Transfer Procedures for 911±¬ÁÏÍø Records
These procedures are designed to minimize physical deterioration or damage to records transferred to the Archives and to ensure that they will be readily retrievable after transfer.
- Conduct a survey of the records to identify and separate active records or ephemeral material.
- Contact the University Archivist, Amanda Nelson, to discuss the transfer.
- Obtain boxes (records cartons) for your records from University Archivist.
- Fill boxes (from front to back) with files; maintain the order in which the files were created or used and do not over-pack or under-pack the box.
- Number the boxes consecutively and discretely in pencil. Do not apply labels to the boxes.
- Make a list of box contents/inventory (include dates whenever possible).
- Complete the and attach your inventory.
- Insert a paper copy of the and the inventory in the first box; keep a copy for your records.
- Put in a work order to arrange delivery to the Science Library Special Collections & Archives storage area with the University Archivist as the contact for scheduling delivery.
- Contact the University Archivist in advance of delivery so we know it's coming.
- Upon delivery, notification will be sent to originating office.
When transferring digital records to the Archives for permanent retention, please contact the University Archivist for instructions.