Transfer Procedures for Records to the University Records Center

University offices and programs should regularly transfer inactive official records to the University Records Center (URC).  The URC offers a free, secure and environmentally friendly storage facility for your important university records.  Offices may request retrieval of records and can expect delivery within 24 hours of the request.  You may call the Archives at ext. 1225 or make an online retrieval request.

The following procedures are provided to assist offices in transferring records to the University Records Center. Feel free to contact the university archivist (x1046) or archives staff (ext.1225) at any time during this process should you have questions or problems.  The Archives will not accept records transfers that do not conform to the following procedures.

Step 1. Organize Your Files by Record Series

A record series is a set of records that are identical in form and/or function, and have approximately the same date, fiscal year, or logical chronological grouping. For example, all cash journal files for the fiscal year 1997 would be considered one record series. If you know the official title of the record series (according to the retention schedule) please use it.   For ideas on basic filing systems, click here.

The university’s record retention and disposition schedules identify the record series created by your office.  If you have difficulty determining exactly what the record series should be or if no existing schedule properly describes the records, immediately contact the university archivist.

Multiple record series must NOT be listed together on one transmittal form. A separate transmittal form must be filled out for each record series.

The most important part of knowing about record series is to keep like material, from a specific time period, together and not to combine it with any other material when boxing it up for storage or transfer.

Step 2.  Boxes

Record center cartons are available for purchase through Central Receiving by asking for "standard record center box (#2-0750)."  Use standard record center cartons only.  The archives cannot accept records packed in any other manner.  Oversize records, such as bound ledgers, should be tied in a bundle with sturdy cord.  Large drawings can be packed in cardboard tubes or wrapped in paper.  The Archives will accept very small record series placed in large campus mailer envelopes provided a records transmittal form is included.

Step 3.  Remove Records from Office File Cabinets or Filing Systems

Records must be packed in boxes (see Step 2) with the same folder headings and with each folder in the same arrangement as it appeared in the file drawer.  Records may be placed in different file folders than those used for office files (particularly if hanging folders are used), but each must carry the same folder heading as those used in the office file.  You may weed or discard documents during the transfer process.  Follow discard guidelines listed here.  

• Please remove records from three-ring binders and hanging files and re-file in appropriate folders.  Information that appears on the notebook cover should be written on the folder.  Special care should be taken to ensure that the records are not disarranged during this process.
• Office staff must complete a box-list inventory for each box sent to the Records Center.  A box-list inventory is essentially a list of file titles in each box.  Records Center staff use the box-list inventory as a descriptive index to facilitate access and retrieval of records.  Office staff should attach a copy of the box-list inventory to the Records Transmittal Sheet.

Step 4.  Labeling Boxes

Office staff number the boxes for each record series transferred to the Records Center.  Using a pencil, office staff marks the box number in the upper right hand corner of the box front.   For example, if the office ships 25 boxes of the record series “project files,” the boxes would be labeled 1/25, 2/25, 3/25, etc. Please do not mark any other information on the boxes.  Upon receipt of the boxes and records transmittal sheet, Records Center staff will complete the appropriate box labeling.

Step 5.  Records Transmittal Form

Multiple record series must NOT be listed together on one transmittal form. A separate transmittal form must be filled out for each record series.

Records transmittal forms alert archives staff to impending records transfer.  They also document the official transfer of records to the University Records Center.  Office staff must complete a records transmittal form for each record series. Office staff should retain a copy for their files, place a copy in box number 1 of the shipment, and send a copy via inter-office mail to the University Archives (LRC 126).  Please do not forget to include a copy of the box-list inventory as described in Step 3.

Step 6.  Transfer to the University Records Center

Contact Central Receiving (ext. 2749) for pick up and delivery of boxes to the University Records Center (205 Services Building).