Why Transfer?
The University Archives serves as the institutional memory of the University by preserving a variety of records and materials. When allowed to accumulate in closets, basements, and corners, records are inaccessible and can easily be lost or destroyed. But, if records of permanent historical, administrative, fiscal and/or legal value are transferred in an orderly way, the University Archives can provide safe storage, quick retrieval of files when needed, and assistance with information or research requests. Other advantages to offices and departments transferring records include reduced need for storage space, less time spent on servicing non-current files, and lower supply and equipment costs.
What to Transfer
Broadly stated, the Archives accepts records documenting University activities, functions, decisions, and/or policies and programs (both adopted and rejected), provided the records are not in active use by the office creating them. Desirable records include, but are not limited to:
- Constitutions and by-laws, minutes and proceedings, and reports of University Boards, committees or task forces;
- Correspondence, subject, and speech files of key administrators;
- Academic program materials including internal evaluations, curriculum changes, and proposals for new programs;
- Policy development files relating to the creation and revision of policies and procedures, handbooks, regulations, etc.;
- Audio visual materials including official or promotional photographs, films, sound and video recordings;
- Printed matter including student publications and publicity material;
- Records of official events including conferences and seminars, visits by dignitaries, and building dedications;
- Reports of external bodies about University operations, including accreditation material;
- Records of student organizations;
- Summary financial records;
- Artifacts and memorabilia: pnly in the case of great importance to the history of the University and manageable in physical size and condition.
Please note that the above list is intended as a general guide. If there are questions about records not listed here, please contact the University Archivist.
What Not to Transfer
- Active records: while records are still needed for regular consultation, it is more convenient for the staff of both the originating office and the Archives if they remain in the possession of the former;
- Student records: check with the Registrar's Office for their policies on retention, destruction or transfer;
- Personnel records: check with the Provost's Office or with Human Resources for their policies on retention, destruction or transfer;
- Multiple copies: two (2) copies of most items is sufficient but, for nice photographs or "showy" publications, five (5) copies will be accepted;
- General office management files;
- Blank forms.
How to Transfer
There are a number of steps to be followed when preparing and sending records to the Archives.
- Contact the Archives regarding the records you wish to transfer. This consultation will provide useful advice and is essential before transferring records.
- Files should be packed for transfer as arranged in the originating office, since file organization reflects the functions and activities of that office. Do not send loose material; material in labeled files is easier to retrieve and to process. The University Archives will provide acid-free boxes upon request. Place files in boxes in an upright manner, one folder behind the other. Folders are not to be laid flat. Try to fill each box to capacity so that space is not wasted or files allowed to "curl" but do not overstuff boxes. Write the box number on the front of each box and add it to the list of file titles if one is provided (see below).
- If possible create a list of all the file titles you are transferring and attach it to, or place it in, the first box. The list should reflect the order in which the files were stored and boxed. It should clearly identify the department, office or other unit sending the records, as well as the full name and phone number of a contact person. If the records are of a specific type (for example, subject files or committee minutes), this should also be indicated, as should the inclusive dates of each file's contents. Please see sample listing below. As descriptions and index terms for transferred material cannot be immediately entered into the Special Collections database, this listing is critical in ensuring ongoing and convenient access.
Sample Archives Transfer Listing
Dean's Office, College of Arts and Sciences Jane Doe, Secretary - April 2000 Page 1 of 5 BOX 1 of 10 - Alphabetical Subject Files Academic Council, 1968-1973 (4 files) Academic Vice President, 1973-1977 (7 files) Academic Vice President Search Committee, 1973-1974 Admissions , 1974-1976 (4 files) Admissions Annual Report, 1976 Etc.
Transferring Electronic Records
Electronic records may be transferred electronically or via a removable storage device. Preferred methods of transfer include, but are not limited to, the following:
- Box (or other cloud-based services)
- USB Flash Drive
- Hard-drive
- Compact-Disk, Read Only Memory (CD-ROM).
- DVD-R/W
- Floppy disk
All electronic records should be properly labeled and include information on the creator or office where the records originated from, date span of the records, and a description of the contents. Transfer of electronic records should be routed to Ann Galloway, Assistant University Archivist.
Post-Transfer Access Policy
Published material in the University Archives is open to all. Unpublished material dating after 1970 is closed except to the originating office unless permission is obtained from that originating office. Material relating to donations or other personal financial matters is closed permanently unless permission is obtained from some one in authority in the appropriate office(s). Originating offices may have access to their documents, either by withdrawing the documents themselves on loan or by requesting photocopies. If a large amount of copying is required, the Archives staff may request that the originating office send a representative to the Archives to undertake the copying.
Contact Information
Lynn Conway, University Archivist