How to transfer records to the Archives

If you would like to transfer department/program files for inactive records storage or material scheduled to be destroyed please contact us.

  • If you need fewer than twelve boxes you can contact the Records Manager and we will provide you with acid-free cartons. For transfer of larger requests, you will need to purchase acid-free, buffered storage cartons (15" X 12.5" X 10"). These can be easily obtained from Hollinger Corp.

    If you need more than twelve boxes for records scheduled to be shred, please use standard banker's boxes (15" X 12.5" X 10"). They must have hand holes.

  • Fill boxes from front to back. Files kept in hanging folders must be removed from the hanging folders, but the intellectual information on the folder tabs must be retained either on the container list or transferred to new folders as they are placed in the box.  Please clearly label each box with the name of your department/program, and number the boxes consecutively.

    For boxes scheduled for destruction, please request a label and a number.

  • Note: this is not necessary for boxes scheduled for destruction.

    1. Create a box and folder inventory.
      1. Example Box and Folder Inventory:

        Box 1
        1. Department meeting, Sept. 1962
        2. Department meeting, Oct. 1962
        3. Definition of the major, 1962-1963

    2. Note any files that should be restricted and, if so, for how long.  (If you have any questions regarding restrictions or the sensitivity of material, please speak with the Records Manager).
    3. Note any files slated for timed destruction. These may need to be moved to a separate box.
    4. Place the container list for each box in a folder at the beginning of the box to which it pertains. Send the file as an email attachment to the Records Manager.
  • We will determine whether your cartons will come to the Archives (4th floor of Sawyer Library) or be shipped directly to the Library Shelving Facility.  We will contact you directly regarding shipment of your cartons and time/day of pickup.

Questions? Contact us.

See also: