Transferring Material

We can meet with you to talk about your records and if they should be transferred to Archives.  We can arrange a visit to Special Collections for your group members or come to one of your meetings.

• Before we meet
  • Share your plan with your members and staff/faculty advisor(s)
  • Make sure you let people in your group know what's going on and that everyone is on board with the plan before you begin transferring your materials to us!

• What do we need to know?

  We'll ask about the scope of your records and the activities they document, so it's a good idea to review the records and make note of:

  • How much material is there? You can "guesstimate" by thinking in terms of digital file size, binders, paper boxes, or file cabinet drawers.
  • What types of records do you have? electronic, pictures, papers
  • Are there confidential or private records?
  • Are there inventories or reports that describe what you have?

• What happens next?

  If we decide to accept your records, we will:

  • Give you guidelines for packing up and inventorying your materials
  • Determine the best way to deliver electronic records (flash drive or Google drive)
  • Set you up with boxes or drives to keep your materials safe while they're being transferred
    
  • Schedule a time to drop off/pick up your materials. Please do not send records to us without prior notice. We'd hate to have your history sitting on a shelf or inbox!
  • Help you create a records retention schedule for your organization

• Transferring your materials

  For physical materials:

  • Make a list of what's in each box. We like folder titles and the start and end dates of the materials.
  • Label each box with a sheet of paper or label giving your organization name, the date, and the name of a contact person.

  For digital files:

  • Please follow suggested file naming conventions and file types
  • Review our documentation on how to transfer files using Google Drive

• Ongoing documentation and records transfer

  Don't forget the work you've done

  • Pass on information about your records to your new officers and members
  • Ask them to visit us to acquaint themselves with your group's archival legacy.

  Create a records retention schedule

  • After you've completed your first records transfer, work with us to create a records retention schedule or policy for your organization
  • Please review the general student group records retention schedule.
  • Transfer new records to Special Collections on a recurring basis. The best time for this is toward the end of each academic year as graduating officers get ready to leave campus.
  • Designate a group historian to study and track your history. This person might also serve as your group's liaison with the Records Manager.