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.
-
- 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!
-
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?
-
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
-
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
-
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.