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Transfer of Permanent Records
to the Archives
The permanent records items listed in the Retention Schedule are eligible
for removal from office files to the Archives when they are no longer
administratively useful to the office. Generally, records referred to
less than once every six (6) months are considered no longer administratively
useful. Upon receipt of these records the Archives will assume complete
physical custody of them and they will remain there permanently. The
Archives will catalog and maintain the records under strict security
with proper environmental control. Referencing, retrieval, and copying
of these records will be available upon request.
PREPARATION OF THE RECORDS FOR TRANSFER.
After determining the records to be transferred, they should be prepared
in the following manner:
1. OBTAIN AND USE CORRECT BOXES.
Use archival storage boxes. They are designed in dimension to hold
either letter or legal size records. Use of file drawer length boxes
is not recommended for any storage and will not be accepted by the
Archives. There are, however, certain records, notably, index cards,
which do not adequately fit Archives storage boxes. Notify the Archives
before these types of records are prepared. Archival storage boxes
can be obtained from Central Stores (Catalog # 30-08-03). One archival
box when filled equals roughly one-half (1/2) of one file cabinet
drawer.
2. FILE THE RECORDS CORRECTLY IN THE BOXES.
Place records in the boxes in an upright manner, one folder behind
the other. Folders are not to be laid flat. It is necessary that
the records be placed in boxes in the exact order that they were
maintained in the office, that is, alphabetically, numerical, etc.
It is generally best, in filling the boxes, to start with the oldest
group of records first. Try to fill a box completely, but do not
overload it. It is acceptable to put more than one R & D Schedule
item or series per box if space permits. Number boxes consecutively,
put transmitting office and number of box in upper right hand corner
of each box.
3. COMPLETELY LIST CONTENTS OF EACH BOX.
Once the boxes are filled and numbered, make a list of the contents
of each box stating the transmitting office, assigned box number,
and every individual folder title or record with inclusive dates
(earliest to latest dated records in each folder). Two copies of
the list should be made.
For Example:
List of Contents in Box
Transmitting Office - Dean of Central University College
Box 1, folders
- Faculty Senate Minutes - 1967-1968
- Faculty Senate Minutes - Fall, 1969
- Faculty Senate Minutes - Spring, 1970
- Faculty Senate Minutes - Fall, 1970
- Faculty Senate Minutes- Spring, 1971
- Faculty Senate Minutes - Fall, 1971
- Faculty Senate Minutes- Spring, 1972
- Faculty Senate Minutes - Fall, 1972
- Faculty Senate Minutes - Spring, 1973
- Faculty Senate Minutes - Fall, 1973
4. FILL OUT RECORDS TRANSMITTAL FORM.
Records Transmittal Form (pdf version)
- (Word Perfect version)
- (Word version)
The following are required steps for filling out Records Transmittal
sections:
- Self-explanatory.
- Number of transmittals sent by office to Archives during year.
- Total number of boxes transferred in this shipment.
- Assigned box number. Place in numerical order.
- Item or series number(s) as they appear on the R & D Schedule.
If there is an item number which does not appear on the Schedule,
contact the Archives before completing this form.
- Record title(s) corresponding to item number(s) listed in Section
(5).
- Inclusive dates of record title(s) in each box.
- If there are restrictions on any of the records, please attach
a memo of justification stating record(s) to be restricted and
reason for the restriction.
- Signature of transmitting office representative is required.
- To be completed by Archives.
5. SEND RECORDS TRANSMITTAL FORM AND LIST OF CONTENTS
OF BOXES TO THE ARCHIVES.
Upon completion send (1) the Records Transmittal form, and (2)
the list of contents of each box to the Archives for notification
of intent to transfer permanent records to the Archives. After
receiving approval from the Archives to transfer records, fill
out Request for Service Form - (pdf
version) - (Word Perfect
version) - (Word
version). Send this form to the Physical Plant for
processing.
6. RECORDS RECEIVED BY THE ARCHIVES.
Upon receipt of the records by the Archives the transmitting office
will receive a copy of the Records Transmittal, signed by the Archives,
acknowledging receipt and assigning them an accession number. Attach
this to the office's copy of the list of contents of each box for
future reference.
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