Records Management of the University Archives

Procedures in Transferring Materials to the University Archives

This procedure applies to the University Units who regularly transfer records to the University Archives:

1. Contact the University Archives. Inform the University Archives by phone or email that the Unit intends to transfer materials for safekeeping. The Originating Unit should inform the Archives what is the coverage of the materials to be transferred.

2. Compile and arrange the materials. Similar files (documents of the same nature/subject/form) should be placed in folders with labels and should be placed in standard size file boxes (15″ x 12″ x 10″)

3. Conduct an inventory. An inventory list should be prepared for each box of records to be transferred. The list should include the following details: Name of the Originating Unit¹, Box number², Date of transfer (month and year)³, Folder number⁴, Title of folder⁵, and Date(s)⁶. For example:

Assigning a number to each folder is optional, as long as the sequence in the list corresponds to the actual arrangement of the folders. The Originating Unit should prepare two copies of the inventory list: one as a receiving copy and one as a box copy. The box copy of the list should be attached outside each box.

4. Transfer the materials to the University Archives. The Internal Transfer Form should be signed and submitted together with the receiving copy of the inventory list. The Originating Unit is also requested to send the inventory list via email.

FOR THESES AND DISSERTATIONS: Originating units are also required to submit a listing of the theses and dissertations together with the Internal Transfer Form upon transfer to the materials to the University Archives.