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The University Archives collects the significant records that were generated or received by university offices on campus, such as minutes, reports, departmental subject files, personal and official correspondence, and photographs.
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What kind of records do you want from us??
Materials that are appropriate for archival status include:
· Publications, such as newsletters and annual reports
· Correspondence
· Faculty publications
· Records of program or curriculum development
· Departmental minutes; committee minutes and reports
· Self-studies, histories, and accreditation reports
· Records about cooperative efforts with other institutions
· Records about relationships with government, business, or industry
· Photographs (please identify people and/or subject/event)
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Faculty papers: the Archives is interested in acquiring records of an official or quasi-official nature. These will represent work of faculty or staff committees or other work that done for your department, or they'll document "extra-curricular" activities such as faculty-student interaction.
Due to Federal privacy laws governing student records, the Archives does not keep grade books, marked papers or material that might be considered part of a student's academic record.
A good guideline is to ask what material would be of use to a person writing a report on your office or a history of your department. Consider the potential uses of archived records; for instance, grant proposals often require historical narratives and statistics.
As for what not to send, transactional records such as leave requests and purchase orders are not usually of long-term value. The Archives does not have space for reprints, bulky artifacts, or more than two copies of reports and publications. Routine correspondence (for example, requests for course information and acknowledgments) is generally not valuable.
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When do I send them??
Consider what records you could not do without, but no longer refer to on a regular basis. Records are sent to the archives because they are of long-term value, but are not needed for day-to-day administration. Generally the records are over five years old.
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How do I send you the records?
1.Contact the Archives staff by e-mail or phone at ext. 3936. The Archivist will discuss with you the type and quantity of records to be transferred.
2. Pack the records into record carton boxes with a lid and handles. A standard bankers box (about 12"x15"x10") works the best.
For letter-size files, 2 file drawers will require 3 boxes.
For legal-size files, 1 file drawer will require 2 boxes.
For lateral files, 1 box will hold 1¼ feet of letter-size files, or 1 foot of legal-size files
If you are sending records of distinct offices, committees, or organizations, please do not intermix them. Keep the records in the order in which they were used in your office. The original order of the records is extremely important for all future uses of the records; please make sure that records are placed in the boxes in the same order that was maintained in the file cabinet, and that the boxes are sequentially numbered and the original folder headings retained. Confidential materials should be so marked on the folder list for evaluation.
3. Make a list of the folder titles, with their dates. When you need to find something, this list will be invaluable. Think of folder title lists as an index to your office's records. Accurate folder lists will become essential for retrieving files you need. Be sure to include the name of your office on the sheet, and span of years represented by the files. Put this list inside the box and keep a copy for yourself.
4. Do not remove records from the folders in which they were placed in your filing cabinet; however, do not send us records in hanging files. The hangers take up space and add weight. If records are in hanging files or binders, re-folder them into manila folders. You can recycle the expensive hanging files for your office use. Please do not send us loose, unfoldered paper. Do not use rubber bands on folders; they rot and leave stains. Leave a little wiggle room in the box; don't overstuff it.
5. When all the records have been removed from the filing cabinets and boxed, number the boxes consecutively on the front side of the box (the side with the handle) following this example. If you have 4 boxes, number the first box "1 of 4", the second box "2 of 4", etc.
6. Write the full name of your office below the box number. Please do not use acronyms. You may want to write on it with pencil or on a separate sheet of paper and tape it to the front of the box. That way the box can be reused in the future.
7. Print out a
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Transmittal of Records Form
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Fill out the information, sign it, place the original in the first box and keep a copy in your files.
Upon arrival in the archives, records are appraised for their permanent value and shelved to await processing. During processing the records are kept in their original arrangement and inventoried, re-boxed and re-foldered into acid-free containers and folders, weeded of extraneous materials and duplicates, and prepared for research use. A copy of the completed inventory is returned to the office for future reference.
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