Records Management Instructions for Transferring
Instructions for Transferring Non-Permanent Records
Effective 1/22/2015: The UO Libraries has imposed a temporary, short-term moratorium on the receipt or transfer of any public records to the Libraries. Until further notice, UO units are advised to keep and store their public records in their own respective areas. We will let you know when this moratorium is lifted. If you have questions, please contact Andrew Bonamici at email@example.com.
Special Collections and University Archives (SCUA) offers a records storage service for inactive records of departments and offices on campus. An inactive record is one that is no longer needed on a regular basis for business purposes. Inactive records storage is for non-permanent records only; if you have a group of permanent records, please contact the University Historian and Archivist and follow these instructions here. Please also consult this list of common types of permanent records.
NOTE: The Archives does NOT accept records that are scheduled for destruction with fewer than 15 years remaining on their retention period. The Records Management Program handles those non-permanent records that must be kept for a specified period of time and then discarded. The UO Records Retention Schedule and the Oregon University System Records Retention Schedule determines which records are retained permanently and which records are kept for a limited time.
Legal custody of records stored in SCUA inactive records storage remains with the originating department and consequently access is limited to staff of that department and of SCUA. File requests may take up to 5 business days.
Please note the following:
- We no longer accept records into storage that have fewer than 15 years left on their retention period.
- We are unable to fulfill more than 10 file requests per month for each department.
- Do not send records in envelopes or send one or two random files at a time.
- Do not send materials which are not considered to be "record" material, such as magazines, books, newspapers, etc. which were NOT produced by the University of Oregon or by University of Oregon personnel.
- Retrieving Inactive Records: Departments using our inactive file storage service are required to use our file pull service to retrieve files. Please use the file request form if you have files in storage you need to consult. SCUA staff will hand-deliver the files to you; when you are finished using the files, please send an email to firstname.lastname@example.org and SCUA personnel will retrieve the files and return them to storage.
If you are unsure about identifying these materials or you think you have a special case, please contact Archives staff by e-mail, email@example.com
Preparing records for storage
Step 1: Identifying and Preparing Records
- Before preparing boxes for transfer, review the UofO Records Retention Schedule or the OUS Records Retention Schedule to identify the records series that are to be prepared and sent to the University Archives.
- Box the records with care. Please do not box multiple records series in one box. A record series is one type of record, as defined in the records retention schedule; search committee records would be a good example of one record series. If you are sending records from the same series with a large date span (greater than 1 year), please box the years separately. This ensures the proper and timely disposition of university records.
- Do not remove records from the folder in which they were placed, unless they are in hanging folders. Hanging folders need to be replaced by standard file folders. Please do not overfill boxes. Overstuffed boxes pose a safety hazard and can damage the records.
- Place records in standard records storage boxes (W=12" X L=15" X H=10") with lids and handles. If you have odd size items or records that do not fill an entire box, please contact SCUA.
- Create a box/folder list for each box. The list needs to indicate the box number, date range of materials, record series titles from the retention schedule and folder titles. Use the SCUA Excel template to create box/folder lists for transferring permanent or non-permanent records. The template can be downloaded here (xls, 144kb), and a quick instruction sheet can be downloaded here (pdf, 95kb).Thanks!
Step 2: Sending the Transmittal.
- Fill out the online Transmittal Form, create and attach a box/folder list created using the Excel template, and submit the online form. Make sure that you fill out all appropriate sections of the transmittal form and save a copy of the form and box/folder list for your records. Use only one transmittal form for each shipment of records. When describing records, please use the record series titles as indicated in the records retention schedule. This helps us process the transmittal and manage the records more efficiently.
- Please do not allow students to sign the form or act as a contact person for the transmittal process. We are trying to develop a list of staff members on campus who have the responsibility for maintaining the records for each department.
Step 3: Coordinating the Delivery.
Note: Due to increased workload from graduation and other year-end activities, Facilities Services is usually unable to accommodate records transfers during the month of June. To ensure a timely coordination of transfer, please submit your request by May 1, or you may wait until after July 1.
- Someone from SCUA will confirm the receipt of your transmittal request via e-mail or phone.
- SCUA will send you a hard-copy memo describing the delivery process. Also included in the envelope will be labels to affix to the boxes. Place the labels on the front of the box (narrow side) so that it corresponds with the direction of the folders inside. The accession number for the transmittal is printed on each label, and the box numbers printed on the labels correspond to the box numbers on the submitted box/folder list. Please record the accession number on your copy of the transmittal. You will need this number if you request folders from these boxes. When attaching the labels to the boxes, make sure the correct box numbers are put on the correct boxes. If the box numbers do not match the box/folder list you submitted, SCUA will have difficulty retrieving records for you if you need them later.
- Because staff is not at Baker Downtown Center on a regular basis, we will provide a range of dates and times that you can choose from for delivery. Someone from your office may bring the boxes to Baker Downtown Center themselves or you may request Facilities Services to pick up and deliver the boxes. Once you have a date set, please confirm the date with SCUA to ensure someone will be there to receive the boxes.