Instructions for Transferring Permanent Records to University Archives
The University Archives works to retain and preserve University records that have permanent historical or evidential value. If you need to transfer Permanent University Archive Records, which the University Records Manager has deemed allowable, please follow the instructions below for physical transfer procedures.
NOTE: The Archives does not store records that are scheduled for destruction. The Records Management Program handles non-permanent records that must be kept for a specified period of time and then discarded. The UO Records Retention Schedule determines which records are retained permanently and which records are kept for a limited time (non-permanent). For questions and guidance regarding records management contact UO Records Management (firstname.lastname@example.org)
Permanent Records Procedure:
Step 1: Identify Records
Review the UO Records Retention Schedule to identify the records series that are to be sent to Archives.
Step 2: Prepare Boxes
Use 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 University Archives.
Please do not include hanging files or binder. Remove files from hanging folders and binders and place in folders before boxing. Use multiple folders if binder contents are too large for one folder.
Please keep files in their original order when placing them in boxes. Finding files in "original order" is very important to researchers.
Do not overfill boxes. Overstuffed boxes pose a safety hazard and can damage the records.
Loose pamphlets and other items should be placed in folders before being put in boxes.
Step 3: Describe Box Contents
Create an inventory list for each box. Indicate the department name, box number, date range of materials, record series titles from the retention schedule and all folder titles.
University Archives has an Excel template for use by all departments to create box/folder lists for transferring permanent or non-permanent records. The template can be downloaded here (xls, 144kb).
Step 4: Send the Transmittal Paperwork
Fill out a Transmittal Form. Create and attach a box/folder list created using the Excel template to 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.
We will confirm the receipt of your transmittal request via e-mail and will send you a memo that describes the delivery process.
Step 5: Coordinating the Delivery
If you have any questions about this process please contact:
- We will send you a hard-copy memo describing the delivery process including 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. University Archives assigns each shipment of records an accession number. The accession number for the transmittal will be printed on each label you receive, 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 for your records. 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.
- When your boxes are labeled and ready for transfer, please coordinate with the Accessioning and Processing Archivist (email@example.com) to schedule a delivery appointment at Knight Library. We will provide a range of dates and times that you can choose from for delivery. When it's time to make your delivery, someone from your office may deliver the boxes themselves, or you may request Facilities Services to pick up and deliver the boxes for you. Please make sure you coordinate with staff before the boxes are to arrive. If permanent staff is not available to accept the boxes, they will be returned to the office.