Guides: Records Management: Procedures and Forms

How to Transfer Records

Transferring Records to the Archives
A visual infographic describing steps necessary for transferring paper-based records to the Archives.

Have boxes of paper files you think you might need to send to the Archives? Follow these steps!

Identify inactive materials, using the Records Retention Schedule and these guidelines. If the records are not listed on the schedule or you have questions, call the College Archivist Librarian. She can come and help you do a survey of your office's files.
Once you have identified files you are ready to send, remove any routine materials that can be destroyed per the retention schedule, such as older receipts and invoices. Unsure? Use this chart for help!
Make sure the folders of files are labeled with dates, then place them into boxes. Prepare a folder-list inventory for each box you intend to transfer. This assists the College Archivist Librarian in cataloging.
Complete the Records Transfer Form for your boxes. In addition, each box should have a completed Records Transfer Cover Sheet attached.
Once all is complete, you can bring the boxes to the Archives! Be sure to let the College Archivist Librarian know that you have boxes coming.

You can reach out to the College Archivist Librarian at any time during this process with questions.

Coming soon!

Transferring Records for Confidential Shredding
A visual infographic describing the necessary steps for transferring confidential shredding to the Archives.

Have records ready for confidential destruction? Transferring them to the Archives for destruction is simple! Just follow these 5 steps.

Consult the Records Retention Schedule and ensure the files have reached their retention date and are ready for destruction. You may want to contact the College Archivist Librarian if you have questions about their status.
Separate out any non-confidential material (ex: College publications) and place that in recycling.
Remove confidential material from folders and place in a box, particularly if the files are in hanging file folders. Additionally, please remove any binder clips, plastic sheet covers, and other non-paper items. Paperclips and staples can be left.
Complete the Confidential Shredding Form. In addition, complete a Records Transfer Cover Form and attach it to each box of shredding.
Let the College Archivist Librarian know the boxes are coming and bring them over.

You can reach out to the College Archivist Librarian with questions at any time during this process.

Official Records Management Policy Documents

The forms your need to transfer material to the College Archives are the Records Transfer Form, the Confidential Shredding Form, and the Records Transfer Cover Sheet.

Please be aware that as of Fall 2024, the Records Transfer Form and Confidential Shredding form are now separate, electronic forms. These must be completed prior to any transfers. The Cover Sheet should be printed and attached to any boxes sent.

Records Transfer Form
A link to the new, electronic Records Transfer Form. This should be completed each time records (paper or digital) are transferred to the Archives for preservation.
Confidential Shredding Form
A link to the electronic Confidential Shredding Form. This should be completed each time material is sent for confidential destruction.
Records Transfer Cover Sheet
The Records Cover Transfer Sheet. A completed copy of this form should be printed and attached to each box sent to the Archives, both for transfer or destruction.