University of Calgary
UofC Navigation

Transferring records

University (corporate) records that no longer have administrative value can be transferred to the University Archives for storage.  

  • The records may still have financial or legal value and require storage for the length of their retention requirements or,
  • The records may have enduring or archival value and require permanent storage.

Before transferring records, check:

  • the Master Records Retention Schedule to determine the retention period for the records
    Any records that fall under a Retention Rule and whose retention period has already elapsed should be disposed of as indicated in the relevant rule. If the Rule indicates that the records must be shredded, refer to the Destruction of Records instructions.  Please do not send them to the University Archives -- we will send them back to you in order for you to fulfill your responsibilities under the Records Retention and Disposition Policy, section 4.10.
  • the list of university records with potential permanent value
    Carefully consider the records you are transferring to the Archives and whether they are likely to have permanent value. Remember that we have not completed Retention Rules for all non-permanent records: the lack of a Retention Rule does not indicate that records have permanent value.  If you have any questions in this regard we would be happy to consult with you as you are preparing the records for transfer so we can ensure that permanent and non-permanent records are not intermingled in the same boxes.

 Contact us if you have questions:

Transferring Records:

  1. Order boxes

    Fill in one of the forms for ordering boxes:

    Depending on the type of records you are transferring, we will send you either:

    • "BARD" boxes, about 2/3 the size of a Bankers box (for permanent records) or,

    • Bankers boxes for records that need to be stored for a limited period of time.  

    Return all unused boxes to the Archives with your transfer.

    Instructions for constructing BARD boxes.

  2. Find Forms

    Download a copy of the FILE TRANSFER FORM  

  3. Pack boxes

    Organize the records in a sequence that reflects the classification and filing procedures used in your office.

    Keep records series together.

    For example:

    • all support staff employee files together,
    • all academic employee files together,
    • all accounts payable files together,
    • all course outlines together (by Semester and then by Course Number). 

    For records that will eventually be destroyed, group them in "date closed" order to make retention scheduling and culling easier. 

    Leave about 2 cm (about 3/4 inch) of space in each box to make file retrieval or re-filing easier.

    Remove from files:

    • documents stamped COPY which have no new annotation on them.
    • non-record material such as externally published reports, supplies or equipment catalogues.
    • flyers, blank forms, reference articles.
    • large paper clips, elastics and plastic covers

    If records are in binders:

    • Transfer material to standard file folders
    • Label the file folder with the title information on the binder.
    • Create more than one file for each binder if necessary. (Number 1 of n, 2 of n, etc.).
  4. Label and number the files

    File titles need to be as descriptive as possible to enable future accessibility from a searchable database.

    Write file numbers in PENCIL in consecutive order in the upper right-hand corner of the folder.

    For example, files in Box 1 will be 1, 2, 3 through n. Files in Box 2 will be 1, 2, 3 through n.

  5. Label the boxes

    Label the narrow end of each box (under the hole for the handle) in PENCIL with:

    1. Office or unit name
    2. Box numbers (IE:  Dept of Chemistry, Box 1 of 10)

    DO NOT tape the boxes.

  6. Create the File Transfer Form

    See File Transfer Form SAMPLE.

    Note:  The File Transfer Form should be ONE Word document that lists ALL the boxes: do not separate into individual Word documents. No handwritten lists will be accepted.

    Required fields on the File Transfer Form are:

    • Box Number | File Number | File Title | Date Range
    • Include Classification Numbers if your office uses them. 

    Spell out the first instance of any acronyms and abbreviations in file titles (see File Transfer Form SAMPLE).  Acronyms and abbreviations can be used for all subsequent listings of the file titles.

    Print out a copy of the File Transfer Form and sign it.

  7. Send the forms

    Save an electronic copy of the File Transfer Form for your records.

    Place the signed copy of the File Transfer Form inside BOX 1.

    DO NOT tape the forms to the boxes.

    Send an electronic copy of the File Transfer Form (in WORD, not pdf) to

  8. Send the boxes

ALL boxes (full and unused) via Shipping/Receiving (220-5611) to:

University Archives
Suite 520 Taylor Family Digital Library (TFDL)
c/o Suzanne Ell (220-7271).

Send ALL boxes (full and unused) via Shipping/Receiving (220-5611) to:

Cumming School of Medicine,
Health Sciences Building, Room 200F
c/o Nadiya Semkuley (220-2167)

Shipping/Receiving requires a "On Campus Pick-up/Delivery Form" for each transfer of records.
Note: this is not a direct link to the form. You will need to log into your MyUofCPortal first, then >Enterprise Services >Supply Chain Management>Supply Chain Management Service Request Forms.

If the boxes contain CONFIDENTIAL records: