- 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 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 while 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:
1. Order 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 time).
Return all unused boxes to the Archives with your transfer.
Instructions for constructing BARD boxes.
2. Find Forms: Please note that our forms have changed. Download the appropriate File Transfer Form below:
The File Transfer Form consists of two parts you must complete:
- Tab 1 (File Transfer Form) identifies the records to be transferred and the transferring office.
- Tab 2 (File List) describes each file in the transfer.
Four examples of completed File Transfer Forms
3. Pack boxes: Use regular file folders – Hanging file folders will not be accepted because box lids do not close properly and will not fit on offsite storage shelves. 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, and 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:
- Office or unit name
- Box numbers (IE: Dept of Chemistry, Box 1 of 10)
DO NOT tape the boxes.
6. Create the File Transfer Form: Please note that our forms have changed. The File Transfer Form should be ONE Excel document that lists ALL the boxes; do not separate into individual Excel spreadsheets or tabs. No handwritten lists will be accepted. Required fields on the File Transfer Form are:
- Box Number | File Number | File Title | Date Range
- Classification Numbers, if your office uses them
Spell out the first instance of any acronyms and abbreviations in file titles (see File Transfer Form Example). 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. Place it inside the front of box 1. Do not tape the forms to the outside of the box.
7. Request a transfer of your boxes and submit an electronic copy of the transfer forms:
MAIN CAMPUS & FACULTY OF VETERINARY MEDICINE
- Send an electronic copy of the File Transfer Form to firstname.lastname@example.org. PDFs of the form will not be accepted. University Archives will arrange a secure direct transfer of the records to the High Density Library. For any questions, contact email@example.com
CUMMING SCHOOL OF MEDICINE
- Send an electronic copy of the File Transfer Form to firstname.lastname@example.org . PDFs of the form will not be accepted. The Medical Records Office will arrange a secure direct transfer of the records to the High Density Library. For any questions, contact email@example.com