Procedures for transfer of University records (University Archives)

Procedures for transfer of University records

• The disposition of University records should be managed according to a records disposition schedule, which would indicate how long specific record series should be retained. If your records have not been scheduled, please contact Philip Bantin, University Archivist at 855-5897, or e-mail him at bantin@indiana.edu. Please do not destroy records that have not been scheduled.
• Please do not send records to the University Archives without first consulting with the Archives staff.
• The Archives prefers annual transfers of these records. To set up a transfer schedule, contact an archivist for assistance.
• When you are ready to transfer records, notify the Archives staff at 855-1127, or contact the staff via e-mail at archives@indiana.edu.  
• If you are transferring a large volume of records, the Archives staff will first examine the records onsite.
• If you detect the presence of mold, mildew, insects, etc., in your records, please contact the Archives staff immediately, and a staff member will examine the records onsite.

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Packing and labeling of the boxes

• Files should be transferred in archival record center boxes. These boxes can be obtained by contacting the University Archives.
• Records should be packed in the order in which they were kept in the office.
• Records should be in file folders that are labeled with a folder title and inclusive dates.
• Hanging file folders should be replaced with regular file folders.
• Each box should be labeled in pencil with only the box number. Please do not write the name of your department on the boxes.
• A complete box and folder inventory for the accession should be created in Microsoft Word or in plain text and emailed to the Archives.