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Records transfers

The Information and Privacy Office is creating records schedules for various departments around campus.  If you are one of those departments and have records for transfer to the Archives, please follow the steps outlined below.  The Archives will supply the form to include with the transfer upon request.

For those records marked as "archival" or "transfer to archives" on a completed records retention and disposition schedule, follow these steps once the retention period for the records has elapsed.

Step 1

Contact the Archives before preparing records for transfer. Indicate you have records ready for transfer and the Archives will provide you with template forms. Archives staff will also discuss storage requirements, any privacy or confidentiality issues, and how best to facilitate your office's ongoing access to the records.

Step 2

Using the supplied form, prepare a file list. Generally speaking, this involves identifying your office and describing, at a high level, the records to be transferred. The form also captures the date/year of the records and whether they contain personal or other confidential information.

Step 3

Following the instructions provided by the Archives, box and label the records. In the case of digital records, prepare the records for transfer as indicated by the Archives.

Step 4

Using the supplied form, sign-off on the transfer of the records to the Archives.

Step 5

Contact the Archives and let them know the records are ready for physical or digital transfer (as appropriate).

Step 6

The Archives will receive and accession the records and provide your office with accession information for its reference.