Transferring Records

Records are sent to an archive because they are of long-term, historical value, but are not needed for day-to-day administration. As a rule, send the University Archives the significant and unique records that were generated or received by your office.

Records are usually significant and have enduring value if (for example): they document policy development and precedents, major projects, or university rights and responsibilities; their subject matter caused considerable comment on campus or in the media; or if they have been vital to the operation of your office.

Materials that are appropriate for transfer to University Archives include:

• Correspondence and subject files of the Dean, Director or Chair.
• Publications, such as newsletters and annual reports.
• Records of program or curriculum development.
• Departmental minutes; committee minutes and reports.
• Self-studies, histories, and accreditation reports.
• Records about symposia and special projects.
• Records about cooperative efforts with other institutions.
• Records about relationships with government, business, or industry.
• Photographs (if identified). (Note: If your office has copies of photographs taken by the W.U. Photo Services Dept., you do not need to send these - we already get them from Photo Services)

Records not eligible for transfer:

• Transactional records such as leave requests and purchase orders are not usually of long-term value.
• The Archives does not have space for reprints, bulky artifacts, or more than two copies of reports and publications.
• Routine correspondence (for example, requests for course information and acknowledgments) is generally not valuable.
• Records related to personnel matters (e.g. applications and supporting material, resumes, evaluations, records of interviews, etc.). Disposition of faculty and staff personnel records should be coordinated with the Human Resources Office (935-8095).
• Student records (including applicant files). Disposition of student records should be coordinated with the Office of the University Registrar (formerly known as Office of Student Records).

For more information about how long to keep non-permanent records, see the University's records retention schedule (.pdf)

Guidelines for packing your records

• Contact University Archives prior to packaging and sending your records.

• Boxes: Boxes should be letter size on one size, legal on the other. Larger boxes become too heavy.The Paige Company makes a "Miracle Box" which is excellent for transferring records. 1-800-662-6937; ask for the #15 Miracle Box.
• Records should be in folders (manila folders are fine) and with the contents clearly writen on each.
• Please do not send us records in hanging files - they take up space and add weight (if possible, please do not send files in three-ring binders, for the same reason).
• Do not use rubber bands on folders; they break and leave stains.
• Pack the items rather loosely in the box -- do not overstuff.
• Attach a sheet of your letterhead to the box cover, with the date and name of a contact person, and label it "To University Archives." Include your records transmittal form in the first box (or send seperatly in campus mail).

Contact Us

If you have any questions, feel free to contact the University Archivist at 935-9730.