Transfer Guidelines for Non-Current Office Records


Before transferring materials to the Archives, please consult the Records Retention Guidelines. Archives and Special Collections is the repository for non-current, inactive, official College records that have sufficient historical and administrative value to warrant their preservation.

Please follow the directions outlined below in preparing your department's records for permanent transfer:


Paper Records

  • Call and order acid-free boxes from the College Archives x4225 or x4433, or email the Archives with your request. Please estimate 2/3 of a standard file drawer per box. Archival boxes can accomodate both letter and legal size folders.
  • Please maintain the original order of all documents, and indicate the total number of boxes when finished (e.g. 1 of 5, 2 of 5, etc.).
  • Inventory each box by listing the title of each folder. Place the inventory in the box, and email a copy to the Archives. Remember to keep a copy of this document for your records.
  • Please arrange for the transfer of records via Facilities and Operations and inform Archives staff so we can anticipate the delivery of your records.

If you have additional questions concerning the transfer of archival records, please contact Christopher Raab, Archives and Special Collections Librarian, at x4225, or email at christopher.raab@fandm.edu


Digital Records

Archives and Special Collections also collections records created in digital form. Records may be transferred from the original storage media (hard drive, CD, etc.) or, for records in Google Drive, shared with the Archives through a "view only" link. Contact the Digital Initiatives Librarian at brianna.gormly@fandm.edu to determine the a plan for transferring your digital records.


 

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