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Preparing Records for Transferring to the Archives

Departmental Records Liaison should review files annually for item which should be transferred or destroyed.

For files to be transferred to Medical Center Archives:

1.) Call the Medical Center Archives (383-2653) for proper boxes.
1 full file drawer = 2 boxes
2.) Place file folders in boxes
Do not use hanging folders. They don't fit the boxes and are an expensive way to store records.
Put records in labeled folders.
Label folders in pencil. Do not use printed mailing labels.
Keep the folders upright with labels facing forward.
If placing more than one record group in a box, place a marker sheet between the folders.
3.) Label the outside of the box
-- in PENCIL -- with:
Office or Department name
Record group title and date range
Alphabetical, numerical, or chronological range of records
Number boxes in sequence
EXAMPLE:
Department of Medicine
Job Search File, 1994-1995
[A-L]
Box 1 of 2
EXAMPLE:
Controller's Office
Accounts Payable, 1993
January-March 1993
Box 1 of 6

4.) Prepare a list by individual folder title or groups for each box.
The list will be used in retrieving records as needed in the future. The office should keep a copy and email a copy to Medical Center Archives at time of transfer.

EXAMPLE:
Chancellor's Office
Correspondence, 1984-1994
Box 1 - A-AR
  Admissions
  Alumni
  Annual Reports
  Architects
EXAMPLE:
Dean' Office
Correspondence, 1990-92
Box 1   A-L
Box 2   M-Z

5.) The Archives Staff can pick up a limited number of boxes. Contact the Archives (383-2653) to make arrangements for pick up, delivery, or a list of companies who can provide delivery services.