Transferring Records to Duke University Medical Center Archives

Contact Medical Center Archives (383-2653) for archival boxes. Boxes are acid-free and our facilities are set up to house containers with these specific dimensions. Boxes are free of charge for records being sent to the Archives, and can be picked up or delivered on any weekday. Records sent in boxes other than those provided or not having prior approval will not be accepted.

1. Review the records to be transferred. They must not contain patient records. For further description of the kinds of materials departments may transfer, see the Retention & Disposition Guidelines.
2. Gather folders necessary to provide separation to the records. It is extremely helpful, both in creating box lists and providing access to specific materials, to have well-labeled folders.
3. Label folders according to the examples below.
   • A - General Correspondence, July 1, 1995 - June 30, 1996
   • A - General Correspondence, July 1, 1996 - June 30, 1997
   • Administrative Council, July 1, 1995 - June 30, 1996
   • Administrative Council retreat, August 1, 1995
• This format is preferred. It is clear, simple and easy to read. The folder label should provide an accurate indication of the subject of the folder and the span of time covered. Please use fill four-digit dates for all folders.
4. If a folder is not appropriate for the type of materials, prepare a brief general description of the contents ("Minutes of departmental meetings, 1975-1977".)

1. Remove records from your filing cabinet by series (or major divisions of categories of records). Use the Duke University Medical Center Archives' Records Retention and Disposition Guidelines to help determine the series. If you have any questions, please contact Medical Center Archives staff.
2. You may include more than one category of records per box; just keep each category together. Each box should be filled full, with about 1 1/2 inches of "wiggle room" at the rear of the box.
3. If you are using hanging file style folders with metal hooks, please replace those folders with standard file folders. The hanging files are very expensive, and you can recycle them within your own department.

When all the records have been removed from the filing cabinets and boxed, number the boxes consecutively on the front side of the box (the side with the handle) following this example:

1. Use only one transmittal form per transfer. Fill out an on-line form if you are using a PC. Or, request a Microsoft Word form by emailing the Medical Center Archives.
2. Fill in all the information requested on the form, including the name of your department/office, the name of the person (if not yourself) who is responsible for maintaining the records for the department, email address, phone number, and brief description of the records.
3. Attach a list, by box, of the folders or files you are transferring.
4. Select the "Submit Request" button, or fax it to us at 383-1649.

After we have received the boxes, staff will send an accession confirmation statement to you for your records.

The On-line Form

Microsoft Word form

If you have any questions or comments, please contact one of the following:

Russell S. Koonts
Director and Archivist
Office: 383-2653
Voice Mail: 660-1315
russell.koonts@duke.edu

Dawne H. Lucas
Head, Technical Services
Office: 383-2653
dawne.lucas[at]duke.edu