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The Duke University Medical Center Archives (DUMCA) collects and preserves departmental and administrative permanent records (except for patient records) on an annual basis. We are available to assist you with evaluating, boxing, and moving materials from your department to ours. Contact us for more information or to plan your first transfer: 919-383-2653 or email@example.com.
The DUMCA does not accept patient records. If you have patient records, contact Duke Procurement about Confidential Records Storage for further instructions on Duke approved vendors.
A Departmental Records Liaison reviews files annually for materials to transfer to the DUMCA or destroy based on a records retention schedule. A Departmental Records Liaison represents their office or department in records policy matters and works with the DUMCA to coordinate and implement the policies and procedures of the Medical Center’s records management program in their department.
For files to be transferred to DUMCA:
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 Archival Records Guidelines and the Retention & Disposition Guidelines.
Archives staff is available for consultation about record types, retention, and transfer by calling 919-383-2653 or sending an email to firstname.lastname@example.org.
Order archival records boxes from the DUMCA by contacting 919-383-2653 or email@example.com.
Only boxes obtained from the DUMCA should be used to transfer records. Archival records boxes measure 12 in x 15 in x 10 in. Oversize boxes and folders are available upon request for materials that cannot fit within these dimensions without being bent or folded.
1 full file drawer = approximately 2 boxes.
Place records in boxes. Files should be boxed in the order in which they were originally organized. Remove rubbed bands and binder clips whenever possible.
Do not overfill. A properly packed box will have:
Hanging file folders, binders, and scrapbooks should be packed lying flat. If packed upright, these containers can crush the boxes and damage files.
Keep other files in labeled folders. If file folders are not already marked, label file folders in pencil. Place file folders standing upright with labels facing forward.
Do not fold or bend any records to fit the boxes. Archives staff will provide additional oversize boxes or folders to transfer these materials. If you have any questions about how to pack an oversized item, contact the DUMCA by calling 919-383-2653 or emailing firstname.lastname@example.org.
Label the front of the outside of the box with:
The box’s sequential number should represent both the box’s unique place within the transfer and the total number of boxes being transferred. For example, a transfer of 5 boxes should be labeled as shown:
Labeling Example: if two boxes are transferred from the Department of Medicine, and the first box contains job files dating from 1994 to 1995 and the second box contains correspondence and photographs dating from 1983 to 1996, these boxes will be labelled:
Department of MedicinePhotographs1983-1989Box 1 of 2
Prepare an inventory for each box using an Excel spreadsheet. To download an Excel template for the Accession Level Inventory, click here.
If possible, this inventory should include the box numbers, date ranges, and a list of the contents of each box. This list may include folder titles, binder names, publications, bound volumes, grant files, artifacts, plaques, framed photographs, medical uniforms, etc.
In some cases, boxes might contain a large number of materials of a single type, such as newsletters or photographs. In these cases, the list only needs to include a brief description of these materials and the date range.
Do not create a separate spreadsheet for each box being transferred; the list for all the boxes in a transfer should be included on a single spreadsheet.
For more examples of a completed inventory, see the attached
Example 1 worksheet for Folder or Item Level description
Example 2 worksheet for Box Level description on the downloadable Excel template.
The list will be used in retrieving records as needed in the future. Please email a copy of this list to the DUMCA at email@example.com for Archives staff to review prior to the date of transfer. The office or department should also retain a copy of this list for reference.
Questions about how to complete an inventory? If there are any questions about how to complete an inventory for materials being transferred to the DUMCA contact us by calling 919-383-2653 or emailing firstname.lastname@example.org.
Contact the DUMCA at 919-383-2653 or email@example.com to coordinate pick up, delivery, or the use of a vendor who can provide delivery services.
Please provide any additional information that could impact the transfer process including scheduling concerns, upcoming events, restricted entrances, stairs, elevators, heavy or oddly shaped materials, and so on.
Archives staff can pick up a maximum of 12 archival records boxes per visit. Transfers larger than 12 boxes may require the help of an outside vendor and could take longer to arrange.