Transferring University Records to the Archives

University Records must be transferred to the Archives according to the retention periods indicated on general and office-specific records retention schedules. When you are ready to transfer materials, please contact the Archivist for University Records (Peter Lysy).

Requesting Empty Boxes

The Archives requires that all records storage boxes measure 12" x 15" x 10" (1 cubic foot). Offices sending records for permanent or long-term retention must use approved, archival quality boxes. Currently, we are using brown Paige boxes, available from the Archives for $3.25 per box. Offices sending records to be retained less than 20 years should use a lower grade container. We use a lightweight white box measuring 1 cubic foot, available from the Archives for $1.50 per box.

To order boxes, email the Archivist for University Records (Peter Lysy) with the following information:

▪ description of the records you are sending

▪ number of boxes you need

▪ retention period(s) of the files

▪ account number to which the boxes will be charged

If you send records in boxes that are not of comparable size and quality to the ones the Archives uses, we will replace your boxes with ours and charge you for them. Copy paper boxes and Notre Dame maintenance boxes are not acceptable. Please check with us before using your own cartons and inform us of materials that require unusual storage containers.

Sending Files to the Archives

Preserve the original order of your files. Do not rearrange materials. If a group of folders was arranged alphabetically in your file cabinet, these files should come to the Archives in that order. Do not send stacks of loose papers without explicitly discussing the special circumstances of such a transfer first.

Fill each box without overfilling. Overfilling causes damage to the records.

Label each box. Short-term (white) storage boxes should be labeled by writing directly on the short end of the box or on paper attached to the short end. Do not write on the archival, long-term storage (brown Paige) boxes. Print out or write labels for each of these boxes on a sheet of paper, fold it in half, and place it in the plastic pouch provided on the side of the box.

Each box must be labeled with the following information:

▪ Office sending the records

▪ The record series in the box, e.g. student files, class lists, etc. The formal name of the record series is located on your records retention schedules.

▪ Date span or alphabet range covered by the files in the box

▪ Number of the box within the shipment (#1 of 5, 2 of 5, etc.)

▪ Destruction date (from records retention schedule)

Create a packing list. A packing list serves as a record of what has been transferred to the Archives and can be helpful when you need to retrieve a file. Please compose a detailed packing list for files scheduled for permanent retention. This list should include the title of each folder sent to the Archives. A less detailed packing list may be useful for retrieval of files that will be destroyed in a few years, and should include the title of the record series and the date span or letters of the alphabet associated with it. Transmit your packing list to the Archives as an email attachment and retain a copy for your office. You will receive a Records Transmittal Receipt, including an accession number, from the Archives as confirmation of the records transfer. To facilitate future records retrieval, correlate the accession number with your packing list and refer to both when you contact the Archives.

Schedule pick up or delivery. The Archives will usually pick up 10 or fewer boxes. Email the Archivist for University Records (Peter Lysy) to schedule a pick up. For larger transfers of boxes, or if the Archives cannot make the pick up, you will be instructed to submit a Facilities Requisition at inside.nd.edu for General Services to collect the boxes and deliver them to the Archives.

Retrieving Files from the Archives

When you need a specific file from the records you have transferred to the Archives, email the Assistant Archivist, University Records (Matt Wilken) and provide the name and type of file, the date it was sent to the Archives, the accession number, and other pertinent information. The Archives will deliver the file for short-term reference, often by the next business day. Please inform us of any pressing time constraints.

Retrieved files must be returned promptly after you are finished using them. Email the Assistant Archivist, University Records (Matt Wilken) and the Archives staff will pick up files from your office. Do not use campus mail to return files to the Archives.

This page was last updated October 30, 2009