Information Governance Services

Transferring records to University Archives

Further information

  • Contact us-University Archives
  • Using a records disposal authority

Useful links

A core function of the University Archives is the receipt of archival records from administration areas, faculties, schools and centres.

Records are taken into custody so that they can be preserved and made available for reference and research purposes.

This page provides information about the process you need to follow when transferring archival records into University Archives’ custody.

Note: Prior to any transfer, records must first be identified as archival through the process of sentencing. Therefore, before proceeding with your transfer, you should first familiarise yourself with Using a Disposal Authority and What is a Disposal Authority?.

All records that have been identified as having permanent or archival value should be transferred to the University Archives as soon as practicable. Officers wishing to transfer records to University Archives will be required to provide information about their section, faculty or school and the records themselves.

Staff must ensure that they adhere to the following requirements before submitting any items to the custody of the University Archives. Failure to do so may result in the return of the records.

  1. Identify records to be transferred
  2. Identify records series
  3. Document your record series
  4. List the items in your record series
  5. Packing the records
  6. Labelling of boxes
  7. Final check of transfer
  8. Sending the records to University Archives

Identify records to be transferred

You need to identify records in your custody that need to be transferred to University Archives. They are records which are no longer needed by your faculty, school or administrative unit on a regular basis but have archival value. University Archives will provide assistance and advice in this decision-making (sentencing) process.

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Identify records series

Using a Disposal Authority provides instructions on how to group your records for transfer. Examples of common record series are:

  • agendas
  • agreements
  • correspondence
  • diaries
  • minutes
  • registers
  • student files

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Document your record series

All transfers must be accompanied by a Records Transfer Form. On this, you should document all relevant information regarding the records and the creating section or 'agency', including:

  • a brief description and the date range of the records that are being transferred
  • details of any access restrictions you feel should be applied to these records (Note: legislation states that any archival records must be made accessible to the public after 25 years unless they are identified as “restricted archives”; the University’s Record Keeping Plan provides full details)
  • a listing of the items to be transferred

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List the items in your record series

When transferring records to the custody of the University Archives a list is necessary to ensure that the records can be easily retrieved in the future, and to ensure that all records are correct and accounted for.

The itemised list should contain information about the records that will assist future retrieval, such as record title (if one exists), date range and control number (for example a file number or form number range). The records should be listed in the same order as they are packed into the archive boxes.

Please note that all listings need to be approved by the University Archivist prior to transfer to ensure that they conform to University Archives’ requirements.

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Packing the records

  • Remove all pins, clips and staples.
  • Remove post-it notes. Where information is contained on the post-it note, please photocopy the note and place the copy on the file.
  • Remove records from lever arch files as these do not fit into standard archive boxes used by University Archives. Documents should be rehoused into wallets or other alternative enclosures.
  • Thermal paper should be removed from all files, as it degrades over time. Documents on thermal paper should be copied onto standard paper and the copy placed on file.
  • Only approved storage boxes may be used. Where appropriate, records must be packed into Type 1 or polypropylene archival boxes. It is the responsibility of the transferring officer to purchase these materials from University Archives or other approved suppliers.

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Labelling of boxes

Boxes should be labelled in pencil and contain, where appropriate, the box number, the range of items in the box (for example File Numbers 100 – 150 or 1/1/1990 – 31/12/2000) Boxes should not be over packed (allow 2-3 cm gap after placing items in the box).

Final check of transfer

Check that all items are accounted for and in the correct boxes.

  • Records are grouped and belong to the same series.
  • Records are in the same order as the list provided.
  • A Records Transfer Authorisation form has been completed.
  • Check that all boxes are numbered.
  • Ensure the box is not over-filled.

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Sending the records to University Archives

Prior notice of proposed transfers is required. Contact University Archives to arrange an appropriate date and time.

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