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.
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.
Using a Disposal Authority provides instructions on how to group your records for transfer. Examples of common record series are:
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:
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.
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).
Check that all items are accounted for and in the correct boxes.
Prior notice of proposed transfers is required. Contact University Archives to arrange an appropriate date and time.