University Records & Information Management

Transferring Historical Records to University Archives

University departments are responsible to transfer permanent records of historical value to University Archives when they are no longer needed for department business. The University Archives has facilities dedicated to preserving both physical and electronic historic records.

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Transferring Physical Records:

When departments submit permanent physical (paper) records to the University Records Center (See Paper Records: Requesting and Submitting), a copy of the Records Transfer Sheet is reviewed by the University Archivist to determine whether any of the submitted records may be eligible for transfer into the Archives. If historical records are identified, the University Archivist will request approval from the submitting department to transfer the eligible records into the Archives. After approval has been granted, the Archivist will submit a transfer request to University Records & Information Management (URIM).

When permanent records are transferred to University Archives, the ownership of the records is also transferred to the University Archives, where access to these records will be restricted for 50 years from the date of creation or 100 years for Presidential records (subject to change). Access to records before the restricted period ends requires the submitting department’s approval. Original records transferred to the Archives do not circulate, but must be viewed in the HBLL Special Collections viewing area.

Transferring Electronic Records:

Departments can transfer electronic records to the University Archives using the University Records Managed Area in Box through the Historical-Send to Archives folder in that area, When a department uploads historical records into the records area of Box or SharePoint, a copy of the record will be routed automatically to the University’s long-term digital preservation system. Click on the following link to identify common departmental records eligible for transfer into the Archives: Historical Records Eligible for Archival Transfer.

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