How to Transfer Records

Step 1: Obtain Records Storage Boxes

Contact the College Records Manager to obtain standard records storage boxes. Each box holds approximately one file cabinet drawer of records.

• Do not overfill boxes.
• Return any unused boxes to the Center of Southwest Studies at the time of transfer.

Step 2: Prepare Records for Transfer

Before boxing records:

• Remove records from hanging folders and place them in manila folders, retaining the original folder titles.
• Maintain records in their existing order as they were organized within file drawers or filing systems.
• Remove duplicate copies, non-record materials, and materials eligible for destruction before transfer, when appropriate.

Step 3: Create a Box Inventory

Prepare an inventory listing the contents of each box, folder by folder.

• Place one printed copy of the inventory inside each box.
• Do not tape, staple, or glue the inventory sheet to the box.
• Email an electronic copy of the inventory to the College Records Manager. The electronic inventory should match the paper copy placed inside the box.

Step 4: Label Each Box

Complete a Records Box Label for each box and attach it to both short ends of the box.

The box label should include:

• Department or office name.
• Title or description of the records series.
• The earliest and latest dates represented in the records.

Do not write directly on the records storage boxes.

Step 5: Arrange Delivery

Submit a work request with Physical Plant Services to arrange delivery of the records to the Center of Southwest Studies Archives (CSWS 174). The College Records Manager will review the transfer and contact your department if additional information is needed.