How to Transfer Records

Transfer records at the end of a fiscal or calendar year, as stipulated in your departmental records schedules.

• Contact the College Records Manager to obtain standard-size archival boxes. Each box holds about one file cabinet drawer of files. Do not overfill boxes. Return unused boxes to the Center at the time of transfer.
• Transfer records from hanging files to manila folders, and retain the folder titles.
• Keep files in their original order as arranged in your file drawers.
• Provide a list of contents of each box, folder by folder. Place a paper copy inside the box. Do not tape, glue or staple the sheet to the box.
• Email a Word document to the College Records Manager that lists the title of each folder included in the box(es).
• Complete a Records Box Label for each box and attach it to one end. Do not directly mark the record storage boxes in any way. The label lists the title of the group of records, the earliest and latest years in which the records were produced, and the name of your office.
• Submit a work request with Physical Plant Services to have your boxes delivered to the Center of Southwest Studies, Delaney Library (CSWS 174). Submit a work request.