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| INFORMATION FOR YALE
OFFICES ::
PREPARING RECORDS FOR TRANSFER
- Contact the University
Archives to receive assistance in planning for the
appraisal and transfer of records.
- Appraise the records. Using the records
schedules, determine which records must be permanently retained
by the University Archives, which are non-permanent, and those
which may be disposed of.
When reading the records schedules, remember that the
document types listed in the Archival, Non-permanent,
and/or Routine Administrative
section are representative samples; they are just the
most commonly found document types in Yale’s many offices. Do not expect your office’s
files to be an exact one-to-one match with the document
types listed in the schedules.
- Consult with the University Archives to ensure that
the appraisal is complete and accurate.
- Obtain archival
boxes. The Archives provides acid-free archival boxes
for most types of physical records. In addition to standard archival
boxes, we also offer containers for maps, architectural drawings,
photographic media, posters, objects, films, audio and video recordings,
and many other items.
- Neatly pack the boxes. Files and folders should
be packed in the order in which they were kept
in the office. A correctly packed
box will have enough space to remove and replace
a file
folder easily, but not so much space that the folders
fall or bend.
Be sure to replace hanging file folders with regular
file folders as hanging folders tend to damage
and weaken boxes.
- Label the boxes. Label (in pencil) each box
with its appropriate number and your office or
department name.
- Download and save a copy of our inventory
template (.xls or .doc format).
- List the contents of each box, folder by
folder, on the inventory. Save the completed
inventory.
Diskettes, CD-ROMS and other electronic storage
media should be specifically noted on the
inventory.
- Email the inventory to the University
Archives at archives@yale.edu. Archives
staff will review the inventory.
- Coordinate
transfer of the records.
Upon the transfer of
custody of the records to the University Archives,
the University Archivist sends a letter of acknowledgement
documenting the transfer of the records
to the Archives. This letter includes
the call numbers needed
to retrieve files from
storage,
and states any restrictions on access
that may apply. It also formally
completes
the accession transaction.
If you have any questions, please
email us at archives@yale.edu.
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