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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.
Do not end a box when a file drawer is finished; each box should be filled. Under-filled boxes lead to damage to the records as folders collapse on themselves. Do not place loose papers in a box. All materials should be placed in folders which have identifying labels
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 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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