Appendix VI
Andrews University Archives and
Records Center FORMS
VI.8 Andrews University GUIDELINES FOR TRANSFERRING RECORDS
TO THE ARCHIVES AND RECORDS CENTER
Timing of Transfer
1. Published or duplicated items: Develop
a procedure for saving a sample of ALL items as they are produced
and send them to Archives at the end of each year.
2. Annual files: The records retention schedule
will indicate when records subject to annual cut-off, such as correspondence
or minutes, should be transferred to the Archives and Records Center.
Transfer only complete sets.
3. Subject, topical, reference, or case files:
This kind of record will probably never be ready for transfer in
its entirety. As individual folders or portions of the file group
are no longer needed for reference they may be transferred at the
end of the year, along with annual records.
4. Old materials: Historical materials, published
or unpublished, along with any other old records that should have
been transferred earlier, should be transferred as soon as possible.
Method of Transfer
1. The Archives and
Records Center requires that you transfer a complete alphabet or
file section at one time. DO NOT SEND RECORDS PIECEMEAL, SUCH
AS ONE OR TWO FILES AT A TIME. The records will be easier for
us to find and, therefore, more useable for you when you might need
to retrieve them.
2. Select the files to be transferred. Place
in well-marked manila folders. DO NOT USE HANGING FOLDERS. BOXES
CONTAINING HANGING FOLDERS WILL BE RETURNED!
3. Acid-free records storage boxes are available
from the Archives and Records Center.
4. Fill boxes snugly but not tightly. A box
need not be completely full before it can be transferred; however,
see 1 above.
5. Completely identify the contents of each
box on an Office Inventory Transfer Form (sample next page) and
place it on top of the material inside the box.
6. If several boxes are in sequence, number
the boxes lightly in pencil. Do not use pen or felt markers on
the box or tape anything to it.
7. Arrange with Custodial Services to have
the boxes delivered to the Archives and Records Center.
|
