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Instructions for Transferring Records to the University Archives

Please contact the University Archives if you have questions about transferring materials or if you are unsure if your materials should be transferred.

Brief Steps for Transferring Records

(Each step links to more detailed instructions.)

1. Determine if Records Should be Sent to Archives
2. Fill Out Transmittal Form (online form, MS Word form)
3. Send Transmittal Form
4. Box Records
5. Mark Boxes
6. Transport Boxes, or
7. Upload Electronic Files

Detailed Steps for Transferring Records

Step 1: Determine if Records Should be Sent to Archives

The University Archives can only accept those records listed on approved retention and disposition schedules AND with a disposition that states "Transfer to University Archives." There is a quick-reference list of those records in the University General Schedule that should be transferred to the University Archives. There are also Guidelines on the Value of Records that can help determine if something requires permanent retention.

Contact the University Archives (call 513-3763 or send e-mail) if you have questions about whether or not records require permanent retention.

Step 2: Fill Out Transmittal Form

1. Fill out the Transmittal Form, which should include a list of the boxes, folders, items, or electronic files being transferred to the University Archives. Use only one transmittal form each time you transfer materials, and do not fill out separate forms for each box or item being transferred. Fill out an on-line form if you are using a PC. Simply click in the field you wish to fill in and type the information required. Be aware that there is a limited amount of space available in each field. If you are typing and you cannot see what you are typing on the screen, you have gone beyond the available space. In this case, you should try to abbreviate the information. You can also use a Microsoft Word form if you are using Word 97 or above.
2. Fill in all the information requested on the form, including the name of your department or administrative office, your name, email address, phone number, and a brief description of the records. These fields are required and the online form will not submit if the fields are not completed. Please do not have students submit the form. We are trying to develop a list of permanent staff members on campus who have the responsibility for maintaining the records for their department.
3. On the form, provide us with a brief description of the records you are transferring and the date span.
4. Include a list of files or boxes that you are transferring. In this list, identify the type of files or series. If you are transferring electronic files, please list the file names and very brief descriptions of file content. You may format the list however you like so long as all the information in the example is included (see below). Make copies of the list for your own files. The box and folder list is required, and it must be completed even if you are using the web form. If you do not follow this step, then neither you nor the University Archives will have a record of exactly what has been transferred.
5. If you want to transfer electronic records, please indicate such in the "Additional Information" field. Someone from the University Archives will contact you with the user name and password to use for our Digital Dropbox.

Step 3: Send Transmittal Form to University Archives

1. If you are using the web form, select the "Submit Request" button.
2. If you are using the Microsoft Word form, please email it as an attachment to special_collections@ncsu.edu or print it out and mail it to Special Collections, NCSU Libraries, Campus Box 7111.
3. After we have received the form and the list, University Archives staff will call you to arrange for the records to be delivered (5-2273).

If transferring only electronic records, skip to Step 7.

Step 4: Box Records

1. Remove records from your filing cabinet by series. One file drawer generally equals two bankers boxes. Use the approved retention and disposition schedules to help determine the series. If you have any questions, please contact University Archives staff.
2. You may include more than one category of records per box; just keep each category together. Separate different series with a sheet of paper. Please do not separate the categories into their own boxes. We have limited storage space, so each box should be filled.
3. Office files should be transferred to the Archives as they have been arranged in use, since their organization reflects the functions and activities of the office that created the records
4. Do not remove records from the folders in which they were placed in your filing cabinet. If you are using hanging files with metal hooks, replace them with standard file folders. The hanging files are very expensive, and you can recycle them within your own department.
5. Place the records in cartons that have the following dimensions: W=12" X L=15" X 10"; standard bankers' boxes are the correct size. Boxes must have lids and handles. Do not use other sizes or types of boxes as they may not fit on our shelving and may be too heavy and awkward for staff to lift. If you have odd size items that do not fit into the cartons, contact archives staff (5-2273). A limited number of boxes are available from the University Archives.

Please note the following:

• Do not send records in envelopes or send one or two random files at a time.
• Send only NCSU-produced materials and not magazines, books, newspapers, etc. which were not produced by North Carolina State University, its personnel, or students.

Step 5: Mark Boxes

1. When all the records have been removed from the filing cabinets and boxed, number the boxes consecutively on the front side of the box (the side with the handle). If you have 4 boxes, number the first box "1 of 4", the second box "2 of 4", etc.
2. Write the full name of your office below the box number. Please do not use acronyms.
3. Since the cartons are expensive and could be reused in the future, we prefer that you do not write with a pen on the boxes. However, you may write on them in pencil or write the information on a piece of paper and tape the paper to the front of the box. After we have received the boxes, we will affix our own labels to each box.

Step 6: Transport Boxes to University Archives

Because the Archives staff is small, we usually cannot pick up materials from campus offices. Therefore, we ask that offices make arrangements themselves to transport materials to the University Archives. Options include the following:

1. If you have just one box, try sending it through campus mail.
2. Check with Facilities to see if they can transport boxes for you. Materials should be brought to the loading dock of the D. H. Hill Library. Please notify the University Archives of the date and time when Facilities will make their delivery.
3. Transport the boxes in your own vehicle. Materials should be brought to the loading dock of the D. H. Hill Library. Please notify the University Archives of the date and time when you will make your delivery.

Step 7: Upload Electronic Files to Special Collections Web Site

If you are transferring electronic files (such as Word, Excel, PDF, and HTML documents), you can upload the files to the Digital Dropbox.

1. Follow part 5 of Step 2 above, or contact the University Archives for the necessary user name and password to use the dropbox.
2. Access the dropbox on the Special Collections web site: http://www.lib.ncsu.edu/specialcollections/dropbox/
3. Enter the user name and password.
4. Provide your email address.
5. Where is says "Upload File," browse your computer drives for the files you want to upload. Select the file and click the open button.
6. Click the upload button.
7. Contact the University Archives staff if you have problems using the dropbox.

If you have any questions or comments, please contact the Special Collections Research Center:

Telephone: (919) 515-2273
E-mail: Special Collections Information Request Form