Records Management
Procedure for Transferring Material
Records Schedule.
With the University Archivist, develop an approved Records Schedule.
In your approved Records Schedule, find item that fits description of records you wish to transfer.
Some items currently not on a department/office schedule can be evaluated using the UNC System-Wide General Schedule authorized by the North Carolina Department of Cultural Resources in 2007.
Eligibility.
Check Disposition Instructions under item to be sure records are eligible for transfer. Note that records must be held in originating office at least 1 calendar year from latest date of records. PLEASE CALL IF QUESTIONS REGARDING ELIGIBILITY.
Boxes and Forms.
Estimate number of boxes needed for transfer. Storage boxes are 1 cubic foot in size. Call University Archives & Records at x4040 to request boxes and box labels. Please type box labels or write legibly..
Boxes will be delivered within a one week period. If boxes cannot be delivered in this time, an email will be sent to your department concerning rescheduling. Boxes can also be picked up at the University Archives & Records office in D. D. Dougherty. Please call x4040 to schedule appointment.
One Records Transfer Form is required for each item or record series transfer (called an Accession). Each Accession also requires Box Contents Form(s). Records Transfer Forms and Box Contents Forms can be downloaded from the university's electronic forms page. A Microsoft Word or WordPerfect document can be substituted for Box Contents Form(s) if Records Transfer Form provides clear and understandable information about transfer.
Complete Records Transfer Forms and Box Contents Forms per instructions on forms and send printed copies to University Archives & Records through inter-campus mail. Keep office copy until pink receipt copy with accession number and location returned. This office will double-check records for transfer eligibility.
Pickup/Storage.
If no return call regarding Records Transfer Forms or Box Contents Forms, assume a pickup will occur within a one week period. Pickups for Fall 2008 will usually occur on Tuesdays and/or Thursdays of each week for completed paperwork sent in by Friday of the previous week. If pickups cannot be performed in this time, an email will be sent to your department concerning rescheduling.
University Archives & Records will:
- pick up record
- assign an Accession number to the record group being transferred
- create pink receipt copy of transfer form with Accession number and location
- store records for the time prescribed in your Records Schedule
- assess value of these records for permanent storage in Archives
Retrieval.
If/when a file is needed from these stored records, call University Archives & Records x4040 and request by Accession number (found on the top right corner of your pink transfer form). University Archives & Records will hand deliver the record to your office, usually within a 24 hour period unless otherwise stated. A record of the transfer will be kept in our office for reference.
When no longer needed, DO NOT send in campus mail. Call University Archives & Records for pickup. Please return files as soon as possible after use. Notice of Overdue Files will be sent to offices on a periodical basis.
