Archiving Records

Records are transferred to archives when the approved record schedule retention period has passed and the Record Schedule requires the record be transfer for retention purposes, or the record has historical value. You will know when a record is ready for transfer to the archives from reviewing your department's Record Management Plan (RMP)'s Inventory Management Worksheet (.xlsx) [NEED TO ENSURE ACCESSIBILITY]. 

A very small number of emails are historically significant and should be preserved for eventual transfer to the archives. Historically significant email generally sets or interprets policy, formalizes business processes, documents decision-making or provides evidence of the activities of an office or department. The archives can help you identify these types of emails. When in doubt, hold onto it!

Access UW-Green Bay Archives

How to Transfer Paper Records

1. Go through your records. Remove items from 3-ring binders and hanging file folders, then transfer documents into regular (non-hanging) file folders.
2. Box your records in standard storage boxes (10” x 12” x 15”). You shouldn't transfer records to archives in copy paper boxes, file cabinets, plastic storage bins, etc. Boxes must fit on standard archives shelving and can be purchased through the state officer supplier.
3. Leave files in file folders as you had them originally labeled in your office.
4. Clearly label boxes with permanent marker to include the following information:
   • Name of your department or academic unit
   • Name/title of the records series
   • Date span of the records series
   • Record Schedule #.  (if known) *HOW CAN I INCLUDE THEIR EXAMPLE - IT'S JUST A PHOTO WHICH IS NOT GOOD FOR ACCESSIBILITY
5. Fill out the Transfer to Archives form. Upon submission, you will receive a confirmation email. Place a copy of this confirmation in each box.
6. Archives will coordinate with you a date/time for delivery or pickup. For questions, contact archives@uwgb.edu.

How to Transfer Electronic Records

1. Fill out the Transfer to Archives form. Upon submission, you'll receive a confirmation email.
2. Archives will provide instructions for moving the electronic records with one of these methods:   
   • Save to a flash drive
   • Save to archives shared folder
3. With any questions, contact archives@uwgb.edu.