Transferring Records to Archives

From Recordkeeping 101 we know there are two courses of actions with records:  archiving or destruction.  Upon completion of the Inventory Management Worksheet and review of the Record Schedules, you are now ready to either transfer records to the Archives or destroy them.  

This section shares the types of records that should be transferred to Archives.

Records That Can Be Transferred to Archives

Any material which helps document the development of the University is important to be saved in the Archives.  Records transferred to the Archives should ALWAYS follow the stated retention on a Records Schedule - OR - be of historical value.  UW-Green Bay Archives seeks to preserve and maintain an accurate and complete historical record of University of Wisconsin-Green Bay.  Almost every office and department on campus produces records of historical significance. The sample list below is not meant to be all-inclusive or in place of a Record Schedule.

Subject Files     Student Organization Records
 
  • Correspondence
  • Reports (and final drafts)
  • Memoranda and notes
  • Announcements
  • Newspaper clippings
  • Photographs
  • Project or program files
  • Publications
Files created by departments in the course of their daily
activities provide an accurate portrait of the development
of the University, it's mission, and policies.
 
  • Constitutions and By-laws
  • Brochures
  • Student newspapers and newsletters
  • Photographs
  • Meeting minutes
  • Correspondence
Student organization records document the historical
development of student life, activities and interests on
campus and the surrounding community.  Student
organization records also document the purpose
of the organization and reflect the views of local,
national, and international students to society and the
world around them.  These records are valuable to researchers
of today and tomorrow.
Committee Records Publications                
  • Agendas
  • Minutes
  • Correspondence
  • Reports
  • Programs
  • Newsletters
  • Leaflets
  • Invitations
  • Catalogs
  • Posters
  • Brochures
  • Booklets
  • Bulletins
  • Press releases


How to Transfer Records to the Archives

Use the Inventory Management Worksheet you previously filled outand your review of the Record Schedules to confirm the records you are preparing are relevant for the Archives.  There are a few things you need to do to get records ready to transfer to the Archives.

  1. Go through your records.
    • Remove items from 3-ring binders and transfer them into regular (non-hanging) file folders
    • Remove items from hanging file folders and transfer them to regular file folders
    • Maintain the original order and file folder labels used in your office
  2. Box your records in standard storage boxes (10” x 12” x 15”). The correct boxes may be purchased through the standard state office supplier.
    You should not transfer the records to the archives in paper boxes, file cabinets, plastic storage bins, etc. Boxes must be able to be properly labeled and must fit on standard archives shelving.
  3. Leave files in file folders as you had them originally labeled in your office.
  4. Fill out the Transfer to Archives form.
  5. Clearly label boxes with permanent marker, including this information:
    • Name of the creating department or academic unit
    • Name/title of the records series
    • Date span of the records series
    • RDA # (if known)
  6. Notify the Archives at archives@uwgb.edu that you have records to be transferred.  Attach the Transfer to Archives form.  The Archives will verify that these records have been scheduled and approved for archives transfer, and make arrangements for delivery or pick-up.
 

Can I access records once they’ve been transferred to the archives?

Absolutely! Call or email Archives at archives@uwgb.edu and let us know what you need. We’ll retrieve it for you, and let you know when it’s ready. You can use your files in the Archives, or check them out and take them back to your office. Simply return them when you are finished, and we’ll get them back in the right place.