Records Management

A summary of the types of records to transfer to the University Archives is availabe in the Records to transfer list. This list is not all inclusive, so please contact the University Archivist with any questions.

Records not accepted include, but are not limited to, the following:

• Check requisitions, monthly budget reports, petty cash records, etc.
• Student records
• Personnel records other than CVs

Such records are removed and shredded when found in university records.

All departments, schools, colleges, and administrative units must follow the Univesity's Non-Financial Record Retention Policy 2012. Please use this along with the University Archives records to transfer list to determine which records to transfer to the archives. 

Contact the university archivist with any questions about which records to transfre to the University Archives.

Digital records can be transferred in the following ways:

• Email
• OneDrive folder access
• External hard drive
•  or an archives staff member visiting the department to download designated records to an external hard drive

• Physical records should be packed in a bankers box or Hallett transfile box for transfer to the University Archives.
• Place files in the box in the order they were kept in the filing cabinet or other storage area.
• Number the boxes and label them with the department name and contact person. Include a brief file inventory in each box. 
• Department records can be sent to the University Archives, Cudahy Library 217 in the following ways:
  • Via inter-campus mail
  • the department initiaties a facilties request for moving boxes
  • Lake Shore Campus only - archives staff pick-up

Information on restrictions applied to university records is available in the University Records Confidentiality Policy.