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Transferring Records

Lecture theatre

Step 1: Read the Transferring Records Guide

The Transferring Records Guide outlines the way in which your records should be organised into the archive boxes provided, and includes instructional information on how to order supplies and boxes from us, how to complete the forms listed on this page in steps 2 and 3, and how to pack, organise and label your records appropriately.

It is important that you read this guide as a first step since the completion of the forms is dependent upon how you organise your records into the archive boxes first.

Step 2: Complete the Box Contents Inventory Form

The Box Contents Inventory Form (we suggest that you right mouse click and select "save target as" and save a copy to your desktop) will accompany the Records Transfer Form (Step 3), and it is a list that you will provide of the types of records you are transferring to us and their box numbers and date range so that we can use the list to manage and retrieve your records in the future. To that end, we ask that you be as thorough as possible in your listing description(s). We may amend the list as necessary, and we will supply a return copy of the list to your department for you to use if you wish to retrieve your records at any time.

Step 3: Complete the Records Transfer Form

The Records Transfer Form allows us to classify the type of records you wish to transfer. It also notifies your Head of Department of your intent to transfer some of your department's records and allows him/her to authorise the transfer of records out of your department.

Please print this form out for your Head of Department to sign, and forward, along with the Box Contents Inventory Form (Step 2) (we suggest you right mouse click and select "save target as" and save a copy to your desktop) to Corporate Records Services prior to the actual records being sent. You will be notified once your deposit has been approved, and allocated an official number that must be displayed on the box label.

Step 4: Transfer your records

Once your deposit has been approved and you have been allocated a transfer number, records can be transferred by utilising the services of the Campus Courier on ext. 8043 for a small number of boxes; or for large deposits, by contacting Keith Garraway, Transport Operator, on ext. 5254.