The University Libraries

Transfering Records

Please follow these procedures when transferring records to the University Archives.

1. The disposition of University records should be done in accordance with the UNCG Records Retention and Disposition Schedule, which indicates how long you should keep specific records in your office and the final disposition of those records.
2. The state approved Records Retention and Disposition Schedule can be found on the Information Technology Services website under Records Management by clicking on UNCG General Schedule.
3. Types of Records that should not be sent to University Archives:

   Announcements of retirement

   Blank forms

   Duplicate photocopies of anything

   Handbooks or manuals for equipment

   Invitations or replies to parties (staff, office, campus, etc.)

   Invoices

   Letters of transmittal or cover letters

   Non-UNCG publications

   Personal correspondence or material

   Personnel forms of any kind

   Preliminary drafts (letters, memos, reports, or worksheets)

   Purchase orders

   Reference material, including books, newspapers, periodicals, etc.

   Routing slips

   Telephone call slips

   Travel itineraries

   Travel reimbursement files

4. Types of records that should be sent to University Archives:

   Accreditation documentation

   Correspondence (committee, departmental, school, or other groups)

   Minutes (committee, departmental, school, or other groups)

   Newsletters (If newsletters are available only electronically, please put University Archives on distribution list)

   Photographs (please identify and place date on back of photograph)

   Policies and Procedures

   Programs of events (awards, ground breakings, student recognition)

   Publications (brochures, flyers, posters, etc.)

   Reports (annual, final grant, self-study, etc.)

5. Please contact University Archives Staff at 334-4045 before sending the records.
6. Small amounts of records can be sent to University Archives via campus mail to: University Archives and Manuscripts Hodges Reading Room (Room 219) Second Floor Main Building Jackson Library.
7. Before bringing over large amount of records, telephone University Archives staff at 334-4045 so we can arrange to meet you at the Jackson Library loading dock.
8. Complete the online Records Transfer Form (Microsoft Word) and have the person responsible for the records sign the form.

Packing and labeling of the boxes

1. Files should be transferred in sturdy boxes.
2. Files should be packed in the same order as in your filing cabinet.
3. Files should be sent in their original file folders since the folder contains important information such as subject and dates.
4. Records that have been removed from the folders will NOT be accepted and returned to the office of origin.
5. Do not send Hanging Files. Hanging Files are expensive, can be reused, and do not fit in record storage boxes.
6. A completed and signed Records Transfer Form should be included in the first box of the shipment.