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Home > LITS > Archives & Special Collections > About Archives & Special Collections > Records Management > Transferring Records
Transferring Records
Archives and Special Collections organizes, houses, and makes available the historic non-current records of the College. Records must be kept and filed in a manner that makes them usable for the members of departments and offices, and insures that they are maintained in way that serves the best interests of the institution from an economic, legal and historical perspective.
Procedures for Transferring Records
Please follow the steps below in order.
All of the steps must be followed before transferring records to Archives and Special Collections. 1. Conducting a Records Survey
The Archives and Special Collections staff will survey the records in the office to identify the records series created by an office or department how they are used.
The Survey will involve the following steps:
- Analyze the functions of the department or office
- Identify the records that document office or department's functions
- Survey the records that exist in the department or office
- Create a schedule for the records based on the Mount Holyoke College Records Retention Schedule
- Transfer records to the Archives, offsite, or destroy
2. Obtain Boxes
If you need less than ten boxes you can contact Archives and Special Collections and we will provide you with boxes. For larger requests you will need to purchase acid-free ARCHIVAL STORAGE CARTONS 15" X 12" X 10". These can be purchased from University Products in Holyoke. 3. Fill and label the boxes
Fill the boxes from front to back. For records arranged chronologically, put the earliest records in the front and fill toward the back. For records arranged alphabetically, put the beginning of the alphabet in the front and fill toward the back. Files kept in hanging folders must be removed from the hanging folders, but the intellectual information on the folders must be retained either on the container list provided or on the folders in the box. 4. Make a list of box contents
Electronically type a box and folder list the format should appear as follows.
Note: each folder title must exactly match the title as it is written on the folder.
| Box |
1 |
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| Folder |
1 |
Regulations, ca. 1880-1920 |
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2 |
Regulations, ca. 1920-1994 |
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3 |
Information on Rules, 1846-1969 |
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4 |
Book of Duties, 1842-46 |
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5 |
Blue Laws |
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6 |
Articles Regarding Blue Laws |
Email the typed container list to Archives and Special Collections and place a printed copy for each box in a folder at the beginning of the box to which it pertains. 5. Complete the Records Transfer form
Complete a records transfer form prior to sending your records to the archives. This form is available on this web site, or from the archives. Go to the Records Transfer Form or go to the instructions for filling out the form.
6. Arrange delivery
Records will be returned to office of origin if Archives and Special Collections is not alerted to a delivery, no survey has been conducted, a transfer form is not included, container lists are not included, or if files have been left in their original hanging folders.
Records should be delivered via Facilities Management. It is best to avoid having the records delivered during inclement weather.
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