What Are Records?

The Archives and Records

About Records Management

Series Filing System

Filing Tips for the Series System

Disposing of Inactive Records

General Filing Tips

Records Transfer Form

Procedures for Transferring Records to The Archives

Please follow the steps below in order.
All of the steps must be followed before transferring records.

1. Conducting a Records Survey

The Archives staff will survey the records in the office to identify all the records series (def.) created by an office or department how they are used. The Archives staff will also make recommendations regarding filing systems.

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 College records schedule.
• Transfer records to the Archives, offsite, or destroy

2. Obtain Boxes

If you need less than ten boxes you can contact the 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 informaiton on the folders must be retained either on the container list provided or on the none hanging folders placed in the box.

4. Make a list of box contents

Use your own word processor to type up a box and folder list the format should appear as follows Note: each folder tiltes must exactly match the title as it is written on the folder.

Place the container list for each box in a folder at the beginning of the box to which it pertains. Sending the file as an attachment to the Archives at archives@mtholyoke.edu will shorten the time it takes to process your records and make them available on our website.

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 Records Transfer Form or Go to instructions for filling out the form

6. Arrange delivery

NOTE:

Records will be returned to office of origin if the Archives is not alterted to a delivery, no survey has been conducted, a transfer form is not included, container lists is 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 extremely inclement weather.