Transfer Procedure

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How to send records to the Archives

1. When you have material that needs to be transferred to the Archives, the first step is to contact Maria Bernier, the University Archivist, at x2276 or maria.bernier@salve.edu. She will then either meet with you or talk with you by phone about the nature of your records and the suitability of their being transferred to the archives. She can also help you box the records and prepare them for transfer.

2. The Archivist will maintain the original order of the material as you send it. This means that while all documents will eventually be rehoused in acid-free archival folders and boxes, they will not be significantly rearranged. Also, before transmitting material to the Archives, you should sort and weed unnecessary or duplicate items as noted on the next page of this procedure. Put any loose papers into standard office folders and provide concise, meaningful folder titles that accurately describe the subject matter and dates of the contents. You are most familiar with your own material. If you make sure that all records are placed in folders and clearly labeled before you send them to the Archives, you will ensure that your collection is properly documented and accessible in the future.

3. If you have a large amount of material: Place the folders upright in storage boxes (ask the Archivist for boxes if you need some; please do not use paper boxes). The folders should be packed in the boxes in the same order as they were stored in the file drawer. This means carefully removing files from file cabinets and moving them in order to the boxes. Do not put hanging files in the boxes. Replace all hanging files with labeled standard file folders.

4. Each box should be labeled with:

a. Name of office or department (e.g. President's Office or Athletics Department)

b. Title of records (e.g. Records of President Smith or Publicity Materials)

c. Box contents and dates (e.g. Correspondence A-B or Graduate Council Minutes 1998-1999)

d. Box number (consecutive numbers starting with 1)

5. If you have a small amount of material: Put it in a large envelope or small box and send it by interoffice mail to the Archives in McKillop Library.

6. Please indicate any confidential materials with a note or by placing them in a separate, labeled folder or envelope.

7. All materials must be accompanied by a Transfer Form. It is essential that the number on the box label corresponds with the box number on the Transfer Form.

8. Lastly, contact Joyce Michaels in the Facilities office (x2321 or x2935 or michaelj@salve.edu) to arrange a pickup/delivery of boxes and contact Maria Bernier to notify her that the records will be arriving soon.

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Please send only YOUR records - items that you created personally or that originated in your department or, in rare cases, that you received from sources outside the University and are directly relevant to the operations of your department.

University records identified as "Permanent" are necessary to document the history, organization, functions, policies, decisions, or procedures of the agency or office. Such records must be placed for permanent preservation in the University Archives when no longer in current use by the originating department.

Non-current materials are items that are no longer used by your department. If your department still uses the records, even on just an occasional basis, they should not be transferred to the University Archives yet. Once records have been transferred to the Archives, they should not be withdrawn or sent back to the originating office, but they may be copied or used in the Archives.

1. Please transmit permanent, non-current materials of the following nature:

Documents: Inactive departmental records and correspondence

Publications: Brochures, catalogs, books, and other printed matter which originate from your department

Identified photographs that deal directly with your department's activities

Moving image or sound files in digital format of important or historical University events that were planned or administrated by your department

University-related ephemera

2. Do not send materials of the following nature:

Any material collected for personal use or to assist in the operation of your department (such as brochures of other departments or universities)

Catalogs, journals, and other publications or papers not directly related to the University

Files of reprints

More than 2 copies of anything

Blank forms

Routine financial records, such as requisitions, travel expense vouchers, payroll time sheets, accounting reports, etc.

Drafts of reports and correspondence (Exceptions: for major planning documents, save preliminary discussion documents, background reports which served as the basis for different sections, and drafts which contain substantive differences from the final versions.)

Copies of widely circulated documents such as Trustee minutes; Faculty Council minutes; memoranda to Deans, Directors, and Department Heads; procedure manuals, and memoranda to all faculty unless your office is the office of origin for the document.

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