These procedures are designed to minimize physical deterioration or damage to records transferred to the Archives and to ensure that they will be readily retrievable after transfer.

1. Use only acid-free, letter-size record boxes, which can be acquired through the College Archivist (x2686).
2. Place letter-size folders in the box with file titles facing the front of the box. Place legal-size folders in the box so that titles face to the left of the front of the box.
3. Do not over-pack boxes or place additional materials along sides or on top of records.
4. Arrange files in boxes in the order in which they were arranged in your file drawers. Do not split records series among nonconsecutive boxes.
5. Number boxes consecutively and discreetly. Do not label boxes.
6. Inventory each box for its series or file titles. Include dates of materials. Type inventory on Archival transferral forms. Fill out form(s) completely. You can either download a copy of the form (requires the Adobe Acrobat Reader) and print it, or you can stop by the Archives and pick one up.
7. Insert one copy of the inventory in the first box; retain one copy temporarily for your files. Upon receipt of boxes, the College Archivist will return a signed copy of the inventory.
8. Tie boxes so that lids do not come off in transfer. Please do not tape.
9. Place a work order with Physical Plant to have boxes moved to the Archives. Try to send send records to the Archives on your pre-arranged transfer date.

Special Note: Please do not send unmarked, unsolicited materials to the Archives. Instead, write or call the College Archivist (x2686)and describe the materials you want to transfer.