Archives Transfer

  1. Identify Records Eligible for Transfer
    Consult the General Records Schedule or contact the University Archives to make sure that the records have passed their retention and are eligible for transfer to the Archives. The schedule retention statement will prompt you to Contact Archives or Transfer to Archives. The records should no longer be needed by your office for regular business purposes. Records are appraised for their content and historical value prior to their transfer. We may have some specific questions about your records, and may ask to see them prior to the transfer. If you have a deadline for removal of the boxes from your office, please let us know.
  2. Order Empty Boxes
    Order standard record cartons by sending an email to Include the number of boxes you will need and delivery location.
  3. Pack Records
    Make sure boxes are packed and labeled correctly. Refer to our packing tips for guidance. You may use our label template to create labels for your boxes.
  4. Complete Transfer Form
    For each deposit, complete the Archives Transfer Authorization and the Archives Box/folder List. Refer to the instructions for completing the lists.
  5. Arrange for Pick Up
    Sign and scan the Archives Transfer Authorization and attach it to an email with the Archives Box/Folder List to  Once we have had a chance to review your documents, we will contact you to schedule a convenient time for pickup.
  6. Contact the University Archives for Questions about Transferring Records
    If you have questions or are ready to order boxes, please call us at 940-898-3752 or email