Transferring University Records to the Archives

Permanent Records

The University Archives preserves and makes accessible official University of Washington records that are determined to have enduring administrative, legal, fiscal, or historical value. Archival records are scheduled as permanent by the Office of Records Management Services. Some examples are:

• Significant external correspondence documenting relations with non-University agencies and individuals
• Campus correspondence documenting University operations, policies and decisions
• Annual reports
• Organizational information (e.g., organization charts, delegation of responsibility)
• History files documenting development of the department or office
• Committee files (e.g., minutes, agendas, reports, position papers, recommendations, and correspondence).
• Subject files relating to single issues or special programs (may include correspondence or other materials)
• Files documenting conferences and conventions, institutes, symposia, etc., held on the University campus or in conjunction with University units.
• Grant proposals and final reports
• Policy and procedures statements of the department or office
• Publications of the department or office (e.g., newsletters and brochures)
• Audiotapes, films, and videotapes documenting University activities
• Photographs of personnel and facilities
• Electronic records of research files scheduled as permanent by the Office of Records Management Services

Transferring Records from Offices to Archives

Departments and offices are expected to:

1. Identify archival or potentially archival records (see Procedure D 57.8 in the UW Operations Manual, the department/office's approved Records Retention Schedule or the UW General Records Retention Schedule on the UW Web page)
2. Make sure that archival materials are separate from other documents (like those that should be sent to the University Records Center)
3. Separate personal papers of faculty or administrators from official departmental or office records
4. Discard all materials in accordance with General Schedule, Chapter 4
5. Avoid sending records loose in boxes. Acceptable enclosures for materials include folders, binders (but not large ring binders that do not allow box lids to fit securely), and envelopes. Try to make sure that all enclosures are labeled so that their contents are clear. Brief labels (e.g., Correspondence, 1997; Performance Evaluation Committee, 1992) are fine. If you need advice on how to pack and/or label materials, please contact the University Archives.
6. Place records in standard storage boxes (10"x12"x15") available from University Stores (Stock No. 1088-006).
7. Label boxes with the name of your department or office in pencil (please do not use ink).
8. Number boxes serially (e.g., 1 of 3, 2 of 3, 3 of 3).
9. Prepare an inventory of the materials you are sending. This should be a simple list of boxes and the folders they contain (or type of unfoldered material) along with the inclusive dates of the materials.
   • If possible, the inventory should be typed in the latest version of Microsoft Word format. Include a hard-copy of the word-processed inventory and a copy on floppy disk along with your transfer. Please do not use database or Word table formats.
   • If you cannot produce a word-processed inventory, please include a paper copy of the inventory with your transfer, leaving space at the top of the first page for a heading to be added by Archives staff.
10. PLEASE make an inventory after the material is boxed.
11. Contact the University Archives for pick-up (543-1879).

University Archives will:

• Appraise records to determine whether or not they have enduring value for the University community and weed non archival records.
• Accession archival records into the University Archives (these records become property of the University Archives).
• Determine terms of use according to Public Records law or other guidelines.
• Assign a unique accession number per set of records transferred. The accession number and name are the keys to retreiving records accessioned into University Archives.
• Modify the inventory to include the accession name and number and any changes in arrangement or content of the records that might have occurred during accessioning (e.g., non-archival materials may have been removed, restricted items may have been grouped together).

Transferring Records to Archives from the Records Center

Potentially archival material is stored in the University Records Center until they are no longer needed for routine business needs. At that time, the records may be transfered to the University Archivist for review and possible accessioning. The Director of Records Management Services obtains approval for the transfer from the originating department or office.

Using the Transferred Records

• Archival records must be used in Special Collections Division.
• Records are requested by contacting the reference desk with the accession name and number and the box number.

  Many archival records are stored off-campus so up to one week is needed for retrieval of such records.

• Staff will make or arrange for any necessary photocopies. For extensive copy orders, billing can be arranged to a specific budget with the appropriate budget name and number.