TRANSFER AND STORAGE PROCEDURES

Review files annually for files scheduled to be transferred or destroyed.

For files to be transferred to INACTIVE STORAGE:

P Call the College Archives (x2632) for boxes.

1 full file drawer = 2 boxes

P Place file folders in box - grouped by destruction date

Do not use hanging folders. They don't fit the boxes and are an expensive way to store records. Do put records in labeled folders.

Keep the folders upright with labels facing forward.

If placing more than one record group in a box, place a marker sheet between the folders.

P Label the outside of the box -- in PENCIL -- with:

Office or Department name

Record group title and date range

Alphabetical, numerical, or chronological range of records

Number boxes in sequence

Examples:

Biology Department Controller

Job Search File, 1994-1995 Accounts Payable, 1993

[A-L] Jan - Mar 1993

Box 1 of 2 Box 1 of 6

P Contents list:

Prepare a list by individual folder title or groups for each box. The list will be used in retrieving records as needed in the future. The office should keep a copy and send the original with the materials.

Examples:

Box List: President's Office Dean of Faculty

General File, 1984-1994 Correspondence, 1990-92

Box 1 A- AR Box 1 A-L

Admissions Box 2 M-Z

Alumni

Annual Reports

Architects

P Physical Transfer of Materials:

Contact the Archives (x2632) to make arrangements for pick up and delivery.