Preparing your files
Sending Your Files to the Archives
The University Archives collects both digital and paper records. These guides cover the basics of preparing and sending your archival documents to the archives.
Physical Files
Where do I begin?
Start by identifying the files you have and how often you need to access them. If the files are important but no longer needed for daily operations, contact the University Archives to discuss transferring them. We can provide guidance, including lists of records we typically accept and those we don’t. If you’re unsure, don’t hesitate to ask. We’re here to help.
Where do I get boxes?
We recommend using bankers boxes with handles, though boxes designed for reams of paper also work. We can help estimate how many boxes you’ll need — typically, one 20-inch file drawer usually fills about 1.25 bankers boxes. If you need help, we can bring boxes and assist with packing.
How do I prepare files for transfer?
Once you have your boxes:
- Remove files from filing cabinets and place them into boxes in the same order.
- Do not overpack and close the lid securely.
Prepare a brief summary of the materials including:
- Name of your department or unit
- Approximate date range of the records
- A summary of the contents (e.g., self-study reports and correspondence, 1980-1981; curriculum planning files and meeting minutes, 1991-1994)
- Total number of boxes
Clearly number each box.
When ready, contact us to arrange the transfer.
What happens to the files after they arrive?
Our staff will review, organize and describe the files. During processing, we may remove:
- Duplicates
- Routine transactional records (e.g., travel vouchers)
- Records containing confidential information
You may choose to have these removed materials returned. If you have questions or concerns about any removed materials, please contact us promptly.
Depending on the current filing system and the materials’ condition, we may reorganize and re-folder some or all contents. We’ll then prepare:
- A summary with key information
- A box-level inventory
- Sometimes, a detailed folder-level listing
This information will be compiled into a collection guide, or finding aid, which will be available online to help you, others at the university and the public access the collection.
How will I access the files?
Your files will remain available for use onsite in the archives. Reference assistance is available by phone or email for many requests. The online finding aid will serve as your new reference list. If you provided an inventory, we can mark your original list with updated box numbers and return it to you for cross-reference — just let us know at the time of transfer.
In most cases, materials are retained permanently. Because these materials are often rare or unique, they must be used onsite in our secure reading room. If you need copies, we can provide digital scans — please contact us for details.
Planning Your Visit
Please contact us before your visit so we can have your boxes ready. Some items are stored offsite and require at least 24-hours notice to retrieve. Advance notice is greatly appreciated.
The Archives reading room is located in Hilton M. Briggs Library, Room 241. We’re open Monday through Friday, 8:30 a.m. to 4:30 p.m., and available by special appointment.
Digital Files
Where do I begin?
Start by reviewing your digital files and deciding which ones have long-term value and should be preserved.
How do I prepare files for transfer?
- Create a main folder labeled “Archives” to hold the files you plan to transfer.
- Keep your existing folder structure if it’s clear and well organized.
- Avoid renaming files or reorganizing them unless necessary — preserving context is important.
How do I transfer the files?
Contact the Archives so we can discuss the best option for your situation. Common transfer methods include:
- Using an external hard drive provided by the Archives.
- Uploading files to a shared Box folder that we provide.
We’ll help you choose the most secure and convenient method. If you have a different transfer method in mind, we’re happy to discuss it.
What happens to the files after they arrive?
After your files are received, we will review, organize and ingest them into our digital preservation system. We may reach out to you if we need clarification or additional information.
Once the files are processed, we’ll add them to the inventory and provide access details so you can locate and use your materials in the future.
Please retain backup copies of all files until the Archives confirms successful receipt and processing This helps protect your data in case of any transfer issues.
If you need help managing your digital files, we’re happy to offer guidance in organizing and maintaining your electronic records.
The links are meant to assist in determining which kinds of documents are of potential historical or long-term administrative value. The guidelines are not comprehensive, though, so please contact us with any questions.
