Transferring Records to University Archives
Records may be transferred to the custody of the University Archives if they have been indicated as “permanent” or as having “archival value” by the records retention schedule or by selection by the University Archivist in conjunction with the University Historian, Records Manager, and/or other administrative office personnel. In the transfer of University records for permanent retention at the Archives, the office or individual of origin relinquishes all rights to the materials and ownership belongs to the University Archives.
University record keepers who want to transfer public records to the University Archives must ensure that all retention requirements have been satisfied. If retention periods have been met, contact University Archives (firstname.lastname@example.org) for instructions.
If the records are not “public records” but you think they have historical value, contact the University Archivist, don’t throw them away! For your convenience, the University Archives has compiled a separate list of materials marked as having archival value from the full records retention schedule. You can also see the Archival Record Types section on this page for more examples of desired records.
Transfer of Paper Records
Please consult with University Archives before transferring records. Once University Archives has given you the go-ahead, you will fill out the Records Disposition form (linked in the section below).
Fill out the Records Disposition form as follows:
- Fill out boxes 1-4 with the required information.
- In box 5, tick the Transfer to UF Archives option. Note that you may not put any destruction requests on the same form as the transfer form (and vice versa). You must fill out a separate form for destruction requests.
- Sign in box 6.
- In box 7c, write a brief description of the materials you are transferring (e.g. Correspondence, annual reports, photographs, and meeting minutes).
- In box 7d, put the inclusive dates of the materials you are transferring (e.g. 1994-2005).
- In box 7e, put the volume of the materials you are transferring in cubic feet.
Once you have filled out the form, email it to the University Records Manager at email@example.com. The University Records Manager will then sign the form and approve the transfer. The University Archives will be back in touch with you after the Records Disposition form has been approved to arrange for pickup or delivery of your materials.
Records Disposition Form
Archival Record Types
University Archives is the official repository for the University of Florida records that contain long-term historical, legal, fiscal and administrative value. Types of records accepted by the Archives could include, but are not limited to:
- Constitutions and by-laws, minutes, proceedings, transcripts for University administrative and educational units
- General office files: correspondence and memoranda and subject files concerning projects, activities, and functions relating to the business of the University
- Supporting files for policies, decisions, and resolutions that document their development
- Publications: 2 record copies of all newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the University or its units
- Information documenting the work of the University that is recorded as photographs, digital images, films, sound, and video recordings
- Personal papers of students, faculty, and staff relating to the work of the University
Records from Student Organizations
University Archives wants to collect student organization records that reflect the history of the University. Some of the records that might be of interest to the Archives are:
- Organizational constitution, by-laws, meeting minutes
- Records pertaining to the organization’s business, projects, activities, and functions that relate to the University
- Publications: newsletters, journals, brochures, programs, conference proceedings
- Information documenting the work of the organization that is recorded as photographs, digital images, films, sound and video recordings