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! See the Archival Record Types section on this page for examples of desired records.
Transfer of Paper Records
Records to be transferred to the University Archives must be packed in archival boxes and have an inventory of the items being transferred. A file folder inventory should include folder name and date range. Photographs, digital images, sound and video recordings should have descriptions, pertinent names, and dates as part of the inventory.
Transfer Check List
- Place material in folders with descriptive labels
- Remove any hanging file folders
- Separate and label confidential materials
- Pack records in boxes in the order you kept them
- Mark each box in pencil with University Archives, department/office name, box number
- Prepare a list of folder names by box, preferably in MS Excel, and email to the University Archivist, email@example.com
- Fill out the “Records Disposition Request” form and submit to Records Management for approval to transfer. This form authorizes the transfer of ownership of the material to University Archives and allows for permanent storage.
- Contact the University Archives to make arrangements for transfers of boxes.
Once the transfer has taken place, you will receive a confirmation notice from the University Archives that your records have been received.
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