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Transfer Your Records to the University Archives: Home

Transfer Instructions

  • Check the UC Records Retention Schedule to determine if your records are inactive and appropriate for permanent retention. Contact the University Archives for an on-site or email review of the records.
  • Once the records are approved for transfer, make sure to maintain them in the order that they are filed. Remove records from hanging files and binders and place them in standard file folders, labeled in pencil. Place loose documents in file folders.
  • Complete a records transfer form. Create a container list for each carton, noting its number, folder numbers, folder titles, and date spans. Please spell out all abbreviations and acronyms. Save a copy for your own records.
  • Submit an electronic version of the container lists to the University Archivist. Save a copy for your own records.
  • You will be contacted to schedule a convenient pick-up date. A printed copy of the transfer form and the carton lists should accompany the transfer.

Institutional Records Generally Suitable for Transfer

Administrative

  • Accreditation and self-study files
  • Alumni and student organizational files
  • Annual reports (institutional, departmental)
  • Architectural records
  • Correspondence
  • Grant files
  • Maps
  • Membership rosters
  • Memoranda
  • Minutes
  • Organizational charts
  • Planning documents
  • Policy and procedures manuals
  • Publications (particularly newsletters, brochures, handbooks, and catalogs)
  • Reference and subject files
  • Research project files
  • Speeches
  • Task force and ad hoc committee files

Fiscal

  • Annual financial statements
  • Audit reports
  • Ledgers
  • Marketing reports and surveys
  • Public relations materials (for example, press releases and advertising kits)

Legal

  • Legal documents (for example, briefs)
  • Legislative reports

Historical

  • Articles of incorporation
  • Artifacts (select)
  • Biographical material (for example, Bio-Bibliographies and curriculum vitae)
  • By-laws
  • Photographs (with identified subjects)
  • Scrapbooks
  • Sound and video recordings

Publications (produced by the unit)

  • Advertising kits
  • Brochures
  • Catalogs
  • Handbooks
  • Newsletters
  • Press releases

Institutional Records Generally Not Suitable for Transfer

  • Applications (job, scholarship, and the like)
  • Blank forms
  • Donor records
  • Duplicate copies
  • Equipment and software instructions
  • Faculty publications (reprints selectively accepted if included in faculty papers)
  • Grade books and grade reports
  • Invoices
  • Non-record materials
  • Personnel records
  • Purchase orders
  • Receipts
  • Records relating to other campuses, other than those reflected in systemwide records
  • Reimbursement requests
  • Requisitions
  • Student papers and dissertations
  • Student records
  • Tenure review documentation
  • UC Press publications

Contact the University Archives

Kathryn Neal's picture
Kathryn Neal
Contact:
University Archives
The Bancroft Library
510-642-8173
Copyright © 2014-2019 The Regents of the University of California. All rights reserved. Except where otherwise noted, this work is subject to a Creative Commons Attribution-Noncommercial 4.0 License.
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