Transferring Records

Thank you for helping us ensure that the records of the college are maintained.

1. Records Survey

Contact Archives and Special Collections staff to initiate a records survey.

The Survey will involve the following steps:

• Analyze the functions of the department or office
• Identify the records that document office or department's functions
• Survey the records that exist in the department or office
• Create a schedule for the records based on the Mount Holyoke College Records Retention Schedule
• Transfer records to the Archives, offsite, or destroy

2. Boxes

Contact us for information; we may be able to provide you with boxes. If your department orders boxes in preparation for a transfer, please order acid-free records storage cartons, 15" x 12" x 10".

3. Fill and label the boxes

Fill the boxes from front to back. For records arranged chronologically, put the earliest records in the front and fill toward the back. For records arranged alphabetically, put the beginning of the alphabet in the front and fill toward the back. Files kept in hanging folders must be removed from the hanging folders, but the intellectual information on the folders must be retained either on the container list provided or on the folders in the box.

4. Make a list of box contents

Electronically type a box and folder list. The format should appear as follows.

Email the typed container list to Archives and Special Collections and place a printed copy for each box in a folder at the beginning of the box to which it pertains. This inventory allows our staff to retrieve documents requested by campus departments.

5. Arrange delivery

If you have not already done so, contact the archives to discuss the transfer.

Records should be delivered via Facilities Management. It is best to avoid having the records delivered during inclement weather.