Units that have not previously transferred records to the Bentley Historical Library should contact the University Archives and Records Management Program to speak with an archivist or to request a records appraisal.
IDENTIFY RECORDS FOR TRANSFER
Your work matters.
In transferring unit records to the archives, you ensure that its contributions to the university are remembered. Transferring records on a regular schedule can minimize inconvenience and improve efficiency. We recommend reviewing your unit’s records annually. Some units incorporate a review annually as part of end-of-year activities, such as an office Green Day and in preparation of the annual report.
PREPARE YOUR RECORDS FOR TRANSFER
We have you covered.
Records can be found in either tangible or digital formats. Examples of tangible formats include, but are not limited to, paper-based documents and photographs, and removable media such as thumb drives, floppy disks, and CDs. Digital records most often refer to records that you can view on a screen. These exist either because a digital version has been made from paper (“digitized”) or because they were originally created in a digital form (“born-digital”).
Paper-based records and removable media
Paper-based records and removable media should be packed carefully in boxes. Paige boxes measure 10 x 12 x 15 inches and are provided to you upon request at no cost. In order to keep the weight of the boxes manageable, we recommend that you pack the boxes legal-width, rather than letter-width.
Acceptable methods of transferring digital materials to the University Archives include both cloud transfer and storage device delivery.
U-M Box is a preferred service when transferring digital files. Contact us to request that we create a Box folder for you. You will receive an email notification giving you access to the folder. When the transfer process is complete, you will receive a receipt of transfer from an archivist and the folder will be closed.
For very large digital transfers containing rich media such as images, audio, or video, it may be necessary to use a hard drive in order to preserve the integrity of the files.
COMPLETE A RECORDS TRANSFER MEMO
A little description goes a long way.
The records transfer memo lets archivists know who has prepared the transfer, from which unit the transfer has come, and what materials might be found in the transfer. The description of records is important, but it only needs to be a general description of the records being transferred and a general date range. Keep one hard copy with your records and email another copy to the archivists.
Contact your archivists.
Contact us when you have finished preparing your transfer – we’ll take it from there!