Guide to Transferring Records to the University Archives
In order to routinely and efficiently transfer non-active records to the University Archives, the following guidelines should be strictly adhered to by designated office liaisons. The liaison can be the department head, a coordinator, office manager, or another assigned individual. The assigned liaison will be in charge of the regular transfer of inactive records to the University Archives. It is also the responsibility of the liaison to notify the University Archives if they leave their position as liaison. It is imperative to report changes in liaisons, department heads, or office consolidations as soon as they occur.
Boxes not complying with the following requirements will be returned to the depositor.
STEP 1. In consultation with the University Archivist or Head of the Special Collections Research Center, determine a regular transfer schedule of your records to the University Archives.
STEP 2. Notify the University Archives staff of your intent to transfer records to the University Archives by e-mailing us at archives@gwu.edu.
STEP 3. Assess the amount of records to be transferred to the University Archives and request the number of record center boxes that are needed for their transfer by calling 202-994-9870. Because of staffing we cannot deliver boxes to offices. Staff from the requesting office may pick up the boxes in Gelman 704, or may arrange for pick-up and delivery of boxes via Facilities Services. Boxes not complying with University Archives standards will be returned for repacking.
| 1 standard records center box (Hollinger) = 1.0 cubic feet | |
| File Cabinets: | |
| 1 vertical letter-size file drawer | 1.5 cubic feet |
| 1 vertical legal-size file drawer | 2.0 cubic feet |
| 1 lateral legal-size file drawer | 2.5 cubic feet |
| Shelves: | |
| 1 letter-size open shelf (36” long) | 2.0 cubic feet |
| 1 legal-size open shelf (36” long) | 2.5 cubic feet |
STEP 4. Organize and Pack materials:
- Remove duplicates from file folders; no more than one copy of an original document should exist.
- Remove bulky, spacious and metal-containing objects such as binders.
- When possible, remove paper clips, staples, and rubber bands.
- Neatly folder and label your records, and place the folders upright in the record center boxes, maintaining the original order.
- Fill each box completely without overstuffing. Pack nothing higher than the top edge of the box as the boxes will not fit on shelving.
- Do not pack hanging file folders as they break the box edges and prevent the lid from fitting.
- There are special rules for packing and transferring items such as artifacts, posters, slides and photographs, computer disks, audio and video cassette tapes, and other irregular-sized items that require special care. If a liaison has one or more of the aforementioned items, please contact the University Archives for instructions.
STEP 5. Fill out the Records Transmittal and Receipt Form.
This form is used primarily to provide an inventory sufficiently detailed to enable the University Archives to retrieve any record needed for
reference. In preparing the description of the records, use any terminology or information that will make the form more meaningful for future
reference needs. Include any finding aids that you have already created for the records.
List all folders contained in the box, using the same titles appearing on the folders. The order of the file folders listed on the Records
Transmittal and Receipt Form should match exactly the order of the file folders in the transfer box. Make sure to include file dates on the
aforementioned form, even if the dates are not written on the file folders.
Place a hard copy of the transmittal form on top of the contents in the first box, and e-mail an electronic copy to the
University Archives.
STEP 6. Number and label the boxes.
- Number on the short side according to the total number of boxes in the shipment, i.e. Box 1 of 24.
- Write the department or office name in full on Box 1. The name may be abbreviated on all subsequent boxes.
STEP 7. Contact Facilities Services to have your boxes delivered to the University Archives, Gelman Library, Room 704. Notify the University Archives of the delivery by calling (202)-994-9870.
