Identifying materials to be transferred
If you're not sure whether materials should be donated or transferred to the University Archives, here are a few guidelines to help you. You can also email our University Archivist Librarian for assistance with this process.
- Start by checking our collection development policy to see whether the item(s) are things typically collected by Archives & Special Collections.
- If the materials contain personal identifying information, information that is protected by federal or state law, or information that is under the responsibility of the designated records manager, please reach out to Nicole Decker to determine whether the materials should be transferred, and whether they should have any access restrictions.
- If the materials are still actively used by the department or campus office, consider how often these materials will need to be accessed. All materials in the Archives & Special Collections are subject to our hours and other access restrictions.
If you believe the materials should be transferred to the Archives & Special Collections, please follow the steps below.
Preparing materials for transfer
If you're not sure where to start, get in touch with the University Archivist Librarian using our contact form. They can help evaluate the situation and determine next steps. This may include scheduling a site visit to review materials in question, providing materials for improved organization (boxes and folders), and assisting with identifying materials to keep or remove.
The University Archivist Librarian may request to conduct interviews with staff to better understand the collection.
If you already know what materials to submit, please number each folder and/or box to assist us with organization and description of the collection.
Complete the transfer form
Once you've prepared the materials for transfer, please complete the transfer form.
Sending the materials
If all materials are boxed up and ready to be transferred, please send them via campus mail to Penfield Library (building 17), with attention to Archives & Special Collections.