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University Records Centre: transferring records

The University Records Centre offers secure storage for records that need to be kept for a specified period in order to comply with operational requirements or legal regulations. To arrange a transfer to the Records Centre follow the instructions set out below.

Please note that all records must have an agreed retention procedure before they are transferred.

1. Pack boxes

We can supply empty boxes if required. Please ensure that the contents of lever-arch files, box files and ring binders are placed in clearly labelled envelopes or secure bundles. Do not pack boxes too full as overfull boxes will not fit on the shelves, can be dangerous to lift and cannot be re-used. Do not secure boxes with string or tape - if the lid does not fit properly the box is too full. Do not write on the outside of boxes.
 

2. Complete records transfer list

A records transfer form should accompany each box. The description/title of the records given in the transfer list should be detailed enough to enable someone else, perhaps in several years' time, to identify from the list the records they require. Please do not leave the date column blank. Place the completed transfer list inside the relevant box.

3. Arrange for collection of boxes

Contact the University Records Manager to arrange for the transfer of boxes. The contents of each box will be checked against the completed transfer list you supply. An accession number will be assigned to each transfer. A storage number will be allocated to each box. Details of the transfer will be entered into the Records Centre database. A copy of the updated transfer list will be returned to you. Please retain it as you will need to refer to it to make record retrievals.

If you have questions or would like further advice please contact the University Records Manager.