Archives Records Transfer
Prepare for Archives Transfer
NOTE: The University Archives cannot accept any records that have not met their retention period, have any hold, or records that are still in use, whether active or inactive.
Items sent to the University Archives that do not align with the scope or criteria of the collections will not be retained and either returned to the sender or properly disposed of.
View the list of archive materials accepted and not accepted.
The following steps will guide you through the transfer process:
Records that have an Archival Code assigned in the Records Retention Schedule are to be treated accordingly.
Archive Code “O”: Records must be reviewed by the University Archivist. (Step 1)
Archive Code “I”: Records must be sent to the University Archives for long-term preservation.
Step 1 – Create
Create a disposition log to document the records series that have met the retention period and are up for archival review. Note Step 2: Transferring Records to the Archives — in Column 4 (Disposition Method), enter “Archives” to flag for archive review.
Step 2 – Contact
Contact the University Archives at specialcollections@uthscsa.edu or 210-450-8260 to schedule a review of records. Depending on the types of records, an assessment can be conducted on-site, via TEAMS, or by email to determine if the items meet the criteria for transfer to the Archives.
If approval is given, continue to Step 3.
If materials are not accepted by the Archives, you are free to dispose of them as applicable.
Step 3 – Prepare
Once approval is given prepare the records for transfer by boxing records in the original file folders and in the same order they were maintained. Please do not separate or mix files.
Step 4 – Complete
Complete two forms before transfer:
- Transfer Authorization Form (Unit Head authorizes legal transfer)
- Archives Transfer Inventory Form (detailed list of box contents)
Step 5 – Distribute
Distribute forms. Keep a copy of the completed forms for your records. Email a copy of both forms to specialcollections@uthscsa.edu. Place the original signed copy inside Box 1.
Step 6 – Transfer
Transfer records. The department arranges for materials to be transferred to the University Archives — located on the 5th floor of the main Briscoe Library.
Please contact the Archives to let us know what date and estimated time the materials will be arriving so we may plan to receive them.
Paperwork will be reviewed and signed for receipt.
CAUTION: Never leave boxes of materials unattended in the library.
We’ll take it from here, thank you!
This section is a step-by-step process for records that do not have an archive code or are not listed in the RRS and you are not sure if they belong in the archives.
NOTE: The University Archives cannot accept any records that are still in use, have not met their retention period, or have a hold in place.
Items sent to the University Archives that do not align with the scope or criteria of the collections will not be retained and either returned to the sender or properly disposed of.
Step 1 – Consult
Consult the Archive Materials Accepted/ Not Accepted document to help identify archival records. You can also contact the University Archives at specialcollections@uthscsa.edu or 210-450-8260. Archive staff will help you determine what type of materials you have and if they meet the criteria for transferring to the Archives.
Step 2 – Contact
Contact the University Archives to schedule a review of records: specialcollections@uthscsa.edu or 210-450-8260. Depending on the types of records, an assessment can be conducted on-site, via TEAMS, or by email. Records must be reviewed before transfer.
Step 3 – Prepare
Step 3: Prepare for transfer. If the records are approved for transfer by the University Archives staff, please box records in the original file folders and in the same order they were maintained. Please do not separate or mix files.
Step 4 – Complete
Complete two forms before transfer – these forms are provided by archive staff after the review:
- Transfer Authorization Form (Unit Head authorizes legal transfer)
- Archives Transfer Inventory Form (detailed list of box contents)
Step 5 – Distribute
Distribute forms. Keep a copy of the completed forms for your records. Email a copy of both forms to specialcollections@uthscsa.edu. Place the original signed copy inside Box 1 and transfer materials to the University Archives.
Step 6 – Transfer
Transfer records. The department arranges for materials to be transferred to the University Archives — located on the 5th floor of the main Briscoe Library.
Please contact the Archives to let us know what date and estimated time the materials will be arriving so we may plan to receive them.
Paperwork will be reviewed and signed for receipt.
CAUTION: Never leave boxes of materials unattended in the library
We’ll take it from here, thank you!