Transferring UAA Records to the Archives

Thank you for your interest in preserving the permanent records of the University of Alaska Anchorage. The Archives provides secure storage for and access to any permanent UAA records transferred to us. Once records are transferred to the Archives, they will be available for access (not loan or return) in the Archives research area during our regular public hours.

The Archives is able to accept records that meet the following criteria:

• deemed to be permanent for their legal, administrative, functional, or historical value to UAA
• non-current, i.e. accessed less than once a year
• with no access restrictions

If you have any questions as to whether the records you have meet those criteria, please contact us for more information.

Preparing your records for transfer:

The archives can only accept transfers of hard copy records in acid-free, records storage cartons (12W X 15L X 10H). At this time we are able to provide limited supplies of boxes to offices needing them. For large transfers (25 or more boxes), the transferring office will need to supply the boxes. Please contact the Archives for vendor information.

We can accept the transfer of digital records. Please contact us for more information about how to transfer these records.

• • Remove all hanging folders. If the hanging folders contain information about the content of the file, please transfer that information to the file folder.
  • Replace any three-ring binders with file folders
  • Avoid over-packing the boxes.
  • Boxes should be at least 3/4 full.

If you have records that do not fit in records storage cartons, please contact the Archives for assistance.

Describing your records for transfer:

Each transfer must have a description of the records that will allow both your office and other researchers to find the records/information once the materials have been transferred to the Archives. Box-level is sufficient, but you may provide more in-depth description (folder, item) if you like. At a minimum, the box-level description should include the following information:

• • Records series name (administrative correspondence, program files, curriculum development files, committee agendas and minutes, publications, subject files, etc)

• • Description of the function of the records and/or the subject

• • Inclusive dates

• • Arrangement or explanation of the organization of the records

• • Note if the transfer includes any media types other than hard-copy paper (photographs, negatives, electronic media* such as floppy discs or thumb drives, audiotape, videotape, etc. *description of electronic media should also include the file types contained within. Older software or file types may need to be converted to current software standards before transfer.)

Transferring your records:

Once this is complete, please fill in our records transfer form and send it through intercampus mail to Archives & Special Collections, Consortium Library. Archivists will call or email to arrange a time for your office to deliver the records to the Archives facility.

We understand that this may be a confusing and complicated process for many University employees. We’d like to make it as simple as possible, so if you have any questions about any of the preceding guidelines, please do not hesitate to contact us. We’ll be happy to walk you through the process.