Most offices organize their active records in a way that reflects the needs or functions of that office. This can range from a simple system of alphabetical or chronological arrangement to a more complex numerical, color-coded system. From a records management point of view, it is best if you can organize your documents into records series (see below). Whatever file organization you use (whether it be in paper or electronic form) you should maintain documentation that describes why the files are organized as they are, any changes that have taken place over time, and how to use the system to locate particular files (particularly important in complex filing systems).
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A record series is a set of records that are identical in form and/or function, and have approximately the same date, fiscal year, or logical chronological grouping. For example, all Cash Journal Files for the fiscal year 1997 would be considered one record series. If you know the official title of the record series (according to the retention schedule) please use it. Do not use titles such as "Blue Sheets, "Employee Files," or "Office Files."
If you have difficulty determining exactly what the record series should be or if no existing schedule properly describes the records ( see general schedule list ), contact the University Records Archivist.
The most important part of knowing about record series is to keep like material, from a specific time period, together and not to combine it with any other material when boxing it up for storage or transfer.
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Active records are those documents which are currently being used in your department. If all or part of a record or record series (as defined above) is being used on a continual basis, the entire record series is considered active. Typically, if you need to reference this record series more than once every three months, it is considered still active. These records should NOT be sent to UAHC. For example, using the description above, Correspondence, Official - 1997 would be one record series. If you are actively using the December, 1997 file, the entire record series would be considered active and should not be sent over until you are finished with it.
Records which are no longer currently used are called inactive records. In most cases, departments are required to house records for one year beyond the time they were deemed inactive, and then send them to UAHC.
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The Transmittal (available in the forms section) must be filled out and sent to UAHC before your records can be moved to the Archives. It will serve as the inventory for your records; it is therefore essential that you provide a list of folders housed within each box. Multiple record series should NOT be listed together on one Transmittal. A separate Transmittal should be filled out for each record series. Fill out the Transmittal completely and have the department chair or unit head sign it. A list of schedules are included on this web page, reference it to get the Schedule Number and the Retention Period. The retention period of the records is determined by taking the date of the records (NOT the date you sent them to the Archives) and counting forward the appropriate number of years. If you have records which do not match any of the schedules listed, please contact the University Records Archivist.
Send one completed copy to the University Records Archivist and keep one copy for your reference. Upon receiving the Transmittal, it will be reviewed. If there are any questions you will be contacted. Once the Transmittal is approved, the record series will be assigned a unique accession (reference) number. The Archivist will then contact you with that number; be sure to write this number on your copy of the Transmittal, as you will need it when preparing the boxes for transfer. Once the transfer of boxes is complete you will be sent a receipt for your records. Please retain this to aid in the reference of your material.
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For purposes of standardization and preservation, the Archives only uses a specific kind and size of box made with acid-free cardboard. Your department will need to call University Archives to order these boxes. They currently cost $3.00 each.
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When packing boxes do not combine records series. Remember, a Transmittal (found in the forms section) needs to be completed for EACH record series. When placing records in the boxes be careful to maintain the filing structure for that record series (see Organization above). In other words, if your office created and stored these records in an ascending chronological order when they were active, box them that way for inactive storage.
Place the records in the boxes from front to back (11 7/8 " direction for standard size files and 15" for legal size files.) Over time the metal ends will destroy a box. Remove contents of hanging file folders and place in regular file folders. Be sure to label the new folder appropriately. Place folders so that they stand upright. Insert a filler material (for example, crumpled paper) into the back of the box, allowing folders to stand firmly upright if there are not enough files to completely fill the box. If you have to force files into a box, it is packed too tightly; use an additional box.
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Once you are given an accession number you can mark the boxes. Do not do so before hand, as changes might need to be made to the organization or volume of your shipment. The Archives does not use or accept any type of attached label to the box because labels fall off over time. Once University Archives has assigned your group of boxes a tracking or Accession Number, neatly write this number on one END of each box with a Sharpie-like marker. Also write the box number (Box 1 of 10, Box 2 of 5, Box 1 of 1, etc) near the Accession Number. Additional information does not need to be written on the box.
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Call the University Records Archivist when the boxes are marked and ready to be moved. Shipping and box destination information will be given to you at that time.
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If you need access to the inactive records that the records manages for you office, you will need to call or e-mail the University Archives at 5-2330 or archives@msu.edu, You can also fill out a Reference Request Form. You will need to provide the following information (found on your copy of the Records Transmittal) about the material you need:
- UA number (the accession number given to you)
- Box number
- Folder number or title
- Document number (if appropriate)
- Person and Office requesting the record
Typical delivery time is 2-3 days but may be a week under certain circumstances.
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Once records are accessioned and assigned a UA number (accession number) they will have a specific, assigned location within the Archives. Do not placed deparmental records into your active files or into new records series you may be preparing to send to the records center. Send the temporarily returned material back to the archives as soon as you are finished with it to prevent accidental loss or misplacement. You may borrow material for as long as you need it, however, to ensure inventory control, a member of the records center staff will make a reminder call to you if the borrowed records are not returned within two months.
Sending temporarily returned material back to the Archives is the responsibility of the requestor. When you are finished with the material return it to the records center via campus mail, your office's delivery staff, or call the Archives.
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When the date of assigned destruction has come, UAHC will prepare and send out a Request for Destruction Notice. If destruction is authorized, sign and return the form. If these records are needed for an on-going audit, please provide the appropriate details on the form and the destruction will be postponed. If your office is still using these records for another reason, a letter from the department head is needed explaining the situation. Departments that request retention of records beyond the officially scheduled destruction date for no approved, documented reason will have said records returned to them for local storage and maintenance.
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Occasionally, a record series will contain information that has historical value to the University. These records will be held in the Archives according to the schedule, however, they will not be scheduled for destruction. They will instead be transferred to the University Archives for permanent retention. The designation of "permanent retention" will only be made by a University Archivist.
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University Archives & Historical Collections
