Transferring Records

• The records may still have financial or legal value and require storage for the length of their retention requirements, or
• The records may have enduring or archival value and require permanent storage.

Before transferring records, check:

• The Master Records Retention Scheduleto determine the retention period for the records.

  Any records that fall under a Retention Rule and whose retention period has already elapsed should be disposed of as indicated in the relevant rule. If the Rule indicates that the records must be shredded, refer to the Destruction of Records instructions. Please do not send them to the University Archives — we will send them back to you in order for you to fulfill your responsibilities under the Records Retention and Disposition Policy, section 4.10.

• The list of university records with potential permanent value

  Many university records have enduring archival and historical value. If you have records that are covered by the above list or that you believe may have archival or historical value, please contact the archives before disposing of the records or sending them to the archives. Note that we have not completed retention rules for all non-permanent records and the lack of a retention rule does not indicate that records do not have historical value. If you have any questions in this regard, we would be happy to consult with you while you are preparing records for transfer.

Transferring Records:

1. Order Boxes: Complete the form to order Bankers’ boxes. Boxes will be billed to the department at a cost recovery rate of $4.50/box.

2. Find Forms: Please note that our forms have changed. Download the appropriate File Transfer Form below:

• For transferring Clinical Research Records – File Transfer Form
• For transferring Course Outlines – File Transfer Form
• For transferring Employee Files – File Transfer Form
• For transferring All Other Records – File Transfer Form

The File Transfer Form consists of two parts you must complete:

• Tab 1 (File Transfer Form) identifies the records to be transferred and the transferring office.
• Tab 2 (File List) describes each file in the transfer.

Four examples of completed File Transfer Forms

• For transferring Course Outlines
• For transferring Employee Files
• For transferring All Other Records-permanent value – i.e. minutes, policy and procedures, development of new programs, strategic planning, development of core activities etc.
• For transferring All Other Records-non-permanent value i.e. financial records

3. Pack boxes: Use regular file folders – Hanging file folders will not be accepted because box lids do not close properly and will not fit on offsite storage shelves. Organize the records in a sequence that reflects the classification and filing procedures usedin your office. Keep records series together. For example:

• all support staff employee files together
• all academic employee files together
• all accounts payable files together
• all course outlines together (by Semester and then by Course Number).

For records that will eventually be destroyed, group them in “date closed” order to make retention scheduling and culling easier.

Leave about 1-2 inches of free space in each box to make file retrieval and re-filing easier. Offsite storage will not accept overfull packed boxes. Any transfers that do not comply with this request will be returned to the unit and will need to be repacked and the file transfer form updated.

Remove from files:

• documents stamped COPY which have no new annotation on them
• non-record material such as externally published reports, supplies, or equipment catalogues
• flyers, blank forms, and reference articles
• large paper clips, elastics, and plastic covers

If records are in binders:

• Transfer material to standard file folders.
• Label the file folder with the title information on the binder.
• Create more than one file for each binder if necessary. (Number 1 ofn, 2 ofn, etc.).

4. Label and number the files: File titles need to be as descriptive as possible to enable future accessibility from a searchable database. Write file numbersin PENCIL in consecutive order in the upper right-hand corner of the folder. For example, files in Box 1 will be 1, 2, 3 throughn. Files in Box 2 will be 1, 2, 3 throughn.

5. Label the boxes: Label the narrow end of each box (under the hole for the handle)in PENCILwith:

• Office or unit name
• Box numbers (IE: Dept of Chemistry, Box 1 of 10)

DO NOT tape the boxes.

6. Create the File Transfer Form: Please note that our forms have changed. The File Transfer Form should be ONE Excel document that lists ALL the boxes; do not separate into individual Excel spreadsheets or tabs. No handwritten lists will be accepted. Required fields on the File Transfer Form are:

• Box Number | File Number | File Title | Date Range
• Classification Numbers, if your office uses them

Spell out the first instance of any acronyms and abbreviations in file titles (see File Transfer Form Example). Acronyms and abbreviations can be used for all subsequent listings of the file titles.

Print out a copy of the File Transfer Form, and sign it. Place it inside the front of box 1. Do not tape the forms to the outside of the box.

7. Request a transfer of your boxes and submit an electronic copy of the transfer forms:

MAIN CAMPUS & FACULTY OF VETERINARY MEDICINE

• Send an electronic copy of the File Transfer Form to Email. PDFs of the form will not be accepted. University Archives will arrange a secure direct transfer of the records to the High Density Library. For any questions, contact Email

CUMMING SCHOOL OF MEDICINE

• Send an electronic copy of the File Transfer Form to medrec@ucalgary.ca. PDFs of the form will not be accepted. The Medical Records Office will arrange a secure direct transfer of the records to the High Density Library. For any questions, contact medrec@ucalgary.ca