Transfer Procedures for Records to the University Records Center

Department records that are permanent or seldom used, but according to the retention schedule are required to be retained, should be transferred to the University Records Center (URC) in the Services Building for secure storage.

Follow the steps to transfer boxes to the URC:

Step One: Appropriate Boxes for Transfer

Due to the size of the shelving units in the URC, we can only accept standard record center boxes (one cubic foot) for transfer and storage. You may order these by contacting Central Services.

In special circumstances, the URC will accept records of unusual size, shape, or form. Please contact Records Management Staff to discuss the transfer, arrangement, and transfer of these uniquely sized documents or objects.

Two boxes on desk

Step Two: Organize and Arrange Files for Transfer

Once you have acquired the appropriate record center boxes, it is time to properly fill, inventory, and label the boxes.

All documents should be in a standard manila folder (no loose papers or hanging folders), and each folder should be labeled and dated. 

Most offices organize their records according to the overall function or activity of a group of records, such as project documents, student files, or budget records. These records generally have the same date, fiscal year, or logical chronological grouping.

After the boxes are full, you MUST create and include a folder-level inventory for each box transferred to the URC. Please paste the full inventory in the Record Transmittal Form and place the papers in the first box of each series transferred.

Proper labeling of boxes helps staff distinguish between different series when transferred at the same time. Using a pencil, please mark the box number in the upper right hand corner on the front of the box. For example, an office that transfers three boxes of Faculty Personnel Records should label their boxes in order as 1/3, 2/3, 3/3.

Step Three: Transfer to the University Records Center

When you are ready to transfer your boxes, you will need to complete two last steps:

  1. Fill out the form on Record Management’s Storage Request page.
  2. Contact Central Services to arrange pickup and request boxes are sent to the "University Records Center, Services Building Room 205." If the records are confidential, have Central Receiving contact Records Management when the boxes are picked up so the records can be promptly secured.

Row of boxes in the University Records Center

Any questions/concerns?

Feel free to contact Records Management at x1241 or managerecords@nmu.edu.