Transfers for University Archives

For materials transferred to archives from other departments, not including faculty papers but including departmental, program, and office records, the record transfer process shall is outlined below:

• Confirm that the records you wish to transfer are no longer active in your department. Remove and destroy any duplicate or redundant files as well as those not scheduled for retention. See the CSU policy: Records Retention and Disposition Schedules (EO 1031) for the system policy and retention schedules. Do not transfer records scheduled for future destruction.
• Rehouse the records to be transferred into standard record boxes. Keep the current file order intact but pack the boxes very tightly so the files stay upright and storage space is minimized. 
• Create an inventory of the records using the transfer spreadsheet. To assist in identification and retrieval, please keep file names clear, concise, and memorable. Instructions on transfer spreadsheet can be located in the notes in the upper right-hand corner of relevant cells.
• Inform the archivists of any restrictions on access that apply to files being transferred.
• Schedule a time for pick up by emailing University Archives at archives@csusm.edu.  Scheduling will be arranged in conjunction with schedules. Upon receipt of the materials at the Archives, we will send an acknowledgment for your records.
• Digital formats are accepted; please email us at archives@csusm.edu to arrange transfer. Digital records may be transferred via an online share folder or an external hard drive. Include the transfer spreadsheet and indicate restrictions, if any.