RECORDS MANAGEMENT FOR UNIVERSITY RECORDS
- Use standard size containers ASU Stores Item# OS 609210 "Archives Box" ($1.15 ea. Do NOT use 609200 Bankers Box)
- Fill boxes completely. Try not to mix record series or records of wide date spans.
- Complete one Records Center Storage Form ASU Stores Item# 780000 for each box to be stored ($1.63/pack of 10). Keep the forms with the boxes.
- Complete a Property Transfer Authorization Form and send to call the movers. Movers will ask for your standard boxes and your Record Center Storage Forms when they arrive for pick-up.
- Use any containers
- To send to ASU Surplus Property for destruction: Complete one Report of Records Destruction Form and keep it with the boxes for destruction OR complete appropriate sections of the "Single Request Destruct Order" send it to ADLAPR for advance approval, then keep the approved form with the boxes for destruction. Complete Property Transfer Authorization Form and send to call the movers.
- To destroy records in-house: Complete one Report of Records Destruction Form and send to ADLAPR at the address provided after destruction has been completed.
NOTE: Detailed instructions for temporary storage or destruction of university records are available in the Property Control Systems Manual, section PCS-703.
1) Archives select non-current records for permanent retention and public access. Archives generally retain less than 5% of records produced by an organization.
2) In general, University Archives is interested in information that is unique to your office, particularly correspondence, memoranda, annual reports, committee minutes, photographs and publications.
3) If you have materials that might be appropriate for Archives, please contact us before sending the information. Different types of information are preserved at different University Archives storage locations.
4) Send archival publications to: University Archivist, University Archives Building, -1006. Interdepartmental mail is acceptable.
5) Send archival records (files) to: Hayden Library, Rm. 431. Use the standard archives storage boxes ASU Stores Item # 609210. Number the boxes consecutively and fill them completely. Box tops must fit snugly. Property Transfer Authorization Forms may be used to call movers for transferring archival records.
6) Smaller batches of archival records can be sent by courier to Rob Spindler at the Luhrs Reading Room, 4th Floor, Hayden Library. They can also be sent by interdepartmental mail to Rob Spindler, Archives and Manuscripts, -1006.
1) Accession Records are sent back to the originating office as an acknowledgment of each shipment or accession of university records. Accessions of archival publications are not acknowledged.
2) Each accession is inventoried at the file folder level. Copies of inventories are sent to the originating department.
3) Offices may borrow back any file they have sent us. Files are usually retrieved within an hour for pickup at Luhrs Reading Room by your courier. The courier will be asked to sign a Loan Form sheet.
4) Files are eventually rehoused, indexed and made available as an archival collection in the Luhrs Reading Room. Descriptions of these collections are entered in the University Libraries Online Catalog and in internationally accessible computer networks.
5) Archives staff are available to discuss selection of archival records, creation/approval of RRDS forms and creation of filing systems and automated inventorying systems.
ASU Records Management
Arizona State University Libraries
Department of Archives and
Manuscripts
Last updated: June 30th, 1998
Send questions or comments to
archives@mainex1.asu.edu