Transferring Paper/Hard Copy Records
- Follow the records retention schedules to identify archival (“AR”) records for transfer.
- Contact the University Archives if you have any questions.
- Ensure paper records are in file folders and pack files in proper storage boxes.
- Use cubic-foot banker’s boxes (15” long x 12” wide x 10” deep) with handles and removable lids. Boxes can be ordered through the preferred Office Supplies vendors.
- Records packed in unsuitable boxes will be returned to the sender immediately.
- Complete the Records Transfer to Archives form and have it signed by the person who is accountable for the records (usually a senior officer, director or head of the department or unit).
- Prepare a File List listing the contents of each box.
- Send a digital copy of the documentation to both the Archives archives@queensu.ca and the Records Management and Privacy Office recordsmanagement@queensu.ca
- Contact the Archives prior to sending the records to arrange an appropriate date and time of transfer.