Transferring Paper/Hard Copy Records

1. Follow the records retention schedules to identify archival (“AR”) records for transfer.
   • Contact the University Archives if you have any questions.
2. 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.
3. 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).
4. Prepare a File List listing the contents of each box.
5. Send a digital copy of the documentation to both the Archives archives@queensu.ca and the Records Management and Privacy Office recordsmanagement@queensu.ca
6. Contact the Archives prior to sending the records to arrange an appropriate date and time of transfer.