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Transferring Records to Archives

We know there are two courses of actions with records: archiving or destruction. Upon completion of the Inventory Management Worksheet and review of your records that match a record schedule from the Record Schedules List, you are now ready to either transfer records to the Archives or destroy them.

Records are transferred to Archives when a Record Schedule requires transfer for retention purposes - OR - the record has historical value.  UW-Green Bay Archives seeks to preserve and maintain an accurate and complete historical record of UW-Green Bay.  

Transfer Paper RecordsTransfer Electronic Records

1. Go through your records. 

  • Remove items from 3-ring binders and transfer documents into regular (non-hanging) file folders
  • Remove hanging file folders and transfer files to regular file folders

2. Box your records in standard storage boxes (10” x 12” x 15”). 

You should not transfer records to the archives in copy paper boxes, file cabinets, plastic storage bins, etc. Boxes must fit on standard archives shelving and can be purchased through the state officer supplier.

3. Leave files in file folders as you had them originally labeled in your office.

4.  Clearly label boxes with permanent marker, including this information:

  1. Name of the creating department or academic unit
  2. Name/title of the records series
  3. Date span of the records series
  4. Record Schedule # (if known)

UW Schedule/UWGB Schedule

5.  Fill out the Transfer to Archives form. Upon submission, you will receive a confirmation email. Place a copy of this confirmation in each box.

Archives will coordinate with you a date/time for delivery or pickup. For questions, contact archives@uwgb.edu.
  1. Fill out the Transfer to Archives form. Upon submission, you will receive a confirmation email. 
  2. The Archives will provide instructions for moving the electronic records with one of these methods:   
  3. Save to a Flash Drive
  4. Save to Archives Shared Folder
For questions, contact archives@uwgb.edu.

Access Records from the Archives

Call or email Archives at archives@uwgb.edu and let us know what you need. We’ll retrieve it for you, and let you know when it’s ready. You can use your files in the Archives, or check them out and take them back to your office. Simply return them when you are finished, and we’ll get them back in the right place.