photo from Tufts archives

Transferring University Records

Records of permanent administrative, legal, fiscal, and historical value are archival records and should be transferred to the Digital Collections and Archives. It is the mandate of the Digital Collections and Archives to serve as the depository of archival and historical materials. It has the trained staff and facilities to ensure the preservation, reliability, accessibility, and authenticity of permanent records over time. For more details on the mandate of the Digital Collections and Archives, please see the University Records Policy.


Not sure if you have records that are eligible for transfer to the DCA? First time you are transferring records to DCA?

1. Offices and units that have not previously transferred records to DCA should review the University Records Retention Schedule and contact the University Records Manager with questions or to request a records survey.

2. Once records eligible for transfer have been identified, the Records and Accessioning Archivist will use TAPER to create a profile for the Tufts unit/office, create and link users to that profile, and create a Transfer Agreement Form (TAF).

3. The Records and Accessioning Archivist will send official Transfer Procedures (below) to the user for physical transfer of records and completion of the TAF.

4. Once boxes have arrived at DCA, the Records and Accessioning Archivist will send an email of confirmation to the user and approve the TAF.

 

Have you transferred materials to the Digital Collections and Archives previously and have a Transfer Agreement Form set up?

1. Offices and units that have previously transferred records to DCA should notify the Records and Accessioning Archivist of the new transfer.

2. The Records and Accessioning Archivist will edit the TAF and users as necessary, and send official Transfer Procedures (below) as necessary.

3. Users should log into TAPER, complete the TAF, and send physical records to DCA in accordance with official Transfer Procedures (below).

4. Once boxes have arrived at DCA, the Records and Accessioning Archivist will send an email of confirmation to the user and approve the TAF.

 

Official Transfer Procedures

1. Secure all boxes with packing tape and label them with the following information:
(Name of Tufts unit/office)
Contact: (name of user)
Box # (for example, 1 of 10)
Brief description of contents (for example, “Grant files, 1995-1996”)

2. Submit a Facilities work order and request that the boxes be delivered to:
Digital Collections and Archives
Attn: Records and Accessioning Archivist
Tisch Library Room 102
35 Professors Row

3. Log in with your UTLN to complete an online Transfer Agreement Form. You’ll be asked to answer a few questions about the records you’re transferring. You’ll then be asked to upload an inventory; please fill out the attached spreadsheet (in email from Records Archivist) and upload it as your inventory. (The top row is filled in with sample data as an example; please feel free to delete this row and begin with your own data.) This way, we are better able to confirm that all of the records you send arrive safely here at the Archives, and upload information about them into our system.

4. Please notify the Records and Accessioning Archivist when Facilities picks up the boxes. You will receive a confirmation email when the boxes arrive at the archives.


 

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