Records Management at
Gustavus Adolphus College

Records Transfer

How to Transfer Records

All materials transferred to the Gustavus Records Center must follow the appropriate retention schedule. Records transferred to the Gustavus Records Center should be LOW or NO USE items, due to limited retrieval services.

  • Identify records that need to be kept for a specific amount of time based on the retention schedule.
  • Electronic Records:
    • There are a variety of electronic formats that your materials may be saved (such as Moodle, PDFs, emails, etc.)
  • Paper Records:
    • The Gustavus Records Center requires all transferred paper records be filed in proper records storage boxes. Dimensions must be no larger than 12" x 10" x 15". If you have small transfers, please contact the College Archivist for additional information about appropriate boxes.
    • It is wise to leave approximately 1" of space in each box to allow ease of reference. Do not overpack the boxes.
    • Never put additional material on the bottom, side, or top of records in the box. Do not include mixed media (computer disks, microforms, or videocassettes) in the same transfer with paper records without prior approval.
    • Transferred records packed in unapproved, oversized, taped, or improperly marked containers may be (probably will be) deemed unsuitable for pick-up and transfer to the Gustavus Records Center.
    • Number all boxes in the following manner: the number of the individual box and the total number of boxes.; such as 1 of 3, 2 of 3, 3 of 3.
  • Complete a Transfer Form detailing the materials being sent.
    • For Electronic Records: 
      • Transfer Form - Electronic Records
      • A complete inventory includes the dates of the materials and the destruction dates.
      • Please fill out one transfer form for each set of records based on their destruction date.
    • For Physical Records:
      • Transfer Form - Physical Records
      • A complete box inventory includes the box contents, the dates covered, and the destruction date for each individual box.
      • Keep records with the same destruction date together within the same box.
      • Please fill out one transfer form for each set of records based on their destruction date.
    • For sets of records that are both electronic and physical, please contact the archives.
    • A complete inventory will ensure accurate retrieval and disposition in the future.
    • After the materials have been deposited in the Records Center, copies of the transfer form will be sent to your office for your records.
  • E-mail ( the College Archives with your attached transfer forms.