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Guide To Transferring Records

To view the University's Records Management Policy, please visit the "University Record Retention and Disposition" site on SharePoint (Faculty and staff please use your NUNet credentials. The site is also accessible through myNEU > Services and Links > Faculty/Staff > University Record Retention and Disposition). If you have any questions, please contact the Office of Compliance and Risk Services (insurance [at] neu.edu).

Selecting Records for Transfer

Information about selecting records for transfer to the Archives is found in Conducting a Records Survey section of this web site. General guidelines on retention and destruction are also available in Records Retention and Disposal Schedules (Faculty and staff please use your NUNet credentials.) are available on the “University Record Retention and Disposition" site.

Records selected for permanent retention should be transferred to the Archives according to the procedures explained below. For non-permanent records, follow the procedures in Destroying Records Sensibly and Efficiently.

1. Conduct a Records Survey to identify and separate permanently valuable records
2. How to obtain Boxes
3. Fill and label the boxes
4. Make a list of box contents
5. Complete the Records Transfer form
6. Arrange delivery

1. Conducting a Records Survey
The archives staff can work with you and advise you on how to identify records of archival value (Browse a list of collections with archival value). The section on Surveying contains information about the records survey process.

2. How to Obtain Boxes for Your Records
To obtain boxes, contact the Archives at x2351 or archives [at] neu.edu.

3. Fill and Label the Boxes
Fill the boxes from front to back. For records arranged chronologically, place the earliest records in the front and fill toward the back. For records arranged alphabetically, place the beginning of the alphabet in the front and fill toward the back.

Label the boxes in pencil with the following information, on the narrow (12") side:

From: Department/Office Name
To: University Archives
Box #[number of this box] of [total number of boxes]

4. Making a List of Box Contents
The box contents list should include the number of the box and then the title of each folder in each box exactly as it is written on the folder. Send the box list to the Archives along with your records.

5. Completing the Records Transfer Form
Please complete a records transfer form prior to sending your records to the archives. This form is available from the archives. An electronic form is being developed.

6. Arranging Delivery of Your Records to the Archives
Records can be sent in a number of ways:

Interdepartmental Requisition is the fastest and easiest way to send a large number of boxes to the archives.

Contact:
Transportation, Receiving and Warehouse x2343 (fax: x2324)

In the requisition, specify:
Pick up [number] of boxes at [your location] and deliver to 92 Snell Library.

With smaller amounts of material, such as one box, or an envelope, you may hand deliver or send through campus mail to 92 Snell Library.

Destroying Records Sensibly and Efficiently

To protect the University and its staff, records not scheduled for permanent retention containing private or sensitive information must be destroyed confidentially. The Records Retention and Disposition Schedules (Faculty and staff please use your NUNet credentials.) will include specific information about which records require destruction to preserve confidentiality.

Generally any records that contain personal information such as birth dates, social security numbers, bank account numbers or other financial information, student grades, personnel or search committee files, etc. require special destruction methods.

The most commonly used office shredders do not destroy records adequately. Documents shredded by "strip shredders" can still be read or easily pasted back together. Destroying sensitive or personal records requires "cross shredding" (cutting the paper into 1/4 inch squares) or "pulping" (a commercial recycling process that turns the paper back into pulp).

Cintas Document Management is the University’s preferred vendor for document destruction.  Please contact Cintas Document Management (Faculty and staff please use your NUNet credentials.) (Email Jon Zibell to set up a Cintas account: zibellJ [at] cintas.com or  telephone: 203-910-7648) or your department’s administrator to coordinate the collection and destruction of confidential records.