University Records Transfer

General Information

As per NDSU Policy 713, within the approved NDSU Records Retention Schedule, there are 41 distinct series of University records that need to be transferred to the University Archives for final disposition. University offices, departments, and organizations that will be transferring university records to the University Archives should use the University Archives Records Transmittal/Inventory Form.

Instructions

Prior to filling out the form, please contact the University Archives (1-1017 or 1-8914) for additional information on records transfer. The form can be filled out on-line, but cannot be saved. Once you have completed the form, please print one which must accompany the records being transferred. Please try to fill out the form with as much detail as possible. Once the records have been transferred to the University Archives, a unique number will be assigned to them and this number will be used to reference the records. A signed copy of the form, with its unique number, will be returned to you and this will serve as your confirmation of transfer to the University Archives.

  • Use only boxes up to 1 cubic foot in size. Do not use “bankers” or large transfer boxes, since these present a weight problem.
  • Be sure to consecutively number the boxes and make sure that they correspond to the box number and description on the transmittal form.
  • It is important that the information you record on the transmittal form is accurate. It will be your finding aid to the records if you need to retrieve material.
  • Insert one copy of the transmittal form in the front of box number 1 of your shipment.
  • When you are ready for shipment, please call the University Archives for transfer information. The archives staff may pick up the records or arrange for delivery by the Campus Delivery Service.
  • DO NOT enter information in the gray shaded “Record Series #” column

Records commonly transferred to the University Archives:

  • academic administrative records
  • administrative, college, and departmental histories
  • annual reports
  • architectural renderings of campus facilities
  • audio and visual recordings
  • budgets and financial information
  • charts, maps, and/or blue prints
  • committee and task force reports
  • constitutions and by-laws
  • directives, policies, procedures and guidelines
  • employee manuals
  • faculty guidelines and policies
  • faculty personnel files
  • honors and awards
  • minutes and proceedings
  • office files (correspondence and memoranda)
  • organizational charts
  • photographs
  • policy files
  • program reviews and accreditation reports
  • project files
  • publications (newsletters, brochures, programs, posters, announcements, etc.)
  • reports/plans (ad hoc, program, final, strategic, disaster, etc.)
  • student guidelines and policies; and subject files.

Contact Information: Trista Raezer, Interim Director, NDSU Archives, 231-8877, or 213-8914, trista.raezer@ndsu.edu