Guidelines for Transferring Records to the Archives
The Institute Archives serves as the institutional memory of NMMI by preserving a variety of records and materials. When allowed to accumulate in closets, basements, and corners, records are inaccessible and can easily be lost or destroyed. But, if records of permanent historical, administrative, fiscal and/or legal value are transferred in an orderly way, the Institute Archives can provide safe storage, quick retrieval of files when needed, and assistance with information or research requests. Other advantages to offices and departments transferring records include reduced need for storage space, less time spent on servicing non-current/inactive files, and lower supply and equipment costs.
Records Transfer Instruction
For Physical Records:
Step 1: Determine if your records are inactive/non-current and permanent by reviewing the New Mexico Functional Records Retention and Disposition Schedules with a retention of “Transfer to Archives.” You may also refer to this easy-to-use list which details permanent records information. Do not send active records your department still regularly references.
Step 2: Arrange files in boxes in the order in which they were arranged in your file drawers.
Step 3: Inventory each box for its series or file titles. Include dates and correct information of material (papers, compact discs etc.) Mark if restricted access. Do not overfill boxes.
Step 4: Insert one copy of the inventory in the first box and retain one copy for your files.
Step 5: Notify the Archives, either by phone or email, that there records needing to be transferred and then place a work order with Facilities to have boxes move to the Archives.
For Electronic Records:
To arrange for transfer of electronic records to the Archives, e-mail the Archivist for instructions or call at 575-624-8382. After you have successfully transferred your records, please let the Archivist know so the files can be moved from their temporary location to a permanent preservation repository.
What (and What Not) to Transfer: At a Glance
Desirable records include but are not limited to:
- Primary papers of the President, Provost, Vice-Presidents, and Deans’ offices.
- Departmental publications: newsletters, newspaper, yearbooks, literary magazines, brochures, posters, and course syllabi.
- Correspondence pertaining to major events in the history of your department or office.
- Photographs, slides, films, audio or video tapes.
- Faculty, staff, alumni and student publications: authored monographs, reprints, offprints, honors theses.
- Annual and administrative reports (President’s and Deans’ Offices).
- Budgets and Expenditures
- Minutes: Trustee, faculty, committee, and department meetings.
- Student organization records: minutes, publications, and photographs.
- Building records, blueprints, and photographs.
Do not transfer:
- Active records: while records are still needed for regular consultation, it is more convenient for the staff of both the originating office and the Archives if they remain in the possession of the former
- Student records: check with the Registrar’s Office for their policies on retention, destruction or transfer;
- Personnel records: check with the Human Resources for their policies on retention, destruction or transfer;
- Multiple copies: two (2) copies of most items is sufficient
- General office management files
- Blank forms.
If you have any additional questions, please contact the Institute Archivist.