Frequently Asked Questions
What is a record?
Information in any format (paper/electronic) that was created or received during the normal course of business that supports and documents institutional functions and allows the office/department to perform its daily activities.
What records do I transfer to the archives?
Inactive records (that you no longer need in-house for reference) that were generated/originated from your office/department. These records can be in paper or electronic formats and have historical value. For more details, please visit our Collection Policy section.
What does "historical value" mean?
The value that is given to records that contain enduring administrative, legal, fiscal, and evidential information. Reviewing our Collection Policy will be a big help! The Policy tells you what kinds of files/documents the Archives will accept, as well as those we will not.
How do I transfer records to the Archives?
The first step is to complete and submit the Donation/Transfer Interest Form. This will let the Archives and Special Collections know that you have materials that you want to donate or transfer to us. For more details please refer to the Donate and Transfer Materials page.
What is the purpose of the Records Survey?
The survey will help you:
- Identify records that you generate
- Determine how long you keep these records and which ones to destroy after their retention period has ended
- Identify files with sensitive language, confidential information, or that should have restricted access
- Identify “vital” records
- Identify records that are inactive, that you no longer need in-house for reference
Remember: when in doubt, please send it to the Archives!