Records Transfer Instructions

Transferring Records to the Archives

Retention periods in the Records Retention Schedule (RRS) that are marked with an asterisk (*) mean those records may belong in the Special Collections and Archives. Archive staff will review your Records Disposition Log and if the records need to be transferred for preservation in the archives, you will need to fill out a Records Transfer Authorization Form.

  • Indicate in your Records Disposition Log that the items are:
    • TA = Transfer to Archives (column 7)

Records Transfer Authorization Form

You will be asked to enter information about the office or department transferring the records, describe the nature of the records, and include a required detailed inventory list. More information on how to include the detailed inventory list is below.

How to Create a Detailed Inventory

A detailed inventory is required for three reasons:

  • It allows us to confirm that we received everything you intended to transfer.
  • We need to include your inventory in our database so we can describe and quickly access materials when they are requested.
  • You know your records better than we do and we need you to share your knowledge.

This should be a simple and quick process, but the work you do is invaluable to the Archives. We rely on your information to accurately describe the materials you send to us. Detailed inventories also allow us to prepare the appropriate equipment and storage space to safely receive and store these materials during processing.

The Records Transfer Authorization Form includes space to add your detailed inventory list. If you have a separate inventory list document, you can note that in the Records Transfer Authorization Form and send it as an attachment to: Archives & Records

Physical Materials

  • Label each box sequentially, beginning with #1.
  • Include the Record Series Number and the Record Series Title from the RRS and Records Disposition Log, if applicable.
  • List the folder titles included in the box. If the box contains artifacts, list each so we will know what is inside. We don't always know what items are artifacts, or why they might be important.

Oversize Artifacts

  • List each separately with an estimated size. We need to prepare for receiving and housing artifacts.
  • Provide any information you have about the items. It really helps!

Digital Content

  • Summarize the content you are sending by labeling the containing folder.
  • Talk with the Special Collections and Archives about how best to label and prepare your files / file names if you have questions: Archives & Records

Example of a Detailed Inventory

Example One

Box 1 of 1: Planning materials for 50th Anniversary of the signing of the Higher Education Act

  • Anniversary planning committee meeting agendas and minutes, 2013-2015 (6 folders)
  • Sample invitations and brochures for 2015 even (2 folders)
  • 9 photographs from the 1965 signing on the SWT campus - 8"x10"
  • 25 copies of booklet, “The LBJ the Nation Seldom Saw” by Robert Hardesty
  • Four glass paperweights with the Higher Education Act 20th Anniversary logo, 1985

Example Two

Oversized unboxed items

  • 1 large framed painting of LBJ as a young man (approx. 30"x50")
  • 1 very large (about 5 feet tall) board with photographs of a very young LBJ sitting at a desk, looking to the left and smiling
  • 3 framed resolutions related to LBJ Day in San Marcos, 2010 (approx. 11"x17")
  • 1 framed photograph of LBJ with his signature, very faded, undated (approx. 16"x20")
  • 1 black manual typewriter (very heavy) from the Star Office, rumored to have been used by LBJ