The inventory, either electronic or paper, must be sent to the Archives prior to records transfer. The Archives will verify the transfer information and then contact the office to make arrangements for physical transfer of the material.
Do NOT send records via campus mail or truck service without PRIOR AUTHORIZATION from the Archives. The Archives will need to know the total volume and the anticipated date and time of transfer.
After receiving the accession the Archives will send the transmitting office a copy of the first page of the Records Transmittal and Inventory with the Accession Number and Location indicated. You will need this information if you want to retrieve files. We suggest you keep a binder in your department that has the inventories and accession information readily available to all staff members.