MIT Libraries

Archives Home

Managing Your Records

 






 




MIT Libraries MIT libraries

Institute Archives & Special Collections

TRANSFERRING PERMANENT RECORDS

 

How do I know if my records will be kept permanently?

What do I do with electronic files?

My office has never sent records to the Institute Archives & Special Collections (IASC) before. Where should I start?

My office has sent records to IASC in the past, but I have more to send. What should I do?

Can I look at records after they go to the Archives?

What happens after the records go the Archives?

What are Institute policies about records?

Once I’ve talked to the IASC, how should I prepare/pack the records?

What boxes do I use? Where do I get them?

My boxes are all packed and ready to go to the Archives. How do I move them there?

How do I know if my records will be kept permanently?

The Institute Archives & Special Collections (IASC) can help you determine what types of records you have and how they are used. Usually the records only come to the IASC once they have become inactive. Inactive records are files that you are no longer using to do daily business transactions. The IASC is not for general office storage of active records. There are three things that can be done with “inactive records”:

  1. They can be destroyed.
  2. For legal reasons, the files are retained for a certain period of time and then destroyed.
  3. The files are deemed to have lasting value and document the history/mission of the Institute and are kept permanently (for the life of the Institute).

What do I do with electronic files?

Please contact IASC collections staff – (617) 253-5690, recordstransfer@mit.edu – who will work with you to determine the legal, administrative, or historical value of the material, and to determine what records should be sent to the Archives for permanent retention.

My office has never sent records to the Institute Archives & Special Collections (IASC) before. Where should I start?

Please contact IASC collections staff – (617) 253-5690, recordstransfer@mit.edu – who will work with you to determine the legal, administrative, or historical value of the material, and to determine what records should be sent to the Archives for permanent retention. Once that is decided, please complete the Transfer Notification Form and email it to recordstransfer@mit.edu.

My office has sent records to IASC in the past, but I have more to send. What should I do?

Please contact IASC collections staff – (617) 253-5690, recordstransfer@mit.edu – who will work with you to determine the legal, administrative, or historical value of the material, and to determine what records should be sent to the Archives for permanent retention. Once that is decided, please complete the Transfer Notification Form [link] and email it to recordstransfer@mit.edu.

Can I look at records after they go to the Archives?

You are welcome to come to the IASC reading room to look at the records. Please contact mithistory@mit.edu to schedule a time. Access to Institute records is governed by MIT records access policy.

What happens after the records go the Archives?

Records transferred to the Institute Archives & Special Collections are in the IASC’s custody and become part of the IASC’s collections. Records of MIT are administered according to MIT Policies and Procedures.

What are Institute policies about records?

The Institute Archives & Special Collections has policies regarding records management, privacy and collecting. The IASC is mandated by the Corporation to manage the records of the Institute. For details see
MIT Policies & Procedures: A Guide for Faculty and Staff Members:

Once I’ve talked to the IASC, how should I prepare/pack the records?

  1. Remove material from hanging folders (such as Pendaflex) or binders.
  2. Place into labeled manila folders, preferably ones that are acid-free.
  3. Remove any bulky hardware such as binder clips, paperclips, or rubber bands.
  4. Pack folders in Paige Wonder Boxes, letter/legal size, order number 425 (see What boxes do I use?). Boxes can be purchased through the New England Paige Company sales representative (1-800-223-1901 x179).
  5. Keep folders in the same order as they were organized in your files.
  6. Keep folders upright with labels facing forward.
  7. Pack folders tightly enough to maintain the upright position, but loosely enough to permit easy removal. Files should not be bent or allowed to lean.
  8. Label each box in pencil on the short end where “CONTENTS” is printed. Please include the following information:
    1. Name of office or department
    2. Number of box along with total number of boxes being transferred (e.g. “1 of 3”)
  9. Please do not use tape, adhesives, or felt pen/marker on the boxes.
  10. List contents: Please create a list of the material being transferred; this enables both your office and the IASC staff to identify what files are stored in which boxes. Please use the Excel template (linked) for box lists.
  11. Your office should keep at least one copy of the contents list.
  12. Include one printed copy of the list with Box 1 of the records you are transferring.
  13. Send an electronic copy along with your completed Transfer Notification Form [link] and email to recordstransfer@mit.edu.

What boxes do I use? Where do I get them?

  • Our off-site storage facility requires us to use Paige file storage boxes. Currently, MIT preferred vendors do not carry these boxes. The Paige Box Company can be reached at 1-800-223-1901 x 179. The box number to order is #425. Paige accepts MIT credit cards or purchase orders.
  • The MIT Archives may be able to provide an MIT DLC with a smaller quantity of boxes if appropriate and we would charge their Cost Object for the boxes.

My boxes are all packed and ready to go to the Archives. How do I move them there?

Please contact IASC collections staff - (617) 253-5690, recordstransfer@mit.edu - to discuss options. If you are transferring only a few boxes and feel comfortable delivering them to the IASC yourself, please let us know when you plan to deliver them, then bring them to 14N-118. If you are transferring several boxes and would prefer MIT Facilities or Stimpson Movers to deliver them, please note that offices are responsible for arranging and paying for moves to the IASC.

July 2, 2013









MIT MIT mithistory@mit.eduMIT Libraries