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MIT Records Management
MIT Records Management

Transfer records to Archives

The Institute Archives is the repository for records with enduring value to MIT. When records are no longer used regularly by the offices that created them, the records are considered “inactive.” Only inactive records can be transferred to the Institute Archives. We may ask some questions about your records or schedule a meeting to evaluate them together.

Instructions to Transfer Records to the Institute Archives

Digital records

  1. Contact us at rmprogram@mit.edu to initiate a transfer.
  2. We set up a customized Records Transfer Form.
  3. Sign and date the Records Transfer Form.
  4. Based on the location and quantity of your files, choose an option to complete the transfer.

Physical records

  1. Contact us at rmprogram@mit.edu to initiate a transfer.
  2. Order archival boxes (#MB-15) from the Paige Company.
  3.  Pack
    • Pack the folders in the same order in which they were filed (this may be alphabetical, chronological, or some other arrangement).
    • Remove documents from hanging files and binders and place them in folders, labeled appropriately.
    • Fill each box completely so that folders do not slump. A partially full box can be stuffed with crumpled paper to keep folders upright.
    • Label the front of each box in pencil with the following information:
      1. Name of your office or DLCI.
      2. Brief description of contents and date range (example: Subject files, A-E, 1990-2020).
      3. Month and year of transfer (example: July 2024).
      4. Box number, starting with 1 for each new transfer (example: 1 of 6).
  4. Complete the transfer paperwork
    • Complete an inventory spreadsheet (.xls) listing the folders in each box and email it to rmprogram@mit.edu.
    • We set up a customized Records Transfer Form, based on your inventory spreadsheet.
    • Sign and date the Records Transfer Form.
  5. Schedule a pickup
    • Contact us at rmprogram@mit.edu to schedule a pickup.
    • Depending on the location and quantity of your boxes, we may ask you to coordinate with Campus Parcel Service or Your Move.
    • Typically your office covers the one-time cost of delivering boxes to the Institute Archives; MIT Libraries covers the ongoing cost of storage and preservation.