How to transfer records to the Archives

If you would like to transfer department/program files, please contact the Archives staff: Sylvia Brown (x2596, skennick@williams.edu) or Linda Hall (x2568, lhall@williams.edu).

Obtaining boxes: If you need less than ten boxes you can contact the Archives and we will provide you with acidfree cartons. For larger requests you will need to purchase acid-free, buffered storage cartons (15" X 12.5" X 10"). These can be easily obtained from Hollinger Corp.
http://www.genealogicalstorageproducts.com/recstorbox1.html.

Filling and labeling boxes: Fill boxes from front to back. Files kept in hanging folders must be removed from the hanging folders, but the intellectual information on the folder tabs must be retained either on the container list or transferred to new folders as they are placed in the box.  Please clearly label each box with the name of your department/program, and number the boxes consecutively.

Making a list of box contents: Create a box and folder inventory.  A suggested format is provided below. 

Please note any files that should be restricted and, if so, for how long.  (If you have any questions regarding restrictions or the sensitivity of material, please speak with the Archives staff.)   Please also note any files slated for timed destruction.

Example:

Box 1

        Folder

            1          Department meeting, Sept. 1962

            2          Department meeting, Oct. 1962

            3          Definition of the major, 1962-1963

           

Place the container list for each box in a folder at the beginning of the box to which it pertains. Send the file as an email attachment to the Archives at archives@williams.edu.


Transferring cartons: The Archives staff will determine whether your cartons will come to Archives' temporary quarters in the Southworth Schoolhouse or be shipped directly to the Library Shelving Facility.  Once a destination has been determined, please contact Facilities regarding shipment of your cartons.


Please note: If your files are transferred to the Library Shelving Facility, they will be warehoused and unavailable until we return to the new library facility in 2013.  If you think you'll need access to particular files before 2013, please keep them with you!

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Stetson Hall Blueprints
Blueprints for the library in Stetson Hall from the Blueprint Collection.

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