Records Manager, Jessika Drmacich, can meet with you to talk about your records and if they should be transferred to Archives. She will ask about the scope of the records and activities they document. So, before contacting Jessika it's a good idea to review the records and make note of:
How much material there is (you can *guess-timate* by thinking in terms of digital file size, binders, paper boxes, or file cabinet drawers)
the types of materials (electronic, pictures, papers)
inventories or reports that describe the items
confidential or private materials
Jessika can also give you guidelines for packing up and inventorying your materials, talk with you to determine the best way to deliver electronic records to us (flash drive or Google drive), and set you up with boxes or drive to keep your materials safe while they're being transferred to us.
Please do not send records to us without prior notice. We'd hate to have your history sitting on a shelf or inbox!
Share your plan with your members and staff/faculty advisor(s)
Make sure you let people in your group know what's going on and that everyone is on board with the plan before you begin transferring your materials to us!
We can talk to your group about archiving your records by arranging a visit to Special Collections for your group members or coming to one of your meetings.
Transfer your materials
- For physical materials make a list of what's in each box. We like folder titles and the start and end dates of the materials. Label each box with a sheet of paper or label giving your organization name, the date, and the name of a contact person.
- For digital files please follow suggested file naming conventions and file types.
- Schedule a time to drop off your materials or have Jessika pick them up.
- Work with Jessika to transfer copies of your electronic records. Google drive is an excellent method for transfer.
Don't forget the work you've done
- Pass on information about your records to your new officers and members and ask them to visit us to acquaint themselves with your group's archival legacy.
After you've completed your first records transfer, we recommend creating a records retention schedule or policy (Jessika can provide guidance) for your organization that will prompt future group members to transfer new records to Special Collections on a recurring basis. The best time for this is toward the end of each academic year as graduating organization officers get ready to leave campus.
You may also want to designate a group historian to study and track your history. This person might also serve as your group's liaison with the Records Manager.