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When to Transfer Records

Active Records

Active Records should not be sent to the College Archives. Records are active when the work to which they relate is ongoing or when they are frequently consulted for routine business.

Inactive Records
The College Archives only accepts inactive records. Being inactive does not mean records are useless. It means that their primary job is finished. Records are considered inactive when:
  • The job they were created to do is finished
  • The process and outcome of the activity the records document are not likely to be challenged. For example: The grant is over, and the books have been audited, and the goals have been evaluated
  • As a rule of thumb, if the records have not been referred to in 3 years, they are inactive

Frequency of Transfer

As with most maintenance activities, transferring records on a regular schedule can minimize the pain and inconvenience and improve your efficiency. We recommend reviewing your office's records annually. Some offices in corporate it as part of end of fiscal year activities and preparation of an annual report.


Do not worry if you only send a handful of folders or 1 box a year. Volume does not matter. In this case, quality of the records is what counts!