K. Ross Toole Archives
University Archives: Procedures for Transferring Records
The Archives accepts records from University of Montana-Missoula campus offices under the following procedure:
1. The office should call the Archivist to discuss the records in question. Not all records are of permanent research value, and some should not be open to research for a period of time. Examples of records that we do not accept include faculty search files, department personnel files, or department student files.
2. If the records are determined to be archival, the office should obtain records center cartons from the Archives and pack the records in them. Number boxes consecutively, beginning with the number 1. During packing, the office should make a list of folder titles, from the front to the back of the box, in a Microsoft Word document (not a database or a spreadsheet).
3. The office should call the Archives to inform them that the records are on their way and deliver them. The inventory should be delivered either on the floppy disc or emailed to the Archivist (library.archives@umontana.edu) as an attachment.
4. The Archives will inform the office of the accession number assigned the records.
5. Offices should keep a copy of the inventory and the accession number for their convenience. If they need access to their files, they should call in advance and request records to be pulled. Records are used according to the Access to Collections policy (Section 2B of the Archives Policy Manual).
6. Offices may borrow files from the unprocessed records of their own offices only, and should leave a check-out marker when they do so. Processed records and records from other offices may not be borrowed, but may be photocopied in accordance with the Duplication policy.
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Last Updated: 20 May 2002.