Records: How to Send Records to the Archives

• Procedures: How to Send Records to the Archives for Temporary or Permanent Storage
• Transmittal Form / Contents List (to download a MS Word version of the transmittal document)
• Sample Transmittal Form
• Sample Contents List
• Records Procedures (about Selecting, Scheduling, Transferring, Retrieving, and Destroying Records)

• Refer to the Records Retention Schedule and consult with the Archivist to make sure records meet the necessary standards for storage.
• Contact the Archivist to request records boxes. [email: archives@lanecc.edu or telephone:  463-5466]
• Pick up the requested boxes from the Archives (basement of Center Building).
• Put the records into records boxes.  For details, refer to: Transferring Records.
• Mark the boxes on the upper left corner of the front of the box with an abbreviation for the department and the box number.
• Fill out the Transmittal Form.
• Open the TF document in MS Word.  Save the document onto a desktop computer.
• Complete the first two sections (with the exception of the Accession # which will be assigned later).
• Fill-in brief descriptions of each box, including the box #, description, and dates of the records.
• Complete the Contents List (page 2 of the Transmittal Form) with detailed descriptions of the box contents.
• Email the completed Transmittal Form / Contents List as an attachment to: archives@lanecc.edu
• Bring the boxes of records to the Archives or contact Facilities Management & Planning (ext. 5455) to have the boxes picked up and taken to the Archives.
• The Archives will assign an Accession # and complete the Transmittal Form.
• Two copies of the Transmittal Form will be sent to the department for a signature. Return one signed copy to the Archives.  The other copy is kept by the department to refer to when requesting records from the Archives in the future.