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Transfer and Storage Procedures
Review files annually for files scheduled to be transferred or destroyed.
For files to be transferred to INACTIVE STORAGE:
- BEFORE sending records to the Archives, contact
the Archives at archives@hope.edu.
If approved for transfer, boxes can be requested at that time.
- Place file folders in box as filed in drawer.
Do not use hanging folders. They don't fit the boxes and are
an expensive way to store records. Do put records in labeled
folders.
- Place a Transfer Label on the outside of the box that was provided
by the Archives, marking each with the appropriate number (eg: 1
of 1, 2 of 10)
.
- Contents list:
Prepare a list by individual folder title or groups for each box. The
list will be used in retrieving records as needed in the future. The
office must keep a copy and send the original with the materials. An
electronic version must be sent to the Archives at archives@hope.edu.
Example:
Box 1
President's Office, 1984-1995
General File, 1984-1994
- Physical Transfer of Materials:
The Archives will contact the Physical Plant to make arrangements
for pick-up and delivery. The department contact will
be copied on the Work
Order so
that their staff can watch for the records pick-up.
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