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UC San Diego University History and Archives: How to Transfer Your Records

Researcher using archival materials in reading room.

Researcher using archival material in the Special Collections & Archives Reading Room, located in Geisel Library.

  • Check the UC Records Retention Schedule to determine if your records are inactive and appropriate for permanent retention. Contact the University Archives for an on-site or remote meeting to review the materials and discuss the next steps.
  • Once the records are approved for transfer, make sure to maintain them in the order that they are filed. Remove records from hanging files and binders and place them in standard file folders, labeled in pencil. Place loose documents in file folders.
  • Complete a records transfer form (see attached document below). Create a container list for each carton, noting its number, folder numbers, folder titles, and date spans. Please spell out all abbreviations and acronyms. Save a copy of the list for your records.
  • Submit an electronic version of the container list to the University Archivist. Save a copy for your records.
  • You will be contacted to schedule a convenient pick-up date. A printed copy of the transfer form and the container lists should accompany the materials.

Marlayna Christensen

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Marlayna Christensen
University Archivist
UC San Diego Library
Special Collections & Archives
(858) 534-8605