University Records Transfer

(Hard Copy & Electronic)

General Information

As per NDSU Policy 713, within the approved Records Retention Schedule, there are University records that need to be transferred to the NDSU Archives for final disposition. Please follow the respective instructions below for either Hard Copy Records or Electronic Records.

Instructions:

 

Hard Copy Records

Download the NDSU University Archives (Hard Copy) Transmittal Form

Once you have completed the form, please save it as a PDF and print one copy for your records and place the other copy on top of the folders in the 1st box with the records being transferred. Please try to fill out the form with as much detail as possible. Once the records have been transferred to the University Archives, a unique number will be assigned to them and this number will be used to reference the records. A copy of the form, with its unique number, will be returned to you and this will serve as your confirmation of transfer to the NDSU Archives. After filling out the form, please contact the NDSU Archives (1-8914) for additional information on the actual records transfer.

  • Use only 1 cubic foot boxes, no substitutions.
  • If you are transferring more than 1 cubic foot box of material, please write (magic marker) the box number in the upper left corner of the box, below the lid: re: box 1 of 4, box 2 of 4, etc. Please make sure that the box numbers correspond to the box number and description on the transmittal form.
  • It is important that the information you record on the transmittal form is accurate. It will be your inventory to the records if you need to retrieve material.
  • Insert one copy of the transmittal form in the front of box number 1 of your shipment.

Electronic Records

Download the NDSU University Archives (Electronic) Transmittal Form

Once you have completed the form, please save it as a PDF and email a copy with the electronic records you are transferring or enclose one copy with the CD, DVD, or flash drive you are transferring. Please try to fill out the form with as much detail as possible. Once the records have been transferred to the University Archives, a unique number will be assigned to them and this number will be used to reference the records. A copy of the form, with its unique number, will be returned to you and this will serve as your confirmation of transfer to the NDSU Archives. After filling out the form, please contact NDSU Archives (1-8914) for additional information on the actual records transfer.

  • Method of Transfer: Acceptable methods of transfer include FTP sites or external media such as CDs, DVDs, and flash drives. Email can also be used to transfer records, depending on the file size. If you prefer another method of transfer, contact archives staff.
  • File names: Please list names of individual files, if possible. Multiple files with similar content can be entered once (for example, "minutes").
  • Formats - Please note that the archives requires conversion to the following file formats before transfer:
    • Documents - Microsoft Word and Excel, PDF, Plain Text (.txt), Rich Text (.rtf)
    • Photographs - JPEG, JPEG2000, TIFF
    • Audio Files - WAV, MP3
    • Video Files - MP4, Contact Archives staff with other formats
    • Other - Contact Archives staff
  • Date range of files: Include the inclusive dates of the file(s).
  • Volume of files: Indicate the volume of files (number of KB, MB, GB, TB, etc.).
  • Number of files: Include the number of files described.
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