Identifying University Records in your office:
University records are materials created and kept to meet the needs and operations of Colorado State University. They comprise the bulk of materials in the Colorado State University Archive; today’s records become tomorrow’s significant historic documents. State and federal laws govern what materials Colorado State University is required to maintain and who may have access to the materials.
The Colorado State Archives identifies permanent materials of Colorado State University and they are housed in the University Archive. In addition to materials identified by the state, the University Archive also houses materials we determine to be of historic value. Please contact us for further information.
Permanent record types include but are not limited to: committee materials, final budget materials, legal and administrative documents, meeting minutes, newsletters, press releases, reports, special audio/visual materials, and subject correspondence of your office or department. All hardcopy and electronic formats of the materials should be maintained.
Colorado State University uses the Colorado State Archives Records Management Manual, Schedule 8 for Higher Education records to determine what materials transfer to the University Archive. Please contact the University Archive prior to disposing of or destroying materials in your office.
Schedule 8 is available from the Colorado State Archives here.
This complete manual is available from the Colorado State Archives here.
Transferring University Records to the University Archive:
The Colorado State University Archive accepts the transfer of inactive permanent records created by all offices at Colorado State University. Please refer to the above retention schedule to determine if materials are permanent. Please contact the archives with any questions.
Active records are those you access regularly. Inactive records are those no longer used on a daily or weekly basis. It is best to maintain your inactive permanent records for one year after they became inactive. After the one-year period, they may be transferred to the University Archive. Please contact the University Archive prior to packing any materials. We will provide you with a code to include on the documentation and boxes.
The University Archive is only able to accept standard file-sized boxes. These boxes measure 10x12x15 and are able to house letter and legal sized folders. They are available for purchase from many retailers. You may estimate that you will need two boxes per file drawer. If your materials require larger boxes, please contact the archives.
When packing boxes, please be careful to maintain the filing structure established in your office. Do not place hanging file folders in the boxes. Remove contents of hanging file folders and place in regular file folders; be sure to include the folder title on the new folder. Place folders standing upright, insert crumpled paper at the back of the box for support if needed. Box lids need to fit snugly on the box, do not overfill the box. If you have to force files into a box, it is packed too tightly; use an additional box.
As you pack, inventory the boxes by listing the titles of each folder. Archives staff will use your inventory to find the records. It is critical that the inventory be as specific, accurate, and comprehensive as possible. Create the inventory in Microsoft Word, using the example available below. Place one hardcopy in the first box, include a hardcopy with the signed transfer agreement you send to archives, email an electronic version to archives using the office in the title of the email.
Do not mark boxes until packing is complete. Mark the boxes in the same order files were maintained in your office. With a marker, clearly write the office’s title, the code provided by archives, and the number of boxes on a 15” side of all boxes. (Example: 1 of 10, 2 of 10, etc.) Do not tape labels to the front, end, or top of boxes as these easily tear or fall off.
When the boxes are ready for transfer, fill out the Transfer Agreement and then contact the archives. We will work with the Libraries’ Project Guys to schedule a transfer of the materials to our facility. They will contact you to schedule an appointment to pick-up the boxes. Sometimes this process takes as long as two weeks, depending on the time of year and other assigned projects.
Mail the original signed Transfer Agreement with a hardcopy of the inventory to:
University Archive
Morgan Library, 202
Campus Delivery 1019.
How to donate personal materials to the University Archive:
If you are a member of the faculty or staff or an alumni, the University Archive may be interested in housing your personal materials! We actively collect materials of Emeritus faculty and long-term employees with a strong relationship to Colorado State University. The personal papers (including photographs, scrapbooks, and other unique materials) of alumni from all years are also actively collected. Recent donations of student materials include a CSU College Day’s Queen’s outfit, a brick from Old Main, and the scrapbook of a 1920 alumna.
The donor is required to sign a Deed of Gift for each donation. An Adobe PDF version or Word Doc version are provided below for you. The University Archive maintains the original and will provide you with a copy for your records.
Please contact the archives prior to sending materials.