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Harvard University Archives
Managing University Records: Transferring University Records to the Archives

 

 

 
 

Transferring University Records

Transfer permanent University records of historical value to the Archives when they no longer need to be retained by your office

War Records - HUPSF World War II (243)
 
 

Transferring University Records to the Archives

 

In preserving the documentary heritage of Harvard University, the Archives has a vital mission: to help determine what University records (paper, visual and electronic) will be preserved to document the history of Harvard and its faculty, students and employees for years to come.             

Transferring historically valuable records to the Archives ensures that your office is part of Harvard’s history. Records eligible for transfer are those which are no longer active and are listed on an approved records schedule as being of permanent value.

Some examples of archival records

  • Committee records
  • Course records
  • Academic program administration records
  • Program establishment and review records, including Annual Reports
  • Special events records
  • Sponsored research administration records

For more information on what the Archives collects, see What We Collect and further explore the other sections on the Harvard University Archives website.

For information about transferring electronic records, see Electronic Records/E-mail

Accessing records after transfer

When permanent records are transferred to the Archives, they are maintained there for the future. After the restriction period has passed, the records may be used by any researcher. You may also find a need to use these materials over time to research important administrative decisions, compile histories of your program, or add content or illustrate a newsletter or a web site.  You can search for previously collected records using HOLLIS.

University records are restricted for 50 years from the date of their creation. Access to records less than 50 years old requires the permission of the current head of the department having original custody. Records relating to individuals are closed for 80 years, or until the person's death, whichever is later.

Original records transferred to the Archives do not circulate.  All use of original records must take place on site at the Archives.

For instructions on how to transfer records, see below.

 
 
 

Standard Records Transfers

 

Records eligible for transfer are those which are no longer active and are listed on an approved records schedule as being of permanent value.

1. Identify records eligible for transfer
2. Order empty boxes
3. Pack records
4. Complete transfer forms
5. Arrange for pickup

Resources

Transfer Forms

 

     
     

    Senior Honors Theses Transfers

     

    The Archives accessions magna cum laude and summa cum laude undergraduate theses only.

    1. Identify theses eligible for transfer
    2. Prepare theses for transfer
    3. Order empty boxes
    4. Pack theses
    5. Complete transfer forms
    6. Arrange for pickup

    Resources

    Transfer Forms

     

       
       

      Dissertations, ALM Theses, and AM Theses Transfers

       

      The University Archives collects PhD, EdD, and ThD dissertations and Masters theses (AM and ALM).

      1. Identify dissertations and theses eligible for transfer
      2. Order empty boxes
      3. Pack dissertations and theses
      4. Complete transfer forms
      5. Arrange for pickup

      Resources

      Transfer Forms

       

         
         

        Prize Paper Transfers

         

        The University Archives collects prize papers – these include Hoopes and Bowdoin – through the Prize Office.

        1. Identify prize papers eligible for transfer
        2. Order empty boxes
        3. Pack prize papers
        4. Complete transfer forms
        5. Arrange for pickup

        Resources

        Transfer Forms

         

           
           

          Student Records Transfers

           

          The following student records are considered permanent and may be transferred to the University Archives seven years after a student's class year: Undergraduate Student Records, Undergraduate Concentrator Records, and Graduate Student Records.

          1. Identify student records eligible for transfer
          2. Order empty boxes
          3. Pack records
          4. Complete transfer forms
          5. Arrange for pickup

          Resources

          Transfer Forms