Transferring University Records to the Archives

 

 

War Records - HUPSF World War II (243)

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 Records eligible for transfer are those which are no longer active and are listed on an approved records schedule as being of permanent value.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Records eligible for transfer are those which are no longer active and are listed on an approved records schedule as being of permanent value.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