How to...

Transfer Your Historically Significant Records to the University Archives

We collaborate with Harvard offices, programs, research centers, libraries, and museums to preserve records that reflect our history and community.

April 28, 2025: New look for Harvard’s General Records schedules. Read more.

Overview

Harvard's administrative offices, academic programs, research centers, libraries, and museums serve an important role in the mission of the Harvard University Archives: to assist us in identifying, collecting, and preserving materials that broadly and comprehensively reflect our history and community, and to ensure the safety of our most vital University records.

Working with Records Management and Archives staff, faculty, staff and administrators can help us identify those records that should be transferred to the University Archives at the correct time.

Once these records are transferred to the Archives, they are stored securely by the staff and can be accessed by scholars and Harvard staff alike in accordance with University records policies.

Records Management Services for Transfers

Harvard University Archives
Pusey Library, Harvard Yard
Cambridge, MA 02138
United States

How To

Manage Harvard University Records

Guiding staff, faculty, and administrators on how to manage their records.
How To

Donate Your Materials to the Harvard University Archives

Work with us to add your materials to Harvard’s intellectual, cultural, social, religious, and administrative history.
Service

Offsite Records Storage

Need to retain University records? Learn how to set up an account with Records Management Services and work with the Archives to arrange for storage at the Harvard Depository.
Tool

Harvard’s Records Schedules

Policies to help Harvard administrators, faculty, and staff identify different types of records and know how long to keep them

Identifying Records for Transfer

How do you know what records to transfer to the University Archives?

Harvard's Records Schedules  provide guidance on how long to keep university records (retention) before either transferring them to an archive or destroying them. Records that have historical or administrative value and may be appropriate for transfer to the University Archives are indicated in the retention plan by the phrases "contact archives" or "transfer to archives."

If this is your first time using the Harvard’s records schedules, or if you would like a refresher, visit our Records Management Services page for guidance and current training opportunities.

Once you've identified records which may be eligible for long term preservation by the University Archives, follow the steps on this page that outline how to transfer physical documents to the Archives.

If you have questions about how best to handle digital records, contact us: 

Preparing Records for Transfer

1. Ordering Archives Boxes

To order boxes, email archives_transfers@harvard.edu.

Box orders are linked to your office's Records Center account. If you don't already have an account, complete the records center contract (PDF).

Archives staff can assist you in figuring out how many boxes you need to order and provide information on next steps for your transfer.

2. Packing Your Records

Records that are ready for transfer to the Archives must be properly packed and labeled in order to be transported by the couriers to the Archives.

Large archives transfers may also require you to have barcodes or pick-up slips attached to the boxes. Our staff can provide guidance on any additional requirements for special archives transfers.

 

3. Completing Your Transfer Paperwork

You must complete an inventory of the materials you're sending to the Archives as well as get an authorization form signed by the head of your department.

4. Requesting a Review and Transfer

Once you have completed the paperwork, send it to archives_transfers@harvard.edu for review.

Archives staff will review the paperwork, and if everything is correct we will make arrangements for the records to be picked up by Harvard University Mail Services and transferred to the Archives.