Transferring Records

To transfer non-digital records, access the online transmittal form

To transfer digital records, contact Tony Kurtz at tony.kurtz@wwu.edu or 650-3124. 

Transfer Process Overview

The University Archives and Records Center accepts both permanent and non-permanent records that are created in the fulfillment of Western's mission. "Records" are defined in RCW 40.14.010 and in RCW 42.56.010. The University Records Center provides storage for inactive university records that have not reached the end of their retention period. The University Archives holds the records that have been determined to be archival (that is, having permanent, historical value) and have passed the initial retention period.

University offices may transfer their inactive, archival and non-archival records to the Records Center for storage, as long as there is time left on the records’ retention period(s). Archival records must be transferred to the University Archives once they have reach the end of their retention period.

Outlined below are the steps for transferring records to the University Archives and Records Center. 

  1. Determine eligibility of records
    • In order to be eligible for transfer to the University Archives or Records Center, records must be aligned with an approved retention schedule. They must be designated archival or still have retention left to fulfill in order to be sent. This can be determined from retention schedules. The University General Records Retention Schedule can be found online. For unique, office-level retention schedules, please contact Rachel Thompson (rachel.thompson@wwu.edu, x6645).

      • Records that have passed their retention period, are not archival, and are not subject to any active legal holds, public records requests, or audits, can be destroyed in-office. For more information about records destruction, please see our webpage: Records Destruction.

  2. Place Records in Standard Storage Boxes
    • Contact the Archives & Records Management office at x6654 or e-mail archives.recmgmt@wwu.edu to request standard storage boxes (10 x 12 x 15). Plan for three storage boxes per legal-size drawer and two boxes per each letter-size drawer.
    • Before preparing records transmittal information, organize records in boxes by records series and by date and/or alpha-numerically. Whenever possible, all records in a box should have the same disposition date.
    • Do not place potentially archival records in the same box with records that will be destroyed at the end of their inactive retention period.
    • Do not overfill boxes, or place hanging files in boxes. To ensure shelf clearance, the box lid must sit firmly on the rim of the box.
    • More than one records series may be placed in a box, if they share the same disposition date. Also note that each accession (or “batch”) of records needs to begin with “box 1,” even if boxes with the same records series were sent earlier. 
  3. Prepare Records Transmittal Data
  4. Label Creation and Box Pick-up
    • After the Records Transmittal is submitted, the Records Center will prepare labels based on the information provided.
    • Labels and a copy of the records transmittal form will be delivered to the Records Coordinator.
    • After the Records Coordinator has put the labels on the box(es), Records Center employees will pick up the box(es) and complete their transfer to the Records Center. A copy of the transmittal form indicating the assigned accession number and shelf locations will be returned to the Records Coordinator to be retained in the office. Information from the transmittal forms will be needed when making future retrieval requests to the Records Center.