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Step 1

Records must be accompanied by a file list and a cover memo (in email form). The file list is critical in ensuring your access to the records later.

A. Prepare a file list

Please make sure your listing follows these guidelines:

• List all听files on a single Excel spreadsheet
• List the files in the order they appear in the box
• Every row represents a file
• Create a column for Box Number (i.e. the location of a given file)
• Create a column for File title (or description)
• Date/year of each file (where听possible)
• Type of record听(classification number)

File list templates are available upon request.

For boxes going for immediate destruction, a summary list of the material by box will suffice. A file-by-file listing is not required in these cases.

Also, please include on your list the following information:

• Full name of staff member,听their unit and faculty responsible for the transfer
• Phone number and email of the staff member
• Number your pages听(e.g. 1 of 10, 2 of 10, etc.)

B. Prepare a "cover memo" as an email

Please include the following information in the body of your email:

• Name of the person responsible for the records,听their unit and faculty
• Total number of boxes
• A 1 to 3 sentence summary describing the material
• Year(s) covered
• Contact information of the person transferring the records (if different from above)
• Do not attach a cover memo as a separate file.

C. Send email with听list attached

Send your file list and cover memo information听to records.archives [at] mcgill.ca. MUA staff will review your file list and authorize your transfer and give you further information, including how to make shipment arrangements.

Transfers not preceded by a file list and/or authorization by MUA will not be accepted.

Step 2

Packaging your records

• Boxes should be standard banker鈥檚 box (measuring approximately 10鈥� X 12.5鈥� X 16鈥�)
• Fill boxes to capacity (you should be able to fit your hand comfortably but snugly inside the box)
• Remove all hanging folders and binders
• Put a complete box listing into box 1 of the accession. Do not tape box lists to the outside of boxes
• Number your boxes in pencil. Box numbers should be consecutive within each shipment even if parts of the shipment come from different offices or areas within your office.

听

For boxes going for immediate destruction:

• Standard boxes are not required
• Please make sure the boxes will survive transportation without falling apart
• Large moving boxes (also known as 2 cubic foot boxes) are not preferred as they become too heavy when filled with paper

Box inspection

Please be advised the MUA will need to perform a spot check on your boxes to ensure that the material to be transferred adheres to our standards and procedures.

Shipping records

Following authorization by听MUA, please contact the moving company suggested by MUA staff. Once you have a date, records.archives [at] mcgill.ca (contact the MUA)听to give at least two days notice of the transfer. Your unit is responsible for costs associated with shipping.

Please, lightly tape boxes closed before shipping (using 1 or 2 small strips of packing tape to ensure the lid stays closed).

• Upon receipt and processing of your records (for semi-active and permanent only), MUA will send an acknowledgment memo indicating the accession number of your material.
• Remember to keep one copy of the list and memos in a central, common and secure location to facilitate file retrieval and institutional memory.
• New employees who are responsible for record keeping should be made aware of these memos and lists.