The DCA is the steward of the University's permanently valuable records and collections created in any format, ensuring their permanent preservation and accessibility.
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via the Tufts Digital Library
Records of permanent administrative, legal, fiscal, and historical value are archival records and should be transferred to the University Archives, which is part of the Digital Collections and Archives. It is the mandate of the University Archives to serve as the depository of archival and historical materials. It has the trained staff and facilities to ensure the preservation, reliability, accessibility, and authenticity of permanent records over time.
Please see the University Records Policy for more details on the mandate of the University Archives.
For paper records:
1. Have a Records Survey
The DCA staff can help you to identify which records should be transferred to the Digital Collections and Archives. Contact Eliot Wilczek, University Records Manager at 7-4588 or eliot.wilczek@tufts.edu for a survey.
2. Obtain Boxes for Your Records
Material sent to the Archives should be in 12" x 10" x 15" boxes -- sometimes referred to as "Banker's Boxes". A pack of 10 of these boxes can be purchased from Staples. See Item Number 825695.
These boxes will handle both letter size and legal size paper and folders. One box holds about 2/3 of a standard file cabinet drawer. If you need assistance putting the boxes together please contact the DCA to schedule a short visit. It is important that the boxes be put together correctly or the material may fall out during delivery.
The DCA may be able to supply an office with a small number of boxes. Please contact Eliot Wilczek at 7-4588 or eliot.wilczek@tufts.edu to inquire about their availabililty. Also contact Eliot for assistance on boxing up records and objects that do not fit in 12" x 10" x 15" boxes.
3. Fill and Label the Boxes
Fill the boxes from front to back. For records arranged chronologically, put the earliest records in the front and fill toward the back. For records arranged alphabetically, put the beginning of the alphabet in the front and fill toward the back.
Please contact Eliot Wilczek at 7-4588 or eliot.wilczek@tufts.edu to request preprinted labels.
Affix the label on the on the narrow (12") side of the box.
Complete the label in the following manner:
From: [Department/Office Name]
To: University Archives Tisch Library [Already completed]
Box #:[number of this box] of: [total number of boxes]
Accession #: [The DCA will complete this information.]
Barcode #: [The DCA will complete this information.]
4. Create a List of Box Contents
The box contents list should include the number of the box and then the title of each folder in each box exactly as it is written on the folder. Send the file as an email attachment to Eliot Wilczek at eliot.wilczek@tufts.edu.
In some instances, an office may not have to take this step. Please contact Eliot Wilczek at 7-4588 or eliot.wilczek@tufts.edu to see if this step is necessary.
5. Complete the Records Transfer Form
Complete the online Records Transfer Form prior to sending your records to the Digital Collections and Archives. Online instructions for the form are also available.
6. Arrange the Delivery of Your Records to the Digital Collections and Archives
Records can be sent in a number of ways:
For a large amount of records:
Send an Interdepartmental Requisition to Buildings and Grounds to deliver the records to the DCA.
Send the requisition to:
Buildings and Grounds, 520 Boston Ave.
In the requisition, write:
Pick up [number] of boxes at [your location] and deliver to the Mailroom
at Tisch Library.
For small amounts of records, such as one box, or an envelope:
Self-delivery
You may elect to hand deliver your boxes to the DCA. Please contact Eliot
Wilczek at 7-4588 or eliot.wilczek@tufts.edu
to arrange a time.
Campus Mail
Small amounts of material may be sent through campus mail.
Address:
Digital Collections and Archives
Tisch Library Building
Medford Campus
DCA Pick-up
Subject to available resources, the DCA will pick up small amounts of
archival material. Please contact Eliot Wilczek at 7-4588 or eliot.wilczek@tufts.edu
for information on availability.
For electronic records:
1. Please contact Eliot Wilczek at 7-4588 or eliot.wilczek@tufts.edu about transferring electronic records to the Digital Collections and Archives.