Transferring Permanent Records to University Archives

U of L creates vast quantities of records, but only a very small portion of them are considered permanent. Permanent records are those having enduring legal, administrative, fiscal, and/or historical value. Some examples: correspondence documenting major functions or policies of a unit; procedures manuals; minutes of meetings from the office of origin; operating budgets; annual, special, or summary reports; audits; and certain university publications. Records falling under these guidelines should be sent to the University Archives on a regular basis. In most cases, the office should retain the previous two years as active files. Unit records officers should refer to the Kentucky State University Model Schedule for guidance on what kinds of records are considered permanent.

Offices should contact the University Archives and Records Center to discuss transfer of materials before such transfers may occur. Permanent records must be transferred in acid-free storage boxes. The boxes can be obtained from the U of L stockroom, item # 7520-0370. The Stockroom's web page provides information on pricing and inventory. Neither "bankers" boxes nor other types of containers may be used.