Transferring Non-Permanent Records to the Records Center

Non-permanent records can be identified for destruction, or if necessary, they can be stored in the Records Center until their legal destruction date has arrived.

Some examples of non-permanent records are: drafts of reports and correspondence, requisitions, stockroom orders, travel vouchers, payroll time sheets, accounting reports, transmittals of receipts, telephone charges, superseded manuals, routine acknowledgments or requests, reading files of correspondence, duplicate copies of documents, copies of minutes or reports from other units, and routing slips.

Records that fall under these categories are eventually destroyed. A date for destruction of these records must be determined before they are sent to the records center. Refer to the Kentucky State Model University Schedule to determine the year that the records will be destroyed. The General Records Schedule lists the records that are considered permanent, and it specifies the length of time non-permanent records are kept. If the records are not listed on the schedule, call the University Archives (852-6674) or send an e-mail to the Records Manager for more information.

Offices should contact the University Archives and Records Center to discuss transfer of materials before such transfers may occur.

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.