Transfer of permanent records

Permanent records are identified in the University Records Retention and Disposal Authority (RDA) and must be retained forever because of their historical, social, legal or administrative value. They should be transferred to Records & Information when they are no longer required for business use.

Other disposal actions

Transferring is one key disposal action for University records. Depending on the type of records you manage, you may also need to retain and store or destroy records.

How to transfer permanent digital records?

Follow these steps to transfer permanent digital records held on network drives, portable drives or non-Records Managed SharePoint (RMSP) sites to Records & Information (R&I):

  1. Contact R&I via records-info@unimelb.edu.au to confirm that the records must be kept permanently according to the University Records RDA. A R&I staff member will assigned to work with you throughout the transfer process and will assign a Transfer Number to the project (eg, 'T2021/001').
  2. Using the Records Listing template, complete a list of the records to be transferred, including the permanent disposal class applicable to each record.
    • See Using the University Records RDA for guidance about disposal classes.
    • If working with large volumes of digital records, consult with R&I for help with creating a list using other methods (eg, Excel data import).
  3. R&I will determine an appropriate method of transfer and will advise you accordingly.

Note: If your permanent records are in a RMSP site or Content Manager, the disposal of your records (including transfer, retention and destruction) will be automatically managed.

How to transfer permanent hardcopy records?

Follow these steps to transfer permanent hardcopy records to R&I:

  1. Contact R&I via records-info@unimelb.edu.au to confirm that the records must be kept permanently according to the University Records RDA. A R&I staff member will assigned to work with you throughout the transfer process and will assign a Transfer Number to the project (eg, 'T2021/001').
  2. R&I will provide you with guidance on how to obtain archival quality acid-free boxes and prepare the records for packing.
  3. Pack the records into the archival boxes:Visual diagram of archival box
  4. Using the Records Listing template, complete a list of the boxes and records contained in each box, including the permanent disposal class applicable to each record.    
  5. Clearly write the box number (eg, '2021/1BOX1') on each box.
  6. R&I will review the transfer list and may conduct a site visit/online video meeting to ensure the boxes have been packed and labelled appropriately.
  7. Move boxes to an appropriate pick up location (R&I will arrange for the boxes to be collected).

What happens to the records after they are transferred?

After permanent records are transferred to Records & Information, we will arrange for them to be sent to the University of Melbourne Archives (UMA) at an agreed time. In most cases the records will remain in Records & Information's custody for some years before they are transferred to UMA.

Once records are in UMA custody, they will oversee the ongoing management, preservation and access of the records.

Note: Records in the UMA collection will have varied access conditions. See the Access Management Framework for further information.