University Archives & Historical Collections

Proper Labeling:

Below are examples of two different types of boxes you may receive to hold your records. Please make all writing neat and legible. Do not fill out any boxes until the transmittal form has been processed and the records have been assigned an accession number.

Box No.

• Number all boxes in accession

From/Thru

• Optional
• Can be used to specify alphabetical or chronological order within the box

Contents

• Include the Department name, along with the assigned accession number
• Other information is optional (i.e.; restricted files, retention, etc.)

Destroy

• Optional
• Can be used for date of destruction (do not list anything until the transmittal for is approved)

Accession No.

• Once the transmittal form has been approved, an archivist will assign an accession number for the group of boxes.
• See the Paperwork Submission portion of the procedures section for this process.

Box No.

• Please number all boxes in accession

Location

• The office sending the records should leave this blank

Unit Name

• Department or office name

Special Instructions

• Note if the records are restricted

Date of Transfer

• Optional (do not list anything until the transmittal form is approved)

Retention

• Optional
• Go to the General & Specialized schedules page to determine the retention period (do not list anything until transmittal form is approved)
  

Please print the information legibly and in the appropriate spaces.