Guidelines for Transferring Records to the Smithsonian Institution Archives
(Appendix D referenced in disposition schedules)

NEW - The Records Management Team is now the Archives and Information Management Team.

Washington, DC | Outside Washington, DC

Offices on the Mall or in the Washington, DC, Area: Please follow these procedures when transferring permanent records to the Smithsonian Institution Archives (SIA). Procedures for transferring temporary records to the Archives' Records Center can be found here.

1) Consult your office's Records Disposition Schedule for the retention instructions regarding records created and maintained by your office. If your office does not have a schedule, contact the Archives and Information Management Team liaison for your office to discuss the nature of the records you wish to transfer. Inform the archivist of all paper and electronic records to be considered.

If records are not scheduled, an SIA archivist will conduct an over-the-phone or on-site appraisal of your records to determine whether the records should be permanently maintained in the archives, temporarily stored in the Records Center, or discarded immediately. If records are scheduled, an SIA archivist will begin the transfer process.

2) After the consultation you may request a supply of acid-free archival boxes.

As a general rule, each archives box holds approximately 1/2 of a file cabinet drawer of files. The boxes will store both letter-size and legal-size files. The Archives will supply up to 100 acid-free boxes to each office or unit within a fiscal year. Additional boxes must be purchased by the office or unit.

3) SI Archives staff will deliver the boxes to your office on a mutually agreeable date and time.

Please remember that all archives boxes are to be used for transferring records to the Archives. Unused boxes should be returned to the Archives or saved for the next transfer of records.

4) All permanent records must be in a labeled file folder.

• Remove records from hanging files, 3-ring binders, accordion files, rubber bands, and envelopes and place in traditional file folders.
• Ensure that all files are in folders (no loose paper) and that every folder is labeled on its upper tab. Labels handwritten directly onto the folder tab are fine.
• Reattach sticky labels with a stapler, if necessary, or handwrite the information onto the folder tab.
• Black out any information not related to the content of the folder if the folder has been reused.

5) As you transfer files from file cabinets to boxes, make sure to keep the files in their original filing order.

Files should be placed in the box from front to back. The boxes should be numbered in the order in which they were originally filed.

6) After you completely fill a box, create a folder list of its contents.

Use the labels on the folders in each box to create a folder list in MS Word. The folder list should include the title of each folder (the information on the label) in the box, in order beginning at the front. If possible, the title of the folder should be followed by the date span of the files within that folder. The folder lists for all of the boxes can be combined in the same Word document, but the list for each box must be marked with the box number. The Archives will not accept permanent records without a folder list. For example:

Name of Transferring Office
Title and Date Span of Records

Box 1 of 2
Folder Title, Date Span
Folder Title, Date Span
etc.

Box 2 of 2
Folder Title, Date Span
Folder Title, Date Span
etc.

7) Contact the SI Archives to request pickup of your boxes.

Email an electronic copy of the folder list to your Archives and Information Management Team liaison who will arrange to pick up your boxes on a mutually convenient date and time. The Archives reserves the right to decline any transfers until such time as the above conditions are met.

8) Following the transfer of your records, you will receive an acknowledgement memorandum which includes the accession number and information for accessing the records as well as a copy of the folder list with any revisions made by SIA. At a future date, information about the accession will be placed on SIRIS and the folder list with additional descriptive information will be added to the finding aids on SIA's website.

Offices Outside the Washington, DC, Area: Please follow these procedures when transferring permanent records to the Smithsonian Institution Archives. Procedures for transferring temporary records to the Archives' Records Center can be found here.

1. Consult your office's Records Disposition Schedule for the retention instructions regarding records created and maintained by your office. If your office does not have a schedule, contact the Archives and Information Management Team liaison for your office to discuss the nature of the records you wish to transfer. Inform the archivist of all paper and electronic records to be considered.

If records are not scheduled, an SIA archivist will conduct an over-the-phone appraisal of your records to determine whether the records should be permanently maintained in the archives, temporarily stored in the Records Center, or discarded immediately. If records are scheduled, an SIA archivist will begin the transfer process.

2) After the consultation you may request a supply of postage paid mailing labels.

The Archives no longer provides boxes for shipping. Any sturdy box may be used. Records will be transferred to acid-free archival boxes upon arrival at the Archives.

3) All permanent records must be in a labeled file folder.

• Remove records from hanging files, 3-ring binders, accordion files, rubber bands, and envelopes and place in traditional file folders.
• Ensure that all files are in folders (no loose paper) and that every folder is labeled on its upper tab. Labels handwritten directly onto the folder tab are fine.
• Reattach sticky labels with a stapler, if necessary, or handwrite the information onto the folder tab.
• Black out any information not related to the content of the folder if the folder has been reused.

4) As you transfer files from file cabinets to boxes, make sure to keep the files in their original filing order.

Files should be placed in the box from front to back. The boxes should be numbered in the order in which they were originally filed.

5) After you completely fill a box, create a folder list of its contents.

Use the labels on the folders in each box to create a folder list in MS Word. The folder list should include the title of each folder (the information on the label) in the box, in order beginning at the front. If possible, the title of the folder should be followed by the date span of the files within that folder. The folder lists for all of the boxes can be combined in the same Word document, but the list for each box must be marked with the box number. The Archives will not accept permanent records without a folder list. For example:

Name of Transferring Office
Series and Date Span of Records

Box 1 of 2
Folder Title, Date Span
Folder Title, Date Span
etc.

Box 2 of 2
Folder Title, Date Span
Folder Title, Date Span
etc.

6) Securely pack each box and firmly tape the lids.

Place a printout of the folder list inside each box before sealing. Write the box number on the outside of the box (short end). Reinforce all seams, corners, and edges with tape to prevent ripping during shipping. Remember to write your return address on the mailing label before shipping.

7) Email your Archives and Information Management Team liaison and attach an electronic copy of the folder list.

If you are not using the Archives' mailing labels, send boxes to:

Smithsonian Institution Archives
P.O. Box 37012 MRC 507
Washington, DC 20013-7012

NOTE: Due to damage caused to small envelopes and packages by USPS irradiation of government mail, packages smaller than a Xeroxpaper-sized box should be sent via UPS or FedEx. UPS and FedEx packages should be addressed to:

Smithsonian Institution Archives
Capital Gallery, Suite 3000
600 Maryland Ave, SW
Washington, DC 20024-2520

8) Upon receipt of the records, you will receive a confirmation that they have arrived. Shortly thereafter, you will receive a formal acknowledgement memorandum which includes the accession number and information for accessing the records as well as a copy of the folder list with any revisions made by SIA. At a future date, information about the accession will be placed on SIRIS and the folder list with additional descriptive information will be added to the finding aids on SIA's website.