Transfer of University Records to Archives & Special Collections

When records of archival value are no longer being actively used, University of Manitoba offices, faculties, departments and schools can arrange to transfer them to University of Manitoba Archives & Special Collections (Archives).

Records transferred to the Archives may still be retrieved by the creating office for as long as needed, and The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) continue to apply to the transferred records.

Records Subject to Transfer to Archives

The following procedures are intended to cover University records.

University records are all records – regardless of format or medium – created, received, used or maintained by officers and employees in the course of their duties on behalf of the University. The Archives selects a portion of these for long-term preservation as archival records.

Personal records and records that are created or acquired by faculty members pursuant to their individual responsibilities for teaching or research should not be transferred under these procedures.

Arrangements for transfer of personal or non-University records to the Archives can be made by contacting the Archives directly.

Archival Records

Records transferred to the Archives are those records identified by the Archives as having long-term legal, operational or historical use. Routine administrative records, such as personnel records, department-level financial records, student files and transitory records should not be transferred to the Archives. Appraisal of records for archival value should be conducted by the Archives prior to transfer of records, preferably at the same time the records are scheduled for retention and disposal.

To arrange for scheduling of records or appraisal of records to be transferred, contact the University Records Manager and Archivist at: fippa@umanitoba.ca

Procedures for Transferring Physical Records

1. Identify Records: The creating or transferring office must first identify the records to be transferred. Transfers of records should be grouped into series (according to Records Authority Schedules) or logical aggregations of similar records (if not already scheduled). Separate transfers should be arranged for each record series to be transferred. For assistance with identifying and arranging records for transfer, contact the University Records Manager and Archivist at: fippa@umanitoba.ca
2. Prepare RTR form: In identifying the records, creating or transferring offices must include the following information using the Requisition to Transfer Records form: 
   • The primary creators and custodians of the records*
   • The Series ID (if assigned)*
   • A clear descriptive title of the records to be transferred (Series Title, if assigned)*
   • A brief description of the records*
   • A date range of the records to be transferred
   • Applicable access restrictions
   • File list

   * Information may be found in Records Authority Schedules

    

3. Submit RTR form: Send the completed Requisition to Transfer Records form to the Archives to receive an accession number (e.g. A12-01).
4. Pack boxes: Once an accession number has been issued, the creating or transferring office must pack the records in standard one cubic foot banker’s boxes for transfer.  Do not use photocopy paper boxes. Transfers must have a copy of the corresponding RTR form attached to the outside of the boxes. Refer to this packing checklist: 

   • Records identified 
   • RTR form filled out 
   • One series per box
   • Banker's box(es)
   • Approved RTR form (with transfer number) attached to box(es)
5. Transfer boxes: The Archives will contact you to arrange transfer of the boxes to the relevant Archival Collection.