• Account Setup and Maintenance
• Office Inventories
• Records Center Transfers
• University Archives Transfers
• Destruction Authorization and Documentation

Important Note
HMS/HSDM offices should use Countway Library Archives and Records Management's forms.

Cambridge Area Contract

Cambridge area offices wishing to set up an account to store records at the Records Center should use this form. Either of these formats can be used but the Records Management Office prefers the Word version. Information on the Word version can be entered into the form through Microsoft Microsoft Word or later. The form will then need to be printed so it can be signed. Please note that only one primary contact should be designated. Primary contacts do not have additional privileges beyond those granted to authorized users; the only difference is that the RMO and Harvard Depository (where the Records Center is located) send routine reports to the primary contact. Additional information about accounts can be found on our Records Center information page.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)

Medical Area Contract

Medical area offices wishing to set up an account to store records at the Records Center should use the form provided by HMS Archives and Records Management and submit it to that office. Please note that only one primary contact should be designated. Primary contacts do not have additional privileges beyond those granted to authorized users; the only difference is that the RMO and Harvard Depository (where the Records Center is located) send routine reports to the primary contact. Additional information about accounts can be found on our Records Center information page.

 HMS Forms

Records Center Authorized Users Report

This report lists the current authorized users for an existing account. If you need to make a change or if you just want to know who is authorized to use your account, contact the RMO to get a copy of this form. If you need to make changes, note them on the form, have it signed by your department head, and return the form to the RMO.

Contact RMO

Records Center Inventory Report

This report shows a current inventory of records stored under a particular account at the Records Center. If you are unfamiliar with some of the types of information reported on your inventory, see Interpreting RMO Reports.

Contact RMO

Records Inventory Form

This form should be used when conducting an inventory of the records in your office. Records inventories are useful at any time to get a better understanding of what records an office has, but are especially useful in situations such as cleaning out a file cabinet, temporarily moving out of a building, or working with Records Management to improve records processes. Using the form will help ensure that an office is in compliance with University records policy.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)

Inventory Key

This form explains the categories on the Records Inventory Form.

 Acrobat PDF (.pdf)

Records Center Transfer Transmittal Cover Sheet

Along with the container list, the transmittal cover sheet is one of the two parts of the transmittal required for the transfer of records to the Records Center. When sent electronically, the form must be in Microsoft Word format or earlier. An original signed copy of the face sheet should also be forwarded to the Records Management Office. Additional information about the cover sheet can be found on our Records Center transfers page.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)

Records Center Transfer Container List

Along with the cover sheet, the container list is one of the two parts of the transmittal required for the transfer of records to the Records Center. The container list itself has two parts: a box list and a folder list. Please note that the forms must be in Microsoft Excel format or earlier. Additional information about the container list can be found on our Records Center transfers page and our list preparation instructions page (includes examples).

 Microsoft Excel (.xls)

Archives Transfer Transmittal Cover Sheet

Along with the container list, the transmittal cover sheet is one of the two parts of the transmittal required for the transfer of records to the University Archives. When sent electronically, the form must be in Microsoft Word format or earlier. An original signed copy of the face sheet should also be forwarded to the Records Management Office. Additional information about the cover sheet can be found on our permanent records transfers page.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)

Archives Transfer Container List

Along with the cover sheet, the container list is one of the two parts of the transmittal required for the transfer of records to the University Archives. The container list itself has two parts: a box list and a folder list. Please note that the lists must be in Microsoft Excel format or earlier. Additional information about the container list can be found on our permanent records transfers page and our list preparation instructions page.

 Microsoft Excel (.xls)

Archives Transfer Review Report

This report shows which of your records currently held at the Records Center are eligible for transfer to the Unversity Archives. Please note that only properly scheduled records will appear on the review report. If you have unscheduled records at the Records Center, please contact the RMO to initiate the scheduling process. If you would like to have all records on your review report transferred to the University Archives, the department head should sign the report and return it to initiate the transfer process. If you would like only some of the records transferred, contact the RMO for further instructions. If you are unfamiliar with some of the types of information reported on your inventory, see Interpreting RMO Reports.

Contact RMO

Destruction Review Report

This report shows which of your records currently held at the Records Center are eligible for destruction. Please note that only properly scheduled records will appear on the review report. If you have unscheduled records at the Records Center, please contact the RMO to initiate the scheduling process. If you would like to have all records on your review report destroyed, the department head should sign the report and return it to initiate the destruction process. If you would like only some of the records destroyed, contact the RMO for further instructions. If you are unfamiliar with some of the types of information reported on your inventory, see Interpreting RMO Reports. Additional information about records destruction can be found on our retention and disposal page.

Contact RMO

Destruction Request Form

The destruction request form is necessary to order the destruction of records held at the Records Center and must be signed by the appropriate department head. Either of these formats can be used but the Records Management Office prefers the Word version. Information on the Word version can be entered into the form through Microsoft Microsoft Word or later. The form will then need to be printed so it can be signed.

If you wish to have records not currently stored at the Records Center destroyed through the Records Management Office, the records must first be transferred to the Records Center. Retain records of all records destruction for at least 10 years (in accordance with General Records Schedule series 0970). Additional information about records destruction can be found on our retention and disposal page.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)

In-Office Records Destruction Documentation Form

In some cases, you may want to destroy records in your office. When that is appropriate, use this form to document the destruction. Keep in mind that all records destroyed should be scheduled and confidential records should be shredded, burned, or pulverized. Retain records of all records destruction in your office for at least 10 years (in accordance with General Records Schedule series 0970). Additional information about records destruction can be found on our retention and disposal page.

 Microsoft Word (.doc)

 Acrobat PDF (.pdf)