The following student records are considered permanent and may be transferred to the University Archives seven years after a student's class year.
Undergraduate Student Records, (GRS 4250)
Undergraduate Concentrator Records, (GRS 4270)
Graduate Student Records, (GRS 4150)
If the student records are being actively used after seven years, keep them in your office or in an off-site Records Center Account where they can be stored securely and your office can have easy access to them. No records that are in active use should be transferred to the Archives.
Preparing Paperwork and Boxes for Archival Transfer
Please complete the below forms. The paperwork should be submitted electronically, so please save a copy to your computer. You can order standard record cartons (12"Lx15"Wx10"H) through our office.
Required:
Transmittal Cover Sheet
Student List*
*Please note: This form can be substituted if you already have a list of student folders in Word or Excel. A list of each student's full name and graduation date is required for all transfers.
Arrange for Pickup
Once the boxes are packed and the paperwork is completed:
- Email the paperwork as an attachment to rmo-archives@hulmail.harvard.edu.
- Fax the signed coversheet to 617-495-8011 and place the original in box one of the pickup.
- Remember to number the boxes so that they correspond to the Student List. The number should be written on the short end of the box.
We will review the paperwork and contact you with any questions. You will receive an email confirmation from us once the pickup order has been placed. Pickups are usually made within two to three business days after the paperwork is submitted. If you have any special pickup instructions, please let us know in your initial email.
Contact Records Management Services
If you have any questions or are ready to order boxes, please call us at 495-5961 or send an e-mail to rmo-archives@hulmail.harvard.edu.
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