Transfer Procedures

  • Transfer of records
  • Packing and labelling of boxes
  • The UAS accepts only those records designated as archival. It does not function as a records centre for non-current records. To discuss the identification of your archival records in all media, please contact the UAS: t: 716 7553 f: 716 1146 e: archives@ucd.ie
  • Please do not send records to UCDA without consulting the UAS first.
  • The transfer of identified archival material from individual transferring authorities should be carried out on an annual basis. To set up a transfer programme, please contact Kate Manning as above.
  • Once you are ready to transfer records, notify the UAS at 716 7553, or archives@ucd.ie.
  • You will be issued with an Accession Number, which will uniquely identify every box in that particular accession. Please record this number on the Certificate of Transfer Form and on each box for that accession. The Archivist will supervise the packing and transfer of the records to UCDA.
  • If you detect the presence of mould or insects, in your records, please contact the UAS immediately, and arrangements will be made to examine the records onsite and assess the best way to address the problem.
  • Complete the UAS Certificate of Transfer Form (doc). A signature from the head of the transferring authority or other designated person is required.
  • Material designated as archival should be transferred to UCDA in appropriate archival folders and boxes. The UAS will provide details on how to obtain the boxes and folders, the cost of which will be borne by transferring authority. The UAS will also provide guidance on appropriate packing procedures.
  • The records should be packed in the order in which they were kept in the office.
  • The file title and inclusive dates should be written on the folders in pencil.
  • Each box should be identified with the accession number and the box number written in pencil.
  • A completed and signed Certificate of Transfer Form (doc) (which includes an inventory of the material being transferred) should be included in the first box of the transfer.