How To Transfer Records to the Archives

LAUC Statewide Archives are managed and held at the UC Berkeley Bancroft Library. Division level archives should be collected and retained in the division's library. For more information about collecting see the What To Collect and Transfer page.

Digital Records

Digital records will be arranged as transferred, then processed, and be available for use in the Bancroft Reading Room. Files will be minimally processed by Bancroft Library staff; processing will include summarizing the content, extent (size), date range, and file format of files, and adding brief description to the existing finding aid. Digital files will be saved to the UC Berkeley Library preservation server along with other born-digital collections, and backed up regularly. Digital files will be available to researchers who visit the Bancroft Reading Room. Online access to files may be available in some instances.

Analog Records

Contact the University Archivist at Berkeley.

Guidelines & Responsibilities

Individuals, Committee Chairs, Division Chairs, and Board Members

Save and maintain the current electronic records and those of their committee, division, or group during their term of service.
Identify files which should be transferred to the LAUC Archives or retained in the division archives (see What to Collect).
Prepare an electronic folder of their archival material and generate a basic directory list ("file list") which provides the filename of each file in the folder.
Send their archival folder to the LAUC Records Coordinator or Secretary. The folder should be delivered via Box (preferred method; see the "Transferring Digital Archives to Box" guidelines) or by email (contact the LAUC Records Coordinator before sending files by email).

LAUC Records Coordinator

Maintain the submitted archival folders during their two-year term. At the end of the term, the LAUC Records Coordinator will ensure that all submitted archival folders are saved in a designated "Archives" folder in Box.
Work with the LAUC Secretary and LAUC President to follow the Transfer and Preservation Plan to alert the LAUC Archivist that digital and physical files are ready to be transferred.

LAUC Archivist

Collect submitted archival material from the "Archives" folder in Box and ensure material is deposited at The Bancroft Library.
Ensure that the LAUC website is regularly archived to preserve the website itself and the documents it contains.

Paper Files

Contact the University Archivist at Berkeley.

Library Association of the University of California
Copyright 2024 The Regents of the University of California