Archive Process and Forms
2011-2012 Archiving Update
The Archive department will provide boxes for you. White, acid free, boxes are for permanent records and banker boxes are for all other records. Normal box size is 12x10x15. If you have items that will not fit into this size of box, please contact Diana Angeli at ext. 5-1105 or email at diana.angeli@oit.edu.
Prepare Records:
1.) Remove files from your filing cabinet by series (specific category).
2.) Create a typed list of all files that are placed in each box.
3.) Place this list inside the box and keep one for your files.
4.) If your files are in letter or legal size hanging folders they must be placed in the archive boxes lengthwise. Do not place hanging folders in the box. Remove the hanging fold and wrap the documents with rubber band.
5.) You may box more than one series of records per box; keep each series together.
6.) Each box must be adequately filled.
7.) The lid should fit properly and the box should weigh approximately 35 lbs.
Retention Schedule:
Review the Retention Schedule at http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_475.html
to determine the series title and amount of time that the records need to be retained. To access the webpage correctly click on the link above then you will need to click on "Numerically by OAR chapter number; click on Chapter 166; finally click on Division 475" to be able to view the records retention schedule.
The transmittal form must have the following information:
Department Name
Department Code
Department Head
Prepared by
Date Submitted
Office Location
Phone Number
OAR Number (xxxx - (X) and Retention Title:
Retention Years
Inclusive Dates Per Retention Number
General (DETAILED) Description (The more information given, the better)
Confidential Yes or No
Once completed, the form needs to be emailed to diana.angeli@oit.edu
Archiving will then enter the information into the database, label(s) will be sent to you along with a copy of the signed transmittal form(s) via email. Boxes going to Snell Hall Archiving please tape the label(s) below the handle on the ends of the boxes. Boxes going to Miller Hall Archiving please tape the labels on the opposite side of the box handles. (Use clear packaging tape only. Scotch tape is not appropriate.)
Transfer of boxes
For your boxes to be delivered to the archiving area, you need to contact Diana Angeli via email and she will contact Facilities to request transfer of box(es) to the appropriate archive location for placement (Miller Hall or Snell Hall archive).
Request Files:
To request access to the archives to retrieve a file(s) please contact diana.angeli@oit.edu.