Transferring Records

Transferring records to the University Archives

University Archives and Special Collections

The University Archives and Special Collections Department (UASC) collects permanent, inactive records (those no longer used on a daily or weekly basis) that document the teaching, research, community, and administrative functions of UT Tyler. These include materials from events, departmental and student publications, official policies and mission statements, press releases, meeting minutes, official correspondence/memoranda, and more. The UASC generally does not collect routine correspondence, purchase orders or receipts, or blank forms/letterhead.

The UT Tyler Records Retention Schedule lists a number of materials appropriate for transfer to the University Archives. For a more detailed list of records to transfer to the UASC, please contact us or 903.565.5748.

How do I transfer materials to the University Archives?

When you’ve identified records to dispose of that may have historic and enduring value, contact the UASC for assessment—we will help departments determine whether materials are appropriate for transfer to the archives. Once records have been selected, fill out the University Archives Transfer Form (provided by UASC staff) and box materials for transfer. Be sure to pack materials in the same order in which they were stored in the office. If necessary, we are available to assist in packing materials being transferred to the archives and will assist in moving boxes from departments to the archives.

What happens to the records?

Records of enduring value at the UASC are preserved, arranged, and described for long-term, permanent storage. Faculty, staff, students, or other researchers visit the UASC to access materials about UT Tyler and East Texas. Once processed, your records will serve as the primary documents for research on the history of UT Tyler.