Guidelines for Transferring Records to the Smithsonian Institution Archives
(Appendix D referenced in disposition schedules)

Washington, DC | Outside Washington, DC

Offices on the Mall or in the Washington, DC, Area: Please follow these procedures when transferring records to the Smithsonian Institution Archives.

1. Consult your office's Records Disposition Schedule for the retention instructions regarding records created and maintained by your office. If your office does not have a schedule, contact the SI Archives Records Management Team at (202) 633-5920 to discuss the nature of the records you wish to transfer. Inform the archivist of all paper and electronic records to be considered.

If records are not scheduled, an SIA archivist will conduct an over-the-phone or on-site appraisal of your records to determine whether the records should be permanently maintained in the archives, temporarily stored in the Records Center, or discarded immediately. If records are scheduled, an SIA archivist will begin the transfer process.

2. After the consultation you may request a supply of archives boxes.

As a general rule, each archives box holds approximately 1/2 of a file cabinet drawer of files. The boxes will store both letter-size and legal-size files. The Archives will supply up to 100 acid-free boxes to each office or unit within a fiscal year. Additional boxes must be purchased by the office or unit.

3. SI Archives staff will deliver the boxes to your office on a mutually agreeable date and time.

Please remember that all archives boxes are for official use only.

4. Please remove your office files from any hanging files AND any 3-ring binders and rubber bands that you have used.

• Transfer the files in manila file folders that are clearly labeled, ensuring that the folder titles/labels are intact and visible.
• Photocopy all newspaper clippings onto 8-1/2" x 11" white bond paper and discard originals.
• All files should be housed in labeled file folders.

5. As you transfer files from file cabinets to boxes, make sure to keep the files in their original filing order.

6. After you completely fill a box, create a transfer list of its contents.

Use the titles on the folders in each box to create your transfer list, including the date span of records within each folder. Remember to create a folder list for each box you fill. The Archives will not accept records without a transfer list. For example:

Name of Transferring Office
Title and Date Span of Records

Box 1 of 2
Folder 1 Contents, Date Span
Folder 2 Contents, Date Span
etc.

Box 2 of 2
Folder 1 Contents, Date Span
Folder 2 Contents, Date Span
etc.

7. Contact the SI Archives to request pickup of your boxes.

Enclose a hard copy of the transfer list with the boxes, or email an electronic copy to an SIA Archivist. SI Archives staff will arrange to pick up your boxes on a mutually convenient date and time. The staff will inspect the records and compare transfer lists against box contents before transferring records to the Archives. The Archives reserves the right to decline any transfers until such time as the above conditions are met.

Offices Outside the Washington, DC, Area: Please follow these procedures when transferring records to the Smithsonian Institution Archives.

1. Consult your office's Records Disposition Schedule for the retention instructions regarding records created and maintained by your office. If your office does not have a schedule, contact the SI Archives Records Management Team at (202) 633-5920 to discuss the nature of the records you wish to transfer. Inform the archivist of all paper and electronic records to be considered.

If records are not scheduled, an SIA archivist will conduct an over-the-phone appraisal of your records to determine whether the records should be permanently maintained in the archives, temporarily stored in the Records Center, or discarded immediately. If records are scheduled, an SIA archivist will begin the transfer process.

2. After the consultation you may request a supply of postage paid mailing labels.

3. Please remove your office files from any hanging files AND any 3-ring binders and rubber bands that you have used.

• Transfer the files in manila file folders that are clearly labeled, ensuring that the folder titles/labels are intact and visible.
• Photocopy all newspaper clippings onto 8-1/2" x 11" white bond paper and discard originals.
• All files should be housed in labeled file folders.

4. As you transfer files from file cabinets to boxes, make sure to keep the files in their original filing order.

5. After you completely fill a box, create a transfer list of its contents.

Use the titles on the folders in each box to create your transfer list, including the date span of records within each folder. Remember to create a folder list for each box you fill. The Archives will not accept records without a transfer list. For example:

Name of Transferring Office
Title and Date Span of Records

Box 1 of 2
Folder 1 Contents, Date Span
Folder 2 Contents, Date Span
etc.

Box 2 of 2
Folder 1 Contents, Date Span
Folder 2 Contents, Date Span
etc.

6. Securely pack each box and firmly tape the lids.

Shipping boxes will be rehoused into acid-free boxes upon arrival in the Archives.

7. Email the SIA Archivist to inform them about the shipment and attach the transfer list.

8. Send boxes to:
Smithsonian Institution Archives
Capital Gallery Building
600 Maryland Avenue, SW
Suite 3000
Washington, D.C. 20024-2520

NOTE: Due to damage caused to small envelopes and packages by USPS irradiation of government mail, packages smaller than a Xeroxpaper-sized box should be sent via UPS or FedEx.