Colorado Archives – How to Transfer Records

Colorado Archives – How to Transfer Records


(cheerful music) – [Narrator] The
Colorado State Archives collects, preserves,
and provides access to the state’s historic
and legal records. State employees and citizens
have access to these records by making a request online or at the Colorado State
Archives Public Research Room. The purpose of this video
is to explain the process of transferring records to
the Colorado State Archives. Records will not be accepted without undergoing this process. Types of records we take. Permanent state government
records from all three branches, county, municipal, and
special district records, documents, maps, drawings,
photographs, etc. The types of records accepted
at the Colorado State Archives include permanent records
from state agencies, counties, municipalities,
and special districts. These permanent records must
no longer be in active use. If you think your office
may need frequent access to the records you
are transferring, it is best not to send them
to the Colorado State Archives until they are
considered not active. Types of records we don’t take. Personal or family records, private corporate records. There are some types of records not accepted by
the State Archives. Personal or family
records are not eligible for transfer to
the State Archives. You can contact an
archivist for suggestions on more appropriate institutions
for such collections. Overview of whole
transfer process. Contact archivist, filling out form to
describe contents, review process, prepping materials for transfer, transfer of materials. If your records meet
the requirements of materials accepted
by the State Archives, this is what you can
expect the process of transferring records to the
state archives to look like. Contacting archivist. To initiate the
transfer process, all the State
Archives research desk between 10 a.m. and 4 p.m.
Monday through Friday. The State Archives can be
reached at (303)866-2358. Let staff know that
are interested in
transferring materials to the State Archives
and they will route you to one of our archivists
or records managers. Filling out form to
describe contents. Staff archivists will
first have you fill out a Deed of Transfer form. Fill out all fields to
the best of your ability, but leave the Accession
Number and Collection information fields
blank that are in the upper right hand
corner of the form. This box is for
archive staff use only and your transfer will be
given an accession number so that the State Archives
can keep track of it. For section one, simply
fill in your name. Section two indicates
that legal custody will be transferred
to the state archives upon receipt of the
transferred materials. Section three outlines the
transfer of custody per statute, which is Title 80 of the 24th Chapter of the
Colorado Revised Statues. The remaining sections
of this document further outline the
authority and responsibility State Archives will
assume to ensure permanent preservation and
access of the materials. Transferring records is free, however State
Archives will now be the legal custodian
of the records. This means that
the State Archives will store materials
at their facilities and provide access to all
records in their possession. This also includes complete
processing and cataloging in accordance with
archival best practices. The State Archives
ensures materials are available for
decades to come. The materials will be available
for research by anyone, including the depositing
agency and the public. Moving on to the appendix, answer each question with
as much detail as you can. This information
will help archivists decide if the materials
are eligible for transfer. Most of the questions
are self-explanatory. Question four is
about restrictions, and it’s a good place to list if there are any privacy
of legal concerns related to the records. In general, materials that
are restricted indefinitely should not be
submitted for transfer. Archives exist for
records to be accessed and storage space is prioritized for materials that
meet this objective. Review process. Once this form has been
completed by inquiring office, the acquisition committee
at the State Archives will review the form
and make their decision on whether or not to
accept the transfer. The committee is made up of
archivists and records managers and their decision will be made based on the collections policy which is available for
viewing on the website. Some factors taken into
consideration will be whether or not the
materials have historical, informational or
intrinsic value, and whether or not
there is enough storage and resources
available at that time to ensure long-term
preservation and access. If the materials are
accepted for transfer, a member of the committee
will be assigned to you to facilitate the
remainder of the process. Acceptance of the records
by the acquisition committee may be contingent
on a few factors which the committee
will discuss. Prepping materials for transfer. Each collection is unique and your contact person
will work with you to ensure all requirements
are met before transfer. Some common requirements may be new boxes and listings
of box contents. State Archives will also
request that all boxes be labeled in accordance
to their guidelines. These listings and
labels will assist researchers and staff in
locating the materials quickly. A bare minimum box list
should include box numbers, a clear description of
materials in the box, and approximate date range. Your contact person
will work with you to make sure all
important information relevant to the specific
records is included. Transfer of materials. Once the assigned
staff has signed off on the requirements
for transfer, the materials may be moved
to the State Archives. Staff will work with you to determine the best
mode of transfer, whether it is by mail,
scheduled pick-up or drop-off. State Archives will not
accept unsolicited drop offs even if the collection
itself has been accepted. All transfers must be
scheduled in advance. Transfer completed. Now that the records
are in the custody of the State Archives, they are no longer
your responsibility. This means that all
requests for the materials will no longer
need to be handled by your office’s researchers, and can instead be referred
to the State Archives. Based on observed
needs of researchers, State Archives may elect
to digitize the materials. If the transferring agency has a more pressing
need for digitization, contact State
Archives to discuss your needs in further detail. Contact us with questions. We hope this video helps
to explain the process of transferring records to
the Colorado State Archives. If you should have
any questions, you may reach us
through our website at www.colorado.govarchives (cheerful music)

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