Procedures for Sending Records to the Archives
By following these guidelines, you will help our technicians carry out their work more effectively. Furthermore, you will avoid having boxes that do not meet our conservation standards returned to you. We conserve boxes in the conditions that we receive them in.
1- Obtain storage boxes from the Archives by contacting us via email at archives@uottawa.ca
2- Place well identified records in file folders (documents should not simply be bound by elastics).
- Administrative Records (title and date of the file)
- Student Records (name and student number, along with the date of the file)
- Patients Records (name of the patient, number and date of the file)
Place the files in the boxes according to the classification plan in effect in your unit. Arrange them one after another to allow easy reading of labels. It is important to fill boxes properly. A box is properly loaded when you can slide your hand behind the last file.
3- Draw up a list (MS WORD) of the boxes' content. We do not accept any lists in the format of tables or spreadsheets. A copy of this list must be forwarded to following e-mail address: archives@uottawa.ca, with your name as well as your unit's name.
4- Number each box temporarily. The numbers assigned by the Archives will be returned to you by e-mail with a copy of your list. You need these numbers to request records.
5- Write the Archives address on each box: 100 Marie-Curie, Room 012.
6- When boxes are ready, contact the Archives. We will call Transport Service to have full, unused and damaged boxes picked up.
*Before sending any documents to the Archives, please consult the Records retention schedule to get used to the records retention periods.