For Student Organizations

The records generated by student organizations document the lived experience of Yale students, allowing future generations of Yalies to learn about what Yale was like today. These records also write the history of the organization which created them, providing operational continuity to future iterations of these groups. The selection and preservation of records with permanent historical value is a complex undertaking in an institution with the longevity and range of interests of Yale. Some are of enduring significance while others are only of transient value and may be destroyed.

The University Archives provides support to Yale student organizations offices through the appraisal, selection, and preservation of records created by these organizations. University Archives staff consult with students to determine which records in their custody have permanent historical value, how to prepare materials for transfer to the University Archives, and how to access records after transfer. Staff can also advise on best practices for groups interested in maintaining their own records. University Archives also hosts a workshop each semester to review the process and answer questions.

The University Archives accepts record transfers from student organizations year-round. Student organizations must complete a Deed of Gift before University Archives can accept any records. This document outlines the terms of the transfer to University Archives, and typically only needs to be completed once for each organization.

See information for student organizations who produce publications.

Please contact archives@yale.edu with any questions.

Preparing Records for Transfer: Student Organizations

Physical Records

Contact the University Archives to receive assistance in planning the appraisal and transfer of records. This may include an in-person or virtual meeting to review records and provide feedback based on your specific needs.
- Appraise the records. University Archives staff will conduct an on-site appraisal of records in consultation with representatives from the student organization.
  - Consultations for records appraisal for student groups only can be scheduled at any time of the year.
Obtain archival boxes. The University Archives provides acid-free archival boxes for most types of physical records free of charge. In addition to standard archival boxes, we also offer containers for maps, architectural drawings, photographic media, posters, films, audio and video recordings, and many other items.
Neatly pack the boxes. Files and folders should be packed in the order in which they were kept by the organization. If no clear order exists, group materials in a logical order. A correctly packed box will have enough space to remove and replace a file folder easily, but not so much space that the folders fall or bend.
- Do not end a box when a file drawer or subject category is finished; each box should be completely filled. Under-filled boxes can damage the folders inside a half-filled box.
- Do not place loose papers in a box. All materials should be placed in folders which have identifying labels. A folder label should describe the contents of a folder in aggregate.
- Replace hanging file folders (Pendaflex folders) with manila file folders as hanging folders damage and weaken boxes. Transcribe any information on the hanging folders (Pendaflex) to new manila file folders so no descriptive information is lost.
- Any acid free manila folder may be used.
Download and save a copy of our inventory spreadsheet (.xls format).
- List the contents of each box, folder by folder, in the inventory spreadsheet. Save the completed inventory.
- Diskettes, CD-ROMS, flash drives, and other electronic storage media should be identified in the Electronic Media section of the inventory spreadsheet.
Email the inventory spreadsheet to the University Archives at archives@yale.edu . Archives staff will review the inventory and will inform you if additional information is needed.
Coordinate transfer of the records.
- The University Archives will arrange for the pickup and delivery of records. Newly acquired records will be added to either an existing records collection, or a new discrete collection will be created.

If you have any questions, please contact the University Archives at archives@yale.edu

Digital Records

Contact the University Archives to receive assistance in planning the appraisal and transfer of records. This may include a virtual meeting to review records and provide feedback based on your specific needs.
1. Appraise the records. University Archives staff will conduct an on-site appraisal of records in consultation with local office staff and/or administrators.
  1. Consultations for records appraisal for student groups only can be scheduled at any time of the year.
University Archives staff will create a folder on the University Archives Sharepoint instance and share this folder with identified representatives of the student organization.
Student organization will organize and upload files to the Sharepoint folder. Files and file folders should be labeled to identify the information the file or folder contains. Once this process is completed, offices will notify the University Archives of the file transfer.
University Archives staff will create descriptions of the files and add them to either an existing records collection, or a new discrete collection will be created.
Once the files have been described, they will be ingested into Preservica, the library’s digital preservation system, for permanent retention.
See section on Restricted Retrieval section on obtaining access to digital records.

Restricted Records Retrieval Request

Requests for records from student organizations may require the permission of the organization or are limited to members of the organization as stipulated in the Deed of Gift.

Authorized staff from Yale University offices may request files transferred from their offices to the University Archives. If you are an authorized requestor, please contact the University Archives at archives@yale.edu for further instructions.

Requests for files may be made directly from special finding aid inventories. These finding aids are located on the University Archives Sharepoint site and are in PDF format. Yale University offices may only access finding aids for archival collections originating from their office. Please contact the University Archives at archives@yale.edu to obtain access to the appropriate finding aid.

Once you open the finding aid, you can locate the file by either conducting a keyword search via the control-F feature or browsing via the Table of Contents. Archival collections are arranged by accession numbers, which are created by the fiscal year in which they were transferred to the University Archives. Once the file is located, click on the Request Folder link on the left-hand side of the file description:

When the link is clicked it will take the requestor to the online retrieval system (Aeon). Login to the system using your NetID and password and the system will create a request form with all the bibliographic information for your request already filled in. Review the form to make sure it is correct, scroll down to the bottom of the form and click Submit.

Requests will take 24 hours to be filled from off-site storage. Requestors will be contacted when the requested file is ready to be retrieved. Files are kept at the Manuscripts and Archives Reference Center, which is located on the Wall Street side of Sterling Memorial Library. Requestors must bring their Yale ID when coming to pick up their records. Please contact the University Archives with any questions or the hours of the Manuscripts and Archives Reference Center.

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