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This form is used to document the transfer of records to the legal custody of the Illinois State Archives for permanent retention, requiring completion in triplicate by the transferring agency.
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How to fill out archives records transfer sheet
How to fill out Archives Records Transfer Sheet
01
Begin by obtaining the Archives Records Transfer Sheet from the archives or relevant authority.
02
Fill in the date of transfer at the top of the sheet.
03
Provide the name and contact information of the organization transferring the records.
04
List the specific records being transferred, including their titles and dates.
05
Indicate the quantity and format of the records (e.g., boxes, electronic files).
06
Include any relevant accession numbers or identifiers for the records.
07
Sign and date the form to confirm the transfer.
08
Submit the completed Archives Records Transfer Sheet to the archives for processing.
Who needs Archives Records Transfer Sheet?
01
Organizations or individuals transferring records to an archives.
02
Archivists and record management professionals involved in the transfer process.
03
Legal entities that need to maintain proper documentation of transferred records.
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What is Archives Records Transfer Sheet?
The Archives Records Transfer Sheet is a document used to formally transfer records from one organization or department to an archives or records management entity. It ensures that all necessary information regarding the records being transferred is documented for future reference.
Who is required to file Archives Records Transfer Sheet?
Typically, records managers, archivists, or authorized personnel from organizations and departments that handle records are required to file the Archives Records Transfer Sheet when transferring records to an archives.
How to fill out Archives Records Transfer Sheet?
To fill out the Archives Records Transfer Sheet, include details such as the name of the organization, a description of the records being transferred, dates of creation, retention period, and the names of individuals responsible for the transfer. Ensure that all fields are accurately completed and signed before submission.
What is the purpose of Archives Records Transfer Sheet?
The purpose of the Archives Records Transfer Sheet is to provide a clear and documented process for transferring records to an archive. It helps in maintaining accountability, tracking the movement of records, and ensuring compliance with legal or organizational record-keeping guidelines.
What information must be reported on Archives Records Transfer Sheet?
Information that must be reported on the Archives Records Transfer Sheet includes the title of the records, the date range of the records, a brief description of the contents, the name of the transferring department, the name of the recipient archives, and signatures of personnel involved in the transfer.
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