Moving Records to the Archives Building

Which records should I send?

• Records created or received, which represent your work for the ELCA and which may have evidential and historical value. Most of these are already identified in the Records Retention Schedule for Programmatic Records or the Records Retention Schedule for Business Records. The Archives will accept records in all formats except floppy disks. Records in the Archives are presumed to be available to the public for research.  If your files contain sensitive information, consult with the one of the archivists about placing restrictions on access to the information before you send your files. 

• Call the Director for Records Management at ext. 2811 to arrange transportation.

How may I continue to use the records?

• Your records will be accessioned into the historical collection of the ELCA. This is a non-circulating collection. You may use the records in the Archives reference room, or have reasonable amounts of material photocopied and sent to you. Consult with the archivists about special uses of films, photographs, and artifacts.

2. Records Center

Which records should I send?

• Send boxes of inactive records, still needed for fiscal, legal, or administrative purposes, which you may need to have returned to you.
• Place files with similar retention dates in bankers boxes (10"X12"X15"). These may be purchased from any of our office suppliers. Since we also recycle these boxes back into use, you may call the Archives at ext. 2818 to determine if used boxes are available.
• Secure the five-part "Records Transmittal Form" from the Director for Records Management in the Library, ext. 2811. You will be asked to identify the unit, the records series title and inclusive dates for the records, the expiration date for the records, as indicated in the Records Retention Schedule for Programmatic Records or the Records Retention Schedule for Business Records, and the person responsible for the records.
• After you have completed the forms, call the Director for Records Management at ext. 2811 to have box numbers assigned, labels applied, and transportation arranged.

• When you have completed the forms, call the Director for Records Management at ext. 2811 to label and number your boxes and arrange transportation.

How do I retrieve the records?

• The Director for Records Management maintains a database inventory indicating the accession, circulation, and final disposition of boxes stored in the Records Center.
• Call ext. 2811 when you wish to retrieve your box and again when you are ready to have it returned to the Records Center.

• You will retain one copy of the "Records Transmittal Form" when you send your boxes.
• You may request a print-out of your Records Center inventory at any time.

What is the final disposition of my records?

• You will be notified annually when the retention date for each box has expired. You are asked to sign the release copy of the "Records Transmittal Form." In keeping with the Records Retention Schedule, your records then may be transferred to the Archives, destroyed, or returned to active use in your unit. If you fail to respond, the Archives staff will make the decision.

Which materials should I send?

• Multiple copies of print materials, or similar supplies which you will consume.

• Place in small or medium-sized boxes, put labels on three sides of the box to identify the contents, unit, name of responsible person, and date the materials were shipped.

• Call the Mail Room for pick-up for materials already in the Lutheran Center.
• You may also have the printer ship directly to the Archives, if you arrange with the Archives for a shipping date, if boxes are labeled, and if someone from your unit comes to the Archives to receive the materials and put them away. Neither the Archives staff nor the Mail Room staff can do this.

• You may pick up your materials in person, or you may ask the Mail Room staff to retrieve a clearly identified box for you.

• You will need to maintain an inventory of  the boxes you send to the storage area.

• Storage space is limited. You are asked to review annually and discard materials for which you have no further use. 

Which materials should I send?

• Oversized items which will be used again at Churchwide Assemblies, Global Mission Events, Youth Gatherings and other events.
• Additional information is found in the guidelines for the Storage of Material.

• Mark each piece with the unit name, person responsible, and date of sending to the Archives.

• Call the Mail Room for pick-up or drop it off in person. 
• If a trucking company is used, notify the Archives staff when the truck is expected to arrive.  Please request "inside delivery," since the Archives staff are not equipped to handle large items.

• You may pick it up in person or you may ask the Mail Room staff to retrieve it for you.
• If you employ a trucking company to move items out, notify the Archives staff when the truck is expected to arrive.  You should visit the Archives to identify and label all of the items you want moved.

• You will need to maintain an inventory of  the material you send to the storage area.

How long can it stay?

• Storage space is limited. You are asked to review annually and discard materials for which you have no further use.