Getting Started

If you need a place to store university records you're required to retain, we can help.

The first step is to request an account with Archives and Records Management. To apply for an account, email Archives and Record Management a completed copy of the Harvard Depository Customer Account Contract: Medical Area Plan (PDF).

After the office account is created, the authorized users will be able to use the account.

Email Archives and Record Management to update the users when needed.

Identifying Records for Storage

You can identify records eligible for storage using the General Records Schedule (GRS).

The GRS covers common records found throughout the University. Most GRS entries direct you to retain records for a specific number of years. Once the retention period is met, they can either be destroyed or archived.

Preparing Records for Offsite Storage

The Depository Transfer Checklist (PDF) provides guidance on preparing a transmittal.

  1. Order Boxes and Barcodes
    1. Submit an order using the Harvard Depository Barcodes and Boxes Order Form.
    2. Box orders are linked to your office's Harvard Depository account. If you don't already have an account, see "Getting Started" for details on applying for an account.
  2. Pack, Label, and Barcode Your Boxes - For records to be transported to he Harvard Depository, boxes must be properly:
    1. Packed
    2. Barcoded
    3. Labeled
  3. Complete Transmittal Paperwork
    1. Create an inventory of records you're transferring offsite.
    2. Box Inventory Excel Workbook (email Archives and Record Management for the Excel file)
    3. Complete a transmittal cover sheet signed by an authorized user on your account.
    4. Transmittal Cover Sheet (PDF)
  4. Request Review and Pick-Up
    1. Email Archives and Record Management the completed transmittal cover sheet and Excel file.
    2. Archives and Records Management will review your documents and arrange a pick-up.

Accessing Your Harvard Depository Records

To retrieve boxes, use the Harvard Depository Box Retrieval Request Form

To refile boxes, use the Harvard Depository Box Refile Request Form