If you need a place to store University records you're required to retain, we can help.
After the office account is created, the authorized users will be able to use the account.
Contact Archives and Records Management to update the users when needed.
Identifying Records for Deposit
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.
If this is your first time using the GRS or if you would like a refresher, visit our Records Schedule Basics page.
Preparing Records for Deposit
The Transmittal Checklist (PDF) provides guidance on preparing a transmittal.
1. Ordering Boxes and Barcodes
Submit an order using the Harvard Depository Supplies Order Form.
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:
3. Complete Paperwork
Create an inventory of records you're transferring offsite.
- Box Inventory Excel Workbook (contact Archives and Record Management for the Excel file)
Complete a transmittal cover sheet signed by an authorized user on your account.
4. Request Review and Pick Up
Submit the completed transmittal cover sheet and Excel file via email.
Archives and Records Management will review your documents and arrange a pick up.
Accessing Your Harvard Depository Records
To retrieve boxes: Harvard Depository Box Retrieval Request Form
To refile boxes: Harvard Depository Box Refile Request Form