University Archives 

Inactive and semi-active departmental, administrative records can be transferred to the University Archives for further selection (apprasals) following our Retention Schedules. Our qualified Archivists select records deemed to have informational, evidential, legal, historic and sentimental values for permanent retention for open access or further embargo in our University Archives and Records Centre. Please contact us on hkua@hku.hk for any legal, access and embargo issues.

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Organizing files

• Group files of the same category in one box, e.g., personnel files in one box and financial records in another

• Label each file with a descriptive file title and date information

• Replace binders, hanging folders, box files with regular folders

• Do not send loose documents; they should be put in regular folders

• Weed out duplicated copies of documents, blank forms, and other transitory records (See Tip Sheet - Transitory Records)

• Remove binder clips if any

 

  Preparing boxes

• Contact hkua@hku.hk to order the standardised records boxes

• Arrange the files inside the box in either alphabetical, numerical or chronological order

• Place files upright in the box from left to right with the front side of the box (having the University logo) facing you

• Do not over pack the box; leave about two inches of space in the box

• Make sure that the two side flaps go through the handle holes for easy lifting

• Box lid must lay flat when closed

• Do not stick adhesive tape of any kind onto the box as the inherent acidity of the tape may cause damage to both the box and the records inside

 

  Preparing transfer documentation

• Assign a temporary box number for each box starting from 01

• List the content of the box using the form template “Transfer to University Archives”

• If you use your own Word / Excel template, make sure that the required information of the files (File Class, Description, From Date, To Date) is captured

• When complete listing, make a copy of the list (form) and put it in the corresponding box

• Email a copy of the list (form) to the Archives (hkua@hku.hk)

• Keep a record of all the lists (forms) completed for future reference and retrieval purposes

 

  Labelling boxes

• Write the temporary assigned box ID and the name of your department / office on the outside of the box, right under the University logo

 

  Arranging for box pick-up

• Contact the Archives to arrange for pick-up of the boxes