Complete this form before sending any records, items or materials to the Library.

This form will also serve as a record of the materials leaving a COCC department and coming to COCC’s Archives.

When preparing records for transfer to the Archives, please discard the categories of materials listed below:

Items that fall under COCC’s Records Retention Schedule which are under the care of a specific department, outside the Archives collections scope.
Student records
Personnel records
Handbooks or manuals for equipment
Non-COCC publications
Rare books (refer to the Library for these)
The history of the surrounding community unrelated to COCC
Drafts of contracts, agreements, letters, or policies
Routine Correspondence (paper and electronic) with short-term administrative value. Examples include form letters, general inquiries, thank you notes, and exchange of pleasantries. In the case of greeting cards sent for a special occasion or illness, retain those from notable individuals.
Items with personally identifiable, financial, or otherwise sensitive information.
Meeting minutes
Duplicate copies of original items unless there is a compelling reason to keep them. If transferring programs of events sponsored by COCC, four copies are adequate.
Financial records – these should be retained by Fiscal Services.
Miscellaneous: supply and vendor catalogs, office supplies, blank forms, old stationary, etc.

COCC Archives Records Transfer Form

Connect