{"id":33129,"date":"2022-05-23T13:46:56","date_gmt":"2022-05-23T18:46:56","guid":{"rendered":"https:\/\/uwm.edu\/libraries\/archives-department\/records-management\/e-records-transfers\/"},"modified":"2026-03-23T14:17:28","modified_gmt":"2026-03-23T19:17:28","slug":"e-records-transfers","status":"publish","type":"page","link":"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/","title":{"rendered":"E-Records Transfers"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<p>Records retention schedules apply to records regardless of medium, including digital records. The archives has tools and expertise in the long-term preservation of digital records. Transferring digital records of historical value to the archives will ensure that this period in the university&#8217;s history does not lapse into a &#8220;digital dark age.&#8221; <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#prep\">Preparation for all records<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#small\">Small quantities of application files<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#large\">Large quantities of application files (entire hard drives, whole OneDrive&nbsp;accounts, etc.)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#email\">E-mail accounts and Course Management Systems (Canvas)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#database\">Databases<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"prep\"><a><\/a>Preparation for all records<\/h2>\n\n\n\n<p>For the purposes of long-term preservation, electronic records need to be both <strong>readable<\/strong> (i.e., it will be possible to open the file in the future) and <strong>authentic<\/strong> (i.e., it will be possible to prove that the file has not been tampered with). Most electronic records that will be sent to the University Archives will be <strong>application files<\/strong> &#8212; discrete files that have been created by a desktop application such as Word, PowerPoint, or Photoshop &#8212; and it is to such records that these guidelines will mostly apply.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Create a file structure (if needed). <\/strong>Try to create a foldering scheme that makes it easy to navigate your files (e.g., folders by date for correspondence; folders by subject for project files, etc.).<\/li>\n\n\n\n<li><strong>Add metadata (if needed).<\/strong> Metadata is data about the file itself and can usually be viewed by going into an application\u2019s \u2018properties\u2019 box or right-clicking and viewing properties within your computer\u2019s explorer program. Examples of metadata include author, date last modified, date sent, subject, and recipient. Most fields, such as date last modified and file size, are determined automatically by your system; others, such as date sent or author, may be evident from the file itself. In cases where you have additional information about a file \u2013 people in a photograph, for example \u2013 and the time to fill it in, now is the time to add it, either attached to the file itself or in an associated text file.<\/li>\n\n\n\n<li><strong>Identify all confidential records<\/strong>. Because of the volume and ease of sharing electronic records, it is especially important to be aware of any sensitive or confidential information that may exist in your files. Please append \u201cconfidential\u201d to relevant folder names, indicate all confidential files in a file or folder listing, or otherwise inform the archives of all protected records. If you are unsure if a record is considered confidential or not, consult the relevant record schedule for guidance.<\/li>\n<\/ol>\n\n\n\n<p><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#top\">Back to top<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"small\"><a><\/a>Small quantities of application files<\/h2>\n\n\n\n<p>If you have only a few files to send to the archives, you have two options for transfer:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Share the files via OneDrive\/SharePoint (preferred). Archives staff will share a folder with you into which you can upload the files from your account. We will then download them into our digital preservation environment and take down the folder.<\/li>\n\n\n\n<li>Send the files physically to the archives on a flash drive. These should be delivered separately if possible and not interfiled with any paper records you may have to send us. Please label the drives for ease of process and transfer. If your files are on floppy disks, zip disks, or other obsolete or specialty media, please transfer them to SharePoint if you can. If you lack the equipment to do so, it is possible that we will have the equipment to do it instead.<\/li>\n<\/ol>\n\n\n\n<p><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#top\">Back to top<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"large\"><a><\/a>Large quantities of application files<\/h2>\n\n\n\n<p>In cases of very large quantities or file sizes, we can pick up entire computer systems or external hard drives as needed. Please contact the archives for more details. If you will be sending us an entire hard drive, please remember to delete and\/or transfer all personal files from the drive before sending it to the archives.<\/p>\n\n\n\n<p><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#top\">Back to top<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"email\"><a><\/a>E-mail systems and Course Management Systems (Canvas)<\/h2>\n\n\n\n<p>In the case of both e-mail accounts and spaces on Canvas, you will usually select folders and\/or pages to export as a whole, rather than exporting individual documents or e-mails. Each program will have its own instructions on exporting accounts, which either UITS or the archives can usually help you with. Once these are exported (usually into EML files or one large MBOX or PST email archive file), they should be sent to the archives as per the instructions under small quantities of application files.<\/p>\n\n\n\n<p><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#top\">Back to top<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"database\"><a><\/a>Databases<\/h2>\n\n\n\n<p>Databases should be converted to a form that does not require a particular application to function. In most cases, this form will be either tab-delimited or CSV (Comma-Separated Variable). MS Access has an export data function that automatically converts data from an access database to CSV. It is very important if converting databases to text that you make sure your fields line up correctly (i.e. the headers correspond to their data elements). If you have a large number of empty entries in one field, it may be necessary to input a placeholder or \u201cnull value\u201d in the empty entries to achieve a proper conversion.<\/p>\n\n\n\n<p>If necessary, the archives can accept SQL dumps; however, this format compromises the immediate readability of the database for research purposes and is not recommended. If sending data in this format, please include information about reconstituting the database for display if possible.<\/p>\n\n\n\n<p><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/#top\">Back to top<\/a><\/p>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4\"><div class=\"content_block\" id=\"custom_post_widget-32529\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/libraries\/archives\/\">Archives Department<\/a><\/div><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/about-the-archives\/\">About the Archives<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/events-and-exhibitions\/\">Events and Exhibitions<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/research\/\">Research<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/services\/\">Services<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/instruction\/\">Instruction<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/genealogy-2\/\">Genealogy<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/\">Records Management<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-schedules\/\">Records Schedules<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-management-forms\/\">Records Management Forms<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-management-education\/\">Records Management Education<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/\">Guidelines, Laws, and Policies<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/\">Archives Transfers<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/transfer-procedures\/\">Transfer Procedures<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/e-records-transfers\/\"><span aria-current=\"page\">E-Records Transfers<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/records-transfer-form\/\">Records Transfer Form<\/a><\/li><\/ul><\/li><\/ul><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/giving\/\">Giving<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/ask-an-archivist\/\">Ask an Archivist<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":1457,"featured_media":34223,"parent":33122,"menu_order":189,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","uwm_wg_additional_authors":[23500]},"class_list":["post-33129","page","type-page","status-publish","has-post-thumbnail","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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