CONTACT CSU

Procedure for Depositing University Records

Please note - the following procedure applies only to Charles Sturt University.

  1. Please contact staff at the Regional Archives before depositing University records.
  2. When packing the records into boxes, please refrain from pulling record series apart. Records are to be boxed and transferred in the order they were originally created, so as to preserve their contextual integrity.
  3. Remove paper clips, pins and metal fastenings from the records where possible. Records should also be removed from lever arch folders or binders and bundled up with cotton string.
  4. Ensure that a box or container list, and any relevant findings aids, accompanies the boxes with the transfer. It is highly desirable that an electronic list is also provided if possible. Please note on the box or container list any record series that are deemed "important", and keep a copy of the box list in your records for future reference.
  5. Please include a contact name and phone number with the box list and any further details about your University department or section.
  6. Please note that it is the responsibility of the Regional Archives to carry out routine destruction of University records in accordance with legislation and guidelines as outlined by the State Records Authority of New South Wales. Under the NSW State Records Act 1998, universities are defined as 'public offices' and made subject to the requirements of the Act.
  7. Should you require a file or record to be retrieved, please supply as much information as possible about the deposit to Regional Archives staff. Box numbers, file numbers and file names are to be referred to when making a request. Once you have finished with the file or record, please ensure that it is returned to the Regional Archives as promptly as possible.
  8. Deposits and retrievals can be carried out through the University's internal mail service.
  9. Used archive boxes are available from the Archives if required.