Transferring records to the Archives of Michigan is an essential function of the archives and is the first step in creating access to local government records. While the process is straight forward, it may be daunting to those who have not transferred records before.
Below is a step-by-step outline detailing the transfer process. For more information on your transferring records from your specific office see the pages for Clerks, Treasurers and the Circuit and Probate Court Clerks.
Contact | Transfer Forms | Boxes | Transferring
Every records transfer is different, and some local government agencies may require more information prior to transferring their materials. If you have questions regarding confidentiality, or related to retention and disposition schedules, or if you are new to the process or need a professional's help, you can reach out to arrange a meeting over the phone, over Teams or in person to talk with an archivist about your records. You can contact the government records team at govarchives@michigan.gov to request further information or set up a meeting.
Filling out a transfer form is the first step in any transfer process. This form provides an inventory of all materials that your agency wishes to transfer, dates of the records in that file or box and the retention schedule number associated with those records. Fill out each line for each container you are transferring.
To view a sample of a transfer form and how they are filled out, please see this form.
The Archives of Michigan uses a standard Records Center box for storing our records. If you need additional records center boxes, the Archives of Michigan will work with local government to ship the required number of boxes to you.
It is important to not over pack boxes with records as this can damage both the container and the documents inside. Keep the original order of your filing system, unless otherwise directed by an archivist. Below are some guidelines to follow based on certain record types:
Once fully packed, fold the back flap first, then both side flaps and finally fold the front flap on top of both side flaps (the front flap being the side with the “Gummed Label Here” marking). Then tape the top flap down with 2-inch packing tape.
Our staff will provide hybrid labels with record group information filled out by the archives, and space for you to write the box number and record range. Please use a permanent marker to write this information as it is easier to read than pen or pencil.
After all of the boxes have been packed, one of our staff will work with you to arrange for the records to be picked up. This can be done through DTMB freight services, or by a staff visit.
After we have received the records and completed the process of accessioning, our archivists will send back a completed list of all items transferred for you to keep for your records.
For any questions about the transfer process, reach out to our govarchives@michigan.gov email and we will be happy to assist you in the transfer process.
