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Transfer Records to UCSF University Archives

The UCSF University Archives were formally established in 1963 when UC President Clark Kerr mandated the creation of both a records management and an archives program in the University. The Archives serve as the official repository for the preservation of selected records, printed and born-digital materials, and memorabilia generated by or about the UCSF, including all four school, the Graduate Division, and the UCSF Medical Center. The transfer of records from your unit to UCSF University Archives ensures that historically significant correspondence, policy files, and other administrative records will be preserved for future generations.

UCSF schools, administrative offices and departments, academic departments and programs, and related organizations

Certain records produced by UCSF represent an end product (e.g., a final report versus a draft) and potentially have long-term institutional value. The UCSF Archives is interested in the records that best illustrate the purpose, activities, and policies of your organization at every level (i.e., school, department, or unit) within UCSF. Groups of materials, rather than individual items, that are no longer necessary for routine business and that have reached their maximum retention as well as inactive confidential or restricted files of enduring value should be considered for transfer to Archives and Special Collections. When considering a transfer of records, consult the University of California Records Retention Schedule and review the UCSF records management web page. If you have questions about using the schedule or its content, please contact UCSF Records Coordinator Brenda Gee.

UCSF faculty (current and former)

Faculty papers contain significant information on teaching, research, and professional activities, areas through which researchers can gain a valuable perspective on the intellectual vitality of the university community. They can be rich resources of university history in addition to documenting the careers of individuals.

UCSF Archives and Special Collections acquires non-current administrative records and papers of individuals key to the history of UCSF and the health professions. We are particularly interested in materials that indicate the rationale for decision-making and administrative operations or that document the careers of professionals who are leaders in their field. 

UCSF students and alumni

In addition to the papers of faculty members and the records of University offices and departments, the UCSF Archives and Special Collection is happy to receive materials from UCSF alumni, students, and student groups. These materials not only shed light on the academic experience at UCSF but also help us develop a more complete picture of student and faculty life on campus.

Typical items welcomed by UCSF Archives and Special Collections include:

  • Records of student organizations (meeting minutes, founding documents, reports, publications, flyers, photographs)
  • Publications (newsletters, programs, flyers, yearbooks)
  • Artifacts (buttons, memorabilia)
  • Materials that describe or document your personal experience at UCSF (scrapbooks, diaries, correspondence with faculty, administrators, fellow students, and family, photographs, audio-visual and born-digital materials)

Ready to transfer your files?

Please contact the University Archivist, Polina Ilieva. She or a member of her team can visit you in your office or home to examine your papers, arrange for their transfer, and offer additional assistance as needed.

Completing a Records Transmittal Form or Deed of Gift will provide a record of the materials given and finalize the donation.