Skip to main content
Skip sub navigation

Transferring permanent archives

This guideline advises on the process of transferring permanent university records to Deakin University Archives. These may be records deemed of permanent value to the State by the Public Record Office Victoria, or of historical value to Deakin, as determined by the University Archivist.

Archives appraisal

If you have records that may be of permanent value, please contact University Archives. We will assist you in appraising the records to determine their permanent value.

Complete transfer form and box listing

Your records may need to be permanently archived. If so, we will approve the transfer and send you archive boxes (for physical records and artefacts) or tell you how to transfer digital records. You will also be sent a Permanent Records Transfer Form and Box List Template.

On the Permanent Records Transfer Form, you can describe the records, including:

  • the records’ creator
  • custodian
  • record types
  • date range.

Place physical items into boxes and individually describe them on the Box Transfer Listing. Be sure to include the title and date range.

Send these forms to the University Archives. The archives team may request further details, or a site visit, before approval.

Arrange delivery

After approval to transfer your records to the Archives, we will contact you. It is your responsibility to make arrangement for delivery to Archives.

Receipt and maintenance of permanent archives

The archives team will ensure we receive all boxes and the contents match the box lists. The records will then be put into archival storage for permanent retention. If required, we can notify you of their retention in archives every six months.

If you require further help, please email

Get in touch

Book an appointment or visit our Burwood and Waterfront spaces. Our Archives and Special Collections are open by appointment, weekdays only.