How to Transfer Archival Email Records

Benefits of Transferring Records to the Archives

Click to expand each step...

Step 1 - Identify Archival Emails...

How to Find Which Records Are Designated as "Archival"
Records Retention Schedules for:
- State Government Agencies (including higher education)
- Local Government Entities (including Counties, Cities/Towns, Special Purpose Districts, etc.)

Step 2 - Prepare Emails for Transfer...

Step 3 - Submit Inventory and Archival and Technical Appraisals...

How to Transfer for Appraisal and Selective Retention
How to Complete a Digital Transfer Inventory Sheet
- Digital Transfer Inventory Sheet (Excel Spreadsheet)
Submit completed Digital Transfer Inventory Sheet to the Archives Branch in Your Region
Archives will conduct an Archival Appraisal session with your agency
Archives will also conduct a Technical Appraisal session with your agency

Step 4 - Transfer...

Archives will provide uploading training and then supply the ArchiveThis! tool
Transfer email PST file(s) to the Archives using ArchiveThis! tool
- How to Transfer Email Records Using ArchiveThis! (Video - 5 minutes)
Correct/troubleshoot any errors during the transfer process

Step 5 - Verification and Cleanup...

Verify the email records were transferred successfully
Destroy agency's copy of the email records
Retain records documenting the transfer process

Step 6 - Ongoing Access...

Archival email records are not currently accessible via the Archives' Digital Archives Website
Agencies can access transferred email records using the WebAdmin tool (supplied by the Archives)