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Depositing Student Records with University Archives: How to Deposit: 4 Steps

A guide to help you deposit your student records annually.

Project Description

In 2019, Northwestern University Archives launched a project to help Northwestern undergraduate Residential Colleges and student organizations like yours archive their records as part of their everyday workflow and ultimately deposit them with us for long-term preservation and access. By participating in this project, you:

  • Ensure the authentic student voice is captured for all time
  • Preserve your group's legacy
  • Guarantee your successors can continue to carry the torch

Our end goal is to grow and diversify Northwestern University Archives' holdings to more accurately reflect the richness of undergraduate student life.

Below are the four steps required for transferring your records to the Archives. You may also use the toolkit and detailed instructions to help guide you.

Head of McCormick Library Public Services / Assistant University Archivist

Dana Lamparello's picture
Dana Lamparello
307 Deering Library
Northwestern University Library

Digital Archivist

Kelsey O'Connell's picture
Kelsey O'Connell
109 Deering
Northwestern University Libraries
(847) 467-7697

Step 1. Decide what to transfer

Discuss with your Residential College Executive Board, student organization's governing body, or fellow members what types of records you want to transfer this year to the Archives. See our Appraisal Tips for guidance.

Some types of records you might consider transferring include:

  • minutes
  • email correspondence
  • documented policies and procedures
  • budgets
  • vendor information
  • planning documents
  • photographs
  • videos
  • promotional materials
  • graphics
  • newsletters
  • websites and social media


Step 2. Complete your Description of Gift Form

Complete all the fields in the form. Then click to submit.



Step 3. Create a Google folder for transfer

Create a folder on your Google Drive for all the files of the year you are transferring to the Archives.


Be sure to name the file something descriptive, e.g., “Slivka 2018-2019 archives” - click here for tips on naming files.


Step 4. Share Google folder with us

Share your folder with the Northwestern University Archives' Digital Archives account.