How to Transfer Archival Calendars

• Overview of Transfer Process for Digital Calendars
• Benefits of Transferring Records to the Archives
• For paper/hardcopy calendars, follow the process for How to Transfer Archival Paper Records

Click to expand each step...

Step 1 - Identify Archival Calendars...

• Whose Calendars Are Archival?
• 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 Calendars for Transfer...

• Keep Electronic Records in Electronic Format
• What to Do With Non-Work-Related Appointments in Calendars
• How to Export Calendars from Outlook to a PST file
  • Video (2 minutes)

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 calendar PST file(s) to the Archives using ArchiveThis! tool
• Correct/troubleshoot any errors during the transfer process

Step 5 - Verification and Cleanup...

• Verify that the calendar was transferred successfully
• Destroy agency's copy of the calendar - How to Clean Up Your Outlook Calendar (Video - 2 minutes)
• Retain records documenting the transfer process

Step 6 - Ongoing Access...

• Archival calendar 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)