Step 3 — Essential Documentation for HARC

Transfer documentation checklist, access/restrictions guidance, and suggested standard wording.

✅ Required

Transfer Documentation — Required

Signed Deed of Gift or Deposit Agreement
Box list or inventory
Congregational narrative history
Access restrictions (by series/box)
Contact information for congregation liaison

Checklist state persists in this browser only (saved locally).

✅ If Available

If Available — Helpful to include

Existing policies (access, use, confidentiality)
Digitized materials (with file documentation)
Oral histories and transcripts
Published histories or studies
Previously created resources

Access and Restrictions Documentation

📝 Be specific. General statements like "Personnel files are confidential" are not enough — state exact series, time period, and exceptions.

Recommended sample wording (copy & paste)

Standard Restriction Categories

Personnel Files: Typically 25–75 years after death
Legal Records: 50–100 years from creation
Financial Records: Varies; consult counsel
Medical Records: HIPAA governs; typically lifetime plus 50 years
Student Records: FERPA governs; typically 75 years
Correspondence: Varies based on content

Quick tips

Store a signed deed and box list together in a single folder / PDF for handoff.
Mark restrictions precisely (series and box numbers) and include review dates.
Digitization documentation should include file formats, checksums, and folder structure.
Keep a contact name, email, and phone on the first page of the box list.

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Accessibility

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Note: The sample wording is a suggested template. Consult legal counsel and HARC staff for final access or legal language.