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Overview
This document describes steps for users from departments and units (external to the University Archives) using the Electronic Records Submission Tool website (submitrecords.archives.msu.edu).
The general workflow is that a user completes an online Submission Agreement Form. Upon receipt, the information is entered into the Electronic Records Submission Tool by University Archives staff. When completed, the staff will notify the office. Departments/Unit representatives will then use the website tool to create transfer requests of electronic records. These requests will then be reviewed and approved by Archives staff and files moved to the MSU Trusted Digital Repository pre-ingest area.
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Preliminary Step - Submission Agreement
A Submission Agreement Form (typically one for the department making the submissions) must be completed. The form can only be completed prior to login. The option is not available when logged in to the website.
- Navigate to the Electronic Records Submission Tool website (submitrecords.archives.msu.edu).
- Under First time Users, Select Submission Agreement Form.
- Carefully review the online document and then fill in fields for Department/Unit, Department Address, Contact Name, Contact Email, Contact Phone, and the name of the Head of Department/Unit.
- At the bottom, enter your name to acknowledge you have read the information provided. Users can Print or Save a copy of this agreement.
- Select Submit Submission Agreement Form.
- An email will be generated and sent to the University Archives. A copy will also be sent to the email address specified in the form.
- Upon notification of a new Submission Agreement form, University Archives staff will use the information to complete the Submission Agreement. The Submission Agreement defines the type of information being sent to the archives and is used as a template for electronic record transfers. University Archives Staff will also add the user account to the tool.
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Records Submission - Step 1
Once a Submission Agreement has been entered by the University Archives staff, departmental and unit users can submit records to the Archives.
- Navigate to the Electronic Records Submission Tool website (submitrecords.archives.msu.edu).
- Select Submit Records to Archives/Transmittal Form under Returning Users. The Submit Records to Archives page displays.
- Select your office from the drop down list to begin creating your transfer request.
- Select Submit. The Records Submission Form is displayed to the user.
- Review the information presented at the bottom of this web page under Submission Agreement Information.
- If anything is incorrect, please contact the University Archives staff at archives@msu.edu. Do not proceed with the transfer. Select Logout.
- If the information is accurate, proceed to the next step.
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Records Submission - Step 2
Fill out the Records Submission Form to continue with the submission after verifying the Submission Agreement Information:
- For Record Format Types, check any other boxes that may relate to the files being transferred. If Other is selected, enter add additional information in the provided text box.
- Enter the Date span of the records being sent. For example Beginning Year 2014 Ending Year 2015.
- For Description/Comments, provide any additional information, excluding an inventory, about the history of the records, the person or office that created the records, or any special considerations regarding the records such as physical condition and arrangement/organization. In most cases, this will be left blank.
An Inventory is automatically generated. Users can create an inventory and select during the file selection step.
- Select Next. The Add digital content files page is displayed.
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Records Submission - Step 3 (Upload)
When the Add digital content files page displays:
- Select Choose Files. Navigate to directory and select one or multiple files. Use CTRL (PC) or CMD (Mac) to select multiple files or Shift Key for range. When complete, Select Open.
- The files selected will be displayed along with their size. If you inadvertently selected an incorrect file, select Clear and Choose Files again.
- Select Submit.
This completes the submission and an email is sent to the sender and the Archives staff.
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