Instructions for transferring departmental records to the University Archives
To transfer records to the archives and facilitate their retrieval as required, please keep the following in mind:
- Verify that the records you wish to transfer are no longer needed for regular operations in your department. Remove and destroy any duplicate or redundant files as well as those not scheduled for retention.
- In general, retain the last three years of records in-house before transfer to archives.
- Rehouse the records to be transferred, retaining the current file order, into banker boxes which we provide.
- Create an inventory of the records using the transfer form (excel) we provide and label the corresponding boxes using the box labels template (MS Word).
- To assist in accurate identification and retrieval, please keep file names clear, concise, and memorable.
- Note any restrictions on access to the files being transferred and if any records are scheduled for future destruction, please note carefully which records are to be destroyed and when.
- Schedule a time for pick up: email or call (413-545-2780) the Archives, allowing 2-3 business days.
- Upon receipt of the materials at the Archives, we will acknowledge receipt for your records and provide you with an accession number for future reference.
- Make three copies of form: two for us to take away and one for you: your copy serves as a record of transfer and a guide for future access.
Is this your first time transferring records to the archives?
Email or call (413-545-2780) us for a consultation. We will survey your records, discuss best practices for caring for your files, and review the transfer process.
How can you retrieve items that have been sent to the archives?
Email or call (413-545-2780) us with the following information: accession number, Record Group (RG) number, Box number, and folder title. We will retrieve requested materials and deliver them, typically within 2-3 business days.
Simeon Bartlett Account Books, 1792-1867.
Call no.: MS 175 bd
Freight hauler, farmer, sawmill owner, and possibly a hatmaker from Williamsburg, Massachusetts.
The first volume of Bartlett’s accounts includes records of Bartlett’s income, sales and exchange of goods and services, and details about his employees and family (such as family births, deaths, and marriages). Volume 2 contains lists of hat purchases, lists of teachers and their pay, his participation in town affairs, and a number of lyrics to Civil War songs.
- Clapp, Joseph
- Hat trade--Massachusetts--South Hadley
- Lyman, Joseph
- Rice, Aaron
- Songs, English
- United States--History--Civil War, 1861-1865--Songs and music
- Williamsburg (Mass.)--Economic conditions
- Bartlett, Simeon, b. 1764
Types of material
- Account books
Arthur Cleveland Bent Collection, 1880-1942.
Call no.: MS 413
An avid birder and eminent ornithologist, Arthur Cleveland Bent was born in Taunton, Massachusetts, on November 25, 1866. After receiving his A.B. from Harvard in 1889, bent was employed as an agent for the Safety Pocket Company and from 1900 to 1914, he was General Manager of Mason Machine Works. His passion, however, was birds. An associate in Ornithology at the Museum of Comparative Zoology at Harvard University, Bent became a collaborator at the Smithsonian and president (1935-1937) of the American Ornithologists’ Union. The culmination of his research was the massive, 26 volume Life Histories of North American Birds (1919-1968).
The Bent collection is a glimpse into the birding life of a remarkable amateur ornithologist. It contains the field notebooks of his collaborator, Owen Durfee (1880-1909), his own journals (1887-1942), photographs and negatives (1896-1930), correspondence concerning the photographs (1925-1946), and mimeographed and printed material. Bent’s records cover nest observations, egg measurements, bird sightings, and notes on specimens provided to organizations such as the Massachusetts Audubon Society, the Bristol County Agricultural School, and the United States National Museum.
- American Ornithologists' Union
- Bent, Arthur Cleveland, 1866-1954. Life Histories of North American Birds
- Bristol County Agricultural School (Bristol County, Mass.)
- Massachusetts Audubon Society
- United States National Museum
- Bent, Arthur Cleveland, 1866-1954
- Durfee, Owen
Types of material
- Field notes
Burt V. Brooks Photograph Collection, 1889-1934.
Call no.: PH 060
The artist Burt Vernon Brooks was one of the outstanding chroniclers of daily life in the Swift River Valley before it was inundated to create the Quabbin Reservoir. Born in Brimfield, Mass., in 1849 and raised in Monson, Brooks moved to Greenwich with his family in the 1870s, where he worked on the family farm. At some unclear point before he turned 40, Brooks became active as an artist, painting local homes and scenery and taking photographs of the landscape, residents, and daily life in the Quabbin region. A prolific photographer, he was, in the words of historian Donald W. Howe, “hardly ever seen without his camera strapped to his back,” remaining active for decades. Three years after following his second wife to the west, Brooks died in Los Angeles in 1934.
The great majority of the 92 photographs in this collection are 5×7″ dry plate glass negatives taken by Brooks in the earliest years of the twentieth century, documenting the houses and people of Greenwich. Brooks’ work includes landscapes, houses, and a significant series of images of the Hillside School, but some of his best works are studio portraits, images of people at home or with their carriages, and posed scenes of children at play or at work. The collection also includes eight images by Brooks at Enfield, Greenwich, and Dana that are the property of the Swift River Valley Historical Society, and six images taken by Chetwynd and Pike in the Quabbin region to document properties slated for removal.
- Carriages and carts--Massachusetts--Greenwich--Photographs
- Dana (Mass.)--Photographs
- Enfield (Mass.)--Photographs
- Greenwich (Mass.)--Photographs
- Hillside School (Marlborough, Mass.)
- New Salem (Mass.)--Photographs
- Prescott (Mass.)--Photographs
Types of material
- Dry plate gelatin negatives
- Gelatin silver negatives
Bela Burnett Account Book, 1801-1842.
Call no.: MS 385 bd
A storeowner, farmer, and citizen of Granby, Mass., Bela Burnett was born October 4, 1778, the second of seven children of Jonathan and Mehitabel (Dickinson) Burnett. Having relocated from Southampton, New York, to Battleboro, Vermont, in 1770, Jonathan and Mehitable settled in Granby in 1774, purchasing the farm of Aaron Nash where in 2010, Burnett descendants still live. Burnett had at least five children by two marriages, first to Clarissa Warner (1801) and second to Sally Allen (1808). Burnett died in Granby on April 16, 1846.
The Burnett account book includes careful records of goods sold, customers’ accounts, and the form and method of payment (cash, credit, or barter), as well as some information on family members and boarders, along with a handful of miscellaneous items laid in, such as calculations, notes, and a remedy for yellow jaundice.
- Agricultural laborers--Massachusetts--Granby
- Boardinghouses--Massachusetts--Granby--19th century
- Food prices--Massachusetts--Granby
- General stores--Massachusetts--Granby
- Granby (Mass.)--Economic conditions--19th century
- Marsh, Tim A. P
- Medicine--Formulae, receipts, prescriptions
- Produce trade--Massachusetts--Granby--19th century
- Robbins, Asa
- Smith, David
- Burnett, Bela, 1778-
Types of material
- Account books
Civil Liberties Union of Massachusetts Hampshire-Franklin County Chapter Records, 1947-1973.
Call no.: MS 303
Minutes and correspondence of the Executive Committee, correspondence and general files of chairmen Philip Eddy, David E. Matz, and Donn Kesselheim, as well as correspondence, briefs, and clippings related to legal cases and inquiries undertaken by the chapter.
- Civil rights--Massachusetts
- Civil Liberties Union of Massachusetts. Hampshire-Franklin County Chapter
- Eddy, Philip
- Kesselheim, Donn
- Matz, David E
League of Women Voters of Amherst Records, 1939-2001.
Call no.: MS 296
Non-partisan political organization based in Amherst, Massachusetts that influences public policy through education and advocacy by registering voters, organizing candidate forums, publishing voting guides, and disseminating general information on the legislative process and the functioning of government on the local, state, and federal levels.
Includes minutes, annual reports, financial records, publications, extensive files on specific programs, photographs, video- and audio-tapes, scrapbooks, and newspaper clippings. Also contains information on two league members who rose to national prominence: Lucy Wilson Benson (Under Secretary of State in the federal government in 1977) and Jane F. Garvey (Administrator of the Federal Aviation Administration in 1997).
- Amherst (Mass.)--Politics and government
- Massachusetts--Politics and government--1951-
- Benson, Lucy Wilson
- Garvey, Jane F
- League of Women Voters of Amherst (Amherst, Mass.)
Types of material
- Oral histories
Northampton Area Mental Health Services Records, 1973-1983.
Call no.: MS 027
In 1973 Hampshire Day House was established to provide day treatment to patients released from the Northampton State Hospital, which first opened as the Northampton Lunatic Asylum in 1858. As the Day House expanded its services it became known as the Northampton Area Mental Health Services (NAMHS). Valley Programs assumed responsibility for the operation of residential programs for deinstitutionalized individuals in Hampshire and Franklin counties in 1983, and seven years later the NAMHS and Valley Programs merged.
The collection consists of reports, financial records, board minutes, and correspondence for the Hampshire Day House.
- Community mental health services
- Mental health facilities
- Northampton (Mass.) Area Mental Health Services
Northampton Cutlery Company Records, 1869-1987.
Call no.: MS 058
The Northampton Cutlery Company was among the major firms in a region known for high quality cutlery manufacture. Incorporated in 1871 with Judge Samuel L. Hinckley, its largest stockholder, as its first President, the company was located along the Mill River in Northampton, Massachusetts, where operations continued until its closing in 1987.
Records document company operations and technology used in the cutlery manufacturing process, as well as details about employment of immigrant and working class families in the region. Includes administrative, legal, and financial records; correspondence; personnel and labor relations files; and production schedules and specifications.
- Cutlery trade--Massachusetts
- Northampton (Mass.)--History
- Northampton Cutlery Company