Transfer digital records

University departments and private donors can transfer digital records to the Archives – first obtain approval to transfer records (receive a Transfer Number), then create a Transfer Package using the DART packaging tool and upload it to a Deposit Folder on SFU Vault.

Transfer procedure

  1. Contact the Archives ( to request a Transfer Number and a Deposit Folder on SFU Vault.
  2. Identify records that are ready for transfer: university records must be covered by a Records Retention Schedule and Disposal Authority (RRSDA) that provides for archival transfer; non-university records must be covered by an existing donation agreement.
  3. Create a transfer folder for the records you are transferring; you can have as many sub-folders as you like.
  4. Use DART to create a Transfer Package (structures your transfer folder into a standardized package that follows the BagIt specification); see the Archives' DART page for instructions and guidance.
  5. Upload the Transfer Package to your Deposit Folder on SFU Vault.
  6. An archivist will review and validate the transfer and notify you by email when the deposit has been finalized; retain the Transfer Completed Notice for your records.
  7. On receipt of the Transfer Completed Notice you should delete the records that you deposited. Deletion ensures that you will not unintentionally re-send the same records at a later date, are in compliance with the applicable RRSDA, and minimize the risk of unauthorized access, use or disclosure of personal or confidential information contained in the records.
  8. The Transfer Completed Notice includes a list of all files included in the transfer and the Transfer Number assigned to it. Refer to this when requesting access to files previously transferred. The Archives will need to know the name of the file and the Transfer Number


More information

  • SFU Archives GitHub site contains documentation on the digital transfer process from the point-of-view of SFU archivists processing transfers.
  • The DART Packaging Tool section on the Archives' website gives more information (and detailed instructions) for the use of the DART app in the transfer process.
  • The Post-Transfer page describes what happens to your transfer following deposit and how to request access to digital materials you have transferred.

Last updated: June 12, 2024