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Acceptable methods of transferring electronic materials to the Indiana University Libraries include both electronic and storage device delivery - we will work with you to determine the best possible workflow. Please contact the collection unit that you would like to route your donation through (e.g., University Archives, Lilly Library), and they will contact the BDPL. Should you be uncertain about which collection you should contact, you can email us at


Acceptable Electronic Record Formats

  • Scanned Images: the preferred formats are Tagged Image File Format (TIFF) and Portable Network Graphics (PNG). Graphics Interchange Format (GIF) and Basic Image Interchange Format (BIIF) and Portable Document Format (PDF) are also acceptable.
  • Data files and Databases: Convert tables to files with fixed-length fields or fields defined by delimiters. Acceptable formats are data spreadsheets files (XLS, XSLS, ODX, etc), and database formats (DB, FP7, MDF, MDB)
  • Digital Photographic Records: includes Tagged Image File Format (TIFF), File Interchange Format (JFIF, JPEG), and Bitmap (.bmp).
  • Web Records:  Hypertext Markup Language (HTML) and other formats such as TIFF or PDF that are embedded in the HTML or referenced by it.
  • Email: including email attachments.
  • Non-Text Records: Non-text records (including audio/visual file formats, such as MP3, AVI, WAV, MPEG-4, AAC) may require specific software that must accompany the records.  Please contact the University Archives for further information.
  • Text Records:  Includes any text-based or word-processing documents (DOC, DOCX, ODF, ODT, TXT).  Text documents may also be in Portable Document Format (PDF), though it is not recommended.
  • Presentation Materials: PowerPoint and other presentation file formats (PPT, ODP).

Storage Device Delivery

Preferred physical devices for the delivery of records in electronic format include:

CD-ROMs and DVD-R/W should be appropriately labeled.  Information should include the creator name, dates, and a description of the contents.  Place USB flash drives, hard-drives, memory cards, and floppy disks in an envelope labeled with identifying information.


Electronic Delivery

The University Archives accepts material through several electronic methods:


  • Files and folders must relatively small in size.
  • Include the Records Transfer Form as an email attachment

Box Transfer

  • Contact us to request that we create a Box folder for you. You will receive an email notification giving you access to the folder.
  • Upload your files and folder to Box (keeping everything in original order).
  • Include the Records Transfer Form in the submitted materials.

File Transfer Protocol (FTP)

  • Usually for larger-sized records
  • Include the Records Transfer Form as an email attachment


This page was developed based on University of Illinois' Transfer page.
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