The University Archives is the repository for the official records created or received in connection with the transaction of University and University System business. The University Archives also seeks and obtains for preservation the professional and personal manuscripts of academic and administrative staff and the records of student and faculty organizations. Retired and former faculty members and administrative officers are encouraged to place their papers in the University Archives; likewise, the next of kin to deceased staff members are also encouraged to entrust the University Archives with the personal and professional papers of the deceased. An official donation agreement will be formulated, specifying donor access, restrictions, and conditions of use, and will be signed by both the donor and the University Archivist or designee.
Official records of the University and University System are acquired and preserved by the University Archives to document the history and accountability of the University and University System. Collections and manuscripts are acquired and preserved to document the development of the University's programs and projects, the community of administrators, faculty, and students, and the day-to-day, as well as special activities generated on the campus.
This policy applies to all University of Missouri-Columbia Archives staff members and student workers.
4-1. The University Archivist and Archives staff will secure and preserve the official records of the University and University System, as described in the Transfer and Accessioning of Records Policy.
4-2. The University Archivist and Archives staff will encourage donation of personal and professional manuscripts of academic and administrative staff, whether current, retired or deceased. They shall also encourage donation of the records of student and faculty organizations.
4-3. Following transferal of donated materials to the Archives, the University Archivist or designated staff member and the donating party will complete and sign a Donation Agreement.
4-4. Reevaluation and reappraisal of materials held in the Archives may be done at any time by the University Archivist or by Archives staff under the direction of the University Archivist.
5-1. Donor Agreement - a formalized written agreement between a donor and an Archives representative, specifying access and use restrictions placed on the donated materials by the donor and the rights and responsibilities of the Archives toward those materials.
5-2. Form UMC/ARCH 007 - Deed to Donation of Papers and Historical Materials to the University of Missouri-Columbia Archives.
5-3. Form UMC/ARCH 008 - Deed of Gifts of Organizational Records to the University of Missouri-Columbia Archives.
5-4. Donor Letter - A letter of appreciation composed by Archives staff and sent to a person giving non-departmental records or papers to the University Archives.
5-5. Solicitation Letter - A letter of inquiry as to the possibility of donating records or papers to the University Archives.
6-1. When a donation of materials has been made to the Archives, the University Archivist or one of the staff Archivists will complete a Deed to Donation of Papers and Historical Materials to the University of Missouri - Columbia Archives for a donation of personal or professional papers, or a Deed of Gifts of Organizational Records to the University of Missouri-Columbia Archives for a donation of an organization's records. A copy of the deed will remain with the donor and the original deed will be on file in the administrative office of the Archives. Any and all correspondence pertaining to donors and donations shall also be placed in this file.
6-1-1. All donor access and use restrictions and conditions are to be specified in the donation agreement. All literary rights are conveyed to the University of Missouri Archives, unless otherwise restricted by copyright or by the donor and agreed to by the Archives at the time of acquisition.
6-1-2. The donor agreement will delineate all rights and responsibilities of the Archives toward the donated materials.
6-2. After the materials have been officially transferred to the holdings of the Archives, the University Archivist, or the designated staff Archivist involved in the donation process, will formally thank the donor on behalf of the University Archives.
6-3. The University Archivist or Archives staff under the Archivist's direction will, on occasion, reevaluate and reappraise historical material in the Archives' holdings, and deaccession them when appropriate. Deaccessioned collections will be offered to the original donor or his agent if so requested at the time of donation. If the donor wishes not to reclaim the material or cannot be located, the University Archives reserves the right to offer the material to other depositories or discard the items. Any material declared expendable must be approved by the University Archivist.
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7-1. MU Archives Collection Policy.
7-2. MU Archives Deed to Donation of Papers and Historical Materials, Form UMC/ARCH 007.
7-3. MU Archives Deed of Gifts of Organizational Records, Form UMC/ARCH 008.
(Revised: 12 April 2024 )
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Published by: University Archives muarchives.missouri.edu/
URL: https://muarchives.missouri.edu/man-p1.html
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