The online Kardex Concordance consists of two files resident on the University Archives Web site that connect the original Kardex numbering system to a new Internet numbering system. The online Kardex Concordance will be updated at the following times: when a new description is added to or removed from the Archives Web site, when a summary is changed to a full inventory, when any change is made either to the Kardex number or to the Record-Group number or to the file name on the Archives Web site.
The online Kardex Concordance is a tool for linking the original Kardex numbers to the more recent web descriptions and locations. The online Kardex Concordance must be carefully and thoroughly maintained so that translations from the original Kardex numbers to the Internet designations can be reliably made.
This policy applies to all University of Missouri - Columbia Archives staff members and student workers.
4-1. The Archives staff determine when changes to the online Kardex Concordance are necessary and monitor their implementation.
4-2. The Archives staff and student workers (under staff direction) make changes to the online Kardex Concordance as needed.
4-3. The University Archivist has final responsibility and oversight over changes made to the online Kardex Concordance.
Online Kardex Concordance - Two HTML files resident upon the University Archives Web site that connect the previous system of numbering as reflected in the Kardex file to the new web description and location. There are two separate pages, one for Columbia Campus records, and one for University-Wide records. Each page has links in descending order according to the Kardex numbering. The left side bar contains links that can take one directly to the beginning of the listings for each Record Group. If the Kardex number is known, click on that Kardex number and link to the new location on the Archives Web site.
6-1. Any new webpage added to the University Archives Web site must be recorded in the black binder entitled Web Pages Currently Uploaded, located on top of the file cabinet for paper inventories in 723 Lewis Hall. Additions and changes should be made with pencil and need not be typed. Additional blank pages are located in the binder .
6-2. The Kardex Concordance should be updated at the following times: when a new description is added to or removed from the Archives Web site, when a summary is changed to a full inventory, when any change is made either to the Kardex number or to the Record-Group number or to the location on the Archives Web site.
6-2-1. To make an addition or an amendment to the Kardex Concordance, first download a copy from the remote Web-server to be sure it is the most recent (see Policy 10, Posting Files to the Web Server). Changes to campus records will be made on the file entitled concordance-c.html, and changes to university-wide records will be made on the file entitled concordance-uw.html. Make certain that no other staff member is currently working on a change to the concordance file and thus avoiding copying over work in progress.
6-2-2. Open the concordance in Wordpad. Be sure to change the revision date at the end of the Kardex Concordance file. To add a new entry for a collection that was not previously on the Archives Web page, scroll down to its numerical place in the listing and create a line space where the new Kardex number should go. If it is a summary entry, copy another summary listing and paste it in the empty line space. If it is a full inventory entry, likewise copy, and paste another full inventory listing. Change the Kardex number, the Web numerical title in the "a href" listing, the Web page file name in the visual text, the series number (series numbers will only be in summaries), and accession numbers (accession numbers will only be listed for collections that have Kardex numbers ending with NP). See the following examples of Kardex Concordance listings:
Full inventory in the Campus Records group: C:0/3/5, full inventory; c-rg0-s2
Summary description in the University-Wide group: UW:4/4/4, Series 1, summary; uw-rg4-s37
Summary description in the University-Wide group with a Kardex Number ending in NP: UW:4/4/NP (A86-56, A87-110), Series 1, summary; uw-rg4-s37
6-2-3. When the editorial changes have been made and carefully checked, save the file in text format. Then upload the newly modified and saved file to the remote Archives Web site (see Policy 10, Posting Files to the Web Server).
Return to the Table of Contents7. APPENDICES:
7-1. Concordance Explanation Page
7-2. Concordance for Records of the University of Missouri - Columbia Campus
7-3. Concordance for Records of the University of Missouri System - Administration
(Last Revised: 13 August 2002)