University of Missouri - Columbia Archives


Policy Number 25: Savitar Processing Guidelines
10/2001


1. POLICY:

The University of Missouri-Columbia Savitar yearbook is an ongoing acquisition for archival preservation. University Archives receives Savitars on many occasions throughout the year, primarily from donors and the Savitar yearbook Office. Processing these acquisitions differs somewhat from normal processing procedures.

2. PURPOSE:

Due to the ongoing nature of acquiring the Savitar yearbook, the guidelines for processing Savitars deviates somewhat from normal processing procedures.

3. SCOPE:

This policy applies to all University of Missouri-Columbia Archives staff members and student workers.

4. RESPONSIBILITIES:

The staff member or student worker who processes a Savitar acquisition is responsible for following these guidelines and communicating with the rest of the staff concerning the process.

5. DEFINITIONS:

5-1. Accessioning - The process of making a brief, but permanent, record of materials entering the Archives system. The process includes giving the collection of materials a unique identification number and recording the date of arrival into the system, the donor, and a brief description of the material.

5-2. B3A - Vault/storage room in the basement of Clark Hall.

5-3. Box List - A finding aid that describes the size and the contents of each box or container in a very generalized way.

5-4. Inventory - A description of materials, either at the box level or at the folder level, which may be several pages in length.

5-5. Processing - The series of steps required after records are accessioned, to prepare them for public use.

5-6. Savitar - The University of Missouri-Columbia yearbook, established in 1894. The Savitar offers photographs of MU administrators, faculty, and students, arranged by class, organization, and extracurricular activity. Also included are photographs of important campus events, such as athletic contests, parades, convocations, and commencements.

5-7. UM Form 34A - Transfer of Records to Archives Form. The UM 34A is a blue, three part, landscape form obtained from the Records Management Department.

5-8. UMUW Form 171 - University Archives Inventory Worksheet - A form used as a control form for all collections accessioned into the University Archives that are described to at least summary level.

6. PROCEDURES:

6-1. Accessioning

6-1-1. Only accession Savitars that come from donors.

6-1-2. Do not accession Savitars given by organizations or departments of the University, particularly the Savitar Yearbook Office.

6-2. Storage in B3A

6-2-1. As individual Savitars are collected and received, note the additions on the "Savitar Inventory by Year" (which is located with the C:22/1/1 Inventory Worksheet in 723) and store them in a top cubby of B3A.

6-2-2. Place a paper inside those Savitars that do have accession numbers (i.e., from donors), indicating the accession date and accession number.

6-3. Storage at the Records Center

6-3-1. When enough Savitars are collected in the B3A cubby to make up one cubic foot box, then box up those Savitars to transfer to the Records Center.

6-3-2. List each Savitar and quantity on the UM Form 34A (Transfer of Records to Archives Form), so that an accurate count can be made for the box list and the inventory.

6-3-3. Make a box label for the box being sent to the Records Center and attach a yellow "Archival Preservation" sticker to the box, as well.

6-3-4. Send the box to the Records Center with the completed UM Form 34A.

6-4. Checklist of finding aids to update once UM Form 34A (Transfer of Records to Archives Form) is received from the Records Center indicating box location:

6-4-1. Box List - add new box and list Savitar volumes and quantities

6-4-2. Kardex Card - revise volume and add new box and location

6-4-3. Online Summary Location Page: https://muarchives.missouri.edu/c-rg22-s7-4a.html - add new box and location

6-4-4. "Savitar Inventory by Year" Inventory Sheets - add the box location for the individual Savitars

6-4-5. UMUW Form 171 (University Archives Inventory Worksheet) - revise volume

6-4-6. Microsoft Excel versions of the above finding aids and the "Savitar Inventory by Year" may be found on (P:) under the Savitar folder. The files are named "C-22,1,1" and "Savitar Inventory."

Note: Please see other policies for detailed instructions concerning accessioning and other processing procedures.
Note: In 2002 a project to digitize the Savitar began. The first phase was to make the Index and the Savitar available from the beginning to 1922. This digitization may be found here.

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(Last Revised: 18 April 2003)

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