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Which Records to Send to the Archives

All university departments, offices, and organizations are encouraged to transfer inactive historically valuable records to the University Archives, in accordance with the Records Retention Guide, published by the University of Missouri Records Management Division. Due to volume or frequency of use, certain permanent records series are retained in the originating office (e.g. Alumni Information Records in Alumni Relations and Matriculated Students Academic Records with the Registrar).

Types of Historically Important and Permanent Records Created by Many University Offices and Departments

  1. Correspondence -- pertaining to policy, major events, gifts, etc. that records the history of the organization.
  2. Annual/biennial reports -- provide a summary of activities for a given period of time, making them one of the most valuable of all historical records.
  3. Final research reports -- provide summaries of MU's major research activities.
  4. Special reports -- include reports of the University Chancellor and System President, special reports and studies received from consultants, and other reports having continuing administrative and research value.
  5. Official publications -- not only the Savitar and the Maneater, student newspaper, but also departmental brochures, bulletins, newsletters, directories, handbooks, etc.
  6. Photographs, motion picture films, and videotapes -- provide important visual documentation of MU activities, students, personnel, and the campus.
  7. Policy statements -- include policies governing recruiting, interdepartmental relations, and administration of departments, colleges, committees, etc.
  8. Meeting minutes (record copy) -- of any boards, councils, committees, or similar organizations created by statute, order, or Board of Curators decision. In many cases, meeting minutes are an organization's only record of activity.
  9. Architectural drawings -- provide evidence of the physical development of the campus.
  10. Policy manuals and other guidelines issued -- have an established influence on the method or manner of doing affected tasks.
  11. Celebration and special event records -- include programs, substantive promotional and informational material, and final reports resulting from university or department-sponsored celebrations and special events.
  12. Personnel files of former or retired faculty or academic administrators.
  13. Awards, honors, fellowships, scholarship files (student, faculty, and staff)

Transferring University Records to the Records Center

Sending University Records to the Archives

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Published by: University Archives muarchives.missouri.edu/
Revised: 29 May 2007
URL: http://muarchives.missouri.edu/whichrec.html

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