University of Missouri - Columbia Archives

Policy Number 15: University Publications and Pamphlets


The University Archives acquires the official publications and printed materials of the University of Missouri-Columbia and the University of Missouri System Administration, as well as all publications produced by departments, schools, colleges, and organizations affiliated with the University. These include catalogs, newsletters, brochures, bulletins, newspapers, directories, faculty and student handbooks, schedules of classes, University of Missouri Press monographs and series, and calendars of special occasions or celebrations. These publications are processed into Records Groups under the Printed and Duplicated Sub-Group. Pamphlets and other documents of sporadic publication will be stored in the Special Collection vertical file located in B3A.


The copies of publications acquired by the Archives are considered to be the record copy, and are therefore considered permanent. The University Archives acquires these record copies as part of its mandate to collect, preserve, and make accessible to the public the permanent records and documentation of the University of Missouri-Columbia and the University of Missouri System, as well as those records that enrich the historical understanding of the University.


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


4-1. The University Archives staff and student workers (under staff direction) will appropriately file all University-related publications that come to the Archives.

4-2. The University Archivist decides when a publication warrants being changed from a pamphlet collection to having its own presence as a title in a Printed and Duplicated Sub-Group.


5-1. Pamphlet - a brief, unbound, one-of-a-kind issue or publication; a small publication that sometimes relates a profile of a University program or class, and can also include flyers for special University-related events.

5-2. Printed and Duplicated Collection - a longer and more regular serial publication of the University or its sub-units. These collections may be created out of the Pamphlet files when volume, regularity, or formality dictates a separate title identity.


6-1. Certain publications produced by University Departments, such as bulletins or catalogs, have their own collection numbers. It is beneficial to become acquainted with these publications so that when they enter the Archives, they can be quickly and properly filed into their correct collections. Most of the catalogs and bulletins that have their own collections are stored in 723 or 703 Lewis Hall; taking note of these collections will help in determining the location of some of the incoming publications.

6-2. When an published item enters the Archives, determine the office of origin for the publication as a starting point to placing it in a collection. If it is a bulletin or catalog, it may be part of the collections kept in 723 or 703 Lewis Hall. If this is not the case, check the listing of Records Groups in the notebook in room 723 to locate the number of the office of publication, then browse that area of the Kardex file for collections that may apply, or enter a keyword search on the Archives Web Browser to locate its proper location.

6-3. Publications that do not have their own collection numbers are part of the Pamphlet Collection, which is the C:30 or UW:30 Record Group. These collections are not described or recorded on Kardex cards. A general guideline is to search the Subgroups listed under the C:30 and UW:30 Record Groups for the appropriate location. These Subgroups have been developed to coincide with the Record Group Numbers: the second number in the Pamphlet Collection number generally refers to the Record Group number of that administrative department, school or college, e.g., in the collection number C:30/12/xx, the numeral 12 refers to pamphlets published by the School of Law; Record Group 12 is the School of Law. This knowledge should help you determine at least the first two numerals of the collection number and lead you to the correct area in the Pamphlet Collection's listing of Subgroups Browse down the list of Subgroups until you come to a probable Subgroup and note the entire collection number, e.g., C:30/12/1.

6-4. Armed with what you hope will be the correct collection number, the next step is to locate the collection. The Pamphlet Collection is housed in 725 Lewis, in shelving on the north and west walls. The Columbia campus Pamphlet Collection (those beginning with C:30) are located on the west wall; the System-Wide collection (those beginning with UW:30) are located on the north wall. The collections are arranged in numerical order, e.g., C:30/1/1 followed by C:30/1/2.

6-5. Search the collection for indications of earlier examples of the publication you are seeking to file. If you are uncertain as to whether the publication actually belongs with the collection you have chosen, ask the opinion of another staff member or the University Archivist.

6-6. If you have added a publication to a collection that has its own collection number, check the inventory and Kardex file to see if there is a precedent to record every new addition; if so, record the publication(s) that you have added.

6-7. When an item has been shown to have a regularity of publication over a span of years, the University Archivist may decide to remove it from the pamphlet collection and place it in a collection of its own as a Sub-Group under the appropriate Record Group's Printed and Duplicated Series.

6-8. Placing a pamphlet collection in a collection of its own as a Sub-Group under the appropriate Record Group can be done in two manners: (1) For Record Groups C:0 and C:1, the printed and duplicated materials will be placed in a Sub-Group corresponding to the office from which the publication was issued and given an 00 ending. For example, publications issued by the Vice Provost for Minority Affairs and Faculty Development Office will be placed in Record Group 1, Sub-Group 34 with the 00 ending - C:1/34/00. This manner is only utilized for Record Groups 0 and 1, because of the tremendous scope of these two Record Groups. (2) The second manner utilized will be to place printed material under the Record Group from which it was issued and then to give a 00 Sub-Group. This 00 always denotes printed and duplicated materials. For example, a newsletter from the College of Agriculture will be assigned to C:3/00/xx, with the next available number as the last digit of the collection number.

NOTE: Materials previously listed as being part of the pamphlet file from Record Groups 0, 1, 2, and 3 have been processed, assigned collection numbers, and given a new location no longer in Room 725.

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(Revised: 25 September 2002)

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