The University Archives does not have the human resources to process and arrange all of the records within its holdings. However, when a collection contains materials that are considered to have high research value, it will be processed and arranged according to guidelines set forth by the University Archivist.
The purpose of this policy is to standardize record processing procedures and arrangement principles in the University Archives. Its purpose is not to replace a detailed manual for archives processing and arrangement.
This policy applies to all University of Missouri - Columbia Archives staff members.
4-1. The University Archivist is responsible for creating and upholding standardized processing procedures for the Archives. The University Archivist also grants final approval of proposed arrangement plans for collections.
4-2. The University Archives staff is responsible for rehousing, refoldering, and rearranging records.
5-1. Arrangement - the process of organizing and managing historical records by (1) identifying or bringing together sets of records derived from a common source which have common characteristics and a common file structure, and (2) identifying relationships among such sets of records and between records and their creators.
5-2. FF - abbreviation for file folder used in an inventory or container list.
5-3. Processing - the series of steps required after records are accessioned to prepare them for public use. Processing may consist of, but is not limited to, the following actions: (1) discarding duplicates or those records having no significant or lasting value, (2) arrangement into series, (3) refoldering, when necessary and expedient, in new acid-free file folders with new descriptive file folder headings and identifying information, (4) rehousing in new acid-free boxes, (5) inventorying or creating a box list of the file folder headings for each container of records, and (6) drafting a finding aid for the described records.
5-4. Provenance - description of the origin of the records, and general history of a collection, i.e., how it came to be where it is now.
5-5. Record Group - body of organizationally related records from a common administrative unit.
5-6. Record Series - file units or documents arranged in accordance with a filing system or maintained as a unit because they result from the same filing or creation process.
6-1. Records Processing:
6-1-1. All new accessions being processed will be rehoused, if their condition warrants, in acid-free, buffered file folders and in document cases or storage boxes. Acid-free box sizes are 1 cubic foot, 1/3 cubic foot and 1/6 cubic foot. Standard storage boxes (non-acid free) are mainly used for materials already located in or to be stored in off-site storage available through University of Missouri Records Management. Sizes may be mixed in a collection. Fill boxes full enough so that materials stand or lie straight rather than allowing them to sag or fold, but do not overfill the container. For oversize items, there are flat oversize boxes available, or folders may be made out of the heavy acid-free paper. Odd-shaped items may be wrapped with acid-free paper.
6-1-2. File folders will be labeled using only #2 graphite pencil and should generally conform to the following standard convention for inventoried collections:
__________________________________________________________________________
|C:3/24/7 G.I.C.L. Operating Files (1992) Box 1
|Series 1 Correspondence A-D FF # 21
6-1-2-1. Each file folder will have a sequential number assigned to it and it will be written on the file folder and recorded in the inventory. File folder numbering should begin anew with each box and container within the collection.
6-1-2-2. When preparing finding aids, begin each new box with file folder or envelope 1. Do not number file folders consecutively in a multiple box collection.
6-1-2-3. All labeling will be in print form and not cursive hand.
6-1-3. Metal fasteners such a paper clips or other devices will be removed from the documents during processing when their condition warrants. Staples will be removed when there is evidence of corrosion or rusting and there is damage being done to the paper.
6-1-4. When processing a full inventory -- and time permitting in all other cases -- newsprint or early and unstable duplication formats will either be removed from contact with other documents in a file folder by sleeving or interleaving or be photocopied. Photocopying the clipping on acid-free buffered paper and replacing the original with the copy is preferred when size and form permit. When size and form do not permit photocopying, or if the newsprint or physically unstable item has intrinsic value, the newsprint item may be segregated in a photo sleeve or a buffered envelope and left in the file folder. The first course of treatment, photocopying, is to be given preference over the second.
6-1-5. When processing a full inventory -- and time permitting in all other cases -- photographic prints and negatives will be housed in appropriate enclosures to insure proper conservation and then replaced, when reasonable, in their original order within the body of records. Another preservation process is to place photographs or negatives between layers of acid-free paper. When processing photographs or negatives, white-cotton gloves must always be worn to protect the items from fingerprints.
6-1-6. Except in special instances, duplicate materials within a collection are to be discarded.
6-1-7. Items that may be restricted under the Family Education Rights and Privacy Act, Collective Bargaining Agreements, Personal Privacy Laws, Client Confidentiality, or other records held confidential by the University of Missouri are to be placed in an envelope, marked RESTRICTED, and placed back in the file folder from which they came. If the entire folder consists of restricted material, then it should be marked as such, in red, on the outside of the folder and on the label tab. When a box contains restricted materials, a hand drawn red dot is placed on the labeled sides of the archival container in order to alert the reference service provider prior to giving the entire box to a researcher.
6-1-8. Do not fill file folders beyond 1". If necessary, divide the contents among two or more folders.
6-1-9. Each box or package should be identified with a label.
6-1-9-1. If the boxes are intended for on-site storage, then the small white label will be used. Cubic foot boxes require two labels, one on an end underneath the handle hole, the other on the left hand side of the box from the first label. 1/3 and 1/6 foot boxes require only one label, below the cover flap on the same end of the box as the pull string. These labels should contain the Record Group and Sub-Group titles, the dates of the collection, the collection number, and the box number.
6-1-9-2. If the boxes are intended for off-site storage, either a UMUW Form 121 label (for Records Center storage) should be used or the labelling for on-site storage (for University of Missouri Library Depository storage) described in Section 6-4 above should be used. In the latter case, additional annotation on the top end of the box is added: repeating the unique Classification number and box number as well as applying an "Archival Preservation" sticker. Labels for boxes intended for off-site storage can be secured with a piece of the wide, clear packaging tape.
6-2. Arrangement:
6-2-1. Maintain strict provenance; never mix materials from different sources just because logically or topically they belong together.
6-2-2. Maintain original file folder order when it is logical and reasonable. When the original order impedes the description and potential access to the materials then rationalizing the order of the material is acceptable.
6-2-3. Small collections need not be ordered into Records Series. A summary description and folder or container list is sufficient.
6-2-4. When developing Records Series within an accession, make as few separate Series as is rationally possible without doing harm to the descriptive scheme and potential access. Series should be broadened in preference to over-dividing a body of records into a multitude of Series or Sub-Series
6-2-5. Before a collection is assigned a new Sub-Group and Collection number, careful attention should be made to make certain that the body of records is not a continuation of or very similar to Records Series already in the holdings. If records are additions to existing collections or Series rather than a new collection or Series, it will be assigned the number of the original collection.
NB: However, in the majority of cases, it is best for a new accession to receive its own classification number and description. This practice will facilitate reference service much better than adding to an existing collection.6-2-6. When records arrive in the Archives with numbered file folders, and rearrangement is necessary to create a rational arrangement, the folders should be renumbered according to the standard scheme used by the Archives.
Return to the Table of Contents
7. APPENDICES:
7-1. University Records Center Box Label.
7-2. MU Archives Box Label.
Revised: 03 May 2024
Copyright © Curators of the University of Missouri 1997-2005
Published by: University Archives muarchives.missouri.edu/
URL: https://muarchives.missouri.edu/man-p2.html
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