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Record Group: 4 UW
Record Sub-Group: 54
Records Title: UM System; President's Office; Office of Records Management; Administrative Records
Dates: 1961-2000
Volume: 10 cubic feet, 12.5 linear feet

Scope and Content Note

This Sub-Group contains records of the University of Missouri President's subordinate Office of Records Management. Included in this Sub-Group are correspondence, policies and procedures information, documentation of Records Center daily activities, reports concerning Records Center physical requirements, information on the legal aspects of records retention, reports of the Records Retention Committee, documentation concerning records transferred to the University Archives, retention and destruction decisions, logs of inquiries concerning storage and use of records, and Records Center vehicle use records. Also included in the Sub-Group are Records Center general administrative files, project files, Records Center publications, records of the Departmental Records Coordinator (DRC) program, forms-management records, campus-mail records, and materials pertaining to the Association of Records Managers and Administrators (ARMA).

Historical Note:

A Records Management program was established at the University of Missouri in 1964, initially reporting through the University of Missouri-Columbia (UMC) Fiscal Operations Office to the UM-System Comptroller. In 1980, Records Management and the University's microfilming services were made separate units and, for administrative purposes, microfilming was placed under the Division of Printing Services. Soon administrative oversight of Records Management was again shifted, first to the System Purchasing Office and later to System Facilities Management.

In 1984, Records Management was transferred to the Printing Services and Microfilming Unit, along with Forms Management and Design. The name of the entire unit was then changed to Printing and Records Management Services. In 1987, the Printing and Records Management Services Unit was transferred to UMC administrative control. On July 1, 1989, Records Management was transferred back to UM-System administration, as a part of the Division of Management Services. The Office of Business Services was established in August, 1990, and administrative control over Records Management was delegated to that new UM-System office. In 1992, Records Management was removed from System Business Services and became a separate department, reporting directly to the Assistant Vice President for Management Services.

Prior to 1963, an unofficial University of Missouri records storage facility was located in the upper floor of the Technical Education Services building; however, no official Records Management department yet existed. From 1964 to 1972, Records Management was a University of Missouri-Columbia function. Despite this administrative change, records from all campuses still were stored at the UMC General Services Building. In 1975 Records Center storage was moved to an underground facility in Kansas City, Missouri. In 1983, the UM-System Records Center was moved to a warehouse on Rock Quarry Road in Columbia. In January 1990, all Records Management functions, including Microfilming, Forms Management, and Records Storage, were moved to a new warehouse on Lemone Boulevard in Columbia, Missouri.

Series Descriptions:

Series 1 - UW:4/45/1 (A83-120)
This Series contains records of the Records Management Department, (1971-1983). Included in the Series are photographs of individual members of the 1971 UM-System Records and Archives Committee and a group of fourteen captioned photographs depicting operations carried out by Records Center personnel, (1971). Also included in Series 1 are four photographs which depict different stages in the construction of the Rock Quarry Road (Columbia, Missouri) building which, until 1990, housed the Records Center and Archives storage, (1983).
(1/3 c.f., Ellis; Pkg., Ellis)

Series 2 - UW:4/45/2 (A85-135)
This Series contains records of the Records Management Department, (1961-1979). Included in Series 2 are correspondence, policies and procedures information, documentation of Records Center daily activities, reports concerning Records Management's physical requirements, information on the legal requirements of records retention, reports of the Records Retention Committee, documentation of records transferred to the University Archives, records of retention and destruction decisions, logs of inquiries concerning storage and use of records, and Records Center vehicle use records.
(1 2/3 c.f., UMLD1)

Series 3 - UW:4/45/3 (A96-19; A00-104; A04-39; A08-30)
This Series contains records of the Records Management Department, (1965-2000). The bulk of records included in this Series were created or received by Wayne Duncan, Assistant Director of Records Management (1984 to 1989) and Director of Records Management, (1989-2002). Included in the Series are correspondence, annual reports, (1986-1989, 1996-1998), general administrative files, publications, Departmental Records Coordinator (DRC) program records, forms-management records, task-force forms and documents, self-study and other reports, building maintenance records, and campus-mail records. Also in the Series are documents pertaining to the Association of Records Managers and Administrators (ARMA), Records Management Consultants, Records Management Reviews, the Microfilming Unit, numerous seminars, and various committees and meetings, including the Electronic Forms Advisory Task Force, (1991), and the Research Data Access and Retention Committee, (1996-1997).
(5 c.f., 000922, 021399, 034103, 113218, 019309)
Note to Researcher: For more on the Department of Printing and Records Management, see Series 9, Sub-Group 37 of Record Group 1 C.
Note to Archivist: One box list for this Series is available online. It can be accessed by following this link.

Series 4 - UW:4/45/NP (A98-105)
This Series contains records of the Records Management Department, (1988-1992). Included in the Series are Records Center project files, records management administrative correspondence, and materials pertaining to a 1992 Records Center retention review.
(3 c.f., 019615, 034794, 065586)
Note to Researcher: Series 4 is currently unprocessed. Until it has been processed and inventoried, public access to records in this Series may be limited. Paper box lists are available for this Series.

Series 5. - UW:4/45/4 (A19-14)
This Series contains photographic material created and received by the Records Management Department of the University of Missouri, (ca. 1979-2013). The material consist of photographic prints, negatives, and slides and includes the following topics: Records management staff, events such as retirement celebrations, birthdays, and services awards, presentations, warehouse facilities and grounds, equipment, and work spaces. The Series includes photographs of the damage caused by a tornade in 1998 and the subsequent clean-up.
(1 c.f., UMLD1)
Note to Archivist: The box list for this Series is available online. It can be accessed by following this link.

Restrictions Note: The Archives of the University of Missouri-Columbia is required by law and Board of Curator's policy to restrict access to some files and information. Student records are held as confidential under the Federal Educational Rights and Privacy Act of 1974 and by University policy. Faculty promotion and tenure records and Academic Personnel files are restricted for 75 years, or the lifetime of the individual. All grievance, disciplinary, and medical records are treated as confidential files. Consultations with legal counsel, both in-house and external, are protected by the attorney/client privilege and will not be released.

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