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Record Group: 4 UW
Record Sub-Group: 71
Records Title: UM System; President's Office; University Archives; Administrative and Presentation Records
Dates: 1969-1999, bulk 1970-1985
Volume: 3 and 1/6 cubic feet, 3.96 linear feet

Scope and Content Note

This Record Sub-Group contains committee records, operational records and celebratory records created or received by the University Archives (1969-1999). The Sub-Group includes University Records and Archives Committee records; several editions of University Archives procedures manuals; several versions of the archives records classification scheme; circulation, reference, and accessioning records for the Archives; and photographic prints and slides of the University Archives facility and a ceremony honoring the Archives Director, Ralph Havener, for 15 years of service.

Historical Note:

In 1969, the position of Director of the System Wide University of Missouri Archives was established. Ralph Havener, appointed as Director, was responsible for archival efforts on all four campuses of the University of Missouri. The Director reported directly to the University System's Vice President for Administration. In 1979, this reporting structure changed and the Director's responsibility shifted to the Vice President for Academic Affairs. In 1989, an independent review committee evaluated the records management, archival and historical manuscript programs at the University of Missouri. Recommendations from the Review Committee include the creation of independent archival programs on each of the four University campuses. The first Director of the University Wide program, Ralph Havener, retired in November of 1990 as the University's archival program was about to undergo fundamental change. It is of use to note that both University System and University Wide are terms used to refer to the archival program that included all four of the University of Missouri campuses.

Series Descriptions:

Series 1. - UW:4/161/2
This Records Series contains several editions of the University Archives Policy and Procedure Manual. The Series includes editions of the manual compiled and updated between the years 1979 and 1998 and the 1999 revision. The "Record Group Listing," served as a classification scheme for archival records and it constituted a large portion of early editions of the Manual. This Records Series also contains photocopies of the 2 volume accession register of the University Archives (1969- )
(1/2 c.f., UMLD1)
Note to Researcher: The original University Archives procedures manual, prepared in 1970, is not included in this Records Series, there is no known extant copy.

Series 2. - UW:4/161/4
This Records Series consists of completed reference request and charge-out cards used by the University Archives from 1971 through 1998. These 3x5 file cards contain the names of readers and their contact information, archival materials consulted, and record materials copied or temporarily discharged to the record creating office.
(1 c.f.: 6 Shoeboxes, Ellis)
Note to Researcher: Series 2 contains some records which are confidential and restricted. See the restrictions note at the end of this finding aid.
Additional reference requests can be found in

Series 3. - UW:4/161/9 (A94-111)
This Records Series consists of the meeting and working records of the UM-System University Records and Archives Committee (1970-1991). This Series consists of minutes of committee meetings, records disposal authorizations, retention decision recommendations, requests to change records retention authorizations and related correspondence. Sample materials that support requests for establishing or changing records retention periods and dispositions are included in the Series.
(1 1/3 c.f.: 1 c.f., 040084; 1/3 c.f., UMLD1)
Historical Note: The University Records and Archives Committee was authorized by the Board of Curators on 13 February 1970. The Committee was charged with determining which University records had enduring administrative, legal, and research value and thus were candidates for retention by the University Archives and which records lacked such long-term value and needed to be destroyed or otherwise disposed. These decisions were regulated either in general retention and disposition authorizations (applying to all University units) or in special retention and disposition authorizations for uncommon records (applying to only the records of a single or select number of units). The Committee was disbanded when the University of Missouri Archives was decentralized on 31 December 1991.

Series 4. - UW:4/161/3
This Records Series consists of approximately 42 35mm color transparencies of the University Archives staff, facilities, and forms used by the department (1975, 1984).
(Env, Ellis)
Note to Researcher: Seventeen of the slides were used by University Archivist Ralph Havener in a spring 1975 presentation.

Series 5. - UW:4/161/5 (A84-77)
This Records Series consists of 9 photographs of the ceremony and reception held in the University Archives Reading Room on 1 August 1984 to honor University Archives Director Ralph Havener for 15 years of service to the University. The Series also includes a banner for the occasion signed by University Archives staff members.
(Env, Ellis)
Historical Note: Dr. Melvin George, UM-System President, delivered a short speech for the occasion. In attendance at the reception were President Emeritus Elmer Ellis and Secretary to the President Bessie Hume.

Series 6. - UW:4/161/NP (A01-02)
This Series contains records created by the UM-System University Archives Office while updating the administrative histories of the University (1976-1990). It contains correspondence, memoranda, lists, and some copies of administrative histories. The bulk of the collection consists of form letters and responses but it also contains two University Archives Status Reports, (30 September 1976 and 30 June 1978) and a newspaper article on C. Peter Magrath dated 24 June 1984.
(1/3 c.f., Ellis)

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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Published by: University Archives
Compiled: October 2000
Revised: 27 January 2010

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