Transferring Records to University Archives

Are you in charge of transferring your office’s administrative records to University Archives? This guide will assist you in determining what materials to keep that have historical value. The guide also provides instructions on how to prepare your materials for transfer to University Archives. Please contact UM Records Management if your materials need to be sent directly to them for non-permanent records retention for assistance.

What to Keep

UMKC University Archives accepts the following materials listed below. For a complete list, see Archival Records from the University Archives at the University of Missouri at Columbia.

What not to keep

University Archives does not accept items such as financial documents, student files, and transitory records that have temporary usefulness. For a complete list, see Non-Archival Records from the University Archives at the University of Missouri at Columbia. UM System Records Management also outlines confidential and non-record material.
Icon of a box

How do I transfer records to University Archives?

Review the official Records Retention Guide from the UM System Records Management office, the University Archives Collection Policy and this webpage. These documents will tell you exactly what should be kept and how.  Contact University Archives if you have any questions about what should be permanently archived.

Remove your materials from any notebooks, 3-ring binders, binder clips, paper clips. Any kind of metal fastener will rust, puncture, or indent over time and damage your materials.

Place your materials into manila folders and label the folders as to their contents. Use language that makes sense for your office as well as for someone who may not know what you do.  These folder names are how the materials will be searched and retrieved in the future.

Place the folders in “banker’s boxes” and label each box with your department name. You can purchase Records Center boxes from Printing Services on the Columbia campus.

Notify University Archives that you have a box delivery for us. We will coordinate with you and campus Mail Services to transfer your boxes. Mail Services can assist you with any questions you have about prepping the boxes for shipment. Please contact UM Records Management if your boxes need to be sent directly to them for non-permanent records retention for assistance.

What happens next?

Legal and constituting documents

(e.g., charters, constitutions, by-laws), vital records or security copies produced by the UKC/UMKC vital records program, policy statements, and reports (along with their supporting documents), minutes, substantive memoranda, correspondence, and subject files of the:

  • governing board
  • chief executive, academic, legal, financial, student affairs, and administrative officers
  • heads of units operating with a high degree of independence, e.g., universities’ colleges, medical and law schools, and research institutes
  • major academic and administrative committees, including the faculty senate and staff assembly

Reports of:

  • self-studies and accreditation visits
  • annual budgets and audits
  • offices of admissions, institutional research, university relations—public relations both on- and off-campus—and development (fundraising)
  • research projects, including grant records

Records of:

  • departments, e.g., minutes, reports, syllabi, faculty vitae, and sample test questions
  • retired, resigned, terminated, or deceased personnel the school employed
  • the registrar, e.g., calendars and class schedules, enrollment records, graduation rosters, and other reports issued on a regular basis
  • academic, honorary, service, and social organizations of students, faculty, administrators, and staff on campus

Publications distributed in the name of UKC or UMKC

All publications, newsletters, posters, or booklets about or distributed in the name of UKC/UMKC or one of its subunits, e.g., books, posters, magazines, catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, alumni magazines, and ephemeral materials.

Special format materials

Special format materials documenting the operation and development of UKC/UMKC such as:

  • audio, audiovisual, and multi-media productions—still photographs, slides, and negatives
  • motion picture films, audio, and audiovisual cassettes
  • maps, blueprints and plot plans of the campus and its buildings

M.A. and Honors theses and dissertations

M.A. and Honors theses and dissertations of UKC/UMKC students.

Artifacts

Artifacts related to UKC/UMKC to the extent space permits.

Records of school-related groups

Records and papers produced by school related organizations, groups, and individuals while actively connected with the school, such as private papers of faculty members produced while working with or for the school; as well as manuscript collections related to the school.

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FIRST FLOOR GALLERY

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