Home » Special Collections & Archives » University Archives » Transferring Records to University Archives
Review the official Records Retention Guide from the UM System Records Management office 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.
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.
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(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:
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 documenting the operation and development of UKC/UMKC such as:
M.A. and Honors theses and dissertations of UKC/UMKC students.
Artifacts related to UKC/UMKC to the extent space permits.
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.