Archives
Accreditation Records
These records include University, college or department files that document accreditation review by accrediting agencies. Examples of these records may include: correspondence and reports between academic departments and their accreditation organizations, accreditation standards and requirements, self-study reports and evaluations, faculty vitae, evaluation of the accrediting organization’s team reports, responses to the evaluation reports and literature on the accrediting organizations.
Alumni and Alumni Association Records
These are records held at the school, college or university level that include, but are not limited to, listing of alumni of the school or college, association constitutions and by-laws, minutes of association meetings, correspondence, materials on alumni, and newspaper clippings.
Annual Budget Publications/Books and Appropriations
These records are the official appropriation requests and budget books for each campus/system prepared by campus financial groups or by the University System Financial Office. These are the official documents that indicate where funds were distributed and include final budget reports. These records may also include the reports that document the allocation of State Appropriations.
Architectural/Engineering Drawings and Project Manuals
These records include the official drawings and project manual(s) made by architects and engineers which are signed and sealed originals. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual(s).
As-Built records such as drawings, Mylars, AutoCAD and Word documents made by architects and engineers when project is complete may include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual. As-Built copies are to be retained in Planning/Design and Construction until the sale or disposal of the property and then transferred to University Archives.
Informational copies (not the originals) may be destroyed after they no longer serve an administrative value upon the sale or destruction of the property.
Architectural/Engineering Drawings, Project Manuals, Blue Prints and Building Plans
These records include the official drawings and project manual(s) made by architects and engineers which are signed and sealed originals. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual(s).
As-Built records such as drawings, Mylars, AutoCAD and Word documents made by architects and engineers when project is complete may include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual. As-Built copies are to be retained in Planning/Design and Construction until the sale or disposal of the property and then transferred to University Archives.
This retention also includes all building plans, blue prints, property plats, tenant plan and drawings, color or black and white renderings of proposed completed parks, proposed modifications, specifications and University maps.
Informational copies (not the originals) may be destroyed after they no longer serve an administrative value upon the sale or destruction of the property.
Awards and Honors
These records document the granting of special awards, honors, fellowships and scholarships which are given to University students, faculty and staff selected for outstanding work in academic, professional, or administrative areas. Included in these records may be general correspondence concerning the awards, lists of candidates submitted, copies of official announcements, names of recipients and biographical information about them, guidelines and rules concerning the selection, purpose of awards, and Board of Curators action if taken, presentation details, publicity clippings, photographs, etc.
Building Plans, Blue Prints and University Maps
These are the official copy of the engineering drawings and blueprints made by architects and engineers. These include property plats, tenant plan and drawings, black and white or colored renderings of proposed completed parks, proposed modifications, specifications, and University maps, etc.
Anselm's note : How does this relate to the current authorizations for Planning, Design, and Construction (77-132) which makes distinctions between “as-bid” (to Archives) and “as-built” (retained by PD&C for life of building)? Does this cover the latter only due to its Series Cutoff? How are the “as-bids” handled?
I’m also a bit concerned that University maps are lumped in here and would according to the Cutoff never really make it to Archives.
Committees, Boards, Faculty and Staff Meeting Minutes and Agendas (Official Copy)
These files include all records relating to University committees, boards or task forces that function on a continuing bases or are appointed for a specific purpose such as event celebration, search committees, computer systems, fund raiser, special projects, etc., of the University upon which faculty, staff or the public serve as members. Files may consist of meeting notices, agendas, reports to and of committees, rulings of and policies established by the committee, correspondence, etc. The copy of record is held by the committee secretary or committee chair when there is no committee secretary.
This records category also applies to all official faculty and staff meetings at the department level or above and to all Board of Curators meetings and agendas.
Completed Grants - Final Reports
These files may include convenience copies of application and proposal records as well as various fiscal records relating to expenditure of grant funds including memos, letters, special notes and other explanatory materials that frequently are useful during any audit of the grant. Also included would be the research data itself as well as various reports including a "final report" normally required by the granting agency.
Note from Anselm: The transitory fiscal records are not of archival interest from my perspective. Of value is the application, the proposal, the final report, and sample data if relevant.
Faculty Service, Activity, Promotion and Tenure Files
Faculty service, activity, promotion and tenure files including curriculum, third year teaching evaluations, syllabi, publications and bibliographies.
FCC Licensure
These records are copies of licenses and renewals granted by the FCC to the TV station. Also included are regulations and guidelines issued by the FCC, and correspondence with the legal firm that represents the University with the FCC. Licenses are posted at the transmitter sites in Rolla, Missouri and Columbia, Missouri.
Final Research Reports and Records
This group of records includes the final research report, the research proposal, and possible correspondence.
Note from Anselm: How does this relate to the Grant Records from above? Is this non-funded research? Should they be combined? Again, the archival record from my perspective would be the proposal, the final report, correspondence related to the research itself (not the logistics or fiscal accounting) and any feasibly relevant data or data sample.
Foundation Records
These files document the administration of foundations established by the University to raise funds, provide prizes, awards and scholarships to students and alumni, and loans to students. These records may include, but are not limited to: copies of legal documents (wills, etc.) correspondence, samples of solicitations for contributions, scholarship or fellowship recommendations and lists, loan applications, minutes of foundation meetings, lists of members, reports, etc.
General Records including Correspondence, Memoranda and Subject Files
General correspondence is considered to be any correspondence originated by or received by any employee or department of the University in the transaction of University business. These records include letters, telegrams, notes, directives, email, memoranda, reports and any other records, hard copy or electronic, original or copy, created or received as part of the communication process and which are normally kept by date, name of the individual, department or the organization that originated or received it. In addition, a copy of the email accounts of designated University leaders will be transferred to archives after termination or transfer to a non-Capstone position and following the release of any pending litigation.
General subject files are those files set up by subject, topic, theme, committee appointment or other function where a series of documents cannot be filed or kept by any other single document characteristic. The files may include spreadsheets, notes, product brochures/catalogs retained for a specific purpose, reports, correspondence, etc.
Institutional, Departmental and Unit Histories with Organizational Charts
Need further description. Nothing on current retention schedule for this.
Institutional, Departmental and Unit Histories with Organizational Charts
Jeanne Clery Act Releases and Report Files
This group of files are reports on Jeanne Clery Act (Part 1) reportable incidents. They consist of daily, monthly, annual divisional reports and Daily Activity Report (Blotter) that include, but are not limited to: crimes reported, arrests reported, investigation incidents, vehicular accidents, general reports, injury illness, etc. They may also include progressive investigation, supplemental, and follow-up reports.
Memorabilia, Audio-Visual Material, Photographs, Slides, and Scrapbooks
This series of records includes all forms of audio-visual material including audio tapes, video tapes, film and digital a/v files. It also includes photographic material including prints, negatives, slides, scrapbooks and digital photos.
Also included are memorabilia that document the history of events and concerts at athletic or University facilities.
These records also include forms that grant University departments permission to use individual pictures, articles and statements, sound recordings, photographs, etc. in University publications, videos, television advertising, and other activities. Attach releases to articles, photos and clippings prior to transfer to archives (if indicated).
Official Reports Including Annual and Audit Reports
A copy of all official reports must be sent to archives at the time of publication. Examples of official reports include internal and external audits (both financial and management-type audits completed by the University's Internal Auditing function and external auditors), published Annual Reports, ad-hoc committee reports, etc.
The department's copy of an official report that has already been sent to archives can be destroyed when superseded or outdated, or no longer of administrative value.
Policies, Procedures, Directives and Rules
These records consist of the original directives, policies and procedures covering a wide variety of subjects that have been issued to schools, divisions and departments by various levels of administrative authority at the University. The issuing authority is considered to be the holder of the official record and is responsible for sharing this information with their campus archivist(s). All other copies are considered to be informational in nature.
Program History, Course Materials, Curriculum and Syllabi
These records contain materials used in the teaching of courses. They include, but are not limited to, lecture notes, lesson plans, sample tests, hand-out materials, subject related publications and articles, correspondence related to course, copies of syllabi, permission to reprint, course descriptions, outlines, bibliographies, etc. for each course offered. Also include the request for approval to add, delete or change courses.
Publications and Printed Material
These records include items produced for educational and informational purposes. It includes, but is not limited to: newsletters, pamphlets, catalogs, yearbooks, directories, proceedings, programs, reports/annual reports, recruitment pieces, posters, brochures, flyers, manuals, cards, magazines, announcements, promotional material, publications, university maps, event programs including athletics, concerts, lectures, general graduation records, and any other material printed and/or published.
Real Estate Contracts, Maps, Easements and Leases
These files are the copy of record of the purchase or sale of property to or by the University. They include: 1) correspondence offering properties for sale and relating to terms of purchase, 2) Realtor's appraisals, 3) copies of Board Recommendations, 4) copies of sales contracts, deeds of trust, abstracts, title insurance, and other such documents pertaining to the purchase/sale of property.
These files also include the copy of record for leases of property between the University and various other parties. Also included is correspondence regarding the terms of such leases and other related documents.
These are the copy of record for right of way deeds or easement agreements between the University and other parties, maps of land, and legal documents concerning obtaining easements.
These files are the copy of record of the purchase or sale of property to or by the University. They include: 1) correspondence offering properties for sale and relating to terms of purchase, 2) Realtor's appraisals, 3) copies of Board Recommendations, 4) copies of sales contracts, deeds of trust, abstracts, title insurance, and other such documents pertaining to the purchase/sale of property.
Speeches, Presentations, Publicity and Press Releases
This records series applies to speeches and presentations, press and publicity releases, and all historical records and memorabilia.
Strategic Plan Records
These records consist of, but are not limited to, reports, correspondence, studies and background materials related to the development of strategic or long range plans prepared at all levels of the University. Send one copy of the official plan to archives.
Traffic Stop and Racial Profiling Reports
These records are traffic stop information forms provided by the State Attorney General's office for compiling racial profiling statistics that are completed by officers after a traffic stop. They also include copies of the racial profiling reports.
Union Records
This series documents negotiations and contractual agreements between the University and the bargaining unit; it is also used for labor relations planning. Records may include but are not limited to: union memorandum of understanding and amendments, tentative agreements, arbitrator’s recommendations, negotiation work notes, strike contingency plans, management counter proposals, negotiation updates, newspaper clippings, press releases, research background material, employee classification printouts, Fair Share records, minutes, sound recordings, exhibits and reports of meetings, and related documentation and correspondence.
University Association & Organization Records, Constitutions & By-Laws
These records consist of, but are not limited to, newsletters, membership list, literature on conference/organization, reports, surveys, correspondence, meeting minutes, etc. of University associations and organizations and the involvement of faculty and staff. Student association and clubs are also included in this category.
Note to JoAnn - see 00-013-13. This may be a duplicate now that we've removed outside associations?
University Maps
Any official map produced of campus should come to Archives either on creation (as a printed and duplicated item) or when it is superseded.
University Statistical Data
These records include statistical data but not limited to: Annual salary surveys, enrollment statistics, Affirmative Action/EEO reports including records of participation by minorities, correspondence, directives hiring procedures, reports, compliance requirements, summaries, and any other records that document a departments efforts in affirmative action, etc.
Statistical records transferred to archives should be reports or summations of data rather than working data analysis or raw data.