The 午夜影院 System four-campus records and information management program establishes the criteria for retention of records, ensuring the University retains the necessary information to meet legal, financial, administrative, research and historical needs.
- The Records Management Program accomplishes its mission by:
- Helping to create records that are necessary for the continued operation of the University.
- Saving records and information that are necessary for the continued operation of the University.
- Creating no more records than are necessary.
- Retaining no more records than are necessary.
- Establishing effective filing systems.
- Operating an efficient cost-effective records center.
- Provide records disaster planning and prevention consulting services.
Records stored at the Records Center are secure and easily retrieved. More than 400 departments from all four campuses currently store more than 137,000 boxes of records at our facility. Using the University鈥檚 facility is more efficient and cost effective than utilizing valuable office space for storage.
All University records that have official retention schedules can be stored in the Records Center. Records that do not have retention schedules may be stored in the Records Center, provided the department agrees to the development of a retention schedule for their records as soon as possible. The development of a schedule ensures records will be retained long enough to meet the University鈥檚 needs.
It is good practice to review electronic and paper records at least annually. While reviewing records, you may destroy outdated records that have exceeded their university retention authorization and send inactive records to us for storage.
Records Management Services
Records Management Services
Disaster Prevention, Planning and Recovery
Records Management staff can provide assistance to departments in developing disaster prevention and recovery plans.
Identifying and Managing Records
Records Management staff will assist you in creating a listing of the types of records, dates, volume, distribution of the records and other important information.
Microfilm
The Records and Information Management Department has a special climate-controlled room dedicated to the storage of original microfilm/microfiche records.
Order Supplies
Ensure you have the necessary supplies to ship records to the Records Center, and learn how to use the Confidential Disposal Service.
Storing Records
Learn what records can be stored at the Records Center, as well as how they are stored, how they can be disposed of and how to recall them.
Records and Information Management Training
Records Management provides convenient training options as part of our ongoing effort to help faculty and staff manage their records. We offer classroom-style training, onsite training and have online training tutorials available, covering any aspect of the Records Management program. To request a presentation, contact Records Management at recordsmanagement@umsystem.edu.
Records Retention Authorization/Approval Authority
The Records Retention Authorization is used to describe the record series, the record series purpose and the required retention period for each type of record.
The authority for approving Records Retention Authorizations rests jointly in the following positions:
- General Counsel
- UM System Archivist Representative
- Director of UM System Records Management
- UM System Internal Audit
Upon approval of a Records Retention Authorization by the above group, the authorization becomes official University policy and is to be followed by University employees.
History
Planning for the four-campus program began in 1963 and became a reality in March of 1964, making it the second oldest University Records Management program in the United States. The program began operation with a Records Manager, Records Center Supervisor, Records Center Clerk and Secretary. The department's first home was in the basement of Columbia Campus' General Service Building. The Records Center was 3,200 square feet with a storage capacity for 6,400 standard-size records center boxes and had a staff of four full-time employees.
In 1970, microfilming equipment was purchased to start an in-house microfilming program. Due to a lack of available space in Columbia, the Records Center was moved to an underground facility in Kansas City in 1975. The space vacated by the Records Center was remodeled and the microfilm staff consolidated form four different locations. By the late 1970s, the microfilming service had become the largest University microfilm facility in the country and became the standard for others to follow. Microfilm training was provided to many different organizations, including on three separate occasions, employees of the Egyptian Ministry of Foreign Affairs, Cairo, Egypt.
In 1981, the microfilm facility was moved to the University Printing Service Building on 5th Street, followed in 1983 with the move of the Records Center from Kansas City to the Rock Quarry Warehouse in Columbia. The move increased the Records Center storage capacity from 20,000 boxes to 35,000 boxes. By the late 1980s, the number of documents filmed by the microfilm facility had reached an annual volume of 8 million source documents images and around 12 million COM images. The staff had grown to 18 full-time and several part-time employees.
To accommodate the continuing need for additional space to store records, the University purchased a building at 2910 LeMone Blvd., and after remodeling, moved both the Records Center and microfilm facility to this building. With the move, the Records Center storage increased to 135,000 and still has room to grow.
The ever-increasing conversion to electronic record applications reduced the amount of paper records being microfilmed, and in June 2002, the microfilm facility was closed. Today, the Records Management program has a staff of 3 full-time employees.
For information on using our services, or becoming a new customer, email recordsmanagement@umsystem.edu or call (573) 882-5955.