Missouri State University Libraries

Special Collections and Archives:
Frequently Asked Questions

An on-going effort is underway to locate the historical records of Missouri State University and to ensure that these materials are preserved. Common questions regarding the University Archives are addressed below. Records keepers are encouraged to contact the Archives with additional questions at (417) 836-4298.

What is the University Archives?

The University Archives is a part of the Special Collections and Archives Department. It serves as the institutional memory of the University by identifying, acquiring, preserving, and providing access to records of enduring value. The Archives provides a climate controlled, secure location for storing and preserving records that document the history of Missouri State University.

Where is the Archives Located?

Special Collections and Archives
Duane G. Meyer Library, Room 306 (third floor)
850 John Q. Hammons Parkway
Springfield, MO 65897

How Can the Archives Benefit My Office?

• Save space. Transferring inactive records out of office areas frees filing equipment and office space for newer, more active records.
• Save money. Timely destruction of records or transfers to the Archives reduces the need to purchase filing cabinets and frees up storage space.
• Better access to the records. Records transferred to the Archives are carefully processed, cataloged, and preserved for future use.

How Will I Access My Records?

The records housed in the University Archives do not circulate outside of the Special Collections and Archives Department. Records can be accessed by contacting the Archives at 836-4298 or e-mail Archives@MissouriState.edu for viewing in the department reading room. The department is equipped to make copies.

What Are Records Retention Schedules?

As a public institution, Missouri State University is required to maintain certain records for a designated period of time. The records retention schedules (or Agency Records Disposition Schedules) identify which records must be maintained and for how long, as well as how to dispose of the records at the end of that period. Records may be scheduled for retention in the office, for destruction, or for transfer to the Archives. Not all records merit permanent preservation in the Archives.

What Kind of Records Does the University Archives Collect?

The University Archives collects:

• Records of the governing board and administration, including constitutions and by-laws, agendas and minutes, policy statements, correspondence, annual reports and budgets, and subject files concerning projects, events and functions;
• Records of departments, including minutes, reports, syllabi, correspondence and memoranda (incoming and outgoing), and subject files concerning projects, events, and functions;
• Records of campus-related committees and organizations (academic, honorary, service, and social organizations of students, faculty, administrators, and staff on campus), including minutes, correspondence, and subject files concerning activities, projects and events;
• Historical files documenting policies, committee and task force reports, and surveys;
• Publications: Copies of all newsletters, journals, brochures, monographs, programs, class schedules, catalogs, posters, and announcements distributed in the name of the University;  (To simplify transfer of publications, the University Archives should be placed on college, department, and office mailing lists to receive all future publications);
• Special format materials documenting the operation and development of the institution (e.g., audio-visuals: photographs, maps, blueprints, digital images, films, and sound and video recordings).

The University Archives generally does not collect:

• Records that are still used on a regular basis by office personnel;
• Records of specific financial transactions (e.g., purchase orders, receipts, order forms);
• Routine letters of transmittal and acknowledgment;
• Student transcripts, health records, or personnel files.

These lists are not exhaustive and are intended as a general guide. For further information, please contact the Archives at 836-4298 or Archives@MissouriState.edu.