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Special Collections Research Center

 HOURS for December 10, 2016:  Closed

Examples

1. Personnel/Payroll

Record Series Number Record Series Title/Description Retention Disposition
U0620 Personnel Records - Departmental Copy - Faculty and Staff - (Master File in Personnel in Office or Unit Office) Ind. Destroy five years after - termination of employment in Office or Unit

Explanation of Example 1: This series refers to departmental personnel files for faculty and staff. The description points out that the Master File is maintained by an office higher within the University structure, which in this case is the university's Human Resources personnel office. The retention period for these records is indefinite, since it is determined by the length of employment. These records may be destroyed five years after termination of employment. See the note on personnel records in State University Model Records Retention Schedule.

2. Miscellaneous

Record Series Number Record Series Title/Description Retention Disposition
U0100 Correspondence - Official - (Documents the major activities, functions and programs of the University and important events in its history) Permanent
Vital
Transfer to the University Archives after administrative use has ceased

Explanation of Example 2: This series refers to official university correspondence which documents the policies and policy-making process, activities, etc. of the University. This series is more easily understood by contrasting it with series U0101 Correspondence -- General. This a permanent record series, which should be transferred to the University Archives after an appropriate period of time. The time frame for transfer will be different for each office; the Records Program suggests keeping official correspondence in the originating office for 5-10 years. The retention column also indicates that it is a vital record; see the note on vital records in State University Model Records Retention Schedule.

3. Fiscal Records

Record Series Number Record Series Title/Description Retention Disposition
U0238 Budget and Audit Workpapers 5 Retain record copy for a total of 5 years, destroy other copies when no longer needed

Explanation of Example 3: This series refers to the workpapers to compile the final operating budget and internal and external fiscal audit reports.  This series may be destroyed five years after the final budget or audit report has been completed.


Our Mission

Special Collections Research Center is home to UK Libraries' collection of rare books, Kentuckiana, the Archives, the Louie B. Nunn Center for Oral History, the King Library Press, the Bert T. Combs Appalachian Collection, the John G. Heyburn Center for Judicial Excellence, and the Wendell H. Ford Public Policy Research Center.

SCRC collects,preserves, and provides access to materials documenting the social, cultural, economic, and political history of the Commonwealth of Kentucky. Materials are acquired regardless of format and include both primary and secondary sources; Kentuckiana is collected comprehensively. SCRC maintains the University Archives and records management program for all records generated by the University and serves as its archival repository for permanent records. SCRC advances and supports the research, teaching, and scholarship of the University and beyond by preserving and providing access to its holdings.

Associate Dean Deirdre A. Scaggs

Materials at Special Collections Research Center do not circulate.

Access to materials provided through the Breckinridge Research Room.

For Research, Reference, or Collections-related Inquiries
Breckinridge Research Room
Phone:
(859) 257-8611
Fax: (859) 257-6311
Email: sclref@lsv.uky.edu

Campus Mail Code: 0039

Mailing Address:
Special Collections Research Center
Margaret I. King Library
University of Kentucky Libraries
Lexington, KY 40506-0039

Delivery Address:
179 Funkhouser Drive
Margaret I. King Library
University of Kentucky Libraries
Lexington, KY 40506-0039

Emergency Vehicle Response Location:
179 Funkhouser