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Special Collections Research Center

 HOURS for December 2, 2016:  9:30am - 5:00pm

Guidelines for Managing Records

Guidelines

Since UK records must be managed in accordance with the Model Schedule, it makes sense to set up record keeping systems with this in mind. This will ease the tasks of weeding files and transferring files to the archives on a regular basis.

  1. Be familiar with your office's records and the procedural manuals which guide their creation and use.
  2. It may be helpful to survey your office's records. That is, make a list of the record types (series) your office creates or maintains.
  3. With the survey in hand, go to the Model Schedule and determine the appropriate retention and disposition for each record series. This process may require inquiries with Records Program staff to help locate records on the schedule or to suggest additions/changes to the schedule.
  4. Examine the list of your office records and their proper retention periods. Look for ways to manage your records that will facilitate the regular transfer of records to the archives or the destruction of non-permanent records. Whether for a filing cabinet or a computer directory, start with the following suggestions:
    • File distinct record series separately.
    • Label files and file drawers (directories) clearly and consistently.
    • At the end of each year (or every 2, 3, or 5 years) break the files and start again. That is, remove the past year's files and replace them with new, empty files. The old files can then go into less valuable storage space until they get transferred to the University Archives or destroyed.
  5. Records destruction: plan to review your files annually or semiannually. At this time you should gather all non-permanent records which are ready for destruction. These may then be destroyed following the instructions in Records Destruction.
  6. Transfer of non-permanent records: during your annual or semiannual review of records, you may note non-permanent records which your office no longer needs to keep on hand for use or simply has no storage space. These records may be transferred to another storage facility. For instructions on transferring non-permanent records, see Transferring Non-Permanent Records.
  7. Transfer to the University Archives: during your annual or semiannual review of records, you may note permanent records which your office no longer needs to keep on hand for use. These are ready for transfer to the University Archives. Once transferred to the University Archives, they are still accessible to you, but less quickly. For instructions on transferring records to the University Archives, see Transferring Permanent Records.

For further information see: Records Management Education and Training


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