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Special Collections Research Center

 HOURS for August 29, 2016:  Now Closed

Guidelines for Managing Records

Transferring Permanent Records

 

1. Visit the State University Model Records Retention Schedule. Visit the State University Model Records Retention Schedule to identify the record series number and retention status of your records. If the retention status of your records is "P" (Permanent), proceed to Step 2. Otherwise, go to Non-Permanent Records.

 

2. Place the materials in file folders. Hanging files will not be accepted.

 

3. Place the folders in cubic foot storage boxes. If your office utilizes a Kentucky Underground Storage, Inc. customer number, order the 1.0 cubic foot Anderson box.  Otherwise, use the Office Max box - item #P50M97213 when sending to off-site storage. Retain the filing sequence used by your office. Box permanent and non-permanent records separately. For more information on non-permanent records, see Non-Permanent Records.

 

4. Label the boxes. Label the boxes with the office name, record series name, and box number (number the boxes sequentially).

 

5. Complete this folder title inventory. After you have boxed your records, utilize the spreadsheet provided to list the records in the order as arranged. Include the date range for the material in each folder. Save the folder title Excel spreadsheet inventory with KUSI box numbers. If your office needs to retrieve material from these files, this inventory will be the primary way of finding the requested records.


6. Notify University Archives & Records Program. Notify University Archives & Records Program of these records via email (uarp@lsv.uky.edu) and attach to the email the Word document or Excel spreadsheet folder title inventory. UARP will suggest delivery times and provide instructions for having the boxes delivered. UARP may elect to have the materials delivered directly to off-site storage, Kentucky Underground Storage Inc. (KUSI). In that case, you will be asked to provide detailed directions for the courier.  You will be informed of the pickup date and given a unique ID number to write on each box. Storage and retrieval costs will be funded by the UK Libraries account ONLY IF materials qualify as both Permanent (based on Records Retention Schedule) and historical (based on University Archivist's judgment). Otherwise, costs must be funded by the office transferring the records.

 

For further assistance, please contact University Archives & Records Program by phone (859-257-5257) or email (uarp@lsv.uky.edu).


Our Mission

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

The mission of the Special Collections Research Center is to locate and preserve 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. Special Collections maintains the records management program for all records generated by the University and serves as its archival repository for permanent records. As part of the mission, the Special Collections Research Center 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 in Special Collections do not circulate.

Access to materials provided through the Breckinridge Research Room.


Campus Mail Code: 0039


For Research or Collections-related Inquiries

Breckinridge Research Room
Phone:
(859) 257-8611

Fax: (859) 257-6311

Email: sclref@lsv.uky.edu


General Information


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