University of Missouri System

Management Services

Records Management

UM System Forms

Records Management Forms

Records Center Electronic Transmittal UM34

In order to better serve our Records Center customers, we are introducing the Electronic UM34 Transmittal of Records to the University Records Center. With this new process, transmittal information can entered and accessed electronically and, best of all, you can finally throw away that old IBM Selectric typewriter. We will continue printing and accepting the hard-copy paper version of the UM34 for the foreseeable future.

Simply follow the directions below to start transmitting electronically.

1. Print these instructions for reference.
    
2. Make a new easy-to-find folder on your PC for transmittals. Download form UM 34, Transmittal of Records to University Records Center, from our web site.
    
   http://www.umsystem.edu/ums/departments/fa/management/records/forms/
    
   Save the form to your new folder.
    
3. Rename the form with your Records Center customer number (keep the .xls file extension). Example 41-01R.xls. You can also add an icon on your desk top pointing to the form.
    
4. Open the form and fill in non-changing information (department, address, etc). Many cells have drop-down help boxes. Save the form.
    
5. When ready to transmit, open the form, fill in the changing information. Please use only one line per box. I recommend you save the completed form using your customernumber and date (Example 41-01R_05-15-2006.xls). Remember that you can not use / in a file name.
    
6. Use <File> <Send to> <Mail recipient (as attachment)> to email the form to our special Outlook mail box "Records Transmittal".
    
   Note: # 7 and 8 apply to Columbia entities. Other campuses send the boxes in the usual way.
    
7. Print a copy of the form and put it with the boxes.
    
8. A Records Center technician will contact you to let you know when they will pick up the boxes. Please have them ready.
    
9. When the boxes are processed into our system we will email you your copy of the transmittal form showing the box location numbers. Overwrite the dated file by saving the new one as same name. You might want to print the completed form for your records.
    
10. Put the location numbers into your box index.
     
11. Repeats steps 5 through 10 for each new transmittal.

If you have any questions or difficulties with this, contact John Larkin at 573-882-1449.

If you would like to be added to our email list for special announcements and training opportunities, drop me an email at larkinj@umsystem.edu.