The University's records and information management program helps employees systemwide manage University records throughout their lifecycle, from creation and retention to storage and disposal. We provide guidance, tools and services to help departments meet legal, operational, historical and business requirements while ensuring University records remain secure, accessible and properly managed.
 
Our services support departments across all four campuses by providing records retention guidance, secure records storage, records management resources and training opportunities. Records Management can help you identify retention requirements, organize information effectively and determine the appropriate next steps for storage, transfer or disposition.
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Let's Talk Records

Whether you're identifying records, determining retention requirements, storing files or exploring Records Center services for the first time, we're here to help. Email or call us at 573-882-5955.

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Ensuring access to reliable, necessary information

Records Management Services

Records Retention Authorizations

Records Retention Authorizations are University policies that determine how long records must be kept, when they can be destroyed and whether they should be transferred to University Archives.

Identifying & Managing Records

Learn how to identify official University records, manage physical and electronic files and determine what information should be retained or disposed.

Storing Records

Understand what records can be stored through the University Records Center, how to send them and how to request stored records when you need them.

Records Center Supplies

Request or order the boxes, labels and other supplies needed to prepare and ship records to the University Records Center. Standardized labeling helps keep records organized and easy to locate when needed.

Confidential Disposal Service

Securely dispose of confidential and sensitive paper records that have met their retention requirements. Learn about eligibility, preparation requirements and delivery options, including daily pickup in the Columbia area. 

Microfilm

Microfilm/michrofiche records require specialized storage and preservation. Access information about storage, approved vendors and requirements for microfilming University records.

Disaster Prevention, Planning & Recovery

Protect important records before, during and after an emergency. Access guidance for disaster planning, recovery and vital records protection.

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Records Management Training

Build your records management knowledge with classroom, onsite and online training opportunities. Sessions for faculty and staff can be tailored to your department and cover many topics across the records management program. To request a presentation or training, contact recordsmanagement@umsystem.edu.

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History

The University of Missouri System's four-campus Records Management program was planned in 1963 and formally established in 1964, making it the second oldest university records management program in the United States. 

With a staff of just four employees, the program's first home was in the basement of the General Services Building in Columbia. The original Records Center occupied 3,200 square feet and had the capacity to store approximately 6,400 standard records center boxes.

In 1970, the department launched an in-house microfilming program. As records storage needs grew, the Records Center relocated to a larger facility in Kansas City in 1975. By the end of the decade, the University's microfilming operation had become the largest university microfilm facility in the country and a model for similar programs. Its expertise was recognized beyond higher education, including providing training on multiple occasions to employees of the Egyptian Ministry of Foreign Affairs.

In 1981, the microfilm facility relocated to the University Printing Service Building on 5th Street. Two years later, in 1983, the Records Center returned to Columbia with a move to the Rock Quarry Warehouse, increasing storage capacity from 20,000 to 35,000 boxes. By the end of the 1980s, the microfilm operation was processing approximately 8 million source document images and 12 million COM images annually, supported by a staff of 18 full-time employees and several part-time staff.

To accommodate continued growth, the University purchased and renovated a facility at 2910 LeMone Blvd., bringing both the Records Center and microfilm operations together under one roof. The move increased records storage capacity to 135,000 boxes with room to grow.

As electronic records became increasingly common, the need for microfilming declined and the microfilm facility closed in June 2002. Since then, the Records Management program has continued to evolve alongside changing technologies and information practices. Today, the program serves the University with a staff of three full-time employees.