The Missouri Secretary of State implemented the Local Records Preservation Program in 1986 as a part-time pilot program to help manage and safeguard important records generated on the local level. In 1990, the general assembly authorized a full-time program to service the needs of local government and Missouri citizens. The program is funded by a one dollar user fee collected by the Recorder of Deeds on filings of permanent records. Program resources are recycled back to local governments.
Missouri State Law (RSMo chapter 109) governs the retention and destruction schedules of public documents. The schedules for county and municipal governments and minor political subdivisions are available by request in a printed manual or our web site at http://www.sos.mo.gov/archives/localrecs/schedules. Please call (573) 751-9047 to obtain a manual specific to your office and records type.
Initiated in 1991, the grants program offers direct help for records preservation and management to all jurisdictions supported by tax levies. The types of projects typically funded through the grants program are shelving for storage of materials, inventory projects, and the microfilming of permanent and historical records. The Local Records Preservation Program contributes $400,000 to Missouri projects annually. The program funds up to 70% of a project while the local government provides at least 30% of the project funding through cash and in-kind services. Grant cycles follow the fiscal year July 1 through June 30. Please call (573) 751-9047 for more information.
Local Field Archivists
A vital component of the Local Records Preservation Program is the work conducted on-site throughout the state by field archivists. Archivists aid local officials in records management and preservation maintenance needs by determining the contents of their holdings, identifying what may be discarded, and preparing a computer-generated inventory. Search the Local Records Inventories Database. Archivists may be consulted to assist with inventories, the grant application process, and information regarding preservation such as shelving, microfilming or conservation evaluation. Please call (573) 751-9047 for the name and number of the field archivist in your area.
For security of the information found in records of permanent value, the Local Records Preservation Program offers microfilming services. An introductory manual on the procedure, Guidelines for Local Records Microfilming is available from the Local Records Preservation Program. Quality control inspections on microfilm produced for local officials is provided free of charge upon request. Please call (573) 751-9047 for further information.
Cold Vault Storage
A state of the art, refrigerated metal storage vault is located at the State Information Center in Jefferson City. Storage of your security roll of microfilm is available. Please call (573) 751-9047 for additional information.
University-level internships in archives and records management are available. Please call (573) 751-9047 for information.
The conservation aspect of the Local Records Preservation Program has been in operation since 1991. Conservators examine, house, and treat documents, maps and photographs held by local governmental officials. Large format black and white duplicates of materials can be made for preservation and security.
The Local Records Preservation Program publishes Conservation Notes, which is available upon request. Conservators are available for site and collections surveys and evaluations identifying areas of need. This information is helpful when applying for grants. The conservation staff also consult on display, disaster preparedness, environmental control, preservation housing, shelving and storage, pest management, in-house training and other preservation issues. Please call (573) 526-3866 for further information on conservation services. Individuals with conservation or preservation questions will find a wealth of useful information on the Web, including the outstanding site at http://cool.conservation-us.org/bytopic//genpub/, a compilation of many organizations' publications designed for the non-specialist.
Disaster Preparedness / Emergency Assistance
Conservators and local field archivists are available for questions regarding disaster preparedness and to aid in the event of a disaster. Consult Local Records Preservation Program's Disaster Planning for Vital Records. Please call (573) 526-3866 for further information regarding planning for disasters.