Q.  What is the Secretary of State’s records management program?
A.  The Records Management program formulates policy for the retention and disposition of state agency records in Missouri. We assist state agencies in the preparation of records retention schedules and the storage of records at the state records center.

Q.  What is a record?
A.  In Missouri, state records and nonrecords are defined by RSMo 109.210.

(5) "Record", document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included within the definition of records as used in sections 109.200 to 109.310, and are hereinafter designated as "nonrecord" materials;

Q.  Where do I get copies of … (birth and death records, corporate records, incarceration records, motor vehicle records, etc.)?
A.  For birth and death certificates call the Bureau of Vital Records at (573) 751-6387.

For business and corporation related inquiries, contact the Business Services Division of the Office of the Secretary of State at (573) 751-4153.

For incarceration, probation, or parole records, contact the Department of Corrections at (573) 751-2389.

For motor vehicle records, contact the Department of Revenue Bureau of Motor Vehicles at (573)751-4509.

For driver license records, contact the Department of Revenue Driver License Bureau at (573) 751-4600.

Q.  What is the difference between records management and the archives?
A.  The Records Management program manages records for state agencies while those records are needed for government operation. The Missouri State Archives manages historical records after those records are no longer needed for government operation. The Records Management program serves state agencies, while the Missouri State Archives services are geared more toward the general public, genealogists, and historians.

Q.  What is the State Records Commission and who serves on it?
A.  The State Records Commission is comprised of 7 individuals from various branches of state government. The Commission is responsible for approving records retention and disposition policies for state agencies.

Q.  Who may use records management services?
A.  Records Management provides services to state agencies. Some services are only available to offices within Jefferson City limits. Municipalities and county offices should contact the Local Records Program for assistance at (573) 751-9047.

Q.  What records management services are available?
A.  The Records Management Program provides a full range of consultation services, inactive records storage, and microfilming to state agencies.

Q.  Where do I get records management forms?
A.  Records Management transmittal and box label forms can be downloaded from the Office of Administration. Contact your agency's records analyst to discuss what forms are needed to update an agency's retention schedule.

Q.  What type of consultation is available?
A. A team of records analysts and archivists is available to state agencies for all types of records management consultation. Our most common inquiries include assistance with records storage, formulation of records schedules, advice concerning document imaging systems, and other electronic recordkeeping issues. State agencies should consult the analyst or archivist assigned to their department for assistance. Agency assignments can be found on our contact page.

Q.  What kind of training is available?
A.  Training is provided to agency records custodians concerning the use of records management services. Additional training programs are currently in development.

Q.  What is a Records Custodian?
A.  A Records Custodian is the agency designee for the management of records and liaison with the Records Management Division.

Q.  What is a retention schedule?
A.  A records retention schedule is a document that lists all types of records created and maintained by an agency. For each type of record, the schedule explains what the records are, when they become inactive, how long to keep them, and what happens to the records when they are no longer needed.

Q.  Why is a retention schedule important?
A. Destruction of any state record, without approval of the State Records Commission, is prohibited by RSMo 109. Without the Commission’s approval of an agency’s retention schedule, no records can be destroyed.

Q.  What is the GRS?
A.  The Missouri General Retention Schedule (GRS) is a retention schedule that assigns the retention period to the most common types of records maintained by multiple state agencies. All state agencies should follow the GRS as well as their agency specific schedule. An agency may or may not have all the record series in their office.

The current GRS and related documents are posted on the Records Management Resources page.

Q.  What if there is a conflict between my schedule and the GRS?
A.  Agencies should follow the most recent retention schedule for their records. Agency-specific schedules only supersede the GRS in cases of documented regulatory requirements. These requirements should be cited on the agency-specific schedule. Otherwise, agencies should follow the GRS.

Q.  How do I prepare a retention schedule?
A.  The records management program provides professional assistance to state agencies for the preparation of agency retention schedules. The “Records Appraisal and Scheduling Standard for State Agencies” explains the concepts and process for creating a retention schedule.

Agencies should contact their designated records analyst for assistance.

Q. Who is my designated records analyst?
A.  Records consultation is provided by Records Analysts and Electronic Records Archivists. The designated contact for each executive department is listed on the Records Management Contact page.

Q.  What records should be on my retention schedule?
A.  All state records must appear on either the GRS or an agency specific retention schedule. Agency specific records are those records that reflect the agency’s particular business practices, while the GRS covers the more general types of records shared by all agencies. Records in all formats should be included, such as paper files, electronic files, digital images, and microfilm.

Q.  What is the approval process for a retention schedule?
A.  Retention schedules undergo a series of reviews by records management staff, agency personnel, and the Missouri State Archives. The retention schedule is eventually approved by an agency director and the State Records Commission. The entire process usually takes several months.

Q.  What is the State Records Center?
A.  The State Records Center consists of three facilities in Jefferson City that house inactive records for state agencies.

Q.  Where is the State Records Center?
A.  There are presently three locations: the Kirkpatrick State Information Center (KSIC) at 600 West Main Street, Annex I at 607 Missouri Blvd. Ct., and Annex II at 235 Jaycee Drive.

Q.  What are the hours of operation?
A.  The KSIC is open from 8:00 to 5:00, Monday through Friday. The other two locations are open from 7:00 to 4:00, Monday through Friday.

Q.  What records center services are available?
A.  In addition to records storage, the State Records Center offers a host of services: retrieval of boxes or file folders, pickup and delivery service in the Jefferson City area, and destruction of records that reach their disposition date while being stored. Agencies should contact their analyst for further information on particular services.

Q.  What records can I store at the State Records Center?
A.  Records stored at the State Records Center must appear on either the Missouri General Retention Schedule (GRS) or the agency specific schedule. The records must be inactive, and they must not have reached their final disposition date.

Payment support documentation must be at least 1 year old before being accepted by the State Records Center. The Supporting Documentation Filing and Retention Guide has additional information.

Q.  Can I store anything besides records at the State Records Center?
A.  No. Nonrecord materials may not be stored at the State Records Center. These materials are defined by RSMo 109.210. Nonrecord materials include reference materials, office supplies, undistributed inventories of publications, or any other item or document that is not a state record.

Q.  What is an inactive record?
A.  “Inactive” refers to the level of use. All or most of the activity associated with a file has been completed. Frequent reference is no longer necessary. No additions are required. Records are closed. The point at which each type of record becomes inactive is defined on the retention schedule, in the “cutoff” column.

Q.  How do I send my records to the Records Center if my office is in Jefferson City?
A.  First, pack the boxes. Second, label the boxes. Third, fill out a transmittal form. After the transmittal is approved, the boxes can be dropped off at the assigned State Records Center location. If necessary, arrangements can be made for delivery dock pickup service within Jefferson City.

Q.  Where should I place my boxes for pickup within the Jefferson City area?
A.  All boxes must be placed in a central location for pickup. If your building has a delivery dock, boxes must be placed on the dock.

For buildings without delivery docks, records should be placed in an easily accessible central location such as a front desk, lobby area, or some other place near an outside door.

Delivery services are offered for agency convenience. If boxes cannot be made easily accessible for the driver, then agencies must deliver boxes to the State Records Center.

Q.  Why does the State Records Center no longer pick up records at my cubicle?
A.  Due to the increased demand for delivery and pickup services, we can no longer provide “desk side” service.

There are many reasons why this service has been eliminated. The box carts can sometimes damage office walls and carpet. Finding an individual’s cubicle in a large building can be time consuming and difficult. Elevators are sometimes too small to accommodate box carts Services to multiple agencies in the same building can be sped up with dock service.

Q.  How do I send my records to the Records Center if my office is outside Jefferson City?
A.  State agencies located outside Jefferson City may deliver their boxes to the records center location assigned by Records Management staff, in the same way as agencies within Jefferson City. Records Management does not provide pickup services outside Jefferson City. Some agencies arrange to have their boxes picked up by Records Center staff at their central Jefferson City office location.

Q.  Where do I get boxes?
A.  Boxes for storage at the State Records Center can be picked up at Annex II, located at 235 Jaycee Drive. Contact the Control Center Clerk at (573) 522-9629 to place orders. Arrangements can be made for delivery of boxes within the Jefferson City area. Boxes are provided free-of-charge to state agencies, as long as they are used for records to be stored at the State Records Center.

A limited number of boxes are available for distribution to agencies each quarter. If the State Record Center is not able to fill an order, additional boxes may be purchased from the Department of Corrections. The boxes are identified as Stock Number 242. They measure 15” x 12” x 10”.

Q.  Can I use State Records Center boxes for any purpose?
A.  Boxes provided by the State Records Center may only be used for storage of records within the State Records Center. They should not be used for any other purpose.

Q.  How do I pack a box?
A.  All records should be in file folders. The folders should be labeled and arranged sequentially, either numerically or alphabetically.

Next, assemble the box.

Finally, correctly place the records in the box. Note, that records are packed tightly perpendicular to the label side of the box. For letter-size folders, additional files should fit in the rear of the box.

Q.  How do I label the box?
A.  Records Center box labels are downloadable from the Office of Administration. Fill out the blanks according to the following instructions.

“Department, Agency, Sub-Agency.” Indicate the name and address of the agency submitting the records for storage.

“Description of Contents.” Indicate the record series. This information can be obtained from the retention schedule. Also indicate the year of the materials.

“Sequence.” Specify whether records are arranged alphabetically or numerically.

“From / Thru.” Indicate the first and last number or name in the box’s sequence.

“Destruction Date and Box Number.” Both of these blanks are for Records Center use only.

Affix the label to the box with a glue stick. The correct position for the label is in the upper right hand corner, on the side of the box with a handle, as illustrated in the Records Management Program Manual.

In the upper left hand corner, on the same side of the box, number the boxes consecutively. These numbers will coincide with the box list on the transmittal form.

Q.  What is a transmittal?
A.  A transmittal form is a document filled out by an agency for the transfer of records to the State Records Center. The purpose of the transmittal is to provide contact information, box location, and a brief description of each box for shipment. The transmittal should not to be used as an index for records listed within each box.

Q.  How do I fill out a transmittal?
A.  Fill out a transmittal form for each records series being transferred to the Records Center. All records on each transmittal form must have the same destruction date. For transfer of many types of records, multiple transmittal forms will be required.

Transmittal forms are downloadable from the Office of Administration. Fill out the blanks according to the following instructions.

“Office Code / Schedule No.” This number is printed on the agency specific retention schedule, in the upper right hand corner and identified as “office code number.”

"From.” Indicate the name and address of the agency submitting the records for storage. If pickup/delivery service is requested, be sure to include the physical street address.

1. “Custodian of Agency Records Name.” This person is the primary contact who can answer questions about the records and handle shipment arrangements.”

2. “Telephone No.” For the individual identified in item 1.

3. “Cubic Feet.” This is the number of boxes being sent.

4. “Agency Official (Signature).” This is the signature of whoever authorizes the transfer of records.

5. “Title.” The title of the agency official who signed item 4.

6. “Date.” This is the date the transmittal if filled out by the agency custodian of records.

7. “Box Number.” Leave this blank.
   “Agency Box Number.” Make a sequence of numbers corresponding to the box numbers handwritten on the boxes.

8. “Description of Records.” At the top, enter the records series, as shown on the records retention schedule and box label, and the date of the records. Then, next to the numbers in the box number column, indicate the first and last file in that box. This will result in a neat list that summarizes the records box-by-box.

9. “Disposal Authority.” Leave this blank.

Q.  What if I have more than one record series to send at a time?
A.  Each record series should appear on its own transmittal form. Use multiple forms for multiple record series.

Q.  What if all my records do not fit on one page of the transmittal form?
A.  Use the “Transmittal Continuation Form” for the second and subsequent pages of large shipments. This form is downloadable from the Office of Administration at http://www.oa.mo.gov/gs/form/fm_indiv.htm.

Q.  How do I submit the transmittal form?
A.  Transmittal forms must be submitted on 3-part carbonless NCR paper. This paper can be purchased by state agencies from OA Printing.

Q.  How do I recall records from the State Records Center?
A.  Requests can be submitted by phone or fax to the State Records Center location where your records are stored. Each building houses a sequential range of boxes.

KSIC, box location numbers 1 through 150,000.

Annex 1, box location numbers 150,001 through 229,999.

Annex 2, box location numbers 230,000 through 330,000.

Send email requests for records retrieval to the Records Center Request Mailbox at recordcenterrequests@sos.mo.gov. Indicate the box location number in the subject line. Full contact information for each Records Center facility is in the Records Management contact page.

When recalling records from the State Records Center, be sure to specify whether or not the records are being permanently recalled or if they will be returned to the Records Center. Only files or whole boxes can be requested. State Records Center staff do not retrieve individual documents from boxes or files.

Q.  What happens after I request a recall of my records?
A.   Once the “pull request” has been submitted, agencies can pick up the records during operating hours. Personnel picking up records will be required to offer identification or other evidence of authorization.

If express service is not required, records center personnel can deliver records by the box to agency delivery docks within Jefferson City. Individual files may be mailed through interdepartmental courier.

Q.  How long does it take to have my recalled records delivered?
A.  For requests of 10 or fewer boxes or files, delivery is usually possible within 24 to 48 hours. Larger requests may take between 1 and 3 weeks.

If an agency requests files but cannot identify the exact box, service may take between 2 and 3 weeks.

Q.  How do I return records to the records center?
A.  Returning records to the records center is easy. Simply drop off records at the records center location where you picked them up. If necessary, arrangements can be made to have records management staff pick up boxes from an agency’s delivery dock. File folders can be routed through interdepartmental courier or delivered by agency personnel.

Q.  Can I add documents or files to boxes stored at the State Records Center?
A.   As long as all records stored in the Records Center are inactive, there should be no need to add additional materials to records boxes. Adding folders or even individual documents to a full box can lead to structural failure of the box. Broken boxes are a serious condition in a records center, because they can lead to lost documents and loss of file integrity. State agencies are strongly encouraged not to add documents or files to boxes already accessioned.

Q.  Can the Records Center make copies or fax my records?
A.  No. To ensure integrity of agency records, Records Center staff do not open individual files.

Q.  Who has access to my records?
A.  Records stored at the State Records Center remain the property of the originating agency. Ordinarily, only the agency who owns the records may access them. Agencies should contact their assigned records analyst to arrange any exceptions.

Q.  Is there a fee for Records Center services?
A.  Not at this time. The Records Management program is funded through General Revenue.

Q.  What microfilm services are available?
A.  The Imaging section can create microfilm from paper originals. The original silver halide film is stored in a climate controlled vault. A duplicate is returned to the agency for daily use.

Q.  Where is the Imaging Section located?
A.   The Imaging Section is located on the first floor of the James C. Kirkpatrick State Information Center at 600 West Main Street, in Jefferson City, Missouri.

Q.  What records may be microfilmed?
A. Permanent or historical records may be microfilmed to prolong their lifespan.

Other records may be approved for microfilming, based on a number of factors. It is not cost effective to microfilm records with a retention period less than 50 years.

Records filmed by the Records Management Imaging Section must be approved by the analyst and the records must appear on the approved records retention schedule.

Q.  How do I prepare records to be microfilmed?
A.  Documents must be specially prepared for filming.
All binding, other than manila file folders must be removed. This includes all of the following: staples, paper clips, tape, rubber bands, 3-ring binders, spiral bindings, etc.

Documents on onion skin, colored paper, tissue paper, and other non-white paper materials should be photocopied onto new copier paper.

File folders must be arranged alphabetically or numerically.

It will be important to consult with your records analyst and with the Imaging Manager in advance of beginning a new microfilm project.

Q.  What type of paperwork is required for imaging services?
A.  Each group of boxes to be filmed must be described on a records transmittal and receipt form and approved by the agency’s records analyst. Fill out the transmittal form the same way as for storage. The transmittal form is explained in a previous question.

In addition, the agency will need to indicate some special instructions regarding the particular microfilm order. Specifics will be worked out between the agency and Imaging Manager, depending on the particular filming project.

Q.  Where do I send my records to be microfilmed?
A.  Records must be placed in approved records storage boxes and labeled correctly. Each group of boxes to be filmed must be described on a records transmittal and receipt form and approved by the agency’s records analyst. After approval, the agency will be notified, and the boxes can be dropped off at the agency’s convenience. If necessary, arrangements can be made for delivery dock pickup service in the Jefferson City area.

Records will be stored in the State Records Center prior to filming, and then destroyed or returned, according to the preferences of the agency.

Q.  When will my microfilm be ready?
A.  Microfilm is processed in the order that the records are received. Your film will usually be ready in about 6 months.

Q.  What if I need multiple copies of microfilm?
A.  It is standard practice to prepare duplicates. An original is stored in the Imaging Section’s storage vault, while a diazo duplicate is given back to the agency. Additional duplicates can be produced upon request by the agency that owns the microfilm.

Q.  What happens to the paper records after the film is made?
A.  Agencies have 90 days to review the film before the paper is destroyed or returned to agency.

Q.  How long will microfilm last?
A. The silver halide original will last up to 500 years in the storage vault. Diazo duplicates will show degradation in as little as 20 years.

Q.  Are digital imaging services available?
A.  The Imaging Section is currently developing the capability to perform scanning and conversion of scanned images to microfilm. This technology is currently in the pilot project phase, and these services are not yet generally available to state agencies.

Q.  When can I destroy my records?
A.  Records should be destroyed according to the policy set forth by the agency’s approved records retention schedule or the Missouri General Retention Schedule (GRS), unless there is a hold due to anticipated litigation or audit.

Q.  What about the destruction of records stored at the State Records Center?
A.  The State Records Center, with permission from the agency, will destroy records when they are due for destruction or return them to the agency.

Q.  What about records stored at my agency that are due for destruction?
A.  You should follow your records retention schedule for the destruction of records, no matter where they are stored. No destruction certificates are issued by the State Records Center for records stored by the owning agency.

Q.  How will I know when records stored at the Records Center become due for destruction?
A.  You will be notified when records are due for destruction. Your analyst will send destruction certificates to request permission to destroy the records.  If you are aware of records that are due for destruction but have not received destruction certificates, then contact your records analyst.

Q.  What is a destruction certificate?
A.  A destruction certificate is a form that will be attached to a photocopy of the original transmittal form. A signature on the certificate is required to approve the destruction of records.

Q.  How are records destroyed?
A.  Once records are pulled from the shelves, they are palletized and picked up by a recycling company.

Q.  How do I know when my records have been destroyed?
A.  A copy of the signed and witnessed destruction certificate will be returned to the agency after completion of the destruction.

Q.  What if I do not want to destroy my records?
A.  The State Records Center cannot store obsolete records indefinitely. If destruction is not approved, return the unsigned destruction certificate with notation to clearly indicate the reason and a specific date at which they may be destroyed.