Records Services Division Electronic Records Project


The Records Services Division, consisting of the Missouri State Archives, State Records Management, and Local Records, received a two-year grant from the National Historical Publications and Records Commission (NHPRC) to develop methodologies for Missouri state agencies to transfer electronic records to the State Archives.  The grant funded an upgrade to the State of Missouri Agency Records Tracking (SMART) System, which has been used to track paper records in the State Records Center since 2008.  The expansion module allows state agencies to submit electronic records directly to the Missouri State Archives through the same business practices used for paper records.  In addition, the grant funded the acquisition of equipment needed to efficiently transfer records currently maintained on CD and DVD into the electronic records repository.


Project Goals

The goals of this project are:

  1. To act as proof of concept that the transmission/reception of electronic records from state government agencies to the Missouri State Archives can be accomplished in the normal course of business.
  2. To develop internal policies and procedures for the submission, processing and reference access to electronic records.



Beginning in July 2015, grant staff worked to acquire and install an electronic records component for the SMART System.  The new component was installed during a planned system maintenance in Fall 2015.

Beginning in Summer 2015 and continuing into Spring 2016, grant staff contacted and met with select state agencies to participate in initial trials.  Agencies were selected based on the variety of record types, the percentage of records scheduled for transfer to the Archives and the potential volume of records that could be transferred.

In Spring 2016 the first electronic records were transferred to the Archives.



John Dougan, Project Director  -  John Korsick, Project Coordinator  -  Shelly Croteau, Financial Coordinator

Thomas Nield  -  Christina Miller  -  Mary K. Coker

Amy Dinkins  -   Brandy Tunmire  


Grant Products/Documents

Electronic Records Archives Policies and Procedures

Ingest/Accessioning Workflow via SMART 

Ingest and Accession Workflow Chart

Case Study: Adapting an Analog Records Management System for the Ingest and Accession of Permanent Electronic Records

First Interim Narrative Report: July 1, 2015-December 31, 2015

Second Interim Narrative Report: January 1, 2016-June 30, 2016

Third Interim Narrative Report: July1, 2016-December 31, 2016

Final Narrative Report: July 1, 2015-June 30, 2017