Kraemer Family Library
Structure of the Record Groups, UCCS Archives
In most colleges and universities, a three-level system, comprising of a record group, record sub-group and series, functions as the mechanism used in organizing materials based upon archival principles. This concept is referred to as archival arrangement. It is usually a numeric system. The UCCS Archives uses the following pattern: CS:XX / XXX / XX / Y /F (Note: Y and F used only when applicable):
- CS:XX = Record Group, (UCCS)
- XXX = Record Sub-group
- XX = Series
- Y = File-Unit designation (No fixed length. This designation is for the possible breakdown of large groupings of documents within the Series in order to provide more concise document location.)
- F = Format (VHS, Audio, DVD, Slide, etc.)
CS:XX Describes the Repository (Colorado Springs) and the Primary Record Group in the form of a number:
- 00-09 State and University Administration; Boulder Faculty
- 10-49 UCCS Administration
- 50-69 Programs
- 70-89 UCCS Academic Divisions
- 90-99 Other (Student Social Groups, UCCS History, Artifacts, Community Groups)
CS:XX/XXX represents the record Sub-Group in the form of a number which is a further division of the record group. It is defined as smaller bodies of organizationally-related records. These smaller units are structured in the following pattern:
- 000-009 Administration
- 010-039 Departments/Functions
- 040-059 Programs
- 060-079 Centers/Institutes
- 080-099 Committees
- 100-109 Other
The Administration Unit Range of 000-009 in record sub-groups identifies the highest administrative office followed by the next highest office and so forth. As administrative titles vary from record group to record group a protocol has been developed to systematize variations:
- 000 = Unspecified
- 001 =
- Dean
- Director
- Chairperson
- President
- Manager
- 002 =
- Associate Dean
- Associate Director,
- etc.
CS:XX/XXX/XX represents Series in the form of a number. Series describe specific document types within a Sub-Group.
The standard breakdown of the Series is as follows:
- 01 = Charters, By-laws
- 02 = Minutes/Agendas
- Note: Minutes pertaining to specific committees are under Committee Files.
- 03 = General Files
- Any material that is specifically related to a particular office/program/department/committee that constitutes general information of that particular body. (policies and procedures, resolutions, memos, internal office correspondence, applications, authorizations, charts, daybooks, notes, lectures, surveys, promotions) (See also: Calendars/Schedules of Events)
- 04 = Committee Files
- 05 = Financial Records/Budget/Funding
- Note: Primary UCCS financial activities and records are not located in the Archives.
- 06 = Correspondence
- Official correspondence between Departments, Administrative Offices, etc., from and to outside bodies, (Note: Internal office correspondence falls under general files.)
- 07 = Agreements/Contracts
- Legal documents
- 08 = Publications/Broadcast media
- UCCS materials produced for distribution to the public or campus, e.g. student newspapers, UCCS Catalogs/Bulletins, etc., Yearbooks, Radio or TV broadcasts, newsletters.
- 09 = Scrapbooks / Albums
- 10 = Events/Ceremonies
- Includes event speeches, event programs, and information relating to that event, e.g., info on keynote speakers. (See also Programs/Exhibitions)
- 11 = Programs/Exhibitions
- Relates mostly to the Fine Arts (VAPA), but also to any open house or event program for any department or club. (See also Special Events/Ceremonies)
- 12 = Architectural Drawings
- Drawings related to UCCS, including landscape, construction and architectural drawings/plans. (See also Plans/Program Plans)
- 13 = Awards / Honors
- Actual awards
- 14 = Internal Manuals/Handbooks
- 15 = Reports
- Materials generated by an outside individual/group for submission to a UCCS body/office, e.g. consultants' reports (See also Accreditation Reports, Program Reviews and Self Studies)
- 16 = Flyers/Advertisements/Posters
- 17 = Plans/Program Plans
- Includes various types of plans for buildings and academic units (See also Architectural Drawings)
- 18 = Syllabi/Course Materials
- 19 = Calendars/Schedules of Events
- (See also General Files for office appointment/daybooks)
- 20 = Announcements/Press Releases
- Award announcements, invitations, retirement/hiring announcements, notices, position announcements
- 21 = Sales promotions of campus events to groups/individuals
- Subscription Brochure/Membership Solicitation/Ticket Order Form
- 22 = Clippings
- 23 = Arts/Crafts/Plaques/Drawings
- 24 = Personal Papers
- For use only if the entire group of materials from a specific entity/person will be kept intact rather than being divided between sub-groups. For example, if a famous professor donated his office files or research files and original order would help in the research of this professor OR if a chancellor donated materials of a more personal nature such as favorite poems, rough drafts of speeches, diaries, manuscripts, memoirs.
- 25 = Community or Other Activity Participation
- Events that may or may not be directly related to UCCS, but that UCCS groups/clubs/organizations, etc., participated in or were honored at.
- 26 = Miscellaneous (Obsolete forms etc.)
CS:XX/XXX/XX/Y Represents the File Unit Designation (no fixed length). This is used to describe individual folder content when necessary.
CS:XX/XXX/XX/Y/F Represents the Format of the item (paper documents excluded). Photograph, Slide, Audio Recording, VHS Recording, DVD Recording, Floppy Disk, CD-Rom, etc.