Guide to Records Collections

Paul G. Blazer Library

  Records and Special Collections Department Holdings

Kentucky State University’s Records and Special Collections Department is located on the 2nd Floor of Paul G. Blazer Library.  It houses the records that document the administrative functioning of the University, its programs and its operations.  For questions concerning records, contact, the Director's Office ( at 502-597-6862.

The operating hours are Monday – Friday 8:00 a.m. – 5:00 p.m.           

All of the records located in the Records and Special Collections Department are listed on the State University Model Records Retention Schedule, which applies to Kentucky’s public universities and to KCTCS institutions.   The records in our department fall under the State University Model Records Retention Schedule sections, which are as follows:

Retention Schedule Series Numbers

Series Numbers Records
U0100's Miscellaneous
U0200's Fiscal
U0300's Awards Committees
U0400's Student/Course Records
U0500's Libraries/Archives/
U0600's Personnel/Payroll
U0700's Buildings/Grounds/
Physical Plant
U0800's Housing
U0900's Athletics
U1100's Catering
U1200's Bookstore
U1300's Campus Police
U1500's Financial Aid
U1603 Real Property
U1700's Medical Facilities
11800's Sponsored Programs
U2000 Legal
U2100's Electronic and Related Records
U2200 Development Office

Our Holdings include: 

Correspondence (Official)

Operating Manuals

Minutes of policy-making bodies

Photographs (We have photos in the Atwood Collection, KSU photos are available in Jackson Hall at CESKAA)

Press Releases

Publications (KSU Publications:  Yearbooks, Catalogs, Newspapers, etc.)

Annual or Summary Reports

Reports (Special Studies, Research Projects)

Speeches/Papers on behalf of the University

KY State Agency/University Cooperative Publications (For state agency funded

university research projects/programs for which publications are produced)


Videotapes (Documenting University activities)

Policies and Procedures

Records Transmittal File

Microfilm Quality Evaluation Form

Records Destruction Certificate File

Records Transmittal File


Friends Organization

University Operating Budget

Budget and Audit Work Papers

Annual Financial Reports

Bond Documentation File

Capital Construction Disbursements and Receipts File Ledgers/Journals

Awards Committee Records

Award Nominee Files

Award Presentation Materials

Award Winning Works

Student Academic Performance File

Applications/Authorization for Graduation File

Class Schedules (Institutional record copy)

Grade Sheets (Class Lists)

Graduation Lists

Student File

Student Government Files

Student Awards and Honors

Student Organization Files

Friends of the Library Records

Accession Records

Deaccession Records

Appraisal Records

Collection Management Records

Job Classification Files

Master Personnel File

Retirement Reports

Blueprint, Plans and Specifications for Buildings, Grounds, Landscapes File

Capital Construction/Building File

Catastrophic Injury Insurance Records

Playbooks and Related Records

Game Statistics Records

Individual Athletic Competition Records

Individual Athletic Competition Records

Property Files

Donor/Endowment Records


*In addition to the records listed as permanent on the State Model Records Retention Schedule, the Records and Special Collection Department houses:

The Rufus B. Atwood Collection. ca. 1908 – 1965

Rufus B. Atwood was president of Kentucky State from 1929 to 1962, but the collection includes information through the early years of President Hill’s administration.  A newspaper scrapbook or clipping series and a photographic series covering events, activities and people connected with Kentucky State makes up the major portion of the collection. The remainder includes speeches, correspondence, reports and legislative material.   Approximately 33 c.f. Located at Blazer Library.  We also have the graduation collages (graduation photos of the Atwood years) available online at