16 MAC Pt. 2, R. 1.1
Materials Acquired
Cite as 16 Miss. Admin. Code Pt. 2, R. 1.1
Materials Acquired. By law the Mississippi State Archives shall consist of “…those
public records and other documentary materials that have been determined by the department to
have sufficient historical or other enduring value to warrant their continued preservation by the
state and that have been accepted by the department for deposit in its custody” (MCA 1972, §25-
59-3). The Division acquires all formats of records, including paper, graphic, audiovisual, and
electronic, created by state agencies and elected officials. Division staff works with state
agencies to determine appropriate records retention schedules and recommends to the State
Records Committee retention of those records series most likely to be of historical or enduring
value. Inactive records may be transferred to the Archives directly from an agency or from the
State Records Center. The Division seeks to acquire official records of government entities that
preceded the formation of the state and official state records that have been lost or removed from
official custody. The Division acquires publications of state agencies, and serves as a secondary
depository for said publications.
The Division also collects non-government materials in all formats, including paper, audiovisual,
and electronic records. Such materials include personal papers and manuscripts, records of
businesses and organizations, photographic images, maps, audiovisual materials, books,
electronic records, and other materials which document the history of the state and its people.
Materials may be donated by an individual or organization, bequeathed by an estate, or
purchased if their value so warrants and funds are available. Loans are rarely accepted. The
donor must be authorized to transfer title to the material, and unrestricted donations are
preferred. Any restrictions placed on a donation by the donor must have a reasonable time limit.
After materials become the property of the state of Mississippi, their return to the donor must be
authorized by the MDAH Board of Trustees.