Cover: The East Research Room, adjacent to the Central Research Room in the National Archives Building, can accommodate as many as 32 researchers at one time. In Fiscal Year 1989, 31,197 researchers used this Textual Research Room complex. (Photograph by Susan Amos.)

Edited by Jill Brett and Shelby Bale Photography editor Susan Cooper THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Annual Report for the Year Ended September 30, 1989

Washington, DC Table of Contents

ARCHIVIST'S OVERVIEW Chapter 1 Office of the Archivist ____ 3 Office of Inspector General ______4 Archival Research and Evaluation Staff 4 Congressional Affairs Staff ___ 5 External Affairs Staff -----· 6 Legal Services Staff .. ______6 Public Affairs Staff------·----- 8

Chapter 2 Office of Management and Administration______9 Financial Operations ______9 Automation ------­ 10 Program Evaluation----·---·--·-··----···---·-···----·- 10

Chapter 3 Office of Federal Records Centers ______12 Services to Federal Agencies ______12 Records Center Productivity----· 13 Reimbursable Agreements ______13 Courtesy Storage of Papers of Members of Congress 14 Cost Study of the Federal Records Centers__ -·------14 Improvements to Automated Systems ______14 Permanent and Unscheduled Records Initiative 15 Holdings by Agency ______15

Chapter 4 Office of the Federal Register ___ 16 Services to the Federal Government ______16 Services to the Public 17

Chapter 5 Office of Records Administration ______19 Standards 19 Agency Guidance and Assistance ______19 Training______20 Evaluations·-·-·-· ----·-----______21 Automation 23 Intergovernmental Records Project 23 Records Appraisal and Disposition______23

Chapter 6 Office of the National Archives___. 26 Transition and Reorganization 26 Description, Accessions, and Openings_ 28 Archival Information System ----·- --·-·-- ·-----··----·····-····-·---- 28 1920 Federal Population Census___ ·---·-···----·--····---- 28 Reference 28 Center for Electronic Records 29 Center for Legislative Archives 30 Records Declassification ____ ·····-·-·--··-··--·--·----·--····-··--·---·--·· 31 Regional Archives System 32 Regional Archives 34

iii Chapter 7 Office of Presidential Libraries.______36 Joint Meeting of Advisory Committee and Library Directors ______36 Progress Toward the Reagan Library ____ 37 Final Presidential Records Act Rule Issued 38

Accessions and Openings ----··-·------· 38 Grants and Awards 39 Lectures and Symposia ______. ______39 Exhibitions ______41 School Programs______43 Staff Appointments 43

Chapter 8 Office of Public Programs______45

Exhibitions ------·------45 Educational Programs 46 Film Program ______46 Special Events --·-··-·------· 47 Archival Tours and Training_____. ------·--- 48 National Audiovisual Center ______48 Publications 48 Museum Shop --.------·-­ 49 Volunteer Service 49

Chapter 9 Archives II -----·______52 History ---·--, 52 Design 53 Records Relocation 54 Financing ______- 55 Community and Professional Involvement___ 56

Chapter 10 Preservation------· 57 Office of Presidential Libraries 57 Office of the National Archives ____ 58 Archival Research and Evaluation Staff 61 Modern Photocopying and Its Usage in Archival Administration ____ 62 Advisory Committee on Preservation: 10 Years of Service ______63 Standards Development ______63 Paper Records Usage Study ____ 63 Chapter 11 The National Historical Publications and Records Commission ____ 65 The Commission and Its Work ______65 Publications Program 65 Records Program ____ 66 Commission Membership ______68 Publications and Records Grant Funding by State______. 69

Chapter 12 The National Archives Trust Fund ______70 Overview ______70 Financial Condition --­ ..--··-·-· 70 Income and Expenses______70 Program Highlights 71 Public Outreach ·------· 73 Investment Program ______74 Income Statement ______74 Statement of Changes in Financial Position______74 Balance Sheet______75 Notes to Financial Statements______75 Gift Fund ______76

iv APPENDIXES

A Organization Chart for the National Archives ____ ··--··-----­ 80 B Personnel on Board ______80 C Obligations by Program Area ______81 D Obligations by Major Elements ______81 E Obligations by Object Classification ______82 F Customer Reimbursements_ 83

G Preservation Obligations ______·-···-··-·------­ 83 H Archival Holdings by Unit ______84 I Archival Holdings by Number of Items ____ 86 J Holdings of Presidential Libraries by Unit______88 K Use of Presidential Libraries ------­ 90 L Actual Costs: Presidential Libraries ______90 M Publications of the Office of the Federal Register ______91 N Archival Publications ______92 0 Holdings of Federal Records Centers ______93

v Signing of the Protocol of the Commission on Archival Cooperation for 1989-90. at Moscow on April 18. 1989. Seated left, Dr. F. M. Vaganov. Director General of the Main Archival Administration of the Council ofMinisters ofthe U.S.S.R. (Giavarkhiv); seated right, Dr. Don W. Wilson. Archivist of the United States. Assisting at the ceremony are Ludmila Selivanoua, Department of Foreign Relations. Glavarkhiv, left, and Dr. Wesley Fisher. /REX, right. (Photographer unknown.) Archivist's Overview

My first complete year as Archivist of the United Maryland at College Park President William E. States has ended with a sense of fulfillment Kirwan, Prince George's County Executive Parris coupled with a renewed awareness of the Glendening, and College Park Mayor Ann Owens challenges ahead. Preparations for the all deserve our thanks and the gratitude of future construction of the new National Archives researchers for ensuring the successful completion building on the University of Maryland campus at of this project. College Park have required a reorganization of The National Archives now holds in trust more the archival units and presented most of the staff than four billion pages of the permanent record with major adjustments. I would like to take this of America's past. In our buildings, we preserve opportunity to commend the staff, unquestionably the heritage of this country-records about art, the greatest resource of the National Archives, for architecture, economics, religion, and government their efforts to adjust to this transition period. The as well as about the growth of families, towns, years ahead will present different, and possibly and cities. Every advance in historical scholarship more exacting, challenges as this agency prepares depends on the resources of an archives and on to undertake the most extensive transfer of its ability to respond to the researcher's needs. records in our history. That is why we must have a great National Archives II will be an immense structure­ Archives system. That is why Archives II is a 1,700,000 square feet-the largest archives in the permanent investment, with the promise of world. The planning of this building represents rewards for present and future generations. years of effort and concern by a great many Whatever the investment in materials, the people: in Congress, in the National Archives, in success of our mission turns on more than professional associations, and in the community buildings, technology, and equipment; it turns on the dependability and capability of the staff. The of public-spirited citizens. A broad and effective late Barbara Tuchman, an avid researcher at the advocacy was also forged in the academic National Archives, said that "archives are a community, most particularly at the University of resource whose usefulness depends on the Maryland. knowledge and enthusiasm of their custodians." A long list of supporters has been crucial to the Now, at last, we can do something for the success of this building; unfortunately, not all of National Archives employees. Archives II them can be mentioned by name here. Special promises a hospitable environment for staff and tribute must be paid, however, to the U.S. researchers alike as well as the most advanced Representative from Maryland's Fifth District, conservation and storage facilities; it will be, in Steny Hoyer, and the two U.S. Senators from short, a facility for the modern age. Maryland, Paul Sarbanes and Barbara Mikulski. None of this would have happened without their Don W. Wilson vigorous and steadfast support. Maryland Archivist of the Governor William Donald Schaefer, University of United States

1 Chapter 1 Office of the Archivist

This year, the Archivist continued to projects, the signed protocol includes July, the fourth in this annual series. define the goals of the National the first agreement on cooperation in Topics discussed included the status of Archives for the many publics it serves. genealogical research between the two electronic records and regional He spoke to a wide variety of archival, countries. The Archivist also returned outreach and cooperation. Following genealogical, historical, and other to the Soviet Government the first two this meeting and the Regional Archives professional associations in local, boxes of the original files of the Directors Conference, both held in national, and international forums. His Imperial Russian Consulates in North Seattle, WA, the Archivist and Deputy travels took him to cities around the America. These archives, created from Archivist Claudine Weiher traveled to world in an effort to enhance the 1862 to 1922, have been in the Alaska to inspect several possible sites exchange of information about issues of custody of the United States for 55 for a 12th regional archives. mutual concern and to discuss the years. The remainder of 400 boxes are In keeping with his goal to changing needs of the research scheduled to be returned to the Soviet encourage corporate support of certain communities. Union in 1990. Dr. Wilson commented activities of the National Archives, the In the fall, he spoke at a number of at the ceremony that "For years, the Archivist began to explore- the conferences on issues ranging from United States has supported the efforts establishment of a development staff records management and Archives II to of the International Council on this year. About 25 corporations and the preservation of electronic records, Archives and UNESCO to see that foundations were contacted to help documents, and special collections. He archival materials which have migrated support a wide variety of activities traveled to Houston, TX, to inspect the from their country of origin should be celebrating the 200th anniversary of the mass deacidification facility there that returned to their proper home. Today, Bill of Rights. has been constructed for the Library of in the spirit of friendship, our beliefs The National Archives, through the Congress. In February, he signed an and our actions come together." National Archives Trust Fund Board, agreement with the Librarian of The Archivist was host to a 1-day has the statutory authority to solicit and Congress, Dr. James H. Billington, to joint meeting with 31 State archivists in accept gifts or bequests of money for enable the National Archives to make use of this facility to determine the potential suitability of the diethylzinc (DEZ) process for use with paper-based archival materials. The Archivist met with Secretary of State George P. Shultz and other State Department officials to discuss their use of the Presidential libraries in the production of the documentary series entitled "Foreign Relations of the United States." He also briefed a number of agency heads at the National Archives on the functions of the institution and the importance of close cooperation with Federal agency historians and records managers. In the international arena, Dr. Wilson went to Moscow to sign a joint agreement on archival cooperation for 1989-90. He was in the Soviet Union as head of the U.S.-U.S.S.R. Dr. Don W. Wilson (righi) and Dr. James H. Billington (left), Librarian of Congress. signed Commission on Archival Cooperation, on February 14 an agreement to allow the National Archives to use the deacidification facility which is designed to promote built for the Library in Deer Park, TX, for as many as three experiments. The deacidification professional development between the experiments and associated testing program will enable the National Archives to determine the two countries while increasing access potential suitability of the diethylzinc (DEZ) process for use with paper·based archival for all researchers. Among other materials. (Photograph courtesy of the Library of Congress.)

3 the benefit of its programs. This kind of technical research projects discussed in professional papers, and briefings, solicitation is common to many the following paragraphs. The Staff members of the Archival Research and museums and other cultural institutions includes Preservation Officer Alan R. Evaluation Staff gave special in this time of limited Federal Calmes, who, in addition to advising presentations on the ODISS project to resources. the Archivist on preservation matters audiences totaling more than 12.000 In August of 1989, the National and coordinating the overall persons. Archives entered into an agreement preservation program, oversees with the Philip Morris Companies Inc. research contracts in preservation­ to support an exhibition of political related areas. Digital Image cartoons to open in June of 1991 in Applications Group commemoration of the First (DIAG) Amendment of the Bill of Rights. Optical Digital I mage Studies show that the American Storage System (ODISS) The National Archives continued to public is regrettably ignorant about the Project sponsor the Digital Image Applications Bill of Rights. The National Archives as Group (DIAG), an organization of the repository for America's Charters of The purpose of the ODISS Project, representatives of Federal, State, and Freedom, as well as billions of other which is a research pilot project, is to local government agencies and records documenting over 200 years of evaluate the capability and future members of the private sector. our history, has an important role to economic feasibility of using an optical Established in 1985, DIAG holds play in educating Americans about their scanning and image storage system to quarterly meetings that serve as a history and their government. effect image enhancement of forum for the exchange of information However. the resources to do this on a documents in poor condition and between users and vendors of digital large scale are not available through improve reference service to the public image technology. Programs include congressional appropriations alone. The through the use of automated search, demonstrations of new equipment by Archivist is committed to seeking retrieval, and replications techniques. vendors and presentations by members additional funds from the private sector During 1989, the ODISS operations of the user community regarding their for this purpose. staff used the system to capture, experiences with digital image systems. enhance, index, and store the images William L. Hooton, a member of the of the 220,713 pages that constitute Archival Research and· Evaluation Staff Office of Inspector the compiled military service record and director of the ODISS project, General (CMSR) files of 53,783 Tennessee serves as chairman of DIAG. Confederate Cavalry veterans. In March, more than 250 persons In accordance with Pub. L. Numerous tests were conducted to attended a presentation by Dr. William 100-504, the Office was established determine the minimal acceptable B. Green, Vice President of and Lawrence A. Oberg was appointed scanning resolution, to compare image Engineering for TDC Corporation and on April 16, 1989, as Inspector quality captured from paper as internationally renowned author of texts General. opposed to microfilm, and to define on the subject of digital scanning and The Inspector General works under the most efficient workflow processes image processing. Other presentations the general supervision of the Archivist and the best combinations of image included one by the Sony Corporation of the United States and is responsible enhancement algorithms to use on on the new double-density 12" optical for conducting independent audits and particular classes of documents. disks, lnformix Corporation on the investigations relating to the programs Using the public access terminal multimedia data base system, and the and operations of the agency. The located in the Microfilm Reading Library of Congress on the American results of the audits and investigations Room, the ODISS staff conducted Memory Project. are used to promote economy, numerous interviews with researchers Also during this past year, DIAG efficiency, and effectiveness throughout and provided demonstrations of the spawned two special-interest groups on the agency. system's online retrieval capability to data interchange formats for digitized both amateur and professional images and image quality standards. Archival Research and genealogists. These researchers were Both hope to be able to influence the Evaluation Staff shown how to conduct rapid index development of national and searches and retrieve the record images international standards in this area. The Archival Research and from selected files within seconds. Evaluation Staff, directed by William Their responses to the system were Text Conversion M. Holmes, carries out the three-fold generally favorable. Although the Technologies mission of studying and monitoring ODISS operations facility was not technological innovations, assisting available for public tours, more than The majority of archival finding aids other offices in the application of 1,000 visitors with a professional and indexes to records exist on paper technology to their programs and interest (including visiting archivists and or microfilm. Neither of these media operations, and providing technical records managers, Government and permits searching by computer-assisted consultation within the National private sector officials, and foreign techniques, something that is highly Archives. The Staff performs studies dignitaries) received tours and desirable for archival support systems and conducts, or undertakes by demonstrations of the ODISS system. of the future. The Staff is in the third contract, a program of applied Additionally, through conferences, year of a continuing project to assess the capability of commercially available vast body of knowledge, and in cooperation with other Federal technologies to perform conversion of recommending a course of action. The agencies. typed, printed, and handwritten calculations of expert systems are based documents to textual data that can on simulated reasoning and judgment Technical Consulting then be integrated with search and rather than on the mathematical retrieval software to create computer­ algorithms used in conventional Activities based finding aids or records systems. programs. Members of the Archival Research One major effort currently underway The interest of the National Archives and Evaluation Staff provided short­ is the building of a retrieval application in artificial intelligence and expert term consulting support on the subject system containing Gerald R. Ford's systems is twofold: In what ways can of automation to libraries, archives, and Presidential daily diary. Upon the technology be used to improve other institutions around the world. completion of the system in early archives administration? What is the Although most requests this year 1990, it will be installed in the Ford impact of the use of the technology by involved guidance regarding digital Presidential Library in Ann Arbor, MI. Federal agencies on core archival imaging technology, others dealt with A similar effort will result in the functions? The Staff is currently archival automation and electronic creation of automated finding aid assessing expert systems in light of records. systems to search and retrieve technological capabilities and software During the past year, Assistant information from record group and trends in order to make appropriate Director Charles Dollar played a major series level descriptions of the still recommendations for research and role in completing the report of the picture holdings at the National program development. United Nations (U.N.) Technical Panel Archives. on Electronic Records Management. Electronic Data Exchange This report, which reviewed the Computer Support development of policy and plans for Requirements for the This year, the National Archives electronic records management and Center for Electronic received a five-part report from the electronic document transfer Records National Computer Systems Laboratory methodologies and standards for U.N. of the National Institute of Standards organizations, was accepted by the In response to a request from the and Technology (NIST). The report U.N. Advisory Committee for the Office of the National Archives, the was part of a cooperative research Coordination of Information Systems in Staff completed a report entitled project carried out under an September of 1989. Because this panel "Analysis of Programmatic System interagency agreement between the two focused on issues of electronic Support Requirements for the Center agencies. The project identified document exchange, it has benefited for Electronic Records." This study problems and possible solutions to from the electronic document/data analyzes the current support operations information transfers between modern base exchange standards work that the of the Center for Electronic Records, computer systems. National Institute of Standards and Technology performed for the National offers a hypothetical expansion for the The National Archives holdings of Center's next decade, and defines the machine-readable, computer-generated Archives. The National Archives, in requirements for a new computer records generally reflect the state of turn, learned more about information system needed to support it. The Federal data processing activities of technology trends in U.N. organizations expanded mission concept includes more than a decade ago. In that and how they affect archives and direct electronic accessioning, migration period, most record systems were records management. Dr. Dollar also visited Kuwait to review its archives to the next generation of storage developed and maintained on and records management program and medium, and an expanded program of mainframe hardware with application reference services, including online software that used relatively simple file to offer advice on optical disk access. formats compared to those employed technology. by contemporary systems, such as data Research Into Application base management systems. It is Congressional Affairs Staff of Artificial Intelligence becoming increasingly difficult to accession, preserve, and provide The major legislative focus for the Artificial intelligence is a field of reference on new record systems that National Archives in FY 1989 was computer science devoted to are intricately tied to the hardware and monitoring the debate on issues related developing systems capable of software used to create and maintain to the reauthorization of the Paperwork performing functions normally them. Record systems that are Reduction Act. Draft versions of associated with human intelligence, dependent on particular machine legislation in both the House of such as reasoning, learning, and environments make it difficult for the Representatives and the Senate understanding human language. National Archives to guarantee their contained provisions that affected the The most extensive application of usability to all researchers. National Archives directly. artificial intelligence is in the field of The most promising solution to these The formation of a new expert systems. Expert systems are problems appears to lie in the subcommittee within the Senate computer programs capable of development of electronic data transfer Governmental Affairs Committee considering a question or problem, methodologies and standards, which resulted in a new oversight applying a set of heuristic rules to a the Staff will undertake on a trial basis subcommittee for the National

5 Archives. The new Subcommittee on other agencies and with professional Comptroller General; serves as the Government Information and organizations, such as the National liaison between National Archives Regulation is chaired by Senator Jeff Association of Government Archivists officials, the Department of Justice, Bingaman (D-NM). and Records Administrators and the and other Federal agencies when the In other areas, the Congressional Society for History in the Federal National Archives or its employees Affairs Staff developed new methods of Government. become involved in judicial providing National Archives A special assignment during the past proceedings; and serves as the counsel management with reports on the status year was the negotiation and oversight to the National Archives Inspector of legislation and other congressional of the transfer of 900 cubic feet of General. The General Counsel also activities, in addition to offering a range records of the U.S. Customs Service serves as the Designated Agency Ethics of services to congressional offices and from non-Federal custody to the Official (DAEO), coordinating the committees. The Congressional Affairs National Archives. These records, development, implementation, and Officer is Edie Hedlin. dating from 1789 and documenting the enforcement of the National Archives New England maritime trade with the ethics program. Assisting him are three External Affairs Staff Orient. are an important addition to the attorneys and two paralegal aides. Customs Service records of the During the past year. the National Organized contact with professional National Archives-New England Archives was involved in both civil and peers in the academic, Federal. and Region. By agreement, the National criminal litigation. In January of 1989, international spheres is an essential Park Service is being provided the National Security Archive and element of National Archives programs. microfilm of this material. several public interest litigation groups Robert Brookhart serves as liaison with filed suit in the U.S. District Court for the international community and Legal Services Staff the District of Columbia to block the George C. Chalou serves as destruction of certain electronic interagency liaison with historical offices The General Counsel of the National materials created by the National in the Federal Government and with Archives. Gary L. Brooks, advises the Security Council and the Executive professional organizations. Archivist and other agency officials on Office of the President on their PROFS In the international archival area. matters involving the interpretation of computer system. The National activity centered on the joint projects law and regulation; represents the Archives is a defendant fn this lawsuit undertaken with the Soviet Union. as National Archives before the Equal because the materials are alleged to be described in the introduction to this Employment Opportunity Commission Reagan Presidential records. Plaintiffs chapter. Distinguished visitors were (EEOC). the General Services Board of obtained a temporary restraining order received from many countries, Contract Appeals (GSBCA), and the against the destruction of these including Australia, Austria, China, Guatemala, and Japan. The National Archives cosponsored the Second European Conference on Archives held in Michigan under the direction of former Archivist of the United States Robert Warner. The proceedings of the conference were edited and printed by the National Archives. The International Council on Archives (ICA). together with UNESCO, continues to dominate professional archival activity on the international scene. Currently, 13 Americans, including members of the National Archives staff, serve on ICA committees and other working groups. A small travel grant secured by the National Archives assures U.S. representation at these meetings and for professional consultations. During this past year. the Interagency Liaison Officer visited more The first meeting of the National Park Service-National Archives Working Group. which was than 25 Federal history offices and established to develop closer cooperation between the two agencies. was held on February 28. 1989. Representing the Park Service. on the near side of the table, left to right: Edwin C. organized a wide range of scholarly Bearss, Chief Historian; Jerry L. Rogers, Associate Director. Cultural Resources; Ann conferences, symposia, and seminars in Hitchcock. Chief Curator. Representing the National Archives on the far side of the table. left the interest of promoting the use of to right; Don W. Wilson. Archivist; Frank B. Evans, Deputy Assistant Archivist, Office of documentary resources. He also Records Administration; Raymond A. Mosley, Executive Staff Director; Trudy Peterson. worked closely with interagency groups Assistant Archivist for the Office of the National Archives. George Chalou. Interagency Liaison formed to develop better relations with Officer and coordinator of the program. also attended the meeting. (Photograph by Nancy Olds.)

6 materials, an order extended until the end of legal proceedings by agreement of the parties. In response to this lawsuit, the Government filed a motion to dismiss. The district court denied this motion, and the Government has requested leave to appeal this decision. On February 6, 1989, Charles Merrill Mount, sentenced in 1988 by a Federal judge in Boston, MA. to 3 years in prison and 5 years probation for transporting in interstate commerce Federal records stolen from the National Archives Building, was also convicted in a District of Columbia Federal court on 17 counts of receiving other Federal records stolen from the National Archives and 4 counts of mail fraud stemming from his attempts to sell some of those documents. Federal District Court Judge Aubrey Robinson Archivist Don W. Wilson (right) presented certificates of appreciation to FBI Special Agent sentenced Mount to 5 years in prison Daniel Reilly (center) and private citizen Edward Bomsey (left) in recognition of their assistance to the National Archives in prosecuting Charles Merrill Mount, July 21. 1989. and 3 years probation for these crimes. (Photograph by Elizabeth Mallonee.) The General Counsel and his staff served as liaison between National Archives officials, the U.S. attorney's office in Washington, and the Federal 1950. the Army shipped the collection During the past year, the General Bureau of Investigation before and to the United States. The National Counsel and his staff represented the during the trial. This support included Archives acquired physical custody of agency on several occasions before the preparing National Archives staff the collection in 1958 and legal EEOC. the GSBCA, and the members called as witnesses to testify. custody in 1966. Comptroller General on administrative On February 9, 1989, Judge Lynn The National Archives and the and contractual matters. Hughes, a Federal district court judge Department of Justice are attempting to In addition to his litigation activities, in Houston. TX. issued a decision have Judge Hughes' decision the General Counsel was involved in a finding that the National Archives had overturned. At the present time, a number of activities more directly improperly refused to return the motion to dismiss the case for lack of affecting the internal operations of the Heinrich Hoffmann photographic jurisdiction is before the district court. National Archives. These included collection to Hoffmann's children­ The Government's argument for drafting the regulations implementing Heinrich Hoffmann, Jr., and Henriette dismissal rests, in part. on the Trading the Presidential Records Act: von Schirach. Heinrich Hoffmann, Sr., With the Enemy Act, which the coordinating the National Archives' was an early Nazi Party member and a Government believes bars World War II response to requests made pursuant to friend of Adolf Hitler's. as well as his German nationals from suing to that act for Reagan Presidential personal photographer. His recover property confiscated from records; negotiating a ground lease photographic collection of more than them. Another provision of the same with the University of Maryland and the 200,000 images spans the history of act prohibits the National Archives from State of Maryland for the use of more the Nazi Party and its leaders. returning the Hoffmann Collection to than 33 acres of land in College Park, Henriette von Schirach was married to West Germany. The value of the MD, for Archives II; and assisting the Baldur von Schirach, the Gauleiter of Hoffmann Collection has been set at Office of Presidential Libraries and the Austria who was convicted at $2.6 million. The Government is John F. Kennedy Library with matters Nuremberg of war crimes and expected to appeal any adverse relating to an addition to the Kennedy imprisoned at Spandau Prison for a decisions. Library. number of years following World In addition to the above cases, the In his role as the DAEO, the General War II. Department of Justice has also Counsel continued his efforts to The Hoffmann children have been represented the National Archives implement standards of conduct for demanding the return of the Hoffmann before the Federal courts in several National Archives employees. Recently, Collection periodically since the late lawsuits brought under the Freedom of a dispute over several individual 1940's, when the U.S. Army acquired Information Act {FOIA). There also standards of conduct was resolved by the collection because it determined were a number of claims for money the Federal Service Impasses Panel that the materials in the collection damages brought by individuals under (FSIP). The parties to this dispute were constituted propaganda that could be the Federal Tort Claims Act {FTCA). the National Archives and the used to kindle the rebirth of National At the administrative level. these claims American Federation of Government Socialism in postwar Germany. In are processed by the legal staff. Employees (AFGE). which represents

7 bargaining unit employees at the is distributed to 600 institutions and employees and one part-time National Archives. FSIP found in favor scholars and is subsequently reprinted employee, continued discussions this of the Government. The standards of in Prologue: Journal of the National year with a wide array of major conduct may now be submitted to the Archives. The free monthly Calendar corporations and cultural institutions Office of Government Ethics (OGE) of Events is sent to 17,000 subscribers that are committed to sponsoring and the Office of Personnel and distributed to an additional 4,000 educational and historical programs. Management (OPM) for their review visitors each month. The Staff also These potential alliances could provide and approval. issues public service announcements much-needed support to underwrite In addition to working on standards used by area radio stations and press selected National Archives public of conduct. the General Counsel and releases mailed to more than 600 programs that would serve to broaden his staff counseled a number of newspapers and radio/TV stations; the base of appeal of the National National Archives employees over the offers press previews of exhibitions and Archives and would not be possible past year concerning their other special projects; and contacts otherwise. This year the Staff has also responsibilities under the Ethics in journalists with specialized interests. taken an active role in planning Government Act and the existing During this year, the Staff responded to programs and preparing proposals for standards of conduct. He and his staff 1,000 inquiries about the programs and the National Archives 4-year also prepared a revised list of senior holdings of the National Archives from commemoration of the 50th employee designations for the OGE. the media. More than 750 news and anniversary of U.S. participation in reviewed the Public Financial Disclosure magazine articles featured the National World War II. Initial contacts with Reports filed by the senior National Archives prominently. The Staff various corporations and individuals Archives employees included on this escorted more than 75 film crews were made for support of these list. and reviewed confidential working on stories related to records activities. statements of employment and financial here. The following publications were interests filed by other National The Staff, comprising three full-time issued during this fiscal year: Archives employees.

Public Affairs Staff Circulation This Staff, headed by Jill D. Brett, Publication Per Issue coordinates the nationwide public Monthly Calendar of Events information program for the National (published by the National Archives Trust Fund Board) ...... 21,000 Archives. The Staff informs the general Quarterly News From the Archives ...... 600 public of National Archives activities Weekly Staff Bulletin ...... 3,800 through a variety of publications. News Annual Report ...... 2,500 from the Archives, a quarterly journal, Chapter 2 Office of Management and Administration

The Office of Management and Government activities and to appraise During FY 1989. the National Administration provides nationwide records in order to identify those that Archives received $20.155.000 in administrative services to the agency. warrant continued preservation. The reimbursable income for services This includes planning and Office of Presidential Libraries obligated provided to the Trust Fund and other administering the financial, personnel. $28,011,000 to operate the eight Federal agencies. The most significant procurement. and facilities and existing Presidential libraries, to retain reimbursable activity, in terms of information management programs. In and process the Nixon Presidential payment received, was providing addition. the Office acts as liaison with materials, and to acquire and process reference services on the records of the Office of Management and Budget Reagan Presidential materials. The other agencies that are stored in and with congressional appropriations Office of Public Programs obligated Federal records centers. During FY committees and oversees the day-to­ $3,496,000 for publication, exhibition, 1989, $18.039.000 was received for day operations of the National Archives audiovisual, and public outreach these services. The Offices of the Trust Fund Board staff. The Office also activities. The Office of the Federal National Archives and of Presidential evaluates the effectiveness of program Register obligated $4,456.000 to edit, Libraries and declassification activities management and administrative compile, and publish, among others, provided the balance of $2,116,000. procedures throughout the agency. the Federal Register, Code of Federal Regulations, U.S. Statutes at Large, Financial Subsystems Financial Operations and weekly and annual compilations of As required by OMB Circular A-127. Presidential documents. The records all financial subsystems were evaluated, Funding available to the National declassification program obligated no major deficiencies were found, and Archives in FY 1989 by appropriation $1,778,000 to review Federal records a report was sent to the President under Pub. L. 100-440 for direct for possible declassification. Also, the indicating that the subsystems were in operating expenses was $113,675,000. National Historical Publications and compliance with Office of Management In addition, $4,305,000 was available Records Commission obligated and Budget and General Accounting for grants by the National Historical $5,248,000 in grants and to administer Office standards. grants. Publications and Records Commission; Other Financial Programs $125,000 for a grant to preserve, The following table summarizes funds restore, and display the Presidential available and actually obligated in FY Patricia Dews, Ronald Lawson, Joan papers of Calvin Coolidge; $6,000,000 1989; Ochs, and Monica Brewbaker were for the facility design of Archives II; $8,619,000 for the design of improved access and additional archival storage at the Kennedy Library; and $2 million Fund Availability Obligated 1 remained in supplemental funds carried Operating Expenses, Direct $113,675,000 $112.822,000 2 forward from previous years. This Grants 4,305,000 4,055.000 2 provided a total of $134,724,000. Grant for Calvin Coolidge Papers 125.000 125.000 Of the funds available, $40,343,000 Archives II Design 6,000,000 6,000.000 3 was obligated by the Office of Federal Kennedy Library 8,619,000 6,855.000 Records Centers to accession, store, Supplemental (Funds Carried Forward) 2,000,000 2.000,000 provide reference service, and dispose TOTAL $134,724,000 $131,857,000 of records of the Federal Government. The Office of the National Archives 1 The difference between available funds and obligated funds is unexpended funds Funds obligated $45,954,000 to accession, appropriated by Congress for use during the fiscal year remain available only for adjustments preserve, describe, and make available to obligations made during the year. to the general public, scholars. and 2 Funds appropriated for grants are "no-year" funds. Some congressional appropriations Federal agencies the permanently have the proviso that they remain available until obligated. Thus. the balance at the end of the fiscal year is carried over and is available for obligation in succeeding fiscal years. valuable historical records of the 3 In FY 1985, $5,200,000 of "no-year'' funds was appropriated for improvements to the Federal Government. The Office of Kennedy Library. Four million dollars of the total was planned for improved archival storage Records Administration obligated and educational space, and the balance of $1,200.000 was to improve access to the library. $2,571.000 to establish standards on In FY 1989. an additional $4,100,000 was appropriated for continuation of construction. Of the totaL $7.536,000 has been spent, including the $6,855,000 obligated in FY 1989 for the the creation and maintenance of building extension construction and related services contract. adequate and proper documentation of presented awards for Distinction in Cash Management by the Department of the Treasury. The awards were presented for the group's work in implementing two major cash initiatives at the National Archives last year: small purchase credit cards and credit cards for sales.

Automation

The Office operates a nationwide automated system, the Office Automation Network. This system is primarily an administrative system. but it also supports some program activities. The National Archives is developing a new system that will eventually replace the present one and will incorporate data communications and all program office applications into a single system. The Office Automation Network's capabilities include word processing, Secretary of the Treasury Nicholas F. Brady (far left) presented awards for Distinction in Cash Management to four members of the Budget and Finance Division staff. From left to right are electronic mail, electronic spreadsheets. Joan Ochs.. Ronald Lawson, Dw1s1on Director Patricia Dews, and Monica Brewbaker. At far data base management, data entry for nght IS Ass1stant Archivist for _Management and Administration James C. Megronigle. The four larger computer systems. and were honored for the1r work m Implementing two major initiatives: small purchase credit cards networking of personal computers. The and cred1t cards for sales. The National Archives was one of only two non-Cabinet agencies system now includes nearly 500 recewmg cash-management awards. (Photographer unknown.) workstations and can be accessed through an additional 350 personal computers. The initial phase for a unified, introduction of new methods to Management Analysis. Incorporated. nationwide system that will link all increase productivity and new systems was employed to conduct these program offices and provide a single to reward staff for improved studies. The studies focused on two point-of-access to all reference data performance. Two of the units studied general areas: organizational units that bases has been completed. The new the Records Reconstruction Branch and work closely with the public and system, which will be implemented with the Civilian Reference Branch, located administrative units that support the the completion of the Archives II facilitv at the National Records Center in St. work of professionals and technicians. in College Park in 1993, will support , Louis, enjoyed productivity increases of A total of five studies were the accessioning and scheduling of 35 percent and 25 percent, conducted in the Office of the National records for disposition: reference respectively, and saved the National Archives and the Office of Federal activities in the Offices of the National Archives the equivalent of 10 staff Records Centers. Each study Archives, Presidential Libraries. and years. A secondary result was the concerned the development of work­ Federal Records Centers: and development of detailed data to be measured performance standards in administrative activities. used for improved budgetary and reference units based on a scientifically Current operating systems were planning purposes. engineered methodology. Units augmented by adding more personal The two studies initiated through the included in these studies were located computers to the agency inventory. Office of Management and at the National Archives Building and These personal computers are used as Administration focused on mission the Washington National Records self-sufficient minicomputers and as support activities. The first concerned Center in the Washington, DC, area. universal terminals capable of accessing the processing of requests for personnel and at the National Personnel Records the Office Automation Network. central actions and the second focused on the Center in St. Louis, MO. The units computer systems, minicomputers, and determination of user fees for various examined were responsible for both public data bases. products and services. The review of military and civilian records that were the personnel operations resulted in created by a number of former and changes in existing procedures. current Federal agencies. The studies Program Evaluation improved processing times, and a reviewed established procedures. significant reduction in size of backlogs Several management studies to workflows, and daily operations and relating to personnel actions. The improve the agency's overall efficiency provided recommendations to correct comprehensive review of how fees for and effectiveness were completed deficiencies in these areas. A direct reproductions are calculated produced during 1989. A contractor, result of these studies was the

10 new methods for measuring and Office of Management and Administration Staff determining costs and a data base to Assistant Archivist...... James C. Megronigle 202-501-5100 facilitate fee updates. Deputy Assistant Archivist...... Adrienne C. Thomas 202-501-5100 A study conducted in the central Director, Policy and Program administrative office of the Office of Analysis Division ...... John A. Constance 202-501-5110 Presidential Libraries in Washington, Director, Budget and Finance DC, examined the planning, Division...... Patricia D. Dews 202-501-6060 supervision, and training activities of Director, Personnel Services the office and presented Division ...... Wilma J. Kriviski 202-501-6102 recommendations for improvements in Director, Administrative Services the organization, management control, Division (Acting) ...... Stephen E. Hannestad 202-501-5110 and workflow of the office. Director, Systems Management Division ...... Stephen E. Hannestad 202-501-5110 Secretary, National Archives Trust Fund Board...... Ron Lawson 202-501-5155

11 Chapter 3 Office of Federal Records Centers

The Office of Federal Records Centers and transfer permanently valuable cubic feet of records and transferred provides economical storage and records to the National Archives in more than 24.000 cubic feet to the reference service for active and accordance with approved records National Archives. The centers semiactive Federal records in 14 disposition schedules. This year, the responded to 19.1 million reference records centers throughout the country. centers destroyed more than 914,000 requests from agencies, of which the Since 1971. records holdings have increased from 11.2 million to 16.4 million cubic feet. an increase of 46.4 percent and indicative of Federal agencies' confidence in the records centers' ability to provide economical storage. The centers provide a variety of services to agencies, including retrieval of records for reference purposes, technical assistance to agencies regarding records management, and micrographics services. The major users of Federal records centers are the Treasury Department's Internal Revenue Service (IRS) and the Department of Defense. Although most of the stored records are requested infrequently by agencies, the records must be maintained for specific periods to comply with legal, fiscal, or other administrative requirements. Some records are requested more frequently, such as IRS tax returns and Social Security claim folders. The records centers play a crucial role in the life cycle of records by providing secure storage of permanent records. During fiscal year 1989, some 4.4 percent of the records centers' holdings. or 724.600 cubic feet, were permanent records.

Services to Federal Agencies

During fiscal year 1989, the records centers received 1.6 million cubic feet of records from Federal agencies. By storing these records in centers rather than in offices, Federal agencies realized a cost savings of $16.49 per cubic foot, or more than $26 million Microfilming is an important activity for records centers. Leon Kennedy, archives technician at this year. Records centers also destroy the Philadelphia Federal Records Center. tests sublights of a 35mm planetary camera before records no longer needed by agencies filming architectural drawings. (Photograph by Josef Black. Philadelphia, PA.)

12 vast bulk-more than 76 percent­ pertained to IRS tax returns. Among records centers' services to agencies is the reimbursable micrographic program through which some 19.2 million images were filmed by the staff in fiscal year 1989. The centers also offer files improvement and records disposition workshops that are designed to assist professional and clerical staffs in proper maintenance and disposition of office files. This year, more than 7, 200 Federal employees attended workshops, 31 percent more than the number participating in 1988. The centers were also involved in 36 reviews of agencies' records programs. The National Personnel Records Center, housed in two separate locations in St. Louis. MO. stores the personnel records of former members of the Armed Forces and former Federal civilian employees. There are more than 1.2 million cubic feet of veterans' personnel, medical, and related files at the Center. The personnel and pay records of former civilian employees total more than 580,000 cubic feet. The Center answers more than two million requests for information each year from former civil servants, members of the military services, and their families. These inquiries often relate to claims for benefits.

Records Center Productivity Clifford Amsler. Director of the Boston Federal Records Center (back to camera). discusses Records centers save money for the records center operations and procedures with representatives of the U.S. District Court for Government through efficient, low-cost Boston during a tour. (Photograph by Hutchins Photography. Watertown. MA.) storage and high-speed handling and servicing of records in center custody. More than 90 percent of the centers' resources are devoted to receipt. shelving. referencing, removaL and productivity increased by 3 percent (to additional services nationwide. These disposition of records. 6,266 references) per staff year for agreements stipulate that agencies will In this fiscal year, there was an civilian personnel records and by 6.9 pay the National Archives the costs of increase of productivity in many percent (to 7,670 references) per staff storing and servicing their current. services over previous fiscal years. The year for military personnel records. active files. Such agreements are in centers accessioned, or accepted, Productivity in the general reference effect with the Internal Revenue records at the rate of 34,996 cubic feet category increased by 1. 7 percent. Service, the Social Security per staff year in FY 1989-an increase from 29,822 references per staff year Administration (SSA), the Immigration of 3.3 percent. Similarly. the National in FY 1988 to 30,316 references per and Naturalization Service (INS). the Personnel Records Center in St. Louis, staff year in FY 1989. These Veterans Administration (VA). and the MO. achieved a substantial increase in productivity increases resulted in U.S. Postal Service (USPS). Several its unique function of reference service substantial savings in personnel costs. agencies have negotiated reimbursable on personnel files: last fiscal year, agreements with a single records reference productivity measured 6,084 Reimbursable Agreements center. per staff year for civilian personnel The IRS agreement accelerates the records and 7.176 per staff year for Reimbursable agreements exist with transfer of tax returns to records military records; this fiscal year. several Federal agencies to provide centers. In many centers. tax returns

13 are received only 10 weeks after being filed by the taxpayer. IRS reimburses the National Archives for all related storage and reference costs. Without this agreement, IRS would require extensive additional storage capacity and staffing at each of its own service centers. The SSA agreement also lowers storage and servicing costs for SSA service centers. Files normally would be transferred to a Federal records center when all claim activity had ceased. However, since the activity at the SSA service centers has expanded beyond the capacity of their facilities, large blocks of active claim folders have been transferred to seven records centers. In exchange, SSA reimburses the National Archives for all storage and document interfile costs at the centers. During the fiscal year, three records Records centers and regional archiues often share premises. Sharon Roadway (left). Los Angeles Federal Records Center Director. discusses placement of map cases with Diane Nixon centers assisted the INS in updating its (right). National Archiues-Pacific Southwest Region Director. (Photograph by Smetana manual and automated control systems Photography, Capistrano Beach, CA.) of alien files by inventorying files stored in records centers. The agreement with the USPS provides reimbursement for storage of property, they are removed from the phase of the study, the Performance USPS records in records centers. It also centers when a Member leaves office. Work Statement (a statement of work provides reimbursement for reference However. center staff members are against which private sector companies services performed by the National available to advise on the process of will prepare bids) and the Quality Personnel Records Center involving transferring these papers to permanent Assurance Surveillance Plan (the postal money orders and USPS repositories. standard of measurement for assessing personnel and pay records. the quality of a contractor's Additional reimbursable functions are Cost Study of the Federal performance). During the fiscal year, also performed at specific centers. The Records Centers Price Waterhouse made a first estimate Washington National Records Center, of the cost of continuing these storage for example, receives reimbursement The Office of Management and and servicing activities with for substantial reference service on Budget has established a Government employees. passport records from the Department Governmentwide policy requiring of State and for processing the records Federal agencies to obtain goods and Improvements to of the government of the District of services from the private sector when it Automated Systems Columbia. The Dayton, OH, center is is economical to do so (OMB Circular reimbursed for reference services on A-76). Under this directive, the The Office has implemented several Army Reserve and National Guard National Archives must review certain automated data systems over the past payroll records. The Denver, CO, internal functions to determine if they 23 years for better management of the center is reimbursed for reference can be provided by the private sector centers and their holdings. The services on certain uniform military pay at lower cost. Among these functions automated inventory system (NARS-5) records of the Air Force. are the records storage and servicing provides control of agency records by activities of the Federal records centers. series and box number throughout the The National Archives contracted centers. The Space Information System Courtesy Stor.(lge for with the accounting firm of Price (SIS) uses each center's numbering Papers of Members· of Waterhouse to assist in this study. Price system and shelving con;iguration to Congress Waterhouse, in completing the show exact locations and amounts of management study, found that "records space available within a center. The Federal records centers provide centers possess many qualities which The management information system courtesy storage for inactive pape!'$ of could be favorably compared to their (TASK) collects information on Members of Congress.: ;thecenters private sector counterparts." The study production and hours worked by offer secure, econqrnicalft,or~g~_of concluded that their recommendations employees at the centers. The Centers Members' _personfllpapersq~~i~f:!~heir for improvement were merely "fine Automated Reporting System (CARS) terms of office and provitle pt:ot!1pt tuning of an already efficient and is used by each center to report retrieval of these papers,tt~frqufst ··effective organization." Price monthly staffday expenditures and Because these pap~~;s.arjf.per~onal Waterhouse then completed the second volume statistics for center functions.

14 The National Personnel Records Federal Records Centers Holdings by Agency Center uses registry systems to control the locations of military and civilian Legislative .3% records. These files, with more than 86 Judicial 4.4% million entries, are searched more than Executive Office .1 o/o 25,000 times per day to respond to Agriculture .8% reference inquiries and to update files. Commerce 1.4% A project is now underway to convert DOD 2.2% Air Force 4.8% these registry files to online, interactive All Other Education .4% systems that will enable the staff to Energy 1o/o access information immediately from HUD 2.2% terminals at their desks-a significant Interior . 8% 25.8% improvement over a batch processing Justice 4.5% Labor 1% system. This year, programming of the State .9% online military registry file system was Transportation 1% completed, and the system is now Army being tested. Work on the civilian registry file continues with planning design changes, rewriting batch programs, and converting files structures. The two systems will operate in similar fashion.

Permanent and Unscheduled Records Initiative

The National Archives is Office of Federal Records Centers Staff continuously working with Federal agencies to ensure the transfer of their Assistant Archivist...... David F. Peterson 202-653-8450 records. During the year, staff at the Deputy Assistant Archivist...... Gregory A. Pomicter 202-653-8377 Ft. Worth Records Center developed a Director, Field Operations Division plan to help agencies identify and (Acting) ...... Gregory A. Pomicter 202-653-8388 transfer permanent and unscheduled Director, Policy and Systems Division ...... Lawrence J. Hines 202-653-8376 records in their custody. Initial efforts Director, Data Systems Center...... Joseph Griffin 314-263-7150 involved records of the Bureau of Director, National Personnel Records Center...... David Petree 314-263-7201 Indian Affairs (BIA) regional offices. By Director, Washington National Records Center ...... Ferris Stove! 301-763-7000 year's end, results of this initiative could already be seen. In a related effort, staff from the Federal Records Centers Locations and Directors Kansas City Center visited BIA's Boston, MA ...... Clifford G. Amsler 617-647-8745 Winnebago Agency in Nebraska, New York, NY (Acting) ...... Karen Lucas 201-823-7161 persuading them to transfer eligible Philadelphia, PA ...... David S. Weber 215-951-5588 records to the Center for the first time Atlanta, GA...... Thomas G. Hudson 404-763-7438 since 1967. In Washington, DC, an Chicago, IL...... Robert L. Hutchinson 312-353-0164 interoffice working group is Dayton, OH ...... Denis P. Paskauskas 513-225-2878 coordinating similar efforts by the Office Kansas City, MO ...... John Allshouse 816-926-7271 of Federal Records Centers, the Office Fort Worth, TX ...... James W. Mouat 817-334-5515 of Records Administration, and the Denver, CO...... Robert Svenningsen 303-236-0804 Office of the National Archives. San Francisco, CA ...... David C. Drake 415-876-9003 Expansion of this initiative should result Los Angeles, CA...... Sharon L. Roadway 714-643-4420 in increased holdings of records in the Seattle, WA...... Steven M. Edwards 206-526-6501 National Archives.

15 Chapter 4 Office of the Federal Register

The Office of the Federal Register edits and compiles the daily Federal Register: the Weekly Compilation of Presidential Documents: the "slip laws" passed by Congress and signed by the President: the annual books of the Code of Federal Regulations (CFR). divided into four segments for quarterly revision and issuance; annual editions of The United States Government Manual, the Public Papers of the Presidents. and the United States Statutes at Large: periodic finding aids ranging from daily to annual: and various other publications carrying Government information. such as the Privacy Act Compilation and the Guide to Record Retention Requirements in the CFR. This year was a uniformly busy time for this office. Regulatory and The receipt of Presidential Electoral College certificates was coordinated by the Office of the Presidential activity was at a higher Federal Register in 1989. Attorneys Frances McDonald and Michael White are shown here level than in recent years. As an examining certificates to verify compliance with the law. (Photograph by Elizabeth Mallonee.) example, the number of pages published in the Federal Register was at The Archivist is charged by law with of Congress could take effect. In recent its highest level since FY 1983 and the receiving and documenting Electoral years interest in this proposal has been Weekly Compilation of Presidential College Certificates of Ascertainment revived. During the past year, seven Documents contained more pages than and Vote in a Presidential election year States submitted ratifications to the at any time since the 1984 Presidential and with receiving State ratifications of Archivist. raising the total number of election year. proposed constitutional amendments. ratifications to thirty-two. Thirty-eight Early in the fiscal year. the Office ratifications are required for adoption_ Services to the Federal ensured that proper documentation Additionally, the certificate of Government from the States of selection of electors ratification of the 24th Amendment to and electoral votes was in the hands of the Constitution was received from The Office of the Federal Register Congress so that Congress could North Carolina, after the student serves both the Federal Government officially canvass the votes for President council of Hillside High School in and the public. For the Government. it and Vice President. Each State was Durham, NC, took on the ratification is the. central publication point for laws. provided with helpful instructions and a as a school project. The 24th Presidential documents, proposed and booklet containing applicable laws to Amendment, which bans poll taxes, final regulations, and official notices. aid in prompt preparation of the was adopted in 1964 by 38 States. Publications are distributed to all three Electoral College Certificates. Congress Special workshops, seminars, and branches of the Federal Government. canvassed the vote on January 4. training sessions were conducted by the Five copies of the Federal Register, for 1989. Office this year to assist agencies in instance, are distributed daily to The one currently active proposed document drafting and publication Members of Congress. constitutional amendment concerns procedures. Senior staff members were The year was an active one for the compensation of Members of Congress. very involved in helping agencies special ministerial functions, delegated Proposed in 1789, it would require that implement major changes in the to the Office of the Federal Register by "an election of Representatives shall savings and loan industry regulations the Archivist, that relate to the electoral have intervened" before a law passed mandated by the Financial Institutions process and constitutional amendments. changing the compensation of Members Reform, Recovery. and Enforcement

16 Students from Hillside High School, Durham, NC, are shown here with the Archivist and Martha Girard, Acting Director of the Federal Register (4th from right). They presented North Carolina's ratification of the 24th Amendment to the Constitution to the National Archives on May 31. 1989. This ceremony was the culmination of the students' wccessfLii effort to persuade the North Carolina legislature to ratify retroactively the Amendment abolishing the poll tax. {Photograph by Nancy 0/ds.)

Act of 1989. Also requiring significant Register and testing of Microcomp, a libraries received the daily Federal staff time was the almost three-fold GPO-developed software that will allow Register during the year. The pages of increase in the number of pages of users with personal computers and regulations, proposed regulations, regulatory material incorporated by laser printers to compose typeset Presidential directives, and official reference into the Federal Register proofs. notices in the Federal Register this year system. Most of the increase comes A test project on distribution of totaled 53,937. from the Environmental Protection publications to Federal agencies, the More than 1,147,000 copies of Agency's incorporation by reference of Congress, and the courts was individual CFR volumes were sold to State wastewater management plans. completed this year. The Office of the the public, and another 217,000 copies The Office prepared an annual Federal Register has assumed from were distributed throughout the report on Federal agency organizational GPO the responsibility for directly Government The 132,700 pages changes for the Senate Committee on updating computerized official published in the FY 1989 CFR are Governmental Affairs; the report distribution files for the Weekly contained in 196 volumes, an increase formed the basis for a committee print. Compilation of Presidential Documents of 8 volumes over last year. During the year, the Office of the and the Federal Register. The Office Because the regulatory information Federal Register worked with Federal eventually will take over all official published through the Federal Register agencies and the Government Printing distribution files for its publications for system affects so many areas of Office (GPO) on pilot projects to reasons of economy, efficiency, and American life, public workshops are enhance preparing, publishing. and timely service. presented by the Office throughout the distributing Federal Register system country. The workshops help a wide publications by use of current Services to the Public spectrum of users make full use of the technology. The projects included publications and finding aids; 17 public continued experimentation in receiving Twenty thousand public subscribers workshops were held this year for 855 machine-readable documents from as well as Federal agencies, the participants. Eight regular workshops agencies for publication in the Federal Congress, the courts, and depository were held in Washington, DC, and six

17 more in other cities: Los Angeles. Government Manual was delayed 1 the lOOth Congress, this Compilation Austin, Philadelphia. Salt Lake City. month to allow the new administration will be published biennially rather than St. Louis. and Atlanta. In addition. to fill key positions. To provide current annually beginning in FY 1990. The three special workshops were information in the interim, the Office Compilation describes systems of conducted for document librarians in developed an information data base of records maintained on individuals by Connecticut and for depository current appointments and confirmations Federal agencies. librarians in Washington. DC. to respond to written and telephone A completely revised Guide to Fifty-two issues of the Weekly inquiries. Record Retention Requirements in the Compilation of Presidential Documents The 1989 publication of the CFR was published during the year. were published during the year. as well 5-volume set of the Privacy Act Revised as of January 1. 1989, the as three hardcover books in the Public Compilation was the last time the new Guide provides guidance to the Papers of the Presidents series: the Compilation will be published on an public on which records must be kept. second book for 1985 and two books annual basis. Because of a change in who must keep them, and how long for 1986 on the Presidency of Ronald the publishing requirement made by they must be kept. Reagan. Also published were 3,104 pages of slip laws and the 5-volume set of the 1986 U.S. Statutes at Large. Office of the Federal Register Staff The Codification of Presidential Director (Acting)...... Martha L. Girard 202-523-5240 Proclamations and Executive Orders Deputy Director...... Martha L. Girard 202-523-5240 was published in May. This volume. Automation Services and issued every 4 years, was expanded to Development Staff ...... Robert E. Jordan 202-523-5240 cover the administrations of Harry S. Legal Services Staff ...... Frances McDonald 202-523-5240 Truman through Ronald Reagan (April Director, Executive Agencies Division ...... Richard L. Claypoole 202-523-5240 13. 1945-January 20. 1989). Director, Presidential Documents and Publication of the 922-page 1989/90 Legislative Division ...... Robert E. Lewis 202-523-5240 edition of The United States

18 Chapter 5 Office of Records Administration

The responsibility for managing provides requirements for handling Center publishes information packages records in the Federal Government is contractor records. on electronic records, records shared by the heads of Federal The regulations covering records management position descriptions, and agencies and the National Archives. By disposition. including instructions for records management software. statute, the National Archives is scheduling records, were also revised. The Information Center also charged with providing guidance to This change added instructions for publishes a series of records Federal agencies in carrying out their defining which documentary materials management posters for the use of responsibilities to document adequately are subject to scheduling and added Federal agencies. This year two new their activities and to effect the several new requirements. The posters were issued. The first, entitled appropriate disposition of records. To proposed new regulations will require "You Can't Take It With You." ensure the preservation of permanently agencies to obtain permission from the provides a reminder that Federal valuable records, the law also prohibits National Archives before loaning records cannot be removed when an agencies from destroying records permanent or unscheduled records to employee leaves Federal service. The without the approval of the Archivist of outside groups or before issuing second poster, entitled "Don't Kill Your the United States. These two internal directives on records Reputation: Organize Your authorities form the basis for the disposition. Agencies must provide Information." depicts the possible records management program of the information on access restrictions on consequences of poor organization of National Archives. That program is records in the records disposition information needed to serve clients executed by the Office of Records schedules which are submitted to the properly. Administration and consists of five basic National Archives for approvaL functions: establishing standards, Following publication in the Federal furnishing guidance, providing training Register, agencies will be given an Publications opportunities. evaluating agency opportuni~y to comment on these effectiveness. and appraising records changes. The Office of Records Administration and scheduling their disposition. produces a variety of publications that Agency Guidance and provide guidance to agencies on a broad range of information Standards Assistance management concerns. This year the first in the National Archives Standards that all agencies must The National Archives develops a Instructional Guide Series was follow in the management of their variety of resources for agencies to published. Managing the Records of records are developed by the National assist them in their records Temporary Commissions outlines the Archives and published in 36 CFR management programs. These special records management Parts 1220--1238. The regulations resources may meet the information considerations for commissions. cover a wide variety of records needs of a special audience or may be committees, and boards established by management issues. including adequate created to increase the awareness of all law or by the President. and proper documentation. records Federal employees of their Appraisal of Department of Justice disposition. micrographics. and responsibility to create and care for Litigation Case Files: Final Report was audiovisual and electronic records. records. published and distributed to State archivists, legal scholars, and others. Adequate and Proper The Records This report describes the techniques Documentation Administration used to select files for examination. the Information Center appraisal and disposition A substantial revision of the recommendations, and implementation regulations on the creation and The Records Administration considerations. A Federal Records maintenance of records was drafted this Information Center collects materials on Management Glossary, which provides year. This revision provides detailed the management of recorded definitions of records management guidance about identifying Federal information and disseminates terms within the context of Federal records and distinguishing them from information to Government employees programs. was also published. nonrecord materials and personal and others with records management The National Archives continued to papers. The expanded regulation also responsibilities and concerns. The publish a newsletter. RECORDFACTS

19 UPDATE, which enables records managers in all Federal agencies to exchange information. The newsletter provides information on National Archives programs and initiatives, agency records management programs. and available resources.

Records Management Assistance for the Commission on the Bicentennial of the Constitution (CBC)

The Commission on the Bicentennial of the Constitution requested National Archives assistance in the areas of records management and archives policy. The request reflected the personal interest of the Commission Chairman, former Chief Justice Warren Burger. in ensuring preservation of an adequate record of Commission activities. The National Archives created a detailed report of Karen Garlick, Senior Conservator, (right) explains conservation techniques to Secretary of recommendations on the agency's Education Lauro F. Cavazos, September 18. 1989. The Secretary's visit to the National records management program and a Archives was part of a program established by the Office of Records Administration to detailed records series inventory. familiarize Federal agency heads with the ways in which records are maintained at the National Archives. Second row. left to right. are an unidentified aide to the Secretary. Mike Miller of the Office of the National Archives. and Nina Frederick of the Office of Records Electronic Records Administration. (Photograph by Amy Young.) Transfers

The National Archives has been Administration developed and Agency Visits With the working to assist agencies in distributed some materials to provide Archivist implementing effectively their schedules guidance. The first of these is the for electronic records. As a result of pamphlet For the Record: Guidelines With the change in administration. these efforts during this fiscal year, 368 for Federal Records and Personal the Archivist renewed his invitation to datasets were transferred from the Papers, which is aimed at high-level agency heads or their representatives to Bureau of the Census to the National officials, particularly those who are new visit the National Archives, view some Archives' Center for Electronic to the Federal Government. The of their agencies' records, and discuss Records, increasing the Center's second is NARA Bulletin 89-2, matters of mutual concern. The visits holdings of these datasets by 50 Disposition of Federal Records and reinforce the importance of the percent. Eighty datasets were Personal Papers. A third item is the fall relationship between the National transferred from the Bureau of 1988 issue of the newsletter Archives and Federal agencies in Economic Analysis and eight datasets RECORDFACTS UPDATE which managing and preserving records. from the Bureau of Labor Statistics. In features an article providing ideas for This year, many heads of agencies. addition, a National Archives appraisal agency records managers on good including the Secretary of Education, archivist assisted the Census Bureau in records management practices in a or their representatives visited the developing formal procedures for transition period. National Archives to view their creating a transportable copy of all agencies' records and tour the research permanently valuable datasets. Training and conservation facilities. Guidance for Transition of The National Archives program to Conferences Presidential educate Federal employees about Administration records and information management This year three special training includes regularly scheduled training conferences on records management Records managers may encounter courses, conferences, and briefings for issues were offered for Federal pressing demands during the transition records and information management employees. from one Presidential administration to professionals. These educational The National Archives developed a another. In anticipation of these needs activities are designed to appeal to special program for Federal records this year, the Office of Records many different audiences. managers at the annual meeting of the

20 Association of Records Managers and Administrators held in Baltimore, MD, in October of 1988. The day-long session, entitled "Records Management: Strategies for Success in the Information Age," was attended by approximately 200 people. In the same month, 230 Federal records managers attended the Records Administration Conference at the Mayflower Hotel in Washington, DC The ali-day conference featured an opening session on recent initiatives by the National Archives and the newly revised General Records Schedules. Small group sessions dealt with electronic records, transition planning, and program promotion. The luncheon address, "Records Management: A Cooperative Venture," was given by the Archivist of the United States. Members of the planning committee for a conference entitled ''Electronic Records: A Strategic In June the National Archives Plan for the 1990's" met on February 27. 1989. with staff members of the Office of Records organized a conference entitled Administration to discuss the conference program. From left to right: Ronald E. Brewer. ''Electronic Records: A Strategic Plan Tennessee Valley Authority; Francis A. McDonough, General Services Administration; and for the 1990's." The conference was Glenn P. Haney, Department of Agriculture. (Photograph by Amy Young.) planned with the assistance of a committee composed of senior information managers representing Control Over Automated Information Staff of the Office of Records seven Federal agencies, including the Systems" and ensure that the Administration were frequently featured General Services Administration and provisions in the model are known to speakers at conferences of professional the Office of Management and Budget. and adopted by agencies. associations, including the Association Conference participants represented all for Records Managers and three branches of the Federal Administrators, the National Association Government and all disciplines involved Training Courses of Government Archives and Records in the management of information in Administrators, the Association of electronic systems. Working groups This year the National Archives continued to expand its program to Library and Information Science developed recommendations for the Educators, the Society of American strategic plan, which centered on educate Federal employees about their records management responsibilities. Archivists, the Nuclear Information and individual and organizational Records Management Association, and responsibilities, corporate information, Compared to last year, total enrollment in the training courses increased from the Information Resources Management management information systems, Conference. electronic records in the office 335 to 540. Most popular was the new environment, legal and security issues, course on electronic records. Another electronic information systems, and addition this year was a 3-day records Evaluations information collection and management course for National dissemination. Archives archivist trainees. The National Archives evaluates Following the conference, a smaller agency records and records group met to formulate a series of Other Training Services management programs under the recommendations appropriate for action authority of 44 U.S.C. 2904. by the President's Council on This year, the National Archives Evaluations determine the degree to Management Improvement. The once again issued its annual Directory which agencies are fulfilling program recommendations were to develop a of Records Administration Training requirements and assess the relevancy proposed position classification standard Programs in the Washington, DC, and effectiveness of services provided for information resources managers, to Area, and provided consulting services by the National Archives. Among the identify exemplary automated records to several agencies in planning their program activities that are reviewed are management systems and recommend own classes. Briefings were given to records schedule coverage and a model standard system, to develop individual agencies on a variety of application, documentation and and recommend a model information records management topics. Agencies recordkeeping standards, files resources management organization, taking advantage of these briefings maintenance. and the handling of and to establish an interagency working included the Office of the Comptroller permanent records. The subject agency group to incorporate records of the Currency, the Census Bureau, is required to prepare an action plan to management considerations into the the Indian Health Service, and the implement the evaluation "Model Framework for Management Department of Energy. recommendations. The National

21 Archives assists the agencies with completed. The scope of the evaluation group of representatives from the implementation. included 18 BIA Central Office National Archives and ELM was activities and 20 BIA field activities established to deal with the records Audiovisual Records throughout the country. Of particular disposition and adequacy of concern in this evaluation was BIA's documentation issues raised by a major Management performance in adequately and automated land information system properly documenting the policies and being implemented by the ELM. The This year an evaluation of the activities of the agency and the Automated Land and Minerals Records management of audiovisual records management of permanent records System (ALMRS) is a large relational was conducted in five Federal agencies: held in agency space. The evaluation data base containing highly important the National Park Service. the National revealed that BIA is failing to meet information concerning the status of the Aeronautics and Space Administration. records management program lands and minerals administered by the Peace Corps, the U.S. Army Corps requirements due to insufficient ELM. The working group will develop of Engineers. and the Agency for resources for the program, inconsistent disposition instructions for ALMRS and International Development. The application of prescribed filing methods directly related systems and ensure that agencies were chosen for their diversity and approved disposition authorities. the National Archives can accession the and the valuable audiovisual records large quantities of inactive records­ permanent data they contain. The they create. Many of the difficulties and many permanent-maintained in working group focused on gathering successes in managing audiovisual agency space, and improper care and information, identifying issues. and records. which were identified in the handling of Bureau records. especially incorporating records management evaluation. have wider implications for those maintained by tribes and tribal concerns as part of the system's design improved audiovisual records organizations. and implementation. management throughout the Federal Government. Bureau of Land Records Relating to Bureau of Indian Affairs Management World War II

An evaluation of the records As recommended in last year's As part of the commemoration of the management program and practices of evaluation of the Bureau of Land 50th anniversary of Wortd War IL the the Bureau of Indian Affairs (BIA) was Management (ELM), a joint working National Archives is locating,

Office of Records Administration staff members participated with Dr. Wilson. (fifth from left) in the presentation of the National Archives evaluation of the records management program of the Department of Energy. Lawrence F. Davenport, (center) Assistant Secretary for Management and Administration. revesented the Department of Energy. January 13. 1989. (Photographer unknown.)

22 describing, and. where appropriate, monitoring schedule implementation. worked with 14 State and two seeking to effect the transfer of Federal New schedules will be added as they municipal archival institutions to World War II records that remain in are approved, and current schedules develop and test policies and agency custody. Representatives have will be updated as appropriate. procedures for the description of 7 visited the major repositories that categories of dispersed records in this maintain these records, including the national data base. The participation of Naval Historical Center and the Marine Retained Records these State and local institutions was Corps History Center in Washington, Data Base funded by the National Archives grant­ and the Air Force's Simpson Historical making body, the National Historical Research Center at Maxwell Air Force Evaluations of agency records and Publications and Records Commission. Base in Alabama. World War II records records management programs are Although the data entry process is in the custody of a number of other excellent sources of information on not finished, approximately 1,000 agencies have been identified as well. older series of permanent and records have been described in the This project will be continuing potentially permanent records data base by the National Archives, throughout the semicentennial appropriate for transfer to the National and they have revealed the close anniversary period. Archives but remaining in agency relationships among records held by custody. This information is being different institutions. For instance. the entered into a data base to ensure that Automation State Historical Society of Wisconsin the records are protected and includes in its holdings a card file listing transferred to the National Archives The application of information Wisconsin WPA projects, arranged when no longer needed by the technologies to the management of geographically, which can serve as an agencies for current business. records is a high priority for the index to a large series of WPA project National Archives and Federal reports held by the National Archives agencies. Although these technologies Records Administration and arranged by project number. The description of both series in the data have been used to access and store Information System records, their application in the base led to new understanding of their relationship and facilitated access to management of records management The three systems described above WPA project reports. The project has processes has not been fully explored. are the first steps in moving toward the also identified Virginia pre-Federal Yet the use of technology holds great larger Records Administration records, previously unknown to promise for improving records Information System (RAIS), which will Virginia archivists, in the custody of the management procedures in the provide automated access to and National Archives and has described National Archives and in Federal control of the multiple aspects of the relationships between naturalization agencies. records administration function in the indexes held by regional archives and Federal Government. RAIS will permit naturalization records held by State electronic submission and review of Control and Tracking archives. requests for records disposition System The activities of the project have authority, provide automated access to encouraged Government archivists to existing authorities, and maintain This year, the Office developed and describe their holdings from a broad information on the transfer of records implemented an improved automated national perspective, reflecting the to the National Archives. All of these control and tracking system for records relationships that exist between records functions will simplify the processes by disposition schedules submitted by at various levels of government. The which agencies submit new and revised agencies. This system contains project will continue with a nationwide schedules to the National Archives and information on the status of individual survey on divided and duplicated improve the consistency of records schedules. allows supervisors to ensure records created by territorial scheduling functions. that all required actions have been governments of the continental United taken before schedule approval, and States and those relating to U.S. assists archivists in planning and The Intergovernmental participation in World War II. managing work assignments. Records Project Permanent Authorities The Intergovernmental Records Records Appraisal and Data Base Project was established to examine the Disposition feasibility of sharing information about The Office of Records Administration Government records that have been The National Archives determines has developed a permanent authorities dispersed among different archival the appropriate disposition for all data base to permit tracking of institutions through historical accident Federal records, regardless of format. permanent records series from the time or through the division of The disposition decision is made by of scheduling until their transfer to the responsibilities in the Federal system. appraising records that are described National Archives. This data base Technology has made this process on records schedules submitted by provides automated access to feasible through a common format for Federal agencies. The appraisal process information on all records series descriptive information implemented in identifies which records must be currently scheduled as permanent and a national online data base. During this preserved for future research because serves as one of the essential tools for past year, the National Archives has they document the organization. 23 policies, and activities of the Federal a violation of the privacy rights of a Office, and the Assistant Secretary for Government, or because they contain living person, and committee Legislative Affairs. unique and valuable information. Most management records. records are appraised as disposable and are destroyed after their usefulness to U.S. Information Agency the creating agency has ceased. Independent Counsels Identifying the small percentage of During fiscal year 1989, schedules records to be accessioned by the The Independent Counsel were approved for the Director's Staff: National Archives is one of the most Reauthorization Act {Pub. L. 100-91: Bureau of Programs; Coordinator,

101 Stat. 1293, Dec. 15, 1987) President's U.S.-Soviet Exchange ..;·!··· important archival responsibilities. ~~ To fulfill their responsibilities, Federal mandates the transfer of independent Initiative; Operations Center; Office of agencies develop records schedules. counsel records to the National the Deputy Director; Executive These schedules describe the records Archives. During FY 1989, Secretariat: Office of Public Liaison; and propose a specific period for arrangements were made for the Office of International Youth Exchange; retention and a final disposition for transfer to the National Archives of the Office of Arts America: Office of each type of record. Appraisal records of the Office of Independent Program Coordination and archivists review these proposals and Counsel in charge of the investigation Development; Media Reaction Staff: recommend approval or disapproval to and prosecution of Michael K. Deaver. Foreign Press Centers; Exhibits Service: the Archivist. Through proper With the exception of the active Radio Marti; Cultural Property Advisory implementation of schedules, agencies Iran/Contra investigation. all records of Committee Staff; and Office of Private retain in office space only those records Office of Independent Counsel Sector Committees. needed for current business. Other investigations are now in the custody of records that may be needed the National Archives. occasionally, or that must be kept for a National Security Agency period of time for legal or other Nearing the end of a long-term joint reasons, may be retired to a storage Bureau of Labor Statistics project with the National Security facility, often a Federal records center. Over the past few years the Bureau Agency {NSA). the National Archives Appraisal archivists assist agencies in of Labor Statistics (BLS) has submitted approved 14 NSA schedules. The properly implementing approved eight schedules to provide disposition schedules, developed with the full-time schedules. For particularly important 1 instruction for all of its records. This assistance of an appraisal archivist, records, appraisal archivists take the year, archivists completed the appraisal cover 2,200 types of records at every initiative to ensure that valuable records of the records covered by two of these level of the agency's organization, l are transferred to the National schedules and scheduled nearly 4,400 including the Offices of the Director. ·.·.·.·.[.:... Archives. ..1¥ cubic feet of older BLS records at the Chief of Staff, and Chief Scientist. During FY 1989, archivists in this Washington National Records Center. Implementation of the schedules will Office completed appraisal of more i' Among the records appraised as impose control over NSA's important ··...... ·.·..:...· than 6,300 separate types of records. permanently valuable were responses program records, which are principally it Some of the more important from BLS Consumer Expenditure in electronic form. .ff scheduling and appraisal activities Surveys dating from 1950 and earlier. conducted during the year are t discussed below. Temporary Commissions ,: Department of State The National Archives provides r General Records The Department of State maintains records management assistance, t Schedules certain Lot Files separately from its including the appraisal and scheduling central file. During FY 1989, archivists of their records, to temporary The General Records Schedules appraised about 750 cubic feet of Lot committees, commissions, and boards {GRS) provide Governmentwide Files. Most were designated for transfer established by Congress, the President. authority for the disposal of records to the National Archives, including and Cabinet members. This year, common to several agencies. Including records documenting the activities of records of 7 temporary commissions records in the GRS eliminates the need the Ambassador at Large and Special were approved for transfer to the for each agency to schedule the Representative for Nonproliferation National Archives: records individually. This fiscal year, Matters, 1977-80: the Marshall Plan; The National Economic new items were approved for inclusion Lee Harvey Oswald's defection to the Commission, a bipartisan group in the GRS covering annual reports Soviet Union and subsequent return to formed to make specific that are submitted to the Office of the United States: the President's War recommendations to the Management and Budget and are Relief Control Board, 1939-46; and President and Congress on related to implementation of the U.S. efforts to assist victims of the equitable methods of reducing Privacy Act. certain types of printouts Nigerian Civil War. The National the Federal budget deficit. from electronic records systems, Archives also approved schedules for The President's Commission on records that document the inadvertent records of the Director of the Policy Ethics Law Reform, created to release to third parties of information Planning Staff, the Office of Foreign provide recommendations for any whose premature disclosure constitutes Missions, the Inspector General's legislative, administrative, or

24 Chapter 6 Office of the National Archives

The Office of the National Archives Transition and feet of records to the new facility near is responsible for accessioning. Reorganization the University of Maryland from their preserving, describing. and making current locations, at the National available for use by the public and Congressional approval of a major Archives Building in downtown Federal agencies those records of the new archives building, known as Washington. the Washington, DC, U.S. Government that have been Archives II. led to reorganization this National Records Center in Suitland, determined to have sufficient historical year of the Office of the National MD, the Pickett Street facility in or other value to warrant their Archives. The goal of the Alexandria, VA. and other storage continued preservation. This material is reorganization is to improve resource areas in many Federal agencies. known as the National Archives of the management as the National Archives The reorganization involved the United States. Authority for the prepares for the move to the new creation of the Textual Reference exercise of these functions stems from facility. The move will require the Division and the Textual Projects 44 U.S.C. Chapters 21. 31. and 33. transfer of more than 1 million cubic Division. Within the Textual Projects

Hu Qiaomu. Honorary President. Chinese Academy of Social Sciences (third from right). accompanied by other Chinese officials. met with Dr. Kenneth Harris (left). Director. Preservation Policy and Services Division: Dr. Edith James (far right), Director. Exhibits and Educational Programs Division; and Dr. Trudy Peterson (second from right). Assistant Archivist for the Office of the National Archives. to discuss archival and preservation policies, April 21. 1989. (Photograph by Elizabeth Mallonee.)

26 Division, the newly created Records move. Preparation involves both labeling technology, the staff will be Relocation Branch is responsible for intellectual and physical control. To able to maintain control over the updating intellectual and physical establish full intellectual control, the records and update the location register control over unprocessed archives in Records Relocation Branch began to system during the actual move. For preparation for the move. In addition, verify the description of the holdings example, the computer will indicate a special staff has been established to and create an automated master that a series of records is on a shelf in appraise and describe 1.4 million cubic location register of where everything is the National Archives Building, in a feet of unscheduled records at the stored. To ensure the physical safety of holding area awaiting shipment, on a Washington National Records Center; the records, a Holdings Maintenance truck headed for Archives II, in a this will identify for transfer to Archives Branch was established to preserve holding area in Archives II, or on a II those records of permanent value. these records systematically. shelf in Archives II. These organizational changes ensure A survey, conducted at the end of Other elements of the reorganization the placement of experienced staff at FY 1988, identified those records that designed to enhance operations and the critical junctures of planning and required additional description in order improve services during this transition implementing the move to Archives II. to ensure their safe relocation. Based period include the creation of the Planning for this transition involves a on the results of this survey, description Center for Legislative Archives, the variety of new tasks. The first task was and data collection for a master upgrading of the machine-readable to decide which records will remain in location register began this year. archives program into a new Center for the original National Archives Building Eventually, all the records will be Electronic Records, and consolidating (Archives I) and which will be housed entered on this register before the the field archives branches into the in Archives II. The National Archives move. By linking the master location Regional Archives System as discussed has an obligation to the general public register with bar coding or electronic later in this chapter. to provide easy access to the records most frequently used for research. Approximately 70 percent of the researchers who visit the National Archives come to research their own family history. Proximity to the downtown area makes the National Archives Building the obvious choice for housing those records most frequently used by genealogists. After consultation with representatives of the historical community at a meeting of the Organization of American Historians and with a group of users selected to advise the staff on plans for moving to Archives II, it was decided that the National Archives Building will house records predominantly but not exclusively used for family history research, including military records through World War I and all naval records. Legislative archives and judicial records used by the Congress and the courts will also remain in Washington. Archives II will house roughly 1 million cubic feet of material. The temperature and humidity controls in Archives II are designed to meet the special storage requirements for nontextual materials. For this reason, all nontextual records will be moved to the new facility. Most civilian agency records, post-WW I military records (except naval), and all security­ Frederic S. Lee, President of the International Workers of the World (IWW), signs the classified, executive agency records will memorandum of transfer to accept the ashes of IWW songwriter Joe Hill from Trudy H. also be relocated. Peterson, Assistant Archivist for the Office of the National Archives, while Bruce "Utah·· Once these determinations were Phillips looks on. The canister containing the ashes. once a nonrecord enclosure in a Post made, the Office of National Archives Office Department file, was returned to the IWW at Lee's request on November 18. 1988. began to prepare the records for the (Photograph by Nancy Olds.)

27 Description, Accessions, to contain data about records in the In preparation for the opening of the and Openings custody of other Federal agencies, the 1920 census, the Office of the National Federal records centers, and the Archives will produce 17 complete The holdings of the National National Archives. The data base will duplicate sets of the material-more Archives continued to grow during FY allow us to track records through their than 3,400 miles of film, roughly the 1989. The Office acquired, or life cycle. It will also serve researchers distance from Washington, DC, to San accessioned. approximately 29,652 as the primary source for information Francisco. At the end of this fiscal cubic feet of additional records. This about which records are now available year, the first phase of the duplication past year's additions to the permanent from the National Archives and which process was completed. All of the holdings of the National Archives will be available in the future. During 10,666 census rolls were identified, include documentation of several FY 1989, the first prototype of the AIS described, inspected, cleaned, and dramatic controversies, including U.S. system was designed. A test plan, respliced. attorney files on the Hanafi Muslim designed by a contractor, was trial, 1977, and Army Judge Advocate accepted, and the Southwest and General records on the court-martial of Great Lakes Regional Archives were Reference Lt. William Calley, 1970-72. Recent selected as the offsite testing locations. accessions in the field of espionage The master location register being Staff members of the Office of the include messages between Germany created in preparation for the move to National Archives provide reference and its clandestine agents abroad from Archives II is intended as a subset of assistance to the public through a the National Security Agency/Central the AIS system and will continue to be variety of services. The staff answers Security Division, 1942-45. A used to locate records after the move is requests for information about or from substantial number of Lot Files have completed. the records in person, over the been accessioned from the 9epartment telephone, and in writing. They make of State; these include a subject file original records available to researchers relating to Iranian affairs. 1946-54, 1920 Federal Population in National Archives research rooms and records relating to south Asian Census and provide researchers with copies of regional affairs, 1943-53. records for a fee. They prepare The U.S. Supreme Court transferred On Monday, March 2, 1992, the microform publications -of heavily used 159 feet of records, 1982-87, directors of the National Archives series of records; researchers may including appellate case files, 1982-83, regional archives from coast to coast purchase the microform publications and transcripts of oral arguments, and the Archivist of the United States from the National Archives or use them 1986-87. The Court also transferred in Washington, DC, will unlock the in National Archives research rooms. audiotapes of oral arguments from microfilm cabinets housing the 1920 Researchers use the records in the 1987. census microfilm. This simple act will National Archives for a wide variety of The regional archives also be the culmination of 4 years of work purposes. While our primary user accessioned significant records during by more than 40 staff members at a group continues to be genealogists, this past year. For example, the cost, not including salaries, of more current events often prompt a flurry of Southeast Region acquired large blocks than $1 million. research inquiries. During FY 1989, for of records from the National The census of population has been example, the strike against Eastern Aeronautics and Space Administration conducted every decade since 1790. Airlines and its subsequent bankruptcy and the Panama Canal Commission. Beginning with the census of 1900, the and restructuring led to a renewed The Pacific Sierra Region accessioned census records were transferred to the interest in the records of the Civil records of the Environmental Protection National Archives on microfilm and the Aeronautics Board (CAB). One Agency concerning the 1969 Santa original census schedules (lists of Washington "think tank" ordered 38 Barbara oil spilL people by street address) were data sets of CAB records currently on The permanent records documenting destroyed. Under a special agreement 78 reels of magnetic tape. The death Federal activities now consist of between the Archivist of the United of Emperor Hirohito brought two approximately 1.64 million cubic feet, States and the Director of the Bureau Japanese film companies to including: of the Census, the records of each Washington, DC, to select documents • 4 billion textual (paper) documents census are released when the records for films about the Emperor and the • 111,612 reels of motion picture are 72 years old. Japanese Constitution. As the 50th film The Federal population census is the anniversary of America's involvement • 161.602 sound recordings most heavily used series of records in in World War II approaches, there has " 23, 180 video recordings the custody of the National Archives. been a significant increase in research • 5,415,769 still pictures Based on the statistics gathered at the in records from the war. The • 1,899,226 maps and charts opening of the 1910 census, the researchers include veterans tracing • 8,932,276 aerial photographs National Archives will receive 26,000 their war records, servicemen seeking calls and letters in 1992 and 52,000 documentation to establish legal rights, Archival Information calls and letters in 1993 about the and unit organizations preparing System newly released census. These calls and histories for reunions. letters will represent a 15-percent During this fiscal year, the staff The National Archives is developing increase over the normal reference responded to 517,301 oral and written an Archival Information System (AIS) load. requests for information about the

28 Sally Marks, reference archivist in the Civil Reference Branch, retrieves records for researchers use from a typical stack area in the National Archives Building. (Photograph by Nancy 0/ds.)

holdings. The responses consisted of court-martial proceedings of Union Additional improvements to research 223,674 oral replies and 293,627 soldiers executed during the Civil War. facilities were made in FY 1989. The written responses. The Office had Eight of the microform publications renovation of the Central Research 214,950 visits to the research rooms: reproduce naturalization records of Room in the National Archives Building 106,636 in the Washington, DC, area U.S. district courts. which were filmed continued with the addition of new and 108,314 in the 11 regional with assistance of the Genealogical desk lamps at each station and archives. In the regions this was a Society of Utah. electrical outlets for personal computers 6. 7 -percent growth in the daily number The National Archives also published at each table. After last year's major of researcher visits. In Washington the three major finding aids for large expansion and renovation of the number of visitors researching groups of historically valuable records. research room at the Washington architectural and cartographic records One is A Guide to Pre-Federal Records National Records Center, this year the rose 20 percent over the previous year, in the National Archives. The other two room was opened to the public from 8 as did the number of visitors were produced for the 200th a.m. to 4:30p.m. on Saturdays in conducting research in the National anniversary of the Congress: Guide to addition to the Monday through Friday Archives holdings of still pictures. the Records of the United States House hours. To enhance access to records, the of Representatives at the National National Archives completed 20 Archives, 1789-1989 and Guide to the Center for Electronic microform publications of records in its Records of the United States Senate at Records holdings this year, including the National Archives. 1 789-1989. correspondence of the War They resulted from a joint effort in The Center for Electronic Records Department's Military Intelligence which the National Archives wrote and was established as part of the Division from 1918 to 1941 and the Congress published the two guides. reorganization to upgrade the machine­

29 readable archives program. The strengthening of the program is reflected in a dramatic increase in accessioning. While in FY 1988 only 22 reels of tape were accessioned. in FY 1989 accessions totaled 393 reels. The accessioned tapes include many important data bases. such as The American Housing Survey, 1980-83. from the Bureau of the Census; the survey is the major collection of data on the Nation's housing. From the Office of the Secretary of the Army came tapes of the Army Nuclear Test Personnel Review. with data documenting exposure of soldiers to radiation from the nuclear test program. 1945-62. A recent study, "The Effects of Electronic Recordkeeping on the Historical Record of the U.S. Dr. Trudy Peterson. Assistant Archivist for the Office of the National Archives {right). presents Government." conducted for the Dr. Virginia Purdy {left) with a certificate of appreciation for 20 years of service to the National Archives. Dr. Purdy. an archivist on the Archival Publications Staff. retired in August. National Archives by the National {Photograph by Nancy Olds.) Academy of Public Administration (NAPA), described a number of factors that imperil the historical record as Federal agencies shift increasingly from paper to electronic media. The fragility Center for Legislative the National Archives. 1789-1989 and of electronic media, the ease with Archives the Guide to the Records of the United which documents can be altered, and States House of Representatives at the the rapidity with which the media The Center for Legislative Archives National Archives. 1789-1989. becomes obsolete make the historical was established as part of the general Prepared by Center staff and published reorganization of the Office of the documentation more vulnerable to loss. by the Senate and House as part of National Archives. The Center assumed the bicentennial commemoration of the This danger makes early accessioning the responsibilities of the former Congress. these guides are designed to of electronic records the key to Legislative Archives Division and was give researchers a sense of the preserving the information in these given the added responsibility for magnitude and scope of these rich records. Record Group 287. Publications of the historical records. Consequently, a major initiative of U.S. Government. While this record Last year the House of the Center is a project to identify group contains publications (also called Representatives adopted a change in electronic records of Federal agencies printed archives) from all three access rules. These changes now allow that have archival value and should be branches of the Government. most of access to many House records after 30 transferred to the National Archives. the publications form a part of the years. rather than the previous 50 Many of these records already have holdings of the Government Printing years. Records relating to personal been scheduled for transfer in Office, a legislative agency. The staff privacy, executive sessions, and approved records disposition schedules, conducted a major study of printed national security remain closed for 50 but for various reasons the actual archives at the National Archives and years. The Senate continues to provide transfers have not taken place in a developed a series of strategies for their access to many records after 20 years. description and access. Contacts were timely manner. Other automated Center staff maintained regular made with the depository library contacts with committee staff members records of continuing value have not community, the Congressional Serial in the House and Senate to ensure the yet been identified. The project will fill Set Committee, and the Government preservation of valuable records and the gaps in our knowledge of the Printing Office. the efficacy of services to Congress. historically valuable electronic records The Center is responsible for scholars. and the public. The Center of the Federal Government and accessioning, arranging, describing, and Director and the Congressional Affairs encourage their transfer to the National performing basic reference services for Officer continued their series of regular Archives. A major milestone in FY both legislative records and Federal visits to committee staff to inform them 1989 was the creation of a project data printed documents. The major of the services of the National Archives base. which now contains information achievement of the Center last year and to advise them on the on 600 separate series of valuable was the publication of the Guide to the management and preservation of electronic records. Records of the United States Senate at committee records. Providing reference

30 Historian of the U.S. Senate Richard A Baker presents a copy of the Guide to the Records of the United States Senate at the National Archives. 1789-1989 to Archivist Don W. Wilson at a reception in the National Archives Building on February 7. 1989. The volume and its companion. Guide to the Records of the United States House of Representatives at the National Archives. 1789-1989. were compiled by the staff of the Center for Legislative Archives and published by the U.S. Congress as special bicentennial editions. (Photograph by Elizabeth Mallonee.) service to support the current logged in 620 researcher visits. to Continuing a long-term project to film administrative needs of Congress is the whom a total of 7, 171 items (boxes. records of early Congresses, the House highest priority of the Center's bound volumes. and folders) were journals. 1789-1817. and House bill Reference Branch. In FY 1989. a total furnished in the National Archives books (registers of bills). 1813-17, of 212 loans totaling 865 items were Building. In response to research were filmed. Also filmed were the case provided to congressional committees requests for access to more recent files of the Senate Select Committee on and administrative offices. The House records. the Branch screened 131.388 the Removal of Political Disabilities. committees that borrowed the greatest pages of documents. 1871-73: this committee considered number of archival materials were the During FY 1989 the Center's petitions from former Confederate Committee on Interior and Insular Projects Branch completed basic officials for restoration of the political Affairs and the Committee on the preservation work on 1.800 cubic feet rights taken from them by the 14th Judiciary. In the Senate. the of records of the Senate and the Amendment. Minute books and Committee on Foreign Relations and House of Representatives. The work is journals. 1865-1988, of the House the Permanent Subcommittee on being done in chronological order. and Appropriations Committee were filmed Investigations were the greatest users of this year preservation of records from for another microfilm publication. A their historical records. the period of the 46th through the microfilm publication of the European During FY 1989. the Reference 56th Congresses (1879-1901) was edition of the Army newspaper The Branch received 1.099 letters and completed. Stars and Stripes. 1942-64, from the orders for reproduction of original This year. the Center received 1. 250 records of the Government Printing records and replied to 2. 768 oral cubic feet of new accessions of Senate Office, was completed and made requests for information about records records. mostly from the 98th through available for sale. of the U.S. Senate. the House of the lOOth Congresses ( 1983-88). The Representatives. and joint committees Clerk of the House of Representatives of Congress, and for printed transferred committee records and Records Declassification congressional hearings and other U.S. lobbying reports of the 98th Congress Government publications. Researchers in FY 1989. amounting to 2.245 cubic The Office of the National Archives ordered 23,430 electrostatic copies of feet. performs two kinds of declassification original congressional documents and The Center completed several activity-systematic and researcher­ Government publications. The Branch microfilm publications during the year. initiated review:

31 Systematic Review Total Classified Classified Total Pages Pages Pages Pages Pursuant to Executive Order 12356, Reviewed Reviewed Withdrawn Declassified the staff reviews security-classified (Systematic and records and donated historical materials Specials) 14,575.879 3.984.868 236,287 3,748,581 in the custody of the National Archives (FOIA Reviews) 192.881 129.139 45,870 83,269 and Presidential libraries. using (EO 12356 guidelines prepared by Federal agencies Reviews) 30,471 19.424 14,917 4,507 having jurisdiction over the information. TOTALS* 14,799,161 4,133.431 297,074 3,836,357 These guidelines provide the National Archives with the authority to review systematically and to declassify many • These figures include declassification review performed by the Office of Presidential Libraries and the Office of the National Archives. records more than 30 years old. Many records date from the mid-1950's and require page-by-page review. Documents containing information that AID records were declassified in bulk. remains sensitive are withdrawn and 750,000 pages of the records of the U.S. Maritime Commission, 1.2 million These agencies funded more than half are not avaHable to researchers until pages of records of the Office of the of the staff employed in these projects. they are reviewed again and ultimately Chief Signal Officer, more than declassified. Declassified documents 800,000 pages of the records of the and parts of documents declassified by Panama Canal, and more than 1 Regional Archives System agency direction are placed in files as soon as possible. million pages of Navy Message Files for The Office of the National Archives 1944. operates 11 regional archives in or near (2) Approximately 3.3 million pages Boston, New York, Philadelphia, Researcher Initiated Review of the Office of Strategic Services Atlanta, Chicago, Kansas City, Fort (OSS) "Operational Archives" were Worth, Denver, Los Angeles, San When researchers are confronted reviewed during the year. Nearly 2.3 Francisco. and Seattle. Each of these with notices of withdrawal of security­ million of these pages were declassified provides a full range of archival classified information. they may in bulk. The OSS was the U.S. activities and programs to the public. formally request a declassification intelligence agency during World War These repositories accession, from review. These requests are submitted II. Reviewers from the Central Federal offices across the country, under the provisions of the Freedom of Intelligence Agency (CIA), the records that relate to the local and Information Act or under the successor to the OSS, have spent a regional history of a particular area, mandatory review provisions of great deal of time over the past decade such as those of the Tennessee Valley Executive Order 12356. The National reviewing these records and have Authority or of the 1969 Santa Barbara Archives refers the security-classified identified, for National Archives oil spill, and records of U.S. district documents to the responsible agency. declassification action, the documents courts and courts of appeals and of The agency then reviews the requiring review while using other U.S. attorneys and marshals. documents for possible release in whole agencies' guidelines. Recommendations made in the last or in part. Researchers also may (3) Almost 2.3 million pages were fiscal year by the Archivist's Task Force request an informal review of records reviewed in the course of examining on the National Archives Field not previously reviewed for pre-1959 records from the Department Branches resulted in renaming the field declassification. If the records are more of State and pre-1954 records from branches to reflect their original scope. than 30 years old, the agency predecessors to the Agency for The new collective name is "Regional declassification review guidelines are International Development (AID). Archives System"; the new individual applied and many of the classified Nearly a quarter of a million pages of names are as follows: records are promptly released. During FY 1989. nearly 1.2 million pages were reviewed and released in response to such informal requests. Former Name New Name A total of 14.8 million pages were Boston Branch .. National Archives-New England Region surveyed and declassified in bulk or New York Branch...... National Archives-Northeast Region reviewed on a page-by-page basis in Philadelphia Branch ...... National Archives-Mid-Atlantic Region order to locate and act upon national Atlanta Branch...... National Archives-Southeast Region security classified documents. Records Chicago Branch ...... National Archives-Great Lakes Region declassified this year result primarily Kansas City Branch ...... National Archives-Central Plains Region from three major efforts: Ft. Worth Branch ...... National Archives-Southwest Region National Archives-Rocky Mountain Region (1) A majority of the pages Denver Branch ...... Los Angeles Branch ...... National Archives-Pacific Southwest Region declassified were surveyed in bulk, San Francisco Branch ...... National Archives-Pacific Sierra Region including 2.8 million pages of records Seattle Branch ...... National Archives-Pacific Northwest Region of U.S. Army commands, more than

32 During FY 1989, the regional archives took in approximately 17,000 cubic feet of records. This brings their total holdings to more than 396,000 cubic feet. In order to make the holdings of the National Archives as accessible as possible, the regional archives maintain copies of those National Archives microfilm publications most in demand. These publications include all Federal population census schedules, 1790-1910; selected military service and pension records; selected passenger arrival lists; records relating to the adoption of the Constitution and the initial establishment of the Federal Government; and records relating to exploration and development of the Western States. Currently, each region has approximately 49,000 rolls of microfilm. Due to the local and national significance of those original records and microfilm copies, the regions attract a large number of researchers, more than 108,000 in FY 1989. During this fiscal year, the Office of the National Archives continued to improve the quality of the facilities housing some regional archives. Construction of a conservation laboratory at the National Archives­ Pacific Sierra Region was completed during the fiscal year. Discussion and planning began for a proposed regional archives to be located in Anchorage, AK. Planning also began for expanding the research, office, and public areas of Shirley J. Burton, Assistant Director of the National Archives-Great Lakes Region, with teacher Tony Burroughs at a workshop for teachers, August 8, 1989. (Photograph by Thomas the National Archives-New England Johnston.) Region.

Outreach the staffs spoke to colleges, Judiciary Act of 1789 (Chair, Judge Indispensable to the regions' genealogical groups, schools, and Dolores K. Sloviter), the Regional operations is their volunteer force of professional associations, reaching a Archives System celebrated, on 313, which contributed a total of total of 9,539 people; sponsored 120 September 24th, the 200th anniversary 22,715 hours of work this year. The tours and open houses of their of the Judiciary Act of 1789. The volunteers provide research assistance repositories for 3,159 people; and regions. which maintain more than to genealogists, assist with processing provided extensive technical assistance 250,000 cubic feet of historically records and creating finding aids, teach to Federal. State, and local agencies valuable records of U.S. district courts genealogy workshops and carry out and to private organizations. During the and U.S. courts of appeals, marked the other outreach activities, and assist with year, the regional archives held anniversary with special events in each certain administrative activities. exhibitions at their facilities as well as at region and a number of nationwide The regional archives have continued 35 governmental, educational, or activities. These included distribution to to reach out to communities in the cultural institutions across the country; all U.S. Federal courthouses of a regions they serve. In FY 1989, the these exhibitions were viewed by an 12-poster exhibition about the act, the regions conducted 140 genealogical estimated 153,056 people nationwide. Federal court system, and specific cases workshops for 3,692 people. They also In cooperation with the Judicial drawn from regional archives holdings conducted 13 workshops for 539 Conference of the United States that reflect Federal court jurisdiction teachers on how materials from the Committee on the Bicentennial of the over the past 200 years; distribution of National Archives can be used in Constitution (Chair, Judge Damon J. a poster facsimile of the Judiciary Act curriculum development. In addition, Keith) and its Subcommittee on the of 1789 to all Federal judges in the

33 Nation: production of a 5th- and 6th­ Regional Archives grade workbook about the Federal States Served courts and their records in the National Director: James K. Owens Connecticut, Maine, Archives: preparation of a series of National Archives-New England Region Massachusetts. New Hampshire, articles, published in the fall issue of 380 Trapelo Road Rhode Island, and Vermont Prologue. about Federal court records Waltham, MA 02154 in the Regional Archives System; 617-647-8100 creation of a series of public service announcements about well-known Director: Robert C. Morris New Jersey, New York, Federal court cases in regional archives National Archives-Northeast Region Puerto Rico, and the holdings for broadcast from September Building 22, Military Ocean Terminal Virgin Islands 17. 1989, through February of 1990 Bayonne, NJ 07002-5388 by more than 200 radio stations 201-823-7252 nationwide: and presentation of mock trials in 7 regions. cosponsored by the Association of Trial Lawyers of Director: Robert J. Plowman Delaware, Pennsylvania, America and the American Bar National Archives-Mid-Atlantic Region Maryland, Virginia, and Association. 9th and Market Streets West Virginia The Regional Archives System also Philadelphia, PA 19107 celebrated the 20th anniversary of its 215-597-3000 own establishment. in 1969. with a variety of activities in each region. Director: Gayle P. Peters Alabama, Georgia, Florida, National Archives-Southeast Region Kentucky, Mississippi, 1557 St. Joseph Avenue North Carolina, East Point, GA 30344 South Carolina, and Tennessee 404-763-7477

Director: Peter W. Bunce Illinois, Indiana, Michigan, National Archives-Great Lakes Region Minnesota, Ohio, and Wisconsin 7358 South Pulaski Road Chicago, IL 60629 312-581-7816

Director (Acting): Diana L. Duff Iowa, Kansas, Missouri, and National Archives-Central Plains Region Nebraska 2312 East Bannister Road Kansas City, MO 64131 816-926-6272

Director: Kent C. Carter Arkansas, Louisiana, National Archives-Southwest Region New Mexico, Oklahoma, and 501 West Felix Street (building address) Texas P.O. Box 6216 (mailing address) Fort Worth, TX 76115 817-334-5525

Director: Joel Barker Colorado. Montana, National Archives-Rocky Mountain Region North Dakota, South Dakota, Building 48, Denver Federal Center Utah, and Wyoming Denver, CO 80225 303-236-0818

Director: Diane S. Nixon Arizona: the southern National Archives-Pacific Southwest Region California counties of 24000 Avila Road (building address) Imperial, lnyo, Kern P.O. Box 6719 (mailing address) Los Angeles, Orange, Laguna Niguel, CA 92677-6719 Riverside, San Bernardino, 714-643-4241 San Diego, San Luis Obispo, Santa Barbara, and Ventura: and Clark County, Nevada

34 Regional Archives States Served Director: Waverly B. Lowell California, except southern National Archives-Pacific Sierra Region California; Hawaii; Nevada, 1000 Commodore Drive except Clark County; and the San Bruno, CA 94066 Pacific Ocean area 415-876-9009

Director: Phillip E. Lothyan Alaska, Idaho, Oregon, and National Archives-Pacific Northwest Region Washington 6125 Sand Point Way NE Seattle, WA 98115 206-526-6507

Office of the National Archives Staff Assistant Archivist...... Trudy H. Peterson 202-501-5300 Deputy Assistant Archivist...... Michael J. Kurtz 202-501-5300 Director, Regional Archives System...... John M. Scroggins 202-501-5340 Director, Declassification Division ...... Edwin A. Thompson 202-501-5345 Director, Center for Legislative Archives ...... Lewis J. Bellardo 202-501-5350 Director, Preservation Policy and Services Division ...... Kenneth E. Harris 202-501-5355 Director, Textual Reference Division ...... R. Michael McReynolds 202-501-5380 Director, Special Archives Division ...... William H. Cunliffe 202-501-5440 Director, Textual Projects Division ...... Geraldine N. Phillips 202-501-5460 Director, Center for Electronic Records ...... Kenneth Thibodeau 202-501-5565

35 Chapter 7 Libraries

individual Presidents, the institution of The Advisory Committee was formed administers eight Presidential libraries the Presidency, and the American by the Archivist in May of 1988 and and the Nixon and Reagan Presidential political system as a whole. first met in November of that year to Materials Project Staffs. The libraries bring the perspective of knowledgeable preserve the papers and other historical Joint Meeting of Advisory library supporters and associates, materials of Presidents Hoover, Committee and Library friends, and family of the former Roosevelt, Truman, Eisenhower, Directors Presidents to issues affecting the growth Kennedy, Johnson, Ford, and Carter. and development of library programs. In addition to making these materials The second meeting of the Advisory At the April meeting, the Committee available for the widest possible use by Committee on Presidential Libraries members and the directors were the scholarly researchers, the libraries offer was held in Austin in April in guests of Mrs. Lyndon B. Johnson for a wide variety of public programs conjunction with the Library Directors a dinner at the Johnson ranch on April designed to enhance knowledge about Conference at the Johnson Library. 4 and met at the Johnson Library on

Directors of all the Presidential libraries assembled at the Johnson Library for a meeting with a special committee appointed by Archivist of the United States Don Wilson to advise on the relationship between the libraries and the foundations that support them. Dr. Wilson (center) convenes the assembly. Flanking him (from left to right) are David Eisenhower, representing the Eisenhower family: Martin Allen, an associate of President Gerald Ford: Johnson Library Director Harty Middleton: and Richard Smith. Director of the Hoover Library. (Photographer unknown.)

36 April 5 to consider matters of common end of the administration in January of approximately 25,000 cubic feet of interest affecting all of the Presidential 1989. The National Archives secured Presidential gifts and printed materials libraries. Among the topics discussed at 20,000 square feet of space in the to the Laguna Niguel facility. The two this meeting were the redirection of Chet Holifield Federal Building. Laguna flights in November were a successful library programs as libraries mature and NigueL CA. to house the museum trial of the method used to transport the expansion of museum programs to items and some inactive textual the more sensitive and historically treat American history more broadly. materials from the Reagan years. A valuable Presidential records in January second facility, with approximately and March of 1989. Progress Toward the 25,000 square feet of space, near Assistant Archivist John Fawcett and Reagan Library Culver City, was readied to hold the the newly named Director of the White House files. The building Reagan Project, Clarence Henley, The Office of Presidential Libraries, underwent extensive modifications. attended ground-breaking ceremonies with technical assistance from the including the installation of vaults, on November 21 at the site of the Systems Management Division of the security systems, fire suppression future Reagan library near Thousand Office of Management and systems, office space. and archival Oaks, Ventura County, CA. The Administration, worked with the shelving. The initial transfer of the library will be located on 29 acres of a General Services Administration to Reagan Presidential materials from 100-acre tract. The building will contain prepare two facilities to store the Washington took place in November of approximately 91,000 square feet of Reagan Presidential materials at the 1988, with the movement of useable floor space. The architect is

Clarence L. Henley. Director of the Reagan Presidential Materials Staff and former President Ronald Reagan review records at the storage facility for the Reagan papers in Los Angeles, CA, April 12, 1989. (Photographer unknown.)

37 Labor Relations Board, the Department >overntm;Eri'Jt property and requires of Justice, and the U.S. Military l"i'II>id.:ar<:hi\raLj)r<>Ce:s:sirlg and public Government in Germany. The Truman ad:ess to them; Previously, Presidents Library also accessioned the papers of donated their papers to the United Leon Keyserling, Chairman of the States for deposit in a Presidential Council of Economic Advisors. is expected to be completed in 2 years. library. The Eisenhower Library accessioned The transfer of the·Reagan the papers of Aaron Platner, 1910-52. Presidential records from the White Accessions and Openings relating to his military career and House and the National Archives competition with Dwight D. Eisenhower during January completed the largest The Presidential libraries conduct an for the 1910 West Point appointment, and longest move of Presidential active solicitation program to acquire and additional papers of Stephen materials to date. These operations additional materials related to their Benedict, 1953-54, Assistant to involved the transfer of approximately holdings. This year, the libraries Gabriel Hauge, and Raymond Saulnier, 18,000 cubic feet of records. Collecting accessioned significant collections and 1986-88, Chairman of the Council of and packing records for shipment from additions to collections. Economic Advisors. the White House complex began on The Hoover Library acquired the The Kennedy Library acquired the December 1, 1988, with the issuance papers of Francis White. Assistant papers of Kenneth P. O'Donnell, one by the Counsel to the President of a Secretary of State for Latin America. of President Kennedy's closest political memorandum instructing the White and Senator Bourke Hickenlooper; it advisers. The library received a House staff how to turn over records also received an accretion to the papers significant accretion to the Edward M. for shipment. Collecting and of Lewis Strauss. Kennedy papers and a donation of documenting the materials was carried The Roosevelt Library acquired the 8,000 black-and-white negatives of out by 10 to 15 National Archives staff papers of Lela Mae Stiles. who was a photographs of the Kennedy family members detailed to the project and by journalist associated with the from the estate of photographer Frank Office of Records Management staff of Democratic National Committee during Teti. the White House. The labor of moving the 1928 Presidential election and who This past year the Johnson Library materials and wrapping pallets was also served as an assistant to Louis received the papers of Robert L. carried out by a team of 10 Army Howe. A notable accretion to the Hardesty, a former Special Assistant to enlisted men from local bases. North papers of Franklin Roosevelt, Jr., the President, which document his American Van Lines provided trucks included the 14-volume diary of Helen career from 1963 to 1989. In addition, and loading equipment through a Roosevelt Robinson. FOR's niece. the library acquired copies of the contract with the Defense Department. covering the years 1904-8 and diaries of Orville Freeman, Secretary of The materials were moved by truck 1937-45. Agriculture and Governor of to Andrews Air Force Base, where they The Truman Library acquired the Minnesota, covering the years were loaded on Air Force Military Airlift papers of Alvin J. Rockwell, 1937-74, 1960-68. An accretion to the papers Command aircraft for the flight to relating to his service with the National of Wright Patman. consisting of his Norton Air Force Base, San Bernardino. CA. Each C5B aircraft carried approximately 6,000 cubic feet of records. Three flights of materials departed in January and one in March. The use of automation in controlling the shipments and in assigning locations for the materials made the transfer very orderly and allowed an advanced level of archival control of the materials.

Final Presidential Records Act Rule Issued

On December 15. 1988. the Archivist issued in the Federal Register the regulations to implement the Presidential Records Act of 1978. The regulations provide notification, consultation. and appeal procedures for administering access to Presidential On January 3. 1989. Truman Library Director Dr. Benedict Zobrist welcomed the 5.000th records as required by the act. researcher to the Truman Library's research room. She is Kelly M. Miller. a graduate student President Reagan's records are the first from Emporia State University, Emporia. KS. Dr. Zobrist presented her with an autographed to be covered by the act. which copy of President Truman's book Mr. Citizen. (Photograph by Niel M. Johnson.)

38 diaries from 1926 to 1976 and his Pearson, including files on Harry S. The Kennedy Library Foundation legislative notebooks for the period Truman, J. Edgar Hoover, the Hiss­ made 8 research grants to scholars 1967-74, was made to the library. Chambers investigation, Dwight D. planning to conduct research at the The Ford Library accessioned two Eisenhower's health, Korea, and Cuba. library. For the first time, research grant major groups of records. One was the The National Security Council (NSC) funding has been made available to records of American Agenda, a study files for Iraq, Kuwait, and Saudi Arabia researchers using the Hemingway commission chaired jointly by former are now available. The NSC country collection. Presidents Ford and Carter. The files for Vietnam for the first 3 months Twenty-nine scholars have been second group was the records from the of 1966 have been opened. The library selected as the 1988-89 recipients of United States-China Business Council. also opened 4 cubic feet of CIA and grants to study at the LBJ Library. The These records cover the period Defense Department documents in the funds, totaling $23,375. are made 1976-88 and are an accretion to those papers of the Capital Legal available by the Lyndon Baines of the National Council for United Foundation. Johnson Foundation by virtue of a States-China Trade, predecessor of the The Jimmy Carter Library recently grant from the Moody Foundation to business council. opened the White House files of Ed help students, teachers, and writers use The Carter Library received the Sanders and Al Moses, advisers to the the library's resources by providing papers of Warren Christopher, Deputy President on American Jewish affairs. support for travel and living expenses. Secretary of State, and continued The library has also made available to The Gerald R. Ford Foundation accessioning post-Presidential materials researchers the files of Frank Press. announced the award of nine research from both of President Carter's offices. Director of the Office of Science and grants after the May meeting of the In the four major shipments and Technology Policy: the White House screening committee. David Hoffman numerous smaller shipments, the files of Peter Bourne, Special Assistant of The Washington Post received the Reagan Project received 16,298 cubic for Health Issues; and files from the second annual journalism prize for feet of Presidential records, the records office of the Counselor to the President distinguished reporting on the of the President's Commission on on Aging. In addition, the library Presidency from the Ford Foundation. Private Sector Initiatives, and 264 cubic opened the personal papers of Carlton The prize for distinguished reporting on feet of personal papers. The personal Neville, consisting primarily of national defense went to Richard papers included the papers of such correspondence and reports on Halloran of The New York Times. administration officials as Terrel BelL activities dealing with the environment. President Ford presented both awards Secretary of Education; William French at a luncheon at the National Press Smith, Attorney General; and Charles Grants and Awards Club in Washington, DC, on June 5, Z. Wick, Director, U.S. Information 1989. Agency. In addition, the project also For the encouragement of research received approximately 4 cubic feet of in Presidential libraries' holdings and of Lectures and Symposia pre-Presidential audiovisual materials, publication of works based on such primarily audio recordings. research, the libraries are indebted to On March 9, 1989, the first James E. This year's accessions brought the the organizations of private donors that O'Neill Memorial Lecture was given by total archival holdings of Presidential support their programs. Dr. Frank Friedel, Charles Warren libraries to 212,173,163 pages of The Franklin and Eleanor Roosevelt Professor of American History, manuscript material, 3,445,284 Institute awarded grants to seven Emeritus, Harvard University, and photographs, 13,467,961 feet of individuals working on books, articles, Bullitt Professor of History, Emeritus, motion picture film, and 45,730 hours theses, and dissertations. University of Washington. Friedel's of audio and video recordings. A $250,000 fund was recently topic was "Roosevelt to Reagan: The During this year the libraries established at the Hoover Library with Birth and Growth of Presidential reviewed 1,997,225 pages of a gift from the Roy J. Carver Memorial Libraries." In his address, Friedel manuscript material for public access. Trust. It forms a significant part of the praised both the museum and the The libraries assisted 3,974 researchers, Hoover Library Association's current research functions of the libraries. He who made more than 11,700 visits to fund-raising campaign. called the holdings "an invaluable the reading rooms. The libraries On October 25, 1988, the Fraternal component" that are "safer dispersed'' furnished 272,656 items to requesters Order of the Eagles Auxiliary #385 He described the libraries as centers of and responded to 17,301 written presented Dr. Ben Zobrist with a $200 learning for generations of students inquiries and 33,826 oral inquiries. contribution from the Golden Eagle with "notable outreach both to the Some of the libraries had openings of Fund for inclusion in the Truman citizenry and to scholars." The libraries' files of special note. Library's gift fund. The Truman Library public programs include conferences, On July 17, the Nixon Project Institute's grants-in-aid program is lectures, films, commemorative events, opened an additional 130,000 pages of designed to award grants to scholars seminars. and exhibitions that attract materials, including White House who are working on some aspect of numerous scholars and visitors. central files. office files of Glenn the history of the Truman In anticipation of the 50th Schleede relating to energy, and an administration or on the public career anniversary of the Roosevelt Library in accretion to the files of Bradley of Harry S. Truman. Grants were November of 1989, the Franklin and Patterson regarding civil rights. awarded to 15 scholars from the Eleanor Roosevelt Institute held a The Johnson Library opened United States as well as several foreign luncheon at the National Archives additional files from the papers of Drew countries. Building on January 10, 1989.

39 President Reagan, who was introduced by Senator Majority Leader George Mitchell (D-ME), addressed the audience. Other speakers included Senator Edward M. Kennedy (D..:.MA), Matilda Cuomo, wife of Governor Mario Cuomo of New York, and the Archivist of the United States, Dr. Don Wilson. The Institute hopes to raise $5 million to support the library, the Roosevelt Study Center in the Netherlands, the annual grants of the Four Freedoms Fund, and other Institute projects, including constructive programs for young people. On October 11, 1988, a delegation of 11 historians and political scientists from the U.S.S.R., accompanied by Professors John Gaddis of Ohio University and Ernest May of Harvard University. visited the Truman Library. The group's visit to the United States Brig. Gen. Evelyn P. Foote. USA. Deputy Commanding General of the Military District of was sponsored by the International Washington. DC. speaking on Army women in World War ll during a conference held at the Research and Exchange Board. Eisenhower Library. October 20-21. 1988. entitled "In the Service of Their Country: Women During the Eisenhower Era ... (Photograph by Robert Paull.} Truman Library Director Ben Zobrist and his staff met with the group and spoke to them about the library's Civilian Service." 27. 1989. when the Friends celebrated holdings and programs. With the aid of a grant from the the 60th anniversary of the publication Thirty distinguished historians and German Marshall Fund. the Kennedy of A Farewell to Arms with the former political leaders gathered at the Library sponsored three conferences on opening of an exhibition, a reception. Harry S. Truman Library in the Marshall Plan and the 1992 and a question-and-answer session with Independence, MO, to participate in a Economic Integration of Western Charles Scribner, Jr. Sixty people have conference to mark the 40th Europe. One conference was for the joined the Friends since its anniversary of the founding of the general public. one for high school establishment in May. and $3.650 has North Atlantic Treaty Organization classes, and one for the business been raised through memberships and (NATO). The meeting, held September community. institutional donations. 21 and 22, had the theme "NATO and The Kennedy Library Foundation's The Johnson Library cosponsored the Founding of the North Atlantic Friends of the Hemingway Collection with the University of Texas a Alliance." The panel discussions held its second event on September symposium entitled "Cities in launched a serious historical examination of two key issues relating to NATO: Why it was created and how its signatories used the alliance as a security umbrella to overcome ancient rivalries and achieve economic and political interdependence. Sponsors of the conference were the Harry S. Truman Library Institute and the Truman Era Research Program of the University of Missouri-St. Louis Department of History. The conference "In the Service of Their Country: Women During the Eisenhower Era" was held at the Eisenhower Library on October 20-21. The conference was attended by 139 participants and featured Mary Louise Smith, Chairperson of the Republican National Committee, 1974-77, as keynote speaker. Her address was A logbook of Ernest Hemingway's boat Pilar is presented on May 17. 1989. to Charles U. followed by three sessions: "Women in Daly (right). Director of the John F. Kennedy Library. by Patrick Hemingway (left). son of the Uniform," "Women on the Homefront author. The logbook was purchased by the Friends of the Hemingway Room for deposit in During World War II," and "Women in the library. (Photograph by Allan Goodrich.)

40 Transition: Policies for the 1990's." The principal speakers were Nicholas Katzen bach, former U.S. Attorney General; Professor Barbara Jordan, who holds the University of Texas LBJ Centennial Chair in National Policy; and Henry Cisneros, Mayor of San Antonio. On March 3, 1989, the Johnson Library and the National Press Foundation sponsored a symposium, "The Press and the Presidency," in Washington, DC, at the National Press Club. Marlin Fitzwater, Press Secretary to President Bush, was the luncheon speaker. Dr. Don Wilson, Archivist of the United States, convened the symposium, which began with a panel discussion of White House correspondents and former White On March 3. the Johnson Library in Austin, TX. and the National Press Foundation House press secretaries. sponsored a symposium in Washington on the press and the Presidency. This is the first in a The Ford Library was the site of an series cosponsored by the Presidential libraries and the National Press Foundation. Marlin All-Democracies Conference, December Fitzwater, Press Secretary to President Bush, was the luncheon speaker. Dr. Wilson convened 5-8, 1988. Delegates from 44 the symposium, which began with a panel of White House correspondents questioning a countries attended the conference, for panel of former White House press secretaries and ended with the questioners reversed. which former Presidents Ford and (Photograph by Susan Amos.) Carter served as cohosts. It was sponsored by the Committee for a Community of Democracies-USA, with funding provided by the Gerald R. Ford Foundation, the J. Howard Pew Freedom Trust, the National Endowment for Democracy, and the U.S. Information Agency. The Ford Library assisted Hofstra University in its preparations for a conference titled "Gerald R. Ford: Restoring the Presidency" and held at Hofstra April 6-8, 1989. The conference covered a wide range of topics in the areas of foreign policy, domestic affairs, and White House operations.

Exhibitions

The Presidential libraries and museums maintain 205,958 museum objects. This past year many of these objects were displayed or loaned for display in exhibitions on the Presidents Former Presidents Ford and Carter greet delegates from 44 nations at the All-Democracies and significant events in the Nation's Conference, held at the Gerald R. Ford Library, December 5-8, 1988, and sponsored in part history. This year, 1,339,151 visitors by the Gerald R. Ford Foundation. (Photograph by Richard Holzhausen.) came to the libraries to see a variety of exhibitions. On April 15, the Hoover Library than 500 artifacts from more than 60 guide were distributed to history and opened a major exhibition entitled sources. Herbert Hoover's work as social studies teachers across the "Over There," commemorating the head of the Commission for the Relief country, and 125 teachers attended an 75th anniversary of the start of World of Belgium is a major part of the open house at the library to discuss the War l. The opening ceremonies display. The Hoover Library worked guide. honored 44 World War I veterans and with its Teacher Consulting Group to The special exhibition "Royal Visit. sparked considerable media interest. develop a curriculum guide to this 1939," which commemorates the visit The exhibition brought together more exhibition. More than 200 copies of the of King George VI and Queen

41 Elizabeth to the Roosevelt Library 50 years ago, was opened on June 11 by Sir Anthony Acland. British Ambassador to the United States: William J. vanden Heuvel. president of the Franklin and Eleanor Roosevelt Institute; and William R. Emerson. Director of the Roosevelt Library. The ceremony was followed by a picnic on the grounds of Springwood. the Roosevelt home. featuring the same menu served to the King and Queen in 1939. Her Majesty's Royal Marine Band entertained with musical selections. In March. the Truman Library opened "Good Friends and Missouri Rascals: Thomas Hart Benton and Harry S. Truman." The exhibition recalls the friendship that developed between the artist and the President during the painting of Benton's mural at the library. Featured in the show are Benton's mural in the lobby of the Iowa veterans of World War I were honored at the April 15. 1989. ceremonies opening the library. photographs, pencil sketches Hoover Library exhibition "Over There.·· The veterans. ranging in age from 88 to 98. and studies, and correspondence received a special preview of the display and pronounced it "very realistic. except there isn't between Truman and Benton. The enough mud and it smells too good.·· {Photograph by Joseph P. Wildenberg.)

William J. vanden Heuvel {right). President of the Roosevelt Institute. and Arthur Schlesinger. Jr. (left). chat with Margaret Suckley. Franklin Roosevelt's cousin and former archivist at the Roosevelt Library. at a picnic on June 11. 1989. The event commemorated the 50th anniversary of a picnic on June 11. 1939. at the Roosevelt home in honor of King George VI and Queen Elizabeth. which Miss Suckley also attended. (Photograph by Jack Goodman.)

42 exhibition is one of the activities in the Kansas City area marking the lOOth anniversary of Benton's birth this year. As part of the Kennedy Library's "A Farewell to Arms" celebration, a small exhibition was put together on the book's ending. It includes a heading in Hemingway's hand saying "I rewrote the last chapter over 40 times but I hope it does not read that way," and 24 of the more interesting 44 pages of endings, including samples of the best and the worst. The exhibition will run through the Fourth International Hemingway Conference in July of 1990. In January of 1989, the traveling exhibition "Harlem Renaissance: Art of Black America" was installed at the Johnson Library. The show consists of more than 100 paintings, sculptures, photographs, and prints created in Harlem during the Twenties and Thirties. Former President and Mrs. Carter in front of the portrait of President Carter with artist Octauio On April 28, the Johnson Library Ocampo (right) and business manager Joaquin Pineiro (left) at the Jimmy Carter Library. July opened a 3,500 square foot exhibition 13. 1989. The portrait, painted in metamorphic style, was presented to President Carter in of the sculptures of Robert Berks 1979 by then Mexican President Jose Lopez Portillo. The library sponsored an exhibition of entitled "Biographies in Bronze." Ocampo's artwork from July 8 to October 30. 1989. (Photograph by Anne Marie Poyo.) Complementing the sculptures of major figures are letters, manuscripts, and other documents. each from the hand of the subject. Also among the teachers was held on October 5. 1988. sculptures are portraits. Robert Berks Lopez Portillo in 1979. That portrait is at the Kennedy Library. The program presented an orientation lecture and one of the most popular gifts on display in the museum. The exhibition included two panels, one on the nature tour to 62 volunteer docents to aid of the office of the Presidency and one them in their interpretive activities. consists of murals, paintings, and on creative and successful curriculum The new exhibition "A Time to Heal: bronze sculptures by Ocampo. approaches to teaching Presidential Gerald Ford Becomes President," opened on August 1. 1989, at the politics. School Programs The staff of the Nixon Project. in Ford Museum. It commemorates the cooperation with the Close-Up 15th anniversary of the Ford Each of the Presidential libraries Foundation, presented a trial program Presidency. The Ford Museum and the continued active programs of sending on the Watergate tapes for visiting World Affairs Council cosponsored a speakers to schools or of hosting visits history and government teachers. The program on September 14, 1989, by school groups, which come to the program was successful and more featuring the first Ambassador of the libraries for special presentations related sessions are scheduled. United States to the People's Republic to their studies and to tour new "Primed for the Presidency," of China, Leonard Woodcock. exhibitions. The Kennedy Library's total programs for students in grades 1 Ambassador Woodcock spoke on the attendance for classes was up more through 3, began in September at the recent crisis in Tiananmen Square and than 30 percent, while guided tours at Carter Library. Grade 1 students hold the repercussions in China's political, the Ford Library increased 45 percent mock elections featuring puppets Elmer social, and economic life. this year. Elephant and Donald Donkey. Grade 2 The Carter Library placed on Children's book author Suzanne watches the museum video "If I Were exhibition "Ten Israeli Artists on War Hilton participated in two programs President" and uses puppets in a and Peace," a collection of prints sponsored by the Hoover Library on discussion. Grade 3 role-plays the created in honor of the 40th September 21. The author of "The process of "How a Bill Becomes a anniversary of the state of Israel. The World of Young Herbert Hoover" as Law," a museum video. prints were given to President Carter by well as other books on the boyhoods of Prime Minister Begin at Camp David. American Presidents spoke to 4th, 5th, An exhibition of works by Octavio and 6th graders in the afternoon and Staff Appointments Ocampo opened at the Carter Library later to area teachers and media on July 8. Ocampo, a Mexican artist, specialists. The Archivist announced the was commissioned to paint a portrait of The symposium "Teaching selection of Dr. Frank H. Mackaman as President Carter by Mexican President Presidential Politics" for high school Director of the Gerald R. Ford

43 Presidential Library and Museum. Dr. Office of Presidential Libraries Staff Mackaman had been serving as Assistant Archivist ...... John Fawcett 202-501 5700 Curator of the Ford Museum in Grand Deputy Assistant Archivist...... Patrick J. Borders 202-501-5702 Rapids since August of 1987. He came Director Nixon Presidential to the museum from the Dirksen Materials Staff (Acting) _...... Clarence F. Lyons 703-756-6498 Congressional Center in Pekin, !L, Office of Presidential Libraries where he served as Executive Director National Archives for 9 years. He is a 1971 graduate of Washington, DC 20408 Drake University in Iowa. He earned Director, Herbert Hoover Library...... Richard N. Smith 319-643-5301 M.A. and Ph.D degrees in American Parkside Drive, P.O. Box 488 history from the University of Missouri­ West Branch, !A 52358 Columbia. Director. Franklin D. Roosevelt Library ...... William R. Emerson 914-229-8114 Patrick J. Borders was appointed 259 Albany Post Road Deputy Assistant Archivist for Hyde Park, NY 12538 Presidential Libraries. An employee of Director. Harry S. Truman Library ...... Benedict K. Zobrist 816-833-1400 the National Archives since 1967, 1200 North McCoy Borders served most recently as the Independence, MO 64050 Director of the Kansas City Federal Director, Dwight D. Eisenhower Library ...... John E. Wickman 913-263-4751 Records Center. Southeast Fourth Street Clarence L. Henley, formerly the Abilene, KS 67410 Director of the White House Office of Director, John F. Kennedy Library...... Charles U. Daly 617-929-4500 Records Management, was appointed Columbia Point Director of the Reagan Presidential Boston. MA 02125 Materials Project Staff. Director. Lyndon B. Johnson Library ...... Harry J. Middleton 512-482-5137 James J. Hastings, Director, Nixon 2313 Red River Street Presidential Materials Project Staff. Austin. TX 78705 continues on special assignment to the Director. Gerald R. Ford White House. Clarence Lyons was Library and Museum ...... Frank H. Mackaman 313-668-2218 reassigned from the Office of National 1000 Beal Avenue Archives to the Nixon Project as Acting Ann Arbor, MI 48109 Director on December 5, 1988. Director, Jimmy Carter Library ...... Donald B. Schewe 404-331-3942 One Copenhill Avenue Atlanta. GA 30307 Director, Reagan Presidential Materials Staff...... Clarence L. Henley 213-215-2125 9055 Exposition Drive Los Angeles. CA 90034

44 Chapter 8 Office of Public Programs

This year, through exhibitions, beginning in 1987 with the 200th funding source for some of these educational workshops and materials. anniversary of the Constitution, have programs (see Chapter 12). lectures and dramatic performances, increased public awareness of the film programs, publications, special National Archives as the home of the Exhibitions events. and volunteer-led tours and Charters of Freedom-the Declaration outreach activities, the Office of Public of Independence, the Constitution. and As the repository for the Programs continued to bring the rich the Bill of Rights. More than 1,119.800 permanently valuable records of the and varied resources of the National visitors came to the National Archives Federal Government, the National Archives to the public. A number of Exhibition Hall this year. The National Archives commemorated the 200th recent bicentennial commemorations, Archives Trust Fund Board is the anniversary of the establishment of the

The Honorable Richard Thornburgh, Attorney General of the United States (far right), visited the National Archives Circular Gallery exhibition "American Voices: 200 Years of Speaking Out" with His Excellency Antonio Gava, Minister of the Interior of Italy. Curator Stacey Bredhoff (jar left) described the exhibition. (Photograph courtesy of the Department of Justice.)

45 packages for schools this year with the The staff adult education specialist publication of its lOth title, The Bill of developed discussion questions for Out." Rights: Evolution of Personal Liberties. more than 4.500 study-group leaders First Amendment right This package, containing 46 facsimiles and teachers to supplement materials ..,..,,.,.,,,.,... the Government for a of National Archives documents and a created by the Kettering Foundation's redress of grievances," this popular teacher's guide, is part of the National Domestic Policy Association/National exhibition includes pleas to the Archives celebration of the 200th Issues Forum (NIF). This year's President, Congress, the courts, and anniversary of the Bill of Rights. More issues-the environment, the drug Federal agencies over a 200-year than 22,400 of these learning packages crisis. and child care-were selected by period. The petitions are drawn have been sold. The staff has also NIF participants across the country for primarily from the records of the produced 52 feature articles, entitled discussion in community college National Archives and come from "Teaching with Documents," in Social classrooms and a variety of other famous Americans such as Mary Todd Education. the journal of the National settings. Lincoln and Sitting Bull as well as from Council for the Social Studies. The genealogical program expanded lesser known citizens such as school Secondary school education this year, offering 41 workshops and children who wrote President Ford specialists on the staff presented 23 one short course to a total of 845 about his pardon of President Nixon. workshops this year. The workshops. participants. The staff genealogy A new exhibition, "This Fierce Spirit designed to help teachers use primary specialist collaborated with the National of Liberty: The Making of the Bill of sources in the classroom, ranged from Institute for Genealogical Research in Rights." opened in April. This is the workshops with the American Bar its 1-week summer institute. first of two major exhibitions Association. Americans United This year the arts and culture commemorating the 200th anniversary Foundation. the Library of Congress, program moved onto the national of the Bill of Rights. It explores the and school districts to workshops given scene by launching a national ideological foundations and political at regional and national meetings of competition for scripts that are based struggles from which this milestone social studies professionals. "Primarily on issues relating to the Bill of Rights document emerged. Teaching," the annual summer teacher and researched in the National Another exhibition, "Saving Our workshop, was held twice this year, for Archives, the regional archives. or Sources," graphically demonstrates, teachers from across the United States Presidential libraries. To. date. more through a series of photos, sound and from Department of Defense than 125 inquiries have been received: recordings. and hands-on models, the dependents' schools across the world. the script deadline is mid-January, challenges of preserving records in a More than 1,000 teachers participated 1990. The competition has received wide variety of formats. This popular in these workshops during 1989. national press attention and includes a display. which opened this year. is on In addition to these programs, the cash award for the two best scripts and view until 1990 outside the Central education specialists worked with more the prospect of their performance in Research Room. than 90 educators from a wide variety the National Archives Theater. As another way of making available of institutions on the design of teaching The arts and culture program offered the rich records of the National materials. They also served as a number of performances this year, all Archives. the exhibition staff evaluators of educational materials from based on records in the National coordinates the temporary loan of the National Radio Theatre, the Archives. "Postmark USA," mounted original records to qualified museums Commission on the Bicentennial of the in conjunction with the exhibition and other institutions around the United States Constitution. and "American Voices: 200 Years of country. The National Gallery of Art in Cobblestone. a history magazine for Speaking Out," celebrated Americans' Washington, DC. borrowed original children. They wrote articles for the indefatigable exercise of their right to photographs by Timothy O'Sullivan Organization of American History's rebuke, praise, and entreat their Northern Virginia and Mathew Brady for their major Magazine of History, Government. The play was written by exhibition "On the Art of Fixing a Writers Project Newsletter, and other Paul Lavrakas and produced by Shadow: 150 Years of Photography." national publications for teachers, and Paradise Island Express. "Campaign The Museum of History and Industry in helped prepare two widely publicized Trails," written and produced by Seattle displayed George Washington's brochures, developed by national Katherine Flye and June Armstrong annotated copy of a printed draft of education organizations. on teaching the Constitution with five other about religion in the public schools. Wright of Interact Theatre Company. documents from the National Archives The staff adult education specialist combined words and music to in its centennial exhibition. completed two trial learning packages document nearly 200 years of "Washington Salutes Washington.'' The aimed at undergraduates, which are Presidential campaigns. National Archives loaned a total of 119 being reviewed nationwide by college documents to 16 museums and other instructors. These "minipacks" will Film Program institutions this year. contain from 10 to 12 documents from the National Archives on issues of The film program continued to draw Educational Programs interest in a variety of disciplines. The large audiences, setting attendance first two focus on the internment of records over previous years. These free The education staff celebrated the Japanese during World War II and on public screenings drew heavily on lOth year of developing learning issues relating to Watergate. National Archives holdings, as well as

46

""='"=-===...... ------•·0·-~ special program commemorating the anniversary of the signing of the Constitution. The traditional July 4 ceremony began with a concert by the U.S. Army (3d Infantry) Old Guard Fife and Drum Corps, followed by a dramatic reading of the Declaration of Independence on the Constitution Avenue steps. The program concluded with a demonstration of Revolutionary War tactical maneuvers, complete with cannon and musket fire on Constitution Avenue. In honor of Constitution Day, a naturalization ceremony was held in the Rotunda, presided over by the Honorable John H. Pratt, Judge of the U.S. District Court for the District of Columbia, with Congressman Paul B. Henry (5th District, Michigan) as the featured speaker. Thirty-two petitioners took the oath of citizenship in front of all four pages of the Constitution. A concert by the world-renowned U.S. Army Field Band and Soldiers' Chorus followed at noon on Constitution Avenue. For the only time during the year, all four pages of the Constitution Ed Herlihy, the "voice" of Universal News from 1942 to 1967, made a special appearance in were on display. the National Archives Theater on March 22, 1989. to narrate the "Newsreel Theater" series On both of these historic occasions, live. In this photograph, Herlihy provides narration for the World War II VJ Day Special from a Joint Services Military Honor Guard the Universal Newsreel Library in the holdings of the National Archives. (Photograph by stood watch over the Charters of Nancy Olds.) Freedom, and the impressive changing of the guard took place every 30 minutes. on the work of contemporary related interesting and amusing stories As 1989 was an inaugural year, the documentary filmmakers. from his Universal career. At a National Archives continued its In February, the 3-D slide reception before the screenings, Jack traditional Inauguration Day program. presentation entitled "The Stereograph: Rush of Universal Studios presented Employees and special friends were A Study in Depth" was presented Herlihy with a special award, citing his invited to bring their families to view before standing-room-only audiences. long and distinguished contribution to the inaugural parade from the Produced by the Exhibits and film journalism. Pennsylvania Avenue windows of the Educational Programs Division, the A popular 12-week retrospective of building. More than 250 guests enjoyed program combined stereo images from the career of famed Hollywood director the activities from the National the National Archives photographic Frank Capra offered a comprehensive Archives. holdings with music and narration. The look at his Hollywood career and at his In cooperation with the Mentor program included images of the Civil wartime documentaries produced for Group and the Friedrich-Naumann War, the Wheeler Survey of the the U.S. Government. In September, Foundation, the Archivist of the United American Southwest in 1871-74, and the National Archives presented a States was host at "The German the German invasion of Poland in month-long film series on Washington Constitution after 40 Years: Reflections 1939. Also shown were two filmmakers. Each locally produced of the U.S. Constitutional Experience" Hollywood 3-D films of the 1950's, documentary was introduced by the program. Speakers included the noted "House of Wax" and "Dial M For filmmaker. German parliamentarian Hildegard Murder." Audience members were Hamm-Bruecher and several other given special 3-D glasses to view the Special Events German and U.S. parliamentarians and programs. members of the judiciary. In March, as part of the Newsreel This year, as in the past, the The Archivist once again Theater series, Ed Herlihy, narrator of National Archives has held two major cosponsored, with the Kettering Universal newsreels from 1942 to public ceremonies in honor of the Foundation's Domestic Policy 1967, introduced a special evening Charters of Freedom-a celebration Association, a program and reception program consisting of newsreels from marking the adoption of the in the Rotunda in conjunction with the the National Archives' holdings. Herlihy Declaration of Independence and a National issues Forum 89.

47 Archival Tours and primarily from Midwestern archival the interactive video disc format. the Training organizations. attended that special latest development in educational program. technology. Proceeds are distributed to In this fiscal year. 163 archivists. The newly established outreach the National Archives Trust Fund. records managers. librarians, historians. services coordination staff began a Government agencies at all levels, as and others in related professions came program that emphasizes making well as the general public, were from 23 countries to visit the National available the records of particular informed about the Center's services Archives and to meet with staff interest to families, younger Americans, and holdings through the distribution of members to discuss issues of mutual and minorities. The staff established a more than 684.000 copies of brochures concern. The foreign visitors program Martin Luther King, Jr.. Memorial and catalogs in the last year. has expanded dramatically in recent Holiday Commemorative Committee to The National Audiovisual Center also years. provide for an annual commemorative provides Governmentwide assistance in The "Modern Archives Institute: celebration, and developed a program the area of Federal audiovisual Introduction to Modern Archives on Jackie Robinson as a prototype for management policy. It publishes the Administration" is a 2-week archival other public programs relating to annual report Federal Audiovisual training course that offers an African Americans. among other Activity to provide information on introduction to archi,;al theory and activities. purchases, production. and duplication practice for participants representing a to Congress. the Office of Management variety of archival institutions outside National Audiovisual and Budget (OMB). executive the National Archives. Held for the last Center agencies, and the private sector. 44 years. the course includes lectures. discussions. workshops. and visits to The National Audiovisual Center. Publications various units of the National Archives located in Capitol Heights, MD, is the and to the Manuscript Division of the Federal Government's central distributor The Publications Division of the Library of Congress. In FY 1989. the for all federally produced audiovisual Office of Public Programs produces course was held twice in Washington programs. Operating as a self­ printed publications that educate and for 73 representatives of public and supporting entity. the Center offers for inform the many constituents of the private archives located throughout the sale or rental in videotape, film, National Archives about the Federal United States and in several foreign slide/tape. and audiotape formats more documentary heritage. In 1989 the countries. In addition. a regional than 8.100 titles on topics as diverse as Division produced 8 publications and 4 "Institute,·· cosponsored by the State public health, industrial safety, and issues of Prologue: Quarterly of the Historical Society of Iowa. was held in foreign-language instruction. The National Archives. Most of the Des Moines, !A. Thirty-five participants, Center's collection also includes titles in publications were published under the

National Archives publications were displayed at major national and local scholarly. professional. and trade conferences throughout the year. Publications Division Director Charles W. Bender and Marketing Specialist Nancy M. Mottershaw assist conference participants at the American Library Association conference held in Dallas. TX. June 24-29. 1989. (Photograph by Roberta Dupuis-Devlin.)

48 imprint of the National Archives Trust duplication lab of the Office of the Division also sponsors a popular lecture Fund Board. National Archives' Preservation Policy program featuring highly esteemed Modern First Ladies: Their and Services Division in Alexandria. authors whose publications relate to the Documentary Legacy, edited by Nancy VA, in order to facilitate requests for holdings of the National Archives. Kegan Smith and Mary C. Ryan, was a copies of microfilm publications. The Authors Senator William Fulbright, very popular new book published this Publications Division continues to Margaret Truman, McGeorge Bundy. year. It was based on an earlier issue perform the customer service functions Theodore Sorensen. Doris Kearns of Prologue. A paperback edition of associated with the microfilm Goodwin, and William Seale, among T.R. Schellenberg's archival classic The publication program. others who had written related books. Management of Archives was also The Publications Division was participated in authors' lectures and printed after rights were acquired from instrumental in forming a working booksignings. This year. for the first the University of Chicago Press. group to develop detailed plans for time, special emphasis was given to the The Guide to Pre-Federal Records in releasing the 1920 Federal Population Martin Luther King, Jr., holiday the National Archives was added to the Census on microfilm. The 1920 census commemoration, and guest speaker series on the holdings of the National data, consisting of 2,076 rolls (35mm) Taylor Branch discussed Parting the Archives. Reprints included the Guide of population census schedules and Waters. for which he later won the to the National Archives of the United 8,590 rolls (16mm) of the Soundex New York Critics Circle Award and the States and the microfilm catalog 1910 system, is scheduled for release on 1989 Pulitzer Prize. Neil Sheehan, Federal Population Census. In the March 1, 1992. another featured author. won both the General Information Leaflet series. the In an effort to increase the visibility 1988 National Book Award for Division printed the National Archives of National Archives publications nonfiction and the 1989 Pulitzer Prize Gift Collection Policy and revised and nationwide and to make them available for A Bright Shining Lie. Roger reprinted Select List of Publications of for research use by the widest possible Kennedy and Simon Schama the National Archives and Records audience, the Office negotiated three participated in the observance of the Administration. new marketing contracts with Bicentenary of the French. Revolution. During 1989, articles in Prologue commercial microfilm distributors and A variety of other topics were covered covered the span of American history extended one existing contract. by such authors as John Eisenhower, from the beginning of the Federal Marketing publications produced and Carl Bernstein, Margaret Walker, and Government to the beginning of the distributed during the year included a Robert Donovan, often to standing­ nuclear age. The "Washington Talk" complete catalog of books and related room-only audiences. column of The New York Times print publications and an illustrated During 1989 the National Archives printed a full summary of the brochure of posters and facsimiles Museum Shop once again set new discussion in Roger M. Anders' article available for resale. Finally, a sales records. Sales increased by 9 in the winter issue of Prologue on the comprehensive catalog, Aids for percent over fiscal year 1988-the sixth question of which President authorized Genealogical Research, brought straight year a new annual sales record the Trinity nuclear test. The summer information about all of the has been set. Specific products were issue of Prologue included a new genealogical resources of the National created to commemorate the regular column entitled "Genealogy Archives together in one publication. bicentennial anniversaries of the Notes" which discusses research in the The catalog provides necessary Presidency and the U.S. Congress. National Archives and highlights bodies information for researchers working in The Museum Shop now has more than of records particularly useful for Washington, DC, in a regional 3,000 items on its product list; the genealogical research. archives, or through the mail-as well largest category is books, with new During the year, the publications as illustrated descriptions of titles being added almost weekly. program continued to be recognized for genealogical publications and gift items excellence. Prologue won the available for purchase. Neographics Silver Award, presented National Archives publications were Volunteer Service for excellence in graphic reproduction. displayed at 13 major scholarly, The poster "Modern American professional, and trade conferences Volunteers within the Office of Public Presidents" received the prestigious across the country and locally. The Programs extend the public service of Dillard Award for "Best in Show, publications were reviewed in a number the National Archives in Washington, 1988," a presentation by the Printing of periodicals, including American DC, in many ways. They provide Industries of the Virginias. Libraries. American Reference Books behind-the-scene tours. offer outreach The National Archives continued to Annual, The Journal of American programs for students and community distribute microfilm publications of History. The New York Times, and groups, provide research assistance to historically important records to The Washington Post. custodial units, and assist genealogists preserve them and make them and other researchers and the general available for research. (See Museum Shop public by staffing the Genealogical appendix M.) Orientation Room on the fourth floor Midway through the year, the Through its museum shop program. and the Information Desk in the complete inventory of microfilm master the Publications Division produces and Exhibition Hall. More than 140 rolls was transferred from the distributes educational material for the volunteers contributed 23,217 hours Publications Division's Marketing and more than one million annual visitors during the year. Fulfillment Branch to the new microfilm to the National Archives Building. The More than 32,500 visitors, ranging

49 Dr. Wilson (far right) presented volunteers June Robinson and Paul Janaske with Archivist Achievement Awards for their service to the National Archives at the Annual Awards Ceremony on September 13. 1989. In 1989 the National Archives had 140 active volunteer members in the Washington. DC. area who contributed more than 23.000 hours to the programs of the National Archives. (Photograph by Elizabeth Mallonee.)

from school children and families approximately 1,000 constituents. schools and presented 16 outreach visiting Washington, DC, to Special tours were offered to interns programs for more than 800 people in constituents referred by congressional and congressional staff members in community organizations. offices, enjoyed these services. Visitors conjunction with the Congressional In addition to services provided by this year also included dignitaries, Affairs staff. docents, more than 19 volunteers serve archivists. and librarians from Australia. During the year National Archives as Information Desk aides in the England, Spain, Shanghai, Brazil, volunteers conducted 120 tours for Exhibition Hall. Seven days a week, Japan, Tunisia, Canada, Korea, 4.000 school children. The children these volunteers are available to answer Turkey, Chile, New Zealand, the saw behind-the-scenes activities. toured questions and distribute information U.S.S.R.. and China. Special programs the Exhibition Hall, and had an about the National Archives. were created for the Close-Up opportunity to participate in one of 12 In cooperation with the Office of the Foundation, Department of Defense workshops on topics reflecting issues National Archives, volunteers with and Foreign Service families, and events in American history. A new special genealogical experience staff the International Neighbors Club, Columbia workshop on immigration was added Genealogical Orientation Room. During Historical Society, Library of Congress this year. this year, they assisted more than and Common Cause interns, Institute Docents conducted more than 350 12,000 visitors interested in pursuing of International Education, African school outreach programs-ranging genealogical research at the National American Institute, Russian Orthodox from "An Introduction to the National Archives and assisted the Education bishops, and students from American Archives" to workshops on the Branch staff with genealogical University, University of Maryland, Constitution-for more than 7,000 workshops. Colgate University, University of students in nearly 250 metropolitan Volunteer staff aides continued their Virginia, Hillfield College, Kent State area schools. Docents also offered work with archivists and other staff University, and Muhlenberg College. workshops on school programs to members on a wide variety of projects. Each month an average of 80 social studies and history teachers and Work on preparing finding aids for congressional offices booked tours for administrators from metropolitan area World War II OSS records continued

50 as volunteers entered information into Another volunteer activity during the the 50th anniversary of World War II the computer, resulting in valuable year included the Bicentennial and the establishment of the printouts for use by staff and Roundtable Discussion-monthly U.S./U.S.S.R. Genealogical Exchange researchers. Staff aides have prepared forums on the formation of the Clearinghouse Task Force. This group records for microfilming and are Presidency, Supreme Court, Congress, will develop a system to take assisting in the preparation of a and the State Department. advantage of the new opportunities for documentary publication, entitled New special projects include the access to genealogical documentation Foreign Relations of the United States establishment of a committee to in the U.S.S.R. Patricia Eames is the of America. 1781-1789. and a more prepare workshops and tours to mark coordinator for the exchange project. manageable system for ship registers and enrollments. A retired staff member who is a volunteer is indexing Office of Public Programs Staff names in the 196 preliminary Assistant Archivist. Linda N. Brown 202-501-5200 inventories, 11 inventories, and the Volunteer and Tour Coordinator . Patricia Eames 202-501-5205 descriptions of records groups in the Director, National Audiovisual Center ...... R. Kevin Flood 301-763-1872 National Archives. This index will Director, Exhibits and Educational eventually merge into a master index to Programs Division Edith James 202-501-5210 all the series descriptions for records in Director, Publications Division Charles W. Bender 202-724-0084 the National Archives.

51 Chapter 9 Archives II

History facilities do not meet current criteria set Pennsylvania Avenue from the National by the National Institute of Standards Archives Building. The effort ended in The present National Archives and Technology for storage of archival 1979 when the proposal failed to Building, located on Pennsylvania records. The National Archives also has receive the support of the Avenue in Washington, DC, was been forced to relocate various Administrator of General Services. In completed in 1935 and reached its administrative support activities from 1983, the National Archives again tried records storage capacity of the National Archives Building into to locate an appropriate downtown approximately 800,000 cubic feet in several office buildings within the site; however, tracts of sufficient size the late 1960's. To alleviate the space District of Columbia. were no longer available. shortage, more than 500,000 cubic feet During the past two decades. the Consequently, suitable suburban sites of archival records received since 1970 National Archives has attempted to were sought. On September 22, 1988. have been diverted to federally owned gain support for a new archival facility. the President signed Pub. L. space, primarily the Washington The National Archives joined with the 100-440-the Treasury, Postal National Records Center in Suitland, Pennsylvania Avenue Development Service, and General Government MD, and to a leased building in a Corporation in the early 1970's in an Appropriations Act. It authorized the Virginia suburb. These temporary attempt to secure a site across National Archives to construct and

An architectural model of Archives II details the design of the new 1. 7 million square foot building. Situated on a 33-acre site in College Park. MD. Archives II will provide specially designed space for storage. reference rooms. laboratories. offices. and general facilities. including a theater. conference rooms, a cafeteria. and day-care center.

52 facility in the FY 1989 appropriation law for the National Archives. This authorization was the result of the combined efforts and strong support of both Maryland Senators, Barbara Mikulski and Paul Sarbanes, the Maryland congressional delegation led by Representative Steny Hoyer, Maryland Governor William Donald Schaefer, and other key Maryland State officials. The authorization specifically provided that the new archival facility would be constructed on the campus of the University of Maryland at College Park on land leased to the Federal Government for that purpose. The details of the University's donation were completed when the Archivist of the United States signed a lease for the land with the To alleviate a critical shortage of space in the National Archives Building, both records and University on May 22, 1989. staff have been moved to several federally owned and leased buildings in the Washington. DC. area. This has resulted in less than optimum working and storage conditions. Technician Design Morris lzlar is shown here processing archival records in a crowded stack area at the Washington National Records Center in Suitland, MD. Archives II will provide modem The first phase of the design of processing offices separate from the stack areas so thai records can be stored in the proper Archives II by HOK-EIIerbe Becket environmental conditions. (Photograph by Nancy 0/ds.) required the firms to present three conceptual designs for Archives II. Following this presentation in December of 1988, the National finance a new facility, informally known Gilbane Building Company was hired Archives selected the design that best as Archives II. to act as the Government's construction encompassed the functional The law reflected the outcome of quality manager for the project, from requirements and the limitations and negotiations begun in March of 1987, initial design through construction. opportunities offered by the site. The when officials of the National Archives The appropriation of funds to design site is 33 acres of wooded land were invited to join University of Archives II was followed a year later by bounded on the north by Metzerott Maryland officials at a meeting. initiated the inclusion of authorization to Road, the south by Adelphi Road, the by Congressman Steny Hoyer of construct and finance a new archival west by a Potomac Electric Power Maryland's Fifth District, to discuss the Company (PEPCO) right-of-way, and possibility of locating a new National the east by the University of Maryland Archives building on the University's golf course. The long, narrow contour College Park campus. At that time two of the site had a significant impact on possible sites were proposed by the shape of the building design. University officials. one of which was Additionally, Prince Georges County's later eliminated as inappropriate. The plan to widen Adelphi Road from two meeting participants were enthusiastic to four lanes meant that Adelphi Road about the mutual benefits of locating was the clear choice as the entrance to the new facility on the campus. the Archives II site, while the two-lane Following discussions with University Metzerott Road would function as the officials, Congressman Hoyer and service road for access to the building's Senator Barbara Mikulski acted quickly loading dock. The building would also to secure a $6 million appropriation in be positioned to take advantage of the fiscal year 1988 for the National vista toward the golf course by locating Archives to design Archives II. The the building entrance, research design program for the new building, complex, and offices facing the golf which had been produced the previous course. Records storage areas, which year by Summer Consultants, Inc., have no windows, would be located at Dr. Frank Burke, former Acting Archivist became the basis of a contract awarded the back of the building along the and currently Assistant Professor at the in September of 1988 to the joint University of Maryland (left), and Dr. Don PEPCO right-of-way. venture firm of Hellmuth, Obata and W. Wilson. Archivist of the United States, Other building design and site Kassabaum (HOK). architects. and review the conceptual drawings for Archives considerations emerged from a series of Ellerbe Becket, engineers, to design II at a presentation on February 1. 1989. public meetings with local citizens. Archives II. At the same time, the (Photograph by Nancy Olds.) Officials of the National Archives

53 agreed with local citizens about the desirability of maintaining as low a building elevation as possible to prevent Archives II from overwhelming its neighbors. The chosen design reaches six stories at its highest elevation: the two rejected designs were 10 stories high. Another mutual goal was to preserve as much of the wooded character of the site as possible. Although construction of the 1. 7 million square foot building obviously meant the removal of many trees, the building location was carefully selected to ensure minimal deforestation. The National Archives decided early on in the project that extraordinary measures would be taken to preserve the most valuable specimen trees on the site, thus ensuring a wooded buffer around Archives II that would obscure the building from passersby on both Members of the architectural team of Hellmuth, Obata & Kassabaum (HOK) and Ellerbe Adelphi and Metzerott Roads. An Becket review the conceptual design for Archives II with James C. Megronigle. Assistant urban forester has been hired to guide Archivist for Management and Administration. From left to right are Jerry Sincoff (HOK) with this effort. back to camera. James C. Megronigle. George Dickey (HOK). Mark Breacher (Ellerbe Since selection of the Archives II Becket). Ron Kessler (HOK). and Larry Sauer (HOK). (Photograph by Nancy Olds.) design, National Archives staff members, working with the Office of Management and Administration, which is responsible for the overall direction agency's mission to preserve records of of the project, have worked with the the Government dictates periodic architects and engineers on a daily additions of new storage space. With basis to develop and refine the this in mind, the building is being conceptual design and to resolve designed to allow construction of design. cost, and space issues. By July expansion storage space. of 1989. HOK-Ellerbe Becket had developed and presented the tentative Records Relocation design proposal, and the production of working drawings was initiated. Several staff units are scheduled to Archives II will contain 1. 7 million move to Archives II, including the square feet for records and program Office of Management and support areas. The building will include Administration, the Office of Federal records processing offices and storage Records Centers, the Office of Records areas, a research complex, extensive Administration, the National Historical conservation and special media Publications and Records Commission. laboratories, offices, a theater, the Nixon Presidential Papers Project, conference and training facilities, a day­ and a large part of the Office of the care center, and an exercise facility. National Archives. In terms of square The building is expected to initially footage occupied. the Office of the house approximately 600 employees National Archives, which has custody and 200 contract employees, and to of the permanently valuable records of receive 50,000 researchers annually. the Federal Government, will be the Adrienne C. Thomas, Deputy Assistant The building will provide sufficient major tenant. More than 50 percent of Archivist for Management and space to accommodate immediate the space in Archives II is records Administration, consults with principal records storage needs. to provide storage space that will house a variety architect Larry Sauer of Hellmuth. Obata & storage for records from the main of archival records. Kassabaum on Archives II design questions. building during its renovation, and to Although further refinements will be (Photograph by Nancy Olds.) accommodate new accessions of textual made to the transfer plan as the move records through 2004 and nontextual approaches, the basic concept for the Relocation Authority, will remain in the records through at least 2014. Storage transfer of records to Archives II is that National Archives Building since space will be utilized to the maximum textual records relating to genealogical genealogical research will be centered extent possible by installing electrical, researchers, including land patent there. In addition, records of the movable compact shelving. The application files and records of the War legislative and judicial branches of the

54 Federal Government, American Indian­ related records, military records (cut off roughly at World War I), and all Navy records will remain in the National Archives Building. Modern military and almost all civilian records, including those of the State Department, will be located in Archives II. It was decided in the early stages of planning that all nontextual records would be located in Archives II where, for the first time, space could be designed and built to meet the special storage requirements of these records. Paper preservation and special media preservation will be carried out in laboratories with the most advanced equipment. This division of records between Archives II and the National Archives Building is based on the decision that both buildings will operate as archival research and storage facilities but will Many long hours have gone into designing Archives II. From left to right: Kenneth E. Harris, emphasize different programs. The Director of the Preservation Policy and Services Division, Roscoe Estime. Senior Consultant National Archives Building has storage from GPR Planners Collaborative Inc .. and Michele F. Pacifico of the Policy and Program space for approximately 800,000 cubic Analysis Division are shown here working on design details for the conservation and special feet of textual records. media laboratories in Archives II. (Photograph by Elizabeth Mallonee.) Because Archives II will be located outside the District of Columbia, the focus of most public activities will remain in the National Archives Building. Long-range space plans call for renovation of the existing National Archives Building, following construction of Archives II, to enhance its public space and improve records storage conditions. The renovation will be guided by the plan developed in 1984 by the architectural firm of Shepley, Bulfinch, Richardson, and Abbott, Inc.

Financing

While work on the design of Archives II progressed during the year, the other major effort of the year focused on acquiring financing for the building. Because Archives II is a unique, single-purpose building, the traditional Government lease-purchase method of construction through a developer, who would then be responsible for obtaining financing, was not an appropriate option for this project. Instead, the National Archives obtained financing for Archives II James C. Megronigle, Assistant Archivist for Management and Administration (center), and through the sale of National Archives Tom Dooney of Bear. Stearns & Co. (left) shake hands on July 11. 1989 to conclude the Facility Trust Certificates of successful effort of financing Archives II. National Archives Facility Trust Certificates of Participation. The certificates were sold Participation were sold on June 27, 1989. to finance the construction of Archives II. The by Bear, Stearns and Company, acting certificates were sold by Bear, Stearns & Co., acting as the lead underwriter. assisted by as the lead underwriter, assisted by Kidder, Peabody & Co., Shearson Lehman Hutton, Inc.. and six other participants. Kidder, Peabody and Company, (Photographer unknown.)

55 Shearson Lehman Hutton. Inc., and six other participants. The certificates were priced against the rate being offered at the time of the sale for U.S. Treasury 30-year bonds. In simple terms, the National Archives has acquired the equivalent of a home mortgage at a fixed rate of 8.53 percent interest, which will be paid off over 30 years. The cost per square foot per year to amortize the loan is $17.04. The actual value of the Certificates of Participation that were sold is $301 ,702,000. This figure represents the amount authorized by the Congress to construct Archives II ($205 million) plus an additional $45 million in escalated construction costs plus the money needed to pay interest on the loan until the first annual appropriation In December of 1988, Archivist Don W. Wilson established an Archives II Users Advisory in 1994. Group to assist the National Archives in planning researcher services in the new facility. The group includes representatives from archival. historical, and genealogical organizations. Reviewing plans for the Research Room Complex are, from left to right: Adrienne C. Thomas, Deputy Assistant Archivist for Management and Administration: Jannelle Warren­ Community and Findley, Organization of American Historians: Trudy H. Peterson, Assistant Archivist for the Professional Involvement Office of the National Archives: Terrance J. Gough, Society for History in the Federal Government: Alan Kraut. American Historical Association: and Page Putnam Miller. National Throughout the year, National Coordinating Committee for the Promotion of History. (Photograph by Nancy 0/ds.) Archives officials continued efforts to communicate with and solicit comments from the surrounding Prince George's County community and from the and representatives of the research As the year ended, the building Federal and public users of the community, the National Archives design was approximately 50 percent National Archives. Several public sought the advice of various experts. complete and construction financing meetings were held in College Park The Archives II engineers and National had been obtained. The National and Adelphi, MD, to enable National Archives representatives met with the Archives and the University of Archives representatives and the design National Archives Advisory Committee Maryland also forged an agreement team members to meet with on Preservation on March 30 and 31 that looks beyond the immediate community members to discuss to share ideas about the preservation design and construction issues to the common concerns and answer systems being developed for the new time when Archives II will be open for questions. As part of this effort, officials facility. In August, a series of fire tests research. The Archivist of the United of the National Archives coordinated were conducted by the Underwriters States Don W. Wilson and President the development of a community Laboratories, Inc., to determine the William E. Kirwan of the University of liaison group that periodically meets best type of fire protection system for Maryland at College Park signed an with agency representatives to discuss use in Archives II and in particular in agreement for academic exchange and matters relating to the development of the records storage areas. Members of cooperation on September 12. The Archives II throughout its construction. the Archives II project team and a agreement established the Archival Additionally, the Archivist of the National Archives representative also Research Coordinating Committee United States invited representatives of sought advice from archivists in (ARCC) to provide a vehicle for the Society of American Archivists, the England. Germany, and Austria during coordinating joint educational and American Historical Association, the visits to these countries to investigate scholarly projects. The committee Organization of American Historians. new national archives buildings. consists of seven members: three from the Society for History in the Federal particularly storage areas, heating and the National Archives. three from the Government. and the genealogical air-conditioning systems. and research University, and a chairperson community to assist the National facilities. appointed jointly by the Archivist and Archives in planning for Archives II. In turn, other countries planning new the President of the University. The The users' advisory group met with archival facilities now look to the chairperson's term is limited to 2 years agency representatives six times this National Archives for advice on state­ and will rotate between representatives fiscal year to discuss researcher of-the-art archival buildings. National of the two institutions. Dr. Wilson and services, accommodations, the location Archives representatives have met with Dr. Kirwan appointed James C. of records, and other issues of concern archivists and architects from Canada, Megronigle. Assistant Archivist for to researchers. New Zealand. and United Arab Management and Administration. as In addition to the local community Emirates. the committee's first chairperson.

56 Chapter 10 Preservation

Preservation is an activity that relates Specific preservation activities-such work consisted of making electrostatic to the functions of several offices in the as holdings maintenance, laboratory copies, on archivally sound paper. of National Archives. The first decision to treatment, or producing copies to deteriorating items such as newsprint retain records permanently, made by substitute for fragile originals in and thermofax. In this past year. the the appraisal staff of the Office of research rooms-in the National Carter Library completed preservation Records Administration, is essentially a Archives, the regional archives, and in work on 442,705 pages. The Truman preservation measure. Moving records the eight Presidential libraries are Library continued reproducing and out of agency office space, where they further measures taken to ensure long microfilming unstable materials from the might be inadvertently damaged or life for the documents in the care of scrapbook collection, the Democratic destroyed, and placing them in one of the National Archives. National Committee files, the the Federal records centers is another. President's secretary's files, the official After the records are accessioned by Office of Presidential files and confidential files of the White the National Archives, their placement Libraries House central files, and the papers of in acid-free boxes in fire-resistant Clark Clifford. At the Roosevelt facilities with proper temperature and During the past year, work was Library. work continued on the copying humidity controls is a further important carried out on 1,296,941 pages of and removal of highly acidic materials step in the preservation process. paper at the libraries. Much of this from President Roosevelt's official file

From left to right, Don W. Wilson, Archivist of the United States: Larry Hackman. Archivist of the State of New York; and Larry Tise, Exewtive Director of the American Association for State and Local History, at a meeting on statewide cooperative preservation planning, cosponsored by the National Archives. NHPRC. and the Library of Congress, March 1, 1989. (Photograph courtesy of the Library of Congress.) 57 and on reboxing and refoldering Library staff placed 10 volumes of Conservation work has begun on projects. The Kennedy Library White House Photo Office contact 2,364 early charts from the Lake photocopied 17,062 pages and sheets and 5,842 70mm color Survey. The charts were accessioned removed the originals from particularly negatives in polyethylene sleeves as by the National Archives from the active collections. part of a continuing preservation National Oceanographic and This year the libraries completed project. Atmospheric Administration. As the preservation work on a variety of items records are received by the National located in their museum holdings. Office of the National Archives in groups of several hundred, Seventeen works of art on paper and a Archives conservators complete a condition portfolio of 21 photographic prints from survey and perform basic conservation the collections at the Roosevelt Library The Office of the National Archives treatment and archival housing. were restored by the Northeast continued an aggressive preservation Major treatment of two rare 19th­ Document Conservation Center. In policy this year, spending $5.2 million century Civil War photographic addition, 4 works of art on paper were on preserving records on all media. panoramas preceded their loan to the sent to Edith MacKennan, Inc. for George Eastman House for exhibition. conservation treatment. The Holdings Maintenance Seven other 19th-century photographs Eisenhower Museum shipped 4 were also treated and prepared for the paintings and 3 plaster busts to a Holdings maintenance, a major same exhibition. In addition, important conservator for repairs. As part of a element of the 20-Year Preservation records relating to the Titanic in the three-phase contract with the Plan of the National Archives, custody of the National Archives­ Eisenhower Museum, 22 works of art continued to serve as the focal point Northeast Region received treatment in on paper have been returned from a for preservation initiatives. Holdings the Document Conservation Branch. conservator following restorative work. maintenance actions, which are The deck plan of the Titanic was The Kennedy Library deacidified and designed to improve the storage conserved, as were 9 photographs encapsulated in polyester the log of environment of archival records and relating to the sinking of the ship. Also Ernest Hemingway's boat Pilar. As part retard or eliminate the need for treated this year were an 1886 petition of a continuing project, the Johnson conservation treatment, include placing to the Senate signed by Frederick Library completed conservation work records in acid-free folders and boxes, Douglass concerning unjust on two new cartoons by Jake Day and removing damaging fasteners, and discrimination in places of public placed 633 paper campaign objects in enclosing fragile records in polyester entertainment and an 1844 drawing by acid-free folders. The silver pieces on sleeves. Over the past year, 96,700 architect Robert Mills for a marine display in the replica of the Oval Office cubic feet of records received holdings hospital at Key West. The smooth at the Ford Museum have been maintenance attention. version of the first Senate Journal returned following cleaning and Conservators provided formal received full conservation treatment. conservation. training for staff carrying out holdings including washing and repair of the text Audiovisual preservation projects maintenance and evaluated completed block and rebinding in full leather in a continued to receive the attention of projects to ensure uniform and high­ style appropriate to the late 18th the staffs of all the libraries this year. quality performance. The Research and century. Preservation actions were taken on Testing Laboratory of the Document In the summer, the National 78,938 feet of motion picture film. Conservation Branch continued to Archives expanded its treatment 9,312 hours of audio and video monitor the quality of boxes and facilities with the opening of a new recordings, and 16,479 photographs. folders to ensure that all storage conservation laboratory in the National The Hoover Library had negatives materials coming into contact with Archives-Pacific Sierra Region. The made of 5,000 original prints from the archival records meet National Archives lab is equipped and ready to begin permanent collection and photocopied specifications. Additional productivity major treatments following completion 200 pieces of memorabilia for the standards for holdings maintenance of a survey of the holdings. The facility museum photo index card file. The work have been developed and is staffed with an experienced 200 photographs from the Farm implemented; these standards will be conservator who has planned the lab Security Administration taken by Ben evaluated and revised as appropriate in and guided its installation. Shahn and Dorothea Lange and a the coming year to reflect work of collection of photographs taken of varying complexity. Research and Testing Hyde Park, NY, in the 1880's were put into polyethylene sleeves by the Conservation Treatment In July, the Research and Testing staff of the Roosevelt Library. In Laboratory moved to a newly addition to producing 115 preservation Preparations for National Archives renovated location in the National negatives, the Truman Library also exhibitions and loans to a variety of Archives Building. The new quarters acquired new acid- and lignin-free institutions required the conservation of are well suited to the efficient operation containers for the Library's disc many documents this year. A wide of the lab. collection. The Kennedy Library placed variety of materials for the exhibition The laboratory is engaged in a the 8,000 black-and-white negatives of "Washington: Behind the Monuments" shrink-wrap study, which is expected to photographs of the Kennedy family were surveyed and 12 items were determine whether sealing and storing from the estate of photographer Frank treated in anticipation of the opening in loose paper documents and bound Teti in polyethylene sleeves. The Ford March of 1990. volumes in plastic is damaging over

58 In the Document Conservation Laboratory, staff members examine and treat photographs and textual records. (Photograph by Nancy 0/ds.) time. During this year, simulated bound used. Tests were conducted on procedures for dealing with fragile or volumes were aged and physical testing samples of different file folder stocks damaged items as well as those was begun. Before this year, single and their adhesive seams. The exhibiting historical features such as sheets had been aged and their Photographic Activity Test was also wafers, wax seals, or ribbon lacings. In properties measured to serve as a used to test samples of splicing tapes conjunction with the courses developed control for this study. used on microfilm. for private microcamera operators, The laboratory also assembled conservators provided training to staff records to carry out a test of the Training and Outreach monitors overseeing the filming and to diethylzinc (DEZ) deacidification custodial archivists evaluating and system. A broad range of archival During the past year, the responding to requests to film records. materials in various types of containers conservation laboratory has been Conservation staff continued to teach was sent for treatment to the Texas involved in a variety of teaching preservation seminars for new archivists Alkyls DEZ facility, which is under activities. Conservators have lectured who are in their first 2 years of training contract to the Library of Congress. on preservation topics in numerous at the National Archives and to provide Testing on these materials, which have training courses for the National preservation training for archives been returned to the National Archives, Archives staff and have continued to technicians and participants in the will take place in the future. develop and teach special courses to "Modern Archives Institutes." In The Research and Testing support preservation projects. addition, conservators have taught Laboratory continued to test archival Training sessions on holdings classes to the public, under the storage supplies purchased for holdings maintenance were offered to provide sponsorship of the Office of Public maintenance and film and photographic guidance on basic preservation Programs, on the preservation of family storage and to devise tests for use in procedures relating to rehousing papers and photographs. developing specifications for these archival records. The sessions covered materials. The goal is to ensure that all topics such as safe enclosures, removal materials, such as inks, papers, and of damaging fasteners, and appropriate Special Media Preservation boards, coming in contact with archival marking devices for folders and boxes. records are stable and unharmfuL Special courses were conducted to train More than 100,000 individual To determine the suitability of private microcamera operators who will photographic records received holdings storage enclosures and inks for use be filming records in the custody of the maintenance treatment this past year. with photographic records, the National Archives. Regulations Treatment included the rejacketing of Photographic Activity Test (as described governing the filming of records by original negatives into new acid-free in ANSI 1.53-1986, Processed Films, private firms were covered, and jackets, placing original and vintage Plates, and Papers-Filing Enclosures representatives from companies were photographic prints and posters into and Containers for Storage) has been taught safe ways to handle records and polyester sleeves, refoldering prints,

59 and placing original prints and negatives in acid-free and low-lignin archival storage containers. The photographic laboratory made more than 138.000 preservation copies of original prints and negatives. 121.000 more than were made last year. Included in this figure is the duplication of 7,316 black-and-white and color posters, which were copied onto 35mm color slide film for use by researchers. The posters include the "Smokey Bear" series created by the U.S. Forest Service. several groups of military recruiting posters from the World War II era, and a large body of posters from the records of the Government Printing Office covering the activities and programs of numerous World War I and II civilian and military agencies. The laboratory also copied onto negative film more than 64,000 prints created by Heinrich Hoffmann. Adolf Hitler's personal photographer. In addition, more than 1.250 images in 18 photographic albums were duplicated to provide reference copies so that the originals could be removed from circulation for preservation reasons. These valuable and fragile albums include photographs of the French construction work on the Panama Canal; portraits of Indian delegations to Washington, DC, taken in 1872 by the famous 19th-century photographer. Alexander Gardner; and several albums of images of Monument Valley and the Oregon Coast by Octavia Lopez-Meza. optical instrument repairer. levels the enlarger for Yvonne Smith in the National Park Service photographer special media preservation laboratory. (Photograph by Nancy Olds.) George A. Grant. One of the major concerns of still picture repositories is the deterioration of unstable safety-base film negatives that were produced from the late administrations from Roosevelt to for 1992. This work consisted of 1920's to the mid-1950's. Although the Johnson; by Russell Lee of living inspecting, cleaning, and splicing film used during this period was an conditions of miners and their families 10.666 100-foot rolls of the census improvement over the earlier and more as part of the Medical Survey of the onto 1.000-foot rolls to facilitate volatile nitrate-base film, negatives Bituminous Coal Industry; and by the duplication and distribution of the film produced on unstable safety-base film Marine Corps from the pre-World War to National Archives research rooms. degrade with time. Proper storage will II period. Preservation of motion picture film. slow the degradation, but the only During the year, the microfilm audio and video records. and still long-term solution is to duplicate the duplication laboratory. comprising a photography images involves careful images on modern polyester film. This staff of eight and 500,000 rolls of inspection of original records. improved fiscal year a contractor duplicated National Archives negative duplicating housing, and duplication of original 1,520 safety-base film negatives from microfilm, moved to newly renovated records either to replace degrading several photographic collections; the space at the National Archives Pickett originals or to protect them from photographic laboratory duplicated Street annex in Alexandria. VA. The further use and handling. During the more than 11,500 safety-base laboratory's first major preservation year, a commercial contractor, working negatives. Included were negatives project at the new facility was to in National Archives facilities, inspected made by Abbie Rowe. the National complete the initial phase in the (and repaired, as necessary) 10 million Park Service photographer based in the preparation of the 1920 Federal census feet of motion picture film accessioned White House during Presidential microfilm for public access, scheduled from the Navy and the U.S.

60 Information Agency. The motion Preservation Officer, who is a member preservation of library and archival picture laboratory at the National of this staff, in conjunction with the materials. Archives duplicated 1.5 million feet of Advisory Committee on Preservation, The speakers at the conference color and black-and-white motion provides information to other offices on included Alan Lewis, formerly the picture film; a contractor duplicated an a wide variety of preservation matters. archivist for the Public Broadcasting additional 17,000 feet. The film These include the progress of Service, who described the growth and duplicated this year was primarily from contractual research being conducted complexity of video productions, and the Air Force, Army, and State by the National Institute of Standards Ampex Corporation engineer Jim Department records and from and Technology (NIST) on Wheeler, who summarized the American Film Institute donations. microenvironment. This research will problems of keeping abreast of The National Archives recording have a profound impact on the changing video technology. Gerry laboratory reproduced 111,700 minutes preservation policy of the National Gibson, sound recording archivist at of video recordings, to be used as Archives as it relates to packaging, the Library of Congress, discussed the reference copies, from the motion shelving, and rate of air exchange in maintenance of different types of sound picture records of the Signal Corps, the stacks. The Staff also provides technical recordings. The need for long-lasting Navy, and the Ford Film Collection, as guidance on image analysis, microfilm products was expressed by sound and well as 407 original l-inch video storage practices, microfilm inspection, video recording consultant Steven recordings of proceedings received and use of electrostatic copiers, and Smolian. National Archives sound and from the U.S. House of participates in the development of video archivist, Leslie Waffen, Representatives and Senate. A national and international preservation summarized several general contractor transferred 3,574 minutes of standards. recommendations for the care of Navy and Marine Corps film to magnetic recordings. William Murphy, videotape as well as television films chief of the National Archives Motion Fourth Annual Picture, Sound, and Video Branch, donated by Longine-Wittnauer. Staff Preservation Conference sound technicians re-recorded more outlined steps to be taken in the preservation of motion picture film, than 110,000 minutes of sound During the past 10 years, the use of including the use of videotape for recordings of oral arguments before the video recordings has grown radically in reference purposes. Supreme Court, 1987-88; proceedings the Federal Government. Expenditures Collections management of and pretrial interrogations of the war on video productions are now far photographic negatives and prints was crimes trials held before U.S. Military greater than on motion picture films. addressed by Constance McCabe, Tribunals, 1946-49, in Nuremberg, Important historical events are being photograph conservator at the National Germany; and proceedings in the recorded and preserved on videotape. Archives. Allen Goodrich, audiovisual court-martial of Lieutenant William For example, the White House archivist at the Kennedy Presidential Calley, 1970-72. A contractor re­ television service, which records all the Library, commented on the use of cold recorded 34,377 minutes of original President's public appearances, storage for the preservation of film. discs and tapes from the sound switched from film to videotape in recording records of the Department of 1982. the Army and the Department of Archivists will soon be confronted National and Housing and Urban Development. with the problem of preserving video International Preservation Commercial contractors continued images produced by a wide variety of Assistance the task of duplication and preservation machines and recorded on tape to treatment of aerial film. Approximately many different formats. Difficulties Preservation Officer Alan Calmes 174, 000 feet of roll negatives were inherent in the maintenance of participated in the National Association copied to protect them from further use audiovisual collections, including of Government Archivists and Records and handling. Another 53,000 feet of motion picture film, sound recordings, Administrators (NAGARA) preservation roll negatives were cleaned and and still pictures, as well as video project at the State Archives of Florida repaired in preparation for future recordings, deserve special attention. during August of 1989. This self­ preservation duplication of this film. In July of 1988, the National evaluation survey is being developed Archives called upon a panel of experts through a grant from the National Archival Research and to meet with the National Archives Historical Publications and Records Evaluation Staff Advisory Committee on Preservation to Commission (NHPRC). advise the Archivist of the United He also participated in the Preservation Program States on the preservation of video ICA/Reprography Committee meeting Evaluation recordings. The information assembled in Macau and a seminar on by that panel prompted the National microfilming and photocopying Preservation program monitoring Archives to develop the fourth annual techniques in Guilin, China. The includes the examination of the Preservation Conference, convened on committee, which is a clearinghouse for characteristics of paper, photographic March 1, 1989, on the topic of micrographics information to all film, magnetic tape, and optical discs "Current Trends in the Preservation of countries, completed a micrographics with regard to their long-term storage Audiovisual Collections." Many of the manual for archivists and began the capabilities and the latest advances in papers will be published in Restaurator, development of a training program for preservation media. Alan Calmes, the the international journal for the microfilm technicians.

61 Charters Monitoring System between pictures were accounted for There remain some films at high risk and no signs of deterioration were of self-destruction. They include those The Charters Monitoring System observed. with a substrate of cellulose nitrate and (CMS) is a unique system of integrated The National Archives plans to use some acetates. Although there are electronics that monitors the physical CMS for many projects, including many examples of cellulose nitrate film condition of important documents. image degradation research, as that are in good condition after many including the Charters of Freedom proposed by Professor Baer and other decades of storage, this material will (Declaration of Independence. conservation scientists; long-term decompose in time. Moreover. its Constitution. and Bill of Rights). monitoring of the condition of selected decomposition products will initiate NASA's Jet Propulsion Laboratory archival records to determine the degradation of other films and paper­ (JPL) at the California Institute of patterns of change under various based materials in the same storage Technology designed the CMS. and conditions of exhibition and storage; area. Nitrate films also burn very Perkin-Elmer, an optical instruments and evaluating the physical well-being vigorously because sufficient oxygen for manufacturer, integrated the various of the Charters of Freedom. burning is contained within the film components of the system and wrote itself; thus nitrate film constitutes a the software to control it. safety hazard. Such films should be The CMS is capable of recording in Conservation and Preservation of segregated and copied onto a very fine detail l-inch-square areas of polyester-based or cellulose triacetate documents and later retaking the Microforms base film as soon as possible. and the pictures in exactly the same places original should be destroyed. Some During 1989, the Preservation under the same conditions of lighting acetate films will also deteriorate and Officer developed criteria for the and charge-coupled device (CCD) release gases harmful to other films. preservation of documents through sensitivity. The CCD measures the Endangered photographic film on an reprography, especially microfilming. reflectivity of what it sees. Repeatability acetate base should be replaced by a This work resulted in the issuance of a of the experiment allows the National copy on cellulose triacetate-base or proposed new Federal Property Archives to track and plot changes that polyester-base as soon as possible. Management Regulation (FPMR) on may be occurring on the surface of the The general storage requirements for Micrographics Management. This documents over time. For the Charters photographic film are low temperature regulation is based on the following of Freedom, for example, the National and low relative humidity-temperature findings: Archives will be able to measure losses as low as practicable and relative The substrate of the longest lasting due to ink-flaking and fading. humidity no lower than 20 percent photographic film is polyester As Professor Norbert Baer of the because of potential damage to the (polyethylene terephthalate). with an Conservation Center of the Institute of gelatin layer. The practical conditions expected life of more than 500 years Fine Arts at NYU and Chairman of the for black-and-white film are when stored in proper environmental National Archives Advisory Committee approximately 30 percent RH and conditions. Polyester film base is on Preservation has noted: "The rate 15°C (59 °F). Film should be stored susceptible to degradation by hydrolysis of change of many kinds of materials within a separate storage room or vault and concomitant oxidation when can be determined by this new away from any other types of media. subjected to high relative humidity machine. It has the potential of being especially paper. and/or high temperature, but otherwise an extremely valuable research tool for The heating, ventilation, and air­ it is very stable. the study of aging characteristics of conditioning (HVAC) system of a film Conventional black-and-white documents, paintings, fabrics. and vault should be separate from other microfilm has a recording layer metals, exposed to a variety of systems to prevent the influx of consisting of silver halide particles accelerated and natural aging unfiltered air from nonfilm storage suspended in gelatin. If wet processed conditions." areas. The air should also be as free of and adequately washed, the black­ During the second year of operation. pollutant gases and dust as possible. It and-white-image layer will also last detailed comparisons were made of is important to note that oil-based more than 500 years when stored and images taken a year apart. JPL paints and many other substances may used in proper environmental conducted a validation check of the emit peroxides that are particularly conditions. CMS analysis by processing the harmful to film. Charters' data on JPL's powerful image Gelatin has been in use for film processor, the one used to study emulsions for approximately 100 years pictures of the moons of Uranus and and has proved to be durable and Modern Photocopying and other outer planetary bodies. Ratios of stable, but it is susceptible to mold Its Usage in Archival year-apart images taken of the same attack at a relative humidity in excess Administration of 60 percent. Since photography is areas of documents showed shifts in based on the chemical activity of silver Photocopying (electrostatic or tiny dust particles trapped between the and silver compounds, there remains xerography) was another form of layers of glass, proving that the CMS is potential for further chemical reaction reprography that received attention in so good at observing changes that even when the film is inadequately fixed 1989 as a viable preservation shifts in the location of dust particles in and/or washed or when it is exposed alternative. relation to the glass and the document to reactive chemicals in its A comprehensive study by the GPO could be detected. All such anomalies environment. which was undertaken at the request of

62 the National Archives, was completed Advisory Committee on advice or requesting information. earlier. This study found electrostatic Preservation: 10 Years of especially about new technologies or copies to be very stable if archival Service new applications of old technologies. quality paper is used. As a Subcommittees meet with staff and consequence of this finding, the This committee comprises inspect facilities as well as assess National Archives began implementing outstanding specialists in the areas of problems and recommend solutions. the substitution of copies for fragile paper and film chemistry and the During the past 10 years, the originals as a preservation measure in restoration and information sciences. National Archives Advisory Committee the Office of the National Archives and The committee was formed to ensure on Preservation has helped to promote that the National Archives would be the Office of Presidential Libraries. research by the agency on the fully apprised of technological In a modern archives, photocopies deterioration of recording materials and developments and applications that the storage of archival materials in a are often found both as original records could be of use in planning and variety of environments. Much of the and as replacements for deteriorating implementing its preservation program. research has been sponsored and original records, and are available to As expressed in the initial charter, funded by the National Archives at researchers. Before the advent of the Advisory Committee advises the other agency laboratories-such as the electrophotography with the Xerox 914 Archivist on the state of current National Bureau of Standards-or at in 1960, copy machines used a variety preservation technology and research, contractor laboratories-such as the Jet of photochemical processes that preservation problems arising from the Propulsion Laboratory. produced unstable copies. For use of past technologies, potential The Committee also reviews current example, coated papers that were preservation problems that may arise technology applications and forewarns thermally processed remain active when records on new media are the National Archives about the chemically and eventually darken with accessioned, and related matters of problems of preserving information age and will obliterate the image concern to the continued preservation contained in new media. Special information. Such papers are of the records of the National Archives attention has been paid to the problems candidates for an immediate recopying of the United States. of preserving machine-readable data program. Assignments of responsibility for the and sound and video recordings. Replacement of deteriorating paper subcommittees are: (A) preservation of The Advisory Committee provides records with long-lasting photocopies is existing holdings; (B) information efficient and effective counsel on capture, storage, retrieval, and a new preservation technique, one that scientific and technical advancements perpetuation; (C) long-range policy and requires quality control. The least stable and on the latest developments in planning; (EX) executive committee element of electrophotography is the conservation processes for all types of composed of the Chairman of the paper, but good quality paper now can materials. Advisory Committee, the three be used in plain-paper copiers. The chairmen of the A. B. and C toner used in almost all photocopying subcommittees, and two members at Standards Development machines is composed of carbon black large. The staff actively participates in and an acrylic binder. When properly Between 1980 and 1989. the organizations such as American fused, the image should be permanent. Advisory Committee met 35 times. Ad National Standards Institute (ANSI) and The fusion operation of a machine can hoc subcommittees focused on the its various committees. which set be checked by adhering a piece of tape preservation of the Charters of standards for a variety of media. to the ink to see if any of the toner can Freedom (Declaration of Independence, The staff is also engaged in efforts to be stripped off the page. An advantage Constitution, and Bill of Rights) and on develop standards through the Society that photocopying has over other the preservation of sound and video of American Archivists, the National copying techniques, such as microfilm, recordings. Advisory Council on Preservation and is that of instant quality control at the At first, the Advisory Committee Access. and the International Council took up the overall issue of the copy site so that the operator knows on Archives. immediately that he has a usable copy. preservation of historical records, but The business of furnishing soon split the problem into three major categories: preservation of current photocopies of documents to Paper Records Usage holdings. reprographics, and machine­ researchers has expanded greatly Study readable records. These three topics during the past 25 years. Repeated were assigned to subcommittees A. B, A pilot study of reference activities in copying of the same papers greatly and C respectively. The executive the records of the Military Reference accelerates the aging process of those committee is responsible for Branch was undertaken with the papers. Additionally, the action of coordinating the work of the assistance of statisticians from the forcing bound volumes open on a subcommittees and compiling Department of Transportation. The photocopying machine seriously recommendations for submission to the objective of the study was to damages bindings. An archival Archivist. characterize the frequency of use of administration must control these National Archives staff usually bring paper documents at the National activities to minimize the harm done to preservation issues to the attention of Archives. Together with information on records. the Advisory Committee when seeking value and condition of documents,

63 usage rates will enable the National different volume and activity traits was 2-year period, approximately 5,700 Archives to estimate the size of the selected. different shelves were accessed at least preservation workload. Comparing rates of usage between one time. The next step in this study A 10-percent sample of reference the 100-percent group and the will be to evaluate the records on the service slips and reproduction orders 10-percent sample revealed similar accessed shelves for condition and was selected from FY 1987 and FY patterns. assuring the efficacy of the value. 1988. In addition, a 100-percent sampling technique. With proper housing and sample of four record groups with The results showed that, during the environmental controls. such as those planned for Archives II, it may be found that unused records, with a few 100-Percent Sampled Record Groups exceptions, need not receive additional Office of Strategic Services RG 226 High volume/high usage treatment or be copied. If so, this study Navy Chaplain RG 52 High volume/low usage will greatly narrow the focus of the Shanghai Municipal Police RG 263 Low volume/high usage 20-Year Preservation Plan, which could Military Chaplain RG 247 Low volume/low usage result in more refined and specific preservation goals and priorities.

64 Chapter 11 The National Historical Publications and Records Commission

The Commission and to help support publication costs of Government Archives and Records Its Work sponsored editions. To assist editorial Administrators, and the Association for projects in locating documents, the Documentary Editing. The total In 1934, the Congress established the Commission maintains a small research membership of the Commission is National Historical Publications staff at the National Archives. In now 15. Commission to make plans, estimates, addition, the Commission conducts an The Commission is required by law and recommendations for the educational program, funded primarily to meet at least once annually and on publication of important historical from private sources, to help train the call of the Chairman. In practice, documents and to work with various persons in the fields of documentary the Commission meets three times a public and private institutions in editing and archival administration. year to review and make gathering, annotating, and publishing In December 1974, the passage of recommendations on grant proposals papers and records of national Pub. L. 93-536 changed the and to consider plans, program historical significance. Commission's name to the National standards, and policy statements that The Commission was largely inactive Historical Publications and Records aid in the promotion of historical from 1939 until 1950, when, at the Commission and increased its funding preservation and use of the urging of President Truman, the level. The added records program documentation of our national history. Congress provided funds for a small provides grants to State and local professional staff. In 1951 the governments, historical societies, Publications Program Commission made a preliminary report archives. libraries, and associations for to the President, formally published in the preservation, arrangement, and This year marks the 25th year of the 1954, proposing a national program for description of historical records and for publications grant program. the publication of the papers of U.S. a broad range of archival training and Commission-supported projects have leaders. The report recommended that development programs. The now produced more than 600 volumes the Commission encourage Commission's grants, for both the and 8,600 reels of microfilm. Thirty organizations to undertake projects, publications and records programs, volumes and 170 microfilm reels were assist existing projects in assembling usually require the contribution of non­ published in 1989, among which were copies of documents, establish editorial Federal funds in a matching or cost­ the first volume of the Thomas Edison standards, and cooperate with State sharing plan. Papers and the final volumes of the and local agencies and organizations in Pub. L. 100-365, passed in July William Livingston Papers and the securing necessary funding. 1988, removes the authority of the Daniel Webster Papers, as well as The program was strengthened by Commission to make grants to other microfilm editions of the Papers of the enactment of Pub. L. 88-383, Federal agencies, but adds the Martin Van Buren and the Papers of which enabled the Commission to authority to make grants to individuals. Charles Sumner. make grants to State and local It was anticipated that grants to A ceremony at Dartmouth College in agencies, as well as to nonprofit individuals would be limited to May marked the completion of the organizations and institutions, for fellowships or consultantships. Webster edition. The recipient of one collecting, editing, and publishing Representation on the Commission is of the earliest NHPRC grants in significant historical documents. fixed by Pub. L. 100-365 to include a November 1964, the Webster editors, The Commission subsidizes and member of the Federal judiciary, one led by noted historian Charles Wiltse, assists printed publication series, such Member from each House of Congress, produced a comprehensive microfilm as the papers of Thomas Jefferson, two Presidential appointees, the and a 15-volume selective book Benjamin Franklin, Woodrow Wilson, Librarian of Congress, the Secretary of edition. Chief Justice William H. and Booker T. Washington, and State, and the Secretary of Defense or Rehnquist spoke at the Dartmouth numerous microfilm publications, their designated alternates, and one ceremony, and a panel of Webster including the papers of diplomats, representative each from the American scholars praised the usefulness and politicians, reformers, scientists, and Historical Association, the Organization importance of the books and microfilm. labor figures, as well as corporate and of American Historians, the Society of Volumes supported by the organizational records. American Archivists, the American Commission continue to win prizes and The Commission also provides Association for State and Local awards. In 1989 the Society for History subvention grants to nonprofit presses History, the National Association of in the Federal Government awarded its

65 sponsoring projects, are James C. Brandow {Documentary History of the Supreme Court, 1789-1800), William M. Ferraro (The Papers of Salmon P. Chase), and Kenneth B. Hawkins (The Papers of Frederick Law Olmsted). The 18th annual Institute for the Editing of Historical Documents. cosponsored with the University of Wisconsin and the State Historical Society of Wisconsin. met in Madison for 2 weeks in June. Both the fellowships and the Institute are funded in part by the Andrew W. Mellon Foundation.

Records Program

This year. the records program continued its support of projects that The National Historical Publications and Records Commission held its third meeting of fiscal preserve and make available historical year 1989 at the National Archives on June 22 and 23. Nancy Sahli (standing at right). records relating to American history. In Director of the Commission's Records Program. is about to make a report during the first addition to these activities. the day's session. Seated around the table (beginning at the lower left and going clockwise) are Commission supported projects to Commission members William S. Price. Jr .. Helen W. Samuels. Carol K. Bleser. William A. promote cooperative efforts among Schambra. William Z. Slany. and Alfred Goldberg; Commission Chairman and U.S. Archivist institutions and organizations and to Don W. Wilson: the Commission ·s Executive Director Richard A. Jacobs: Historian of the improve the professional skills of those Office for the Bicentennial of the U.S. House of Representatives Raymond W. Smock (representing Congresswoman and Commission member Lindy Boggs [D-LA]): and who work with historical records. Commission members Albert J. Ossman. Jr .. Norman A. Graebner. and Warren M. Billings. The Commission recommended Seated fn the mid-foreground is the stenographer for the meeting. (Photograph by Elizabeth funding for 53 new records projects. Maiionee.) many of which were of national and statewide significance. Among these were an award to the Research annual Thomas Jefferson Prize for Olmsted. the Supreme Court. and Libraries Group to expand the data excellence in documentary editing to Diego de Vargas. Two of the grants base of public records descriptions in its Kenneth R. Bowling and Helen E. Veit are multiyear awards. Research Libraries Information for their edition of The Diary of William In June the Commission awarded its Network: a grant to the University of Maclay and Other Notes on Senate first National History Day Prize at the Pennsylvania School of Nursing to Debates. part of the Documentary lOth annual National History Day develop its archives on the history of History of the First Federal Congress. awards ceremony. held at the nursing in the Middle Atlantic region: The project. sponsored by the George University of Maryland. The prize. funds to the State Historical Records Washington University. is headed by which will be presented annually to a Advisory Board in Florida for a study Dr. Bowling and Charlene Bangs teacher who demonstrates an of the issues surrounding information Bickford. The Johns Hopkins innovative use of documentary sources technology and public records in that University Press is the publisher. in the classroom, was won by State: and the establishment of projects As a result of the staffs continuing Josephine Baker of Shepherd in Nevada and Virginia relating to local efforts to help raise funds from private Elementary School in Washington. DC. government records and the sources. seven foundations made eight The research staff continues to assist assessment and planning of archival grants during the year to the project editors by searching for and Commission on behalf of specific furnishing copies of documents in the preservation needs, respectively. publication projects. Totaling $200.000, National Archives and the Library of Close coordination with the State the grants were made by the following Congress, maintaining a library of Coordinators Steering Committee and foundations: George Gund. archives and manuscript repository state historical records advisory boards Ahmanson. William Bingham {two guides and a microfilm lending library, continued throughout the year. The grants). The Commonwealth Fund, L. and monitoring autograph and newly appointed Records Committee of J. and Mary C. Skaggs. Henry Luce. manuscript catalogs. the Commission is playing a valuable and William Nelson Cromwell. The The Commission continued to role in facilitating communication foundations earmarked the grants for sponsor a wide range of educational between the Commission and the projects that are publishing the papers activities. These include the fellowship records program's constituency. The of Jane Addams, Emma Goldman. program which places young scholars staff were involved in several initiatives. Margaret Sanger, Elizabeth Cady at selected projects for 10 months of including the planning of the National Stanton and Susan B. Anthony. training in documentary editing. For Conference on the Development of Marcus Garvey. Frederick Law 1989-90 the fellows. and their Statewide Preservation Programs (for 66 which the Commission served as a cosponsor), the continued development and enhancement of the United States Machine-Readable Cataloging (USMARC) formats and standards for archival description, and the Common Agenda for History Museums. The latter initiative seeks to identify common concerns of history museums and historical organizations and to propose and implement strategies that ------~-----­ address those concerns. Several private organizations recognized the importance of records projects supported by the Commission, including the Idaho Centennial Commission. the Knight Foundation. the Woods Charitable Fund, and individuals who provided approximately $85,000 in financial assistance to various Commission-sponsored records projects. A number of diverse reports and projects were completed this year. They provide valuable guidance in program development and. archival practice for records custodians and include The Archives Assessment and Planning Workbook. developed under the auspices of the Society of American Archivists; Records Management for ---~~--.~~----~~- Oklahoma Local Governments: A --:::.: --­ . -~ .­ .­ --= Resource Manual; Strengthening New York's Historical Records Programs: A Self-Study Guide; and MARC for Archival Visual Materials: A Compendium of Practice. Researchers in archival materials will benefit from the Index and Guide to the Records of Schuylkill County. / . / Pennsylvania, the Guide to the Records of the Order of Sons of Italy in America, and The High- Technology Company: A Historical Research and Archival Guide. State assessment reports were completed and issued in June zz, r87z Idaho, Indiana, and Missouri. The archival fellowship program. The Last Shot of the Honorable Senator from Massachusetts.­ He Pulled the Long-Bow Once Too Often. funded in part by the Andrew W. Mellon Foundation. completed its In 1872 Senator Charles Sumner of Massachusetts opposed President Ulysses S. Grant"s fourth year. A colloquium of fellows, desire to annex Santo Domingo. creating a feud between the two Republican leaders. Sumner their institution sponsors. Commission hoped to deny Grant the upcoming Republican Presidential nomination by casiigating him in a staff. and members of the 4-hour Senate speech entitled 'Republicanism vs. Grantism... The speech, however, created Commission's archival fellowship more political problems for Sumner than for Grant and inspired Thomas Nasi's satirical committee was held in February. The comment (above) in the June 22. 1872. issue of Harper's Weekly. The NHPRC Publications recipients of the 1989-90 archival Program awarded $35.000 to the Correspondence of Charles Sumner project this year. The project is located at Pomona College in Claremont, CA. (Copy of cartoon courtesy of the fellowships and the sponsoring US. Senate Historical Office.) institutions are Nanci A. Young (New York State Archives and Records Administration) and Daniel J. Linke (Carl Albert Congressional Research and Studies Center at the University of Oklahoma).

67 Commission Membership

The 15 members at the end of the fiscal year were:

National Archives and Records Administration Don W. Wilson. Archivist of the United States. ex officio chairman

U.S. Supreme Court Harry A. Blackmun, Associate Justice

U.S. Senate Paul S. Sarbanes of Maryland

U.S. House of Representatives Lindy Boggs of Louisiana

Department of State William Z. Slany, Director, Historical Office

Department of Defense Justice Harry A. Blackmun, the Supreme Court's representative on the National Historical Alfred Goldberg, Historian, Office of Publications and Records Commission, receives a copy of recently published volume 2 of the the Secretary Commission-sponsored Documentary History of the Supreme Court of the United States, 1789-1800 from Maeva Marcus (center). the project's editor. Others in the photo (from the left) are U.S. Archivist Don W. Wilson; Justice William J. Brennan, Jr .. who served on the Library of Congress Commission from 1965 to 1974: E. Barrett Prettyman, representing the Supreme Court James H. Hutson, Chief, Manuscript Historical Society; and members of the Supreme Court project editorial staff- Christine R. Division Jordan. Natalie Wexler. and Mark Hirsch. The book presentation took place at the National Archives on June 22, 1989. (Photograph by Elizabeth Mallonee.) Presidential Appointments Albert J. Ossman. Jr., Professor of Political Science/Public Policy. Bethany College Organization of American During 1989, William S. Price, Jr., William A. Schambra. Office of Historians and Warren M. Billings were appointed Personnel Management Norman A. Graebner. Professor to the Commission, replacing Edward Emeritus of History, University of C. Papenfuse, Edwin C. Bridges. American Association for State Virginia Ronald P. Formisano. and Louis R. and Local History Harlan. David H. Hoober. Arizona State Society of American Archivists Archivist Helen W. Samuels, Archivist, Massachusetts Institute of Technology American Historical Association Carol K. Bleser. Professor of History. Clemson University Commission Staff

Association for Documentary Executive Director ...... Richard A. Jacobs 202-501-5600 Editing Deputy Executive Director ...... Roger A. Bruns 202-501-5603 Warren M. Billings. Professor of Publications Program Director (Acting) ...... Mary A. Giunta 202-501-5605 History, University of New Orleans. Records Program Director...... Nancy Sahli 202-501-5610 and Historian of the Supreme Court of Louisiana Staff Expenses

National Association of Personnel ...... $685,569 Government Archives and Travel of Commission members and staff...... 31.139 Records Administrators ADP equipment...... 24,039 William S. Price, Jr.. Director of the Other operating expenses ...... 54,224 Division of Archives and History of the North Carolina Department of TOTAL.. $794,971 Cultural Resources

68 Publications and Records Grant Funding by State

Northeast South Dakota ...... 43.130 California ...... 321,421 Connecticut ...... $119,500 Wisconsin .. 140,026 Colorado...... 33.343 Delaware ...... 0 Hawaii ...... 0 Maine ...... 0 South Idaho ...... 37,904 Massachusetts...... 252.000 Alabama ...... 0 Montana. 0 New Hampshire ...... 12,220 Arkansas ...... 0 Nevada...... 150,000 New Jersey ...... 110,900 Florida ...... 146,552 New Mexico ...... 29.862 New York ...... 275,362 Georgia ...... 49,961 Oregon ...... 6,072 Pennsylvania ...... 8,430 Kentucky...... 20,000 Utah. 0 Rhode Island ...... 54,000 Louisiana .. 188.172 Washington ...... 56,500 Vermont ...... 40,273 Maryland...... 148.000 Mississippi ...... 81,240 District of Columbia Missouri ...... 0 and Territories North Carolina ...... 39,000 North Central Oklahoma ...... 500 American Samoa .... 0 Illinois...... 60,000 South Carolina ...... 63,000 District of Columbia ...... 417,155 Indiana ...... 18,875 Tennessee ...... 239,265 Guam...... 0 Iowa ...... 104,958 Texas ...... 41.991 Northern Mariana Islands .. 0 Kansas...... 0 Virginia ...... 227,592 Puerto Rico ...... 0 Michigan ...... 50,656 West Virginia ...... 0 Virgin Islands ...... 8,350 Minnesota ...... 0 Nebraska ...... 0 West Regional Projects ...... 47,888 North Dakota ...... 0 Alaska ...... 0 National Projects .... . 569,399 Ohio 0 Arizona ...... 27,000 TOTAL Grants ...... $4,240,497

69 Chapter 12 The National Archives Trust Fund

Overview Total Trust Fund (in thousands)

The National Archives Trust Fund 1989. 1988 had a net operating income of $531,992 Gross Sales. $10.633 $9.479 for fiscal year 1989. This is a decline of Total Expenses . 10.101 8.252 $695,365 from last fiscal year. Total Net Operating Income .. $ 532 $1.227 expenses increased 22 percent as a result of planned improvement and Investment/Other Income .. 1.188 672 enhancement of various reproduction Prior Year Income (Expense) ..... (332) 549 services. as well as increased operating Net Income ..... costs at Presidential libraries. Net $ 1.388 $2,448 income. after adding investment income. miscellaneous income, and ·Preliminary report adjustments to prior year. amounted to $1,388.067.

Financial Condition

Assets increased by $1.646,054 in Trust Fund Financial Condition (in thousands) FY 1989 from the previous year. Liabilities increased by $280.501. primarily because of a rise in unfilled prepaid orders and an increase in Retained Earnings/Capital accounts payable. Retained $13.385 earnings/capital increased by $1,365.553. Inventories Income and Expenses $1.900 Cash $329 Gross sales increased by $1.2 million from FY 1988. All programs experienced Accounts a general increase in revenue. Total Receivable $299 expenses rose $1.8 million. This increase represents higher reproduction Fixed Assets costs and increased personnel costs at $1.077 Presidential libraries for admissions and museum shop operations. Investments $11.642 Reimbursement

The National Archives appropriated fund reimbursed the Trust Fund $320,335 to cover its costs to produce Total Assets: $15.247 Liabilities electrostatic copies for administrative L______$1.862 use. Although total administrative copies produced increased 14 percent. reimbursement was $22.900 less than in FY 1988. This reflects the full effect of a price reduction. effective in May 1988. in the reimbursement rates.

70 Income by Source (in thousands) Payments Made

Payments were made to the National Archives and Records Administration Miscellaneous appropriated fund for reimbursable $157 services performed on behalf of the D Trust Fund by appropriated fund staff in the following areas: National Archives Museum Shop $881 L Office of the National Archives Reproduction laboratory Investment services _ .. $ 744,593 $1.031 Archival handling and reproduction services_ 257,950 Publications $1,518 Office of Public Programs National Audiovisual National Audiovisual Center Center . 301.030 $2,451 Publication development I and fulfillment services 321,233 Presidential Libraries $2,760 Office of Federal Records Centers Reproduction services. 297.271 Reproduction Services $3,023 Office of Presidential Libraries Services related to reproduction and museum sales. 86,446 TOTAL ...... $2,008,523

Program Highlights Expenses by Type (in thousands) Reproductions-Office of the National Archives

Reproductions of records held in the Equipment Rental, Electrostatic Copying $443 form of photographs, motion pictures, and sound recordings increased slightly D during FY 1989. Total electrostatic copier reproductions increased by Postage, Telephone, Depreciation & Miscellaneous $1,423 nearly 11 percent over FY 1988. The continuing decline in staff-produced reference copies was more than offset by an increase of nearly 368,000 I Comme $1.626 copies made under the self-service program. This program permits researchers to make their own copies at Payments to Other Funds/ a lower cost. In FY 1989, almost twice Agencies $2,126 as many copies were made under the self-service program as were produced and sold by the National Archives staff. Sal aries & Fringe Benefits A study was conducted on the self­ $2, 130 service program in early FY 1989 to consider the various payment collection Inventory Consumed, methods in operation and possible Printing Supplies & benefits of standardization on the debit Materials $2,354 card. As of March 1, all self-service copiers in the main research rooms in the Washington, DC, area were equipped to accept only customized

71 debit cards. In addition, automated debit card vending machines were added in each research room to accommodate evening and weekend researchers.

Museum Shop- Office of Public Programs

The National Archives Museum Shop set an annual sales record for the sixth straight year. Sales during FY 1989 reached $881,282, 9 percent over the previous year. For the second straight year, Museum Shop sales for the month of June exceeded $100,000. These sales figures represent an ever­ increasing interest by the public in the variety of publications and merchandise now available, particularly those items that have been developed exclusively for sale by the National Archives. Product development, with emphasis on items specifically relating to the National Archives and its holdings, continued at a brisk pace. In celebration of the 200th anniversary of the first inaugural and the Presidency, several joint projects were undertaken with museum shops at Presidential libraries. The Bicentennials of the Presidency and the Bill of Rights will continue to be an important focus in 1990, as will the 50th anniversary of World War II and the 200th anniversary of the establishment of Washington, DC. as the Nation's Ceramic Christmas ornament based on a detail from an 1808 illustrated family record in the Capital. custody of the National Archives. This was one of more than 500 new products. including books. for sale in the National Archives Museum Shop this year. Following the success of its first-ever holiday gift catalog, a new 1990 gift catalog was in development as the year ended. Other publications produced and distributed during the year 57 percent of the orders were the evolution of the role of First Lady. The included an illustrated brochure of result of efforts by contract distributors. archival classic, Management of posters and facsimiles for resale and a representing 52 percent of the total Archives by T.R. Schellenberg, was comprehensive catalog of the income from microform publication published as a paperback edition after genealogical resources of the National sales. rights were acquired from the Archives. The latter, Aids for University of Chicago Press. Other Genealogical Research. not only publications included the Guide to provides information for individuals and Paper Publications-Office of Public Programs Pre-Federal Records in the National groups that wish to do research, but Archives and a reprint of the microfilm also gives illustrated descriptions of In 1989. four publications were catalog 1910 Federal Population genealogical publications and gift items Census. available for purchase, either in person produced for the National Archives or through the mail. Trust Fund. Modern First Ladies: Their Documentary Legacy. published this National Audiovisual year, was developed from an earlier Center-Office of Public Microform Publications­ issue of Prologue: Quarterly of the Programs Office of Public Programs National Archives. This collection of essays discusses American first ladies Income for the National Audiovisual Sales of microform publications from Lou Hoover to Nancy Reagan Center rose 30 percent over FY 1988, increased from $1,267,128 in FY 1988 and explores both the historical impact to $2,451,000, a 6-year high. The to $1,289,771 in FY 1989. Approximately of these women on their times and the Center conducted special public

72 mailings to promote video programs on reflects a higher admission fee orders in January of 1989. and since the issues of public health, industrial implemented during the year as well as that time it has recorded an average of safety, and foreign-language instruction. increased attendance resulting from $700 per month in credit card sales for The Center also completed two major media attention on the 25th reproductions. distribution programs during the year. anniversary of President Kennedy's The first, drug prevention program death. videotapes prepared by the Department Total library sales were $2,759,081, Public Outreach of Education. were marketed and consisting of museum store sales and distributed to school districts admissions of $2,391,161 and The Trust Fund continues to provide nationwide. The second, for the U.S. reproduction services of $367,920. funding for a variety of public Commission on the Bicentennial of the Total sales increased 16.5 percent from awareness and educational programs. Constitution. involved the distribution FY 1988. Operating costs increased by The most prominent are: to school districts nationwide of 10,000 15.6 percent over the same period, • The Calendar of Events, with a sets of "Equal Justice Under the Law" primarily in the area of personnel costs. circulation of 20,000, provides series. Net income for all Presidential libraries information about lectures, in FY 1989 was $113,997. workshops, courses, films, While some of the increase in sales Presidential Libraries performances, exhibition openings, can be attributed to higher fees, several special events. recent accessions. The Kennedy Library realized a net libraries reported that the average sale new publications, and other items income of $113.738 in FY 1989 on in their museum stores has increased concerning the National Archives. sales of $1,143,928, a substantial dramatically from last year, reflecting increase over FY 1988. Reproduction the use of credit cards. At the Hoover • Prologue: Quarterly of the services rose nearly 19 percent, but Library, the average credit card sale National Archives, with a museum admissions accounted for the was $61.15, up from $38.43 in FY circulation of 4,000. is published largest portion of the total increase. up 1988. The Eisenhower Library began to inform researchers and visitors 277 percent from FY 1988. This accepting credit cards for reference about the documentary and audiovisual resources, exhibitions, programs, and publications of the National Archives. The National Total Income/Expense by Organization (in thousands) Association of Government Communicators again honored Prologue, this year with two honorable mentions. One was in the "Periodical for General Audience, One or More Colors" Income category. The other was for the Expense special Prologue issue "Celebrating the Constitution," in the "Publication for General Audience, Four Colors" category. Prologue, Vol. 20, No. 3 also received the Neographic Silver Award from the 110-year-old Graphic Association. " Supplementary school units are marketed on behalf of the National Archives by Social Issues Resources Series, Inc. Each unit consists of reproductions of textual and audiovisual material from the $769 holdings of the National Archives and a teacher's guide, packaged in a format appropriate for classroom or media center use. The 1Oth unit, The Bill of Rights: Evolution of Personal Liberties, was Office Office National Office Office of published during the year. Total of the of Audio­ of Federal units sold now exceed 22,400. National Public visual Presidential Records and contributions to the Trust Archives Programs Center Libraries Centers Fund now total over $124,000. The Trust Fund received royalty payments of $15,496 during FY 1989 from the sale of t!i,?se units.

73 Modern Archives Institute Trust Fund Income Statement For Period Ended September 30 The "Modern Archives Institute: Introduction to Modern Archives 1989' 1988 Administration" training course was Revenue: held in February and again in June of Reproduction Services ... . $ 4.333,411 $ 3,838,465 1989. Fees totaled $29,200. Other Over-the-Counter Sales .... . 1.956,417 2,113,135 workshops-ranging from half-day Publications ...... 207,620 329.738 genealogy programs to 2-week-long NAC Sales and Rentals ...... 2.449,649 1,884,067 teacher workshops-reached 900 Reimbursable Income .. 1,634.234 1.148,481 people and resulted in fees totaling Other Revenue ...... 51.806 165.520 over $15.500. TOTAL Revenue ...... 10,633.137 9,479,406 FY 1989 marked the first year that this course. as well as other educational Cost: workshops and conferences, was Cost of Goods and Services ...... 10.101.145 8,252,049 funded by the Trust Fund. In prior Income or (Loss) for Operations ...... 531.992 1.227.357 years, they were funded as cultural and archival programs of the National Other Incomes: Archives Gift Fund. Prior Year Income ...... 102.487 564,318 Interest Income ...... 1,031,025 664,472 Other Income ...... 156.549 6.859 NARA Preservation TOTAL Other Income ...... 1.290.061 1,235,649 Conference Other Expenses: 433.986 15,166 The fourth National Archives Net Income or (Loss) ...... $ 1.388.067 $ 2,447.840 preservation conference was held on March 1. 1989. Over 150 people attended the conference. Registration Statement of Changes fees totaling $4,920 were collected to in Financial Position For Period Ended September 30 cover expenses. Sources of Funds: 1989' 1988 Operations: Investment Program Net Income (or Loss) ...... $ 1,388,067 $ 2,447,840 Items not Affecting Working Capital: FY 1989 was the fourth full year in Depreciation & Amortization ...... 375,863 148,514 which ASB Capital Management, Inc. Loss on Sale of Equipment .... . 27 (American Security Bank) acted as the Adjustments ...... 17.890 (13,252) Trust Fund's investment portfolio Funds Provided by Operations .... . 1.781.820 2.583.129 manager. As of the end of FY 1989. Grants and Donations ...... 4,443 ASB was investing $13.3 million Deferred Income ...... (40,240) (157,272) ($11.3 million from the Trust Fund and $2 million from the Gift Fund) for the TOTAL ...... $ 1,741.580 $ 2,430.300 Trust Fund. The average rate of total return for FY 1989, based on Trust and Gift Fund cash invested. was 9.4 percent. Schedule of Changes in Working Capital Effect on Working Capital The Trust Fund also holds $300,000 in U.S. Treasury notes, which yielded Current Assets: 1989' 1988 8.8 percent in FY 1989. ASB's annual Cash .. $ (656,319) $ 71.169 fixed income investment performance. U.S. Securities .. 2.042,899 2.585,808 which includes market value, net Accounts Receivable ...... (210,157) (478,230) contributions. and interest earnings less Inventories...... 87,307 487.340 management fees, increased by 17.7 Advances to Others ...... (15,565) (21,305) percent. or $2 million as of September Prepaid Expenses/Deferred Charges. 156,411 (28,563) 30. 1989. The 3-Month Treasury Bill Index increased 8.5 percent for the Current Liabilities: same period. The management fee Accounts Payable ...... (183,790) 21.752 charged by ASB was renegotiated Advances From Other Agencies/Funds .. . (3,256) (16.777) downward to 1/8 of 1 percent for all Deferred Income ...... (40,240) (157.272) assets over $10 million during the fiscal year. This resulted in a savings of Increase in Working Capital .... $ 1.177,290 $ 2.130,922 approximately $4.200 in fees for FY 1989. ' Preliminary data: the accompanying notes are an integral part of this statement.

74 Trust Fund Balance Sheet For Period Ended September 30

ASSETS 1989" 1988 Current Assets: Cash ...... $ 329.275 $ 985.594 Securities ...... 11,641,722 9,598.823 Accounts Receivable, Net of Allowance for Uncollectable Accounts of $129,193 and $181,910 ...... 287,057 482,357 Advances to Other Agencies or Funds ...... 10,729 26,294 Accrued Interest Receivable ...... 1,252 16,109 Advances to Employees ...... 236 400 Inventories: Held for Sale ...... 1,735,874 1.648.567 Operating Supplies ...... 6,823 6.823 Prepaid Expenses and Deferred Charge ...... 157,539 1.128 TOTAL Current Assets ...... $ 14.170,507 $ 12,766,095 Property and Equipment, at Cost Less Accumulated Depreciation of $3,113,342 and $2,737,479 ...... 1,076,500 834,858 Long-Term Accounts Receivable ...... 161 161 TOTAL Assets ...... $ 15.247.168 $ 13,601,114 liABiliTIES Current Liabilities: Accounts Payable ...... $ 749,134 $ 565,344 Advances from Other Agencies ...... 63,865 60.609 Deferred Income ...... 514,341 474.101 TOTAL Current Liabilities ...... $ 1,327.340 $ 1,100.054 Long-Term Liabilities: Annual Leave Liability ...... 112.494 95.686 Deferred Credits ...... 421,836 385,429 TOTAL Long-Term Liabilities ...... 534,330 481.115 TOTAL Liabilities ...... $ 1,861,670 $ 1.581,169

INVESTMENT OF U.S. GOVERNMENT Retained Earnings (Deficit) ...... $ 13.455.788 $ 12,115,401 Provision for Unamortized Annual Leave Liability...... (88,658) (113,824) TOTAL Retained Earnings (Deficit) ...... 13,367,130 12,001,577 Donated Capital ...... 18,368 18.368 TOTAL Investment of U.S. Government...... 13,385,498 12.019.945 TOTAL Liabilities and Investment of U.S. Government. $ 15,247.168 $ 13,601.114

'Preliminary data; the accompanying notes are an integral part of this statement.

Notes to Financial film strips, interest earned and long-term securities, if any, are stated Statements accretion of discounts. and the at face value, which is cost. Presidential libraries sale of souvenirs Inventories of goods held for sale are and fees to museums. Revenue other valued at cost and applied on the first­ Summary of Significant than sales of souvenirs and fees by the in, first-out (FIFO) basis. Inventories of Accounting Policies Presidential libraries is recorded on an supplies are expensed at the time of accrual basis. receipt. At fiscal year end, a physical Revenue is derived from the sale of U.S. Government and other inventory is taken and the book publications. Prologue. releases, film securities held by the Trust Fund: (1) inventory amount is adjusted to the and film strips, reproduction and Short -term securities are stated at cost actual amount. The adjustment either microfilm services, rental of film and adjusted for accretion of discount; (2) increases or decreases supply expense.

75 Fixed assets are carried at original Adjustments to Prior Gift Fund acquisition cost. The capitalized cost of Years Operations these assets is allocated over the estimated useful life by the straight-line There were no items included in Overview method. Currently, all administrative adjustments to prior years operations and operating equipment is estimated that met the criteria for extraordinary The Gift Fund is administered by the to have a useful life of approximately 8 item classification. National Archives Trust Fund Board years. and accepts. receives, holds and administers. in accordance with the Annual leave liability represents the Deferred Credits cumulative amount payable to Trust terms of the donor, gifts or bequests of money, securities, or other personal Fund employees as annual leave at Deferred credits are long-term property for the benefit of National year end. Unfunded leave expense for advances from Government agencies Archives activities. the year is treated as an operating for services rendered by the The major areas of activity in the expense in the computation of net Audiovisual Center over a period of National Archives Gift Fund continue income or loss for the period. This years. treatment does not apply to sick or to be the Presidential libraries and the other leave, which is expensed as it is National Historical Publications and utilized. Records Commission. The highlights of FY 1989 follow. Accounts Receivable Presidential Libraries The status of receivables at September 30 was: On June 11. the Franklin D. Roosevelt Library opened a special 1989 1988 exhibition, "Royal Visit, 1939," with Billed ...... $ 422,160 $ 673,678 the help of Sir Anthony Acland, British Less: Allowance for Uncollectable Account ... 129,139 181.910 Ambassador to the United States, and William J. vanden Heuvel, president of Net Collectable the Franklin and Eleanor Roosevelt Billed ...... 293,021 491.768 Institute. The exhibition commemorates Unbilled ...... (5,964) (9,411) the visit of King George VI and Queen TOTALS ...... $ 287,057 $ 482,357 Elizabeth 50 years ago. The Franklin D. Roosevelt Library Gift Fund received an additional Deferred Income donation of $2,525 from the estate of Professor George Beeke-Levy, of Deferred income is advance Pittsburgh, PA. The annual investment payments for reproduction and income from the bequest amounted to microfilm services that are to be $8,634. The income is paid biannually furnished within a year. to the Franklin and Eleanor Roosevelt Institute for support of that part of the Institute's grant-in-aid program Accounts Payable denominated as Beeke-Levy Fellowships by its Grants Award As of September 30, payables Committee. During FY 1989. 24 such consisted of the following: grants were awarded. Total donations to Presidential Payables: 1989 1988 libraries in FY 1989 amounted to General .. $ 342,555 $ 313,002 $94,819. The Gerald R. Ford Library Reversible ... . 93,895 117,724 received a gift of $17,760 from the Payroll...... 194.657 110,072 American Agenda project, co-chaired Payments in Transit 118,027 24,546 by former Presidents Ford and Carter. TOTALS ...... $ 749.134 $ 565,344 The Eisenhower Foundation contributed $4,000 to the Eisenhower Centennial Project as well as another $7,200 in support of conferences held at the Eisenhower Library. Approximately $5,000 was realized at the Truman Library from the sale of donated items. The Herbert Hoover Library received a gift of $1,750 from the Delta Gamma Sorority for the development of a curriculum for the

76 Poster commemorating recent Presidents whose papers are housed at Presidential libraries or the National Archives. The poster is for sale at all of the libraries and in the National Archives Museum Shop.

77 blind. The Philip Morris Companies, NHPRC Grant Donors and Recipients Inc .. donated $5.000 to each of the six Presidential libraries of deceased PROJECTS DONORS Presidents. Other donations averaged Ford less than $1.500 per library. Foundation RECIPIENTS MARGARET $25,000 -.! SANGER r------­ P""l New York University National Historical PAPERS The George Gund I Publications and Records Foundation $1,250 Commission

During FY 1989, several major FIRST Foundation of foundation grants were received and FEDERAL the Federal ,.I The George Washington administered by NHPRC. Donors, and CONGRESS Bar Council P"l University the grant projects sponsored, are PROJECT $20.000 I shown.

MARCUS The Ahmanson GARVEY Foundation .I University of California. ANDUNIA $5.000 P"'l Los Angeles PAPERS I

FREDERICK The Henry Luce LAW -...I The American University OLMSTED Foundation ~I I PAPERS $20,000

JANE The George Gund ADDAMS Foundation .., Duke University PAPERS $1,250

78 Gift Fund Balance Sheet For Period Ended September 30

ASSETS 1989* 1988 Current Assets: Cash ...... $ 138,554 $ 75,163 Securities ...... 1,986;007 1,925,813 Accounts Receivable...... 19,718 2,489 Accrued Interest Receivable ...... 0 (79) Deferred Charges...... 0 0 TOTAL Current Assets .. . 2,144,279 2,003,386 Long-Term Investments-Bonds...... 0 0 TOTAL Assets...... $ 2,144,279 $ 2,003,386

LIABILITIES Current Liabilities: Accounts Payable ...... $ 37,498 $ 27,755 TOTAL Liabilities ... $ 37,498 $ 27,755

FUND Fund Balance .. $ 2,106,781 $ 1,975,631 TOTAL Liabilities and Fund Balance...... $ 2,144,279 $ 2,003,386

Statement of Changes in Financial Position For Period Ended September 30 1989* 1988 Source of Funds: Excess (Deficit) of Revenue Over Expenses: Funds Provided by Operations...... $ 108.790 $ 173,477 Grants and Donations...... (3,581) (180,258) Adjustments ...... 25,941 155,800 131,150 149,019 Application of Funds: Working Capital. ... $ 131,150 $ 149,019

Schedule of Changes in Working Capital Effect on Working Capital 1989. 1988 Current Assets: Cash ...... $ 63,391 $ (257,273) U.S. Government Securities...... 60,194 166,838 Accounts Receivable...... 17,308 (1,600) Prepaid Expenses/Deferred Charges...... (15) Current Liabilities: Accounts Payable ...... (9,743) 241,069 Increase in Working Capital. .... $ 131.150 $ 149,019

• Preliminary data.

79 Appendix A Organization Chart for the National Archives

Archivist of the

United States ------· --- -l [ [ Deputy Archivist [

[

Staff: National Historical Inspector Archival Research Publication and General and Evaluation Records Commission Audits and Compliance External Affairs Legal Services Life Cycle Coordination

I I I I Office of Office of Office of Office of Management Records Federal the and Administration Records Federal Administration Centers Register

I I J Office of Office of Office of the Presidential Public National Libraries Programs Arch1ves

Appendix B Personnel on Board All Funds As of September 30, 1989

Washington, DC Nationwide Area Field Offices Total Programs Perm Other Total Perm Other Total Perm Other Total Records Centers 157 53 210 646 749 1.395 803 802 1.605 Archives & Related 541 38 579 74 33 107 615 71 686 Public Programs 81 6 87 0 0 0 81 6 87 Records Administration 40 0 40 0 0 0 40 0 40 Presidential Libraries 72 8 80 194 57 251 266 65 331 Federal Register 78 0 78 0 0 0 78 0 78 Records Declassification 58 1 59 10 0 10 68 1 69 National Historical Publications & Records Commission 17 0 17 0 0 0 17 0 17 TOTALS 1.044 106 1,150 924 839 1,763 1,968 945 2,913

80 Appendix C

Obligations by Program Area (in thousands) Total $131,857 Public Programs $3,496 NHPRC (Grants) $4,180

Archives and Presidential Related Services Libraries $45,954 $28,011

Federal Register $4,456

Records Administration $2,571 NHPRC (Operating Declassification Expenses) $1,778 $1,068

Records Centers $40,343

Appendix D

Obligations by Major Elements (in thousands) TOTAL: $131,857 Space Costs $56,180

Communications. Utilities, Grants and Equipment Rentals $4,180 $2,779

All Other Supplies and $4,208 Services $8,275

Personnel Compensation and Benefits $56,235

81 Appendix E Obligations by Object Classification Direct Operating Expenses (in thousands)

Full-Time Permanent Employees' Salaries...... 43.507 Other Than Full-Time Permanent Employees' Salaries ...... 3.254 Other Personnel Compensation ...... 1,086

TOTAL Personnel Compensation ...... 47.847

Personnel Benefits ...... 8.388 Travel and Transportation of Persons...... 396 Motor Pool Travel...... 76 Transportation of Things ...... 707 Rent...... 22.889 Communications, Utilities, & Equipment Rentals ...... 3.953 Printing & Reproduction ...... 1,795 National Archives Building Operations ...... 6.700 Archives II Building Design ...... 10.000 Presidential Libraries' Operations & Maintenance ...... 14.179 Recurring Utilities Costs ...... 948 Preservation Services ...... 652 Other Services: Commercial Contracts ...... 2,021 ADP Studies & ADP Maintenance Services ...... 1.569 Accounting & Payroll Services ...... 699 Supplies & Materials ...... 2,648 Equipment ...... 1,695 Land & Structures ...... 480 Grants, Subsidies, & Contributions ...... 4,180 Insurance Claims & Indemnities ...... 33 Interest & Dividends ...... 2

TOTAL Direct Obligations ...... $ 131.857

82 Appendix F

Customer Reimbursements (in thousands)

TOTAL: $20,155

Other $2,314

Social Security Administration $1,231

Internal Revenue Service $14,601 National Archives Trust Fund Board $2,009

Appendix G

Preservation Obligations (in thousands)

TOTAL: $6,074 Supplies $1,257

Contracts $652 Land and Equipment $341

Travel, Rent, ...---_:,---- Communications, and Printing $34

Personnel ;----- $3,701

83 Appendix H

Archival Unit Total Holdings (Cubic Feet)

Balance Transfer Other 9/30/88 Accession Accretion In Increase

Washington DC area

Textual Projects 1,053.473 20,688 2,803 1,378 689 Center for Legislative Archives 73.491 * 3.495 0 0 0 Center for Electronic Records 220 45 5 0 0 Cartographic & Architectural Branch 44,361 426 60 104 114 Motion Picture, Sound & Video Branch 35,763 406 312 1 0 Still Picture Branch 12,359 58 4 2 0 DC area Totals 1,219,667 25,118 3.184 1,485 803

Regional Archives

New England Region 16,224 1,045 7 0 19 Northeast Region 62,129 0 0 27 0 Mid-Atlantic Region 39.252 187 859 0 0 Southeast Region 46,267 35 1,258 0 3 Great Lakes Region 52,052 341 L055 171 0 Central Plains Region 29.442 84 99 0 0 Southwest Region 51,406 921 4.919 0 0 Rocky Mountain Region 14,719 15 5 0 35 Pacific Southwest Region 16,196 60 951 12 50 Pacific Sierra Region 24,789 1,658 66 0 2,818 Pacific Northwest Region 27,531 188 467 0 0 Regional Archives Totals 380,007 4,534 9.686 210 2.925

Office of the National Archives NATIONWIDE TOTALS 1,599.674 29,652 12,870 1,695 3.728

84 1,071 0 0 0 0 0 17,295 27 0 0 27 0 27 62,129 1,046 8 0 0 0 8 40,290 1,296 0 0 0 0 0 47,563 1,567 0 0 171 2 173 53,446 183 0 0 0 0 0 29,625 5,840 0 0 0 0 0 57,246 55 8 0 0 0 8 14,766 1,073 0 0 0 5 5 17.264 4,542 125 0 12 139 276 29,055 655 0 0 0 0 0 28,186 17,355 141 0 210 146 497 396,865

47,945 1,710 0 1,695 338 3,743 1,643,876

85 TRANSACTION Still Sound Video Pictures Recording Recording

BALANCE, 9 I 30I 1988 5,310.246 110,931 161,545 16.569 Accession 142,907 679 6 2.941 Accretion 14.200 0 46 3.660 Transfer In 19 2 5 10 Other Increase 11.392 1 0 10 TOTAL INCREASE 168.518 682 57 6.621 Disposal 9.800 0 0 0 Perm Withdrawal 0 0 0 0 Transfer Out 19 1 0 10 Other Decrease 3.176 0 0 0 TOTAL DECREASE 12.995 0 10

BALANCE, 913011989 5,465,769 161,602 23.180

TRANSACTION Artifacts 16mm Neg 16mm Pos 35mm Neg Microfilm Microfilm Microfilm

BALANCE, 913011988 1,758 100.789 16,139 99,918 Accession 0 2.951 0 0 Accretion 0 2 0 0 Transfer In 0 0 0 0 Other Increase 26 834 0 11 TOTAL INCREASE 26 3.787 0 11 Disposal 0 0 0 0 Perm Withdrawal 8 0 0 0 Transfer Out 0 0 0 0 Other Decrease 0 0 0 0 TOTAL DECREASE 8 0 0 0

BALANCE, 913011989 1.776 104.576 16,139 99,929

1 ln FY 1989. the basis for counting machine-readable items changed from reels to data sets. 2 This figure differs from total in FY 1988 Annual Report. The computation of machine-readable items changed from reels to data sets

86 film Machine- Maps & Arch & Eng Aerial Strips Read Items Charts Plans Photos

107 2,022 l 1,811,537 1,967,587 8,932,274 10 503 47,360 485 2 0 56 8,881 788 0 0 0 17,149 924 0 0 0 15,452 225 0 10 559 88,842 2,422 2 0 0 0 0 0 0 0 0 0 0 0 0 374 225 0 0 0 779 0 0 0 0 1,153 225 0

117 2,581 1,899,226 1,969,784 8,932,276

35mm Pos Micro- Other Total Microfilm fiche Microforms Items

26,364 102 41,250 18,599,138 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 10 0 0 10 0 0

26,354 102 41,250 18,856.273

87 Appendix J

Holdings of Presidential Libraries by Unit

Accessions & Holdings Hoover Roosevelt Truman Eisenhower

PAPER (Pages) Personal Papers 6. 745.453 16.616.076 13,617.924 19,530,493 Federal Records 136.949 710,000 713.600 689,300 Presidential Records 0 0 0 0

MICROFORMS (Rolls/Cards) Personal Papers 705 657 3.221 965 Federal Records 663 13 120 0 Presidential Records 0 0 1 0

AUDIOVISUAL Still Pictures {Images) 39,120 131,344 88,453 195.236 Film {Feet) 152.941 308,676 325,774 604.045 Videotape (Hours) 19 28 81 74 Audiotape (Hours) 420 1.024 267 1.051 Audio Discs (Hours) 78 1,108 261 248

ORAL HISTORY Pages 11,245 3.120 48,949 30.825 Hours 0 84 1.391 772

MUSEUM OBJECTS 5,264 23,491 24.969 30.339

PRINTED MATERIALS Books (Volumes) 24,774 44,546 39,982 22.413 Serials 25,399 33.020 72.508 33,342 Microform 1.402 2,483 1.409 5,151 Other 1.491 78,671 91,862 24.181

88 Total Holdings Kennedy Johnson Nixon Ford Carter To Date

28,045,956 30,307,798 784,000 18,175,461 26,619,830 160,442,991 645,967 2,842,356 912,000 535,000 131,000 7,316,172 0 0 44,414,000 0 0 44,414,000

20,447 174 0 23 0 26,192 1,972 3,312 0 0 0 6,080 0 0 5,312 0 0 5,313

130,772 611,726 435,000 313,633 1,500,000 3,445,284 7,152,322 824,773 2,200,000 779,350 1,120,080 13,467,961 1,181 7,118 3,900 1,250 1,434 15,085 7,169 12,789 1,490 1,165 2,000 27,375 716 808 0 51 0 3,270

40,276 53.210 2.200 233 606 190,664 1,741 2,292 228 32 148 6,688

16,200 36,764 21.750 7,181 40,000 205,958

71,587 15,852 9,022 9,166 1,507 238,849 11,920 4.164 0 40 3,247 183,640 3,593 3,940 0 545 6,548 24,981 10,992 19,187 0 2,293 7,409 236,086 Appendix K Use of Presidential Libraries Researcher Written and Museum Researchers Daily Visits Oral inquiries Visitors

Hoover 209 482 2.127 104,483 Roosevelt 749 1.587 4.076 184.964 Truman 660 1,591 13,782 155.182 Eisenhower 248 1,033 2.386 96.180 Kennedy 909 2,451 13.714 210,318 Johnson 323 2.007 8.897 420.199 Nixon 339 657 2.024 0 Ford 376 1.420 1.243 81.385 Carter 161 549 2.878 86.440 TOTAL 3,974 11.777 51.127 1,339.151

Appendix L

Actual Costs: Presidential Libraries (in thousands) Operations & Repair & Recurring and Program Maintenance Alteration Nonrecurring Common Total Costs Costs Costs Reimbursables' Distributable2 Rent Costs Hoover $ 643 $ 367 $ 0 $ 0 $ 0 $ 6 $ 1.016 Roosevelt 661 508 177 0 0 0 1,346 Truman 818 796 173 0 0 0 1,787 Eisenhower 765 900 120 0 0 0 1,785 Kennedy 1.144 1.164 7.053 0 0 39 9.400 Johnson 950 1.054 179 0 0 0 2,183 Nixon 827 0 0 41 0 67 935 Ford 735 1.076 0 0 0 0 1.811 Carter 697 975 25 0 0 0 1.697 Reagan 1,167 395 473 0 0 0 2,0354 Central Office. Planning & Direction. & White House Liaison 1.178 418 0 0 449 303 2.348 TOTALS $9,585 $7,653 $8.3003 $41 $449 $415 $26,3435 Less: NARA Operations & Maintenance --418 TOTAL $7.235

1 Building services in addition to rent. 2 Proportionate share of central office support services. 'Repair and Alteration Costs includes $6,855K for Kennedy Library from the ll4X account. 4 Start-up costs for the Reagan Presidential Materials Project included salaries. benefits. employee relocation expenses. furniture. equipment. supplies. and the cost of packing, moving, and transporting the historical materials from the Washington. DC. area to temporary storage facilities in California. 5 0oes not include $1,668 share of allocated administrative costs.

90

______ill Appendix M

Publications of the Office of the Federal Register

Federal Register Guide to Record Slip Laws 248 issues Retention Requirements 3,104 pages 53,937 pages in the CFR Revised as of January 1, 1989 United States Code of Federal 410 pages Statutes at Large 1986 Regulations 5 books 196 books 5,463 pages 132,700 pages Public Papers of the Presidents Privacy Act Issuances The United States 5 books Ronald Reagan 1985 Vol. ll Government Manual 3,732 pages 729 pages 1989/90 922 pages Ronald Reagan 1986 Vol. 1 Finding Aids 942 pages 30 issues Weekly Compilation 4,436 pages of Presidential Ronald Reagan 1986 Vol. ll Documents 898 pages Codification of Presidential 52 issues Proclamations and 2,793 pages Executive Orders 1,122 pages

91 Appendix N

Archival Publications Guides General Information Leaflets

Wehmann. Howard H.: DeWhitt. National Archives Gift Collection Benjamin L. A Guide to Pre-Federal Acquisition Policy: Personal Papers of Records in the National Archives Former NARA Professional Staff and (Washington: National Archives Trust Other Persons. General Information Fund Board, 1989) Leaflet No. 33. 1989.

Microfilm Publications Record Record Record Pub. Group Pub. Group Pub. Group No. No. Title No. No. Title No. No. Title M1247 11 Perfected M1497 165 Military M1508 165 Correspondence International Intelligence and Record Cards Treaties ("Treaty Division of the Military Series"). Correspondence Intelligence 1778-1945 (rolls Relating to Division Relating 1. 2, 5, 6, 11, General, Political. to General. 12, 14, 16-29. Economic. and Political. and 31-64) Military Conditions Economic, and in Scandinavia Military Conditions Mll62 26. 36 Records of the and Finland, in Poland and the Collector of 1918-1941 (12 Baltic States. Customs for the rolls) 1918-1941 (10 Collection District rolls) of New London. M1505 94 Compiled Military CT, 1789-1938 Service Records of M1523 153 Proceedings of the (57 rolls) Michigan and U.S. Army Illinois Volunteers Courts-Martial and M1260 46 Engrossed Bills of Who Served Military the U.S. Senate, During the Commissions of 1789-1817 (5 Winnebago Indian Union Soldiers rolls) Disturbances of Executed by U.S. 1827 (3 rolls) Military M1403 46 Unbound Records Authorities. of the U.S. M1506 287 Stars and Stripes: 1861-1866 (8 Senate, 8th Newspaper of the rolls) Congress, Armed Forces in 1803-1805 (5 Europe. the Microfilm Publications rolls) Mediterranean. completed with the assistance and North Africa, of the Genealogical Society of M1404 233 Unbound Records 1942-1964 (138 Utah of the U.S. House rolls) of Representatives. M1368 21 Petitions and 8th Congress, M1507 165 Correspondence Naturalization 1803-1805 (5 and Record Cards Records of the rolls) of the Military U.S. District Intelligence Courts and Circuit M1493 80 Proceedings and Division Relating Courts for the Hearings of the to GeneraL District of General Board of PoliticaL Massachusetts. the U.S. Navy. Economic. and 1906-1929 (330 1900-1950 (28 Military Conditions rolls) rolls) in Cuba and the West Indies. 1918-1941 (10 rolls)

92 Appendix N-continued

Record Record Record Pub. Group Pub. Group Pub. Group No. No. Title No. No. Title No. No. Title M1522 21 Naturalization M1538 21 Naturalization M1547 21 Naturalization Petitions for the Records of the Records of U.S. Eastern District of U.S. District District Courts in Pennsylvania (369 Courts for the the Southeast rolls) State of Montana (107 rolls) (3 rolls) M1525 21 Naturalization Ml614 200 Naturalization Index Cards of the M1539 21 Naturalization Records of the U.S. District Court Records of the Superior Court of of California, U.S. District Los Angeles Central Division Courts for the County, CA, (Los Angeles), State of Alaska (5 1876-1915 (28 1915-1976 (114 rolls) rolls) rolls) M1620 49 Federal Land Records for Idaho, 1860-1920 (23 rolls)

Appendix 0

Holdings of Federal Records Centers

Millions of Cubic Feet r-­

16 r-­

r­

,.---­ ,--­ r-­ r-.--r­ 14 - -

- - _­ - 12 - -

10 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 Year

93