1 9 9 4 R E P 0 R T

CONTENTS

l A NEW NATIONAl" ARCHIVES FOR A NEW ERA

3 IN CELEBRATION: THE NATIONAL AllCHIVES 1934-1994

9 SECTION ONE A COM>"\II'I'MENT TO MEET NEW RECORDS CJIAJ"LENGES

27 SECTION TWO THE ARCHIVES IN 1994: OFFICE PERSPECTIVES

39 SECTION THREE A STATISTICAL PROFILE

50 DIRECTORY A New Archives for A New Era I n 1791 Thomas ]ejfirson sounded a call to preserve the nation's historical documents

ftom the ravages of"time and neglect. " "The lost cannot be recovered, "he said, "but let I us save what remains." But in 1810 Representative josiah Quincy ofMassachusetts declared that the country's public records were "in a state ofgreat disorder and exposure and in a

situation neither safe nor convenient nor honorable to the nation. "It was not until1934, nearly

125 years after Representative Quincy's admonition, that the country created a National Archives.

The toll ofneglect, fire, vermin, and disorganimtion had been disastrous. But much ofthe

record ofthe nation's past survived The National Archives has come a long way since its inception

to preserve and make available for public scrutiny that documentary record

It is a record that captures the sweep ofthe country's history--ftom slave ship manifests to

captured German records; ftom journals ofpolar expeditions to Indian treaties; .from the 550

volumes ofrecords ofthe Continental Congress to records ofWatergate; ftom photographs ofthe

Civil War and the Vietnam war to over 1.5 million maps, including the work ofLewis and

Clark and Zebulon Pike; .from over 150,000 reels ofmotion picture film, including Laurel and

Hardy's only color film, made for the United States Forest Service, to footage ofevery President

since Grover Cleveland,· ftom hundreds of thousands ofsound recordings to vast collections of

computer tapes and microfilm.

In 1994 the National Archives opened its second major building, a state-of the art archival

focility in College Park, Mmyland. The opening signals the determination ofthe Archives to confront the challenges of a new era in records and cusromers. At the National Archives Pacific creation and dissemination. In its recently issued Southwest Region in California, for example, a pro­ strategic plan, The National Archives and Records ject provides on site CD-ROM versions of indexes w Administration: Strategic Plan for a Challenging Federal census data held in regional ~u·chives. Federal Environment, 1994-2001, and in its plan for NARA is increasing its work with other agencies streamlining NARA's organization, delivered in July to strengthen the records appraisal, preservation, 1994 to the Office of Management and Budget, the and disposition programs. The Archives is now National Archives has reaffirmed its dual mission: to engaged in a long-term partnership with the U.S. serve as a central information agency in helping Navy to update its basic records control schedule formulate national policy for creating, managing, and is working with the FBI to develop the best and preserving valuab)e documentary materials and means for automating its case files. to serve as a primary link between citizens and the The National Archives is increasing its efforts to records of their government. declassifY important government documents from a In order to meet these goals, in order to face the variety of agencies. The Archives is restructuring its challenges of rapid progress in information technolo­ organization to streamline operations, consolidate gy, the Archives is changing from a traditional functions, and eliminate regulatory overkill. It is archival repository to a multi-faceted institution with also seeking information and ideas on ways to centers for research and information exchange that improve its service to customers. The Archives, for serve a global community. example, plans to conduct surveys and focus groups The Archives is establishing an effective nation­ of genealogical researchers who visit not only the wide network of integrated information resource sys­ f.'lCi!ities in Washington, DC, but also those at the tems. In 1994 NARA, under legislation sponsored by regional archives nationwide. The Archives is Senator Bob Kerrey of Nebraska, contracted witl1 the determined to provide strong leadership in the field National Institute of Standards and Technology for a of family history research. pilot project to assess ways to improve access to At the National Archives we see youngsters NARA's information and record resources for citizens standing in front of display cases, realizing to their and organizations regardless of their geographic loca­ amazement that George Washingron actually held tion. A pilot study is underway in Nebraska using that piece of paper, actually wrote those words and focus groups, surveys, and meetings with state leaders worked that sealing wax. We see individuals from all to determine what kind of Federal information is parts of the country gathering to trace the roots of needed by citizens and in what format they want it their fan1ilies, struggling through the census records, delivered. NARA has recently made more than 300 the passenger lists, and the court and land records to publications about tl1e agency and its holdings avail­ unearth the clues. We see tl1e elderly and the young able to Internet users; the agency is beginning an using indexes on CD-ROM for the first time. These incremental system that will link all agency locations are individuals engaged in active, living history. This in a NARANET Wide Area Network; and is explor­ is what the National Archives, through its programs, ing other critical steps in providing tl1e infrastmcture seeks to encourage. necessary to improve information services for staff In Celebration: The National Archives 1934-1994

hen the doors ofthe imposing new National Archives Building opened in

1934, Jew could have imagined that, in a short time, this massive

structure straddling Tiber Creek would be overflowing-with FederaL

records. Charged by Congress to create a building both monumentaL and JunctionaL, the

eminent architect john RusselL Pope succeeded masterfully. Here was a building that could

accommodate almost two million cubic feet ofFederal records-over two biLLion pieces ofpaper.

Here was a building that not only provided space for storage and maintenance ofhistorical

records but offered superb office and library facilities, spacious research rooms, a theatre, and a

magnificent exhibit half where the Nation's most cherished documents-the Constitution,

Declaration ofIndependence, and the Bill ofRights-could be permanently displayed From its

72 limestone Corinthian columns to its august bronze doors, Pope's building was a distinguished

engineering and architectural achievement. Appropriately Located on Pierre L'Enfont's "grand

avenue" midway between the Capitol and the White House, the NationaL Archives was a

testament to the Nation's commitment to preserve its written historicalpast.

The need for a centraL repository for the Nation's records had been recognized since the early

days ofthe republic. Led by the noted historian J Franklin jameson, the Congress developed plans in the early part ofthe 20th century for a national archives, but World \%r I delayed the project. After

the war, jameson, supported by various organizations such as the American Historical Association,

the Daughters ofthe American Revolution, and the American Legion, Led a renewed effort. On September 9, 1931, ground was broken at a custom houses, life-saving stations, Army posts, naval sire on Pennsylvania Avenue and Seventh Streer. At stations, Indian agencies, reclamation projects, gener­ the ceremony laying the cornerstone on February al land offices, and post offices-they soon realized 20, 1933, President Herbert Hoover declared, "The that the U.S. government, in the first 150 years of its romance of our history will have living habitation life, had created a veritable paper mountain. During here in the writings of statesmen, soldiers, and all the first three years of d1e existence of the National the others, both men and women, who have Archives, the examiners surveyed approximately builded the great structure of our national life." 2,600,000 cubic feet of records in some 6,000 sepa­ The building was constructed on land that in rate rooms ofgovernment buildings in d1e District of the early days of Washington had been so marshy Columbia alone. At the same time, the Works that, during the Presidency of James Madison, a Projects Administration launched an effort to survey canal carried boats and barges for a distance of two Federal archives elsewhere in the United States. This miles from south of the White House to the project scoured files in more d1an 7,000 government Eastern branch of the Potomac River. Gradually, as offices across the country and uncovered many thou­ the canal was walled throughout its course, the sands of cubic feet of additional records. At a hearing adjacent land became more suitable for building. A in the House of Representatives in January 1936, brewery appeared nearby as did a soap and candle Archivist of the United States R.D.W. Connor factory, a china, glass and crockery business, and announced that d1e Archives building would be suffi­ other establishments. cient to house the government's permanently valu­ By rhe end of the century, the area featured able records only until around the year 1950. Within numerous wholesale and retail produce houses and a few years of its opening, the National Archives was the Center Marker, a bustling shopping area for already rwo-d1irds full. Washington residents. When the imposing new Even though Connor and other government National Archives Building replaced some of the officials had come to realize the magnitude of the those market buildings in 1934. space problem they faced, they still could not foresee No one realized in 1934 the extent of rhe nation's the explosion of paperwork in the New Deal and documentary record. The National Archives building World War II. By the end of the war, the Federal had been planned, constructed, and virtually com­ government had created five times as many records as pleted before Congress created the agency that it it had in the century and a half before the laying of would house. Lamentably, the Archives had architects d1e Archives cornerstone. The newly created mass of before it had archivists. No survey of Federal records 18 million cubic feet of paper could theoretically be had been undertaken since 191 0 and no one knew stacked to the top of the Washington Monument with any certainty where or how many documents and cover a full acre around ir. Solon J. Buck, the there were, under what conditions d1ey were stored, second Archivist of the United States, likened this or how many were ofsufficient value to be sent to the proliferation of records to "keeping an elephant for a Archives for permanent preservation. As Federal pet, its bulk cannot be ignored, its upkeep is terrific, examiners began to pick their way through attics and and, although it can be utilized, uncontrolled it is cellars across the country-in Federal court buildings, potentially a menace." In 1950 the Hoover Commission grappled with In 1974 Alex Haley visited the Archives and dis­ this potential menace. As a result of the Commis­ covered in the Alamance County, North Carolina sion's recommendations, rhe mission of the National census records of 1870 information that confirmed Archives was enlarged to include rhe keeping, storing, much of his family's oral history traditions and set and disposing of non-permanent records, that great him on a thirteen-year quest for his African origins. volume of paper oflitcle enduring value that rhreatens In 1977 the television series "Roots" helped to to engulf agency storage facilities. What was needed inspire the burgeoning national interest in genealogy. to meet rhis colossal challenge was a system for sepa­ Holder of many of the country's most basic docu­ rating the wheat from rhe chaff at rhe earliest possible ments for genealogical research, such as national cen­ stage in rhe records cycle, and a means for ensuring sus schedules, ship's passenger lists, and military ser­ rhat non-permanent records were safely, efficiently, vice records, the Archives complex felt the impact and economically stored for the years they had to be immediately. The microfilm reading room had long kept. Out of these needs rhe science of "records man­ waiting lines. Hundreds of thousands written agement" was born and wirh it rhe concept of sched­ inquiries rained in from all over the country. Public uling records, before or at rhe time of rheir creation, interest in family history research continued to swell. for either permanent retention or disposition. The As more and more individuals streamed into rhe Archives rhus became rhe records management advis­ Archives, as word of tl1e holdings of rhe institution er for rhe Federal government, giving technical assis­ spread and it became far better known and valued tance on records organization and management prin­ by historians and laymen alike as a national ciples to agencies across rhe country. resource, the Archives responded with a variety of In addition to introducing records management programs designed to preserve and make available concepts, the Archives began to operate records the nation's documentary record. centers, facilities designed to store non-permanent The National Archives operates facilities across the records in inexpensive space until eventual disposal. country. In addition to rhe 15 Federal records centers, One archivist characterized rhese centers as a kind of NARA oversees 13 regional archives (from New purgatory where records "go to await their time, after England to the Pacific Southwest to Alaska), the which cl1e good records go to rhe heavenly archives National Personnel Records Center in St. Louis, and 9 and the bad ones go to rhe flames." In rhis war against Presidential libraries, a series of institutions across rhe paper, one of the first Federal centers was, country dedicated to preserving, holl.Sing, and making A constmction worker exmnines Corinthian columns ofnew appropriately it seems, set up in a World War I available for public Ll.Se rhe documentary materials of National Archives Building, 1934. torpedo plant in nearby Alexandria, Virginia. Today, rhe nation's Presidents. rhe Archives operates centers in 13 geographic regions The National Archives also has administrative as well as the mammoth Washington National responsibility for the National Historical Publica­ Records Center built in the Washington suburb of tions and Records Commission, a grant agency Suitland, Maryland, in 1966 and the National whose mission is to preserve and publish vital docu­ Personnel Records Center in St. Louis, Missouri. If mentary materials relating to American history. The boxes holding these papers were laid end to end, they Commission makes grants throughout the nation to woLJd stretch from ocean ro ocean. help make valuable historical documents available to the public in published works and to preserve mate­ rials in the archives of state and local governments, universities, historical societies, libraries, museums, and other organizations and institutions. In addition, the Archives also publishes the Federal Register, the publication of record for the nation's laws and Federal regulations. Five nights a week, 32,000 copies of the Federal Register are printed at the Government Printing Office for distribution the following day to Federal agencies, the Congress, the courts, depository libraries, and subscribers. The Federal Register system serves as an information link between the Federal government and the American people by receiving, editing, and publishing the major source documents that govern our daily lives. The Office of the Federal Register also publishes The Public Papers of the President, the Code of Federal Regulations, the Weekly Compilation of Presidential Documents, the US. Government Manual, and the US. Statutes at Large. As the National Archives opens it new faciliry in College Park, as it makes significant progress in the many areas of responsibility for the nation's documentary record, the Archives is continuing to heed the admonition of Charles M. Andrews, the eminent Yale historian who wrote in 1913, "No people can be deemed masters of their own history until their public records, gathered, ca.red for, and rendered accessible to the investigator, have been systematically studied and the importance of their The Center /11arket between 7th and 9th Streets on Pennsylvania contents determined." Avenue. !n 1934, the National Archiws would stand in its place. The National Archives Looks to the Future

e salute those ofyou across the country who treasure the documentary records

which the National Archives, through its nationwide facilities, is committed

to preserve and make available for public use. In its various programs, the

National Archives reaches out to all ofyou-to the genealogist tracingfamily roots; to the historian

tracking elusive evidence; to the lawyer seeking precedents; to the town planner seeking geographical

clues; to the teacher preparing classroom resources; to the student learning about the past; to the

lover ofhistory satisfying a need to know.

As the Archives opens its new building in College Park, Maryland, and inaugurates its strategic

plan, as it restructures and streamlines its organization, it is taking significant steps to grapple

with the problems ofrecordkeeping in the coming century. The Archives seeks partnerships with

other organizations and institutions which care about the national record-those involved with

family history, cultural and humanities issues, historical preservation, education, patriotic and

veterans recognition, and many others. We are seeking ways to forge united efforts to preserve and

make available the nation's documentary record

Today, more than ever, the National Archives needs strong constituencies. It is a very challenging

environment in which we find ourselves. We need the help ofresearchers and other users ofthe

Archives to identify those services most important to them. We need vigilance and supportftom our

constituents in helping us provide those services efficiently and effectively.

There are many challenges facing the National Archives in the coming years. lVe continue, for example, to make vigorous efforts to provide for cooperative projects and planning efforts such as the public use the escalating amount of security­ Information Infrastructure Task Force. classified documents in the custody of the National Through imaginative strategic planning and Archives. A Presidential Executive Order, issued in project development, and with the enthusiastic 1994, opened in a bulk declassification action nearly help of irs supporters and users, NARA can make 45 million pages of material. This is an important increasingly greater progress in these and other first step in attacking this vexing problem. The viral areas. classification system that has evolved since World The headquarters building of the National War II requires burdensome administrative expense Archives is equidistant from the Capitol and the to house classified items in security storage and to White House at either end of Pennsylvania Avenue: handle paperwork when they are requested under and that is a good metaphor for where we are. The the Freedom of Information Act. In rhe efforts of leadership on both sides of the aisle in the new the Administration and of Congress to make Congress have been supportive of the Archives and government more efficient, this bulk declassification recognize the singularity and long-term value of our action is a significant step in dealing with this role. Just as we administer Presidential and judicial difficult issue. The National Archives stands ready records, we continue to provide archival support to to help make the system even more efficient and the Congress. We look forward to continuing to work responsible to the American research public. with the Administration and to work with the new NARA also continues its drive to use the emerg­ Congress as we seek to carty forward the mission of ing electronic technologies, enhancing the agency's the National Archives. We will do so by identifYing ability to provide increased and faster access to its how we can improve processes and structure; by holdings and services. One of the primary benefits to developing our staff to meet today's challenges and patrons of the Archives is the ability to access infor­ providing job satisfaction; by modernizing facilities mation from great distances. Although the regional and utilizing emerging technologies; and by being the archives structure of the Archives has made it easier best advocate for ourselves in our role as a global for many citizens to visit NARA facilities, for mil­ le-ader in archives administration. lions of other individuals the trip to an Archives location can be a long journey. NARA has thus established a file transfer protocol (FTP) site on the Internet to make available copies of descriptive mate­ rials about the agency's work and holdings. We are Trudy Huskamp Peterson also developing mechanisms for the delivery of infor­ Acting Archivist ofthe United States mation; we are anticipating and planning for future development of the information highway's potential impact on the archival world; we are expanding NARA's role in providing information about records found in other government agencies; and we are working with other agencies and institutions in A Comrnitrr1ent to Meet New Records Challenges

Sl\C'l'/ON CON1'l\N1'S Across the United States, the National have committed ourselves to continuing Archives strives to saftguard the nations to serve the customers ofthe National PART ONE memory. At its main focilities in Archives with the sense ofdedication and 9 SERVING Tl/£i RECOIWS NEEDS Of THE GOVERNMENT .1ND ITS PEOI'l,l\ Washington, DC and College Park, pride which has always characterized our Mtzryland; at its Presidential Libraries, employees. A F!U:SH COMMITMENT TO SEHVF: Tm; PUBLIC Regional Archives, and Federal Records In this period of change, a time when OPENING THE NATIONAL AllCillVES AT COLLEGE PAEIK Centers in every part ofthe country, the we are attempting to do more with less, Archives preserves andprovides access to we appreciate and welcome the support ALASKA's NATIVE POPULATION AND A RI,GIONAL AHCIIIVES Federal records. The Archives assists other of private individuals and organizations A NEW RECOIUJS CENTlm IN MASSACHUSE'ITS institutions and individuals in managing working with us to preserve and make records, offirs publications, exhibits, and available our documentary riches. The CENTI.;H Hlll LEGISLATIVE AHCII!VES: PIU:SMIVING AND MAKING educationalprograms, applies new National Archives enjoys the assistance AVAILABLE THE RECOHDS OF CONGRESS technological systems and streamlined of hundreds ofvolunteers who perform APPRAISING FWI.;Hi\f, RECORDS processes in advancing archival interests, various activities with great skill. We and builds partnerships with states, local have the support ofstate and local OPENING R~:COI\DS ON POW/MIA AFFA!HS governments, academic institutions, and agencies and societies who work with us TACKLING THE DECLASS!F!CAT!ON DILEMMA other individuals and organizations that on cooperative projects. And we rely on carefor the nations documentary record the determination of the Archives staff RrcCOIUJS FOR GENiiALOGISTS itself to provide to the public its best Bun Two PAHT ONE professional efforts. Serving the Records In 1994 the National Archives 18 ES'l'AIIJ./SillNG !IN !NFOR~MTION NWI'WORK Needs of the Government issued a Customer Service Plan as part A NATIONAL Eu;cntONIC LINK TO THE AI\Cli!Vf:S and its People of the government-wide reinvention and customer service initiatives. The NARA's ROLE IN THE NATIONAL lNFOHMATION lNFHASTI\UCTUHE plan sets forth basic standards that tell AUTOMATED RESI•:AHCH TOOLS AND TI!F; PRESIDENTIAL L!BRAH!ES A Fresh Commitment to our researchers and visitors what to Serve the Public expect when they come to our facilities. PART THREE: NARA's work earned the personal 2.1 BUILDING .i>J!R'l'NERSll/PS fT'his is a time ofchange at the recognition of Vice President AI Gore, •1 National Archives. In 1994 the who praised NARA's strategic planning TEACII!NG HIGH SCHOOl. STUDENTS TO USE Docum;NTS agency developed a strategic plan for the process and its effort to create broad, PU!H.IS!!!NG THE PAPE!IS OF TI!F: PHES!DENT: Tm: FED!o:I\AL RE(;[STEH future. The Archives has also reorganized organization-wide support for the and has significantly reduced irs work Administration's government LE'JTING TilE PAST TELL ITS OWN STOHY: DOCU~!Io:NTAHY EDITING force. At the same time, we have taken reinvention initiative. AND Tim NHPRC steps to use the technology of the As a part of its customer service A SALUTE TO NATIONAL AHCIIIVES VOLUNTI•:EHS information highway to bring the public initiative, plans were made to survey closer to the magnificent documentary major groups of National Archives resources under our custody. And we users-genealogists, historians, A COMJ\1JTMENT TO MEET NEW HECORDS CHALLENGES

museum visitors and others-for their receive over 119 different documents. Award" is presented by the Vice room, and conducting several customer evaluation ofand suggestions for NARA is also allocating resources for President to individuals who have surveys to determine how to improve improving services provided. Some sharing publications on d1e Internet. participated in a team effort that has delivery ofservices. Diane LeBlanc, limited surveying also was done in Two pilot projects entitled dramatically improved the way Center Director, said that the staff has several areas, including Federal "Technology to Enhance Reference government works. Several National prided itself on implementing the government agency personnel, Customer Satisfaction" (TERCS) have Archives employees have received Centers Information Processing System publications customers, and still and been conducted at regional sites. The Hammer awards. (CIPS). "Eighty percent of our general motion picture researchers. In response Fort Worth Records Center is now Diane Nixon, Director of the reference requests are now received to these early findings, NARA providing copies of U.S. District and National Archives Pacific Southwest electronically mrough this program," took steps to improve service to Bankruptcy Court records directly to Region, received a 1994 Hammer said Ms. LeBlanc, "d1ereby reducing tl1e customers in several areas. customers in response to telephone and award on behalf of the Regional time it takes for our customers to The National Archives has surveyed fax requests. This project is designed to Archives staff. The award acknowl­ receive their records." In commenting genealogists, historians, museum improve turnaround time for both edged d1e work of the staff in providing on me award, Ms. LeBlanc said, "The visitors, publications customers, receipt of requests and responses to CD-ROM-based indexes to census spirit of reinvention underlies the day­ Federal government agency personnel, them. Customers can receive copies of records. to-day operation of me entire center. and other groups to ascertain ways in court records stored at Federal records Another Hammer Award honored Every member of the... team is fully which NARA's services to its public centers via fax, overnight delivery, or 22 Federal agencies tim coordinated cognizant of the fact that being can be enhanced and improved. In regular mail, at their convenience. The me mobilization response to the responsive to me needs ofcustomers is response to its early findings, NARA project went into effect at the end of January 17 earthquake in Northridge, the essence of public service." took steps to improve service to March 1994 and has so far proven California. Sharon Roadway, Director, customers in several areas. quite popular. Los Angeles Federal Records Center, The Nontextual Archives Division is The second TERCS project, accepted the award on behalf of those Opening the National undertaking a project in motion picture conducted at d1e Pacific Southwest agencies in her capacity as Vice Chair Archives at College Park and broadcast quality video Region in California, provides to onsite of me Greater Los Angeles Federal reproduction that allows customers to genealogical researchers with CD-ROM Executive Board and as coordinator of n February 1994 a new National deal wid1 their choice of contract versions ofcommercially created indexes the mobilization response. Several I Archives facility opened to researchers reproduction labs. to Federal census data held in the NARA staff members were recognized and the public in College Park, Several National Archives units are regional archives. The goals of the for their roles during me eardlquake Maryland. The National Archives at developing automated sources and project are to determine system including Jim McSweeney, Ms. Nixon, College Park, also known as Archives electronic tools to improve customer feasibility and user satisfaction, and the and Suzanne Dewberry. II, represents six years of planning and access. Projects include development availability ofvoluntaty assistance and Employees at the Federal Records construction and is the largest and most and use ofdatabases in the Motion donations to continue me service Center in Walmam, Massachusetts also technologically advanced archives Picture, Sound, and Video Branch and beyond d1e end of tl1e pilot. The project received a Hammer Award. During the facility in the world. the Still Picture Branch. E-mail opened in February 1994 and has been past year the records center has made a At a ceremony on May 12, 1994 reference requests are now accepted in well received by customers (even those special commitment to customer hosted by Acting Archivist of the the User Services Division and routed wid1litde experience with computers). service, streamlining operations while United States Trudy Huskamp to appropriate units. The NARA Fax­ As part of the Federal Government's continuing to meet a growing workload, Peterson, the National Archives on-Demand system now allows users to reinvention initiative, me "Hammer expanding the center's textual research dedicated me new building. Speakers SERV/;\'C 1'/JE RECORD>: NEED:; OF TilE GOVER;VME.VT 1lND ITS l'WPJ,t;

included The Honorable Paul S. Kerwin, President, University of records as well as still photographs, Dr. Peterson described the opening Sarbanes, United States Senator from Maryland at College Park; and Dr. charts, maps, motion picture, sound ofArchives II as "an opportunity to Maryland; The Honorable Steny H. Jean-Pierre Wallot, President, and video footage. The total records rededicate ourselves to our mission of Hoyer, Member of Congress for the International Council on Archives. storage capacity of the building is preserving the nation's documentary Fifth District of Maryland; Louis The move to College Park is a major almost two million cubic feet and can heritage for current and future Goldstein, Comptroller of the State of undertaking that will take place over the accommodate additional Federal generations." Maryland representing the Honorable next three years, The new f.1cility will records and other materials well into William Donald Schaeffer, Governor, house the permanently valuable non­ the next century. The volume of State of Maryland; Parris N. textual records of the National records being moved over the next Alaska's Native Population Glendening, County Executive of Archives-more than seven million still three years is approximately 765,934 and Federal Records Prince Georges County; Dr. William E. pictures; 11 million charts, maps and cubic feet, which would fill almost six aerial photographs; 112,274 reels of olympic-size swimming pools. Textual tr'he Pribilof!slands, windswept motion pictures and 200,122 sound and records will be stored on 520 miles of •1 specks ofland in the vastness ofthe video recordings, as well as nlll11erous high-density mobile shelving-laid end Bering Sea, are the summer breeding textual records. A number ofspecial to end, the shelving would reach from grounds of the northern fur seal. collections will be housed at Archives II, the Main National Archives Building in Gerasim Pribilof, a navigator for including the Nixon Presidential Washington, DC, to the Gerald R. Lebedev-Lastochin (sort of a Russian Materials Project and the John F. Ford Library in Ann Arbor, MI. Hudson's Bay Company) discovered Kennedy Assassination Act Collection. Archives II has facilities to the uninhabited islands in 1786 and The National Archives at College accommodate 390 researchers at one brought enslaved Native hunters from Park will serve as an archives for the time in a research complex that the Aleutians to create an instant work 21st century, protecting and preserving includes an auditorium and state of the force. Over the years, sm

For example, when the fisheries the Region's holdings in similar distinct Native groups. Fascinating for rich information on various issues from agents paid the Native work gangs practical ways. One of the Alaska anthropologists and other researchers, land claims to native-government canteen wages, they unwittingly made Region's most active series of records is these records have more th~m passing relations. The records at the Region d1e sealers employees of the Federal the student folders for Mount value to d1e people they concern. For document the impact of the Exxon government. Money paid to d1e sealing Edgecumbe, ilie Bureau ofindian example, the daughter ofan elderly man Valdez oil spill; provide compensation crews listed in d1ese files are often ilie Affairs' largest and most diverse school. in Chignik Lake, a tiny village where the for fishermen, many ofwhom are only surviving evidence to validate claims Located in Sitka, Mount Edgecumbe Aleutian Chain meets the Alaska Native; and establish archaeological ofAleuts who are seeking pensions under attracted boarding students from Peninsula, contacted us as a last hope. evidence ofearly occupation. Based on the 1883 Civil Service Act. Also in the virtually every village in Alaska. The She was dying ofcancer. Her father had the records, the Coast Guard cleans up files is correspondence about the annual sntdent folders contain much more than no personal records to prove his its two Aleutian lighthouses; National seal harvest, daily kill records, tallies of academic information. Nor a week eligibiliry for government medical Marine Fisheries restores the fragile skins shipped and ofmeat and oil by­ passes without the regional archives assistance. The BIA had included the environment around its old facilities on products, letters ftom off-islanders asking receiving a request for a transcript for village in its census-taking and regional the Pribilofs; the Corps of Engineers for permissions to land, scientific studies, such varying reasons as application to archives staff found his listing, provided removes nuclear waste discovered near a and wide-ranging comments and Stanford Universiry or for entry into certified copies, and the man gained his Native village on the Bering Sea. The observations made by d1e fisheries agents. truck-driving school in Casper, rightful benefits. Alaska Region is reaching a range of Some of d1e most poignant records Wyoming. An elderly Native searches These exan1ples are repeated and people who are learning that the relate to the 1942 evacuation of the the records hoping to satisfY his extended as Alaska's Native communiry records document and protect their islanders to abandoned canneries in employer's demand for proof that he is discovers the rich holdings of the Alaska rights and interests. Southeast Alaska. This tragic a high school graduate. He is, and after Region. And they are not the only ways occurrence, and its aftermaili, his visit, he can prove it. in which these citizens are learning to generated records that have assumed Just as vital are ilie records created by use the records to establish and protect A Ne,v Records Center in very valuable contemporary use. For the Bureau ofindian Affairs known as their rights and interests. Bureau of Massachusetts example, most people today know the "village census rolls." From 1912 to Land Management records provide evi­ about the compensation for Japanese 1972, the Bureau periodically took a dence of Native land rights-to estab­ IT'he National Archives at College Americans interned during World War census ofsome 328 Native villages lish historic rights ofway and as a basis · 1 Park was not the only new facility II. Few know that the survivors of the throughout Alaska. Compiled by ilie for "nonrestrictive native deeds." opened by NARA in 1994. On August Aleut relocation and their descendants Bureau's teachers, physicians, nurses, or Records resulting ftom the Alaska 15, 1994, the National Archives used Federal records to win inclusion in other agents, the census enumerates d1e Native Claims Settlement Act protect dedicated its National Records Center that legislation. Based on archival head ofhousehold, people living therein traditional-use sites and Native land and Regional Archives in Pittsfield, records, the law awarded each survivor and their relationship to the head, and claims, and city managers of predomi­ MA, to Silvio 0. Conte. Representative or heir $12,000 compensation. some personal information such as place nantly Native communities use the Conte served in Congress as a While the unique history of the and date of birth, percentage of Native records to establish village and personal representative from western Pribilofs' peculiar institution provides blood, and education. In many cases, ilie land titles. Navy files document envi­ Massachusetts from 1958-91 and spectacular examples ofhow one small village census rolls are the only records ronmental hazards and relationships to initiated the legislation for the facility. eilinic group can use archival sources to documenting when an older Native was native communiry health issues. The speakers at the dedication protect their rights, Alaska's Native born, his familial relations, and the In myriad ways, the National included Senator Edward Kennedy (D­ communiry at large is learning to use percentage blood he has ofAlaska's d1ree Archives-Alaska Region is providing MA), Representative John Olver (D­ SERVING '/'liE RECORDS NEEDS OF '/'fiE GOVERNMENT ;IND 1'1'5 PEOPLE

MA), Acting Archivist of the United A low tan brick building, the new Congressional Research Center into a widely available. Distributed to public States Trudy Huskmnp Peterson, and facility seems very quiet from the state-of-the-art research facility for the and private high schools in Pennsylva­ GSA Deputy Regional Administrator outside, says Pat Nichols, a reporter for study ofCongress. nia, Delaware, New Jersey, Virginia, Robert Dunfey, who served as Master of the local Berkshire Eagle. "But inside, Initially the Congressional Research Tennessee, Washington, D.C., m1d por­ Ceremonies. Dusty Houser, District energy fills the reading area. A pleasant Center will offer dedicated space for tions of California, The Presidency of representative ofSenator John Kerry, ceast wing of the National history interviews and videotape floor series ofeducational document packets Pittsfield, MA, a jeatured speaker was Mrs. Corrine Archives' Central Research Room proceedings, will also be made available planned by the Center to share the Conte, widow ofthe l:ue Congresmum. Seated researchers now enjoy access to the to htture researchers at the Center. extraordinary documentary treasures in behind Mrs. Conte are (l-1~ Pittsfield Mayor Edward Reilly; jean Nudtl, regional director; Robert Center's holdings, to finding aids to The Center also sponsors a public its holdings with the nation's students. Dtoifey, Jr., Generttl Services Adm.; Congressmtm other congressional repositories' and educational outreach progrthe Hill. time The Presidency ofThomasjeffirsorz, ]effirson, the Foundation for the Shartrmul, Pittsfield, MA). The Center's goal is to transform the an educational document packet, was National Archives is seeking additional A COMMITMENT TO MEET NEW HECOHDS CH.U.LENGES

private-sector support to provide for a Appraising Federal Records Archives Federal Records Centers tl1at Opening. Re<.~or.cls.· on second printing in the fall and temporarily store records that agencies POWI MIA Affairs distribution to schools in other states. rT:: very day the Federal government seldom use. Only the chosen few are The Center has two new outreach L produces vast quantities of preserved in the National Archives itself. ince the end ofthe Vietntun War, projects underway. One seeks to records-paper documents, The role ofappraisal archivists is a Sfriends and re!dtives ofsoldiers who produce an educational document photographs, videotapes, maps, demanding one-to review records were missing-in-action or known to be packet and exhibit on women's writings computer disks, and other formats used schedules, exatnine records and make the prisoners-of-war have unceasingly to Congress to commemorate the 75th to record information. To keep things ultimate recommendation to the sought information about their loved anniversary ofwomen's suffrage in under control, Federal agencies, with Archivist as to whether the records can be ones. Reported live-sightings of August, 1995. This project will feature the help of the National Archives, disposed ofor should be saved Americat1s in Southeast Asia raised women's letters, petitions, and other implement records management permanently. These archivists draw on questions about the existence of records that document the histoty of systems. In order to ensure the creation their knowledge of the holdings of the women's civic action at the national and preservation of materials vital to National Archives, the function, level before women won the right to keeping a full and accurate record of progran1s, and structures of tl1e various vote. The other project focuses on the the government's activities, the agencies of the Federal government, and history and operations of Congress and National Archives determines which of an understanding and appreciation of will feature the records of Congress in these records are valuable enough to historical research needs. Their decisions an educational document packet. The keep and which can be disposed of shape a significant part ofour national Center hopes to produce a CD-ROM when no longer needed by the documentary heritage. version of this publication. The CD­ originating agency. This is a daunting To help agencies carry out their duties ROM version will include oral task since only a small percentage of in managing records, d1e Office of histories, editorial cartoons, committee what is created annually is considered Records Administration also provides a minutes, videotaped floor proceedings, worth retaining permanently. variety ofother services. It develops and a wide variery ofdocuments One of the most important regulations to guide agencies, conducts combined into a large electronic library responsibilities of the National Archives u·aining classes for agency records officers, ofcongressional materials made is the appraisal process: deciding which and evaluates the effectiveness ofagency accessible in an interactive format. Both records have enduring value for the records management progratns. projects seek to combine National government and the people of the If it were not for records managers Archives' resources with private-sector United States and which have only a at1d appraisal archivists, d1e volume of support to create path-breaking limited, temporaty value. Specially records accwnulated annually by the With btmdagedfoce and barefoot, US. Air Force Lt. educational products. trained archivists from the Office of Federal government would be Col.). L. Hughes is paraded between two guards. In all its endeavors, the Center Records Administration work closely w1manageable. Important documents (342-AF- I 05827) strives to fulfill its mission to preserve with agency records officers advising would be lost, submerged in a sea of the records of Congress, to document them on how to create schedules paper and tape; indeed, the nation's the workings of the world's premier proposing to keep or destroy groups of memoty would be obscured, if not deliberative and legislative body, and to records. Some records are destroyed in partially lost. make the records ofCongress available offices as soon as their usefulness is to the people of the United States. complete; others go to cl1e National l SEnVING THE RECO[{lJS NEEDS OF TilE COVEllNMENT ,·IND 1'/'S PEOF'U:

captives long after all POWs had been military agencies. But the fem remained fed the perception that government preliminary inventory prepared to make returned. Observers questioned the that critical information had been officials have something to hide." The them accessible. The records of the government's methods and the level of overlooked or denied to the public. committee's final report in 1993 committee have since been the most official commitment to track and Questions persisted, in patt, because the emphasized that "The Committee's first heavily researched records at the Center. recover Americans who remained records that contained the evidence were priority was to examine any evidence of The records of the Senate Select unaccounted for. closed to researchers. Indeed, the Senate live Americans; its second priority was to Committee on POW/MIA Affairs When the Senate Select Committee Select Committee's final report states lay out for all Americans the evidence to constitute an important resource for on POW/MIA Affairs expired at the end that "Nothing has done more to fuel let them judge its merits for themselves." family members of POWs and MIAs, of the 102nd Congress Qanuary 1993), suspicion about the government's On July 1, 1992 the Select veterans advocates, and scholars. The its co-chairmen, Senators John F. Kerry handling of the POW/MIA issue than Committee requested President George 375 linear feet of records are organized and Bob Smith, demanded dm the the fact that so many documents related Bush's support for the declassification into six subgroups: 164 feet ofcopies records of the committee be made to those efforts have remained classified of POW/MIA-related records. Three ofPOW/MIA-related records received available to the public as quickly as so long." weeks later the President signed from other government agencies; 113 possible. Senate mles specifY that most By 1991, with family members still Executive Order 12812, which feet of records created by the Senate committee records are to remain seeking answers and the U.S. govern­ required all government agencies to committee, including transcripts of closed for a period of rwenty years after ment moving toward opening trade with review their POW/MIA-related hearings and depositions, committee they are created. Selected records are Vietnam, momentum was building to documents for declassification. To publications, and the files of its further closed for longer periods if they open the records. In 1991 Senator John comply with the declassification administrative and investigative staff; contain information affecting the McCain, a former Vietnam War POW, demands, the Department of Defense 6 feet of audio-visual materials; 1 series national security, or information that introduced an amendment to the established the Central Documentation of electronic automation files; and 92 would violate the privacy ofan National Defense Authorization Bill that Office (later renamed the Defense feet of classified records. As the individual if released. The urgency of the required the Department ofDefense to POW/MIA OfEce) to collect classified records are declassified or Select Committee's mission, to collect disclose any record, live-sighting, or other documentation from American sources. sanitized, a new parallel series is being and examine government records informacion in its custody relating to any The Department of Defense also created. The most frequently relating to POWs and MIAs from the Vietnam-era POW/MIA. The amend­ created the intergovernmental U.S.­ researched records are the live-sighting Vietnam War, and to hear the testimony ment, which became known as the Russia Joint Commission, with its files from the Defense Intelligence ofkey military and civilian experts on McCain Bill, was the beginning ofa support unit, Task Force Russia, and Agency and the depositions of former the subject, however, compelled series ofactions that led to one of the an interagency Joint Task Force-Full high-ranking government ofEcials who committee members to vote to open its most extraordinary declassification pro­ Accounting. The mission of these were in charge ofPOW/MIA-related records immediately. jects in history. groups was to scour the archives, affairs. In the case of the POW/MIA Responding to citizens' urgent Following on the heels of the museums, and landscapes of foreign records, as in cases of other classified appeals, congressional committees held McCain Bill, the Senate created the nations for evidence pertaining to records, the National Archives is hearings on POW/MIA-related subjects Select Committee on POW/MIA American POWs and MIAs. working diligently to make docu­ in every year since the end of the war. AfEurs. The committee concluded that Processing the records of the Select mentary source material available for Special units were also cremed in each "Rightly or wrongly, the secrecy­ Committee was made the top priority at public use at the earliest possible time. branch of the armed forces to handle especially about live-sighting reports and the National Archives' Center for POW/MIA questions, and special critical internal reviews of Defense Legislative Archives. The arrangement investigations were conducted within the Intelligence Agency procedures-have of d1e records was completed

Tackling the Declassification Cold War-era documents will remain a and methods ofoperations. The will­ nuclear energy or nuclear weaponry Dile1nma problem for many years to come. ingness of sources to cooperate in the which require an additional security There are several major considera­ future depends on their assurances of clearance for access and special storage lassified Cold War-era documents tions in releasing currently classified confidentiality. Some Cold War-era facilities. The Archives has no authority Chave presented archivists ofthe Cold War-era documents: sources are still alive and might be in to declassifY these documents; all records National Archives with a host of diffi­ Foreign government information jeopardy if their past cooperation containing RD must be coordinated culties that they did not have with given in confidence to tl1e United States became known. with Department of Energy personnel. World War II-era documents. The by a foreign government cannot be Beyond intelligence gathering, post­ NARA is working with the White Second World War was a clearly declassified witl1out that government's war administrations often used covert House and others in the Executive defined conflict whose combatants were approval. This includes botl1 lerterhead operations as part of their foreign policy. branch to find answers to the dilemmas openly declared and with an outcome documents from tl1e government and Although the fact of these operations is of declassification. In late 1994, the that was dramatic and conclusive. The information provided orally tl1at is incor­ widely known, the U.S. government is President issued a bulk declassification Cold War, by comparison, was often porated into U.S. dowments. This can still reluctant to divulge details. order which enabled the National fought covertly, involving neutral coun­ result in large numbers ofdocuments Local issues range from negotiations Archives to release nearly 20 percent of tries and local disputes. Intelligence being withheld from researchers. over U.S. military bases to cooperation the total number ofclassified docun1ents agencies grew in size and importance The nations that were formerly by neutral countries in ami-communist in irs custody, most relating to World during the Cold War era. Military tech­ under Soviet domination present a new efforts. In an artempt to organize world­ War II activities. The bulk declassifica­ nologies became more sophisticated dilemma. The former communist gov­ wide opposition to the Communist Bloc, tion order was an important first victory while tl1e development of nuclear and ernments had no policy allowing tl1e the U.S. invariably became entangled in in the struggle to come to grips witl1 this other special technologies led to special U.S. to declassifY any information they local and regional issues which continue perplexing archival problem. security classific..1tions to restrict further had given us. Since these governments to be sensitive. In the past, inadvertent In addition, the Information Security access to documents. have disappeared, and in some cases the release ofinformation by the U.S. has Oversight Office and NARA have collab­ The Records Declassification countries as well, it is unclear at this d;unaged governments that were friendly orated on a feasibility study for an auto­ Division has had an ongoing project, in time how much latitude rhe United to us. This has reinforced U.S. awareness mated declassification system called The cooperation with the Department of States will have in the future to declassi­ of the need to protect local sensitivities. Interagency Declassification Support State, to review systematically State fY their dowments. Military technology exploded and a System (IDSS). The system envisions Department decimal and lot files. A Multinational organizations such as proliferation ofadvanced weaponry two goals: to assist Federal agencies in tl1e second team reviews records of the mil­ NATO and SEATO further complicat­ developed during tl1e Cold War era. process ofdeclassifYing information and italy agencies. But complexities of tl1e ed rhe post-war era. Classified dow­ Altl1ough mucl1 of tl1e information to enable government and public users Cold War era means that some files can ments originating from tl1ese organiza­ about this technology no longer needs access to declassified records via an online not be reviewed systematically. At the tions cannot be declassified withom the protection, the complexity ofthe tech­ database. As part of the study, the same rime, special requests from organization's approval. nology can make it difficult to determine MITRE Corporation analyzed the researchers divert National Archives Intelligence operations grew dra­ what information can now be declassi­ requirements ofa system which would resources from systematic review. matically after their fledgling begin­ fied. NARA is working with the help agencies declassifY information faster The National Archives will continue nings during the Second World War. Department of Defense to develop more and more consistently and to share infor­ to identifY and review the records likely As with any information gathering complete guidelines. mation with tl1emselves and the public. to be heavily used by researchers, but organization, the intelligence commu­ "Restricted Data" (RD) applies to NARA continues its efforts to work the job is an enormous one. Classified nity still wishes to protect its sources documents such as tl1ose dealing with with the various agencies to release as SERVING '/'HE RECOIWS NEEDS OF THE: GOVERNMENT AND ITS PEOnE

much information to the public as pos­ researchers, therefore, the Archives is a application files for veterans of these serving the state in which the Federal sible, consistent with legitimate nation­ very valuable resource institution. wars or their widows or other depen­ court is located. However, most natural­ al security needs. Census schedules, land records, passport dents are also available. Pension files izations before 1906 occurred in local, applications, personnel records, claims for Confederate veterans may be county, or state courts, and those records for pensions and bounty lands, military obtained from the state archives or are not held by the National Archives. Records for Genealogists service records, immigration and equivalent agency of the state in which Records about Native Americans are naturalization records, passenger lists­ the veteran resided after the war. limited to records created or collected rr'he National Archives has custody of the records in the Archives are replete Immigration records include ship by the Federal government about •1 millions ofrecords relating to with information which can aid almost passenger arrivals at the ports of Federally recognized tribes. The most persons who have had dealings with the any researcher tracing family history. Baltimore, MD (1820-1909); Boston, frequently requested records are Federal government. For genealogical In 1994 the National Archives MA (1820-1943); Detroit, MI (1906­ available on microfilm; see American undertook what is believed to be the 1957); Galveston, TX (1896-1951); Indians: A Select Catalog ofNational biggest archival move in history, Gloucester, MA (1918-1943); Key Archives Microfilm Publications. This transferring massive amounts of files West, FL (1898-1945); New Bedford, catalog is being revised and should be from its main building in Washington, MA (1902-1943); New Orleans, LA available within a few months. Other DC, to its new building in College (1820-1945); New York, NY (1820­ records are described in Edward E. Park, Maryland. Most records used by 1957); Philadelphia, PA (1800-1945); Hill, Guide to Records in the National genealogical researchers will remain in Port Townsend/Tacoma, WA (1894­ Archives ofthe United States Relating to the main building. Census, pre-World 1909); Portland, ME (1893-1943); American Indians. War I military, immigration, Providence, RI (1911-1943); San Other records remaining in the naturalization, and Bureau of Indian Francisco, CA (1882-1957); Savannah, main National Archives Building in Affairs records are among those GA (1906-1945); Seattle/Port downtown Washington, DC, include remaining downtown. Townsend, WA(l882-1957). There are passport applications (1789-1906) and Federal census records include the also arrival records for miscellaneous postal, maritime, lighthouse, and Civil population census (1790-1920) and Atlantic and Gulf Coast ports (1820­ War-era Internal Revenue Service tax nonpopulation census records 1873); miscellaneous Great Lakes ports assessment lists. (agriculture, manufacturing, mortality, (1820-1873); miscellaneous Southern Aerial photographs, still photographs, and social statistics schedules). Other ports (1890-1954); and the Canadian and maps of the United States and for­ census records include the 1857 border (1929-1954). eign countries are now at Archives II. Genealogists trace fomily history tit the National Minnesota territorial census, and 1885 Microfilmed naturalization records in One record group, for example, includes Archives. state censuses for Colorado, Florida, the main National Archives Building maps ofEurope (and elsewhere) made Nebraska, and New Mexico. include an eclectic mixtme of indexes, by the Army Map Service in the 1950s. Military records include compiled declarations of intention, and petitions These maps show small villages and military service files from the for naturalizations from Federal courts. other details not fotmd on most com­ American Revolution, War of 1812, Federal naturalization records not avail­ mercially available maps. Aerial pho­ Mexican War, Civil War, Indian able in the Microfilm Reading Room in tographs dating to the late 1930s may Wars, Spanish-American War, and Archives I can be obtained from the show the family farm and surrounding Philippine Insurrection. Pension National Archives Regional Archives counttyside as it once was. A COMMITMENT TO MEET NEW RECOI\DS CIL\LLENGES

Periodically, educational programs, ment, on the location of any particular From tl1is small beginning, NARA's download and then save or print the including courses and lectures, are given governmental function and irs records, presence on tl1e Information Superhigh­ images at their local workstations. at the National Archives on genealogy. and on any records pertaining to our­ way has expanded. Four initiatives in CLIO can now only be searched by The regional archives also conduct educa­ selves, our community, and our family. particular should be noted: the develop­ those with Internet access. Despite tl1is tional programs ofinterest to genealogists. We will want to receive immediately ment ofmechanisms for the delivery of limitation, it has proven to be very At the National Archives, bureau­ copies of documents, whether those are information about NARA's holdings popular. It is accessed almost 250 times cratic red tape of the past can become "government publications" or unpub­ and activities; research efforts to develop an hour, or 6,000 times a day, by markers connecting us to family history lished Federal records. Finally, we will a plan for future development ofdelivery people outside ofNARA. For those who and genealogical roots. Sifting through want to be able to identifY records that options; the delivery mechanism used may have a computer and a modem but passenger arrival lists and bounty land are currently being created by the gov­ for the Federal Register; and NARA's not Internet access, NARA will soon records can be detective work both ernment and other records still held by role in providing information about announce direct dial-in access to CLIO. enlightening and enriching. Thousands agencies whether they will be preserved records in otl1er government agencies. of individuals each year are beginning archivally or not and to be linked to an The current focus ofNARA's the research journey. office from which we can request them. electronic access initiatives is CLIO, the The National Archives has begun a NARA gopher. Gopher is one of the number of projects exploring how it most common Internet services. It PAHTTWO may best exploit the new technology. arranges text, image, sound, and motion E~tablishing an Information One of the primary potential benefits picture files hierarchically. If properly Netu;ork to electronic patrons of the National designed, navigation among the files Archives is the abiliry to access from a should be simple even for the most distance information about the inexperienced Internet "surfer." CLIO, A National Electronic Link National Archives and its holdings. found at gopher.nara.gov, and its to the Archives The regional snucture of the National associated World-Wide-Web site, Archives has made it easier for citizens www.nara.gov, offers immediate access /1'he coming National Information to visit NARA facilities, but for to over 300 files. •1 Superhighway presents the National millions the trip to a NARA location Among the publications found on Archives with unprecedented opportuni­ can be a difficult journey. While CLIO are descriptions ofNARA facili­ ties. By the end of the decade, people in electronic access will never replace a ties nationwide; information on NARA their offices, schools, and homes visit, the National Archives, by holdings; copies ofNARA publications throughout the United States should be providing information electronically in and finding aids; information leaflets; President Ni.~on meeting Elvis Preslq is the most able to connect electronically to the advance to patrons, can make their press releases; and other materials. requestedphoto in the holdings ofthe National National Archives. visit even more productive. To this Recently digitized copies ofpho­ Archives. What will they see if they do con­ end, NARA's Center for Electronic tographs from NARA's holdings have nect to the Archives? What services Records has established a file transfer also been made available. The pho­ they might be able to use? Almost cer­ protocol (FTP) site on the Internet. tographs range in subject from the Civil tainly we will want to be able to obtain The purpose of the site is to malce War to President Nixon meeting Elvis information on the holdings ofNARA, available copies of descriptive materials Presley. Researchers with the proper on the history of rhe Federal govern­ about the Center and its holdings. software can view the images on-line or ESTABUSHINC AN /NFOllM!I'f/ON NETWORK

CLIO's success has been built by electronic whole. NARA is engaged is (IITF), chaired by Secretary of intellectual property, dissemination of exploiting existing publications and exploring other ways to communicate Commerce Ron Brown. The IITF is government information, and information leaflets. NARA is now electronically. Projects to understand charged with developing a strategy for management of the records ofscience preparing to install W AIS (Wide Area and use related technologies, including creating a National Information and technology. All of these issues are Information Server) indexing software. CD-ROM and digital imaging, are Infrastructure by means of the latest central ro NARA's role as an archival This will permit the detailed searching underway. NARA's ability to accept available information technology. A institution and information provider. of the full text of flies found on and respond to reference inquiries via report issued by the Task Force on In late 1994, the OMB announced NARA's Internet server. e-mail is increasing. And NARA's September 15, 1993, entitled "The the creation of a new online In addition, NARA has begun a sys­ involvement with the Information National Information Infrastructure: Government Information Locator tematic exploration of the information Infrastructure Task Force, the largest Agenda for Action," described the Service (GILS). All Federal agencies are needs ofcitizens in a location remote government effort to plan the proposed infrastructure as a "seamless to provide, within one year, online &om a NARA facility to understand bet­ development of the information web of communications networks, access to descriptions of their holdings, ter both what they may want electronical­ superhighway, is extensive. computers, databases, and consumer including both information products ly &om NARA and what NARA would NARA has done and is doing much electronics that will put vast amounts of (primarily publications and other need to do to deliver the information. As on the emerging National Information information at users' fingertips." materials for public distribution) and part ofan interagency agreement, a team Infrastructure. While it may not yet be Because of its unique role as the electronic information systems (at from the National Institute ofStandards the first "virtual archive," the strategic government's institutional records minimum, aggregate descriptions of and Technology (NIST) have been inter­ planning, experimentation, and develop­ manager and the primary custodian of major databases created and used by viewing and surveying a selected group of ment of new tools for electronic access historical Federal information, the agencies in fulfilling their missions, individuals in Nebraska to determine have begun. With effective planning and National Archives and Records whether accessible to the public or not). their need for information &om NARA combined internal and external support Administration has played an important The GILS will function as a "virtual The NIST team is seeking to identif}r of its initiatives, when the National role in the IITF since its inception and card catalog" rather than as a source for more clearly what government informa­ Information Infrastructure finally makes has been actively involved in the electronic versions of documents. tion Nebraskans need, when they need it, it co the door ofevery school and house development of the National Although the GILS will be a and in what formats they need it. The in the country, the Virtual National Information Infrastructure. Acting decentralized system, with each agency project authors will then assess NARA's Archives will arrive with it. Archivist Tmdy Peterson is a member creating and maintaining its own existing and planned on-line and digital of the IITF's Information Policy locator, NARA will play a major role in resources and systems to see how they Committee, chaired by Sally Katzen, its development by establishing must be modified or improved ifNARA NARA's Hole in the National director of the Office of Management descriptive standards for the entries, II! is to address the identified customer infor­ Information Infrastructure and Budget's Office ofinformation and training agency staff to create mation needs. The study will also suggest Regulatory Affairs, which is the descriptions that meet the standards, initiatives to digitize material for access ne ofthe earliest goals set by the government's primary information and helping agencies use GILS for and perhaps eventually for preservation. OClinton Administration has been the regulator and policy maker. NARA staff records management and records NARA is currently building a Wide improvement of communication members serve on other IITF scheduling purposes. Area Network, NARANET, that will between the Federal government and committees and on working groups of NARA has a special interest in the enable it to link all its hKilities (e.g., the Amerie

den of determining fair use ofcopy­ homes to view digital copies of docu­ INTERNET SERVICES records describing the holdings of the righted materials on users of electronic ments and audiovisual materials? • Researchers consulting the NARA Hoover, Ford and other libraries. information rather than on intermedi­ Although the answers to these ques­ Internet gopher can view or download ary providers such as archives and tions are by no means clear, the libraries guides to the holdings of several The libraries, both individually and libraries. NARA has also emphasized have been exploring the use ofcomput­ libraries, descriptions of Nixon collectively, have undertaken new that all Federal agencies may need to er technology to improve access to hold­ administration audiovisual materials, automation projects that should come make digital copies of copyrighted elec­ ings for several years. Projects initiated and even digitized copies ofsome to fruition in coming months and years. tronic records to comply with statutory in the last decade have resulted in new Nixon photographs. The Roosevelt Library is collaborating obligations under the Freedom of or improved services for researchers. • The Roosevelt and Johnson Libraries with Marist College on a multimedia pro­ Information Act (FOIA), since copy­ maintain gophers to provide ject called "FOR Day by Day" which will righted materials can sometimes become DIRECT LIBRARY SERVICES information. In a recent three-month incotporate texmal and audiovisual mate­ Federal records subject to FOIA under • Researchers contacting or visiting the period, Internet users visited the rials with a detailed chronology ofPresi­ certain conditions. In addition, libraries Ford and Carter Libraries routinely Johnson gopher 24,000 times to view dent Roosevelt's life and career. Interns and archives will need to make copies of receive search reports produced from or download photographic images are now compiling the chronology. copyrighted electronic records for PRESNET databases. These reports and finding aids. The Truman Library recently preservation purposes. provide folder-level subject access to • Researchers can view some finding contracted with American Imaging NARA's efforts in behalf of the thousands of feet of holdings. aids, oral histories, PRESNET data, Corporation to scan the Library's National Information Infrastructure is • Ford Library users can obtain search and descriptive information on libraty photo index cards and about 15,000 part of its overall commitment to reports from an electronic copy of holdings on the SunSITE system at photographs onto CD-ROM. The launch the National Archives into the 11,000 pages of the President's Daily the University of North Carolina. Library eventually hopes to scan the new world of information technology. Diary, a log of Presidential activities, SunSITE also serves as the primary entire photograph collection. The NARA's involvement in government­ meetings and telephone calls. Internet host for all speeches, press Johnson Library plans to link images wide planning for the national • Researchers can borrow "infobases" briefings, and other documents of its most popular photographs to an information highway has enhanced its on floppy disks from the Johnson released in electronic form by the in-house database of photograph own technical expertise as it explores Library. These disks contain oral Clinton White House. Users can descriptions and also place them on new ways to serve customers. histories and finding aids along with search this material using the W AIS the Library's gopher. indexing software. (Wide Area Information Server) text Researchers soon should have access • Archivists at the Reagan Library and searching system. to the Kennedy Library's guide to hold­ Automated Research Tools Bush Presidential Materials Project • World Wide Web users can view a ings (including illustrations) and the and the Presidential answer reference requests by consult­ multimedia demonstration project finding aid to the President's Office Libraries ing databases produced in the White based on one day of the Ford Daily Files via the World Wide Web. The House. One database indexes and Diary. This project uses Mosaic Library is working with the University If (ow will resetJrchers gtJin tJccess to describes White House documents, software to build links from diary of Massachusetts to convert word pro­ Jl_the holdings ofNARA sPresiden­ while others contain the Staff Secre­ entries to documents, photographs, cessing documents to hypertext files and tial libraries in coming years? Will new tary's papetwork log, the President's and a video clip. place them on the University's server. description and indexing tools be avail­ Daily Diary, and (for the Bush Project • Users of the Res<.>arch Libraries They hope to add other finding aids, able? Will researchers dial into comput­ only) the entire text ofall Presidential Information Network (RUN) can oral histories, and scanned documents er systems from the comfort of their speeches and press releases. access MARC-AMC cataloging as resources permit. BUILDING H!RTNERSH/1'5

The University of North Carolina's Soon, researchers should find more reading and interpreting information; it "It was a time ofsunshine and warm SunSITE system hopes to expand automated tools available, botl1 in will introduce students to some of the weather, when it would have been easy greatly the number of Presidential library research rooms and from their methods employed by historians. to be sunbathing at the beach. Instead documents available electronically in home or ofEce computers. The day Working with students is not a new they were inside poring over historical coming years. In cooperation with when researchers can call up copies of experience for the staff of the Hoover documents. When it was all over they several libraries, they hope to scan significant numbers of Presidential Library. College and university had a great sense ofpride in what they images of millions of documents to documents and audiovisual materials on undergraduates have always been had done ... and deservedly so." create "virtual Presidential libraries." their computers may not be far distant. among the Library's research room The aim of the history camps is The Presidential libraries continue to clientele. For the past two summers the clear. Presidential libraries have the experiment with a variety of projects to Library has conducted these camps for resources to engage high school students make use of information technology. PAHT T!IHE:E selected high schools. The positive in researching and learning history for Building Partnerships response from the students, their themselves, gaining a sense ofhow teachers, and from the Library staff has historical knowledge is obtained, how secured the place of such camps in historical narratives are constructed, and Teaching High School future years. how historians evaluate evidence. The Students to Ose Documents The camps vary in their dynamics exercises allow students to gain a greater yet share many common elements. The understanding ofhistory and to use trhe Herbert Hoover Library is co/lab­ differences are reflections of the goals of critical thinking skills long after they •1 orating with the college ofeducation the teachers and staff who direct each have left the Hoover Library. and the Center for Educational camp. The camps share the use of a History camps are labor-intensive Technology at the University of special "Presidential Documents experiences that reach only a few Northern Iowa (UNI) in a project to Collection" that is part of the Library's students at a time. The program now educate high school students in explor­ holdings and is duplicated at many being developed by the Hoover Library ing history. For the past two years the Presidential libraries across the country. and UNI reflects a belief shared by the Library has sponsored "history camp"­ Compiled by tl1e staff at the Gerald R. Library staff, area educators, and the a five-day, intensive research experience Ford Library for a class at the University University ofNorthern Iowa that in primary source materials. The Library ofMichigan, the collection includes a developing critical reading, thinking, and UNI are now exploring ways to selection ofdocuments on important and interpretive skills among students is transform the history day experience issues covering all the Presidential a vital employment credential in this Teachers and studentsJi-orn Lisbon High School in into the high school classroom via a administrations from Herbert Hoover information-oriented society. Whether Lisbon, Iowa, participated in the Hoover Library's multi-medial presentation. A prototype through Jimmy Carter. students have an opportunity to attend first "history camp." Teacher Mary Beth Hunt research exercise has been developed to As students read and analyze history can1p or analyze documents in (center} directed students in the use ofunpublished primary source mttteria/s. translate the on-site presentation into a hundreds of documents, they gain a front of a computer screen, they will text, audio, graphic and video presenta­ new perspective on Presidential develop the necessary skills to question, tion that can be widely distributed to leadership and decision-making. "It was analyze, interpret, synthesize, and apply junior and senior high schools on both one of the most educational activities large amounts of information of Macintosh and Windows platforms. for high school students I have ever varying value. Even though the The end result will be an exercise about been involved with," noted one teacher. documents to be studied are rooted in A COMMITMENT TO MEET NEW RECORDS CHALLENGES

the past, the skills acquired in using Publishing the Papers of the ofAmerican Presidents appeared in the Jefferson series served as a model for them are vital to the future. President: The Federal 19th century-tl1e papers of George additional editorial ventures and The National Education Goals, as Hegister Washington, edited by Jared Sparks; of impressed President Harry Truman established in Goals 2000: Educate John and John Quincy Adams, edited who encouraged editions of"other great America Act of1994, set forth the n a White House ceremony on August by Charles Francis Adams; and of national figures." Soon, the National desires and needs ofAmericans for I 24, 1994, ActingArchivist Trudy Abraham Lincoln, edited by John Historical Publications and Records improvement in education over the Huskamp Peterson, accompanied by Nicolay and John Hay. But these Commission (NHPRC), an office of next several years. In 1989, America's Public Printer Michael F. DiMario and editions, assembled with much the National Archives, began soliciting governors and the President developed staff members from the National devotion, were ofi:en unreliable because private support for such editorial work. the original six goals, and the U.S. Archives' Federal Register and the of faulty transcription and other In 1964, Congress began to appropriate Congress added two additional goals. Government Printing Office (GPO), editorial problems. funds for the NHPRC to undertake its The goals have been recognized by presented to President Bill Clinton the In 1896, the Federal government every major group ofparents, educa­ first volume of Public Papers ofthe launched a major effort to provide tors, and businesses. The goals state Presidents ofthe United States: William Presidential materials to the public. that by the year 2000, "all students will J Clinton, Book 1. Edited by members Messages and Papers ofthe Presidents, a demonstrate competency over challeng­ of tl1e staff of the Federal Register, the series issued under the authority of ing subject matter" in several stated dis­ first volume of the Clinton Papers, Congress, published by the Government ciplines including history, civics, and covering the period January 20 -July Printing Office, and edited by James D. government, and that "every school will 31, 1993, includes texts of public Richardson, included 20 volumes. The ensure that all students learn to use speeches, news conferences, messages, project ended without reaching 20th their minds well, so they may be pre­ statements, and communications to century Presidents. pared for responsible citizenship, fur­ Congress. Although individual historians such ther learning, and productive employ­ The idea of collecting and editing as John Bassett Moore, Stanislaus ment" in the modern economy. A sec­ significant documents of the American Hamilton, and others edited ond step in reaching Goals 2000 is the government can be traced to Ebenezer Presidential volumes early in the development of national standards for Hazard, a New York bookseller who century, it was not until the end of the each discipline to guide school systems later became U.S. Postmaster General. Second World War that documentary in the improvement of curriculum for For over two decades, Hazard editions of Presidents began to appear individual school programs ofstudy. painstakingly copied by hand in many forms. For the first time, Included prominently and repeatedly is documents relating to the early history scholars, teachers, writers, and others Acting Archivist Trudy Huskamp Peterson presents the requirement that primary source of the country. Thomas Jefferson interested in American history would President Clinton with thefirst volume ofPublic materials be used in the teaching of his­ lauded Hazard's work, two volumes have access to these important Papers ofthe Presidmts ofthe United States: \Vi/limnJ Clinton. From left to right: Mike tory, civics, and government. Programs published between 1792 and 1794, materials. Sullivan. Karen Ashlin, Brian Thompson (NARA); throughout the National Archives, like calling it an undenaking which Julian Boyd, Princeton University Frank Eiden (GPO); Dr. Peterson; President the Hoover program for secondary furnished to any historian "materials librarian and historian, secured support Clinton; Frank DiNario, Public Printer; Fran schools, are providing primary source which he would otherwise acquire with from the New York Times shortly afi:er McDonald, Shirley Clarkson, Rich Claypoole, and teaching materials and experiences to great difficulty and perhaps not at all." the war to launch a definitive edition of Marge Hastings (NARA). meet the standards for Goals 2000. A number of major letterpress editions The Papers ofThomas jefferson. Boyd's BUILDING BtRTNERSfl/PS

own grant program for documentary by the National Archives. Working with and prepare annotations and indexes. work wim the evidence of the past, work, a program that has included NHPRC member Justice Felix The material is quickly published in the rather than relying on "monographic support to universities, historical Frankfurter, members of President Weekly Compilation. The editors then pablum." societies, and other institutions around Eisenhower's staff, and historical prepare me materials for publication in In quiet offices around the nation the country for 17 book and microfilm organizations, Grover devised a plan in the Public Papers. Because ofthe longer historians compile and edit the written projects ofAmerican Presidents. Most 1957 to launch a Presidential series deadlines for me Public Papers, the evidence of the past, documents of the NHPRC-sponsored projects have under the direction of the Federal editors are able to refine the editing and collected from many sources. Their involved extensive efforts to collect Register. The NHPRC recommended annotations and verifY spoken remarks work represents what historian William Presidential documents from public and that me official series include by audio rape not available at me time W. Freehling has called "the editing private institutions around the world. Presidential communications to the Weekly Compikttion is published. revolurion ... one of the great historio­ In 1957 the Library of Congress Congress, public addresses, press Occasionally, material released very late graphic movements ofour time." launched a program to provide access conferences, public letters, messages to and not published in me Weekly The best-known documentaty to its own extraordinary collections of heads of state, and executive documents. Compilation is added, along with editing projects are ofgreat leaders­ Presidential papers. With funds The project began under me editor­ derailed indexes. The chief editor of the Thomas Jefferson, John Jay, Frederick provided by Congress, 23 microfilm ship ofDavid C. Eberhart in 1958. The Public Papers is Karen Ashlin; Michael Douglass, Dwight Eisenhower, and Jane publications, ranging in size from 2 to series eventually included administra­ Sullivan is chief editor for the Weekly Addams. Many document the great 658 reels, have appeared in the tions back to Herbert Hoover and has Compikttion. movements and issues in the nation's Library's program. continued into me Clinton era. The Through the efforts ofpublic and history, from me Constitution to slavery The origins of the Public Papers of program to make Presidential docu­ private historians, agencies, and organi­ to women's rights. Some of the projects the Presidents, ofwhich the volume on ments available for public use is now zations, Americans now have, as never present primary sources generated by an President Clinton begins the most under me direction of Martha L. Girard, before, increasing available documenta­ institution, such as me First Federal recent series, can be traced to a Director of me Federal Register; Frances tion on Presidential administrations Congress. Some-such as the luncheon in the fall of 1954 attended by D. McDonald, Director of the Federal from Washington to Clinton. Documentary History ofthe Ratification Archivist of the United States Wayne Register's Presidential Documents and ofthe Constitution and the Documentary Grover and three former assistants to Legislative Division; and Gwen Estep, History ofthe Supreme Court ofthe President Truman. One of the Chiefof the Presidential Documents Lettina the Past Tell Its Own United States, 1789-1800-restore me gentlemen noted that some of the Unit. The project produces two major Story: Uocumentary Editing importance ofpreviously neglected sub­ proceedings of Congress and decisions series-me Weekly Compikttion of and the NHPRC jects of historical investigation. Some­ of cl1e Supreme Court were available in Presidential Documents, a publication such as me Documentary History ofthe official, government-sponsored series. designed to provide Presidential materi­ n a memoir published by the William First Federal Ekctiom-enable historians The documents of the President, on the als soon after their creation, and the I and Mary Quarterly, the fate Richard to rediscover historical processes whose other hand, had not been published in Public Papers series, a more formal docu­ B. Morris recalled how, as a young significance they had not fi.tlly grasped. comparable editions since the mentary edition. historian, he had immersed himself in Omers-such as Freedom: A Documen­ Richardson series. Convinced that a Federal Register editors collect primary sources. Looking back on his tary Histmy ofEmancipation--transform new documentary series of the most speeches, statements, transcripts from career, which culminated in his our understandings of the past; me recent Presidential documents was news conferences, messages to Congress editorship of me Papers ofjohn jay at Freedom project demonstrates mat needed, Grover pushed for a and other Presidential material. The Columbia University, Morris argued African-Americans played perhaps me documentary program to be undertaken editors verifY documents by audio tapes, that historians and their students had to central roles in tl1eir own emancipation A COMMITMENT TO MEET NEW HECORDS C!ULLENGES

and the destruction ofslavery. Most of Jefferson) and its scholarship (extensive to the raw materials of the American the landscape ofAmerican historical the projects are supported by grants annotation and headnotes) set past. Moreover, by publishing book scholarship--expanding our under­ from the National Historical methodological trends. and microfilm editions of primary st:mding of the kinds of primary sources Publications and Records Commission In 1911, Max Farrand completed sources, they extend the lives of the and tl1e range of individuals and institu­ (NHPRC), the Federal grant agency at the first modern documentary history: fragile original documents. tions whose papers are worth studying. the National Archives. The Records ofthe Federal Convention of Further, modern documentary During the nineteenth century, 1181. Farrand's magnum opus, revised editions have influence and uses fat selections from the papers ofsuch and expanded in 1937, is still the beyond the academic community. For A Salute to National Founding Fathers as Jefferson, John authoritative edition of the surviving example, history teachers conduct Archives Volunteers Adams, and Benjamin Franklin evidence of the framing of the mock ratification conventions and appeared in print, usually through the Constitution. mock First Congresses for their trhe National Archives owes a special efforts of descendants. In the late 1890s As was the custom for historical students, based on the Documentary •1 thanks to its volunteers nationwide. and early 1900s, scholars worked with editors before the modern era of History ofthe First Federal Congmsand Last year, in Washington, DC alone, commercial publishers to produce more documentary editing, Farrand worked the Documentary Histmy ofRatification of over 200 volunteers provided service to accurate editions of statesmen's papers. alone. It was once possible for one man the Constitution. These exercises enable National Archives visitors--conducting Some of these-notably the Gaillard to conduct the extensive searches for their students to come to grips directly behind-the-scenes tours, participating Hunt edition of]ames Madison's primary sources that resulted in The with tl1e past, to step into the shoes of in document workshops, and assisting papers and the Henry P. Johnston Writings of]ames Madison or Farrand's the Revolutionary generation, and to genealogists. Information desk aides edition ofJohn Jay's papers-ate still in Records--but no longer. The understand the challenges ofpolitical responded to countless questions in the use today. documents are scattered among nation building. Rotunda; genealogy staff aides operated The first modern statesman's papers libraries, historical societies, and private In addition, exhibition curators, the genealogy orientation room and project was John C. Fitzpatrick's edition collections throughout the nation. Even documentary film-makers, and helped first -rime researchers get starred of the Papers ofGeorge Washington, now, with comprehensive computerized dramatists draw on modern editions to on their family research; and volunteer published between 1932 and 1941 databases cataloguing historical enrich their own efforts to bring history staff aides assisted the agency's archival under the auspices ofa Federal documents, the modern editions require to wider audiences. For example, staff with projects ranging from commission. Bur most historians thousands ofhours of travel, research, several members of the editorial team at holdings maintenance and computer identifY 1950 as the birthdate of modern photocopying, and transcription, and the University of Maryland producing services to records description to documentary editing. In that year, Julian years or even decades to complete. Last Freedom: A Documentary History of assistance on a project publishing Boyd published the first volume of his year, for example, after more than thirty Emancipation advised Ken Burns's documents relating to America's first edition of Papers ofThomasjeffirson---­ years ofwork, Arthur Link of Princeton landmark documentary The Civil War. national diplomatic efforts. Without the result ofa partnership among University completed The Papers of Throughout the last decade, the the help of our valued volunteer corps, Princeton University (and its university Woodrow Wilson, comprising more than NHPRC and the projects it supports the National Archives could not serve press), the NHPRC, and private donors sixty volumes. struggled to preserve their existence and the public as effectively or efficiently. led by the New York Times Foundation. Documentary editions may seem fUnding against budgetary pressures. In National Archives volunteers form The Jefferson project was a model for expensive. But, paradoxically, they pay the process, they have shown themselves the nucleus of the Civil War Conserva­ fUture documentary editing projects. for themselves dozens of times over. to be among the most cost-efficient of tion Corps, a pilot project to provide Further, its inclusiveness (for example, Modern documentary editions give government projects. The editorial revo­ holdings maintenance and arrangement printing letters to as well as from researchers around the world easy access lution that they embody has reshaped for microfilming of the compiled mili­ BUILDING PttR1'NERSliiPS

tary service records of Civil War sol­ that could answer this question, but CWCC. Recruiting and interviewing diers. Each year over 12 million people getting it would require time-consum­ expanded the Corps to 51. The visit the 26 Civil War battlefield sites ing research at the National Archives. CWCC used procedures established maintained by the National Park A computer database located at the during the pilot project to arrange the Service (NPS). Besides NPS sites, there battlefield sites has been requested and compiled service records of volunteers are nearly 100 other significant Civil proposed for years and is now being from the state ofOregon in November War sites in 21 states and tl1e District readied. Known as the Civil War 1994. Shortly thereafter, holdings ofColumbia. The question most fre­ Soldiers System (CWSS), this maintenance and arrangement of the quently asked by visitors at these sites computerized database will store basic two thousand boxes of the United is: "Did my great-grandfather fight information about Union and States Colored Troops (USCT) was here?" Substantial documentation exists Confederate soldiers for use by park initiated. The arrangement of these managers, park visitors, historians and important records coincides with the other researchers. The information will construction of the Afrie

\ Office of the Archivist for the National Archives in an age of electronic communication. The staff also continues to assist the Department ofJustice in lawsuits related to records that are I mr. Tntdy Huskamp Peterson, Acting Archivist since March 1993, has overseen a part of the Nixon Presidential materials . ..L.J an agency-wide strategic planning process geared to set a course for the National The Public Affairs staff serves as a clearinghouse of information for the Archives into the 21st century. The process of change has been based on a National Archives, communicating to the agency's diverse audiences through a thorough reevaluation of the mission of the Archives and on a careful plan to variety of means-publications, press releases, public service announcements, respond to the findings of that examination. As the National Archives opened its video news releases, contacts with the press, and special programs and activities. new building in College Park in 1994, as it began a concerted effort to reorganize This past year witnessed a surge in public interest and media queries regarding and revitalize the agency to serve its constituencies, it dedicated its work to the the move to Archives II, the immensely popular exhibit "Powers of Persuasion," mission set forth in its recently-inaugurated strategic plan: and other Archives activities and issues. To help broaden communication with its research public, the staff launched the publication of a National Archives The National Archives and Records Administration serves the newsletter, The Record, that has already reached a circulation ofover 9,000. American people and their government by safeguarding their intere;·ts The Inspector General conducted independent audits and investigations of in Federal records and other documentary materials, by promoting programs and operations administered or financed by the National Archives. An effictiveness and efficiency in the administration of those materials, Equal Employment Office was established with a mandate to increase diversity in and by advancing the knowledge ofthe history ofthe nation. the workforce, to promote opportunities for advancement, and to improve the The Office of the Archivist is facing a number of challenges: coordinating the work environment. move of over 1,200,000 cubic feet of records to its new facility, revising Federal In all of these efforts the Office of the Archivist is acutely aware of tl1e responsi­ records declassification policy, establishing Federal electronic records policy, bility of the National Archives to be at the center of Federal records preservation developing online access to agency resources and holdings, resolving a number of and management and to provide to the public access to those records in the most legal questions regarding access to Federal records, improving service, and timely and efficient manner possible. extending outreach activities. There are several individual staff operations under the Office of the Archivist that are coordinating these various effons: Office of the National Archives The Congressional Affairs staff is the liaison between the National Archives and congressional committees, members of Congress and congressional staffs. fr'he Office of the National Archives has custodial responsibility for most The staffs duties include tracing pending legislation, attending hearings, main­ •1 historically valuable archivttl records in the Washington area, including textual taining communication with congressional staffs, and coordinating the agency's documents, still photography, motion picture films, aerial photography, video legislative program. and sound recordings, and architectural, engineering and cartographic records. In The Legal Services staff advises the Archivist and other agency officials on FY 1994 the priorities of the Office focused on the move to Archives II. At the matters involving the interpretation of laws and regulations; represents the same rime the Office continued to perform irs traditional accessioning, reference, National Archives before various Federal commissions, boards, and agencies, and declassification and preservation duties. serves as the liaison between the National Archives offices, the Department of Justice, and otl1er Federal agencies. The staff, for example, continues to assist the ARCHIVES II MOVE CONTINUES Department ofJLlStice in the government's defense in Armstrong v. Exemtive Office Preparation for the massive relocation ofapproximately 1,100,000 cubic feet of ofthe President, a potentially landmark case brought to determine the records sta­ textual records and of approximately 110,000 feet of nontexrual records, begin­ tLlS ofcertain electronic materials created by the National Security Council and the ning in December, 1993, continued to be a major activity in 1994. By the end of Executive Office of the President. The case promises to define archival boundaries 1994, all nontexrual records had been moved to Archives II and were open to THE AI\CH!VES IN 1994: OFFICE PERSPECTIVES :j

!1 I researchers. The move of textual records began in January, 1994, and by the end continued at a high volwne. 485,8646 items were furnished to researchers from the of the fiscal year over 100 record groups in clusters relating to Agriculture, Office's holdings, and researchers purchased 2,353,042 reproductions ofrecords. l Commerce, Energy, Interior/Environmental, and Transportation had been moved I and reopened for researchers. RECORDS DECLASSIFICATION At Archives II separate research rooms were opened for cartographic records, The Office of the National Archives and its Declassification Division were for still pictures, and for motion pictures, video and sound recordings. In active in the effort to develop a new Presidential executive order to declassifY over September, 1994, the textual records research room was opened to provide a space million pages of records from World War II and earlier (see discussion on records for the public to examine the records of the Clinton Administration task force on declassification on p. 15). health care reform, and this room remains open for researchers using the Archives' textual records holdings. PRESERVATION The Preservation Policy and Services Division is responsible for ensuring the CUSTOMER SERVICE AND physical well being of Federal records in the REENGINEERING INITIATIVES custody of the National Archives; monitoring To improve customer service as the the Constitution, the Declaration of Archives faces declining resources, the OFFICE OF THE NATIONAL ARCHIVES Independence and the Bill ofRights; providing Motion Picture, Sound and Video Branch - Moving to Archives II conservation treatment or preservation dupli­ began an experiment to privatize reproduc­ Focussing on Customer Service cation services on accessioned Federal records; tion services for making copies of motion pic­ -Bulk Declassification maintaining an active research and testing pro­ ture films. Instead of the slow process of plac­ -A New Reference Division gram; and providing advice and assistance to ing an order with the Archives and having the the Regional Archives Program. branch's staff do much of the order fulfill­ OFFICE OF SPECIAL AND REGIONAL ARCHIVES In Washington conservation work contin­ ment work, researchers now are given a list of -Increased Activity in the Regions ued to focus on preparations for the move to approved film labs, where they can solicit - Preserving Computer Information Archives II. To assure safer moving conditions, competitive bids and buy a wider range of -Making Available the Records of Congress 63,470 special plastic containers or shrink services. For many researchers the change also packages were finished. This work assures safer has resulted in quicker service. The new moving conditions for records, and in many approach has been so well received by instances provides long term, high quality researchers and vendors that it will continue housing for material that cannot be housed in in FY 1995 (see "A Fresh Commitment to standard archives boxes. Serve the Public," p. 9). Other significant preservation projects dur­ ing the year included treatment of the designs for the Confederate flag; the pro­ REFERENCE ducing preservation copies of Supreme Court oral transcripts; and making preser­ Late in the previous fiscal year, the Office established the User Services division vation copies of recordings of interviews with survivors of the atomic bombs at (NNU), which now operates the National Archives Library and all research rooms Hiroshima and Nagasaki. in the three Washington, DC area buildings -Archives I, Archives II, and the As part of an ongoing program of leadership in archival preservation, the Washington National Records Center in Suitland, Maryland. National Archives held the 9th Annual Preservation Conference on March 15, During FY 1994 reference service provided by the Textual Records Division at 1994. The conference focussed on acetate film, sometimes called "safety film," all three locations and by the NonTextual Records Division at College Park which in the past had been used for motion picture film, still photographs, OFFICE OF Si'ECIJIL AND REGIONM, ;lRCHIVES

microforms, x-rays, sound recordings, and lamination of documents. Studies of The regional archives further increased their involvement with the Federal these materials during the past ten years have revealed that cellulose acetate films community from which they receive permanently valuable records, by continuing may be deteriorating rapidly in archival holdings and library collections. The their visits to key agencies to assist them in identifYing and transferring to NARA conference discussed efforts made to understand the problem; the chemistry of older permanently valuable records. The regional archives also hosted or cellulose manufacturing and the varieties of cellulose films; and ways to slow down participated in 73 archives tours, open houses, and records workshops for client the rate of deterioration. Federal agencies, reaching almost 1300 employees. The Regional Preservation Program developed an Integrated Pest Management Indispensable to the regions' operations is their volunteer force, drawn from the (IPM) program in cooperation with the Office of Federal Records Centers and the local communities. These volunteers assist researchers, help process records, and Regional Archives System. IPM provides a framework for ongoing evaluation of participate in public outreach. This year, the volunteers numbered 449 nationwide facilities and monitoring for potentially harmful conditions producing insects, and contributed a total of over 41,000 hours of work. The regional archives hosted rodents, and mold. or participated in a variety of public events including workshops, classes, symposia, The regional laboratory, located at the Pacific Sierra Regional Archives, provides conferences, and exhibits, attended by over 90,000 individuals (see article on the conservation treatment and exhibit preparation service and issues guidance on Alaska Region's records relating to the Native population, p. 11 ). stabilization procedures and techniques. This year the regional laboratory treated over 75,000 individual items. CENTER FOR LEGISlATIVE ARCHIVES The Center for Legislative Archives maintains the permanent records of the United States Senate and the United States House of Representatives. The Center's Office of Special and Regional Archives work is featured on p. 13.

IT'he Office ofSpecial and Regional Archives was established on july I, 1992. The CENTER FOR ELECTRONIC RECORDS •1 Office includes the Center for Legislative Archives, the Center for Electronic The Center for Electronic Records appraises, accessions, preserves, and provides Records, the Regional Archives System, and the Technology Research Staff. access to Federal records in a format designed for computer processing. During 1994, the Center undertook the appraisal of 89 automated information systems REGIONAL ARCHIVES SYSTEM and continued to acquire electronic records from various Federal agencies. New The Regional Archives System consists of 13 regional archives located in or near initiatives included establishing the capability for Federal agencies to transfer Boston, New York, Philadelphia, Atlanta, Chicago, Kansas City, Fort Worth, electronic records to the National Archives on compact disk-read only memory Denver, Los Angeles, San Francisco, Seattle, and Anchorage, as well as a new (CD-ROM). facility in Pittsfield, MA (see article on page 12). The Center continued to devote substantial resources to the preservation and The regional archives provide a full range of archival activities and programs. other processing of 6000 units of computer readable media that had been These repositories accession, &om Federal agencies across the country, records that transferred to the National Archives in January 1993. They came to the Archives document the history of a locality or region. In order to make the holdings of the under special arrangements wid1 former Presidents Reagan and Bush, the National National Archives as accessible as possible, the regional archives also maintain Security Council and the Executive Office of the President. copies of those National Archives microfilm publications that are most in demand with the research public-all Federal population census schedules, 1790-1920; TECHNOLOGY RESEARCH STAFF selected military service and pension records; selected passenger arrival lists; records The Technology Research staff carried out a three-fold mission to smdy and relating to the Constitution and the initial establishment of the Federal govern­ monitor technological evolution

undertook by contract, a program of applied technical research projects. The Staff world. Participants included Lord Montgomery ofAlamein, son of Field Marshall engaged in over thirty different study projects and consulting eft"orts, including a Montgomery and Col. Hans von Luck, commander of the 21st Panzer Regiment report that will offer guidelines to Federal agencies on how to deal with critical on D-Day. issues affecting the implementation of digital imaging and optical media systems and a joint project with the Information Security Oversight Office to sponsor a EISENHOWER LIBRARY PERMANENT EXHIBIT study of the feasibility of establishing an interagency database to track declassifica­ Financial contributions totaling $85,800 were received fi:om the Eisenhower tion actions. Effective October 1, 1994, this unit was disbanded and its functions Foundation for the construction and installation of a new permanent exhibit, absorbed by other NARA units. "From D-Day to V-E Day."

PRESIDENT CLINTON OPENS KENNEDY LIBRARY'S NEW MUSEUM Office of Presidential Libraries On October 29, 1993, President William J. Clinton, together with members of the Kennedy family and distinguished ome of the most important materials guests, opened the Kennedy Library's new S maintained by the National Archives are museum. those produced or received by the President of the United States. The Office of Presidential TAPE RECORDINGS OF CUBAN MISSILE Libraries administers nine Presidential libraries CRISIS MEETINGS OPENED and two Presidential projects which preserve On July 27, 1994, the John F. Kennedy these materials and make them available to the Library opened tape recordings of National public. The libraries also offer a wide variety Security Council Executive Committee (Ex­ of public programs to enhance knowledge of Comm) meetings that took place October 18 individual Presidents, the Presidency, and and October 22, 1962. At these meetings, American history. President Kennedy and his advisers considered newly-revealed Soviet missile installations in TRUMAN LIBRARY MUSEUM Cuba. RENOVATION

The Tnunan Library, in conjunction with JOHNSON LIBRARY TAPE TRANSCRIPTS the Truman Library Institute and the firm of RELATING TO JFKASSASSINATION Chermayeff & Geismar, Inc./Metaform Inc., The Johnson Libmy opened transcripts of completed plans for new permanent exhibi­ V?illiam Millin, bagpiperfor Lord Lm.>at's Commando Brigade that kmded on telephone conversations relating to the tions in conjw1ction with the 50th anniversary Sword Beach, pipes for a group ofBritish Airborne re-enactors on the grounds of assassination of President Kennedy. The 675 of the Truman Presidency. Exhibits on the the Eisenhower Library during D-Day commemorations. unique conversations total38 hours on 33 tapes. Truman White House will be completed in 1995 and the entire renovation will be completed in 1998. JOHNSON LIBRARY PERMANENT EXHIBIT The first section of the Johnson Libraty' s redesigned permanent exhibit, "America: EISENHOWER LIBRARY D-DAY COMMEMORATION 1963-1969," opened May 26, 1994. It offers an overview of America during that The Eisenhower Library's D-Day Commemoration, held May 13-15, 1994, turbulent time. attracted over 4,000 visitors as well as media representatives from around the OFFICE OF PllESIDENn\L Lllil!ARIES

NIXON PRESIDENTIAL MATERIALS STAFF MOVES TO ARCHNES II • The Ford Library made impommt accessions including the papers of President Between November 1993 and January 1994, the Nixon Presidential Materials Ford's Secretary of the Army Martin Hoffmann. Openings included the White Staff moved into the new Archives II faciliry in College Park, Maryland. This House Central Files ofFirst Lady Berry Ford. operation entailed the movement of over 44 million pages of textual records as well • The Carter Library received portions of the personal papers of former National as thousands ofartifacts and audiovisual collections. Security Advisor Zbigniew Brzezinski.

PRESIDENTIAL RECORDS ACT MUSEUM EXHIBITIONS Ronald Reagan Presidential Records are the first governed by the Presidential • Over 70,000 individuals visited the Hoover Library to see a temporary Records Act (PRA) of 1978. Beginning January 20, 1994, researchers seeking access exhibition entitled "The Civil War." to the records could use the provisions of the Freedom oflnformation Act (FOIA). • The Roosevelt Library opened "The Damndest Near Thing," an exhibit exploring the crucial turning points in World War II. Also, the Berlin Wall PRESIDENT AND MRS. CLINTON VISIT sculpture "Breakfree" by noted sculptor THE TRUMAN LIBRARY and granddaughter ofWinston Churchill, On July 30, 1994, President and Mrs. Edwina Sandys was dedicated. Clinton received a private tour of the Truman OFFICE OF PRESIDENTlAL LIBRARIES • The Truman Library opened the exhibition Library. The President and Mrs. Clinton were Truman Library Renovation "White House Style: Formal Gowns of the accompanied by General Donald Dawson, a Eisenhower D-Day Commemoration First Ladies," which include a gown donat­ former member of the Truman White House -New Museum at Kennedy Library ed by First Lady Hillary Rodham Clinton. staff and current President of the board of the - Reagan Records Governed by Presidential • The Truman Library opened "The Faces Truman Library Institute for National and Records Act of War" which featured images of soldiers International Affurs. and civilians affected by World War II and OFFICE OF RECORDS ADMINISTRATION hosted the traveling exhibition "Workers at SIGNIFICANT ARCHIVAL ACCESSIONS Records management training for Federal agencies the White House." AND OPENINGS Substantial progress in scheduling Department of • The Ford Museum produced the exhibit • The Hoover Library accessioned nearly one State records "Gifts From Russia," an historical look at million pages during FY 1994, the largest the gifts given to 20th century U.S. presi­ number of items accessioned by the library dents from Russian and Soviet leaders. since the arrival of the Hoover papers in • The Reagan Library produced "Madame 1962. "ghligh President," a tribute to America's First • The Truman Library accessioned several Ladies, which included a wide range of collections, including the papers of R. Gordon Arneson, a State Department documents, photographs, and artifacts from each of our First Ladies. official involved in the development of atomic energy. • The Truman Library opened the collections of Alvin Rockwell, an official AUTOMATION ACTIVITIES involved with the occupation of Germany, and James T. Quirk, a public A review of automation initiatives at the Presidential libraries appears on p. 19. relations officer with Generals Patton, Bradley,

PUBLIC PROGRAMS The sixth annual Records Administration Conference attracted an audience of • The Hoover Library sponsored two conferences during the fiscal year, "An over 300 records and information managers on June 7, 1994. The conference Uncommon Woman: In Memory of Lou Henry Hoover" and 'This Hallowed featured Congressman Charlie Rose's address on "Public Access to Government Ground: Civil War Battles and Battlefields." Information." • The annual Independence Day program at the Truman Library attracted a record Over 50,000 copies of the Office's 41 publications were distributed during the 7,000 guests. The keynote speaker was President Truman's grandson, Clifton year. The most recent is a report of the Office's multiagency study of records Truman Daniel. The Truman Library also presented a Constitution Day program, management automation in Federal agencies, describing how Federal agencies are which included a naturalization ceremony involving 113 persons from 36 countries. using automation to facilitate and enhance their records management programs. • The Kennedy Library continued its series of talks with persons prominent in The Office also publishes the quarterly newsletter, RECORDFACTS UPDATE political affairs in the early 1960s including, among others, McGeorge Bundy, Liz Carpenter, and George Reedy. FEDERAL AGENCY EVALUATIONS • The Ford Museum hosted numerous programs for the World War II exhibit, In 1994, NARA conducted an evaluation of the departmental Offices of the "Personal Accounts" including a Veterans' Day ceremony hosted by President Ford. Department of the Treasury and evaluation findings were presented to senior T rea­ • In cooperation with the Reagan Presidential foundation, the Reagan Library sury staff. An evaluation of the U.S. Army Corps of Engineers was also completed. hosted a number of programs, including a First Ladies forum, a conference on emerging world democracies, and a speakers series, "The Reagan Forum," INTERGOVERNMENTAL RECORDS PROGRAM which included, among others, James Baker and Jack Kemp. The goal of the program is to reduce unreasonable Federal retention requirements for temporary records and establish models of intergovernmental cooperation in records disposition. NARA staff worked with the Food and Office of Records Administration Nutrition Service in identifYing functional requirements for the various electronic systems either in use or under design for the issuance of food stamps. This review II'he Office ofRecords Administration provides guidAnce and assistance to Federal revealed that the latest version of tl1e FNS records schedule is in need of revision. •1 agencies in managing their records, particularly in creating and maintaining adequate documentation and ensuring appropriate records disposition. In its records LEGISlATIVE INITIATIVE management oversight role, the Office issues regulations and publications; conducts The Office has completed the initial phase ofa project to assist legislative branch training; and evaluates agency records management programs. support agencies in establishing effective programs for the management and dispo­ sition of their records. A ream of appraisal archivists has helped tl1e Government RECORDS APPRAISAL AND DISPOSITION Printing Office, the Congressional Budget Office, and the Office of Technology The National Archives has sole authority to decide which Federal records have Assessment prepare comprehensive schedules. sufficient value to warrant preservation for future research and reference use. The agency also authorizes the destruction or other disposition of the remaining DEPARTMENT OF STATE temporary records and works with agencies to develop disposition schedules to NARA continues to work closely with the Department of State in scheduling provide continuing, mandatory disposition authority. its records. During the year, the two agencies made significant progress in scheduling such records as those of the Bureau of Politico-Military Affairs and FEDERAL TRAINING AND OUTREACH the Bureau of Oceans and International Environmental and Scientific Affairs. As part of its responsibility to educate the Federal community on records NARA also scheduled records of the Secretary of State's Panel on El Salvador, management responsibilities, the Office in 1994 offered 35 training classes attended which was established to conduct a review of State Department human rights by 884 Federal employees and gave briefings at 29 agencies. activities during the civil war in that country. 0f'f'ICE Of' Pl!!ILIC PROGRAMS

A long-term project to schedule older decentralized office files, the so-called • "The Paper Trail: Army Records from Vietnam." Featuring documents created "Lot Files," continued. These are records maintained apart from the Department's by US Army commands and Joint Services headquarters in Vietnam, "The Paper central files and often include unique documentation on important issues, events, Trail" opened at the Washington National Records Center in August 1994. and activities of high level officials. NARA appraised approximately 500 cubic feet • "Buddies: Soldiers and Animals in World War II." First mounted at NARA in of these records, a large portion ofwhich are permanent. 1993, "Buddies" was displayed at the Roosevelt Library and the National Archives­ Southeast Region in 1994. • "Not Without Protest: Life in the Appalachian Coalfields." Arranged in conjunc­ 0 ffice of Public Programs tion with the North Carolina Department of Cultural Resources and the Appalachian Consortium ofUniversities, the exhibit traveled to several sites in West {T'hrough exhibitions, workshops, publications, media programs, lectures and dramat­ Virginia in 1994. •1 ic performances, special events, and volunteer-led tours and outreach, the Office of • "World War II: Personal Accounts--Pearl Harbor to V-J Day." During 1994, Public Programs brings the rich resources of the the National Archives traveling exhibit "World National Archives to the public. War II: Personal Accounts ... " was viewed by • Nearly one million visitors came to the record numbers during its display at the National Archives Exhibition Hall in FY Gerald R. Ford Museum, the Jimmy Carter 1994 to see the Nation's Charters of Free­ Library, and the John F. Kennedy Library. dom-the Declaration of Independence, During the final year of its four-year display, it the Constitution, and the Bill of Rights is being shown at the Ronald Reagan Library and other milestone documents. and, beginning May 6, 1995, in the Circular Gallery of the National Archives Building, its EXHIBITS final venue. This major exhibition brings to • Emancipation Proclamation. The life the drama of the war from the personal Emancipation Proclamation again drew perspectives of the Allied and Axis soldiers and large crowds to the Rotunda in January. their generals-Eisenhower, MacArthur, • "Powers ofPersuasion." A major new exhibi­ Patton, Montgomery, Rommel, and others. tion of World War II posters opened in February 1994 to nationwide critical and EDUCATIONAL PROGRAMS public acclaim. It is one of the most popular The National Archives vigorously encour­ public programs ever displayed by the ages the use of primary sources in education. National Archives and is part of the com­ From the exhibit "Buddies: Soldiers and Animals in World War II':· S. Medeiroa, The upper elementary and secondary schools memoration of the 50th anniversary ofWorld ofthe Armys 26th Division, holds the units mascot, Little joe. They await action program featured its annual 8-day institute, War II. on the street.< ofOttweiler, Germany, March 21, 1945. Photograph by W'.j. "Primarily Teaching," introducing educators Rotherberger (I 11-SC-202435). • "The Face of War." This exhibit, another to archival research and documents as teach­ commemorating World War II, opened in ing tools. Office of Public Programs staff also the Rotunda in March 1994 and will remain on display until September 1995. produced curriculum materials. • "To Build an Archives." Opened in May 1994 to celebrate the 60th anniversary Collegiate and adult program staff conducted a 4-day introductory archival of the National Archives, the exhibit documents the design and construction of research course, "Going to the Source,"

GENEALOGY PROGRAM PUBLICATIONS Workshops in family history and archival researd1 continue to be an1ong the Public Programs produced 140 printed publications including: most popular public programs at the Archives. They help individuals learn to use • The award-winning quarterly, Prologue-which celebrated its 25th anniversary. Federal records to trace their family and community history. • Holocaust: The Documentary Evidence. • Two booklets in the "Presidential Perspectives from the National Archives" SPECIAL EVENTS series, Franklin Delano Roosevelt and Gerald R. Ford • Performances. Dramatic performances, offering the public another medium of • Revised edition of The Emancipation Proclamation, a "Milestone Docwnent" booklet. access to documents, included: "Music of the Civil War Period"; "I Can't Come • Revised edition of the 1790-1890 Federal Population Censuses Catalog. Home for Christmas"; and "Two Sirens Return: The Treason Trials ofTokyo There was also significant progress in electronic publishing, with numerous Rose and Axis Sally." publications now available on the NARA gopher on Internet. Several CD-ROM • Films. Public Programs presented film festivals at both the downtown build­ publications based on NARA publications and records were developed by com­ ing and in the new 334-seat auditorium at mercial publishers. Archives II. The festivals included "The Several prestigious trade awards were pre­ American Vision: Sixty Years of Film" and sented to NARA publications, including series on Mrican-American and Hispanic OFFICE OF PUBLIC PROGRAMS Prologue and the Powers ofPersuasion exhibi­ heritages. -Nearly a million visitors see Charters tion catalog. • The Independence Day Celebration. Fea­ "Powers of Persuasion" draws kudos turing guest speaker Supreme Court Justice - Volw1teers provide vital setvice MUSEUM SHOP Harry A. Blackmun, the Independence Day -Films, speakers, publications and educational programs The Museum Shop realized a 6 percent event drew more than 2,000 people. increase in income, exceeding one million • Constitution Day. On September 17 Con­ THE FEDERAL REGISTER dollars in sales for the first time. stitution Day was marked with a naturaliza­ -An informational link to the people tion ceremony and a mock Constitution - Federal Register on Internet AUTHOR LECTURE SERIES s1gnmg. First Volwne ofClinton Papers published The author lecture series featured 81 • James E. O'Neill Memorial Lecture. The lectures and many distinguished speakers annual lecture was delivered by Pulitzer including former Secretary of State Henry Prize-winning journalist Haynes Johnson on Kissinger and Ambassador Paul Nitze. June 15. "ghligh VOLUNTEER SERVICES The Volunteer and Tour Progran1 is growing dramatically in size. This year, The Federal Register more than 255 volunteers contributed over 30,000 hours of service. Docents conducted tours and presented document workshops and other programs at the AN INFORMATION LINK TO THE PEOPLE Archives and participated in outreach efforts to schools and community groups. A r/'(s one ofthe primary sources ofinfimnation about the Federal government; the total of39,278 visitors, ranging from schoolchildren to constituents referred by 135 J1. Office ofthe Federal Register is foced with meeting the call for instant access to congressional offices, received behind-the-scenes tours and participated in many information while maintaining the integrity of official documents. While the activities. Information desk aides helped visitors in the Rotunda and genealogy staff mission of the Federal Register continues to be one ofaccurately communicating the aides assisted first-time researchers. laws and regulations that form the cornerstone of our way of life, the ways that 0f'F'ICE OF FEDERAL RECORDS CENTERS

society gains access to this information have changed dramatically. In fiscal year Office is shifting from exclusively paper-based operations in these publications, 1994 the Office responded to directives from Congress and the White House significantly enhancing production efficiency. The Office continued to experience a concerning National Information Infrastructure Planning by developing a new on­ substantial increase in submission of machine-readable documents, accounting for line version of the Federal Register, thereby enhancing citizen access to government more than 41 percent of all material received by the end of the year. information while ameliorating the constraints of geography as well as economic, The first volume of d1e William J. Clinton Public Papers, containing d1e papers social and political status. and speeches of the 42d President, was presented by T mdy Peterson, Acting Archivist The Federal Register system serves as an informational link between the Federal in an Oval Office ceremony on August 24. (See "Publishing the Papers of the government and the American people by receiving, editing and publishing the major President" on p. 21) The Presidential Papers series benefitted this year from improved source documents that govern our daily lives. By law, the contents of the Federal production processes by using automated microcomp processing technology. Register are prima-facie evidence ofthe text oforiginal documents and are required to Whether publishing the papers of the President, agency regulations or the be judicially noticed. Therefore, the Office worked hard to ensure that the on-line public laws the National Archives Office of the Federal Register continues to version of the Federal Register version had the ensure the intrinsic right of the American same accuracy and documentary integrity as the people to be informed about the actions of paper publication. their government. OFFICE OF FEDERAL RECORDS CENTERS FIRST ELECTRONIC VERSION OF New online services at records centers across the country FEDERAL REGISTER - Massachusetts welcomes new center Office of Federal Records Centers On June 8, 1994 the first official elec­ tronic version of the Federal Register appeared THE NATIONAL HISTORICAL PUBLICATIONS tr'he Office ofFederal Records Centers plays through the Internet along with the full text AND RECORDS COMMISSION •1 an important role early in the lifo cycle of and graphics ofall daily Federal Register issues - Commission begins to implement long-range plan records by providing economical storage and from January 3, 1994. All Federal Register Publishing and preserving valuable historical documents reference service on permanent and temporary documents became available for both search Working with the states to promote archival programs records of Federal agencies. The 15 records and retrieval as well as downloading to indi­ centers in the Office's nationwide system are vidual personal computers. the first stop for records when they leave the Citizen participation, the hallmark of our physical custody of the agencies which created constitutional system, is more effective when them. Agencies' records stay in these centers the participants are well-informed. The until they are either destroyed or accepted by development of the on-line Federal Register is "ghlight the National Archives as permanent records. one of the first changes in Federal information Federal records centers offer agencies technical dissemination whose ultimate goal is a seamless web of communications networks assistance with records management, workshops on files improvement and records that will put vast amounts ofgovernment information at citizens' fingertips. disposition, micrographics services, and guidance on the protection of vital records. The centers system also provides agencies with electronic access to records and PUBLICATIONS ON THE WORKINGS OF THE FEDERAL GOVERNMENT provide services directly to the public and to members of Congress. Records Centers Along with the Federal Register, the Office continued to publish the Code of holdings totalled over 18,490,000 cubic feet at the end of the fiscal year. Federal Regulations, the Public Papers of the Presidents, the Weekly Compilation ofPresidential Documents, the United States Government Manual, and the laws of SERVICES TO THE PUBLIC the United States in "slip law" form and in the United States Statutes at L1.rge. The The National Personnel Records Center, housed in two locations in St. Louis, THE AHCHIVES IN 1994: OFFICE PERSPECTIVES

stores personnel records offormer Armed Forces members and former Federal civilian COURTESY STORAGE FOR PAPERS OF MEMBERS OF CONGRESS employees-approximately 1.33 million cubic feet of veterans' personnel, medical, Federal records centers provide courtesy records storage for members of and related files, and 670,000 cubic feet of retired and separated Federal civilian Congress while in office. The Center provides advice on transferring these papers employees' personnel and pay records. Last year, the Center received nearly 2.2 to permanent repositories. million requests concerning these records, especially from veterans, former civil servants, and their families. Researchers are also able to use records in the centers with PERMANENT AND UNSCHEDULED RECORDS the permission of the creating agencies. Records centers provide storage for permanent records not yet transferred to the legal custody of the National Archives. During 1994, some 5.4 percent of the SERVICES TO FEDERAL AGENCIES records centers' holdings (1,019,336 cubic feet) were permanent records. The records centers received for storage 1.47 million cubic feet of records last year fiom Federal agencies. By storing these records in centers rather than in office space, NEW FACILITIES agencies realized a cost savings of $21.42 per cubic foot, or nearly $31.5 million The new records center facility at Pittsfield, MA, was opened on August 15. (See overall. The records centers also save Federal funds by destroying agencies' records article on P• 12). Construction of the new facility at Philadelphia, PA, continued. that are no longer needed and by transferring permanently valuable records in accordance with records disposition schedules. During the fiscal year, centers AGENCY OUTREACH destroyed over 1,000,000 cubic feet of records, much of the material being recycled. The World War II exhibit, "A People At War," prepared by staff of the National The centers responded to nearly 15 million reference requests from agencies Personnel Records Center, was exhibited in Federal courthouses, airports, and otl1er and the public in fiscal year 1994, of which nearly 9.6 million requests pertained locations around the country. Centers fostered better understanding of National to IRS tax returns. The centers also provide reimbursable micrographic services to Archives services and interests through sponsoring open houses and producing agencies, filming more than 17.9 million images. newsletters for agencies in their regions. Centers offered files improvement and records disposition workshops to nearly 10,300 Federal workers during the year and ONLINE AUTOMATED REFERENCE provided training designed specifically for particular agencies' records and in Federal agencies need to reduce administrative and mailing costs and speed electronic records management and micrographics. records retrieval. The Office developed the Centers Informacion Processing System (CIPS), providing remote dial-up access to a computer in St. Louis, MO, to process reference requests electronically. CIPS usage has grown enormously since it began The National Historical Publications and Records in 1992 and now totals over 52,000 reference requests per month. Through the use Commission of CIPS, the records centers are making large strides toward improved customer service-greatly reduced time in fuling requests; reduced postage and administra­ riginal source materials-diaries, letters, electronic records, architectural tive costs; and increased accountability. 0 drawings, govemment records, and other fonns oft:Wcumentation-are the raw The National Personnel Records Center has otl1er online capabilities, including material in which the history of the nation is recorded. Although the National the military personnel records registry file system and an index to location of Archives is the primary repository for the records of the Federal government, records of former civilian employees. Also, electronic access to military records has thousands of other institutions throughout the country, from county courthouses enabled milita1y departments to request files electronically from remote locations. to university libraries, hold valuable non-Federal historical documents. To help At the end of the fiscal year, the Center was making arrangements to service online preserve and make accessible these varied sources, the Archivist of the United requests fiom military departments. States makes grants on the advice of the National Historical Publications and Records Commission. 1 il

THE NATION!ll. fliS'J'ORJC;IL PUI1l./C,I1'JONS AND RECORDS COMMISSJON

Grants from the NHPRC provide support to non-Federal agencies for a wide TRAINING AND IN-HOUSEACTMTIES range of activities relating to historical records, from the editing of papers of With support from the Andrew W. Mellon Foundation, the NHPRC prominent founders of the nation such as Benjamin Franklin to research into continued its own programs to advance the training of archivists and documentary how best to address archival issues raised by the explosion of electronic data sys­ editors. Seventeen interns participated in the NHPRC's annual Institute for the tems. The Commission recommended support for 125 proposals for projects in Editing ofHistorical Documents, held at the University ofWisconsin. Three entry­ 38 states and the District of Columbia. level professionals received year-long fellowships in historical editing, while two mid-level professionals received fellowships in archival administration. In addition, THE COMMISSION'S PLAN the Commission's own documentary publication project, a three-volume edition of The year was the first one for implementation of the Commission's long-range documents on the foreign relations of the United States under the Articles of plan, which sets priorities for Commission support under five broad goals and 17 Confederation, moved close to completion. objectives. Developed with significant input from the NHPRC's customer base of archivists, records custodians, and users of documentary sources, the plan provides A PARTNERSHIP WITH THE STATES the Commission with a tool to assist it in making funding recommendations In its work, the Commission is assisted by a network of historical records reflecting the needs of the ultimate beneficiaries of its projects-government coordinators and boards in the states, territories and the District of Columbia. officials, students, genealogists, and attorneys, to name only a few. Through its grants for strategic planning in the states, as well as regrants that reach small, local institutions, the Commission strives to create links in our decentralized SUPPORT FOR PRESERVATION AND PUBLICATION national archival system that will promote better archival programs and services to Projects fimded during the year that reflected the Commission's top priorities the public nationwide. The needs of the states are reflected in the Commission's included five for electronic records research and program development; 15 for long-range plan, and in the initiative of the gubernatorially appointed state boards archives and records program planning in the states; and eight to support the as they pursue their own programs to promote archival programs and access to editing and publication of historical documents relating to leaders in the found­ records in the states, often in cooperation with the NHPRC. Ultimately, this ing era-Adams, Franklin, Jefferson, Madison, and Washington-and funda­ partnership furthers the Commission's overall dedication to the principle that the mental events and institutions in that period of the nation's history-the ratifica­ nation's historical documents are a priceless national legacy and vital to an tion of the Constitution, the First Federal Congress, and the early Supreme understanding of our country's national history and culture, a national Court. In addition, the Commission provided support for 34 other documentary documentary treasure that, iflost, cannot be replaced. editions reflecting the diversity of the nation's history, from the Spanish colonial era to Thomas Edison, from the Revolutionary War to Jane Addams (NHPRC's support ofdocumentary editing in the U.S. is featured on p. 23). User access to documentary holdings in the nation's archives and historical collections was supported through 25 projects to process and make available for use materials relating to such topics as women's history, the mining industry, architecture, and the history of science. Regrant projects in Georgia and Utah provided local institutions and recordskeepers with opportunities for education and training, while other projects helped develop state and local government programs, national archival program coordination with d1e states, and the increased use of historical documents in the classroom. Left, john Hayes, Jr., bam to a Chinesefiuher, Wong Hay, and an American mother, Bridget Casey (National Archives-Northeast Region). Cente1; proftssionalletter writer in Kumming, China, Apri/1944 (18-AG-3176). Right, an American soldier writes home during World War II (26-G-1775A), ,

A Statistical Profile

Office of Management and the Roosevelt Library, and $500,000 for a feasibiliry study represents principal is to be treated as an appropriation for Administration on integrating the Archives collection into Internet and other the redemption ofdebt. The portion that represents interest on-line systems. Also available was $5,392,000 for grants by will be reported as obligations. A> such, $13,574,000 was fr'he Office ofManagement and Administration prouides the National Historical Publications and Records obligated for interest payments on the Archives II faciliry and •1 nationwide administratiue seroices to the agency, Commission and $687,000 for alterations at the Kennedy $3,397,000 was treated as redemption ofdebt for principal. including the planning and administration of financial, Library. This provided a total of $196,311,000. The following table summarizes funds available and personnel, procurement, facilities, and information manage­ Of the funds available, $61,205,000 was obligated by the actually expended in FY 1994: ment programs. In addition, the Office acts as liaison with Office of Federal Records Centers to accession, store, provide Fund Availabili~ Exeended the Office of Management and Budget and Congress on reference service, and dispose of records of the Federal Operating Expenses, budgetary matters and oversees the day-to-day operations of government. The Office of the National Archives ;md the Direct $190,232,000 $189,765,000' the National Archives Trust Fund Board starT. Office ofSpecial and Regional Archives obligated Grants 5,392,000 5,255,0001 $63,006,000 to accession, preserve, describe, and make Kennedy Library 687,000 440,000' THE NATIONAL ARCHIVES AT COLLEGE PARK available to the general public, scholars, and Federal agencies Total $196,311,000 $195,460,000 The largest known move of archival records ever the permanently valuable historical records of the Federal attempted began on November 15, 1993. Before the governmem. The Office of Records Administration IIncludes $3.397,000 which is considered rtdemption ofdebt on the princip

OTHER FINANCIAL PROGRAMS Holdings of the Presidential Libraries A new automated financial management system is now being implemented by the Financial Services Division to standardize Papers Still Pictures Film Video Tape Audio Tape Musewn and enhance financial tracking procedures. Income from credit (pages) (images) (feet) (hrs) (Ius) Obj. card sales rose by 25.2 percent, reflected in Presidential Library Hoover 8,278,740 42,799 155,591 141 517 5,477 musewn store sales, reproductions, and sales at the Archives I gift Roosevelt 16,716,560 134,259 308,676 28 1,024 23,691 shop. NARA also continues to expand the use ofthe VISA Truman 14,763,624 93,342 331,799 133 297 25,733 government-wide credit card to pay for small purchases. The Eisenhower 22,000,115 309,576 617,925 201 1,088 32,657 nwnber ofpurchases made with the credit card increased by 23.3 Kennedy 31,274,864 144,042 7,162,122 1,249 7,310 16,843 percent in FY 1994. The Agency continues to encourage credit Johnson 35,749,600 620,028 824,877 8,253 13,587 37,105 card sales as part ofits efforts to operate in a more streamlined, Nixon 46,110,000 435,000 2,200,000 3,900 1,490 21,750 cost-effective manner. Ford 19,622,868 318,771 785,106 1,485 1,565 8,184 Carter 27,658,430 1,500,253 1,120,080 1,434 2,000 40,000 Reagan 47,437,250 1,617,752 765,500 19,398 13,350 75,075

TOTAL 269,617,051 5,215,822 14,271,676 36,222 42,228 287,815

DIRECT APPROPRIATIONS Oncludii~J 9rantsJ 'For additional infimnation on Microfonns, Oral History Holdings, ,md Pr;nted Materials at the libmries please contact the Office ofPresidential Libraries directly. Obligations by Program Area and Redemption of Debt; Administmtive Expenses Prorated (dollArs in thousands)

Archives II Declassification Records Using the Presidential Libraries Redemption of Debt $3,288 (2%) Administration $3,397 (2%) $4,189 (2%) Oral Written Public Program Outreach Program Musewn NHPRC Researchers Inquiries Inquiries Participants Participants (Operating Expense) Visitors $1,618 (1%) Federal Register Hoover $6,362 (3%) 198 1,093 25 32,468 1,655 89,992 Roosevelt 445 2,258 553 10,725 680 136,268 Truman 947 11,807 644 18,867 1,031 139,399 Archives II Interest Eisenhower 477 3,982 1,049 5,827 5,573 88,218 $13,574 (7%) Kennedy 648 3,982 1,208 54,151 18 318,480 Johnson 472 8,400 2,779 14,759 1,560 278,781 Nixon 235 2,530 600 50 0 0 Ford 267 579 494 33,551 284 107,775 Carter 179 1,569 172 513 1,035 72,085 Records Centers Reagan $61,205 (31%) 170 4,527 547 18,335 1,948 138,087 TOTAL $195,460 TOTAL 4,038 39,065 8,071 189,246 13,784 1,369,085 OFFICE OF MtiNAGEMENT tiND ADMINIS'l'IIATION

1974 Holdings of the National Archives (in cubic feet) HOLDINGS OF FEDERAL 1976 RECORDS CENTERS Balance FY 1994 Balance Unit 9/30/93 Net change 9/30/94 1978 Washington, DC Area 1980 Textual Projects 1,124,456 +16,731 1,141,187 1982 Cartographic and Architectural Branch 53,959 -I 53,958 1984 Motion Picture, Sound and Video Branch 38,509 -91 38,418 1986 Still Picture Branch 18,208 +81 18,289 Center for Legislative Archives 84,540 -202 84,338 1988 Center for Electronic Records* 1990 DCArea Totals 1,319,672 +16.518 1,336,190 1992 RegionalArchives 1994 New England Region 19,999 +l, 106 21,105 10 ll 12 13 14 15 16 17 18 19 Northeast Region 57,063 +2,636 59,699 Cubic Feet in Millions Mid-Atlantic Region 42,827 +3,776 46,603 Southeast Region 60,264 +3,805 64,069 Great Ltkes Region 61,519 +847 62,336 Central Plains Region 35,549 +1,651 37,200 Using the National Archives Southwest Region 64,223 +1,070 65,293 Rod:y Mountain Region 21,257 +1,294 22,551 Researchers Researchers Oral Written Pacific Southwest Region 22,724 +3,466 26,190 Unit Microfilm Non-Microfilm Inquiries Inquiri ... Pacific Sierra Region 33,056 +3, 152 36,208 Washington, DCArea Pacific Nord1west Region 29,172 +768 29,940 Textual Records 68,405 61,463 197,179 262,114 Alaska Region 5,529 +13 5,542 Nontextual Records - • - * 24,942 15,292 Regiona!Archives Total 453,182 +23,584 476,766 DCArea Totals 68,405 61,463 221,121 277,406 NATIONWIDE TOTALS 1,772,854 +40,102 1,812,956 RegionalArchives New England Region 13,019 1,987 3,338 2,356 ""Tht C'enter for Electronic Records measures its holdings in ft•nns oftkzta. set.f rather than cubicfeet. Pittsfield Region 2,357 200 36 Northeast Region 9,878 1,421 56,049 10,120 Mid-Atlantic Region 12,321 303 2,765 1,720 Southeast Region 10,262 467 16,667 6,561 THE NATIONAL ARCHIVES: Great Lilies Region 10,622 371 28,676 3,921 Doing More with Less Central Plains Region 9,755 300 18,437 1,836 Soumwest Region 13,489 358 9,709 2,280 Rocky Mountain Region 13,358 467 6,002 451 Pacific Somhwest Region 21,876 507 10,259 913 Pacific Sierra Region 16,875 1,026 9,613 1,490 Pacific Normwest Region 18,232 903 9,608 747 Alaska Region 4,727 741 7,997 325 Regiona!Archives Total 156,539 9,739 179,320 32,756 NATIONWIDE TOTALS 224,944 71,202 400,441 310,162

3,096 National Archives Staff 2,914 *In FY 1994 nontextual and tt·xttud rt•searchm wert• served in the smne rooms tit Archives If in order to StWt.' on striffing levels and, therefore, nontl'xttud re~wtrch visits cannot be Jepttmted outji-om textual research visits. 1985 1990 1995 ,.

A STATISTICAL PROFILE

Personnel on Board (!All 'Tunds 115 ofSeptember JO, l:J:J4) Direct Appropriations Undudir~q 9rants)

Washington, DCArea Fidd Locatiom Nationwide Tottll Obligations by Object Classification and Full- Full- Full- Redemption of Debt Time Time Time (d

Tm: N.u'IONAL AncwvEs Tnus'l' Fuim

The National Archives Trust Fund Gross sales increased by more than $2.3 million from Publications and product sales generated income of fiscal year 1993, with all program areas reporting higher sales. $124,000--a sharp decrease from fiscal year 1993, which orzgress established the National Archives TntSt Fund The cost ofgoods and services increased by $1.2 million, included several bulk sales ofWorld War II-related materials. CBoard to receive and administer gifts and bequests of reflecting higher costs in all categories except depreciation. Microftlm sales decreased as we moved further away money and other personal property for activities approved by To cover the costs of producing electrostatic copies for from the l 920 census release date of March l 992. Sales for the Board and in the interest of the national archival and administrative use, the National Archives appropriated fimd fiscal year l 994 amounted to nearly $891 ,000. records activities administered by the National Archives and reimbursed the TrliSt Fund $513,816, a slight decrease During fiscal year 1994, multimedia sales amounted to Records Administration and activities for the benefit and in from fiscal xear t993. Payments made to the National over$ l million from the public and nearly $1.8 million the interest of individual Presidential libraries. The members Archives and Records Administration appropriated fund for from interagency agreements. Effective October 1, 1994, the of the Board are the Archivist of the United States, who reimbursable services performed on behalf of the Trust National Audiovisual Center, operated by the OH!ce of Pub­ serves as Chairman; the Secretary of the Treasury; and the Fund by appropriated fund staff totaled $2,49 l ,002 and lic Programs, was transferred to the National Technical Chairman of the National Endowment for the Humanities. included: Information Service, part of the U.S. Department of Staffing for Trust Fund activities is provided by the National • $1,088,801 to the Office of the National Archives for Commerce. The transfer is the result ofan agreement that Archives Trll5t Fund Division of the Office Management archival handling and reproduction services; will consolidate much of the Federal Government's capabili­ and Administration. • $665,334 to the OfEce of Federal Records Centers for ties for audio, visual, and multimedia materials distribution. reproduction services; Presidential libraries reported significant increases in FINANCIAL CONDITION • $578,299 to the Office ofPublic Programs for fulfillment museum sales and admissions. Special events and exhibitions The National Archives Tfll5t Fund had a net operating and agency services and publication development; at the varioliS libraries attracted many new visitors as well as loss of nearly $500,000 for fiscal year 1994, down from the • $125,923 to the Office of Special and Regional Archives wide media coverage. $1.6 million operating loss in fiscal year 1993. Net operating for archival handling and reproduction services; and The Kennedy Library's new museum was opened on income for the Presidential libraries amounted to $89,000. • $32,64 5 to the Office of Presidential Libraries for services October 29, 1993. More than 342,000 visitors came to the With the addition of investment income, other miscella­ related to reproduction and mliSeum sales. new museum in its first year ofoperation. Revenues from neous income, and adjliStments to prior year operations, the admissions and sales amounted to over $2 million, more National Archives Tfll5t Fund ended the fiscal year with a PROGRAM HIGHLIGHTS than double fiscal year 1993. Admissions revenue at the net income ofalmost $118,000. Reference copies ordered nationwide again reached 2.3 Eisenhower Library increased 42 percent and sales revenue Assets decreased by nearly $465,000 in fiscal year 1994. million pages. Use ofself-service copier equipment in the increased 23 percent over the previous year. Liabilities decreased by more than $583,000. As a result, Washington, DC, area and total electrostatic copier Total library revenue was more than $4.7 million, retained earnings/capital increased by almost $118,000 to reproductions increased slightly over fiscal year 1993. consisting mainly of museum store sales and admissions of $15,098,300 with $5,025,491 held in the Trust Fund for Income from reproductions of photographs, motion nearly $4.1 million and reproduction services of the exclusive me of the particular library that generated the funds pictures, and sound recordings increased to nearly $1.1 approximately $334,000. The net operating income for all and $10,072,809 held for all other National Archives operations. million &om $924,000 in fiscal year 1993. Presidential libraries in tlscal year 1994 was almost $89,000. The National Archives Museum Shop, operated by the Afier accounting for other income and expenses, the libraries INCOME AND EXPENSE Office of Public Programs, realized its best year, exceeding showed a total net income of $265,000. Income to the Trust Fund comes from sales of repro­ $1 million in sales tor the first time. This represents a 6­ Public awareness and educational programs funded by ductions, sales of merchandise, including publications and percent increase in income from fiscal year l 993 sales, the Trust Fund include the monthly Calendttr ofEl!t'rlts and museum shop items, reimbursements from the National resulting from an 11-percem increase in sales per visitor, the "Modern Archives Institute" training course, held twice Archives operating units, services provided to other agen­ orEet by a 5-percent decline in the number of Rotunda during the fiscal year. The institutes were fully subscribed cies, and investment income. visitors. Museum Shop renovation was largely accomplished. with fees received amounting to almost $32,000. A STATISTICAL PROI'ILE

The investment balance of the combined Trust/Gift Trust Fund Income Statement Cfor period mded September 30} Fund at the end of the fiscal year was $17,898,469, 1994 1993* consisting of $10,527,153 invested in ASB Capital Presidential Other Presidential Other Management, Inc., and $7,371,316 in U.S. Treasury Bills Libraries Trust Fund Total Libraries Trust Fund Total and Notes. Total interest earned in fiscal year 1994 was $616,364 for the Trust Fund and $75,804 for the Gift Revenue: Fund. Trust Fund interest consisted of$143,539 for the Reproduction service $ 333,798 $ 5,938,902 $ 6,272,700 $ 327,470 $ 5,308,653 $ 5,636,123 Presidential libraries and $472,825 for other Trust Fund Over-the-counter sales 1,984,685 1,054,552 3,039,237 1,540,167 984,774 2,524,941 investments. Gift Fund interest was $55,503 for the Publications 0 223,806 223,806 0 620,896 620,896 Presidential libraries and $20,301 for other Gift Fund Audiovisual sales and rentals 0 2,845,406 2,845,406 0 2,114,760 2,114,760 investments. Admission 2,079,710 0 2,079,710 1,286,336 0 1,286,336 Other income 351,019 138,115 489,134 284,374 162,527 446,901

Schedule of Changes Total revenue 4,749,212 10,200,781 14,949,993 3,438,347 9,191,610 12,629,957 in Working Capital Current assets: Cost: Cash in U.S. Treasury $( 1,302,834) $1,451,814 Cost ofgoods and services 4,660,655 10,781,407 15,442,062 4,287,568 9,936,984 14,224,552 Accrued interest receivable 78,423 0 Income (loss) from operations 88,557 (580,626) (492,069) (849,221) (745,374) (1,594,595) Cash in transit (48,327) 52,777 Securities 1,603,241 (834,099) Accounts receivable (365,775) 1,805 Other income: Advances to employees (2,105) 215,361 Prior year income (10,439) 15,902 5,463 195 (14,352) (14,157) Inventories (319,492) (242,559) Interest income 143,539 472,825 616,364 156,544 360,196 516,740 Prepaid expenses (112,839) (35,122) Other 35,993 14,954 50,947 79,416 33,443 112,859 Current liabilities: Accounts payable (330,268) (480,704) Total other income 169,093 503,681 672,774 236,155 379,287 615,442 Advances from other agencies (9,750) (856) Other e>.penses: Deferred revenue 583,182 (730,484) Prior year expense (7,410) 68,164 60,754 103,671 (83,021) 20,650 Decrease in Loss on disposal 0 1,980 1,980 0 0 0 working capital $(226,544) $(602,067)

The accompanying notes (Jre an integral pttrt ofthis statement Total other expenses (7,410) 70,144 62,734 103,671 (83,021) 20,650

NET INCOME/LOSS $265,060 $(147,089) $117,971 $(716,737) $(283,066) $(999,803)

T/;e m:compatz)'ing notes are an integral part ofthis statement. ., Includes a red.assification ofex1Jtnse made afitr the National Archives Anm111f repottforfisca!)'ear 1993 was pu.h!ished. THE N,!T/ON1lL ARCHIVES TRUST FUND

Trust Fund Balance Sheet (as ofSeptember JO} 1993* Presidential Other Presidential Other Libraries Trust Fund Total Libraries Trust Fund Total Assets Current assets: Cash in U.S. Treasury $542,058 $(36,916) $505,142 $94,685 $1,713,291 $1,807,976 Cash in transit 0 184,368 184,368 65,768 166,927 232,695 Accrued interest receivable 17,307 61,116 78,423 0 0 0 Securities 4,123,939 11,844,770 15,968,709 4,040,240 10,325,228 14,365,468 Accounts receivable' 2,948 600,861 603,809 4,825 964,759 969,584 Advances to employees 100 500 600 100 2,605 2,705 Inventories' 551,341 1,163,471 1,714,812 709,931 1,324,373 2,034,304 Prepaid expenses 503 127,041 127,544 16,394 223,989 240,383

Total current assets 5,238,196 13,945,211 19,183,407 4,931,943 14,721,172 19,653,115

Non-current assets: Properry and equipment' 297,712 440,110 737,822 262,269 471,045 733,314

TOTAL ASSETS $5,535,908 $14,385,321 $19,921,229 $5,194,212 $15,192,217 $20,386,429

Liabilities and Fund Balance Current liabilities: Accounts payable $393,467 $1,184,673 $1,578,140 $350,555 $897,317 $1,247,872 Advances &om other agencies 12,731 0 12,731 2,981 0 2,981 Deferred revenue 12,963 2,282,035 2,294,998 1,941 2,876,239 2,878,180

Total current liabilities 419,161 3,466,708 3,885,869 355,477 3,773,556 4,129,033

Long-term liabilities Deferred revenue 0 728,302 728,302 0 1,101,320 1,101,320 Annual leave liabiliry 91,256 117,502 208,758 78,304 97,443 175,747

Total long-term liabilities 91,256 845,804 937,060 78,304 1,198,763 1,277,067

Total liabilities 510,417 4,312,512 4,822,929 433,781 4,972,319 5,406,100

Fund balance 5,025,491 10,072,809 15,098,300 4,760,431 10,219,898 14,980,329 ---­ TOTAL LIABILITIES AND FUND BALANCE $5,535,908 $14,385,321 $19,921,229 $5,194,212 $15,192,217 $20,386,429

The accompm~ying notes are an integral part ofthis statement. '"Includes a reclassification ofe:qnmses made after the National Archives Annual Rrportfor focal yeflr 1993 was published 1Net ofal!awtmrefor uncollectible accotmts of$22.8.96forjiscalyear 1.9.94 and $31.840for fiscal year 1.9.93. 2Net ofreserve for obsolescence of$174, 716 mttl $56.9..947 respectbe&•. for fowlyMr 1.9.94 and $110,218 and $62.9,235 mpectivdy, for fiswl year 1993. 3 At cost less accumuuued depreci,ttion of$41 0,938 and $746,768 respectively, )orjiscalyear 1994, and $331,920 tmd $658.824 repectit•e/y. for fiswlY"" 1993. A STATISTICAL PROFILE

Statement of Changes in Financial Condition (for period mdcd September 3o) NOTES TO FINANCIAL STATEMENTS AND EXPLANATIONS OF SIGNIFICANT ACCOUNTING Sources ofworking capital 1994 1993 POLICIES From operations: Net income (loss) $117,971 $(999,803) Revenue: Revenue is derived from the sale of Items not affecting working capital: publications, reproductions of records, self-service Depreciation 311,442 311,215 electrostatic copies, museum shop items, Presidential Loss on disposal 1,980 0 library admissions, and investment income. Revenues are (Donations of) and adjustments to recorded on an accrual basis. property and equipment 862 (36,127) Investment Valuation: (I) U.S. Government Working capital inflow from operations 432,255 (724,715) securities held by the Trust Fund are stated at cost From other sources: adjusted for accretion of discount; (2) Securities held by Increase in annual leave liability 33,011 3,647 Increase in deferred revenue 0 386,608 the investment banker are stated at cost adjusted for accretion of interest. Working capital inflow from other sources 33,011 390,255 Inventory Valuation: Inventories which consist of Working capital infJow from all sources 465,266 (334,460) merchandise held for sale are valued at cost determined Uses ofworking capital using a specific identification method. Physical inventory Purchase of operational assets 318,792 267,607 counts, taken at all locations, are performed at the end of Decrease in deferred revenue 373,018 0 each fiscal year and appropriate adjustments are made. Total working capital used for all purposes 691,810 267,607 Inventories of supplies are expensed at the time of receipt. Decrease in working capital $(226,544) $(602,067) Fixed Assets Valuation and Depreciation: Fixed assets are shown at original acquisition cost less accumulated depreciation. The capitalized cost of these assets is allocated over the estimated useful life by the straight-line Operating Incmne/Expcnse by Organization method. Currently, all administrative and operating - $268 $O J Tmst Fund {General) •Ti·ust 'Fund Operations (in tliousands) equipment is estimated to have a useful life of five years. Annual Leave Liability. Annual leave liability ' $21 ] " $ Office ofthe Federal Register Expense represents the cumulative amount payable to Trust Fund 44 income employees as annual leave at year end. Unfunded leave ...... ~;,.:.~ ...... $1,697 J Office ofFederal Records Centers expense for the year is treated as an operating expense in the computation of net income or loss for the period. This 4 661 $ • J Offia ofPresidential Libraries treatment does not apply to sick or other leave, which is IIIHIUUIIIIIIIIIIIIIIIIIIIIIIIIfllltiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiHIIIIIIIIIIIIIIIIIIIIIIIHIIIIIIIIIIIIIIIIIIIIIIIIIIII $4,750 expensed as it is used. - $368] Office ofSpecial Regional Archiues Deferred Revenue: The current liability for deferred 11111111 $284 revenue represents advance payments for products and $6,241 ] Office ofPublic services that are to be furnished within a year. The llllllllllllllllllllllllllllllllllllllllllllltH:IIUIIIIIIIIIIIIIIItllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll $5,112 Programs long-term liability for deferred revenue represents $3,150 ] Office ofthe Natioi1Lll Archilies collections for services to be provided over a period of lllllllllllllllllllllllllltllllllllllllllllllllllllllllllllllllllllllllllllllllllll $3,063 more than 12 months. $0 $2,000 $4,000 $6,000 TilE N,\T/ON,\L ARCflli'ES GIFT FlWD l

Accounts Payable: As of September 30, payables Gift Fund Statement of Availability Cjor period ended September 3oJ consisted of the rollowing: Presidential Other 1994 1993 Libraries Unrestricted Restricted Total Total 1994 1993 General $1,029,572 $851,746 Balances available October 1 $\,681,151 $118,275 $327,149 $2,126,575 $2,233,766 Estinwted Year-EndAccruals 370,319 100,924 Increases ofavailability: Payroll 159,683 146.696 Grants and donations 224,389 36,173 68,682 329,244 399,793 Disbursements in Transit 18,566 148,506 Interest on securities 55,503 9,125 11,176 75,804 73,659 Totals $1,578,140 $1,247,872 Total available 1,961,043 163,573 407,007 2,531,623 2,707,218 Adjustment to Prior Years Operations: There were Decreases ofavailability: no items included in adjustments to prior years operations Travel and transportation 25,258 366 25,632 51,256 66,688 that met the criteria ror extraordinary item classification. Supplies and materials 40,181 7,073 2,730 49,984 76,128 Equipment rental 35 340 0 375 39 Printing and reproduction 2,540 22,678 10,855 36,073 36,244 Payments to commercial contractors 286,989 10,759 28,191 325,939 246,946 The National Archives Gift Fund Payments to other agencies or fi.mds 59,340 1,037 36,751 97,128 154,958 Total decrease 414,343 42,253 104,159 560,755 581,003 OVERVIEW Adjustments to prior years operations 0 (17,619) 16,283 (1,336) (360) The Gift Fund is administered by the National --­ Archives Trust Fund Board

LIABILITIES AND FUND BAlANCE Current liabilities: Accounts payable $18,754 $62,669 Total liabilities 18,754 62,669 Fund balance \,972,204 2,126,575

T atal liabilities and fund balance $1,990,958 $2,189,244 A STATISTICAL PROFILE

Statement of Changes Gifts Received in Financial Condition Donor Amount Total

!for peTiod ended September 30) General Cultural & '-Jcucouut;.''-

(154,371) (107,191) Miscellaneous gifi:s 21,039 28,631 Eisenhower Library Eisenhower Foundation* 79,000 ADM Foundation 5,000 Application of funds Union Pacific Foundation 5,000 Working capital $(154,371) $(107,191)

Miscellaneous gifts 51 65,498 Schedule of Changes Kennedy Library John F. Kennedy Library Foundation 2,174 in Working Capital Sony Electronics 2,557 Miscellaneous gifts 450 ____5_,1J.l_J_ Reagan Library 1994 1993 Ronald Reagan Presidential Foundation 2,064 Miscellaneous gifts 2,516 4,580 Current ClSsets Roosevelt Library Franklin & Eleanor Roosevelt Institute* 10,818 Cash in U.S. Treasury $541 $2,967 Friends of the FDR Library 4,099 Cash in transit (11,755) (8,128) Miscellaneous gifi:s 1,307 16,224 Accrued interest receivable 7,661 0 Truman Libr~ Miscellaneous gifi:s 5,808 5,808 Securities (197,968) (80,370) National Archives New England Miscellaneous 1,671 Regional System Pittsfield, MA Miscellaneous 150 Advances to employees 3,235 794 Northeast Miscellaneous 348 Current liabilities Mid-Atlantic Miscellaneous 340 Southeast Miscellaneous 7,253 Accounts payable 43,915 (22,454) Great Lakes Miscellaneous 4,964 Decrease in working capital $(154,371) $(107,191) Central Plains Miscellaneous 3,461 Southwest Miscellaneous 1,955 Rocky Mountain Miscellaneous 1,627 Pacific Southwest Miscellaneous 4,686 Pacific Sierra Miscellaneous 4,475 Pacific Northwest Miscellaneous 4,852 Alaska Miscellaneous TOTAL DONATIONS $329,244 'Amount shown rtpresents multiple gifts from this donor. Misce!Lmeous gifts include donations ofless than $1000. Left, crowds ofFrench patriots and other Allies march through the Arc de Triomphe after the liberation ofParis (208-MFI-2-M-1). Center, US. Coast Guard seamen on deck, World War II (26G­ 2218). Right, unidentified American polimrum escorts children across the street (208- Vi\J-1 V-35).

...... ?...... National Archives Directory

Washington Central Office Hegional Archives Central Plains Region Alaska Region National Archives R. Reed Whitaker, Director Thomfls E. Wiltsey, Director Washington, DC 20408 New England Region 2312 East Bannister Road 654 West Third Avenue james K Owens, Director Kansas Ciry, MO 64131 Anchorage, AK 99501 Acting Archivist: 380 Trapelo Road 816-926-6272 907-271-2441 Trudy Huskamp Peterson Waltham, MA 02154 Congressional Affairs: 617-647-8100 Southwest Region Presidential Libraries john Constance Kent C. Carter, Director Equal Employment Opportunity and Pittsfield Region 501 West Felix Street Office of Presidential Libraries Diversiry Programs: joyce Williams jean Nudd, Director P.O. Box 6216 National Archives Inspector General: Floyd justice 100 Dan Fox Drive Fort Worth, TX 76115 Washington, DC 20408 NHPRC: Nanry Sahli (Acting) Pittsfield, MA 01201 817-334-5525 202-501-5700 Professional Development and 413-445-6885 Training: Donn C. Neal Rocky Mountain Region Herbert Hoover Library Public Affairs: Shirley Clarkson Northeast Region joel Barker, Director Timothy Walch, Acting Director Office ofAdministrative Services: Robert C. Morris, Director Building 48, Denver Federal Center, P.O. Box488 Adrienne C. Thomas 201 Varick Street P.O. Box 25307 West Branch, IA 52358 Office of Federal Records Centers: New York, NY 10014 Denver, CO 80225 319-643-5301 David F Peterson 212-337-1300 303-236-0817 Office of the Federal Register: Franklin D. Roosevelt Library Martha L. Girard Mid Atlantic Region Pacific Southwest Region Verne W Newton, Director Office of Policy and Information RobertJ Plowman, Director Diane S. Nixon, Director 511 Albany Post Road Resources Mgt. Services: 9th and Market Streets 24000 Avila Road Hyde Park, NY 12538 Ralph C. Bledsoe Room 1350 P.O. Box 6719 (914) 229-8ll4 Office of the National Archives: Philadelphia, PA 19107 Laguna Niguel, CA 92607 MichaelJ Kurtz 215-597-3000 714-643-4241 Harry S. Truman Library Office of Presidential Libraries: George Curtis, Acting Director Richardjacobs (Acting) Southeast Region Pacific Sierra Region U.S. Highway 24 and Delaware Street Office of Public Programs: Gayle P. Peters, Director Waverly B. Lowell Director Independence, MO 64050-1798 Linda N Brown 1557 Sr. Joseph Avenue 1000 Commodore Drive 816-833-1400 Office of Records Administration: East Point, GA 30344 San Bruno, CA 94066 james W Moore 404-763-7477 415-876-9009 Dwight D. Eisenhower Library Office of Special and Regional Daniel D. Holt, Director Archives: Raymond Mosley Great Lakes Region Pacific Nortl1west Region Southeast Fourth Street Peter W Bunce, Director Philip E. Lothyan, Director Abilene, KS 67 410 7358 South Pulaski Road 6125 Sand Point Way, NE 913-263-4751 Chicago, IL 60629 Seattle, WA 98115 312-581-7816 206-526-6507 FEDERAL RECORDS Ct:N'/'ERS

John F. Kennedy Library Ronald Reagan Library Denver Pittsfield Bradley S. Gen'tltt, Director Richard Norton Smith, Director Robert Svenningsen, Director Gregory L. Schildmeyer, Director Columbia Point 40 Presidential Drive Building 48, Denver Federal Center 100 Dan Fox Drive Boston, MA 02125 Simi Valley, CA 93065 P.O. Box 25307 Pittsfield, MA 01201 617-929-4500 805-522-8444 Denver, CO 80225 413-44 5-688 5 303-236-0804 Lyndon Baines Johnson Library Bush Presidential Materials Project San Francisco Hany J Middleton, Director DavidAlsobrook, Acting Director Fort Worth David D. Drake, Director 2313 Red River Street Suite 300 james W Mouat, Director 1000 Commodore Drive Austin, TX 78705 701 University Drive, East Box 6216 San Bruno, CA 94066 512-482-5137 College Station, TX 77840 Fort Worth, TX 76115 415-876-9015 409-260-9552 817-334-5515 Nixon Presidential Materials Staff Seattle William H Cunliffe, Director Federal Records Centers Kansas City Steven Edwards, Director Archives II at College Park john Allshouse, Director 6125 Sand Point Way, NE 8601 Adelphia Road Atlanta 2312 East Bannister Road Seattle, WA 98115 College Park, MD 20740 Bill Craig, Acting Director Kansas City, MO 64131 206-526-6501 301-713-6950 1557 St. Joseph Avenue 816-926-7271 East Point, GA 30344 National Personnel Records Center Gerald R. Ford Library 404-763-7438 Los Angeles David Petree, Director Frank H Mackaman, Director Sharon L. Roadway, Director 111 Winnebago Street 1000 Beal Avenue Boston 24000 Avila Road St. Louis, MO 63118 Ann Arbor, MI 48109 Diane LeBlanc, Director Laguna Niguel, CA 92607 314-538-4201 313-741-2218 380 Trapelo Road 714-643-6245 Waltham, MA 02154 Washington National Records Center Gerald R. Ford Museum 617-647-8745 New York Ferris Stove!, Director james Kratsas, Curator Kdren L. Lucas, Acting Director Washington, DC 20409 303 Pearl Street, NW Chicago Building 22, Military Ocean Terminal 301-457-7000 Grand Rapids, MI 49504 David E. Kuehl, Director Bayonne, NJ 07002 616-451-9263 7358 South Pulaski Road 201-823-7161 Chicago, IL 60629 Jimmy Carter Library 312-353-0164 Philadelphia Credits Donald B. Schewe, Director DavidS. Weber, Director This report was prepared by the One Copenhill Avenue Dayton 5000 Wissahickon Avenue National Archives Public Affairs Staff~ Atlanta, GA 30307 Denis Paskauskas, Director Philadelphia, PA 19144 Design and production: 404-331-3942 3150 Springboro Road 215-951-5588 Groff Creative, Inc. Dayton, OH 45439 Printing: Government Printing OHice 513-225-2878 The National Archives and Records Ad1ninistration Organization Chart

Inspector General Office of the Archivist Policy and Information Resources Archivist Management Services Deputy Archivist Public Afhirs Congressional Affairs General Counsel Equal Employment Opportunity and Diversity Programs NHPRC Administrative Services Professional Development and Training

Management Council Partnership Council

I

Records Administration Special and Regional Archives National Archives Presidential Libraries

Federal Register Public Programs Federal Records Centers Left, American soldiers in fsigny cheer as American pkmes roar above, opening airpush against Nazis (208-MF!-2H-2). Center, "Sometimes the wholefomily gathered around the receiving set." Hood River County, Oregon, july 20, 1925. Records ofthe Fecleral Extension Service (33-SC-S4849C. photographer unknown). Right, the Washington, D. C flood of1896ftom the corner of9th and Pennsylvania Avenue, NW, where the National Archives now stands. Photo courtesy ofMrs. Cornelia Colgate Getty Peale.