SAA Newsletter Society of American Archivists, The Library, Post Office Box 8198 l Diversity of Illinois at Chicago Circle, Chicago, Illinois 60680

MARCH 1978

HEAVY DEMAND FOR SAA'S NOMINATING COMMITTEE SELECTS BASIC MANUALS AND WORKSHOPS SOCIETY CANDIDATES Over 4,000 copies of SAA's new.basic manuals The Society's Nominating Committee has selec­ have been distributed since their publica­ ted the following candidates for SAA offices: tion late in 1977. Supported in part by the f ,i.;rst grant in NHPRC' s records grant program, Vice President (becomes President 10/79) the. need for the manuals was indicated by a Maynard J. Brichford, University of Illinois study made by. a Society committee on archival C. Herbert Finch, Cornell University publications. Topics in the first Archives and Manuscripts series are: Appraisal and Treasurer Accessioning, by Maynard J. Brichford; Gregory Lennes, International Harvester Arrangement and Description, by David B. Mary Lynn McCree, University of Illinois Gracy II; Reference and Access , by Sue E. Holbert; Security, by Timothy Walch; and Council Seat I (4 year term) Surveys, by John A. Fleckner. Paul H. McCarthy, Jr., University of Alaska Trudy Huskamp Peterson, National Archives A grant from the National Endowment for the Humanities permits SAA to continue a series Council Seat II (4 year term) of basic workshops, inaugurated at Notre Dame V. Nelle Bellamy, Episcopal Church Archives University in August 1977. The workshops are Shonnie Finnegan, State University of New York differed in cooperation with regional archival Organizations. Enrollment is limited to Nominating Committee Seat I persons now working with archives and manu­ Nicholas C. Burckel, University of Wisconsin scripts who have -not had the benefit of formal David E. Horn, DePauw University archival training. Each of the three work­ shops conducted to date has been filled to Nominating Committee Seat II capacity. Three additional workshops are Eleanor McKay, Memphis State University , scheduled in 1978: South Hadley, Massachu­ Helen W. Slotkin, Massachusetts Institute of setts, April 30-May 5;,Berkeley, California, Technology July 16-21; and Nashville, Tennessee, October 1-6. More information about the workshops Nominating Committee Seat III and a complete list of publications may be Jay M. Haymond, Utah State Historical Society obtained from SAA's Chicago office. James D. Porter, Oregon State Archives

Additional nominees may be placed on the ballot by a petition signed by 50 members of the Society. In accordance with Society bylaws, deadline for receipt of petitions in the exec­ utive director's office is June 2, 1978.

Nominating Committee members were J. Frank Cook, University of Wisconsin; Edie Hedlin, Wells Fargo Bank; J. R. K. Kantor, University of California; John Kinney, Alaska State Ar­ chives (chairman); Patrick Quinn, Northwestern University. ACCESS TO PAPERS OF HOUSE PANEL CONSIDERING RECENT PUBLIC FIGURES PRESIDENTIAL PAPERS The Organization of American Historians has A revised version of a bill providing for recently published Access to the Papers of public access to the papers of former Presi­ Recent Public Figures: The New Harmony Confer­ dents was introduced in Congress, February ence, edited by Alonzo L. Hamby and Edward 1978. Weldon. The volume was published for the AHA/ OAH/SAA Joint Committee on Historians and Rep. Richardson Preyer (D-N.C.), chairman of Archivists. Papers include: "Unseen Sources: the Subcommittee on Government Information and A Historian's Dilemma," by Alonzo L. Hamby; Individual Rights of the House Government "The Archivist's Responsibility to Research­ Operations Committee, introduced the bill last ers and Donors: A Delicate Balance," by Philip year as the Presidential Papers Act of 1977; P. Mason; "Federal Law and Access to Federal HR 9130. Records," by James E. O'Neill; "Some Legal Considerations Affecting Access," by Edward That bill provided that Presidential papers Weldon; "Experiences of a Government Histori­ would be public documents, that they would be an," by Richard Hewlett; "A Plaintiff's Per­ turned over to the custody of the National spective," by Allen Weinstein; "A Donor's Archives when a President left office and that View," by Regina C. McGranery; "The Archivist they would, with certain exceptions, be avail­ and Access Restrictions," by Edmund Berkeley, able to the public under the Freedom of Infor­ Jr.; "Access to Manuscript Collections in mation Act. the Library of Congress," by John C. Broderick; "A Matter of Time," by Daniel J. Reed; The revised version will be essentially the same "Thoughts on and Experiences with Presidential bill, but with some points clarified,-according to Libraries and the Library of Congress," by subcommittee staffer Edward Gleiman. One pro­ Ellis W. Hawley; "The Dwight David Eisenhower vision in the first bill seemed to imply that Library: The Manuscript Fiefdom at Abilene," the papers of an incumbent President would be by Blanch Wiesen Cook; "A Plea for Opening subject to the FOIA. Gleiman said, however, the Door," by Barton J. Bernstein; and "Selec­ that the bill was intended to cover only the tive Bibliography," by Philip P. Mason. papers of a President once he had left office, and the wording was clarified to reflect that This volume may be obtained for $4.00 from the intention. Executive Secretary, Organization of American Historians, 112 North Bryan Street, Blooming­ Hearings on the Preyer bill are scheduled for ton, IN 47401. late February and early March. Among those scheduled to testify are former Kennedy aide Arthur Schlesinger, Jr.; Philip Buchen, counsel to Gerald Ford; George Reedy, a member of SAA PUBLICATION SERVICE Johnson's White House staff; James B. Rhoads, Archivist of the United States; Richard Kirken-

The Publication Service is pleased to announce dall, Executive Secretary of the Organization the addition of yet another title— The Pub­ of American Historians; Mack Thompson, Executive lication of American Historical Manuscripts Director of the American Historical Association; (1976), edited by Leslie W. Dunlap and Fred and Ann Morgan Campbell, SAA's Executive Director Shelley. The volume is a collection of pa­ pers from a conference held on the planning, administration, and research involved in ed­ STATE DEPARTMENT PUBLICATIONS iting letterpress and microform compilations of historical manuscripts. The volume in­ The Office of the Historian in the Bureau of cludes papers by Albert T. Klyberg, Stanley Public Affairs, Department of State, from J. Idzerda, Albert E. Van Dusen, Merrill Jen­ time to time issues announcements, publica­ sen, Eric H. Boehm, Donald Jackson, Daniel J. tions, and other items of interest to scholars Reed, E. Berkeley Tomkins, and Robert A. Mc- concerned with international affairs. Those Cown. The retail price of this volume is wishing to be added to the mailing list for $7.50; the prepaid price to SAA members is these materials should write to the Office $6.50. A complete list of publications avail­ of Plans and Management (PA/M), Bureau of able through SAA can be obtained from the Public Affairs, Department of State, Washington, executive director's office. DC 20520.

SAA Newsletter 2 March 1978 -f WOMEN AT NARS AND LC -f- WOMEN IN SAA

Reports have recently heen issued by the Li­ Columbia University economist Eli Ginzburg brary of Congress and by the Federal Women's recently revealed that he had identified Program Committee of the National Archives "the single most outstanding phenomenon of and Records Service depicting the employment our century." It is, he said in an interview, status of women within each of the two insti­ the vast tide of women entering the U.S. work­ tutions . The National Archives and Library force. In a single month last fall, for of Congress are two of the nation's largest example, no fewer than 500,000 women were employers of professionals in the archives accepted for employment; and in a recent 12 and manuscripts fields. month period, 55% of those hired were women.

Library of Congress Of 4,548 fulltime employ­ The trend discussed by Ginzburg appears to be ees of the Library of Congress in November reflected in the membership of the Society of 1977, 2,213 were male and 2,335 were female. American Archivists: 58% of SAA members join­ The breakdown by sex of Library of Congress ing in the period 1976-77 were female. employees at various federal pay levels from lowest to highest follows: 42 years ago, 28% of the Society of American Archivists' founding members were women. A Grade Male Female Total report made by the Society's secretary, F. GS 1-4 40.9% 59.1% 465 Gerald Ham in 1971 indicated that 31% of the GS 5-8 39,3% 60.7% 1676 membership was female. GS 9-11 47.9% 52.1% 1135 GS 12-13 57.2% 42.8% 862 A recent analysis of SAA membership rolls GS 14-15 78.0% 22.0% 314 indicates that 41% of the list is female, a GS 16-18 86.5% 13.5% 96 very considerable increase over the past TOTALS 2213 2335 4548 seven years. The increased female membership was evident at SAA's 1977 annual meeting National Archives and Records Service The where exactly 41% of the participants Women's Committee study at NARS developed were women. statistics based only on personnel in Washing­ ton and Suitland, Maryland, where there were 188 persons in the professional archivist job series in 1976. Of this number, 146 were men $ PUBLICATIONS and 42 were women. In grades GS 7-11, 78% of the archivists were male, 22% were female. Several recent publications address the At grades GS 12-17, 77% were male and 23% question of the role of women in archives- female. Of 344 persons in the archives tech­ related professions. nician job series, 69% were male and 31% fe­ male. Of the total of 1125 NARS Central Of­ The Report on the Status of Women in the fice employees in 1976, 503 or 45% were women. Archival Profession (1974), prepared by the The average GS grade for men was 8.5, while Committee on the Status of Women under the the average GS grade for women was 6.5. direction of Mabel Deutrich, is a compilation of comparisons of rank, salary and professional Present federal pay schedules for GS-7, a commitment of men and women in the archival typical entry level for professional archi­ profession. A summary of the report was pub­ vists and librarians, range from $12,336-16,035; lished in the January 1975 American Archivist-, for GS-12, journeyman level, the salaries range copies of the complete report are available from $21,883-28,444; at the GS-16 level, man­ for $2.00 from the SAA headquarters office. agement grade, salaries range from $42,423- 53,735. There is now a ceiling of $47,500 on Equal Pay for Equal Work, a 1976 publication ' the pay of federal employees, so those in the of the Special Libraries Association is higher grades are not receiving the full com­ designed to assist women in determining pensation provided by the pay schedule. whether they are underpaid, in ascertaining their options and legal rights, and in evalua­ As of February 1978, the Library of Congress ting the risks involved in attempts to employed 13 women graded GS-16 and higher, achieve salary parity. Single copies of Equal while the highest ranking woman at the National Pay for Equal Work are available without Archives was GS-16. She is the first female charge from the SAA headquarters office; con­ to achieve that grade at NARS. tact Karen Hawker. (continued on p. 5)

March 1978 3 SAA Newsletter BOARD FOR ARCHIVAL CERTIFICATION--COMMENTARY

The January SAA Newsletter carried a proposal prepared by the Society's Education and Profession­ al Development Committee for the certification of archival education programs. Reactions of the membership which were sought for this COMMENTARY section follow. The Committee will meet in Chicago, March 30-31, to discuss this matter as well as other issues in its purview.

It seems that an essential element has been The Education and Professional Development left out of the proposal, viz., the criteria Committee should be complimented for its work for certification. That the SAA Program State­ to date in this issue. ment for Archival Education will be the basis for this criteria is implicit in Section VII, On the question of who should be appointed A, Revocation, but I maintain it needs to be to the B.A.C. I believe most strongly that explicit so there can be no doubt as to what Council, as the only elected body responsible criteria a program is being measured against. to the entire membership, should appoint all members. Above all else the composition of Under item IIA, Visitation, I would propose the B.A.C. will determine the success or that an archival education program not be failure of the program, and this should be fully certified until it has been operating the Council's responsibility. for at least three years and thus demonstrated its viability. If a new program meets the Another area of concern is that under the draft certification criteria on paper, I suggest proposal only three of the five members of it be provisionally certified and reexamined the B.A.C. constitute a quorum. . . . It is con­ for full certification after 3 years have ceivable that as proposed a minority of the elapsed. full B.A.C., two members, could make a decision denying accreditation to a program. Accredita­ Another suggestion you may wish to consider is tion is too important a decision to be left to the publication of a list of those institutions anything other than the full Board. seeking certification, with the Society's request for input from members, particularly Another major problem I foresee with the pro­ recent graduates, with knowledge of these pro­ posed program is economics, i.e. archival grams . education programs being expected to pay the expenses of an evaluation by the B.A.C. There One final comment. I dislike the use of "sub­ is certainly nothing unusual in the institu­ stantial compliance" in VII, A, Revocation. tion paying the cost of accreditation ex­ Either one complies with the Program Standards penses. What is unusual is the cost outlined or one doesn't. The use of the word "substan­ in the draft proposal, expenses for 3-5 in­ tial" leaves too much latitude for the applica­ dividuals, in relationship to the analysis tion of "political" pressure on the committee. being conducted by the B.A.C. For example, colleges and universities often have the RICHARD STRASSBERG entire program of an individual department Cornell University evaluated every 5-10 years and this generally involves 2-3 people. To expect an institution The Draft Proposal submitted for membership to spend up to 2h times the cost in expenses comment in the January 1978 issue of the SAA to evaluate a single sequence of courses does Newsletter, should be considered as perhaps not seem to be a particularly realistic ex­ the most important work this Society will ever pectation. The foreseeable result is that only accomplish. the wealthiest programs will be able to apply for accreditation by the B.A.C. . . .some The Draft Proposal appears very well and humane­ means, a grant perhaps, must be found to make ly drawn, comprehensive, and encompasses the the accreditation procedure economically salient points that any program or plan must feasible to all archival education programs. address if it is to be long-lasting and effec­ tive. I find only one omission which gives me The most disturbing aspect to date in the de­ cause for concern— should we not provide for velopment of an accreditation program by the a probationary concept between certification SAA is what is not in the B.A.C. draft proposal. and revocation? Nowhere is there any discussion for the develop-i ment of the criteria on which programs will be AUSTIN N. LEIBY evaluated and accreditation granted or denied. State of Arizona ______The basic criteria that members of the B.A.C.

SAA Newsletter 4 March 1978 SAA AWARDS COMPETITION COMMENTARY ICON'T) ANNOUNCED will use in determining whether or not a The Society of American Archivists announces particular program meets the 1977 SAA archival competition for four Society awards to be education guidelines should first be published presented at the 1978 annual meeting in Nash­ in draft form and open to comment and revision. ville. The awards will recognize accomplish­ Without such criteria there is absolutely no ments which occurred during 1977. The selec­ assurance of consistent, fair and impartial tion of the winners of each award will be evaluation of a program by the B.A.C. In view made by an appropriate subcommittee of the of what the SAA is requiring of those who wish Committee on Awards chaired by Mary Jane Dowd. to apply for accreditation, it is only proper that criteria for such an evaluation be pre­ Individual and institutional members of the cisely defined and then published. SAA are welcome to nominate themselves or others for any of the following awards. A FREDERICK L. HONIIART complete description of the Society's Award Michigan State University policy appears in the American Archivist volume 39, no. 3 (July 1976), pp. 415-420.

All nominations for SAA Awards should be sent to Mary Jane Dowd, Civil Archives Division ^ MEETING SITES (NNF), National Archives, Washington, DC A number of organizations have recently 20408 by June 1, 1978. voted to boycott meeting sites in states The Distinguished Service Award was estab­ which have not ratified the Equal Rights lished in 1964 by three Fellows of the Soci­ Amendment. The Women's Caucus of the Society ety: Leon de Valinger, Jr., the late Mary of American Archivists, meeting in Salt Lake Givens Bryan, and Dolores Renze. The award, City October 4, considered requesting that in the form of a trophy, is presented annually the SAA Council cancel the 1979 annual meet­ to an archival institution or organization ing in Chicago because of Illinois' nonrati­ which has made an exemplary contribution to fication status. the archival profession. Nomination forms for this award are available from Mary Jane The Caucus voted not to present such a re­ Dowd. solution to the Council. Considerations af­ fecting the Caucus's decision were the fol­ The M. Claude Lane Award was established in lowing: that attempting to reschedule the 1974 by the Society of Southwest Archivists annual meeting is difficult within a short in memory of Sister M. Claude Lane. The time; that the economic impact of such a boy­ cash award is funded by the Society cott would be felt only in the area of Il­ of Southwest Archivists, and is presented to linois where support for the ERA is strong; an individual who has made significant con­ and that the 1979 meeting will occur after tributions in the field of religious archives. the deadline for ratification of ERA has passed. The Waldo Gifford Leland Prize, first award­ ed in 1959, is a cash award funded by income from the Waldo Gifford Leland Prize Fund. The prize is awarded to the author of an outstanding published contribution in the field of archival history, theory, or prac­ tice. Finding aids, monographs, and documen­ $ PUBLICATIONS ICON'T) tary publications are eligible for the prize. The Women's Caucus Newsletter, published by The method of publication may be letterpress, editor Irene Cortinovis, University of Mis- offset, microform, audiovisual or other media." souri-St. Louis and co-editor Linda Henry, Periodicals are not eligible for this award. Schlesinger Library, provides information on meetings and conferences of interest to women The Philip M. Hamer Award, first given in in the archival profession, legislation which 1973, was established on receipt of a gift may affect women's employment, and on recent from Elizabeth Hamer Kegan. The Award recog­ grants and publications of particular interest nizes high quality work in documentary pub­ to women. Contact Irene Cortinovis, Archives, lication by a junior editor on publication projects sponsored or endorsed by the National University of Missouri-St. Louis, St. Louis, Historical Publications and Records Commission. MO 63121. . ______

March 1978 5 SAA Newsletter SAA CONTINUES SURVEY OF UNPUBLISHED HRS RECORDS The Society of American Archivists was industry. Many HRS staff members believed awarded a grant from the National Endowment that the project would be resumed after the for the Humanities in May, 1977, to locate war. Thus, the records and inventories were and describe the unpublished records of the deposited randomly; some at state libraries Historical Records Survey (HRS) Project. and archives, university libraries, and his­ Through correspondence, repository finding torical societies. aids, and fieldwork, descriptions are now complete for 17 state HRS projects. A guide Over the past thirty-five years, many of to the materials will be published in the these records have been lost or destroyed. fall. Many repositories are only now discovering the research value of this material. The The HRS is without a doubt the most ambitious Society of American Archivists, convinced survey of state and local records ever at­ of the papers' importance, hopes that by pub­ tempted. It was one of the five federal pro­ lishing a guide to the existing HRS mater­ jects of the Works Projects Administration, ials, archivists and historians alike will and was designed to employ professional and be encouraged to preserve and utilize these skilled laborers from 1936-1942. The scope records. of the survey included state, county, and church records; public and private manu­ If your repository houses unpublished HRS scripts; and various other projects such as materials, but has not been contacted by imprint inventories. SAA, please advise Lori Hefner, Associate Director of the HRS Project, at SAA head­ In 1942, the HRS came to an abrupt halt so quarters . that workers could enter the expanding war

MINNESOTA TRAINING WORKSHOPS COUNCIL AGENDA PROJECT 2 PM April 13, 1978 The first phase of the NHPRC-funded Minnesota Statler Hilton Hotel Training Workshops Project, comprising a se­ New York, New York ries of ten two-day sessions for county and local historical societies, has been comple­ I. Adoption of the Agenda ted. Workshop director William K. Wallach II. President's Report and project co-directors James E. Fogerty III. Vice President's Report and David J. Klaassen are now involved in IV. Treasurer's Report phase two— which includes preparation of a A. Investments complete unit of workshop materials for pub­ B. Other lication. The units will contain the work­ V. Executive Director's Report shop manual, a series of slides with script, A. Finances/Membership an oral history demonstration tape, and in­ B. 1978 Annual Meeting structor's notes. The units will be avail­ C. Public Papers Legislation able in late spring 1978. VI. Editor's Report A. Procedures for Approving Publica­ The Minnesota Training Workshops series was tions of the Society held in ten locations across Minnesota, with B. Procedures for the Appointment of county historical societies serving as hosts the Society's Editor for the sessions. The workshops featured VII. Unfinished Business education in the basics of archival princi­ VIII. New Business ples, paper preservation, security, and the A. Annual Meeting Sites administration of oral history programs. The B. Associate Membership for Foreign preservation component included "hands-on" Archivists experience in simple and inexpensive methods C. Impact of 1969 Tax Law: Proposal of manuscripts repair and conservation. from Committee on Collecting Per­ sonal Papers and Manuscripts For more information contact Fogerty or Wal­ D. Report from Task Force on National lach, Minnesota Historical Society, 1500 Mis­ Information Systems for Archives sissippi Street, St. Paul, MN 55101. and Manuscript Collections E. Five Year Plan of Committee on Automated Records and Techniques

SAA Newsletter 6 March 1978 ARCHIVAL SECURITY NEWSLETTER

ALA POSITION ON REPLEVIN

The decision by the north Carolina Supreme representing "work product," i.e., legislative Court in North Carolina v. B.C. West has drafts and reports, judicial pleadings and caused grave concern among custodians of once- briefs, and administrative memoranda and stud­ public records now in private hands. (See ies . SAA Newsletter, July 1977, p. 5; November 1977, p. 8.) SAA's ad hoc committee- on replevin con­ 3. Contemporaneous Archival'Resources tinues to study the problem. Recently the ex­ and Policies. The ownership interest of the ecutive board of the American Library Associa­ state may be evidenced by the fact that it tion established an advisory committee on the had archival resources and policies in exis­ issue. The preliminary ALA position on reple­ tence at the time the document would have been vin was articulated by William D. North in a in state custody to preserve and identify it. brief filed in the West case. The following The extent of archival facilities is a measure is a section of that brief which discusses of the state's intent to preserve public docu­ suggested criteria tfor establishing ownership ments. Thus, for example, the construction of of public documents in private hands. (The "a Fire Proof House for the preservation of ALA position was not upheld in the West deci­ the Public Records belonging to this State" sion. authorized for the Secretary of State in 1817 by the General Assembly of North Carolina The ownership of public documents held by would evidence an intention to preserve the private parties or institutions ought not be official dpc-umjents of the Secretary of State. decided on the basis of a legal fiction. Likewise, the establishment of the North Caro­ This is especially true when there exist lina Records Center in 1947 with its expanded criteria by which ownership may be judicially facilities and resources would argue strongly determined in a manner which will protect the that any post-1947 public document in private legitimate archival interests of the State hands was improperly acquired. and at the same time avoid confiscation of private property. The criteria by which own­ 4. Identification by State. The iden­ ership of public documents in private hands tification of the document as included in the may be determined are four in number. archives of the state is probative evidence that the state had no intention to abandon it. 1. Continuity of the Collections. The Such identification could exist in the form of parties to the controversy should be allowed a catalog, an inventory or a notice of loss. to show the continuity of the records to In many cases precise identification of a doc­ which the claimed document belongs. To the ument is impossible in a catalog or inventory. extent the records are complete, it is evi­ In such cases, identification of the group of dence that the State has diligently sought to documents in which the document in question preserve its records and has not authorized might reasonably have been included is rele­ their disposition. Records which are incom­ vant. Likewise, publication of notice of loss plete during a relevant period, on the other or suspected loss of the document in question hand, would indicate an intent to abandon or of a group of documents into which it might the records unless it can be shown that some fall would be pertinent even if the possessor intervening cause, fire, flood, war, etc., of the document did not know of such loss. accounted for the gaps in continuity. Such notice would at least tend to refute an inference of abandonment. 2. Nature of the Document. The nature of the document is evidence of the proper Application of the foregoing criteria to the ownership. Thus, a document which is organic facts of any action seeking recovery of a pub­ to the state, such as its Charter, Constitu­ lic document of North Carolina will not enable tion, etc., is substantially less likely to the State to recover all of the documents which be subject to abandonment than those public might have been in its custody at some time records which relate to routine business of in its history. It would, however, provide the government. Likewise those documents the State with the legal means to recover doc­ which represent the "end product" of govern­ uments of organic importance to the state and ment action, i.e., laws, judicial decisions, documents lost through negligence or theft administrative regulations, are more likely from otherwise substantially complete records. to be preserved indefinitely than documents

March 1978 7 SAA Newsletter ARCHIVAL SECURITY NEWSLETTER

THEFT DETECTION IN ACADEMIC ELECTRONIC SECURITY FOR LIBRARIES ARCHIVES

The Association of Research Libraries recently Archivists interested in an overall view of surveyed academic libraries on the topic of electronic security systems will want to read book losses and theft detection systems. The Modern Electronic Security Systems by Stephan results of the survey are published in the new Hahn. The book discusses perimeter and space ARL report, Theft Detection and Prevention in intrusion detectors, signal processing cir­ Academic Libraries. cuits, local and remote alarms, and special systems like closed circuit television. Most ARL discovered that over half of the 90 re­ archivists will find the first chapter on spondents had installed or were installing basic security systems to be very useful. electronic security systems which reduced losses between 34 and 90 percent depending on The book describes in technical terms all the the percentage of the collection protected by approaches which are currently available to the system. industry institutions and individuals with re­ spect to the installation and use of electron­ Installing an electronic security system, ic systems. which detects unauthorized removal of library For the manuscripts librarian, archivist, or materials through normal exits, is a sizable repository administrator who would like more investment. Costs range from approximately than just a cursory introduction. Modern $10,000 for a small collection to $2,000,000 Electronic Security Systems could be a valu­ or more for a large central collection. able source of information. For further in­ information, write the Hayden Book Company, Many of the responding libraries also limit Inc., 50 Essex Street, Rochelle Park, NJ access to stack areas as part of their secu­ 07662. rity programs, and most libraries move valuable or rare items to controlled, high security areas and require patrons to present identifi­ cation. Other security measures which are popular in academic libraries include elec­ SECURITY ADVICE FROM THE PAST tronic guards on non-essential doors and win­ dows, educational programs and exhibits for Archival and library security has been a se­ patrons and staff, and identification of high rious problem for quite a long time. Indeed, risk items with deliberately visible markings. a committee of Harvard overseers, visiting the college library in 1861, had these words ARL's Kit on Theft Detection and Prevention of advice: "It should be stated that an ap­ contains five planning documents, four im­ parent difficulty occurs in detecting persons plementation documents, three examples of who take books from the library in an unau­ user education, and eight procedure and poli­ thorized manner from the fact that students cy documents, all from ARL libraries; plus bring to the library their textbooks; and lists of contact persons and additional Sys­ as these books much resemble in external ap­ tems and Procedures Exchange Center materials. pearance the volumes belonging to the library, The Kit is available to ARL members and SPEC it is not easy in all cases to ascertain when subscribers for $7.50 and to all others for they retire whether they are taking books $15.00. Contact SPEC, Association of Re­ they brought or those belonging to the library. search Libraries, 1527 New Hampshire Ave. There is, however, a sort of intuition soon NW, Washington, DC 20036. developed in an attendant who is qualified for his post, which enables him to distinguish the property of the library from other books EDITORIAL NOTE with a promptness that would surprise the un­ authorized borrower. For the reason that Although the SAA Archival Security Program is supported by a grant from the National Endow­ young persons are sharper and more observing, ment for the Humanities, the opinions ex­ they make better attendants than aged per­ sons ..." pressed in the Archival Security Newsletter are those of the program staff and not of NEH.

SAA Newsletter 8 March 1978 ARCHIVISTS STUDY BUCKLEY AMENDMENT

The ambigious language of the Family Educa- cials face real dilemmas in defining and me­ tionaWRights and Privacy Act, often called diating the competing rights and values in­ the Buckley Amendment, has been of concern volved in developing sound record keeping to archivists since the legislation was policies and practices. At one and the same 'passed, in 1974 without hearings as a last- time, society affirms the privacy rights of minute, addition to a pending bill (see SAA individuals and the individual's right of Newsletter, January, 1975 p. 4; March, 1976, access to the documents and decisions of pub­ p. 12; March, 1977 p. 2}. A subcommittee of lic officials and institutions. Although SAA’s' College and University Archives Com­ sometimes conflicting in specific instances, mittee! is working t41 qfarify the meaning of these rights are not necessarily mutually ex­ the Act. Under the leadership of Charles B. clusive. In the most general sense, society Elston, Marquette University, the Subcom­ must strike a careful balance between the mittee on Student Records has engaged in a privacy rights of individuals, the protection constructiveWialoguefBith William Riley, of the security of certain institutional the HEW official charged with administration actions, the "right to know" of members of of the:bill. a free and open society and the interests of future generation's as represented by academic The following statement 'concerning the Buck- scholars, genealogists and all concerned citi­ ley Amendment was prepared in 1977 by Elston's zens . group: From the time the application of a prospective student arrives at the admissions office, in­ Through the identification and study of the . stitutions of higher learning maintain a vast past, society evaluates continuity and change array of records concerning that student. The and plans for the future.. A continuing exam­ nature of the records varies as each student ination of the past is. essential for the pre­ moves through the evaluative processes of ac­ paration of a large group of citizens for ademic performance and becomes involved in a leadership tomorrow. By preserving the re­ wide range of social, political, intellectual cords of human experience for public use, the and recreational activities. The maintenance archivist plays a vital role in supporting of student records is a sound educational scholarship, research training and an appre­ practice provided that the purposes of such ciation of history. The records of higher record keeping are to assist in the develop­ education and the fields of learning have a ment of the student, to protect the student special value in America. In a society dis­ health and welfare, to provide documentation tinguished for its technological and politi­ for institutional evaluation, or to improve cal achievements, broadly based educational upon existing programs and services for fu­ programs and highly trained citizenry, edu­ ture generations of students. Published re­ cational records are fundamental to an under­ cords include student directories; yearbooks; standing of‘social development and current' graduation, honors and concert programs; ath­ social problems. letic event programs and the published minutes of a Board of Trustees. Unpublished documen­ The creation, evaluation, retention and use tation, usually accumulated in central admin­ of student records has always been of im­ istrative offices and arranged so that data on mediate concern to college and university each student is easily identified, can be di­ archivists. Recently, however, these in­ vided into the following general subject cat­ terests have drawn the attention of educa­ egories: admissions; academic performance; tional administrators, teachers, students, proficiency and qualifying exams; financial state and federal legislators, the news media aids or obligations; campus employment; social and the public at large. The Family Educa­ or organizational involvement; housing and tional Rights and Privacy Act of 1974, which campus living; health and medical treatment; attempts to mediate the issue of individual academic career or psychological counseling; privacy rights versus the right of access, job placement; discipline or conduct govern­ both reflects and intensifies a growing pub­ ance; and identification records. lic concern regarding the-nature, extent and use of educational records. College and university archivists are con­ fronted with an extensive body of student Archivists, legal scholars and public offi­ records. While these records retain admin-

March 1978 9 SAA Newsletter BUCKLEY AMENDMENT ICONT'D) istrative and legal value for varying lengths the appropriate interpretation of many points of time, the archivist must determine which in the guidelines. To date, university legal files or records have sufficient long term advisors and administrators have interpreted research value to warrant acquisition, pro­ access requirements in a wide variety of ways. cessing and permanent retention. Due to the The law applies to "records which are direct­ administrative organization of most institu­ ly related to a student and are maintained by tions of higher learning, there is a consid­ an educational agency or institution or by a erable degree of duplication or overlap in party acting for the agency...." Students record-keeping. The archivist attempts to are defined as persons who are or have been identify and retain the most complete and in attendance. Accordingly, restrictions on well organized files and may employ selective access presumably apply retroactively to stu­ sampling techniques to preserve particularly dent records, with the exception of confiden­ valuable files or information over a long span tial letters of recommendation received prior of time. From both a research and an adminis­ to January 1, 1975. The law contains no spe­ trative standpoint, institutions of higher cific provision for opening records upon the learning have a special obligation to preserve death of the subject nor after the passage the records of individual students, student of a specific period of time. A recent clar­ organizations and campus life. Students are ification by HEW official Thomas S. McFee to the most important products of higher educa­ the effect "that the rights conferred...by tion. Student records are essential to an the act are personal rights and cease at the understanding of the educational process over death of the individual" apparently opens the time. The impact of higher education in Amer­ records of deceased students to research use. ica and the changing lifestyles and exper­ iences of college students can be studied and HEW guidelines stipulate that records are evaluated only if institutional files are closed except for a specified list of excep­ maintained and made available for research tions. Section 99.31 of the current HEW use. guidelines, entitled "Prior consent for dis­ closure not required," defines the conditions The Family Educational Rights and Privacy under which personally identifiable infor­ Act of 1974, as amended, and as explained most mation from student educational records may recently in "final" guidelines issued by the be disclosed without the prior written con­ Department of Health, Education and Welfare sent of the individual. These provisions are in the June 17, 1976 Federal Register, repre­ crucial, because of the possibility that they sents the first attempt at federal legislation might be interpreted in a manner which would to govern access to records maintained by edu­ permit scholarly research access. In ad­ cational institutions. The law fulfills an dition to specific agencies and officials, important need by attacking specific abuses exceptions to prior consent include: "other involving government agencies and correcting school officials, including teachers, with­ the inability of parents and students to se­ in the educational institution or local ed­ cure access or redress involving individual ucational agency who have been determined student records. It is aimed primarily at by the agency to have legitimate educational educational administrators and government interests" and organizations conducting stud­ agencies. Consequently, many implications ies for, or on behalf of, educational agen­ of the law concerning historical research cies or institutions for the purpose of devel­ use were never fully discussed or considered. oping , validating or administering predic­ The language of the bill and the HEW guide- . tive tests, administering student aid pro­ lines demonstrate that independent scholars grams, and improving instruction; Provided, and researchers wishing to use student records That the studies are conducted in a manner at college and university archives were un­ that will not permit the personal identifi­ intentionally or otherwise overlooked. When cation of students and their parents by in­ defining access, the legislation refers only dividuals other than representatives of the to students, educators, and educational or organization and the information will be other government agencies. destroyed when no longer needed for the pur­ poses for which the study was conducted;..." The law accordingly creates many ambiguities regarding the accessibility of student re­ Section 99.5(3) of the final guidelines re­ cords for research use. Continuing discus­ quires, for the first time, that each in­ sions among college and university archivists stitution adopt a statement of whether it have failed to provide a consensus regarding will disclose personally identifiable records under section 99.31 and if so, to provide "a

SAA Newsletter 10 March 1978 specification of the criteria for determining though they are only incidentally related which parties are 'school officials' and what to particular students? Is the archivist, the educational agency or institution con­ administrator, or other records custodian siders to be a 'legitimate educational in­ required to screen and separate all documents terest'...." Such phraseology is clearly with personally identifiable references to subject to a wide range of ^interpretations students before a file may be used for schol­ and requires extensive clarification by HEW. arly research? Is a class roster list found Must "school officials" be from the recording in the papers of a faculty member (which institution? What constitutes "legitimate merely lists the names of students in a educational interests?" Do faculty members course) closed to access? Could these inci­ seeking to use current or archival student dental kinds of "student records" be viewed records for scholarly research qualify for if users signed a statement promising con­ access under this provision? Does the right fidentiality? A broad definition and appli­ of access depend upon the specific nature cation of the term "student records" under of the research project? Might a graduate the current law might in effect virtually student working on an advanced degree or an close most records of higher education to undergraduate completing a research paper meaningful research. qualify for access on the basis that their research involves "improving instruction?" Section 99.13 of the June 17, 1976 guide­ Will the archivist or administrator in cus­ lines relates to the destruction of educa­ tody of student records be permitted a fair tional records. Institutions are "not pre­ degree of latitude in determining access if cluded" from destroying records as long as users are required to sign statements in there is no outstanding request to inspect which they agree to refrain from any private and review; and explanations added as a re­ or public disclosure of information on indi­ sult of a hearing and the record of access viduals? / Since most institutions are just are kept for as long as the educational re­ now in the process of defining access pro­ cords to which they pertain. These provi­ cedures, it is still too early to know what sions are preferable to the language of the pattern of interpretation will develop. It earlier guidelines, which tended to encour­ appears, however, that a majority of univer­ age the destruction of student records. The sity legal advisors have interpreted the law current law should have the beneficial effect narrowly with the effect that personally of encouraging institutions to achieve a identifiable student records are presently better understanding and control over their closed without written consent, even though record-keeping practices. From an archival the final or published research results would viewpoint, the guidelines should also include not identify individuals. Despite the favor­ a specific provision recognizing the long able HEW interpretation permitting research term research value of educational records access to the records of deceased students, and the role of the archivist in evaluating it is not clear’to what extent the archivist retention policies. must prove death. The practical problems are enormous in attempting to identify and Under normal circumstances, restrictions on segregate the records of living and deceased access or the questions of individual rights students. and confidentiality should have no bearing on the archivist's evaluation of the long Personally identifiable student records are term historical research value of university defined very broadly by the guidelines and records. The content of the records them­ appear to include any document (excluding selves should be the most important factor. published directory information) which con­ Only when federal or state statutory regula­ tains the name of a student, parent or other tions severely limit future use must accessi­ family member, the address of the student, bility be considered. While it is hazardous a personal identifier such as a social secur­ indeed to make long range decisions on the ity number, a list of personal characteris­ basis of current legislation, it must be re­ tics or other information which would make cognized that current access restrictions, the student's identity easily traceable. if permitted to stand, will tend to discour­ Presumably, any "personally identifiable" age the retention of student educational re­ reference to any student in any file or cords . ■document generated by the institution would come under the access restrictions of the The debate concerning individual privacy law. If narrowly interpreted, do these pro­ rights and the right of access places the visions close access to most college or de­ archivist in an uncertain position. Archi­ partmental general administrative files even vists are torn between conflicting claims.

March 1978 11 SAA Newsletter BUCKLEY AMENDMENT (CONT'D)

The perceptions of each of us are uniquely use of student records in archival reposi­ tempered by our own philosophical and poli­ tories, administrative offices or other re­ tical views, the policies of our respective cord storage facilities. If these clarifi­ institutions and the formal or informal re­ cations do not accommodate and recognize the gulations we may already have in effect. Ac­ legitimate needs of future researchers, knowledging that individuals have a privacy changes are recommended in the 1976 guide­ right, nearly all college and university ar­ lines, or law itself if necessary, which would chives and administrative offices have some (1) clearly open student records to scholarly kind of access restrictions on personally research use after the subjects are dead or identifiable student records before the pas­ within a specific period of time after the sage of FERPA. The basic problem, then, is records have been created, such as 75 years; one of achieving a reasonable balance between (2) open the records of living students if competing values. If through legislative rigid safeguards are enforced to protect the oversight or design the right of privacy anonymity of individuals described in person­ alone is protected, the rights of an informed ally identifiable records; and (3) recognize public and of future generations of scholars and sanction the retention of student records may be destroyed. Although a group as large for future scholarly research. and diverse as American college and university archivists could probably never agree upon a According to Etston, Riley and his staff wel­ single precise and rigid set of guidelines come opportunities to receive and discuss regulating the retention and use of student archivists ' suggestions, inquiries and speci­ records, most of us strongly believe that fic access questions. Ril&y may he reached FERPA, as presently interpreted, imposes at Fair Information Practices Staff, Office severe and undue restrictions on the histor­ of Management, Analysis and Systems, HEW, ical use of educational records. 526 E, 200 Independence Avenue, Washington, DC m O 201, (202) 245-7012. As stated in numerous sections, the current HEW guidelines set forth minimum standards which do not preclude institutions from adopting more restrictive policies on dis­ EDUCATION DIRECTORY TO BE closure. This allowance for a certain degree PUBLISHED of "local option" should accomodate those institutions which may wish to impose absolute or blanket restrictions on access. For the SAA will publish an updated version of its great majority, however, these severe restric­ Education Directory in 1978. Institutions tions represent an entire redefinition of our ■listed in the 1976 Directory will be contacted role as archivists. Our ability to encourage for the latest information about their pro­ and support scholarship and research training grams. Other institutions offering education will be seriously diminished. in archives and manuscripts administration should contact SAA's headquarters office if At the very least, university archivists seek they wish to be included among the listings. extensive clarification of the provisions of FERPA which apply directly to the research

SAA Newsletter 12 March 1978 TRAINING OPPORTUNITIES

Simmons College, Boston, Massachusetts, is sponsoring an Institute on Conservation Man­ agement in Libraries and Archives on April 8, Basic Workshop Program 1978. The Institute will be conducted by Pro­ SAA Basic Workshops are part of a Society fessor Josephine R. Fang. For further infor­ program to support and give direction to mation write to: Dr. Ching-chic Chen, Assistant short term archival education. The work­ Dean for Academic Affairs, School of Library shops are supported in part by a grant Science, Simmons College, 300 The Fenway, from the National Endowment for the Boston, MA 02115. Humanities. University of Denver is sponsoring the 17th The workshops focus on the rudiments of Summer Institute for Archival Studies, June archival theory and practice and are 19-July 21,^.978. Up to 5 quarter hours and designed for those who have little or University Certificate of Completion are avail­ no previous training but who currently able. For details write Professor Dolores C. bear responsibility for archives and Renze, Institute for Archival. Studies, Depart­ manuscripts. Upcoming workshops are ment of History, 424 MRB, University of Denver, scheduled as follows: Denver, CO 80210. South Hadley, Mass. Apr. 30'May 5 The NationalArchives and Records Service, GSA, Berkeley, Calif. July 16 - 21 in cosponsorship with the Canadian and Canadian- Nashville, Tenn. Oct. 1- 6 American Studies Program and the Department of Application deadlines are: South Hadley- History, Western Washington University will hold March 15; Berkeley-June 1; Nashville- a conference entitled "Conference on Japanese August 15. For additional information and Relocation in World War II : Canadian and United application forms contact SAA in Chicago. States Comparisons." The conference will be held May 4 and 5, 1978 at Western Washington University, Bellingham, Washington. For more The Education Division of the National Archives information write Roland L. De Lorme, Chairman, and Records Service will offer a lecture/ History Department, Western Washington Univer­ workshop course entitled "Going to the Source: sity, Bellingham, WA 98225, or Raymond Mclnnes, An Introduction to Research in Archives" on Head Reference Librarian, Western Washington May 30-June 2 at the National Archives Building University, Bellingham, WA 98225. in Washington. The course is designed to fit the needs of general researchers, historians, Northwest Archivists offer a workshop in con­ social scientists, and graduate students. junction with the Pacific Northwest History Another session will be held June 20-23 at the Conference to provide practitioners with the Chicago Historical Society which will act as basic concepts of arrangement and description. cosponsor with the National Archives. To The one-day session will be held on Thursday, register for either course, write Elsie Frei- April 6, 1978 at the Davenport Hotel, Spokane, vogel, Education Division, National Archives Washington. For information and an application and Records Service, Washington, DC 20408. form write Terry Abraham, Washington State University Libraries, Pullman, WA 99164. The National Archives and Records Service Applications must be returned by March 31, will sponsor its Institute: Introduction to 1978. Modern Archives Administration on June 5-16, 1978 at the National Archives in Washington. University of Vermont is presenting the 1978 The Institute is designed to present theory, Oral History Institute- "Oral History as a principles, and techniques of archives adminis­ Research and Learning Tool: Problems and tration to persons holding responsibility in Procedures." Amelia Roberts Fry and Charles the fields of archives, manuscripts, records Morrissey will be the two principal instruc­ management, and the management of special tors for the introductory course which will collections. For more information write be held July 3, 5-21, 1978 at the University Modern Archives Institute (NNHP), National of Vermont, Burlington. For more information Archives and Records■Service, Washington, DC write Summer Session Grasse Mount, University 20408. of Vermont, Burlington, VT 05401. The course (continued on p. 19) is worth three hours of university credit.

March 1978 13 SAA Newsletter NHPRC ANNOUNCES RECORDS GRANTS

During its meeting of February 24, the Na­ Newark, New Jersey Public Library: $15,553 tional Historical Publications and Records for preservation and preparation of a refer­ Commission recommended over $560,000 in sup­ ence microfilm and a finding aid to photo­ port of historical records projects. $422,503 graphs in the New Jersey Picture Collection of records grant funds remain available for in the Newark Public Library. the June Commission meeting, the final meet­ ing of FY 1978. As of February Jf| the NHPRC Norwegian-American Historical Association, had received over $2.5 million of grant ap­ St. Olaf College, Northfield, M N : $4,000 for plications during this fiscal year; requests preparation of a guide to the collections of for an additional $2.5-$3.5 million are ex­ the Association. pected before October 1, the end of the fis­ cal year. In FY 1977, requests for over $4 Albany County, New York: $9,235 for a survey million were received by the records grant of selected county records, transfer of re­ program for which $1 million was available. cords of archival value to safe storage, and For FY 1978, $1.3 million is available. The preparation and publication of an inventory grant projects are as follows: of the county archives.

Performing Arts Center, New York Public Li- Adams County Historical Society, Hastings, brary: $14,045 for arrangement and descrip­ NE: $13,265 matching grant offer for ar­ tion of six manuscript collections in the rangement and description of textual and pho­ field of American dance. tographic records relating to Adams County and its environs held by the Society and pre­ The National Council of Negro Women, Wash­ paration of a guide to records on the history ington , DC: $34,715 for preservation, ar­ of Adams County. rangement and description of the records of National Council. The Minnesota Historical Society, Minneapolis, M N : $45,074 for arrangement, description, and Clark University, Worcester, MA: $14,760 to preservation of five series, totalling over work on the papers of Robert H. Goddard and 500 linear feet, of records of the Great Esther K. Goddard relating to early rocketry. Northern and Northern Pacific Railroad com­ panies. Hollins College, Hollins, V A : $2,441 for work on the papers of Ella Reeve "Mother" Bloor, City of Portland, Oregon: $56,290 for pre­ who was involved in various radical movements servation and processing of city records of in the late 19th and early 20th centuries. archival value and establishment of an auto­ mated archival information retrieval system. The Ohio Historical Society, Columbus, O H : $8,250 for processing and microfilming of Manuscript Division, New York Public Library: the correspondence files, 1914-36, of the $37,000 (matching offer) for microfilming of city manager of Dayton, Ohio, the first city the Library's H.L. Mencken and Fiorello H. of significant size to adopt the manager- La Guardia collections. commission form of government. Iowa State Historical Department, Des Moines: City of Providence, Rhode Island: $21,350 $15,298 conditional grant for employment of conditional grant for inventory and arrange­ an assistant archivist for one year. Grant ment and description of early Providence city contingent upon appointment of a professional records. State Archivist by the State of Iowa.

New Jersey Historical Society, Newark, N J : New Mexico State University, Las Cruces: $16,825 for a survey and selective acces­ $21,260 for a survey and selective acces­ sioning into New Jersey repositories of re­ sioning of records relating to the history cords of business firms and labor organiza­ of agriculture in New Mexico. tions in Newark. Mountain Heritage Center, Western Carolina Vermont Supreme Court: $8,693 for a pilot University, Culowhee, N C : $25,458 for survey project to locate, describe, transfer to of materials and processing of collections safe storage, and selectively microfilm relating to the southwestern region of North Vermont Supreme Court records prior to 1825. Carolina. (continued on p. 15)

SAA Newsletter 14 March 1978 SAA '78 NASHVILLE, OCTOBER 3-6

"Preserving the Past, Access for the Future: from members who have specific reactions or Professional Goals and Constituent Demands" suggestions. Send your comments to an appro­ is the theme for SAA's 1978 annual meeting in priate committee member or to Edward C. Papen­ Nashville. The Program Committee, chaired by fuse, Maryland Hall of Records, P.0. Box 828, Edward C. Papenfuse, met in Nashville recent­ Annapolis, MD 21404. ly and began the process of planning specific sessions addressing the dual themes. The ob­ jective of each session will be to provide some indication of the nature of the general problems confronting the profession, some evaluation of past performance in the topic areas, and some practical suggestions for the future. The meeting will feature both formal sessions and practical seminars. The committee has divided the responsibility for planning these sessions and seminars.

Sessions on "Preserving the Past" are being coordinated by Larry Hackman, National Histori­ cal Publications and Records Commission and George Cunha, New England Document Conservation Center. Tentative plans include a major ple­ nary session on paper conservation in the NHPRC GRANTS (CON'T) United States, a session on the uses and abuses Delaware Division of Historical and Cultural of microforms in archival programs, and several Affairs, Dover, DE: $16,844 to establish an seminars on preservation techniques and micro­ automated data base management system for in­ photography . formation about the archival holdings of the state. Sessions on "Access for the Future" are being planned by J.D. Porter, Oregon State Archives; City of Schenectady, New York: $1,750 for Nicholas Olsberg, Massachusetts State Archives,- microfilming of Schenectady City Council Edward Papenfuse, Maryland Hall of Records ,- minutes, 1798-1905. and John Daly, Illinois State Archives. Pre­ liminary plans include a plenary session on City of Rochester, New York: $18,500 for pre­ privacy vs. the public's right to know, a servation and description of photographic session on the problems of appraisal and sever­ prints, glass negatives, lantern slides, and al seminars on the more specific questions of nitrate negatives documenting the City of copyright, appraisal and privacy in archival Rochester from approximately 1850 to 1950. work. Washington State Historical Records Advisory Many of the sessions in Nashville will address Board: $144,120 for completion of field work questions about "Professional Goals and Con­ for a statewide survey of historical records stituent Demands." Sessions in this area are in Washington and for selected consulting being planned by Eleanor McKay, Memphis State assistance to repositories in the state. University; John Daly, Illinois State Archives; Lewis Bellardo, Kentucky State Archives; Ann The Leadership Conference of Women Religious, Shockley, Fisk University; and Cleo Hughes, Washington, DC: $7,400 supplementary grant Tennessee State Archives, with assistance from to conduct two additional introductory ar­ other committee members. Tentative plans in­ chival workshops for archivists of religious clude sessions on professional ethics, refur­ orders. bishing an archives, machine readable records, university archives, building a constituency, Immigration History Research Center, Minnea­ documenting black history, topical archives polis, M N : $9,282 supplementary grant for and seminars on professional goals, religious additional surveying, accessioning, and archives, CETA funding for archives, among selective microfilming of records of the In­ others. ternational Institutes, the personal papers of early Institute leaders, and records of The Program Committee is interested in hearing Foreign Community Departments.______

March 1978 1 5 SAA Newsletter M papers

Ithaca, New York A trove of previously un­ use to make ships. The letter was found in known letters and papers of William Wordsworth the files of the U.S. Cuban Embassy where it purchased at auction by Cornell University was forwarded for a routine response. last July at Sotheby's in London will never become a part of the manuscript collections St. Paul, Minnesota John Wickre, manuscripts in Ithaca. The purchase was successfully cataloger for the Minnesota Historical Society challenged under a British law which permits (and former editor of the Missed Archivist, withholding export permission if a buyer can which suspended publication after one issue be found who would keep national treasures in due to popular demand) reports that he has Britain. become discouraged with his children's addic­ tion to the television program, "Happy Days." The auction price of $73,000 was raised over "Though I suppose that 'respect da Fonz' is the past six months by trustees of Dove College, only natural for the children of an archivist," a Wordsworth Museum. Wickre says. J. Gormly Miller, Cornell's director of libraries, suggested that "It's probably more Annapolis, Maryland In a ceremony held Janu­ appropriate for the papers to stay in Britain; ary 12 in the office of Acting Maryland Gover­ the important thing is that scholars have nor Blair Lee III, R. Nicholas Olsberg, Ar­ access to them." chivist of the Commonwealth of Massachusetts, presented Lee a ledger containing the names Sotheby's had labeled the whole collection of soldiers of Maryland's 4th regiment of "The Property of a Gentleman," but ownership Continentals. The volume is an accounting of was eventually traced to a young man in Car­ the wages of more than 400 men in George lisle, on the Scottish border. Within the Washington's 1779 regiment. The ledger was last year he had set up a business of buying recently discovered during an inventory of old paper for the stamps. He says that he had the Massachusetts Archives. When it became bought the Wordsworth material for under $10 clear that the document pertained to Mary­ and was about to burn some of it when he land, Olsberg contacted Edward C. Papenfuse, realized its probable value. He does not re­ Maryland State Archivist, who positively iden­ member who sold him the papers. tified it as a fugitive state record. Olsberg then obtained permission for its transfer to Cornell will receive a microfilm copy of the Maryland from Paul Guzzi, Secretary of the materials which include poetry fragments, Commonwealth of Massachusetts. Acting Gover­ family papers and passionate love letters be­ nor Lee hailed the return of the ledger as an tween Wordsworth and his wife. unprecedented example of cooperation between Washington, D.C. A report from the Census state archives. Bureau revealed recently that there are 80,171 governmental units in the United States, up Austin, Texas Only two university presses 1,902 in five years. The archival ramifica­ have had books on the best seller list. The tions of this growth merit serious consideration. first was Yale University Press, with John Masterman's The DoubZe Cross System in 1972. Suitland, Maryland Bryan vanSweringen, an The second is the University of Texas Press, archivist screening State Department files in with T.H. White's The Book of MerZyn, the the National Archives' massive declassification manuscript of which was discovered in the program, recently discovered evidence of Fidel Humanities Research Collection of the Univer­ Castro's first attempt to establish relations sity. While the normal university print run with the United States. As a boy of 12 or 13, before publication is around 3,000 copies, Castro wrote to the newly-reelected FDR that he projections of the popularity of the book led was happy to learn that he would be President to an optimistic first printing of 30,000. for another term. He asked his "good friend According to a Press staff member, "We had Roosevelt" to send him a $10 bill "green Ameri­ visions of 20 Mack trucks arriving on Monday can" explaining that he had never seen American morning full of unsold MerZyns." But at last money. He also offered to inform the President report there were 123,000 copies of the book of the location of rich iron deposits just un­ in print,- with no problems in sales. covered in Cuba which the United States might

SAA Newsletter 16 Marek 1978 aN p a p e r s INSTITUTE SCHOLARSHIP Cambridge, Massachusetts In January, over AVAILABLE 50 years after the execution of Nicola Sacco A scholarship to The Institute: Intro­ and Bartolomeo Vanzetti, Harvard University duction to Modern Archives, offered by jbeleased the papers of A. Lawrence Lowell, the National Archives June 5-16, is now whose review commission affirmed the guilty available. The scholarship is awarded by verdict. the Society of American Archivists and funded by the Colonial Dames of America, After Sacco and Vanzetti were condemned, Gov­ Chapter III. To be eligible for the ernor Alvan T. Fuller appointed the review scholarship, the applicant must be an em­ group headed by Lowell, then the president of ployee of an archival institution or agen­ Harvard. The panel held closed hearings, a cy, employed less than two years as an transcript of which was in the papers. The archivist or archives trainee actually collection also contained related correspon­ working with archives or manuscripts dence and preliminary drafts of the group's regardless of title, and be employed by report. an institution or agency with a fair per­ centage of its holdings in the period Lowell's Sacco-Vanzetti papers were turned predating 1825. over to the University Archives in 1948 by his secretary and his biographer and were Resumes, accompanied by two letters of sealed until last December, a stipulation recommendation from persons who have a of the donors. This restriction had'been definite knowledge of the applicant's tested recently in state court actions brought qualifications, should be submitted to by a researcher who claimed the materials were Milton D. Gustafson, National Archives public papers which should be governed by the and Records Service, Room 5E, Washing­ state's freedom of information regulations. ton, DC 20408 by April 20. Gustafson Thef’.researcher also sought damages because chairs the SAA's subcommittee on the his work had been delayed due to his inability Colonial Dames Scholarship. to review the Lowell materials. To date, these actions have not been successful. DUNAGIN’S PEOPLE The papers were' opened for research in Janu­ ary after Harvard archivists arranged, described, and microfilmed the collection. During the first days of availability a large number of journalists from here and abroad used the material.

In a related development, John J. McGlynn, FEPEiAt Massachusetts supervisor of public records, m m has announced that the state may try to claim title to much of the material now at Harvard.

New York, New York The- New York Times re­ ported that Eugene Bockman, Commissioner of the city government's newest agency— the Department of Records and Information Services— is taking his new reponsibilities for records disposition seriously. One of his staffers has found a room crammed with 17 years of used parking machine receipts from municipal garages. Another estimates that at least two million cubic feet of paper could be disposed of im­ 10-1& mediately. Regrettably, the initial corps of specialists Bockman needs— six new workers to "THIS RERDPT is B PIEF, INFORMATIVE, AMP go out through city agencies and discover TO THE FblWT... VCXJ'D BETTER DO IT OVERT precisely what is hidden there— is yet to be By Ralph Dunagin Reproduced through the authorized. courtesy of Field Newspaper Syndicate.

March 1978 17 SAA Newsletter PROFESSIONALOPPORTUNITIES

ARCHIVAL ASSISTANT, Sul Ross State University. ARCHIVIST, Trevor Arnett Library, Atlanta Permanent position with developing regional University. Responsible for arranging, cat­ archives. Qualifications; MA in history. aloging, and producing finding aids for ar­ Library Science, Museum or related area. chives of the Southern Regional Council un­ Must have experience and/or course work in der supervision of Project Director, and for archival management. Applicants should be directing work of paraprofessional assistant. knowledgeable in Texas/Southwestern history This is a grant-funded project to run through and be willing to become professionally ac­ February-March, 1979, with probable extension quainted with the history of the Big Bend re­ through a second year. Qualifications: MA gion of Texas.. Individuals should be adapt­ (minimum) in an appropriate field; cer­ able to small community. Salary: $10,404- tification from recognized archival institute; 11,520 plus benefits as a state employee. and minimum of 3 years experience in similar Send resume to Kenneth D. Perry, Archivist, work. Salary: $12,000. Send resume to Ms. Sul Ross State University, Alpine, TX 79830. Lee Alexander, Archivist, Trevor Arnett Li­ brary, Atlanta University, Atlanta, GA 30314. Two vacancies-The Ohio Historical Society

ARCHIVES FIELDWORKER, Bureau of Archives and ARCHIVIST. Responsible for researching, lo­ History, New Jersey State Library. Respon­ cating, acquiring, inventorying, and pro­ sible for surveying historical records lo­ cessing manuscripts and institutional re­ cated in New Jersey's county courthouses, cords important to Ohio and American Black providing preservation information for county history; conducting oral history interviews; clerks, preparing a guide to the holdings and discussing institutional programs with do- assisting in the development of a state re­ nars and the public. Qualifications: MA in

American history, library science, or re­ cords plan for the State Historical Records Advisory Board. Qualifications: MA in Ameri­ lated discipline; course work in Black his­

tory and either course work or direct ex­ can history, archival experience, knowledge

perience in archives-manuscripts preferred. of New Jersey history and/or experience with county or local records. Salary: $15,000. Salary: $9505. One year appointment with possibility of a second year. Send resume to William C. Wright, CONSERVATOR. Responsible for restoration Head, Bureau of Archives and History, New and conservation work in bound and unbound

paper materials, research, program develop­ Jersey State Library, Department of Education, 185 West State Street, Trenton, NJ 08625. ment and assistance to acquisitions, cata­ loging, and reference staffs. Qualifica­ tions: knowledge of one or more of the bas­ ic fields of conservation of archives and LIBRARIAN, Society for the Preservation of library materials; MA in history, library New England Antiquities. Responsible for science, or related sciences; direct work supervision and administration of Visual Re­ experience or special training course/certi- source Center specializing in photography ficate preferred. Salary: $9505-$10,500 and architectural history. Ability in pre­ based on experience. paration and supervision of grant funded pro­ jects and knowledge of photographic history For above 'positions, send resume to Person­ essential. Qualifications: BA in American nel Officer, The Ohio Historical Society, history, art history, or related field. Ad­ 171 and 17th Avenue, Columbus, OH 43214. vanced degree in library science or related field helpful but not as important as proven ability in archival administration. Salary: STATE LIBRARIAN, Department of Education, $10,000. Send resume to Daniel M. Lohnes, Trenton, New Jersey. Qualifications: ALA Director of Collections, SPNEA, 141 Cambridge accredited MLS; at least eight years of li­ Street, Boston, MA 02114. brary experience. Salary: $27,356 to $36,925. Qualified candidates should send detailed ARCHIVIST, Archives of Labor and Urban Af­ resume no later than March 15, 1978 to fairs, Wayne State University. Responsible Frederick E. Klett, Jr., Personnel Director, for processing archival collections pertaining New Jersey Department of Education, Box 2019, to the American labor movement and 20th cen- Trenton, New Jersey 08625.

SAA Newsletter 18 March 1978 PROFESSIONALOPPORTUNITIES ranging and preparing finding aids. Will al­ ence Archivist. Project begins June 1, 1978. so work closely with researchers in use of Qualifications: Archival training and a min­ collections, including participation in the imum of 2 years archival experience. Prefer supervision of reading room. Supervision of advanced degree in U.S. history with emphasis student assistant processors. Qualifications: in 20th century. Salary: $13,750 for 15 MA in history or a related discipline and ar­ month appointment. Send letter of applica­ chival training and/or experience. Salary: tion and resume with names of two references Minimum $11,200 for a 12-month appointment by April 21 to Linda M. Matthews, Special with 22 days vacation per year and other Collections Department, Robert W. Woodruff fringe benefits. Send resume to Philip P. Library, Emory University, Atlanta, Georgia Mason, Director, Archives of Labor and Urban 30322. Affairs, Walter P. Reuther Library, Wayne State University, Detroit, MI 48202. DIRECTOR, Cornell Library. Cornell University invites applications for the position of Di­ rector of the University Library. The Di­ Two vacancies-University of Missouri-Columbia rector is responsible for administering a di­ versified library system with a collection of MANUSCRIPTS SPECIALIST, Western Historical more than 3 million volumes and a staff of Manuscripts. Responsible for processing about 350 people including 130 professional manuscript collections; cleaning and mending librarians. The new Director may take office damaged papers; writing objectives in con­ any time between July 1978-July, 1979. Re­ cise finding aids for collections; other re­ plies should be sent to: David C. Knapp, Pro­ lated duties. Qualifications: b a in history vost, Cornell University, Room 300, Day Hall, or one of the humanities of social sciences, Ithaca, NY 14853. or an equivalent combination of education It is assumed that all employers listing and experience from which comparable know­ vacancies with the Society of American ledge and abilities can be acquired. Some Archivists are in compliance with Equal/ experience in research and knowledge of a Opportunity/Affirmative Action Regulations. foreign language is desirable. The newsletter no longer carries listings of SENIOR MANUSCRIPTS SPECIALIST, Western His­ job applicants. Interested employers may ob­ torical Manuscripts. Responsible for pro­ tain a complete roster of candidates from SAA's cessing manuscript collections; cleaning Chicago office. and mending damaged papers; writing objec­ tives in concise finding aids for collec­ tions; supervision of processing of large TRAINING OPPORTUNITIES ICON'T) collections; planning staff meetings, other supervisory responsibilities. Qualifica­ Emory University, Division of Librarianship tions: MA in history or one of the humani­ and the Georgia Department of Archives and ties or social sciences, or an equivalent History present their 12th Annual Archives combination of education and experience Institute from July 24-August 18, 1978 in from which comparable knowledge and abili­ Atlanta, Georgia. The institute will offer ties can be acquired. Some experience in general instruction in basic concepts and research and knowledge of a foreign language. practices of archival administration. Contact One year experience as a manuscripts spe­ Training Officer, Archives Institute, Georgia cialist or comparable work. Department of Archives and History, 330 Cap­ itol Avenue, Atlanta, GA 30334. For above positions, send resume to the AASLH Seminar on Administration of Photographic University of Missouri-Columbia, Personnel Collections, Rochester, NY, May 7-11. Applica­ Services, 309 Hitt Street, Columbia, MO tion deadline March 31. Contact AASLH, 1400 65209. (314) 883-4221. Eighth Ave. South, Nashville, TN 37203.

ARCHIVIST, Emory University, for 15 month project funded by a matching grant from NHPRC to process and prepare inventory for Copy deadline for the May issue of the SAA

papers of Charles Holmes Herty, 20th century newsletter is April 15. chemist; under general supervision of Refer­

March 1978 19 SAA Newsletter NON I’RCII I t OKC, f .S. I’OS I AC,I, l’Alt) SAA Newsletter Ch ic a g o . n.. Ann Morgan Campbell. Kxeeulive Director (312) 99b-3370 I’I.RMII NO. 885 Soiieir of American Arc hivists, The Library. Post Office Box 8198 l imersitr ol Illinois at Chicago Circle. Chicago. Illinois 60680

INSIDE . . . SAA Nominations ...... 1 Presidential Papers ...... 2 Women Archivists...... 3 s 5 SAA Awards...... 5 HRS Survey ...... 6 Replevin ...... 7 Buckley Amendment...... 9-12 Training...... 13 & 19 Grants...... 14 TIME VALUE MAIL Placement...... 18-19

Conference of Intermountain Archivists will Records on Reels" will be the theme of meet in Reno, Nev., May 11-13, 1978 where the Michigan Archival Association's they will discuss public relations and re­ spring meeting on May 17. Contact Fred­ pository collecting policies. Contact erick Honhart, Michigan State University, Jay Haymond, Utah State Historical So­ East Lansing, Mich. 48824 ciety, 603 E. South Temple, salt Lake City, Utah 84102 Tennessee Archivists will be hosted by the Disciples of Christ Historical So­ New England Archivists will meet at the 1978 ciety and Joint University Libraries University of Rhode Island on April 8 in and Special Collections of Vanderbilt Kingston, R.I. Topics include fund rais­ Bprtttg March 30-31 in Nashville. Topics in­ ing, labor and business archives. Con­ clude Spindex, the new copyright law, tact William Joyce, American Antiquarian meetings and preparing of exhibits. Contact Society, 185 Salisbury St., Worcester, Linda Bauch, Tennessee State Library Mass., 01609. and Archives, 403 Seventh Avenue North, Nashville, Tennessee 37219 The spring meeting of the Society of Geor­ gia Archivists will be held in Savannah, Georgia, March 10-11, hosted by the Georgia Midwest Archives Conference (MAC) will meet in Chicago April 21-29. Topics in­ Historical Society. Contact the Society

of Georgia Archivists, PO Box 261, Georgia clude relationships with state legislators, reference work and business records, and State University, Atlanta, Georgia, 30303. a workshop on processing. Contact Nancy C. Prewitt, University of Missouri, Western Northwest Archivists will meet in Spokane, Wash.,

April 6 in conjunction with the Pacific North­ Historical Manuscripts Collection, 23 Ellis Library, Columbia, Mo. 65201 west Historical Society. Arrangement and des­ cription will be the theme. Contact Richard C. Berner, Library, University of Washington FM-25, Society of California Archivists will meet at Seattle, Wash., 98195. Redlands and the University of California, River­ side April 7 and 8. The meeting will include a Society of Southwest Archivists will meet in tour of the Smiley Library and the Special Col­ Fort Worth, Texas at the Sheraton Hotel, May lections of the University of California, River­ 3-5. Topics include the copyright law, freedom side. Contact Clifford Wurfel, Library, Univer­ of information, oral history and handling of non­ sity of California-Riverside, Riverside, Calif., textual records. Contact Sam Sizer, Library 92507. University of Arkansas, Fayetteville, Ark., 72701. Society of Ohio Archivists will meet May 13-14, at Burr Oak State Park Lodge near Athens, Ohio. Iowa Historical Materials Preservation Society Session topics include book conservation tech­ will meet May 13 at Fort Dodge, Iowa, where niques, county and land records in genealogical they will discuss arrangement and description. research, and the art of securing grants. Con­ Contact Dale Mayer, Hoover Library, West Branch, tact Patrick Nolan, Wright State University Ar­ Iowa 52358. chives, Dayton, Ohio 45431.

Mid-Atlantic Regional Archives Conference will hold their spring meeting April 28-29, at Fred- The South Carolina Department of Archives and ricksburg, Virginia. Finding aids, arrange­ History will host the spring meeting of the ment of college archives, care of photographs South Atlantic Archives and Records Conference3 and exhibits will be discussed. Contact Ar­ May 11-12 in Columbia. Contact Charles Lee, nold Brown, 1311 S. Thomas St., #22, Arling­ South Carolina Department of Archives and His­ ton, Virginia 22204 tory, PO Box 11669, Columbia, S.C. 292.11.