CD 3023 .A37 19&& The National Archives and Records Administration

Annual Report for the Year Ended September 30, 1986

Washington, DC 1986 Annual Report of the National Archives TABLE OF CONTENTS

ARCHIVISTS OVERVIEW ______1 Chapter 1 Office of the Archivist ______4 Congressional Activities------­ 4 Professional Activities ------­ 5 Archival Research and Evaluation Staff ------­ 6 Audits and Compliance Staff ------­ 6 Congressional Relations Staff ------6 Legal Services Staff,______6 Life Cycle Coordination Staff ------­ 6 Public Affairs Staff ------7

Chapter 2 Office of Management and Administration ______8 Sources of Operating Funds------8 Fiscal Year 1986 Summary ______8

THE FEDERAL GOVERNMENT AND THE NATIONAL ARCHIVES ______11 Chapter 3 Office of Federal Records Centers 13 Services to Federal Agencies 13 Reimbursable Agreements 13 Courtesy Storage for Members of Congress' Papers 14 ~~~~~~~m~~ M

Chapter 4 Office of the Federal Register ______15 Services to the Federal Government 15 Services to the Public 16

Chapter 5 Office of Records Administration ______17 Appraisal and Disposition Activities 17 Electronic Records 18 Information Programs 19 Training 20 Agency Guidance and Assistance 20

THE PUBLIC AND THE NATIONAL ARCHIVES __ 23 Chapter 6 Office of the National Archives ______25 Accessioning ------25 Reference______26 Legislative Archives Division 28 Records Declassification 29 National Archives Field Branches 31

Chapter 7 Office of Presidential Libraries. ______32 Passage of the Presidential Libraries Act 32 Move of Carter Materials to New Library 32 Implementation of Nixon Public Access Regulations 33 Reagan Materials 33 Accessions 33 Newly Opened Records 33 Grants and Awards 34 Programs for the Public 34 Statement on the Museum of the Presidents 36 Chapter 8 Office of Public Programs 39 Exhibitions 39 Educational Programs 40 Archival Training 42 National Audiovisual Center 42 Special Events 42 Publications 43 Museum Shop 44 Volunteer Services 44 Plans for the Bicentenary of the Constitution 45

Chapter 9 Automation 47 Systemwide Network 47 Trust Fund Service Order System 47 Automated Data Processing 47 Archival Research and Evaluation Staff 47 MARC/Life Cycle Tracking Project 48 Finding Aid Conversion 48 Expert Systems Project 49 Federal Records Centers 49 Office of the Federal Register 50 Presidential Libraries 50 Office of the National Archives 51

Chapter 10 Preservation 52 Research and Development 52 The National Archives Annual Preservation Conference 54 Office of the National Archives 54 Office of Presidential Libraries 57 Future Challenges 58

Chapter 11 The National Historical Publications and Records Commission 59 Publications Program 59 Publications Grants 60 Records Program 61 Records Grants 61 Commission Membership 65 Staff Expenses 66 Publications and Records Grant Funding By State 66

Chapter 12 The National Archives Trust Fund______67 Overview------67 Financial Condition 67 Income and Expenses 68 Program Highlights 68 Public Outreach 70 Investment Program 70 Operational Improvements 70 Gift Fund 74

iv APPENDIXES

A Organization Chart for the National Archives -~~~~~--~~­ 77 B Personnel on Board-~~~~~~~~--~~~~~~~~~­ 78

C Obligations by Program Area -~~~~~~~ ---···- 79

D Obligations by Major Elements -~~~~~~-~~~~­ ~--~­ 79 E Obligations by Object Classification_~~~~~-~~~~--~~­ 80 F Customer Reimbursements-~~~~---~-----~~~~­ 81 G Preservation Obligations~---~~~~--~~~­ 81 H Archival Holdings by Unit:_~~------~--- ~~~~- 82 1 Archival Holdings by Number of Items -~~~~~~~---·---- 82 J Holdings of Presidential Libraries by Unit._~~~~~~~~~~~ 84 K Use of Presidential Libraries -~~~~~~~~~-­ 86 L Actual Costs: Presidential Libraries-~~~~~~~-~~~~­ 87 M Publications of the Office of the Federal Register -~~- 88 N Records Scheduling and Appraisal -~~~- _____ 89

v Archivist's Overview

1 I I l l I

Previous Page. Fountains flanking the Pennsylvania Avenue entrance to the National Archives Building were dedicated by the Pennsylvania Avenue Development Corporation (PADC) on May 28, 1986. The ceremony included a pres­ entation of the Colors by the U.S. Navy Color Guard and remarks by Acting Archivist Frank G. Burke; Henry A. Berliner, Jr., Chairman of PADC; and Mrs. Van H. Seagraves, granddaughter of President and Mrs. Franklin D. Roosevelt.

2 his annual report for 1986 is the first to cover a full year and Naturalization Service, and other agencies. Much of this of the National Archives and Records Administration as an film has been distributed to our field branches, reducing the independent agency. Although we issued an annual report necessity for researchers to come to Washington to consult for 1985, the agency was independent for only the second the records. half of that year; during the first half we were still a part of The field branches were established 20 years ago in an the General Services Administration. This report, then, effort to retain at the point of origin those Federal records reflects more fully than last year's the programs and progress created outside of Washington, DC. Researchers in the of the National Archives on its own. Southeast interested in Tennessee Valley Authority records As one reads this report, a significant fact becomes or researchers in the Southwest interested in Bureau of apparent: the National Archives and Records Administration Indian Affairs records for southwestern tribes, for example, is truly a national agency. The chapters on the Office of the need not come to Washington, DC, to consult those National Archives, the Office of Presidential Libraries, the records. Office of Federal Records Centers, the National Historical The Presidential libraries are also important for regional Publications and Records Commission (NHPRC), and the studies, as well as for the study of national and international Office of Public Programs underline the fact that the National policies. College and university professors and students, as Archives is not just in Washington, DC, but across the well as members of research communities, close to each country, in 14 Federal records centers, 11 Archives field library have found the repositories to be a vast resource branches, and 8 Presidential libraries. The NHPRC operates containing valuable original materials that have become the through a network of State historical records coordinators basis for books, dissertations, articles, and scholarly appointed by the Governor of each State. In addition, the monographs. The reports received from scholars using the Office of the Federal Register, which is the publishing arm of libraries state that these repositories are unparalleled sources the National Archives, has extended its influence from coast for the study of recent history and contemporary affairs. to coast through workshops given in cities with a major As we move into the year of the Bicentenary of the Federal presence. Constitution, this national network grows in importance. If Among the significant facts in this report is one that the message for 1987 will be one of bringing the meaning of indicates an interesting research trend. Figures on the use of the Constitution to the people, then the National Archives records in National Archives repositories show that the with more than 30 facilities in 14 States is in a prime National Archives in Washington, DC, and its satellite position to help. Over the years we have prepared many facilities in the suburbs, attracted 109,903 research visits publications relating to the Founding Fathers, the writing of during the year; the Archives field branches received more the Constitution, the establishment of the Federal than 93,894 visits. If the Presidential libraries' research visits Government, and the influence of the Government on daily are added to the latter figure, the number of research visits life. These publications are now being publicized through in National Archives facilities outside Washington, DC, programs in Washington, DC, in the field branches, and in approximate those in the Washington, DC, area. It is also the Presidential libraries. Exhibitions, lecture series, films, interesting to note that 66 percent of the National Archives and other public events generated by the National Archives staff is now located outside the Washington, DC, area. reach the States and communities of the Nation through this These figures are not unexpected because the National national network. Archives has expanded the availability of copies of original We see the slow shift of research from Washington, DC, documents to researchers across the country. Our to the Presidential libraries and Archives field branches as a microfilming program has reproduced the most sought-after trend that will grow in the future. This annual report Government records-those of the Department of State, the documents the first notice of that trend; next year's, and Census Bureau, the Bureau of Land Management, the those of succeeding years, will undoubtedly reaffirm the Continental and Confederation Congresses, the Immigration cultural impact of the National Archives nationwide.

FRANK G. BURKE Acting Archivist of the United States

3 Chapter 1 Office of the Archivist

The organization of the National Round Table on Archives met for the and improved overall management Archives places within the Office of the first time in the United States at the control of these functions." Archivist a number of staff functions Lyndon B. Johnson Library in Austin, The Acting Archivist also testified that relate to the agency as a whole. TX, and the Acting Archivist before the Government Information. The six staffs-Archival Research and participated in the program. Justice, and Agriculture Subcommittee Evaluation, Audits and Compliance, While the Round Table meeting of the House Committee on Congressional Relations, Legal Services, prompted distinguished foreigners, such Government Operations. This hearing Life Cycle Coordination Staff, and as Li Fenglou, Deputy Director of the was a review of the access regulations Public Affairs-are discussed in this State Archives Bureau of China, to visit for the Nixon Presidential materials. In chapter. The functions of another staff, the National Archives, a number of his statement, he called the regulations Documentation Standards, were other well-known archivists were "the best that can be achieved in the incorporated into the Office of Records welcomed during the year. Archivists litigious context in which they must Administration during the year. and those in charge of archives in operate. They contain more explicit and The immediate Office of the Archivist Australia, Canada, Brazil, Israel, Korea, formal protection against improper includes the Deputy Archivist and other Taiwan, and Czechoslovakia, as well as release of materials than that afforded staff and support personneL Early in such visitors as the Public Printer and to other Presidents whose materials we the year, when it appeared that the future astronaut Barbara Morgan, were administer." shown salient records of our Nation's White House did not intend to The Department of Defense documentary heritage. nominate an Archivist of the United authorization bill passed in 1985 contained a section on "Management States at once, Acting Archivist Frank of Military Records Maintained by the G. Burke named Claudine Weiher, the Congressional Activities National Archives and Records Assistant Archivist for Management and Administration." This section mandated Administration, to the position of Acting On March 18, the Acting Archivist that a report from the Archivist of the Deputy Archivist He shares oversight testified before the Subcommittee on United States be sent to the Congress responsibility for the day-to-day Treasury, Postal Service, and General by March 31, 1986, "for improving the operations with the Deputy Archivist, Government of the House management, maintenance. storage, which enables him to devote more time Appropriations Committee on the and preservation of military records" to professional and scholarly societies; proposed 1987 budget for the National Archives. In his opening statement, he and "for improving access to such the local academic community; said: "As a result of independence and records." The request for such a report government boards and commissions subsequent elimination of regional was largely the result of the efforts of where he serves by law, regulation, or overhead, the National Archives has Joe Miller of Frankfort, KY, who grew tradition; and the international archival reduced duplicative support services concerned about the condition of community. On May 7, the President nominated John Agresto, the Acting Director of the National Endowment for the Humanities, as Archivist of the United States. At the end of the fiscal year, the nomination was still pending. [On October 2, the Senate Governmental Affairs Committee met for the last time before adjournment and did not consider the nomination.] In October, the Acting Archivist visited the People's Republic of China where he was the honored guest at a week-long symposium celebrating the 60th anniversary of the founding of the First Historical Archives of China. A second week was spent as guest of the Central Archives Bureau, visiting archives in Chengdu, Xian, and Acting Archivist Frank G. Burke is shown with Congressman Frank Horton (R-NY) in the latter's Quangchou. Shortly after his return, office on April 15. Horton is the ranking minority member of the House Government Operations the International Conference of the Committee, which oversees the operation of the National Archives.

4 World War II records while using them for research and enlisted the aid of Senator Wendell Ford (D-KY). The findings of the draft report were shared with a distinguished body of military historians, public officials, Defense Department agencies, and veterans' organizations. Many of their revisions were incorporated into the final report. The report discusses the nature, scope, and condition of military records in the National Archives; the major policies and procedures used in acquiring and preserving those records; the availability of the records to the public (and reference services provided); the obstacles to more efficient management of records holdings; and what the future holds for militar:; records at the National Archives. The report concludes with Former Archivists of the United States James B. Rhoads and Robert Warner with Acting recommendations for short-term and Archivist Frank G. Burke at the unveiling of the portrait of Rhoads. About 150 friends attended long-term plans for improvement. the official presentation on June 6 of the James B. Rhoads portrait to the Government. Rhoads, The short-term plan includes who was the fifth Archivist of the United States, joined the Archives in 1952 and served as preservation, automated access, life Archivist from 1968 to 1979. The portrait by Elizabeth Smily of Vancouver, BC, a gift of Rhoads' friends, is now hanging along the east staircase of the National Archives Building. cycle tracking, and the Optical Digital Image Storage System (OD!SS). The three elements of the long-term plan Columbus Quincentenary Jubilee automation, conservation, and other are implementing the 20-year Commission. He was also the honored matters of common concern. The joint preservation plan and conducting guest at a special reception given by session was so successful that the systematic research into new techniques the National Genealogical Society and Acting Archivist stated his intention to for preservation, increasing staff spoke at the Mid-Atlantic Regional make it an annual event. The second resources in the areas of appraisal and Archives Conference, the Yivo Institute initiative-a luncheon for history projects, and the construction of an in New York, the Institute for the department chairmen and library school additional archival storage facility. Editing of Historical Documents, and deans from the colleges and universities The report recognizes that "all of the the annual meetings of the National in the Washington, DC, area-may also elements in the long-term plan will Association of Government Archives become an annual event at the require substantial resources not and Records Administrators, the Society National Archives. currently available to the National of American Archivists, and the A wide range of open meetings with Archives." Copies of the report, entitled Information Resources Management the staff included a ''State of the Military Records in the National Conference. In addition, he addressed Archives" address on April 1, which Archives: A Plan for Their Preservation the Army Institute for Military History, was the first anniversary of the and Use, are available from the Office the American Indian and Alaska Native reestablishment of the National of the Archivist. Archives Conference, and a special Archives as an independent agency. Miller, in a letter to the Acting New York State Preservation The Acting Archivist also participated in Archivist, called the report "excellent" Conference. As always, the Acting the Field Archives Directors Conference and said: "most of all, [it] provides a Archivist was closely involved with in Philadelphia, the Records Centers sensible plan for the future of this activities associated with the National Directors Conference in Atlanta, and nation's military archives. It is my Historical Publications and Records the Presidential Library Directors intention to do whatever I can to help Commission, as described elsewhere in Conference, also in Atlanta and you secure the resources needed to this report. The dedication and opening concurrent with the dedication and carry this project forward." of the new Maryland Hall of Records opening of the Jimmy Carter Library. was the occasion for his special visit to He spoke to the National Archives Professional Activities and participation in ceremonies in Assembly at one of its quarterly Annapolis. meetings and attended program The Acting Archivist attended a Two initiatives in 1985-86 were reviews, appointed and met with variety of meetings, including some especially important. For the first time, special task forces and working groups held by the Woodrow Wilson Center, a meeting with archivists of each of the formed to aid in the solution of the Pennsylvania Avenue Development 50 States was held at the National professional problems, and chaired the Corporation, the National Building Archives. The agenda of the meeting Archives Committee on Automation to Museum, and the Christopher included discussions on appraisal, coordinate progress in that area. In

5 addition, the Acting Archivist conducted to take appropriate action to improve fiscal year was the promulgation and an eight- session seminar on archival internal controls and protect the interest implementation of the sixth set of theory for the Career Intern of the Government. regulations governing public access to Development System (C!DS) program, Audit reports were issued in these the Presidential historical materials of the training course required for areas: Richard Nixon. The year began and ended with the National Archives as professional archivists of the National -Audit of National Archives Archives. compliance with the Prompt the defendant in lawsuits brought by As the year ended, the American Payment Act; the Public Citizens Litigation Group. Council of Learned Societies requested -Audit of the fee schedule at the The first suit was settled by the the Acting Archivist to serve as the National Personnel Records publication by the National Archives of chairman of a delegation of archivists Center, St. Louis, MO; the sixth set of regulations. The second suit, which continues, challenges the and scholars to visit the Soviet Union -Audit of the National Archives in December in an effort to establish a financial control program; legality of an opinion issued by the program of archival exchange with the -Audit of the Publications Department of Justice's Office of Legal Russians. In addition. he commenced Division inventory; Counsel. This opinion concludes that plans for the 1987 events celebrating -Audit of the National Archives' the incumbent President and the the 200th anniversary of the signing of internal control program: Archivist should honor any claims of executive privilege made by Nixon. the Constitution of the United States. -Audit of the John F. Kennedy Library, Boston, MA. The past year also marked the Archival Research and resolution of the longstanding case of Evaluation Staff American Friends Seruice Committee v. Congressional Webster, which involved the National The Archival Research and Relations Staff Archives retention plan for records of Evaluation Staff carries out a three-fold the Federal Bureau of Investigation. mission to study and monitor The staff was created in November 1985 to establish working relations with After extensive litigation. the U.S. technological evolution and innovations, District Court for the District of assist other offices in the application of Members of Congress, their staffs, and congressional committees. The director Columbia approved the 1981 records technology to their programs and retention plan. The case, in which the operations, and provide technical is Susan M. Chase. During fiscal year 1986, the 2-person Legal Services Staff again worked with consultation services within the National Department of Justice attorneys, has Archives. The staff conducts, or staff arranged 15 tours of the National Archives Building and the Nixon now been concluded except for the undertakes by contract, a program of issue of attorney fees. applied technical research projects. The Presidential Materials Project in Alexandria, VA, for Members and staff. On October L 1986, the Acting staff director is William Holmes. Archivist accepted the Jimmy Carter The Archival Research and Programs to acquaint congressional staffs were developed to ensure that Library as the eighth Presidential library Evaluation Staff also includes under Archives administration. The Preservation Officer Alan Calmes. In current House and Senate records are created and stored in a manner Legal Services Staff negotiated and addition to advising the Archivist on helped draft the deed conveying to the preservation matters and coordinating commensurate with their importance. For instance. with the assistance of the National Archives the library building the overall preservation program, the and certain other real property, the Preservation Officer oversees research House and Senate Historians, a workshop on records maintenance and easements granting the National contracts in preservation-related areas. Archives interests in certain property For the activities of this staff, see the disposition was given for the staffs of both Houses at the National Archives. owned by the group that built the chapters on automation and library, and the agreements granting the preservation. In order to acquaint Members of Congress with the holdings of the National Archives the right to use the property involved. Audits and National Archives, the staff distributed a Compliance Staff wide variety of publications to congressional offices. These publications Life Cycle The staff audits programs to ensure also helped answer inquiries from Coordination Staff that resources are safeguarded and constituents on a range of reference managed efficiently; funds are questions. The staff responded to The MARC life cycle tracking study expended in a manner consistent with nearly 1,000 inquiries from called for an ADP management policy related laws, regulations, and policies; congressional offices. on computer applications relating to life and programs achieve desired results cycle systems and a three-person Life Cycle Coordination Staff. (For a full and function efficiently. The staff is Legal Services Staff headed by George Henderson and explanation, see the chapter on includes four auditors. The activities of the Legal Services automation.) The staff is to ensure that This year, the staff completed the Staff during fiscal year 1986 included an integrated automated system for the establishment of permanent files on the assistance in litigation and National Archives is developed and will program offices as well as several audits administrative actions for the agency. identify and administer data elements, and management assistance reviews. In The acting director is Gary Brooks. software architecture, and other each audit and review, officials agreed Perhaps the most visible event of the technical standards that support this

6 Spring cleaning at the John E Kennedy Library. The Audits and Compliance Staff conducted an audit of the Kennedy Library this year. one of six audits conducted by the staff. activity. Recruitment of a staff is totaled 161. More than 300 news and underway. magazine articles featured the National Archives prominently. Public Affairs Staff The following publications were issued during this fiscal year: The staff publishes the four periodicals, listed here, about the Publication Circulation programs and holdings of the National Monthly Calendar of Events Archives and coordinates the 13,000 Quarterly News From the Archives 450 nationwide public information program. Weekly Staff Bulletin The Public Affairs Officer is Jill Brett. 3.800 Annual Report 4.000 During the year, the staff received On The Record (occasional) 3,500 650 inquiries from the media about the National Archives. Press releases and There are four professional members public service announcements about on the Public Affairs Staff, three full­ activities at the National Archives time and one part-time.

7 Chapter 2 Office of Management and Administration

he Office of Management and public. The Gift Fund arises from Hollings), the National Archives FY Administration is responsible for donations, bequests, and gifts. 1986 appropriation was reduced by 4.3 agencywide program management and percent. In order to achieve these for all administrative services within the Fiscal Year 1986 reductions. the National Archives National Archives nationwide, which Summary implemented a hiring and promotion freeze, reduced equipment purchases, includes planning and administering the Appropriations agency's financial, personnel, made adjustments in building services procurement, and information Under PL 99-177, the Balanced in a number of records centers, and management systems. In addition, the Budget and Emergency Deficit Control reduced outlays for preservation. Office administers analysis and Act of 1985 (Gramm-Rudman- The funding available to the National evaluation programs for the National Archives. During the year, Deputy Assistant Archivist for Management and Administration James Megronigle was named acting head of this Office. Financial services are achieved through a combination of in-house resources and interagency service agreements, most notably an agreement for payroll and accounting I services with the General Services I Administration (GSA). An additional I responsibility is the oversight of the '! day-to-day activities of the National Archives Trust Fund Board staff, the l nationwide procurement system, and liaison with the Office of Management I and Budget and congressional appropriation committees.

Sources of Operating Funds The National Archives and Records Administration is funded through Federal appropriations, reimbursable income from agencies, and the National Archives Trust and Gift Funds. In addition to the congressional appropriations, the National Archives receives significant funding from services performed for and reimbursed by other agencies. The largest reimbursable program is providing special services for other agencies' records in the custody of the Federal records centers, predominantly those of This $460,000 project to repair and waterproof the Constitution Avenue steps was one of several the Internal Revenue Service and the major building repair and alteration projects undertaken in FY 1986 by the Office of Social Security Administration. Management and Administration. The project was necessary to prevent water seepage into The Trust Fund generates income records storage areas and the moat, which would have eventually led to long-term structural through the sale of publications, damage. Other projects include major firesafety renovations and long-overdue cleaning of the reproductions, and services to other internal marble and masonry surfaces. These repairs and alterations are part of a 7 -year, $12 Government agencies and to the million program to effect needed repairs to the building, which is now over 50 years old.

8 Archives in FY 1986 for direct Reimbursements Funds operating expenses was $93,176,000, a During FY 1986, the National The National Archives Trust Fund $4,187,000 reduction from FY 1985. In Archives received $18,495,000 for earned $9,156,000 in operating addition, $3,933,000 was available for reimbursable services provided to other income. Actual expenses were grants, $264,000 for the preservation Federal agencies. The major activity $7,705,000 for a net gain on of House and Senate records, was the records centers program at a operations of $1,451,000. The Gift $5,200,000 for the design of improved level of $15,719,000. The Office of the Fund had $2,214,000 available in FY access and archival storage space at the National Archives, Presidential libraries, 1986. Expenditures of $283,000 left a Kennedy Library, and $2 million and declassification activities provided balance at the end of the year of remaining in supplemental funds the balance of $2,776,000. $1,931,000. carried forward from previous years. This provided a total of $104,573,000. Of these funds available, Office of Management and Administration Staff $36,658,000 was obligated by the records centers for the accessioning, Assistant Archivist (Acting) James Megronigle 523-3170 storage, reference service, and disposal Deputy Assistant Archivist James Megronigle 523-3076 of records of the Federal Government; Director, Program Policy and $55,252,000 by the central office and Evaluation Division Adrienne Thomas 523-3214 field branches, the Office of Presidential Director, Budget and Finance Division Patricia Dews 724-2730 Libraries, the National Audiovisual Director, Personnel Services Division Wilma Kriviski 724-1525 Center, and the Office of the Federal Director, Administrative Services Division Lawrence Oberg 523-3225 Register for operating expenses; and Secretary, National Archives Trust $4,612,000 by the National Historical Fund Board (Acting) Ron Lawson 523-3047 Publications and Records Commission for the award, review, and administration of records and publications grants. The following table summarizes funds available and actual obligations for FY 1986:

Fund Availability Obligated Operating Expenses, Direct $93,176,000 $92,482,000 [1] Grants 3,933,000 3,780,000 [2] Preservation, House and Senate Records 264,000 127,000 [2] Kennedy Library 5,200,000 133,000 [2] [3] Supplemental 2,000,000 0 [2] TOTAL $104,573,000 $96,522,000 [1] Unexpended funds are only available for adjustments to obligations made in FY 1986. [2] No-year funds. The balances at the end of the fiscal year carry over and are available for obligation in succeeding fiscal years. [3] In FY 1985, $5,200,000 was appropriated for improvements to the Kennedy Library. Of this amount, $4,700,000 was deferred until FY 1986, and unexpended funds will be carried over into FY 1987. Of the total $5,200,000, $4,000,000 is planned for improved archival storage and educational space and the balance of $1,200,000 is for construction of a boat dock to provide increased access to the library. To date, $133,000 has been spent; $120,000 of this was obligated this fiscal year for a feasibility and preliminary design study by the Army Corps of Engineers for the boat dock. Design and construction of the boat dock will proceed if the study concludes this is feasible.

Also in FY 1986, the GSA conducted a solicitation for an architectural and engineering firm to design additional archival space. After the design is completed, the balance of $4,000,000 will be awarded for architectural design fees and construction.

9 The Federal Government and the National Archives

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11 Previous Page. The Legislative Archives Division performed reference services for 31 House and Senate offices and committees and loaned Congress 589 boxes of records during the year. The Division accessioned 136 cubic feet of records from the House of Representatives and 327 cubic feet of Senate records this year. Highlights include the records of the Joint Atomic Energy Committee and the Senate Foreign Relations Committee. The National Archives holds more than 45,000 cubic feet of legislative records. The material remains in the legal custody of the two Houses of Congress.

12 Chapter 3 Office of Federal Records Centers

he Office of Federal Records Centers and records disposition workshops to Reimbursable Agreements provides economical storage of and agencies. These workshops are designed Reimbursable agreements have been reference service on active and to assist professional and clerical staffs in negotiated with several Federal agencies semiactive Federal records in 14 records proper files maintenance and to provide additional services. These centers located throughout the country. disposition. This year, more than 2,000 agreements provide that agencies will Although practically all Federal agencies Federal employees attended these pay the National Archives the costs of receive services from the centers, the workshops. storing and servicing their current, active major users of these services are the The National Personnel Records files. Agreements are now in effect Department of Treasury, primarily the Center, housed in two separate locations between the National Archives and the Internal Revenue Service (IRS), and the in St. Louis, MO, stores the personnel Internal Revenue Service, the Social Department of Defense. Most of the records of former members of the U.S. Security Administration, the Veterans stored records are referred to Armed Forces and former Federal Administration, the Department of infrequently by agencies, but the records civilian employees. The military records Justice, and the U.S. Postal Service. must be maintained for specific periods amount to more than 1.5 million cubic The IRS agreement accelerates the to comply with legal, fiscal, or other feet of veterans personnel and medical transfer of tax returns to the records administrative requirements. However, files. The personnel and pay records of centers. In many of the records centers, some records are requested more former civilian employees total nearly tax returns are received only 6 weeks frequently, such as IRS tax returns and 550,000 cubic feet. The center answers after being filed by the taxpayer. IRS Social Security claim folders. millions of requests for information from reimburses the National Archives for all former members of military services and related storage and reference costs. former civil servants, and their families, Services to Federal Without this agreement, IRS would each year; these inquiries often relate to Agencies require extensive additional storage claims for benefits. In fiscal year 1986, the records capacity and staffing at each of its centers received 1.3 million cubic feet of service centers. records from Federal agencies. By The Social Security Administration storing these records in records centers (SSA) agreement also lowers storage rather than in offices, Federal agencies and servicing costs for the SSA service realized a cost savings of $12.36 for centers. Files normally would be each cubic foot retired to a records transferred to a records center when aU center. Therefore, the savings that claim activity had ceased; however, resulted from transferring records to the since the activity at the SSA service records centers this year was $16 centers has expanded beyond the million. Records centers also destroy capacity of their facilities, large blocks records no longer needed by the of active claim folders have been agencies and transfer permanently transferred to six records centers. In valuable records to the National exchange, SSA reimburses the National Archives in accordance with approved Archives for aU storage and document records disposition schedules. This year, interfile costs at the records centers. the centers destroyed nearly 1 million Similarly, the records centers assist the cubic feet of records and transferred Veterans Administration (VA) in nearly 35,000 cubic feet to the National mortality studies of Vietnam veterans Archives for permanent retention. The and the National Research Council centers responded to 26.5 million (NRC) in various projects relating to reference requests from agencies, of mortality studies. Both of these which 22.5 million pertained to IRS tax reimbursable agreements require returns. photocopies of death certificates from The centers also increased Bob Flores, a Los Angeles Records Center selected VA claim folders stored in the employee, uses a conveyor system to move considerably the reimbursable records centers. records efficiently. Conveyor systems are used micrographic services to agencies. Some at all of the records centers to aid in the 16.2 million images were filmed by the placement and removal of records. The centers, 2.5 million more images than centers average 2,000 square feet in size and were filmed last fiscal year. hold an average of 1 million cubic feet of The centers offer files improvement records each.

13 Courtesy Storage for Members of Congress' Papers The Federal records centers provide courtesy storage for inactive papers of Members of Congress. The centers offer secure, economical storage of Members' personal papers during their terms of office. The centers also provide prompt retrieval of these papers on request. Since these papers are personal property, they are removed from the centers when a Member leaves office. However, records center staff is available to advise on the process of transferring these papers to permanent repositories.

Management Study Completed The Seattle Records Center and Field Branch were host to members of a Chinese trade delegation on June 9, 1986. Mme Deng Xianfu. who is a sister of the Chairman of the People's The Office of Management and Republic of China and is an official of the Sichuan Province. and Mme Xi Runhui. who served Budget has established a as personal aide. toured the Seattle facilities and examined records relating to Chinese Governmentwide policy that requires immigration and commerce in the Northwest United States. Here they are shown with translator Kin Hung Luk: Field Branch Director Phillip Lothyan: and staff archivist Joyce Justice. Federal agencies to obtain goods and services from the private sector when it is economical to do so (OMB Circular A-76). Under this directive, the National Archives is required to review certain internal functions in order to determine if they can be provided by the private sector at lower cost. Among these functions are the records storage and servicing activities of the Federal records centers. To assist in this management study, the National Archives contracted with the accounting firm of Price Waterhouse. As part of the contract, the firm developed the Performance Work Statement (the statement of work against which private sector companies will prepare bids) and computed the agency's costs to provide these servicing activities. Price Waterhouse completed the management study this year and Employees at the National Military Personnel Records Center in St. Louis were recently awarded found that "records centers possess certificates of appreciation by the Social Security Administration. The award was presented "in many qualities which could be favorably recognition and appreciation of the timely processing of military information requests for the compared to their private sector Social Security Administration." The Center receives approximately 500 requests each week for counterparts." The study concluded that verification of the amount of military service time and the character of separation for Social their recommendations for improvement Security applicants. Senior Social Security officials in Clayton. MO. initiated the award. This were merely "fine tuning of an already award marks the first time that the Social Security Administration has recognized an entire efficient and effective organization." organization within the Federal Government. not just an individual employee.

Office of Federal Records Centers Staff Assistant Archivist _ David F. Peterson 653-8450 Deputy Assistant Archivist Raymond A. Mosley 653-8377 Director, Field Operations Division Gregory A. Pomicter 653-8388 Director, Policy and Systems Division Linda K. Schrier 653-8376 Director, Data Systems Division Joseph Griffin 8-273-7152 Director, National Personnel Records Center ~~~-..·- David Petree 8-273-7201 Director, Washington National Records Center ~-·- __ Ferris Stove! 763-7000

14 Chapter 4 Office of the Federal Register

bis Office, which celebrated 50 years were held during the year for more than documents, the Federal Register was of uninterrupted publication of the 200 staff members of the Federal able to assist the Office of Management Federal Register on March 14, 1986, Communications Commission, the and Budget (OMB) in the preparation of publishes laws, administrative Labor Department's Mine Safety and Executive Order 12553, which revoked regulations, and Presidential documents. Health Administration, and the Interior numerous obsolete and inactive In addition to the Federal Register, the Department's Office of Surface Mining. Executive orders. Office publishes the Code of Federal In addition, the Office conducted two On the basis of its update of the Regulations, The United States regulatory writing seminars as part of Government's organizational structure for Government Manual, the United States the Office of Personnel Management's The United States Government Manual, Statutes at Large, the Weekly Government Affairs Institute series for the Office of the Federal Register Compilation of Presidential Documents, Federal employees. Because of its prepared an annual report for the and the Public Papers of the Presidents. responsibilities for Presidential Senate Committee on Governmental The Office assumes the responsibility of the Archivist for ensuring the accuracy of the official count of electoral college votes for President and Vice President and receives ratification documents from the States on constitutional amendments. The Office serves both the Federal Government and the public.

Services to the Federal Government For the Government, it is the central publication point for laws, Presidential documents, proposed and final regulations, and official notices. All three branches of the Government receive their publications through an "official use" distribution system. Each Member of Congress, for example, receives 5 copies of the daily issue of the Federal Register and 12 copies of The United States Government Manual. Copies of the Weekly Compilation of Presidential Documents and the Public Papers of the Presidents are available to Members of Congress upon request. Congressional committees can obtain the Code of Martha Girard, Director of the Executive Agencies Division of the Office of the Federal Register, Federal Regulations books that they displays the first Federal Register, published on March 14, 1936, in her left hand. In her right need. hand is the March 14, 1986, edition. The first issue was a modest 16 pages in which 7 The Office of the Federal Register also documents were published, including an Executive order by President Frankin D. Roosevelt assists other Federal agencies in a enlarging the Cape Romain migratory bird refuge in South Carolina. Fifty years later, on Friday, variety of ways. It conducts workshops March 14, 1986, the Federal Register was going strong. In the 216-page issue of that date, 53 in drafting documents for publication in agencies published 142 documents-including 25 rules, 8 proposed rules, and 107 notices. In the Federal Register system for agencies the half century of publication completed in 1986, the Federal Register has become an needing specialized training. Sessions indispensable link between the Federal Government and those affected by its rules and actions.

15 Affairs entitled "Agencies and Functions Fifty-two issues of the Weekly Established, Continued. Abolished, Compilation of Presidential Documents Transferred. or Changed in Name by were published, and a new "Document Legislative or Executive Action During Categories List'' supplemented the Calendar Year 1985." which formed the subject and name indexes. The Office basis for a committee print. published the second volume of the 1983 Public Papers of the Presidents. Services to the Public and work on the first volume for 1984 was completed. To ensure the highest At the end of fiscal year 1986, the production standards for the prestigious dailv Federal Register totaled 48,343 Public Papers series. the Office of the pag~s of rules. proposed rules. Federal Register initiated a special Presidential directives. and official quality control program at the notices. Five nights a week, 34,000 Government Printing Office. copies of the Federal Register were Also published were 2,346 pages of printed for distribution the following slip laws as well as the 1983 volume of day to Federal agencies. the Congress. the United States Statutes at Large. the courts, depository libraries, and Preparation of the 3-volume 1984 20.000 subscribers. Statutes was completed. The Students participating in a Federal Register Code of Federal Regulations The 1986/87 edition of The United (CFR), which is updated by the daily workshop in Washington. DC. This year the States Government Manual and a new Federal Register, stood at 96.905 pages Federal Register sponsored workshops in edition of the Codification of Washington, DC, and cities throughout the in 174 books. The CFR is a main Presidential Proclamations and reference source for the legal United States to familiarize the public with Executive Orders. covering the period the use of publications in the Federal profession, Government contractors, January 20. 1961-January 20, 1985. Register system. trade associations, and consumer were published. organizations. Its importance is reflected Work was completed on the five­ in the annual sale of more than a volume 1985 Privacy Act Compilation. million copies. with publication expected during the Because the regulatory information first quarter of FY 1987. The published through the Federal Register Compilation contains descriptions of system affects so many areas of systems of records maintained on American life, public workshops are individuals by Federal agencies, and its held to help users maximize use of the publication by the Federal Register is publications and their finding aids. This required by law. year. the Office held 22 public The Guide to Record Retention workshops. Ten of the sessions were Requirements in the Code of Federal conducted in seven cities: Atlanta. Regulations was published for the first Philadelphia, St. Louis, Dallas, Denver, time since 1981. Revised as of January Seattle. and San Francisco. Ten 1, 1986, the 355-page Guide is a workshops were held in Washington. digest of regulations in the Code of DC. and two special sessions, Federal Regulations that set forth sponsored by States, were conducted in recordkeeping requirements for the Des Moines, lA, and Springfield, IL. public. This Guide tells the user which This year the workshops were attended records must be kept. who must keep by more than 1.300 participants. them, and how long they must be kept. including many librarians who help others use the Federal Register system.

Office of the Federal Register Staff Director John E. Byrne 523 5240 Director, Executive Agencies Division ______Martha Girard 523-5240 Director. Presidential Documents and Legislative Division ______--- -- Robert E. Lewis 523-5240

16 Chapter 5 Office of Records Administration

Congress has placed increasing programs of the Federal Government. completion. During FY 1986, an emphasis on developing more effective Only those records needed for current additional 11,000 cubic feet of records policies for managing recorded business are retained in office space. of army laboratories, proving grounds, information throughout the Government. Others that may require occasional and other field commands were This Federal effort has become known reference, or that must be kept for a appraised. as information resources management period of time for some other reason, (IRM). The involvement of the National are retired to a storage facility, generally FBI Records Archives reflects the importance of a Federal records center. Most records In September, U.S. District Court records management as a component of are scheduled for destruction at the Judge Harold Greene issued a final IRM. completion of their active use. However, ruling in a lengthy court case concerning The overriding purposes of records the scheduling and appraisal process the schedule for FBI records. The case and information resources management also identifies records of continuing originated in 1979, when the American are identical: to manage information so value to be preserved in the National Friends Service Committee and 46 that Government officials can make Archives to document the organization, other plaintiffs sought to halt the informed and timely decisions. In policies, and activities of the U.S. disposal of FBI field office investigative addition, careful planning for the Government or because they contain files. An 18-member task force creation, use, and disposition of information with significant value for appraised the records and developed a information throughout its life cycle is researchers. Determining which records records schedule, which was submitted necessary to ensure that investments in should become part of the National to the court in 1981. After further legal information technology are cost Archives is one of the most challenging proceedings, Judge Greene decided in effective. and important parts of an archivist's job. December 1985 that the retention plan In order to improve management of During FY 1986, the appraisal of developed by the National Archives in recorded information, the National nearly 6,000 separate records series was 1981 was generally acceptable. Archives has expanded its guidance and completed. Some of the more important However, final court approval was services to agency officials to help appraisal and disposition activities contingent on the examination of manage the information explosion and conducted during the year are records in two additional FBI field to ensure adequate documentation of highlighted in the sections that follow. offices and on modification of the plan the Government's organization, policies, providing for the permanent retention of and activities. Justice Department Litigation Case Files certain records that had been appraised as nonarchival. The National Archives Appraisal and Considerable progress has been made staff developed a revised report in Disposition Activities on the long-term project to appraise and accordance with the court's instructions. The Office of Records Administration schedule the 129,000 cubic feet of The judge's final decision accepts the is responsible for determining the litigation case files of the Department of revised records schedule and lifts the appropriate disposition of all Federal Justice. The project involves injunction imposed in 1980 barring the records, regardless of physical form. The examination and analysis of a sample of destruction of FBI files. records appraisal process encompasses records in each of the 200 classifications The National Archives is now paper records, microforms, maps, used by the Department for control and updating the 1981 retention plan to charts, drawings, photographs, motion retrieval purposes. By the end of the develop disposition instructions for file pictures, sound recordings, and fiscal year, the project staff had classifications designated "Disposition electronic records, including tapes and completed appraisal of three-fourths of Not Authorized" in the 1981 schedule disks. This appraisal effort involves the classifications, including those and for classifications created since reviewing the retention periods proposed relating to World War II and postwar 1981. national security, civil rights, social by agencies for each series of records, Navy Department Records deciding which records may be security, and swine flu vaccination destroyed after specified retention programs. The Navy Department made notable periods have expired, advising agencies Older Army Records progress in updating its outdated records on the use of Federal records centers, disposition manual during the year. The and determining which records should A long-term project to appraise National Archives has approved 5 (2 in be transferred to the National Archives. approximately 53,000 cubic feet of army FY 1986) of the 13 chapters of the Appropriate disposition of records records dating from the 1950s and Navy Department's new records through the scheduling process is the stored at the National Personnel Records disposition manual, and 4 others are major element of records administration Center in St. Louis reached 90 percent undergoing archival review. The

17 Dr. Frank Burke presented the Report on the Appraisal of NASA's Research and Development Records to Robert Nysmith, Associate Administrator for Management, on November 22, 1985.

established by Congress, the President, and Cabinet members. Upon termination of these commissions, records appraisal archivists are involved in the disposition of the records. Most nonadministrative records of such commissions have archival value. This year, records of the following major temporary commissions were appraised for transfer to the National Archives: The Presidential Commission on the Space Shuttle Challenger Accident, established to determine the causes of the launch accident and chaired by former Secretary of State William P. Rogers. remaining chapters are in various stages and provides standards for records series The President's Blue Ribbon Commission on Defense Management, of development within the Navy. that have been created since that time. National Archives appraisal archivists The implementation of this schedule will chaired by industrialist and former are working closely with Navy result in increasing efficiency through Department of Defense (DOD) official personnel to ensure the inclusion of all the timely disposition of SBA records. David Packard. This Commission major electronic records systems in the analyzed overall DOD management, revised manual. The cooperation and U.S. Information organization, and decisionmaking and recommended numerous changes for commitment of the Navy to this long­ Agency Records term project has been exemplary. improvement. Schedules for the U.S. Information The Attorney General's Commission Agency's specialized collections­ on Pornography, established to analyze Tennessee Valley the effects of pornography, particularly Authority Records including the photograph library, records relating to the Beirut its influence on crime. The Tennessee Valley Authority Agreement, and records of the Board The President's Commission on (TVA) submitted 13 records schedules of Foreign Scholarships-were Organized Crime, which investigated covering photographs, drawings, and approved, and a schedule for the Voice labor racketeering, cocaine and heroin electronic records systems, as well as of America's tape library was submitted. trafficking, gambling, and criminal traditional paper files. activities of various groups. Army-Air Force Exchange The National Commission on Space, Federal Highway Service Records charged with developing goals for Administration Records activities in space for the next 50 years. The Army-Air Force Exchange The 1984 Inaugural Committee, a The Federal Highway Administration Service conducted a thorough review of planning and operational group that revised its schedules for records of its its records disposition manual during arranged official inaugural activities. district and regional offices. These field FY 1986 and submitted numerous Other important agency developments offices had been using records changes to the National Archives for and significant collections of records disposition authorities dating back to approval. The goal of the review was to that were appraised during FY 1986 1962. ensure the shortest retention periods are described in appendix N. consistent with operational needs and Small Business the protection of rights and interests. Electronic Records Administration Records This effort will result in increased economy of agency operations. The National Archives is responsible The Small Business Administration for appraising and for advising agencies (SBA) prepared a comprehensive Temporary Commission on their management of all records, records schedule that was approved by Records regardless of physical form. Nontextual the Archivist in September 1986. The records often have high research value, schedule updates disposition standards Records management assistance is but agencies frequently find it difficult developed in the 1960s and early 1970s provided to temporary commissions to control them adequately. Electronic

18 records pose particular problems created with state-of-the-art professional organizations on the because of the lack of well-defined recordkeeping technology. Two pilot management of electronic records has policies on their creation, maintenance, programs for tax processing were been developed in cooperation with the and use; their fragility and erasibility; involved: conversion of tax returns and General Services Administration (GSA). and the ease of altering data. To related documentation to optical disk Entitled "Avoiding Federal Amnesia, the address these problems the National format and electronic submission of tax Role of Electronic Records;' the Archives, in cooperation with agency returns by professional tax preparers presentation reviews the tools needed officials, has undertaken several ("Project Super"). The National to manage electronic records and the initiatives, including: Archives approved the disposition respective roles of ADP, information This year, the Bureau of the Census standards proposed by IRS. resources, and records managers. The initiated a project to improve the The National Security Agency has briefing has been presented to more maintenance of its electronic records. been studying the application of than 1,200 employees of more than 30 Part of the effort was an analysis of electronic recordkeeping technology for agencies. more than 43,000 computer tapes all its records. A National Archives An introductory information package stored in a data storage center. One committee was established to advise the on managing electronic records was result of the initial inventory was the agency on technological implications developed. The package answers the identification of more than 12,000 and records management and archival most commonly asked questions about tapes of potential archival value. concerns. This effort will also consider the policy of the National Archives on Hundreds of tapes have been offered the use of artificial intelligence to this subject. to the National Archives, and further identify the appropriate disposition for A staff member was appointed to a analysis of the remaining tapes is documents at the time of their creation. special task group of the Interagency continuing. The Bureau is also studying Guidance was issued to agency Committee on Information Resources proposals for revising procedures for records officers to facilitate the Management (IAC/IRM) to identify managing electronic records, including scheduling of electronic data systems by policies and procedures for the effective early scheduling, tape maintenance, using a "systems approach" instead of implementation of electronic records and transfer of confidential data to the addressing each part of the system systems. The group examined systems National Archives. separately. With this new approach, the in six agencies and recommended After lengthy studies the Internal information in most systems may be actions for agencies to take to ensure Revenue Service (IRS) requested more quickly identified and appraised. that records management requirements approval for the disposition of records A briefing for agency personnel and are met in electronic systems.

Information Programs In an effort to improve records management in the Federal Government through wider dissemination of information, the Office of Records Administration has instituted an ambitious information program. The principal elements of this program are the development of information resources to assist agencies in carrying out their records responsibilities and to increase their awareness of records administration issues and related National Archives programs.

Publications National Archives publications provide guidance to agencies on recorded information management. This year FOR MORE INFORMA'nON: more than 15,000 copies of these .·\·.· '··' ',.:~.-·)'·""' ' publications were provided to Federal

RECORDFACTS is a new publication prepared by the Records Administration Information Center that provides a basic introduction to recordkeeping responsibilities of Federal employees.

19 agencies. The publications serve many Commission and the Central regulations. However. agencies also different audiences. including records Intelligence Agency. need specialized assistance if their managers. program officials, senior In addition, a 1-day seminar on the records administration programs are to executives. agency historians. and management of nontextual records­ continue to improve and adjust to support staff. including micrographics. electronic changing technologies. In many cases. "RECORDFACTS." issued this year. records. cartographic records, and staff members provide technical explains in simple terms the basic audiovisuals-was offered for the first consultation on a case-by-case basis. recordkeeping responsibilities of every time. Federal employee. The pamphlet is Occasional symposiums are Standards and Guidelines designed for use in orientation presented on selected records and on Records Administration packages for new employees. but it has information management issues for To assist agencies in establishing and also been used by several agencies as a records officers, information resources operating their records administration reminder for current staff. The managers. archivists. and agency pamphlet is complemented by a poster historians. More than 200 people programs, the National Archives issues regulations and advisory information with a similar message. attended a symposium in April that provided a review of new initiatives of and provides day-to-day. informal guidance. Regulations relating to The Records Administration the Office of Records Administration. adequate and proper documentation, Information Center files maintenance, records disposition, Training Review The Records Administration micrographics, electronic records, and Information Center was established in As the result of a study of the vital records are published in 36 CFR January 1986. The Center serves as a records administration training program. 1220-1239 (subchapter B). In 1986 the clearinghouse for Federal employees highest priority has been assigned to National Archives developed new and others with records management the development of a new course in regulations for inclusion in the CFR responsibilities by collecting and managing electronic records and concerning the creation. management. disseminating materials on the designing a short records and and disposition of audiovisual, management of recorded information. information management module for microfilm. and electronic records. The Center provides a variety of use in general training courses for Bulletins and memorandums were services. including response to Federal employees. such as those issued on such topics as agency telephone inquiries. Since its opening. offered by GSA and the Office of closedown procedures and revisions to the Center has responded to 265 Personnel Management. Other plans the General Records Schedules. requests for information from 110 include preparing a records and Federal agencies. State and local information management briefing for Evaluations governments. businesses, and other Federal program managers, serving as a The National Archives is authorized groups. consultant to records management trainers in other agencies, developing under 44 USC 2904 to conduct Training new courses in caring for permanent records management studies and records and managing a vital records inspections or surveys of the records Programs to educate Federal program, and improving the current and the records management practices employees about records and introductory workshops. within and between Federal agencies. information management include formal Agency evaluations focus on records training courses. symposiums. and Other Training Services schedule coverage and application, briefings for records and information adequate and proper documentation, management professionals. Educational The National Archives cannot train files maintenance, and vital records. activities are diversified to appeal to all Government employees with an Evaluation findings and many different audiences. interest in records management. recommendations are sent to the Therefore. this year the National agency. which must respond with an Training Courses Archives compiled the second annual action plan for implementing and Symposiums directory of records administration recommended improvements. training programs in the Washington. This year two evaluations were The National Archives offers two DC, area, provided consulting services completed. A joint National workshops, "Files Improvement'' and to several agencies in planning their Archives/GSA team evaluated files "Records Disposition," to acquaint own classes. and began collecting and maintenance at the Social Security agency personnel with policies, creating materials that can be loaned to Administration (SSA). They also principles, and procedures on others. evaluated parts of the directives system establishing and maintaining effective governing the Retirement and Survivors records maintenance and disposition Agency Guidance Insurance (RSI) and enumeration (SSN programs. The workshops were and Assistance card} programs. The final report is in presented six times this year. Tailored preparation. In addition, the National workshops, reflecting the files The oversight responsibilities of the Archives and GSA conducted a review maintenance and records disposition National Archives require the evaluation of ADP procurements and of records procedures of a single agency, were of agency records mangement programs management issues in the Office of presented for the Panama Canal and the development of appropriate Personnel Management-particularly the

20 manner in which computers were used birth certificate filing, briefing the Civil ensure the continued operation of the to create, maintain, and dispose of Rights Commission and the Office of Government in case of emergencies that records. Revenue Sharing on closedown result in destruction or lack of access to procedures, and cooperating with the an agency's regular records. As a first Agency Archives Environmental Protection Agency to step in expanding the vital records develop a prototype for a records program, a panel of agency officials was Another important part of the management information system. organized to advise the National oversight responsibility of the National Archives on revising a handbook on Archives is monitoring the status of vital records, which has not been records of archival value that are still in Vital Records updated since 1979. In addition, some agency custody. In FY 1986 a program A major responsibility of the National agencies have been asked to supply was begun to identify these collections Archives is helping Federal agencies copies of their vital records directives to of records and to work with agencies to establish and operate programs to use in developing a model for the use ensure timely transfer of these records identify and safeguard records that of other agencies. to the National Archives and to ensure that proper procedures are followed until such transfer takes place.

Technical Assistance Office of Records Administration Staff A major part of the records Assistant Archivist ______James Moore 724-1453 administration program is providing Deputy Assistant Archivist Frank Evans 724-1453 technical assistance to agencies on Director, Agency Services Division Mary Ann Wallace 724-1453 specific information management Director, Records Appraisal and Disposition systems and issues. This is done without Division ______Kenneth Rossman 724-1457 cost to the agency in response to agency requests and in response to a perceived need. Assistance provided to agencies in 1986 included helping the DC Government plan for automating its

21 The Public and the National Archives

23 Previous Page. Young people attending the Summer Cultural Fun Camp visited the National Archives in August More than one million visitors came to the Rotunda and the Circular Gallery this year.

24 Chapter 6 Office of the National Archives

he Office of the National Archives is responsible for accessioning (accepting custody of)' preserving, describing, and making available for use by the public and Federal agencies those records of the U.S. Government that have been determined to have sufficient historical or other value to warrant their continued preservation. This material is known as the National Archives of the United States. The Office has a total of 520 employees in the Washington, DC, area and 83 employees in 11 field branches across the country.

Accessioning The holdings of the National Archives continued to grow during this fiscal year. The staff acquired, or accessioned, more than 43,000 cubic feet of additional material into the National Archives. Among the more interesting acquisitions were the records of the Presidential Commission on the Space Shuttle Challenger Accident, the famous "Pumpkin Papers," a major collection of World War II photographs, and sound recordings of oral arguments before the Supreme Court during the 1978-84 terms. In August, the National Archives arranged for the transfer of the , permanently valuable records of the ,~ Commission on the Space Shuttle ..J; Challenger Accident The main body of Freshman Congressman Richard Nixon, member of the House On-American Activities documents is on paper and microfilm, Committee (HUAC), and HUAC Chief Investigator Robert Stripling examine the "Pumpkin but the collection also includes a variety Papers" microfilm, December 6, 1948. The five rolls of microfilm were transferred to the of audiovisual materials, such as Archives from the Justice Department this year. They contain images of State Department and recordings of the Commission's hearings Navy Department documents and were introduced as evidence in a criminal court case against and the craft's brief flight, which served Alger Hiss, a former State Department employee, accused of providing classified information to as evidence of the disaster. The the Soviet Union. The microfilm has been duplicated and is available for research and sale. Commission also acquired computer tapes that contained digital information rolls of microfilm offered as evidence in to the Department of Justice, which on every aspect of the flight The variety the famous court case United States v. used the film in the prosecution of of media and the need to link Hiss. (The case files are in the National Alger Hiss in the U.S. District Court for information coherently made the task of Archives-New York Branch). The film the Southern District of New York. In making these records available to the was originally given by witness Whittaker 1975, the film was returned to the public especially difficult Chambers to the U.S. House of Department of Justice, where it The National Archives also Representatives Committee on On­ remained until the Department offered accessioned the famous "Pumpkin American Activities in 1948. it to the National Archives for Papers!' These papers are actually five Subsequently, the film was turned over accessioning in August 1986. Only two

25 rolls of the film contain legible images. These images were duplicated on one roll for preservation purposes, and reference copies are now available. There are a total of 58 images of documents from the State and Navy Departments on the single roll of reference microfilm. The Department of the Army The Microfilm Research Room is the busiest transferred from the Anacostia Naval research room at the Archives. This year Air Station some 450,000 still pictures 58,000 researchers used its 92 readers to dating from the late 1930s through examine census records, passenger arrival 1954. These Army Signal Corps lists, military pension files, and many more selections from the more than 2,000 photographs cover the military in World microfilm publications that are are available. War II, the postwar period, and the (The publications are also available for sale.) Korean war. The Supreme Court of the United . States transferred to the National Archives sound recordings of oral arguments heard by the Court for the 1978 through 1984 terms. Audio recordings of earlier oral arguments, beginning with the 1955 term, were previously transferred to the National Archives. Significant cases in the 6-year period covered by the new accession include: United States v. Caceres. which ruled that evidence obtained in violation of agency regulations may be admitted in Reference a criminal prosecution; United States v. Bob Jones University, which ruled that Staff members of the Office of the the Internal Revenue Service correctly National Archives provide reference interpreted the tax code in denying tax service on records by: exempt status to a university that • responding to requests for discriminated on the basis of race; and information from or about records, United States v. UpJohn Co., which • making records available to ruled that a corporation's attorney-client researchers, relationship may protect certain written • providing researchers with copies and verbal communications between a of records, corporation's counsel and lower level • preparing microfilm publications of employees of the corporation. heavily used series of records that Reference copies of the tapes of the researchers may purchase or use arguments are available for research in in Archives research rooms. the Motion Picture Research Room. The Supreme Court permits copies of During the year the nationwide staff the recordings to be sold or copied in responded to 677,483 oral and written the research room for private research requests for information about the and teaching purposes only. Use of the holdings. tapes for broadcast purposes is not The Office of the National Archives permitted by the Court. recorded 203,797 daily visits to its research rooms during the year: 109,903 in the Washington, DC, area and 93,894 in the 11 Archives field branches. To promote access through microfilm John Taylor, archivist in the Military publications, the National Archives Reference Branch who has worked with completed 37 microfilm publications. military records at the National Archives since 1945, serves an average of 17 These consisted of 661 rolls of researchers a day. This year 326 archivists microfilm and over 7,000 microfiche and archives technicians answered 277,277 sheets. The records cover a wide range letters and 203.797 walk-in requests. of Federal activities, from diplomatic

26 I

relations with Latin America and the David Kepley, Chief of the Reference Branch of the Legislative Archives Division, shows 19th-century records of the U.S. Senate Congressman John D. Dingell (D-MI), Chairman of the House Committee on Commerce and to technical documentation relating to Energy, and Rebecca Rogers, of the committee staff, original petitions submitted to the House of the data base operated by the Representatives, June 6, 1986. Dingell commissioned a study, published as Petitions, Memorials Presidential Clemency Board appointed and Other Documents Submitted for the Consideration of Congress March 4, 1789 to December by President Gerald Ford. 14, 1795, for a bicentennial project, which is based on legislative records at the National Archives. On two occasions, research service made headlines. The first occurred when a researcher from New South The Office of the National Archives the Office of the National Archives has Wales uncovered a Department of the initiated at the beginning of the fiscal initiated a program to limit the personal Army report on the Ang Mga year a program for increased efficiency belongings that researchers may bring Maharlika. This was the World War II in responding to reference inquiries with them into research rooms. The guerrilla unit that Ferdinand Marcos led about military service records. The announcement of these new research in opposition to the Japanese processes involved in answering these regulations generated initial opposition occupation of the Philippines. The requests were closely examined and a from some researchers, especially Army's report cast doubt on Marcos' performance standard for each type of because the new rules ban the use of claims about his role as a resistance request was established. This portable paper-to-paper copiers. leader. The researcher released the performance standard determined the Responding to these concerns, the report to the press just 2 weeks before number of requests that an archives National Archives added additional the Philippine Presidential election, and technician should be able to process in coin-operated machines in the research its contents received widespread media 1 work day. Each employee's daily rooms. The Office also installed coverage. The next round of headlines work is now rated on both quality two debit-card operated self-service concerned the Austrian Presidential (number of major errors) and quantity copiers that make it more convenient campaign of Kurt Waldheim. The (number of minutes required to process for researchers to copy a large volume controversy revolved around World War a series of requests). As a result of this of materiaL These efforts to expedite II records concerning the activities of approach, 11,735 more requests were self-service copies allayed many of the the German Army in the Balkans. The processed this year by the same initial objections, and the program has documents indicated that Waldheim number of employees. succeeded in increasing research room may have had an active role in Much of the substantial increase in security with only minor inconvenience Germany's efforts against the resistance productivity appears directly tied to the to the patrons. Because of its success, movement and were highlighted by the awards system implemented on the the effort will be expanded to research press during Waldheim's campaign for date the standards went into effect. rooms in some field branches. President of Austria. To improve security of the records,

27 Legislative Archives Division The Legislative Archives Division of the National Archives completed its first full year during 1986. The Division responded to significantly increased reference inquiries and began an outreach program to publicize the information resources within the records of Congress at the National Archives.

Reference During FY 1986, the Division's Reference Branch received 585 letters and orders for reproductions of original records and replied to 2,086 oral requests for information about records of the U.S. Senate and House of Representatives. A total of 4,471 items (boxes, bound volumes, and folders) were furnished to researchers in the National Archives Building or loaned to congressional committees for use in current business. In addition, 14,269 copies (most of which were electrostatic copies) of original congressional materials were provided at cost. In response to research requests for access to more recent Senate records, the Branch screened 136,707 pages of documents. A total of 6,982 hours of staff time was spent in fulfilling these reference activities. The Division serves as the institutional memory of the Congress and does an active business in lending records back to committees to support their current administrative needs. The two House committees that borrowed the greatest number of archival materials were the Committee on Post Office and Civil Service and the Committee on Interior and Insular Affairs. The Permanent Subcommittee on Investigations of the Senate's Government Affairs Committee was by far the greatest user of its historical records, followed by the Senate Committee on the Judiciary. The Division received several requests from congressional staff members about impeachment precedents in the preparation for the impeachment and trial of Judge Henry E. Claiborne of Nevada. The requests generally concerned a very specific The Department of the Army turned over to the National Archives more than 400.000 images procedural question. such as who from the U.S. Army Signal Corps. 1940-54. Included are 6.600 albums of black-and-white prints. an unusual collection of more than 9.000 color photographs. and hundreds of thousands should sign a summons or what sort of of negatives. Signal Corps photographers ensured documentation of interesting subjects. such as journal should be kept. In addition to Japanese-American troops. spies and saboteurs. Presidential inaugurations, D-day and the Battle supplying a variety of legal documents, of the Bulge. political demonstrations in Japan and Korea. and the Korean armistice talks.

28 the staff also located a summary of the An information sheet on the videotapes access to House records before the exact procedures that the Senate was written and given to interested staff House Subcommittee on the Rules of employed during the trial of Judge members in the hope that resolutions the House on September 17, 1986. The Halsted Ritter in 1936 would be passed on the disposition and Senate has a 20-year rule on most of its public availability of the historic tapes. records, and the National Archives is Outreach Neither House passed a resolution on seeking to reduce the disparity of access Director R. Michael McReynolds and the matter in the 99th Congress; it is between the two. The chairman of the the two branch chiefs visited the offices hoped that the 100th Congress will take subcommittee, Joe Moakley (D-MA), of the Secretary of the Senate and action. stated his interest in reducing the access Clerk of the House, discussed the work The Division Director also testified at rule to 30 years, which may be of the Division with the staffs of the a hearing on the 50-year rule for public considered by the lOOth Congress. Congressional Research Service and U.S. Army Signal Corps Architect of the Capitol, and spoke on program plans at a number of conferences. Law librarians were a particular interest group that invited members of the Legislative Archives Division to talk before several meetings during the year. Specifically, they wanted to learn how to use the unpublished sources at the National Archives for legislative histories. In conjunction with the Congressional Relations Staff director and members of the Motion Picture and Sound and Video Branch of the National Archives, the Legislative Archives Division staff briefed Senate and House staff members on the disposition of the videotapes of the floor proceedings of both Houses.

U.S. Army Signal Corps Records Declassification

The Office of the National Archives performs two kinds of declassification activities: Systematic Review Pursuant to Executive Order 12356, the staff reviews security classified records and donated historical materials in the custody of the National Archives using guidelines prepared by the Federal agencies having jurisdiction over the information. These guidelines provide the National Archives with the authority to review systematically for declassification of most records more than 30 years old. When dealing with records from the mid-1950s, the staff frequently confronts bodies of records with classified information scattered throughout. These materials require a page-by-page review. Researcher-Initiated Review When researchers are confronted with the withdrawal of security classified information, they may formally request a declassification review. These requests are filed under the provisions of the Freedom of Information Act or under 29 Executive Order 12356. The National Archives refers to the responsible agency the security classified records in question. The agency then reviews the documents for possible release in whole or in part. Researchers may request an informal review of records not previously examined for declassification.

Pages Pages Pages 11 Reviewed Withdrawn Declassified Systematic 7,453,195 338,156 7,115,039 .• FOIA Review 52,461 10,232 42,229 E.O. 12356 Review 4,677 3,110 1,567 Totals 7,510,333 351,498 7,158,835

The large volume of declassifications this fiscal year is attributable to three unusual circumstances. (1) More than 2 million pages resulted from bulk declassification actions on naval district records and required just 14 wmk days. (2) Two million pages of Office of Strategic Services (OSS) "Operational Archives" were reviewed during the year. The OSS was a U.S. intelligence agency during World War II. Because OSS was the predecessor of the Central Intelligence Agency (CIA), reviewers from the CIA for the last 10 years have been identifying c!ocuments that were still sensitive and tabbing them. Thus the review by the National Archives required only about 3 work years and was accomplished in 1 calendar year. Nancy Fields O'Connor, granddaughter of The National Archives field branches opened (3) More than 1.6 million pages were Fred Miller and wife of actor Carroll five exhibitions this year. ranging in subject reviewed in the course of projects O'Connor, organized a unique exhibition of from the Works Progress Administration relating to records from the Department photography chronicling a Native American (WPA) to Buffalo Bill. The field branches of State and the Agency for tribe at the turn of the century. "Fred E. also displayed. or loaned for display, several Miller: Photographer of the Crows," International Development. These exhibitions, including "Presidential Trivia," consisting of 102 prints of Crow Indian life. "German-American Tricentennial," and agencies funded more than two-thirds of opened at the Seattle Field Branch on "Martin Luther King, Jr." More than the workforce employed in these December 15. 1985. 200.000 visitors saw these exhibitions. projects.

30 National Archives at 48 locations, including the branch Director: R. Reed Whitaker Field Branches repositories and other governmental, National Archives­ educational, or cultural institutions. Kansas City Branch The Office of the National Archives Across the Nation, an estimated 2312 East Bannister Road operates 11 field branches in Boston, 300,000 people saw these exhibitions. Kansas City, MO 64131 New York, Philadelphia, Atlanta, In short, the field branches have lived 816-926-7271 Chicago, Kansas City, Fort Worth, up to their motto, "You don't have to Denver, Los Angeles, San Francisco, Director: Kent Carter go to Washington, DC, to visit the and Seattle. Each of the branches National Archives­ National Archives." provides a full range of archival activities Fort Worth Branch and programs to the public. From 501 West Felix Street (building address) Federal offices across the country, these Field Branch Directors P.O. Box 6216 (mailing address) and Locations repositories accession records that relate Fort Worth, TX 76115 to the local and regional history of a Director: James K. Owens 817-334-5525 particular area, the Tennessee Valley National Archives-Boston Branch Director: Joel Barker Authority, for instance, or the 380 Trapelo Road National Archives-Denver Branch Government of American Samoa. They Waltham, MA 02154 Building 48, Denver Federal Center regularly include records of the U.S. 617-647-8100 Denver, CO 80225 district courts and courts of appeals and Director: Joel Buckwald 303-236-0818 of U.S. attorneys and marshals. National Archives-New York Branch During this fiscal year, branches Building 22-Military Ocean Terminal Acting Director: Melvin Menegaux accessioned more than 13,000 cubic Bayonne, NJ 07002 National Archives- feet of these locally significant records. 201-823-7252 San Francisco Branch This brings the total holdings of the field 1000 Commodore Drive branches to 346,000 cubic feet. Director: Robert J. Plowman San Bruno, CA 94066 To make the holdings of the National National Archives­ 415-876-9009 Archives as accessible as possible, the Philadelphia Branch branches have reference copies of 9th and Market Streets Director: Diane Nixon National Archives microfilm publications Philadelphia, PA 19107 National Archives­ that are most in demand. These 215-597-3000 Los Angeles Branch publications include all population 24000 Avila Road (building address) census schedules, selected military Director: Peter W. Bunce P.O. Box 6719 (mailing address) service and pension records, records National Archives-Chicago Branch Leguna Niguel, CA 92677-6719 relating to the adoption of the 7358 South Pulaski Road 714-643-4220 Constitution and the initial establishment Chicago, IL 60629 Director: Phillip E. Lothyan of the Federal Government, and records 312-581-7816 National Archives-Seattle Branch relating to exploration and development Director: Gayle P. Peters 6125 Sand Point WayNE of the Western States. Currently, each National Archives-Atlanta Branch Seattle, WA 98115 branch has about 48,000 rolls of 1557 St. Joseph Avenue 206-526-6507 microfilm records. Because of these East Point, GA 30344 locally and nationally significant records 404-763-7477 and microfilm copies, the field branches attract a large number of researchers. The field branches have developed a Office of the National Archives Staff number of public outreach activities, often in coordination with the Office of Assistant Archivist (Acting) .__Trudy H. Peterson 523-3130 Public Programs. This year, the branches Deputy Assistant Archivist (Acting) Kenneth Harris 523-3130 conducted 90 genealogical workshops Director, Field Archives Division John Scroggins 523-3032 for 1,657 people. They also conducted Interagency Liaison Sharon Thibodeau 523-3032 13 workshops for 281 teachers to Director, Records Declassification Division ___ Edwin A. Thompson 523-3165 explain how the materials from the Director, Civil Archives Division Daniel Goggin 523-3108 National Archives can be used in Director, Central Information Division Patricia Andrews 523-3141 curriculum development. In addition, the Director, Legislative Records Division R. Michael McReynolds 523-4185 staff delivered 147 speeches to colleges, Director, Military Archives Division Gary Ryan 523-3230 genealogical groups, schools, and Director, Preservation Policy and professional associations; sponsored 146 Services Division (Acting) ______Kenneth Harris 523-3159 523-3277 tours and open houses of their Director, Special Archives Division William Cunliffe repositories for 3,071 people; and provided technical assistance 67 times to Federal, State, and local agencies and to private organizations. During the year, the field branches displayed exhibitions

31 Chapter 7 Office of Presidential Libraries

The Office of Presidential Libraries space. The purpose of the Presidential Presidential Center, Incorporated, a administers eight Presidential libraries Libraries Act of 1986 is to enable the private organization, raised funds for and the Nixon Presidential Materials Federal Government to control the cost the construction of a Presidential library Project. The libraries preserve and of operating and maintaining to permanently house the materials. make available for research the papers Presidential libraries by controlling their Ground for the Carter Library was and other historical materials of size. broken on October 1, 1984, and Presidents Hoover, Roosevelt. Truman, construction proceeded thereafter. By Eisenhower, Kennedy, Johnson, Ford, Move of Carter Materials June of this year, the building was near and Carter. Included among the to New Library enough to completion for the staff of materials in each library are the the Carter Project to begin moving in President's White House files, papers This fiscal year marked the move of the materials. The actual move of donated by individuals associated with the Carter Presidential Materials Project 33,000 cubic feet of archival materials the President, materials accumulated by from a Federal building in downtown and equipment took 22 days. On June the President before and after his Atlanta to the new Jimmy Carter 30, the Carter Project was formally Presidency, audiovisual materials, oral Library, two miles east of downtown. In designated the Jimmy Carter histories, and three-dimensional objects. the 5 years since the Carter materials Presidential Library. The library building Taken together, the holdings of the were transported to Atlanta from was ready by September 30 to be Presidential libraries are a rich source of Washington, DC, a staff of archivists turned over by the Carter Presidential information on all aspects of the attached to the Office of Presidential Center, Incorporated, to the Archivist Presidency in recent American history. Libraries has seen to their preservation of the United States. Opening of the The libraries aim at the widest possible and readied them for release to the Carter materials to researchers has use of their holdings by the scholarly public. In the meantime, the Carter been set for January 1987. community. In addition, there are programs for the general public that give visitors a better understanding of individual Presidents, the institution of the Presidency, and the American political system as a whole.

Passage of the Presidential Libraries Act On May 27, 1986, President Reagan signed into law the Presidential Libraries Act of 1986 (PL 99-323). As a result of this law, the Archivist of the United States will, for the first time, have the legal authority to approve the design and construction plans for Presidential libraries beginning with the Reagan Library. Moreover, the law requires that each library to be built for a future President's materials must be a single-building facility, limited in size to 70,000 square feet, and endowed with an amount equal to 20 percent of the cost of the land and building. The endowment income is to be used to The Jimmy Carter Library viewed from its Japanese garden, Atlanta, GA. The Jimmy Carter defray expenses connected with Library, built on Copen Hill, is part of a complex that houses the former President's office, the operating and maintaining the library Carter Center of Emory University, and charitable foundations associated with President building. Any new library that exceeds Carter. The library will house 27 million pages of materials relating to the Presidency, more 70,000 square feet of floor space must than 1.5 million still photographs, 600 hours of videotape, 300 hours of audiotape, and have additional endowment funds to 40,000 three-dimensional objects (gifts given to the Carters by everyone from visiting heads of pay for costs associated with the extra state to American citizens).

32 Implementation of Accessions Newly Opened Records Nixon Public Access The Presidential libraries continually In an effort to make as many records Regulations conduct an active solicitation program as possible available for research, the Regulations governing public access to acquire additional materials related Presidential libraries reviewed more to the Nixon Presidential materials went to their holdings. Noteworthy among than 2.5 million pages of manuscript into effect on June 26, 1986. This was this year's accessions of manuscript material this year. Among the items the sixth set of regulations proposed by collections were the papers of Arthur S. opened for research were 8,500 the National Archives since 1978. The Flemming, former Secretary of Health, audiotapes and videotapes of public first four were modified or rejected by Education, and Welfare, accessioned by events during the Nixon administration the Eisenhower Library. The Johnson the Congress. The fifth set, accepted by that were made by the White House Library acquired the courtroom files of the Congress and implemented in Communications Agency. These tapes the Capital Legal Foundation, which are now available at the Nixon 1980, was declared void in 1983 acted as Gen. William C. Presidential Materials Project in because the law under which it had Westmoreland's counsel in his lawsuit Alexandria, VA been issued contained a provision allowing for a one-House veto, which was ruled unconstitutionaL Publication of the sixth set of regulations in the Federal Register on February 28, 1986, marked the culmination of more than 2 years of legal and administrative review. Hearings on the regulations were held on April 29 before the Government Information, Justice, and Agriculture Subcommittee of the House Committee on Government Operations. The regulations took effect following a 60-day review period without action by the Congress. On September 15, the National Archives gave notice of its intention to open for research on December 1 selected segments of the White House central files, totaling 1.4 million pages. The selected files, which reflect the diverse activities of the Arthur Flemming, who served as Secretary of Health, Education, and Welfare (HEW) during President and his staff, include White the Eisenhower administration, is shown here with Assistant Director Martin Teasley at the House correspondence with Eisenhower Library's exhibition on HEW. Flemming is one of 300 former associates of Government officials and members of President Eisenhower who have donated their personal papers to the library. The library's the public, policy papers, and routine collection of records numbers 19,918,743 pages and is an invaluable source of material on the administrative documents on a wide World War II and postwar periods. range of primarily domestic policy issues. against CBS, Incorporated. The files Two items of interest to researchers include 212 videotapes. Additional using the Ernest Hemingway collection Reagan Materials papers of Lewis L Strauss, at the Kennedy Library were acquired documenting his work with the Atomic and opened this year: the manuscript The Office of Presidential Libraries Energy Commission, were brought into material for Hemingway's early novel has provided storage space and the Hoover Library. The Roosevelt The Garden of Eden (posthumously custodial care in the National Archives Library increased its collection of the published in 1986) and a group of Building for parts of the Reagan papers of economist and Presidential letters written to Hemingway in the administration's White House central adviser Alexander Sachs. There were 1920s by his first wife, Hadley. The files that are no longer in daily use. In also major accretions to the Kennedy Truman Library brought in and opened addition, the Office of Presidential Library's collections of the papers of the papers of White House aides David Libraries has received, packed, and Robert F Kennedy and Senator Niles and Kenneth Hechler, and of stored the many gifts given to President Edward M. Kennedy (D-MA). This State Department official Howland and Mrs. Reagan by American citizens year's accessions brought the Sargent, that provide information and foreign heads of state. The Reagan Presidential libraries' total holdings to respectively on civil rights, political manuscript material in storage at the 202 million pages of manuscript campaigns, and cold war propaganda National Archives was 12 million pages material, 3 million still photographs, 13 during the Truman era. at the end of FY 1986. There are also million feet of motion picture film, and The Johnson Library accessioned 20,000 Reagan Presidential gifts stored 43,000 hours of audio and video and opened for research the papers of in the National Archives Building. recordings. former State Department official

33 William P. Bundy, including a 1,000-page unpublished manuscript on the development of U.S. policy in Vietnam. By the end of this year. the Hoover Library had examined and opened 90 percent of the papers of First Lady Lou Henry Hoover. Besides reviewing material for release to the public, the Presidential libraries provided reference service to 2,600 researchers on 8,500 separate occasions. They also responded to 32,900 mail and telephone inquiries for information relating to the libraries' holdings.

Grants and Awards For the encouragement of research in Presidential libraries' holdings and of the publication of works based on such Steve Green, a member of the Nixon Presidential Materials Project Staff. reviews tape from the research, the libraries are indebted to collection of the White House Communications Agency. This group of 8,500 audiotapes and the organizations of private donors that videotapes recorded during the Nixon administration was opened to the public this year at the I support their programs. This year, these Nixon Project in Alexandria, VA. l auxiliary organizations disbursed a total l of $104,480 in research grants to the Bolshevik revolution. The Johnson scholars and graduate students. In Library collaborated with the National l addition, the Harry S. Truman Institute Portrait Gallery to mount a major awarded $5,000 for the best book on exhibition on Ulysses S. Grant in the Truman period published during observance of the centenary of his 1984-85 to D. Clayton James for his death in 1885. The 150th anniversary l1 book on Gen. Douglas MacArthur. The of the founding of the Texas Republic 1 D. B. Hardeman Prize of $1,500 for the was recognized at the Johnson Library j best book on the U.S. Congress in the with a gala opening attended by Prince 1' 20th century, funded by a grant from Charles and an exhibition on the four ~ the Lyndon Baines Johnson Presidents who were instrumental in Foundation, went to David M. Oshinsky bringing Texas into the Union. Another for his study of Senator Joseph exhibition at the Johnson Library, McCarthy. The book, entitled A organized by the International Center of Conspiracy So Immense: The World of Photography, featured 160 pictures, Joe McCarthy, was published by The taken by combat photographer Robert Free Press. Capa, of the Spanish Civil War, World War II, and the Mideast and Indochina Programs for the Public conflicts. The Presidential libraries displayed Other public programs at the some of the 197,700 three-dimensional libraries-including conferences, objects among their holdings in lectures, films, commemorative events, exhibitions on the lives and times of the and seminars-attracted 39,000 Presidents and significant events in the The Herbert Hoover Library commemorated persons this year. The wide range of Nation's history. This year, 1,285,000 the 112th anniversary of President Hoover's major conferences held at the libraries visitors came to the libraries' museums birth on August 10. Events included the included the fourth annual public policy to see a wide range of exhibitions, annual banquet, held on August 9, featuring conference, cosponsored by the Office including one at the Truman Library on Senator Mark Hatfield and Nobel Laureate of Presidential Libraries and the the Berlin blockade of 1948-49 and Norman Borlaug, a native Iowan and Domestic Policy Association. internationally known agronomist. Senator one at the Eisenhower Library on Representatives of citizen forums met at Hatfield. who is a Hoover scholar, said: "I'm President Eisenhower's two Presidential the Ford Library in Ann Arbor, Ml, to here to pay tribute to my political hero, discuss U.S.-Soviet relations, taxes, and campaigns. Herbert Hoover the Radical." The weekend The Hoover Library displayed festivities concluded with a community welfare with Government officials and photographs taken in the U.S.S.R. in picnic that attracted 800 current and former public affairs analysts. There was also a the 1930s by Margaret Bourke-White, West Branch residents. which followed the well-publicized conference at the Ford the first foreign journalist to be traditional wreath-laying ceremony at the Museum in Grand Rapids, Ml, on permitted into the Soviet Union after Hoover gravesite. Presidential humor, hosted by President

34 Ford, that dealt not only with lighter moments at the White House, but also with the role of editorial cartoonists in influencing political decisions. Lecture and film series offered at the libraries included a lecture series at the Thomas P. (Tip) O'Neill, Jr., Speaker of the Kennedy Library in Boston on the U.S. House of Representatives, is presented experiences of various ethnic groups in with the Harry S. Truman Public Service America. The Great Decisions lecture Award by Barbara J. Potts, Mayor of series at the Ford Museum featured an Independence, MO, at the Harry S. Truman address by Congressman Paul Henry Library on May 9, 1986. Congressman (R-MI) on the making of U.S. policy O'Neill was chosen because he best typified in Central America. The Johnson the qualities of "dedication, industry, ability, honesty, and integrity that distinguished Harry Library's annual Frank C. Erwin, Jr., S. Truman in his years of public service," Lecture was delivered this year by according to the ordinance creating the former Ambassador Robert S. Strauss, award. Past honorees of the award include speaking on international trade issues. Henry Kissinger, Gen. Matthew Ridgway, Several commemorative gatherings former President Jimmy Carter, Caretta Scott took place at the libraries on the King, and the late Martin Luther King, Jr.

Hoover, while the principal speaker at graveside ceremonies on August 10 was internationally known agronomist and Nobel Laureate, Dr. Norman Borlaug. The libraries worked closely with nearby colleges and secondary schools to develop curriculum topics based on the libraries' holdings and to encourage students to use the source materials. For example, 65 members of the Kansas History Teachers Association, an organization made up mainly of college and university professors, held their annual meeting this year at the Eisenhower Library. Library staff members described the major manuscript and audiovisual collections and suggested possible subjects of research for their students. Summer institutes for high school teachers of history and social studies were held at the Roosevelt, Truman, and Kennedy Libraries. In each case, the teachers Corazon Aquino, President of the Philippines, addressed more than 300 guests at a reception learned what archival materials were in her honor at the Kennedy Library in Boston on September 20th. Senator Edward Kennedy available and did original research. The was the host for the reception. President Aquino remarked that she had visited the library "at libraries also worked directly with high least ten times" during the 3 years she lived in exile in Boston. With her on the podium were school students. At the annual Senator Kennedy and Caroline Kennedy Schlossberg. Kennedy Library Workshop for Young Politicians, 25 Massachusetts high anniversaries of important events in the Truman Library in honor of the school students who had been selected lives of the Presidents. On March 1, President's birthday on May 8, featured by the State's major political leaders 1986, 1,600 former Peace Corps a wreath-laying ceremony on the came to the library to discuss current members and their families came to the President's grave in the courtyard of the issues with elected officials and to Kennedy Library for a day-long library and the presentation of the examine some of the Kennedy observance of the 25th anniversary of Truman Public Service Award by the materials to get an idea of the kinds of the establishment of that organization City of Independence to retiring House records produced by the White House. by President Kennedy. Guests at the Speaker Thomas P. (Tip) O'Neill, Jr. High school students in Hyde Park, event included current Peace Corps (D-MA). At the 1986 Hoover birthday NY, saw newsreels from the Roosevelt Director Loret Ruppe and past Director commemoration, Senator Mark Hatfield era, toured the archival storage area of R. Sargent Shriver. Truman Week (R-OR) was the featured speaker at the library, and did research on topics 1986, observed each May at the the banquet in honor of President that the library staff and the teachers

35 had developed in advance. An important part of the libraries' public programs is the tour program. Tours are specially designed for classes of elementary school children. senior citizens' groups. and convention groups. At several of the libraries. the tours are conducted by volunteers from the community with an interest in American history who enjoy making library holdings meaningful to visitors; more than 100 volunteers gave guided tours of the Johnson Library this year. At the Kennedy Library, staff members trained students from the nearby middle and high schools to give tours each Wednesday afternoon to nursing home residents who had been visiting the library. The students participating in "Eldertours," as the program was called. were honored at a special ceremony by Massachusetts Governor Michael Dukakis. In the summer issue of Prologue. the Journal of the National Archives. Dr. Frank Burke described the public benefits of Presidential libraries and "the vitality these libraries contribute to the intellectual life of the surrounding communities." His article was reprinted The Prince of Wales shares a quiet moment with Mrs. Johnson during his visit to the LBJ in the Congressional Record of Library. He was in Austin to help launch the Texas Sesquicentennial Celebration. The Johnson September 27 at the request of Senator Library in Austin. TX. sponsored 17 lectures, exhibitions. and conferences this year. Public Mark Hatfield. who called the libraries events involving the local community are a major part of the Presidential libraries' efforts to "rich storehouses of information make their resources available to a wide audience. benefiting scholars and laypersons who seek to understand the Presidency, our citizens who annually visit Presidential conduct a study to determine the system of Government, and the process memorials, birthplaces, and libraries in feasibility of establishing and operating of our international relations." the Nation's Capital and around the a national museum of the American As the fiscal year ended, the country. Presidents. The legislation asked for Presidential libraries system prepared to Each year millions of citizens travel to specific details on the cost. space, and open its eighth fully developed library. Washington. DC. with the expectation program requirements for such a the Jimmy Carter Library in Atlanta. of visiting the White House and seeing museum. Congress also asked for GA, and assisted the Ronald Reagan the various state rooms and historical information on the feasibility of Presidential Foundation, which is raising artifacts. Unfortunately, not everyone establishing and operating such a funds and formulating plans for a who would like to visit the Executive museum exclusively with nonfederal Reagan library in California. Both Mansion can do so. Even though the funds. In conducting this study. the researcher and general public interest White House tour can accommodate Archivist was to consult with officials at remained at relatively high levels, and more than 1.4 million visitors annually. the Smithsonian Institution. the the libraries continued to expand their there is always a waiting line for tickets. National Capital Planning Commission. mission of "taking the Presidency to the Other Presidential sites with fewer and other appropriate Federal agencies. people:' in the words of the Acting restrictions attract even more visitors. Because the intentions of Congress Archivist. The Jefferson and Lincoln Memorials, were not specific. the National Archives for example. average more than 2.2 report explores only one prototype of a Statement on the million visitors each year. Outside of variety of options and possibilities. Museum of the Presidents Washington, DC. millions of citizens Primary attention was given to the annually visit the Presidential prospects for establishing a major full­ The American people have a strong birthplaces administered by the National scale museum with some minor and continuing interest in the Park Service and the Presidential discussion of the prospects for Presidents and in the history of the libraries administered by the National establishing a White House visitors Presidency. Evidence of this interest Archives. center. can be found in many forms, but most In 1986, the Congress requested that The study team devoted most of its particularly in the growing numbers of the Archivist of the United States time to the feasibility of establishing a

36 full-scale museum of the Presidents. National Archives to administer the The cost of a new facility will vary Such a museum would collect, center. substantially depending on its purpose. maintain, and exhibit original objects, The study team also addressed Even if Federal land were donated, the artifacts, and memorabilia related to the fundamental questions about site, study team estimated that capital costs Presidency. In addition to curatorial and space, and funding, particularly as they for construction, equipment, exhibition programs, a full-scale would apply to a full-scale museum. furnishings, and related materials of a museum would include a library for Perhaps the most difficult problem full-scale, major Presidential museum researchers and a theater for films and identified by the study team was would be in excess of $75 million, conferences. location. All of the officials interviewed construction costs would be even It was clear from the start that there by the study team agreed that any greater if the facility were underground. would be serious difficulties in museum or visitors facility must be as If the land for a full-scale museum had establishing a full-scale museum with close to the White House as possible. to be purchased, an additional $20 permanent collections for research and Among the sites suggested were one or million to $30 million would be exhibition. The vast majority of more of the Government-owned needed. Operating costs for a historically significant artifacts and townhouses bordering Lafayette Park, multipurpose museum were estimated memorabilia of the American the Great Hall in the Commerce at more than $11 million annually. Presidency are already in the care of Building, a vacant tract known as Great Although no specific cost estimates other museums. It is very unlikely that Plaza, and the Ellipse south of the were projected for a modest visitors these institutions would willingly donate White House. The study team agreed center, it is likely that these costs would their Presidential items to a new that there are substantial problems in be in the $10s of millions. museum. Even long-term loans were acquiring any and all of these sites. The study team agreed that virtually thought to be unlikely. The study team The study team found that the site all the costs related to the thus abandoned the idea that a full­ problem was exacerbated by the need establishment, construction, and scale museum would be a viable for substantial space. Calculations operation of such a museum/visitors possibility. indicate that up to 250,000 square feet center would have to come from the More optimism was shown for a would be needed for a major, full-scale, Federal Government. After· discussing modest exhibition program as part of a multipurpose Presidential museum. the matter with various officials, the White House visitors center. The new Even if the facility were scaled down to study team came to the conclusion that facility might include a variety of a modest visitors center, space near the it would not be feasible to raise exhibitions on selected aspects of the White House will be very difficult to sufficient private funds-a dollar Presidency; each exhibition would find unless the facility is in part amount approximating the funds utilize photographs, facsimiles, films, underground. collected for the restoration of the audiotapes, and other nonpermanent materials to educate and entertain citizens visiting the center. Planning and mounting such exhibitions would require significant amounts of imagination, determination, and diligence, but the challenge could be met by a first-rate staff of curators and educators. The study team also agreed that other programs would make a new museum/visitors center more valuable to the various groups of scholars, students, and tourists who visit and work in Washington, DC, each year. A library, a conference center, a theater, a museum store, and eating facilities might be included to make the complex a resource center for different groups interested in the Presidency. Because of the particular emphasis of such a center on White House visitors, the study team recommended that the National Park Service, with its Art Buchwald, Mark Russell. Chevy Chase. and former President F-ord at the Gerald R. Ford experience conducting White House Museum in Grand Rapids being interviewed on "Good Morning America." The museum sponsored a 3-day symposium entitled "Humor and the Presidency" in September, which tours and administering Presidential brought together politicians, satirists, comics, and cartoonists to consider the role of wit in the birthplaces, manage the new complex. Presidency. Topics included: "A History of Humor and the Presidency," "The Cartoonist: What Only if a full-scale museum were Would They Do Without the Presidency?" and "The Presidents and Would-Be Presidents established would it be appropriate for Speak." Other conferences held at the Ford Library and Museum this year dealt with U.S.­ the Smithsonian Institution or the Soviet relations, taxes and welfare reform, and Great Lakes environmental issues.

37 Statue of Liberty-to cover all or even Office of Presidential Libraries Staff a significant part of the costs related to a new museum. Assistant Archivist James E. O'Neill 523-3212 The final report on a national Supervisory Archivist David S. Van Tassel 523-3073 museum of the American Presidency Deputy Director, Nixon Presidential includes the following Materials Project Staff James J. Hastings 756-6498 recommendations: Director, Herbert Hoover Library Robert S. Wood 319-643-5301 Director, Franklin D. Roosevelt Library ___William R. Emerson 914-229-8114 1. Specific studies to assess the need Director, Harry S. Truman Library Benedict K. Zobrist 816-833-1400 for increased White House visitor Director, Dwight D. Eisenhower Library ___ John E. Wickman 913-263-4751 services should be undertaken by the Director, John F. Kennedy Library (Acting) ___John F. Stewart 617-929-4500 appropriate agencies, particularly the Director. Lyndon B. Johnson Library Harry J. Middleton 512-482-5137 National Park Service and the National Director, Gerald R. Ford Capitol Planning Commission in Library and Museum Don W. Wilson 616-456-2675 consultation with the White House Director, Jimmy Carter Library Donald B. Schewe 404-331-3942 Curator. 2. Congress should authorize and fund the National Park Service, in conjunction with the National Capital Planning Commission, to prepare a full­ scale feasibility study for a visitors center to be located within the immediate vicinity of the White House. This study should include architectural drawings, traffic impact studies, and other pertinent information. 3. The Smithsonian Institution, the Library of Congress, the National Archives, the National Park Service, and the White House History Association should explore ways of cooperating to enhance the history of the Presidency through exhibitions in existing museums. 4. The National Archives, through its Office of Presidential Libraries, should plan for increased information services on the history of the Presidency to be provided to scholars and other interested citizens.

38 Chapter 8 Office of Public Programs

For the Office of Public Programs, Exhibitions suppressing rebellion and sedition in 1986 was a year of expanded outreach In the Circular Gallery surrounding the Colonies; a broadside proclaiming activities. Through a wide variety of the Rotunda of the National Archives the Northwest Ordinance, which volunteer efforts, educational Building in Washington, DC, "Uncle established the procedures for admitting workshops, lectures, and publications, Sam Speaks: Broadsides and Posters territories into the Union as States; and public awareness of the National from the National Archives" opened World Wars I and II posters used to Archives as a nationwide cultural with widespread press and television mobilize citizens for the wars. An institution was heightened. coverage. This exhibition, produced by audiovisual station featured a series of the Exhibits and Educational Programs film spots with famous actors and Division, vividly documented 200 years characters, such as John Wayne, Bing of communication from the Crosby, and Bugs Bunny, selling Government to the people in colorful Treasury bonds. and descriptive broadsides and posters. Special events relating to the Carefully selected from a collection of exhibition included several more than 15,000 in the Archives performances of an Archives­ holdings, these 117 items reflected not commissioned play, "Dear Uncle Sam," only the major milestones in American based on Archives records and history but also the development of performed in the Archives Theater. social, cultural, and artistic trends in the This 1-hour production, which showed United States. Highlights of this how citizens communicated with the exhibition included a 1775 broadside Government, featured letters sent to proclamation by King George Ill for the Justice Department during the Red Scare of the 1920s, descriptions of Ku Klux Klan activities from these same files, and a collection of poignant letters written by women to the Children's Bureau of the Labor Department from 1915 to 1920. Smaller displays mounted during the year included an exhibition honoring Martin Luther King, Jr., on the occasion of the first national holiday honoring King's contributions to the civil rights movement. The show traveled to many of the field branches as did the exhibition "Presidential Trivia," initially mounted in 1985 for the Presidential inauguration. The exhibition program reaches beyond Washington, DC, serving other major cultural institutions nationwide and overseas through loans of original maps, photographs, and documents from Archives holdings. Loans during 1986 were made to many institutions, Staff members Melvin Bishop from the ADP Management and Technical Assistance Branch including the Museum of Natural and Johnny Pierce from the Motion Picture and Sound and Video Branch examine posters at History, United Nations, New York the staff opening on February 21, 1986, of "Uncle Sam Speaks;' a major exhibition in the Public Library, Prussian Archives, Circular Gallery. Pennsylvania Academy of Fine Arts,

39 President Reagan and President Mitterand flank the original deed of gift for the Statue of Liberty, loaned by the National Archives. On July 4, 1986, the deed was temporarily displayed at Governor's Island as part of the centennial celebration for the Statue of Liberty.

Another supplementary teaching tool used by the Office to reach as wide an educational audience as possible is the journal of the National Council for the Social Studies. Four issues of this journal, Social Education, featured a series of articles, called Teaching with Documents, written by Archives education specialists and designed to introduce students and teachers to the use of primary sources in the classroom. Education specialists also served as consultants for the 18-part series on the Constitution that appeared in the nationally syndicated Cooper-Hewitt Museum, and Twenty-one workshops for 815 children's newspaper column "The Mini Philadelphia's Independence Park. A educators were held, several in Page." cooperative effort between the National conjunction with other Constitution­ The Exhibits and Educational Archives, National Park Service, and related programs and other institutions. Programs Division also offers Operation Sail allowed President Serving educators both in Washington, workshops to assist new researchers in Francois Mitterand, to re-present the DC, and across the Nation, these the use of archives, to highlight special French Government's deed of gift for workshops train teachers in the use of records, and to satisfy the public's the Statue of Liberty to President primary resources in the classroom. As curiosity about the National Archives. Ronald Reagan on July 4. The one coordinator of secondary social Thirty courses for 627 individuals were National Archives was the largest studies said: "I know of no other offered in 1986. A new course, lender to the National Building educational 'support' program that has "Introduction to Genealogy," was added Museum's inaugural exhibition, had the impact in the classroom of for the novice while the popular "Building Our National Image." your program." "Going to the Source: An Introduction

Educational Programs In addition to the outreach benefits of its exhibition program, the National Archives also reaches a large audience through its educational program. The Office of Public Programs was busy during the year fulfilling the nationwide demand for teacher training workshops on Constitution-related projects. The documentary teaching unit The Constitution: Evolution of a Government quickly became a "best seller," and workshops focusing on its teachers guide and facsimile documents were very much in demand in 1986.

This 1890 rendering of the U.S. courthouse and post office in El Paso, TX, is one of 48 from the Cartographic and Architectural Branch of the National Archives lent to the National Building Museum for its opening exhibition this year. During the year, 125 original documents were on loan to 23 institutions and Government agencies nationwide for exhibition purposes.

40 Cover of The Constitution: Evolution of Government, the seventh in a series of teaching units published by the National Archives. The Constitution unit, produced as part of the Archives celebration of the Bicentenary, introduces such enduring issues of American government as federalism. voting rights, and the national debt. Included in the packet are facsimilies of well­ known documents, among them the Northwest Ordinance, the Articles of Confederation, and George Washington's copy of the Constitution in draft form.

to Research in Archives" entered its lOth year. The National Archives also continued to cosponsor the "National Institute on Genealogical Research," intended for experienced genealogists. Fiscal year 1986 also marked the introduction of two new outreach series. The Archives Alive, or Theater­ from-the-Records, series began with "Dear Uncle Sam," the live performance described previously. A second commissioned play, "Absent­ Minded Sweethearts," highlighted the records of the Council on National Defense and explored the variety and diversity of women's roles during World War I. In conjunction with a local writers group, the Division cosponsored a workshop on playwriting using the records in the National Archives holdings. Its success has prompted plans for readings of the first group of plays and a second session of the workshop during FY 1987. The second new series, From the Record, focuses on the adult learner. It is aimed at students in community colleges, universities, and continuing education institutions. Drawing on archival records that can be used in courses from accounting and aviation technology to criminology and public health, the National Archives is developing teaching materials that will stress the use of primary sources to Deirdre Lavrakas, Christopher Hurt, Joni Lee Jones, and Reginald Metcalf rehearsing for supplement traditional textbooks. "Dear Uncle Sam," an original theater production based on records at the National Archives. Produced by Paradise Island Express, a Washington-based theater company, this production was the first original piece ever commissioned by the Archives and received attention from National Public Radio's "All Things Considered," The Washington Post, and The New York Times.

41 Archival Training In 1986 the Center filled, through a Special Events new microcomputer system, an The National Archives traditionally The "Modern Archives Institute: increasing demand for such materials holds two major public ceremonies to Introduction to Modern Archives faster and less expensively than in the Administration" training course, offered past. Government agencies at all levels, honor the Charters of Freedom-a for the last 41 years, continues to offer as well as the general public, have been public reading of the Declaration of an introduction to archival theory and informed about the Center's services Independence on July 4 and a practice for participants who hold and holdings through the distribution of naturalization ceremony on Constitution positions working with archives, more than 511,000 copies of brochures Day, September 17. This year, on July manuscripts. or special collections, or and catalogs in the past year. 4, the fifth great-grandson of Thomas who are preparing to enter those fields. Jefferson, Rob Coles, read the Held twice yearly for 2 weeks, the Working with Federal Declaration, following stirring patriotic format includes lectures, discussions, Agencies music by the Old Guard Fife and Drum Corps. The ceremony concluded with a workshops, and visits to the Manuscript The National Audiovisual Center also demonstration of Revolutionary War \ Division of the Library of Congress and provides Governmentwide assistance in military tactics on Constitution Avenue. various units of the National Archives. the area of Federal audiovisual l Constitution Day 1986 marked the This year, 66 participants representing a management policy. It publishes first time all four pages of the wide variety of public and private annually the report entitled Federal Constitution were on display in the archives attended the course. Audiovisual Activity to provide information on purchases, production, permanent Charter cases. (These four National Audiovisual and duplication to Congress, the Office pages previously have been displayed Center of Management and Budget (OMB), on this day only in special temporary executive agencies, and the private cases.) Judge Charles Richey of the The National Archives National sector. The Center worked closely with U.S. District Court for the District of Audiovisual Center, located in Capitol the General Accounting Office (GAO) Columbia presided over the Heights, MD, is the Federal throughout the year on the GAO's naturalization ceremony and, following Government's central distributor for all review of the effectiveness in the ceremony, Congressman Thomas federally produced audiovisual monitoring Federal agencies' costs of Lantos (D-CA), himself a naturalized programs. Operating as a self­ audiovisual activities and agencies' citizen, gave an inspiring speech to the supporting entity, the Center offers for compliance with OMB policies and new citizens. A rousing noon concert of sale or rental in videotape, film, procedures in managing such activities. patriotic music was presented by the slide/tape, and audiotape formats more The GAO review characterized the U.S. Army Field Band and Soldiers than 2,800 titles on topics as diverse as Center's efforts as positive and as the Chorus. For both occasions a joint public health, industrial safety, and best available method for collecting services honor guard flanked the foreign-language instruction. Federal audiovisual cost data. documents. Other special events held at the National Archives during the year included a reception given by the National Archives for over 150 jurists and constitutional scholars representing 22 foreign countries at the American Enterprise Institute for Public Policy Research's International Conference on Constitution Writing. The U.S. Commission on the Bicentennial of the U.S. Constitution held two 1-day public programs in the National Archives Theater for more than 200 participants. The popular film series, drawn from the National Archives and other major video and film collections. included films focusing on two themes during 1986-"American Lives" and 'The History of Filmmaking." More than I 8.000 people attended one or more of these showings. Special film screenings for school and tour groups were added during the year.

Students at the Modern Archives Institute examine original records in a workshop on conservation and preservation methods. In fiscal year 1986. 66 participants from as far away as Alaska and Brazil attended the Institute to learn about preservation of documents. arrangement and description of records. reference service. and other archival functions.

42 Publications The Publications Division of the Office of Public Programs produces printed publications that both educate and inform the many constituents of the National Archives about the Federal documentary heritage. In 1986 the Division published a wide variety of books, guides, catalogs, booklets, leaflets, and periodicals for a diverse audience. During the year nine major titles appeared in print-Guardian of Heritage: Essays on the History of the \ National Archives; Posters and Broadsides From the National Archives (a catalog complementing the exhibition "Uncle Sam Speaks"); Military Service Records: A Select Catalog of National Archives Microfilm Publications; Guide to Genealogical Research in the National Archives (revised edition); National Archives Microfilm: Resources for Research; Story of the Constitution; Framers of the Constitution; The Union: A Guide to Federal Archives Relating to the Civil War; The Confederacy: A Guide to the Archives of the Confederate States of America; and Diplomatic Records: A Select Catalog of National Archives Microfilm Publications. In addition, two new series of publications were introduced-Milestone Documents from the National Archives (brief pamphlets on individual documents) and The Federal Documentary Heritage (books that highlight National Archives holdings for selected time periods and subjects). This year the Division staff produced the first catalog of National Archives books in almost a decade­ Publications from the National Archives. The National Archives continued to produce microfilm publications of historically important records to preserve them and to make them more readily available to the public. In this fiscal year, the microform publications included: Post Office Department In 1937, the United States commemorated the 150th anniversary of the Constitution. The head Reports of Site Locations, 1837-1950; of the Sesquicentennial Commission was Congressman Sol Bloom of New York. His Records of the Northern commemorative book, The Story of the Constitution, was published in 1937 and has been Superintendency of Indian Affairs, reprinted by the National Archives in anticipation of the bicentennial celebration in 1987. In a 1851-1876; and the Nuremberg Trial new introduction to this classic volume, constitutional scholar Daniel J. Elazar writes that Records Register Cards for the Nl Congressman Bloom worked tirelessly to get the book into the homes of millions of Americans Document Series, 1946-1949. during the sesquicentennial year of 1937. "The understanding of the origins of the American During 1986, Prologue: Journal of constitutional system by these citizens" adds Elazar "was due in no small part to the drive and the National Archives continued to determination of Sol Bloom. By bringing The Story of the Constitution back into print after include a wider variety of essays and almost half a century, the National Archives honors Bloom and his deep commitment to the features to appeal to the Archiv;s' Constitution. It is a commitment that we should all strive for during the bicentennial year of 1987 diverse constituency. It included such and thereafter." topics as celebrating the Constitution,

43 The National Archives relies heavily on the service of volunteers. Field branches, Presidential libraries, and the National Archives in Washington, DC have developed programs for recrwtmg and trammg docents to serve as guides. information aides, and collection assistants. Mrs. Johnson IS pictured with nme volunteers who have served at least 5 years at the Johnson Library.

the destruction of slavery, adventurers of Public Programs produces and Volunteer Services and explorers, and the Civil War within distributes useful and educational Volunteers within the Office of Public the Confederacy. materials for the approximately one Programs extend the public service of Through its publications sales million annual visitors to the National the National Archives in Washington. program, the Publications Division Archives Building. Items available DC, in many ways. They provide informs the public about the availability include books, posters, teaching behind-the-scenes tours. offer outreach of publications. The program materials, and other memorabilia that programs for students and community concentrates on the compilation of educate the public about the holdings groups. pursue research projects for book catalogs and brochures, the and activities of the National Archives. custodial units, and provide information submission of publications to During 1986 the Division to genealogists and other researchers appropriate periodicals for review, implemented a plan to improve the and to the general public by staffing the display of publications at scholarly and image of the Museum Shop and to fourth-floor Genealogical Orientation professional meetings. and copublishing increase the number, variety, and Room and the Information Desk in the and distribution arrangements with quality of items available. Almost 600 Exhibition Hall. A total of 147 other publishers. Reviews of National new items have been introduced in the last 2 years, 60 percent of which have volunteers contributed 23,095 hours to Archives publications appeared in been books. In addition, the staff has the National Archives during the year, Library Journal, American Libraries, worked with the private sector to a 28 percent increase over 1985. The American Archivist, and other introduce a line of custom-designed More than 4,600 visitors, ranging professional periodicals. In addition. the Archives items for the shop. To date, from school children and families Division established copublication 60 National Archives items have been visiting the National Capital to and/or distribution agreements with introduced, with others in development. constituents referred by congressional four print and microform publishers, Emphasis during the year has been on offices, enjoyed these tours in 1986; which has led to the increased items complementing the exhibition this represents a 21 percent increase distribution of publications. "Uncle Sam Speaks" and relating to from 1985. Special visitors this year the Bicentenary of the Constitution. included members of the 4-H Council Museum Shop The Division has sought to improve the summer program; foreign visitors from Through its museum shop program, display of new items and to improve New Zealand, Norway, the Camaroons, the Publications Division of the Office customer service. Burma, and Czechoslovakia;

44 participants in the Annual Lutheran of the Constitution; Teaching with A third. packaged, exhibition, "'Tis Church Youth Leadership Conference; Documents articles in Social Education; Done! We Have Become a Nation," and journalism students in town to ''The Mini Page" issues on the contains reproductions of 19 interview Chief Justice Warren Burger Constitution; and a pocket-size edition documents on 20 posters and tells the on the Bicentenary of the U.S. of the Constitution. story of the conception. creation, and Constitution. Docents also presented Publications planned for 1987 implementation of the Constitution. more than 120 programs-ranging from include the fall 1986 issue of Prologue This set is available to schools, libraries, "An Introduction to the National on ''Documenting the Constitution" and historical societies, and other Archives" to workshops on the The Man Behind the Quill: The First organizations or groups for a small fee. Constitution-to more than 3,870 Biography of Jacob Shallus, All three exhibitions and the participants from schools and Calligrapher of the Constitution. documentary teaching unit have been community groups. Exhibitions are a major part of the endorsed by the Commission on the In cooperation with the Office of the celebration. "The American Bicentennial of the U.S. Constitution. National Archives, 22 new volunteers Experiment: Creating the Constitution" A fine reproduction of the with special genealogical experience opened in the Rotunda of the Constitution and its companion were trained to staff the Genealogical Exhibition Hall in October 1986. This is Charters of Freedom documents, the Orientation Room on a 6-day-week a documentary exhibition that tells the Declaration of Independence and the basis. During this successful first year, story of our young country, its Bill of Rights, will be produced in they assisted 11,000 visitors interested successes and problems under the poster format (37'1, by 24lf4 in.). The in pursuing genealogical research at the 6 Articles of Confederation, and the Document Conservation Branch staff National Archives. struggle to write a new Constitution. set meticulous standards and Volunteer staff aides helped archivists A second exhibition, "The American supervised the reproduction process to in projects as diverse as preparing Experiment: Living with the finding aids for OSS World War II ensure faithfulness to the original Constitution," will open in the Circular documents. operational records, cataloging the Gallery of the Exhibition Hall in April USIA collection of still pictures from Another special event planned for 1948 to 1968, preparing indexes of 1987. It will emphasize to visitors how 1987 and endorsed by the Commission U.S. marshals and of lighthouse the Constitution affects their daily lives on the Bicentennial of the U.S. personnel, and organizing and by exploring three constitutional issues: Constitution is the 87-hour vigil to describing records of the Commission Who has the right to vote? Which commemorate the signing of the on Wartime Relocation and Internment branch of Government has the power Constitution on September 17. 1787. of Civilians. to make war? What are the rights of The vigil will begin the afternoon of Since 1982 the National Archives the States and the Federal Government September 13 and end the morning of Volunteers Constitution Study Group, in school desegregation? An epilogue September 17. During this period all chaired by volunteer Ralph Pollock, has will show proposed, but unratified, four pages of the Constitution will be offered public lectures in celebration of amendments to the Constitution. on display and a variety of public the Bicentenary of the Constitution. Speakers for the 12 programs in the series this year, made possible by a grant from the DC Community Humanities Council, have included Dr. Norman Ornstein, Professor Robert F. Drinan, Professor Michael Kammen, Professor Robert Rutland, Ed Yoder, and other distinguished historians and public figures.

Plans for the Bicentenary of the Constitution Programs and events in a number of different areas already are underway to celebrate the 200th anniversary of the U.S. Constitution. The Constitution has been on display at the National Archives since 1952. Publications available this year include: The Constitution: Evolution of Ralph Pollock, Chairman of the National Archives Constitution Study Group, introduces a Government (documentary teaching Dorothy S. Ridings, President of the League of Women Voters of the United States, April 16, unit); the fall 1985 issue of Prologue 1986. Mrs. Ridings' lecture, entitled "Women and the Constitution: If Only John Had Listened on "Celebrating the Constitution"; The to Abigail." was the 34th in the Bicentennial '87 lecture series focusing on substantive issues Story of the Constitution; The Framers relating to the Constitution.

45 events will take place. In addition. an Office of Public Programs Staff interactive computerized poll will survey Assistant Archivist ____ ---·------·------______Linda N. Brown 523--3216 visitors to the National Archives Volunteer Coordinator_____ Patricia Eames 523--3183 Rotunda and to the Archives field Archival Training--·-----·---·-----·--Linda Henry 523--3892 branches on the Preamble of the Director, National Audiovisual Center______John H. Mclean 763--1872 Constitution. Assistant Director. National Film festivals will be held at the Audiovisual Center --··------···-- ··----- R. Kevin Flood 763--1860 Archives in Washington, DC. and at Director, Exhibits and Educational field branches across the country during Programs Division--···--··--···----·· _____Edith James 523--3097 the summer of 1987. The festival in Director, Publications Division ______Charles W. Bender 523--3221 Washington will include documentary and historical films that explore some aspect of constitutional history or the role of the Constitution in shaping our system of laws. Concurrently with this, a program of fiction films dealing with the theme "Trial by Jury" will be presented. The National Archives also is planning a series of conferences on constitutional issues to be held at the Archives in Washington, DC. at the Archives field branches. and at the Presidential libraries. Those in Washington will focus on the three themes of the major exhibition, "Living with the Constitution.'' Those in the field will include the influence of the Constitution on particular regions of the country, constitutional holdings of the field branches, women's rights and the Constitution. Harry S. Truman and the Constitution. and Gerald Ford and the Constitution. The popular Constitution Study Group/Bicentennial '87 lecture series will continue at the National Archives Building in Washington through September 1987. The Archives celebration of the 200th anniversary of the Constitution will be the first of many celebrations honoring the formation of the Federal Government. The celebrations will extend through 1991, the 200th anniversary of the ratification of the Bill of Rights.

46 Chapter 9 Automation

his report has so far been organized The network consists of a large LAN includes the creation of a shared to represent the office structure of the (Local Area Network) in the National reference data base that will contain National Archives and Records Archives Building and the Patrick reference data on the holdings of both Administration. There are activities, Henry Building, which supports 217 the Office of the National Archives and however, that cross organizational lines. work stations and smaller LANs at all the Office of Presidential Libraries. Such an activity is automation, which is other facilities. The LANs supporting Under the plan all new system described in this chapter. the National Personnel Records Center development will use standard data Automation in the National Archives in St. Louis, MO, were enhanced to elements and communications protocol. takes many forms. It provides provide direct support for the Center's By the early 1990s, a single life administrative support through a reference service activities. This cycle/shared reference system should network of more than 200 terminals expansion provided 75 new work be operational. A report on the that link offices so that they can share stations in St. Louis. The LANs in 18-month MARC/Life Cycle Tracking word processing documents, budget other locations range in size from 4 to project is available from the Archival and financial spreadsheets, electronic 12 work stations. Each LAN can access Research and Evaluation Staff (NSZ). mail systems, address and telephone the main Archives Building network as directories, and appointment calendars offsite terminals and most can support Archival Research and of key administrators. file transfer functions. The entire Evaluation Staff Other computerized processes tell network consists of 468 work stations, archives management about production with 170 Megabytes of main memory This staff, part of the Archivist's efficiencies in the Federal records and 4.8 Gigabytes of disk storage. Office, is engaged in several ambitious centers, help to locate veterans records automation studies. The most in our mammoth facility in St. Louis, Trust Fund Service significant is a pilot test to evaluate the keep track of thousands of cans of Order System feasibility of an Optical Digital Image motion picture film, and assist in Storage System (ODISS). A contract processing records that themselves are During fiscal year 1986 the National was awarded in September to the created by computer. Archives implemented the Service System Development Corporation of Systems now under development will Order System (NATFS-1) to process Los Angeles, CA. The purpose of the permit researchers to query the archival orders for reproductions of archival ODISS project will be to evaluate its automation system for information materials. This system consists of 36 capability to effect image enhancement about the existence and location of personal computers linked to a central for documents in poor condition; Presidential papers, manuscript minicomputer. The system is designed improve reference service to the public collections from individuals, and official to facilitate order processing and to through use of automated search, federal agency records that are available provide timely data on order status. In retrieval, and replication techniques; for research in any of the Archives' 20 the near future, the system will be and aid in preservation of original research facilities from coast to coast. converted from an overnight batch­ documents by enabling their retirement That automated system should be oriented system to an online system from active usage to an available for use within the next 5 that will further improve services to the environmentally stable storage area. years. public. Most of the personal computers The project will also evaluate which Details of these activities are used in this system can also access the methods are best for achieving efficient presented on the following pages. Office Automation Network. workflow processes and conversion speed. The staff will collect statistics for Systemwide Network Automated Data a cost/benefit analysis of whether or Processing not a full-scale system is justified. The Office Automation Network of The ODISS contractor will fabricate the National Archives provides basic In September, the National Archives and install the system during fiscal year administrative support-word adopted a new strategic plan for 1987; the project tests will begin in FY processing, spreadsheets and electronic information systems. This new plan 1988. At the conclusion of the tests, mail, and data base management incorporates the entire life cycle of the ODISS will be made available to applications-for the National Archives. records, from original appraisal and various State archives that have The network was significantly expanded scheduling in the Office of Records expressed an interest in using the during fiscal year 1986 and now serves Administration, to storage in the Office system on a reimbursable basis. all field locations as well as the several of Federal Records Centers, then to In conjunction with the general Archives facilities in the Washington, accessioning by the Office of the interest of Federal agencies in the DC, area. National Archives. The plan also evolution of digital image technology,

47 the National Archives continues to sponsor the Digital Image Applications Group (DIAG). a forum for the exchange of information between users and vendors of the technology. DIAG meets bimonthly at the National Archives to watch equipment demonstrations and learn about the status of project efforts at various Federal. State. and local agencies. There are now 600 members of DIAG.

MARC/Life Cycle Tracking Project The MARC/Life Cycle Tracking project was completed this year. This 18-month research and pilot test project sought to determine the implications of developing an automated system for controlling Federal records throughout their life cycle, from the time of creation in a Federal agency through permanent preservation in the National Archives. The project also evaluated the capability of the Machine Readable Catalog format for Archives and Manuscripts Control (MARC AMC) to carry information for both control of and access to Federal records as well as the desirability of using a nationwide public information network to meet the access and control requirements of the National Archives. The study concluded that the development of a life cycle tracking system would permit unprecedented access to information about the status and content of Federal records and would enable the National Archives to more efficiently perform its archival and records management missions. The MARC AMC format was judged adequate for carrying descriptive information about records. but was judged less capable of handling the full range of process actions for a repository so large and complex. A full report on this study and its recommendations and conclusions is available from the Archival Research and Evaluation Staff. Finding Aid Conversion The vast majority of National Archives archival finding aids exist only in typed. printed, or handwritten forms. Access to these finding aids would be greatly facilitated if they could be converted to machine-readable form and placed in data bases where they The National Archives has thousands of reels of computer tape in its holdings. Special could be searched and manipulated preservation techniques and storage facilities are required to maintain them properly.

48 using computer-based techniques. Over the past 2 years, the Archival Research and Evaluation Staff has been seeking the most advanced optical character-recognition conversion equipment, software, and services with the goal of determining the feasibility and cost of finding aid conversion. The staff has concluded that relatively inexpensive desktop readers are sufficient for materials recently typed or printed. Typed or printed materials with poor quality, contrast, or resolution can be converted with reasonable success by some of the more expensive "intelligent" readers. However, it appears that only a single company, a British firm, can handle all types of materials, including handwritten manuscripts. Further pilot experiments have shown that after finding aids have been converted to machine-readable form, they are easily organized for use with computer-based text retrieval software. This software permits searches by any combination of words or phrases, including proximity relationships (e.g., William Holmes, head of the Archival "Lincoln" within the same paragraph as Research and Evaluation Staff, is pictured "Grant"). here (left) with leaders of Japanese industry storage of machine-readable archives. in the Rotunda of the National Archives on August 26. The Japanese were attending a Expert Systems Project The ISO 8211 standard is independent briefing on "expert systems" at the National This year also saw the conclusion of of other media and systems and, in Archives given by American Management the artificial intelligence, or "expert theory, would enable archives to Systems, Inc. (AMS), and National Archives systems," project. Undertaken through a accession and store machine-readable staff. The expert system pilot project at the contract with American Management records without regard to hardware or National Archives was one of several this Systems, Inc., this project explored the software. year that explored the possibility of adapting prospect of developing automated advanced technologies to support archival systems that could emulate the Federal Records Centers functions. From left to right are: Toshio Misaki, Mitsubishi Motors Corporation; Yoshio knowledge, judgment, and Since 1966, the Office of Federal Kubota, Tokyo Electric Power Company; decisionmaking of an experienced Records Centers has implemented Takayoshi Makajima, JMA Consultants: and professional archivist. The project, several automated data systems for Ivan Selin, founder and chairman of the which involved a prototype model better management of the records board of AMS. housed on a microcomputer, was centers and their holdings. The judged highly successfuL The study automated inventory system, known as report recommended that the National NARS-5, provides control of agency and shelving configurations to indicate Archives consider the use of expert records by series and box number exact locations and amounts of space systems as aids to support reference throughout the records centers. The available within a center. This activities or as training tools for novice system contains all of the information information allows centers to determine archivists. A limited number of copies needed by center officials in long-range space availability and of the study report are available from accessioning and disposing of records process incoming records more the Archival Research and Evaluation received from Federal agencies and efficiently. Staff. Planned projects for fiscal year provides control of the 14.7 million The National Personnel Records 1987 include an evaluation of the cubic feet of records stored in the Center uses three registry systems to 4.72-inch compact disk as a possible centers. NARS-5 is constantly being control the locations of military, civilian, preservation and distribution medium improved and has proven to be an and X-ray records. These registry files for audio archives. A second project effective records management tooL cover more than 86 million entries and will evaluate the ISO 8211 international A second major system that uses are searched more than 25,000 times standard for data descriptive files as a existing NARS-5 data is the Space per day to respond to reference possible solution in the search for a Information System (SIS). This system inquiries and to update the files. universally acceptable format for uses each center's numbering system The newest system developed for the

49 records centers. the Employee Unit During the past year. experiments processing status of each collection and Accomplishment System. known as have been conducted in receiving the volume of work assigned to TASK, was fully implemented in the machine-readable documents for individual archivists. records centers this fiscal year. This Federal Register publication. The goal is Description. Arrangement, and system collects information on to capture the keystrokes at the point Movement-Provides an online production and hours worked by of origin in the agencies. While these environment for preparing, editing. and employees at the centers. Reports are experiments have been limited. the printing finding aids and will accept data used to determine performance ratings. Federal Register and GPO will continue previously entered during accessioning; evaluate a center's effectiveness. and to pursue this concept to further establishes links between collection. provide statistical reporting data. A automate editorial production. series, and folder-level descriptions; major innovation at the National The current computer systems and provides means for sorting and Personnel Records Center this year was software are designed only for text arranging materials; and supports the the implementation of a system to editing and production of a typesetting processes of item withdrawaL transfer. receive requests on magnetic media data base. In the coming fiscal year, and disposal. from the Veterans Administration. the resources permitting, the Office of the Authority Files and Tables-Assures largest user of military records. The Federal Register plans to experiment consistency of information entered into system is designed to expedite the flow with restructuring the data bases to the system and facilitates the retrieval of requests by eliminating the time support additional production-related process. needed to sort and thereby shortening and information uses. Public Reference-Searches the data the response time. base for materials on subjects requested The automation capability of the Presidential Libraries and sorts and/or prints retrieved centers was increased substantially by information. purchasing additional terminals, The Office of Presidential Libraries MARC Interface-Converts selected personal computers, and software. This conducted a study from 1983 through collection- and series-level information equipment is used extensively for data 1985 to determine whether an about records into the MARC AMC transmission. electronic mail, and automated system could improve format for transmittal to external spreadsheet analysis, and it has access to information about library systems. markedly boosted efficient holdings, standardize descriptive PRESNET was designed by American communication at the centers. practices throughout the system of Management Systems. Inc. (AMS), Presidential libraries. and improve during the fall and winter of 1985-86. Office of the productivity of archival work. The study In March 1986 the computer and the Federal Register determined that automation of archival software were installed in the Gerald R. Computer systems at the Federal functions would support all of these Ford Library in Ann Arbor, MI, for a objectives. Register were installed 10 years ago 3-month operational test. During this As a result of the study, the Office and are owned and maintained by the test, the staff of the Ford Library entered prepared a system concept describing Government Printing Office (GPO). data for a large number of collections, the capabilities of the planned These are text editing systems that testing all the functions except the information system and a preliminary enable legal publications specialists to MARC interface. The staff kept detailed design providing the programming do editorial work at terminals and logs, noting occasions when the system specifications for implementing the produce a typesetting data base on did not perform adequately, and system. Initial implementation was magnetic tape. The tapes are processed experimented with converting existing planned to aid archivists in the tasks of by GPO to produce several Federal finding aids to automated form. acquiring, processing, and providing The overall conclusion drawn from Register publications. reference on the paper holdings of the the test was that PRESNET meets the During FY 1986. these computer libraries. needs of Presidential libraries for an systems were expanded by GPO to In fiscal year 1986 the Office of automated manuscript processing and include storage and editorial production Presidential Libraries built an operational capacity. With this additional computer reference system. Online entry and prototype of the Manuscript Processing editing of data will provide significant capacity. online composition of Federal and Reference System (PRES NET). This gains over the manual system of Register indexes and other finding aids prototype. developed on a Prime 2250 preparing finding aids since data must was instituted in January 1986. The minicomputer using the Prime be entered only once and revisions Federal Register also was able to meet Information and SEEK software systems. require rekeying only the changed data. its goal of a currently updated Code of supports the following functions: Stricter standards for data entry will Federal Regulations (CFR) data base. Solicitation-Tracks solicitation permit more accurate and complex Editors are now able to add Federal activities, creates files that can produce retrievals as well as providing uniform Register amendments to the CFR on a mailing lists, and accepts preliminary descriptions of library holdings. daily basis. Another successful project descriptions of historical materials. Improved user access to information has been the implementation of new Accessions-Establishes initial about holdings at the libraries and at automated procedures for keeping track administrative controls on materials other institutions will be major benefits of bills passed by the Congress and for received and permits revision of data of the system. preparing lists of laws signed by the input during solicitation. PRESNET is now in its second, less President. Processing Management-Tracks the formal testing period. The Ford Library

50 staff will continue to enter data about include higher processing standards that information about the records in all its the holdings, to experiment with the may increase processing time, the repositories nationwide. Other conversion of finding aids and with data duplication of work during the transition automated systems help the National entry conventions, and to further period, changes in staffing patterns Archives track security classified develop controlled vocabularies. required to provide personnel to enter documents; report on records being The next steps in developing data and maintain authority files and to transferred to the National Archives by PRESNET are to design a accommodate technical personnel, and Federal agencies; record the location of declassification review and tracking demands for physical alterations in the original microfilm maintained in a system, an audiovisual materials libraries to meet the needs of special offsite underground storage processing and reference system, and a computers. The conversion of existing facility; maintain inventory control over museum objects description and tracking finding aids will be a complex and motion picture film; index several key system. lengthy task, raising a number of collections of records, such as certain In FY 1986, a general plan for additional questions. We can expect military pension files; and prepare and implementing PRESNET in all libraries other questions to arise as experimental publish inventories and guides that was developed. This plan calls for work continues. describe the archival records. development of communication In developing PRESNET the Office of In addition to these centralized protocols, modifications of the system Presidential Libraries has worked with systems, staff members are applying design to accommodate a common data National Archives coordinating groups, computer technology to their individual base for all Presidential libraries finding such as the Data Element Study Group work assignments. This is the result of aids, and development of specifications and the ADP Oversight Committee, and the rapid increase of word processing for hardware and software. Once the other offices to ensure consistency with equipment throughout the Office of the hardware and software are selected, other planned systems. Efforts to National Archives. During 1986, more PRESNET will be installed in half of the stanaardize automated systems than 30 additional personal computers libraries in FY 1988 and in the throughout the National Archives will were acquired to support individual remaining half in FY 1989. In FY 1990 require some modifications to tracking, reference, reporting, and we will develop the central data base PRESNET. descriptive applications. design and implement it in FY 1991. Looking toward the future, the This plan is part of the agency's 5-year Office of the National Archives contracted in 1985 ADP plan. National Archives with American Management Systems, However, before PRESNET is ready Inc., to study the archival and for implementation, the staff must The Office of the National Archives administrative information requirements address the fact that automating archival uses automation extensively to manage of the Office of the National Archives. functions changes the work environment its archival holdings. Data base systems This study has been completed and in a Presidential library. These changes maintain basic descriptive and statistical some preliminary alternatives and costs for automated systems were developed. During 1986, the contract continued with the analysis of several issues and the development of a document that outlined an automated system based on the requirements identified during the first part of the contract. The next phase of the study will refine the key parts of the system, examine different equipment alternatives, and analyze the costs. The final system will be developed and acquired over the next 6 to 10 years. During 1987 this task continues with a survey of possible hardware and software systems and the development of detailed specifications. Ultimately, these activities will lead to contracts during 1988 and 1989 for the acquisition of the first parts of the system, the preparation of the final design, and the implementation of a pilot system. Once this new system is fully operational, it will replace the current centralized data bases that Participants from the Conference of lbero-American Archivists attended an ali-day briefing on automation initiatives at the National Archives on June 5. Topics included "Automating Access to maintain the basic descriptive and Records" and "Automating Records Themselves." An informal reception hosted by Dr. Burke, statistical information about the Acting Archivist of the United States, followed the meeting. holdings of the National Archives.

51 Chapter 10 Preservation

f?eservation, like automation. is an activity that is not confined to the activities of one office. Preservation relates to many functions within the archival system. In a sense. the first decision to retain records permanently, made by the appraisal staff of the Office of Records Administration, is an obvious preservation measure. Moving records out of agency office space, where they might be inadvertently destroyed. and placing them in one of the Archives Federal records centers is another. Once the records are under archival control, their proper housing in fireproof facilities under close to ideal temperature and humidity conditions, Stanley Barkin of the National Academy of Science's National Research Council: Alan Calmes. and the care with which they are Preservation Officer at the National Archives: and Norbert S. Baer. technical advisor. at the boxed. described, and served to official presentation of the NAS-published report Preservation of Historical Records. August 19. researchers. contributes to their 1986. Written by the Academy's Committee on Preservation of Historical Records. the study longevity. evaluates the risks and options of copying paper records as opposed to maintaining them in Specific preservation activities-such original form and offers recommendations on mass treatments. environmental control. archival as holdings maintenance. laboratory copying. and preservation strategy. treatment. or producing copies to substitute for fragile originals in research rooms-in the National Archives and the media appropriate for archival records. we have a better chance the eight Presidential libraries are aimed preservation are paper and of convincing the Government at ensuring long life for the documents photographic film using archivally and others to support our in the Archives care. standard electrophotographic processes preservation efforts. The following section shows that for paper and silver-based micrographic some progress has been made in all of processes for film. Copies of the report. Preservation of these areas and that work is going on The Committee also recommended. Historical Records, are for sale from the to develop even more advanced among other things, that the National National Academy Press. 2101 methods to ensure that yesterday's and Archives should promote the Constitution Avenue NW.. Washington. today's important documentation of our development of archival standards for DC 20418. society will be available to tomorrow's magnetic tape and optical disks before researchers. they can be considered as preservation Charters of Freedom media. Monitoring System Research and In a letter to all State archivists about Development the study. the Acting Archivist of the The National Archives contracted United States noted: National Academy Study with the Jet Propulsion Laboratory We sought the independent and {JPL) to design and build an electronic Several years ago the National impartial scientific and technical camera to monitor the condition of the Archives commissioned the National counsel of the Academy either to Declaration of Independence, the Academy of Sciences to investigate and support or alter our Twenty-Year Constitution. and the Bill of Rights. make recommendations on the Preservation Plan. The findings of This project is in the 4th year of its advisability of transferring information the Academy panel substantially 5-year span. from original paper records to media support our plan and call for The electronic imaging system {a having acceptable permanence continued research to improve spinoff from JPL:s space research) will {including media with limited life but archival storage techniques. With take precise pictures of the documents capable of being recopied). The the prestige of the National through two layers of glass {the Academy's Committee on Preservation Academy of Sciences advocating documents will not be removed from of Historical Records concluded that actions to preserve historical their sealed glass-covered cases). 52 Computer imaging equipment at the Perkin Elmer Co. Optics Laboratory in Danbury, CT, that will be moved to the National Archives to monitor the condition of the Charters of Freedom. The documents will be placed on the 3-ton optics table pictured in the center. The table is supported by granite risers on either end and four legs filled with nitrogen to isolate the surface of the table from vibrations of the Earth. The electronic camera, above the table, has five "precautions" to ensure accurate positioning. The rest of the equipment belongs to the computer support system that operates the camera and stores the images.

The picture-elements (pixels) will be light levels used will be low and the material of photographic film, suggest interpreted in digital code and analyzed actual imaging time very brief. that film with a polyester substrate will by computer. The system is so precise The machinery is scheduled to be have a long lifetime if given adequate that comparisons of pictures over time installed this winter. There will be a care. Magnetic tapes, however, hold will detect the subtlest changes in a 1-year trial and training period. We their information in a layer of magnetic document. The equipment (camera, expect to have the first set of images of particles dispersed in polyurethane. The table, computers, and recording the Charters by September 1987. lifetime of tapes with a polyester devices) will take up an entire room in substrate would be limited b

53 of the cheaper grades outlasted some During a 25-year period, therefore, it Institute of Fine Arts, who discussed of the more expensive grades. appears to be more cost effective to indoor pollutants and their sources, and keep the files in the original paper form James Megronigle of the National Microfilm rather than to convert them to fiche. Archives Office of Management and This is especially true because the Administration, who reported on a The NBS Institute for Computer benefits of microfiche conversion would comprehensive architectural study done Sciences and Technology is assisting not be realized for many years, until of the National Archives Building and the National Archives in revising the enough records could be copied to described the proposals under Federal Government regulations allow reference service to switch to a consideration to meet environmental (FPMR) on micrographics. This involves microfiche system. An important standards. a comprehensive review of all current element in reaching these conclusions The second topic was "Film as a standards. was the low rate of actual use of Preservation Medium!' William Leary of The NBS Statistical Engineering individual pension folders: an average the National Archives Agency Services Division is developing a statistically of once every 65 years. Division presented the advantages and valid random sampling procedure for disadvantages of microfilm as a inspecting microfilm for signs of Electrostatic Copiers preservation medium. Doug Munson, deterioration. The results of this work and Toners Chicago Albumen Works, addressed will affect the regulations on the production of duplicate negatives as micrographics. The National Archives commissioned a preservation method. The NBS Operations Research the Government Printing Office to "Evaluating Conservation Treatment Division published a report in June study electrostatic copiers and toners Proposals," the third topic, was 1986 entitled Cost Comparison of and identify those that produce archival addressed first by Norvell Jones of the Selected Alternatives for Preserving quality copies. National Archives Document Historic Pension Files (NBSIR GPO evaluated the most widely used Conservation Branch, who outlined the 86-3335). The study evaluates the copiers. and toners and plans to work steps taken by a conservator in drawing costs and benefits of converting pension with manufacturers in identifying up a treatment proposal. Lois Price, files in the Archives from paper possible problem products and will Conservation Center for Art and originals (290 million sheets of paper) ultimately produce a quality control Historic Works, spoke on the to microfiche. The study includes a manual for copy machine operations. importance of communication between calculation of the costs of retrieving the the conservator and the custodian. fiche by a computer indexed and The National Archives Finally, Preservation Officer Alan assisted electro-mechanical device. If Annual Preservation Calmes concluded the conference with the papers are to be maintained and Conference a presentation on "Research and retrieved for reference, they must be Development" and discussed how the placed in acid-free containers, and they The National Archives held its first National Archives 20-year preservation would have to be stored in annual conference on preservation on plan made use of research. environmentally controlled space. If December 10, 1985, at the National converted to fiche, they would have to Archives Building. Two hundred and Office of the be prepared, photographed, and twenty registrants from all over the National Archives verified for quality control; the originals United States and Canada attended the would have to be shipped to low-cost, 1-day meeting. The second conference One important aspect of the 20-year offsite storage facilities. Costs were is scheduled for December 9, 1986, preservation plan is the holdings projected over a 25-year period and and will focus on "Preservation maintenance program, designed to calculated on the basis of constant Photocopying." provide stable housing for records and (uninflated) dollars discounted by 10 Four major topics were covered in defer or eliminate the need for percent to present value. Actual costs the 1985 conference, with two speakers laboratory treatment of many records. were also computed at constant dollars addressing each topic. The first topic. Extensive holdings maintenance work to indicate actual outlay of funds "Indoor Air-Pollution Control," featured continued this past year, providing required. Comparisons are presented Norbert S. Baer of the Conservation improved acid-free housing and storage below: Center of the New York University containers for 69,047 cubic feet of records. More than 180 Archives staff Preservation and Access of 19th-Century Pension Files members received formal training (in millions) conducted by professional conservators with followup sessions to answer Cost Calculation Paper Fiche questions on projects in process. The 1985 Dollars Discounted by 10% $5,600,000 $36,100,000 Research and Testing Lab of the 1985 Dollars Not Discounted 13,600,000 50,800,000 Document Conservation Branch provided quality assurance testing as holdings maintenance supplies were received to verify that the thousands of archival boxes, folders, and other material put into service were of the high quality specified. 54 Conservation Treatment New York City during the July preservation photography. Each leaf festivities honoring the restoration of was photographed within its helium­ Staffing in the Document the statue. The Treaty of Ghent, ending filled enclosure for the first time since Conservation Branch remained fairly the War of 1812, was mounted by 1942, when the documents received steady throughout the year, allowing conservators for a 1-day viewing at the conservation treatment at Fort Knox. the National Archives to capitalize on Octagon House by the Prince of Wales. These photographs were also used for the addition of four professional President James Madison had signed production of high-quality facsimiles of conservators the preceding year. the ratification of the treaty at the the Constitution, the Declaration, and Significant progress was made in the Octagon House when it served as the the Bill of Rights. conservation of early congressional President's residence after the burning The Chief of the Document records that are being systematically of the White House in 1814. Conservation Branch, Kenneth E. reviewed and treated. One notable item Many important pre-Federal Harris, represented the United States that received attention this year was an documents received conservation on the Committee on Conservation 1836 petition to the House of and Restoration of the International Representatives from residents of New attention in preparation for the exhibition "The American Experiment: Congress on Archives this year. The Salem, lL, containing what is thought Committee's work focuses on improving to be the earliest Abraham Lincoln Creating the Constitution." A wide the exchange of information relating to signature. Progress also continued on range of posters received treatment in the laboratory in preparation for the archival preservation among member treatment of the Papers of the states. Continental Congress and on treatment popular Circular Gallery exhibition and rehousing of the treaties of the "Uncle Sam Speaks," which received United States. nationwide press commendation. Special Media Preservation Several documents, which were In anticipation of the Constitutional loaned by the National Archives Bicentenary, the engrossed copies of During the year, efforts to ensure the following conservation work, received the U.S. Constitution, the Declaration preservation of film, photographs, and national attention. The parchment deed of Independence, and the Bill of Rights other nontextual holdings through of gift for the Statue of Liberty was were removed from the vault, where duplication, inspection, and improved cleaned and matted for safe display in they are normally stored, to permit housing continued. This past year, more than 14 million feet of motion picture film were inspected by a commercial contractor for signs of deterioration. Duplication efforts covered 1 million feet of motion picture film, including footage from the Ford Film Collection and World War II Signal Corps films. The still photography laboratory produced 113,000 preservation negatives and prints of photographic holdings. The preservation program produced 135,000 minutes of audio and video recordings, including Voice of America holdings. The microfilm camera laboratory, whose physical plant was completely renovated during the year, filmed about 3.5 million images of original records. Color motion picture film and other materials whose preservation is enhanced by specialized environmental storage were transferred to the cold storage vaults at the Pickett Street Annex in Alexandria, VA. At this facility the Motion Picture and Sound and Video Branch has instituted bar code technology to implement its Audio-Visual Information System (AVIS), which provides automated Richard Youso, photographic technologist, and Kenneth Harris, Chief of the Document Conservation Branch, carefully clean the glass protecting the Declaration of Independence in location and inventory control for preparation for the photographing of the Charters of Freedom, June 17, 1986. This was the audiovisual records. The improved first time since 1942 that the documents have been removed from permanent exhibition for housing and laboratory treatment of the preservation photography. valuable collodion wet plate glass

55 "Before" and "after'' photographs of a 1836 petition to the House of Representatives from residents of Salem, IL, containing what is thought to be the earliest Abraham Lincoln signature in the holdings of the National Archives. The document was treated in the conservation lab this year. It was part of an ongoing project to preserve 19th-century records of Congress with funds from special 1983 appropriations. The conservation laboratory treated 116,292 documents and bound records this year. negatives and photographic prints environmental and physical storage to safeguard the permanent composing the vintage Ansel Adams needs. The custom-designed, room­ preservation of these invaluable collection and the collection of 19th­ sized vault is being furnished with a materials. century photographs of the American separate air conditioning purification In addition, an outside firm was hired West by Timothy H. O'Sullivan, William and filtering system as well as a Halon to mat the Ansel Adams prints and the Henry Jackson, Carlton Watkins, and fire protection system. The vented large and fragile albumen prints of the others received great attention. Many of cabinets, constructed to National above-mentioned American West these materials will soon be housed in Archives specifications, and paints and collection. lnterpositive, shadow masks, a vault in the National Archives other materials used in the storage and duplicates of Mathew Brady and Building that is being readied to areas have been subjected to Western Survey collodion negatives provide for their specialized photoactivity and other analytical tests were made.

56 developed by Eastman Kodak for the Future Challenges "What we are now confronted with is National Archives was expanded this the use of a fifty-year old building, year. The process was used to In the summer 1985 issue of classic in its size and architectural Prologue, Acting Archivist Frank G. duplicate an additional 57,000 design, that is falling far short in its photographs from the Mondale Burke addressed a major preservation capability to provide proper storage materials documenting the Carter problem confronting the National for the varieties of present-day Archives. Presidency. documentation. The building is difficult to maintain at a reasonable constant temperature and humidity. The inadequacies of office space have forced the Archives to station staff members in the stacks, which is an intrusion on the rigid storage qualities necessary for documents. The technical facilities of the building are inimicable to large film processing areas, the maintenance and use of electronically created records, and rapid internal communications. The public areas were designed for minimal outreach activities, while the role of education as a function of archives has grown and demanded more training, lecture. and exhibit space. It has been necessary to move many records off-site, to facilities in Alexandria, Virginia, or Suitland, Maryland. The Archives is currently leasing space in five buildings in addition to the main Archives building and the Suitland records center. All of these conditions are relevant to the preservation question. If it is going to assure the availability of federal information to future generations, the National Archives must now seriously address questions other than just chemical preservation, microfilming and other copying, and better finding aids-it must also address the question of housing for the material. This will be the key preservation initiative for the next decade:''

Archivists William Seibert {left) and Marvin Kabakoff undertook a significant project to salvage about 100 cubic feet of army personnel records that were damaged when water poured on them from a flooded machinery room on the floor above. After spreading out the individual documents to dry. the archivists wiped off visible mold and then sprayed with a solution of orthophenylphenol in methylchloroform to kill any remaining mold and to prevent future development of mold after the records were restored. The spray needed to be effective. but at the same time safe to use on paper and ink. The chemicals and amount of concentration were recommended by Susan Lee-Bechtold, supervisory chemist in the Document Conservation Branch.

58 Chapter 11 The National Historical Publications and Records Commission

Publications Program he National Historical Publications and Records Commission has supported more than 250 documentary publication projects since 1951. These documentary editions cover U.S. history in all its facets, including our foundation as a democratic republic, women's history, Afro-American history, Native American history, and the history of politics, the military, business, reform movements, and labor. Together, these projects have produced 504 printed volumes, 7,413 microfilm reels, and 1,847 microfiche. On May 30, 1986, several editors, historians, publishers, and a librarian participated in an all-clay meeting at the National Archives to review the publications program. The meeting had a dual purpose: to discuss the possibilities of the future publications program and to strengthen certain areas of the present program. The agenda included the selection of new Volumes relating to the 200th anniversary of documentary publication projects, the the Federal Government, published this year, Commission's role in obtaining outside which were made possible by grants from funding for current projects, the the NHPRC. marketing and distribution of Commission-sponsored volumes, and the adoption of new technology in the During 1986, important progress was performing the searching and publication of documentary history. made across the spectrum of the researching necessary to maintain high The meeting endorsed a proposal by Commission's publications program. scholarly standards. Raymond Smock, Historian for the The first volume of the Documentary In addition to its policy and House of Representatives, for a History of the Supreme Court of the grantmaking functions, the Commission "National Endowment for America's United States, 1789-1800 was sponsored a wide range of educational Documentary Heritage." With a published by Columbia University Press. activities and programs during the year, principal of $100 million, half The microfilm edition of the papers of including fellowships in archival appropriated by Congress and half the pioneering environmentalist John administration and in advanced acquired from private sources, the Muir was published by Chadwyck­ historical editing, an annual 2-week endowment would have available Healey on microfilm and microfiche. editing institute, and a free periodic approximately $12 million each year to The papers of social reformer Jane newsletter. The fellowships and the support documentary publication Addams, assembled like the other editing institute are supported largely projects. The meeting participants projects from many repositories around from gift funds donated by the Andrew agreed that the NHPRC should take an the world, were published on microfilm W. Mellon Foundation. Annotation, the active role in fundraising and adopt this by University Microfilms InternationaL Commission's newsletter, has been suggestion for an endowment. This year, the Commission-supported effective in announcing publications The Commission appointed William projects produced 27 volumes, 140 and records grants, promulgating Slany, Director of the Historical Office microfilm reels, and 53 microfiche. Commission policies, publicizing newly of the Department of State, and The Commission's work was not published documentary editions, and commissioners Carol K Blesser, Ronald confined to financial support of these otherwise informing the public about P. Formisano, and Larry E. Tise to publications. The Research Staff recent developments in documentary study the meeting's conclusions. assisted many project editors in preservation and publication.

59 Publications Grants Martin Luther King, Jr., Center for Rhode Island Historical Society, Nonviolent Social Change, Atlanta. Providence, Rl; $49,400 for The Papers American Historical Association, GA: $44.000 for The Papers of Martin of General Nathanael Greene. Washington. DC: $50.000 for John Luther King, Jr. Franklin Jameson and the Rice University, Houston. TX: Development of Humanistic Scholarship Maryland Historical Society, $35.000 for The Papers of Jefferson in America. Baltimore, MD: $28,000 for The Papers Davis. of Benjamin Henry Latrobe. Smithsonian Institution, Washington. American University, Washington. Massachusetts Historical Society, DC: $40.000 for The Papers of Robert DC: $9.985 for The Papers of Boston, MA: $66.500 for The Adams Mills. Frederick Law Olmsted. Papers. South Carolina Historical Society, Baruch College, CUNY, New York, National Trust for Historic Charleston. SC: $31.350 for The NY $40.000 for The Papers of Albert Preservation, Washington, DC: Papers of Henry Laurens. Gallatin. $68.000 for The Daniel Chester French Supreme Court Historical Society, Baruch College, CUNY, New York. Papers. Washington. DC: $66,000 for A NY $18.000 for a Documentary New Jersey Historical Commission, Documentary History of the Supreme Editing Fellow for The Papers of Albert Trenton. NJ: $20,000 for The Papers Court of the United States. 1789-1800. Gallatin. of William Livingston. Texas A&M University, College Claremont Graduate School, Pennsylvania State University, Station, TX: $8,550 for The Papers of Claremont, CA: $52.500 for The University Park, PA: $9,500 for The John Paul Jones. Papers of Salmon P. Chase. Papers of Martin Van Buren. Ulysses S. Grant Association, Clark University, Worcester. MA: Phillips Exeter Academy, Exeter, NH: Carbondale. IL: $39,900 for The $35,150 for A Documentary History of $8.000 for The Journal of Benjamin Papers of Ulysses S. Grant. George Rapp's Harmony Society, Brown French. 1700-1916. University of Arizona, Tucson. AZ: Pomona College, Claremont. CA: $27.550 for The Documentary Duke University, Durham, NC: $23.000 for The Correspondence of Relations of the Southwest. $35.000 for The Papers of Jane Charles Sumner. Addams. University of California, Berkeley, CA: Princeton University, Princeton, NJ: $42,000 for The Papers of Emma Filson Club, Louisville, KY $15,000 $66,500 for The Papers of Thomas Goldman. for The Correspondence of Constantine Jefferson. University of California, Los Angeles. Rafinesque. Queens College, CUNY, Flushing. NY: CA: $31.350 for The Marcus Garvey Florida State University, Tallahassee. $27.000 for The Papers of Robert and Universal Negro Improvement FL: $20,900 for The Papers of Black Morris. Association Papers. Abolitionists. Florida State University, Tallahassee. FL: $18,000 for a Documentary Editing Fellow for The Papers of Black Abolitionists. Fordham University, Bronx, NY $23,297 for The Diary of Elizabeth Drinker. George C. Marshall Research Foundation, Lexington, VA: $55.000 for The Papers of George Catlett Marshall. George Washington University, Washington, DC: $115,000 for A Documentary History of the First Federal Congress. Institute of Early American History and Culture, Williamsburg. VA: $12,000 for The Papers of John At a reception in the Russell Senate Office Building honoring the publication of volumes 4. 5. Marshall. and 6 of the Documentary History of the First Federal Congress are, left to right, Lloyd H. Elliott. President of George Washington University, the project's sponsoring institution: Johns Hopkins University, Baltimore. Charlene Bickford. editor of the project: Lindy Boggs. Congresswoman from Louisiana and MD: $8,550 for The Papers of Dwight Commission member: Jack G. Goellner. Director of The Johns Hopkins University Press: and David Eisenhower. Frank G. Burke. Acting Archivist of the United States.

60 University of Kentucky, Lexington, that the network of State boards and elements was receiving much attention KY: $20,000 for The Papers of Henry coordinators should become more by various groups and professional Clay. active and that the Commission itself associations as a possible basis for University of Maryland, College Park, should promote this activism through legislation in the lOOth Congress. MD: $23,000 for The Charles Carroll small travel and meeting grants to the Other major changes affected the of Carrollton Family Papers. boards, continued support for the grant program directly. Beginning in Coordinators Steering Committee, and June 1986, the records program began University of Maryland, College Park, an annual meeting of State accepting proposals by category, with MD: $60,800 for The Freedmen and coordinators. During the year, 13 State some categories considered only once a Southern Society Project. boards applied for and received small year. The new system of deadlines University of Maryland, College Park, travel and meeting grants, and 42 State places the most important (and, MD: $57,000 for The Samuel Gompers coordinators joined Commission usually, the most expensive) proposals Papers. members for a 2-day meeting in on the Commission's agenda early in University of New Mexico, Washington, DC, to discuss national the fiscal year and permits members to Albuquerque, NM: $25,500 for The and State records issues. examine proposals of similar type as a Vargas Project. One of the most important group. The Commission also began a University of South Carolina, recommendations of the joint re-grant program to be administered by Columbia, SC: $22,500 for The Papers committee concerned national planning State boards. Under the new program, of John C. Calhoun. and strategy. With the support and State boards may apply for $150,000 encouragement of Commission or more on a three-to-one matching University of Tennessee, Knoxville, members, the Commission staff basis to use in a State-based grant TN: $42,883 for The Papers of Andrew organized a series of meetings to program. As the year ended, the Jackson. discuss likely components of a national Commission had already received three University of Tennessee, Knoxville, records program. re-grant proposals and indications of TN: $57,000 for The Papers of Andrew In January 1986, the key issues of future interest from a dozen more Johnson. what a national historical records States. University of Virginia, Charlottesville, program is and how it could be VA: $66,500 for The Papers of James implemented were addressed at a Records Grants Madison. Commission meeting attended by State archivists, records managers, and (Alphabetized by State) University of Wisconsin, Madison, WI: $103,550 for A Documentary History representatives from the Society of State and Territorial American Archivists, the National of the Ratification of the Constitution Agencies Coordinating Committee for the and A Documentary History of the First Promotion of History, the National Federal Elections. America Samoa Government, Pago Archives, and the NHPRC. Such a Pago, AS: $6,422 to analyze the Vanderbilt University, Nashville, TN: national program would extend well current condition of historical records in $28,000 for The Correspondence of beyond the scope of a grant program American Samoa, identify problems, James K. Polk. into the areas of coordination, and recommend possible solutions. Yale University, New Haven, CT: leadership, standards, and information $35,000 for The Frederick Douglass services. California State Archives, Papers. George Vogt, the Director of the Sacramento, CA: $18,000 for the salary and fringe benefits of an archival Yale University, New Haven, CT: Records Program, conferred an fellow. (Subsequently withdrawn.) $66,500 for The Papers of Benjamin additional 2 days with the Steering Franklin. Committee of the State coordinators. Delaware Bureau of Archives and The following initiatives were proposed: Records Management, Dover, DE: Records Program a clearinghouse for records information, $49,562 for a 2-year project to develop a national public information office, a comprehensive local public records The records program began its major media projects designed to program for Delaware. Included are second decade this year with a series increase the general public's knowledge plans to survey local records holdings, of important changes affecting both the of historical records, and a develop general records schedules, grant program and the role of State development office to obtain new publish a manual, and conduct training historical records advisory boards and sources of funding. workshops. coordinators. At the first meeting of the At its February 1986 meeting, the fiscal year, the Commission adopted a Commission endorsed these and other Massachusetts Supreme Judicial series of recommendations proposed by recommendations and directed the staff Court, Boston, MA: $24,218 to a joint committee of 4 Commission to cooperate with the principal prepare a guide to the archival records members and 12 State coordinators. organizations to advance these ideas. of the courts of the Commonwealth of Subsequently, the Commission began A complex, evolutionary process has Massachusetts, 1630 to date. implementing the recommendations begun, a process in which the Minnesota Department of and convening other groups to discuss Commission plays the important early Administration, St. Paul, MN: $75,142 some of the more complicated issues. role of stimulator and coordinator. As for the second year of its local In particular, the Commission agreed the year ended, the list of program government records program.

61 World War ll soldiers. still wearing old-fashioned helmets, march at the Alabama State Docks, Mobile. A 1986 NHPRC grant to the University of South Alabama will help preserve and make available for research 3.000 negatives of photographs, such as this one in the S. Blake McNeely collection, documenting the city of Mobile during the Depression and early WW ll years.

Oregon State Archives, Salem, OR: $67,892 to improve the records Minnesota Historical Society, St. Minnesota Historical Society, St. management and archival program for Paul, MN: on behalf of the NHPRC Paul, MN: a supplemental grant of Oregon State Government records. State Coordinators' Steering $4,970 for the society's project to Project activities include an inventory of Committee, $4.000 to convene a 2-day gather and analyze data about current all records, revision and expansion of planning meeting of organizational standards of practice of State and local current records schedules, and training representatives. Commission members. governments in creating archival-quality of agency records officers. and NHPRC staff to review comments microfilm and in maintaining quality Grants were made to historical records and suggestions about a proposed assurance programs. advisory boards in the following States national historical publications program. Missouri Historical Records Advisory for travel and meeting expenses to Minnesota Historical Society, St. Board, Jefferson City, MO: $25.000 to allow the State boards to carry out their Paul, MN: on behalf of the NHPRC assess and report on the current status grant review and Statewide archival State Coordinators' Steering and future directions of historical planning missions: Committee, $35,000 to convene a records programs in Missouri. Colorado $9.999 national meeting of State coordinators Idaho New Mexico State Records Center 5.000 to discuss steps for a nationwide Iowa and Archives, San! Fe, NM: $16,000 5,000 historical records program and ways to Minnesota 9,000 improve the NHPRC records grants to re-microfilm the Surveyor General/Court of Private Land Claims Montana 4,921 process. Nevada records, 1854-1912, for preservation 7,500 purposes. North Dakota 5.000 Oklahoma 4.692 New York State Education Oregon 4.330 Department, Albany, NY: $69,425 for Pennsylvania 5,907 the second year of the New York South Carolina 3,500 Historical Records Program Virginia 5.000 Development project. Washington 5,000

62 Unemployed men line up in May 1933 for free groceries from the Tampa (FL) Emergency Relief Council. The institution was typical of the relief efforts established by communities across the country during the depths of the Depression. The image is one of 8,500 nitrate negatives that the Tampa-Hillsborough County Public library proposes to duplicate onto safety film. The Commission endorsed the library's duplication proposal at its February meeting. This is one of Local Governments 85 records projects supported by the Commission this year. Alpine County Historical Records Westchester County Clerk's Office, King County, Seattle, WA: $4,975 for Commission, Markleeville, CA: White Plains, NY: $13,500 for the a consultant to assist the county in $27,000 to establish an archives second year of a project to survey planning an archival program for its program for the county's public records. records in the county records center permanently valuable records. King Many of the records date back to and to initiate an archival program for County. Washington's most populous Alpine County's founding in 1864. those of historical value. county, includes Seattle and part of the City of San Diego, CA, Office of the Puget Sound area. North Dakota Association of City Clerk: $72,588 to continue the Counties, Bismarck, NO: $34,828 for a City of Charleston, WV: $45.075 to development of a city records program. Statewide county records project to establish a municipal archival and The project will focus on the survey current recordkeeping practices, records management program. completion of a comprehensive survey revise existing records retention and schedule of the city's records. schedules, and prepare a records Colleges and Universities Troup County Archives, LaGrange, management manual. University of South Alabama, Mobile, GA: $10,955 for the second year of a MacArthur Memorial, City of Norfolk, AL: $10,840 to preserve and make project to develop an archival program VA: $42,768 to begin preservation available 3.600 photo negatives in the for Troup County and the city of microfilming of the papers of Gen. S. Blake McNeely collection. McNeely, LaGrange. Douglas MacArthur in the holdings of a freelance photographer, documented City of Boise, 10, Office of the City the memorial. the physical environment and the social Clerk: $27,852 for the second year of and economic events of the Depression City of Seattle, WA: $21,934 for the a project to establish a records and early war years in Mobile second year of a project to survey city management and archival program for (1934-43). records and establish an archival facility the city of Boise. for those of historical value. City of Boston, MA: $40,000 for Boston's municipal archives program.

63 University of Arkansas at Little Rock, The Johns Hopkins University School Worcester County Library, Snow Hill, Little Rock, AR: $19,789 to arrange, of Medicine, Baltimore, MD: $44,896 MD: $21,287 to arrange and describe describe, and make available the papers for the second year of a 3-year project, the William D. Pitts surveyors collection. of J. N. Heiskell, publisher, editor, and in cooperation with the university's The collection contains extensive land owner of the Arkansas Gazette between Alan Mason Chesney Medical Archives, records for this Eastern Shore county 1902 and 1972. The grant also will to initiate a records management from 1748 through 1980. support preservation of a 19th-century program for the four major Johns Grand Rapids Public Library, Grand Arkansas history collection of Hopkins medical institutions. Rapids, Ml: $20,000 for the second manuscripts. maps, and photographs. Michigan State University, East year of a project to process historical San Francisco State University, San Lansing, Ml: a supplemental grant of collections held by the public library Francisco, CA: $55,012 to preserve and $5,000 for a project to develop and the Grand Rapids Public Museum. make available newsfilm produced from computer software for the manipulation St. Louis Mercantile Library 1967 to 1980 by San Francisco public of data in the MARC format for Association, St. Louis, MO: $15,000 television station KQED. The film is Archives and Manuscripts Control. to preserve nitrate negatives in the unusual in providing indepth coverage John W. Barriger Ill collection on Northern Michigan University, of significant local events in a format American railroads. The negatives Marquette, Ml: $2,891 for consulting similar to the present-day provide unusually valuable services to plan for manuscript documentation of 20th-century U.S. "MacNeil/Lehrer Newshour." collection and to develop short- and railroad history. Central Connecticut State University, long-term archival goals for the New Britain, CT: $59,640 to support university. Museums and Historical the establishment of the Connecticut University of Minnesota/Sons of Italy Societies Polish-American Archive and in America, St. Paul, MN: $26,636 for San Joaquin County Historical Manuscript collection at the university. the second year of a project by the Museum, Lodi, CA: $2,7 40 for Project staff will survey, accession, Immigration History Research Center to consultation to assist the museum in arrange, and describe records survey, accession, arrange, and describe planning an archives and manuscript documenting the Polish-American the records of the Order Sons of Italy program. Among its holdings are rich experience. in America. sources for the study of the history of University of Florida, Gainesville, FL: University of Southern Mississippi, the Stockton-San Joaquin area, one of $35,688 for the second year of a Hattiesburg, MS: $18,000 for the salary the most productive agricultural regions project to establish a university archives and fringe benefits of an archival fellow. in the world. and records management program. Washington University School of Los Angeles County Museum of University of Idaho, Moscow, ID: Medicine, St. Louis, MO: $2,600 for Natural History, Los Angeles, CA: $27,500 to appraise, arrange, and consultation on the school's historical $9,443 to preserve and make available describe the records of more than 50 photographs and architectural drawings. glass negatives in the Fred H. Maude mining companies from the Coeur Washington University has the Nation's collection; the negatives provide a d'Alene region of northern Idaho. The oldest medical school west of the wide-ranging view of the American project will also develop general Mississippi River. Southwest at the turn of the century. appraisal guidelines for the records of Cleveland State University, Cleveland, Sonoma Valley Historical Society, hard rock mining companies. OH: $2,285 for consultation on Depot Park Museum, Sonoma, CA: $1,350 for a consultant to assess the University of Kansas, Lawrence, KS: processing and preserving three existing historical value and archival needs of $36,156 for the first year of a project to collections and for developing an the society's collection of visual survey, accession, arrange, and describe expanded collection program. documentation. materials that document the black Benedict College, Columbia, SC: Historic St. Mary's City, MD: American experience in Kansas. $44,068 to establish an archives for the $10,959 to provide security and college's permanently valuable records. Kentucky State University, Frankfort, reference copies of textual records, Founded in 1870, Benedict College is a KY: $59,610 for a 2-year project to drawings, and photographs created historically black, independent, liberal develop archives and records during archaeological excavations of St. arts institution of higher education. management programs for the Mary's City. The city was Maryland's university and to begin collecting first European settlement and its seat of historical materials documenting the Public and Special Libraries government from 1634 to 1694. education of blacks in the upper South. Davenport Public Library, Davenport, Nantucket Historical Association, Asbury Theological Seminary, lA: $14,941 for the second year of a Nantucket, MA: a supplemental grant Wilmore, KY: $21,265 for the second project to develop an archives and of $2.989 to inventory, identify, and year of the seminary's records records management program for the store 200 reels of microfilm discovered management and archives project. city's records. during an earlier grant project.

64 Peabody Museum of Salem, MA: Reno-Sparks Indian Colony, Reno, Society of Photographic Scientists $21,000 to preserve and make NV: $27,740 for the second year of a and Engineers, Irvington, NJ: $5,000 available the museum's maritime history project to preserve the permanently in partial support of the new Image manuscript collections. The collections valuable records of Indian governments Permanence Institute, cosponsored by document the participation of Salem in Nevada. the Rochester Institute of Technology and New England in the lucrative trade The Chickasaw Nation, Ada, OK: and the SPSE. To be located at RIT, with Africa, Asia, and Oceania from $6,300 for consultation to develop the institute will study the longevity and the late 17th century through the 19th archival programs for the Chickasaw image quality of photographs and other century. Nation, the Delaware Tribe of western copy processes. Peterborough Historical Society, Oklahoma, and the Seminole Nation of Peterborough, NH: $9,750 to arrange Oklahoma. American Association for State and and describe the manuscript holdings of Local History, Nashville, TN: $149,577 Colville Confederated Tribes, the society. The materials relate to to continue the work of NICLOG, the Nespelem, WA: $70,951 to establish an Peterborough's history since 1700 and National Information Center for Local archival and records management include Revolutionary War documents Government Records. The project will program for the tribes. The Colville and early 19th-century textile mill publicize educational materials on local Indian Reservation, in the eastern part records. of the State of Washington, was government records, created under an The Brooklyn Museum, Brooklyn, NY: founded in 1872. earlier grant, and assist in the $14,575 for the second year of a development of local public records project to initiate an archival program Other Nonprofit programs. for the museum. Organizations American Alliance for Health, Buffalo Society of Natural Sciences, Physical Education, Recreation, and Southwest Oral History Association, Buffalo, NY: $2,667 for consultation on Dance, Reston, VA: $27,800 for the Bryn Mawr, CA: $11,289 to develop an developing an archival and records second year of a project to create an online data base of information for oral management program for the museum archival program in AAHPERD's central history collections in the Southwest and and providing access to its office and its State and regional photographic collections. to prepare and publish a guide to the collections. affiliates. Oregon Historical Society, Portland, Midwest Archives Conference, OR: $6,960 for the second year of a Research Libraries Group, Inc., Madison, WI: $7,075 to plan, 2-year project to catalog and properly Stanford, CA: $88,014 to complete implement, and evaluate a group of store documentary films in the Society's payment for the first year of a 2-year Pacific Nortwest Film Archives. project to create a national data base of special "hands-on" workshops, to be public records information. The project held during MAC's fall meeting. Topics Chester County Historical Society, involves seven State archives: Alabama, to be covered include archival West Chester, PA: $36,700 for a 2-year California, Minnesota, New York, automation, slide/tape and video project to arrange, describe, and production, basic conservation, and preserve the records of the Chester Pennsylvania, Utah, and Wisconsin. microfilm techniques. County Court of Quarter Sessions, Society of American Archivists, 1681-1969. The records document Chicago, IL: $17,260 to support the Commission Membership such subjects as criminal activity, work of its Standing Committee on indentured servitude, and road and Goals and Priorities, the successor to By statute, the Commission consists of 17 members who represent the bridge construction in the county. the SAA's Goals and Priorities Task Congress, the judiciary, the public (two Force. Native American Presidential appointments), two Organizations National Association of Government Government departments, the Library Archives and Records Administrators, of Congress, the National Archives and National Congress of American Frankfort, KY: a supplemental grant of Records Administration, and four Indians (NCAI), Washington, DC: $7,500 for NAGARA's project to national historical and archival $22,215 to convene a national prepare a systematic study of the associations. The members at the end conference to promote interest in and preservation needs of the Nation's State of fiscal year 1986 were: awareness of Native American records archives and to prepare a report that programs. NCAI is the country's largest National Archives and organization of Native Americans. can be used as the basis for further planning and national action. Records Administration Smithsonian Institution, Washington, Frank G. Burke, Acting Archivist of DC: $5,630 to support a meeting to American Society for Microbiology, the United States ex officio chairman assess needs and recommend actions Linthicum, MD: $31,500 to continue (pro tempore) development of a records program for for improved preservation and US. Supreme Court availability of Native American records. the society. The project will provide William H. Rehnquist, Chief Justice Attendees included key Native access to historical records and American leaders from the West and implement a records management US. Senate Alaska, as well as archival specialists. system for the society's current records. Mark 0. Hatfield of Oregon

65 U.S. House of Representatives Organization of American American Association for State Corinne C. Boggs of Louisiana Historians and Local History Richard L Watson, Jr., Professor of H. G. Jones, Curator of the North Department of State History, Duke University Carolina Collection. William Z. Slany, Director, Louis R. Harlan, Professor of History, University of North Carolina Historical Office University of Maryland Larry E. Tise, Executive Director, Department of Defense Society of American Archivists Pennsylvania Historical and Museum Commission Alfred Goldberg, Historian, Helen W. Samuels, Archivist, Office of the Secretary Massachusetts Institute of Technology During 1986, Albert J. Ossman, Jr., Library of Congress Edward C. Papenfuse Carol Bleser, and Helen W. Samuels James H. Hutson, Chief, Maryland State Archivist were reappointed to the Commission. Manuscript Division Presidential Appointments Albert J. Ossman. Jr.. Professor of Commission Staff

Political Science/Public Policy, Executive Director (Acting)~~~~~~~~~-Richard Jacobs 523-5384 Bethany College Records Program Director George Vogt 523-5386 William A Schambra. American Publications Program Director Roger Bruns 523-3092 Enterprise Institute American Historical Staff Expenses Association Personnel ~~~~---~-- -~~~---~~-~~~--- $559,500 Carol Bleser, Professor of History, Travel of Commission members and staff 27,600 Clemson University ADP equipment and services 30,000 Ronald P. Formisano, Professor of Other operating expenses 57,300 History, Clark University Total $674,400

Publications and Records Grant Funding by State

NORTHEAST CONNECTICUT $161,140 MARYLAND 285,992 DELAWARE 49,562 MISSISSIPPI 18,000 MASSACHUSETTS 189,857 NORTH CAROLINA 35.000 NEW HAMPSHIRE 17,750 OKLAHOMA 30.792 NEW JERSEY 91,500 SOUTH CAROLINA 108,918 NEW YORK 214,190 TENNESSEE 127.883 PENNSYLVANIA 56,807 TEXAS 43,550 RHODE ISLAND 49,400 VIRGINIA 193,614 WEST VIRGINIA 45,075 NORTH CENTRAL ILLINOIS 71,134 WEST IOWA 19,941 ARIZONA 27,550 KANSAS 36,156 CALIFORNIA 334,983 MICHIGAN 27,891 COLORADO 9.999 MINNESOTA 89.112 IDAHO 60,352 MISSOURI 42.600 MONTANA 4.921 NORTH DAKOTA 39,828 NEVADA 35.240 OHIO 2,285 NEW MEXICO 41,500 WISCONSIN 103,550 OREGON 79,182 WASHINGTON 102,860 SOUTH ALABAMA 10.840 DISTRICT OF COLUMBIA ARKANSAS 19,789 AND TERRITORIES FLORIDA 74,588 AMERICAN SAMOA 6,422 GEORGIA 54,955 DISTRICT OF COLUMBIA 358,385 KENTUCKY 115.875 NATIONAL PROJECTS 383,632 LOUISIANA 5,883 REGIONAL PROJECTS 18,364 TOTAL $3,896,847

66 Chapter 12 The National Archives Trust Fund

Overview The National Archives Trust Fund Total Trust Fund had a net gain from current year operations of $1,450,650. This increase (in thousands) was due to a 15 percent increase in sales, while expenses actually decreased by 3 percent. This decrease was primarily a result of reductions in 1986* 1985 personnel costs. Net income, after Gross Sales $9,156 $8,022 adding investment and miscellaneous income and writing off inventory Total Expenses 7,705 7,943 adjustments for previous years, Net Operating Income $1,451 $ 79 amounted to $518,396. Investment/Other Income 394 350 Prior Year Income (Expense) 1,327 (318) Net Income $ 518 $ 111 ------

·Preliminary Report

Financial Condition Assets increased by $204,000 in FY 1986 from the previous year. Liabilities Total decreased by $885,000, primarily Assets because of a reduction to annual leave liability. Government equity increased $8,723 by $1,089,000.

Government Government Equity $7,746

Accounts Receivable $740 Fixed Assets $763 Inventories Liabilities $1,261 $977 (in thousands)

67 Income and Expenses Revenues increased by $1,133,650 Total Income $9,550 from FY 1985. This increase reflects a {in thousands) 25 percent increase in electrostatic copy Misc. sales, a 22 percent increase in museum $4 shop sales and Presidential libraries ..,..___ admissions, and an 18 percent Investment expansion of microfilm sales. $390 The National Archives appropriated Exhibit Hall Museum Shop funds reimbursed the Trust Fund $358,884 to cover its costs to produce $470 .· electrostatic copies for administrative Publications use. $1,762 Payments were made to the National Archives and Records Administration Presidential Libraries appropriated fund for reimbursable $1,788 services performed on behalf of the National Audiovisual Center Trust Fund by appropriated fund staff in $2,379 the following areas: Office of Federal Records Centers and Office of the National Office of the National Archives, $2,757 Archives •Reproduction laboratory services $623,140 *Archival handling and Total Expenses $9,032 reproduction services __ 299,254 {in thousands) Office of Public Programs Equipment Rental, Electrostatic Copying *National Audiovisual $453 Center 602,849 *Publication development Postage, Telephone, Depreciation, & Misc. and fulfillment services_ 322,718 $649 Office of Federal Records Commercial Contractors Centers $936 *Reproduction services __ 100,532 Prior Year Office of Presidential $1,326 Libraries *Reproduction and museum Salaries & Fringe Benefits sales related services __ 143,829 $1,606 Office of Management Inventory Consumed, Printing, Supplies & Materials $1,954 and Administration ...... ··········· •Administrative services __ 15,375 Payments to Other Funds/Agencies $2,107,697 $2,108

Program Highlights Reproductions of records held in the The Exhibition Hall Museum Shop of our microfilm publications. Three form of photographs, motion pictures, continued to improve its sales income. new microfilm catalogs were published sound recordings, and microfilm all Sales increased 45 percent over FY in FY 1986, and the commercial increased slightly during FY 1986. 1985. Since 1984, over 600 new distribution program was accelerated. Electrostatic copier reproductions, items, 60 of which were specifically FY 1986 was a productive year for however, increased by more than 25 developed for the Archives, have been the Publications Division of the Office percent over FY 1985. This increase introduced in our sales area. Many new of Public Programs. Nine major titles was due primarily to the addition of items were related to the Bicentenary were published during the year: three self-service copiers (for a total of of the Constitution. Guardian of Heritage: Essays on the six) that led to 400,000 additional The 18 percent rise in microfilm sales History of the National Archives; copies. reflects an increased public awareness Posters and Broadsides from the

68 National Archives; The Story of the Constitution; Framers of the Constitution; The Confederacy: A Guide to the Archives of the Confederate States of America; The Union: A Guide to Federal Archives Relating to the Civil War; National Archives Microfilm: Resources for Research; Military Service Records: A Catalog of National Archives Microfilm; and Diplomatic Records: A Catalog of National Archives Microfilm. In addition, the publication series Milestone Documents-which includes Washington's Inaugural Address of 1789, The Emancipation Proclamation, The Bill of Rights, and The Great Seal of the United States- was inaugurated. The Presidential libraries enjoyed an increase in sales for FY 1986. Raising the admission fee at the Kennedy Library from $1.50 to $2.50 generated much of the increase. The Truman Library redesigned its sales desk area and added new product lines, thus increasing sales.

Total Income and Expenses Income By Office Expense (in thousands)

$2,757

$2,379 $2,232 $2,062 $2,021 $2,016 $1,788 $1,607

$1,326

$394

Office of Federal Records Office of National Office of Other Centers and Public Audiovisual Presidential Offices Office of Programs Center Libraries the National Archives

69 Public Outreach Investment Program Operational The Trust Fund continues to provide FY 1986 was the first full year in Improvements funding for a variety of public which ASB Capital Management, Inc. On October 22, 1985, a contract awareness and educational programs. (American Security Bank), acted as the was awarded to Automation The most prominent are: Trust Fund's investment portfolio Engineering, Inc., for the design and The Calendar of Events, with a manager. As of the end of FY 1986, implementation of the new Service circulation of 13,000, provides ASB was investing $6.4 million ($4.7 Order System (NATFS-1). The system information about lectures, workshops, million from the Trust Fund and $1.7 became operational on June 9. 1986. films, exhibition openings. recent million from the Gift Fund) for the We can now more efficiently track and accessions, new publications, and other Trust Fund. The average rate of return process reproduction service orders, as items concerning the National Archives. for FY 1986 was 9.2 percent. The well as generate the necessary general Trust Fund also holds $300,000 in U.S. ledger accounting entries. Further Prologue: Journal of the National Treasury Bills, which yielded 6. 7 enhancements are planned for FY Archives, with a circulation of 5,000, is percent in FY 1986. ASB's annual 1987 to improve system efficiency. published quarterly to inform fixed income investment performance, Corliss Credit Services, under researchers and visitors about the which includes market value and General Services Administration documentary and audiovisual resources interest earnings, increased by 13.1 of the National Archives. contract, was assigned the debt percent as of September 30, 1986. collection duties for overdue Trust Fund Supplementary school units are This is 0.9 percent above the Shearson­ accounts. Although most accounts were marketed on behalf of the National Lehman Government/Corporate Bond not turned over to Corliss until the 4th Archives by Social Issues Resources Index of 12.2 percent. quarter, nearly $11,000 was collected Series, Inc. These consist of a teachers in FY 1986. guide and reproductions of textual and audiovisual materials from the holdings of the National Archives, packaged in a format appropriate for classroom or media center use. The Trust Fund received royalty payments of $17,902 during FY 1985 from the sale of these kits, an increase of 33 percent over FY 1986 sales.

70 Trust Fund FOR PERIOD ENDED Inconne Statennent SEPTEMBER 30

1986* 1985

Revenues: Reproduction Services ...... $4,049,566 $2,709,461 Over-the-Counter Sales ...... 2,061,697 1,692,422 Publications ...... 210,707 881,793 NAC Sales and Rentals ...... 2,379,102 2,364,536 Reimbursable Income ...... 13,259 33,213 Other Revenues ...... 441,327 340,583

Total Revenues ...... 9,155,658 8,022,008

Cost: Cost of Goods and Services ...... 7,705,009 7,943,307 Income or (Loss) for Operations ...... 1,450,649 78,701

Other Incomes: Prior Year Income ...... 20,403 (211,186) Interest Income ...... 390,262 348,048 Other Income ...... 4,080 1,661

Total Other Income ...... 414,745 138,523

Other Expenses: Prior Year Expenses ...... 1,346,611 103,437 Other Expenses ...... 387 3,078

Total Other Expenses ...... 1,346,998 106,515

Net Income or (Loss) ...... $ 518,396 $ 110,709

'"Preliminary Report

71 Trust Fund AS OF Balance Sheet SEPTEMBER 30

1986* 1985 ASSETS Current Assets: Cash...... $ 931,960 $ 481,411 U.S. Government Securities ...... 300,000 300,000 ASB Investments ...... 4,727,459 3,477,813 Accounts Receivable, Net of Allowance for Uncollectable Accounts of $262,734 (FY 86) and $84,632 (FY 85) ...... 689,596 908,057 Advances to Other Agencies or Funds ...... 38,755 244,876 Advances to Employees ...... 1,904 1,102 Inventories: Held for Sale ...... 1,223,231 1,517,535 Operating Supplies ...... 5,861 994,646 Prepaid Expenses ...... 31,392 1,992

Total Current Assets ...... 7,950,158 7,927,432

Property and Equipment, at Cost Less Accumulated Depreciation of $2,429,666 (FY 86) and $2,248,527 (FY 85) ...... 762,682 571,857

Long-Term Accounts Receivable...... 9, 981 19,970

Total Assets...... $8,722,821 $8,519,259

*Preliminary Report

72 Trust Fund AS OF Balance Sheet SEPTEMBER 30

1986* 1985 LIABILITIES Current Liabilities: Accounts Payable ...... $ 526,334 $ 369,746 Advances from Other Agencies ...... 26,154 54,343 Deferred Income ...... 24,096 344,493

Total Current Liabilities ...... 576,584 768,582

Long-Term Liabilities: Annual Leave Liability ...... 84,373 515,153 Deferred Credits ...... 316,172 578,163

Total Long-Term Liabilities ...... 400,545 1,093,316

Total Liabilities ...... $ 977,129 $1,861,898

INVESTMENT OF U.S. GOVERNMENT Retained Earnings (Deficit) ...... $7,822,175 $7,130,111 Provision for Unamortized Annual Leave Liability ...... (84,373) (501, 110)

Total Retained Earnings (Deficit) ...... 7,737,802 6,629,001

Appropriated Capital ...... 2,000 2,000 Donated Capital ...... 5,890 26,360

Total Investment of U.S. Government...... 7,745,692 6,657,361

Total Liabilities and Investment of U.S. Government...... $8,722,821 $ 8,519,259

•Preliminary Report

73 Gift Fund Beeke-Levy Fellowships by its Grants Award Committee. The three major areas of activity in Individual donations accumulated by the National Archives Gift Fund each library amounted to less than continue to be cultural and archival $10,000 per library. programs sponsored by the National Archives, the Presidential libraries, and the National Historical Publications and National Historical Records Commission. The highlights of Publications and FY 1986 follow. Records Commission During FY 1986, major foundation Programs grants were received and administered by NHPRC. They include: The "Modern Archives Institute: Introduction to Modern Archives Administration" was held in January and again in June 1986. A total of 66 The Andrew H. Mellon Foundation $ 25,000 people attended the 80-hour, 2-week Editing Institute 1986-1989 course, which is intended for current or future managers in the areas of archival The Rockefeller Foundation 100,000 records, manuscripts, and special Afro-American Editing Consortium collections. Lectures, discussions, workshops, and tours place an emphasis The Skaggs Foundation 10,000 on public records and archives and Emma Goldman Papers touch on private archives and The John M. Olin Foundation 10,000 manuscripts. Fees totaled $25,200. Documentary History of the Supreme Court During FY 1986, more than 250 individuals donated almost $8,400 for The Ford Foundation ...... 50,000 the portrait of former Archivist of the Martin Luther King, Jr., Papers United States James B. Rhoads. This brought the total contributions to $195,000 $13,410. The portrait was unveiled at a reception held at the Archives on Grants were made by NHPRC for scholarly projects to the following: June 6, 1986. The first annual NARA Preservation Arizona State University ...... $18,000 Conference was held on December 10, Fellowship in Archival Administration 1985, with over 150 people in attendance. The Conference addressed Jean Vance Berlin ...... 9,000 a general program on the preservation Papers of William Thornton of documents, including microfilm, still pictures, paper document conservation, Yale University ...... 50,000 environmental control, and the aging Frederick Douglass Papers characteristics of recording material. Registration fees totaling $3,600 were University of California 20,000 collected to cover expenses. The Marcus Garvey and Universal Negro Improvement The National Commission on Library Association Papers and Information Science (Department of Agriculture) has donated $20,000 as Martin Luther King, Jr., Center 70,000 cosponsor for a cooperative training The Martin Luther King, Jr., Papers program for foreign conservators to be held in FY 1987. Florida State University ...... 15,000 The Black Abolitionist Papers

Presidential Libraries University of Massachusetts 20,000 The annual investment income from the Papers of Elizabeth Cady Stanton and Susan B. Anthony bequest of the late Professor George Supreme Court Historical Society ...... 10,000 Beeke-Levy, of Pittsburgh, PA, to the Franklin D. Roosevelt Library Gift Fund Documentary History of the amounted to $6,218. The income is Supreme Court of the U.S., 1789-1800 paid biannually to the Franklin D. University of California 65,055 Roosevelt Four Freedoms Foundation for Emma Goldman Papers support of that part of the foundation's grant-in-aid program denominated as $277,055

74 Gift Fund AS OF Statement of Availability SEPTEMBER 30

1986* 1985

Balances Available October 1 ...... $1,736,354 $1,402,442

Increases of Availability: Grants...... 195,000 462,008 Donations ...... 101,991 142,607 Interest on U.S. Securities ...... 148,238 121,952 Other Donations ...... 32,736 21,094

Total Available ...... $2,214,319 $2,150,103

Decrease of Availability: Travel and Transportation ...... 7,769 8,235 Supplies and Materials ...... 8,367 11,252 Equipment Rental ...... 0 1,152 Printing and Reproduction ...... 1,244 1,435 Payments to Commercial Contractors ...... 91,846 129,501 Payments to Other Agencies or Funds ...... (11,160) 6,716 Commercial Telephone and Toll ...... 11 59 Grants Issued ...... 185,273* * 254,369

Total Decrease ...... $ 283,350 $ 412,719

Adjustments to Prior Years Operations ...... 0 (1,030}

Ending Balances Available ...... $1,930,969 $1,736,354

*Preliminary Report

**Does not include $88,000 disbursed in September. 1986, but not posted to the general ledger until October 1986 {FY 1987).

75 Gift Fund AS OF Balance Sheet SEPTEMBER 30

1986* 1985 ASSETS Current Assets: Cash...... $ 215,706 $ 397,923 ASB Investments ...... 1,710,553 1,339,507 Accounts Receivable...... 27 0 Accrued Interest Receivable ...... 6,067 2,275 Advances...... 100 0 Prepaid Expenses ...... (149) (360) Total Current Assets ...... 1,932,304 1,739,345 Total Assets...... $1,932,304 $1,739,345

LIABILITIES Current Liabilities: Accounts Payable-Trade...... $ 1,921 ---­ $ 2,991 Total Liabilities...... $ 1,921 $ 2,991

FUND Fund Balance...... $1,930,383 $1,736,354 Total Liabilities and Fund Balance...... $1,932,304 $1,739,345

•Preliminary Report

76 Appendix A Organization Chart for the National Archives

Archivist of the United States 1------, I Deputy Archivist I I I

Staffs: National Historical Archival Research Publications and and Evaluation Records Commission Audits and Compliance Life Cycle Coordination Congressional Relations Public Affairs Legal Services

1 I I 1 Office of Office of Office of Office of Management Records Federal the and Administration Records Federal Ad ministration Centers Register

I I 1 Office of Office of Office of the Presidential Public National Libraries Programs Archives

77 Appendix 8 Personnel on Board All Funds As of September 30, 1986

WASHINGTON, DC NATIONWIDE AREA FIELD OFFICES TOTAL PROGRAMS: Perm Other Total Perm Other Total Perm Other Total Records Centers 156 36 192 659 988 1,647 815 1,024 1,839 Archives & Related 493 49 542 60 21 81 553 70 623 Public Programs 86 6 92 0 0 0 86 6 92 Records Administration 40 1 41 0 0 0 40 1 41 Presidential Libraries 52 7 59 165 49 214 217 56 273 Federal Register 75 2 77 0 0 0 75 2 77 Records Declassification 36 14 50 9 0 9 45 14 59 National Historical Publications & Records Commission 15 1 16 0 0 0 15 1 16 TOTALS 953 116 1,069 893 1,058 1,951 1,846 1,174 3,020

78 Appendix C Obligations by Program Area (in thousands)

Archives and Presidential Related Services Libraries $34,247 $15,648 36% 16%

Declassification Federal Register $1,317 $4,040 1%

NHRPC $832 1%

TOTAL: $96,522

Appendix D Obligations by Major Elements (in thousands)

Space Costs Grants $31,169 $3,780 32% 4%

Supplies and Services $6,270 Communications 6% and Utilities $2,529 3%

Personnel Compensation $49,462 51% ______,:-­ All Other $3,312 4%

TOTAL: $96,522

79 Appendix E Obligations by Object Classification

Direct Operating Expenses (in thousands)

Full-Time Permanent Employees' Salaries------­ $39,856 Other Than Full-Time Permanent Employees' Salaries 3,415 Other Personnel Compensation 586

Total Personnel Compensation 43.857

Personnel Benefits ____ 5,605

Travel and Transportation of Persons ---·------·------280 Motor Pool Travel ___······ -·--- 62 Transportation of Things ------·------177 Standard Level User Charges 19,011 Communications, Utilities, & Maintenance ______2.542 Printing & Reproduction-----··------·----­ 1.687 NARA Building Operations & Other Rent 3,335 Presidential Libraries' Operations & Maintenance 6,409 Recurring Reimbursable Space Costs------­ 949 Nonrecurring Reimbursables 753 Preservation Services-----·----··------·---·------­ 641 Other Services: Commercial Contracts ______1,874 ADP Studies & ADP Maintenance Services------1,013

Accounting & Payroll Services ---·--··------~ 995 Supplies & Materials _ 1,839

Equipment ------··---·---- 1,380 Land & Structures______.______333 Grants, Subsidies, & Contributions ____ 3,780 Insurance Claims & Indemnities_·------·------____ 0

TOTAL, Direct Obligations ______96.522

80 Appendix F l Customer Reimbursements (in thousands)

Internal Revenue Service $13,315 72%

State Department $364 2%

National Archives Trust Fund Board $1,958 10%

Social Security Administration $312 2%

Other $2,546 14%

TOTAL: $18,495

Appendix G Preservation Obligations (in thousands)

Land and Supplies Equipment $1,053 $451 19% 8%

Contracts $641 12% Personnel $3,357 60%

Travel Rent Printing $33 1%

TOTAL: $5,535

81 Appendix H Archival Holdings by Unit Total Holdings (Cubic Feet)

Balance Other Unit 9/30/85 Accession Accretion Increase

Central Office Diplomatic Branch 93,153 4.630 2,771 2 Judicial, Fiscal, Social Branch 215,916 16 4 707 General Branch 112,883 1.819 357 15 Scientific, Economic, and Natural Resources Branch 139,839 1,793 94 0 Library and Printed Archives 19,985 0 0 3 Legislative Archives Division 0 0 0 48,272 Military Field Branch 186.468 10,090 9,853 421 Military Projects Branch 230,330 1,609 4 576 Military Reference Branch 4,788 0 0 0 Military Service Branch 75,917 0 0 0 Cartographic and Architectural Branch 22,451 0 0 9 Motion Picture and Sound and Video Branch 36,187 410 409 1 Still Picture Branch 11,882 188 51 143 Machine-Readable Branch 219 1 2 0

Central Office Totals 1,150,018* 20,556 13,545 50,149

'Last year reported in error as 1,150,016 cubic feet.

Appendix I

Archival Holdings by Number of Items

Still Motion Sound Video TRANSACTION Pictures Pictures Recording Recording

BALANCE, 9/30/1985 5.066,992 128,318 141,677 9,791

Accession 11,783 1,666 515 1.389 Accretion 500 2 8,298 0 Transfer In 362 3 161 16 Other Increase 163,970 1 108 0

TOTAL INCREASE 176,615 1,672 9,082 1,405

Disposal 0 20,056 0 0 Perm Withdrawal 0 0 0 0 Transfer Out 362 38 161 16 Other Decrease 0 2 0 0

TOTAL DECREASE 362 20,096 161 16

BALANCE, 9/30/1986 5,243,245 109,894 150,598 11,180

82 Total Other Total Balance Increase Disposal Decrease Decrease 9/30/86

7,403 0 48,274 48,274 52,282 727 16 691 707 215,936 2,191 0 58 58 115,016 1,887 60 131 191 141,535 3 0 0 0 19,988 48,272 159 0 159 48,113 20,364 348 2,468 2,816 204,016 2,189 4 710 714 231,805 0 30 0 30 4,758 0 0 0 0 75,917 9 0 0 0 22,460 820 2,381 9 2,390 34,617 382 0 0 0 12,264 3 0 2 2 220

84,250 2,998 52,343 55,341 1,178,927

Film Machine Map& Arch & Aerial Strips Read Items Charts Eng Plans Photos Artifacts

71 1,263 1,593,158 289,-222 9,748,580 1,411

0 6 443 81 0 99 0 9 60 0 0 0 36 0 573 405 2 0 0 0 13 0 2 0

36 15 1,089 486 4 99

0 0 0 0 250 0 0 0 0 0 0 0 0 0 491 52 2 0 0 0 0 0 0 0

0 0 491 52 252 0

107 1,278 1,593,756 289,656 9,748,332 1,510

83 Appendix J Holdings of Presidential Libraries by Unit

HOOVER ROOSEVELT TRUMAN EISENHOWER

ACCESSIONS & HOLDINGS PAPERS (Pages) Personal Papers 6,484,940 16,243,208 13,354,024 19,225,243 Federal Records 108,167 716,000 709,600 688.700 Presidential Records 0 0 0 0

MICROFORMS (Rolls/Cards) Personal Papers 703 657 3,221 965 Federal Records 663 13 32 0 Presidential Records 0 0 1 0

AUDIOVISUAL Still Pictures (Images) 32,981 131,042 84,088 189.844 Film (Feet) 151,591 309,476 325,094 601.145 Video Tape (Hours) 14 28 68 29 Audio Tape (Hours) 240 1,024 262 876 Audio Discs (Hours) 73 1.107 240 232

ORAL HISTORY Pages 11,245 3,120 45,784 30.754 Hours 0 84 1,332 766

MUSEUM OBJECTS 4,488 23,272 22,917 28,143

PRINTED MATERIALS Books (Volumes) 24,374 44,533 41.281 21,190 Serials 27.589 33,213 75,150 34,721 Microform 1.401 2.457 1.378 5.141 Other 1.446 85.962 91,610 23.834

84 TOTAL HOLDINGS KENNEDY JOHNSON NIXON FORD CARTER TO DATE

26,079,416 25,384,104 784,000 16,751,140 26,096,380 150,402,455 629,800 2,837,888 912,000 338,000 0 6,940,155 4,000 0 44,414,000 0 131,000 44,549,000

447 572,729 0 23 0 578,745 1,972 5,962,000 0 0 0 5,964,680 0 0 5,312 0 0 5,313

125,958 601,837 435,000 311,179 1,500,000 3,411,929 6,979,172 824,743 2,200,000 778,100 1,120,080 13,289,401 984 6,482 3,900 1,068 1,434 14,007 6,831 12,271 1,490 1,049 2,000 26,043 705 789 0 3 0 3,149

36,437 49,899 2,200 173 606 180,218 1,654 2,187 228 8 148 6,407

15,775 37,484 21,750 3,286 40,000 197.115

70,650 15,143 9,000 8,672 1,175 236,018 11,579 3,777 0 40 2,610 188,679 3,589 3,732 0 545 6,150 24,393 10,293 10,894 0 2,004 6,575 232,618

85 Appendix K Use of Presidential Libraries* 1986

Researchers Researcher Daily Visits Museum Visitors

Hoover 312 564 51,958 Roosevelt 868 1,358 193,150 Truman 832 975 176,578 Eisenhower 404 779 101.232 Kennedy 2,359 1,834 222,327 Johnson 1,133 1,673 447,714 Nixon 295 427 0 Ford 438 977 92,516 Total 6,641 8,587 1,285,475

·carter Library not yet open to the public during FY 1986.

86 Appendix L Actual Costs: Presidential Libraries (in thousands)

Operations & Repair & Recurring and Standard Level Program Maintenance Alteration Nonrecurring Common User Charge Total LIBRARY Costs Costs Costs Reimbursables 1 Distributable 2 (SLUC) Costs

Hoover $515 $ 217 $ 0 $ 0 $ 0 $ 0 $ 732 Roosevelt 563 522 0 0 0 0 1,085 Truman 700 712 351 0 0 0 1,763 Eisenhower 684 709 162 0 0 0 1,555 Kennedy 779 1,270 133 0 0 185 2,367 Johnson 913 1,405 10 0 0 0 2,328 Nixon 682 0 0 47 0 57 786 Ford 665 918 13 0 0 0 1,596 Carter 513 0 0 280 4 0 129 922 Central Office, Planning & Direction, & White House Liaison 992 81 0 0 362 276 1,711

TOTALS $7,006 $5,834 $669 3 $327 $362 $647 $14,845

Less: NARA Operations & Maintenance -81 $5,753

1 Building services in addition to SLUC 2 Proportionate share of central office support services 3 Repair and alteration includes $133K for Kennedy Library from the 114X account 4 Nonrecurring costs for Carter Library security system

87 Appendix M Publications of the Office of the Federal Register

Federal Register Public Papers 251 issues of the Presidents 48,343 pages Ronald Reagan 1983 Vol. II 1.809 pages

Code of Federal Regulations Slip Laws 174 books 2,346 pages 96,905 pages

United States The United States Statutes at Large 1983 Government Manual 1 book 1986/1987 1,696 pages 940 pages

Privacy Act Issuances Codification 1 book of Presidential Proclamations 813 pages and Executive Orders January 20, 1961-January 20, 1985 967 pages Finding Aids 27 issues 5,464 pages Weekly Compilation of Presidential Documents Guide to Record 52 issues Retention Requirements 2.725 pages Revised as of January 1, 1986 355 pages

88 Appendix N RECORDS SCHEDULING AND APPRAISAL

In addition to the significant agency scheduling activities Motion picture film documenting the July 16, 1945, described in the body of this report, several agencies "Trinity" test of the Fat Man plutonium bomb developed by developed records schedules covering records of important the Manhattan project at Los Alamos, NM. programs or updated older schedules and submitted them to Bureau of Land Management photographs of the NARA for approval. Agencies also offered for transfer to the preconstruction and construction phases of the Trans-Alaska National Archives valuable collections of records. Pipeline system. Agency scheduling accomplishments: Microfilm and photographs constituting the "Pumpkin Papers" provided by Whittaker Chambers to the House The Department of Commerce developed and submitted a comprehensive records disposition schedule for the Office of On-American Activities Committee in 1948 as evidence of Worlds Fairs and International Expositions of the the treason of Alger Hiss and other, acquired from the International Administration. Justice Department. The Joint Chiefs of Staff records managers developed and Electronic records of a GAO study of the effect of Reagan submitted a revised comprehensive records disposition administration budget cuts on welfare recipients. schedule. Immigration and Naturalization Service (INS) central office The Department of Justice prepared an update for the correspondence files, 1906-57, comprising nearly 4,000 Office of Justice Programs records schedule, which now cubic feet, and an INS motion picture film showing the includes permanently valuable electronic records relating to operation of the alien enemy internment camp at Crystal the Public Safety Office benefit program. City, TX, during World War II. The Department of the Interior, Minerals Management Records of the special assistants to the Secretary of State Service, submitted a comprehensive records schedule for for disarmament and atomic energy matters, including records documenting offshore natural resources, sale of records of the Disarmament Staff Commission created under leases for exploitation of resources, monitoring of the Harold Stassen, Special Assistant to the President, 1955-58. exploitation, and payment of royalties on oil and gas Army Corps of Engineers survey report files, documenting produced through leasing. the planning and approval of civil works projects, and World Records appraised for transfer to the National Archives: War II central files. Office files of Gordon Gray, Special Assistant to President National Science Foundation records relating to Project Truman, whose staff prepared the "Report to the President Mohole, an effort to gather information about the Earth by on Foreign Economic Policies." drilling a hole through the ocean floor. The project, also Records maintained by the Executive Secretariat, known as the race for inner space, was abandoned due to budget constraints. Department of State, documenting policies developed and Federal Bureau of Investigation Crime Records Division executed by Secretaries of State Dean Acheson and George files documenting J. Edgar Hoover's personal background C. Marshall, 1947-53. and activities as FBI Director and agency accomplishments Papers of Ray Marshall, Secretary of Labor throughout the under his tenure. Carter administration. Centralized microfilm collection of all messages sent to or Department of State records relating to the Sinai Support from the Army Message Center in the Pentagon, 1942-80. Mission, an outgrowth of the Camp David accords. National Wetlands Inventory manuscript maps Department of the Interior records relating to enforcement (approximately 7,000) from the Fish and Wildlife Service, of the Connally "Hot Oil" Act in Texas, 1938-63, providing a wealth of information on ecology and habitat of documenting not only enforcement activity but also land and wetland areas throughout the United States. oil interests in the initial heyday of the Texas oil boom. Panama Canal Railroad Company records of the New Records of the U.S. Postal Service Electronic Computer York office, 1849-1961, documenting the ownership and Originated Mail System (E-COM), failed project so operation of railroad facilities, hotels, and other business unprofitable that it attracted no buyers when offered for sale. services.