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Alabama Department of Archives and History Functional Analysis Alabama Department of Archives and History Functional Analysis & Records Disposition Authority Revision Presented to the State Records Commission April 28, 2021 Table of Contents Functional and Organizational Analysis of the Alabama Department of Archives and History ............................................................................................................................................ 3 Sources of Information ............................................................................................................... 3 Historical Context ....................................................................................................................... 4 Agency Organization ................................................................................................................ 13 Agency Function and Subfunctions .......................................................................................... 13 Records Appraisal of the Alabama Department of Archives and History ............................ 18 Temporary Records ................................................................................................................... 18 Permanent Records ................................................................................................................... 24 Records No Longer Created...................................................................................................... 36 Permanent Records List ............................................................................................................ 37 Alabama Department of Archives and History Records Disposition Authority ................... 40 Identifying, Acquiring, and Preserving Artifacts and Records ............................................. 41 Providing Access to Artifacts and Records .......................................................................... 42 Educating and Promoting ...................................................................................................... 43 Assisting Government and Private Entities in Managing Artifacts and Records ................. 45 Administering Boards, Commissions, and Nonprofit Organizations ................................... 46 Administering Internal Operations: Managing the Agency .................................................. 49 Administering Internal Operations: Managing Finances ...................................................... 52 Administering Internal Operations: Managing Human Resources ....................................... 53 Administering Internal Operations: Managing Properties, Facilities, and Resources .......... 54 Requirements and Recommendations for Implementing the Records Disposition Authority .. 57 Functional and Organizational Analysis of the Alabama Department of Archives and History Sources of Information . Representatives of the Alabama Department of Archives and History . Alabama Acts 1898-86, 1911-345, 1919-763, 1939-140, 1945-152, 1945-293, 1955-565, 1959-600, 1966 Ex. Sess. 168, 1987-658, and 2006-106. Alabama Administrative Code Chapters 110-X-1 and 894-X-1 . Code of Alabama 1923 § 1539 and § 1549 . Code of Alabama 1975 § 12-20-24; § 16-32-1 through § 16-32-3; and § 36-12-5 . Code of Alabama 1975 § 41-3-5, § 41-6-1 through § 41-6-105, § 41-9-21, § 41-9-510, § 41-9-530, § 41-9-850, § 41-9-922, § 41-11-1 through § 41-11-6, and § 41-13-20 through 41-13-22 . 36 CFR Part 1206 . Alabama Government Manual (2018) . Alabama Department of Archives and History Audit Reports . Archives Division, State Agency Files (1985-ongoing) . Alabama Academy of Honor. “Edwin C. Bridges.” August 2006. https://www. alabamaacademyofhonor.org/edwin-c-bridges. Alabama Department of Archives and History. “Statement of Recommitment – June 23, 2020.” Alabama Department of Archives and History. https://archives.alabama.gov/docs/ ADAH_Statement_Recommitment_200623.pdf. Alabama Department of Archives and History. “State Government Records Program: Defining a New Records Appraisal Strategy.” Presented to the State Records Commission in November 1995. Alabama Historical Records Advisory Board. Assessing Alabama's Archives: A Plan for the Preservation of the State's Historical Records: The Full Report. Montgomery, 1985. Connor, Robert D.W. “Dedication of the Archival Section of the Alabama World War Memorial Building.” The American Archivist 4, no. 2 (1941: 77-83. Going, Allen J. “Historical Societies in Alabama.” The Alabama Review 1 (January 1948): 39-49. Hébert, Rebecca L. “Alabama Department of Archives and History (ADAH).” Encyclopedia of Alabama. October 9, 2018. http://www.encyclopediaofalabama.org/ article/h-2014. Hébert, Rebecca L. “Marie Bankhead Owen.” Encyclopedia of Alabama. April 3, 2017. http://www.encyclopediaofalabama.org/article/h-1188. Jakeman, Robert J. “Marie Bankhead Owen and the Alabama Department of Archives and History, 1920-1955.” Provenance 21 (2003): 36-65. Lambeth, Minnie. “GiveBack: A Hallmark of Historic Preservation.” Montgomery Business Journal. September 3, 2018. https://www.montgomerychamber.com/blog/ montgomery-business-journal-3603/post/giveback-a-hallmark-of-historick-preservation- 16346. Long, A. Stacy. “Community Hero: For City and State, Ed Bridges Spans Past, Present and Future.” Montgomery Advertiser. December 14, 2018. https://www. 3 montgomeryadvertiser.com/story/news/local/heroes/2018/12/14/montgomery-advertiser- community-hero-city-and-state-ed-bridges-spans-past-present-and-future/2297887002/. Monroe, Alden N. “Thomas M. Owen.” Encyclopedia of Alabama. December 10, 2014. http://www.encyclopediaofalabama.org/article/h-1189. Neeley, Graham. “‘My goal will ever be to make history popular’: Peter Brannon’s Quest for Alabama History.” Master diss., Auburn University, 2018. Owen, Thomas et al. “Report of the Alabama History Commission to the Governor of Alabama.” In Publications of the Alabama Historical Society: Miscellaneous Collections, Vol. 1, ed. Thomas Owen, 11-43. Montgomery, Alabama: Brown Printing Co., 1901. Owen, Thomas et al. “An Account of Manuscripts, Papers and Documents in Official Repositories Within the State of Alabama.” Publications of the Alabama Historical Society: Miscellaneous Collections Vol. 1, edited by Thomas Owen, 86-153. Montgomery, AL: Brown Printing Co., 1901. Panhorst, M. “Devotion, Deception, and the Ladies Memorial Association, 1865-1898: The Mystery of the Alabama Confederate Monument.” The Alabama Review 65, no. 3 (2012): 163-204. Simpson, Robert R. “The Origins of the Alabama Department of Archives and History.” Alabama Historical Quarterly 34 (Summer 1972): 155-70. State of Alabama, Department of Archives and History. Alabama Official and Statistical Register, 1967. Montgomery, AL: Skinner Printing Company, 1968. The Brookings Institution Institute for Government Research. Report on a Survey of the Organization and Administration of the State and County Governments of Alabama. Montgomery, AL: The Wilson Printing Company, 1932. U.S. Department of Agriculture Forest Service. “National Forests in Alabama: About the Area.” U.S. Department of Agriculture. Accessed February 18, 2021. https://www.fs.usda.gov/main/alabama/ about-forest/about-area. White, David. “New Alabama Archives Chief Steve Murray Wants to Boost Access to History.” AL.com. September 1, 2012. https://www.al.com/spotnews/2012/09/new_ alabama_archives_chief_ste.html. Historical Context The Alabama Territory was created from the eastern part of the Mississippi Territory in 1817, when the western part became the State of Mississippi. When Alabama gained statehood as the twenty-second state on December 14, 1819, the Alabama Territory’s records were held by officials in Alabama, Mississippi, and the federal government. Alabama did not have a centralized institutional repository for its records during the state’s early years. In 1820, the Legislature passed a law that made the Secretary of State’s Office responsible for the care of legislative documents. The Secretary of State was also responsible for consolidating and copying British, French, and Spanish records in Alabama relating to the state’s territorial years. The responsibility to preserve and publish local historical materials fell to private historical societies during this period. The first and only statewide historical society was the Alabama Historical Society, founded in 1850 through the efforts of University of Alabama president Basil 4 Manly. The Alabama Historical Society held annual meetings throughout the 1850s, but most of the Society’s collections were destroyed during the Civil War.1 Joshua H. Foster, the Alabama Historical Society’s first secretary, led a revival of the organization in the 1870s. The Society planned to request funds from the Legislature to construct a fireproof building for records storage, but these plans never came to fruition.2 Thomas M. Owen The Alabama Historical Society remained mostly dormant until the 1898 meeting, at which Thomas M. Owen was elected as the organization’s secretary-treasurer. Owen was an attorney in Carrollton, Pickens County, Alabama, with a growing passion for state history. Throughout the 1890s, he amassed a personal archival collection of newspapers, monographs, scrapbooks, and other materials that documented Alabama’s history. He launched a campaign to increase membership in the Alabama Historical Society and prepared two bills for submission to the State Legislature at its 1898 session. One bill requested appropriations to fund the publication of the Society’s scholarly journal, while
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