Cover: A memorable occasion for the National Archives took place on December 4, when the seventh Archivist of the United States, Don W Wilson, was sworn in during a ceremony in the Rotunda. The Honorable Dick Cheney, Member of the U.S. House of Representatives, presided. Greetings were extended by David Mathews, president of the Kettering Foundation, and Robert M. Warner, Dean of the School of Information and Library Studies at the University of Michigan and the sixth U.S. Archivist. The principal remarks were presented by Ronald Reagan, President of the United States. In his response, the new Archivist laid out his plans and priorities for the future of the National Archives. Later in the day he greeted employees at a reception sponsored by the National Archives Assembly, an organization of staff members. (Photograph by Cynthia Johnson.}

Edited by Jill Brett and Shelby Bale Photography editor Susan Cooper The National Archives and Records Administration

Annual Report for the Year Ended September 30, 1988

Washington, DC 1988 Annual Report of the National Archives TABLE OF CONTENTS

ARCHIVISTS OVERVIEW Chapter 1 Office of the Archivist 4 Archival Research and Evaluation Staff 5 Audits and Compliance Staff 5 External Affairs Staff 5 Congressional Relations Staff 5 Public Affairs Staff 6 Scholarly and Professional Affairs 7 Legal Services Staff 7 Life Cycle Coordination Staff 8

Chapter 2 Office of Management and Administration 9 Financial Operations 9 Building Plans 10 Personnel Services 11 Significant Regulations 11 Program Evaluation 12

THE FEDERAL GOVERNMENT AND THE NATIONAL ARCHIVES Chapter 3 Office of Federal Records Centers 15 Services to Federal Agencies 15 Records Center Productivity 17 Reimbursable Agreements 18 Courtesy Storage of Papers of Members of Congress 18 Cost Study of the Federal Records Centers Continues 18 Holdings by Agency 18

Chapter 4 Office of the Federal Register 20 Services to the Federal Government 20 Services to the Public 21

Chapter 5 Office of Records Administration 22 Appraisal and Disposition Activities 22 Information Programs 23 Training 24 Agency Guidance and Assistance 25 The Intergovernmental Records Project 25

THE PUBLIC AND THE NATIONAL ARCHIVES Chapter 6 Office of the National Archives 29 Accessions and Openings 29 Reference 31 ODISS 31 Legislative Archives Division 32 Records Declassification 33 National Archives Field Branches 34 Chapter 7 Office of Presidential Libraries ______37 Establishment of a Presidential Libraries Advisory Committee------37 Progress on the Reagan Library 39 Accessions 39 Openings 40 Grants and Awards 41 Programs for the General Public 41 Staff Appointments 44

Chapter 8 Office of Public Programs ______46 Exhibitions 46 Educational Programs 4 7 Special Events 49 Archival Training 50 Foreign Visitors 50 National Audiovisual Center 51 Publications 51 Museum Shop 51 Volunteer Services 52

Chapter 9 Automation ______54 Office of Federal Records Centers 54 Office of the Federal Register 54 Office of Presidential Libraries 55 Office of the National Archives 55 Archival Research and Evaluation Staff 56 Office of Management and Administration 58

Chapter 10 Preservation ______59 Office of Presidential Libraries 59 Office of the National Archives 59 Archival Research and Evaluation Staff 63 Microenvironment Study 64 Preservation of Video Recordings 64 Cooperative Research Projects 64

Chapter 11 The National Historical Publications and Records Commission _ 65 Records Program------66 Publications Program 67 Records Grants 68 Publications Grants 71 Commission Membership 73 Staff Expenses 73 Publications and Records Grant Funding by State 74

Chapter 12 The National Archives Trust Fund ______75 Overview 75 Financial Condition 75 Income and Expenses 76 Program Highlights 77 Public Outreach 79 Investment Program 79 Income Statement 80 Statement of Availability 81 Balance Sheet: Assets 82 Balance Sheet: Liabilities 83 Gift Fund 84 APPENDIXES A Organization Chart for the National Archives 87 B Personnel on Board 88 c Obligations by Program Area 89 D Obligations by Major Elements 89 E Obligations by Object Classification 90 F Customer Reimbursements 91 G Preservation Obligations 91 H Archival Holdings by Unit 92 I Archival Holdings by Number of Items 94 J Holdings of Presidential Libraries by Unit 96 K Use of Presidential Libraries 98 l Actual Costs: Presidential Libraries 99 M Publications of the Office of the Federal Register 100 N Records Scheduling and Appraisal 101 0 Holdings of Federal Records Centers 102 p Archival Publications 103 Archivist's Overview

1 Previous page: The Honorable Dick Cheney administers the oath of office to Dr. Wilson as Mrs. Wilson and President Reagan look on. December 4, 1987. (Photograph by Cynthia Johnson.)

2 When I became the seventh Archivist of the United States operations." A great many people are unaware that the em December 4, 1987, about one quarter of the fiscal year National Archives is truly a national cultural agency-with had passed. Nevertheless, in the weeks that preceded the employees, programs, and buildings all across our Nation. swearing-in ceremony, beginning with the submission of my Indeed, about half the staff is employed outside Washington, name by the President to the Senate for "advice and and almost half of the research is conducted at our branches consent," Dr. Frank G. Burke, who served for 32 months as and Presidential libraries. Acting Archivist, was most generous about informing and It has been my observation that many Americans, more educating me. Thus, I feel! can proudly claim this as the first than one might think, are interested in, even excited by, their annual report of my tenure as Archivist. Nation's history. For that reason, I concluded that the December was occupied with the formulation of some Archives' regional branches, records centers, and Presidential thoughts on the National Archives and the directions in which libraries across the country were in an excellent position to l wished to move the agency. By April 1, 1988, the third emphasize their ability to assist people in their quest for anniversary celebration of the reestablishment of the information about their country, their government, and their independence of the National Archives, these thoughts had families. My part in this process, during my first year in office, developed into 10 specific points that I wanted to achieve, in was to visit as many of these field operations as possible, both cooperation with the staff members, for the National Archives to encourage them in their work and to seek visibility for the in the years leading to the 21st century. These points were agency through speeches to groups of all kinds. widely reported at the time, and all of them need not be I have often told staff members at the National Archives recounted here. Two of them, however, have assumed such that the greatest pleasure during my first months as Archivist significance that they deserve special comment. of the United States was getting to know and appreciate the The first, to "plan, design, and develop archival facilities to staff. Just as the National Archives has a unique and meet the critical space needs of the National Archives for the important mission within the Federal Government, so too 21st century," has occupied much of the time of the staff of does it have a unique and highly qualified staff to carry out its the Office of Management and Administration and the Office work. I proudly point to substantial achievements made of the National Archives during this year. On the pages that during the past year-delineated in the pages that follow­ follow, the reader will see something of the major and I know that all these accomplishments are the products accomplishments they have achieved in a very short time. of a truly dedicated group of people. It has been a privilege The development of the building we now call Archives II to work with them in providing important services to the promises to be a significant activity for this agency in the American people. years ahead. The second point of particular importance is to "foster and encourage greater creativity, cooperation, and effectiveness in Don W. Wilson the management and administration of the National Archives Archivist of the throughout the United States, particularly in the field United States

From left to right: US. Senator James R. Sasser (D- TN), Mrs. Don W Wilson, and US. Archivist-nominee Don W Wilson at Dr. Wilson's confirmation hearings before the Senate Governmental Affairs Subcommittee on Government Efficiency, Federalism, and the District of Columbia, October 20, 1987. (Photograph by Nancy 0/ds.) Chapter 1 Office of the Archivist

For the first 2 months of this fiscal year, the agency was under the skilled direction of Frank G. Burke as Acting Archivist of the United States. Dr. Burke returned to his previous position as Director of the National Historical Publications and Records Commission on December 4, the day on which Dr. Don W. Wilson was sworn in as the seventh Archivist. In the course of his first year in office, Dr. Wilson made a number of senior appointments, which included:

Claudine J. Weiher as Deputy Archivist;

James C. Megronigle as Assistant Archivist for Management and Administration;

Linda Brown as Assistant Archivist for Public Programs;

Richard A. Jacobs as Director, External Affairs Staff;

Gary Brooks as General Counsel; Joseph A. Steger, president of the Uniuersity of Cincinnati, congratulates U.S. Archivist Don W William J. Stewart as Executive Wilson, who receiued an honorary Doctor of Letters from the uniuersity, June 12, 1988. (Photographer unknown.) Assistant to the Archivist; and

Reed W. Whitaker as Special Assistant to the Archivist (for regional outreach programs). State Historical Society, the Mid-Atlantic the U.S. delegation attending the Regional Archives Conference, the quadrennial meeting of the International Much of the year was spent in getting Society of Southwest Archivists, the Council on Archives in Paris, France. At acquainted with the people and facilities State Historical Society of Iowa, the the conclusion of the sessions, he was that make up the National Archives American Association for State and named to its Executive Committee. system around the country. By the end Local History, the Society of American The agreement signed by the of the year, the Archivist had visited or Archivists, and the Mid-America American Council of Learned Societies inspected 31 National Archives facilities. Conference on History. In addition, he (ACLS) and the Main Archives The Archivist also began the process participated as a keynote speaker at the Administration of the U.S.S.R. Council of meeting with members of the archival National History Day celebration. of Ministers in 1987 called for a joint and historical professions around the The third meeting with the archivists American-Soviet symposium on Nation and the world. He spoke to a of the 50 States was held in July. As in documentary preservation to be held at wide variety of professional historical the past, this day-long session proved the U.S. National Archives during the and archival organizations, including: an excellent forum for the discussion of year. The week-long visit of four Soviet the 50th Anniversary Celebration of the common archival and management archivists was arranged to coincide with Arizona State Archives, the Black issues. the National Archives annual Archives of Mid-America, the National In the international sphere, Dr. Preservation Conference; the remaining Council on Public History, the Kansas Wilson served as unofficial chairman of 4 days were spent in discussions about

4 .. the preservation practices and by George 0. Henderson, the staff of -Audit of the Institute of Research procedures at the National Archives and four auditors performs both program in History, a recipient of a grant the Library of Congress. Dr. Wilson was and financial audits. from the National Historical named chairman of the commission At the request of the Archivist, the Publications and Records established by the ACLS to arrange a Staff completed the following audits: Commission; and program of additional archival -Audit of telecommunication -Audit of the Dwight D. exchanges with U.S.S.R. archivists. resources; Eisenhower Library. As the representative of the National -Audit of long-distance calls; A new guide and computer software Archives, the Archivist of the United -Survey of the Office of the for paperless audits are now in use and States serves on the boards or advisory Federal Register; have greatly facilitated the audit groups of many other cultural -Audit of Central Research Room process. organizations. Among these nonarchival security; organizations are the Woodrow Wilson -Review of compliance with OMB External Affairs Staff Center, the Pennsylvania Avenue Circular A-123, "Internal Development Corporation, the National Controls"; This unit was created early in the Building Museum, the Federal Council -Review of compliance with OMB year, combining the functions and staff on the Arts and the Humanities, and Circular A -127, "Financial of congressional affairs, public affairs, the Christopher Columbus Management Systems"; and scholarly and professional liaison Quincentenary Jubilee Commission. -Review of time and attendance activities under External Affairs Staff Much of the work of the Office of the recordkeeping; Director Richard A. Jacobs. Archivist is naturally concerned with the -Observation of the taking of administration of a complex and physical inventory by the Congressional Relations geographically dispersed organization. Publication Services Branch; Staff This chapter sets forth the major work -Followup on audit findings; performed this year by the staff of the -Audit of Department of Labor Interest in the National Archives Archivist. unemployment payments; among Members of Congress as well as -Survey and audit of the visitors to Washington remained high, Christopher Columbus as reflected in special events and tours Archival Research and Quincentenary Jubilee arranged through congressional offices. Evaluation Staff Commission; Nearly 200 congressional staff members -Auditability survey of a selected visited the National Archives this year. The Archival Research and division within the Office of Requests and inquiries numbered more Evaluation Staff, directed by William M. Records Administration; than 1,200. Holmes, carries out a three-fold mission to study and monitor technological evolution and innovations, assist other offices in the application of technology to their programs and operations, and provide technical consultation services within the National Archives. The Staff conducts, or undertakes by contract, a program of applied technical research projects. The Archival Research and Evaluation Staff also includes Preservation Officer Alan R. Calmes, who, in addition to advising the Archivist on preservation matters and coordinating the overall preservation program, oversees research contracts in preservation-related areas. For the activities of this Staff, see chapters 9 and 10.

Audits and Compliance Staff

The Audits and Compliance Staff audits programs to determine whether resources are safeguarded; funds are The Honorable Donnald K. Anderson, Clerk of the House of Representatives, left, and US. expended in a manner consistent with Archivist Don Wilson, right, before a ceremony honoring National Archives staff members for related laws, regulations, and policies; their superior professional performance in carrying out the arrangement and description of the and the programs achieve desired records of the US. House of Representatives Select Committee to Investigate Covert Arms results and function efficiently. Headed Transactions with Iran, July 29, 1988. (Photograph by Susan Amos.)

5 The Staff paid courtesy visits to each releases mailed to more than 480 The Staff, comprising three full-time standing committee of both Houses to newspapers and radio/TV stations; employees and one part-time discuss processing and preservation offers press previews of exhibitions and employee, began discussions this year procedures for records of the other special projects; and contacts with major corporations and cultural committees scheduled to be transferred journalists with specialized interests. institutions that are committed to to the National Archives. The staff of During this year, the Staff received 981 sponsoring educational and historical two is headed by Susan Chase. inquiries about the programs and programs. These alliances could provide holdings of the National Archives from much-needed support to underwrite Public Affairs Staff the media. More than 663 news and National Archives public programs that magazine articles featured the National would serve to broaden the base of This Staff, headed by Jill D. Brett, Archives prominently. The Staff appeal of the National Archives and coordinates the nationwide public escorted more than 60 film crews would not be possible otherwise. information program for the National working on stories related to records The following publications were Archives. The Staff informs the general here. issued during this fiscal year: public of National Archives activities through a variety of publications. News from the Archives, a quarterly journal, Publication Circulation is distributed to 510 institutions and Per Issue scholars and is subsequently reprinted in Commemorative booklet on the swearing-in of the Prologue: Quarterly of the National seventh Archivist of the United States 1,000 Archives. The free monthly Calendar of Monthly Calendar of Events Events is sent to 15,000 subscribers and (published by the National Archives Trust Fund Board) 19,000 distributed to an additional 4,000 Quarterly News From the Archives 510 visitors each month. The Staff also Weekly Staff Bulletin 3,800 issues public service announcements Annual Report 2,500 used by area radio stations and press

A CBS news crew filmed photo conservator Constance McCabe as she examined an Ansel Adams photograph under a stereo microscope, April 7, 1988. More than 60 crews filmed at the National Archiues this year. (Photograph by Susan Amos.)

6 Scholarly and. transporting in interstate commerce money damages brought by individuals Professional Affairs Federal records stolen from the National under the Federal Tort Claims Act Archives Building. Following a 3-week (FTCA) and a civil suit filed by the Organized contact with professional trial in Boston, MA, a Federal jury Islamic Republic of Iran against the peers in the academic, Federal, and convicted Mount of these charges; on National Archives' National Audiovisual international spheres is an essential May 23, 1988, Judge Rya Zobel Center. Iran's suit involved films element of National Archives programs. sentenced him to 3 years in prison and ordered from the National Audiovisual Robert Brookhart serves as liaison with 5 years of probation. Center in 1977 but never delivered the international community, and The General Counsel and his staff because of the freeze of Iranian assets George C. Chalou serves as interagency provided liaison services for National that occurred after American citizens liaison with historical offices in the Archives officials with the U.S. were taken hostage at the U.S. Embassy Federal Government and with attorney's office in Boston and the in Tehran. The suit was resolved by professional organizations. Federal Bureau of Investigation before providing, through the Department of These contacts included sponsorship and during United States v. Mount. This State, copies of films previously of the third annual meeting with State support included helping National ordered. archivists to discuss common issues, Archives staff members called as In addition to his litigation activities, participation in the quadrennial meeting witnesses prepare their testimony. the General Counsel was involved in a of the International Congress on number of activities more directly Archives in Paris, and discussions with Mount is presently awaiting trial in the affecting the internal operations of the archivists visiting from the Soviet Union. District of Columbia on additional The Archivist has signaled the agency's criminal charges arising out of his National Archives. These activities support for the celebration of National alleged theft of Federal records from the included assisting the Office of History Day by establishing two awards National Archives Building. No trial date Presidential Libraries to prepare a report at the high school level, one for a has been set. to Congress on the planned Reagan student and one for a teacher. Liaison In April of 1988, the U.S. Court of Presidential library. This report, which is activities with historical offices in Federal Appeals for the District of Columbia required by Congress as part of its fiscal agencies have resulted in cooperative Circuit affirmed a lower court's holding oversight activities, includes information ventures with the Departments of State in Public Citizen v. Burke, a case about the location of the library, its size, and Army, the Marine Corps, and the involving the Presidential Recordings its projected completion date, and the Federal Bureau of Investigation. and Materials Preservation Act (PRMPA) expected cost to the Government of of 1974. The court of appeals held that maintaining the library after completion legal Services Staff the Archivist is not constitutionally if, as expected, title to it is transferred required to honor claims of executive from the Reagan Library Foundation to The General Counsel of the National privilege raised by former President the Government. Archives, Gary Brooks, advises the Richard Nixon under the PRMPA. The In his role as the DAEO, the General Archivist and other agency officials on PRMPA is the statute governing access Counsel, assisted by his staff, drafted matters involving the interpretation of to the White House records of the standards of conduct for National law and regulation; represents the Nixon administration. This decision left Archives employees that will be sent to National Archives before the Equal intact the PRMPA regulations the Office of Government Ethics (OGE) Employment Opportunity Commission promulgated by the National Archives, and the Office of Personnel (EEOC), the General Services Board of but negated the Department of Justice Management (OPM) for their review Contract Appeals (GSBCA), and the opinion interpreting the regulations. The following negotiations between National Comptroller General; and serves as the Archivist may have the opportunity to Archives officials and the American liaison between National Archives exercise his discretion in the future as Federation of Government Employees, officials, the Department of Justice, and the National Archives proceeds with the bargaining agent for Archives other Federal agencies when the making Nixon Presidential historical employees. National Archives or its employees materials available to the public for In addition to working on standards become involved in judicial research. of conduct, the General Counsel and proceedings. The General Counsel also In addition to the above cases in his staff counseled a number of National serves as the Designated Agency Ethics which the Department of Justice Archives employees over the past year Official (DAEO), coordinating the represented the National Archives concerning their responsibilities under development, implementation, and before the Federal courts, the General the Ethics in Government Act and the enforcement of the National Archives Counsel and his staff represented the existing standards of conduct. He and ethics program. Assisting him are two agency directly before the EEOC, the his staff also prepared a revised list of attorneys and two paralegal support GSBCA, and the Comptroller General senior employee designations for the personnel. on administrative and contractual OGE, reviewed the Public Financial During the past year, the National matters. Disclosure Reports filed by the senior Archives was involved in both civil and During the past year, several civil National Archives employees included criminal litigation. The most visible of suits were brought by individuals on this list, and reviewed confidential these actions was United States v. seeking access to Federal records under statements of employment and financial Mount, a criminal case in which Charles the Freedom of Information Act (FOIA). interests filed by other National Archives Merrill Mount was charged with There also were a number of claims for employees.

7 Life:. Cycle descriptions of Federal records and Archives, which clarifies the data Coordination Staff donated historical materials throughout requirements of the National Archives their life cycle. This manual also and implements the standard life-cycle The Life Cycle Coordination Staff establishes basic technical standards and terminology published in the data continued developing data standards for controlled vocabularies that the National elements manual. The Life Cycle Staff automated archival systems in the Archives will use in its data bases. also provided technical assistance to the National Archives. The principal Among the controlled vocabularies are Office of the National Archives, Office purpose of these standards is to ensure a 1,400-term subject thesaurus and an of Presidential Libraries, and the Office that archival data bases within the authority list of Federal agency names. of Records Administration as those agency are compatible with one The Staff has drafted a revision of offices continued development of their another. The Staff compiled a manual Standard Form 258, Agreement to automated systems. Thomas F. Soapes that defines the data elements critical in Deposit Records in the National is the director of the Staff.

8 Chapter 2 Office of Management and Administration

The Office of Management and preservation. The Office of Presidential Federal Regulations, U.S. Statutes at Administration provides nationwide Libraries obligated $17,658,000 to Lorge, and weekly and annual administration services to the agenc~;~. operate the eight existing Presidential compilations of Presidential documents. This includes planning and libraries, to retain and process the The records declassification program administering the financial, personnel, Nixon Presidential materials, and to obligated $1,451,000 to review Federal procurement, and facilities and acquire and process Reagan Presidential records for possible declassification. information management programs. In materials. The Office of Public Programs Also, $5,081,000 was obligated by the addition, the Office acts as liaison with obligated $2,903,000 for publication, National Historical Publications and the Office of Management and Budget exhibition, audiovisual, and public Records Commission in grants and to and with congressional appropriation outreach activities. The Office of the administer grants. Federal Register obligated $4,203,000 The following table summarizes funds committees and oversees the day-to-day to edit, compile, and publish, among available and actually obligated in FY operations of the National Archives others, the Federal Register, Code of 1988: Trust Fund Board staff. The Office also evaluates the effectiveness of program management and administrative procedures throughout the agency. Fund Availability Obligated Operating Expenses, Direct $106,000,000 $104,845,0001 Financial Operations Grants 4,283,000 4,123,0002 Archives II Design 6,000,000 03 4 Funding available to the National Kennedy Library 4,.582,000 63,000 Archives in FY 1988 by continuing Supplemental (Funds Carried Forward) 2,000,000 03 resolution for direct operating expenses lDTAL $122,865,000 $109,031,000 was $106,000,000. In addition, 1The difference between available funds and obligated funds is unexpended funds. Funds appropriated by $4,283,000 was available for grants by Congress for use during the fiscal year remain available only for adjustments to obligations made during the year. the National Historical Publications and 2 Funds appropriated for grants are "no-year" funds. Some congressional appropriations have the proviso that Records Commission, $6,000,000 for they remain available until obligated. Thus, the balance at the end of the fiscal year is carried over and is available the facility design of Archives II, for obligation in succeeding fiscal years. 3 These funds are available until expended. $4,582,000 for the design of improved 4 In FY 1985, $5,200,000 of "no-year" funds was appropriated for improvements to the Kennedy Library. Four access and additional archival storage at million dollars of the total was planned for improved archival storage and educational space, and the balance of the Kennedy Library, and $2 million $1,200,000 was to improve access to the library. Of the total, $681,000 has been spent, including the $63,000 remained in supplemental funds carried obligated in FY 1988 for an architectural and engineering services contract for the building extension. forward from previous years. This provided a total of $122,865,000. Of the funds available, $38,797,000 was obligated by the Office of Federal During FY 1988, the National Records Centers to accession, store, Financial Subsystems Archives received $19,236,000 in provide reference service, and dispose As required by OMB Circular A-127, of records of the Federal Government. reimbursable income for services all financial subsystems were evaluated, The Office of the National Archives provided to the Trust Fund and other no major deficiencies were found, and a obligated $36,402,000 to accession, Federal agencies. The most significant report was sent to the President preserve, describe, and make available reimbursable activity, in terms of indicating the subsystems were in to the general public, scholars, and payment received, was providing compliance with Office of Management Federal agencies the permanently reference services on the records of and Budget and General Accounting valuable historical records of the Federal other agencies that are stored in Federal Office standards. Government. The Office of Records records centers. During FY 1988, Administration obligated $2,536,000 to $16,599,000 was received for these establish standards on the creation and services. The Offices of the National Other Financial Programs maintenance of adequate and proper Archives and of Presidential Libraries, documentation of Government activities declassification activities, and a prior­ The National Archives implemented and to appraise records in order to year grants adjustment provided the two new cash management initiatives identify those that warrant continued balance of $2,637,000. involving credit cards. Through an

9 interagency agreement with the tracts of sufficient size were no longer building during its renovation, and to Department of Commerce's National available. Consequently, suitable accommodate new accessions of Bankcard Center (NBC), the Archives suburban sites were sought. records through 2004. The agency's issued Mastercards to selected During 1987, the National Archives mission of preserving the records of the employees to be used in making small took the first steps toward construction Government dictates periodic additions purchases. Use of the credit cards of an archival facility in suburban of new storage space. With this in simplified procurements and reduced Washington by contracting for a mind, the building will be designed for the use of imprest funds, purchase predesign study. In January of 1988, easy expansion. orders, and certified invoices. Summer Consultants, Inc., completed a The new building is expected to The Archives also implemented the design program to identify functional house 600 employees initially and to acceptance of credit cards for sales to requirements and recommended the receive 50,000 researchers annually. the public at museum shops at type and configuration of a building that Guidelines for archival storage Presidential libraries and the National will meet the special needs of the established by the National Bureau of Archives Building. Charges are National Archives. The planners also Standards and the National Academy of processed electronically. All sales are prepared construction cost estimates Sciences will serve as the basis for preauthorized electronically, income is and evaluated sites at Suitland, MD, records storage and environmental transferred daily so that the Archives and on the University of Maryland controls. The best of national and receives credit the next day, and campus at College Park. international guidance on reference accounting entries are quickly generated On September 22, 1988, the services, building access, and security through computer interfaces. President signed Public Law 100-440, systems will be incorporated into the the Treasury, Postal Service and building design. Compact shelving will Building Plans General Government Appropriations be installed to obtain maximum use of Act. It authorizes the National Archives space. Throughout the year, the Office of to construct and finance a new facility The primary tenant of the new facility Management and Administration known as Archives II. will be the Office of National Archives, continued to address two pressing space Archives II will be constructed on a which has custody of the permanently problems confronting the National 33-acre site on the northwest end of the valuable records in the National Archives: insufficient space for storage University of Maryland campus. The Archives. In addition to textual records, of archival records and an outdated Federal Government will receive the use all records on special media (such as building in need of major renovations. of this land without charge. In photographs, film, drawings, maps, and The age and size of the National September of 1988, the National computer tapes) will be processed, Archives Building are the crux of the Archives completed an environmental stored, and made available for research problem. The building was completed in assessment of the University of in the new facility. Paper preservation 1934 and reached its records storage Maryland site, which concluded that the and special media preservation will be capacity of more than 800,000 cubic construction of the facility posed no carried out in laboratories with the most feet in the late 1960's. Since that time, major adverse impact on the advanced equipment. more than 500,000 cubic feet of environment. Long-range space plans call for archival records have been diverted to The National Archives awarded a renovation of the existing National federally owned space, primarily the contract for the design of Archives II to Archives Building following construction Washington National Records Center in the joint venture firm of Hellmuth, of the new facility. While both buildings Suitland, MD, and leased buildings in Obata & Kassabaum (HOK) and Ellerbe will serve as research centers, the the Washington suburbs. None of these Becket in September. In conjunction renovated National Archives Building temporary facilities meets current with the Gilbane Building Company, will be the center for expanded public National Bureau of Standards criteria for which will serve as the construction programs since its downtown location storage of archival records. Unless a quality manager for Archives II, the makes it more accessible to those new archival facility is constructed, the design team of HOK/EIIerbe Becket will visiting other cultural institutions and National Archives will be forced to store offer three conceptual designs in museums. The renovation will be more records in archivally substandard December of 1988. Design will be guided by the plan drawn up by the space. completed in early 1990, and architectural firm Shepley, Bulfinch, The National Archives has sought a construction is scheduled to be Richardson, and Abbott, Inc. new archival facility since 1970. The completed in the fall of 1993. The Some improvements to the National National Archives joined the National Archives will begin to move Archives Building could not wait for a Pennsylvania Avenue Development into Archives II in 1994. future building renovation. During Corporation in the early 1970's in an Archives II will contain approximately 1988, two major projects were attempt to secure a building site across 1.7 million square feet, including space undertaken. The first was to upgrade Pennsylvania Avenue from the National for records processing and storage, the heating, ventilating, and Archives Building. The effort ended in research, preservation, administration; air-conditioning system to provide for 1979 when the proposal failed to and mechanical support and other archival temperature and humidity receive the support of the Administrator nonprogram space.. ThElre be controls, This project was substantially of General Services. In 1983, the sufficient space completed. The second was to install National Archives again tried to locate immediate :;tu•rd!~l:ll11:ll:ll1: fire dampers in duct risers as part of the an appropriate downtown site; however, fire suppression system, smoke The fluorescent lighting, which was installed in the 1960's, was removed this year and a sprinkler system was ingeniously installed in the holes resulting from the removal of the lights in the ceiling. Andrea Manes-O'Hara, Regional Historical Preservation Officer, GSA, supervised the meticulous restoration of the ceiling's original ornamental woodwork. Brian Blundell, a specialist in wood restoration, created a stencil to replicate the hand-painted surfaces in the ceiling to complete the restoration project. The Central Research Room with fluorescent lights, before the restoration of the ceiling. (Photograph by Andrea Manes-O'Hara.) (Photograph by Elizabeth Mallonee.)

detectors in the elevator lobbies, and GS-9/15 (nationwide), Archives requests will be reviewed by the Access additional sprinkler systems throughout Specialist, GS-9/15, and Archives Review Committee established by the the building. This project has also been Technician, GS-5 (DC area), for all National Archives to determine whether substantially completed. Federal agencies. With its new authority, access should be granted and what At the South Pickett Street facility, during the year the National Archives conditions must be imposed to ensure work was substantially completed to issued 10 certificates, including 2 to the the protection of individuals' privacy. provide space for a new large film Smithsonian Institution, for positions Researchers who are granted access to processor and a microfilm library. ranging from Technician, GS-5, to an restricted records are required to agree Improvements were made on the Assistant Director, GM-15. in writing to maintain the confidentiality darkroom, and an entrance was The most active register was the of the information and to adhere to the completed for the physically Archives Technician, GS-5. Having conditions of access imposed by the handicapped. exhausted the register after two National Archives. The National The two-phased task of designing and announcements, the National Archives Archives must also review the final constructing a new building and of is preparing a request to OPM for research product before publication or modernizing the National Archives direct-hire authority whereby it can public presentation of the data to ensure Building will remain the highest priority appoint any qualified applicant without that there is no possible identification of program of the Office for many years to regard to standing on the register. individuals in the research findings. come. The Office also coordinated Significant Regulations participation in several "joint Personnel Services rulemakings" where several agencies The Office prepares or coordinates all publish identical rules on a subject at In order to expedite the hiring process agency regulations that affect Federal the same time. Two of the regulations for archival personnel, the National agencies and the public. During the affected the NHPRC grant programs. Archives asked the Office of Personnel year, the National Archives issued "Uniform Administrative Requirements Management for the authority to rate several regulations. These included for Grants and Cooperative Agreements and certify suitable candidates for procedures for granting access to to State and Local Governments" appointment in the competitive civil archival records that have been establishes Governmentwide fiscal and service. When OPM gave this authority restricted because they contain administrative conditions governing to the National Archives in December of information of a highly personal nature. grants to State and local governments 1987, it provided that the National The regulation allows researchers of and to subgrantees that are State and Archives would be responsible for rating biomedical statistics to request local governments. The uniform and certifying candidates for Archivist, permission to use such records. All regulations will reduce the burden of

11 regulation and paperwork on these September 2, 1988. This regulation, grant recipients. "Nonprocurement which was developed by the National Debarment and Suspension," which Archives Committee on Authorities and implemented Executive Order 12549, Program Alternatives (CAPA), will provides a uniform debarment and establish criteria for an agency head to suspension system for nonprocurement consider in determining whether programs, such as the NHPRC grant permanently valuable records more than program. The regulation is intended to 30 years old are still needed for current prevent waste, fraud, and abuse in agency business. Federal nonprocurement transactions. The third regulation, "Enforcement of Nondiscrimination on the Basis of Program Evaluation Handicap in Federally Conducted Management improvement studies of Programs," affects all National Archives program and administrative activities, a programs and requires the Archives to program initiated by the National make its programs accessible to Archives 3 years ago, were continued handicapped persons. during FY 1988. As in past years, a During the fiscal year, the agency contractor was employed to conduct the developed two significant regulations studies. Two studies focused on overall that were still in the rulemaking process management activities, while five others at the close of the fiscal year. A addressed the development of work­ proposed rule to implement the measurement standards. Use of the Presidential Records Act was standards benefits the agency by undergoing OMB clearance on improving operational efficiency and September 30. The regulation will effectiveness and provides a basis for govern the administration of the cash incentive awards to employees Presidential records accumulated by when performance consistently exceeds President Reagan once he leaves office; the standards. it will also govern the administration of The FY 1988 work-measurement all Presidential records accumulated by studies, which established specific work­ succeeding Presidents. The regulation performance standards for will establish procedures for providing approximately 155 employees, were advance public notice and description of conducted in four units responsible for any Presidential records determined by public programs, such as oral and the Archivist of the United States to written reference, publicationssales, have only temporary value and, under and audiovisual sales. Another work­ certain circumstances, providing notice measurement study focused on to the former President when restricted processes and time involved in documents are to be disclosed. describing National Archives holdings. A regulation directed to Federal As a direct result of these studies, it is agencies on transferring records to the estimated that overall productivity in National Archives was published as a these five units will increase by 40 proposed rule for public comment on percent.

Office of Management and Administration Staff Assistant Archivist ______James C. Megronigle 523-3621 Deputy Assistant Archivist Adrienne C. Thomas 523-3621 Director, Program Policy and Evaluation Division (Acting) ______Stephen E. Hannestad 523-3214 Director, Budget and Finance Division Patricia D. Dews 724-2730 Director, Personnel Services Division Wilma J. Kriviski 724-1525 Director, Administrative Services Division Lawrence Oberg 523-3225 Secretary, National Archives Trust Fund Board (Acting) Ron Lawson 523-3047

12 The Federal Government and the ational rchives Previous page: Appraisal archivist Wilda Logan Willis, of the Office of Records Administration, reviews records being shown to her by David H. Parker, Sr., the records officer for the Office of the Secretary of Transportation. (Photograph by Elizabeth Mallonee.)

14 Chapter 3 Office of Federal Records Centers

The Office of Federal Records Centers provides economical storage of and reference service on active and semiactive Federal records in 14 records centers throughout the country. In the past 15 years, the holdings have increased from 11.9 million cubic feet to 15.7 million cubic feet, which is indicative of the confidence Federal agencies have in the records centers' ability to provide economical storage. The centers provide a variety of services to the agencies, including the retrieval of records for reference purposes. The major users of these services are the Department of Treasury, primarily the Internal Revenue Service (IRS), and the Department of Defense. Most of the stored records are requested infrequently by agencies, but the records must be stored for specific periods to comply with legal, fiscal, or other administrative requirements. However, some records are requested more frequently, such as IRS tax returns and Social Security claim folders.

Services to Federal Agencies

In this fiscal year, the records centers received 1.6 million cubic feet of records from Federal agencies. By storing these records in centers rather than in offices, Federal agencies realized a cost savings of $16.08 for each cubic foot. Therefore, the savings that resulted from transferring records to the records centers this year was in excess of $25 million. Records centers also destroy records no longer needed by the agencies and transfer permanently valuable records to the National Archives in accordance with approved records disposition schedules. This year, the centers destroyed more than Employees at the San Francisco Federal Records Center, in response to requests by transferring 870,000 cubic feet of records and agencies, retrieve records stored there. The 14 nationwide centers store records 14 feet high to transferred more than 40,000 cubic feet achieve a compaction ratio of 5 cubic feet of records for each I square foot of floor space. to the National Archives to be reviewed Catwalks are installed, where appropriate, to increase reference productivity. The records for permanent retention. The ~enters centers system responded to more than 23 million reference requests this fiscal year. responded to 23.6 million reference (Photograph by David Drake.)

15 civilian employees total more than servants and members of the military 570,000 cubic feet. The Center answers services and their families; these nearly two million requests each year inquiries often relate to claims for for information from former civil benefits.

James Farnell, archivist at the Washington National Records Center, provides records management training to Federal employees. The records centers provide training in managing files. disposing of records, and using the records centers' variety of services. (Photograph by Nancy Olds.)

requests from agencies, of which 19.6 million pertained to IRS tax returns. The records centers offer additional services, including a reimbursable micrographic program to agencies. Some 19.7 million images were filmed by the records centers in fiscal year 1988. The centers also offer files improvement and records disposition workshops to agencies. These workshops are designed to assist professional and clerical staffs in proper maintenance and disposition of office files. This year, more than 5,500 Federal employees attended these workshops, 37 percent more than the number participating in 1987. The National Personnel Records Center, housed in two separate locations in St. Louis, MO, stores the personnel records of former members of Paul D. Gray, Assistant Director for Military Records at the National Personnel Records Center in St. Louis, left, with U.S. Representative William V Alexander, Jr. (D-AR), right. They are the U.S. Armed Forces and former discussing the magnetic tapes recently bought by the National Archives from the National Federal civilian employees. The military Research Council. The tapes were created from the records of the Office of the Surgeon records amount to more than 1.2 General, Department of the Army, and will augment veterans records destroyed in a 1973 fire. million cubic feet of veterans personnel, The tapes contain data extracted from approximately 10 million hospital treatment records for medical, and related files. The Army and Air Force members, 1942-46 and 1950-54, and will greatly assist veterans in personnel and pay records of former documenting medical treatment during these periods. (Photograph by Kevin McCarty.)

16 Records Center workload category, Internal Revenue civilian personnel records and 6,300 per Productivity Service reference services, productivity staff year for military records. At the increased from 110,000 reference close of this fiscal year, productivity had Records centers save money for the services per staff year in FY 1987 to increased to 6, 100 references per staff Government through low-cost, efficient more than 116,800 per staff year in FY year for civilian personnel records and storage of records and high-speed, 1988, an increase of almost 6 percent. more than 7,100 references per staff efficient handling and servicing of the The centers accessioned, or accepted, year for military personnel records. records while in center custody. More records at the rate of 33,878 cubic feet Increases of 3 and 8 percent than 90 percent of the centers' per staff year in FY 1988. Similarly, the respectively were achieved for the resources are devoted to the receipt, National Personnel Records Center in disposal of records and for reference shelving, referencing, removal, and St. Louis, MO, achieved a substantial activity related to records other than disposition of the records. increase in its unique function of those of the IRS or military and civilian In this fiscal year, there was a marked reference service on personnel files. personnel. Disposal productivity increase in these services over those of Last fiscal year, reference productivity increased from 30,000 cubic feet per the previous fiscal year. In the largest measured 6,000 per staff year for staff year in FY 1987 to more than

Vincent Thornton and Daniel Graham unload Federal records at the Washington National Records Center. The centers store more than 15 million cubic feet in 14 facilities nationwide. In FY 1988, the records centers took in 1.6 million cubic feet of records. (Photograph by Nancy Olds.)

17 31,000 cubic feet per staff year for FY Similarly, the records centers assist Courtesy Storage of 1988. Productivity in the general the VA in mortality studies of Vietnam Papers of Members of reference category increased from veterans and the National Research Congress 27,700 references per staff year in FY Council (NRC) in various projects 1987 to 29,800 references per staff year relating to mortality studies. Both of The Federal records centers provide in FY 1988. these reimbursable agreements require courtesy storage for inactive papers of These productivity increases resulted photocopies of death certificates from Members of Congress. The centers offer in substantial savings in personnel costs. selected VA claim folders stored in the secure, economical storage of Members' Much of the savings can be attributed to records centers. personal papers during their terms of continuing management attention to office. The centers also provide prompt The agreement with the USPS work methods and procedures, an retrieval of these papers on request. provides for reimbursement for storage awards system that rewards employees Because these papers are personal 25 percent of savings through increased of USPS records in Federal records property, they are removed from the productivity, and increased use of centers. It also provides for centers when a Member leaves office. reimbursement for reference services automation to reduce administrative However, centers' staff are available to performed by the National Personnel overhead. advise on the process of transferring Records Center involving postal money these papers to permanent repositories. orders and USPS personnel and pay Reimbursable Agreements records. Reimbursable agreements have been Additional reimbursable functions are Cost Study of the Federal negotiated with several Federal agencies performed at specific centers. The Records Centers to provide additional services on a Washington National Records Center, Continues for example, receives reimbursement for nationwide scale. These agreements substantial reference service on passport The Office of Management and provide that agencies will pay the records from the Department of State Budget has established a National Archives the costs of storing Governmentwide policy that requires and servicing their current, active files. and for processing the records of the Government of the District of Columbia. Federal agencies to obtain goods and Agreements are now in effect between The center in Dayton, OH, is services from the private sector when it the National Archives and the Internal reimbursed for reference on the Army is economical to do so (OMB Circular Revenue Service, the Social Security A-76). Under this directive, the Administration (SSA), the Veterans Reserve and National Guard payroll records, and the center in Denver, CO, National Archives is required to review Administration (VA), and the U.S. for the joint uniform military pay records certain internal functions in order to Postal Service (USPS). In addition, of the Air Force. determine if they can be provided by several agencies have negotiated reimbursable agreements with a single records center. The IRS agreement accelerates the transfer of tax returns to the records centers. In many of the records centers, tax returns are received only 10 weeks after being filed by the taxpayer. IRS reimburses the National Archives for all Federal Records Centers related storage and reference costs. Holdings by Agency Without this agreement, IRS would require extensive additional storage Legislative .7% capacity and staffing at each of its Judicial4.2% Executive Office .1% service centers. The SSA agreement also lowers Agriculture .9% Commerce 1.3% storage and servicing costs for SSA Treasury DOD2.4% service centers. Files normally would be Air Force 4.7% transferred to a records center when all 29% Education .3% claim activity had ceased; however, Energy 1% since the activity at the SSA service HUD2.3% centers has expanded beyond the Interior 1% capacity of their facilities, large blocks of Justice 4.4% active claim folders have been Navy Labor 1% transferred to six records centers. This State .9% fiscal year, SSA completed the transfer Transportation 1.1% of an additional 75,000 cubic feet of Courtesy .7% active records to the Kansas City Army Records Center. In exchange, SSA Independent reimburses the National Archives for all storage and document interfile costs at HHS the records centers.

18 the private sector at lower cost. Among efficient and effective organization." these functions are the records storage Price Waterhouse has completed the and servicing activities of the Federal second phase of the study, which is the records centers. Performance Work Statement (a To assist in this study, the National statement of work against which private Archives contracted with the accounting sector companies will prepare bids) and firm of Price Waterhouse. Price the Quality Assurance Surveillance Waterhouse completed the Plan. This plan is the standard of management study in fiscal year 1986 measurement for assessing the quality and found that "records centers possess of a contractor's performance. Price many qualities which could be favorably Waterhouse has also begun to estimate compared to their private sector the cost of continuing these storage and counterparts." The study concluded that servicing activities with Government their recommendations for improvement employees. It is expected that this study were merely "fine tuning of an already will be completed in 1989.

Office of Federal Records Centers Staff Assistant Archivist David F. Peterson 202-653-8450 Deputy Assistant Archivist Raymond A. Mosley 202-653-8377 Director, Field Operations Division Gregory A. Pomicter 202-653-8388 Director, Policy and Systems Division Lawrence J. Hines 202-653-8376 Director, Data Systems Center Joseph Griffin 314-263-7150 Director, National Personnel Records Center David Petree 314-263-7201 Director, Washington National Records Center ___ Ferris Stove! 301-763-7000

Federal Records Centers Directors and Locations Boston, MA ------Director, Clifford G. Amsler 617-647-8745 New York, NY Director, 0. R. Whitelock 201-823-7161 Philadelphia, PA Director, Charles T. Brogan 215-951-5588 Atlanta, GA Director, Thomas G. Hudson 404-763-7438 Chicago, IL Director, Robert L. Hutchinson 312-353-0164 Dayton, OH Director, Denis P. Paskauskas 513-225-2878 Kansas City, MO Director, Vacant 816-926-7271 Fort Worth, TX Director, James W. Mouat 817-334-5515 Denver, CO Director, Robert Svenningsen 303-236-0804 San Francisco, CA Director, David C. Drake 415-876-9003 Los Angeles, CA Director, Sharon L. Roadway 714-643-4420 Seattle, WA Director, Steven M. Edwards 206-526-6501

19 Chapter 4 Office of the Federal Register

ln the Office of the Federal Register, to Record Retention Requirements in final regulations, and official notices. most of the staff works in open editorial the CFR. Publications are distributed to all three space resembling the city room of a This year, pages of the Federal branches of the Federal Government. large metropolitan newspaper. Here are Register and the Code of Federal Five copies of the Federal Register, for edited and compiled the daily Federal Regulations were up 5 percent over the instance, are distributed daily to Register; the Weekly Compilation of previous year, and the slip law workload Members of Congress. Presidential Documents; the "slip laws" was the greatest in history. The staff Special workshops, seminars, and passed by Congress and signed by the also explored improved means of training sessions were conducted by the President; the annual books of the electronic production of publications Office this year to assist agencies in Code of Federal Regulations (CFR), and made progress toward other drafting and publication procedures. divided into four segments for quatierly automation goals (see chapter 9). The staff worked closely with the Office revision and issuance; annual editions of Management and Budget to of The United States Government Services to the Federal coordinate the publication in the Federal Manual, the Public Papers of the Government Register of multiagency "common rule" Presidents, and the United States documents. Statutes at Large; periodic finding aids The Office of the Federal Register The Office prepared an annual report ranging from daily to annual; and serves both the Federal Government on Federal agency organizational various other publications carrying and the public. For the Government, it changes for the Senate Committee on Government information, such as the is the central publication point for laws, Governmental Affairs; the report formed Privacy Act Compilation and the Guide Presidential documents, proposed and the basis for a committee print.

The United States Statutes at Large is one of many publications produced by the Federal Register in fiscal year 1988. Donald Zero, Gwen Henderson, William Smith, and Alfred Jones assign public law numbers and verify legal citations for the official text of laws. (Photograph by Elizabeth Mallonee.)

20 Se:n.rices to the Public during the fiscal year. These included laws passed at either the first or second Twenty thousand public subscribers as session of the highly active lOOth well as Federal agencies, the Congress, Congress, for the fiscal year bridged the courts, and depository libraries parts of both sessions. received the daily Federal Register Because of the high volume of laws during the year. The pages of at recent congressional sessions, new regulations, proposed regulations, processing procedures were instituted Presidential directives, and official and additional resources were assigned notices in the Federal Register this year to the slip law function to speed totaled 51,512-a 5-percent increase delivery of the printed laws. Two over the previous year. mammoth "hand enrollments" --bills More than one million copies of passed and signed in assembled form individual CFR volumes were sold to before final printing-were among the the public, and another 200,000 copies laws processed at the end of the first were distributed throughout the session. The special proofing Government. The number of pages rose requirements of such "hand to 107,844-also a 5-percent increase enrollments" are particularly over the previous year. The number of time-consuming. The two volumes of CFR books increased from 168 to 188. the 1985 United States Statutes at Because the regulatory information Large also were published. published through the Federal Register system affects so many areas of The 1988/89 edition of The United American life, public workshops are States Government Manual, an 896­ given by the Office. The workshops page publication used extensively within help a wide spectrum of users make full the Government and a "best-seller" to use of the publications and finding aids; the public, unveiled a new and easier­ 18 public workshops were held this year to-use format for listing key agency for 900 participants. Seven general personnel throughout the Government. sessions were held in Washington, DC, A 5-volume set of the 1986 Privacy and eight more in other cities: Boston, Act Compilation was published during Chicago, Denver, Kansas City (MO), the year. Because of a change made by New York, St. Petersburg, San the lOOth Congress, this Compilation Francisco, and Seattle. Two special will be published biennially rather than workshops were conducted for annually after the edition for 1987 is document librarians in Florida and New issued. The Compilation describes York State. systems of records maintained on Fifty-two issues of the Weekly individuals by Federal agencies. Compilation of Presidential Documents A second supplement to the 1986 were published during the year, as well Guide to Record Retention as two hardcover books in the Public Requirements in the CFR was published Papers of the Presidents series: the in the Federal Register. The new second book for 1984 and the first book supplement used in conjunction with for 1985, chronicling the Presidency of the 1986 Guide provides guidance to Ronald Reagan. the public on which records must be A record 3,781 pages of slip laws, kept, who must keep them, and how the largest in history, were published long they must be kept.

Office of the Federal Register Staff Director John E. Byrne 523-5240 Deputy Director Martha L. Girard 523-5240 Automation Services and Development Staff ___ Robert E. Jordan 523-5240 Legal Services Staff Frances McDonald 523-4534 Director, Executive Agencies Division Richard Claypoole 523-5240 Director, Presidential Documents and Legislative Division Robert E. Lewis 523-5240

21 Chapter 5 Office of Records Administration

Federal agencies collect, create, and has ceased. The schedules also identify Records Center. The final report use vast amounts of information every records of continuing value that are to provides an overview of the 5-year day. The National Archives provides be preserved in the National Archives project and describes the records, the assistance to agencies in managing this because they document the appraisal methodology, and the findings information. Effective records organization, policies, and activities of and conclusions drawn from the management ensures that agency the Federal Government or because appraisal. Schedules containing records adequately document the they contain information of high disposition standards for the different Government's activities, policies, and research value. classifications of case files have been organization; that needed information is During FY 1988, archivists in this prepared for transmittal to the available to users; and that when Office completed appraisal of more than Department of Justice. records are no longer required for 7,500 separate types or series of current use, the proper disposition is records. Some of the more important implemented. The Office of Records appraisal and disposition activities Independent Counsel Administration is the National Archives' conducted during the year are discussed Records primary agent for helping agencies in the sections that follow. manage records. The Office has two During FY 1988, the records divisions: the Records Appraisal and appraisal staff contacted four offices of Disposition Division and the Agency General Records Schedules Independent Counsel to ensure the Services Division. preservation of their records. The The National Archives published an Independent Counsel Reauthorization expanded and revised version of the Act (Pub. L. 100-191; 101 Stat. 1293, Appraisal and Disposition General Records Schedules (GRS), Dec. 15, 1987) mandates the transfer of Activities which provides disposition authority for Independent Counsel records to the types of records common to several or National Archives. Appraisal archivists The Office of Records Administration all agencies. The GRS enables Federal met with officials from the Independent determines the appropriate disposition agencies to dispose of records without Counsel offices investigating former for all Federal records, regardless of special National Archives approval. One Attorney General Edwin Meese and format. In the disposition process, highlight of the new GRS is its former Assistant Attorney General Federal agencies work with archivists to treatment of electronic records. The Theodore Olson. develop records schedules. The revision covers certain records created in agencies propose a retention period and office automation environments, as well a final disposition for records. National as mainframe statistical applications. Navy Department Records Archives appraisal archivists review and Other new items cover the Employee recommend approval or disapproval of Medical Folder, information resources National Archives appraisal archivists the proposals to the Archivist of the management triennial review files, the are working closely with the Navy on a United States. Determining which information collection budget, claims long-term project to appraise all Navy records warrant retention is one of the files, and performance records for records and update its 13-chapter most important archival functions. Senior Executive Service officials. Since records disposition manual. This year, The scheduling process is the the revision incorporates all GRS two chapters were completed: chapter foundation of effective agency control of changes approved since 1982, Federal 1, which covers records relating to its records. Through proper agencies now have all current military personnel and the programs of implementation of schedules, agencies authorities in one document. Navy educational institutions, including retain in office space only those records the U.S. Naval Academy, and chapter needed for current business. Other 4, which pertains to all aspects of records that may be needed Justice Department logistics, including foreign military occasionally, or that must be kept for a Litigation Case Files assistance programs and ship period of time for legal or other maintenance and repair activities. Seven reasons, may be retired to a storage This year, the National Archives of the manual's 13 chapters have been facility, usually a Federal records center. completed the long-term project to fully updated. The National Archives The schedules provide instructions for appraise and schedule Justice also approved the disposition of records the final disposition of the records. In Department litigation case generated by Navy oceanographic, most cases, records are destroyed after files-135,000 cubic feet of which are hydrographic, and meteorological their usefulness to the creating agency stored at the Washington National activities.

22 National Security Agency officials. During FY 1988, archivists produce binary chemical munitions Project appraised about 500 cubic feet of (nonlethal chemicals that combine to nonrecurring Lot Files, and most were form lethal agents after launching). In the spring of 1987, the National scheduled for transfer to the National Archives and the National Security Archives. The permanent records relate Agency (NSA) launched a joint effort to to a variety of subjects, including U.S. Information Programs develop comprehensive schedules for participation in the 1958 Brussels The Office of Records Administration NSA records. By the end of fiscal year World's Fair, international activities to develops a variety of resources for 1988, this project had resulted in NSA's assist refugees and displaced persons agency records managers to assist them submission to the National Archives of during the World War II period, and the in their records management programs. eight schedules containing disposition control of narcotics before World War II. These resources may be developed to authorities for nearly 800 series of NSA In addition, the National Archives meet the information needs of a single textual and nontextual, principally approved schedules for five major group or agency or may be created to electronic, records. component units of the Department and increase the awareness of all Federal applied these and other schedules to employees of their responsibility to 2,000 cubic feet of records. Bureau of Labor Statistics create and care for records. Schedules USIA Records The Bureau of Labor Statistics (BLS) The Records Administration has submitted over the past few years The U.S. Information Agency (USIA) Information Center eight schedules to cover all its records. is preparing comprehensive schedules In fiscal year 1988, National Archives for all elements of the agency. This The Records Administration appraisal archivists completed review of long-term project requires close Information Center was established in two BLS schedules covering nearly 700 cooperation between USIA and the January of 1986. The Center continues records series. The schedules were Office of Records Administration. to collect materials on the management applied to BLS records at the During this fiscal year, schedules were of recorded information and to Washington National Records Center. In approved for all geographic bureaus, disseminate information to Government addition, more than 1,000 cubic feet of the Secretariat staff, the U.S. Advisory employees and others with records records that were not covered by the Commission on Public Diplomacy, the management responsibilities and schedules were appraised separately. Office of the Inspector General, the concerns. Among the products available Office of Congressional Liaison, the film from the Center are packages of information on electronic records, Bureau of Economic festivals staff, the General Counsel, the Office of Research, and the Counselor. records management position Analysis Schedule descriptions, and records management software. Over the past few years, the National Temporary Commissions Archives has been working with the Bureau of Economic Analysis (BEA) on The National Archives provides Publications the development of a comprehensive, records management assistance to up-to-date schedule for BEA records. temporary committees, commissions, Publications now available cover a During fiscal year 1988, the National and boards established by Congress, the broad range of information Archives approved the schedule, which President, and Cabinet members. Upon management concerns. This year, the stands as a model of the integrated termination of these bodies, records National Archives published the scheduling of electronic and paper appraisal archivists are involved in the pamphlet Records Management and the records. In addition, an appraisal disposition of the records. This year, Law, which concisely presents the archivist applied the schedule to the records of the following temporary responsibilities for records management BEA records at the Washington commissions were appraised for transfer that have been assigned to Federal National Records Center and prepared to the National Archives: agencies by various laws. In addition, schedules for older records not covered. -The President's Commission on two popular publications from earlier National Archives staff are now working Privatization, created by President years were revised and reprinted. These with the Bureau's Deputy Director for Reagan to examine the relationship and are the booklet Evaluating Files Management to effect rapid transfer of proper roles of the Federal and private Maintenance and Records Disposition the electronic records scheduled for sectors; Programs and the pamphlet For the permanent retention. -The Presidential Commission on the Record: Guidelines for Federal Records Human Immunodeficiency Virus and Personal Papers. State Department Records Epidemic (AIDS Commission), Records managers in Federal agencies established to study the history and are eager to share information with the The Department of State maintains impact of the AIDS epidemic on National Archives and with each other separately from its central file a category American society; and about records management programs of records known as Lot Files. These -The President's Chemical Warfare throughout the Federal Government. records are of high research value Commission, charged with reviewing This year, the National Archives because they include documents that the overall adequacy of the U.S. continued to publish a newsletter, pertain to important issues and events chemical warfare posture, especially RECORDFACTS UPDATE, which and to prominent State Department whether or not the United States should appears three times a year. The

23 consist of a series of modules designed to improve control over the entire life cycle of all Government records, particularly those with permanent value. This year, the National Academy of Public Administration entered into a contract with the National Archives to perform a review of electronic recordkeeping in the Federal Government in terms of its current and potential effects on both the adequacy of the record and the evolution of records management methodology. A panel of distinguished experts from inside and outside Government has been convened to oversee the study, which will be completed in 1989.

Training The program to educate Federal employees about records and information management includes formal training courses, symposiums, and briefings for records and information management professionals. These educational activities are designed to appeal to many different, specific audiences.

Training Courses

Compared to last year, the number of training courses nearly doubled and Publications produced this year by the Office of Records Administration provide guidance and assistance to Federal agencies. (Photograph by Elizabeth Mallonee.) total enrollment increased from 193 to 335. Two new courses were added to newsletter provides information on National Archives programs and initiatives, agency records management programs, and available resources. The National Archives publishes a series of records management posters for the use of Federal agencies. This year, a new poster was issued that illustrates some of the types and sources of Federal records that become part of the National Archives. The caption on the poster is "The National Archives­ Entrusted with the Records of Our Nation's Government." Studies were completed during FY 1988 that defined requirements for the development of an automated system that will assist both the National Archives and Federal agencies. The Records Administration Information System (RAIS) will provide automated capabilities for consistent and comprehensive scheduling of all records Charles Brett of the Agency Services Division instructs a class of Federal employees from in Government custody. RAIS will various agencies in the fine points of files improvement. (Photograph by Nancy Olds.)

24 the basic courses "Files Improvement" Regulations and Land Management (BLM). BLM was and "Records Disposition." They are Guidelines on found in many respects to have an "Developing Records Schedules" and Records Administration effective program for ensuring that its "Electronic, Audiovisual, and Microform activities are adequately and properly Records." These courses were created The National Archives issues documented and for protecting its in response to the needs expressed by regulations and advisory information on permanent records. In particular, it has agencies. Each was developed by a wide variety of records management a carefully managed program of caring National Archives staff and was subjects, including adequate and proper for and updating its land status records presented to agency personnel in a documentation, files maintenance, and is in the process of planning an "trial run" before formal records disposition, micrographics, and automated system to replace the current implementation. audiovisual, electronic, and vital one. However, improvements are records. These regulations are published needed in the management of in 36 CFR Parts 1220-1238. This year, publications and of audiovisual, Other Training Services comprehensive new regulations were cartographic, and electronic records. drafted on electronic records Descriptions of older archival records This year, the National Archives·once management. These regulations address still in the custody of BLM and DOE again issued its annual Directory of the creation, maintenance and use, and were entered into a National Archives Records Administration Training disposition of all electronic records, data base on retained records. The data Programs in the Washington, DC, Area including numeric data files and data base provides a centralized mechanism and provided consulting services to bases as well as text information in an for recording and tracking older archival several agencies in planning their own office automation system. The National records that remain in agency custody, classes. Briefings were provided to Archives also issued guidelines stating thus ensuring their eventual transfer to individual agencies on a variety of that optical disks are not currently an the National Archives. records management topics, and the acceptable medium for the storage of Office staff were frequently featured permanent records to be transferred to speakers at conferences of professional the National Archives. The Intergovernmental associations, including the Data Records Project Administration Management Association and the National Association of Evaluations In January of 1988, the Archivist Government Archivists and Records appointed Frank B. Evans as Director Administrators. The National Archives conducts and Marie Allen as Deputy Director of records management evaluations in the Intergovernmental Records Project. Federal agencies under the authority of The purpose of the project is to facilitate Agency Guidance and 44 U.S.C. 2904. There are three types the exchange of descriptive information Assistance of evaluations: general evaluations of a about records across levels of single agency, special evaluations of a government, focusing on categories of Under 44 U.S. C. 2906, the National particular aspect of one agency's records that have traditionally been Archives is charged with evaluating the records management program, and dispersed among many archival records management programs of comparative evaluations of the records institutions through historical accident or Federal agencies and developing and management programs of a number of through the division of responsibility for issuing appropriate regulations. When agencies. Among the program activities administering Federal grants and agencies need more specialized that are reviewed are records schedule programs. Descriptive information guidance, staff members provide coverage and application, adequate and identified for these categories will be technical assistance on a case-by-case proper documentation, files entered into a national online data base. basis. maintenance, and the handling of In its first year, the project has permanent records. The subject agency launched three major initiatives. A pilot responds with a plan for implementing program involving the National Archives Agency Visits With the recommended improvements. Archivist and the State archives of Wisconsin and This year, the National Archives Virginia has begun testing procedures Responding to an invitation from Dr. completed an evaluation of the for the identification and description of Wilson to the head of each Federal Department of Energy (DOE) records seven categories of dispersed records. agency, agency directors, senior management program. An evaluation Each field branch is preparing a officials, and records officers from more team reviewed overall management of questionnaire to distribute to public and than 40 agencies met with the Archivist the program, the creation and private repositories in its region, during FY 1988. The visits maintenance of records, records focusing on these same categories of strengthened the relationship between disposition, records storage facilities, divided archives. The National Archives the National Archives and Federal and retained archival records. The team is also participating in the agencies in managing current records visited 22 headquarters offices and 15 NHPRC-funded Government Records and preserving permanently valuable field offices. Project, consisting of representatives records. Current records management The first in a new series of from 16 State and local archival issues, such as the life cycle of evaluations focusing specifically on the institutions. electronic records, were discussed at the management of permanent records was The Intergovernmental Records meetings. conducted this year in the Bureau of Project is part of the Archivist's

25 commitment to address archival issues represented by this project, offer the from a national perspective. In an era in possibility of developing more systematic which the paperwork explosion has and coordinated appraisal and retention multiplied the quantities of records procedures, sharing in the development without similarly increasing the of standards for using new technology resources of archival agencies, systems, and enhancing the usefulness cooperative endeavors, such as those of existing records descriptions.

Office of Records Administration Staff Assistant Archivist ------­James W. Moore 724-1453 Deputy Assistant Archivist Frank B. Evans 724-1453 Director, Agency Services Division Mary Ann Wallace 724-1453 Director, Records Appraisal and Disposition Division Kenneth F. Rossman 724-1457

26 The ublic and the ational Archives Previous page: Mr. and Mrs. Samuel Mihara of Huntington Beach. CA, stand in front of a photograph taken of Mrs. Mihara as a young girl just before she was sent to a Japanese relocation camp in 1942. The photograph was part of "The American Experiment: Living With the Constitution,'· a major National Archives exhibition celebrating the 200th anniversary of the Constitution. (Photograph by Susan Amos.)

28 Chapter 6 Office of the National Archives

The 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 rec9rds 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. Authority for the exercise of these functions stems from Title 44, U.S.C., Chapters 21, 31, and 33.

Accessions and Openings

The holdings of the National Archives continued to grow during FY 1988. The William Murlin, a Bonneville Power Administration (BPA) employee, displays vintage acetate staff accessioned approximately 34,000 disks of songs by folksinger Woody Guthrie that BPA presented to the National Archives in a cubic feet of additional material. The ceremony on October 15, 1987. (Photograph by Nancy Olds.) permanent records now constitute approximately 1.6 million cubic feet, including: " 4 billion textual (paper) documents " 111,000 reels of motion picture film ., 162,000 sound recordings " 5.3 million still pictures ., 1.8 million maps and charts ., 8,932,274 aerial photographs ., Over 1,000 reels of magnetic computer tape Among the openings of records this year, those relating to U.S. Army Vietnam (USARV) generated the most interest. On April 27, the first segment, comprising approximately 4,000 cubic feet (12 million pages), was opened to the public for research. Divisional records opened at this time include those of the 1st, 4th, 9th, 23d, and 25th Infantry Divisions; the 1st Brigade, 5th Infantry Division; the 3d Brigade, 82d Airborne Division; the 101st Airborne Division; and the 1st Cavalry Division (Airmobile). Records of other brigade units opened include those of the 173d Airborne Brigade (Separate); Assistant Archivist for the Office of the National Archives Trudy H. Peterson (center) witnesses the 1%th, 198th, and 199th Infantry Don M. Newman, Under Secretary of Health and Human Services (HHS), signing documents Brigades (Light); and the 11th Armored that transfer HHS records relating to its celebration of the 200th anniversary of the Constitution. Cavalry Regiment. Records of combat Suzanne White, historian of the Food and Drug Administration, also witnessed the signing on units below the brigade level that are April 7, 1988. (Photograph courtesy of Health and Human Services.)

29 "Battle of Ap Gu, March 31-Apri/ 1, 1967." Lt. Col. Alexander Haig is pictured at left. This photograph is from the organizational history files, 1st Infantry Division. which is part of the 4,000 cubic feet of materials of the U.S. Army Vietnam (USARV). This segment of records, which is part of a larger collection of approximately 24.000 cubic feet of records created between 1954 and 1975 and constitutes the central documentary records on the USARV in Southeast Asia, was opened for research in the Military Field Branch on April 27. 1988. Other segments will be opened in 1990 and 1992. (Photographer unknown.)

30 available for research include those performing infantry, armor, aviation, artillery, and cavalry functions, and those support units performing engineering, signal, maintenance, and medical functions. These records are part of a larger collection of approximately 24,000 cubic feet of records created between 1954 and 1975 by USARV, US. Military Assistance Command­ Thailand (MACTHAl), and U.S. Military Assistance Command-Vietnam (MACV). Together they constitute the central documentary record on the war in Southeast Asia. The next segment of these records, approximately 15,000 cubic feet, will be opened in April of 1990.

Reference Canadian judges examine the original wax seal and silver skippet of the Canada-Alaska Staff members provide reference boundary treaty. Dr. Milton Gustafson, Chief of the Diplomatic Branch (second from right). service on records by: explains the significance of the treaty. The jurists were briefed at the National Archives as part <> responding in person, over the of a meeting of Canadian and U.S. Federal judges sponsored by the Federal Judiciary Center. telephone, and in writing to October 19, 1987. (Photograph by Nancy 0/ds.) requests for information from or about records; " making original records available to cable television industry, which often collection of professional archival researchers in research rooms; includes historical film in its literature. " providing researchers with copies of programming. As a result, the Motion This year was one of renovation, records for a fee; Picture, Sound, and Video Branch expansion, and restoration in some "' preparing microform publications of experienced a 57-percent increase in public areas of the National Archives heavily used series of records; reference. Building. For instance, the Central researchers may purchase the To promote research access, the Research Room was returned to its publications from the National National Archives completed 16 original design and ambiance, while Archives or use them in National microfilm publications and published modifications to the research tables Archives research rooms. two major finding aids for large groups improved security. A major expansion During this fiscal year, the staff of records. The records filmed cover the and renovation of the research room at responded to 514,083 oral and written full range of Federal activities, including the Washington National Records requests for information from or about Journals of the U.S. Senate, U.S. Center were also completed this year. the records holdings. The responses district court records, and records of the Minor flooding associated with the consisted of 246,074 oral replies and Departments of War, State, and Justice. installation of a new sprinkler system in 268,009 written responses. The finding aids provide detailed the National Archives Building and a In FY 1988, the Office of the information about the records of the fire at the Washington National Records National Archives had 207,921 visits to Department of the Interior and the Center tested the National Archives' the research rooms: 106,799 in the accounting officers of the Department of disaster recovery plan. In both Washington, DC, area and 101,122 in the Treasury. As part of an effort to instances, quick action and emergency the 11 field branches. share knowledge with State archives, preservation measures prevented serious Following the decision of the lOOth the National Archives published its third damage to 6, 700 posters and 1,300 Congress to compensate Japanese Technical Information Paper, Cold cubic feet of textual records. Americans interned during World War Storage for Color Film Materials (see !I, the Office received an unprecedented appendix P). volume of requests for information from ODISS the records of the War Relocation The National Archives has Authority. The requests were arriving at traditionally been a leader in providing Since 1940, the National Archives a rate of 1,000 per week by June. A training in the archival profession. As has microfilmed selected groups of special team worked to respond to these part of this continuing effort, the records that have high research value. requests through August. In September, National Archives Library established The chief purposes of the program are the Department of Justice assumed the the Archives and Libraries Information to make archival sources more easily burden of verifying internment. This Center (ALIC), which will provide accessible to libraries, research centers, year also saw a significant growth in the bibliographic information on the library's scholars, and the general public and to

31 prevent damage to original records the select committee. These records are memory for the committees of the through heavy reference use. While closed for 50 years under present House and the Senate, the Division is microfilm serves these purposes, House rules. The House Iran-Contra often called on to lend records to advances in techniques of image Committee is publishing 40 volumes of congressional committees for current reproduction led the Archivist to appendixes to the Report of the legislative business. The Division establish a project to test the Congressional Committees Investigating Director and the Director of applicability of digital imaging the Iran-Contra Affair. The volumes Congressional Relations Staff met with technology as a means of preserving include declassified depositions, source staff members of each committee and increasing accessibility to records. documents, and a chronology of throughout the year to discuss records The Optical Digital Image Storage events. They will be available for use at matters and the programs of the System (ODISS) pilot project involves the National Archives Library and at National Archives and the Legislative the digitizing of the compiled service depository libraries nationwide. Archives Division, and to ensure that records of Confederate soldiers who loans of records to committees were served in organizations from the State Reference correctly and promptly made and of Tennessee. The project began this returned. year with staff preparing the records Because the congressional records in Public interest in the historic records and performing the necessary the Division serve as the historical of Congress continued to increase. preservation actions. Training and actual operations began in June. If the ODISS pilot project proves successful, the technology may offer an alternate way to preserve and make available the wide range of heavily used records in a national network of remote terminals throughout the United States. (See chapter 9 for further details.)

Legislative Archives Division.

The Legislative Archives Division of the National Archives continued to work closely with a number of congressional offices on critical records projects during FY 1988. The Division also prepared for the 200th anniversary of the U.S. Congress.

The Legislative Archives Division received 125 cubic feet of records from the Senate Select Committee on Secret Military Assistance to Iran and the Nicaraguan Opposition (Iran-Contra Affair). The records include the public hearings transcripts, committee press releases, and videotapes of the hearings. These records are available to the public. The remaining records from the Senate Iran-Contra Committee are in the custody of the Senate Select Committee on Intelligence and are not available to the public for 20 years. The Division also received 530 cubic feet of records of the House of Representatives Select Committee to Investigate Covert Arms Transactions Archivist Robert Coren, standing, and Archives Technician John Lemanowicz, of the Legislative with !ran (Iran-Contra Affair). The Archives Division, review declassified records of the U.S. Senate Select Committee on Secret records include investigation files, Military Assistance to Iran and the Nicaraguan Opposition. These records are part of 125 cubic depositions, legal papers, feet of records accumulated by the Senate Select Committee during the investigation, which memorandums, and correspondence of were transferred to the National Archives in February of 1988. (Photograph by Amy Young.)

32 Family historians seeking information Congress (1881) records at year's end. systematically and to declassify most from the Southern Claims Commission Approximately 1,900 cubic feet of records more than 30 years old. Many records within the records of the House records were processed by the Division records from the cold war era require of Representatives are the most holdings maintenance staff in FY 1988. page-by-page review. Documents numerous users of congressional containing information that remains records. This year, scholarly researchers Bicentenary of Congress sensitive are withdrawn and are not focused on the Joint Atomic Energy available to researchers until they are Committee records and the The writing of two guides to the reviewed again and ultimately development of atomic weapons, the records of the House and the Senate at declassified. Declassified documents and Senate Foreign Relations Committee the National Archives for the parts of documents declassified by records and U.S. post-World War II Bicentenary of Congress was almost agency direction are placed in files as foreign policies, and the Senate Internal completed during the fiscal year. The soon as possible. Security Subcommittee records and the more than 50 chapters describe the McCarthy era. records of each committee as well as the administrative records of Congress. Researcher-Initiated Review Videotapes of The guides will be published in February of 1989. When researchers are confronted with Congressional The Division is also assisting in the Proceedings notices of withdrawal of preparation of a number of publications security-classified information, they may and exhibits related to the bicentennial An agreement was reached in formally request a declassification celebration. The exhibitions at the January of 1988 between the Clerk of review. These requests are submitted Senate Russell Building, the House the House, the Archivist, and the under the provisions of the Freedom of Cannon Building, the Library of Librarian of Congress to ensure that Information Act or under the mandatory Congress, several museums in videotapes of the floor proceedings of review provisions of Executive Order Washington, and the National Archives the House from 1983 to the present will 12356. The National Archives refers the will include records from both Houses. be transferred to and available at both security-classified documents to the The year-long celebration will include institutions. Senate Resolution 459, responsible agency. The agency then many events to highlight the history and passed by the Senate on September 14, reviews the documents for possible the records of Congress at the National 1988, provides for the transfer of the release in whole or in part. Researchers Archives. videotapes of the Senate floor also may request an informal review of proceedings to both institutions. The records not previously reviewed for Senate began taping its sessions in Records Declassification declassification. If the records are more 1986. The Office of the National Archives than 30 years old, the agency performs two kinds of declassification declassification review guidelines are House 50-Year Rule activities-systematic review and applied and many of the classified records are promptly released. The Archivist and others testified researcher-initiated review: Much of the systematic before the House Subcommittee on declassification accomplished this year is Rules of the House on June 15, 1988, Systematic Review the result of two continuing efforts in favor of House Resolution 419, Pursuant to Executive Order 12356, funded in part by the agencies whose which would reduce the restriction on the staff reviews security-classified records were reviewed: access to House records to 30 years. records and donated historical materials (1) Almost one million classified The resolution passed both the in the custody of the National Archives pages of pre-1955 headquarters records subcommittee and the full Rules and Presidential libraries using of various agencies that preceded the Committee, but was not approved by guidelines prepared by Federal agencies Agency for International Development the full House during the lOOth having jurisdiction over the information. were reviewed. Only 23,000 pages Congress. These guidelines provide the National were determined to require continued Archives with the authority to review security protection. Projects

Several major projects in the Division were completed during the fiscal year. The microfiche publication of the records of the Southern Claims Classified Commission (Ml407) is available in the Pages Pages Pages Microfilm Reading Room. The Reviewed Withdrawn Declassified publication includes the files of more Systematic 2,880,124 167,663 2,712,461 than 15,000 claimants on 4,829 FOIA Review 97,939 26,450 71,489 individual fiche. EO 12356 Review 30,432 23,019 7,413 The holdings maintenance project of Totals* 3,008,495 217,132 2,791,363 unfolding, flattening, and refiling in acid-free containers the 19th-century 'These figures include declassification review performed by the Office of the National congressional records reached the 46th Archives and the Office of Presidential Libraries.

33 (2) About 370,000 classified pages Because of these locally and nationally survey of possible new sites for the from the Department of State's central significant records and microfilm copies, Branch and identified those sites that decimal files, 1955-59, and various Lot the field branches attract a large number will be explored further in FY 1989. Files through 1959, were reviewed. of researchers, more than 101,000 in Final plans for expanding the archival Almost 56,000 pages were found to FY 1988. storage area of the Fort Worth Branch require continued security protection During this fiscal year, the Office were drawn; actual construction is among these records. The records continued to improve the quality of expected to begin next year. reviewed this year primarily related to space that some field branches occupy. The field branches have continued to East Asia and the Pacific and Western Renovation of office and research space reach out to their local communities. In Europe. in the Kansas City Branch was FY 1988, the branches conducted 105 More than 17 million pages of completed during the year, and action genealogical workshops for 2,218 records, containing both classified and was begun to relocate the branch to a people. They also conducted 15 unclassified documents filed together, site closer to local cultural and workshops for 985 teachers on how were examined in 1988. These reviews educational institutions. Construction of materials from the National Archives included 5.5 million cross-reference office space for the Director of the San can be used in curriculum development. sheets to the 1941-47 records of the Francisco Branch was completed during In addition, the staff delivered 165 Adjutant General of the Army; records the fiscal year. Significant progress was speeches to colleges, genealogical of the Panama Canal Administration, made on relocating the New York groups, schools, and professional 1935-60, and the wartime Military Branch from its location at the Military associations, reaching a total of 7,305 Government in Hawaii; and alien Ocean Terminal, Bayonne, NJ, to a people; sponsored 140 tours and open internee case files, 1941-47. more accessible site in lower Manhattan. houses of their repositories for 1,876 An appropriation to cover the cost of people; and provided extensive the move was approved by Congress at technical assistance to Federal, State, National Archives Field the end of the fiscal year, and the and local agencies and to private Branches General Services Administration office organizations. During the year, the field in New York City carried out a market branches displayed exhibitions at 44 The Office of the National Archives operates 11 field branches in or near Boston, New York, Philadelphia, Atlanta, Chicago, Kansas City, Fort Worth, Denver, Los Angeles, San Francisco, and Seattle. Each of the branches provides a full range of archival activities and programs to the public. These repositories accession, from Federal offices across the country, records that relate to the local and regional history of a particular area, such as the Tennessee Valley Authority or the Government of American Samoa. They include records of U.S. district courts and courts of appeals and of U.S. attorneys and marshals. During this fiscal year, the field branches accessioned 18,574 cubic feet of records. This brings the total holdings of the field branches to 382,382 cubic feet. To make the holdings of the National Archives as accessible as possible, the branches have reference copies of those National Archives microfilm publications most in demand. These publications include all Federal population census schedules, 1790-1910; selected military service and pension records; selected passenger arrival lists; records relating to the adoption of the Constitution and the initial establishment of the Federal Government; and records relating to Visitor to the National Archives-San Francisco Branch viewing "Fulfilling the Promise: The exploration and development of the U.S. Constitution in California Life," a traveling exhibition cosponsored by the National Western States. Currently, each branch Archives-San Francisco Branch and the American Civil Liberties Union, June 6, 1988. has about 49,000 rolls of microfilm. (Photograph by Waverly Lowell.)

34 Field Branch States Served

Director: James K. Owens Connecticut, Maine, National Archives-Boston Branch Massachusetts, 380 Trapelo Road New Hampshire, Rhode Island, Waltham, MA 02154 and Vermont 617-647-8100

Director: Robert C. Morris New Jersey, New York, National Archives-New York Branch Puerto Rico, and the Building 22-Military Ocean Terminal Virgin Islands Bayonne, NJ 07002-5388 201-823-7252

Director: Robert J. Plowman Delaware, Pennsylvania, National Archives-Philadelphia Branch Maryland, Virginia, and 9th and Market Streets West Virginia Philadelphia, PA 19107 215-597-3000

Capt. Jack B. Austin, Commanding Officer, Director: Gayle P. Peters Alabama, Georgia, Florida, Philadelphia Naval Station, viewing artifacts National Archives-Atlanta Branch Kentucky, Mississippi, from the ship Modern Greece at the opening 1557 St. Joseph Avenue North Carolina, of ''The Spoils of War: Running the East Point, GA 30344 South Carolina, and Tennessee Blockade During the Civil War," an exhibition 404-763-7477 of Civil War prize cases at the National Archives-Philadelphia Branch, January 28, 1988. (Photograph by Robert J. Plowman.) Director: Peter W. Bunce Illinois, Indiana, Michigan, National Archives-Chicago Branch Minnesota, Ohio, and 7358 South Pulaski Road Wisconsin Chicago, IL 60629 312-581-7816 governmental, educational, or cultural institutions across the country. An indispensable part of the branches' Director: R. Reed Whitaker Iowa, Kansas, Missouri, and outreach activities is the volunteer force, National Archives-Kansas City Branch Nebraska which grew this year from 283 to 339. 2312 East Bannister Road During the year, the field branches Kansas City, MO 64131 began planning a major nationwide 816-926-7271 commemoration of the 200th anniversary of the Judiciary Act of Director: Kent C. Carter Arkansas, Louisiana, 1789, to take place in late 1989. The National Archives-Fort Worth Branch New Mexico, Oklahoma, and branches, which maintain the historically 501 West Felix Street (building address) Texas valuable records of the U.S. district and P.O. Box 6216 (mailing address) appeals courts, will mark the 200th Fort Worth, TX 76115 birthday of the act with a poster 817-334-5525 exhibition to be displayed in Federal courts, schools, public libraries, and other cultural institutions; a poster Director: Joel Barker Colorado, Montana, facsimile of the Judiciary Act to be sent National Archives-Denver Branch North Dakota, South Dakota, to all Federal judges; radio broadcasts Building 48, Denver Federal Center Utah, and Wyoming about significant cases, events, and Denver, CO 80225 court officials in each region; 303-236-0818 publications and articles about the courts and the court records in the Director: Diane S. Nixon Arizona, the southern branches; mock trials, naturalization National Archives-Ins Angeles Branch California counties of ceremonies, and other public events on 24000 Avila Road (building address) Imperial, lnyo, Kern, or about September 24, 1989; essay P.O. Box 6719 (mailing address) Los Angeles, Orange, contests; and open houses. Laguna Niguel, CA 92677-6719 Riverside, San Bernardino, Planning also began for activities to 714-643-4220 San Diego, San Luis Obispo, mark, in 1989, the 20th anniversary of Santa Barbara, and Ventura; the establishment of the field branches. and Clark County, Nevada

35 Director: Waverly B. Lowell California, except southern National Archives-San Francisco Branch California, Hawaii, Nevada, 1000 Commodore Drive except Clark County, and the San Bruno, CA 94066 Pacific Ocean area 415-876-9009

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

Office of the National Archives Staff Assistant Archivist Trudy H. Peterson 202-523-3130 Deputy Assistant Archivist Michael J. Kurtz 202-523-3130 Director, Field Archives Division John M. Scroggins 202-523-3032 Director, Records Declassification Division _ Edwin A. Thompson 202-523-3165 Director, Civil Archives Division Daniel T. Goggin 202-523-3108 Director, Central Information Division Milton Gustafson 202-523-3141 Director, Legislative Records Division __ R. Michael McReynolds 202-523-4185 Director, Military Records Division (Vacant) 301-763-1083 Director, Preservation Policy and Services Division ------­ Kenneth E. Harris 202-523-3159 Director, Special Archives Division William H. Cunliffe 202-523-3208

36 Chapter 7 Office of Presidential Libraries

The Office of Presidential Libraries addition to making these materials Establishment of a administers eight Presidential libraries available for the widest possible use by Presidential Libraries and the Nixon and Reagan Presidential­ scholarly researchers, the libraries offer Advisory Committee Materials Projects staffs. The libraries programs designed to give the general preserve the papers and other historical public a better understanding of This year, the Archivist established materials of Presidents Hoover, individual Presidents, the institution of the Advisory Committee on Presidential Roosevelt, Truman, Eisenhower, the Presidency, and the American Libraries consisting of nine members Kennedy, Johnson, Ford, and Carter. In political system as a whole. who have been closely associated with

On May 12, Dr. Wilson announced the establishment of the Advisory Committee on Presidential Libraries. The nine-member committee met for the first time at the National Archives Building on November 11, 1988. Pictured here are committee members and National Archives representatives. Left to right: John Fawcett, Assistant Archivist for Presidential Libraries; Harry J. Middleton, Director of the Johnson Library; Robert J. Lipshutz, attorney and treasurer of the Carter Presidential Library, Inc.; Don W Wilson, Archivist of the United States; George M. Elsey, president emeritus of the American Red Cross; Caroline B. Kennedy, president of the Kennedy Library Foundation; W Thomas Johnson, publisher of the Los Angeles Times; David Eisenhower, University of Pennsylvania faculty; Martin J. Allen, Jr., banking executive and director of the Gerald R. Ford Foundation; William J. uanden Heuuel, president of the Franklin and Eleanor Roosevelt Institute; Claudine J. Weiher, Deputy Archivist of the United States; and Jeremiah Milbank, president of the J. M. Foundation. (Photograph by Susan Amos.)

37 the development and operation of the president emeritus of the American Red Hoover Library activities and who is Presidential libraries. The Committee's Cross, who was instrumental in the involved with the development of the ,,i:f twofold purpose is to recommend to the development of the Truman Library; W. Nixon and Reagan Libraries; Frederick Archivist ways in which the libraries' Thomas Johnson, publisher and chief J. Ryan, Jr., Assistant to the President programs can more effectively reach the executive officer of the Los Angeles and a member of the board of directors public at large and to advise the Times and president of the Lyndon of the Ronald Reagan Presidential planners of future Presidential libraries. Baines Johnson Foundation; Caroline Foundation; and William J. vanden Advisory Committee members are: B. Kennedy, daughter of the late Heuvel, former U.S. ambassador and Martin J. Allen, Jr., banking executive President and president of the Kennedy currently president of the Franklin and and chairman of the board of the Library Foundation; Robert J. Lipshutz, Eleanor Roosevelt Institute. The Gerald R. Ford Foundation: David attorney, who serves as treasurer of the committee will hold its first meeting at Eisenhower, grandson of the former Carter Presidential Library, Inc.; the National Archives in fiscal year President and author of a recent Jeremiah Milbank, president of the J. 1989. biography of him; George M. Elsey, M. Foundation, who has supported

Following the meeting at the National Archives, committee members met with President Reagan at the White House to discuss plans for the Reagan library. From left to right: Caroline B. Kennedy, William J. uanden Heuvel, Don W Wilson, and Ronald Reagan. (Photograph by Pete Souza.)

38 Progress on the Reagan to accept the foundation's offer. Officials them suitable for the preservation of Library of Stubbins Associates, Inc., the some 60 million pages of records, architects of the library, met several 23,000 three-dimensional objects, ln accordance with the Presidential times during the year with the Office of thousands of still pictures, and hundreds Libraries Act of 1986, the Archivist Presidential Libraries staff to discuss of hours of motion picture film, submitted to Congress on May 9, 1988, refinements in the design of the building audiotape, and videotape. a report that included the Ronald that will enable it to meet standards set Reagan Presidential Foundation's offer by the Archivist. Accessions to construct a $43 million facility in Simi From the end of the Reagan Valley, CA, and make it available to the administration in 1989 until the The Presidential libraries conduct an Government without title; the completion of the library in 1991, the active solicitation program to acquire foundation's assurance of continued Reagan materials will be stored at two additional materials related to their financial support of the library's public sites in the Los Angeles area. The holdings. Noteworthy among this year's programs; and an estimate of $!.8 Office of Presidential Libraries worked accessions of manuscript collections million as the annual cost to the with the General Services were the papers of former U.S. National Archives for maintaining, Administration to secure space in a Attorney General Herbert Brownell, operating, and protecting the library. On building in west Los Angeles and in the accessioned by the Eisenhower Library. August 9, 1988, after the report had lain facility that houses the National The Truman Library increased its before Congress for 60 days of Archives field branch and records center collection of the papers of former continuous session without action, the in Laguna Niguel. Both buildings are Secretary of the Treasury John W. Archivist was automatically empowered undergoing modifications that will make Snyder. There were also accretions to

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39 the Ford Library's collection of the papers of former Federal Reserve Board Chairman Arthur F. Burns. The papers of Department of Agriculture economists Bonney Youngblood and Maurice Cooper, dealing with various aspects of the U.S. economy from 1926 to 1965, were acquired by the Hoover Library. Several small collections donated to the Johnson Library document how President Johnson's campaigns for Congress and the Presidency were conducted in Texas on the county and State levels. Among the Kennedy Library's audiovisual accessions was a collection of photographs of memorials to President Kennedy in all 50 States and many foreign countries. A copy of a photograph taken of President Roosevelt on April 11, 1945, the day before his death, was acquired by the Roosevelt Library. This year's accessions brought the Presidential libraries' total archival holdings to 210,704,298 pages of manuscript material, 3,438,580 photographs, 13,354,084 feet of Left to right: Michael L. Gillette, Johnson Library, Anna K. Nelson, American University, motion picture film, and 44,406 hours Raymond H. Geselbracht. Nixon Materials Project, and William W Moss, Smithsonian of audio and video recordings. Institution, participate in the panel discussion "Presidential Library Oral History Programs: Multiple Perspectives" at the spring OHMAR (Oral History in the Mid-Atlantic Region) conference cosponsored by the National Archives, March 14. 1988. (Photograph by Nancy Openings Olds.)

The Nixon Presidential Materials Project staff opened additional parts of the White House central files, bringing the total number of pages of accessible Nixon material to 4 million. Among the Presidential materials opened at the Carter Library were the files of Carter aide Hamilton Jordan and parts of the files of the Domestic Policy Staff, the Press Office, and the Office of Counsel. The Ford Library made available a file kept during the Ford administration that contains copies of all documents that the President had drafted, annotated, or initialed. The Kennedy Library opened for research a transcript that was prepared by former National Security Adviser McGeorge Bundy from tape recordings of three high-level meetings that President Kennedy held on October 27, 1962, to deal with the Cuban missile crisis. More than 1,000 pages of documents on U.S. relations with Laos in 1964 were declassified and released to the public at the Johnson Library. In addition to reviewing 2 million pages of manuscript material for public From left to right. the late Charles Levine, Deputy Director, National Commission on Public access, the Presidential libraries Service, former U.S. Senator Edmund Muskie, and Archivist David Humphrey inspect a file on provided reference service to 4, 178 Senator Muskie's correspondence with President Johnson during a tour of the Johnson Library researchers. They also responded to stacks, March 22, 1988. (Photograph by Frank Wolfe.)

40 11,534 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 publication of works based on such research, the libraries are indebted to the organizations of private donors that support their programs. This year, these auxiliary organizations disbursed a total of $168,177 in research grants to scholars and graduate students. The D. B. Hardeman Prize of $1,500, awarded by the Lyndon Baines Johnson Foundation for the best book on Congress published in a 2-year period, went this year to Paul Light for Artful Work: The Politics of Social Security Reform (Random House, 1985). Winners of the Harry S. Truman Institute's award of $5,000 for the best work on the Truman period published in a 2-year period were Walter Isaacson and Evan Thomas for The Wise Men (Touchstone, 1987), a book dealing with six men who were instrumental in shaping American foreign policy during the cold war years. The Kennedy Richard Norton Smith, Director of the Hoover Library, receives an award on behalf of the Library awarded prizes of $500 each to library from Iowa Governor Terry E. Branstad, July 18, 1988. The certificate was in recognition seven Massachusetts teachers for their of the popular success of the exhibition "39 Men," which featured more than 250 Presidential instruction to students on issues of artifacts. (Photograph by J. Patrick Wildenberg.) global significance. Two Presidential libraries will benefit from gifts made to their support organizations this year. A $500,000 gift to the Gerald R. Ford Foundation from former Secretary of the Treasury William E. Simon will be used to support a lecture series to be held alternately at the Ford Library in Ann Arbor, MI, and the Ford Museum in Grand Rapids, MI. The Kennedy Library Foundation received endowments of $50,000 and $72,000 from the Marjorie Kovler Fund and former Kennedy aide Theodore Sorensen, respectively. Interest from these endowments will be used to fund research fellowships at the library.

Programs for the General Public The Presidential libraries displayed some of the 203,193 three-dimensional objects among their holdings in exhibitions on the life and times of the Presidents and significant events in the Political cartoon by J. N. Darling depicting Dwight Eisenhower, Joseph Stalin, and Winston Nation's history. This year, 1,285,310 Churchill at the negotiating table. The cartoon is part of an exhibition "Political visitors came to the libraries' museums Cartoons-Politics and Humor," which opened April 24, 1988, at the Eisenhower Library. to see a variety of exhibitions. (Copyright permission granted from the University of Iowa.)

41 Mauldin. The Truman Library observed Carter Library, was hosted by four the 1988 Presidential election year by former First Ladies under the mounting an exhibition of photographs sponsorship of the library, the Carter and objects documenting President Center of Emory University, and Truman's 1948 "whistlestop" campaign. Georgia State University. The 1,800 An exhibition at the Carter Library, conferees attended workshops dealing funded by the Jimmy Carter Inaugural with the influence of women on the Trust Fund, featured photographs and shaping of the Constitution and the commemorative objects of various effect of the Constitution on women. Presidential inaugurations. The trust Among the featured speakers were fund also produced a 30-minute Supreme Court Justice Sandra Day documentary film, narrated by Walter O'Connor; former Members of Cronkite, to celebrate the 200th Congress Bella Abzug, Geraldine anniversary of the Presidency. Entitled Ferraro, and Barbara Jordan; and civil "The Presidential Inauguration," the film rights activist Coretta Scott King. The explores the history and traditions of the Kennedy Library organized a forum on inaugural ceremony and the peaceful the occasion of the 25th anniversary of transfer of power. the signing of the Nuclear Test Ban Other public programs at the Treaty. Participating in the discussion libraries-including conferences, were treaty negotiator Carl Keysen, lectures, films, commemorative events, former Atomic Energy Commission and seminars-attracted more than Chairman Glenn Seaborg, and Soviet Public affairs specialist Christopher Gearin 82,000 visitors. Women and the Ambassador to the United States Yuri and television journalist Walter Cronkite in Constitution, a conference at the Dubinin. A symposium at the Johnson front of the National Archives Building. Cronkite filmed a portion of "The Presidential Inauguration." a documentary film on inaugurations. at the National Archives on June 3, 1988. The film was produced by the Jimmy Carter Inaugural Trust in cooperation with the Office of Presidential Libraries. (Photograph by Nancy Olds.)

"Thirty-Nine Men," an exhibition at the Hoover Library of more than 200 personal items of the Presidents, attracted a record 100,000 viewers to the library during the year. Among the objects on display were George Washington's sabre, Andrew Jackson's tailoring tools, Woodrow Wilson's walking stick, Calvin Coolidge's mechanical horse, and President Reagan's cowboy boots. The Johnson Library's exhibition on the Korean war featured original documents of President Truman and Gens. Douglas MacArthur and Matthew Ridgway, as well as uniforms and weapons. "Anchors Aweigh: The Naval Days of Five Presidents" was an exhibition at the Ford Library that displayed records and artifacts documenting the World War li naval experiences of Presidents Kennedy, Johnson, Nixon, Ford, and Carter. Among the items featured in the Yuri Dubinin, U.S.S.R. Ambassador to the United States, speaks at a press conference at the Eisenhower Library's exhibition of Kennedy Library to mark the 25th anniversary of the Nuclear Test Ban Treaty, April11, 1988. political cartoons were an original Senator Edward M. Kennedy (D-MA) is at right. The library sponsored several activities, Thomas Nast cartoon of the 1870's and including a symposium and a visit by 15 of the symposium participants to local high schools an original World War II cartoon by Bill and colleges to discuss nuclear issues with students. (Photograph by Allen Goodrich.)

42 Library, sponsored by the Domestic Policy Association, brought 50 U.S. and 50 Soviet citizens together for discussions on issues of mutual interest. At the Kennedy Library, Life magazine brought political strategists and observers together for a discussion of the similarities and differences between the 1960 and the 1988 Presidential campaigns. Lecture and film series offered at the libraries included the Ford Museum's Great Decisions lecture series on Western Europe, U.S.-Mexican relations, the Middle East situation, and political changes in the U.S.S.R. The Kennedy Library initiated an author series with lectures by economist John Kenneth Galbraith, former Massachusetts Governor John Volpe, and Gerald Sullivan and Michael Kenney, the authors of a book on Television journalist Charles Kuralt, center, received the 1988 Harry S. Truman Public Service Joseph Kennedy. The Ford Museum's Award. Attending the May 6, 1988, ceremony on the steps of the Truman Library are, left to annual political film series featured right: Elder Scott Sinclair (Independence Ministerial Alliance), Truman Library Director Benedict documentaries on such political leaders K. Zobrist, Sue Gentry (a local journalist who covered the Trumans for many years}, and as Abraham Lincoln, John F. Kennedy, Charles Kuralt. (Photograph by Niel M. Johnson.) Huey Long, and ldi Amin. "First Lady Lou," a one-person play based on the Hoover Library's collection of Mrs. May at the Truman Library in honor of both humorous and serious portraits of Hoover's personal papers, made its the President's birthday on May 8, news the President done by American successful debut at that library. correspondent Charles Kuralt and citizens. The first 750 visitors were Several commemorative gatherings former Federal Reserve Board treated to a free piece of birthday cake took place at the libraries on the Chairman Paul Volcker received awards and a miniature American flag. In anniversaries of important events in the for their public service. President Ford's honor of former First Lady Claudia lives of the Presidents and First Ladies. 75th birthday was celebrated on July 14 Taylor Johnson's 75th birthday, the During Truman Week, observed each at the Ford Museum with a display of Johnson Library displayed photographs

More than 1,500 people visited the Gerald Ford Museum on July 14, 1988, in honor of President Ford's 75th birthday. The museum, which serves as a focal point of cultural activity in Grand Rapids, sponsored 12 film programs and 6 exhibitions this year. (Photograph by Richard L. Holzhausen.) of key events in her life and the gold the Eisenhower Library, staff members hours of their time as tour guides for medal that the Congress had struck for described and displayed 926 different groups of museum visitors. her 1988 Jubilee Year. Political and foreign-language documents among the social commentator William F. Buckley, library's holdings and provided each Staff Appointments Jr., was the keynote speaker at the conferee with a list of research topics in annual banquet in observance of French, German, and Spanish that The Archivist appointed John Fawcett Herbert Hoover's August lOth birthday. could be completed by students during as Assistant Archivist for Presidential The 2-day event at the Hoover Library a 1-day field trip to the library. Libraries in October of 1987. Before also included a "Hooverball" An important part of the libraries' assuming oversight of the Presidential tournament, played with a replica of the public programs is the tour program. libraries system, Mr. Fawcett served for 8-pound medicine ball that President Tours are especially designed for 18 years as archivist and administrator Hoover exercised with. elementary and secondary school in the Hoover and Johnson Libraries. The libraries worked closely with classes, senior citizen groups, and He spent an additional 8 years in the nearby schools and colleges to develop convention groups. This year, the Ford Office of Presidential Libraries' central curriculum topics based on the libraries' Museum offered a "Presidential election office as the assistant to former Assistant holdings and to encourage students to tour" that emphasized the exhibits on Archivists Herman Kahn, Daniel J. use the source materials. Social studies the Ford-Carter election of 1976 and Reed, and James E. O'Neill. Mr. teachers participating in a summer gave each visitor the opportunity to step Fawcett was also executive director of course at Bard College used primary into a booth and cast a "vote" for one the Herbert Hoover Presidential Library sources from the Roosevelt Library's of the 1988 Presidential candidates. Association, lnc., for 5 years. He holds holdings to prepare sample lesson units. During the national convention in degrees from the Universities of Iowa A workshop for teachers, held at the Atlanta of the Democratic Party, the and Texas. Kennedy Library, dealt with the Carter Library staff gave tours to 46 Richard Norton Smith became influence of nuclear capability on present and former U.S. Senators, Director of the Hoover Library in aspects of American life. Programs at present and former House Speakers November of 1987. He is a graduate of the Kennedy Library for high school Jim Wright and Tip O'Neill, 22 State Harvard University and the author of students included a conference on governors, 7 former Presidential five books, one of them on Herbert poverty, a program in memory of candidates of the Democratic Party, and Hoover. Most recently, Mr. Smith was Robert F. Kennedy that focused on hundreds of delegates. At several of the an aide to U.S. Senator Pete Wilson community service activities, and a libraries, the tours are conducted by (R-CA). workshop for 25 students interested in volunteers from the local community Charles U. Daly assumed the politics. At a meeting of the Kansas who are interested in American history directorship of the Kennedy Library in Foreign Language Association held at and who enjoy making library holdings January of 1988 after a career that meaningful to visitors. Twelve high included service as an aide to school students who are enrolled in the Presidents Kennedy and Johnson and Kennedy Library Corps researched and an administrator at several universities wrote the script of a tour and then gave and foundations. He was president of the tour each week during the school the Joyce Foundation in Chicago for 8 year to visiting senior citizen groups. years before coming to the Kennedy The Johnson Library's 114-member Library. Mr. Daly is a Yale University volunteer organization donated 8,807 graduate.

Office of Presidential Libraries Staff Assistant Archivist ______John Fawcett 202-523-3212

Deputy Assistant Archivist ______DavidS. Van Tassel 202-523-3073

Director, Nixon Presidential Materials Project Staff ______James J. Hastings 703-756-6498 Office of Presidential Libraries National Archives Washington, DC 20408

Director, Herbert Hoover Library ______Richard N. Smith 319-643-5301 As part of its outreach program, the Parkside Drive Roosevelt Library sponsored the series of P.O. Box 488 Research Programs for Secondary Schools. Pictured here is the Haviland Junior High West Branch, lA 52358 School 8th-grade history class learning research techniques in the Roosevelt Library Director, Franklin D. Roosevelt Library ___ William R. Emerson 914-229-8114 Research Room, April 8, 1988. (Photograph 259 Albany Post Road by Chris Drago.) Hyde Park, NY 12538

44 nzr m · 5 rrmmmrxnmnrrwznn

Director, Harry S. Truman Library _____ Benedict K. Zobrist 816-833-1400 1200 North McCoy Independence, MO 64050

Director, Dwight D. Eisenhower Library ___ John E. Wickman 913-263-4751 Southeast Fourth Street Abilene, KS 67410

Director, John F. Kennedy Library ______Charles U. Daly 617-929-4500 Columbia Point Boston, MA 02125

Director, Lyndon B. Johnson Library ____ Harry J. Middleton 512-482-5137 2313 Red River Street Austin, TX 78705

Director (Acting), Gerald R. Ford Library and Museum ______William J. Stewart 313-668-2218 1000 Beal Avenue Ann Arbor, Ml 48109

Director, Jimmy Carter Library ______Donald B. Schewe 404-331-3942 One Copenhill Avenue Atlanta, GA 30307

45 Chapter 8 Office of Public Programs

For the Office of Public Programs, Constitution," explored through Gallery off the Pennsylvania Avenue 1988 marked the continuation of documents, photographs, maps, and entrance. The volunteers developed the programs commemorating the 200th videotapes ways in which the display to convey to visitors the wide anniversary of the signing of the U.S. Constitution has served this country in variety of records retained by the Constitution. As the Nation's attention its first 200 years. National Archives nationwide system continued to focus on this important Visitors to the Exhibition Hall also and how these records are preserved, celebration, there was an increased learned of the roots of liberty through organized, and used. Among the public awareness of the National the display of the 1297 Magna Carta, reproduced documents on exhibit are Archives as the home of the on indefinite loan from the Perot the l.Duisiana Purchase Treaty, the Constitution as well as of the Foundation. Magna Carta, previously proposed 1923 Equal Rights Declaration of Independence and the exhibited at the National Archives from Amendment, the Wright brothers' Bill of Rights. Through exhibitions, May of 1985 to May of 1986, returned application for a flying machine patent, educational workshops and materials, to the Rotunda in January of 1988. and the first photograph of American lectures and dramatic performances, To enhance behind-the-scene tours Indians visiting the White House in publications, special events, and offered to the public, a new exhibition 1857. volunteer-led tours and outreach opened in May after several years of Smaller exhibitions throughout the activities, this Office continued to work by the National Archives year reached specific groups. The most emphasize the role of the National Volunteer Association, assisted by the notable of these was "The First Federal Archives in preserving, celebrating, and exhibitions staff. "What is the National Navy," which contained reproductions of studying the Constitution. More than Archives?"-an exhibition of 70 original documents and engravings in 1,168,600 visitors came to the National facsimiles of historic documents-is on the holdings of the National Archives. Archives Exhibition Hall during 1988­ permanent display in the Ground Floor The centerpiece of the exhibition was an increase of 3 percent over 1987's record attendance of 1, 130,100 visitors. The National Archives Trust Fund Board is the funding source for some of these programs (see chapter 12).

Exhibitions

In its 1988 report "Humanities in America," the National Endowment for the Humanities noted the role of the "parallel school" -museums, libraries, educational television, and humanities organizations-that seek "to reach citizens who have not in the past participated in educational programs." The exhibition program of the National Archives serves as a "parallel school," with more than a million "students." Visitors to the Rotunda of the Exhibition Hall learned through original 18th-century documents displayed in "The American Experiment: Creating the Constitution" how the United States, a young country in 1787 struggling with political and economic National Archives volunteers gathered at the ribbon-cutting ceremony, May 11, 1988, to open problems, created a lasting national "What is the National Archives?" an orientation exhibition created by some of the Washington constitution. A companion exhibition in volunteers to enhance behind-the-scenes tours offered to the public. Left to right: Jane Potter, the Circular Gallery, "The American Patricia El-Ashry, Maxine Piper, Marilyn McCarthy, Renee Cooper, Laufey Downey, Paul Experiment: Living With the Janaske, Mildred Cullison, June Robinson, and Mary McFeely. (Photograph by Susan Amos.)

46 "Primarily Teaching;' an 8-day program drawing teachers from seven States, the District of Columbia, and Belgium. Other programs included sessions with teachers associated with the Williamsburg, VA, Constitution Institute; the US. Information Agency Academy for Educational Development; the Religious Freedom Institute, cosponsored by George Mason University and the Americans United Research Foundation; and the annual National Council for the Social Studies conference in Dallas. In addition to these training programs, the education staff consulted widely with educators on the use of documents in the classroom and with institutions seeking to produce material "Elevation of South Front" is one of 53 original drawings from the Cartographic and similar to the National Archives' Architectural Branch of the National Archives loaned to the Octagon House for an exhibition learning materials. Those seeking help entitled "Architectural Drawings of the Old Executive Office Building, 1871-1888: Creating an this year included State archivists from American Masterpiece." This was the largest single loan of materials from the National Archives Alaska and New York; State education this year. Eighty-six other original documents were loaned to 16 other outside institutions during the fiscal year. officers from Virginia, Pennsylvania, and Maryland; and representatives of the National Council on Religion in Public Education, of the National Council for the Advancement of Citizenship, and of the Act to Provide a Naval Armament purchase at a nominal price in the school systems in 15 States and the passed in 1794, which authorized the United States and abroad. Following on Netherlands, the People's Republic of President to build armed ships and the heels of the bicentennial celebration China, Germany, and Australia. became the foundation of the Navy. of the Constitution, the education staff Publications this year included four This exhibition was produced for the began plans to mark the 200th "Teaching with Documents" articles in dedication on October 13 of the Navy anniversary of the Bill of Rights. In late Social Education, the journal for social Memorial, which is located across September of 1988, education studies professionals. Two of the articles Pennsylvania Avenue from the National specialists completed the text for their were about documents on religious Archives. tenth package, The Bill of Rights: freedom. Other articles written by staff In an effort to expand the outreach Evolution of Personal Liberties, which members about the classroom study of program, the exhibitions staff will be released in 1989. Since 1979, documents appeared in a variety of coordinates the loan of original records when the first package was published, publications, including Momentum, from the holdings of the National more than 19,400 sets have been Heritage Education Quarterly, Ohio Archives to qualified cultural institutions distributed in the United States, Europe, Media Spectrum, New York State's around the country. Temporary loans Asia, and Australia. journal Social Studies Record, and for exhibition were made this year to a Education specialists also made Magazine of History. Education staff number of museums and archives, presentations, delivered lectures, and members continued to serve as including the Minnesota Historical conducted workshops in schools, consultants to the editor of "The Mini Society, the Octagon House, the Abby teacher training graduate school Page," a nationally syndicated Aldrich Rockefeller Folk Art Center in programs, and institutes for international newspaper feature for children, carried Colonial Williamsburg, and the textbook authors and school personnel. by more than 450 newspapers. This Smithsonian Institution. Twenty-four of the 68 short courses, year "The Mini Page" completed its workshops, and inservice training Constitution series and began a series Educational Programs programs were delivered to middle and on the Bill of Rights. secondary school teachers and As a new initiative, education The education staff celebrated the administrators from the United States, specialists are working on efforts to beginning of the fiscal year with the Africa, Europe, Latin America, and supply learning materials to college publication of their ninth learning Asia. students and adult learners. Working package, Peace and Prosperity: 1953­ This year, training in the use of with the Kettering Foundation's 1961, which focuses on the Eisenhower archival documents in the classroom Domestic Policy Association/National years..With some 45 documents from was given to more than 800 teachers Issues Forum (NIF), education the holdings of the National Archives from all over the country. Among these specialists researched and provided and a complete teacher's guide, Peace programs was the annual National supplemental documents for participants and Prosperity is now available for Archives Washington workshop in these nationwide programs that are

47 based on the concept of the town folksinger in the National Archives; and successful, relying heavily on National meeting. N!F members are discussing a four-part series of films-Forties, Archives holdings of classic three topics in 1988-89-the AIDS Films, and Females-compiled from documentaries from the 1930's. crisis, the Federal deficit, and health National Archives holdings. This year, the film program also care for the elderly-and documents In all, the arts and culture program reached out to the local community to from the National Archives relating to offered 25 performances to some 2,300 develop several cooperative programs. these issues have been provided for people this year, an increase of 1,000 In November, the National Archives review. The newsletter Update was over last year's audiences. joined with the National Broadcasting again mailed in 1988 to some 750 Lunchtime lectures and Company in saluting the 40th demonstrations, another component of anniversary of the landmark television junior college and 4-year college the arts and culture program, continued program "Meet the Press." The instructors, supplying them with a this year. Included were several lectures program's founder, Lawrence Spivak, timely archival document, teaching on First Ladies, presented by archivists introduced the first screening of "Meet strategies for its use, and information and authors working with National the Press," a series of interviews with about National Archives holdings and Archives and Presidential libraries guests such as Congressman John F. programs. materials, and a lecture by David Kennedy, Senator Joseph McCarthy, Other outreach to adult learners this Gaddy, author of Come Retribution, and Dr. Martin Luther King, Jr. A year included 44 workshops and short based on the detective work he did in special program of CINE Golden Eagle courses for genealogists, family the National Archives about a and Eagle Award winners of 1987 historians, and general researchers. Confererate plot to assassinate Union began in April of 1988. CINE (Council Among these were the 3-day leaders during the Civil War. on International Nontheatrical Events) "Introduction to Genealogy:' now in its The very popular free film program annually recognizes outstanding third year, and the 4-day workshop set attendance records in 1988, with a American documentaries, educational "Going to the Source: An Introduction 15-percent increase over the previous films, and theatrical short subjects for to Research in Archives:' offered for year. The program draws heavily on the screening in international film festivals. general researchers. The National holdings here, for the National Archives In addition, the National Archives Archives again cosponsored the has the largest collection of nonfiction participated for the first time in FilmFest successful 6-day course for intermediate film in the world. The 26-episode World DC, which brings together many of and advanced family historians, "The at War series was the most popular Washington's major cultural institutions National Institute on Genealogical single series, drawing capacity to celebrate the best in international Research." audiences for each screening. Films of cinema. The National Archives program More than 2,100 participants enrolled the Depression was also highly for FilmFest DC featured rare archival in the workshops and courses offered by the Education Branch, representing a wide range of research clientele from across the Nation. The arts and culture program, designed to introduce National Archives resources to playwrights, novelists, filmmakers, and other creative artists and their audiences, continued its excellent relationship this year with the Writers' Center, a Washington-based organization for authors, educators, and publishers. Last year's bicentennial play "Gallant and Lawless Act," a street-theater production commissioned by the National Archives, was brought indoors and restaged in the National Archives Theater, where it delighted audiences. Two of the "works-in-progress" presented during the bicentennial celebration, which were based on records here and written by playwrights in this program, were further refined this year and presented to audiences of our Archives Alive series. Lawrence E. Spivak chats with Vice President Richard Nixon before the broadcast of "Meet the Education Branch staff also produced Press" on September 11, 1960. The Office of Public Programs sponsored a special film series performances for the arts and culture commemorating the 40th anniversary of "Meet the Press." Lawrence Spivak, creator, producer, program, including a tribute to Irving moderator, and panelist on the talk show for 28 years, introduced the series. The National Berlin on his 100th birthday; a tribute to Archives sponsored 117 free film showings this year to standing-room-only crowds. Woody Guthrie, using material on the (Photograph from the Nixon Materials Project.)

48 footage of Duke Ellington in a film and Drum Corps, followed by a world-renowned U.S. Army Field Band retrospective of the career of this native dramatic reading of the Declaration of and Soldiers' Chorus followed at noon Washingtonian. Independence on the Constitution on Constitution Avenue. As is Avenue steps. The program concluded customary, all four pages of the Special Events with a demonstration of Revolutionary Constitution were on display throughout War tactical maneuvers, complete with the day. This year, as in the past, the National cannon and musket fire on Constitution On both of these historic occasions, a Archives has held two major public Avenue. Joint Services Military Honor Guard ceremonies in honor of the Charters of On Constitution Day, a naturalization stood watch over the documents, and Freedom-a celebration marking the ceremony was held in the Rotunda, the impressive changing of the guard adoption of the Declaration of presided over by the Honorable Aubrey took place every 30 minutes. Independence on July 4 and a special E. Robinson, Chief Judge of the U.S. The continuing celebration of the program on Constitution Day, District Court for the District of bicentenary of the U.S. Constitution September 17. Columbia, with Senator PaulS. served as the dominant theme for many The traditional Declaration Day Sarbanes (D-MD) as the featured of the other special events taking place ceremony began with a concert by the speaker. Twenty-eight petitioners took at the National Archives in 1988. The U.S. Army (3d Infantry) Old Guard Fife the oath of citizenship. A concert by the Archivist of the United States

As part of the National Archives annual July 4 celebration, the "new" 1st Virginia Regiment of the Continental Line, the "new" ?1st Regiment of Foot (Fraser's Highlanders), and the "new" 64th Regiment of Foot demonstrated military maneuvers with cannon and musket fire. Other events included a dramatic reading of the Declaration of Independence and a concert of American music presented by the U.S. Army (3d Infantry) Old Guard Fife and Drum Corps on the Constitution Avenue steps of the National Archives, July 4, 1988. (Photograph by Elizabeth Mallonee.)

49 cosponsored with the Kettering Chairman of the Bicentennial Archival Training Foundation's Domestic Policy Commission, met informally with the Association a reception in the Rotunda. panelists and guests. The "Modern Archives Institute: This celebration was the opening event Other special events held at the Introduction to Modern Archives of "National Forums '88," a 4-day National Archives during the year Administration" is a 2-week archival conference that included discussions included a reception in the Rotunda for training course that offers an between policymakers, those who the U.S. Association of Former introduction to archival theory and influence policy, and citizens from Members of Congress; a reception given practice for participants representing a across the country about public policy by the U.S. Navy Memorial Foundation variety of archival institutions outside issues. commemorating both the dedication of the National Archives. It is sponsored In conjunction with the Commission the Navy Memorial and the dedication by the National Archives Trust Fund on the Bicentennial of the U.S. of the "International Pool" at the Navy Board. Held for the last 43 years, the Constitution, the National Archives Memorial; a reception for the course includes lectures, discussions, cosponsored "Student Voices: 1937­ International Association for Social workshops, and visits to the Manuscript 1987 /lntergenerational Views of the Science Information and Technology; Division of the Library of Congress and Constitution," a program that united 8 the American Association of various units of the National Archives. essay contest winners from 1937 and Community and Junior Colleges' third In FY 1988 the course was held twice 1987 for a discussion of their respective annual Truman lecture and reception; in Washington for 76 representatives of experiences. Donald Ritchie, Associate the National School Board Association public and private archives located in Historian of the Senate Historical Office reception honoring State School Board the United States and elsewhere. and past president of the Oral History Association officers and guests; and a Society, moderated the panel. At a reception given by the National Foreign Visitors reception following the panel, former Association of Elementary School Chief Justice Warren E. Burger, Principals honoring their award-winning In fiscal year 1988, 77 archivists, distinguished principals. records managers, librarians, historians,

The National Archives cosponsored a reunion of eight sesquicentennial and bicentennial essay contest winners. The winners-top row, left to right: Sylvia Greenberg, Frances Parry Dorworth, and Charlotte McGuire Trout; bottom row, left to right: Michael Bauer, Liza Johnson, Mahbuh A. Mojumbar, Marcia Gindhart, and Camille Capozzi-participated in a lively exchange of ideas focusing on the significance of the Constitution, the effect on their lives of Warren Vibbard, a workshop registrant, checks a citation with instructor John Vernon. "Going winning the contest, and reminiscences of to the Source" is a popular annual workshop featuring lectures, demonstrations, and practical how they wrote their essays. (Photograph exercises on how to do research at the National Archives. More than 2,100 registrants courtesy of the Philadelphia Inquirer/ Jeffrey participated in workshops and courses sponsored by the Education Branch of the Office of Markowitz.) Public Programs this year. (Photograph by Nancy Olds.)

50 and others in related professions came year-The Union: A Guide to Federal Bicentennial Retrospective was from 27 countries to Washington to visit Archives Relating to the Civil War, The produced. This commemorative issue the National Archives. These visitors Confederacy: A Guide to the Archives not only recaptured the formal toured the facilities and met with staff of the Confederate States of America, programs of the year-long celebration­ members. The continued increase in and Guide to Materials on Latin the story of the document itself, the these visits over the last few years America in the National Archives-and special ceremonies, lectures, films, dramatically testifies to the National a fourth book, an update of the 1974 exhibitions, and publications-but also Archives' commitment to international edition of the Guide to the National the many poignant moments. The issue involvement in records administration. Archives of the United States, was was widely heralded for its visual brought back into print. appeaL In addition, the Division produced During 1988, several National National Audiovisual three new titles in the series Milestone Archives publications were recognized Center Documents in the National Archives; for excellence. The National Association the series, which now numbers 14 titles, of Government Communicators The National Audiovisual Center, consists of brief booklets on individual (NAGC) named Prologue the best located in Capitol Heights, MD, is the documents. The titles published in 1988 general-audience Government Federal Government's central distributor were The Cuban Missile Crisis: periodical of the year. NAGC also for all federally produced audiovisual Kennedy's Address to the Nation; awarded The Man Behind the Quill an programs. Operating as a Franklin D. Roosevelt's Inaugural honorable mention in the category of self-supporting entity, the Center offers Address of 1933; and On War Against books for a general audience. The for sale or rental in videotape, film, Japan: Franklin D. Roosevelt's "Day of Washington Book Publishers' Third slide/tape, and audiotape formats more Infamy" Address of 1941. Annual Design and Effectiveness than 8,100 titles on topics as diverse as The National Archives continued to Competition awarded second place in public health, industrial safety, and distribute microfilm publications of the publications catalog category to foreign-language instruction. The historically important records to preserve Publications from the National Archives Center's collection also includes titles in them and make them available for 1988 and an honorable mention to the interactive video disk format, the research (see appendix P). During this Patent Drawings, one of the Milestone latest development in educational fiscal year, the microfilm publications Documents series. technology. Proceeds are distributed to included: "Individuals and Through its Marketing and Fulfillment the National Archives Trust Fund. Organizations" File of the President's Branch, the Publications Division Government agencies at all levels, as Commission on the Assassination of informs the public about the availability well as the general public, were President Kennedy; Papers Relating to of materials and distributes microfilm informed about the Center's services the Administration of the US. Patent publications, books, posters, facsimiles, and holdings through the distribution of Office During the Superintendency of and museum shop items to a wide more than 800,000 copies of brochures William Thornton, 1802-1828; and range of audiences. During 1988, a and catalogs in the last year. Admiralty Case Files of the US. District holiday gift brochure was developed for The National Audiovisual Center also Court for the Northern District of the first time that features gift items provides Governmentwide assistance in California, 1850-1900. relating to holdings of the National the area of Federal audiovisual The publication series Select Catalogs Archives, the Presidency, genealogy, management policy. It publishes the of National Archives Microfilm and the Federal Government. The annual report Federal Audiovisual Publications was completed with the brochure describes some items Activity to provide information on addition of the catalog on Federal courts developed especially for the National purchases, production, and duplication records. Archives. to Congress, the Office of Management During 1988, Prologue: Quarterly of and Budget (OMB), executive agencies, National Archives publications were the National Archives included a variety and the private sector. displayed at 14 scholarly, professional, of essays and features on the holdings and trade conferences across the and programs of the National Archives. country and were reviewed by eight Publications The summer issue, in particular, periodicals, including American received national media attention with Archivist, Small Press, and the New The Publications Division of the the article "The Nixon White House Jersey Historical Commission Office of Public Programs produces both Tapes: The Decision to Record Newsletter. printed and microform publications that Presidential Conversations" by H. R. educate and inform the many Haldeman, Richard M. Nixon's chief of constituents of the National Archives staff. Also in this issue was an essay by Museum Shop about the Federal documentary George F Will taken from his talk at the heritage. In 1988 the Division produced National Archives in January on the Through its museum shop program, a variety of books, guides, booklets, issues of the 1988 Presidential election. the Publications Division produces and leaflets, facsimiles, and periodicals, To recognize the many activities and distributes educational material for the most of which were published under the participants involved with the approximately one million annual imprint of the National Archives Trust celebration of the bicentenary of the visitors to the National Archives. The Fund Board. US. Constitution, an 83-page materials are funded by the National Due to increased research interest, commemorative issue of Prologue: Archives Trust Fund Board. three books were reprinted during the Celebrating the Constitution: A During 1988, the Museum Shop

51 again set new sales records. Much of number of exchanges between the about the National Archives and its this continued growth was due to the Soviet Union and the United States. programs. expansion of the variety of products They included the Patriarch of Moscow, In cooperation with the Office of the available. Of particular interest in this bishops and priests representing the National Archives, volunteers with election year were books (such as U.S.A. Russian Orthodox Church, and special genealogical experience staff the Modern American Presidents), a poster, a visiting delegation of 12 senior Soviet Genealogical Orientation Room. During and memorabilia relating to the scientists in the United States on a this year, they assisted more than Presidency and Presidential elections. verification mission provided for in the 11,000 visitors interested in pursuing The Museum Shop expanded its INF Treaty, which was signed in May by genealogical research at the National highly successful author lecture/book­ President Reagan and Soviet leader Archives and assisted the Education signing series with appearances by Betty Gorbachev. Branch staff with genealogical Boyd Caroli, author of First Ladies; Liz Docents also conducted more than workshops. Carpenter, author of Getting Better All 240 school outreach programs-ranging Volunteer staff aides also helped the Time; George F. Will, author of The from "An Introduction to the National archivists in projects as diverse as New Season; Michael Hogan, author of Archives" to workshops on the preparing finding aids for OSS World The Marshall Plan; Hedrick Smith, Constitution-for more than 6,300 War II operational records, indexing and author of The Power Game; and David students and presented 29 special preserving Seamen's Protection Wise, author of The Spy Who Got school assemblies on the creation of the Certificates (1795-1812), searching Away. Constitution to more than 6,600 Japanese Relocation Center internment students. Two other outreach records, and compiling an inventory programs-on westward expansion and and index for the C&O Canal records. Volunteer Services the Civil War-proved popular among Other staff aides worked with the schools this year. Docents also Education Branch staff on the theater Volunteers within the Office of Public presented to community organizations project and on educational materials for Programs extend the public service of 11 outreach programs for more than the Bill of Rights package, with the the National Archives in Washington, 300 people. National Archives Library staff on the DC, in many ways. They provide In addition to services provided by Online Computer Library Center, Inc. behind-the-scene tours, offer outreach docents, more than 30 volunteers serve (OCLC), project, and with the programs for students and community as Information Desk Aides in the Diplomatic Branch staff on the project groups, provide research assistance to Exhibition Hall. Seven days a week, to produce the documentary publication custodial units, and assist genealogists these volunteers are available to answer Foreign Relations of the United States and other researchers and the general questions and distribute information of America, 1781-1789. public by staffing the Genealogical Orientation Room on the fourth floor and the Information Desk in the Exhibition Hall. More than 150 volunteers contributed 27,019 hours to the National Archives during the year, a 5-percent increase over 1987. The volunteer and tour program moved to the new Tour Orientation Room, which is suitable for many different types of tour orientation and workshops. This room has enabled the volunteers to expand their invaluable services to the visiting public. More than 36,600 visitors, ranging from school children and families visiting Washington, DC, to constituents referred by congressional offices, enjoyed these services in 1988. Visitors this year included groups from the DAR, Colonial Dames, Close-Up Foundation, National 4-H Council, Explorer Scouts bicentennial essay contest winners, journalists, and records managers. Special programs were created for the International Neighbors Alumnae Club, congressional and diplomatic wives, and justices and lawyers with the Canadian-U.S. Legal Docent Jeannette Brown with a congressional constituent group in the new Tour Orientation Exchange Program. Special visitors Room. This tour was one of hundreds led by volunteers this year, serving more than 36,000 during the year illustrated the increased visitors. (Photograph by Nancy 0/ds.)

52 Burt Neuborne (far right), a prominent New York University law professor, talks with members of the audience after his lecture on "Individual Rights in the Next Century," December 16, 1987. The lecture was part of the free lecture series sponsored by the National Archives Volunteers Constitution Study Group. (Photograph by Nancy 0/ds.)

In 1988, the National Archives speakers for this final group of lectures Volunteer Association Constitution were Dr. James C. Hutson, Library of Study Group, chaired by volunteer Congress; Dr. John P. Kaminski, Ralph Pollock, ended its very successful University of Wisconsin; and Professor 6-year public lecture series in Burt Neuborne, New York University. celebration of the 200th anniversary of The series was aided by a grant from the Constitution with three programs the D.C. Community Humanities featuring the Bill of Rights, ratification, Council. and individual rights in the future. The

Office of Public Programs Staff Assistant Archivist ______Linda N. Brown 202-523-3216 Volunteer and Tour Coordinator Patricia Eames 202-523-3183 Director, National Audiovisual Center R. Kevin Flood 301-763-1872 Director, Exhibits and Educational Programs Division ______Edith James 202-523-6596 Director, Publications Division Charles W. Bender 202-523-3221

53 Chapter 9 Automation

This report has so far been organized system contains all the information The automation capability of the to represent the office structure of the needed by records center officials in centers was increased substantially this National Archives and Records accessioning and disposing of records fiscal year by the continued replacement Administration. There are activities, received from Federal agencies and of hardware at the Data Systems Center however, that cross organizational lines. provides control of the more than 15 in St. Louis, MO, which processes all Such an activity is automation, which is million cubic feet of records stored in ADP needs for the Office of Federal described in this chapter. the records centers. NARS-5 is Records Centers. New disk storage Automation in the National Archives constantly being improved and has devices with 20 gigabytes (20 billion takes many forms. It provides proven to be an effective records bytes) of capacity were installed. A administrative support through a management tool. This year, 3 new major systems study of the military network of more than 450 terminals data fields were added to the existing registry file was completed, and this that link offices so they can share word 18 fields. NARS-5 now includes system is now being converted from processing documents, budget and information on the record medium batch processing to an online, real-time financial spreadsheets, electronic mail (e.g., microfilm, ADP tapes, x rays, system. At the centers, additional systems, address and telephone etc.), the mailing address of the personal computers and printers were directories, and appointment calendars transferring agency, and the agency purchased to augment the existing office of key administrators. mailing address for disposition automation system. This equipment is Other computerized processes authorities. used extensively for data transmission, monitor production efficiencies in the A second major system that uses Federal records centers, help to locate electronic mail, and spreadsheet existing NARS-5 data is the Space veterans records in St. Louis, keep track analysis. Information System (SIS). This system of thousands of cans of motion picture uses each center's numbering system film, and assist in processing records and shelving configurations to indicate that themselves are created by Office of the Federal exact locations and amounts of space computer. Register available within a records center. This Systems now under development will information allows centers to determine During the year, the Office of the permit researchers to query the archival long-range space availability and to Federal Register worked with the automation system for information process incoming records more Government Printing Office (GPO) on about the existence and location of efficiently. pilot projects to enhance preparing, Presidential papers, manuscript The National Personnel Records publishing, and distributing Federal collections from individuals, and official Center in St. Louis, MO, uses three Register system publications by use of Federal agency records that are available registry systems to control the locations current technology. The projects for research in any of the National of military and civilian personnel records included continued experimentation in Archives' 20 research facilities from and of military x-ray records. These receiving machine-readable documents coast to coast. That automated system registry systems include more than 86 from agencies for publication in the should be available for use within the million files and are searched more than Federal Register; participation in a next few years. 25,000 times per day to respond to GPO-sponsored test of transmission and Details of these activities are reference inquiries and to update the receipt of the daily Federal Register over presented on the following pages. files. FM radio sidebands; and review and More than 10 million records were evaluation of the structure of the Code Office of Federal Records added to the military registry file this of Federal Regulations (CFR) typesetting Centers year, based on tapes located at the data base to determine if locator codes National Research Council (NRC). The can be used for information retrieval Since 1966, the Office of Federal tapes contained information purposes. Records Centers has implemented documenting medical treatment by the To improve access to regulatory several automated data systems for Surgeon General's Office during WW II information by the public and better management of the records and the Korean war. The Data Systems Government agencies, the Office began centers and their holdings. The Center reformatted these tapes and a project to provide information retrieval automated inventory system, known as added indexing information. This new and document tracking capability for the NARS-5, provides control of agency information will greatly assist veterans in more than 30,000 documents received records by series and box number documenting medical claims with the annually for Federal Register throughout the records centers. The Veterans Administration. publication. The Office acquired eight

54 Developed by American Management museum personnel will be able to Systems, Inc. (AMS), PRES NET identify the acquisition and registration includes subsystems for manuscript of museum objects, conduct inventories, processing and reference, audiovisual and plan and control exhibitions. The material processing and reference, declassification subsystem will assist museum object tracking, and archivists in the process of declassification review tracking. declassification review. The delivery of the PRESNET design In preparation for receiving the by AMS marks the completion of a Reagan Presidential materials at the end process that began in 1983 with a 2­ of Reagan's administration, the Office of Presidential Libraries acquired a year feasibility study conducted at all of computer capable of handling two the libraries. The study concluded that automated indexing systems that have the automation of archival functions in been in use at the White House during the libraries would lead to improved the 8 years of the Reagan access, description, and productivity. In administration. One system indexes 1986, the Office of Presidential Libraries documents filed in the White House John Ashlin of the Office of the Federal developed a general plan for central files and the other indexes the Register automation staff writes a computer implementing PRESNET in all of the White House photograph collection. software program that will assist the editors libraries. That same year, the Gerald R. to process information for the publication of Throughout the summer of 1988, Ford Library in Ann Arbor, MI, National Archives staff members worked finding aids and to respond to reference successfully tested the operational inquiries. (Photograph by Elizabeth to accomplish the programming prototype of the manuscript processing Mallonee.) necessary to transfer the data from the and reference subsystem. Design of the White House computer to the computer audiovisual material processing and at the National Archives. That computer reference subsystem and the museum will be transferred at the end of January object tracking subsystem was personal computers for this significant 1989 to the Reagan Presidential information retrieval project. completed in 1987; the declassification Materials Project in California and will review tracking subsystem design was The Automated Services and become operational within 2 days after completed this year. Development Staff expanded its efforts its arrival. When the Reagan materials to fulfill agency requests for updated The Office of Presidential Libraries are opened to the public after 1991, the regulatory information on disk and tape. plans to install three versions of automated indexing system will enhance Agencies use extracts from the Federal PRESNET in the libraries in stages. the staff's ability to provide efficient Register and the CFR on their own After minor modifications have been reference service on both documents computer systems to aid in drafting made in 1989, one version will be and photographs. regulations, creating specialized installed in the Ford and Carter publications, and providing information Libraries. A second version will be to the public. installed in the Reagan Presidential Office of the National A test project on distribution neared Materials Project's facility in west Los Archives completion this year. At its successful Angeles. Three of the older libraries will conclusion, the Office of the Federal receive the third version of PRESNET in The Office of the National Archives Register will assume from GPO the 1990, and the remaining three libraries uses automation extensively to manage responsibility for directly updating in 1991. An integrated PRESNET its archival holdings. Several automated computerized official distribution files system will begin operating in 1993. systems maintain descriptive and involving Federal agencies. The initial The PRESNET system is designed to be statistical information about the records tests were run on the files of the Weekly coordinated with the system being in all its repositories nationwide. Other Compilation of Presidential Documents developed by the Office of the National automated systems help track security­ and the microfiche edition of the Archives. classified documents, report on records Federal Register. The Office eventually When PRESNET is completed, being transferred to the National will take over all official distribution files researchers will be able to search a data Archives by Federal agencies, record the for its publications for reasons of base describing all of the libraries' location of original microfilm maintained economy, efficiency, and timely service. holdings for materials on subjects in a special offsite underground storage requested and to sort and print the facility, maintain inventory control over Office of Presidential information retrieved. PRESNET will motion picture film, index some key Libraries also be able to provide researchers with collections of records, and prepare and archival finding aids to external publish inventories and guides that The Office of Presidential Libraries information systems. Descriptive describe the archival records. completed the design of PRESNET, an practices will be standardized In addition to these centralized automated information system throughout the Presidential libraries systems, staff members are applying developed to improve access to the system, thus facilitating the sharing of computer technology to more of their libraries' holdings, standardize the information among libraries regarding individual work assignments. This is the descriptive process, and increase the each library's holdings. Using the result of increased acquisition of productivity of archival work. museum objects tracking system, computer equipment and word

55 processing and data base software 1989 plans include the development of permanently held records. It is expected throughout the Office of the National a prototype to test the AIS systems that ultimately this upgraded data base Archives. Staff members currently have concept, to evaluate user acceptance, will be integrated with the Archival access to more than 150 terminals and and then to follow this activity with Information System. personal computers to support acquisition and development of AIS in individual tracking, reference, reporting, stages during the early 1990's. Archival Research and and descriptive work. Work also continued on the Evaluation Staff During FY 1988, the Office of the conversion and upgrading of the National Archives completed the study Office's primary data base system, Optical Digital Image and identification of requirements for known as NARS-A1, designed in the Storage System (ODISS) the development of an Office-wide late 1970's to capture descriptions of Project Archival Information System (AIS). This archival holdings. The conversion and system, which has been under analysis improvement process, carried out After 4 years of planning, design, and and design for more than 3 years, through a contract with the Department development, the Optical Digital Image includes the integration of all major of Justice's Legal and Information Storage System (ODISS) was delivered archival functions related to the Systems Staff, will facilitate access to and installed on July 15 in a specially description of textual and nontextual and updating of automated descriptive designed room in the National Archives. records, reference on holdings, archival information in an interactive manner. First-stage acceptance testing of the reporting and correspondence, The new descriptive system is scheduled system, developed by Unisys preservation reporting and tracking, to be operational by mid-1989. The Corporation, was completed on records movement, and space next step will be the development and September 2. management. The AIS design also integration of a centralized records The purpose of the ODISS project, includes support for a declassification location register that will accurately which is a research pilot project, is to function and a MARC interface. FY identify and track the location of all evaluate the capability and future

Right: Water-stained document from the compiled military service records of Confederate forces from Tennessee. Left: On a high-resolution video terminal, the enlarged and electronically enhanced upper left part of the same document. This document is part of approximately 1.25 million images used in the Optical Digital Image Storage System (ODISS), a pilot program designed to test the capture, storage, and access of archival material on optical disks. (Photograph courtesy of Unisys.)

56 'J economic feasibility of an optical 1985, DIAG holds quarterly meetings Electronic Data Exchange scanning and image storage system to that serve as a forum for the exchange effect image enhancement of of information between users and The National Archives collections of documents in poor condition and vendors of digital image technology. machine-readable, computer-generated i improve reference service to the public Programs include demonstrations of records generally reflect the state of iff through use of automated search, new equipment by vendors and Federal data processing activities more ,:~ retrieval, and replication techniques. presentations by members of the user than a decade ago. In that period, most This year, the ODISS operations staff community regarding their experiences record systems were developed and began to use the system to capture with digital image systems. maintained on mainframe hardware and images of approximately 1.25 million application software that used relatively records from the compiled military simple file formats compared to those service records of Confederate forces Text Conversion employed by contemporary systems, from Tennessee. This collection is Technologies such as data base management systems. representative of the National Archives' It is becoming increasingly difficult to {~. holdings in size and physical condition. The majority of archival finding aids accession, preserve, and provide .,j Because this collection has already been and indexes to records exist on paper or reference on new record systems that microfilmed, comparisons are being microfilm. Neither of these media are intricately tied to the hardware and made of ODISS images captured from permits search by computer-based software used to create and maintain original paper records and from techniques, something that is highly them. Record systems that are microfilm copies. The ODISS images of desirable and is planned for archival dependent on particular machine these records are being stored on support systems of the future. Two years environments make it difficult, if not optical disks, thus enabling rapid ago, the Archival Research and impossible, for the National Archives to retrieval on high-resolution video Evaluation Staff undertook a three-part guarantee their usability to all terminals and replication on paper using project to compare the accuracy and researchers. laser printers. Public access to the relative costs and benefits of converting The most promising solution to these ODISS system is available in the archival materials by manual and problems appears to lie in the Microfilm Research Room on the fourth automated means to machine-readable development of electronic data transfer floor of the National Archives Building. text. Investigations conducted in methodologies and standards. In late Remote access to the system's index will previous years revealed that a few 1987, a cooperative research project be available over communication lines companies had the capability to convert was established under an interagency connected to a terminal at the typed and printed materials in good agreement between the National Tennessee State Archives in Nashville. condition into machine-readable data, Archives and the Institute of Computer At the conclusion of the pilot project, but only one or two companies claimed Science and Technology at the National scheduled to last 1 year, a report will be to be able to convert handwritten Institute of Standards and Technology. prepared evaluating the experiment and documents or typed or printed materials Work on this effort will continue at least analyzing the cost and benefits. If the in poor condition. through the end of the next fiscal year. development of a full-scale system is In September, October, and The project calls for consideration of the warranted, conversion of the entire December of 1987, three contracts were issues of creation, transfer, storage, and collection of pension, bounty land awarded to commercial vendors for text access of electronic records. It is warrant, and compiled military service conversion services: (1) conversion of focusing on computer data standards, records may be undertaken. This typed, printed, and handwritten either currently existing or under collection of records consists of 34 materials by manual key entry; (2) development, that would ensure the record series containing 10.2 million conversion of typed and printed portability of electronic records created files totaling 335 million pages. It materials by automated techniques; and by Federal agencies. It is hoped that currently occupies 80,000 cubic feet, or (3) conversion of handwritten materials someday the National Archives will be about 8 percent of the stack space in by automated techniques. Included in able to store its collections of machine­ the National Archives Building. the materials to be converted were sets readable records in a federally Approximately 8,400 optical disks of documents in English, French, and standardized, neutral format that can be would be needed to store the images of German from various custodial units of easily used on any data processing the collection, requiring approximately the Office of the National Archives as system possessing "filter" software 350 cubic feet. well as other records supplied under supporting the Federal standard. interagency agreements with the Library Digital Image Applications of Congress and the Smithsonian's Technical Consulting Group (DIAG) Museum of American Art. Products and Activities statistical reports have been received The National Archives continued to from two of the three vendors, and Members of the Archival Research sponsor the Digital Image Applications followup projects are now being and Evaluation Staff continued to Group (D!AG), an organization of planned to develop machine-readable respond to requests for short-term representatives of Federal, State, and finding aids from the data bases and consulting support on the subject of local government agencies as well as textual data files that have been automation from libraries, archives, and members of the private sector engaged produced. One of the first efforts will be other institutions around the country in the development, sale, and support to automate the Ford Presidential daily and the world. Most requests were for of digital image systems. Established in diary for use at the Ford Library. advice regarding digital imaging

57 technology. One required Director methodologies as well as new electronic mail, electronic spreadsheets, William M. Holmes to visit the State technologies. data base management, data entry for Archives of South Carolina to help In July of 1988, the Organization of the larger computer systems, and develop an automation support strategy Economic Cooperation and networking of personal computers. for that institution. Development (OECD}, located in Paris, During the year the system was Assistant Director Charles Dollar was invited Dr. Dollar to review its archives expanded to include all reference service units at the National Personnel heavily involved in technical consulting and records management program and Records Center in St. Louis, MO, and activities at the international level. to recommend an archives program that units in the Office of the National During the past year, he worked closely addresses both paper and electronic documentation. A report will be ready Archives. The system now includes with the United Nations (U.N.} Panel on in February of 1989. more than 440 workstations and, in Electronic Records Management, which addition, can be accessed through 300 is examining the development of personal computers. electronic document transfer Office of Management and The initial systems design phase for a methodologies and standards for U.N. Administration unified, nationwide system that will link organizations. Because this panel is all program offices and provide a single, focusing on electronic document The Office of Management and shared-reference data base is nearing exchange issues, it is benefiting from the Administration oversees the data completion. The new system, which will work being performed in the processing/ office automation programs be phased in over the next 5 years, will cooperative project between the within the National Archives. The support the accessioning and scheduling National Archives and the National agency operates one nationwide of records for disposition; reference Institute of Standards and Technology automated system and is currently in activities in the Offices of the National discussed previously. the initial phase of developing a second. Archives, Presidential Libraries, and At the invitation of the U.S. The operational system, the NARA Federal Records Centers; and Information Agency, Charles Dollar also Office Automation Network, is primarily administrative activities. visited Guatemala to review the archives an administrative system, but it also Current operating systems were program there. His final report identified supports some program activities. The augmented by adding more personal a number of critical problems that system under development will computers to the agency inventory. require long-term solutions, particularly eventually incorporate all nationwide These personal computers are used as with regard to the deterioration of automation applications, including the self-sufficient minicomputers and as important 16th-century documents. present Office Automation Network, universal terminals capable of accessing Subsequently, the Archivist of into one system. the Office Automation Network, central Guatemala visited the National Archives The Office Automation Network's computer systems, minicomputers, and to learn more about preservation capabilities include word processing, public data bases.

58 Chapter 10 Preservation

Preservation is an activity that relates and alterations of existing libraries. program to care for museum objects to many functions within the archival The Archivist's written report to among the Nixon Presidential historical system rather than being confined to the Congress, which precedes the materials. A museum specialist was activities of one office. The first decision Government's acceptance of a hired to begin preservation work on the to retain records permanently, made by Presidential library, must include a collections, and conservation and the appraisal staff of the Office of certification that the building and curatorial supplies and equipment were Records Administration, is essentially a equipment comply with these purchased. Preservation treatment was preservation measure. Moving records standards. A certification statement was given to 946 objects. out of agency office space, where they included in the report sent to Congress Audiovisual preservation projects might be inadvertently damaged or in May of 1988 on the proposed continued to receive the attention of the destroyed, and placing them in one of Ronald Reagan library. The architectural staff of all the libraries last year. the Federal records centers is another. and design standards have been Preservation actions were taken on Once the records are accessioned by incorporated into the Presidential 106,069 feet of motion picture film, the National Archives, their placement Libraries Manual. 8,821 hours of audio and video in acid-free boxes in fire-resistant recordings, and 56,303 photographs. During the past year, preservation facilities with proper temperature and work was carried out on 1,901,317 humidity controls is a further important sheets of paper. Much of this work step in the preservation process. Office of the National consisted of transferring the images on Specific preservation activities-such Archives deteriorating quick copies to a more as holdings maintenance, laboratory stable medium. The Truman Library treatment, or producing copies to During fiscal year 1988, the Office of completed the preparation of 1,078 substitute for fragile originals in research the National Archives continued an archival-quality prints of original political rooms-in the National Archives and in aggressive preservation policy, spending cartoons from the museum collection. the eight Presidential libraries are aimed $6.07 million on conserving records on The Roosevelt Library completed the at ensuring long life for the documents all media. encapsulation and foldering of Franklin in the care of the National Archives. D. Roosevelt's collection of historical The following section describes broadsides. Holdings Maintenance progress made in all of these areas and The Truman Library completed a 2­ work that is going on to develop even Holdings maintenance, a major year survey of museum objects, which more advanced methods to ensure that element of the 20-Year Preservation resulted in detailed condition reports yesterday's and today's important Plan of the National Archives, and treatment proposals for work to be documentation of our society will be continued to serve as the focal point for carried out in FY 1989. The available to tomorrow's researchers. preservation initiatives. Holdings Eisenhower Library renewed all existing maintenance actions, which are preservation contracts for textiles, designed to improve the storage Office of Presidential paintings, and artwork on paper and let environment of archival records and Libraries two new contracts for paintings and retard or eliminate the need for artwork on paper. When work under conservation treatment, include placing A major accomplishment this past these new contracts has been records in acid-free folders and boxes, year was the promulgation of completed, all surveyed materials will removing damaging fasteners, and architectural and design standards for have been stabilized by conservators. enclosing fragile records in polyester Presidential libraries. The Presidential The Roosevelt Library sent 21 prints of sleeves. Over the past year, 121,700 Libraries Act of 1986 (Pub. L. 99-323; Federal buildings to the Northeast cubic feet of records received holdings 44 U.S.C. Ch. 21) requires the Document Conservation Center for maintenance attention. Conservators Archivist to set forth these standards to estimates of preservation work. In provided formal training for staff "ensure that such depositories (A) addition, Office of Presidential Libraries carrying out this work and also preserve Presidential records subject to staff inspected and packed for long-term evaluated completed holdings chapter 22 of this title and papers and storage almost 2,000 foreign and maintenance to help ensure uniform other historical materials accepted for domestic gifts from the Reagan White and high-quality performance. The deposit under section 2111 of this title House as well as some items of the Research and Testing Laboratory of the and (B) contain adequate research Reagans' clothing. Document Conservation Branch facilities." The standards will apply to The Nixon Presidential Materials continued to monitor the quality of new library buildings and to additions to Project staff initiated this past year a boxes and folders to ensure that all

59 storage materials coming into contact Mathew Brady, a petition designed in exhibition at Colonial Williamsburg and with archival records meet National the shape of the U.S. flag, patent Octagon House, respectively. Archives specifications. Productivity petitions of Samuel Morse and Thomas An original Civil War albumen print standards for holdings maintenance Edison, and a letter from Chief Sitting from Alexander Gardner's Photographic work have been developed and Bull to President Grover Cleveland. Sketchbook of the War underwent implemented; these standards will be This exhibition will open in March of extensive conservation treatment. The evaluated and revised as appropriate in 1989. treatment was carried out in order to the coming year to reflect work of The Maryland ratification copy of the improve its condition and appearance varying complexity. Constitution was treated in preparation for inclusion in an upcoming catalog of for observation of the 200th anniversary war images. This 1863 photograph is of its signing. The Judiciary Act of one of Gardner's most notable, showing 1789, engrossed on four large a slain Confederate soldier in a trench, Preparations for in-house exhibitions and loans to a variety of institutions parchment sheets, was treated in and is entitled "Home of a Rebel required the conservation of many preparation for observation of the Sharpshooter, Gettysburg." Other documents this year. A wide variety of bicentenary of its signing. In addition, records receiving special conservation materials for the exhibition "American the Louisiana Constitution of 1811-12 treatment included a handwritten report Voices: Two Hundred Years of Speaking and three related documents received on the assassination and death of Out" received treatment, including the conservation treatment for an exhibition Abraham Lincoln, a 19th-century petition of postmistress M. K. Goddard at the Historic New Orleans Collection. manuscript map of New Orleans, and a of 1789, an 1836 petition signed in the Five frakturs and about 50 architectural watercolor panorama depicting an Cherokee language, a petition from drawings were treated and prepared for Eskimo village.

Kimberly Schenck, an intern in the National Archives Document Conservation Branch from the University of Delaware/Winterthur Art Conservation Program, works on William Bennett's View of Washington, an important print from the National Archives Still Picture Branch. The hand-colored etching was removed from a poor-quality secondary support board and mended with Japanese tissue and wheat starch paste. (Photograph by Elizabeth Mallonee.) sample is sufficent to produce meaningful results, which eliminates the need to destroy a large amount of the unknown material being tested and allows testing that could not be done previously in many cases.

Training and Outreach

During the past year, the conservation laboratory has been involved in a variety of teaching activities. Conservators have lectured on preservation topics in numerous training courses for the National Archives staff and have continued to develop and teach special courses to support preservation projects. For example, training sessions on holdings maintenance were offered to provide guidance on basic preservation procedures relating to rehousing archival records; the sessions covered topics Anne Witty, a conservator in the Document Conservation Branch at the Document Preservation Lab (Pickett Street Annex), prepares a previously rolled document for such as safe enclosures, removal of humidification in a vacuum suction table with a Plexiglas dome. The arm ports allow the damaging fasteners, and appropriate conservator to manipulate the document as necessary, and moisture from an ultrasonic marking devices for folders and boxes. humidifier is pumped into the closed chamber. E-o/lowing humidification, documents are Special courses also were conducted to flattened, which allows for safe access and storage. The Document Preservation Lab at the train private microcamera operators who Pickett Street Annex is specially equipped with large work surfaces to accommodate maps, will be filming records in the custody of architectural drawings, and other oversized records in the custody of the Cartographic and the National Archives. Regulations Architectural Branch. June 29, 1988. (Photograph by Elizabeth Mallonee.) governing the filming of records by private firms were covered, and representatives from companies were taught safe ways to handle records and procedures for dealing with fragile or damaged items as well as those exhibiting historical features such as Research and Testing to test samples of inks used in pens and with rubber stamps to mark storage wafers, wax seals, or ribbon lacings. In The Research and Testing Laboratory enclosures. conjunction with the courses developed continued to test archival storage The laboratory is engaged in a shrink­ for private microcamera operators, and supplies purchased for holdings wrap study, which is expected to to ensure that all staff members have a maintenance and film and photographic determine whether sealing and storing common understanding of the rules and storage and to devise tests for use in loose paper documents and bound regulations that govern the filming of developing specifications for these volumes in plastic is damaging over records, conserv;tors provided training materials. The goal is to ensure that all time. Sheets of paper that have the to staff monitors overseeing the filming materials coming in contact with desired physical properties were placed and to custodial archivists evaluating archival records, such as inks, papers, in the humid aging oven. Fold and responding to requests to film and boards, are stable and unharmful. endurance, brightness, and viscosity of records. To determine the suitability of storage these loose sheets were found to During April, the conservation staff enclosures and inks for use with decrease significantly with time, participated with Russian colleagues in photographic records, the Photographic although there was no significant an international preservation seminar Activity Test (as described in ANSI change in acidity. Subsequent tests will devoted to the exchange of information PH1.53-1986, Processed Films, Plates, examine the changes in these properties about archival preservation programs. and Papers-Filing Enclosures and in paper aged in simulated bindings and There were four participants from Containers for Storage) has been used. will compare them with the results various Russian archives. Topics Enclosures tested in FY 1988 included obtained from the aged loose sheets. addressed during the week-long samples of several manufacturers' paper During the year the laboratory seminar included housing of archival stock; adhesive seams and inks used in purchased an x-ray fluorescence records, environmental factors in file folders, negative jackets, and spectrophotometer. As a tool to identify preservation, reformatting and microfiche jackets; and samples of the properties that make up archival conservation treatment options, and boxes and corrugated boards. The records and associated materials, it has care of special media, such as Photographic Activity Test was also used already proved invaluable. A very small photographs, videotapes, and motion

61 picture film. The seminar included a variety of lectures, laboratory tours, and visits to other cultural institutions in Washington, DC, and New York City.

Special Media Preservation

More than 60,000 individual photographic records received holdings maintenance treatment this past year. Treatment included the rejacketing of original negatives into new acid-free jackets. placing original and vintage photographic prints and posters into polyester sleeves, refoldering prints, and placing original prints and negatives in acid-free and low-lignin archival storage containers. The photographic laboratory made more than 17,000 preservation copies of original prints and negatives. The figure includes about 1,500 prints made Dr. L E. Seliuanoua (left) and Dr. 0. N. Tiagunou (center) from the U.S.S.R. Main Archives from the W H. Tipton Company talk with Richard A Jacobs (right). Director of External Affairs of the National Archives, at a symposium on documentary preservation, April 13, 1988. Four Soviet archivists participated in collection of glass negatives relating to the meetings at the National Archives, which were part of a series of exchanges agreed upon Gettysburg. This collection was by the American Council of Learned Societies and the Main Archival Administration of the accessioned from the National Park Council of Ministers of the U.S.S.R. (Photograph by Nancy Olds.) Service by the National Archives. The laboratory aiso copied about 7,500

Charles W. Mayn of the Special Media Preservation Branch uses the recording laboratory's new system (telecine) for transferring motion picture film to videotape to make copies of archival motion picture fiim for use in National Archives research facilities. In addition to having the capability to handle valuable and often fragile film. the telecine is able to make basic color corrections, to speed corrections, and to cancel some noise for enhancement of the final video image. (Photograph by Elizabeth Mallonee.) images actual size on 35mm negative copies, from the motion picture records mathematics and computational film from the photographic albums of the Signal Corps, the Navy, and the methodologies to the solution of image among the captured German records. Ford Film Collection. as well as 420 analysis problems. The January 1988 Close to 56,000 photographic images original l-inch video recordings of issue of Discover magazine featured were reproduced on 35mm microfilm so proceedings received from the House of CMS as one of the top 35 science that researchers who use these Representatives. A contractor stories of 1987. photographic records can quickly scan transferred 3,240 minutes of Navy film During this first full year of operation, the microfilm copies of the negatives to videotape. Staff sound technicians the CMS reexamined the Declaration of rather than handle the originals. re-recorded more than 138,000 minutes Independence and the Bill of Rights. One of the major concerns of still of sound recordings of oral arguments CMS established that no deterioration picture repositories is the deterioration before the Supreme Court, 1986--87, occurred during the interval between of unstable safety-base film negatives and of proceedings and pretrial basellne images taken in 1987 and that were produced from the late interrogations of the war crimes trials images taken this year. Further tests will 1920's to the mid-1950's. Although the held before U.S. Military Tribunals, continue for the remaining pages of the film used during this period was an 1946-49, in Nuremberg, Germany. A Charters and for other important improvement over the earlier and more contractor re-recorded 53,000 minutes documents. F-or example, baseline volatile nitrate-base film, negatives of original disks and tapes from the images were taken of the Nixon produced on unstable safety-base film sound recording records of the Treasury resignation letter before it was loaned to degrade with time. Proper storage will Department, Federal Reserve System, another institution for exhibition. Upon slow the degradation, but the only long­ National Bureau of Standards, and the its return, the letter will be reexamined term solution is to duplicate the images Government of the District of Columbia. and images compared to see if any on modern polyester film. This fiscal Approximately 24,000 aerial deterioration has occurred. year, the photographic laboratory, photographic indexes received holdings The Jet Propulsion Laboratory (JPL), working with a contractor, duplicated maintenance treatment this past year. which designed CMS, will continue to more than 7,000 safety-base film Treatment of these large (20 x 24 inch) provide technical support to the negatives from several photographic prints and negatives included refoldering National Archives. JPL has agreed to collections. Included were negatives in acid-free folders and placing them in furnish the National Archives with made by Abbie Rowe, the National Park new 10-drawer map cabinets. Treatment sample encasements for documents; the Service photographer based in the of the large negatives also included encasements will be designed to allow White House during Presidential preservation copying of 225 negatives imaging of test samples sealed within administrations from Roosevelt to to replace deteriorating originals. them. The environmentally controlled Joh:~son; by Russell Lee, of living During the year, a commercial encasements will allow the National conditions of miners and their families contractor duplicated 50,000 feet of Archives to characterize the processes as part of the Medical Survey of the aerial film negatives to protect them that cause deterioration of documents. Bituminous Coal Industry; and by the from further use and handling. This Marine Corps from the pre-World War contractor also cleaned an additional ll period. 50,000 feet of original World War II Revision of 20-Year Preservation of motion picture film, aerial negative film. This preservation Preservation Plan audio and video recordings, and still treatment included the removal of old photography images involves careful splices and tape, resplicing the film, and With the assistance of the inspection of original records, improved repairing tears in the film in preparation Department of Transportation's (DOT) housing, and duplication or for its future duplication for preservation 1ransportation Systems Center in reproduction of original records either to purposes. Cambridge, MA, the National Archives replace degrading originals or to protect Preservation Officer is revising the them from further use and handling. National Archives 20-Year Preservation During the year, a commercial Archival Research and Plan, originally formulated in 1984. The contractor, working in National Archives Evaluation Staff first goa! of this revision is to estimate facilities, inspected (and repaired, as usage rates for paper documents in the necessary) 13.3 million feet of motion Charters Monitoring holdings of the National Archives and to picture film accessioned from the Air System characterize the usage of the Force, Signal Corps, and Navy. The documents. This effort follows a motion picture laboratory at the The Charters Monitoring System principal recommendation of the National Archives duplicated 1.73 (CMS) is a unique system of integrated National Academy of Sciences to million feet of color and black-and-white electronics that monitors the physical identify more clearly the reference motion picture film; a contractor condition of important documents, usage before establishing preservation duplicated an additional 20,000 feet. including the Charters of Freedom priorities. The film duplicated this year was (Declaration of Independence, DOT statisticians began their study by primarily from the Ford Film Collection Constitution, and Bill of Rights). This sampling reference service slips and and from Signal Corps, Marine Corps, year, the system was used to develop reproduction service orders in an effort and Air Force records. techniques to capture, store, to determine usage patterns among National Archives laboratories also manipulate, transform, and interpret specific series of records. The survey is reproduced 119,000 minutes of video document image data; to design tests based on shelf location of records used, recordings, to be used as reference for experiments; and to apply with the ultimate objective of mapping

63 the most active records in the National the deterioration of paper and the simulates implementation of the Archives' holdings. The usage relation of this deterioration to various standards in transporting files between information will then be tied to a methods of storing paper records. As incompatible computer environments general survey of condition and value of the first step, NIST will investigate the will be included in the study, The holdings. protection provided by archival project report is due in March of 1989. cardboard boxes and file folders against The second project, to be completed Third Armual Preservation common atmospheric pollutants. In in 1989, involves development of a Conference 1988, the National Archives began testing methodology to predict the life funding this two-part research program expectancy of optical media. A number The topic of the third Preservation to be carried out by NIST over a 5-year of Federal agencies are in the process of Conference, held on April 11, was period. implementing records management "Microenvironmental Research and New systems that use optical storage media. Directions in the Care of Collections." Preservation of Video The findings of this study will be used The Conference addressed issues Recordings by the National Archives to plan how relating to the microenvironments in information may be kept without risking which archival and library materials are The Ad Hoc Committee on serious losses through degradation of stored and displayed. Speakers Preservation of Video Recordings met the optical media. discussed research on the effect of on July 28-29, 1988, at the National temperature, relative humidity, and air Archives. Participants included Norbert quality on materials in various S. Baer, Conservation Center, Institute containers. Practical applications for of Fine Arts, New York University such data also were covered in the (Chairman); Charleton C. Bard, context of preservation decisionmaking, Eastman Kodak (retired); John C. environmental controls, and storage Mallinson, Center for Magnetic enclosures. Speakers included Ann Recording Research, University of Russell, Northeast Document California, San Diego; Leslie E. Smith, Conservation Center; Elio Passaglia, Polymers Division, National Institute of National Bureau of Standards; James P. Standards and Technology; Richard Reilly, Image Permanence Institute, Castellano, Department of Defense Rochester Institute of Technology; Mary Motion Media Records Center, Norton Lynn Ritzenthaler, National Archives; Air Force Base; Gerald Gibson, Library Frank Preusser, Getty Conservation of Congress; Alan Lewis, video media Institute; and !.G. Shepilova, VNIDAD, consultant; Barbara London, Museum U.S.S.R. Archives. The papers from of Modern Art; and Mary Jane Smith, this conference will be published in White House TV. Restaurator in 1989. The 4th annual The Committee discussed the options conference is planned for March 1, for preserving video media and 1989, on "Current Trends in the concluded that important video images Preservation of Audiovisual ought to be copied to motion picture Collections." film because of the rapid obsolescence of electronic equipment. Microenvironment Study Cooperative Research In October of 1987, the National Projects Institute of Standards and Technology (NIST) published The Characterization Near the end of this fiscal year, two of Microenuironments and the cooperative research projects were Degradation of Archival Records: A continued through interagency Research Design (National Bureau of agreements between the National Standards Publication NBSIR 87-3635) Archives and the Institute of Computer by Dr. Elio Passaglia. This study, Science and Technology of the National sponsored by the National Archives, Bureau of Standards. The first project proposed a research program into the calls for the identification and evaluation efficacy of placing archival records in of preservation alternatives for electronic containers as a first line of defense records, including consideration of the against pollutant gases and fluctuating issues of creation, transfer, storage, and temperatures and relative humidity. access. The project will focus on The research program proposed by computer data standards, either NlST is divided into two areas: a study currently existing or under of the protection provided by development, that could assist in containers, particularly the cardboard ensuring portability of electronic records boxes commonly used to safeguard created by Federal agencies. The much archival material, and a study of development of computer software that Chapter 11 The National Historical Publications and Records Commission

Legislation enacted during fiscal year for State and Local History (AASLH) The new law also states that the 1988 will effect major changes in the will have their representation reduced Commission may "conduct institutes, National Historical Publications and from two members each to one, and training and educational programs, and Records Commission. On July 13, two additional organizations will be recommend candidates for fellowships President Reagan signed Public Law added with one member each: the related to the activities of the 100-365, expanding the representation National Association of Government Commission and may disseminate of the Commission membership while at Archives and Records Administrators information about documentary sources the same time reducing its size. (NAGARA) and the Association for through guides, directories, and other The law goes into effect January 1, Documentary Editing (ADE). Along technical publications," functions that 1989. The American Historical with the other members, whose were implicit in previous legislation. The Association, Organization of American representational status is unchanged, grant authorization level was increased Historians, Society of American the Commission membership will total to $6 million for 1989, $8 million for Archivists, and American Association 15, a reduction of two. 1990, and $10 million for 1991, 1992,

From left to right are U.S. Archivist Don W Wilson, U.S. Representatives Glenn English {D-OK) and AI McCandless (R-CA), and Executive Director of the National Historical Publications and Records Commission Frank G. Burke at the House NHPRC reauthorization hearings, February 17, 1988. (Photograph by Nancy Olds.)

65 and 1993. The amount actually appropriated for 1988 (and for 1989) was $4 million. In other developments, Senator Mark 0. Hatfield (R-OR) was replaced on the Commission by Senator PaulS. Sarbanes (D-MD), and AASLH , member Larry E. Tise was replaced by l Edwin C. Bridges. Frank G. Burke, :J Executive Director of the Commission j since 1975 and Acting Archivist of the j United States from April 1985 to December 1987, retired to accept a teaching position at the University of Maryland. The Commission is conducting a nationwide search for a new Executive Director.

Records Program

Increased interaction with the NHPRC State historical records coordinators, continued development of a national historical records program, and the funding of several significant projects highlighted the work of the records program during this fiscal year. US. Senators John C. Stennis (D-MS), left, and Mark 0. Hatfield (R-OR), right, exchange On November 5 and 6, 1987, State greetings at a National Archives reception honoring Senator Hatfield's service on the National coordinators from 46 States, Puerto Historical Publications and Records Commission. May 12, 1988. (Photograph by Susan Amos.) Rico, and the District of Columbia met in Boston at a Commission-funded meeting to discuss issues of broad interest and concern. The meeting endorsed a national policy statement on the United States' documentary heritage and a 12-point national historical records program statement. Throughout the year, the records program staff communicated frequently with the Coordinators' Steering Committee. At its February meeting, the Commission endorsed the 12 points of the national historical records program. These points, previously endorsed by the State historical records coordinators, include the identification and communication of records needs, a coordinated effort to meet these needs, and the promotion of documentary editions in the study of history. By the end of the year, the records program staff, headed by Nancy Sahli, had begun to implement several of these points. An example is the staff's coordination with other National Archives units regarding activities that affect non-Federal historical records or non-Federal archival programs.

Dr. and Mrs. Frank G. Burke (right) greet Darryl Price, left, and James Luttrell. second from The records program provided left, of the Facilities Management Branch, at a reception on August 3, 1988, honoring Dr. support to several projects of national Burke. After 21 years with the National Archives, Dr. Burke joined the faculty of the University significance during the year. Among of Maryland, Coliege Park, as a full professor. (Photograph by Nancy Olds.) these was a study by the Image

66 Permanence Institute of Technology on correspondence of 17th-century thousand copies of the catalog the degradation process of cellulose religious leader Roger Williams to 20th­ Historical Documentary Editions, 1988 acetate, safety, photographic film; an century President Woodrow Wilson; were mailed to college and university assessment by Harvard College of the from the records of founding patriots, libraries. Meetings to plan cooperative current status of archival descriptive such as Benjamin Franklin, Henry efforts were held with university officials, standards; a grant to NAGARA to Laurens, and John Paul Jones, to the members of historical associations, develop a preservation planning strategy writings of 20th-century reformers university press directors, and others. particularly for State and local Marcus Garvey and Mother Jones. The campaign expanded the campus government archives; and the Society These editions include the papers of representative program, which of American Archivists' publication of both the political and the cultural elite of encourages the purchase of seven manuals on a wide variety of 19th-century America. documentary publications by college archival topics. A noteworthy first for the publications and university libraries and the use of documentary publications in class Other projects funded by the records program was its support for the assignments. program produced a number of diverse publication and marketing of The Diary reports and products. Bruce W. of William Maclay and Other Notes on A new venture is the Commission's Dearstyne's The Management of Local Senate Debates in hardcover and immigration initiative. The Commission Government Records: A Guide for softcover editions. The Diary is volume will sponsor a conference to plan the 9 of the Documentary History of the documentation of the immigrant Local Officials, the Iowa County First Federal Congress. experience in the United States. Records Manual, and Program Coinciding with the approaching Reporting Guidelines for Government The works published in 1988 only partially reflect the breadth of the quincentennial celebration of Records Programs, developed under the publications program. Additional Christopher Columbus' arrival in the auspices of NAGARA, provide valuable projects represent other facets of the New World, this initiative seeks to guidance to record custodians. American experience: industrialists and promote the history of immigration Researchers in archival materials will scientists, Hispanic history and women's through archival preservation and benefit from the publications Guide to history, immigrants, Native Americans, documentary publications. the Archives (describing the holdings of and former slaves. There are now more Once again the private sector the Peabody Institute of The Johns than 500 printed volumes and 8,000 recognized the importance of the Hopkins University) and A Guide to the reels of microfilm that have been Corr.mission's work. We are grateful to Archives of the City of Seattle. In produced through the program. the William Nelson Cromwell March, Oryx Press published the long­ Additional financial support is provided Foundation, the Ford Foundation, the awaited second edition of the Directory through subvention grants to George Gund Foundation, and private of Archives and Manuscript Repositories supplement publication and marketing individuals for providing approximately in the United States compiled by the expenses of Commission-sponsored $100,000 in financial assistance to records program staff. projects. various Commission-sponsored The NHPRC's archival fellowship A campaign launched in 1987 to publication projects. program, funded in part by the Andrew promote the distribution of publications The publications program continued W. Mellon Foundation, completed its was continued this past year. Four to sponsor a wide range of educational third year. A colloquium of fellows, their institution sponsors, Commission staff, and members of the Commission's archival fellowship committee was held in February. The winners of the 1988­ 89 archival fellowships, and the sponsoring institutions, are Kevin J. Logan {Cornell University), Paul A. Breck {New York University), and Jeffrey D. Marshall {University of Vermont).

Publications Program

The publications program continues to preserve the documentary heritage of the United States through the publication and dissemination of historical materials. During this fiscal year, Commission-supported projects Dr. Charles Cullen, president of the Newberry Library, is shown talking about computer published 28 volumes and 502 reels of indexing at the NHPRC 1988 editing institute. The institute meets each year for 2 weeks in microfilm for scholarly and popular use. June at the State Historical Society of Wisconsin on the campus of the University of Wisconsin, These works range from the Madison. (Photograph by Richard N. Sheldon.)

67 activities and programs, including grants, the newsletter reports on Delaware fellowships in advanced historical Commission policies, newly published editing, an annual 2-week editing documentary editions, and recent City of Wilmington, DE: a grant of institute, and a periodic newsletter. The developments in documentary $3,878 to develop a systematic winners of the 1988-89 feliowships, preservation and publication. approach to maintaining and protecting and the sponsoring projects, are Joanne city records. Walroth (The Papers of Benjamin Records Grants District of Columbia Franklin), Eric Walther (The Papers of (Alphabetized by State) Jefferson Davis), and G. Kurt Piehler The George Washington University, (The Selected Papers of Charles Willson California Washington, DC: a grant of $54,951 Peale and His Family). To date, CaHfomia State Archives for a 2-year project to develop a approximately 300 historians, archivists; Foum:l.ation, Sacramento, CA: an university archives and records and librarians have attended "Camp outright grant of $55,971 and a management program. Edit," as the institute is popularly called. matching grant of $42,550 for a 2-year Both the fellowships and the institute Florida project to develop archives programs in are supported in part by funds from the Napa and Placer counties and in the Louis Wolfson H Media Center, Andrew W. Mellon foundation. city of Napa and to assist in maintaining Miami, fL: a grant of $61,594 to The publications program research an existing program in Yolo County. appraise, preserve, and make available staff assists project editors by searching WTVJ newsfilm dating from 1959 to for and providing copies of documents Pacifica Pwgram SeJrVice/Pacifica the present. The film includes the in the National Archives and the Library Radio Archive, Los Angeles, CA: earliest surviving local television of Congress, by maintaining a microfilm $55,000 to preserve deteriorating newsfilm from south florida. lending library, and by monitoring audiotapes of Pacifica Radio broadcasts autograph and manuscript catalogs. from the 1950's to the 1970's. Tampa-Hillsborough County Public Annotation, the Commission's Library, Tampa, fL: a grant of newsletter, is distributed to 2,600 Southwest Museum, Los Angeles, $54,450 to duplicate nitrate and individuals and institutions and is CA: a grant of $19,300 to complete the cellulose acetate negatives from the available free, upon request. In addition transfer of photographic images to laser Burgert brothers photographic to announcing pubiications and records videodisc. collection. The photographs document

"Tampa: Madame Himes Beauty Parlor in lobby of Tampa Theatre featuring 'Clara Bow Haircut,' July 15, 1930." This photograph is from the Butgert Brothers Photographic Studio Collection at the Tampa-Hillsborough County Public Library, Tampa, FL. The NHPRC Records Program awarded $54.450 to duplicate nitrate and cellulose acetate negatives from the collection this year. (Photograph by Burgert Brothers.) the growth of Florida, especially the institutions and to produce a guide to grant of $450 to print and distribute an Tampa Bay area, from 1918 to the the management of medical records. informational brochure on the board early 1960's. and its work. Massachusetts

Metropolitan District Commission, New Hampshire Atlanta Jewish Federation, Atlanta, Boston, MA: a grant of $48,843 to Portsmouth Athenaeum, GA: a grant of $22,550 to survey, bring the commission's historical records Portsmouth, NH: a grant of $30,125 for accession, and inventory records of the under intellectual control through the an archivist to work on the collections Jewish community in Atlanta. development of retention schedules, of the Athenaeum and the Strawbery surveying and appraisal, description, Banke Museum. The records document Idaho preservation, and the transfer of original Portsmouth's role in local, State, and documents to the Massachusetts national history. Idaho State Historical Society, archives. The Metropolitan District Boise, ID: a grant of $24,463 for the Commission has jurisdiction over parks, Idaho State Historical Records Advisory nature reserves, reservoirs, and similar New Mexico Board to conduct a statewide records public works in the greater Boston area. assessment and reporting project. New Mexico Commission of Public Old Sturbridge Village, Sturbridge, Records, Santa Fe, NM: a grant of lowa MA: a grant of $31,390 to develop an $25,000 for the New Mexico State archival and records management Historical Records Advisory Board to Iowa State University, Ames, !A: a program at the museum. conduct a statewide records assessment grant of $40,354 to deacidify and and reporting project. encapsulate approximately 1, 700 Minnesota drawings and blueprints in the Warren University of New Mexico, H. Manning landscape architectural Mi.He Lacs Band of Chippewa Albuquerque, NM: a grant of $4,783 to collection. The collection represents the Indians, Onamia, MN: a grant of produce a tonal microfiche and a guide most comprehensive body of material $29,715 to develop an archival and to the Henry A. Schmidt and Cobb related to Manning, a student and records management program for the Memorial photograph collections. The contemporary of Frederick Law tribe. Undertaken in cooperation with two collections comprise a total of Olmsted. the Minnesota Historical Society, the 2,039 unique images, ca. 1885 to project will involve the records of what 1942, of miners, ranchers, women, Kansas may be the only Indian tribal blacks, Orientals, Native Americans, government with fully operational and Hispanics. The photographs show Johnson County Government, separation of powers. both rural and town life. Olathe, KS: a grant of $2,975 for a consultant to evaluate the condition of Mississippi county records and to make New York recommendations for the development Lauderdale County Department of Buffalo Society of Natural of an archival program. Archives and History, Meridian, MS: a grant of $5, 104 to undertake planning Sciences, Buffalo, NY: a grant of $32,848 for a 16-month project to Maryland for an archival and records management program for Lauderdale establish an archival and records Association for Documentary County and the city of Meridian. program for the society, the Buffalo Editing, Baltimore, MD: a Museum of Science, and the Tifft Farm supplemental grant of $880 to provide Missouri Nature Preserve. travel expenses for a meeting of the St. Louis Mercantile Library ComeH University, Ithaca, NY: advisory committee of the Documentary Association, St. Louis, MO: a Heritage Trust of the United States. archival fellowship (jointly funded by the matching grant of $3,274 to duplicate NHPRC and the Andrew W. Mellon Carmelite Sisters of Baltimore, and preserve glass plate, nitrocellulose, Foundation) of $25,700 for the Towson, MD: a grant of $37,185 and early diacetate negatives produced academic year 1988-89. ($4,590 matching) to preserve, arrange, by the St. Louis Globe-Democrat in the describe, and make accessible the 1920's and 1930's. Foundation of the New York State historical records (1642 to date) of the Nurses Association, Guilderland, Montana oldest community of religious women in NY: a grant of $46,948 for a 2-year project to develop an archival program the Thirteen Original Colonies. City of Great Falls, MT: a grant of for the New York State Nurses $55,670 to hire a records manager to The Johns Hopkins University Association and to initiate development survey, appraise, and establish retention School of Medicine, Baltimore, MD: of a coordinated strategy for schedules for the city's records and to $67,385 for the final year of a 3-year documenting the discipline of develop a records manual for the city. project, in cooperation with the professional nursing in New York State. university's Alan Mason Chesney Nevada The association, established in 1901, is Medical Archives, to initiate a records the oldest and largest State nurses management program for the four Nevada State Historical Records association, with a membership of about major Johns Hopkins medical Advisory Board, Carson City, NV: a 31,000.

69 New York University, New York, NY: of any county government during the Virginia archival fellowship (jointly funded by the colonial period, NHPRC and the Andrew W Mellon Arlington County Public Library, Foundation) of $25,700 for the Rhode Island Arlington, VA: $15,738 to arrange and academic year 1988-89, describe local history materials in the Office of the Secretary of §tate, Arlington Community History Archives, Rochester Institute of Technology, State Archives Division, Providence, Image Permanence Institute, Rl: a grant of $114,022 to establish an Washington Rochester, NY: a grant of $41,830 for active State archival program and to King County Department of the salaries of staff participating in a identify archival materials located in the Executive Administration, Records study of the degradation process of State records center and State and Elections Division, Seattle, WA: cellulose acetate, safety, photographic government offices, departments, and a grant of $71,457 to develop an films, The plan is to analyze the role of agencies, as well as fugitive State archival program for the county's temperature and humidity in the records located in historical repositories, records, deterioration of photographic films in use from the 1930's to the present. South Carolina Washington State Historical Records Advisory Board, Olympia, South Carolina Department of North Dakota WA: a grant of $9,340 to assess the Archives and History, Columbia, SC: need for and feasibility of a re-grant North Dakota League of Cities, a grant of $2,976 for the South program for the more than 35 Native Bismarck, ND: a grant of $43,217 to Carolina State Historical Records American tribes in the State of establish a continuing comprehensive Advisory Board to support the printing Washington, records program for city governments, of the State's historical records The project includes the publication and assessment report and a summary Wisconsin distribution of a city records brochure, management manual, workshops on Milwaukee Public Library, records management to be held for city South Dakota Milwaukee, Wl: a supplemental grant of personnel, and efforts to preserve $17,176 for the second year of a South Dakota School of Mines and archival resources at the city and State project to develop a municipal archival Technology, Rapid City, SD: a grant of levels, program for Milwaukee, The project will $52,402 to develop an archival evaluate records retention schedules, program, This program will establish Oklahoma arrange and describe existing holdings, control over, and provide access to, the and enter records series information into Oklahoma State Historical Black Hills Mining Industrial Archival the Research Libraries Information Records Advisory Board, Oklahoma Collections, It would also prepare Network (RUN) data base, City, OK: a grant of $18,052 to hold finding aids to the collections, workshops to inform local government State Historical Society of officials about the requirements and Texas Wisconsin, Madison, WI: a grant of $68,764 to evaluate the physical benefits of records management and University of Texas at Austin, about the methods of preserving condition of and to appraise, organize, Barker Texas History Center, and provide access to early television historically valuable local government Austin, TX: a grant of $33,096 to records, newsfilm, ca, 1955 to 1972, from four arrange, describe, preserve, and make television stations in Madison, accessible images from the Robert Oregon Runyon photograph collection Wyoming (1912-47)' Oregon State Archives, Salem, OR: Wyoming State Museum, Cheyenne, a grant of $25,980 to undertake Utah WY: $31,126 for a 2-year project to preservation microfilming and preserve and make available nitrate and description of the records of the Oregon Utah Division of State History, Salt glass plate negatives of Wyoming, the Territorial government, The records Lake City, UT: a grant of $116,996 for Great Plains, and the northern Rocky cover the work of the territory's military an 18-month project to develop an Mountains from the late 19th century to department, supreme court, secretary of automated information system about the mid-20th century, state, and county governments during archives and records holdings in the the years from 1837 through 1859, State, The system will be part of the National Projects Research Libraries Information Network Pennsylvania (RUN) nationwide data base, American Institute of Physics, New York, NY: a grant of $80,000 to Chester County Historical Society, Vermont support a 2-year project to analyze West Chester, PA: a grant of $41,594 records created by multi-institutional for a 2-year project to arrange and University of Vermont, Burlington, teams doing research in physics, to describe the administrative and fiscal VT: archival fellowship Qointly funded identify and test alternative methods of records of Chester County, 1699-1945, by the NHPRC and the Andrew W preserving historically significant These and other records form perhaps Mellon Foundation) of $25,700 for the research records created by teams, and the most comprehensive documentation academic year 1988-89, to develop policy recommendations and

70 programs to deal with the present and and access, administration of archival Willson Peale and His Family future documentation of these teams repositories, and a glossary of archival (Smithsonian Institution, Washington, and their work. The project is being terms. DC): $20,400 for an editing fellow. jointly funded by the National Science Documentary History of the Foundation. Publications Grants Supreme Court of the United American Mathematical Society, (Alphabetized by State) States, 1789-1800 (Supreme Court Historical Society, Washington, DC): Providence, R!: a grant of $4,668 to $70,000. hire a consultant to survey the records Arizona of the society and to recommend a Documentary Relations of the Florida records management program. The Southwest Civil/Military Series society hopes to initiate the (Arizona State Museum, Tucson, AZ): The Black Abolitionist Papers recommended program and donate its $27,000. (Florida State University, Tallahassee, noncurrent records to Brown University. FL): $25,000. California Fort Sm Apache Tribe, Apache, OK: Georgia a grant of $29,685 to microfilm for The Papers of Salmon P. Chase preservation and research use the (Claremont Graduate School, The Papers of Martin Luther King, litigation files pertaining to the Indian Claremont, CA): $61,303. Jr. (The Martin Luther King, Jr., Claims Commission case of the Fort Sill Center for Nonviolent Social Change, The Marcus Garvey and Universal Apache Tribe. The tribe traces its origin Atlanta, GA): $47,000. Negro Improvement Association to a group of the Chiricahua Apache, Papers (University of California, Los who were led by Geronimo. Illinois Angeles, CA): $33,000. The Letters of Jessie Benton National Association of The Papers of Emma Goldman Fremont (University of l!!inois, Urbana, Government Archives and Records (University of California, Berkeley, CA): IL): $15,000. Administrators, Albany, NY: a grant $53,000. of $106,450 to develop an archival The Papers of Ulysses S. Grant preservation planning tool for use in The Correspondence of Charles (Ulysses S. Grant Association and State and local government archives Sumner (Pomona College, Claremont, Southern Illinois University, Carbondale, and other archival institutions. Products CA): $35,000. IL): $45,000. to be created include self-survey materials for repositories and a Connecticut Kentucky preservation planning resource The Frederick Douglass Papers The Papers of Henry Clay (University notebook. (Yale University, New Haven, CT): of Kentucky, Lexington, KY): $20,000. National Recreation and Park $48,000. Maryland Association, Alexandria, VA: a grant The Papers of Benjamin Franklin of $39,891 for a 2-year project to (Yale University, New Haven, CT): The Papers of Dwight David establish a records management $70,000. Eisenhower (The Johns Hopkins program and to complete the processing University, Baltimore, MD): $13,000. of its pre-1965 records located at the The Papers of Benjamin Franklin Social History Welfare Archives of the (Yale University, New Haven, CT): Freedom: A Documentary History University of Minnesota. $20,400 for an editing fellow. of Emancipation, 1861-1867 (University of Maryland, College Park, President and Fellows of Harvard District of Columbia MD): $71,130. College, Cambridge, MA: a grant of $44,380 for a 1-year project to assess Documentary History of the First The Samuel Gompers Papers the current status of archival descriptive Federal Congress of the United (University of Maryland, College Park, standards, to identify standards that States of America, March 4, 1789­ MD): $59,000. need to be developed, and to address March 3, 1791 (The George other issues and problems relating to Washington University, Washington, Massachusetts standards development and DC): $129,000. The Adams Papers (Massachusetts implementation. The Daniel Chester French Papers Historical Society, Boston, MA): Society of American Archivists, (The American University, Washington, $70,000. DC): $71,508. Chicago, IL: a grant of $56,400 (which Documentary History of George includes $5,000 in matching funds) to J. Franklin Jameson and the Rapp's Harmony Society (Clark publish seven new manuals in a series Development of Humanistic University, Worcester, MA): $37,000. to be called Archival Fundamentals. Scholarship in America (American Topics to be covered consist of archives Historical Association, Washington, The Papers of Elizabeth Cady in society, acquisitions and appraisal, DC): $54,000. Stanton and Susan B. Anthony arrangement and description, (University of Massachusetts, Amherst, preservation management, reference The Selected Papers of Charles MA): $20,000.

71 North Carolina The Papers of Jefferson Davis (Rice Subvention Grants University, Houston, TX): $20,400 for (Alphabetized by State) The Papers of Jane Addams (Duke an editing fellow. University, Durham, NC): $39,530. Arizona Virginia New Jerrsey Documentary Relations of the The Papers of James Madison Southwest Civil/Military Series The Papers of Thomas Jefferson (University of Virginia, Charlottesville, (University of Arizona Press, Tucson, (Princeton University, Princeton, NJ): VA): $70,000. AZ): $10,000 for the volume entitled $70.000. The Papers of Gemge Catlett Pedro de Rivera and the Military Regulations for Northern New Spain. New Mexico Marshall (George C. Marshall Research Foundation, Lexington, VA): Connecticut The Journals of Diego de Vargas $57,000. (University of New Mexico, The Papers of Benjamin Henry Albuquerque, NM): $27,000. The Papers of John Marshall Latrobe (Yale University Press, New (Institute of Early American History and Haven, CT): $10,000 per volume for Culture, Williamsburg, VA): $20,000. volumes 2 and 3 of Correspondence The Elizabeth Drinker Diary Wisconsin and Miscellaneous Papers. (Fordham University, Bronx, NY): The Documentary History of the Illinois $25,502. Ratification of the Constitution and The Samuel Gompers Papers The Documentary History of the First The Papers of Albert Gallatin (University of Illinois Press, Urbana, lL): (Baruch College, CUNY, New York, Federal Elections, 1788-1790 $6,989 for volume 2, and $10,400 for (University of Wisconsin, Madison, WI): NY): $42,000. volume 3. $109,991. The Papers of Robert Morris, Kentucky 1781-1784 (Queens College, CUNY, Flushing, NY): $29,000. The Papers of Henry Clay (University Press of Kentucky, Lexington, KY): The Margaret Sanger Papers (New $10,000 for volume 9. York University, New York, NY): $22,000. Maryland Rhode Island Documentary History of the first federal Congress of the United The Papers of General Nathanael States of America, March 4, 1789­ Greene (Rhode Island Historical March 3, 1791 (Johns Hopkins Society, Providence, Rl): $58,500. University Press, Baltimore, MD): South Carolina $10,000 for a paperback edition of volume 9, entitled The Diary of William The Papers of John C. Calhoun Maclay and Other Notes on Senate (University of South Carolina, Debates. Columbia, SC): $26,229. North Carolina The Papers of Henry Laurens (South The Black Abolitionist Papers Carolina Historical Society, Charleston, (University of North Carolina Press, SC): $35,000. Chapel Hill, NC): $8,211 for volume 2.

Tennessee The Papers of General Nathanael The Papers of Andrew Jackson Greene (University of North Carolina (University of Tennessee, Knoxville, Press, Chapel Hill, NC): $11,700 for TN): $45,000. volume 5. The Papers of John Marshall The Papers of Andrew Johnson (University of North Carolina Press, (University of Tennessee, Knoxville, This document recommending release of Chapel Hill, NC): $9,018 for volume 5. TN): $69,000. prisoners of war was signed by Vice President Andrew Johnson on April 12, New Hampshirre The Correspondence of James K. 1865, and was endorsed by Abraham Polk (University of Tennessee, Lincoln on the day of his assassination, April The Papers of Daniel Webster 14, 1865. A facsimile of the document is Knoxville, TN): $31,831. (University Press of New England, printed in volume 7 of The Papers of Hanover, NH): $8,663 for volume 2 of Texas Andrew Johnson. The NHPRC publications program awarded $69,000 to the Johnson Diplomatic Papers and $7,747 for The Papers of Jefferson Davis (Rice Pape;s this year. (Photograph courtesy of the volume 2 of Speeches and Formal University, Houston, TX): $37,000. Library of Congress.) Writings.

72 Pennsylvania National Archives and American Historical Reco:rds Administration Association The Papers of Wmi.am Perm Don W. Wilson, Archivist of the United Carol Bleser, Professor of History, (University of Pennsylvania Press, States, ex officio chairman Clemson University Philadelphia, PA): $10,000 per volume Ronald P. Formisano, Professor of for volumes 3 and 4. U.S. Supreme Court History, Clark University Sot~tth Carolina Harry A. Blackmun, Associate Justice Organization of American Historians The Papers of Henry Lamens U.S. Senate (University of South Carolina Press, PaulS. Sarbanes of Maryland Louis R. Harlan, Professor of History, Columbia, SC): $7,329 for volume ll. University of Maryland U.S. House of Norman A. Graebner, Professor Tennessee Emeritus of History, University of Representatives Virginia The Papers of Andrew Jackson Lindy·Boggs of Louisiana (University of Tennessee Press, Society of American Knoxville, TN): $2,000 for a reprint of Department of State Archivists volume 1 and $8,306 for the volume William Z. Slany, Director, Helen W. Samuels, Archivist, entitled Legal Papers of Andrew Historical Office Massachusetts Institute of Technology Jackson. Edward C. Papenfuse, Maryland State Archivist The Papers of Andrew Johnson Department of Defense Alfred Goldberg, Historian, (University of Tennessee Press, American Association for Office of the Secretary Knoxville, TN): $4,000 for a paperback State and local History edition of special volume no. 1, entitled Library of Congress David H. Hoober, Arizona State Advice After Appomattox: Letters to Archivist Andrew Johnson, 1865-1866. James H. Hutson, Chief, Edwin C. Bridges, Director of the Manuscript Division Alabama Department of Archives and History Presidential Appointments The Papers of James Madison Albert J. Ossman, Jr., Professor of During 1988, Don W. Wilson, PaulS. (University Press of Virginia, Political Science/Public Policy, Sarbanes, and Edwin C. Bridges were Charlottesville, VA): $6,347 for volume Bethany College appointed to the Commission to replace 1 of the Secretary of State Series. William A. Schambra, American Frank G. Burke, Mark 0. Hatfield, and The Papers of George Washington Enterprise Institute Larry E. Tise. respectively. (University Press of Virginia, Charlottesville, VA): $11,000 per volume for volumes 5 and 6 of the Commission Staff Colonial Series: $7,943 for volume 2 of the Revolutionary War Series; $3,310 Executive Director (Acting) --·---··--·------Roger A. Bruns 523-1701 for volume 1 and $3,700 for volume 2 Records Program Director Nancy Sahli 523-5386 of the Presidential Series. Publications Program Director (Acting) .. Mary A. Giunta 523-309? Wisconsin Staff Expenses Pe~onnel ______$586,984 The Documentary History of the Travel of Commission members and staff ____ 27,824 Ratification of the Constitution ADP equipment ______11,694 (State Historical Society of Wisconsin, Other operating expenses ------· 66,686 Madison, W!): $7,513 for volume 16. Total ______$693,188

Commission Membership By statute, the Commission in fiscal year 1988 consisted of 17 members who represented the Congress, the Judiciary, the public (two Presidential appointments), two Government departments, the Library of Congress, the National Archives and Records Administration, and four national historical and archival associations. The members at the end of the fiscal year were:

73 Publications and Records Grant Funding by State

NORTHEAST CONNECTICUT $138,000 MISSOURI 3,274 DELAWARE 3,878 NORTH CAROLINA 68,459 MAINE 0 OKLAHOMA 18,052 MASSACHUSETTS 207,233 SOUTH CAROLINA 71.534 NEW HAMPSHIRE 46,535 TENNESSEE 160,137 NEW JERSEY 0 TEXAS 90,496 NEW YORK 229,687 VIRGINIA 276,038 PENNSYLVANIA 61.594 WEST VIRGINIA 0 RHODE ISLAND 172,522 VERMONT 25,700 WEST ALASKA 0 NORTH CENTRAL ARIZONA 37,000 ILLINOIS 77,389 CALIFORNIA 355,124 INDIANA 0 COLORADO 0 IOWA 40,354 HAWAil 0 KANSAS 2,975 IDAHO 24,463 MICHIGAN 0 MONTANA 55,670 MINNESOTA 29,715 NEVADA 450 NEBRASKA 0 NEW MEXICO 56,783 NORTH DAKOTA 43,217 OREGON 25,980 OHIO 0 UTAH 116,996 SOUTH DAKOTA 52,402 WASHINGTON 80,797 WISCONSIN 203,444 WYOMING 31,126

SOUTH DISTRICT OF COWMBIA ALABAMA 0 AND TERRITORIES ARKANSAS 0 AMERICAN SAMOA 0 FLORIDA 141,044 DISTRICT OF COLUMBIA 399,859 GEORGIA 22,550 GUAM 0 KENTUCKY 30,000 NORTHERN MARINA ISLANDS 0 LOUISIANA 0 PUERTO RICO 0 MARYLAND 319,870 VIRGIN ISLANDS 0 MISSISSIPPI 5,104 REGIONAL PROJECTS 0 NATIONAL PROJECTS 404,184

TOTAL GRANTS $4,129,635

74 Chapter 12 The National Archives Trust Fund

Overview

The National Archives Trust Fund had a net operating income of $1,212,273 Total Trust Fund for fiscal year 1988. This is a decline of (in thousands) $345,000 from last fiscal year. Total expenses increased 4 percent due to higher reproduction supply costs and increased operating costs in Presidential 1988* 1987 libraries. Net income, after adding investment income, miscellaneous Gross Sales $9,479 $9,490 income, and adjustments to prior year Total Expenses 8,267 7,932 income, amounted to $2,447,921. Net Operating Income $1,212 1,558 Financial Condition Investment/Other Income 671 504 Prior Year Income (Expense) 565 (82) Assets increased by $2,622,376 in FY 1988 from the previous year. Net Income $2,448 $1,980 Liabilities increased by $165,131, primarily because of a rise in unfilled prepaid orders. Retained earnings/ capital increased by •Preliminary Report $2,457,245.

FINANCIAL CONDITION (in thousand<) Retained Earnings/Capital $12,020

Inventories $1,656

Hxed Assets $835

Accounts Receivable $523

Cash $986

Investments

Liabilities Total Assets: $13,599 $1,579

75 Catherine Nicholson, a conservator with the Document Conservation Branch, examines an original, preliminary study in color of the National Archives mural "Presentation of the Constitution" by Barry Faulkner, which hangs in the Rotunda. The 6' 8" x 2' 3" study was acquired at auction with Gift Fund money. After being framed, the study will hang in the Archivist's Reception Room. (Photograph by Elizabeth Mallonee.)

Income and Expenses Income By Source: $10,151 Gross sales decreased by $10,000 {in thousands) from FY 1987. The National Audiovisual Center and microfilm Misc. publications sales were down slightly in $7 FY 1988. Other offices in the National Archives had sales at the same level or Investment a little higher than in FY 1987. Total $664 expenses rose $335,000. This increase represents higher costs of reproduction supplies and increased personnel costs at Presidential libraries for the operation of museum shops and the sale of admissions. Current income by source and expense by type follow. National Audiovisual Center $1,884 Reimbursement The National Archives appropriated Presidential Libraries $2,369 fund reimbursed the Trust Fund $341,325 to cover the cost of producing electrostatic copies for Reproduction Services $2,887 administrative use. Although total

76 administrative copies produced increased nearly 8 percent, Expense by Type: $8,267 reimbursement was $9,700 less than in (in thousands) FY 1987. This was the result of changes in the reimbursement rates that became Payments to Other Funds/Agencies effective in May of 1988. $97

Payments Made Equipment Rental, Electrostatic Copying Payments were made to the National $320 Archives and Records Administration appropriated fund for reimbursable Postage, Telephone, Depreciation & Miscellaneous services performed on behalf of the $495 Trust Fund by appropriated fund staff in the following areas: Inventory Consumed, Printing, Office of the National Supplies & Materials $2,285 Archives Reproduction laboratory services $ 809,590 Archival handling and reproduction services 233,900 Office of Public Programs Commercial Contractors National Audiovisual Center 484,727 $2,596 Publication development and fulfillment services 343,768 Office of Federal Records Centers for each replacement. This was the first reached $737,690. Also, a new Reproduction services 234,030 such study in 4 years and resulted in monthly sales record of $101,804 was Office of Presidential the replacement and upgrading of more set in June. These sales figures Libraries than 70 copiers. represent an ever-increasing public Services related to reproduction interest in the variety of publications and museum sales 194,382 and merchandise now available, IDTAL: $2,300,397 Museum Shop- Office of particularly those items that have been Public Programs developed exclusively for sale by the National Archives. This year a number Program Highlights The National Archives Museum Shop set an annual sales record for the fifth of items were introduced that relate to straight year. Sales during FY 1988 the Presidency and Presidential Reproductions-Office of the National Archives

The number of reproductions of photographs, motion pictures, and sound recordings increased slightly during FY 1988 from FY 1987. The total number of electrostatic copier reproductions increased by 8 percent over FY 1987. A decline in staff-produced reference copies was more than offset by an increase of more than 300,000 copies made under the self-service program. This program permits researchers to make their own copies at a lower ·cost. In FY 1988, more copies were made under the self­ service program than were produced and sold by the National Archives staff. In FY 1988, a study was conducted on needs for electrostatic copiers at National Archives facilities in the Washington area. The purpose of the David Wise, author of The Spy Who Got Away, signs a copy of his book for Edwin Thompson, study was to consider replacements for Director of the Records Declassification Division. Wise was one of six authors who participated current equipment and to determine the in the authors lecture series this year. Books featured in this series are sold at the Museum most cost-effective procurement process Shop. September 28, 1988. (Photograph by Nancy 0/ds.)

77 campaigns. In addition, items relating to reprinted in FY 1988. A reprint of the Through the use of desktop genealogy continue to be popular with 1974 edition of the Guide to the publishing technology, the Center has visitors to the National Archives. National Archives of the United States embarked on a marketing strategy to This September, for the first time, a was also published. The series of seven reach smaller, specialized market holiday gift brochure containing select catalogs of National Archives segments, thereby ensuring maximum descriptions and pictures of 39 items microfilm publications was completed public awareness of Center materials. was sent to approximately 50,000 with the printing of the catalog on addresses, thus giving the public the Federal court records. A special edition Presidential Libraries opportunity to order by mail items of Prologue commemorating the heretofore available only to visitors to celebration of the 200th anniversary of The Hoover Library admissions, the National Archives Museum Shop. the Constitution was distributed to all museum shop sales, and reproduction Prologue subscribers and a number of sales in FY 1988 were $161,401, a Microfilm Publications­ interested Government officials and substantial increase over FY 1987. Part Office of Public Programs private citizens. of this increase can be attributed to the popularity of the exhibition "39 Men." Sales of microfilm publications Total library sales were $2,368,784, decreased from $1,276,503 in FY 1987 National Audiovisual consisting of museum shop sales and to $1,267,128 in FY 1988. Center-Office of Public admissions of $2,098,678 and Approximately 46 percent of microfilm Programs reproduction services of $270,106. rolls sold was the result of efforts by Total sales decreased less than 1 contract distributors, representing 40 The National Audiovisual Center percent from FY 1987 while operating percent of total microfilm income. conducted special public mailings to costs increased by 9.6 percent over the promote video programs on the issues same period. Net income for all Paper Publications-Office of quality, safety, and drugs in the Presidential libraries in FY 1988 was of Public Programs workplace. Additionally, the Center $81,000. completed a major mailing of video Acceptance of credit cards was Two Civil War guides and a guide to programs prepared by IRS, which authorized in all libraries during the late materials on Latin America were explain changes in the tax law. summer months. The average amount

Total Income/Expense By Organizational Unit Income (in thousands) Expense

$2,369 $2,346 $2,288 2,194

1,618

Office Office National Office Office of of the of Audio­ of Federal National Public visual Presidential Records Archives Programs Center Libraries Centers

78 per sale is increasing, apparently as a 4,000, is published to inform Trust Fund received royalty result of this implementation. Because researchers and visitors about the payments of $16,238 during FY acceptance of credit cards was begun in documentary and audiovisual 1988 from the sale of these units. late summer, the full effect of credit card resources, exhibitions, programs, sales will not be felt until FY 1989. and publications of the National Investment Program Archives. The National Association Public Outreach of Government Communicators FY 1988 was the third full year in named Prologue the year's best which ASB Capital Management, Inc. The Trust Fund continues to provide Government periodical for a (American Security Bank), acted as the funding for a variety of public awareness general audience. Trust Fund's investment portfolio and educational programs. The most • Supplementary school units are manager. As of the end of FY 1988, prominent programs are: marketed on behalf of the National ASB was investing $11.2 million ($9.3 " The Calendar of Events, with a Archives by Social Issues million from the Trust Fund and $1.9 circulation of 19,000, provides Resources Series, Inc. The units million from the Gift Fund) for the Trust information about lectures, consist of reproductions of textual Fund. The average rate of return for FY workshops, courses, exhibition and audiovisual material from the 1988, based on Trust and Gift Fund openings, special events, recent holdings of the National Archives cash invested, was 9.5 percent. The accessions, new publications, and and a teacher's guide, packaged in Trust Fund also holds $300,000 in U.S. Museum Shop items at the a format appropriate for classroom Treasury notes, which yielded 8.8 National Archives. The mailing list or media center use. The ninth percent in FY 1988. ASS's annual fixed­ of 15,000 for this publication was unit, Peace and Prosperity: 1953­ income investment performance, which updated during FY 1988. 1961 (the Eisenhower years), was includes market value and interest ., Prologue: Quarterly of the National published during the year. Total earnings, increased by 11.2 percent, or Archives, with a circulation of units sold now exceed 19,400. The $1,106,759, as of September 30, 1988.

79 Trust Fund FOR PERIOD ENDED Income Statement SEPTEMBER 30

1988* 1987 Revenues: Reproduction Services ...... $4,100,883 $4,040,631 Over-the-Counter Sales ...... 2,113,135 2,925,703 Publications ...... 329,737 302,653 NAC Sales and Rentals ...... 1,884,067 1,901,920 Other Revenues ...... 1,051,583 318,568 Total Revenues ...... 9,479,405 9,489,475

Cost: Cost of Goods and Services ...... 8,267,132 7,932,017 Income (or Loss) for Operations ...... 1,212,273 1,557,404

Other Incomes: Prior Year Income ...... 178,195 (114,817) Interest Income ...... 664,472 497,547 Other Income ...... 6,858 13,130 Total Other Income ...... 849,525 395,860

Other Expenses: Prior Year Expenses ...... (386,123) (27,941) Other Expenses ...... 0 1,581 Total Other Expenses ...... (386,123) (26,360) Net Income (or Loss) ...... $2,447,921 $1,979,624

•Preliminary Report

80 Trust Fund FOR PERIOD ENDED Statement of Availability SEPTEMBER 30

1988" 1987

Balances Available October 1 ...... $ 9,562,699 $ 7,576,124

Increases of Availability: Sales Revenues ...... 9,479,404 9,489,475 Interest on Investments ...... 664,472 497,547 Other...... 16,183 20,081 Total Available ...... $19,722,758 $17,583,227

Decrease of Availability: Cost of Merchandise Sold ...... 1,123,909 1,050,279 Salaries and Benefits ...... 2,474,158 2,732,247 Travel and Transportation ...... 51,065 41,574 Supplies and Materials ...... 654,358 523,335 Equipment Rental ...... 60,208 41,627 Printing and Reproduction ...... 766,800 697,853 Payments to Commercial Contractors ...... 2,596,163 2,372,282 Payments to Other Agencies or Funds ...... 96,661 0 Postage ...... 237,864 205,857 Other...... 205,946 267,017 Total Decrease ...... $ 8,267,132 $ 7,932,071

Adjustments to Prior Year's Operations ...... 564,318 (88,457) Ending Balances Available ...... $12,019,944 $ 9,562,699

"Preliminary Report

81 T:rust Fund FOR PERIOD ENDED Balance Sheet SEPTEMBER 30

1988* 1987 ASSETS Current Assets: Cash ...... $ 985,594 $ 739,456 U.S. Government Securities ...... 300,000 300,000 ASB Investments ...... 9,298,822 7,046,015 Accounts Receivable, Net of Allowance for Uncollectible Accounts of $181,910 (FY88) and $93,018 (FY87) ...... 496,733 958,773 Advances to Other Agencies or Funds ...... 26,294 26,294 Advances to Employees ...... 400 705 Inventories: Held for Sale ...... 1,648,567 1,168,189 Operating Supplies ...... 6,823 5,861 Prepaid Expenses ...... 1,128 29,691 Total Current Assets ...... 12,764,361 10,274,984

Property and Equipment at Cost Less Accumulated Depreciation of $2,737,479 (FY88) and $2,588,964 (FY87) ...... 834,858 692,039

Long-Term Accounts Receivable ...... 161 9,981 Total Assets ...... $13,599,380 $10,977,004

·Preliminary Report

82 Trust Fund FOR PERIOD ENDED Balance Sheet SEPTEMBER 30

1988* 1987 LIABILITIES Current Liabilities: Accounts Payable ...... $ 563,611 $ 587,096 Advances from Other Agencies ...... 60,609 43,832 Deferred Income ...... 474,101 338,207 Total Current Liabilities ...... 1,098,321 969,135

Long-Term Liabilities: Annual Leave Liability ...... 95,686 120,852 Deferred Credits ...... 385,429 324,318 Total Long-Term Liabilities ...... 481,115 445,170 Total Liabilities ...... $ 1,579,436 $ 1,414,305 INVESTMENT OF U.S. GOVERNMENT Retained Earnings (Deficit) ...... $12,115,399 $ 9,427,006 Provision for Unamortized Annual Leave Liability ...... (113,823) 120,852 Total Retained Earnings (Deficit) ...... 12,001,576 9,547,858 Appropriated Capital ...... 2,000 2,000 Donated Capital ...... 16,368 12,841 Total Investment of U.S. Government...... 12,019,944 9,562,699 Total Liabilities and Investment of U.S. Government ...... $13,599,380 $10,977,004

•Preliminary Report

83 Gift fund Cultuml and Archival Library Grant. Individual donations Programs accumulated by all other libraries averaged $1,500 per library. The "Modern Archives Institute: The Franklin D. Roosevelt Library Overview Introduction to Modern Archives Gift Fund received an additional Administration" training course was held donation of $9,471 from the estate of The Gift Fund is administered by the in February and in June of 1988. Fees Professor George Beeke-Levy of National Archives Trust Fund Board and totaled $28,000. Pittsburgh, PA. The annual investment accepts, receives, holds, and The third National Archives income from the bequest amounted to administers, in accordance with the Preservation Conference was held on $6,890. The income is paid biannually terms of the donor, gifts or bequests of April 12, 1988. More than 100 people to the Franklin and Eleanor Roosevelt money, securities, or other personal attended the conference. Registration Institute for support of that part of the property for the benefit of National fees totaling $3,220 were collected to Institute's grant-in-aid program Archives activities. cover expenses. denominated as Beeke-Levy Fellowships The three major areas of activity in by its Grants Award Committee. During the National Archives Gift Fund FY 1988, 15 such grants were continue to be cultural and archival Presidential Libmries awarded. programs sponsored by the National Total donations to Presidential Archives, the Presidential libraries, and libraries in FY 1988 amounted to the National Historical Publications and National Historical $31,609. The Truman Library received Records Commission. The highlights of Publications and the final donation, $2,092, from the FY 1988 follow. Records Commission estate of James Weldon Jones, for a total gift of $152,092 from the estate During FY 1988, several major since June of 1984. The Eisenhower foundation grants were received and Foundation contributed $5,000 to the administered by NHPRC. Donors, and Eisenhower Centennial Project and a the grant projects sponsored, are shown further $1,500 to the Eisenhower below.

NHPRC Grant Donors and Recipient $36,000

PROJECTS DONORS Marilyn French $2,000 The Skaggs RECIPIENTS Foundation EMMA $15,000 ""'.... University of GOLDMAN California, The Levinson ""' PAPERS ,~ Berkeley Foundation $1,500 I""""' The Streisand Foundation $2,500

MARGARET The George Gund ""', SANGER Foundation I New York University PAPERS $15,000

84 Gift Fund FOR PERIOD ENDED Balance Sheet SEPTEMBER 30

1988" 1987 ASSETS Current Assets: Cash ...... $ 75,163 $ 332,436 ASB Investments ...... 1,925,813 1,758,975 Accounts Receivable ...... 2,489 4,010 Accrued Interest Receivable ...... (79) 0 Prepaid Expenses ...... 0 15 Total Current Assets ...... $2,003,386 $2,095,436

LIABILITIES Current Liabilities: Accounts Payable-Trade ...... 27,755 268,824 Total Liabilities ...... $ 27,755 $ 268,824

FUND Fund Balance...... $1,975,631 $1,826,612 Total Liabilities and Fund Balance...... $2,003,386 $2,095,436

•preliminary Report

85 Gift Fund FOR PERIOD ENDED Statement of Availability SEPTEMBER 30

1988* 1987

Balances Available October 1 ...... $1,982,412*. $1,832,933

Increases of Availability: Grants and Donations...... 243,520 423,778 Interest on Investments ...... 156,091 138,228 Other Donations ...... (3,290) 36,222 Total Available ...... $2,378,733 $2,431,161

Decrease of Availability: Travel and Transportation ...... 18,591 10,194 Supplies and Materials ...... 13,880 16,799 Equipment Rental ...... 236 0 Printing and Reproduction ...... 9,940 1,757 Payments to Commercial Contractors ...... 176,217 123,751 Payments to Other Agencies or Funds ...... 187,275 290,317 Other...... 0 63,731 Total Decrease ...... $ 406,139 $ 506,549

Adjustments to Prior Year's Operations ...... (3,037) 98,000

Ending Balances Available ...... $1,975,631 $1,826,612

•Preliminary Report • ·Increase adjustment of $155,800 to Balance Available October 1, 1987. This reconciles the NEAR Trial Balance control account with detailed subsidiary records of the Gift Fund.

86 Appendix A Organization Chart for the National Archives

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

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

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

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

87 Appendix B Personnel on Board All Funds As of September 30, 1988 WASHINGTON, DC NATIONWIDE AREA FIELD OFFICES TOTAL Other Total Perm Other Total PROGRAMS: Perm Other Total Perm 1,533 781 955 1,736 Records Centers 158 45 203 623 910 27 97 611 62 673 Archives & Related 541 35 576 70 0 83 5 88 Public Programs 83 5 88 0 0 0 37 2 39 Records Administration 37 2 39 0 0 243 240 67 307 Presidential Libraries 57 7 64 183 60 0 0 78 0 78 Federal Register 78 0 78 0 8 57 1 58 Records Declassification 49 1 50 8 0 National Historical Publications & Records 0 14 0 14 Commission 14 0 14 0 0 1,881 1,901 1,092 2,993 TOTALS 1,017 95 1,112 884 997

88 Appendix C Obligations by Program Area (in thousands) Public Programs $2,903 3% Grants $4,123 4% / Archives and Presidential Related Services Libraries $36,402 $17,658 33% 16%

Federal Register $4,203 4% Records Administration $2,536 2% NHPRC $958 1%

IDTAL: $109,031

Appendix D Obligations by Major Elements (in thousands) Space Costs $39,539 36%

Grants $4,123 Communications, Utilities, 4% and Equipment Rentals $2,465 Supplies and 2% Services $7,230 -----+- All Other 7% $3,231 3%

Personnel Compensation and Benefits $52,443 48% IDTAL: $109,031

89 Appendix E Obligations by Object Classification

Direct Operating Expenses (in thousands)

Full-Time Permanent Employees' Salaries------­ $ 41,310 Other Than Full-Time Permanent Employees' Salaries------­ 3,153 Other Personnel Compensation------786

Total Personnel Compensation------45,249

Personnel Benefits------7,194

Travel and Transportation of Persons------380 rviotorPoolTravel ______63 Transportation of Things ______133 Rent ______22,421 Communications, Utilities, & Equipment Rentals ------­ 2,465 Printing & Reproduction ------­ 1,656 National Archives Building Operations & Other Rent------­ 5,124 Archives II Building Design------­ 4,000 Presidential Libraries' Operations & Maintenance ------­ 7,142 Reimbursable Space Costs------­ 852 Preservation Services ------­ 1,189 Other Services: Commercial Contracts------­ 1,426 ADP Studies & ADP Maintenance Services------­ 1,016 Accounting & Payroll Services------734 Supplies & Materials------2,084 Equipment ______1,593 Land &Structures ______184 Grants, Subsidies, & Contributions------­ 4,123 Insurance Claims & Indemnities------3

TOTAL, Direct Obligations------$109,031

90 Appendix F Customer Reimbursements (in thousands)

Other $2,057 11%

Social Security Administration Internal Revenue Service $1,234 -----+-­ $13,645 6% 71%

National Archives Trust Fund Board $2,300 12%

1DTAL: $19,236

Appendix G Preservation Obligations (in thousands) Contracts $1,189 18% Travel, Rent, Supplies Communications, $889 and Printing 13% $59 1%

Land and Equipment $341------~ 5%

Personnel -+---$4,215 63%

1DTAL: $6,693

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

Balance Transfer Other 9/30/87 Accession Accretion In Increase

Washington, DC, Area Branches

Diplomatic Branch 52,378 296 556 0 11 General Branch 219,298 2,158 2,402 1,394 16 Judicial, Fiscal, Social Branch 117,029 233 1,129 115 378 Scientific, Economic, Natural Resources Branch 128,922 732 29 0 247 Library and Printed Archives 20,006 0 959 219 0 Legislative Archives Division 48,537 4,025 0 3 0 Military Field Branch 211,501 820 0 3 381 Military Projects Branch 234,122 1,736 5 3 1 Military Reference Branch 4,758 0 0 0 0 Military Service Branch 75,917 26 0 0 0 Cartographic and Architectural Branch 22,821 17,440 779 950 2,572 Motion Picture and Sound and Video Branch 35,473 150 99 39 3 Still Picture Branch 12,241 152 1 1 0 Machine-Readable Branch 241 0 0 0 0 DC-Area Totals 1,183,244 27,768 5,959 2,727 3,609

Field Branches

Boston Branch 16,020 118 88 0 0 New York Branch 63,141 106 162 0 113 Philadelphia Branch 37,788 59 1,367 81 0 Atlanta Branch 43,467 317 921 1,661 13 Chicago Branch 50,928 411 2,413 0 1 Kansas City Branch 28,161 287 471 0 880 Fort Worth Branch 45,956 3,084 2,087 232 936 Denver Branch 14,410 257 10 43 0 Los Angeles Branch 15,398 494 301 26 6 San Francisco Branch 23,061 1,599 138 0 0 Seattle Branch 26,107 1,199 423 64 1 Field Branch Totals 364,437 7,931 8,381 2,107 1,950

NATIONWIDE lDTALS 1,547,681 35,699 14,340 4,834 5,559

92 Total Permanent Transfer Other Total Balance Increase Disposal Withdrawal Out Decrease Decrease 9/30/88

863 0 0 18 0 18 53,223 5,970 0 0 2 0 2 225,266

1,855 0 0 133 1,263 1,396 117,488 1,008 0 0 655 1 656 129,274 1,178 0 0 218 0 218 20,966 4,028 0 0 39 1 40 52,525 1,204 136 0 100 0 236 212,469 1,745 0 380 434 0 814 235,053 0 0 0 0 0 0 4,758 26 0 0 0 1 1 75,942 21,741 0 0 1 200 201 44,361

291 0 0 0 1 1 35,763 154 0 0 3 33 36 12,359 0 20 0 0 1 21 220 40,063 156 380 1,603 1,501 3,640 1,219,667

206 0 0 0 2 2 16,224 381 0 0 1,393 0 1,393 62,129 1,507 0 0 3 40 43 39,252 2,912 0 0 0 112 112 46,267 2,825 40 0 1,661 0 1,701 52,052 1,638 0 0 43 314 357 29,442 6,339 0 0 0 889 889 51,406 310 0 0 0 1 1 14,719 827 0 0 26 3 29 16,196 1,737 8 0 0 1 9 24,789 1,687 0 0 74 189 263 27,531 20,369 48 0 3,200 1,551 4,799 380,007

60,432 204 380 4,803 3,052 8,439 1,599,674

93 Appendix I Archival Holdings by Number of Items

Still Motion Sound Video Film TRANSACTION Pictures Pictures Recordings Recordings Strips

BALANCE, 9/30/1987 5,248,842 110,273 159,980 13,310 107

Accession 59,223 500 545 2,369 0 Accretion 46 156 279 865 0 Transfer In 5,362 9 292 355 0 Other Increase 11,046 15 783 25 0

TOTAL INCREASE 75,677 680 1,899 3,614 0

Disposal 0 0 0 0 0 Perm. Withdrawal 0 0 0 0 0 Transfer Out 1,304 9 287 355 0 Other Decrease 12,969 13 47 0 0

TOTAL DECREASE 14,273 22 334 355 0

BALANCE, 9/30/1988 5,310,246 110,931 161,545 16,569 107

16mm 16mm 35mm 35mm Negative Positive Negative Positive Micro- TRANSACTION Microfilm Microfilm Microfilm Microfilm fiche

BALANCE, 9/30/1987 100,739 16,139 98,694 27,293 102

Accession 50 0 0 0 0 Accretion 0 0 0 728 0 Transfer In 23 0 1 497 0 Other Increase 0 0 1,224 30 0

TOTAL INCREASE 73 0 1,225 1,255 0

Disposal 0 0 0 0 0 Perm. Withdrawal 0 0 0 0 0 Transfer Out 23 0 1 497 0 Other Decrease 0 0 0 1,687 0

TOTAL DECREASE 23 0 1 2,184 0

BALANCE, 9/30/1988 100,789 16,139 99,918 26,364 102

94 Machine- Maps& Arch. & Aerial Read Items Charts Eng. Plans Photos Artifacts

1,417 1,595,945 310,159 9,749,770 1,723

0 72,584 1,593,220 68 0 0 139,387 316 0 0 0 4,022 59,318 13,000 0 0 3,143 5,484 566 35

0 219,136 1,658,338 13,634 35

146 2 0 24,750 0 0 0 0 0 0 0 173 0 0 0 0 3,369 910 806,380 0

146 3,544 910 831,130 0

1,271 1,811,537 1,967,587 8,932,274 1,758

Other Total Microforms Items

41,441 17,475,934

459 0 0 0

459

0 0 650 0

650

41,250 18,598,387

95 Appendix J Holdings of Presidential Libraries by Unit

HOOVER ROOSEVELT TRUMAN EISENHOWER

ACCESSIONS & HOLDINGS

PAPERS (Pages) Personal Papers 6,657,282 16,462,533 13,497,024 19,490,242 Federal Records 108,249 710,000 713,600 689,300 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) 35,343 131,145 87,643 193,682 Film (Feet) 151,591 308,676 325,774 603,945 Videotape (Hours) 15 28 76 45 Audiotape (Hours) 260 1,024 265 909 Audio Discs (Hours) 73 1,108 242 238

ORAL HISTORY Pages 11,245 3,120 47,435 30,623 Hours 0 84 1,362 767

MUSEUM OBJECTS 5,032 23,432 24,578 29,808

PRINTED MATERIALS Books (Volumes) 24,700 44,600 40,373 22,243 Serials 27,760 32,542 74,096 34,508 Microform 1,402 2,470 1,539 5,151 Other 1,515 866,672 91,556 24,070

96 TOTAL HOLDINGS KENNEDY JOHNSON NIXON FORD CARTER TO DATE

27,652,671 30,150,413 784,000 17,817,131 26,491,530 159,002,826 641,880 2,842,356 912,000 535,000 131,000 7,283,385 4,087 0 44,414,000 0 0 44,418,087

20,447 572,729 0 23 0 598,745 1,972 5,962,000 0 0 0 5,964,680 0 0 5,312 0 0 5,313

133,069 610,252 435,000 312,446 1,500,000 3,438,580 7,039,922 824,746 2,200,000 779,350 1,120,080 13,354,084 1,039 6,850 3,900 1,172 1,434 14,559 6,909 12,665 1,490 1,137 2,000 26,659 714 808 0 5 0 3,188

36,437 52,560 2,200 233 606 184,459 1,654 2,275 228 32 148 6,550

16,057 36,401 21,750 6,135 40,000 203,193

71,015 15,591 9,000 8,859 1,350 237,731 11,805 4,016 0 40 3,247 188,014 3,591 3,912 0 545 6,453 25,063 10,661 16,707 0 2,054 7,409 1,020,644

97 Appendix K Use of Presidential Libraries 1988

Researcher Researchers • Daily Visits Museum Visitors

Hoover 406 826 95,653 Roosevelt 1,014 1,446 167,747 Truman 984 1,552 159,119 Eisenhower 423 756 90,201 Kennedy 3,194 2,760 240,502 Johnson 1,269 2,853 318,422 Nixon 859 886 0 Ford 463 649 95,785 Carter 410 505 117,881 TOTAL 9,022 12,233 1,285,310

•Includes Mail Researchers

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

Operations & Repair & Recurring and Program Maintenance Alteration Nonrecurring Common Total Costs Costs Costs Reimbursables 1 Distributable2 Rent Costs

Hoover $548 $280 $ 20 $0 $0 $0 $848 Roosevelt 616 489 0 0 0 0 1,105 Truman 761 728 0 0 0 0 1,489 Eisenhower 731 864 428 0 0 0 2,023 Kennedy 895 1,092 95 0 0 39 2,121 Johnson 973 1,135 125 0 0 0 2,233 Nixon 766 0 0 31 0 66 863 Ford 649 947 0 0 0 0 1,596 Carter 627 936 0 0 0 0 1,563 Reagan 127 3 0 0 0 0 130 Central Office, Planning & Direction, & White House Liaison 1,234 311 0 0 391 292 2,228 -- TOTALS $7,927 $6,785 $6683 $31 $391 $397 $16,199

Less: NARA Operations & Maintenance -311 $6,474

1 Building services in addition to rent 2 Proportionate share of central office support services 3 Repair and Alteration Costs includes $63K for Kennedy Library from the 114X account

99 Appendix M Publications of the Office of the Federal Register

Fedeml Register Public Papers 251 issues of the Presidents 51,512 pages Ronald Reagan 1984 Vol. ll 1,037 pages Code of Fedeml Ronald Reagan 1985 Vol. l Regulations 919 pages 188 books 107,844 pages Slip Laws 3,781 pages The United States Government Manual 1988/89 United States 896 pages Statutes at Large 1985 2 books 2,237 pages Weekly Compilation of Presidential Documents Privacy Act Issuances 52 issues 5 books 2,559 pages 3,882 pages

Guide to Record Finding Aids Retention Requirements 30 issues in the CFR 6,127 pages Revised as of January 1, 1986 355 pages - Supplemented as of January 1, 1987, and January 1, 1988

100 Appendix N Records Scheduling and Appraisal

In addition to the agency scheduling activities described in The first comprehensive schedule for the records of the the body of this report, many agencies developed or updated Federal Emergency Management Agency. records schedules covering significant programs and submitted Records appraised for transfer to the National them to the National Archives for approval; agencies also Archives: offered for transfer to the National Archives valuable Bureau of Land Management records relating to collections of records. preconstruction, construction, and operational phases of the Agency scheduling accomplishments: Trans-Alaska Pipeline. Pennsylvania Avenue Development Corporation schedule, Approximately 1,250 cubic feet of Navy shore covering records relating to historic preservation and real establishment records predating 1962, including files of World estate acquisition and management of Washington's most War II-era port directors and records of the following naval famous street. activities: Norfolk Naval Base; Lakehurst, NJ, Naval Air Comprehensive schedules for Veterans Administration Station; the Washington Naval Shipyard; and the Philadelphia cemeterial records, including the headstone application files, Naval Home. which have long been a staple for genealogical researchers. Sound recordings of the court-martial of Lt. William Calley, State Department schedules for the following offices: Under along with videotapes of news broadcasts introduced as Secretary for Management; Assistant Secretary for evidence in the proceeding and the textual case file. Administration; Bureau for International Narcotics Matters; The Saint Elizabeths Hospital clinical case files on Ezra Bureau of International Organization Affairs; and Family Pound, transferred by the National Institute of Mental Health. Liaison Office. Posters and textual records relating to the development of Bureau of Justice Statistics schedule for data sets the Forest Service Smokey Bear fire prevention program. documenting research on the operation of the criminal justice Department of Justice records relating to investigations of system. Billy Carter for financial irregularities and Bert Lance for Government Printing Office schedule for the misapplication of funds. Superintendent of Documents collection of U.S. Government The official personnel file for folksinger Woody Guthrie, publications. who was employed by the Bonneville Power Administration. A comprehensive schedule for the electronic records of the Agency for International Development.

101 Appendix 0 Holdings of Federal Records Centers

Millions of Cubic Feet

16

14

u::l

12

10 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 Year

102 Appendix P Archival Publications-FY 1988

Inventories the Veterans Reserve Corps and the U.S. Hill, Edward E.; Jaussaud, Renee M. Inventory of the Colored Troops. Records of the Department of the Interior (Record Group M1366 Records of the Federal Writers' Project, Work 48). Inventory No. 13, 1987. Projects Administration, Relating to Louisiana, 1935-1943. Sherman, William F. Inventory of the Records of the M1367 Selected Documents From the Louisiana Section Accounting Officers of the Department of the Treasury of the Work Projects Administration General (Record Group 217). Inventory No. 14, 1987. Correspondence File ("State Series"). M1407 Barred and Disallowed Case Files of the Reference Information Papers Southern Claims Commission, 1871-1880. M1426 Minute Books, U.S. District Court, Eastern McGovern, Nancy Y. Records in the National Archives District of North Carolina, Cape Fear Division Relating to the Early Involvement of the U. S. Government in at Wilmington, 1795-96 and 1858-1911. Data Processing, 1880's to 1950's. Reference Information M1427 Minute Books, U.S. District Court, Eastern Paper No. 76, 1988. District of North Carolina, Pamlico Division at New Bern, 1858-1914. M1471 Letters Received by the Department of Justice Technical Information Papers From the State of Tennessee, 1871-1884. Murphy, William Thomas. Cold Storage for Color Film M1495 "Special Files" of Headquarters, Division of the Materials. Technical Information Paper No. 3, 1987. Missouri, Relating to Military Operations and Administration, 1863-1885. Weir, Thomas E., Jr. 3480 Class Tape Cartridge Drives and M1511 Records of the Department of State Relating to Archival Data Storage: Technology Assessment Report. Internal Political and National Defense Affairs Technical Information Paper No. 4, 1988. of Brazil, 1955-1959. M1512 Headquarters Records of Fort Sumner, New Mexico, 1862-1869. Microfilm Publications M1515 Records of the Department of State Relating to Pub. No. Title Internal Affairs of Brazil, 1940-1944. M1252 Journals of the Executive Proceedings of the U.S. M1522 Naturalization Petitions of the U.S. District Court Senate, 1789-1823. (1795-1930) and Circuit Court (1795-1911) M1253 Journals of the Impeachment Proceedings Before for the Eastern District of Pennsylvania. the U.S. Senate, 1798-1805. M1527 Records of the Department of State Relating to M1290 Alphabetical Card Name Indexes to the Internal Affairs of Guatemala, 1945-1949. Compiled Service Records of Volunteer M1535 Letters Received by the Department of Justice Soldiers Who Served in Union Organizations From the Territory of Dakota, 1871-1884. Not Raised by States or Territories, Excepting

103