CD 987 3023 .A37 i

The National Archives and Records Administration

Annual Report for the Year Ended September 30, 1987

Washington, DC 1987 Annual Report of the National Archives TABLE OF CONTENTS

ARCHIVISTS OVERVIEW Bicentennial Portfolio 5 Chapter 1 Office of the Archivist 12 Archival Research and Evaluation Staff 13 Audits and Compliance Staff 13 Congressional Relations Staff 14 Legal Services Staff 14 Life Cycle Coordination Staff 14 Public Affairs Staff 15

Chapter 2 Office of Management and Administration 16 Financial Operations 16 Building Plans 17 Consolidation of Personnel Services 18 Significant Regulations 18 Program Evaluation 19

THE FEDERAL GOVERNMENT AND THE NATIONAL ARCHIVES Chapter 3 Office of Federal Records Centers 23 Services to Federal Agencies 23 Records Center Productivity 23 Reimbursable Agreements 24 Courtesy Storage of Papers of Members of Congress 25 Cost Study of the Federal Records Centers Continues 25 Holdings by Agency 25

Chapter 4 Office of the Federal Register 26 Services to the Federal Government 26 Services to the Public 27

Chapter 5 Office of Records Administration 28 Appraisal and Disposition Activities 28 Information Programs 30 Training 31 Agency Guidance and Assistance 31 Archival Records not in National Archives Custody 32

THE PUBLIC AND THE NATIONAL ARCHIVES Chapter 6 Office of the National Archives 35 Accessioning 35 Reference 35 Regulations on Microfilming 36 Legislative Archives Division 36 Records Declassification 37 National Archives Field Branches 39

iii Chapter 7 Office of Presidential Libraries 42 Opening of Carter Library and Papers 42 Opening of Nixon Papers for Research 42 Reagan Materials 43 Accessions 43 Openings 43 Grants and Awards 44 Programs for the General Public 44

Chapter 8 Office of Public Programs 48 Exhibitions 48 Educational Programs 49 Special Events 51 Archival Training 52 National Audiovisual Center 52 Publications 53 Museum Shop 54 Volunteer Services 54

Chapter 9 Automation 57 Office of Federal Records Centers 57 Office of Federal Register 58 Office of the Presidential Libraries 58 Office of the National Archives 58 Archival Research and Evaluation Staff 59 Office of Management and Administration 60

Chapter 10 Preservation 61 Office of Presidential Libraries 61 Office of the National Archives 62 Archival Research and Evaluation Staff 66 Microenvironment Study 67 Preservation of Sound Recordings 67 Cooperative Research Projects 68

Chapter 11 The National Historical Publications and Records Commission 69 Publications Program 69 Publications Grants 70 Records Program------71 Records Grants ------71 Commission Membership 75 Staff Expenses 75 Publications and Records Grant Funding By State 76

Chapter 12 The National Archives Trust Fund ______77 Overview 77 Financial Condition 77 Income and Expenses 78 Program Highlights 79 Public Outreach 80 Investment Program 80 Balance Sheet: Assets 82 Balance Sheet: Liabilities 83 Income Statement 81 Gift Fund 84

iv i 1 APPENDIXES A Organization Chart for the National Archives 89 B Personnel on Board 90 C Obligations by Program Area 91 D Obligations by Major Elements 91 E Obligations by Object Classification 92 F Customer Reimbursements 93 G Preservation Obligations 93 H Archival Holdings by Unit 94 I Archival Holdings by Number of Items 96 J Holdings of Presidential Libraries by Unit 98 K Use of Presidential Libraries 100 L Actual Costs: Presidential Libraries 101 M Publications of the Office of the Federal Register 102 N Records Scheduling and Appraisal 103 0 Holdings of Federal Records Centers______104

v Archivist's Overview

1 Previous page: House Speaker James Wright {D- TX) confers with Acting Archivist Frank G. Burke at the naturalization ceremony sponsored by the National Archives-Ft. Worth Branch on April 24, 1987. This was one of 11 naturalization ceremonies sponsored by the field branches to commemorate the 200th anniversary of the signing of the Constitution. (Photograph courtesy of the Ft. Worth Branch.)

2 ~e National Archives has just completed a magnificent demonstrations of colonial crafts. These festivities attracted year devoted to the study and understanding of the U.S. an estimated 36,000 people. Constitution, which celebrated its 200th birthday. Bicentennial activities also included the display, during Throughout the bicentennial year, Americans and foreign Constitution Week, of a computerized poll and quiz about visitors came to the National Archives, home of the original, the Constitution, written and programmed by the staff; film engrossed copy of the Constitution. Artists, media figures, festivals, held at various times during the year, of feature scholars, politicians, bureaucrats, military personnel, cab films and documentaries about constitutional issues; exhibits drivers, families, joggers, and other citizens took part in the of facsimiles of significant historical documents that preceded celebration. For 87 hours prior to the actual anniversary date the Constitution; and a display of banners proclaiming of the Constitution on September 17, the document was on "National Archives Celebrates the Constitution." During the continuous display. In that short time, more than 25,000 year, several field branches sponsored ethnic genealogy people viewed the document, or approximately five people workshops and teachers workshops focusing on constitutional per minute, day and night. Coretta Scott King, Associate issues. Justices Harry A. Blackmun and Lewis F. Powell, Jr., U.S. In other cities with National Archives facilities there were Senator John C. Stennis (O-MS), Ted Koppel, Peter readings of parts of the Constitution or performances by Jennings, David Brinkley, Dan Rather, Gregory Peck, Larry local theatrical troupes of themes relating to the Constitution. King, Sugar Ray Leonard, Barbara Jordan, former Chief A series of "Constitutional Minutes," consisting of day-by-day Justice Warren Burger, Secretary of the Army John Marsh, happenings at the 1787 convention, were broadcast over and many other notable figures took the opportunity of the hundreds of radio stations from Washington, DC, to celebration to appear in person and view the Great Charter. California. A ceremony involving the Acting Archivist of the The military services, local police jurisdictions, and the Boy United States, the Director of the National Park Service, and and Girl Scouts contributed honor guards and crowd a U.S. Senator from Missouri, as well as local participants, controllers. Apple Computer, Inc., Scholastic Software, and took place in the Old Courthouse Building in the shadow of Hewlett-Packard contributed computer-directed constitutional the Arch in St. Louis. The Bicentennial Portfolio, which quizzes to challenge visitors in the Exhibition Hall. Local follows, is a pictorial summary of these events. theatrical groups presented plays in the Archives Theater All of these activities involved the staffs of the Federal and on the Constitution Avenue lawn. records centers and the National Archives field branches. But In keeping with the national nature of the National they also involved many staff members behind the scenes Archives and its 30 facilities in 14 States, bicentennial who are not chronicled in the following pages. For every activities were also conducted around the country. exhibition item there had to be someone to identify and Naturalization ceremonies were sponsored by the field locate the appropriate letter, report, or other document. For branches, beginning in Fort Worth, TX. This naturalization every exhibition, there had to be a plan and a design. ceremony was attended by many dignitaries, including House Curators worked with archivists, editors, and designers who Speaker James Wright (0-TX). During the year, 11 branches worked with the field branches to pay proper tribute to the and the National Archives in Washington sponsored or bicentennial birthday of this unique document. participated in similar naturalization ceremonies. More than The Office of the Federal Register, a part of the National 1,200 petitioners became new citizens at these ceremonies. Archives since its beginning in 1934, chose a bicentennial Through the efforts of the Kansas City Branch, American theme for the cover of the 1987 The United States Telephone & Telegraph provided a free telephone call, Government Manual (still known to many of us by its old anywhere in the world, to new citizens after each ceremony. name of Government Organization Manual). Some of the Notable participants in the various field branch ceremonies photographs of the Exhibition Hall, where the Constitution is were Governor Mike Hayden of Kansas, Governor Roy on permanent display, appeared in Time, Life, The National Romer and former Governor Richard Lamm of Colorado, Geographic, and other national magazines. Illinois Secretary of State Jim Edgar, Washington Secretary Our technical staff on the Archival Research and of State Ralph Munro, U.S. Representative Tom Lantos Evaluation Staff also participated by introducing to the (D-CA), former U.S. Senators Gary Hart and Tom Eagleton, archival community a new electronic imaging camera as part more than 20 U.S. district and appeals court judges, and of our Charters Monitoring System, a system to improve the former Archivist of the United States James B. Rhoads. long-range preservation of the Declaration of Independence, Across the country, on September 17, field branch the Constitution, and the Bill of Rights. The system can also activities were accompanied by bell ringing, Air Force and be applied to the preservation of other documents in the National Guard flyovers, ceremonial signings of the National Archives. Constitution, cuttings of Constitution birthday cakes, releasing The National Historical Publications and Records of doves and balloons, skywriting, special bicentennial stamp Commission (NHPRC), whose annual report is incorporated cancellations, distribution of copies of the Constitution, and in this report, has been funding publication projects for the

3 constitutional period since long before the beginning of this national celebration, it also carries on its everyday work to celebration. The NHPRC continues to support, through forward the progress of Government records preservation modest grants, the documentary editions relating to the and use. We believe that the reader will find that ratification of the Constitution, the first Federal elections, the considerable progress toward our program goals was first Federal Congress, and the Papers of James Madison, achieved during this fiscal year, ending on September 30, George Washington, Alexander Hamilton, and many of the 1987. other Founding Fathers. The rest of this report details the many activities of the FRANK G. BURKE National Archives in all its areas of concern. While the Acting Archivist institution is capable of rising to the requirements of a of the United States

4 Bicentennial Portfolio Celebrations in Washington, DC

The Third US Infantry (the Old Guard) Fife and Drum Corps was part of the festivities opening "The 87-Hour Vigil" on September 13, 1987. (Photograph by Cynthia Johnson.)

Associate Justice Lewis F. Powell, Jr., views the Constitution on September 13, 1987. (Photograph by Cynthia Johnson.) Acting Archivist Frank G. Burke and former U.S. Representative Barbara Jordan confer at the September 17. 1987. naturalization ceremony held in the National Archives Rotunda. where she was the main speaker. (Photograph by Cynthia Johnson.)

Journalist Bill Moyers and U.S. Senator Alan Cranston {D-CA) chat at the May 13. 1987. reception before the premiere of "Report from Philadelphia." These 3-minute daily reports on the progress of the 1787 Constitutional Convention were aired on public television. Following the screening, Bill Moyers filmed a segment of "In Search of the Constitution'' in the National Archives Rotunda. This 11-part series featured interviews with jurists and citizens about constitutional issues. (Photograph courtesy of WETA.)

6 CBS-TV filmed a segment of its bicentennial special, "We the People 200," in the National Archives Rotunda. The show, which aired on September 17, 1987, featured Gregory Peck discussing the significance of the Constitution in front of the Great Charters. PBS, CBS, and ABC used the Rotunda as the setting for parts of their bicentennial specials. (Photograph by Nancy Olds.)

More than 25,000 people from all 50 States, Puerto Rico, and 61 countries lined up on the Portico to view the Constitution during the Vigil. (Photograph by Cynthia Johnson.)

7 National Historical Publications and Records U.S. Senator John C. Stennis {D-MS) World Boxing Champion Sugar Ray Commission staff and the editorial staff of presenting brief remarks during the Leonard visited the National Archives during the James Madison Papers held a book ceremony marking the beginning of the the Vigil. (Photograph by Nancy Olds.) presentation ceremony honoring the Vigil. (Photograph by Cynthia Johnson.) publication of volume 1 of the Secretary of State Series of the Madison Papers, supported in part by NHPRC. Pictured here are members of the NHPRC and Madison editorial staffs with Acting Archivist and Commission Chairman Frank G. Burke in front of the Madison statue at the Library of Congress. (Photograph courtesy of the Library of Congress.)

The Office of the Federal Register Former Chief Justice Warren Burger greets National Washington-area Girl Scouts handed out publishes The United States Government Archives volunteer Ralph Pollock at the opening of "The free copies of the Constitution and Manual annually. As the official American Experiment: Creating the Constitution," October monitored the guest registers during the handbook of the Federal Government, 22. Mr. Pollock is chairman of the National Archives Vigil. (Photograph by Nancy Olds.) the Manual provides comprehensive Volunteer Constitution Study Group, which sponsors free information on the agencies of the monthly lectures on constitutional issues by eminent legal legislative, judicial, and executive scholars, journalists, historians, and politicians. By the end branches. of the year, the study group had sponsored more than 50 lectures and symposia since 1982. (Photograph by Nancy Olds.)

8 And Across the Nation

Atlanta Mayor Andrew Young (standing) reads from the Constitution at the Bicentennial Day Capt. David M. Cashman holds a framed ceremonies cosponsored by the National Archives-Atlanta Branch and the Georgia facsimile of the U.S. Constitution presented Commission on the Bicentennial of the U.S. Constitution on the grounds of the State Capitol by James K. Owens (right), Director of the in Atlanta. In foreground. left to right. are: State Senator Bud Stumbaugh. State Senator National Archives-Boston Branch, at the Pierre Howard, Lieutenant Governor Zell Miller, former Governor James MacKay, and Constitution Day ceremony on board the Georgia Secretary of State Max Cleland. (Photograph by J. J. Allan.) U.S.S. Constitution in Boston. (Photograph by Vincent Petipos.)

Visitors to the Eisenhower Library view the special bicentennial exhibition "Presidential Inability: Constitutional Crisis or National Tragedy," which focused on Presidential succession in times of crisis and on the passage of. the 25th Amendment. (Photograph courtesy of the Eisenhower Library.)

9 Sharon Roadway, Director, and Velecia Former U.S. Archivist James B. Rhoads Jim Herman, National Archives-Ft. Worth Chance, Assistant Director. of the Los was interviewed by KMPS-AM radio at the Branch volunteer. participates in the Angeles Federal Records Center, and Diane National Archives-Seattle Branch bicentennial celebration sponsored by the Nixon, Director of the National Archives­Constitution Day celebration. {Photograph Branch on the steps of the Ft. Worth Los Angeles Branch, participate in the tree­by Philip Lothyan.) Federal Building on September 17, 1987. planting ceremony held outside the Holifield (Photograph by Kent Carter.) Federal Building in Laguna Niguel in honor of the Constitution's 200th anniversary. (Photograph by Genny Edge.)

National Archives-Sail Francisco Branch Archives-Chicago Branch, at the Branch's staff member Shelly Farr takes the Hewlett entry in the Denver Labor Day Parade on public reading of the Constitution on Packard Constitution computerized poll at September 7, 1987. {Photograph by Pat September 17, 1987, at the State of the Branch. {Photograph by Waverly Barker.) Illinois Center in Chicago. {Photograph by Lowell.) Thomas Johnston.)

10 Newly naturalized US. citizens phone home US. Senator John C. Danforth (R-MO) after the September 17, 1987, naturalization giving the keynote address at the May 22, ceremony in Topeka, KS. (Photograph 1987, bicentennial ceremony sponsored by courtesy of the Kansas Historical Society.) the St. Louis Records Center. (Photograph by Larry Kuban.)

The Constitution Day ceremony cosponsored by the National Archives-New York Branch and the National Park Service was held on the steps of Federal Hall on Wall Street. Noted opera singer Jerome Hines, the Regimental Band of the US. Visitors view the National Archives-Philadelphia Branch exhibit "Federal Employees Salute Merchant Marine Academy, and the Long Constitution Day" at Independence Mall on September 10, 1987. (Photograph by Robert Island Choral Society were featured. Plowman.) (Photograph by John Celardo.)

Producer Fred Friendly (holding a copy of the Constitution) warms up the morning panel before the opening session of "The Presidency and the Constitution," a television production taped at the Gerald R. Ford Library, February 5, 1987. Pictured, left to right: US. Attorney General Edwin Meese, CBS News correspondent Dan Rather, former National Security Council staff member Gary Sick, former CIA Director Stansfield Turner, and US. Representative Richard Cheney (R-WY). (Photograph courtesy of the Ford Library.)

11 Chapter 1 Office of the Archivist

he 1934 law establishing the National Soviet archivists and agreed to a Commission. The archival and scholarly Archives mandates that the organization second meeting in Washington in late meetings frequently attended by the "be administered under the supervision February of 1987. At the conclusion of Acting Archivist included those of the and direction of the Archivist." This this meeting, a formal agreement was Mid-Atlantic Regional Archives, the definition provides ample authority for signed that provides for exchanges of American Historical Association, the the Archivist, but its very broadness archival staff, plans, and publications. Society of American Archivists, the disguises much of the work done by The text of this historic agreement was National Association of Government the Archivist and his staff in order to published in the quarterly journal of the Archives and Records Administrators. run the agency. Society of American Archivists. the Manuscript Society, and the Society Much of the day-to-day activity The second meeting with the for History in the Federal Government. would, of course, be recognizable to archivists of the 50 States was held in Naturally, the Acting Archivist remained any executive officer of a $100-million­ July. This day-long session has proved very active with the National Historical a-year corporation with 3,000 to be a very successful forum for the Publications and Records Commission. employees in more than 30 locations discussion of archival and management of which he is Chairman. from coast to coast. Thus, while the issues and may become an annual Two major program initiatives skillful deployment of resources is event. The meeting is a demonstration dominated much of the year for the central to almost everything that is of the need for Federal and State Acting Archivist. These were the done, there are a number of other cooperation in solving archival continuation of the process of activities that are both important and problems. automating the agency and its holdings illustrative of the work of the agency. Related professional activities that and the developing of plans for the Perhaps the most visible of these is required much of the time and new archives building. Both of these the Archivist's role of representing the attention of the Acting Archivist kept topics are extensively covered in other U.S. Government and the archival him in touch with other cultural parts of this report, but both are of profession in the international arena. institutions. Among the nonarchival such long-term importance they During the year this responsibility meetings regularly attended were those deserve to be mentioned here as well. included the ceremonial greeting of a of the Woodrow Wilson Center, the The efforts toward automation show up group of provincial governors of Pennsylvania Avenue Development in areas such as the establishment of Morocco, the meeting with some Corporation, the National Building the new Life Cycle Tracking Staff office Members of Parliament of the Federal Museum, and the Christopher for the Archivist, which is described Republic of Germany who were Columbus Quincentenary Jubilee below. The great amount of progress concerned about enacting a new organic archives law for their country, two visits from archivists and records administrators from the People's Republic of China, and acting as host for a week-long seminar on preservation policy planning for archivists from Latin America and the Caribbean. Perhaps the most significant international activity for the Acting Archivist this year was serving as chairman of the commission established by the American Council of Learned Societies to arrange a program of archival exchanges with the State Archives Bureau of the Union of Soviet Socialist Republics. In December of 1986 a five-member group traveled to Moscow to begin negotiations. The group, which named itself the Commission on Soviet­ Acting Archivist Frank G. Burke accepts the deed to the Carter Library from former President American Archival Cooperation Jimmy Carter, officially turning the library over to the National Archives on October 1, 1986. (COSAAC), discussed its concerns with (Photograph courtesy of Emory University.)

12 Acting Archivist of the United States Frank G. Burke and General Director of the Main Archival Administration of the U.S.S.R. Council of Ministers Fyodor Mikhailovich Vaganov sign an agreement on February 19. 1987, establishing the Commission on Archival Cooperation. (Photograph by Nancy Olds.)

made toward the design of an offices in the application of technology Henderson, the staff of four auditors additional building for the Archives, to their programs and operations, and perform both program and financial which is described in chapter 2, is provide technical consultation services audits. largely the result of the Acting within the National Archives. The staff At the request of the Acting Archivist's work with all the many conducts, or undertakes by contract, a Archivist, the staff completed the interests involved, including U.S. program of applied technical research following projects: Representative Steny H. Hoyer projects. The Archival Research and (D-MD), who has supported the Evaluation Staff also includes -Review of the National Archives project enthusiastically. Preservation Officer Alan Calmes, who, internal control program; Late in the summer, when the in addition to advising the Archivist on -Review of the National Archives President announced his intention to preservation matters and coordinating financial management systems: nominate Dr. Don W. Wilson as the the overall preservation program, -Survey of the purchase of seventh Archivist of the United States, oversees research contracts in computer equipment; Acting Archivist Frank G. Burke was preservation-related areas. -Survey of inspections of records able to look back at his tenure in office For the activities of this staff, see centers; as a period of personal satisfaction as chapters 9 and 10. -Audit of the acquisition and well as of great achievement for the utilization of the electrostatic agency. Audits and copying equipment; Compliance Staff -Audit of the operations of the Archival Research and Diplomatic Branch; Evaluation Staff The staff audits programs to determine whether resources are -Audit of the Washington The Archival Research and safeguarded; funds are expended in a National Records Center Evaluation Staff, directed by William manner consistent with related laws, occupant emergency operating Holmes, carries out a three-fold mission regulations, and policies; and the plan; to study and monitor technological programs achieve desired results and -Audit of the National evolution and innovations, assist other function efficiently. Headed by George Archives-Ft. Worth Branch.

13 Congressional Relations Staff

Interest in the National Archives, generated by the celebration of the 200th anniversary of the Constitution, created a heavy demand from congressional offices for a variety of services from this staff, which is directed by Susan Chase. Special tour requests increased, and those who toured the National Archives included U.S. Senator John C. Stennis (D-MS), U.S. Representative Glenn English (D-OK), U.S. Representative Alfred A. McCandless (R-CA), Lieutenant Governor of Colorado Mike Callahan, and numerous key committee and personalstaff people. Requests and inquiries numbered more than 2,500 for the year. The staff visited each of the 535 congressional offices. Each office James J. Hastings. head of the Nixon Presidential Materials Project staff, was interviewed by received a packet of publications and numerous journalists concerning the opening of the Nixon Presidential videotapes and papers. materials to help assist it in answering (Photograph by Anita Happoldt.) constituent inquiries and in becoming familiar with the variety of services the National Archives makes available to Members of Congress. historical materials and ordered the Life Cycle National Archives to disregard the Coordination Staff OLC's opinion. The Government has Legal Services Staff appealed this decision. The Life Cycle Coordination Staff was The district court's opinion had established by the Acting Archivist this The Legal Services Staff, under the added significance because, starting on year to begin developing an integrated direction of its Acting Director Gary December 1, 1986. the National automated system for the National Brooks, advises the Archives staff on Archives. The principal purpose of the Archives began making Nixon matters involving the interpretation of life cycle automated system is to control Presidential historical materials available law and regulation, represents the information about the status and to the public. The staff's role in this agency before the Equal Employment content of Federal records from the series of events has been to advise the Opportunity Commission, and serves as time they are scheduled for disposition Archivist and the Office of Presidential the liaison between the National through their permanent preservation in Libraries on various questions relating Archives and the Department of Justice the National Archives. Access to the to the release of the materials. in judicial proceedings involving the holdings of the Presidential libraries is Another statute governing agency. The Acting Director serves as also a major objective of the system. Presidential historical materials, the the Designated Agency Ethics Official The staff identified and defined the (DAEO), coordinating the ethics Presidential Records Act, also figured data elements essential to this system program. prominently in activities this past year. and began developing requirements for While the National Archives was a In conjunction with the Office of a subject thesaurus and other controlled party to several lawsuits during the past Presidential Libraries, the staff drafted vocabularies that will be used to fiscal year, perhaps the most visible one regulations implementing this act that describe these records and to retrieve involved the Public Citizens Litigation will govern Presidential historical the descriptions. Group (PCLG). In this case, PCLG materials beginning with those of The staff also directed work by challenged the legality of an opinion President Reagan. American Management Systems, Inc., issued by the Department of Justice In his role as the DAEO, the Acting which will lead to the development of Office of Legal Counsel (OLC), which Director oversaw the drafting of new an agencywide architectural design for concluded that the Archivist and the agencywide standards of conduct. The automated systems. The design will incumbent President should honor any draft standards were sent to the Deputy encompass the life cycle functions now claims of executive privilege raised by Archivist for review. The staff being automated by the Office of the former President Richard Nixon. The conducted several ethics training National Archives, Office of Presidential U.S. District Court for the District of sessions for employees during the past Libraries, Office of Federal Records Columbia found that the OLC's opinion fiscal year. The staff of five includes Centers, and Office of Records conflicted with the requirements of the three attorneys, a legal staff assistant, Administration. Thomas F. Soapes is statute governing the Nixon Presidential and a law clerk. the director of the staff.

14 Public Affairs Staff Circulation The staff produces the four Publication Per Issue periodicals, listed here, about the programs and holdings of the National Monthly Calendar of Events 20,000 Archives and coordinates the (published by the National Archives Trust Fund Board) nationwide public information program. Quarterly News From the Archives 510 The Public Affairs Officer is Jill Brett. Weekly Staff Bulletin 3,800 During the year, the staff received Annual Report 3,000 1,523 inquiries from the media about the National Archives. Press releases and public service announcements about activities at the National Archives totaled 172. More than 877 news and magazine articles featured the National Archives prominently. The following publications were issued during this fiscal year:

15 Chapter 2 Office of Management and Administration

he Office of Management and to the general public, scholars, and $2,996,000 for publications, exhibits. Administration provides nationwide Federal agencies the permanently and public outreach activities. The administrative services to the agency. valuable historical records of the Office of the Federal Register obligated This includes planning and Federal Government. The Office of $4,256,000 to edit, compile, and administering the financial, facilities Records Administration obligated publish, among others, the Federal management, personnel, procurement, $2,461,000 to establish standards on Register, Code of Federal Regulations, and information management the creation and maintenance of US. Statutes at Large, and weekly and programs. In addition, the Office acts adequate and proper documentation of annual compilations of Presidential as liaison with the Office of Government activities and to appraise documents. The records declassification Management and Budget and with records in order to identify those that program obligated $1,347,000 to congressional appropriation committees, warrant continued preservation. The review Federal records for possible and oversees the day-to-day operations Office of Presidential Libraries obligated declassification. Also, $4,697,000' was of the National Archives Trust Fund $16,986,000 to operate the eight obligated by the National Historical Board staff. The Office also evaluates existing Presidential libraries, to retain Publications and Records Commission the effectiveness of program and process the Nixon Presidential in grants and to administer grants. management and administrative materials, and to acquire and process The following table summarizes funds procedures throughout the agency. Reagan Presidential materials. The available and actually obligated in FY James Megronigle is the acting head of Office of Public Programs obligated 1987: the Office.

Financial Operations Fund Availability Obligated Funding available to the National Operating Expenses, Direct $97,659,000 1 $96,710,000 2 Archives in FY 1987 by continuing Grants 4,154,000 ' 3,871,000 resolution for direct operating expenses Preservation. House and Senate Records 136,000 2 136,000 was $96,321,000. Supplemental Kennedy Library 5,067,000 2 3 485,000 funding of $1,338,000 was provided to Supplemental 2.000,000 2 0 implement the new Federal Employees' TOTAL $109,016,000 '$101,202.000 Retirement System ($863,000) and to 'Numbers may not agree with the FY 1989 President's budget because interest ($67,000) earned on grant defray the costs associated with funds was inadvertently reported as reimbursable income to the National Archives. accessioning and providing reference ' The difference between available funds and obligated funds is unexpended funds. Funds appropriated by service on U.S. Army records of the Congress for use during the fiscal year remain available only for adjustments to obligations made during the year. Vietnam war ($475,000). This provided ' Funds appropriated for grants are 'no-year' funds. Some congressional appropriations have the proviso that they remain available until obligated. Thus, the balance at the end of the fiscal year is carried over and is available a total of $97,659,000 in available for obligation in succeeding fiscal years. funds. In addition, $4,154,000 was ' In FY 1985, $5,200,000 of "no-year funds" was appropriated for improvements to the Kennedy Library. Four available for grants by the National million dollars of the total was planned for improved archival storage and educational space. and the balance Historical Publications and Records of $1.200,000 was to improve access to the library. Of the total. $618.000 has been spent. with $485,000 obligated Commission, $136,000 for the this fiscal year for an architectural and engineering services contract for the building extension. preservation of House and Senate records, $5,067,000 for the design of improved access and additional archival storage at the Kennedy Library, and $2 During FY 1987, the National Libraries, and declassification activities, million remaining in supplemental funds Archives received $18,691,000' for provided the balance of $2,464,000.* carried forward from previous years. reimbursable services provided to other This provided a total of $109,016,000. Federal agencies. The most significant Of the funds available, $36,984,000 reimbursable activity, in terms of was obligated by the Office of Federal payment received, is providing Records Centers to accession, store, reference services on the records of 'Numbers may not agree with the provide reference service, and dispose other agencies that are stored in FY 1989 President's budget because of records of the Federal Government. Federal records centers. During FY interest ($67,000) earned on grant The Office of the National Archives 1987, $16,227,000 was received for funds was inadvertently reported as obligated $31,475,000 to accession, these services. The Offices of the reimbursable income to the National preserve, describe, and make available National Archives and of Presidential Archives.

16 Financial Subsystems primarily the Washington National The new building is expected to Records Center in Suitland, MD, and house 750 employees and to receive As required by OMB Circular A-127, leased buildings in the Washington 50,000 researchers annually. National all financial subsystems were evaluated, suburbs. None of these temporary Bureau of Standards guidelines for no major deficiencies were found, and facilities meets current National Bureau archival storage will serve as the basis a report was sent to the President of Standards criteria for storage of for records storage and environmental indicating they were in compliance with archival records. Unless a new archival controls. The best of national and Office of Management and Budget and facility is contructed, the National international guidance on reference General Accounting Office standards. Archives will be forced to store more services, building access, and security records in archivally substandard space. systems will be incorporated into the Other Financial Programs The National Archives has sought a building design. Compact shelving will new archival facility since 1970. The be installed to obtain maximum use of As the result of a well-conducted National Archives joined the space. cash flow review and successful Pennsylvania Avenue Development The primary tenant of the new implementation of a number of cash Corporation in the early 1970s in an facility will be the Office of National management initiatives, the National attempt to secure a building site across Archives, which oversees the Archives was provided authority by the Pennsylvania Avenue from the National permanently valuable records in the Department of the Treasury to conduct Archives Building. The effort ended in National Archives. In addition to textual future cash flow reviews on its own and 1979 when the proposal failed to records, all special records to self -certify the reviews. The Archives established seven receive the support of the Administrator (photographs, audiovisual records, additional Treasury General Accounts of General Services. In 1983 the architectual and cartographic records, (TGAs) for more timely and secure National Archives again tried to locate and machine-readable records) will be deposit of funds to Archives' accounts. an appropriate downtown site; processed, stored, and available for The Archives used the Government's however, tracts of sufficient size were research in the new facility. Paper debt collection contract and, through no longer available. Consequently, preservation and special media the efforts of the contractor, collected suitable suburban sites were sought. preservation will be carried out in $19,737 of old debts that we had been During 1987 the National Archives laboratories with the most advanced previously unable to collect. took the first steps toward construction equipment. The Archives showed dramatic of an archival facility in suburban Long-range space plans call for improvement in its performance under Washington. In July of 1987, Summer renovation of the existing National the Prompt Payment Act. Through Consultants, Inc., began a predesign Archives Building following construction high-level management attention, the study to identify program and of the new facility. While both buildings number of interest penalty payments functional requirements and will serve as research centers, the was reduced by 39 percent. recommend the type and configuration renovated National Archives Building The Archives implemented an of a building that would meet the will be the center for expanded public automated billing system to collect special needs of the National Archives. programs since its downtown location reimbursable income from other Federal The planners will also prepare makes it more accessible to those agencies. Through the Combined construction cost estimates and evaluate visiting other cultural institutions and Billing Generator (CBG), we are now sites at Suitland, MD, and on the museums. The renovation will be able to bill agencies and receive University of Maryland campus at guided by the plan drawn up by the funding immediately. As a result, our College Park. After completion of this architectural firm Shepley, Bullfinch, accounts receivable have been reduced planning study in January of 1988, the Richardson, and Abbott, Inc. by 95 percent. National Archives will secure the Some improvements to the National services of an architectural firm to Archives Building could not wait for a Building Plans design the new building. future building renovation. The walls of The new facility will contain the moat that lead to the parking area Throughout the year, the Office of approximately 1.7 million square feet, under the Constitution Avenue steps Management and Administration including space for records processing were refurbished this year and a new continued to address two pressing and storage, research, preservation, sidewalk was laid along Constitution space problems confronting the administration, and mechanical support Avenue. Next year the building's National Archives: insufficient space for and other nonprogram space. There landscaping will be revamped. storage of archival records and an will be sufficient space to accommodate Other less visible but important interior outdated building in need of major immediate storage needs, to provide improvements have been completed renovations. The age and size of the storage for records from the downtown recently, or are currently under way. National Archives Building is the crux building during its renovation, and still Several components of the building's air of the problem. The building was accommodate new accessions of conditioning system have been replaced completed in 1934 and reached its records through 2005. The agency's or upgraded. The improvements will records storage capacity of more than mission of preserving the records of the maintain our ability to control ambient 800,000 cubic feet in the late 1960s. Government dictates periodic additions conditions in records storage areas Since that time, more than 500,000 of new storage space. With this in pending the complete renovation of the cubic feet of archival records have been mind, the building will be designed for building. diverted to federally owned space, easy expansion. Improvements to the fire detection

17 the Federal records centers and field branches. To streamline operations and eliminate duplication, the Personnel Services Division was reorganized. The two operations branches were merged into the Personnel Operations Branch, located in St. Louis. Because the St. Louis office was already providing services to nearly two-thirds of the agency's personnel, it was decided to consolidate operations in that location. The new branch performs all operating functions for all components of the National Archives. The newly created Employee and Labor Relations Branch and the Employment Policy Branch, which provide agencywide policy development and interpretation, remain in Washington, DC.

Significant Regulations The Office prepares or coordinates all agency regulations that affect Federal agencies and the public. During the year, the National Archives issued several such regulations. The regulation on audiovisual records management, published January 9, 1987, provides more detailed guidance to Federal agencies on the creation, maintenance, use, and disposition of audiovisual records. This rule is intended to correct problems found during records management surveys and during the accessioning of audiovisual records into the National Archives. Because of major changes in technology since the National Archives last issued regulations on electronic On October 10. 1986, an assailant damaged the top layer of glass on the marble and bronze records management, the agency exhibition structure displaying the Constitution and the Bill of Rights. Neither the protective initiated a revision to these regulations layers surrounding the documents nor the documents themselves were harmed. Temporary concerning Federal agencies' electronic glass was installed in the exhibition cases, and the Rotunda was open to the public the records. The past regulations were following morning. (Photograph by Hugh Talman.) originally developed when electronic records were created and maintained and suppression systems have been Consolidation of only on large centralized computer extensive. The systems are being Personnel Services systems. The new regulation recognizes extended to office space on the west that electronic records management has and north sides of the building, and been significantly affected by the Until April, agency personnel services some parts of the existing system are development of new storage devices, were provided by offices in Washington, being upgraded. Dampers that the growth in personal computers, and DC, and in St. Louis. The Employment automatically close in the case of fire the spread of office automation Policy Branch, located in Washington, have been installed in ductwork and technologies, such as word processing other natural routes through which fire DC, developed personnel policy for the and data base management systems. could spread. agency. The Washington Operations Another rule issued this year The two-phased task of designing Branch provided personnel services, pertained to the use of privately owned and constructing a new building and of including classification, staffing, and or leased microfilm equipment to copy modernizing the National Archives training, to the Metropolitan records in the National Archives and in Building will remain the highest priority Washington area and to all Presidential the Presidential libraries. The program of the agency for many years libraries. The St. Louis Operations regulation, which grew out of a to come. Branch provided these same services to concern for the protection and

18 preservation of NARA holdings, applies The FY 1987 studies included a procedures study of the slip law to individuals and organizations that review of the Cashier's Office, where function of the Office of the Federal wish to microfilm archival records and workflow and procedures were Register, and an analysis of the donated historical materials. The sufficiently improved to warrant a administrative support staffing needs of regulation provides specific criteria for 40-percent staff reduction. A study of the Office of the National Archives. approving requests to use microfilm the reference section of the Still Picture The productivity study of the holdings equipment and establishes procedures Branch led to an average productivity maintenance program of the Office of for microfilming the records. {See increase of 30 percent. A study of the the National Archives was substantially chapter 6.) Correspondence Support Staff of the completed during the year. Office of the National Archives resulted The program will be continued over in sizeable productivity increases and a the next several years and will include Program Evaluation staff reduction from 9 to 5 employees. all significant activities and functions. Productivity improvement studies of It is anticipated that productivity will The productivity standards will be used program and administrative activities, increase by 20 percent as a result of for budgetary and planning purposes as an ongoing program initiated by the establishing work standards in the two well as for evaluating personnel National Archives 2 years ago, were microfilming operations that were performance. continued during FY 1987. As in past studied. The contractor also conducted years, a contractor was employed to a management review of the Special conduct the management and Media Preservation Branch, a productivity studies. Agency units that work closely with the public were studied. A major aspect of four of the Office of Management and Administration Staff studies was the development of scientifically engineered work Assistant Archivist (Acting) ______James Megronigle 523-3170 measurement standards. Use of the Deputy Assistant Archivist James Megronigle 523-3076 Director, Program Policy and standards benefits the agency by Evaluation Division______Adrienne Thomas 523-3214 improving operational efficiency and Director, Budget and Finance Division Patricia Dews 724-2730 effectiveness and provides a basis for Director, Personnel Services Division ______Wilma Kriviski 724-1525 cash incentive awards to employees Director, Administrative Services Division Lawrence Oberg 523-3225 when performance consistently exceeds Secretary, National Archives Trust the standards. Fund Board ______Richard Brozen 523-3047

Contractors install a permanent laminated glazing in the bronze exhibition case above the Constitution and Bill of Rights. The ballistics-tested material provides added security for the Charters of Freedom and allows distortion-free viewing of the documents while filtering out potentially damaging ultraviolet radiation. (Photograph by Nancy Olds.)

19 The Federal Government and the National Archives

21 Previous page: John Faibisy. an archivist with the Office of Records Administration. presents the National Archives records management poster commemorating the 200th anniversary of the Constitution to President Reagan during a ceremony at the White House. (Photograph by Pete Souza. courtesy of the White House.)

22 Chapter 3 Office of Federal Records Centers

The Office of Federal Records Centers The records centers offer additional each year for information from former provides economical storage of and services, including a reimbursable civil servants and members of the reference service on active and micrographic program to agencies. military services and their families; semiactive Federal records in 14 records Some 13.6 million images were filmed these inquiries often relate to claims for centers throughout the country. In the by the records centers in fiscal year benefits. past 15 years, the holdings have 1987. The centers offer files increased from 9.4 million cubic feet to improvement and records disposition Records Center 15.1 million cubic feet. which is workshops to agencies. These Productivity indicative of the confidence Federal workshops are designed to assist agencies have in the records centers' professional and clerical staffs in proper Records centers save money for the ability to provide economical storage. files maintenance and disposition. This Government through low-cost, efficient Although most Federal agencies receive year, more than 4,000 Federal storage of records and high-speed, services from the centers, the major employees attended these workshops, efficient handling and servicing of the users of these services are the twice the number participating in 1986. records while in center custody. More Department of Treasury, primarily the The National Personnel Records than 90 percent of the centers' Internal Revenue Service (IRS), and Center, housed in two separate resources are devoted to the receipt, the Department of Defense. Most of locations in St. Louis, MO, stores the shelving, referencing, removal, and the stored records are referred to personnel records of former members disposition of the records. infrequently by agencies, but the of the U.S. Armed Forces and former In this fiscal year, there was a records must be maintained for specific Federal civilian employees. The military marked increase in these services over periods to comply with legal, fiscal, or records amount to more than 1.7 those of the previous fiscal year. In the other administrative requirements. million cubic feet of veterans personneL largest workload category, Internal However, some records are requested medical, and related files. The Revenue Service reference services, more frequently, such as IRS tax personnel and pay records of former productivity increased from 101,000 returns and Social Security claim civilian employees total more than reference services per staff year in FY folders. 550,000 cubic feet. The Center 1986 to more than 110,000 per staff answers nearly two million requests year in FY 1987, an increase of almost Services to Federal Agencies

In this fiscal year, the records centers received 1.5 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 $13.49 for each cubic foot. Therefore, the savings that resulted from transferring records to the records centers this year was in excess of $20 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 1 million cubic feet of records and transferred over 25,000 cubic feet to the National Archives for permanent retention. The centers responded to 24.6 million reference requests from agencies, of which 20.7 million David Petree. Director of the National Personnel Records Center, St. Louis. MO, shows civilian pertained to IRS tax returns. personnel records to visiting Chinese archivists. (Photograph by Larry Kuban.)

23 after being filed by the taxpayer. IRS reimburses the National Archives for all related storage and reference costs. Without this agreement, IRS would require extensive additional storage capacity and staffing at each of its service centers. The Social Security Administration (SSA) agreement also lowers storage and servicing costs for SSA service centers. Files normally would be transferred to a records center when all claim activity had ceased; however, since the activity at the SSA service centers has expanded beyond the capacity of their facilities. large blocks of active claim folders have been transferred to six records centers. This fiscal year, SSA began the transfer of an additional 75,000 cubic feet of active records to the Kansas City Records Center. In exchange, SSA reimburses the National Archives for all storage and document interfile costs at Gary Cramer. Assistant Director of the San Bruno Federal Records Center. appraises a series the records centers. of Forest Service records. (Photograph by David Drake.) Similarly, the records centers assist the VA in mortality studies of Vietnam veterans and the National Research Council (NRC) in various projects 9 percent. The centers accessioned, or These productivity increases resulted accepted. records at the rate of 33,800 in a net savings of more than $1.2 cubic feet per staff year in FY million dollars in personnel costs. Much 1987-an increase of 27 percent over of the savings can be attributed to the average of 26,650 cubic feet per continuing management attention to staff year in FY 1986. Similarly. the work methods and procedures, a new National Personnel Records Center in awards system that rewards employees St. Louis, MO, achieved a substantial 25 percent of savings through increased increase in its unique function of productivity, and increased use of personnel reference service. Last fiscal automation to reduce administrative year, personnel reference productivity overhead. measured 5,200 per staff year for civilian personnel records and 5,000 Reimbursable Agreements per staff year for military records. At the close of this fiscal year, productivity Reimbursable agreements have been had increased more than 10 percent­ negotiated with several Federal agencies to 6,000 references per staff year for to provide additional services on a civilian personnel records and more nationwide scale. These agreements than 6,300 references per staff year for provide that agencies will pay the military personnel records. National Archives the costs of storing Increases of almost 7 percent were and servicing their current, active files. achieved for both the disposal of Agreements are now in effect between records and for reference activity the National Archives and the Internal related to records other than those of Revenue Service, the Social Security the IRS or military and civilian Administration, the Veterans personnel. Disposal productivity Administration (VA), and the increased from 28,100 cubic feet per Department of Justice. In addition, staff year in FY 1986 to more than several agencies have negotiated 30,000 cubic feet per staff year for FY reimbursable agreements with a single 1987. Productivity in the general records center. George Miller, an archives technician in the reference category increased from The IRS agreement accelerates the Civilian Reference Branch. searches General 25,900 references per staff year in FY transfer of tax returns to the records Accounting Office records at the National 1986 to 27,700 references per staff centers. In many of the records centers, Personnel Records Center, St. Louis, MO. year in FY 1987. tax returns are received only 6 weeks (Photograph by Larry Kuban.)

24 relating to mortality studies. Both of the accounting firm of Price which could be favorably compared to these reimbursable agreements require Waterhouse. As part of the contract, their private sector counterparts." The photocopies of death certificates from the firm will develop the Performance study concluded that their selected VA claim folders stored in the Work Statement (the statement of work recommendations for improvement records centers. against which private sector companies were merely "fine tuning of an already Additional reimbursable functions are will prepare bids) and compute the efficient and effective organization." performed at specific centers. The agency's costs to provide these The next phase is completion of the Washington National Records Center, servicing activities. Price Waterhouse Performance Work Statement and the for example, receives reimbursement for completed the management study in Quality Assurance Surveillance Plan. substantial reference service on passport fiscal year 1986 and found that Drafts of these documents are in the records from the Department of State "records centers possess many qualities final review stages. and for processing the records of the Government of the District of Columbia. The National Personnel Records Center services the records of Federal Records Centers the U.S. Postal Service on a Holdings by Agency reimbursable basis. The center in Dayton, OH, is reimbursed for reference on the Army Reserve and H&HS Legislative .7% National Guard payroll records, and the Judicial4% center in Denver, CO, for the joint Executive Office .3% uniform military pay records of the Air Agriculture .9% Force. Commerce 1.5% DOD 2.4% Courtesy Storage of Air Force 4.7% Papers of Members of Education .3% Congress Energy 1% The Federal records centers provide HUD 2.1% courtesy storage for inactive papers of Interior .9% Members of Congress. The centers Justice 4.4% offer secure, economical storage of Labor 1% Members' personal papers during their State .9% Independent terms of office. The centers also Transp. 1.1% provide prompt retrieval of these papers Courtesy .8% on request. Since these papers are personal property, they are removed from the centers when a Member leaves office. However, centers' staff are available to advise on the process of transferring these papers to permanent Office of Federal Records Centers Staff repositories. Assistant Archivist David F Peterson 653-8450 Deputy Assistant Archivist Raymond A. Mosley Cost Study of the 653-8377 Director, Field Operations Division Gregory A. Pomicter 653-8388 Federal Records Centers Director, Policy and Systems Division Lawrence J. Hines 653-8376 Continues Director, Data Systems Records Center Joseph Griffin 314-263-7150 The Office of Management and Director, National Personnel Records Center ___ David Petree 314-263-7201 Budget has established a Director, Washington National Records Center __ Ferris Stove! 763-7000 Governmentwide policy that requires Federal agencies to obtain goods and Federal Records Centers Directors and Locations services from the private sector when it Boston, MA______Director, Clifford G. Amsler 617-647-8745 is economical to do so (OMB Circular New York, NY Director, 0. R. Whitelock 201-823-7161 A-76). Under this directive, the Philadelphia, PA ______Director, Charles T. Brogan 215-951-5588 National Archives is required to review Atlanta, GA Director, Thomas G. Hudson 404-763-7438 certain internal functions in order to Chicago, IL Director, Robert L. Hutchinson 312-353-0164 determine if they can be provided by Dayton, OH Director, Denis P. Paskauskas 513-225-2878 the private sector at lower cost. Among Kansas City, MO Director, Patrick J. Borders 816-926-7271 these functions are the records storage Fort Worth, TX Director, James W. Mouat 817-334-5515 and servicing activities of the Federal Denver, CO Director, Robert Svenningsen 303-236-0804 records centers. San Francisco, CA Director, David C. Drake 415-876-9003 To assist in this management study, Los Angeles, CA Director, Sharon L. Roadway 714-643-4420 the National Archives contracted with Seattle, WA Director, Steven M. Edwards 206-526-6501

25 Chapter 4 Office of the Federal Register

his Office publishes the official text of Federal Register Liaison Officers on of Executive Order 12608. which laws, administrative regulations, and publication requirements and corrected outdated agency references Presidential documents. In addition to procedures; provided technical and obsolete legal citations in the daily Federal Register, the Office assistance to agencies on complex numerous Executive orders. publishes the Code of Federal regulatory documents; and worked with On the basis of its update of the Regulations (CFR), The United States the Office of Management and Budget Government's organizational structure Government Manual, the Weekly (OMB) and other agencies on devising for The United States Government Compilation of Presidential Documents, the most efficient and economical Manual, the Office of the Federal the Public Papers of the Presidents, and method of publishing common Register prepared an annual report for the Codification of Presidential documents. In addition, the Office the Senate Committee on Proclamations and Executive Orders. conducted regulatory writing seminars Governmental Affairs entitled "Agencies The Office is also responsible for as part of the Office of Personnel and Functions Established, Continued, publication of slip laws, the United Management's Government Affairs Abolished, Transferred, or Changed in States Statutes at Large, and the Institute series for Federal employees. Name by Legislative or Executive Privacy Act Compilation. Because of its responsibilities for Action During Calendar Year 1986," The Office assumes the responsibility Presidential documents, the Office was which formed the basis of a committee of the Archivist for ensuring the able to assist OMB in the preparation print. accuracy of the official count of electoral college votes for President and Vice President and receives ratification documents from the States on constitutional amendments. The Office serves both the Federal Government and the public.

Services to the Federal Government

For the Government, it is the central publication point for laws, Presidential documents, proposed and final regulations, and official notices. All three branches of the Government receive their publications through an "official use" distribution system. Each Member of Congress, for example, receives 5 copies of the daily issue of the Federal Register and 12 copies of The United States Government Manual. Copies of the Weekly Compilation of Presidential Documents and the Public Papers of the Presidents are available to Members of Congress upon request. Congressional committees can obtain the CFR books that they need. The Office of the Federal Register also assists other Federal agencies in a variety of ways. During FY 1987, it conducted workshops in drafting Five nights a week, 31,000 copies of the Federal Register are printed at the Government documents for publication in the Printing Office for distribution the following day to Federal agencies, the Congress, the courts, Federal Register system for agencies depository libraries. and 20,000 subscribers. (Photograph courtesy of the Government Printing needing specialized training; trained Office.)

26 Services to the Public including many librarians who help others use the Federal Register system. At the end of fiscal year 1987, the Fifty-three issues of the Weekly daily Federal Register totaled 49,071 Compilation of Presidential Documents pages of regulations, proposed were published. The Office published regulations, Presidential directives, and the first volume of the 1984 Public official notices. Five nights a week, Papers of the Presidents, and work on 31,000 copies of the Federal Register the second volume for 1984 was were printed for distribution the completed. following day to Federal agencies, the Also published were 3,107 pages of Congress, the courts, depository slip laws, the largest amount ever, as libraries, and 20,000 subscribers. well as the 1984 volumes of the United The CFR, which is updated by the States Statutes at Large. Preparation of daily Federal Register, stood at 102,229 the 2-volume 1985 Statutes was pages in 168 books. The CFR is a completed. The 1987/88 edition of main reference source for the legal The United States Government Manual profession. Government contractors, was also published. trade associations. and consumer Work was completed on the first organizations. Its importance is reflected three volumes of the 1986 Priuacy Act in the annual sale of almost a million Compilation, with publication expected copies. Because the regulatory information by the end of the first quarter of FY published through the Federal Register 1988. The Compilation contains system affects so many areas of descriptions of systems of records American life, public workshops are maintained on individuals by Federal held to help users maximize use of the agencies, and its publication by the publications and their finding aids. This Office is required by law. year, the Office held 19 public The popular digest to recordkeeping workshops. Nine of the sessions were needs of the public, Guide to Record conducted in cities in Federal regions: Retention Requirements in the CFR, Pittsburgh, New York Portland, Los was updated in FY 1987 by a Angeles, San Diego, Atlanta, Houston, supplement published in the Federal Chicago, and Boston. Five regular and Register in February. The publication of three special workshops were held in a supplement rather than an entire Washington, DC, and two special revision represented substantial savings sessions were conducted at the in printing costs. The supplement, used University of New Mexico and the with the 1986 Guide, advises the public University of Tennessee at Knoxville. of which records must be kept, who This year the workshops were attended must keep them, and how long they by more than 1,100 participants, must be kept.

Office of the Federal Register Staff Director-···------­ John E. Byrne 523-5240 Deputy Director ·------­_____Martha L. Girard 523-5240 Director, Executive Agencies Division Richard Claypoole 523-5240 Director, Presidential Documents and Legislative Division ______Robert E. Lewis 523-5240

27 Chapter 5 Office of Records Administration

Federal agencies collect. create, and Appraisal and agencies for each type or series of use vast amounts of information every Disposition Activities record, deciding which records may be day. One role of the National Archives destroyed after the retention periods is to ensure that agency records The Office of Records Administration have expired, advising agencies on the adequately document the Government's is responsible for determining the use of Federal records centers, and activities, policies, and organization; the appropriate disposition of all Federal determining which records should be Office of Records Administration is the records, including microforms, maps, transferred to the National Archives. National Archives' primary agent for charts, drawings, photographs, motion By developing and implementing helping agencies accomplish this. The pictures, sound recordings, and records disposition schedules, Federal Office has two divisions; Records electronic and paper records. The agencies are able to control their Appraisal and Disposition and Agency appraisal process involves reviewing the records more effectively. Only those Services. retention periods proposed by the records needed for current business are

In a ceremony on April 27. 1987, Secretary of the Army John Marsh (right) and Acting Archivist Frank G. Burke sign documents transferring custody of the Department of Army's Southeast Asia records to the National Archives. These records, which document the role of the U.S. Army in Vietnam, include approximately 30,000 cubic feet of materials created between 1954 and 1975. The Office of Records Administration is appraising this unscheduled record series. A proposed schedule calls for the records to be opened to researchers between April of 1988 and April of 1992. (Photograph by Nancy Olds.)

28 maintained in office space, while others War College. The approval of these Washington National Records Center. that may be needed occasionally, or two chapters will bring to seven the The records relate to OAP activities that must be kept for a period of time number of updated chapters of the arising from World War II, including the for other reasons, may be retired to a manual. control or vesting of foreign-owned storage facility, generally a Federal property in the United States. Among records center. The schedules identify FBI Records the 1,800 cubic feet of records the final disposition of the records, designated for permanent retention are A National Archives appraisal team which, for most records, is destruction case files relating to the production of carried out the first 5-year update of after their usefulness to the creating films, including the Nazi propaganda the FBI's comprehensive records agency has ceased. Disposition classic Triumph of the Will. schedules also identify records of disposition schedule, which was completed in late 1981. The team continuing value to be preserved in the Records Relating to developed disposition schedules for FBI National Archives because they the US.S. Monitor document the organization, policies, file classifications previously designated and activities of the Federal "Disposition Not Authorized" and for The National Archives appraised Government or because they contain the 40 new file classifications created National Oceanic and Atmospheric information of high research value. after 1981. The team also verified the Administration (NOAA) records in Determining which records warrant adequacy of the disposition instructions Columbia, SC, relating to the wreck of preservation in the National Archives is in the schedule and found no need for the U.S.S. Monitor. The Monitor. which one of the most important archival changes. In carrying out their review, against the Confederate ship Virginia functions. team members examined approximately engaged in the first battle between During FY 1987, archivists in this 1,500 case files, including files sent to ironclad ships, foundered in 1862 and Office completed appraisal of more FBI headquarters from the New York, remained lost on the ocean floor until than 7,500 separate records series. Chicago, Miami, Los Angeles, Dallas, 1973. NOAA designated the wreck site Some of the more important appraisal Atlanta, and Washington Field Offices. as the first National Marine Sanctuary and disposition activities conducted in 1975 and continues to administer during the year are discussed in the State Department Lot Files the area and control underwater access sections that follow. to the ship. Since 1975, a number of State Department Lot Files are expeditions to the area under NOAA collections of records maintained Justice Department supervision have carried out scientific separately from the Department's Litigation Case Files investigations, recovered artifacts, and central file. These records are of high further documented the history of this The long-term project to appraise research value because they often unique naval vesseL Among the and schedule the 135,000 cubic feet of contain unique documents that pertain records appraised as permanent were Justice Department litigation case files to important issues and events and/or correspondence relating to the site, drew to a close during 1987. The prominent Department officials. During studies of artifacts, and underwater project involved examination and this fiscal year, archivists appraised slides, motion pictures, and videotape analysis of a sample of records in each about 1,000 cubic feet of Lot Files­ of the ship. of 200 classifications used by the most for permanent retention. Among Department for control and retrieval those to be transferred to the National purposes. After the appraisal Panama Canal Commission Archives are records relating to the recommendations are finished, a 1958 Lebanon crisis; policy records of The Panama Canal Commission will records schedule will be provided to the the Passport Division, 1909-46; records go out of business on December 31, Justice Department. relating to a special group established 1999, when operation of the Canal is by President Kennedy to develop assumed by the Government of Navy Department Records policies to combat Communist Panama. The Commission has National Archives appraisal archivists insurgencies; records of the interagency requested assistance in its effort to are working closely with the Navy Vietnam Working Group, which ensure the preservation of records Department on a long-term project to coordinated U.S. Vietnam policy during documenting its unique activities. An appraise all Navy records and update the 1950s and 1960s; and World War appraisal archivist worked with the its 13-chapter records disposition II-era records relating to U.S. agency on the revision of its manual. The manual will include participation in U.N. relief efforts and to comprehensive records disposition instructions for managing major efforts to apprehend and punish schedule. Of particular concern are electronic records systems. This year, German and Japanese war criminals. valuable engineering drawings, the chapters relating to military and audiovisual records, electronic records, civilian personnel were nearly Office of Alien Property and older textual records. completed. The military personnel chapter covers subjects such as The National Archives completed Smokey Bear Records from the recruiting, training and education, negotiations with the Department of Forest Service military discipline, personnel Justice over the disposition of 13,270 accounting, and the programs of the cubic feet of Office of Alien Property The Forest Service transferred U.S. Naval Academy and the Naval (OAP) records stored at the original printed posters and related

29 textual records from the Smokey Bear Information Programs The Records Administration program to the National Archives. Information Center The Office of Records Administration These records, dating from the early continues to develop and expand 1940s to the early 1980s, document The Records Administration information resources for agency the development of the Smokey Bear Information Center was established in records managers to assist them in their symbol and fire prevention program. January of 1986. The Center continues records management programs. These to collect materials on the management resources also help increase the Bureau of Labor Statistics awareness of all Federal employees of of recorded information and to Since 1985, the Bureau of Labor their responsibility to create and care disseminate information from the Statistics has submitted six schedules for records. materials to Government employees totaling more than 1,700 items. and others with records management Agreements reached during Publications responsibilities and concerns. negotiations over these schedules have A variety of publications are now set standards for the appraisal of available that cover a broad range of Newsletter electronic records and the transfer of information management concerns. Records managers in Federal permanent records that should speed This year, the Office published Your the review of the remaining schedules. Records and the National Archives and agencies are eager to share information During this year the National Archives Records Administration, which explains with the National Archives and with approved three of the schedules the difference between storing records each other about records management containing more than 900 items. Three in a Federal records center and in the programs throughout the Federal more schedules containing nearly 850 National Archives. A series of Government. This year the National items are under review. instructional guides was initiated that Archives initiated the newsletter called will explain briefly the management and Recordfacts Update. The newsletter will Temporary Commissions disposition of various special types of be issued three times a year and will records to the officials who create and The National Archives provides include reports about the National use them. Currently in preparation are records management assistance to guides on records of temporary Archives and about significant activities temporary commissions established by advisory committees, electronic records, in other Federal agencies, a suggestion Congress, the President, and Cabinet audiovisual records, and cartographic column, a calendar of events, and members. Upon termination of these records. feature articles. commissions, records appraisal archivists are involved in the disposition of the records. This year, records of the following temporary commissions were appraised for transfer to the National Archives: -The Cabinet Committee on Education, established by President Nixon in 1970 to help school districts comply with Federal court desegregation orders: -The White House Conference on Small Business: -President's Task Force on Victims of Crime; -National Commission on Agricultural Trade and Export Policy, which studied the condition of American agriculture and the decline of agricultural exports: -President's Committee on Equal Employment Opportunity, 1961-65, which reviewed Federal employment practices and developed antidiscrimination regulations applicable to the From left to right are James W Moore, Assistant Archivist for Records Administration; executive branch and Lawrence Cohan. Director of the GSA Office of Innovative Office Systems; Acting Archivist contractors: Frank G. Burke: and Francis A. McDonough. GSA Deputy Commissioner for Federal -President Reagan's Task Force Information Resources Management. They participated in a symposium for Federal records on Private Sector Initiatives. managers on April 29, 1987. (Photograph by Nancy Olds.)

30 Records Management Survey establishing and maintaining effective published in 36 CFR 1220-1239 records maintenance and disposition (subchapter B). This year, guidance A survey was conducted of the scope programs. The workshops were was prepared on contractor records, and status of records management presented four times this year. transfer to Federal records centers of throughout the Federal Government. Occasional symposiums are small volumes of permanent records. The surv~y's findings underscored the presented on selected records and new procedures for offering records to need for the National Archives to assist information management issues. These the National Archives, audiovisual agencies in managing electronic and are directed at a broad audience of records management, and electronic other records and in educating Federal information managers throughout the recordkeeping. employees at all levels concerning their The National Archives can better records responsibilities. In addition, the Government. This year's symposium brought together representatives of the serve Federal agencies and ensure survey provides basic information about Office of Management and Budget, the optimal care for records if it rigorously agencies' records management reviews its own policies and programs that will make future General Services Administration, and the National Archives to discuss the procedures. Several studies have been evaluations more effective; it also undertaken on subjects such as working future of records management and the furnishes a basis for outlining a model papers, handling special records in role that Federal records managers play records and information management Federal records centers, and National in ensuring the preservation of Federal program. Archives responsibilities for Federal records. records and related documentation. In Special Studies addition, a cooperative program has Other Training Services Detailed studies of issues affecting been initiated with the National the records management community This year the National Archives Archives of Canada to exchange visits, can help both the National Archives compiled the third annual directory of observe operations, and discuss issues and Federal agencies assess their records administration training programs of mutual concern. programs and clarify their goals. This in the Washington area and provided year an indepth .study of records consulting services to several agencies Evaluations in planning their own classes. In administration authorities in the Federal The National Archives conducts addition, briefings were developed to Government was prepared. The study evaluations of records management in reviews the history of and analyzes the address special issues or special needs individual Federal agencies under the information management responsibilities of a particular agency, such as authority of 44 USC 2904. These of the National Archives, the General "Avoiding Federal Amnesia: The Role evaluations review records schedule Services Administration, and the Office of Electronic Records," presented to coverage and application, adequate and of Management and Budget. It makes agencies on request, and a specialized proper documentation, files several recommendations for asserting briefing on the National Archives maintenance, and vital records. The the National Archives' leadership role in presented to officials from the Food subject agency must respond with a records administration, especially as a and Drug Administration. plan for implementing recommended part of information resources improvements. management. It also stresses the Agency Guidance and This year the Defense Logistics importance of the National Archives' Assistance Agency (DLA) was evaluated. The active participation in current records study team found that while DLA's Under 44 USC 2906, the National management. program has a solid foundation, Archives is charged with evaluating the improvements were needed in such records management programs of areas as staffing, training, coordination Training Federal agencies and developing and between records management and ADP issuing appropriate regulations. When The program to educate Federal staffs, inspection of field operations, agencies need more specialized employees about records and and regular transfer of records to the guidance, staff members provide information management includes National Archives. formal training courses, symposiums, technical assistance on a case-by-case and briefings for records and basis. Technical Assistance information management professionals. These educational activities are Regulations and Guidelines on An important element of the designed to appeal to many different, Records Administration National Archives records specific audiences. administration program is cooperation The National Archives issues with agencies in specific information regulations and advisory information Training Courses and management projects. Such projects and provides informal guidance to Symposiums may be undertaken in reponse to an assist agencies with their records agency's request or may be initiated by The National Archives offers two management programs. Regulations the National Archives. workshops, "Files Improvement" and relating to adequate and proper During this year some of the special "Records Disposition." to acquaint documentation, files maintenance, projects completed included working agency personnel with policies, records disposition, micrographics, with the Occupational Safety and principles, and procedures for electronic records, and vital records are Health Review Commission to improve

31 its records program and with the encouraging timely transfer when Environmental Protection Agency to possible. This year an evaluation was develop a training program for records conducted of the Bureau of Land liaison officers and an executive briefing Management's (BLM) maintenance and for top managers. disposition of permanently valuable records. The report on the study will Archival Records Not in include a list of record series proposed National Archives for immediate transfer to the Archives, Custody a list of series to be monitored by the National Archives until BLM is ready to Another important oversight transfer them, and other program responsibility is monitoring the status of recommendations. records of archival value that are still in This year, a report was prepared on agency custody. For a variety of the status of dispersed Federal archival reasons, agencies sometimes retain records. It discusses the importance of records long after they could have been the National Archives' role as a transferred to the National Archives. centralized repository; identifies some of One element of the records the reasons that agencies retain archival administration program is identifying records; reviews some pressing issues, such records and the reasons why they such as that of electronic records; and have been kept, monitoring conditions provides 22 specific recommendations under which they are maintained, and for action by the National Archives.

Office of Records Administration Staff Assistant Archivist ______James Moore 724-1453 Deputy Assistant Archivist Frank Evans 724-1453 Director, Agency Services Division___ _Mary Ann Wallace 724-1453 Director, Records Appraisal and Disposition Division______Kenneth Rossman 724-1457

32 The Public and the National Archives

33 Previous page: Archives technicians Vanessa Gantt-Baker and Rutherford I. Taylor help locate records for researchers in the Central Research Room. More than 23.500 researchers used this room during fiscal year 1987. (Photograph by Nancy Olds.)

34 Chapter 6 Office of the National Archives

he Office of the National Archives is in National Archives research begin to open Vietnam records to the responsible for accessioning (accepting rooms. public for general research until April of custody of), preserving, describing, and 1988, reference service on Vietnam making available for use by the public During this fiscal year the staff records has been heavy since they were and Federal agencies those records of responded to 643,164 oral and written transferred to the Office in April of the U.S. Government that have been requests for information about the 1987. The newly created Vietnam determined to have sufficient historical holdings. The responses consisted of section has responded to approximately or other value to warrant their 397,892 oral replies, 213,283 form 170 letters, provided reproductions, continued preservation. This material is responses, and 31,989 individually and handled a steady stream of known as the National Archives of the written letters. researchers in the research room. United States. Authority for the The Office of the National Archives Researchers vary considerably by exercise of these functions stems from had 206,645 visits to the research interest and vocation: they include chapters 21, 31, and 33 of Title 44 of rooms this year: 108,617 in the veterans requiring documentation for the United States Code. Washington, DC, area and 98,028 in claims based on post-traumatic stress the 11 field branches. disorder or exposure to hazardous Accessioning To promote greater research access, chemicals, for other medical disabilities, the National Archives completed 40 or for decorations they believe they The holdings of the National microfilm publications. These consisted received or should have received: Archives continued to grow during this of 2.279 rolls of microfilm. The records official researchers from the U.S. Army fiscal year. The staff accessioned about filmed cover a wide range of Federal Center of Military History, various 70,000 cubic feet of additional material activities, from diplomatic records intelligence agencies, and Joint Chiefs into the National Archives. The relating to the internal affairs of a of Staffs; lawyers and their permanent records documenting variety of countries during the 1930s representatives requiring documentation Federal activities now consist of and the subject files of the Warren for clients claiming veterans benefits: approximately 1.55 million cubic feet, Commission, which investigated the and veterans or their families seeking including: assassination of President Kennedy, to records about their particular units. records of the district courts of North • 3.2 billion textual (paper) Carolina dating back to the 18th documents century. • 118,000 reels of motion picture While the National Archives will not film • 160,000 sound recordings • 5.2 million still pictures • 1.6 million maps and charts • 9.7 million aerial photographs • 1,400 reels of magnetic computer tape Reference Staff members of the Office of the National Archives provide reference service on records by:

• responding to requests for information from or about records; • making original records available to researchers in research rooms; Don Richter, supervisory audiovisual The Still Picture Branch has custody of more archivist, inspects motion picture film at the than five million photographs, original • providing researchers with copies Pickett Street facility. The stack areas house artworks, and posters. The stack areas are of records for a fee; original and preservation copies of more designed to accommodate negatives, • preparing microform publications than 110.000 unique reels of motion picture oversized map cases, photograph albums, of heavily used series of records film, 13.000 unique reels of videotape, and and large acid-free storage boxes as well as that researchers may purchase 159,000 unique reels of audiotape. standard archival boxes. (Photograph by Bill from the National Archives or use (Photograph by Adam Auel.) Heynen.)

35 The greatest increase in reference lights that may be used to film archival second full year during FY 1987. The activity concerns World War II and the records. All film must be processed to Division responded to a significantly War Relocation Authority, which had meet previously published archival increased number of reference inquiries responsibility for relocating Japanese­ standards, and private publishers must and continued an outreach program to Americans from the west coast to submit sample rolls for testing. The publicize information about the records internment camps. In 1983, the report regulations also require that all of Congress at the National Archives. of the Commission on the Wartime individuals serving as document Relocation of Civilians During World handlers be trained by the Preservation Reference War II prompted thousands of requests Policy and Services Division in the During FY 1987, the Division's from Americans of Japanese ancestry Office of National Archives. Reference Branch received 603 letters for verification of their detention in Each request to film archival records and orders for reproductions of original WRA camps. The passage by the is evaluated on the basis of reference records and replied to 3,060 oral House of Representatives in September need for a microfilm copy of the requests for information about records of the "Civil Liberties Act of 1987," records and physical condition of the of the U.S. Senate and House of which provides in part for financial material. Proposals to film records with Representatives. A total of 5,246 items restitution to those detained, prompted high reference value are given priority another surge in reference requests-up over requests, which may be technically from about 25 per week to about adequate, to film records with low 300-400 per week. reference use. Physical condition of the Continuing a program launched last records is the deciding factor in year, the Office of the National evaluating a proposal. Requests to film Archives established performance oversized records, bound volumes, and standards for reference services relating other formats requiring special to still pictures. This program began equipment may be denied if filming with a contractor surveying reference represents a potential threat to the activity to "determine a fair day's work records. Requests may also be denied for the average worker." From this base, on the basis of the age of the records. the Office established a performance Only trained, professionally supervised standard for each type of request. This staff of the National Archives will standard determined the number of duplicate aged and fragile records. requests that an archives technician If a request is approved, a formal should be able to process in one agreement between the publisher and workday. Each employee's performance the National Archives is signed that is rated on both quality (number of guarantees the National Archives will major errors) and quantity (number of receive an archival-quality negative minutes required to process a series of copy of all privately produced requests). An employee who exceeds microfilm. This negative will be used to the standards a high percentage of the provide a positive reference copy of the time could receive a cash award of up records, which researchers will use in to $300 each quarter. This system place of the textual records. enabled the reference staff to eliminate In order to ensure the continued a backlog of pending reference requests availability of privately produced and to reduce its staff. Because of the microfilm copies, the National Archives success of performance standards, the will begin to sell copies of the microfilm Office of the National Archives is 7 years after the publication is released. planning to expand their use in coming The National Archives does not wish to years. compete with private micropublishers or diminish profits by selling the microfilm Regulations on for reduced prices. This 7 -year delay gives the micropublisher control of sales Microfilming during the marketable life of a On May 29 of this year, the National publication. Archives put into effect new regulations During FY 1987, the Office of the designed to ensure the protection and National Archives received and preservation of archival records by evaluated five proposals to microfilm Dr. Milton 0. Gustafson. Chief of the controlling the use of privately owned archival records. Only one request was Diplomatic Branch, shows a document to or leased microfilm equipment in denied. actor Bob Newhart. Newhart toured the special vault that houses U.S. public laws. National Archives facilities. Indian and international treaties, and the The regulations require that privately Legislative Archives Papers of the Continental Congress. The produced microfilm meet archival Division vault is equipped with a Halon fire standards and that the National protection system, backup sprinkler system, Archives must approve of the type of The Legislative Archives Division of and separate climate controls. (Photograph camera equipment, film stock, and the National Archives completed its by Nancy Olds.)

36 (boxes, bound volumes, and folders) of its historical records, followed by the In conjunction with the Director of were furnished to researchers in the Senate Committee on the Judiciary. the Congressional Relations Staff, the National Archives Building or loaned to The Division responded to many staff Legislative Archives Division staff congressional committees for use in inquiries about the history of Congress participated in numerous meetings with current business. In addition, nearly and helped the Senate Curator's Office Senate and House staff members on 30,000 copies (most of which were in its preparation of an exhibition, the disposition of the videotapes of the electrostatic copies) of original scheduled for the spring of 1989, that floor proceedings of both Houses. congressional materials were provided will celebrate 200 years of Senate Neither House has passed a resolution at cost. In response to research history. The Division provided copies of on the matter, but it is hoped that requests for access to more recent early 19th-century records of the during the next fiscal year Congress will Senate records, the Branch screened Committee on Buildings and Public take action. 354,951 pages of documents. A total Grounds to the Senate Committee on The director and branch chiefs had of 6,467 hours of staff time was spent Environment and Public Works for its numerous meetings with congressional in fulfilling these reference activities. work on the history of its predecessor staff, as well as with Members of The Division serves as the committees. Congress, in which the activities of the institutional memory of the Congress Division were discussed. On October and is active in lending records back to Outreach 20 and 24, the Congressional Relations committees to support their current Staff and the Division conducted administrative needs. The two House Director R. Michael McReynolds and seminars for House and Senate committees that borrowed the greatest the two branch chiefs continue to make committee clerks and staff directors. In number of archival materials were the known the Division's programs before March of 1987, the Clerk of the Committee on the District of Columbia interested user groups and on Capitol House. the Honorable Donald K and the Committee on Interior and Hill. During this year one of the branch Anderson. and his staff toured the Insular Affairs. The Permanent chiefs, David R. Kepley, published an National Archives. Division staff visited Subcommittee on Investigations of the article in Prologue on the history of the House committee staff to inquire if the Senate's Governmental Affairs records of Congress. The article was committees still held historic Committee was by far the greatest user distributed to many Capitol Hill offices. documents. In the case of the House Committee on Ways and Means, a meeting resulted in the transfer of a large quantity of minute books, covering the period from 1889 to 1980, to the National Archives. Finally, the Division took U.S. Representative Alfred A. McCandless (R-CA) and U.S. Senator John C. Stennis (O-MS) on a tour of the National Archives; both men were shown interesting documents from their States.

Records Declassification The Office of the National Archives performs two kinds of declassification activities:

Systematic Review Pursuant to Executive Order 12356, the staff reviews security classified records and donated historical materials in the custody of the National Archives and Presidential libraries using guidelines prepared by Federal agencies having jurisdiction over the information. These guidelines provide the National Archives with the authority to review systematically and to declassify most records more than 30 years old. Many records date from the mid-1950s and require page-by-page review. The Microfilm Research Room has open stack areas to allow researchers to pull their own rolls of film. The more than 900.000 rolls of film available for research encompass census records, Documents containing information that 1790-1910. and passenger lists, 1820-1954. Approximately 58.863 researchers used this remains sensitive are withdrawn and research room during FY 1987. (Photograph by Nancy Olds.) are not available to researchers until

37 Page Miller. Executive Director of the National Coordinating Committee for the Promotion of History; Edwin Thompson. Director of the National Archives Records Declassification Division; Daun van Ee, Executive Editor of the Papers of Dwight D. Eisenhower. The Johns Hopkins University; and Martin Sherwin of Tufts University discuss declassification priorities in the National Archives on April 10, 1987. (Photograph by Nancy Olds.)

they are reviewed again and ultimately declassified. Declassified documents Classified and parts of documents declassified by Pages Pages Pages agency direction are placed in files as Reviewed Withdrawn Declassified soon as possible following that Systematic 6,993,394 255,316 6,738,078 determination. FOIA Review 72,746 10,081 62.665 EO 12356 Review 11,811 4,877 6.934 Researcher Initiated Review Totals* 7,077,951 270,274 6,747,677 When researchers are confronted *These figures include declassification review performed by the Office of Presidential with notices of withdrawal of security Libraries and the Office of the National Archives. classified information, they may formally request a declassification review. These requests are submitted under the provisions of the Freedom of The large volume of declassification this II. Reviewers from the Central Information Act or under the year is primarily the result of three Intelligence Agency (CIA), the mandatory review provisions of major efforts: successor to the OSS, have spent a Executive Order 12356. The National (1) More than three million pages of great deal of time over the past decade reviewing these records and have Archives refers the security classified the 1942-55 records of U.S. Army identified documents requiring review documents to the responsible agency. Commands and almost 560,000 pages for other agencies' sensitivities. Thus The agencies then review the of the records of the U.S. Coast Guard the review by the National Archives documents for possible release in whole and the Navy's Bureau of Aeronautics required only about 3 staff years. or in part. result from declassification in bulk with (3) Almost 2.7 million pages were Researchers also may request an about 3 staff years of work (1 staff year reviewed in the course of examining informal review of records not is the equivalent of 2,080 hours). pre-1959 records from the Department previously reviewed for declassification. (2) Almost one million pages of the of State and pre-1954 records from If the records are more than 30 years Office of Strategic Services (OSS) predecessors to the Agency for old, the agency declassification review "Operational Archives" were reviewed International Development. These guidelines are applied and many of the during the year. The OSS was the U.S. agencies funded more than half of the classified records are promptly released. intelligence agency during World War staff employed in these projects.

38 Fofo L F Sunia, Delegate to the U.S. House of Representatives from American Samoa, researches the records of American Samoa at the National Archives-San Francisco Branch. He was among 98,028 researchers at the 11 field branches this year. (Photograph by Ann Dowie, courtesy of the San Francisco Examiner.)

National Archives Field of U.S. attorneys and marshals. Government; and records relating to Branches During this fiscal year, the field exploration and development of the branches accessioned more than Western States. Currently, each branch The Office of the National Archives 19,289 cubic feet of these locally has about 49,000 rolls of microfilm. operates 11 field branches in Boston, significant records. This brings the total Because of these locally and nationally New York, Philadelphia, Atlanta, holdings of the field branches to significant records and microfilm copies, Chicago, Kansas City, Fort Worth, 363,808 cubic feet. the field branches attract a large Denver, Los Angeles, San Francisco, To make the holdings of the National number of researchers, nearly 100,000 and Seattle. Each of the branches Archives as accessible as possible, the in FY 1987. provides a full range of archival branches have reference copies of During this fiscal year, the National activities and programs to the public. National Archives microfilm publications Archives undertook a variety of These repositories accession, from that are most in demand. These activities to improve the quality of Federal offices across the country, publications include all Federal space that some field branches occupy. records that relate to the local and population census schedules, Renovation work in the Boston and regional history of a particular area, 1790-1910; selected military service Seattle Branches resulted in improved such as the Tennessee Valley Authority and pension records; selected research facilities and the creation of or the Government of American passenger arrival lists; records relating offices for the Branch directors. Samoa. They include records of U.S. to the adoption of the Constitution and Planning for renovations of office and district courts and courts of appeals and the initial establishment of the Federal research space in the Kansas City

39 Branch was completed during the year; Field Branch States Served work is expected to begin in January 1988. Construction of office space for Director: James K. Owens Connecticut, Maine, the Director of the San Francisco National Archives-Boston Branch Massachusetts, New Hampshire, Branch will begin in FY 1988. 380 Trapelo Road Rhode Island, and Vermont Significant progress was made on Waltham, MA 02154 relocating the New York Branch from 617-647-8100 its inaccessible location at the Military Ocean Terminal, Bayonne, NJ, to a site Director: Joel Buckwald New Jersey, New York, in Manhattan or Jersey City. The New National Archives-New York Branch Puerto Rico, and the York City Office of Business Building 22-Military Ocean Terminal Virgin Islands Development and the New Jersey Bayonne, NJ 07002-5388 Office of Economic Development 201-823-7252 assisted the staff in identifying suitable Director: Robert J. Plowman Delaware, Pennsylvania, sites near both public transportation National Archives-Philadelphia Branch Maryland, Virginia, and and a university or other cultural 9th and Market Streets West Virginia institution. Philadelphia, PA 19107 The field branches have developed a 215-597-3000 number of public outreach activities. This year, the branches conducted 111 Director: Gayle P. Peters Alabama, Georgia, Florida, genealogical workshops for 2,583 National Archives-Atlanta Branch Kentucky, Mississippi, people. They also conducted 18 1557 St. Joseph Avenue North Carolina, workshops for 1,027 teachers to East Point, GA 30344 South Carolina, and Tennessee explain how materials from the 404-763-7477 National Archives can be used in Director: Peter W. Bunce Illinois, Indiana, Michigan, curriculum development. In addition, National Archives-Chicago Branch Minnesota, Ohio, and Wisconsin the staff delivered 136 speeches to 7358 South Pulaski Road colleges, genealogical groups, schools, Chicago, IL 60629 and professional associations, reaching 312-581-7816 a total of 6,096 people; sponsored 138 tours and open houses of their Director: R. Reed Whitaker Iowa, Kansas, Missouri, and repositories for 2,669 people; and National Archives-Kansas City Branch Nebraska provided technical assistance 127 times 2312 East Bannister Road to Federal, State, and local agencies Kansas City. MO 64131 and to private organizations. During the 816-926-6272 year, the field branches displayed exhibitions at 28 locations, including Director: Kent C. Carter Arkansas, Louisiana, the branch repositories and other National Archives-Fort Worth Branch New Mexico, Oklahoma, and governmental, educational, or cultural 501 West Felix Street (building address) Texas institutions. Across the Nation, an P.O. Box 6216 (mailing address) estimated 66,000 people saw these Fort Worth, TX 76115 exhibitions. 817-334-5525 The Field Archives Division created a Director: Joel Barker Colorado, Montana, 20-minute slide/tape presentation about National Archives-Denver Branch North Dakota, South Dakota, the branches and their holdings called Building 48, Denver Federal Center Utah, and Wyoming "The National Archives Field Branches: Denver, CO 80225 A National Resource in a Local 303-236-0818 Setting." Copies of the presentation were shown to researchers, at Director: Waverly B. Lowell Arizona, the southern workshops, at open houses and tours, National Archives-San Francisco Branch California counties of to Federal agencies, and to a variety of 1000 Commodore Drive Imperial, lnyo, Kern, other audiences. San Bruno, CA 94066 Los Angeles, Orange, 415-876-9009 Riverside, San Bernardino, During 1987, the primary public San Diego, San Luis Obispo, outreach activity of the field branches Santa Barbara. and Ventura; was celebrating the 200th anniversary and Clark County, Nevada of the U.S. Constitution. To commemorate the 200th anniversary, Director: Diane S. Nixon California, except southern each branch scheduled a public reading National Archives-Los Angeles Branch California, Hawaii, Nevada, of the Constitution for September 17 24000 Avila Road (building address) except Clark County, and the and, on that day or sometime during P.O. Box 6719 (mailing address) Pacific Ocean area the year, sponsored a naturalization Laguna Niguel, CA 92677-6719 ceremony. 714-643-4242

40 Director: Phillip E. Lothyan Alaska, Idaho, Oregon, and National Archives-Seattle Branch Washington 6125 Sand Point WayNE 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 Interagency Liaison ...... George C. Chalou 202-523-3032 Director, Records Declassification Division ...... Edward A. Thompson 202-523-3165 Director, Civil Archives Division ...... Daniel T. Goggin 202-523-3108 Director, Central Information Division ...... Patricia A. Andrews 202-523-3141 Director, Legislative Records Division ...... R. Michael McReynolds 202-523-4185 Director, Military Records Division ...... Garry D. Ryan 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

One hundred and eleven genealogy workshops, attended by 2,583 participants, were held nationwide at the 11 field branches during FY 1987. Robert Richmond, Assistant Executive Director of the Kansas State Historical Society, and Lance Reppert, a member of the St. Andrew's Society, conducted a Scottish genealogy workshop at the National Archives-Kansas City Branch in July. The Branch sponsored 20 ethnic genealogy workshops this year. (Photograph by Dennis McCoy.) Chapter 7 Office of Presidential Libraries

Opening of Carter Library Office of Administration, the Press segments of the White House central and Papers Office, and the Communications Office; files, totaling 1.5 million pages, were and correspondence between President made available on December 1, 1986. On October I, 1986, the Carter Carter and high White House officials. The files, containing White House Presidential Library in Atlanta, GA, was The materials cover virtually every correspondence with Government formally opened by former President subject dealt with by the White House officials and members of the public, and Mrs. Carter in the presence of during the Carter administration, policy papers, and routine President and Mrs. Reagan and a including nuclear disarmament and administrative documents, reflect the crowd of 5,000 well-wishers. Built with human rights. activities of the President and his staff funds raised by the Carter Presidential At a ceremony held in Atlanta's City on a wide range of domestic policy Center, Inc., the library is part of a Hall in June of 1987, Mayor Andrew issues. complex that houses the former Young presented the Carter Presidential The Nixon Project opened 85 President's office, the Carter Center of Center with a citation from the city's percent of the special files, totaling 1.5 Emory University, and charitable Urban Design Committee for an million pages, on May 4 and 28 and foundations associated with President outstanding contribution to the July 17, 1987. The special files were and Mrs. Carter. The museum part of architectural and landscaping beauty of compiled by a unit of the Nixon White the library opened to the general public Atlanta. House charged with providing special after the formal opening. security for materials considered On January 27, 1987, President Opening of Nixon Papers sensitive by the White House. The Carter cut the ceremonial ribbon to for Research materials contain documents created or open the library's archival research seen by President Nixon, selected room. More than six million pages of In its first full year of operation since subject files taken from the White Carter Presidential material became regulations governing public access to House confidential files, and staff available for research on the following the Nixon Presidential materials went member and office files. The files of day. including the White House name into effect, the Nixon Presidential former Nixon aides John Dean, John and subject files; significant parts of the Materials Project opened three million Ehrlichman, H. R. Haldeman, Harry files of the Domestic Policy Staff, the pages of material for research. Selected Dent, Patrick Buchanan, Alexander

President and Mrs. Reagan and former President and Mrs. Carter participate in the ribbon-cutting ceremony that officially opened the Carter Presidential Library in Atlanta. GA. on October 1, 1986. (Photograph by Terry Arthur. the White House.) Haig, and Charles Colson were among Accessions those made available for research. Five percent of the special files were The Presidential libraries conduct an withdrawn because they contained active solicitation program to acquire national security or privacy information additional materials related to their or because they were restricted by holdings. Noteworthy among this year's Federal statute; 10 percent of the accessions was a 100-foot addition to special files were withdrawn at the the papers of former Secretary of the request of President Nixon and are Treasury Henry Morgenthau, Jr., that awaiting further review. are housed in the Roosevelt Library. During the year, 314 researchers The materials contain handwritten visited the Nixon Project offices to work notes exchanged between Secretary in the White House central files and Morgenthau and President Roosevelt as the special files. well as more than 300 letters from Mrs. Roosevelt to Mrs. Morgenthau. Reagan Materials The Truman Library accessioned the papers of Francis 0. Wilcox, detailing The Office of Presidential Libraries his activities as a member of the U.S. Marc A. Weiss, a professor at the University has provided storage space and delegation to the 1945 United Nations of Illinois, is assisted by Hoover Library custodial care in the National Archives Conference and to the 1951 Japanese archivist Dale Mayer. Professor Weiss was Building for parts of the Reagan Peace Conference. Columbia University one of 3,420 researchers who visited administration's White House central Professor Raymond J. Saulnier, who Presidential library research facilities this files that are no longer in daily use. In served as Chairman of the Council of year. (Hoover Library Association photograph.) addition, the Office of Presidential Economic Advisers during the Libraries has received, packed, and Eisenhower administration, donated his stored the many gifts given to President papers to the Eisenhower Library. Library obtained the correspondence and Mrs. Reagan by American citizens Additional materials of U.S. Senator and scrapbooks of journalist and and foreign heads of state. The Reagan Edward M. Kennedy (D-MA) and women's activist Harriet Connor Brown. manuscript material in storage at the novelist Ernest Hemingway were The Ford Library accessioned the National Archives was 13 million pages accessioned by the Kennedy Library. transcripts of interviews of 21 at the end of FY 1987. There are also The Johnson Library acquired individuals associated with the Ford 22,017 Reagan Presidential gifts stored documents relating to slain civil rights administration, conducted in 1985 by a in the National Archives Building. worker Viola Liuzzo, and the Hoover library researcher. This year's accessions brought the Presidential libraries' total holdings to 207,241,163 pages of manuscript material; 3,425,251 photographs; 13,351,964 feet of motion picture film; and 43,929 hours of audio and video recordings.

Openings

Among the materials newly opened for research this year was a segment of the Kennedy administration's White House social files at the Kennedy Library. The Johnson Library opened the Robert Komer-William Leonhart files, documenting the activities of a White House office established in 1966 to coordinate nonmilitary programs in Vietnam, such as pacification, land reform, economic stabilization, port congestion, and corruption. Also made available at the Johnson Library were the papers of former Secretary of Health, Education, and Welfare Wilbur Cohen. The papers of artist Greta Kempton, who painted the official White House portrait of President The Nixon White House special files were released in three segments this year. On May 4, Truman, were opened for research at 1987, when the first segment was opened to the public, 50 researchers examined documents the Truman Library. The Ford Library from the files. (Photograph by Anita Happoldt.) opened the 1969-70 portion of the

43 225,378 visitors during its 6-month run at the Johnson Library. A new exhibition on the New Deal, 1933-41, marked the opening of the renovated north bay of the Roosevelt Library's museum. An exhibition at the Truman Library commemorated the 40th anniversary of the Marshall Plan with documents, photographs, and a videotaped presentation. The show was opened by U.S. Representative Ike Skelton (D-MO), who presented the library with a copy of a resolution that he had sponsored commemorating the Truman Doctrine. "The Claws of the Dragon;' at the Hoover Library, recalled the Hoover family's years in China during the early part of this century. Winners of the 1987 Kennedy Library prizes and grants for teachers are pictured here. The Several Presidential libraries mounted Kennedy Library Foundation awarded seven prizes to individuals and teams of elementary and exhibitions in observation of the secondary school teachers for outstanding teaching in American political history. The bicentenary of the Constitution. An Foundation also awarded five grants to support curriculum development of American political exhibition at the Ford Library, dealing history. (Photograph by Allan Goodrich.) with the freedom to travel. featured the passports of famous Americans, such as John F. Kennedy and Ernest Arthur Burns papers, documenting Pearson papers and memorabilia, Hemingway, borrowed from the domestic issues during the first year of augmented by drawings and Kennedy Library. The Ford Museum the Nixon administration. when Burns photographs from Mrs. Pearson's displayed an original broadside dealing was serving as counselor to the collection and the collections of other with the Northwest Ordinance, which President. institutions. The exhibition was seen by was adopted 2 months before the

Grants and Awards For the encouragement of research in Presidential libraries' holdings, the libraries are indebted to the private organizations that support their programs. This year, these organizations disbursed a total of $221,880 in research grants to scholars and graduate students. Among the recipients of prizes were seven Massachusetts teachers, recognized by the Kennedy Library Foundation for their outstanding teaching about the Constitution and constitutional issues.

Programs for the General Public The Presidential libraries displayed some of the 199,554 three-dimensional objects among their holdings in exhibitions on the lives and times of the Presidents and significant events in the Nation's history. This year, 1,472,150 visitors came to the libraries' museums to see a wide range of exhibitions, Mrs. Mario Cuomo, First Lady of New York (center}, is escorted on a tour of the Eleanor including one at the Johnson Library Roosevelt exhibition by supervisory archivist Frances Seeber (left) and philanthropist Mrs. on columnist Drew Pearson. The items Sheldon Landau on October 24, 1986. She came to the Roosevelt Library to do research for on display were drawn from the the restoration of the Governor's Mansion. (Photograph courtesy of State of New York, Office library's own extensive holdings of of Special Projects and Protocol.)

44 Constitution and which contained many of the provisions later incorporated into the Bill of Rights. An exhibition at the Eisenhower Library treated, in documents and photographs, the issue of Presidential disability or death and the passage of the 25th Amendment to provide for an orderly succession to the Presidency. A letter written by George Washington shortly before he took the oath of office was loaned by the Massachusetts Historical Society to the Johnson Library for its bicentennial exhibition. Other public programs at the libraries-including conferences, lectures, films, commemorative events, and seminars-attracted 60,855 persons this year. The wide range of major conferences held at the libraries included the fifth annual public policy Portraitist Greta Kempton views her paintings of the Truman family at the opening of an conference, held at the Carter Library exhibition of her paintings at the Truman Library, on April 10, 1987. (Photograph by Neil M. and cosponsored by the Office of Johnson.) Presidential Libraries and the Domestic Policy Association. Before an audience

University of Texas history professor Lewis Gould used the Henry H. Fowler Cabinet Room in the Johnson Library to conduct a graduate seminar on the Presidency of Lyndon Johnson, April 15, 1987. The eight libraries encourage the use of their facilities by local colleges and universities to help students discover primary sources available for research. (Photograph by Frank Wolfe.)

45 of 300, 20 representatives of citizen forums from around the country discussed crime, immigration, and the farm economy with Government officials and public affairs analysts. In observance of the 25th anniversary of the first Commission on the Status of Women, the Kennedy Library held a conference on women and political power that featured as speakers feminist activist Betty Friedan, former U.S. Representative Bella Abzug, and Massachusetts Lieutenant Governor Evelyn Murphy. Conferences in observance of the bicentenary were held at the Ford, Johnson, and Eisenhower Libraries. At the Ford Library, Columbia University Seminars on Media and Society televised an 8-hour session of "The Presidency and the Constitution" under U.S. Senator John H. Glenn, Jr. (D-OH), making his acceptance speech on the steps of the the direction of television executive Truman Library after receiving the Harry S Truman Public Service Award on May 8, 1987. (Photograph by Neil M. Johnson.) Fred Friendly. President Ford joined 29 other distinguished citizens for discussions on proposed changes in the Constitution that would affect the to limit the President's treatymaking presentation of the Harry S Truman powers of the President. Among the powers. Public Service Award by the City of participants were U.S. Attorney General Lectures and films offered at the Independence to U.S. Senator John H. Edwin Meese; U.S. Senators Alan libraries included a lecture series at the Glenn, Jr. {D-OH). At the 1987 Cranston {D-CA), Orrin G. Hatch Kennedy Library on contemporary Hoover birthday commemoration, Time {R-UT), Nancy Landon Kassebaum issues, such as sectarian conflict in magazine columnist Hugh Sidey was (R-KS), and Warren B. Rudman Northern Ireland, South Africa, and theJmain speaker at the banquet in (R-NH); U.S. Representative Charles B. Lebanon. The Great Decisions lecture honor of President Hoover, while the Rangel {D-NY); and former U.S. series at the Ford Museum featured principal speaker at graveside Representative James Jones. Along sessions on foreign investments in the ceremonies on August 10 was former with two sessions that had been taped United States, developments in Iowa Governor Norman Erbe. The earlier at the Carter Center in Atlanta, Afghanistan and Pakistan, and Eisenhower Library held a combined the sessions taped at the Ford Library revolution in Iran, Nicaragua, and the celebration, on May 2 and 3, of the were shown on the Public Broadcasting Philippines. The Johnson Library's lOOth anniversary of the Eisenhower System in May of 1987. popular An Evening With ... lecture family home and the 25th anniversary A symposium entitled "The series featured appearances by former of the library. Acting Archivist Frank G. Constitution: Retrospect and Prospect" U.S. Senator Barry Goldwater, U.S. Burke welcomed those present for the took place at the Johnson Library Senator Joseph R. Eiden, Jr. (D-DE), program in honor of the home, among under the sponsorship of the library, U.S. Representative Patricia Schroeder them some 20 members of the the University of Texas, and the LBJ (D-CO), and former First Lady Betty Eisenhower family. The annual School of Public Affairs. Featured as Ford. The Ford Museum's annual film "Celebration on the Grand Community the keynote speaker was Assistant U.S. series, And Justice For All, highlighted Enrichment Days" in Grand Rapids, MI, Attorney General William Bradford films on the American judicial system. attracted 4,619 visitors to the Ford Reynolds. The Eisenhower Library The Truman Library's annual film Museum on a single day. sponsored a conference on series, on the 1930s, featured The libraries worked closely with constitutional issues during the documentaries and newsreels of the nearby colleges and secondary schools Eisenhower Presidency. Keynote rise of European fascism, the Roosevelt to develop curriculum topics based on speaker at the conference was Herbert years in the United States, and events the libraries' holdings and to encourage Brownell, U.S. Attorney General during leading to World War II. students to use the source materials. the Eisenhower administration and a Several commemorative gatherings For example, summer institutes for vice chairman of the Commission on took place at the libraries on the teachers of history and social studies the Bicentennial of the U.S. anniversaries of important events in the were held at the Truman and Kennedy Constitution, who discussed with a lives of the Presidents. Truman Week, Libraries. On May 2, 1987, 88 high panel of scholars constitutional issues, observed each May at the Truman school students from throughout such as the Little Rock, AR, school Library in honor of the President's Missouri participated in a Constitution desegregation issue; the McCarthy birthday on May 8, featured a recital by Olympics at the Truman Library. hearings; and the Bricker Amendment pianist-comedian Victor Borge and the Sponsored by the Missouri State

46 In Memoriam Dr. James E. O'Neill, Assistant Archivist for Presidential Libraries, died of a heart attack on March 6, 1987, at the age of 58. He had directed the Presidential libraries system since 1980. During Dr. O'Neill's tenure as Assistant Archvist, two new libraries-the Ford and the Carter-were added to the Presidential libraries system. He believed strongly that Presidential materials should be made available for research as quickly as privacy and national security considerations would allow. Under his leadership, many of the Ford and Carter Presidential materials were opened for research within a few months after those libraries were established. The first openings of the Nixon Presidential materials also occurred while he was Assistant Archivist Dr. O'Neill served the National Archives in other capacities. He was Deputy Archivist of the United States from 1972 to 1980, he directed the massive appraisal of FBI records in 1981, and he served as Director of the Franklin D. Roosevelt Library from 1969 to 1971. He was the recipient of Commendable Service Awards and of Ford Library and Museum Director and U.S. Archivist nominee Don W Wilson presents Julie Mortensen with a plaque. She was the museum's one-millionth visitor. Visitors to the Ford the Meritorious Service Award of the Museum increased by 5 percent and school tours were up by 23 percent this year compared General Services Administration. with fiscal year 1986. Wilson said he wants "the museum to serve as a community resource as well as a tourist attraction.'' {Photograph by Richard L Holzhausen.)

chapters of the Daughters of the Office of Presidential Libraries Staff American Revolution and supported by grants from the Harry S Truman Assistant Archivist (Acting) ...... Claudine J. Weiher 523-3212 Institute and the Missouri Committee Deputy Assistant Archivist (Acting) ...... David S. Van Tassel 523-3073 for the Humanities, the Olympics Deputy Director, Nixon Presidential consisted of a written test covering the Materials Project Staff ...... James J. Hastings 756-6498 Constitution and its amendments, with Director, Herbert Hoover Library (Acting) ...... John T Fawcett 319-643-5301 a $1,000 prize awarded to the winner. Director, Franklin D. Roosevelt Library ...... William R. Emerson 914-229-8114 An important part of the libraries' Director, Harry S Truman Library ...... _...... Benedict K. Zobrist 816-833-1400 public programs is the tour program. Director, Dwight D. Eisenhower Library ...... John E. Wickman 913-263-4751 Tours are especially designed for classes Director, John F Kennedy Library (Acting) ...... John F Stewart 617-929-4500 of elementary school children, senior Director, Lyndon B. Johnson Library ...... Harry J. Middleton 512-482-5137 citizen groups, and convention groups. Director, Gerald R. Ford At several of the libraries, the tours are Library and Museum ...... Don W. Wilson 616-456-2675 conducted by volunteers from the Director, Jimmy Carter Library ...... Donald B. Schewe 404-331-3942 community who have an interest in American history and who enjoy making library holdings meaningful to visitors. Guided tours of the Johnson Library's museum were given this year by 81 volunteers. High school students enrolled in the Kennedy Library Corps gave tours each Wednesday afternoon to nursing home residents who were brought to the library.

47 Chapter 8 Office of Public Programs

For the Office of Public Programs, 1987 was the culmination of many years of planning for the commemoration of the 200th anniversary of the signing of the U.S. Constitution. As the Nation's attention focused on this celebration, public x:NEw-Y'oRK CuR.l'tENCY. awareness of the National Archives as the home of the Constitution increased significantly. Through volunteer tours and outreach activities, exhibitions, -~******~****** educational workshops and materials, D 0 L LARS. lectures and dramatic performances, publications, and special events, this Office emphasized the National Archives' role in preserving, celebrating, and studying the Constitution. More than 1,130,100 visitors came to the National Archives' Exhibition Hall A 10-dol/ar note issued by the State of New York. 1776-79. This currency is included in "The during this bicentennial year. The American Experiment: Creating the Constitution.·· one of two major bicentennial exhibitions at National Archives Trust Fund Board is the National Archives. the funding source for some of these programs (see chapter 12).

Exhibitions Every year is cause for celebrating the Constitution at the National t Archives, where the Constitution is on tl permanent display every day except c Christmas. This year. however, was A special as the Nation celebrated the 1! 200th anniversary of the Constitution Ri and the National Archives opened 15 several exhibitions to mark this frc anniversary. rig The bicentennial celebration began Pie with the opening of "The American Bo, Experiment: Creating the Constitution" Les in October of 1986. On display in the den Rotunda. the 26-case exhibition flanks Cor the permanent display of the Charters also of Freedom. "Creating the the, Constitution" centers on the formation the 1 of the Constitution and shows many the < important 18th-century documents from prop, the National Archives. These original "We, the Japanese People: A Documentary View of U.S. Influences on Japan's Constitution" the c documents highlight the young country opened on November 3. 1986. the 40th anniversary of the promulgation of Japan's post· the lc; in which the Constitution was World War II constitution, at the Suitland Records Center. Three staff members of the National ConsJ conceived, created, and ratified. Diet Library of Japan, working at the Center on a project to microfilm the Supreme throu! Among the documents on display are: Command for the Allied Powers (SCAP) records, view the exhibition. (Photograph by Nancy To 1 the Articles of Confederation; a 1783 Olds.) histori,

48 map delineating the boundaries of the and other civic groups during the the public beyond Washington through United States as agreed to in the Treaty bicentennial period, the Office of Public loans of original documents from the of Paris; a 1783 antislavery petition to Programs developed a set of 20 posters National Archives to cultural institutions Congress from the Quakers; the 1787 entitled " 'Tis Done! We Have Become across the country. Temporary loans for Virginia Plan proposing the three a Nation," which contains facsimiles of exhibition were made this year to a branches of government; and the documents with captions ready for number of museums and archives, voting record of the 1787 installation. " 'Tis Done!" tells the story including the Smithsonian Institution, Constitutional Convention reflecting the of the conception, creation, and Library of Congress, Supreme Court, painstaking deliberations of the implementation of the Constitution Independence Park National Historic delegates in writing the Constitution. In through some of the most important Site, the new Louisiana State Archives, addition to these documents, "Creating 18th-century documents in the National Minnesota Historical Society, and the the Constitution" includes letters and Archives. It will remain available for a Schomburg Center of the New York other materials, created by private small fee indefinitely. Public Library. Once again, the citizens, that offer a unique view of life A fourth bicentennial exhibition went National Archives was the major lender in the 18th century. The exhibition will on display at the Washington National for a National Building Museum remain on display until the spring of Records Center in Suitland, MD. exhibition of architectural drawings, this 1989. Produced from the records of the one at the IBM Gallery in New York. In the Circular Gallery surrounding General Headquarters, Supreme the Rotunda, the second part of the Commander for the Allied Powers Educational Programs National Archives' bicentennial (SCAP), "We the Japanese People" exhibition opened in April of 1987. describes U.S. influences on the It was the year of the Constitution "The American Experiment: Living post-World War II Japanese for the educational staff as well as the With the Constitution" focuses on the constitution. The National Archives and exhibits staff. The publication in late ways in which the Constitution has the Japan-American Society 1985 of its seventh secondary school been challenged and interpreted over cosponsored a display at the University supplemental teaching package, The the past 200 years. Three constitutional of Maryland of facsimiles from this Constitution: Evolution of a issues, of concern to all Americans, are exhibition. Government, engendered an increase highlighted: Who has the right to vote? In July, in the East Lobby of the in requests for workshops on teaching What are the powers of the Exhibition Hall, an interactive computer the Constitution. The annual summer Commander in Chief? and What are display entitled "Would You Have workshop for secondary teachers, the roles of the State and Federal Signed the Constitution?" was "Primarily Teaching," also focused on Governments in school desegregation? mounted. Developed and funded by teaching the Constitution: participants "Living With the Constitution" includes Apple Computer, Inc., and Scholastic rated it as "A must for the social studies 247 original documents, photographs, Software in cooperation with the Office teacher" and highly recommended the drawings, three-dimensional items, and of Public Programs staff, the display is workshop "to anyone with an interest three audiovisual stations that trace the designed for school children as well as in research and/or the social studies." development of these issues. Among adults. Using the computer, visitors can Fees from these projects were the milestone documents featured in imagine themselves at the distributed to the National Archives the exhibition are the joint resolution of Constitutional Convention, confronting Trust Fund. Congress that proposed the 14th some of the same issues that the The two-person secondary school Amendment; the engrossed copy of the delegates to the Constitutional education staff gave a total of 29 15th Amendment; the 1965 Voting Convention faced 200 years ago. After workshops, for more than 1,200 Rights Act; the War Powers Act of responding to a series of questions and educators from Boston to Savannah 1973; and documents and evidence then comparing answers with the actual and from New York to San Jose, from milestone Supreme Court civil votes on the issues at the Convention, designed to help teachers use rights cases, such as Ex parte Milligan, participants may decide if they would documents to teach the Constitution. Plessy v. Ferguson, and Brown v. the have signed the Constitution and, if in They served as consultants to hundreds Board of Education of Topeka, KS. agreement, sign a replica of the of teachers, administrators, and Lesser known items of interest, preamble. museum professionals from 30 States demonstrating the influence of the Smaller exhibits during the year on Constitution materials for classroom Constitution on the lives of Americans, included "Oscar Jordan: Photographer use and answered thousands of mail also are included. The final section of and Entrepreneur," featuring rare color and telephone inquiries from educators the exhibition offers a sampling from photographs of Herbert Hoover, preparing Constitution curriculums. the more than 5,000 amendments to Franklin Roosevelt, and other They continued their consultative the Constitution that have been prominent political personalities from services to the editor of the nationally proposed but never ratified, reflecting the early 1930s; one for the 40th syndicated children's newspaper column the concerns of American citizens over anniversary of the Marshall Plan; one "The Mini Page," which produced 21 the last 200 years. "Living With the highlighting the 1st Amendment for a issues on the Constitution and ran in Constitution" will remain on display lecture by Supreme Court Justice Harry more than 450 newspapers. Five through the fall of 1988. A. Blackmun; and one on the feature articles, "Teaching with To meet the needs of museums, Northwest Ordinance. Documents," were prepared for Social historical societies, libraries, schools, The exhibition program also reaches Education, the journal of the National Release Date: August 15-21 34-1 (87)

"(OU ng he o:;;_~ Distinguished Achievements Awards Winner &CPJII.•ee By BETTY DEBNAM Keeping the Constitution Safe The Building The Pages

The original Constitution is kept in the National Archives in The first page of the Con­ The Constitution is displayed Washington, D.C. An archive is d stitution begins with the words in a big marble exhibit hall shaped place where records are stored. "We the People." There are four like a half-circle. Marble steps This building has 72 columns and pages. Pages 1 through 4 contain lead up to the display case. A the largest brass doors in the world. the preamble and text. The signa­ huge painting hangs on either tures are on page 4. There is also a side. Visitors are quiet when This is the 19th in a fifth page. It is a resolution from they enter the darkened hall. monthly series about the Constitution. the convention sending the Consti­ No flash photographs are tution to the Congress. allowed. The Vault The Display Display Cases Information Cases about the Bill of Information about the Declaration and the Con­ stitution Every night and in emergencies, the cases are lowered to a 55-ton Two pages of the Constitution, parchment or animal skin. They concrete and steel vault 22 feet 1 and 4, are usually displayed in are in separate airtight cases filled below the display. The mechanical cases alongside the Bill of Rights. with helium gas. Special protec­ jack that raises and lowers the The Declaration of Independence tive glass helps keep them from cases is operated by electricity hangs above. The pages are of fading. with back-up batteries. The Education Branch serves as consultant for "The Mini Page'' constitutional series, syndicated by United Press International. The Branch also produces supplementary teaching packages, each one consisting of documents and a teacher's guide, and trains teachers to use primary source materials.

50 Council for the Social Studies; each A series of lunchtime lectures and series during the year included Making article focused on a document demonstrations, as another component Movies and Films of Persuasion, as well illustrating some aspect of the of the arts and culture program, were as a series commemorating the 70th Constitution. At the annual Council for offered. These events examined the anniversary of John F. Kennedy's birth. Advancement of Citizenship award role of writers, film producers, The film program this year has been meeting, officials of the National playwrights, collectors, and performers expanded to include screenings for Institute for Citizenship Education in in preserving and using records that school groups touring the building. Of the Law, Americans United, and "The reflect American culture. Among them the several screenings made available, Mini Page" commended these were a one-woman play on Amelia the most popular is from World education services from the National Earhart, a recreation of the news War 11-ancient history to today's Archives. In the midst of this broadcasting of the bombing of Pearl youngsters. They seem both delighted bicentennial activity, the eighth Harbor, and a presentation of and amazed to experience a secondary school supplemental underground railroad songs. propaganda film by Frank Capra, a teaching package, The Truman Years: These series were in addition to the song by Betty Hutton, or a cartoon 1945-1953, was released. regularly scheduled and very popular lampooning our enemies. The film Other education specialists worked film program that shares with the public documents from our collection bring on revising a plan for an adult the motion picture holdings-the largest history to life for these young people in education program, similar to the collection of nonfiction films in the a way that surpasses the printed word secondary school program, to provide United States. This year, two film series or even photographs. teaching materials and professional were developed to commemorate the development programs to community Constitution's 200th birthday. The Special Events college, university, and continuing Constitution on Film series explored The 200th anniversary of the education instructors. The newsletter constitutional history and the role of Constitution was the dominant theme UPDATE keeps these instructors the Constitution in shaping our system for most of the special events taking informed about the holdings of the of laws. The Trial by Jury series place in the National Archives Building National Archives and suggests presented eight Hollywood courtroom in 1987. During the year, a wide strategies for using primary sources in dramas that have played an important variety of cultural and educational the classroom. The adult education role in shaping popular perceptions of institutions focused attention on the summer seminar "From the Record" home of the Constitution by holding attracted instructors of business American jurisprudence. Other film administration, communications, history, and music. Staff education specialists offered 41 other workshops, short courses, and panel presentations in 1987 that were intended to assist new researchers in the use of National Archives' resources. Among these were the 3-day "Introduction to Genealogy"; 32 3-hour genealogy workshops; and the 4-day "Going to the Source: An Introduction to Research in Archives." The National Archives also continued to cosponsor "The National Institute on Genealogical Research" for experienced genealogists. More than 1,100 individuals participated in these courses. Two series within the arts and culture program-Archives Alive and Theater­ from-the-Records-continued in 1987. The National Archives education staff jointly sponsored writing workshops with local playwright groups who used archival records to produce dramatic works. Three "works-in-progress" were presented in the spring and two based on constitutional issues were performed during the bicentennial activities in September. In addition, a National Archives-commissioned play, "Gallant Associate Justice Harry A. Blackmun of the Supreme Court spoke to an overflow crowd in and Lawless Act," based on the writing the National Archives Theater on June 23, 1987. In his speech, Justice B/ackmun discussed of the Constitution, was featured during the 1st Amendment clause that proscribes the establishment of religion by Congress and the September bicentennial activities. mandates the free exercise of religion. (Photograph by Nancy Olds.)

51 previews, programs, and celebrations in During the Vigil, the public could view Archival Training the National Archives Theater, the all four pages of the Constitution, sign The "Modern Archives Institute: Archivist's Reception Room, and the a register recording their participation, Introduction to Modern Archives Rotunda. Among the events were receive a free pocket-size Constitution Administration" is a 2-week archival meetings and a press conference with a special National Archives Vigil training course that offers an sponsored by the Commission on the sticker, and take part in the numerous introduction to archival theory and Bicentennial of the U.S. Constitution. special events planned for the occasion. practice for participants representing a Previews of Bill Moyers' "Report from A Joint Service Military and Honor variety of archival institutions outside Philadelphia"; the National Park Guard, honor guards from various the National Archives. It is sponsored Service's bicentennial play "Four Little Washington-area security forces, and by the National Archives Trust Fund Pages"; and WUSA's bicentennial one group of Boy Scouts stood watch Board. Held for the last 42 years, the special "Searching for Justice;' hosted over the document around the clock. by Carl Rowan and featuring an course includes lectures, discussions, The Girl Scouts of the United States interview with Justice Thurgood workshops, and visits to the Manuscript assisted visitors in signing the official Marshall, were held at the National Division of the Library of Congress and register. As publicity about the Vigil Archives. In addition, a reception various units of the National Archives. grew during the week, so did the cosponsored with the Manuscript In FY 1987 the course was held twice number of visitors and the length of the Society honored Coretta Scott King in Washington for 72 representatives of lines. By the time the doors closed on and one cosponsored with the public and private archives. For the first September 17, more than 25,000 Smithsonian Institution welcomed time, the course also was held outside visitors had viewed all four pages of the participants and guests of the Washington-in Kansas City, MO, Constitution. Smithsonian's Ninth International where it was cosponsored by the Other Vigil activities included a Symposium. The U.S. Postal Service National Archives and the University of personal appearance by world boxing unveiled its commemorative Missouri-Kansas City and was attended champion Sugar Ray Leonard, who Constitution stamp in the Rotunda in by 37 participants from member spoke on the responsibilities of August. institutions of the Western Council of citizenship; the Army Constitutional As a part of the National Archives State Libraries. bicentennial programs, Justice Harry A. Relay Run, which began from the front Blackmun inaugurated the Bicentennial steps of the Archives; performances by '87 lecture series, cosponsored by the several choruses; and period dances by National Audiovisual Supreme Court Historical Society and a colonial cotillion dance group. Our Center the National Archives Volunteers constitutional film series drew good The National Audiovisual Center, Association Constitution Study Group. audiences, as did the staged readings located in Capitol Heights, MD, is the Justice Blackmun spoke on the 1st of two plays about the Constitution. Federal Government's central distributor Amendment religion clause; his address Also in the Rotunda during the Vigil for all federally produced audiovisual was published in the fall 1987 issue of was a Hewlett-Packard computerized programs. Operating as a self­ Prologue: Journal of the National poll on the Constitution. which tallied supporting entity, the Center offers for Archives, which is published by the the views of visitors on the purposes of sale or rental in videotape, film, National Archives Trust Fund Board. government. September 16, Citizenship Future lectures by members of the slide/tape, and audiotape formats more Day, brought school groups from all than 7,900 titles on topics as diverse as judiciary on other constitutional issues over the east coast to the Rotunda and are planned for 1988. public health, industrial safety, and featured remote broadcasts from the foreign-language instruction. Proceeds A highlight of the public events was National Archives during the ABC "The 87-Hour Vigil: National Tribute to are distributed to the National Archives coverage of the day's events. That the United States Constitution." Trust Fund. evening "The Larry King Show" Beginning at 6 p.m. on September 13 The Center's collection now includes broadcast live from the Rotunda and and ending at 9 a.m. on September titles in the interactive video disk featured an interview with Dr. Frank 17, the Vigil encompassed 87 hours in format. the latest development in Burke. which the National Archives Building educational technology. Government remained open continuously and all The Vigil ended on Constitution Day agencies at all levels, as well as the four pages of the Constitution were on with the annual naturalization ceremony general public, have been informed display for the only time during the in the Rotunda. The Honorable about the Center's services and year. The Vigil was opened by Acting Barbara Jordan, a professor at the holdings through the distribution of Archivist Frank G. Burke; the Lyndon B. Johnson School of Public more than 818,000 copies of brochures Honorable John C. Stennis, President Affairs of the University of Texas at and catalogs in the last year. pro tempore of the U.S. Senate; and Austin, gave the keynote speech to the new citizens, their families, and invited Justice Lewis Powell, Jr. (Retired), Working with Federal Agencies representing the Supreme Court. The guests. opening ceremony also featured Two receptions-one on September The National Audiovisual Center also concerts by the U.S. Marine Band and 13, cosponsored by the General Foods provides Governmentwide assistance in the Old Guard Fife and Drum Corps as Corporation, and one on September the area of Federal audiovisual well as the Presentation of the Colors 17, cosponsored by the Perkin-Elmer management policy. It publishes by the Continental Color Guard. Company-added to the festivities. annually the report Federal Audiovisual

52 Participants in the "Modern Archives Institute" examine documents on January 29, 1987, The course is a 2-week introduction to archival theory and practice held semiannually at the National Archives. Seventy-two people participated in the training program this year. (Photograph by Yvonne Smith.)

Activity to provide information on Guide to Civil War Maps in the Independence, the U.S. Constitution, purchases, production, and duplication National Archives; Soldiers and the Bill of Rights, and other great to Congress, the Office of Management Civilians: The U.S. Army and the documents of our Nation's past. and Budget (OMB), executive agencies, American People; Our Family, Our Particularly popular was a facsimile and the private sector. Town: Essays on Family and Local poster exhibit entitled " 'Tis Done! We History Sources in the National Have Become a Nation," which was Publications Archives; and The Man Behind the produced jointly with the Exhibits and Quill: Jacob Shallus, Calligrapher of the Educational Programs Division. The Publications Division of the U.S. Constitution. The National Archives continued to Office of Public Programs produces In· addition, the Division produced produce microfilm publications of both printed and microfilm publications three new titles in the popular series historically important records to that educate and inform the many Milestone Documents in the National preserve them and make them available constituents of the National Archives Archives; the series consists of brief for research. In this fiscal year, the about the Federal documentary pamphlets on individual documents. microfilm publications included: Records heritage. In 1987 the Division produced The titles published in 1987 were of the Department of State Relating to a variety of books, guides, booklets, Patent Drawings; Prohibition: The 18th Internal, Economic, Industrial, and leaflets, facsimiles, and periodicals, Amendment, The Volstead Act, The Social Affairs of Brazil, 1950-1954; which were published by the National 21st Amendment; and A More Perfect Correspondence and Record Cards of Archives Trust Fund Board. Union: The Creation of the U.S. the Military Intelligence Division During the year, four major books Constitution. Relating to General, Political, appeared under the imprint of the The Division also produced a variety Economic, and Military Conditions in National Archives Trust Fund Board-A of facsimiles of the Declaration of Central America, 1918-1941; and distributes educational materials for the approximately one million annual visitors to the National Archives. The materials are funded by the National Archives Trust Fund Board. During 1987, the Museum Shop experienced impressive growth as sales increased 54 percent over 1986. Much of this growth was the result of the expansion of the variety of products available; more than 235 new books and products were introduced in the store during the year. The shop also benefited from the widespread interest in the bicentenary-77 of the new books and products were constitutional items. Of particular appeal were facsimile reproductions, calendars, musical cassettes, pocket-size Constitutions, and other gift memorabilia. "Celebrating the Constitution" will continue to be the theme of the Museum Shop in 1988, as the Nation looks forward to the coming bicentenaries of the first Presidency and the Bill of Rights. The Museum Shop also inaugurated a lecture series to introduce authors Pictured here is a selection of recent books published by the National Archives. The who have used our holdings and Publications Division of the Office of Public Programs also produced a variety of microfilm publications and three new titles in the popular Milestone Documents series. (Photograph by resources as a part of their research. Nancy Olds.) Featured on two occasions in 1987 were David Eisenhower, author of Eisenhower at War, and Archibald Cox, author of The Court and the Records of the Special Board of posters and postcards, and materials Constitution, who discussed and signed Inquiry, 1893-1909, from District No. relating to the 200th anniversary of the copies of their books. 4 (Philadelphia) of the Immigration and US Constitution. National Archives Naturalization Service. publications were displayed at 15 Volunteer Services During 1987, Prologue: Journal of scholarly, professional, and trade the National Archives included a variety conferences across the country and Volunteers within the Office of Public of essays and features on the holdings reviewed by diverse periodicals, such as Programs extend the public service of and activities of the National Archives. the ALA Booklist, Library Journal, the National Archives in Washington, Of particular note were the fall issue, Social Education, and Der Archivar DC, in many ways. They provide which focused on "Documenting the (West Germany). behind-the-scene tours, offer outreach Constitution" and included the first The Division sought to improve programs for students and community color photograph ever used on the customer service to libraries, groups, provide research assistance to cover, and the summer issue, which educational institutions, trade custodial units, and assist genealogists was devoted to "Modern First Ladies: distributors, retailers, and individual and other researchers and the general Their Documentary Legacy." This latter researchers alike. In order to ensure as public by staffing the fourth floor issue, which included an exclusive wide a distribution as possible, the Genealogical Orientation Room and the interview with Lady Bird Johnson, was National Archives signed an agreement Information Desk in the Exhibition HalL mentioned in American Heritage and with the Smithsonian Institution Press A total of 163 volunteers contributed The Washington Post (SIP) for SIP to distribute selected titles 25,843 hours to the National Archives Through its Marketing and Fulfillment to the book trade. The SIP spring during the year, a 12-percent increase Branch, the Publications Division catalog featured 17 titles. As a result of over 1986. informs the public about the availability these efforts, sales volume increased More than 34,600 visitors, ranging of materials and distributes microfilm substantially in every category during from school children and families publications, books, posters and 1987. visiting the Nation's Capital to facsimiles, and museum shop items to constituents referred by congressional a wide range of audiences. During Museum Shop offices, enjoyed these tours in 1987. 1987, several new catalogs and Special visitors this year included brochures were developed, with Through its museum shop program, attendees of the National Young emphasis on recent publications, the Publications Division produces and Leaders Conference, sponsored by the

54 Congressional Youth Leadership Council; Close-Up Foundation participants; winners of the bicentennial essay contest for elementary school students sponsored by the Department of Education; members of the Howard/Williamson family attending a family reunion; the Ambassador to the United Nations for Mongolia; the Minister of Justice from the U.S.S.R.; the head of the National Diet Library of Japan; and other foreign visitors from China, the U.S.S.R., Britain, and Australia.

Former Special Watergate Prosecutor Archibald Cox signs copies of his recent book, The Court and the Constitution, after giving a lecture on September 18, 1987, on the influence of the Constitution on American society. Assistant Archivist for Public Programs Linda N. Brown. Publications Division Director Charles W Bender, and an aide to Cox look on. (Photograph by Nancy Olds.)

The Volunteer Office gave a special tour of National Archives genealogical resources to 75 members of the Howard/Williamson family on August 1, 1987. Family members traveled to Washington from as far away as Alaska to participate in a family reunion. Archives volunteers in Washington provided 1,429 tours to visitors this year. (Photograph by Nancy Olds.) Docents also presented 227 school finding aids for OSS World War II outreach programs-ranging from "An operational records, cataloging the Introduction to the National Archives" USIA collection of still pictures from to workshops on the Constitution-to 1948 to 1968, preparing indexes of more than 9,600 students, and U.S. marshals, and computerizing Army presented 14 special school assemblies Signal Corps Korean war photographs on the creation of the Constitution to as a finding aid for researchers. more than 4,160 students. Since 1982, the National Archives A special training class was held Volunteer Association Constitution during the year to train 20 new Study Group, chaired by volunteer volunteers as Information Desk Aides in Ralph Pollock, has offered public the Exhibition Hall. Seven days a week, lectures in celebration of the 200th these volunteers are available to answer anniversary of the Constitution. questions and distribute information Speakers for the 12 programs in the about the National Archives and its series this year, made possible by a programs. grant from the DC Community In cooperation with the Office of the Humanities CounciL have included National Archives, volunteers with Cleveland Mayor George Voinovich, special genealogical experience staff the journalist and author David Burnham, Genealogical Orientation Room. During Appeals Court Judge Abner Mikva, this year, they assisted more than and constitutional scholar Stanley Katz. 12,400 visitors interested in pursuing The Constitution Study Group also genealogical research at the National served as cosponsor of the Ninth Archives. International Smithsonian Symposium, Volunteer staff aides helped archivists "Constitutional Roots, Rights, and in projects as diverse as preparing Responsibilities."

Office of Public Programs Staff Assistant Archivist...... Linda N. Brown 523-3216 Volunteer Coordinator...... Patricia Eames 523-3183 Archival Training ...... Linda Henry 523-3892 Director, National Audiovisual Center ...... R. Kevin Flood 763-1872 Director, Exhibits and Educational Programs Division ...... Edith James 523-3097 Director, Publications Division ...... Charles W. Bender 523-3221

56 Chapter 9 Automation

Janita Hawkins, computer operator in the Data Systems Center, St. Louis, MO, processes military registry files. The Data Systems Center processes all ADP data for the Office of Federal Records Centers, which has more than 86 million files. The Data Systems Center operates 16 hours a day, 5 days a week. {Photograph by Larry Kuban.)

his report has so far been organized processing records that themselves are Office of Federal Records to represent the office structure of the created by computer. Centers National Archives and Records Systems now under development will Since 1966, the Office of Federal Administration. There are activities, permit researchers to query the archival Records Centers has implemented however, that cross organizational lines. automation system for information several automated data systems for Such an activity is automation, which is about the existence and location of better management of the records described in this chapter. Presidential papers, manuscript centers and their holdings. The Automation in the National Archives collections from individuals, and official automated inventory system, known as takes many forms. It provides Federal agency records that are NARS-:5, provides control of agency administrative support through a available for research in any of the records by series and box number network of more than 400 terminals Archives' 20 research facilities from throughout the records centers. The that link offices so they can share word coast to coast. That automated system system contains all the information processing documents, budget and should be available for use within the needed by records center officials in financial spreadsheets, electronic mail next 5 years. accessioning and disposing of records systems, address and telephone Details of these activities are received from Federal agencies and directories, and appointment calendars presented on the following pages. provides control of the 15 million cubic of key administrators. feet of records stored in the records Other computerized processes tell centers. NARS-5 is constantly being archives management about production improved and has proven to be an efficiencies in the Federal records effective records management tool. For centers, help to locate veterans records example, data is now being collected to in our mammoth facility in St. Louis, show the medium of the records in the keep track of thousands of cans of system (e.g., paper, microfilm, motion picture film, and assist in Automated Data Processing).

57 A second major system that uses Office of the Office of existing NARS-5 data is the Space Federal Register Presidential Libraries Information System (SIS). This system uses each center's numbering system Computer systems at the Office were The Office of Presidential Libraries and shelving configurations to indicate installed in 1976 and are owned and continued development of the exact locations and amounts of space maintained by the Government Printing PRESNET system. PRESNET is an available within a records center. This Office (GPO). These are text editing automated data base that describes the information allows centers to determine systems that enable editors to work at holdings of Presidential libraries. The long-range space availability and terminals and produce a typesetting researcher will be able to search this process incoming records more data base on magnetic tape. The tapes data base for materials on subjects efficiently. are then processed by GPO to produce requested and to sort and print the The National Personnel Records Federal Register system publications. information retrieved. Archivists at the Center in St. Louis, MO, uses three During FY 1987, additional Gerald R. Ford Library in Ann Arbor, registry systems to control the locations equipment was purchased by GPO to MI, continued working with the of military, civilian, and military X-ray create a network of existing text editing operational prototype and records. These registry systems include systems, personal computers, recommending additional more than 86 million files and are telecommunications hardware, and improvements. searched more than 25,000 times per nonimpact printers. This equipment The Office also began the day to respond to reference inquiries increased text processing capacity and development of a processing and provided capability for data exchange and to update the files. reference system for audiovisual with GPO and publishing agencies. The newest system developed for the materials and a description and tracking The Office of the Federal Register records centers is the Employee Unit system for museum objects. When was able to maintain a currently Accomplishment System, known as completed, PRESNET will markedly updated Code of Federal Regulations TASK. This system collects information improve ready access to information (CFR) data base, with editors adding on production and hours worked by about library holdings, standardize Federal Register amendments to the employees at the centers. Reports are descriptive practices throughout the used to determine performance ratings, CFR on a daily basis. With the system of Presidential libraries, improve evaluate a center's effectiveness, and currently updated CFR and this productivity, and facilitate the sharing provide statistical reporting data. additional computer capacity, the of information about library holdings. In fiscal year 1986. a system to Federal Register was able to expand its PRESNET will be implemented as receive requests on magnetic tape from efforts to meet agency requests for up­ part of the agencywide automated the VA began at the National Personnel to-date regulatory information on disk Records Center. The VA, with more or tape. Extracts from the Federal information system. Design of this than 400,000 requests annually, is the Register and CFR data base are used system began late in FY 1987. It will largest user of military records. This on agency computer systems as an aid permit Presidential libraries to share new system has proved highly in drafting revised regulations and in their data with the Office of the successful by eliminating the need to providing information to the public. National Archives. The libraries will also sort requests and, thus, shortening the During the past year, experiments be able to receive data about Federal response time. continued in receiving machine­ records. Presidential libraries, therefore, The automation capability of the readable documents for Federal Register will be able to provide the public with centers was increased substantially this publication. The goal is to capture the information about all of the holdings of fiscal year by the replacement of several keystrokes at the point of origin in the the National Archives regardless of their major components. The Central agencies. While these experiments have location. Processing Unit (CPU), the operating been limited, one pilot project, started system software, and the main printer in midyear, uses coded floppy disks Office of the were replaced and funding was from the Nuclear Regulatory National Archives authorized for new disk storage devices Commission for publishing a large at the St. Louis, MO, Data Systems biweekly document. Editors in the The Office of the National Archives Center, which processes all ADP needs Office also began using personal uses automation extensively to manage for the Office of Federal Records computers during the past year to its archival holdings. Several automated Centers. At the centers, additional process and prepare information for systems maintain descriptive and terminals and personal computers were submission to GPO in machine­ statistical information about the records purchased to augment the existing readable form. In addition, editors used in all its repositories nationwide. Other system. This equipment is used new telecommunications and automated systems help the National extensively for data transmission, nonimpact printer equipment to Archives track security classified electronic mail, and spreadsheet experiment with GPO's dial-up documents, report on records being analysis. Lastly, the communication composition program. transferred to the National Archives by capabilities between the Data Systems To coordinate the development and Federal agencies, record the location of Center and the centers was improved operation of the various aspects of its original microfilm maintained in a with the installation of dedicated data computerized publications program, the special offsite underground storage transmission lines. These new items Office established in FY 1987 the facility, maintain inventory control over should serve the ADP needs of the Automated Services and Development motion picture film, index some key Office for the next several years. Staff. collections of records, and prepare and

58 publish inventories and guides that images from the compiled military exchange of information between users describe the archival records. service records of the Confederate and vendors of the technology. The In addition to these centralized forces of Tennessee. Since this meeting on January 22, 1987, systems, staff members are applying collection has already been continued in spite of a heavy computer technology to more of their microfilmed, comparisons will be made snowstorm and the closing of Federal individual work assignments. This is the of images captured from original paper Government offices. result of increased acquisition of records and from microfilm copies. The computer equipment and word images of these records, which are First Automation Conference representative of the holdings of the processing and data base software On December 10, 1986, the National National Archives both in size and throughout the Office of the National Archives sponsored its first automation physical condition, will be stored on Archives. During the next fiscal year, conference. The morning session, optical disk, thus enabling rapid staff members will have access to more entitled "Developing In-House Systems: than 150 terminals and personal retrieval on high resolution video Issues and Perspectives," was chaired by computers to support individual terminals and replication on paper staff member Charles M. Dollar and tracking, reference, reporting, and using laser printers. A remote index included presentations by William descriptive work. terminal will be located at the Yoder, American Management Systems; During the year, initial steps were Tennessee State Archives in Nashville. Thomas Soapes, Office of Presidential taken to upgrade the basic data base The system, which has been Libraries; and Lisa Weber, Society of system, known as NARS-A1, designed fabricated over a 14-month period by American Archivists. The afternoon System Development Corporation of in the late 1970s to capture session, chaired by former Archivist of Los Angeles, CA, is scheduled for descriptions of archival holdings. The the United States Robert M. Warner, delivery in FY 1988 and will be housed was entitled "Developing an upgrading process, carried out through in a specially designed room. Automation Research Agenda" and a contract with the Department of included presentations by Nancy Sahli, Justice's Information Systems Staff, will National Historical Publications and facilitate access to and updating of Digital Image Applications Records Commission; William Nolte, automated descriptive information. It is Group (DIAG) National Security Agency; Harold expected that this upgraded data base Naugler, National Archives of Canada; The National Archives continued to ultimately will be integrated into a and William M. Holmes, Director of the sponsor and host the Digital Image comprehensive automated information Archival Research and Evaluation Staff. system now under development in the Applications Group (DIAG), an Between the two sessions, National Office of the National Archives. organization established in 1985 and Archives staff conducted composed of representatives of Federal, demonstrations of various automation State, and local government agencies Archival Research and pilot projects, including the Optical as well as members of the private Digital Image Storage System, the Evaluation Staff sector engaged in the development, "expert systems" project, the PRESNET sales, and support of digital image pilot, the Research Libraries Information Optical Digital Image Stomge systems. DIAG meetings are held Network (RUN), and the Text System (ODISS) Project bimonthly and serve as a forum for the Conversion Technologies project. This year marked the final year of preparation for the Optical Digital Image Storage System (ODISS) project. The purpose of the project is to evaluate the capability of an optical scanning and storage system to effect ;mage enhancement of documents in poor condition; improve reference I service to the public through use of automated search, retrieval, and replication techniques; and aid in the preservation of original documents by I enabling their retirement from active usage to an environmentally stable l storage area. The project will also evaluate which methods are best for achieving efficient workflow processes and conversion speed. The staff will collect statistics for a cost/benefit analysis of whether a full-scale system is justified. Bill Hooton from the Archival Research and Evaluation Staff gives a multimedia presentation The staff will use the system to and demonstration of digital imaging, editing, and storage of archival records at the capture approximately 1.25 million Automation Conference on December 10, 1986. (Photograph by Nancy Olds.)

I 59

.I Text Conversion Technologies images of classified records from paper networking of personal computers. or microfilm. Then each image could During the year the system was The vast majority of archival finding be treated as a separate entity. Also, expanded to include all reference aids and indexes to records exists on each image could be enhanced to service units at the National Personnel paper or microfilm. Neither of these Records Center, in St. Louis, MO, and media permits search by computer­ improve its quality and altered to units in the Office of the National based techniques, something that is remove classified parts before Archives. The system now includes highly desirable and is planned for dissemination. more than 440 workstations and, in archival support systems of the future. addition, can be accessed through 200 Investigations conducted in previous Study of Access by Function personal computers. years revealed that a few companies The initial systems design phase for a had the capability to convert typed or During the "expert systems" project unified, nationwide system that will link printed materials in good condition into conducted in fiscal year 1986, it was all program offices and provide a machine-readable data, but only one or found that the system could provide single, shared reference data base is two companies claimed to be able to effective access to records by subject, nearing completion. The new system, convert handwritten documents or governmental function, or a process by which will be phased in over the next 5 typed or printed materials in poor which governmental function is years, will support accessioning and condition. performed. These access schemes are scheduling of records for disposition; During this past year, the staff generally not possible for collections of reference activities in the Offices of the developed three separate requests for records with conventional archival National Archives, Presidential proposals for text conversion services: arrangements and related finding aids. Libraries, and Federal Records Centers; (1) conversion of typed, printed, and Early in fiscal year 1987, the staff and administrative activities. handwritten materials by manual key began to study the issues involved in Two local-service systems underwent entry, (2) conversion of typed and different access schemes. The study major enhancements during the year. printed materials by automated resulted in "A Prospectus for Access by techniques, and (3) conversion of The Office of the National Archives Function and Process" and in the initial operates a large-scale minicomputer handwritten materials by automated creation of a controlled functions system to support its reference techniques. Contractors will be required vocabulary, both of which will be functions. This system was significantly to provide various data regarding their available in the future. During the expanded during the year to support conversion operations. The purpose course of the project, the staff worked additional users. Expansions included behind the three-part project is to closely with other National Archives tripling the processor memory to 12 compare the accuracy, throughput employees and with representatives of Megabytes, adding an additional 800 (document processing speed), and other archival institutions working in the Megabyte disk drive, and doubling to relative costs and benefits of conversion same area. 128 the number of terminals (and of archival materials by manual and personal computers) supported. automated means. Contracts for these The Office of Federal Records services are expected to be awarded Centers' data processing center in St. early in fiscal year 1988. Office of Management and Administration Louis supports reference activities in the National Personnel Records Center and Sanitized Document Image The Office of Management and in the Federal records centers across Reference System (SanDIRS) Administration oversees the data the country. The capabilities and processing/office automation programs reliability of the data center were The first phase of the Sanitized within the National Archives. The significantly improved by the Document Image Reference System agency operates one nationwide replacement of the obsolete central (SanDIRS) was concluded with the automated system and is currently in computer with an IBM 4381 processor, completion of a general functional the initial phase of developing a the replacement of 8 Gigabytes of older requirements study for a system to second. The operational system, the technology disk storage with 20 support the records declassification NARA Office Automation Network, is Gigabytes of current technology Direct l program of the National Archives. primarily an administrative system, but Access Storage Devices, and the Records are declassified through either it does support some program activities. addition of a 60-page-per-minute laser systematic review or responses to The system under development will printer. Freedom of Information or mandatory eventually incorporate all nationwide Current operating systems were review requests. One major problem automation applications. including the augmented by adding more personal that arises is the difficulty in processing present Office Automation Network, computers to the agency inventory. requests for declassified material that into one system. These personal computers are used as coexists with classified material on the The Office Automation Network's self-sufficient minicomputers and as same roll of microfilm. capabilities include word processing, universal terminals capable of accessing The SanDIRS study suggests using a electronic mail, electronic spreadsheets, the Office Automation Network, central digital image scanning system, similar data base management, data entry for computer systems, minicomputers, and to that used in ODISS, to capture the larger computer systems, and public data bases.

60 Chapter 10 Preservation

Reservation, like automation, is an of their collections, both in terms of size preservation photocopying of the activity that is not confined to one and historical value, are the papers of President's handwriting file. office. Preservation relates to many the Presidents and their staffs and Museum conservation activities were functions within the archival system. In associates. The preservation needs of also continued in the past year. More a sense, the first decision to retain the libraries, however, vary according to than 11,400 items from the libraries' records permanently, made by the the age of their holdings and the type collections of museum objects were appraisal staff of the Office of Records of paper on which the documents are given some kind of preservation Administration, is an obvious written or copied. treatment this year. The lntermuseum preservation measure. Moving records A number of significant facts were Laboratory in Oberlin, OH, completed out of agency office space, where they revealed by the survey. Nineteen treatment on a painting from the might be inadvertently destroyed, and percent of the libraries' holdings were Hoover Library's collection of Food placing them in one of the Archives found to be on newsprint or some Administration oil paintings and on a Federal records centers is another. other kind of ground wood-based collection of 50 political cartoons from Once the records are accessioned by paper, which is likely to deteriorate the Eisenhower Library. the National Archives, their proper rapidly. Of the types of special paper housing in fireproof facilities under surveyed, 13 percent was found to The Eisenhower Library also had close to ideal temperature and humidity consist of carbons, electrostatic copies, two other conservation contracts completed this past year, one for a conditions, and the care with which and stencil-produced copies, such as they are boxed, described, and served hectograph and mimeograph copies, survey of paintings and one for work on textiles. The Roosevelt Library sent to researchers, contributes to their and 1 percent was found to consist of longevity. Thermofax and other thermally 10 works of art on paper to the Northeast Document Conservation Specific preservation activities-such produced copies. All these types of Center for evaluation and brought in an as holdings maintenance, laboratory copies tend to deteriorate rapidly. treatment, or producing copies to Of the containers housing records at objects conservator to examine three substitute for fragile originals in research museum objects to be included in the the libraries, approximately 6 percent rooms-in the National Archives and new exhibitions to be installed. The was found to be overloaded, 16 the eight Presidential libraries are aimed Truman Library installed new bulk percent in poor condition, and 60 at ensuring long life for the documents storage shelving for the museum percent in fair condition. The survey in the Archives care. collections, and conservation work was shows that only 6 percent of the The following section shows that completed on the library's painting of documents sampled suffered from some progress has been made in all of Franklin D. Roosevelt by Henry Salem excessive handling or major damage. these areas and that work is going on Hubbell. A painting survey was Approximately 6 percent of the to develop even more advanced conducted at the Eisenhower Library by holdings was found to be in excellent methods to ensure that yesterday's and a Houston conservation firm, and the condition, 50 percent in good today's important documentation of our Johnson Library had a survey done on condition, 34 percent in fair condition, society will be available to tomorrow's 30 paintings. In addition, Office of and 9 percent in poor condition. A researchers. Presidential Libraries staff inspected and plan to deal in stages with the packed for long-term storage more than preservation problems revealed by the 2,000 foreign and domestic gifts from Office of survey is under way. Overall, the Presidential Libraries collections were found to be in fairly the Reagan White House. The Office of Presidential Libraries good condition, and the libraries should Work continued on audiovisual has just completed the 3d year of a be able to deal with future problems as preservation projects: 131,690 feet of systematic preservation program. they emerge and are identified. motion picture film and 7,296 hours of Preservation activities during the 1987 During the past year, preservation audio and video recordings received fiscal year took approximately 8 percent work was carried out on 2,119,643 some kind of preservation attention last of total staff time. sheets of paper. Much of this work year. In addition, 93,248 items of A detailed analysis of the major consisted of transferring deteriorating photographic material were treated. findings of the 1985 preservation quick copies to a more stable medium. The Eisenhower Library concluded its survey of the libraries' paper holdings The Truman Library completed the contract with the commercial firm that was completed this past year. The microfilming of the library's collection of supplied preservation negatives for the textual holdings of the eight libraries are miscellaneous White House scrapbooks. photographs in the Abbey Rowe similar in that the most significant parts The Ford Library completed the photographs collection. 61 Office of the boxes and folders to ensure that all Virginia Plan were treated before being National Archives storage materials coming into contact loaned to the State Museum of with archival records meet National Pennsylvania. In addition, documents Fiscal year 1987 was a milestone for Archives specifications. Under contract, pertaining to the wartime internment of the preservation program for the Office productivity standards for holdings Americans of Japanese ancestry of the National Archives. During those maintenance work have been received conservation treatment for an 12 months, the Office accomplished developed; these standards will be exhibition on constitutional rights at the more than it had ever achieved during implemented in the coming year. Smithsonian Museum of American any other comparable period, spending History. $6.2 million on the preservation of Conservation Treatment Other records receiving special records in all media. This represents conservation treatment included a Preparations for the commemoration 99.6 percent of the planned document signed by George of the Constitution's 200th anniversary preservation expenditures for the year. Washington authorizing the first required the conservation of many surveying of the District of Columbia, a documents this year. A wide variety of Holdings Maintenance watercolor by Russell Porter of an materials for the exhibition 'The Eskimo, a note by President Truman Holdings maintenance, a major American Experiment: Living with the from the Harry S Truman Library on element of the 20-year preservation Constitution" received treatment, the six most important jobs of the plan of the National Archives, including an Andrew Jackson broadside President, and an 1808 manuscript continued to serve as the focal point of 1832, Samuel Jolly's patent drawing boundary map of the Stickeen River in for preservation initiatives. Holdings for a transparent ballot box, and a Alaska. maintenance actions, which are petition concerning black suffrage in the The Director of the Preservation designed to improve the storage District of Columbia that required Policy and Services Division, Kenneth environment of archival records and elaborate mounting to allow display of E. Harris, represented the United States retard or eliminate the need for a 12-foot section of the lengthy on the Committee on Conservation conservation treatment, include placing document. A special project was and Restoration of the International records in acid-free folders and boxes, initiated for this exhibition, using a Council on Archives (ICA) at its annual removing damaging fasteners, and tristimulus densitometer to monitor the meeting, which was held this year in enclosing fragile records in polyester stability of fugitive colored inks on Bratislava, Czechoslovakia. The sleeves. Over the past year, 81,000 display. Committee's work focuses on improving cubic feet of records received holdings The Pennsylvania ratification copy of conservation practices and the maintenance attention. Conservators the Constitution was treated and exchange of information about archival provided formal training for staff specially mounted for a bicentennial preservation among member states. carrying out this work, and the exhibition at the Philadelphia Branch of Agenda items at this year's meeting Research and Testing Laboratory of the the National Archives. The included a joint survey conducted by Document Conservation Branch Pennsylvania ratification copy of the Bill ICA and the International Federation of continued to monitor the quality of of Rights and a manuscript copy of the Library Associations (IFLA) on the condition of the holdings in libraries and archives around the world and a proposal by the ICA Executive Committee to create a new committee on archival buildings.

Protection of the Charters of Freedom

In preparation for the bicentennial celebration, the Document Conservation Lab staff supervised the design and installation of new protective glass panels in the display cases for the U.S. Constitution, the Declaration of Independence, and the Bill of Rights. The panels have a laminate structure that includes green filters to prevent ultraviolet and harmful light from reaching the documents and also ensures their physical protection. Samples of the glass were subjected to Joyce Terry, a document restorer in the document conservation lab, encapsulates documents vigorous ballistics testing before the final by sealing them in an envelope of polyester film. This technique is used to protect records that installation. In addition, this year are fragile or frequently handled, such as this ship registration. Thousands of documents were conservators have begun a careful encapsulated this year. (Photograph by Nancy Olds.) examination of the Bill of Rights and

62 the Declaration of Independence with a rolled format; these bundles are binocular microscope and have carefully opened, flattened, and placed· prepared photomicrograph details of in acid-free folders before being many areas of each parchment sheet. returned to tray storage. During the rehousing, documents are examined Legislative Records Project and surveyed to identify additional legislative records needing future Under a special appropriation from treatment by the conservation staff. Congress, a concentrated effort has Many legislative records require only been made in the past 4 fiscal years to moderate treatment in the lab, nn!mi"li!U conserve the records of the U.S. House stabilization of the materials. Other of Representatives and Senate, with as documents, because of their high many as five conservation staff intrinsic value, exhibit potential, or reference use, receive more members working on the project each comprehensive treatment. Rolled year. Since the inception of this special petitions are good examples of preservation project in 1983, more than documents that are frequently 150,000 documents have been treated. requested for reference purposes. Their Conservation efforts have focused on tightly rolled configuration, however, legislative records of the mid-19th prohibits their safe use. Therefore, an century and earlier. accordion (fanfolded) format was Many documents of the early devised that provides access to Congresses needed to be rehoused, or information on both front and back of placed in a form of storage designed to the petitions, allows the researcher to maximize their useful life. For example, work with a large document in a a large percentage of these records relatively confined space, and reduces were originally stored in a trifolded or the amount of handling.

Blagoje Siljegouic, a conservator aide in the document conservation lab, tests the solubility of inks on an 1832 petition to the House of Representatives; the petition requests protection for the treaty rights of Cherokee Indians. Cleaning, repairing, and flattening a document of this size (128 feet) can take as long as 3 weeks. (Photograph by Nancy Olds.)

63 used in pens and with rubber stamps to Other records treated during the During the first week of June, the mark storage enclosures. project include a Robert Mills conservation staff taught an Volatile substances found in paints architectural rendering with a watercolor international preservation seminar are known to be damaging to archival wash, various printed and hand-drawn directed toward midlevel archivists records, and in particular to maps, parchment documents with responsible for preservation programs photographs. Therefore, in conjunction Presidential signatures, and bound within their institutions. There were 10 with an order for specially designed volumes. Many of the early Senate participants in the seminar from storage cabinets for glass plate journals received extensive water and Caribbean and Central and South negatives, the Research and Testing mold damage before coming to the American countries. Topics addressed Laboratory designed two tests to National Archives, which necessitated during the week-long course included determine whether the cabinet finish complete paper treatment and housing of archival records, was well cured. One test determines­ rebinding. Five Senate journals have environmental controls, reformatting through gas chromatographic separation been fully rebound in specially ordered and conservation treatment options, and mass spectrometric identification Irish linen, and others have been and care of special media, such as (GC/MS)-the percentage of volatiles conserved and refurbished in their photographs, oversized records, and remaining after paint is cured. original bindings. Special housing has bound volumes. The seminar included The second test examines the weight been devised for unusually shaped a variety of lectures, laboratory tours, loss of paint as a function of documents and for those requiring and demonstrations and concluded temperature with a thermogravimetric extra support, such as documents with with presentations by the participants of analyzer (TGA). The TGA has also pendant seals. preservation programs within their I been used to predict the lifetime of institutions. plastics and to determine the percentage of carbon in film storage bags. In conjunction with the Tmining and Outreach Special Media Preservation laboratory's interest in predicting Over the past year, the conservation A major concern of the National lifetimes of storage enclosures, a lab has been involved in a variety of Archives has been the long-term number of new acid-free and low-lignin teaching activities. Conservators have preservation of Government-produced archives boxes have been set aside for lectured on preservation topics for posters and broadsides. A future testing to determine how well numerous training courses for the staff comprehensive survey of the posters these materials have aged. and have continued to develop and and a plan of action to ensure their The laboratory is engaged in a teach special courses to support preservation were completed in FY shrink-wrap study, in which it proposes preservation projects. For example, 1987; implementation will begin in FY to determine whether sealing and storing loose paper documents and training sessions on holdings 1988. The posters will be housed in bound volumes in plastic is damaging maintenance were offered to provide archival-quality polyester sleeves and over time. A type of paper has been guidance on basic preservation folders and stored in map cases located that possesses the desired procedures relating to rehousing designed for the safe storage of physical properties, and the aging and archival records and covered topics oversized records. Researchers will be testing of these sheets are well under such as safe enclosures, removal of able to use color slide reproductions of way. This will be followed by the aging damaging fasteners, and appropriate the posters rather than having to of shrink-wrapped stacks of these marking devices for folders and boxes. handle the awkward and fragile original sheets before proceeding to age sheets Special courses also were developed to records. and book covers that are enclosed in train private microcamera operators Approximately 125,000 individual the shrink-package film. who will be filming records in the photographic records received holdings The range of treatments completed custody of the National Archives. maintenance treatment this past year. over the duration of the project is as Regulations governing the filming of Treatment included the rejacketing of varied as the documents created by records by private firms were covered, original negatives, placing original and Congress. Interesting records treated in and representatives from companies vintage photographic prints in polyester the past 4 years include two Lincoln were taught safe ways to handle sleeves, refoldering prints, and placing documents. The first is a petition records and procedures for dealing with original prints and negatives in acid-free requesting a postal road signed by fragile or damaged items as well as and low-lignin archival storage residents of the counties between New those exhibiting historical features such containers. Salem and Beardstown, IL, which as wafers, wax seals, or ribbon lacings. The photography laboratories made contains one of the earliest known In conjunction with the courses more than 26,000 preservation copies signatures of Abraham Lincoln. The developed for private microcamera of original prints and negatives. More second is a petition to Congress signed operators, conservators provided than 61,000 photographic images were by Mary Todd Lincoln requesting a training to both monitors who will be reproduced on 35mm microfilm so that pension to "live in a style becoming of overseeing the filming and custodial researchers who use the photo a widow of a chief magistrate." This archivists who will be responding to collections can quickly scan microfilm petition, which had been exhibited in requests to film the records, to ensure copies of negatives rather than handle the past and had been previously that all staff members have a common original negatives. laminated; it was delaminated, treated, understanding of the governing rules Preservation of motion picture film, and encapsulated. and regulations. sound recordings, and still photography

64 Ten archivists from the Bahamas, Barbados, Bermuda, Brazil, Curacao-Netherlands Antilles, and Mexico attended a preservation seminar, June 1-5, 1987, at the National Archives. The conference-cosponsored by the National Archives, the Society of American Archivists, and the International Council on Archives- was arranged and taught by the Archives conservation staff to train archivists responsible for preservation programs at their institutions. (Photograph by Nancy Olds,)

images involves careful inspection of original records, improved housing, and duplication or reproduction of original records either to replace degrading originals or protect them from further use and handling. During the year, a commercial contractor inspected 14.2 million feet of motion picture film created by the US. Information Agency, the U.S. Navy, and the US. Marine Corps. The inspectors examined the film for signs of deterioration. The motion picture laboratory at the National Archives duplicated 1.46 million feet of color and black-and-white motion picture film; contractors duplicated an additional 85,000 feet The film duplicated this year was primarily from the Ford Film Collection and from Marine Corps, Signal Corps, Air Force, and Navy records. National Archives laboratories produced 60,000 minutes of video recordings from World War II Signal Corps motion picture film. Contractors transferred 46,000 minutes of March of Time motion picture film to videotape. Staff sound technicians rerecorded more than 105,000 minutes of sound recordings of the 1981-83 Supreme Court proceedings, 1955-59 Voice of America broadcasts, and post-World Francis Jones, a photographer in the Special Media Preservation Branch, uses an automatic War II Nuremberg war crimes trial cutter to separate 1 05mm roll film into individual fiche. The machine in the background is proceedings. Contractors rerecorded used to inspect images on microfiche. The National Archives films heavily used documents as 80,000 minutes of audio discs onto microform publications and makes them available to the public through a wide distribution system.

65 tape. The original discs were created by the past fiscal year, a contractor Perkin-Elmer Company, the contractor the Department of the Treasury, the duplicated 36,693 safety-base film for the Jet Propulsion Laboratory Foreign Broadcast Intelligence Service, negatives from the collection of Abbie (JPL), delivered the system in February the Voice of America, the Office of the Rowe, the White House photographer of 1987. During the spring and Secretary of the Army, the National from the Eisenhower to Johnson summer, scientists and engineers fine­ Foundation of the Arts and Humanities, administrations, and from records of tuned the equipment and trained the and the Federal Emergency the Work Projects Administration. In staff on the operation of the camera Management Agency. addition, in the last quarter of the year, and computer. Image processing Because the National Archives a multiyear contract was awarded and specialists from the University of neither stores nor handles nitrate-base work was begun on the duplication of Maryland also helped in understanding aerial film, the Cartographic and 1.5 million safety-base negatives the capabilities of the specialized Architectural Branch arranged for the currently in the custody of the National computer and supplied programs for Environmental Protection Agency to Archives. enhanced usage of the system. On July convert 63.333 feet of nitrate aerial film During the year, a contractor 14, the National Archives sponsored a negatives to safety-base film. Most of completed the duplication of the 1-day symposium on potential image the converted negatives were from the collodion glass plate negatives taken by processing applications of the CMS; for records of the district offices of the U.S. the photographer Mathew Brady during example, the Chief Conservator of the Army Corps of Engineers. These the Civil War and by the photographers National Gallery of Art discussed plans 50-year-old records are now available employed during the surveys of the for using the system to analyze for reference use. Western Territories from the late 1860s paintings, and a conservation scientist During the year, the National to the early 1880s. The National at the Getty Conservation Institute Archives accessioned 170 cubic feet of Archives can now provide superior looked upon the CMS as a valuable U.S. Forest Service boundary maps of quality reproductions without using the analytical device for measuring the national forests, grasslands, and forest original negatives and subjecting them effects of pollutant gases and reserves dating from the 1880s. Before to possible damage. In addition, for particulates on works of art. In transferring the records, the Forest each negative the National Archives September, the first baseline images of Service photographed most of the now has a preservation interpositive the Declaration of Independence, Bill of maps; the National Archives filmed the and shadow mask, which will be placed Rights, and the second and third pages remaining maps after their transfer. The in cold storage and from which of the Constitution were taken. The Archives now has a black-and-white additional negatives can be reproduced baseline images will be stored and used negative or color transparency of each as required. In the coming fiscal year, to compare the condition of the of the more than 5,600 maps. the original negatives will be rehoused documents in the future with their One of the major concerns of still and placed in special cabinets in an condition in 1987. picture repositories is the deterioration environmentally controlled storage vault The electronic imaging system (a of unstable safety-base film negatives that has been designed for the long­ spinoff from JPI...:s space research) takes that were produced from the late 1920s term preservation of these national precise pictures of the documents to the mid-1950s. Although the film treasures. through two layers of glass (the used during this period was an documents are not removed from their improvement over the earlier and more Archival Research and sealed glass-covered cases). volatile nitrate-base film, negatives Evaluation Staff The picture-elements (pixels) are produced on unstable safety-base film interpreted in digital code and analyzed degrade with time. Proper storage will Charters Monitoring System by computer. The system is so precise slow the degradation, but the only that comparisons of pictures over time long-term solution is to duplicate the The Charters Monitoring System will detect the subtlest changes in a images on modern polyester film. In (CMS) began operation this year. The document.

These photographs are part of the acetate duplication project to save deteriorating negatives. In the initial stage of deterioration, a good-quality negative can still be created. The photograph on the left shows a negative in an early stage of deterioration. (Note the dimensional distortion.) The photograph on the right is another acetate negative showing further deterioration caused by the shrinkage of the film base. It is critical that this type of negative be duplicated before degrading to this point. (Photographs by Constance McCabe.)

66 are important in controlling the rate of degradation of stored records, these stack areas have temperature and humidity controls. Atmospheric pollutants, such as particulate matter, oxides of nitrogen, sulfur dioxide, and ozone. also cause degradation of records. Records are generally stored in containers and are not exposed to the ambient environment They are exposed, however, to a "microenvironment" that is possibly less aggressive than the macroenvironment of the stacks. Certainly the use of containers protects the records from particulate matter. If this microenvironment is. or could be made to be, less aggressive. then expensive changes in the air conditioning system might be avoided. A National Academy of Sciences committee, convened Alan Calmes, National Archives Preservation Officer (seated at the terminal), points out details specifically to study the problem of the of a digital image on the computer screen of the Charters Monitoring System (CMS). preservation of records, made the Representatives from major cultural institutions-including the Library of Congress. the following recommendation to the Smithsonian Institution, the Getty Conservation Institute, and the National Gallery of Art- met National Archives: at the National Archives on July 14. 1987, to discuss possible applications of the CMS in the "To conduct a study of archival field of art image analysis and preservation. (Photograph by Nancy Olds.) containers and microenvironments, including boxes, folders, and polyester encapsulation, with a view to The system also serves as an Howard White from the American understanding the maximum benefit analytical conservation tool for Library Association. on "Book Copiers: that can be obtained from particular documents other than the Charters. In Past, Present, and Future"; Sylvia S. materials and designs. The committee addition, because the images it Subt from the Government Printing feels that this is an unexplored area -­ produces are a sort of "fingerprint" of Office, on "Archival Quality of that may yield results highly significant valuable originals, the system can be Xerographic Copies"; Gay Walker from to [the agency's] preservation efforts." used for authentication of documents Yale, on "Preservation Decision-Making Consequently, in 1987, the National Archives entered into a reimbursable or paintings. and Archival Photocopying"; and agreement with NBS to design The camera is capable of very high Henry J. Gwiazda II from the John F analytical procedures for evaluating resolution, as much as 1,000 pixels per Kennedy Presidential Library, on microenvironments in archival boxes. inch. Each pixel can record a thousand "Preservation Decision-Making and Dr. Elio Passaglia undertook this work variations in reflectance. The camera Archival Photocopying: Twentieth­ not only sees more than the human and completed a detailed work-study Century Collections at the Kennedy plan to provide answers about the eye, it can study the data by computer Library." The papers of this conference efficacy of container designs and and store the data digitally for future were published by Restaurator: materials. The chemical analyses will comparisons. The light levels used are International Journal for the probably take at least 2 years and low and the actual imaging time very Preservation of Library and Archival involve several NBS laboratories and a brief. Material (VoL 8, No. 1, 1987). team of scientists. This is a major Second Annual Preservation In August, GPO delivered a final undertaking by the National Archives to Conference report to the National Archives on support basic research for the long-term benefits of better protection of records The topic of the second Preservation quality control of photocopy machines in storage. Conference was "Preservation for archival copying. This report has Photocopying in Libraries and been made available to other archival Preservation of Sound Archives'' This was the first conference institutions and other Government Recordings agencies. on this topic held anywhere. Attendees An ad hoc subcommittee of the filled the National Archives Theater on Microenvironment Study Advisory Committee on Preservation December 9. Terry 0. Norris, long-time met at the National Archives to discuss member of the National Archives The National Archives stores an the preservation of sound recordings on Advisory Committee on Preservation, enormous volume of records; protecting July 29-30. Professor Norbert S. Baer, chaired the proceedings. Speakers them from degradation is a matter of Chairman of the Advisory Committee, were: Mark Weber from Kodak, on great concern. Because the temperature chaired the meeting. The members of "Electrophotography and Archiving"; and the humidity in the storage areas this committee came from the

67 Association of Recorded Sound established through interagency standards in transporting files between Collections, sound preservation studios, agreements between the National incompatible computer environments, archives of recorded sound, NBS, and Archives and the Institute of Computer will be included in the study. The the National Endowment for the Science and Technology of the National project report is due in March 1989. Humanities. After a tour of the sound Bureau of Standards. The first project The second project involves recording archives at Pickett Street, the committee held a roundtable discussion calls for the identification and development of a testing methodology on the state-of-the-art technology for evaluation of preservation alternatives to predict the life expectancy of optical the preservation of sound recordings. for electronic records, including media. A number of Federal agencies Meetings such as these help the consideration of the issues of creation, are in the process of implementing National Archives formulate transfer, storage, and access. The records management systems that use preservation strategies to keep pace project will focus on computer data optical storage media. The findings of with the major trends of technological standards, either currently existing or this study will be used by the National application and change. under development, that could assist in Archives to plan how information may Cooperative Research ensuring portability of electronic records be kept on optical media without Projects created by Federal agencies. The risking serious losses through Near the end of this fiscal year, two development of computer software, degradation. Completion of this project cooperative research projects were which simulates implementation of the is expected in September 1989.

68 Chapter 11 The National Historical Publications and Records Commission

Publications Program catalog was published to increase the representatives at various colleges to circulation of Commission-sponsored monitor and encourage purchases of ~e National Historical Publications books and microforms. This catalog, Commission-sponsored editions; and and Records Commission (NHPRC) entitled Historical Documentary the possibilities of new publication has supported more than 250 Editions, updates a similar catalog projects. documentary publication projects since published in 1976. The Commission also sponsored a 1951. These documentary editions The Commission sponsored a wide range of educational activities and programs during the year, including cover U.S. history from the colonial conference in February of 1987 to fellowships in advanced historical period to the 20th century. They also explore possible means of promoting editing, an annual 2-week editing address a broad spectrum of topics: the distribution of publications. The institute, and a periodic newsletter. The Afro-American history, agriculture, art conference was attended by editors, fellowships and the editing institute are and architecture, commerce, education, historians, librarians, and publishers; supported in part from gift funds the environment, finance, health, they examined issues such as donated by the Andrew W. Mellon Hispanic history, international relations, marketing, pricing, the development of Foundation. Annotation, the labor, law, migrations, military history, new teaching methods, and the ideal Commission's newsletter, has been Native American history, publishing, size of documentary publications. They effective in reporting publications and reform, religion, science, and women's also discussed the dissemination of records grants, announcing commission history. These projects have produced a NHPRC-sponsored volumes to policies, publicizing newly published total of 553 printed volumes, 7,927 Government depository libraries; the documentary editions, and otherwise rolls of microfilm, and 1,855 microfiche. encouragement of technology, such as informing the public about recent In this year of the 200th anniversary the transfer of camera-ready copy to developments in documentary of the Constitution, two volumes the press; the idea of campus preservation and publication. directly related to this event were published: The Documentary History of the Ratification of the Constitution: Commentaries on the Constitution, Public and Private -1 February to 31 March 1788 and the third volume of The Documentary History of the First Federal Elections, 1788-1790, which covers these elections in the States of New York and New Jersey. Other publication highlights were the first volume of the Secretary of State Series of the Papers of James Madison and volumes 54 through 56 of the Papers of Woodrow Wilson, which cover the first 3 months of the Paris Peace Conference. During fiscal year 1987, Commission -supported projects produced 29 volumes, 505 rolls of microfilm, and 536 microfiche. The publications program research staff continued to aid project editors by searching for specific documents in the National Archives and the Library of Congress, by copying documents previously located, by maintaining a To observe the publication of the bilingual volume The Presidio and Militia on the Northern Frontier of New Spain, 1570-1700, the Hispanic caucus hosted a breakfast on Capitol Hill on microfilm lending library, and by June 25, 1987. The volume is part of the Documentary Relations of the Southwest series. monitoring autograph and manuscript From left to right: U.S. Representative Edward R. Roybal {D-CA): Acting Archivist Frank G. catalogs. Burke; coeditors of the volume, Thomas H Nay/er and Charles W Polzer; and U.S. The Commission turned its attention Rep'tesentative Esteban E. Torres (D-CA). The volume, published by the University of Arizona in 1987 to the wider distribution of the Press, was funded in part by the National Historical Publications and Records Commission. documentary publications it supports. A (Photograph by Nancy 0/ds.)

69 Publications Grants The Martin Luther King, Jr., Center Baruch College, CUNY, New York, for Nonviolent Social Change, NY: $40,000 for The Papers of Albert (Alphabetized by State) Atlanta, GA: $45,000 for The Papers Gallatin. of Martin Luther King, Jr. Arizona State Museum, Tucson, AZ: Fordham University, Bronx, NY: $24,999 for the Documentary Relations Ulysses S. Grant Association and $25,626 for The Diary of of the Southwest- Civil-Military. Southern Illinois University, Elizabeth Drinker. Carbondale, IL: $42,000 for The Claremont Graduate School, Papers of Ulysses S. Grant. The Institute for Research in History, Claremont, CA: $59,000 for The New York, NY: $10,000 for Papers of Salmon P. Chase. University of Kentucky, Lexington, KY: $19,000 for The Papers of Henry The Margaret Sanger Papers. Pomona College, Claremont, CA: Clay. Queens College, CUNY, Flushing, NY: $13,171 for The Papers of Charles The Johns Hopkins University, $27,000 for The Papers of Sumner. Baltimore, MD: $10,000 for The Papers Robert Morris, 1781-1784. University of California, Berkeley, CA: of Dwight David Eisenhower. $50,000 for The Papers of Emma Pennsylvania State University, Maryland Historical Society, University Park, PA: $8,000 for Goldman. The Papers Baltimore, MD: $25,000 for The Papers of Martin Van Buren. University of California, Los Angeles, of Benjamin Henry Latrobe. CA: $31,000 for The Marcus Garvey University of Maryland, College Park, Rhode Island Historical Society, and Universal Negro Improvement MD: $10,000 for The Papers of Providence, RI: $54,000 for The Association Papers. Charles Carroll of Carrollton. Papers of General Nathanael Greene. Yale University, New Haven, CT: University of Maryland, College Park, South Carolina Historical Society, $17,500 for The Frederick Douglass MD: $18,000 for an editing fellow for Charleston, SC: $31,000 for Papers. Freedom: A Documentary History of The Papers of Henry Laurens. Emancipation, 1861-1867. Yale University, New Haven, CT: University of South Carolina, $67,000 for The Papers of Benjamin University of Maryland, College Park, Columbia, SC: $23,173 for The Franklin. MD: $64,000 for Freedom: A Papers of John C. Calhoun. Documentary History of Emancipation, American Historical Association, 1861-1867. University of Tennessee, Knoxville, Washington, DC: $52,000 for TN: $43,000 for The Papers J. Franklin Jameson and the University of Maryland, College Park, of Andrew Jackson. Development of Humanistic MD: $57,000 for The Samuel Gompers Scholarship in America. Papers. University of Tennessee, Knoxville, The American University, Washington, Clark University, Worcester, MA: TN: $67,000 for The Papers DC: $67,449 for The Daniel Chester $35,000 for the Documentary History of Andrew Johnson. French Papers. of George Rapp's Harmony Society. University of Tennessee, Knoxville, The George Washington University, Massachusetts Historical Society, TN: $31,476 for The Washington, DC: $118,817 for the Boston, MA: $67,000 for The Adams Correspondence of James K. Polk. Documentary History of the First Papers. Rice University, Houston, TX: Federal Congress. University of Massachusetts, Amherst, $35,000 for The Papers of The George Washington University, MA: $15,000 for The Papers Jefferson Davis. Washington, DC: $18,000 for an of Elizabeth Cady Stanton and Susan editing fellow for the Documentary B. Anthony. George C. Marshall Research Foundation, Lexington, VA: $55,000 History of the First Federal Congress. Duke University, Durham, NC: $5,000 for The Papers of George Catlett for The Papers of Jane The George Washington University, Marshall. Washington, DC: $15,000 for The Addams. Papers of William Thornton. Phillips Exeter Academy, Exeter, NH: Institute of Early American History $7,800 for The Journal of and Culture, Williamsburg, Smithsonian Institution, Washington, Benjamin Brown French. VA: $18,000 for The Papers of John The Papers of Robert DC: $40,630 for Marshall. Mills. New Jersey Historical Commission, Trenton, NJ: $20,000 for The Supreme Court Historical Society, University of Virginia, Charlottesville, Papers of William Livingston. Washington, DC: $67,000 for the VA: $67,000 for The Papers of James Documentary History of the Supreme Princeton University, Princeton, NJ: Madison. Court of the United States, $67,000 for The Papers of University of Wisconsin, Madison, WI: 1789-1800. Thomas Jefferson. $105,000 for The Documentary History Florida State University, Tallahassee, University of New Mexico, of the Ratification of the Constitution FL: $23,000 for The Black Abolitionist Albuquerque, NM: $25,575 for The and The Documentary History of the Papers. Journals of Diego de Vargas. First Federal Elections, 1788-1790.

70 Subvention Grants considerable early planning had taken microfilming standards in State archives place in 1986, is intended to extend and State records management University of Illinois Press, beyond the scope of a mere grant agencies. Another was the Champaign, IL: up to $2,727 for program by including coordination, Congressional Papers Project Report, a volume 14 of The Booker T leadership, standards, and information summary of and recommendations Washington Papers. services. from a conference on the preservation The University Press of Kentucky, At the first meeting of the fiscal year, and management of congressional Lexington, KY: up to $10,000 for the Commission unanimously endorsed papers. volume 9 of The Papers of Henry the "National Policy Statement on Our The first two State board re-grant Clay. Documentary Heritage" proposed by proposals to be funded by the The Johns Hopkins University Press, the ad hoc Annapolis Committee, a Commission under its new re-grant Baltimore, MD: up to $2,700 for group of archivists, documentary initiative began during the year in volume 9 of the Documentary History editors, and other concerned Pennsylvania and Hawaii. During the of the First Federal Congress. individuals who met in that city in year, assessment reports were September of 1986. The policy completed by American Samoa, The University Press of New statement had originally been proposed Louisiana, and Michigan, while five England, Hanover, NH: up to $8,566 by the Steering Committee of the States applied for and received small for The Papers of Daniel Webster, NHPRC State historical records travel and meeting grants. NHPRC staff Speeches and Formal Writings, volume coordinators as a component of the met with more than a dozen State 2, and up to $12,256 for The Papers national records program. boards during the year. of Daniel Webster, Legal Papers, The Annapolis Committee also called The records program's archival volume 3 (parts A and B). for the creation of what has become fellowship program, with funding from University of New Mexico Press, known as the Documentary Heritage the Andrew W. Mellon Foundation, Albuquerque, NM: up to $5,000 for Trust of the United States, which is to completed its second year. A volume 1 of The Journals of Diego de be a federally chartered private trust colloquium of fellows, their institution Vargas. that could receive and expend private sponsors, Commission staff, and moneys for activities relating to members of the Commission's archival University of Pennsylvania Press, historical records. Following a planning fellowship committee was held in Philadelphia, PA: up to $20,000 for meeting held in February of 1987 at February. Despite significant staff volumes 3 and 4 of The Papers of the National Archives with formal changes, including the departure of William Penn. representC!tion from a number of George Vogt, Director of the Records University of Pittsburgh Press, professional associations, the Program, there was substantial progress Pittsburgh, PA: up to $6,000 for The Commission awarded a $25,000 grant in program development and grants Correspondence of Mother Jones. to the Association for Documentary administration. Editing for a 6-month project to begin University of Pittsburgh Press, initial planning and organization for the Pittsburgh, PA: up to $10,000 for trust. volume 7 of The Papers of Robert Another initiative proposed by the Records Grants Morris, 1781-1784. State coordinators, a clearinghouse for (Alphabetized by State) University of Tennessee Press, records information, came closer to Knoxville, TN: up to $8,306 for The realization with the completion and Legal Papers of Andrew Jackson. publication of the feasibility report State and Territorial Information Resources for Archivists Government Agencies University Press of Virginia, and Records Administrators, prepared Charlottesville, VA: up to $10,000 for California State Arcl-tives, under the auspices of the National The Papers of George Washington, Sacramento, CA: $2S,, ~0 to support a Association of Government Archives Revolutionary War Series, volume 2; fellowship in archival administration. and Records Administrators. A up to $3,400 for The Papers of George conference to determine the course of Washington, Presidential Series, volume Georgia Department of Archives and future action on a clearinghouse was 1; and up to $3,700 for The Papers of History, Atlanta, GA: $48,230 to held in June at the National Archives George Washington, Presidential Series, convene a national meeting of State and resulted in the initiation of the volume 2. coordinators for the NHPRC records Archives and Records Information program and to support meetings of State Historical Society of Wisconsin, Coalition (ARIC), as well as plans for the State Coordinators Steering Madison, WI: up to $7,513 for volume an expanded archival information Committee. 16 of The Documentary History of the service to be undertaken by the Ratification of the Constitution. National Archives. Georgia Historical Society, Savannah, Several other records projects issued GA: $88,340 to arrange and describe Records Program reports or products of national the Central of Georgia Railway significance this year. One of these was collection. Prospering during the Continued development of a national Standing the Test of Time: Quality antebellum period, the Central was one historiCal records program characterized Assurance for State and Local of the Southeast's most important much of the staff's work during the Government Records Microfilming, railroads and a major force in the fiscal year. This program, for which which reported on the status of economic development of the region.

71 Michigan Historical Records Advisory Board, Lansing, Ml: $5,000 for travel and meeting expenses to allow the State board to carry out its grant review and statewide archival planning missions. North Carolina Historical Records Advisory Board, Raleigh, NC: $6,100 for meetings of the board over a 3-year period. The meetings are intended to improve the NHPRC grant review process and to plan for improved records programs in the State. Pennsylvania Historical Records Advisory Board, Harrisburg, PA: $187,500 for a 2-year re-grant program directed at the State's colleges and universities. The program will focus on the development of institutional archives programs for college and university records. Puerto Rico Historical Records Advisory Board, San Juan, PR: $25,000 to assess and report on historical records programs in the A press conference was held at the National Archives to publicize the report Preservation Commonwealth of Puerto Rico. The Needs in State Archives. Howard P Lowell, Administrator of the Oklahoma State Archives Institute of Puerto Rican Culture will and Records Program. holds up a sample of State records in need of preservation. New Jersey administer the grant on behalf of the Secretary of State Jane Burgio (left) and U.S. Representative Lindy Boggs (D-LA) examine board. another set of records. NHPRC funded the 2-year study conducted by Howard Lowell for the National Association of Government Archives and Records Administrators. (Photograph by Vermont Historical Records Advisory Nancy Olds.) Board, Montpelier. VT: $2,500 for travel and meeting expenses to allow the State board to carry out its grant Hawaii State Foundation on Culture conduct a conservation needs survey of review and statewide archival planning and the Arts, Honolulu, HI: $150,000 the collections, and to develop a missions. The Vermont Historical for a 2-year re-grant program to conservation plan for the society. Society will administer the grant. promote the surveying and collecting of Wisconsin Historical Records ethnic records in Hawaii, the Nation's Advisory Board, Madison, WI: $9,500 most ethnically diverse State. The State Historical Records to support travel and meeting expenses project will be administered in Advisory Boards for the board, to plan statewide cooperation with the Hawaii Historical historical records programs, and to Records Advisory Board. Florida Historical Records Advisory improve the review process for NHPRC Iowa Department of Historical and Board, Tallahassee. FL: $5,000 for records proposals. Cultural Affairs, State Historical travel and meeting expenses to allow Society of Iowa Division, Des Moines, the State board to carry out its grant Local and Tribal IA: $11,730 to publish the Iowa county review and statewide archival planning Governments records manual prepared under an missions. earlier grant. Office of the City Manager, Little Supreme Court of Nevada, Carson Indiana Historical Records Advisory Rock, AR: $3,600 for a consultant to City, NV: $60,995 to survey the Board, Indianapolis, IN: $5,608 to plan the city's archival and records records of local courts in Nevada and publish the Indiana historical records management program. report, which will present the findings create retention and disposition City of Tampa, FL: $61,017 to schedules for those records. The project of the statewide assessment project supported by NHPRC in 1983. develop a city archives program, the will also develop a records first of its type in Florida. The project management manual and educational Louisiana Historical Records Advisory will develop and implement a plan to workshops for court officials. Commission, Baton Rouge, LA: a locate, identify, and accession Tampa's State Historical Society of North supplemental grant of $6,000 to archival records. It will also review city Dakota, Bismarck, ND: $96,658 to publish and distribute the final report of records schedules and strive to increase arrange and describe the society's the Louisiana State Board Assessment public awareness and use of the archives and manuscript holdings, to and Reporting Project. records.

72 County of Schuylkill, Pottsville, PA: Colleges and Universities University of Kansas, Lawrence, KS: $38,274 for development of an archival $78,057 for the second and third years program for the county's permanently University of Connecticut, Storrs, CT: of the university's project to survey and valuable records, which date to the $76,513 in behalf of New England accession records of the black early 19th century. Located in eastern archivists. To develop and present a community in Kansas. Pennsylvania, the county is a center of series of 15 basic archival training Louisiana State University, Baton the anthracite coal industry. workshops throughout the New England region. Rouge, LA: $25,700 to support a fellowship in archival administration. City of Richmond, VA $2,918 for The George Washington University, consulting services relating to Washington, DC: a supplemental grant Mount Holyoke College, South development of a city archives and of $6,884 to continue the work of the Hadley, MA: $11,718 to microfilm the records management program. university's project to develop an Mary Lyon papers and a collection of archives for the Greater Washington letters from leading educators in 19th­ Lummi Indian Business Council, Board of Trade. century New England relating to the Bellingham, WA: $2,500 for University of Idaho, Moscow, lD: development of women's education. consultation on developing a $27,500 for the second year of a Included are letters of Catharine professional archival program for the project to appraise, arrange, and Beecher, Emma Willard, Joseph Lummi Indian Tribe, the third largest describe records of mining companies Emerson, Amos Eaton, and Edward tribal group in Washington State. in the Coeur d'Alene region. Hitchcock.

Sumner High School band, Kansas City, KS, 1916. The University of Kansas was awarded $78,057 by NHPRC this year to survey and accession records of the black community in Kansas. This photograph is from the material accessioned by the uniuersiiy. (Photograph courtesy of Kansas Collection, University of Kansas Libraries.)

73 University of Michigan, Bentley The institution was founded as Museum and Archives of the History Historical Library, Ann Arbor, MI: Chattanooga University in 1886 and is of Columbia, Inc., Columbia, MD: $44,365 to test a newly developed now the only State-supported university $2,248 for a consultant to chart the system for appraising modern records. in southeastern Tennessee. future of the archives of Columbia. a The project involves onsite evaluation planned city founded in 1967. Texas Tech University, Lubbock, TX: of the system at 16 diverse institutions $30,328 to preserve and make Museum of Fine Arts, Boston, MA: nationwide and will result in a written available a local television newsfilm and $54,204 to support development of an report to be distributed to the archival videotape collection that documents archives and records management community. west Texas since the mid-1950s. program for the museum's records and University of Minnesota, Charles other manuscript materials relating to University of Utah, Utah Museum of Babbage Institute, St. Paul, MN: individuals who were driving forces in Natural History, Salt Lake City. UT: $36,411 to identify sources for establishing art collections in the late $5,570 to preserve photographic documentation of the early computer 19th-century United States. industry and to develop appraisal negatives of archaeological excavations Cherokee National Historical Society, criteria for computer industry records. in the Great Basin and northern Tahlequah, OK: $15,465 to implement The project will be conducted in Colorado Plateau. The photographs an ongoing records administration cooperation with Control Data document early American cultures as program for the Cherokee Nation of Corporation. exemplified by the culture of the Anasazi people. Oklahoma. University of Minnesota, Immigration Puget Sound Maritime Historical History Research Center, St. Paul, Society, Seattle, WA: $34,000 to MN: $25,700 in support of a fellowship Public and Special Libraries preserve the Joe Williamson in archival administration. The grant photograph collection. The photographs includes an award of $18,000 from the Boulder Public Library, Boulder, CO: Andrew W. Mellon Foundation. show the maritime history of the Pacific $85,580 to provide access to the Northwest from the 1880s to the Johnson C. Smith University, collections of local history manuscripts 1950s. Charlotte, NC: $2,782 for a consultant and photographs deposited in the to help evaluate the preservation needs library by the Boulder Historical of the university's special collections. Society. The collection documents life Other Nonprofit Organizations These collections are rich in black on the Front Range and in the Boulder history materials. area from 1859 to the present. Research Libraries Group, Inc., Stanford, CA: $94,364 for the second Antioch University, Yellow Springs, Forbes Library, Northampton, MA: year of a project to develop a data OH: $35,112 to develop an archival $2,750 for a consultant to evaluate the base of public records information in program for the university. An papers of President Calvin Coolidge the Research Libraries Information innovator in education since its held by the library and to recommend Network (RUN). The project will founding, Antioch instituted preservation and access measures for produce a thesaurus of State coeducation and interracial education in them. The Forbes Library is the largest government function terms and criteria the mid-19th century, cooperative repository of Coolidge papers outside for online sharing of appraisal education in the 1920s, and a system of the Library of Congress. of decentralized learning centers in the information. 1960s. Milwaukee Public Library, Milwaukee, The American Film Institute, WI; $27,768 to develop a municipal Washington, DC: $14,000 for the University of South Carolina, archives program for Milwaukee. The McKissick Museum, Columbia, SC: institute's National Center for Film and project will evaluate records retention $56,410 for a 2-year project to develop Video Preservation to convene a schedules, arrange and describe existing an archives and records management national conference to plan for holdings, and enter records series program. Founded in 1801, the improved care and availability of local information into the Research Libraries university was the State's first institution television newsfilm collections. Information Network (RUN) data base. of higher education and, by educating American Home Economics many of the State's most influential Association, Washington, DC: $2,672 leaders, has had a significant impact on Museums and for a consultant to advise on surveying its history. Historical Societies and scheduling current records, Sinte Gleska College, Rosebud, SO: appraising permanent records, and $73.450 to develop a documentary Chicago Historical Society, Chicago, undertaking preservation measures. collections and oral history program for IL: $26,869 in cooperation with American Institute for Conservation the Rosebud Sioux Tribe, which Gallaudet University of Washington, of Historic and Artistic Works, Inc. governs one of the Nation's largest DC, to hold a working conference of (AIC), Washington, DC: $7,327 for a Indian reservations. representatives of institutions involved feasibility study to determine the most University of Tennessee at in development and implementation of appropriate approach to the archival Chattanooga, Chattanooga, TN: the USMARC Format for Visual preservation of conservation treatment $2,991 for consultation on establishing Materials. A conference report will be records. The AIC is the professional an archival program. issued after the meeting. association of conservators.

74 International Brotherhood of skills and archival programs at religious Department of Defense Teamsters, Washington, DC: $3,250 archives in the greater New York City Alfred Goldberg, Historian, for consultation on developing an area through a coordinated program of Office of the Secretary archival program for the Nation's technical assistance. Library of Congress second largest labor union. The Center for Migration Studies of New Teamsters Union is approaching its James H. Hutson, Chief. York, Inc., Staten Island, NY: $10,446 Manuscript Division lOOth anniversary in 1991 and intends to process the records of the Italian to develop a successful archival Welfare League 1920-80. The Italian Presidential Appointments program similar to that of the Welfare League is one of the oldest Albert J. Ossman, Jr., Professor of AFL-CIO. and largest Italian immigrant aid Political Science/Public Policy, Hawaiian Sugar Planters' societies in America. Bethany College William A Schambra, American Association, Aiea, HI: $26,140 to National Association of Government Enterprise Institute arrange and describe records of Archives and Records Administrators, Hawaiian sugar plantations dating from Albany, NY: a supplemental grant of American Historical 1870 to 1960. The sugar plantations $22,815 to cover printing and other Association dominated the economic, political, and expenses associated with NAGARA's Carol Bleser, Professor of History, social life of Hawaii during this 90-year archival information clearinghouse Clemson University period. project. Ronald P. Formisano, Professor of History, Clark University The Dirksen Congressional Center, Pekin, IL: $8,000 to publish the Commission Membership Organization of Congressional Papers Conference American Historians report. The 1985 conference dealt with By statute, the Commission consists of Louis R. Harlan, Professor of History, the management, acquisition, 17 members who represent the University of Maryland processing, and use of large collections Congress, the Judiciary, the public (two Norman A Graebner, Professor of congressional papers. Presidential appointments), two Government departments, the Library Emeritus of History, University of Society of American Archivists, of Congress, the National Archives and Virginia Chicago, IL: $7,900 to analyze and Records Administration and four Society of American Archivists disseminate data on the programs of national historical and archival Helen W. Samuels, Archivist, American archival institutions collected associations. The members at the end Massachusetts Institute of Technology by the SAA 1985 census of archival of this fiscal year were: Edward C. Papenfuse, institutions. Maryland State Archivist Society of American Archivists, National Archives and American Association for Records Administration Chicago, IL: $20,000 to continue the State and Local History work of the Society's Committee on Frank G. Burke, Acting Archivist of the Larry E. Tise, Director of the American Goals and Priorities (CGAP) for 2 United States ex officio chairman Association for State and Local years. (pro tempore) History David H. Hoober, Arizona State Society of American Archivists, U.S. Supreme Court Archivist Chicago, IL: $32,631 for the second Harry A Blackmun, Associate Justice year of a 3-year program of the SAA During 1987, Harry A Blackmun, education office to sponsor continuing U.S. Senate Norman A Graebner, and David H. education for midcareer archivists. Mark 0. Hatfield of Oregon Hoober were appointed to the Association for Documentary Editing, Commission to replace William H. U.S. House of Representatives Rehnquist, Richard L. Watson, Jr., and Baltimore, MD: $25,000 for preliminary organization and development of The Lindy Boggs of Louisiana H. G. Jones, respectively. Documentary Heritage Trust of the Department of State United States. William Z. Slany, Director, AFS International/ Intercultural Historical Office Programs, New York, NY: $50,585 for a 2-year project to develop an archival Commission Staff and records management program. Executive Director (Acting) ______Richard Jacobs 523-5384 AFS, whose operations extend to 65 Publications Program Director Roger A. Bruns 523-3092 countries besides the United States, Record Program Director (Acting) Nancy A. Sahli 523-5386 was founded as a volunteer ambulance corps in 1914 and presently sponsors a Staff Expenses variety of student exchange programs. Personnel $558,800 American Bible Society, New York, Travel of Commission members and staff______25,900 NY: $73,762 in conjunction with ADP equipment and services______19,100 Archivists in Religious Institutions. For a Other operating expenses ______63,900 2-year project to improve professional Total $667,700

75 Publications and Records Grant Funding by State

NORTHEAST CONNECTICUT $ 84,500 MARYLAND $186,248 MASSACHUSETTS 185,672 NORTH CAROLINA 13,882 NEW HAMPSHIRE 7,800 OKLAHOMA 15,465 NEW JERSEY 87,000 SOUTH CAROLINA 110,583 NEW YORK 113,405 TENNESSEE 144,467 PENNSYLVANIA 233,774 TEXAS 65,328 RHODE ISLAND 54,000 VIRGINIA 142,918 VERMONT 2,500 WEST NORTH CENTRAL ARIZONA 24,999 ILLINOIS 42,000 CALIFORNIA 178,871 INDIANA 5,608 COLORADO 85,580 IOWA 11,730 HAWAII 176,140 KANSAS 78,057 IDAHO 27,500 MICHIGAN 5,000 NEVADA 60,995 MINNESOTA 7,700 NEW MEXICO 25,575 NORTH DAKOTA 96,658 UTAH 5,570 OHIO 35,112 WASHINGTON 36,500 SOUTH DAKOTA 73,450 WISCONSIN 142,268 DISTRICT OF COLUMBIA AND TERRITORIES SOUTH DISTRICT OF COLUMBIA 385,780 ARKANSAS 3,600 PUERTO RICO 25,000 FLORIDA 89,017 GEORGIA 133,340 NATIONAL PROJECTS 445,590 KENTUCKY 19,000 REGIONAL PROJECTS 150,275 LOUISIANA 31,700 TOTAL $3,850,157

76 Chapter 12 The National Archives Trust Fund

Overview

The National Archives Trust Fund Total Trust Fund had a net gain from current year (in thousands) operations of $1,557,405. The gain represents a 7 -percent increase in operating income, primarily resulting from bicentennial programs that 1987* 1986 boosted over-the-counter sales and from the opening of the Carter Library. Gross Sales $9,490 $9,156 Net income, after adding investment Total Expenses 7,932 7,700 income, miscellaneous income, and --·~-·-- adjustments to prior year income, Net Operating Income $1,558 $1,456 amounted to $1,979,624. Investment/Other Income 504 389 Prior Year Income {Expense} (82) (1,327) -----·--·-·--­ Financial Condition Net Income $1,980 $ 518 Assets increased by $2,254,181 in FY 1987 from the previous year. Liabilities increased by $304,056, primarily because of a rise in prepaid •Preliminary Report orders (pending). Retained earnings/capital increased by $1,950,125.

(Dollars in Thousands) Liabilities 1,414 Cash 739

Investments 7,346

Total Assets 10,977

Accounts Receivable Earnings 996 9,563 Inventories 1,204 Fixed Assets

.99.?...... ~.. ~.. '!-1.-~----

77 Income and Expenses Income By Source: $9,994 Revenue increased by $333,816 from FY 1986. This reflects a 54-percent rise (in thousands) in Museum Shop sales and an increase Misc. of 33 percent in revenue received $6 through the Presidential library system, including the opening of the Carter Library. The 4-percent rise in sales contains a $477,671 decrease (20%) for products sold by the National Audiovisual Center and a reduced level of earnings from microfilm publications. Publications The National Archives appropriated $1,615 fund reimbursed the Trust Fund $350,967 to cover its costs to produce National Audiovisual Center electrostatic copies for administrative $1,902 use. Payments were made to the National Archives and Records Administration appropriated fund for reimbursable Reproduction Services services performaed on behalf of the $2,864 Trust Fund by appropriated fund staff in the following areas:

Office of the National Archives Reproduction laboratory Total Expenses: $8,014 services ______$731,823 (in thousands) Archival handling and reproduction services __ 265,492 Office of Public Programs National Audiovisual Equipment Rental, Electrostatic Copying Center 498,313 1--...._..__,.,$382 Publication development Postage, Telephone, Depreciation, and Micellaneous [ and fulfillment services _ 335,640 $514 Office of Federal Records Commercial Contractors Centers $1,040 Reproduction services __ 160,344 Office of Presidential Libraries Services related to Inventory Consumed. Printing, Supplies & Materials reproduction and museum $1,930 sales ______..______169.190 Payments to Other Funds/Agencies $2,364

78 Program Highlights Sales of microform publications the first time the Press has ever carried decreased by 16 percent from the the publications of another organization Reproductions of records held in the previous year. Lower sales are due to in its book catalogs. form of photographs, motion pictures, fewer new microfilm catalogs having The National Audiovisual Center sound recordings all increased slightly been issued during FY 1987 and to conducted special public mailings to during FY 1987. Electrostatic copier demand for the 1910 census records. promote videotape programs dealing reproductions increased significantly, released in 1982, continuing to fall. . with AIDS, child snatching, and the more than 19 percent over FY 1986. Three new titles were published in 200th anniversary of the Constitution. The success of the self-service program, FY 1987: Our Family, Our Town: The Center sold more than 2,600 which allows researchers to make Essays on Family and Local History videocassettes resulting from these copies at a lower cost, led to a net Sources in the National Archives; The mailings. increase of almost 400,000 copies. Man Behind the Quill: Jacob Shallus, In March of 1987, Kilkeary, Scott, The Exhibition Hall Museum Shop Calligrapher of the United States and Associates, Inc., was awarded a set several sales records during FY Constitution; and Soldiers and contract to upgrade the financial 1987. A new monthly sales record of Civilians: The U.S. Army and the subsystem software at the Center. This $96,656 was set in July. A new daily American People. Also, the Milestone project has been completed, affording sales record of $6,533 was set on Documents in the National Archives the Center a more efficient means of September 16 during the celebration of series was expanded by three booklets: tracking income and expenditures. the 200th anniversary of the U.S. Patent Drawings; Prohibition: The 18th The Presidential libraries enjoyed a Constitution. These sales figures reflect Amendment, The Volstead Act, The $598,554 increase in sales for FY the increased interest in books, 21st Amendment; and A More Perfect 1987. The opening of the Carter facsimiles, and other items related to Union: The Creation of the U.S. Library in October of 1986 accounted the Charters of Freedom-particularly Constitution. for $335,837 of this increase, while the the Constitution. Total sales for FY During FY 1987, the National Kennedy Library realized a $180,157 1987 increased by 54 percent over FY Archives contracted for the Smithsonian growth. Total library sales were 1986. Institution Press to market selected $2,386,185, consisting of admissions of National Archives publications. This was $1,270,693, museum store sales of $919,112, and reproduction services of $196,380.

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

$504

$82

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

79 Public Outreach Supplementary school units are Investment Program marketed on behalf of the National The Trust Fund continues to provide FY 1987 was the first full year in Archives by Social Issues Resources funding for a variety of public which ASB Capital Management. Inc. Series, Inc. These consist of a teacher's awareness and educational programs. (American Security Bank), acted as the guide and reproductions of textual and The most prominent are: Trust Fund's investment portfolio audiovisual material from the holdings manager. As of the end of FY 1987, The Calendar of Events. with a of the National Archives. packaged in a ASB was investing $8.8 million ($7 circulation of 13.000, provides format appropriate for classroom or million from the Trust Fund and $1.8 information about lectures. workshops. media center use. An eighth unit, The million from the Gift Fund) for the films. exhibition openings, recent Truman Years, 1945-1953. was Trust Fund. The average rate of return accessions. new publications, and other published. The Trust Fund received for FY 1987. based on Trust and Gift items concerning the National Archives. royalty payments of $20,706 during FY Fund cash invested. was 8 percent. The Prologue: Journal of the National 1987 from the sale of these units. Archives, with a circulation of 5,000. is Trust Fund also holds $300,000 in U.S. published quarterly to inform Treasury Bills, which yielded 5.9 researchers and visitors about the percent in FY 1987. ASB's annual documentary and audiovisual resources fixed income investment performance. of the National Archives. which includes market value and interest earnings, decreased by 0.1 percent, or $29,633 as of September 30, 1987. The Shearson-Lehman Government/Corporate Bond Index decreased 0.3 percent for the same period.

A Museum Shop v1s1tor· · browses th rough a book on World War II· This year. . sales increased 54 percent over last year due in large part to the interest in items relating to the 200th anniversary of the U.S. Constitution. (Photograph by Hugh Talman.)

80 Trust Fund lnco~e State~ent

1987* 1986

Revenues: Reproduction Services ...... $4,040,631 $4,049,566 Over-the-Counter Sales ...... 2,925,703 2,061,697 Publications ...... 302,653 210,707 NAC Sales and Rentals ...... 1,901,920 2,379,102 Reimbursable Income ...... 0* * 13,259 Other Revenues ...... 318,568 441,329

Total Revenues ...... 9,489,475 9,155,660

Cost: Cost of Goods and Services ...... 7,932,071 7,699,802

Income (or Loss) for Operations ...... 1,557,404 1,455,858

Other Incomes: Prior Year Income (Decrease) ...... (114,817) 20,403 Interest Income ...... 497,547 390,262 Other Income ...... 13,130 4,080

Total Other Income ...... 395,860 414,745

Other Expenses: Prior Year Expenses (Decrease) ...... (27,941) 1,346,611 Other Expenses ...... 1.581 5,594

Total Other Expenses ...... (26,360) 1,352,205

Net Income or (Loss) ...... $1,979,624 $ 518,398

'Preliminary Report. • 'For FY 1987, all reimbursable income incorporated under Reproduction Services.

81 Trust Fund AS OF Balance Sheet SEPTEMBER 30

1987* 1986 ASSETS Current Assets: Cash...... $ 739,456 $ 931,960 U.S. Government Securities ...... 300,000 300,000 Investments ...... 7,046,015 4,727,459 Accounts Receivable, Net of Allowance for Uncollectable Accounts of $93,018 (FY 87) and $262,734 (FY 86) ...... 958,773 689,596 Advances to Other Agencies or Funds ...... 26,294 38,755 Advances to Employees ...... 705 1,904 Inventories: Held for Sale ...... 1,168,189 1,223,232 Operating Supplies ...... 5,861 5,861 Prepaid Expenses ...... 29,691 31,392

Total Current Assets ...... 10,274,984 7.950.159

Property and Equipment, at Cost Less Accumulated Depreciation of $2,588,964 (FY 87) and $2,429,666 (FY 86) ...... 692,039 762,683

Long-Term Accounts Receivable ...... 9.981 9.981

Total Assets ...... $10,977,004 $8,722,823

*Preliminary Report

82 Trust Fund AS OF Balance Sheet SEPTEMBER 30

1987* 1986 LIABILITIES Current Liabilities: Accounts Payable ...... $ 587,096 $ 526,334 Advances from Other Agencies ...... 43,832 26,154 Deferred Income ...... 338,207 157,217

Total Current Liabilities ...... 969,135 709,705

Long-Term Liabilities: Annual Leave Liability ...... 120,852 84,373 Deferred Credits ...... 324,318 316,171 Total Long-Term Liabilities ...... 445,170 400,544

Total Liabilities ...... $1,414,305 $1,110,249

INVESTMENT OF U.S. GOVERNMENT Retained Earnings (Deficit) ...... $9,427,006 $7,665,197 Provision for Unamortized Annual Leave Liability ...... 120,852 (60,513)

Total Retained Earnings (Deficit) ...... 9,547,858 7,604,684 Appropriated Capital ...... 2,000 2,000 Donated Capital ...... 12,841 5,890 Total Investment of U.S. Government (Retained Earnings/Capital) ...... 9,562,699 7,612,574 Total Liabilities and Investment of U.S. Government...... $10,977,004 $8,722,823

•Preliminary Report

83 Gift Fund Foundation for support of that part of the Foundation's grant-in-aid program denominated as Beeke-Levy Overview Fellowships by its Grants Award Committee. The Gift Fund is administered by the The Truman Library received National Archives Trust donations totaling $41,600, including Fund Board and accepts, receives, $30,000 from the estate of James holds, and administers, in Weldon Jones. Individual donations accordance with the terms of the accumulated by all other libraries donor, gifts or bequests of amounted to less than $10,000 per money, securities, or other personal library. property for the benefit of National Archives activities. National Historical The three major areas of activity in Publications and the National Archives Gift Fund Records Commission continue to be cultural and archival During FY 1987, major foundation programs sponsored by the National grants were received and administered Archives, the Presidential libraries, and by NHPRC. They include: the National Historical Publications and Records Commission. The highlights of FY 1987 follow. The Andrew H. Mellon Foundation $160,000 Editing Institute 1988-1990 Cultural and Archival Programs The Skaggs Foundation 15,000 Emma Goldman Papers The "Modern Archives Institute: Introduction to Modern Archives The Ford Foundation ...... 25,000 Administration" training course was Margaret Sanger Papers held in January and in June of 1987. Fees totaled $27,200. The Hewlett Foundation 20,000 During FY 1987, more than 150 Margaret Sanger Papers individuals donated $6,800 to the fund established in memory of the late Dr. The Littauer Foundation 10,000 James E. O'Neill, former Assistant Emma Goldman Papers Archivist for Presidential Libraries. The fund will be used to sponsor an annual The Ahmanson Foundation ...... 2,500 lecture that will reflect Dr. O'Neill's Marcus Garvey Project varied scholarly and professional The AT&T Foundation 25,000 interests. Documentary History Project The National Archives' preservation and automation conferences were held $257,500 on December 9 and 10, 1986; approximately 200 people attended These grants were used to fund the following: each conference. Registration fees totaling $8,570 were collected to cover University of Minnesota ...... $18,000 expenses. Fellowship in Archival Administration The National Commission on Library and Information Science (Department Jean Vance Berlin ...... 9,000 of Agriculture) donated $20,000 as a Fellowship in Historical Editing cosponsor for a cooperative training program for foreign conservators held University of Maryland ...... 50,000 June 1-5, 1987. Freedmen and Southern Society Project

Presidential Libraries University of California 32,500 Marcus Garvey Papers The annual investment income from the bequest of the late Professor Institute for Research in History ...... 45,000 George Beeke-Levy, of Pittsburgh, PA, Margaret Sanger Papers to the Franklin D. Roosevelt Library Gift Fund amounted to $6,788. The Florida State University 35,000 income is paid biannually to the The Black Abolitionist Papers Franklin D. Roosevelt Four Freedoms 84 University of Massachusetts ...... 26,666 Papers of Elizabeth Cady Stanton and Susan B. Anthony University of Wisconsin Foundation ...... 17,300 Documentary History of the Ratification of the Constitution and the First Federal Elections University of California 25,000 Emma Goldman Papers

University of Wisconsin ...... 18,000 Fellowship in Historical Editing George Washington University ...... 8,333 Documentary History of the First Federal Congress, 1789-1791 $284,799

85 Gift Fund Balance Sheet

1987* 1986 ASSETS Current Assets: Cash...... $ 248,452 $ 215,706 Investments ...... 1,758,975 1,710,553 Accounts Receivable ...... 907 27 Accrued Interest Receivable ...... 0 6,067 Advances ...... (50) 100 Prepaid Expenses ...... 15 (149) Total Current Assets ...... 2,008,299 1,932,304

LIABILITIES Current Liabilities: Accounts Payable-Trade...... $ 25,876 $ 4,490 Total Liabilities...... $ 25,876 $ 4,490

FUND Fund Balance...... $1,982,423 $1,927,814 Total Liabilities and Fund Balance...... $2,008,299 $1,932,304

•Preliminary Report

86 Gift Fund Statement of Availability

1987* 1986

Balances Available October 1 ...... $1,927,814 $1,733,357

Increases of Availability: Grants and Donations ...... 420,736 296,991 Interest on U.S. Securities...... 138,228 148,238 Other Donations ...... 36,222 32,736

Total Available ...... $2,523,000 $2,211,322

Decrease of Availability: Travel and Transportation ...... 10,194 7,769 Supplies and Materials ...... 16,799 8,367 Equipment Rental ...... 0 0 Printing and Reproduction ...... 1,757 1,244 Payments to Commercial Contractors ...... 122,923 91,846 Payments to Other Agencies or Funds ...... 290,317 174,271 Commercial Telephone and Toll ...... 0 11

Total Decrease ...... $ 441,990 $ 283,508

Adjustments to Prior Years Operations ...... 238,023 0

Ending Balances Available ...... $1,842,987 $1,927,814

•Preliminary Report

87 Appendixes Appendix A Organization Chart for the National Archives

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

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

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

89 Appendix B Personnel on Board All Funds As of September 30, 1987

WASHINGTON, DC NATIONWIDE AREA FIELD OFFICES 1UfAL PROGRAMS: Perm Other Total Perm Other Total Perm Other Total Records Centers 143 60 203 634 987 1,621 777 1,047 1,824 Archives & Related 511 40 551 63 33 96 574 73 647 Public Programs 79 7 86 0 0 0 79 7 86 Records Administration 41 1 42 0 0 0 41 1 42 Presidential Libraries 50 6 56 174 56 230 224 62 286 Federal Register 72 2 74 0 0 0 72 2 74 Records Declassification 31 8 39 9 0 9 40 8 48 National Historical Publications & Records Commission 13 1 14 0 0 0 13 1 14 -­ TOTALS 940 125 1,065 880 1,076 1,956 1,820 1,201 3,021

90 Appendix C Obligations by Program Area (in thousands)

Archives and Presidential Related Services Libraries $36,932 36%

Federal Register $4,256 4%

...... Records Centers NHPRC $36,984 $826 37% 1%

TOTAL: $101,202* •Numbers may not agree with the FY 1989 President's budget because interest ($67,000) earned on grant funds was inadvertently reported as reimbursable income to the National Archives.

Appendix D Obligations by Major Elements (in thousands)

Space Costs Grants $31,869 $3,871• 31% 4%

Supplies and Services $7,768 Communications, Utilities, 8% and Equipment Rentals $2,629 3%

Personnel Compensation and Benefits $49,707 49%

TOTAL: $101,202* •Numbers may not agree with the FY 1989 President's budget because interest ($67,000) earned on grant funds was inadvertently reported as reimbursable income to the National Archives.

91 Appendix E Obligations by Object Classification

Direct Operating Expenses (in thousands)

Full-Time Permanent Employees' Salaries~~~~~~~~~~~~~~~~~~~~--~-~~-~-­ $39,601 Other Than Full-Time Permanent Employees' Salaries--~------~----~----­ 3,125 Other Personnel Compensation 937

Total Personnel Compensation 43,663

Personnel Benefits ___~------~---­ 6,044

Travel and Transportation of Persons------~------­ 343 Motor Pool Travel------­ 71 Transportation of Things------­ 154 Rent______~------~-----~------­ 18,367 Communications, Utilities, & Equipment Rentals ------~------­ 2,629 Printing & Reproduction ______~------­ 1,723 NARA Building Operations & Other Rent 4,317 Presidential Libraries' Operations & Maintenance------­ 7,411 Recurring Reimbursable Space Costs ______787 Nonrecurring Reimbursables 299 Preservation Services------­ 756 Other Services: Commercial Contracts ______3,155 ADP Studies & ADP Maintenance Services------­ 1,063 Accounting & Payroll Services 730 Supplies & Materials ------­ 2,084 Equipment 3,007 Land & Structures______629 Grants, Subsidies, & Contributions------­ 3,871* Insurance Claims & Indemnities------­ 99

1DTAL, Direct Obligations $101,202* *Numbers may not agree with the FY 1989 President's budget because interest ($67,000) earned on grant funds was indvertently reported as reimbursable income to the National Archives.

92 Appendix F Customer Reimbursements (in thousands) Internal Revenue Service $13,770 74%

National Archives Trust Fund Board $2,161 12%

Social Security Administration $832 4%

Other $1,928" 10%

TOTAL: $18,691* "Numbers may not agree with the FY 1989 President's budget because interest ($67,000) earned on grant funds was inadvertently reported as reimbursable income to the National Archives.

Appendix G Preservation Obligations (in thousands)

Land and Equipment Supplies $1,153 $1,045 17% 15%

Contracts $756 11% Personnel $3,929 56%

Travel, Rent, Communications, and Printing $62 1%

TOTAL: $6,945 Appendix H Archival Holdings by Unit Total Holdings (Cubic Feet)

Balance Transfer Unit 9/30/86 Accession Accretion in

Washington, DC, area branches Diplomatic Branch 52,282 117 14 0 General Branch 215,936 139 351 3,953 Judicial, Fiscal, and Social Branch 115,016 1,365 617 699 Scientific, Economic, and Natural Resources Branch 141,535 1,046 178 370 Library and Printed Archives 19,988 0 0 21 Legislative Archives Division 48,113 424 0 0 Military Field Branch 204,016 8,326 1 1,839 Military Projects Branch 231,805 2,690 0 1,479 Military Reference Branch 4,758 0 0 0 Military Service Branch 75,917 0 0 0 Cartographic and Architectural Branch 22,460 6 0 421 Motion Picture and Sound and Video Branch 34,617 833 3 19 Still Picture Branch 12,264 22 0 15 Machine-Readable Branch 220 18 2 0

DC-area totals 1,178,927 14,986 1,166 8,816

Field Branches Boston Branch 14,990 152 167 713 New York Branch 62,139 745 114 146 Philadelphia Branch 35,173 993 1,213 409 Atlanta Branch 39,004 1,716 1,832 1,280 Chicago Branch 50,227 0 189 512 Kansas City Branch 27,080 291 205 206 Fort Worth Branch 42,412 3,159 35 350 Denver Branch 14,122 50 0 227 Los Angeles Branch 14,324 794 3 264 San Francisco Branch 23,103 110 1 101 Seattle Branch 23,505 2,129 371 103

Field Branch totals 346,079 10,139 4,130 4.311

Office of the National Archives NATIONWIDE TOTALS 1,525,006 25,125 5,296 13,127

94 Other Total Transfer Other Total Increase Increase Disposal Out Decrease Decrease

10 141 0 44 1 45 52,378 3 4,446 4 1,079 1 1,084 219,298 17 2,698 0 647 38 685 117,029 131 1,725 82 5,377 8,879 14,338 128,922 254 275 0 2 255 257 20,006 0 424 0 0 0 0 48,537 967 11,133 1,161 2,482 5 3,648 211,501 0 4,169 0 1,850 2 1,852 234,122 0 0 0 0 0 0 4,758 0 0 0 0 0 0 75,917 4 431 0 67 3 70 22,821 1 856 0 0 0 0 35,473 1 38 59 2 0 61 12,241 1 21 0 0 0 0 241

1,389 26,357 1,306 11,550 9,184 22,040 1,183,244

21 1,053 23 0 0 23 16,020 116 1,121 0 0 119 119 63,141 0 2,615 0 0 0 0 37,788 0 4,828 0 353 12 365 43,467 0 701 0 0 0 0 50,928 379 1,081 0 0 0 0 28,161 5 3,549 0 0 5 5 45,956 11 288 0 0 0 0 14,410 13 1,074 0 0 0 0 15,398 0 212 0 254 0 254 23,061 0 2,603 0 0 1 1 26,107

545 19,125 23 607 137 767 364,437

1,934 45,482 1,329 12,157 9,321 22,807 1,547,681

95 Appendix I

Archival Holdings by Number of Items Still Motion Sound Video TRANSACTION Pictures Pictures Recordings Recordings

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

Accession 10,539 289 9,199 2,131 Accretion 6,017 9 66 0 Transfer In 14,594 159 223 0 Other Increase 1,363 78 117 0

TOTAL INCREASE 32,513 535 9,605 2,131

Disposal 18,200 0 0 0 Perm Withdrawal 0 0 0 0 Transfer Out 8,714 156 223 0 Other Decrease 2 0 0 1

TOTAL DECREASE 26,916 156 223 1

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

16mmNEG 16mmPOS 35mmNEG 35mmPOS TRANSACTION MICROFILM MICROFILM MICROFILM MICROFILM

BALANCE, 9/30/1986 107,151 16,139 98,689 27,293

Accession 13 0 5 0 Accretion 0 0 0 0 Transfer In 0 0 0 0 Other Increase 0 0 0 0

TOTAL INCREASE 13 0 5 0

Disposal 0 0 0 0 Perm Withdrawal 0 0 0 0 Transfer Out 6,425 0 0 0 Other Decrease 0 0 0 0

TOTAL DECREASE 6,425 0 0 0

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

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

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

0 129 2,741 0 1,240 213 0 10 679 871 0 0 0 1 4,385 19,815 528 0 0 0 774 17 198 0

0 140 8,579 20,703 1,966 213

0 0 0 200 0 0 0 0 0 0 0 0 0 1 4,385 0 528 0 0 0 2,005 0 0 0

0 1 6,390 200 528 0

107 1,417 1,595,945 310,159 9,749,770 1,723

MICRO­ OfHER lUfALS FICHE MICROFORMS ITEMS

13,657 40,791 17,453,276

102 650 0 0 0 650 0 0

102 1,300

0 0 0 0 0 650 13,657 0

13,657 650

102 41,441 17,475,934

97 Appendix J Holdings of Presidential Libraries by Unit

HOOVER ROOSEVELT TRUMAN EISENHOWER

ACCESSIONS & HOLDINGS PAPERS (Pages) Personal Papers 6,578,850 16,449,678 13,411,624 19,284,851 Federal Records 108,167 716,000 709,600 689,300 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) 34,279 131,094 86,269 193,028 Film (Feet) 151,591 309,476 325,604 603,945 Video Tape (Hours) 14 28 71 42 Audio Tape (Hours) 240 1,024 265 909 Audio Discs (Hours) 73 1,107 240 238

ORAL HISTORY Pages 11,245 3,120 46,733 30,574 Hours 0 84 1,349 766

MUSEUM OBJECTS 4,501 23,363 24,384 29,218

PRINTED MATERIALS Books (Volumes) 24,669 44,637 40.456 22,076 Serials 27,637 32,089 73,223 35,445 Microform 1,402 2,457 1,464 5,151 Other 1,562 86,107 91,481 24,017

98 KENNEDY JOHNSON NIXON FORD

26,753,486 28,678,254 784,000 17,539,555 26,194,030 155,674,328 641,880 2,837,888 912,000 403,000 131,000 7,148,835 4,000 0 44,414,000 0 0 44,418,000

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

125,985 608,122 435,000 311,474 1,500,000 3,425,251 7,038,422 824,746 2,200,000 778,100 1,120,080 13,351,964 1,017 6,736 3,900 1,073 1,434 14,315 6,893 12,566 1,490 1,053 2,000 26,440 711 802 0 3 0 3,174

36,437 51,034 2,200 173 606 182,122 1,654 2,247 228 8 148 6,484

16,802 35,870 21,750 4,466 40,000 199,554

70,733 15,352 9,000 8,767 1,350 237,040 11,692 3,938 0 40 3,247 187,311 3,591 3,732 0 545 6,453 24,795 10,448 13,958 0 2,026 7,409 237,008 Appendix K Use of Presidential Libraries 1987

Researchers• Researcher Daily Visits Museum Visitors

Hoover 287 616 53,690 Roosevelt 791 1,172 189,335 Truman 1,095 1,369 168,645 Eisenhower 425 784 95,895 Kennedy 2,502 2,016 256,790 Johnson 1,037 2,455 419,595 Nixon 749 819 0 Ford 389 625 97,812 Carter 246 569 190,388 Total 7,521 10,425 1,472,150

•Includes Mail Researchers

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

Operations & Repair & Recurring and Program Maintenance Alteration Nonrecurring Common Total LIBRARY Costs Costs Costs Reimbursables 1 Distributable 2 Rent Costs

Hoover $518 $ 223 $ 80 $ 0 $ 0 $ 0 $ 821 Roosevelt 593 529 21 0 0 0 1,143 Truman 743 730 330 0 0 0 1,803 Eisenhower 719 703 186 0 0 0 1,608 Kennedy 783 1,073 511 0 0 33 2,400 Johnson 936 1,092 28 0 0 0 2,056 Nixon 714 0 0 39 0 57 810 Ford 637 828 253 0 0 0 1,718 Carter 726 748 76 0 0 0 1,550 Central Office, Planning & Direction, & White House Liaison 877 87 0 0 416 248 1,628

IDTALS $7,246 $6,013 $1,485 3 $39 $416 $338 $15,537

Less: NARA Operations & Maintenance -87 $5,926

1 Building services in addition to rent 2 Proportionate share of central office support services 3 Repair and Alteration Costs includes $485K for Kennedy Library from the 114X account

101 Appendix M Publications of the Office of the Federal Register

Federal Register Public Papers 249 issues of the Presidents 49,071 pages Ronald Reagan 1984 Vol. I 1,036 pages

Code of Federal Regulations Slip Laws 168 books 3,107 pages 102,229 pages

United States The United States Statutes at Large 1984 Government Manual 3 books 1987/1988 3,735 pages 891 pages

Privacy Act Issuances Weekly Compilation 3 books of Presidential 2,400 pages Documents 53 issues 2,415 pages Finding Aids 29 issues 5,947 pages

Guide to Record Retention Requirements Revised as of January 1, 1986 355 pages-Supplemented as of January 1, 1987

102 Appendix N Records Scheduling and Appraisal

In addition to the agency scheduling activities described in Records appraised for transfer to the National Archives: the body of this report, many agencies developed or updated Approximately 400 original ink-on-linen drawings of records schedules covering significant programs and facilities at the Navy's Great Lakes Naval Training Center, submitted them to the National Archives for approval; prepared between 1905 and 1911 by the firm of prominent agencies also offered for transfer to the National Archives Chicago architect Jarvis Hunt. valuable collections of Records of the Foreign Claims Settlement Commission records. relating to the settlement of claims by U.S. citizens against Agency scheduling accomplishments: the Socialist Republic of Vietnam and the Government of The Agency for International Development three-part Czechoslovakia. comprehensive schedule for records of its headquarters and National Park Service drawings of the Filene Center I, the overseas missions and for electronic records. first amphitheater built at Wolf Trap Farm Park. The National Aeronautics and Atmospheric Administration Liberty Loan campaign buttons from World War I, schedule that provides for future transfer to the National transferred from the Bureau of Public Debt. Archives of photographs of the lunar surface taken during Magnetic tapes containing data about Navy officers and Lunar Orbiter Missions I-V, ending in 1967. enlisted personnel, 1979-85, which will be useful for a wide The first schedule completed by the Federal Labor variety of demographic studies. Relations Authority, which covers all of the agency's records, Navy ship movement charts for the Caribbean during the including unfair labor practices and representation cases. period of the Bay of Pigs invasion and the Cuban missile The comprehensive schedule covering textual records of crisis. the Arms Control and Disarmament Agency (ACDA). An Background papers accumulated by historian Thomas Troy unusually high proportion of these records was appraised as in connection with his study of William (Wild Bill) Donovan permanently valuable, due to the important nature of ACDA and the origins of the CIA. activities. Army documents provided to litigants in the Westmoreland As an exception to the General Records Schedules, a v. CBS libel suit. These records document the strength of the 50-year retention period for Air Force contracts that pertain Vietcong and North Vietnamese forces and show how this to particularly hazardous activities, such as the construction information was perceived by high Army officials. of Intercontinental Ballistic Missiles. Records of former Secretary of Labor Raymond J. Approval of 41 schedules submitted by the Environmental Donovan, 1981-84. Protection Agency, including 407 new or revised records series.

103 Appendix 0

Holdings of Federal Records Centers

Millions of Cubic Feet 16

w: 14

;::l u 12

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

104