THE LIBRARY OF THE UNIVERSITY OF NORTH CAROLINA

THE COLLECTION OF NORTH CAROLINIANA

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THIRTY-FIFTH BIENNIAL REPORT

THE NORTH CAROLINA DIVISION OF ARCHIVES AND HISTORY

4 19724974 COVER— Jewelry made from copper taken from the old roof of the State Capitol was handcrafted by Stuart Nye of Asheville. Two of several designs sold by the Division of Archives and History are pictured on the cover. (This photograph by the News and Observer; all others in this report by the Division of Archives and History. ) THIRTY-FIFTH BIENNIAL REPORT OFTHE NORTH CAROLINA DIVISION OF ARCHIVES AND HISTORY

July 1,1972 through June 30, 1974

Raleigh Division of Archives and History North Carolina Department of Cultural Resources 1974 DIVISION OF ARCHIVES AND HISTORY

DEPARTMENT OF CULTURAL RESOURCES

NORTH CAROLINA HISTORICAL COMMISSION

T. Harry Gatton, Chairman, Raleigh

Miss Gertrude Sprague Carraway, New Bern

Gordon S. Dugger, Chapel Hill

Frontis W. Johnston, Davidson

J. C. Knowles, Raleigh

Hugh T. Lefler, Chapel Hill

Edward W. Phifer, Jr., Vice-chairman, Morganton

For list and terms of office of members of the North Carolina Histori- cal Commission, see Appendix I, p. 77. :

STATE OF NORTH CAROLINA Department of Cultural Resources Raleigh 27611

To His Excellency James E. Holshouser, Jr. Governor of North Carolina

Dear Governor Holshouser

I have the honor to transmit herewith the Thirty-fifth Biennial Report of the North Carolina Division of Archives and History for the period July 1, 1972, to June 30, 1974.

Although a biennial report for the Division of Archives and History is no longer required by the General Statutes of North Carolina, the series of reports beginning in 1904 is a signifi- cant record of archival and historical matters within North Carolina. For this reason, it was decided to continue them, with this report as the most recent addition to a distinguished series.

Respectfully sxibmitted.

Grace J. Rohrer Secretary

Raleigh, North Carolina June 30, 1974

CONTENTS

Division of Archives and History 1

Archives and Records Section 9

Historic Sites and Museums Section 31

Historical Publications Section 57

Archaeology Section 65

Tryon Palace Section 71

APPENDIXES:

ADMINISTRATION

I. The North Carolina Historical Commission 77

II. Appropriations and Expenditures, 1972-1974 78

III. List of Employees, Showing Name and Title (and Period of Service if Less than the Full Biennium) 79

IV. Publications of Staff Members 88

ARCHIVES AND RECORDS SECTION

V. Archives Accessions, July 1, 1972-June 30, 1974 95

VI. Local Records Program Microfilm Operations 157

VII. Records Disposition and Servicing in the State Records Center 158

VIII. State Records Microfilm Project Production 160

IX. Newspapers Microfilmed During Biennium 163

HISTORIC SITES AND MUSEUMS SECTION

X. Capital Improvements at State Historic Sites (State Appropriations) 165 XI. National Park Service Preservation Grants, 1972-1974 . . . 167

XII. Status of North Carolina Properties with Respect to National Register of Historic Places 169

XIII. Legislative Grants-in-Aid for Special Restoration and Construction Projects, 1972-1974 178

XIV. New Highway Historical Markers Approved 181

XV. Smith Richardson Foundation Challenge Grants, 1973-1974 . . 184

XVI. Museum of History Accessions 186

XVII. Attendance at State Historic Sites 191

HISTORICAL PUBLICATIONS SECTION

XVIII. Publications Issued by the Division of Archives and History, 1972-1974 193 BIENNIAL REPORT

DIVISION OF ARCHIVES AND HISTORY July 1, 1972-June 30, 1974

Thornton W. Mitchell, Acting Director

The keynote of this biennium was "reorganization." Following approval of the Executive Organization Act of 1971, the Department of Archives and History became a part of the Department of Art, Culture and History when it was established in February, 1972. At that time, managerial and executive responsibilities were transferred to the secretary of the new department. Effective July 1, 1972, the former department became the Office of Archives and History, a name under which it operated for a year. On May 14, 1973, further reorganization legislation was ratified, and the statutory responsibilities formerly vested in the Department of Archives and History came under the jurisdiction of the renamed Department of Cultural Resources on July 1. The former Executive Board of the Depart- ment of Archives and History became the North Carolina Historical Commission with advisory powers, and all statutory authority was granted to the secretary of cultural resources.

At the same time and as a result of reorganization, administrative and facilitative functions passed to and became the responsibility of the department. Budget and personnel are controlled by the secretary, and administrative services are handled by departmental staff. There have been, not unexpectedly, some problems resulting from centralized functions; but these problems have not been insuperable, and most of them have been solved with a minimum of effort.

Membership of the North Carolina Historical Commission (formerly the Executive Board of the State Department of Archives and History) remained unchanged un..il February 28, 1974, although Mr. Josh Home retired as chairman October 17, 1972, and was succeeded in that capacity by Mr. Harry Gatton. Although their terms of office expired March 31, 1973, Dr. Fletcher M. Green and Mr. Josh L. Home continued to serve until February 28, 1974, when they were succeeded by Dr. Frontis W. Johnston of Davidson College and Mr. J. C. Knowles of Raleigh, respectively. The division was saddened by Mr. Home's death March 15, 1974. Mr. Harry Gatton continued to serve as chairman of the Historical Commission by appointment of the governor. 2 Thirty-fifth Biennial Report

There were, in addition, a number of changes in the staff of the division. Mr. C. F. W. Coker resigned as state archivist, effective August 17, 1973, to accept a position with the National Archives and Records Service, Washington, D.C., and was succeeded by Dr. Thornton W. Mitchell who served as head of the State Records Branch, 1961-1970, and as records management consultant in the Department of Administration, 1970-1973. Mr. John G. Zehmer, Jr., who became historic sites and museums administrator August 1, 1972, resigned effective January 31, 1974, to accept a position as architectural historian for Richmond, Virginia; he was succeeded as acting administrator by Mr. Bruce MacDougal. Mrs. Joye E. Jordan, formerly adminis- trator of the North Carolina Museum of History and later historic sites and museums administrator, became assistant director of the division August 1, 1972, and retired after more than thirty years of service on June 30, 1974. Mr. Fred F. Harbin, assistant director, who became chief of the Historical and Commemorative Commissions Section on August 1, 1972, trans- ferred to the W. W. Holding Technical Institute effective June 13, 1973. Dr. Stephen Gluckman, formerly on the faculty of Howard University, Washington, D.C., became state archaeologist upon creation of the Archaeology Section September 1, 1973. Dr. H. G. Jones, division director, resigned effective January 31, 1974, and was succeeded by Dr. Mitchell as acting director.

The work of the division during the biennium was marked by increasing workload and by the effects of inflation. The inflationary spiral hit hardest those programs of the division dependent on outside supplies and services. The cost of micro- film, an essential element of state and local records programs administered by the division, increased sharply by more than 16 percent, with further increases anticipated. Folders and record containers used in the State Archives increased in price. Supplies used by the Museum of History in building and installing interpretive exhibits moved sharply upward in cost and became increasingly difficult to obtain. Delivery time on Plexiglas required for an exhibit, for example, was 360 days. Perhaps the most seriously affected by inflation was the Historical Publications Section as the result of increases in the cost of printing and paper. Publication of the North Carolina Historical Review on Permalife paper was discontinued, for example, because of uncertain quality and high cost. Cost of documentary volumes escalated to the degree that merely to recover printing costs the books had to be almost priced out of the market. Continued inflation without appropriations adjusted accordingly can only result in curtailed and reduced programs.

In regard to workload, requests for assistance in the North Carolina State Archives, both in person and by letter, increased; all aspects of operations in the State Records Center moved sharply upward; the Museum of History faced the task of Director's Report 3

designing, building, and installing four major interpretive exhibits in the next two years; five state historic sites were in various stages of development at the end of the biennium; reviews of environmental assessments and environmental impact statements approximated 100 per month; the number of archaeo- logical surveys increased beyond the capability of the archaeo- logy staff. In many respects, it was becoming increasingly difficult to maintain work of high quality in the face of increasing quantity.

The continuing interest in historic preservation, sparked in part by the approaching bicentennial of the American Revolu- tion, continued to occupy a disproportionate amount of time of the division. During the 1973 session of the North Carolina General Assembly, twelve state grants-in-aid totaling $227,500 were approved and during the 1974 session three grants totaling $75,000 were agreed to. During the biennium, the state thus made available $302,500 for the restoration of fifteen historic properties in North Carolina. All of these state grants-in-aid were on a dollar-for-dollar matching basis.

During the same period, $258,609 was made available by the National Park Service for matching grants under the provisions of the Historic Preservation Act of 1966. Although twenty-two grants were made, nineteen properties received assistance since three properties received a grant during each of the two years. The division also continued to administer restoration grants for the Richardson Foundation, which has played an outstanding role in the cause of historic preservation in North Carolina. Grants made for 1973 totaled $35,000 for seven projects and for 1974, $7,384 for three projects.

With the matching provisions upon which all of these grants were contingent. North Carolina thus during the biennium invested $1,226,986 in the preservation of its physical heritage through historic restoration.

Responsibilities of the director under the National Historic Preservation Act of 1966 continued to be time consuming. Dr. Jones served as state historic preservation officer until February 28, 1974, when the governor named Dr. Mitchell acting state historic preservation officer to carry out the duties assigned to the state by federal law. In addition to recommend- ing nominations to the National Register of Historic Places and commenting on an increasing volume of environmental impact statements and environmental assessments, the North Carolina Historic Preservation Plan was entirely revised and a 600-page inventory of historic properties prepared for submission to the National Park Service. The annual supplement was also prepared and submitted; this determines the annual allocation of funds for preservation activities. —

4 Thirty-fifth Biennial Report

At the end of the biennium, the division was preparing to assume responsibility for the Thomas Wolfe Memorial, Asheville, as a state historic site. Following negotiations between Dr. Jones; Mr. Ernest Ward, Asheville city manager; and Mr. Fred W. Wolfe, Thomas Wolfe's only surviving brother, legislation was introduced in the 1974 General Assembly to fund the Thomas Wolfe Memorial as a state historic site. Although the North Carolina Historical Commission strongly endorsed the proposed legislation, it was approved with the funding provisions deleted and without funds for restoration. The division planned to take over the property on an interim basis, hoping for adequate funding in the future.

The development of Reed Gold Mine continued under the supervision of the director's office. In October, 1972, Geo- logical Resources, Inc., of Raleigh finished a comprehensive survey of the underground workings at Upper Hill and recommended opening of the subterranean network in three phases. Meanwhile, the lengthy report on technology at Reed and other gold mines was completed. At the instigation of the director, leading citizens of Cabarrus and nearby counties in early 1973 formed the Gold History Corporation, a nonprofit charitable group supporting the site. The corporation began plans for a fund- raising campaign. In July, 1973, the first members of a permanent staff were assigned to the site to begin the enormous physical task of cleaning up 822 long-neglected acres. Soon thereafter the director selected a designer for the $323,000 worth of new buildings planned for the site— a visitor center- museum, manager's residence, and maintenance building. In addition, a major portion of $330,000 appropriated by the 1973 General Assembly for general development of the mine was allo- cated for underground stabilization at Upper Hill. As the biennium closed, the designs for both the structures and the underground workings were almost in final form. Approximately 1,200 people visited the site, officially closed for development, from January through June, 1974.

Continuing his efforts toward acquisition of Duke Homestead, which were begun in the previous biennium, the director persuaded leading citizens of Durham to found the Tobacco History Corpo- ration in support of the homestead as a state-owned site. Leaders of the corporation adopted a goal of $250,000 to be raised for its educational programs. The 1973 General Assembly appropriated $285,000 for capital improvements — a visitor center-museum, manager's residence, and maintenance building at the site. Architects began designing the structures late in the year. Meanwhile research was begun on tobacco history, the Dukes, and their farm. With these definite commitments toward creation of a state historic site, plans for formal acquisition proceeded. Liggett and Myers, Inc., purchased 6.74 Director's Report 5 acres of land which historically had been part of the Duke farm and donated the tract to the state in October, 1973, to be part of the site. The major portion of the state historic site— that 37.09 acres containing the house and outbuildings—was given to the state in January, 1974, by Duke University for use as a state historic site. The university continued to open the home for public visitation on a limited schedule until the end of the biennium. In the meantime, the architects almost completed designs for the new buildings, and a site manager was selected to join the staff July 1, 1974, upon turnover of responsibility for operation of the site from the university to the state.

The Historical Publications Section continued the distinguished program that began in 1909 with the publication of The Correspondence of Jonathan Worth. Severely curtailed by inflation and rapidly increasing printing costs, the section maintained the high quality of the North Carolina Historical Review and continued to issue documentary volumes that con- tribute to the scholarly life of the state. The activities of the section are reported in detail elsewhere in this report.

The Archives and Records Section continued to operate the North Carolina State Archives, the State Records Center, and a local records program that not only insured the preservation of significant county and municipal records but enabled local governments to increase the efficiency and economy of their operations. A new emphasis on its educational program and on its efforts to broaden its outreach to the people of North Carolina led the State Archives into a program of seminars, workshops, and institutes and into making research materials available on a broad basis throughout the state. The State Records program accelerated as responsibility was resumed for the total spectrum of records management. Additionally, an in-depth review was made of its entire approach resulting from recommendations of the Governor's Efficiency Study Commission.

The Historic Sites and Museums Section continued its functions of supervising historic preservation and restoration in the state and of identifying historic properties for possible nomination to the National Register of Historic Places. Developmental work on five state historic sites and operations at the remaining sites continued; visitation dropped in the early part of 1974 as the result of the gasoline crisis but was virtually back to normal at the end of the biennium. Upgrading of site manager positions as the result of the personnel classification study corrected a long-standing inequity. Open- ing of the mezzanine exhibits during the fall of 1973 completed the Museum of History for the first time since its galleries in the Education Building were closed in 1968. 6 Thirty-fifth Biennial Report

Archaeological activities sharply increased with approval of legislation by the 1973 General Assembly establishing a broad-based program. The number of staff members was increased, and effective September 1, 1973, archaeological matters which had long been handled as part of the Historic Sites and Museums Section became the responsibility of the Archaeology Section. The underwater archaeological laboratory located at Fort Fisher became part of the new section. Details of archaeological exploration during the biennium are included in the report of the section which is part of this report. One of the most spectacular events in which the section participated, of course, was the discovery of the U.S.S. Monitor, the site of which had been sought for more than 100 years.

The Tryon Palace Section, located in New Bern, is respon- sible for the restored Tryon Palace Complex in cooperation with the Tryon Palace Commission. Two highly successful symposia were held, and the interpretive program of the complex continued to be strengthened. The entire division was saddened at the death of John A. Kellenberger , treasurer and financial officer of the commission, who with his wife had supervised and watched over the restoration and the operation of the palace.

During the biennium, the long-awaited and long-delayed study of the classification of the professional positions in the division was completed. In most instances, there was a pro forma increase of one or two steps in grade, with the most significant increases taking place in the historic site manager positions. The failure to recognize the comparative significance of archival positions was, perhaps, the greatest disappointment of the study.

Professional activities, in the participation of which the division has always taken pride, continued but on a limited basis because of the shortage of funds. Details are included in the reports of the various sections.

During the period he was director, Dr. Jones served as chairman of the National Historic Preservation Officers Policy Group and chaired meetings of the group in Washington, D.C.; San Francisco, California; Mackinac Island, Michigan; and Tallahassee, Florida. As a member of the Council of the American Association for State and Local History, he attended its meetings in Providence, Rhode Island, and Edmonton, Alberta, presenting a paper at the latter meeting on "Historic Preser- vation and the Human Environment." He continued as a member of the Council of the Institute of Early American History and Culture until May, 1973, as secretary-treasurer of the North Carolina Literary and Historical Association, and was named chairman of the Bylaws Committee of the American Association for State and Local History. Among speeches delivered were the Director's Report 7 following: "Collecting and Organizing Manuscripts" at the AASLH Museums Workshop, Augusta, Maine, June, 1973; and "Archival Resources" at the Institute on Editing of History, Washington, D.C., August, 1972. He also spoke at many meetings within the state. In February, 1974, he was presented the Halifax Resolves Award "for outstanding accomplishment in the field of historic preservation" by the Historic Halifax Restoration Association.

The Division of Archives and History ended the biennium on a bright and hopeful note. It has weathered reorganization with- out adverse effect; it has, in fact, been strengthened by the trials it has undergone. The record of the division since 1903 is a good one; the 1972-1974 biennium has proved that the record of the future will be equally good. The division will, undoubt- edly, continue to face problems just as it has in the past. But it now knows that it has the strength needed to solve them; and solve them it will. Thirty-fifth Biennial Report

Mr. J. C. Knowles, Raleigh (left), and Dr. Frontis W. Johnston, Davidson

College (center) , were sworn in as members of the North Carolina Historical Commission by Secretary of State Thad Eure on February 28, 1974.

This aerial view of the North Carolina State Capitol was made by photo- grapher Charles A. Clark after the copper on the roof had been removed and replaced. The old copper was used to manufacture jewelry, two pieces of which are shown on the front cover of this report. ARCHIVES AND RECORDS SECTION

Thornton W. Mitchell, State Archivist

The biennium was one of solid accomplishment for the Ar- chives and Records Section. A significant increase in services offered to the public, an innovative new educational program to acquaint its users with the resources of the State Archives, progress toward the completion of the second phase of the local records program, the awarding of bids for the long-awaited con- struction of the new State Records Center, the restructuring of the state records management program as the result of cancella- tion of the agreement transferring certain functions to the Department of Administration, publication of the fourth volume of North Carolina Troops, 1861-1865: A Roster, publication and subsequent revision of a guide to county records in the North Carolina State Archives— each of which individually is an impor- tant accomplishment —are only the highlights of this record of progress. The less dramatic events and the routine are reported in detail in the narratives of the branches which follow and in the appendixes which accompany this report.

Mr. C. F. W. Coker resigned as chief of the section effec- tive August 17, 1973, in order to accept an appointment to the staff of the National Archives and Records Service, Washington, D.C. Dr. Thornton W. Mitchell, formerly head of the State Records Branch and later records management consultant in the Department of Administration, was named chief of the section effective August 20, 1973.

Bids for the new State Records Center building were opened in May, 1973, but low bids exceeded the available funds by ap- proximately $400,000. Although the plans were revised by nego- tiation with the low bidders so that the building could be built within the available appropriation without adversely affecting its scope, construction was delayed pending a review of the decision to place it adjacent to the main Archives and History- State Library Building. In November, 1973, the location of the new building was studied by Mr. Robert Williams, director of the Florida Division of Archives, History, and Records Management, and by Dr. William E. King, archivist of Duke University. Fol- lowing their recommendation that the building be located as orig- inally planned, the Department of Administration requested and obtained additional funds for its construction. Bids were re- advertised and were opened in May, 197A; once again the low bids exceeded the available funds but revision of the plans by negoti- ation made it possible to proceed with construction and at the 10 Thirty-fifth Biennial Report end of the biennium, contracts were awarded.*

As the result of a recommendation made by Mr. Williams in his report concerning the new State Records Center building, negotiations were successfully completed on May 2, 1974, to re- turn the total spectrum of records management to the Archives and Records Section. De facto responsibility for records cre- ation, utilization, and maintenance was transferred by agreement to the Department of Administration effective July 1, 1970. Can- cellation of this agreement and recommendations made by the Governor's Efficiency Study Commission led to a study to restruc- ture the total records management program for state agencies for the purpose of increasing its viability.

The Local Records Branch made significant progress toward the completion of Phase II of its microfilming and transfer pro- gram for local records. Acceptance of the program is indicated by the fact that many counties, during Phase II, transferred records to the State Archives which they declined to transfer earlier. Plans were being made to reorient the local records program upon completion of Phase II. By that time, the manner in which essential permanent records are microfilmed will require different equipment and the program will also have to shift to- ward giving more attention to records management. In cooperation with the Administrative Office of the Courts, plans were being discussed to implement the schedules developed for the county clerks of court and requests were already being received for assistance in developing and installing new records systems. As the local records program is reoriented —a development that will require a number of years —additional funding will be required not only for staff but for travel so that analysts may spend the necessary assistance time in the counties.

The workload of the North Carolina State Archives showed a significant increase, both in visitors and in written requests for assistance. A material increase in the number of records and manuscripts accessioned made it impossible to keep their arrange- ment and description on a current basis. In addition, increasing attention was given to an educational program designed to ac- quaint users with the resources and facilities of the North Carolina State Archives. These included four genealogical work- shops for the Daughters of the American Revolution and the Daugh- ters of the Colonists, a two-day seminar for librarians of the community colleges and technical institutes purchasing core collections of county microfilm, short courses in archival meth- odology for institutions with newly established archives programs, and a four-day institute for advanced researchers. The institute, which attracted more than 100 applicants, some of whom were from places as far distant as California, was completely successful and will probably be repeated annually. Other educational

Construction began July 31, 1974, with completion scheduled October 31, 1975. Archives and Records 11 activities projected, as staff time is available to plan them, is an institute for beginning researchers and a seminar to strengthen creditability with the academic community.

One program to increase the outreach of the section and to make research materials more widely available involved the so- called core collection of county microfilm. In response to a request from the Department of Community Colleges which resulted from the system-wide courses in local history and biography, a list of what was considered the most significant microfilm for research purposes was prepared for each county. The number of reels varied from one to more than a hundred. These were then made available to the institutions of the community colleges system at minimal cost, and approximately 6,000 rolls of film were ordered. In addition, the State Library then ordered a com- plete set of core microfilm (3,606 reels) so that it will be available for inter library loans. When many of the public li- braries of the state asked to participate, the core collection program was also made available to them. At the end of the bi- ennium, the Technical Services Branch had a backlog of approx- imately 10,000 reels of microfilm to duplicate as the result of the success of this program.

The biennium saw only one change in the staff and functional organization of the section: two positions were transferred from the Department of Administration when the total records manage- ment function was returned in May, 1974. The branches of the section function as follows:

The Archives Branch operates the North Carolina State Ar- chives, including the Search Room and the Microfilm Reading Room, and assists visitors and researchers in obtaining information from records and manuscripts in the division's custody. Mr. Paul P. Hoffman is head of the Archives Branch.

The State Records Branch, which is located in the State Records Center at West Lane and North McDowell streets, is the principal records management agency for state government. It also administers the State Records Center and operates a central microfilming service for state agencies. Mr. Ronald E. Young- quist is the head of the State Records Branch.

The Local Records Branch is responsible for records manage- ment activities for county and municipal governments. It also transfers to the State Archives permanently valuable records no longer required for local administration and microfilms for secu- rity purposes those permanently valuable records left in county and municipal offices. Mr. Frank D. Gatton is head of the Local Records Branch.

The Technical Services Branch, which consists of the Doc- ument Restoration Laboratory, the Microfilm Processing Laboratory, and the Newspaper Microfilm Project and which furnishes supportive 12 Thirty-fifth Biennial Report

services to the other branches of the section, is headed by Mr. Roger C. Jones.

The Civil War Roster Project compiles and edits the multi- volume North Carolina Troops, 1861-1865: A Roster. Effective with the beginning of the new biennium, this project will be transferred to the Historical Publications Section, where it will become the Civil War Roster Branch. Mr. W. T, Jordan, Jr., is editor of the project.

ARCHIVES BRANCH

The 1972-1974 biennium in the Archives Branch was marked by an increase in the demand for its services and the implementation of a major new program. The biennium was one of solid progress in the fields of service to the public, arrangement and descrip- tion of records and manuscripts, and accessions of new and impor- tant collections. A broad-based educational program was begun, aimed at instructing the public in the use of archival materials. In cooperation with the Department of Community Colleges, in- struction was provided and the availability of resources was made known throughout the state. With no additions to the permanent staff, the Archives Branch was able to meet the increased demands for services but at the expense of postponing important arrange- ment and description projects and delaying replies to requests for information. Although the biennium was markedly successful, the branch had difficulty in providing services with its usual dispatch.

The number of researchers served in the Search Room in- creased by approximately 13 percent over the 1970-1972 biennium, reaching a total of 19,012. This figure represents an increase of 75 percent over the period when the new facility was opened in 1969. The number of letters received increased by approximately 10 percent over the previous biennium to 14,268, an increase of 38 percent since the new building was occupied. Increased use of the Search Room and demand for copies reduced efficiency of the public reference services of the Archives Branch, and the branch was clearly understaffed for the efficient accomplishment of this important function.

As of June 30, 1974, the Archives stacks were effectively filled to capacity with approximately 24,500 linear feet of ar- chival materials. No continuous shelving was vacant; county records were housed in areas originally designated for state agency records; certain state agency records were housed in Records Center boxes on the floor and in a storeroom; approxi- mately 1,100 cubic feet of accessioned archival records were housed in the State Records Center; and approximately 4,000 cubic feet of records scheduled for the Archives were being held in the Records Center for want of shelf space in the Archives. Comple- tion of shelving of the third level of the stacks was requested Archives and Records 13 in 1971 to avoid the situation; it is essential that the area be shelved to prevent a critical situation from becoming unmanage- able.

Accessions of records and manuscripts numbered 783 for the biennium, 121 more than for the previous biennium. Among signif- icant state records accessioned were Governors Papers, 1970-1972; General Assembly: Legislative Papers, Bills Passed and Failed, 1919-1967; Secretary of State: Applications for Trademarks, 1903- 1960, Primary Election Abstracts, 1926-1954, Oaths of Office, House of Representatives, 1939-1971; Files of the Executive Man- sion; Records of the North Carolina Sjmiphony Society; North Car- olina Entries for the National Register of Historic Places; and approximately 300 cubic feet of records of the Department of Social Services, 1919-1970.

Some significant additions to the collection of unofficial records and manuscripts during the biennium include: the Badgett Family Papers; the Augustus Clewell Letters; an addition to the Luther Hodges Collection; the Euticus Renn Collection, relating to the 1968 presidential candidacy of Eugene McCarthy in North Carolina; a substantial addition to the W. Kerr Scott Papers relating to Mrs. Mary W. Scott; the H. McGuire Wood Papers and the Frederick R. Mangold Papers, both relating to Black Mountain College; the Alida F. Fales Papers; the Thomas Newby Papers; the John Dalton Phillips Collection; the William G. Parker Papers; the Darrell L. Taylor Papers; the Dr. James Edward Smoot Collec- tion; and a letter from William W. Cooke relating to the trials of the Oregon Trail. Important accessions of organization rec- ords include those of the Good Samaritan Hospital, Inc., and the North Carolina Federation of Music Clubs.

In addition to the above, finding aids were prepared for the Archives collection of sound recordings and motion pictures, col- lections that previously had been undescribed. The Archives Branch also prepared descriptions of its significant collections for the National Union Catalog of Manuscript Collections pub- lished by the Library of Congress and American Literary Manu- scripts published by the University of Texas.

An important undertaking was the micropublication of physi- cist Reginald A. Fessenden's extensive papers relating to the early development of radio. The microfilm was nearly completed, and the Archives made plans to present a copy of the completed publication to the Public Archives of Canada, Fessenden's home country, at the meeting of the Society of American Archivists in Toronto in October, 1974. Another extensive microfilm undertaking was the annual updating of the W. Dallas Herring Papers relating to Dr. Herring's tenure as chairman of the Board of Education.

In addition to manning the Search Room and describing acces- sioned collections, a great amount of time was devoted to a pro- gram of public education in the use of archival resources. The 14 Thirty-fifth Biennial Report

Archives conducted conferences, workshops, seminars, and an in- stitute for advanced researchers. In addition, cooperation was continued with the Department of Community Colleges, and speak- ers were provided both in the field and at the Archives for the program on local history and biography. Approximately 2,000 members of the public were reached directly by the educational program since its inception in the fall of 1972.

A new undertaking for the Archives Branch was the execution of a week- long institute for advanced researchers. May 20-24, 1974, which was attended by twenty-nine people representing seven states. A great amount of time and effort was expended by the staff of the Archives Branch and from all indications the insti- tute was well received. It is the intention to repeat the insti- tute in 1975.

The Archives was host to the South Atlantic Archives and Records Conference in May, 1973. Representatives of South Caro- lina, Georgia, Florida, and Virginia attended as did representa- tives of the National Archives and Records Service and numerous private institutions.

Three exhibits were constructed in the biennium, one on the Archives and Records Program, which was first presented at the annual meeting of the Society of American Archivists in Columbus, Ohio, in October, 1972, and subsequently displayed in the North Hills Shopping Center, Raleigh, as a part of the "Salute to North Hills" week, October, 1973. Two small tabletop exhibits were constructed, one entitled "North Carolina and the Federal Consti- tution," and the other "Trademarks." These small exhibits were designed for portability; to draw attention to groups of records in the Archives; and for use in schools, libraries, and similar places throughout the state. They were displayed several times in different places as a part of the educational program.

A total of seven Archives Information Circulars was prepared during the biennium: Compiling a Genealogical History, by Hugh B. Johnston; The Study and Writing of a County or Local History; North Carolina Local History: A Select Bibliography, by George Stevenson; North Carolina Courts of Law and Equity Prior to 1868, by George Stevenson and Ruby D. Arnold; A Select Bibliography for Genealogical Research in North Carolina, by George Stevenson; Military Personnel Records in the North Carolina State Archives, 1918-1964; and Maps and Other Cartographic Records in the North Carolina State Archives, by George Stevenson. Extensive revision and republication was undertaken for two earlier Archives Infor- mation Circulars: North Carolina Census Records, 1784-1890, by Ellen Z. McGrew; and Records Relating to Tennessee in the North Carolina State Archives, by C. F. W. Coker. Circulation of Ar- chives publications increased greatly in the biennium. Archives and Records 15

LOCAL RECORDS BRANCH

The Local Records Branch is charged with the responsibility of developing and administering a program of archival preserva- tion and records management with all local governmental agencies throughout the state. In meeting the responsibilities levied by G.S. 121-5 and G.S. 132-8.1, the program offered assistance to all local governmental agencies in matters relating to the cre- ation, utilization, maintenance, preservation, and disposal of public records. The program was designed to provide essential security to records deemed to have permanent value and to provide a safe and orderly procedure for the transfer or disposal of records no longer required for administrative or historical pur- poses in the originating offices.

The two areas of involvement of the staff in conducting the program revolved around (1) microfilming for security the records of permanent value in the courthouses throughout the state and (2) the appraisal, arrangement, and description of records which had been transferred to the department for permanent preservation.

With the inception of the security microfilm program in the summer of 1959, microfilm camera operators began their visits to the courthouses throughout North Carolina to microfilm the per- manently valuable records created from the time of the counties' formation to the present. This phase of the microfilm program took almost twelve years to complete.

Immediately upon the completion of the first phase, the second phase of the program was begun. It is concerned with microfilming those records of permanent value which had been cre- ated since the previous filming visit to a county. To provide permanent security for these important records, this facet of the program will be a continuing one with a planned return microfilm- ing visit to each county once every three to four years. This program will not prevent the continued loss of original records to fire and other traditional causes, but it will effectively eliminate the catastrophic consequences of such losses.

Security microfilming under the second phase of the program progressed steadily. During the biennium, the records of forty- three counties were microfilmed: Alexander, Anson, Ashe, Bladen, Brunswick, Buncombe, Cabarrus, Caldwell, Caswell, Catawba, Chero- kee, Chowan, Columbus, Cumberland, Davidson, Davie, Forsyth, Gates, Haywood, Henderson, Iredell, Johnston, McDowell, Macon, Madison, Montgomery, New Hanover, Perquimans, Polk, Randolph, Richmond, Robeson, Rowan, Sampson, Stanly, Surry, Transylvania, Union, Watauga, Wayne, Wilkes, Wilson, and Yancey counties. As of June 30, 1974, phase II microfilming had been completed in sixty- two of the 100 counties.

In their work in these counties during the biennium, camera operators exposed 3,837 reels of microfilm which contain 9,253 16 Thirty-fifth Biennial Report volumes and over 4.5 million pages of valuable administrative and historical records.

While work was going on in the counties, municipal officials were invited to have their minutes and other records of histori- cal value microfilmed for security. During the biennium, the minutes of eleven municipalities were microfilmed: Asheboro, Bessemer City, Creedmoor, Dallas, Elizabeth City, Gastonia, Glen Alpine, Mt. Airy, Oxford, Raleigh, and Walnut Cove. Greater acceptance of this program by the municipalities is a major goal for the coming biennium.

The churches of the state were offered the opportunity of having their records microfilmed for security, a service provided without cost to the participating churches on condition that time and funds were available for the work. This filming ensured the preservation of an important segment of the life of North Caro- linians. During the biennium, the records of 114 churches were microfilmed, and the negatives were filed in the security vault.

Microfilm created by branch microfilmers continued to be processed by the Technical Services Branch and then sent to the Local Records Branch for inspection, arrangement, correction, and other required handling. As the microfilm was received from counties now in phase II operations, it was arranged and merged with existing film created under the first microfilming phase. During this process, branch personnel renumbered the entire col- lection of security microfilm for each county to reflect the current indexing system. The old identification system did not permit easy assimilation of other records. The new system will permit the additi n of records for future years in a logical and simplified manner.

Under the auspices of the Uniform Judicial Department Act of 1965, the clerks of superior court are required to record on 16mm microfilm documents which have continuing value. The arrange- ment requires that two reels of microfilm be exposed simulta- neously in the camera and the film be processed by the Eastman Kodak Company in Charlotte. One copy of this film is returned to the clerk in the originating county and the other reel is sent to the State Archives for security storage. During the biennium, the branch received, listed, and filed in the security vault 2,255 reels of this microfilm. In addition, 1,922 reels were received from other sources and filed in the security vault.

The repair of records of continuing administrative use in the counties continued to be an appreciated facet of service to the local officials. Records that required it were repaired and restored by the Barrow method of lamination and were rebound by a commercial binder without cost to the local agency involved. After such repair, the records are serviceable for many years to come. During the biennium, 72,872 pages of local records were restored by lamination. The contractural relationship with Archives and Records 17

Heckman Bindery, Inc., North Manchester, Indiana, was continued during the biennium; and the firm rebound 204 volumes of valuable county records. Since the local records program began in 1959, over 837,000 pages of permanently valuable records have been re- stored, and over 2,350 volumes have been rebound, all without cost to the local agencies involved.

Steady progress continued in the work of appraising, arrang- ing, and describing original local records. During the biennium, work was completed on 1,547 Fibredex boxes of unbound records which were received by the branch during the current and preced- ing bienniums. All of these were transferred to the State Ar- chives for public use. Some of the groups worthy of special note were the records of Camden, Davidson, Gates, Orange (Hillsborough District Superior Court), Wayne, Wilson, and Yadkin counties.

The transfer of vast quantities of valuable records from the courthouses throughout the state continued during the biennium. The transfer of such records is vital for two reasons. First, it ensures that records of continuing value are properly preserved and second, it makes space available for the more efficient han- dling of current records in the offices of local government. Records totaling 938 bound volumes and 625 cubic feet of unbound records were received from the counties. Of these, bound volumes were repaired as necessary, arranged, described, and transferred to the State Archives for public use as they were received . A small quantity of the unbound records received during the bien- nium were also repaired as necessary, arranged, described, and transferred to the State Archives. Because of the large backlog of records received in previous bienniums, it was necessary to store most of the unbound records to await arrangement at a fu- ture period. Preference was given to groups of records which contained, or possibly contained, information about events of the American Revolution. Included in these were records of Orange, Gates, Johnston, and Wake counties.

A new classification was created for local records received from other than official sources. This classification alerts the user to the fact that the records have been out of official cus- tody. Eleven Fibredex boxes containing such records from numer- ous counties and court districts were received from various sources; these were appraised, arranged, and made available for public use immediately.

The head of the Local Records Branch and other staff members continued the practice of attending conventions of the various associations of local government officials and addressing the delegates briefly on the various aspects of the local records program. Such functions offered excellent opportunities to dis- cuss formally and informally local records problems of mutual con- cern. In addition to the conventions, eighty-six visits were made to North Carolina counties and municipalities to discuss specific records matters. 18 Thirty-fifth Biennial Report

The conventions and visits enabled the branch to become bet- ter acquainted with local officials and to keep abreast of their problems. It also provided an excellent means of acquainting local officials with the functions and capabilities of the depart- ment and the services provided in their behalf. From this rela- tionship came a feeling of mutual understanding and respect which contributed greatly to the success of the local records program.

The branch has done exceedingly well since its establishment in 1959 in its program of providing security to valuable local records by microfilming bound records and by appraising and arranging unbound records. In scope of program and in subsequent achievement, it has few peers. There is much work to be done, however, in the area of records management and in the role as adviser to local government agencies in matters pertaining to the creation and utilization of records. Many municipalities and certain county agencies need strong assistance and warm encour- agement to implement and carry out viable records management pro- grams. In determining practical solutions to their problems of recording, indexing, and retrieving documents, local officials are often bewildered as to the advisability of installing one particular system as opposed to another. Too, developing tech- nology in the industry always raises the fear that the system chosen may be utterly obsolete in a very short time. To meet the statutory obligation imposed, it is imperative that the branch keep abreast of the rapid developments in the equipment field and in the practical application of such equipment toward the solution of local agency problems.

STATE RECORDS BRANCH

The State Records Branch continued to conduct records man- agement programs for the identification, retention, preservation, and disposition of the records of state agencies, institutions, boards, and commissions; to operate a central microfilm service for state agencies including the creation and administration of a central microfile of engineering plans and drawings; and to administer the State Records Center as a low-cost repository for the semiactive and noncurrent records of state agencies.

For most of the biennium, records management activities re- lating to records creation, utilization, and maintenance in state agencies were not the responsibility of the branch. These acti- vities were transferred by an interdepartmental agreement dated June A, 1970, to the Department of Administration, as previously reported in the Thirty-fourth Biennial Report. The 1970 agree- ment was rescinded on May 2, 1974, at the recommendation of a consultant, and with the agreement of the secretary. Department of Administration. As the biennium closed, the records manage- ment program was returned to the posture and scope envisioned in 1961 and defined in Chapter 132-8.1 of the General Statutes. Archives and Records 19

The State Records Branch entered the biennium with emphasis centered on the records disposition aspects of the records man- agement program. This was done not only to comply with tne interdepartmental agreement mentioned previously but out of sheer necessity as well. Noncurrent records in state ag' 'cies must be transferred to the State Records Center when scheaaled as part of a sound records disposition program. As the biennium began, the State Records Center was filled to its desigrad capacity. The basic challenge was to determine how it would provide the re- quired space for noncurrent records storage and keep the records disposition program operating.

As a first step, a composite profile of the degree and scope of compliance with the records disposition schedule by each state agency was compiled. Included was an analysis of the schedule itself —when written, amended, or revised, governing statutes, audit requirements, date of last audit, and whether or not feder- ally related programs were involved. Next, all significant pro- gram changes, agency reorganizations, and new legislation involv- ing responsibilities and functions were studied to ensure that supportive and substantive records were identified in the current schedule. Then, the retention and disposition instructions in the schedule were reviewed to ensure they met the administrative, legal, and fiscal requirements and, where applicable, that fed- eral program directives were adequately provided for and complied with. Each amendment requiring updating, addition, or deletion was identified. This was followed by archival appraisal of each recor