Cover: The East Research Room, adjacent to the Central Research Room in the National Archives Building, can accommodate as many as 32 researchers at one time. In Fiscal Year 1989, 31,197 researchers used this Textual Research Room complex. (Photograph by Susan Amos.) Edited by Jill Brett and Shelby Bale Photography editor Susan Cooper THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Annual Report for the Year Ended September 30, 1989 Washington, DC Table of Contents ARCHIVIST'S OVERVIEW Chapter 1 Office of the Archivist ____ 3 Office of Inspector General ________________ 4 Archival Research and Evaluation Staff 4 Congressional Affairs Staff ___ 5 External Affairs Staff -----· 6 Legal Services Staff .. _________ 6 Public Affairs Staff------------·----- 8 Chapter 2 Office of Management and Administration______ 9 Financial Operations ____________ 9 Automation ----------------------­ 10 Program Evaluation----·---·--·-··----···---·-···----·- 10 Chapter 3 Office of Federal Records Centers _________ 12 Services to Federal Agencies _______ 12 Records Center Productivity----· 13 Reimbursable Agreements __________________ 13 Courtesy Storage of Papers of Members of Congress 14 Cost Study of the Federal Records Centers__ -·------------ 14 Improvements to Automated Systems ______________ 14 Permanent and Unscheduled Records Initiative 15 Holdings by Agency ____________________ 15 Chapter 4 Office of the Federal Register ___ 16 Services to the Federal Government _____________ 16 Services to the Public 17 Chapter 5 Office of Records Administration __________ 19 Standards 19 Agency Guidance and Assistance _______________ 19 Training__________________________ 20 Evaluations·-·-·-· ----·-----_____________ 21 Automation 23 Intergovernmental Records Project 23 Records Appraisal and Disposition_______________ 23 Chapter 6 Office of the National Archives___. 26 Transition and Reorganization 26 Description, Accessions, and Openings_ 28 Archival Information System ----·- --·-·-- ·-----··----·····-····-·---- 28 1920 Federal Population Census___ ·---·-···----·--····---- 28 Reference 28 Center for Electronic Records 29 Center for Legislative Archives 30 Records Declassification ____ ·····-·-·--··-··--·--·----·--····-··--·---·--·· 31 Regional Archives System 32 Regional Archives 34 iii Chapter 7 Office of Presidential Libraries.___________ 36 Joint Meeting of Advisory Committee and Library Directors ______ 36 Progress Toward the Reagan Library ____ 37 Final Presidential Records Act Rule Issued 38 Accessions and Openings ----··-·-------· 38 Grants and Awards 39 Lectures and Symposia ______. _______ _ 39 Exhibitions _________ 41 School Programs__ _ _____ 43 Staff Appointments 43 Chapter 8 Office of Public Programs_______ 45 Exhibitions -------·------- 45 Educational Programs 46 Film Program ________ 46 Special Events --·-··-·------ --------· 47 Archival Tours and Training_____. ----------·--- 48 National Audiovisual Center ____________ 48 Publications 48 Museum Shop --.------·-­ 49 Volunteer Service 49 Chapter 9 Archives II -----·______________ 52 History ---·--, 52 Design 53 Records Relocation 54 Financing ______- 55 Community and Professional Involvement___ 56 Chapter 10 Preservation----------· 57 Office of Presidential Libraries 57 Office of the National Archives ____ 58 Archival Research and Evaluation Staff 61 Modern Photocopying and Its Usage in Archival Administration ____ 62 Advisory Committee on Preservation: 10 Years of Service ______ 63 Standards Development ______ 63 Paper Records Usage Study ____ 63 Chapter 11 The National Historical Publications and Records Commission ____ 65 The Commission and Its Work ____________ 65 Publications Program 65 Records Program ____ 66 Commission Membership ______________ 68 Publications and Records Grant Funding by State_________. 69 Chapter 12 The National Archives Trust Fund ________ 70 Overview _______ 70 Financial Condition --­ ..--··-·-· 70 Income and Expenses_________ 70 Program Highlights 71 Public Outreach ·---------· 73 Investment Program _____________________ 74 Income Statement ___________ 74 Statement of Changes in Financial Position______ _ _____ 74 Balance Sheet_______________ 75 Notes to Financial Statements______ _ 75 Gift Fund _______________ 76 iv APPENDIXES A Organization Chart for the National Archives ____ ··--··-----­ 80 B Personnel on Board ____________________ 80 C Obligations by Program Area ______ _ 81 D Obligations by Major Elements _____________ 81 E Obligations by Object Classification _____________ 82 F Customer Reimbursements_ 83 G Preservation Obligations _____________·-···-··-·------­ 83 H Archival Holdings by Unit __________ 84 I Archival Holdings by Number of Items ____ 86 J Holdings of Presidential Libraries by Unit________ 88 K Use of Presidential Libraries ------------------------­ 90 L Actual Costs: Presidential Libraries ___________ 90 M Publications of the Office of the Federal Register ________ 91 N Archival Publications _______ 92 0 Holdings of Federal Records Centers _____________ 93 v Signing of the Protocol of the Commission on Archival Cooperation for 1989-90. at Moscow on April 18. 1989. Seated left, Dr. F. M. Vaganov. Director General of the Main Archival Administration of the Council ofMinisters ofthe U.S.S.R. (Giavarkhiv); seated right, Dr. Don W. Wilson. Archivist of the United States. Assisting at the ceremony are Ludmila Selivanoua, Department of Foreign Relations. Glavarkhiv, left, and Dr. Wesley Fisher. /REX, right. (Photographer unknown.) Archivist's Overview My first complete year as Archivist of the United Maryland at College Park President William E. States has ended with a sense of fulfillment Kirwan, Prince George's County Executive Parris coupled with a renewed awareness of the Glendening, and College Park Mayor Ann Owens challenges ahead. Preparations for the all deserve our thanks and the gratitude of future construction of the new National Archives researchers for ensuring the successful completion building on the University of Maryland campus at of this project. College Park have required a reorganization of The National Archives now holds in trust more the archival units and presented most of the staff than four billion pages of the permanent record with major adjustments. I would like to take this of America's past. In our buildings, we preserve opportunity to commend the staff, unquestionably the heritage of this country-records about art, the greatest resource of the National Archives, for architecture, economics, religion, and government their efforts to adjust to this transition period. The as well as about the growth of families, towns, years ahead will present different, and possibly and cities. Every advance in historical scholarship more exacting, challenges as this agency prepares depends on the resources of an archives and on to undertake the most extensive transfer of its ability to respond to the researcher's needs. records in our history. That is why we must have a great National Archives II will be an immense structure­ Archives system. That is why Archives II is a 1,700,000 square feet-the largest archives in the permanent investment, with the promise of world. The planning of this building represents rewards for present and future generations. years of effort and concern by a great many Whatever the investment in materials, the people: in Congress, in the National Archives, in success of our mission turns on more than professional associations, and in the community buildings, technology, and equipment; it turns on the dependability and capability of the staff. The of public-spirited citizens. A broad and effective late Barbara Tuchman, an avid researcher at the advocacy was also forged in the academic National Archives, said that "archives are a community, most particularly at the University of resource whose usefulness depends on the Maryland. knowledge and enthusiasm of their custodians." A long list of supporters has been crucial to the Now, at last, we can do something for the success of this building; unfortunately, not all of National Archives employees. Archives II them can be mentioned by name here. Special promises a hospitable environment for staff and tribute must be paid, however, to the U.S. researchers alike as well as the most advanced Representative from Maryland's Fifth District, conservation and storage facilities; it will be, in Steny Hoyer, and the two U.S. Senators from short, a facility for the modern age. Maryland, Paul Sarbanes and Barbara Mikulski. None of this would have happened without their Don W. Wilson vigorous and steadfast support. Maryland Archivist of the Governor William Donald Schaefer, University of United States 1 Chapter 1 Office of the Archivist This year, the Archivist continued to projects, the signed protocol includes July, the fourth in this annual series. define the goals of the National the first agreement on cooperation in Topics discussed included the status of Archives for the many publics it serves. genealogical research between the two electronic records and regional He spoke to a wide variety of archival, countries. The Archivist also returned outreach and cooperation. Following genealogical, historical, and other to the Soviet Government the first two this meeting and the Regional Archives professional associations in local, boxes of the original files of the Directors Conference, both held in national, and international forums. His Imperial Russian Consulates in North Seattle, WA, the Archivist and Deputy travels took him to cities around the America. These archives,