Texas State Library and Archives Commission

Texas State Library and Archives Commission, Archives and Information Services Division:

An Inventory of Records at the Texas State Archives, 1924, 1940-1998 (bulk 1969-1994)



Overview

Creator: Texas State Library and Archives Commission. Archives and Information Services Division.
Title: Records
Dates: 1924, 1940-1998
Dates: (bulk 1969-1994)
Abstract: Records consist of memoranda, drafts, procedure manuals, printed materials, reports, correspondence, microfiche, surveys, statistics, pamphlets, notes, questionnaires, publications, and a 3 1/4 inch computer disc that date from 1924 and 1940 to 1998 (bulk 1969-1994) and document the activities of the Archives and Information Services Division of the Texas State Library and Archives Commission.
Quantity: 2 cubic ft.
Language English.

Agency History

The Texas State Library began in 1839 as the National Library of the Republic of Texas (Joint Resolution, 3rd Congress of the Republic of Texas, approved January 24, 1839) with an appropriation of $10,000 for books to be housed in the Secretary of State's office. In 1866 the office of State Librarian was created (An Act creating the office of State Librarian, 11th Legislature, Regular Session, approved October 24, 1866), but the Library remained under the Secretary of State until 1876, when it was transferred to the new Department of Insurance, Statistics, and History (An Act to create the Department of Insurance, Statistics, and History, 15th Legislature, Regular Session, approved August 21, 1876). One of the Library's new duties under this Department was to serve as a depository for historical materials. Finally, the modern Texas Library and Historical Commission was created in 1909 (House Bill 142, 31st Legislature, Regular Session, 1909) and is governed by Chapter 441 of the Government Code, V.T.C.A. In 1979 the name was changed to the Texas State Library and Archives Commission (House Bill 1429, 66th Legislature, Regular Session, 1979). The Governor appoints the six Commission members, with concurrence of the Senate, to six-year overlapping terms. The Commission appoints the State Librarian and Director who serves as the executive officer of the Texas State Library and Archives Commission as well as the executive and administrative officer of the Commission's governing board.

The Commission's mandate is to aid and encourage the development of, and cooperation among, all types of libraries and to establish and operate the Texas Library System. The Commission accredits libraries as members of the system, coordinates library services throughout the state, certifies county librarians, and administers federal aid to construct libraries, encourage resource sharing among libraries and improve public library services to disadvantaged or institutionalized people. It also collects, preserves, and makes available state archival materials; provides a program of records management for state and local governments; establishes and maintains a network of regional historical resource depositories; collects, organizes, and distributes state government publications; makes available federal government publications; provides library services to blind and physically handicapped citizens and to citizens researching family histories; and provides information services to state government officials and employees. As a part of the agency's Sunset legislation, the 74th Legislature, in 1995, added a requirement that the library develop an index of state agencies publications available on-line and provide access to state agency electronic publications in cooperation with other state agencies (House Bill 366, 74th Legislature, Regular Session, 1995). The Commission is currently organized into an Executive Office and eight divisions, specifically: Archives and Information Services, State and Local Records Management, the Talking Book Program, Library Resource Sharing, Administrative Services, Library Development, Information Resource Technologies, and Technical Services.

The Archives and Information Services Division offers reference and research services to both state agencies and the general public and manages the agency's print and non-print library materials through its four units: the State Archives, Reference/Documents, Genealogy, and the Sam Houston Regional Resource Depository (in Liberty, Texas). The State Archives collects, preserves, and makes available the records of Texas governments from the Spanish colonial period through the present day. Working with state agencies and the Commission's State and Local Records Management Program, archival staff determine which state records possess permanent value, as either historical artifacts or for their information content, and transfer them to the Archives. The staff, then, publish finding aids and guides to as well as reproductions of the Archives holdings. The Archives also administers the Regional Historical Resource Depository (RHRD) program, consisting of twenty-four depositories, located in large public and academic libraries, that collect local records of permanent value and make them available through interlibrary loan. The Sam Houston Regional Resource Depository, a museum, archive, and research facility serving a ten-county region of the Southeast Texas, is one of the RHRDs and is owned and operated by the Commission itself.


Scope and Contents of the Records

Records consist of memoranda, drafts, procedure manuals, printed materials, reports, correspondence, microfiche, surveys, statistics, pamphlets, notes, questionnaires, publications, and a 3 1/4 inch computer disc that date from 1924 and 1940 to 1998 (bulk 1969-1994) and document the activities of the Archives and Information Services Division of the Texas State Library and Archives Commission. Correspondents include State Archivists John D. Kinney, David B. Gracy II, and Chris LaPlante, members of the Commission and the Director and Librarian, other Commission and Division staff, other state agencies, and the general public. Subjects concern automation, conservation/preservation, transfer of materials to the archives, national meeting/seminar attendance, security and thefts, loan and acquisition policies and procedures, microfilming projects, the development of the RHRD program, inventory projects, Sunset reviews, and the completion and results of surveys/questionnaires. Manuals cover processing, reference, cataloging and descriptive conventions, maps, conservation, and theft procedures.

To prepare this inventory, the described materials were cursorily reviewed to delineate series, to confirm the accuracy of contents lists, to provide an estimate of dates covered, and to determine record types.


 

Organization of the Records

These records are organized into two series:
Correspondence and subject files, 1924, 1940, 1957-1994 (bulk 1969-1994), 1.5 cubic ft.
Manuals, 1954-1955, 1981-1998, 0.5 cubic ft

Restrictions

Restrictions on Access

None.

Restrictions on Use

None.


Index Terms

The terms listed here were used to catalog the records. The terms can be used to find similar or related records.
Subjects:
Archives--Texas.
Archives--Security measures--Texas.
Archival materials--Conservation and restoration--Texas.
Document Types:
Memorandums--Texas--Archives--1954-1955, 1957-1994 (bulk 1969-1994).
Drafts (documents)--Texas--Archives--1954-1955, 1957-1994 (bulk 1969-1994).
Reports--Texas--Archives--1957-1994 (bulk 1969-1994).
Correspondence--Texas--Archives--1957-1994 (bulk 1969-1994).
Statistics--Texas--Archives--1957-1994 (bulk 1969-1994).
Surveys--Texas--Archives--1957-1994 (bulk 1969-1994).
Notes--Texas--Archives--1957-1994 (bulk 1969-1994).
Questionnaires--Texas--Archives--1957-1994 (bulk 1969-1994).
Floppy disks--Texas--Archives--1957-1994 (bulk 1969-1994).
Manuals--Texas--Archives--1954-1955, 1981-1998.
Publications--Archives--Texas--1954-1955, 1981-1998.
Functions:
Managing archives.

Related Material

The following materials are offered as possible sources of further information on the agencies and subjects covered by the records. The listing is not exhaustive.

Texas State Archives
Texas State Library and Archives Commission, Records, 1857-1979, 40 cubic ft.
Texas State Library and Archives Commission, Archives and Information Services Division, Administrative correspondence, 1977-1993, 5 cubic ft.

Administrative Information

Preferred Citation

(Identify the item and cite the series), Records, Archives and Information Services Division, Texas State Library and Archives Commission. Archives and Information Services Division, Texas State Library and Archives Commission.

Accession Information

Accession number: 2000/017

These records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission from the active files of the Archives and Information Services Division on September 24, 1999.

Processing Information

Nancy Enneking, September 1999


Detailed Description of the Records

 

Correspondence and subject files, 1924, 1940, 1957-1994 (bulk 1969-1994),
1.5 cubic ft.

Records consist of memoranda, policy drafts, printed materials, reports, correspondence, microfiche, surveys, statistics, pamphlets, notes, draft contracts, questionnaires, and a 3 ¼ inch computer disc that date from 1924, 1940, and 1957 to 1994 (bulk 1969-1994) and document the activities of the Archives and Information Services Division of the Texas State Library and Archives Commission. Correspondents include State Archivists John D. Kinney, David B. Gracy II, and Chris LaPlante, members of the Commission and the Director and Librarian, other Commission and Division staff, other state agencies, and the general public. Subjects concern automation, conservation/preservation, transfer of materials to the archives, national meeting/seminar attendance, security and thefts, loan and acquisition policies and procedures, microfilming projects, the development of the RHRD program, inventory projects, Sunset reviews, and the completion and results of surveys/questionnaires. Note that the abbreviation FY stands for Fiscal Year, since files were kept by the fiscal year, which runs from September 1st through August 31st (thus FY 1974 ran from September 1, 1973 through August 31, 1974).
Arrangement
These records are arranged in the alphabetic order in which they arrived.
Index Terms
The terms listed here were used to catalog the records. The terms can be used to find similar or related records.
Subjects:
Archives--Texas.
Archives--Security measures--Texas.
Archival materials--Conservation and restoration--Texas.
Archives--Acquisitions--Texas.
Information storage and retrieval systems--Archival material.
Archives--Catalogs--Texas.
Document Types:
Memorandums--Texas--Archives--1957-1994 (bulk 1969-1994).
Drafts (documents)--Texas--Archives--1957-1994 (bulk 1969-1994).
Reports--Texas--Archives--1957-1994 (bulk 1969-1994).
Correspondence--Texas--Archives--1957-1994 (bulk 1969-1994).
Statistics--Texas--Archives--1957-1994 (bulk 1969-1994).
Surveys--Texas--Archives--1957-1994 (bulk 1969-1994).
Notes--Texas--Archives--1957-1994 (bulk 1969-1994).
Notes--Texas--Archives--1957-1994 (bulk 1969-1994).
Floppy disks--Texas--Archives--1957-1994 (bulk 1969-1994).
Functions:
Managing archives.
box
2000/017-1 Acquisition policy, FY 1975-1976
Acquisition policy, 1970, 1975
Acquisition policy, FY 1974
Administrative rules, draft, T.S.L. [Texas State Library], FY 1991
AIS [Automated Information Services], use database, FY 1992
Automation:
Feasibility study, FY 1984 [1986-1987]
Microcomputer program, FY 1988
Self study, phase I and II, FY 1988
Self study, 1990
Chadwyck-Healey, Inc., 1985-1988
Conservation:
FY 1992
Preservation survey, FY 1992
FY 1991
FY 1980
FY 1976
FY 1975
FY 1974
FY 1973
FY 1972
FY 1969
Undated
Correspondence:
Outgoing, 1975-1976
Incoming, 1975-1976
Incoming, 1977
Outgoing, 1977
Outgoing, 1978-1979
Incoming, 1978-1979
1981-1982
Goals and objectives, Archives Division, 1984-1989
Loan policy:
FY 1978
FY 1980
FY 1981
FY 1982
FY 1983
FY 1983
Lobby displays, memos, FY 1979
Lobby mural, damage and restoration, FY 1992
Local records:
FY 1974
FY 1977
FY 1979
FY 1980
FY 1981
FY 1982
Undated
Map collection:
FY 1971
FY 1972
FY 1974
FY 1975
Undated
Meeting, materials for presentation to Commission, April 6, 1989
Microfilm, Consortium of Texas Institutions for Microfilming Mexican Archives, 1969-1975
Microfilm standards, FY 1971
County records microfilming, FY 1973
Microfilm, county records tax rolls, FY 1974-1976
Microfilm, Ranger records project, 1977-1978
Microfilm, Texas A&M election registers project, FY 1984
Grant proposal, Summerlee Foundation microfilming project, 1989-1990
NAGARA [National Association of Government Records and Archives Administrators], annual report:
FY 1988
FY 1989
FY 1991
FY 1992
Newspaper projects, religious newspapers offered to other institutions by TSL [Texas State Library], 1989
Newspaper project, FY 1984-1989
Newspaper holdings, 1962, undated
OPAC [online public access catalog], FY 1992
Open records, staff survey of problem holdings, undated
Open records, FY 1973-1974
Questionnaires:
Fees summary, April 1992
1969[?], undated
FY 1924
FY 1940
FY 1957
FY 1961
FY 1963
FY 1966
FY 1968
FY 1969
FY 1970
FY 1971
FY 1972
FY 1973
FY 1974
FY 1975
FY 1976
FY 1978
box
2000/017-2 FY 1980
FY 1981
FY 1982
FY 1983
FY 1984
FY 1985
FY 1986
FY 1987
FY 1988
FY 1989
FY 1990
FY 1991
FY 1992
Records disposition log, FY 1990
Records disposition log, FY 1992
Reports, post office papers, publication, 1971
Archives Division report to TLA [Texas Library Association], FY 1985
Reports, termination report by John M. Kinney, July 1976
Reports, Texas State Archives newsletter, June-August 1977
Republic documents, FY 1993
Final report, inventory project, Republic and Pre-Republic records, FY 1993
Inventory project (Grizzard) information taken from accession sheets and index cards, FY 1991-1993
Inventory project, Grizzard, database information, 1991
Republic claims, FY 1994
Security report, Library and Historical Commission, July 1976
Security, report to Texas Sate Library and Archives Commission, July 25, 1980
Stamping documents, FY 1971-1972
Summerlee Commission on Texas History, Archives Task Force, 1989-1991
Sunset review, FY 1994
Sunset Advisory Commission, FY 1983
Sunset Advisory Commission, FY 1982
Texas 2000, FY 1980[?]
Texas county records inventory project, FY 1977
Time capsules, undated
Volunteers, FY 1994
Volunteers, FY 1993
Volunteers, FY 1992



 

Manuals, 1954-1955, 1981-1998,
0.5 cubic ft.

Records comprise memoranda, printed materials, superseded portions of procedure manuals, drafts, and publications, dating from 1954 to 1955 and 1981 through 1998, that comprise the procedure manuals of the Archives and Information Services Division of the Texas State Library and Archives Commission. Manuals cover processing, reference, cataloging and descriptive conventions, maps, conservation, and theft procedures.
Arrangement
These records are arranged in the order in which they arrived.
Index Terms
The terms listed here were used to catalog the records. The terms can be used to find similar or related records.
Subjects:
Archives--Texas.
Archives--Security measures--Texas.
Archival materials--Conservation and restoration--Texas.
Archives--Processing--Texas.
Archives--Reference services--Texas.
Document Types:
Memorandums--Texas--Archives--1954-1955, 1981-1998.
Drafts (documents)--Texas--Archives--1954-1955, 1981-1998.
Manuals--Texas--Archives--1954-1955, 1981-1998.
Publications--Texas--Archives--1954-1955, 1981-1998.
Functions:
Managing archives.
box
2000/017-2 Descriptive conventions, superseded, 1989-1992
Descriptive conventions, superseded, October 1992
Processing manual, FY 1992 [1981]
Processing guidelines, FY 1982
Processing manuals, FY 1992
Processing manuals, FY 1993
Reference manuals, FY 1986
Reference manuals, FY 1994
Procedures, undated
Procedures in event of a suspected theft, FY 1985
MARC-AMC [Machine Readable Cataloging - Archives and Manuscript Control] cataloging, July 1988
MARC-AMC cataloging, July 1989
Cataloging manual, FY 1993
Cataloging manual, FY 1993 [1993, 1995]
Map cataloging manual, original edition, superseded September 1998, [undated]
Conservation treatment manuals, 1954-1955