Texas State Library and Archives Commission

Texas State Library and Archives Commission, Administrative Division:

An Inventory of Records at the Texas State Archives, 1974-1994



Overview

Creator: Texas State Library and Archives Commission. Administrative Division.
Title: Records
Dates: 1974-1994
Abstract: Records consist of correspondence, memoranda, reports, financial data, charts, printed material, notes, budgets, drafts, organization charts, lists of job titles and classifications, surveys, questionnaires, vouchers, tax documents, and invoices dating from 1974 to 1994 that document the concerns and activities of the Administrative Division of the Texas State Library and Archives Commission.
Quantity: 1 cubic ft.
Language English.

Agency History

The Texas State Library and Archives Commission began its long history as the National Library of Texas. In 1839, under President Mirabeau B. Lamar, the Third Congress appropriated $10,000 for books to be housed in the office of the Secretary of State. The first purchase of this appropriation was $300 paid to Ashbel Smith for his "Edinburgh Encyclopedia." During the remainder of the Republic period and until after the Civil War, an occasional appropriation was made for book purchases and document exchanges. Then, in 1866, the office of State Librarian was created with a salary of $1,000 a year. Robert Josselyn was appointed Librarian and catalogued the 5,427 books in the Library before being removed from office, along with the rest of the state government's officers, as an impediment to Reconstruction.

The Library remained under the Secretary of State until 1876, when it was transferred to the new Department of Insurance, Statistics, and History. One of the duties of the State Library in its new setting was to serve as a depository for historical materials. In 1881, the Capitol burned and the Library's 8,000 volumes were lost. Since most of the state's records were still in the custody of the creating agencies, or stored in vaults, the loss of archival material was not great. The Library began to move forward again in 1891, when the 22nd Legislature included in the appropriation, $1,500 for an Historical Clerk and $360 for a Librarian and Office Assistant. Governor James Hogg appointed Cadwell W. Raines as Historical Clerk. He began his duties May 5, 1891 and actively collected historical materials throughout the state. Although appropriations were reduced each biennium, in 1901 the State Library had 25,000 volumes.

The modern history of the Texas State Library and Archives Commission begins with the creation of the Texas Library and Historical Commission in 1909 by the 31st Legislature (House Bill 142, Regular Session) and is governed by Chapter 441 of the Government Code, V.T.C.A. (previously Vernon's Ann. Civ. St., Article 5434). The Commission was charged to control and administer the State Library whose functions would include historical work, legislative reference, and encouragement of library development in Texas. E. W. Winkler was appointed State Librarian at the Commission's first meeting, March 29, 1909.

Gradually, all the Library's functions were addressed. Historical work began with Raines in 1891. Legislative reference formally got under way in 1910 with the appointment of a Legislative Reference Librarian. In 1916, the Library offered twelve different travelling libraries to communities in Texas to concretely demonstrate the value of libraries. An effective county library law was first passed in 1917 and the first county library was established in 1920. In 1927, the position of Library Organizer was created by the Legislature. Books for the blind were available through the Library in 1919. An estimate of the Library's holdings in 1931 listed 88,800 bound volumes, 85,000 pamphlets, and 85,000 manuscripts. The Depression was a time of salary reductions, little book buying, and curtailed extension activity but, following World War II, the State Library entered a period of expansion -- increasing demands were placed on it by the public and by state government. The Library responded with greatly increased budget requests for new programs to meet these needs.

In 1956, the Archives Division was forced, because of the crowded conditions in the Capitol Complex, to move to a Quonset hut at Camp Hubbard. The Library and its friends had long been seeking a separate and appropriate building for the Archives and Library, and the move to the Quonset hut was a rallying point. Funds were appropriated in 1957 and the Library moved to the Lorenzo de Zavala Archives and Library Building in 1961.

The Texas State Library and Archives Commission is governed by the Library and Archives Commission (Vernon's Ann. Civ. St., Article 5434 (1925, originally created in 1909)). Commission members are appointed by the Governor, 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 agency. Duties of the State Librarian and Director are to record the proceedings of the Commission and keep account of its financial transactions; approve expenditures made in connection with the State Library; have charge of the State Library and materials contained therein; demand and collect records of state agencies and officials not connected to their current duties; endeavor to collect manuscript records in the hands of private individuals; procure archives of the state which have been removed, including those found in Mexico and other states; preserve historical relics and memorabilia which come into possession of the State Library; give proper attention to the care and availability of the archives in custody of the State Library; make a biennial report to the Governor; and ascertain the condition of all public libraries in the state and report the results to the Commission. Additionally, he is authorized by law to transfer, dispose, or otherwise destroy records in his custody which have no permanent value.

The State Librarian and Director oversees the operations of the divisions in the State Library through which his duties and responsibilities are carried out. Divisions as of 1984 were Administration (includes offices of the State Librarian, Assistant State Librarian, and publications), Administrative Services (includes personnel, accounting, building services, purchasing, and a print shop), Archives (administers the permanently valuable official records of the state and related historical materials), Data Processing (provides computer operations and assistance to the divisions), Blind and Physically Handicapped (provides materials for blind and disabled patrons), Information Services (includes genealogy, reference, U.S. and Texas documents programs, and technical services), Library Development (works with public libraries to secure funding, etc.), Local Records (operates a depository program for county records), and Records Management (provides records management assistance to state agencies and ensures records are sent to the Archives for permanent storage or are disposed of due to a non-permanent value).

By 1995, the divisions had been condensed into Administrative Services, Automated Information Systems, the Talking Book Program (providing services to all disabled Texans), Archives and Information Services (combining the majority of the old programs of the Archives and the Information Services and managing Regional Historical Resource Depositories), Technical Services (responsible for acquisitions, cataloging, processing and binding of library materials), Statewide Library Development (to promote and improve Texas libraries), and State and Local Records Management. Since 1995, the Executive Office has been the unit incorporating the Public Information Office and the offices of the Assistant Librarian and the Director and Librarian.

The State Librarian through the years has served on various state boards and committees, sometimes appointed, sometimes as an ex-officio member, such as the Board of Library Examiners and the Sesquicentennial Commission; and s/he has been involved with legislation affecting public libraries in Texas, including the Library Systems Act and the Library Services and Construction Act. S/He has also worked to secure grant funding from several sources for public libraries and various programs within the State Library, such as the Blind and Physically Handicapped program. S/He has also served in varying capacities (committees, boards, etc.) with a number of library/historical groups, including the Texas Library Association, the Texas State Historical Association, the Society of American Archivists, and others. The Librarian also makes presentations to groups such as these, to smaller organizations (such as county-wide groups), and to public libraries.


Scope and Contents of the Records

Records consist of correspondence, memoranda, reports, financial data, charts, printed material, notes, budgets, drafts, organization charts, lists of job titles and classifications, surveys, questionnaires, vouchers, tax documents, and invoices (1974-1994) that document the concerns and activities of the Administrative Division of the Texas State Library and Archives Commission. Much of the correspondence and memoranda pass between Assistant Library Director Raymond Hitt and the various division and section heads. Some correspondence passes between Director and Librarian William Gooch and other Texas state officials and library staff. Subjects of correspondence include the mid-1980s library reduction in workforce and various issues, particularly facilities maintenance, at the Sam Houston Regional Resource Depository in Liberty, Texas. Organization charts cover administrative structures at the Library's division and department levels. Reports document responses to legislative requests for information, micrographics production, consultant professional services and contracts, required statutory reports, cost accounting, job classifications and salaries, government employment, group health plans, financial subjects, indemnification and insurance risk, communications, and federal funds. Finally, administrative memoranda document the creation and implementation of library personnel policies, such as leave, printing requests, travel reimbursement, and contracts. Assistant Library Director Raymond Hitt was usually involved in policy creation.

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 four series:
Administrative correspondence, 1974-1989, 0.2 cubic ft.
Organizational charts, 1985-1989, 0.25 cubic ft.
Reports and studies, 1985-1994, 0.5 cubic ft.
Administrative memoranda, 1988, fractional

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.
Personal Names:
Gooch, William D.
Hitt, Raymond.
Corporate Names:
Sam Houston Regional Library and Research Center.
Subjects:
Library administration—Texas.
Library personnel management--Texas.
Library reports.
Document Types:
Correspondence--Texas--Library administration--1974-1994.
Memorandums--Texas--Library administration--1974-1994.
Reports--Texas--Library administration--1974-1994.
Financial records--Texas--Library administration--1974-1994.
Charts--Texas--Library administration--1974-1994.
Notes--Texas--Library administration--1974-1994.
Budgets--Texas--Library administration--1974-1994.
Drafts (documents)--Texas--Library administration--1974-1994.
Organizational charts--Texas--Library administration--1974-1994.
Lists--Texas--Library administration--1974-1994.
Surveys--Texas--Library administration--1974-1994.
Questionnaires--Texas--Library administration--1974-1994.
Vouchers--Texas--Library administration--1974-1994.
Invoices--Texas--Library administration--1974-1994.
Functions:
Administering libraries.

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, Administrative Division, Commissioners correspondence, 1979-1980, 0.48 cubic ft.
Texas State Library and Archives Commission, Administrative Division, Records, 1958-1988, 1.24 cubic ft.
Texas State Library and Archives Commission, Administrative Division, Meeting files, 1951-1985, 1989, 1995-2000, 2.13 cubic ft.
Texas State Library and Archives Commission, Archives and Information Services Division, Administrative correspondence, 1977-1993, 5 cubic ft.
Texas State Library and Archives Commission, Automated Information Systems, Records, 1987-1990, 0.47 cubic ft.
Texas State Library and Archives Commission, Director and Librarian, Records, 1857-1979, 40 cubic ft.
Texas State Library and Archives Commission, Executive Office, Director and Librarian's records, 1939-1999 (bulk 1962-1995), 39.56 cubic ft.
Texas State Library and Archives Commission, Library Development Division, Records, 1940-1993 (bulk 1975-1993), 6 cubic ft.
Texas State Library and Archives Commission, Library Development Division, Texas Conference on Library and Information Services and White House Conference...., 1979-1991 (bulk 1989-1991), 6 cubic ft.
Texas State Library and Archives Commission, Library Development Division, Texas Conference on Library and Information Services, undated, 4 cubic ft.
Texas State Library and Archives Commission, Library Development Division, Texas Conference on Library and Information Services, Records, 1970-1978 (bulk 1978), 0.94 cubic ft.
Texas State Library and Archives Commission, Publications Office, Press releases, 1962-1986 (bulk 1969-1986), 1 cubic ft.
Texas State Library and Archives Commission, Publications Office, Records, 1909-1979, 3 cubic ft.
Texas State Library and Archives Commission, Records Management Division, Administrative correspondence, 1965-1989, 1.47 cubic ft.
Texas State Library and Archives Commission, Records Management Division, Correspondence and memoranda, 1965-1989, 1.47 cubic ft.
Texas State Library and Archives Commission, State and Local Records Management Program, Administrative correspondence and memoranda, 1990-1992, 1 cubic ft.

Administrative Information

Preferred Citation

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

Accession Information

Accession number: 2000/199

These records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by the Administrative Division of the Texas State Library and Archives Commission on August 28, 2000.

Processing Information

Nancy Enneking, August 2000


Detailed Description of the Records

 

Administrative correspondence, 1974-1989,
0.2 cubic ft.

Records consist of correspondence, memoranda, financial data, charts, printed material, notes, job classification charts, vouchers, tax documents, and invoices (1974-1989) that document the concerns of the Administrative Division of the Texas State Library and Archives Commission. Subjects discussed include the state and library reduction in workforce that occurred during the mid-1980s and various issues, particularly the leaking roof and facilities maintenance, at the Sam Houston Regional Resource Depository in Liberty, Texas. Much of the correspondence and memoranda pass between Assistant Library Director Raymond Hitt and the various division and section heads. Some correspondence passes between Director and Librarian William Gooch and other Texas state officials and library staff.
Arrangement
These records are arranged in the order in which they were found.
box
2000/199-1 Internal auditing, 1987-1989
Debts outstanding, 1985
Reduction in force:
Budget reductions, biennium 1988-1989
Budget reductions, general, biennium 1986-1987
Reduction in force, 1982-1987
Sam Houston Regional Resource Depository:
Miscellaneous, 1974-1987
Correspondence, Lamar [University system], 1978, 1979, 1987
Reports, 1974-1986



 

Organizational charts, 1985-1989,
0.25 cubic ft.

Records comprise organization charts and lists of job titles and classifications, dating from 1985 to 1989 that document the administrative structure of the Texas State Library and Archives Commission. Charts cover administrative structures at the division and department levels and seem to have been produced by the Human Resources Department. The charts for each division generally begin with the Director and Librarian and list the division's entire staff.
Arrangement
These records are arranged in the order in which they arrived.
box
2000/199-1 Organization charts, 1985-1989:
Records management
RHRD [Regional Historical Resource Depositories] and local records
Library development
Data processing
Information services
Blind and physically handicapped
Archives



 

Reports and studies, 1985-1994,
0.5 cubic ft.

Records consist of reports, financial data, correspondence, memoranda, surveys, and questionnaires (1985-1994) that document the reports generated by the Administrative Division of the Texas State Library and Archives Commission. Subjects of the materials include exempt salary classifications, responses to legislative requests for information, amounts of square footage at the state records center, micrographics production, commissioner's attendance, consultant professional services and contracts, required statutory reports, cost accounting surveys, job classifications and salaries, government employment, group health plans, financial reports, indemnification and insurance risk, communications, statewide accounting, and federal funds.
Arrangement
These records are arranged in the order in which they arrived.
box
2000/199-1 Committee on the Organization of State Agencies, 1988
Governor's Office:
FY 1992
[empty] FY 1993
FY 1991
FY 1990
Legislative Budget Board:
[empty] FY 1993
FY 1994
[empty] FY 1992
FY 1990
Legislative:
FY 1991
[empty] FY 1992
[empty] FY 1993
Miscellaneous:
FY 1993
FY 1992
FY 1991
FY 1990
FY 1994
State agencies:
FY 1993
FY 1992
FY 1991
FY 1990
FY 1989
FY 1988
FY 1987
FY 1986



 

Administrative memoranda, 1988,
fractional

Records consist of internal memoranda and printed materials (1988) sent to and created by the Administrative Division of the Texas State Library and Archives Commission (TSLAC). The memoranda document the creation and implementation of TSLAC personnel policies, such as extended sick leave, receptions, funeral leave, printing requests, emergency leave, travel reimbursement, and contracts. Assistant Library Director Raymond Hitt was usually involved in policy creation, as were Bill Carlton, and Mary Jo Donovan.
Arrangement
These records are are contained in a single file in the order in which they were found.
box
2000/199-1 Executive orders-policies, 1988