Archives and Manuscripts

Processing Manual

by

Jane Boley
Marcelle Hull
Shirley Rodnitzky
Gerald D. Saxon

2001
Fourth Edition

Special Collections Division
The University of Texas at Arlington Libraries


 

CONTENTS

1 Introduction 
2 Basic Principles of Processing  
3 A Glossary of Selected Terms  
4 Accessioning  
5 Arrangement  
6 Preservation  
7 Description  
8 OCLC Cataloging Worksheet Instructions  
9 Publicity and News Releases  
  Appendix A: Forms  
Accession Log 
Accession Record Form 
Archives and Manuscripts Cataloging Worksheet
Conservation/Preservation Form
Document Removed Form
Donor Record Form
Preliminary Processing Plan
Transfer of Title 
 
  Appendix B: Procedures  
Levels of Processing
Manuscript and Archives Deaccessioning Policy
 
  Appendix C: Charts and Tables  

Box Conversion Chart
Processing Flow Chart
Perpetual Calendar--Internet Sources
Table of Equivalents--Manuscripts and Records

Appendix D: Finding Aid Examples  [no online examples]

Arlington Art Association Record
Communications Workers of America, Local 6201, Records 112
  
 
Bibliography  
Webography  
Index  

Chapter 1: Introduction

The Special Collections Division of The University of Texas at Arlington Libraries has been collecting archival and manuscript materials since the 1960s. In this twenty-five-plus year period, the division has grown from a two-person operation collecting and processing the records of Texas labor unions and officials to a highly visible division of the library with ten full-time staff, seven student employees, and a much broadened collecting focus. Also during this period, the division has grown, extending its administrative umbrella over several once-separate and autonomous units, each processing archival and manuscript collections in its own way. The need to bring consistency to the division's archival arranging, describing, and cataloging practices has, in part, prompted the writing of this processing manual.

In 1994, Special Collections staff members, Jane Boley, Marcelle Hull, Shirley Rodnitzky, and Gerald Saxon, met to discuss the drafting of this manual. All agreed that a processing manual would benefit the division in many ways:

The manual, as mentioned above, would bring consistent processing practices to the division for the first time. Special Collections staff has always adhered to high standards of modern archivy, but each archivist in the division described collections in a different way. In today's automated environment, descriptive practices in particular should be consistent so that online cataloging records and finding aids are helpful to users.

The manual would serve as a training tool and reference source for the division's student employees, volunteers, and new hires assigned archival responsibilities.

The manual would be used as a textbook in the History Department's graduate classes on archival science. The holdings of Special Collections are often used for processing projects by graduate students in the program. The processing manual, used as a textbook for graduate students in the archives class, will ensure that their processing is consistent with the division's standards and methods.

The processing manual, then, will have both an internal function (for Special Collections' students and staff) and an external one (for UTA graduate students). Moreover, the authors of the manual realize that it is an organic document, one subject to change and revision as archival practices shift and new methods and technologies are introduced. What probably will not change are the underlying assumptions the authors brought to the manual's writing. The reader should be aware that these assumptions include the following:

1. The ideal level of processing is not the same for every collection. It is the processor's responsibility to determine the most practical processing scheme.

2. The research value of each collection should determine its level of processing.

3. Staff should do only enough work on collections to make them usable for researchers.

4. The archival principles of provenance and original order should determine arrangement.

5. It is unlikely that any collection will ever be "reprocessed" so processors should consider their work on each collection to be final.

6. The manual is designed as a guide. It cannot answer every question or consider every possibility in the archival enterprise. Processors with questions not addressed in the manual should consult their colleagues on the staff or in the broader archival community.

7. The overall goals in processing are to preserve the material with enduring value in the collection, arrange the collection in a logical way, describe the arrangement in a well-written finding aid, and make sure all appropriate forms are completed.

Special Collections is committed to providing effective access to all of its holdings and actively encourages its collections be used. In order to provide the best possible service to users, it is important that as many of our collections as possible be processed, open, and available for research. Processors must always keep in mind that they should not do more work on a collection than is necessary to make it usable because the extra work done on one collection will detract from the work that can be done on others. While many have said that processing is largely a matter of common sense, the authors of the manual believe that the procedures and methods discussed herein will make our processing methods more efficient, more consistent, and ultimately, of course, more helpful to researchers.

This processing manual has served Special Collections staff and others well since it was first produced in 1995. It has gone through several revisions, as text was clarified, typos corrected, new procedures and practices incorporated, and archival standards have changed. The manual, until now (2001), has never been available electronically. We believe by making the manual available over the UTA Libraries web page that practicing archivists at UTA and beyond can benefit as will graduate students and others. Special thanks must go to Shirley Rodnitzky, who coordinated the efforts in Special Collections to revise the manual yet again and to see that it is mounted on the web.

Gerald D. Saxon, Associate Director of Libraries
November 28, 2000


Intro    Basic Principles    Glossary    Accessioning    Arrangement
Preservation    Description    Publicity    
Appendix A: Forms    Appendix B: Procedures    Appendix C: Charts & Tables
Bibliography    Webography    Index    Top of Page


 

Chapter 2: Basic Principles of Processing

In some ways, the processing of an archival collection is like putting together a jigsaw puzzle because the archivist is trying to fit all of the different pieces together to get a clear picture of the whole. Archivists over the years have formulated a few basic principles to help guide them in their work of arranging and describing collections. These principles are provenance, the sanctity of original order, and the concept of levels of control. There have been a number of attempts to arrange archives in other ways, but these attempts have ended in failure and disruption of collections.

  1. Provenance. Simply defined, provenance means that the archives of a given records creator must not be intermingled with those of other records creators. Archivist Fredric Miller has said that "provenance is the fundamental principle of modern archival practice." It is important to understand that provenance is identified primarily with the creator rather than the donor, if the two are different. For example, if Jane Smith donated the papers of her grandmother, Sarah Norton, the papers would be the Sarah Norton Papers because she created them.
  2. Original Order. This principle states that records should be maintained in the order in which they were originally kept while in active use. It is not the order imposed on the material by someone who was not involved with the records while they were in active use. If the order has been destroyed over time or in the transfer/packing process, then it is the archivist's obligation to reconstitute it if possible. If the original order of a collection cannot be discerned or if the original order was capricious and incomprehensible, then the archivist must impose a reasonable and logical order on the collection.
  3. Levels of Control. The concept of levels of control is not a theoretical principle, but rather a way of implementing provenance and original order in the management and processing of records. Perhaps best explained by Oliver Wendell Holmes, the concept recognizes that most modern archival work involves progressively grouping and describing sets of records along a continuum, going from the largest and most general to the smallest and most specific. Not all collections need to be arranged and described at the same level. The collection's size, research value, basic structure, and other factors will dictate the level to which it should be arranged and described. The various levels of control are:

a. Collection Level: Generally, small collections (collections consisting of two manuscript boxes or less), more than large ones, lend themselves to a single arrangement and only a collection-level description. Single items maintained as discrete collections, such as a diary, ledger book, scrapbook, etc., also should be described at only the collection level.

b. Series Level: A series consists of records which have been brought together in the course of their active life to form a discrete sequence. This sequence may be a discernable filing system (arranged alphabetically, chronologically, numerically, topically, or some combination of these) or it may be a grouping of records on the basis of similar function, content, or format. For collections with no apparent order or discernable former order, the archivist may create series based on the same considerations--chronology, topics, function, and record type. In any case, the series level is probably the most important one in arrangement because here the archivist expresses the character of the collection by the series into which it has been divided. For the most part, processing depends on establishing series for collections or uncovering the series that the records creator used. Moreover, the series cannot be isolated before the archivist has studied the entire collection. After the series have been established in a collection, the archivist then arranges the series by placing the most important one first, followed by the other series in descending order of importance. A series may also be divided into subseries based on form, record type, physical class of the records, or filing arrangement. See diagram at the end of this chapter for examples of subseries.

c. File Unit Level: A file unit is an aggregation of documents brought together, usually for convenience in filing, in such a way that the documents may be treated as a unit. File units are often placed in chronological sequence when they document a regular activity, such as minutes of meetings. The order may be alphabetical when the units document programs, topics, organizations, or people; for example, case files arranged by the name of the client or correspondence arranged by the name of the individual to receive the letter. The arrangement of file units may also be by some internal classification system, usable only if the archivist can find a key or codebook to the system. Also remember that not only do the file units themselves have to be arranged according to some logical plan, but the individual documents within each unit must also be logically arranged.

d. Item Level: An item is a single document or manuscript within a collection. The smaller, or more important, or more disheveled the collection, the more likely is the archivist to work it item by item. Single items are placed together in file units. Generally, items in files have either a chronological or alphabetical arrangement. For example, if one has a series of correspondence, arranged alphabetically in file units by the name of the individual to whom the correspondence is addressed, then the letters in each file unit would probably be arranged in chronological order. While archivists sometimes have to handle and arrange every item in a collection, it is extremely rare that they describe a collection at the item level, unless the collection is very small or very important. Time constraints restrict the description of a collection at such a minute level.

The levels of control deal with the arranging, ordering, and describing of a collection. According to T. R. Schellenberg, archival processing "is largely a process of grouping individual documents into meaningful units and of grouping such units in a meaningful relation to one another." For a graphic look at a collection's organizational arrangement, see the following example provided by Dr. David Gracy, professor of archival enterprise at The University of Texas at Austin.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Intro    Basic Principles    Glossary    Accessioning    Arrangement
Preservation    Description    Publicity    
Appendix A: Forms    Appendix B: Procedures    Appendix C: Charts & Tables
Bibliography    Webography    Index    Top of Page


 

Chapter 3: A Glossary of Selected Terms

ACCESSION. 1. The act and procedures involved in taking records or papers into physical and legal custody by an archival agency or manuscript repository. The purpose is to extend basic control over a collection as quickly as possible to prevent its being confused or mixed with other material in custody. 2. The materials involved in such a transfer of custody.

ACID. A substance capable of forming hydrogen ions when dissolved in water. Acids can weaken cellulose in paper, board, and cloth, leading to embrittlement. Acids may be introduced in the manufacture of library or archival material. Acids may also be introduced by migration from other materials or from atmospheric pollution.

ACID-FREE. Materials that have a pH of 7.0 or higher. Such materials may be produced from virtually any cellulose fiber source, if measures are taken during manufacture to eliminate the active acid from the pulp. However free of acid a paper or board may be immediately after manufacture, over time the presence of residual chlorine from bleaching, aluminum sulfate from sizing, or pollutants in the atmosphere may lead to the formation of acid unless the paper or board has been buffered with an alkaline substance.

ALKALINE BUFFER. Alkaline substances, which have a pH of over 7.0, may be added to materials to neutralize acids or as an alkaline reserve or buffer for the purpose of counteracting acids that may form in the future. A buffer may be added during manufacture or during the process of deacidification. A number of chemicals may be used as buffers, but the most common are magnesium carbonate and calcium carbonate.

APPRAISAL. The process of determining the value and thus the disposition of records based upon their current administrative, legal, and fiscal use; their evidential and informational or research value; their arrangement; and their relationship to other records.

ARCHIVES. The noncurrent records of an organization or institution preserved because of their continuing value; also referred to, in this sense, as archival materials or archival holdings. Or to use David B. Gracy's definition: Archives are the records, organically related, of an entity systematically maintained because they contain information of continuing value.

ARRANGEMENT. The process and results of organizing archives, records, and manuscripts in accordance with accepted archival principles, particularly provenance and original order, at as many as necessary of the following levels: repository; record group, collection, or comparable control unit; subgroup(s); series; file unit; and document. The process usually includes rehousing, labeling, and shelving of archives, records, and manuscripts and is intended to achieve physical or intellectual control and basic identification of the holdings. If there is no order, then the archivist imposes an order, which presents the records objectively and facilitates their use.

CALENDAR. A chronological arrangement or list with description for each document in a collection.

COLLECTION. 1. A body of manuscripts, papers, or records, including associated or printed or other materials having a common source. If formed by or around an individual or family, such materials are more properly termed personal papers. If the accumulation is that of a corporate entity, it is more properly termed records. 2. An artificial accumulation of manuscripts or documents devoted to a single theme, person, event, or type of record. 3. In a singular or plural form, the total holdings--accessions and deposits--of a repository.

CONSERVATION. The treatment of library or archival materials, works of art, or museum objects to stabilize them chemically or strengthen them physically, sustaining their survival as long as possible in their original form. Conservation implies the restoration of an item to a state close to the original by means of physical treatment. See also preservation.

CORRESPONDENCE. Letters, postcards, memoranda, notes, printed e-mail, and any other form of addressed, written communications sent and received.

CUBIC FOOT. An archival term used to describe the quantity of a collection. A bankers box, or records center carton, holds one cubic foot.

DEACCESSION. The process of removing material from the care and custody of an archives, either because the material has been reappraised and found to be unsuitable for the archives, or because the legal owner has requested its return, or because it has been agreed to transfer it to another repository. Deaccessioning is a serious matter which requires careful consideration and documentation because of legal ramifications and possible donor reaction. (See policy in appendices.)

DEPOSIT AGREEMENT and INSTRUMENT OF TRANSMITTAL. A legal document that designates The University of Texas at Arlington Libraries as official depository for the records of a labor union, which are to be donated at scheduled intervals. The agreement permits the union to retain ownership of its records or to transfer ownership to the university. The agreement may be amended or terminated at any time by mutual consent. Both the union representative and a university representative must sign and date the agreement.

DESCRIPTION. The process of establishing intellectual control over holdings through the preparation of finding aids.

DISPOSAL. Removal of an item, or items, in a collection following the appraisal process.

DONATION. A voluntary deposit of records involving the transfer of legal ownership, as well as custody, to the archives.

EAD. Encoded archival description. EAD is a nonproprietary encoding standard for machine-readable finding aids.

ENCAPSULATION; POLYESTER ENCAPSULATION. A protective enclosure for papers and other flat materials that involves placing the item between two sheets of transparent polyester film that are then sealed around all the edges. The object is physically supported and protected from the atmosphere, although it may continue to deteriorate within the capsule. It can be removed easily from the capsule by cutting one or more of the edges of the polyester. Ideally an item should be deacidified before it is encapsulated.

FINDING AIDS. The descriptive media, published and unpublished, created by establishing physical, administrative, and intellectual control over records, papers, and collections.

GUIDE. A descriptive list of a repository's holdings.

LIGNIN. A component of the cell walls of plants that occurs naturally, along with cellulose. It is largely responsible for the strength and rigidity of plants, but its presence in paper and board is believed to contribute to chemical degradation. It can be, to a large extent, removed during manufacture. No standards exist for the term "lignin free," and additional research is needed to determine the precise role of lignin in the durability and permanence of paper.

LINEAR FEET. 1. A measurement for descriptive and control purposes of shelf space occupied by archives, records, or manuscripts. For vertical files (records filed on edge), the total length of drawers, shelves, or other equipment occupied is calculated; in the case of material filed horizontally (flat or piled up), the total vertical thickness is used. Linear feet, except for card indexes, may be equated with cubic feet on a one-to-one basis for descriptions of textual records. 2. A measurement for descriptive and control purposes of length of film, tape, or microfilm. (Usually expressed as feet.)

MANUSCRIPT. A handwritten, typed, or electronically reproduced document or communication.

MARC FORMATS. The Library of Congress developed the MARC formats in the late 1960s for communication of bibliographic information in machine-readable form. These MARC (for Machine-Readable cataloging) formats identify bibliographic data for computer recognition and manipulation. In the mid-1970s as variations were developed, the formats used by the Library of Congress became known as "LC-MARC formats." Since the early 1980s, however, LC-MARC formats have come to be referred to as "USMARC formats" because they are standards for MARC records in the United States.

NEUTRAL. Having a pH of 7; neither acid nor alkaline.

OCLC (Online Computer Library Center), Inc. OCLC is a not-for-profit computer library service and research organization, which provides centralized and local turnkey systems to libraries. The OCLC Online Union Catalog is a database of bibliographic information. Each record in the Online Union Catalog contains location information. Records are included for the following types of materials: books, serials, audiovisual media, special instructional materials and kits, archives/manuscripts, maps, music scores, sound recordings, and machine-readable data files. Each institution participating in the OCLC Cataloging Subsystem may contribute to bibliographic records for items not already cataloged in the Online Union Catalog.

ORAL HISTORY DEED OF GIFT. A legal document transferring ownership of a taped interview from the interviewee to The University of Texas at Arlington Libraries, Special Collections Division. The deed of gift must be signed and dated by both the donor (interviewee) and the interviewer and by a university representative. Restrictions may be placed by the donor on the use of the interview.

ORIGINAL ORDER. The order in which records and archives were kept when in active use. The principle of original order requires that this order be preserved or reconstructed, unless it is clear that there was no order or that the records had been accumulated haphazardly.

PAPERS. 1. A natural accumulation of personal and family materials, as distinct from records. 2. A general term used to designate more than one type of manuscript material.

PERMANENT/DURABLE PAPER. A term generally applied to pH neutral papers.

PERSONAL PAPERS. The documents accumulated by an individual or a family.

POLYESTER. A common name for the plastic polyethylene terephthalate. Its characteristics include transparency, colorlessness, and high tensile strength. Polyester is useful in preservation because it is chemically stable. Commonly used in sheet or roll form to make folders, encapsulations, and book jackets. Its thickness is measured in mils. Common trade names are Mylar by DuPont and Mellinex by ICI.

PRESERVATION. Activities associated with maintaining library, archival, or museum materials for use, either in their original physical form or in some other format. Preservation is considered a broader term than conservation. See also conservation.

PROCESSING. The operations performed on materials to make a collection available for use.

PROVENANCE. 1. The history of the ownership and custody of a particular manuscript or collection. 2. In general archival and manuscript usage, the "office of origin" of records, i.e., the entity that created or received and accumulated the records in the conduct of its business. Also the person, family, firm, or other source of personal papers and manuscript collections. 3. In archival theory, the principle that archives of a given records creator must not be intermingled with those of other records creators.

RECORDS. All recorded information, regardless of media or characteristics, made or received and maintained by an organization or institution in pursuance of it legal obligations or in the transaction of its business.

SERIES. File units or documents arranged in accordance with a filing system or maintained as a unit because they relate to a particular subject or function, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, or use. Also known as a record series.

SORTING. The process by which manuscripts are physically divided into appropriate alphabetical, chronological, numerical, subject, or other groups. Less frequently used with archives, except when restoring them to their original or intended order.

SUBSERIES. An aggregate of file units within a record series readily separable in terms of physical class, type, form, subject, or filing arrangement.

TEXTUAL RECORDS. The term usually applied to manuscript or typescript, as distinct from cartographic, audiovisual, and machine-readable records and archives.

TRANSFER OF TITLE. A legal document transferring ownership of a body of papers from one entity to another. The transfer of title must be signed and dated by the donor and by a university representative.

UV FILTER. A material used to filter the ultraviolet (UV) rays out of visible light. Ultraviolet radiation is potentially damaging to library, archival, and museum objects. More UV is present in sunlght and fluorescent light than in incandescent light. Removing UV radiation from storage, use, and exhibition spaces will reduce the rate of deterioration of library materials stored there.


Intro    Basic Principles    Glossary    Accessioning    Arrangement
Preservation    Description    Publicity    
Appendix A: Forms    Appendix B: Procedures    Appendix C: Charts & Tables
Bibliography    Webography    Index    Top of Page


 

Chapter 4: Accessioning

Incoming archives and manuscript collections are accessioned to obtain basic intellectual control over the material. The same process is followed for donated and purchased collections. Each addition to Special Collections should be accessioned as follows:

  1. Enter the collection information in the Accession Log Book: record the arrival date; assign an accession number; write a brief description; list the name and address of donor; record the size of collection; and note location. If purchased, the amount paid should be entered in the Log Book.

    Beginning with the year 2000 the accession number consists of four digits for the year of accession then a dash, followed by the consecutive number of the accession for that year. For example, the first collection accessioned in 2000 is recorded as 2000-1. This number serves as a location number until processing has been completed and a permanent collection number is assigned.
  2. Complete the Accession Form as accessioning steps are being performed. As you fill out the Accession Form (see example at the end of chapter), the collection should be examined for preservation problems. Rehousing in acid-free folders may be performed for selected parts of the collection at this time. It is also necessary to record on the form, and perhaps a separate sheet of paper, pertinent facts about the collection and its creator to facilitate the writing of the collection-level description.
  3. After the collection has been examined and the Accession Form completed, assign a level of processing number for the collection. See the appendices for a description of the assignment of levels of processing.
  4. Create a holding file for the paper records for this accession and any correspondence pertinent to the acquisition. Use legal size acid-free folders with a one-third cut tab. A label with the collection name only should be typed for the folder.
  5. Rehouse the collection in acid-free records center boxes, or manuscript boxes, and shelve it with the unprocessed archives by accession number. Small manuscript collections may be housed in the Garrett Archives and assigned a GA number. A box by box inventory may be compiled at this time for large collections. This will be decided on a case by case basis.
  6. Write a collection-level description for every new collection (see examples at end of chapter). It is useful to researchers and staff members for a quick overview of a collection. A copy of the description, prepared by the archivist who accessions the collection, is added to the holding file, to the Guide Addenda at the reference desk, and a copy is given to the Guide editor. The description will be updated by the processing archivist to include the final location number and information regarding material discovered during processing. The collection-level description is a one paragraph summary that includes:    
  1. Each donation to Special Collections must have a signed Transfer of Title form and a completed Donor Record form. Send a thank you letter along with the Transfer of Title form to the donor for his signature, and the date, along with a stamped self-addressed envelope. Upon its return to Special Collections, it is signed by a university representative, dated, and placed in the Transfer of Title holding file. A photocopy of the completed Transfer of Title will be sent to the donor.

    The Donor Record is an in-house document, which must be co-signed by a designated individual from the Acquisitions and Cataloging Services Department of the UTA Libraries and an archivist from Special Collections. The signed and dated Donor Record is then filed in the division's Donor Record holding file.
  2. After a new collection is accessioned, the following details should be recorded on the shelflist: accession number/collection number; the collection name; the number and type of boxes; the size of the collection in linear feet, inches, or number of items; and the storage room and shelf location numbers if appropriate. This information is then recorded online in the Special Collections shelflist file. The shelflist file can also be used to locate empty spaces for storage of new collections. A paper copy, which is available at the reference desk, is updated monthly.
96-3 Carpenter, John W., 1881-1959
    Papers, 1891-1980, bulk 1912-1976
    205 boxes (218 linear ft.)

John Carpenter was a prominent Dallas industrialist, businessman, and civic leader. He was chief executive officer of Texas Power & Light Co., chief organizer and board chairman of Southland Life Insurance Company, founder and president of Lone Star Steel Co., on the board of directors of the State Fair of Texas, was instrumental in establishing Texas Tech University, and was a major contributor to the Texas agriculture and livestock industries. Carpenter worked for more than thirty years toward the full development and canalization of the Trinity River. He was president from its organization in 1928 of the Trinity Improvement Association and the principal sponsor of legislation that created the Trinity River Authority.

Correspondence, minutes, financial and legal documents, speeches, essays, photographs, lists, plans, maps, historical data, newspaper clippings, scrapbooks, albums, motion picture film, sound recordings, artifacts, brochures, newspapers, newsletters, magazines, pamphlets, booklets, and books. These are the personal papers of John W. Carpenter, which document his career in business, industry, and community service in Texas. They do not contain any family papers. The bulk of the collection is records of the Trinity Improvement Association and the Trinity River Authority, 1930-1980, and includes materials on the Trinity River Navigation Company, 1891-1909. Also included are the papers of Carpenter's son, Ben H. Carpenter, who was the first president of the Trinity River Authority.

Other materials document the founding, construction, and operation of the Lone Star Steel Company, 1930-1959; the operation and development of Texas Power and Light Co., 1927-1959, and correspondence re the Dallas Railway and Terminal Co., 1914-1947, and other utility companies; files on numerous community clubs and organizations, as well as Carpenter's industrial development activities, 1923-1959, especially the Dallas Chamber of Commerce, 1928-1957, the Dallas Citizens Council, 1937-1959, the Kessler Plan Association of Dallas, 1928-1949; and Texas textile mills, 1923-1938. Carpenter's papers concerning Texas Tech University, 1923-1957, include minutes of the first meeting of the Board of Regents; also included are materials regarding his involvement in the promotion of the State Fair of Texas, 1934-1959, and information related to the establishment of Big Bend National Park, 1937-1950. Carpenter's political files relate primarily to the late 1930s and early 1940s and the resolution of the conflict between the Lower Colorado River Authority and the Texas Power and Light Company through negotiations between John W. Carpenter and President Franklin D. Roosevelt, Sam Rayburn, and other Texas and national political figures, 1932-1959.

The collection is in record center and transfer storage boxes, stored on another floor of the library. A one day advance notice may be needed to retrieve materials.

    Gift, 1996.
    Inventory available.

93-15 Arlington Museum of Art
    Records, 1939-1992
    3 boxes (3 linear ft.)

The Arlington Art Association was organized in January 1939. In 1987 when its goal of a museum for Arlington was realized, the name of the organization was changed to the Arlington Museum of Art.

Correspondence, constitutions and by-laws, membership lists, photographs of exhibitions, newspaper clippings, and scrapbooks. These are the records of the Arlington Museum of Art. They include the papers of Howard W. Joyner pertinent to his involvement in the founding of the Arlington Art Association and his service in various leadership positions in the organization, notably founding president of the Arlington Art Association.

    Gift, 1993.
    Inventory available.
93-24 Capps, Benjamin, 1922-
    Papers, 1946-1993
    16 boxes (6.5 linear ft.)

Award-winning author of western literature, his works include western novels and historical non-fiction as well as short stories, essays, and reviews. Capps' major works explore a variety of topics set in the Southwest.

Correspondence, financial documents, legal documents, diaries, manuscripts, oral history interview, galley sheets, certificates, clippings, research materials, notebooks, brochures, booklets, books, journals, and articles. Includes correspondence with writers, friends, fans, Western American Literature Association and Western Writers of America members, 1968-1993; files on Capps' plagiarism suit against Avon Books and Anna Lee Waldo, author of Sacajawea, 1980-1988; manuscripts and research materials on his published works: The Warren Wagontrain Raid (1974), Woman Chief (1979), The Heirs of Franklin Woodstock (1989), and Tales of the Southwest (1991); reviews by Capps and reviews of his work, 1951-1992; short stories and other papers written for class assignments at UT Austin, 1946-1949; manuscripts of unpublished works, notebooks containing drafts of letters, research notes, and published works; diaries documenting daily activities, ideas, plans, and thoughts recorded by Capps while a teacher, machinist, and author, ca. 1946-1993; award certificates from various associations, 1965-1991; collected articles, booklets, and writings of various western authors, including Barbara Neal Ledbetter and Kenneth F. Neighbours. Correspondents include Will Henry, C. L. Sonnichsen, Elmer Kelton, Dorothy M. Johnson, Ernest Speck, and Lawrence Clayton.

    Preservation note: Diaries are fragile and may not be photocopied.
    Purchase, 1993.

89-7 Fort Worth Civil Liberties Union
    Records, 1945-1981, bulk 1975-1980
    3.5 boxes (1.4 linear ft.)

The Fort Worth Civil Liberties Union was established in 1964 as an affiliate of the American Civil Liberties Union.

Correspondence, memoranda, minutes, annual reports, financial and legal documents, case summaries, news releases, newsletters, and newspaper clippings.

    Restrictions: Legal case files closed until August 24, 1999.
    Gift, 1989.

Accession Log Form

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Completed Accession Record Form

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Completed Transfer of Title Form

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Completed Donor Record Form

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Intro    Basic Principles    Glossary    Accessioning    Arrangement
Preservation    Description    Publicity    
Appendix A: Forms    Appendix B: Procedures    Appendix C: Charts & Tables
Bibliography    Webography    Index    Top of Page


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