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Guide to the New-York Historical Society Library Department Records
1815-2017
 NYHS-RG 21

New-York Historical Society
170 Central Park West
New York, NY 10024
(212) 873-3400


New-York Historical Society

Collection processed by Larry Weimer

This finding aid was produced using ArchivesSpace on December 30, 2018
English using Describing Archives: A Content Standard

Container List

Series III. General Office Files , 1959-2009 (bulk 1980s-2002). 27.17 Linear Feet

Arrangement Note

The series is arranged with what appears to be five relatively well-defined original sets of correspondence and subject files first, followed by various miscellaneous administrative and topical files. The five well-defined sets are identified in the container list by the prefixes

Scope and Contents Note

The General Office Files appear to have been maintained over time by the administrative assistants to the Library Director, including Mary Nathanson, Xenia Zielyk, Grace Hernandez, Patricia Contino, Sarah Grossman and others, though other files were likely mixed into these over time. Accordingly, the files hold a combination of management-level material (e.g., budgets and expense information, grants and grant proposals, annual or other management progress reports, activity statistics, staff memos, correspondence, general exhibition planning, fellowship proposals, donations, and acquisitions) as well as routine transactional documents (e.g., invoices for Baker & Taylor, Readmore, Blackwell, RLG/RLIN and other library purchases and subscriptions).

There is considerable overlap in the subject matter of this series and the next, Series III. Librarian and Curatorial Files. There likely is no sharp distinction between them, but generally the content of the files in Series III seems more attributable to particular leaders in the library, while these general files seem to have a more varied provenance, including miscellaneous files added to the series by archivists over time.

Container 1 Container 2   Title Date
Box: 67 Folder : 1-30 Correspondence Files. Subjects. A-P (30 of 70 folders)

Scope and Contents Note

This set of folders includes correspondence with outside parties and internal memos on a wide variety of matters, including offers of donations, purchase offers, requests for information, proposals for programs, compliments and complaints from the public, staff meeting notes, public remarks by Jean Ashton, professional matters, and more. Subject files are arranged by either subject or institutional addressee; individual files are arranged by a particular person's name. Librarians James Mooney and Jean Ashton appear to be the principal N-YHS correspondents.

circa 1986-1993
Box: 68 Folder : 1-16 Correspondence Files. Subjects. P-Z (16 of 70 folders)

Scope and Contents Note

Includes files on the publication of the papers resulting from a series of conferences hosted by N-YHS in the 1980s.

circa 1986-1993
Box: 69 Folder : 1-24 Correspondence Files. Individuals. A-Z (24 of 70 folders )
circa 1986-1993
Box: 70 Folder : 1-51 Subject Files. A-D (51 of 237 folders)

Scope and Contents Note

Topics include, among others, accessioning procedures; acquisitions, especially Livingston Papers (including inventory); Advisory Committee ("AC" on labels); appraisals; attorney general; Baker & Taylor; buildings & construction; collections management and descriptions/profiles of the collections; conference "Power of the Press"; deeds of gift (originals); directory listings; and disaster plan.

circa 1986-1997
Box: 71 Folder : 1-37 Subject Files. E-F (37 of 237 folders)

Scope and Contents Note

The bulk of the box includes exhibition files, including general files of proposals, schedules, descriptions, etc. These principally concern the library/reading room exhibitions, but also include other N-YHS exhibitions. Specific matters include, among others, the Spanish-American War Project, map collection, Markers of Change,  Letters From a War, McLoughlin woodcuts,  Early New York Printing (includes an 1981 inventory of paper money in N-YHS's collection), Rufus King, and unique slavery material. The rest of the box includes four folders of fiscal crisis letters, clippings, and staff memos.

circa 1986-1997
Box: 72 Folder : 1-40 Subject Files. F-L (40 of 237 folders)

Scope and Contents Note

Topics include, among others, fundraising, gifts/exchanges (includes index cards and other documents recording exchanges with other institutions in 1979-1983), Harper Fund, income from endowments/restricted funds, IRLA, and library matters (organization charts, conservation lab, collections management, acquisitions policy, refurbishing, staff meeting notes, and Library Night labels.

circa 1986-1997
Box: 73 Folder : 1-33 Subject Files. L-O (33 of 237 folders)

Scope and Contents Note

Topics include, among others, library loans, Luce Center planning (including vendor software proposals), McLoughlin blocks (see also the folders for exhibitions above), manuscript room matters, microfilm readers, lists of new titles/acquisitions in the library, N-YHS matters (website, bibliography, capital budget for 1993-94, report to the state on its financial stabilization plans), newspaper collections, Old Print Shop, Zenger letter.

circa 1986-1997
Box: 74 Folder : 1-36 Subject Files. O-R (36 of 237 folders)

Scope and Contents Note

Topics include, among others, OPAC, personnel (job descriptions, postings, policies, staff lists), planning, publishing/royalty statements, appraisals for publishing-related donations, quiz show filming in library, and RLG/RLIN projects, invoices, etc.

circa 1986-1997
Box: 75 Folder : 1-40 Subject Files. R-Z (40 of 237 folders)

Scope and Contents Note

Topics include, among others, RLG/RLIN, security, library signage, space planning, stack 15 relocation, technical services/cataloging, and a collective bargaining agreement. The box also holds many folders concerning library statistics for 1988-1998 (reading room, manuscripts, Print Room, with some gaps).

circa 1986-1997
Box: 77 Folder : 1-16 General Files. FY1991-1992 (16 of 25 folders)

Scope and Contents Note

Includes budget files for FY1989 and 1990 as well as 1991 and 1992.

1988-1992
Box: 78 Folder : 1-9 General Files. FY1991-1992 (9 of 25 folders)

Scope and Contents Note

Includes, among other topics, a report on duplicates in the caricature collection, a bibliography of N-YHS library holdings bearing on Native American history, collections profiles, and a file for the proposed exhibition Patrons, Collectors & Collections.

1990-1993
Box: 79 Folder : 1-9 General Files. FY1993 (9 folders)
1992-1993
Box: 79 Folder : 10-13 General Files. FY1994 (4 of 22 folders)
1993-1994
Box: 80 Folder : 1-22 General Files. FY1994 (18 of 22 folders)

Scope and Contents Note

Includes documents related to staffing plans, N-YHS's discussions with New York University and a file of calendars and other documents related to public programs from 1993-1996.

1993-1996
Box: 80 Folder : 23-27 General Files. FY1995 (5 of 24 folders)
1994-1995
Box: 81 Folder : 1-19 General Files. FY1995 (19 of 24 folders)

Scope and Contents Note

Includes, among other topics, reading room statistics and working papers of a survey of other libraries regarding their admission and service fees.

1994-1995
Box: 82 Folder : 1-12 General Files. FY1996 (12 of 22 folders)
1995-1996
Box: 83 Folder : 1-10 General Files. FY1996 (10 of 22 folders)
1995-1996
Box: 83 Folder : 11-23 General Files. FY1997 (13 of 25 folders)
1996-1997
Box: 84 Folder : 1-12 General Files. FY1997 (12 of 25 folders)

Scope and Contents Note

Includes, among other topics, text for labels to exhibition Love Letters, a report on a steam leak in the stacks, a middle school program called Shadow Day, and a copy of the agreement between N-YHS and New York University for library services.

1996-1997
Box: 84 Folder : 13-27 General Files. FY1998 (15 of 20 folders)

Scope and Contents Note

Includes, among other topics, correspondence concerning the Fabres collection.

1997-1998
Box: 85 Folder : 1-5 General Files. FY1998 (5 of 20 folders)

Scope and Contents Note

Includes, among other topics, the microfilming project for the Astor papers, public service statistics, and a survey of reproduction service fees.

1997-1998
Box: 85 Folder : 6-28 General Files. FY1999 (23 folders)

Scope and Contents Note

Includes, among other topics, the results of a survey of library users and the donation of the American Society of Landscape Architects, New York Chapter records.

1998-1999
Box: 86 Folder : 1-22 General Files. FY2000 (22 folders)

Scope and Contents Note

Includes, among other topics, Ebsco subscription service proposal, and acquisition of daguerreotypes from Jerry Spagnoli.

1999-2000
Box: 87 Folder : 1-30 General Files. FY2001 (30 of 58 folders)

Scope and Contents Note

Includes files on, among other topics, Civil War Digitization Project, New York Inside Out exhibition, and a draft of Beyer Blinder Belle's Facilities Program for N-YHS.

2000-2001
Box: 88 Folder : 1-28 General Files. FY2001 (28 of 58 folders)
2000-2001
Box: 89 Folder : 1-20 General Files. FY2002 (20 of 57 folders)

Scope and Contents Note

Includes, among other topics, copies of documents related to a financial legacy from the estate of Ramona Lazare and exhibition files (especially Independence and Its Enemies wall text and checklist).

2001-2002
Box: 90 Folder : 1-19 General Files. FY2002 (19 of 57 folders)

Scope and Contents Note

Includes, among other topics, donation files for FY2002, the original deed of transfer of Landauer collection objects from the library to the museum (though the list of items is not included), and a document considering the impact on the library of the affiliation with New York University.

2001-2002
Box: 91 Folder : 1-18 General Files. FY2002 (18 of 57 folders)

Scope and Contents Note

Includes, among other topics, permissions and the results of a survey to assess the quality of library public service.

2001-2002
Box: 92 Folder : - General Files. Purchases & Invoices (1 of 8 boxes)

Scope and Contents Note

This set of boxes includes invoices, billings, correspondence, purchase orders, and related documents for the acquisition of books, subscriptions, supplies, office equipment, services, etc. for the library. Principal vendors include Baker & Taylor, Readmore, Ebsco, Blackwell, and RLG. Date range is primarily fiscal years 1991-2001, but there are some earlier files back to 1986.

1989-1992
Box: 93 Folder : - General Files. Purchases & Invoices (2 of 8 boxes)

Scope and Contents Note

This box holds RLG invoices from 1986-1995 and other invoices for FY 1993.

1986-1995
Box: 94 Folder : - General Files. Purchases & Invoices (3 of 8 boxes)
1994, 1996-1997
Box: 95 Folder : - General Files. Purchases & Invoices (4 of 8 boxes)
1997-1998
Box: 96 Folder : - General Files. Purchases & Invoices (5 of 8 boxes)
1999-2000
Box: 97 Folder : - General Files. Purchases & Invoices (6 of 8 boxes)
2000-2001
Box: 105 Folder : 1-12 General Files. Purchases & Invoices (7 of 8 boxes)
2001-2002
Box: 106 Folder : 1-7 General Files. Purchases & Invoices (8 of 8 boxes)
2001-2002
Box: 98 Folder : - Calendars

Scope and Contents Note

Includes what appears to be the master calendars for the library staff, 1990-93, and the daily calendar for the administrative assistant (1992).

1990-1993
Box: 99 Folder : 1-12 Grants (1 of 4 boxes)

Scope and Contents Note

Includes Annie Laurie Aitken Charitable Trust (library preservation, book conservation), Vincent Astor Foundation, U.S. Dept. of Education (Rufus King Collection), Gladys Brook Foundation, Library of Congress, and NEH (renovations & rehousing).

1982-1992
Box: 100 Folder : 1-16 Grants (2 of 4 boxes)

Scope and Contents Note

Includes NEH Map project.

1992-1999
Box: 101 Folder : 1-7 Grants (3 of 4 boxes)

Scope and Contents Note

Includes NEH Regional Americana Project (RAP), NHPRC (general information), and Pew Charitable Trust (library cataloging).

1990-1993
Box: 102 Folder : 1-12 Grants (4 of 4 boxes)

Scope and Contents Note

Includes New York State grants (Erskine-Dewitt maps, manuscript survey, conservation).

1986-1999
Box: 103 Folder : 1-29 Fellowship Proposals (29 folders)
2002-2003
Box: 104 Folder : 1-22 Friends of the Library (22 folders)
1988-1989
Box: 107 Folder : 1-6 Library Statistics (6 folders)
1981-1991
Box: 107 Folder : 7 Long Range Planning Project
1986
Box: 107 Folder : 8-11 Annual Reports (4 folders)

Scope and Contents Note

Includes the Library annual report for 1980-82 and 1992, Reading Room for 1986, and Technical Services for 1987.

1980-1992
Box: 107 Folder : 12 Acquisition Policy Amendments

Scope and Contents Note

Includes two bound copies of the 1959 policy annotated with the 1971 amendments. One copy also has loose sheets that include an outline of trustee John Parsons's proposed changes to Jim Heslin and the proposed revisions circulated to the Library Committee in 1971. Also includes a copy of the 1975 statement.

1959-1975
Box: 107 Folder : 12 Acquisitions [Accessioning] Procedures
1985
Box: 154 Folder : 1-9 Cataloging Projects. Memos (9 folders)
1974-1987
Box: 154 Folder : 10-12 Cataloging. Statistics (3 folders)
1984-1989
Box: 108 Folder : 1 Staff Guidelines, Manuscript Department
2002-2004
Box: 108 Folder : 2 Miscellaneous Processing Procedures
1982-1993
Box: 108 Folder : 3 Library Forms
Undated
Box: 108 Folder : 4-6 Library Documents (from binder) (3 folders)
circa 1992
Box: 109 Folder : 2-4 Library Documents (from binder) (3 folders)
circa 1992
Box: 109 Folder : 5-6 Library Documents (from binder) (2 folders)
circa 1992-1993
Box: 108 Folder : 7-9 Disaster Recovery and Emergency Plans (3 of 4 folders)
1989-2009
Box: 109 Folder : 1 Disaster Recovery and Emergency Plans (1 of 4 folders)

Scope and Contents Note

Includes a second copy of the library's disaster recovery plan found above.

1989
Box: 109 Folder : 7 Library Staff Party and Event Announcements
1985-1991
Box: 125 Folder : 1-9 Miscellaneous Memos (9 folders)
1982-1992
Box: 125 Folder : 10-15 Budgets (6 folders)

Scope and Contents Note

Includes some workpapers for budgets from 1961-early 1980s with fuller budget documents for fiscal years 1985-88.

1961-1988

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