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City of San Antonio City of San Antonio Office of the City ClerkOffice of the City ClerkMunicipal Archives & Municipal Archives &

Records FacilityRecords FacilitySarah WalchSarah WalchCity ArchivistCity ArchivistApril 14, 2010April 14, 2010

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Archival Program HistoryArchival Program History Began in 2005 by City Clerk Leticia Vacek to Began in 2005 by City Clerk Leticia Vacek to

appropriately house, organize, and make appropriately house, organize, and make available for research the history of the City of available for research the history of the City of San Antonio.San Antonio.

Partnered with the San Antonio Public Library’s Partnered with the San Antonio Public Library’s Texana/Genealogy department and the San Texana/Genealogy department and the San Antonio Public Library Foundation for grant Antonio Public Library Foundation for grant application funding.application funding.

The archives program was awarded two grants by The archives program was awarded two grants by the National Historical Publications and Records the National Historical Publications and Records Commission (NHPRC), in the amounts of $98,000 Commission (NHPRC), in the amounts of $98,000 and $52,000.and $52,000.

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NHPRC Grant ResultsNHPRC Grant Results In 2004, City Clerk, Leticia M. Vacek saw the need In 2004, City Clerk, Leticia M. Vacek saw the need

for an archivist and sought out funding and for an archivist and sought out funding and support from the Mayor and City Council.support from the Mayor and City Council.

In 2005, City Archivists Amanda DeFlorio and In 2005, City Archivists Amanda DeFlorio and Sean Heyliger, working with archivists from the Sean Heyliger, working with archivists from the Public Library:Public Library:– Cataloged 41 collections into MARC and EAD.Cataloged 41 collections into MARC and EAD.– Input MARC records into the Online Computer Library Input MARC records into the Online Computer Library

Center (OCLC).Center (OCLC).– Input EAD records into the Texas Archival Resource Input EAD records into the Texas Archival Resource

Online (TARO): Online (TARO): http://lib.utexas.edu/taro/browse/browse_sama1.htmlhttp://lib.utexas.edu/taro/browse/browse_sama1.html

– Published the finding aids on our website: Published the finding aids on our website: http://www.sanantonio.gov/clerk/Archives/findingaids.ashttp://www.sanantonio.gov/clerk/Archives/findingaids.aspxpx

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Current Archives ProjectsCurrent Archives Projects Acquisition of new materials from City departments Acquisition of new materials from City departments

(ongoing).(ongoing).– Public Works Maps & Plats, 1875-present.Public Works Maps & Plats, 1875-present.

Over 20,000 maps.Over 20,000 maps. Transfer completed in April.Transfer completed in April.

– Historic Preservation Sanborn Maps, 1921-1955.Historic Preservation Sanborn Maps, 1921-1955. 23 books, 7 boxes.23 books, 7 boxes. Transfer completed in February.Transfer completed in February.

– Fire Department Records 1870-present. Fire Department Records 1870-present. 40 log books, 400 photographs - Appraised March 1940 log books, 400 photographs - Appraised March 19thth.. Partnership with Fire Museum to rehouse/repair documents.Partnership with Fire Museum to rehouse/repair documents.

– San Antonio International Airport San Antonio International Airport Initial visit by Facilities Manager and City Archivist on March 16Initial visit by Facilities Manager and City Archivist on March 16 thth.. Several weeks of consulting ongoing to determine Several weeks of consulting ongoing to determine

scope/size/need due to Terminal 2 being demolished.scope/size/need due to Terminal 2 being demolished.

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Current Archives Projects (2)Current Archives Projects (2) Completed month of training with local Completed month of training with local

conservation expert Jim Guimarin of The History conservation expert Jim Guimarin of The History Shop on March 30Shop on March 30thth..– Created alkaline bath and washed fragile Created alkaline bath and washed fragile

documents.documents.– Repaired documents using Filmoplast, tacking Repaired documents using Filmoplast, tacking

iron, bag eraser, weights, small paintbrushes iron, bag eraser, weights, small paintbrushes and Exacto knife.and Exacto knife.

– Flattened documents using weights, tacking Flattened documents using weights, tacking iron, and heavy glass panes.iron, and heavy glass panes.

– Planned and repaired fragile 1840s City Planned and repaired fragile 1840s City Engineering canvas-backed map with leather Engineering canvas-backed map with leather glue and encased repaired map in mylar.glue and encased repaired map in mylar.

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Current Archives Projects (3)Current Archives Projects (3) Fiesta Exhibit at City Hall – 2Fiesta Exhibit at City Hall – 2ndnd floor. floor.

– Opening date: April 15, 2010.Opening date: April 15, 2010. Digitization Project/Public Library Digitization Project/Public Library

Partnership: Partnership: – Training San Antonio Public Library Training San Antonio Public Library

Texana/Genealogy archivists in scanning & Texana/Genealogy archivists in scanning & indexing processes.indexing processes.

– Currently working with Texana department Currently working with Texana department manager Frank Faulkner to design and develop manager Frank Faulkner to design and develop website, in partnership with ITSD.website, in partnership with ITSD.

Identify full inventory (top-level description) of Identify full inventory (top-level description) of collections to be digitized, then identify priorities.collections to be digitized, then identify priorities.

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Current Archives Projects (4)Current Archives Projects (4) Process collections and catalog in MARC Process collections and catalog in MARC

and EAD.and EAD.– 41 of 74 identified collections processed and 41 of 74 identified collections processed and

descriptions shared online.descriptions shared online.– 32 out of 74 identified collections are 32 out of 74 identified collections are

unprocessed, including Alamodome, City unprocessed, including Alamodome, City Engineering Maps, Stinson Municipal Airport, Engineering Maps, Stinson Municipal Airport, and Police/Firemen Pension collections, among and Police/Firemen Pension collections, among others.others.

– Mayor Hardberger collection is in progress, Mayor Hardberger collection is in progress, currently working on Box 26 of 51.currently working on Box 26 of 51.

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Current Archives Projects (5)Current Archives Projects (5) The City Clerk is working with the The City Clerk is working with the

Mayor and City Council to possibly be Mayor and City Council to possibly be added to the City’s 2012 Bond added to the City’s 2012 Bond Election for a new building.Election for a new building.– Current 60,000-square-foot warehouse Current 60,000-square-foot warehouse

is nearly full.is nearly full. Build partnerships with community Build partnerships with community

organizations & researchers.organizations & researchers.

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Successes of the Records FacilitySuccesses of the Records Facility

Records staff identified, classified, Records staff identified, classified, inventoried and bar coded over inventoried and bar coded over 25,000 architectural plans.25,000 architectural plans.

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Successes of the Records Facility Successes of the Records Facility (2)(2)

City Clerk, Leticia M. Vacek applied for and City Clerk, Leticia M. Vacek applied for and received a grant from Alamo Area Council received a grant from Alamo Area Council of Governments (AACOG).of Governments (AACOG).

These grants paid for:These grants paid for:– An industrial-sized shredder - $33,000An industrial-sized shredder - $33,000– A compactor conveyor belt system - $48,000A compactor conveyor belt system - $48,000

9 tons/month of shredded records that 9 tons/month of shredded records that have met retention are picked up by the have met retention are picked up by the City’s Solid Waste Management City’s Solid Waste Management department, and the materials are sold for department, and the materials are sold for recyclable materials.recyclable materials.

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Digitization Rollout: 2009-presentDigitization Rollout: 2009-present

The City of San Antonio purchased IBM’s The City of San Antonio purchased IBM’s FileNet program, an Enterprise Content FileNet program, an Enterprise Content Management System (ECMS).Management System (ECMS).

Assistant to the City Clerk, Tina J. Flores Assistant to the City Clerk, Tina J. Flores worked closely with ITSD to develop worked closely with ITSD to develop indexing standards.indexing standards.– 36 Fields entered, 15 are searchable.36 Fields entered, 15 are searchable.

Conform to the Dublin Core requirements.Conform to the Dublin Core requirements.– Designed and developed website with digital Designed and developed website with digital

collections:collections:http://www.sanantonio.gov/clerk/ArchiveSearch/http://www.sanantonio.gov/clerk/ArchiveSearch/

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Digitization Rollout: 2009-present Digitization Rollout: 2009-present (2)(2)

Since 2009, records staff have Since 2009, records staff have photographed, indexed, and uploaded 14 photographed, indexed, and uploaded 14 digital collections including 3,976 files.digital collections including 3,976 files.– 3 Media Formats: JPEG, PDF, and MP3.3 Media Formats: JPEG, PDF, and MP3.– Reel-to-reel transfer of City Council Audio to Reel-to-reel transfer of City Council Audio to

MP3.MP3.– 21-megapixel camera used to digitize fragile 21-megapixel camera used to digitize fragile

documents.documents.– Large maps flattened in-house for imaging.Large maps flattened in-house for imaging.

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Digitization Rollout: 2009-present Digitization Rollout: 2009-present (3)(3)

Historical collections, most requested Historical collections, most requested collections digitized first.collections digitized first.– Three digitized collections predate the 1900s: Three digitized collections predate the 1900s:

Office of the City Clerk, Council Proceedings, 1849-Office of the City Clerk, Council Proceedings, 1849-20052005

Office of the City Clerk, Ordinance Books, 1850-2001Office of the City Clerk, Ordinance Books, 1850-2001 San Fernando de Bexar Municipal Records, 1770-San Fernando de Bexar Municipal Records, 1770-

18321832 Digital Collections are released as an item Digital Collections are released as an item

so that they are searchable as a single so that they are searchable as a single collection on our website.collection on our website.

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Digitization Rollout: 2009-present Digitization Rollout: 2009-present (4)(4)

Digitization current practice for records Digitization current practice for records that are permanent in nature once that are permanent in nature once approved or adopted by City Council:approved or adopted by City Council:– City Council OrdinancesCity Council Ordinances– City Council ResolutionsCity Council Resolutions– City Council MinutesCity Council Minutes

Archivist working on older documents.Archivist working on older documents. GOAL: To meet in the middle and cover GOAL: To meet in the middle and cover

300 years of history.300 years of history.

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Future PossibilitiesFuture Possibilities City Clerk, Leticia M. Vacek has City Clerk, Leticia M. Vacek has

applied for a third grant through the applied for a third grant through the National Historical Publications and National Historical Publications and Records Commission (NHPRC).Records Commission (NHPRC).

Awaiting their response to comments Awaiting their response to comments requested.requested.

Hope to receive grant to be able to Hope to receive grant to be able to hire another archivist to process hire another archivist to process collections.collections.

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Digital Collection SearchDigital Collection Search

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Digital CollectionsDigital Collections

San Fernando de Bexar Minutes 1770-1823San Fernando de Bexar Minutes 1770-1823 San Fernando de Bexar Ordinances 1830-San Fernando de Bexar Ordinances 1830-

18321832 Historical Figures 1843-1895Historical Figures 1843-1895 City Engineer Maps 1844-1901City Engineer Maps 1844-1901 City Parks 1908City Parks 1908 City Block Tax Maps (red books) 1920-1990City Block Tax Maps (red books) 1920-1990 City of San Antonio Elections 1876-1937City of San Antonio Elections 1876-1937

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Digital Collections (2)Digital Collections (2)

City Council Proceedings 1849-2006City Council Proceedings 1849-2006 City Council Ordinances 2009-Present City Council Ordinances 2009-Present City Council Resolutions 2009-Present City Council Resolutions 2009-Present City Council Minutes 1961-PresentCity Council Minutes 1961-Present City Council Agendas 1999-PresentCity Council Agendas 1999-Present City Council Audio 1954-1964City Council Audio 1954-1964 City Council Consideration Requests (CCR) City Council Consideration Requests (CCR)

2007-2010 2007-2010

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Thank you!Thank you! For more information or to schedule For more information or to schedule

an appointment, please contact:an appointment, please contact: Sarah Walch, City ArchivistSarah Walch, City Archivist

– Phone: (210) 207-7029Phone: (210) 207-7029– Email: Email: sarah.walch@sanantonio.govsarah.walch@sanantonio.gov

Municipal Archives & Records FacilityMunicipal Archives & Records Facility– Phone: (210) 207-4214Phone: (210) 207-4214