Middle District of Florida Historical Society Archives
Collection Policy
May 2012
The following collection policy provides an overview of the holdings currently housed at the Middle
District of Florida Historical Society Archives. It should be referenced by researchers who plan to
conduct research at the Archives. Current and future consulting archivists at the Historical Society
should also refer to this collection policy to better understand the collections housed at the Archives
and how to adhere to archival standards for the collections at the repository.
Table of Contents
Middle District of Florida Historical Society Archives - Mission Statement and Programs
Mission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Acquisition and Appraisal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Collections Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Collection Scope and Priorities
Historical Society Archives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Historical Society Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Photographic Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Oral History Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Historical Society Library of Federal District Court History . . . . . . . . . . . . . . . . . . . . . . . . .
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Archival Practices at the Archives
Archival Appraisal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Acquisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Custody of Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Restrictions on Access and Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deaccessioning and Disposition of Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Referrals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Copyright. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Middle District of Florida Historical Society Archives - Mission Statement and
Programs
Mission
The Middle District of Florida Historical Society (hereafter known as the “Historical Society”)
mission is to preserve, interpret, and educate the history of the Middle District of Florida and foster an
appreciation of the Middle District's historical significance. The Historical Society is accomplishing this
goal through educational programs, community outreach, historical exhibits, historical publications,
artifact preservation, and oral histories.
To help aid the Historical Society’s mission in preserving the history of the Middle District of
Florida, it established the Middle District of Florida Historical Society Archives (hereafter known as the
“Archives”). The goal of the Archives is to preserve and provide access to primary and secondary
resources related to the history of the Middle District and the federal district court system in the State
of Florida.
Collections
The Archives consists of five collecting areas. The Historical Society Archives (HSA) and the
Historical Society Collections (HSC) make up the majority of the holdings. Records contained in the HSA
are those materials that have been transferred from one of the divisions in the Middle District, such as
miscellaneous artifacts, artwork, and other non-administrative court records. The HSC is the manuscript
collection at the Archives, containing donated personal records from judges and others from the Middle
District. The Photographic Collection contains both physical and digital images of the Middle District.
Images cover various topics on the Middle District, including events, courthouses, and important
individuals. The Oral History Collection currently contains transcripts and supplemental materials from
oral history interviews that have been conducted between staff members at the Samuel Proctor Oral
History Program at the University of Florida and various Middle District Court federal judges. The
Historical Society Library of Federal District Court History contains secondary resource information about
the federal district court system in the United States.
Research
All collection materials at the Archives are accessible to historians, lawyers, government
officials, students, and other patrons interested in the history of the Middle District. Collection
materials are available to all patrons on equal terms of access.
As a way to promote access to its collections, the Archives has provided a variety of finding aids
online. The Finding Aids page on the Historical Society’s website is a useful tool that all researchers
should refer to prior to visiting the Archives. Access to all finding aids requires Adobe Reader. A binder
of all the published finding aids is also available at the Archives.
The Archives is located at the U.S. Courthouse in downtown Orlando, Florida. Those wishing to
plan a visit to the Archives will need to contact a representative from the Historical Society several days
prior to ensure that a staff member will be onsite. For directions and parking information, visit
http://www.flmd.uscourts.gov/.
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Acquisition and Appraisal
The Archives only collects materials related to the Middle District of Florida. Since the Archives
is a relatively new repository, the main acquisition goal is to collect materials for all of the current
collections. Appraisals conducted by the Archives involve a consulting archivist or trained volunteers
selecting records that adhere to certain archival values and historical significance. The condition of the
records is also considered during an archival appraisal. Different types of records are accepted by the
Archives, including original paper documents, photographs, audio recording, and electronic formatted
materials.
The Archives accepts both donated and transferred materials into its collections. Any records
originally owned by one of the courthouses in the Middle District are considered transfer records,
including photographs, memorabilia, or artifacts. The majority of the donated materials include
manuscripts and photographs. Anyone who is interested in donating their materials should contact the
Archives’ consulting archivist or a representative from the Middle District of Florida Historical Society
within his or her division.
One project the Archives has started is the Judges’ Collections Acquisition Project. The project’s
mission is to encourage senior judges within the Middle District to donate their materials to the
Archives. Judges’ collections can include chamber papers and personal manuscript collections.
Volunteers from each division play a major role by making initial contact with judges and beginning
archival appraisals on their collections. Once the judges agree to donate their materials to the Archives,
volunteers then act as liaisons between the judges and the Historical Society’s consulting archivist
during the acquisition process. Those who are interested in becoming a volunteer for the Judges’
Collections Acquisition Project should contact the consulting archivist or a representative from the
Middle District of Florida Historical Committee within their division.
The Archives stresses that it does not collect any administrative records related to the Middle
District, including docket books, naturalization records, and case files. These records are collected and
maintained by the United States National Archives and Records Administration. All of the textual
records from the Middle District of Florida are located at the National Archives at Atlanta, Georgia. If
any administrative records are found, contact either the Historical Society’s consulting archivist or an
archivist at the National Archives. Contact information for the National Archives:
5780 Jonesboro Road
Morrow, Georgia 30260
Phone: 770-968-2100
Fax: 770-968-2547
Email: atlanta.archives@nara.gov
Collections Management
All donated and transferred materials acquired by the Archives are accessioned, arranged, and
described according to established archival standards. Holdings maintenance activities such as rehousing
in archival boxes and folders ensure the long-term preservation of materials in the Archives collections.
In certain cases, some collections and individual items will be digitized and displayed on a digital
collection website created and maintained by the Historical Society. Digitization projects will adhere to
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archival standards in maintaining archival quality scans and described accordingly through proper
metadata identification.
Collection Scope and Priorities
Historical Society Archives
The Historical Society Archives (HSA) documents the history of the Middle District from its
establishment in 1962 to the present. The HSA consists of records, including papers, maps, books,
tapes, photographs, films, sound recording, and other materials made available to the Archives after
proper legal provisions are set in place. Artifacts and ephemera related to the various divisions within
the Middle District are also included in the HSA collection.
Records and artifacts collected in the HSA adhere to the following criteria:
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Records and artifacts designated by the consulting archivist as having permanent value
Records and artifacts that have intrinsic value based on the physical form of the record, its
uniqueness, or other factors arising out of its creation or use
Records and artifacts that are legally and physically accessible
Records and artifacts that provide the most accurate and understandable source of information
to researchers
Records and artifacts reflecting the Middle District’s functions and activities
The Archives seeks to develop its HSA collection through the continued acquisition of records
and artifacts that meet the standards outlined in this policy. The Archives places an emphasis on
collecting records and artifacts containing information related to the courthouses in each division;
significant events surrounding political- and case-related topics; and the Middle District’s local, state,
and national influence.
Historical Society Collection
The Historical Society Collection (HSC) contains donated materials from private individuals
involved in the Middle District, including judges and other district court employees. Records in this
collection include scrapbooks, correspondence, personal manuscripts, various publications,
photographs, and other related materials. The HSC documents provide a more personal and behind the
scenes view of the Middle District from its establishment in the early-1960s to the present.
The Archives collects personal manuscript collections in the following areas:
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Private papers of Middle District judges and other court officials whose history is also
documented in the Historical Society Archives collections
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Significant collections of private papers from individuals or families reflecting the social,
economic, and political history of the Middle District in Florida
Personal papers and records that complement existing records in the Archives or that fill in gaps
in under-documented collection areas
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Records that have intrinsic value based upon the physical form of the record, its uniqueness, or
other factors arising from its creation or use
Records related to the Middle District with historic integrity.
Special collecting emphasis is placed on records that represent significant individuals, events,
and court cases related to the Middle District.
Photographic Collection
The Photographic Collection contains still images of people, events, and places significant to the
Middle District. The Photographic Collection provides visual information that complements the Archives
textual documentation of Middle District history.
The Archives collects photographs (analog and digital), slides, films, videos, drawings, postcards,
portraits, and other images related to the history and development of the Middle District. Subject areas
include the following:
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Significant collections of images of Florida photographers or photographers whose primary
subject is the Middle District
Images that highlight each federal courthouse within the Middle District
Images that depict significant events, court cases, individuals, and local influence of the Middle
District in each of its divisions
Images that complement and support existing manuscript and public records collections in the
Archives
Collecting emphasis is placed on items documenting the careers and lives of the judges serving
in the Middle District.
Oral History Collection
The Oral History Collection contains transcripts of oral history interviews conducted with people
involved in the Middle District. The Oral History Collection provides living history accounts of particular
personal stories and events from individuals who played an integral role in the history of the Middle
District.
The Archives collects oral histories according to the following parameters:
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Interviews that have been conducted by interviewers from the Historical Society or other
partners, including the Samuel Proctor Oral History Program at the University of Florida
Any forms or data sheets completed prior to the interview that contains biographical facts
related to the interviewee
Any supplemental research materials collected by the interviewer prior to the interview
Collecting emphasis is placed on oral history recordings and transcripts of interviews conducted
with judges serving in the Middle District.
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Historical Society Library of Federal District Court History
The Historical Society Library of Federal District Court History is a collection of books and other
published materials related to the overall history of the federal district court system in the United
States. The Library’s purpose is to provide a central location of secondary resources which can be
referenced while researching in other collections at the Archives.
The Archives accepts donations and purchased published materials including books, journals,
newsletters, and other periodicals. Publications should contain information on the history and
development of the federal court system in the United States either at the local, state, and/or national
levels. Emphasis is placed on books related to the history of the Middle District of Florida.
Archival Practices at the Archives
Archival Appraisal
Appraisal is primarily the responsibility of the Historical Society’s consulting archivist.
Projects such as the Judges’ Collections Acquisition Project allow volunteers to conduct
broad archival appraisals on collections, but it is ultimately the consulting archivist who
determines whether or not the Archives will acquire a collection. The appraisal process is
based upon accepted professional archival appraisal criteria.
Acquisition
The consulting archivist, with approval from the Historical Committee co-chairs,
actively formulates collection development strategies based upon guidelines established in
this document. The consulting archivist assists in review and appraisal of potential
acquisitions when appropriate.
Custody of Records
All records and artifacts accessioned into the Archives must follow proper
procedures. Those individuals from each division who are responsible for transferring a
particular item or collection needs to complete a Transfer Form. Those wanting to donate
their manuscript collections are required to complete a Deed of Gift form. The Archives
will not accept materials unless they are accompanied by the completed Transfer or Deed of
Gift form.
Restrictions on Access and Use
The Historical Society’s consulting archivist is responsible for providing access to the collections
at the Archives. Collections donated or transferred to the Archives shall be accessible to the public
unless otherwise noted in either a completed Transfer or Deed of Gift form. Visitors to the Archives will
be supervised at all times and are expected to adhere to research standards. Collection items cannot be
taken out of the Archives room at any point. Photocopies of certain records are available upon request
unless specified otherwise.
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Deaccessioning and Disposition of Materials
Certain collections acquired by the Archives may be deaccessioned as a result of an archival reappraisal conducted by the consulting archivist. The Archives is often given administrative records
created in the Middle District, such as dockets and naturalization records, which it does not maintain;
rather it is the responsibility of the United States National Archives to maintain and preserve these
records. Such disposition of administrative records will be made only after prior approval from the
Historical Society’s co-chairs and other committee members.
Collections and certain items that are determined to have no permanent value or historical
interest will be returned to the donor or otherwise disposed of according to the wishes of the donor as
stated in the Deed of Gift. If no provision is made, the Archives will use its discretion in disposition of
unwanted materials.
Loans
The Archives will not loan original materials from its collections for any purpose except those
authorized by the Historical Society’s co-chairs and committee members. The Archives does, however,
accept loans from donors wanting to make their materials accessible to researchers but not ready to
hand over full custody to the Archives.
Referrals
When materials offered to the Archives do not fall under the categories and standards outlined
in this policy, prospective donors will be referred when possible to appropriate repositories. Those
responsible for the transferring of Middle District division-related materials will be referred to the
United States National Archives of Atlanta, Georgia, for administrative materials. Refer to the Appraisal
and Acquisition of this collection policy for contact information for the National Archives.
Copyright
As stated on the Deed of Gift form, all materials transferred to the Archives become the sole
and absolute property of the Archives. All rights, title, and interest in and to these materials, together
with all literary property rights that the donor(s) holds are transferred to the Archives. The Archives, as
owner of literary rights transferred by the Deed of Gift, may exercise or transfer to a third party the right
of quotation or publication.
It is the responsibility of the researcher to determine the status of copyright in the records he or
she uses. The researcher is liable for any copyright infringement in his use of materials. Researchers are
encouraged to confer with the Historical Society’s consulting archivist for any questions related to
literary property rights.
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