Austin Public Library -- Austin History Center
Collection Development Policy and Staff Application Guidelines
December 2002
Table of Contents
Austin Public Library -- Austin History Center
Collection Development Policy and Staff Application Guidelines
January 2003
POLICY -- INTRODUCTION ............................................................................................................................4
SCOPE OF MATERIALS ...................................................................................................................................4
CUSTOMERS .......................................................................................................................................................4
COLLECTION UNITS ........................................................................................................................................5
COLLECTING GUIDELINES ...........................................................................................................................6
GUIDELINES APPLICABLE TO ALL COLLECTION UNITS .......................................................................................6
COLLECTING GUIDELINES -- ARCHITECTURAL ARCHIVES ..................................................................................7
COLLECTING GUIDELINES -- ARCHIVES AND MANUSCRIPTS COLLECTION .........................................................8
COLLECTING GUIDELINES -- AUSTIN FILES -- BIOGRAPHY .................................................................................8
COLLECTING GUIDELINES – AUSTIN FILES – HOUSE/BUILDING..........................................................................9
COLLECTING GUIDELINES -- AUSTIN FILES -- SUBJECT ......................................................................................9
COLLECTING GUIDELINES -- GENERAL COLLECTION ..........................................................................................9
COLLECTING GUIDELINES -- MAP COLLECTION ................................................................................................ 10
COLLECTING GUIDELINES -- PERIODICAL COLLECTION .................................................................................... 10
COLLECTING GUIDELINES -- PHOTOGRAPHY COLLECTION ............................................................................... 11
COLLECTING GUIDELINES – RECORDING COLLECTION ..................................................................................... 11
DOCUMENT 2: STAFF APPLICATION OF THE AHC COLLECTION DEVELOPMENT POLICY 13
APPRAISAL........................................................................................................................................................ 13
Architecture - Related Resources................................................................................................................. 13
Archives and Manuscripts Material............................................................................................................. 14
Audio Recordings......................................................................................................................................... 15
Austin Independent School District, (AISD) ................................................................................................ 15
Austin Presses .............................................................................................................................................. 16
Colorado River ............................................................................................................................................ 17
Machine Readable and Digital Data Formats ............................................................................................. 18
Edwards Aquifer .......................................................................................................................................... 17
Greeting Cards ............................................................................................................................................ 17
Membership Directories .............................................................................................................................. 18
Menus........................................................................................................................................................... 19
Motion Picture Film .................................................................................................................................... 19
Music ........................................................................................................................................................... 19
Oversized Material ...................................................................................................................................... 20
People .......................................................................................................................................................... 20
Periodicals ................................................................................................................................................... 21
Photographs................................................................................................................................................. 21
Postcards ..................................................................................................................................................... 22
Programs ..................................................................................................................................................... 22
Rare and Fragile Items ................................................................................................................................ 23
Theater ......................................................................................................................................................... 23
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University of Texas ...................................................................................................................................... 24
Video Recordings ......................................................................................................................................... 24
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Austin Public Library – Austin History Center
Collection Development Policy and Staff Application Guidelines
Policy -- Introduction
The Austin History Center is a research institution for local history and a division of the Austin
Public Library. Its mission is to provide customers with information about the history and current
events of Austin and Travis County by collecting, organizing, and preserving research materials and
assisting in their use so that customers can build and learn from the community’s collective memory.
This document is intended to provide written policy to further work in acquiring materials that will
inform researchers of all ages about Austin and Travis County. This policy identifies the collecting
units of the Austin History Center providing a broad picture of the geographic, treatment, and types of
materials considered for acquisition. The guidelines serve as a guide to the scope and nature of the
collections in the Austin History Center for customers, other repositories, as well as our public
services co-workers within the Austin Public Library.
Scope of Materials
As a research center, the Austin History Center (AHC) places primary emphasis on the informational
value of materials collected, which include:
a. Publications issued by the City of Austin, Travis County, or their departments. The Austin
History Center serves as the official depository for municipal documents published by the City of
Austin and as the Regional Historical Resource Depository for Travis County records;
b. Materials containing information about some aspect of Austin and Travis County including its
residents, geography, economics, government, natural and built environment, businesses,
institutions, and organizations; and
c. Some items relating to Texas history. These are included as background sources, or because they
contain significant information about Austin/Travis County or their residents, or because they
illuminate Austin events, but the collection is in no sense a Texas collection.
Due to staff, space, and conservation limitations, artifacts are not sought for the collection.
Customers
The Austin History Center's primary mission is to provide information to the citizens of Austin. Our
purpose in preserving the unique source materials about Austin and Travis County is to make them
available to all, not just scholars. Users of the collection include city staff, students and educators,
business persons, historic preservationists, genealogists, journalists, and other interested citizens.
These customers seek current and historical information about local events, businesses and
organizations, neighborhoods and community leaders, the built environment, city services and
publications, demographics, and other statistical data.
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Collection Units
The Austin History Center collection is composed of ten collection units:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Architectural Archives;
Archives and Manuscripts Collection;
Austin Files -- Biography (AF -- Biography);
Austin Files -- House/Building (AF – House/Building);
Austin Files -- Subject (AF – Subject);
General Collection;
Map Collection;
Periodical Collection;
Photography Collection; and
Recording Collection.
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Austin Public Library – Austin History Center
Staff Application Guidelines for the Collection Development Policy
Guidelines Applicable to all Collection Units
The following section of general guidelines applies to all collection units. Issues specific to
individual units are addressed in the sections that follow.
Accessions - most materials in the Austin History Center collection are donated and some are
purchased. These guidelines apply to all materials, whether they are obtained by purchase or
donation.
Censorship - Austin History Center follows all Austin Public Library policies regarding the Freedom
to Read, the Library Bill of Rights, Free Access to Libraries for Minors, and Access to Electronic
Information, Services, and Networks. Free and unfettered access to materials is the overall goal for
the Austin Public Library and the Austin History Center.
Chronology and date of publication - materials containing significant information about all periods of
development in Austin and Travis County are collected, with an emphasis on the years since Austin's
incorporation in 1839. Some materials dealing with the pre-1839 era are collected. Both current and
retrospective publications are acquired.
Condition - fragile materials are evaluated for accessioning in terms of the amount of time they would
require to process, house, and/or conserve according to archival standards. Since the Austin History
Center has limited staff time and conservation capabilities, priorities must be assigned carefully to
those materials requiring extra attention.
Electronic Access - Public use Internet access terminals are available for accessing local information
in electronic form and an Austin History Center Website featuring materials from the collection is
published and regularly maintained.
Geography - generally, only materials containing information about areas within the geographical
limits of Travis County are collected. Some materials are included, however, when they contain:
a. Current statistical information about the Austin-San Marcos Standard Metropolitan Statistical
Area (Travis, Hays and Williamson, Bastrop, and Caldwell Counties);
b. Information about neighboring communities from outside Travis County, if significant historical
ties with Austin exist. (Example: Anderson Mill);
c. Information about the Austin-San Antonio corridor;
d. Information about the Colorado River, from its source to Matagorda Bay;
e. Significant background information about Texas or the United States which illuminates an
understanding of the local area;
f. Information about the Edwards Aquifer; and
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g. Information about people and their works when a significant portion of their careers are strongly
identified with Austin, Texas.
Excluded are materials dealing primarily with state agencies or the University of Texas
with the exception of those materials that reflect a significant link or impact between the state and
Travis County area and individuals. (Examples: State Capitol, early government officials,
demographic data, and institutions such as the Deaf, Dumb and Blind Institute for Colored Youth).
Language - English is the primary language of the Austin History Center, although items in other
languages (Spanish, Swedish, German, etc.) are included if they provide significant information about
the subject. Translations are to be made available whenever possible.
Multiple copies - no more than two copies of individual items are collected. Exceptions are made in
the case of rare items or items which receive heavy use. (Examples: A City Plan for Austin, Texas,
1928).
Value - materials selected have either evidential value (documentation of the functioning of an
organization or individual) or research value and should contain accurate information.
Collecting Guidelines -- Architectural Archives
The Architectural Archives collects documents relating to the architects and architecture of the city
and county.
Date - collection is retrospective in nature in order to encourage scholarship and architectural
research. The emphasis is on projects from the mid-twentieth century that are no longer actively used
by practicing architects. Current projects likely to be actively used by practicing architects (including
city-owned buildings), are considered on a highly selective basis.
Geography - records of architects with practices based in Austin and Travis County are collected,
resulting in the selective inclusion of projects from diverse geographic locations.
Treatment - historical drawings from local firms are given first priority. Drawings from
contemporary local architects are also collected, with an emphasis on award-winning projects. Works
within Travis County by regionally and nationally prominent architects are also considered for
inclusion.
Types - documentation is sought for all phases in the design and construction of buildings. Diverse
materials and formats to be collected range from working drawings, renderings, and sketches in
which various design solutions are explored to photographic documentation, contractual documents,
correspondence, and specifications for projects. Biographical profiles, videotaped lectures, oral
history interviews, and the writings of the principals of Austin's architecture firms supplement the
collection.
Other Considerations - priority is given to original documents. Other formats (blueprints, diazo
prints, velox negatives, etc.) which complement the collection are considered selectively where the
originals are not available.
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Collecting Guidelines -- Archives and Manuscripts Collection
The Archives and Manuscript Collection contain collections of papers of individuals and the records
of organizations, businesses, and institutions, as well as other groups of unpublished primary research
materials.
Geography - a limited number of materials that concern areas outside the Austin History Center's
defined geographic scope are accepted as a part of a record group when it is determined that the
integrity of the record group as a whole would be undermined by withdrawing those materials.
Treatment - collecting areas ranked by priority are:
a. Historically significant records produced by the City of Austin and its various departments and
agencies, as well as the historically significant papers of city officials and administrators;
b. Historically significant records produced by Travis County and its various departments and
agencies, as well as the historically significant papers of county officials and administrators; and
c. Records and papers of individuals, groups, businesses, agencies, organizations, and institutions
that have played an important role in the historical development of the Austin and Travis County
area without qualification or restriction as to subject area.
Types - original primary source materials that are not widely distributed or mass produced, or that are
no longer widely available because of their age. This includes letters, letter press books, manuscripts,
telegrams, diaries, minutes, scrapbooks, photograph albums, autograph books, ledgers, bills and
receipts, account books, and legal documents such as contracts, agreements, wills, deeds, and
abstracts of title. Photocopied manuscripts are also included, as well as printed items such as
certificates, brochures, broadsides, flyers, programs, postcards, and greeting cards.
Items with exhibition value such as artifacts, objects of material culture, and memorabilia are
accessioned on a limited basis. Fragile items with historical and informational values sufficient to
justify the special conservation and expense of retention are accessioned into the collection.
Collecting Guidelines -- Austin Files -- Biography
The Austin Files -- Biography consolidates information about the lives of area residents into files
housed in vertical file cabinets in the photography collection or as is the case with the paper items,
housed in vertical file cabinets near the general collection area.
Treatment - materials in this file should treat some aspect of the person as a subject. Persons included
must be current or former residents of Travis County, living or deceased, who have either made a
significant contribution to the community or are/were of local or national renown. Those persons
who have been in, or aspired to, an elective office shall be considered as having made a significant
contribution to the community, even though they may not have been an actual resident of Travis
County with eligibility to vote in Travis County (Example: George W. Bush and Lyndon Baines
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Johnson). Special consideration is given to those who resided in Travis County in the 19th Century
and to those belonging to an underrepresented ethnic minority.
Types - clippings and printed items such as cards, letters, invitations, research papers, and typescripts.
This material may not be available through standard sources and generally is in a format unsuitable
for shelving with the cataloged general collection.
Other Considerations - Material from indexed sources is not added to the collection unless it contains
a reproducible portrait of the subject.
Collecting Guidelines – Austin Files – House/Building
The Austin Files – House/Building consolidates information about the structures of Austin, arranged
by street address and filed in vertical file cabinets in the photography collection or, as in the case of
the paper items, housed in vertical file cabinets near the general collection area..
Treatment - file contains information about individual structures erected in Austin and Travis County.
A limited amount of information is included about their residents and owners.
Types - file includes clippings, small plat maps and drawings, brochures, applications for historic
designation, and research papers. This material may not be available through standard sources and
generally is in a format unsuitable for shelving with the cataloged general collection.
Collecting Guidelines -- Austin Files -- Subject
The Austin Files -- Subject is composed of clippings, pamphlets, and ephemera serving as a ready
reference source for the general researcher at the Austin History Center and is housed in vertical file
cabinets in the photography collection or as in the case with the paper items, housed in vertical file
cabinets near the general collection area..
Treatment - emphasis is on materials which convey significant information to the researcher.
Representative materials that document groups, associations, institutions, businesses, trends, current
and historical topics, places, and events are actively sought to meet this need and are arranged by
subject heading.
Types - clippings and printed items such as brochures, pamphlets, fliers, bibliographies, postcards,
and unpublished manuscripts are included. This material may not be available through standard
sources and generally is in a format unsuitable for shelving with the cataloged general collection.
Other Considerations - material from indexed sources is not added to the collection.
Collecting Guidelines -- General Collection
The General Collection is the general reference collection for the Austin History Center, containing
primarily books and published documents.
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Treatment - emphasis is given to materials that treat some aspect of Austin/Travis County as a
subject. Monographs about a larger subject which contain a section of information about Austin and
Travis County are acquired when that information is not included elsewhere in the collection.
Books and serials by Austin authors, organizations, and publishers are collected. The intent is to
collect a representative, rather than a comprehensive, selection of works, except in the case of
significant entries. Authors are considered individually and their books are added on the basis of their
prominence and value to the collection. Some materials published in digital and other formats are
added to the General Collection (Examples: City of Austin Technical Specifications, Home Mortgage
Data Reporting, PCensus).
Types - materials collected include monographs, serials, governmental reports, surveys, budgets,
annual reports, informational brochures, unpublished manuscripts, transcripts of audio recordings,
directories, minutes and proceedings, and statistical compilations.
The collection is augmented with electronic resources significant to Austin, Texas including
subscriptions and licensing agreements to access electronic sources, collaborative arrangements with
other institutions to share electronic resources, and Internet access for customers. (Examples:
Ancestry Plus, Archives USA, HeritageQuest Online, Texas Almanac, and Handbook of Texas
Online).
Collecting Guidelines -- Map Collection
The Map Collection contains items that graphically illustrate the boundaries and features of Austin
and Travis County, especially as they trace changes describing the growth of the area.
Geography - some maps of Central Texas, the Colorado River, the Edwards Aquifer, and Texas are
included as they contain information about Travis County, or show it in relationship to the
surrounding area.
Treatment - topographic, flood plain, street, highway, plat, zoning, transportation, and other special
theme maps are sought.
Types - collection consists mostly of large sheet and wall maps, although some blueprints, tracings,
and photomechanical reproductions of aerial photographs are included. Where available electronic
resources are licensed or made available through collaborative agreement and subscription.
(Example: Texas Digital Sanborn Maps Collection).
Collecting Guidelines -- Periodical Collection
Publications issued on a regular, periodic basis in Travis County are included in the collection.
Treatment - publications of the city and county, are sought, as are items from small towns,
neighborhood groups, special interest groups, organizations, and businesses in Travis County.
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Types - periodicals are collected in microform or print format. The collection is augmented with
subscriptions to electronic resources. (Example: Austin American-Statesman Archive, Dow-Jones
Interactive Publications Library, and InfoTrac Newspapers).
Other Considerations - not sought are periodicals issued by statewide interest groups headquartered in
Austin, unless the publication or group consistently focuses on the local area.
Austin History Center indexes the Austin American-Statesman articles that contain information of
lasting interest about Austin and Travis County supplementing the availability of online indexing of
late 1989 to present newspapers.
Collecting Guidelines -- Photography Collection
Images produced by photographic processes are grouped together in the Photography Collection to
facilitate their conservation and accessibility.
Treatment - negative and positive photographic images are sought to illustrate current or historical
information about Austin and Travis County and/or its residents. Images are grouped together by
subject headings based on those used in the Austin File Collections: Austin File – Subject, Austin File
– Biography, and Austin File – House/Building or by special collections based on donors or format.
Types - examples of historical and contemporary technical processes including daguerreotypes,
albumen prints, tintypes, and modern silver prints, as well as formats as color prints, transparencies,
slides, and negatives. Motion picture film and news broadcast film is also collected.
Other Considerations - priority is given to photographic materials where image content is
documented, marked, or identified and where the image is stable and requires only basic preservation
housing expense. Unidentified or heavily deteriorated images must have sufficient informational
content to be considered for acquisition.
Collecting Guidelines – Recording Collection
The Recordings Collection includes audio and video tapes, disc recordings, and other visual formats.
Geography – musicians, songwriters, and filmmakers who have spent a significant amount of their
career in Austin are defined as local artists and are included in the collection. A limited number of
materials that concern individuals or areas outside of the Austin History Center’s defined geographic
scope may be accepted if the artists are identified with the geographic area. (Example: Kinky
Friedman and Willie Nelson).
Treatment - categories of audio and visual recordings are collected. Priority is given to materials in
formats supported by the viewing capabilities of the Austin History Center. Documentation
clarifying the rights and permissions for use of the material for research is required for new
acquisitions.
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Recording categories include:
a. Oral histories, personal histories, and interviews with local people complete with transcripts or
indexes of the recording on reel-to-reel, cassette, video, film, or disc;
b. Local events such as city council and commission meetings, historical marker dedications,
symposia, entertainment, and local programming such as local news broadcasts in a variety of
formats;
c. Music recordings of all genres reflecting the artistic diversity of Austin, the “Live Music Capital
of the World.” Examples from all Austin and Travis County artists and recording studios are
sought; and
d. Film documentaries and features, productions from local organizations and individual producers,
with preference given to topics associated with Austin, Texas are acquired.
Types - audio formats in the collection include: vinyl disc LPs, CD-ROMs, CDs, cassette tapes, reelto-reel tapes, wax, and shellac discs. Visual formats include DVD, VHS, ¾” U-Matic, Beta,
Betacam, DVCAM, Hi8, and 2” and 1” reel-to-reel tape. Slide/tape programs are included in the
collection.
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Document 2: Austin Public Library – Austin History Center
Staff Application of the AHC Collection Development Policy
The purpose of the appendix is to provide specific subject and type examples to assist in the
implementation of the Collection Development Policy. While the aim of the policy document is to
provide a broad picture of the geographic, treatment, and types of materials considered for
acquisition, the appendix addresses preferences, exceptions, placement, and strategies for acquisition
of materials for the Austin History Center collection units.
. Some criteria apply to all collection units while some are specific to a collection unit. The purpose
of the second section of the document, the Appendix, is to provide specific subject and type examples
and guidance to assist in the implementation of the Collection Development Policy. The document is
arranged in two sections, the Collection Development Policy and the Appendix to the Policy. The
policy with the accompanying appendix assists in making routine acquisitions, but also guides in
making difficult choices.
Appraisal
In appraising potential additions to the collection, staff weighs the informational value of an item
against the investment that keeping and preserving it represents. The costs of staff time expended in
cataloging, processing, and preservation activities; supplies used; and space required are all
considered.
Additional factors considered include the following questions:
a.
b.
c.
d.
e.
f.
Does the collection or item add to the understanding of the history of Austin and Travis County?
Does the material have intrinsic qualities that add value to the collection?
Does the collection or item provide information that is not readily available elsewhere?
Will the information, in its original form, be of value to researchers 10, 20, 100 years from now?
Is the material understandable (legible and comprehensible, accessible using existing equipment)?
Is the material credible (accurate, from a reliable source)?
Donations and purchases that do not affirmatively answer most if not all of these criteria questions
should not be accessioned into the collection. Items that have been inappropriately accessioned may
be considered for transfer to a more appropriate archival institution, return to the donor, or discard.
The following alphabetical listing of subject/type of material provides examples of implementation
practice used at the Austin History Center.
Architecture - Related Resources
Information concerning the built environment in Austin/Travis County is placed in the following
collection units:
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Architectural Archives - contains drawings for projects by architects with locally based practices.
Support materials that document projects and drawings accessioned into the Architectural Archives
are also collected.
Artifacts collection - as a sub-collection of the Archives and Manuscripts Collection, the artifacts
collection contains 3-dimensional objects found to be of significant historical importance pertaining
to Austin/Travis County. Items are physically grouped together by type and stored in boxes
appropriate for the items, as in the case of a piece of the Wooldridge Park Gazebo and the Weigl
Brothers Iron Works signage. Typically, artifacts are accessioned on a limited basis and are those that
have some exhibition value.
Austin Files – House/Building - contains information about structures readily defined by address. The
initial focus emphasized residential and downtown commercial structures, but significant newer
structures are now included. (Examples: Hirshfeld House (9th St. W 305), One American Center
(Congress Ave. 600), Tips Building (Congress Ave. 708-12)).
Austin Files -- Subject - contains information about structures not readily defined by address, but
instead are institutionalized by folk tradition, and because of their size or notable features, some of
these structures are simply more readily defined by location rather than specific street addresses.
(Examples: Travis County Courthouse, Ebenezer Baptist Church, Brodie Oaks Shopping Center,
Driskill Hotel, Scholz Garden, and Paramount Theater).
General Collection - contains items dealing in whole or in part with architecture in the community.
(Examples: Franklin Savings Association. A History of the Tips Building. A 725.2109764 Fr and
Clarksville National Register District: History of property ownership A 976.431 Ba).
Photography Collection - contains photographic images of structures in Austin and Travis County, as
well as those designed by architects represented in the Architectural Archives collection. Images are
grouped together by subject headings based on those used in the Austin File Collections: Austin File
– Subject, Austin File – Biography, and Austin File – House/Building or by special collections based
on donors or format.
Archives and Manuscripts Material
Archives and manuscripts materials are retained as record groups within the Archives and
Manuscripts collection in order to fully document the creator(s) of the materials; both individuals and
organizations.
Record groups typically fall within one of the following categories:
a. Extensive records (generally non-current) of an organization or institution. These are usually
administrative records such as correspondence files, rather than published minutes and reports.
(Examples: Mexican American Professional Women’s Association, American Association of
University Women, Austin Symphony League, Passon (W. H.) Society Papers, and Travis
County Historical Commission);
b. The personal archives of individuals or families. (Examples: Jane Y. McCallum Papers,
Camacho Family Papers, and Pease-Graham Niles Papers);
c. Material collected by a particular individual, on one or a variety of subjects. (Examples: Frank
Caldwell Collection and Walter Long Collection);
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d. Material on a particular subject or a particular type of material brought together to facilitate
conservation and access. (Examples: Rare and Fragile Items, Artifacts Collection, Oversized
Archives, and O. Henry Collection).
In order to ensure their collective integrity, the original order in which the materials are received is
preserved whenever possible. During arrangement and description processes, identification of items
for transfer to other collection units often hinges on the documents which accompany them.
Audio Recordings
Audio recordings become part of the Recording Collection. When recordings are combined with
other formats such as slides or transcripts, they are often separated according to material type so that
appropriate preservation treatment for each type of material can be applied.
Oral History recordings
Oral histories are acquired when accompanied with a written transcript or index. The transcript is
most frequently separated and filed in Austin Files -- Biography or the Austin Files -- Subject while
the tape is housed in the audio cassette drawers designed for recordings in that format by number
assigned as the material is processed. Alternatively, if the format is reel-to-reel or CD-ROM, it is
filed with others of its kind in housing appropriate for the format. (Examples: Dr. John King, tape
number 1123; Emma Jackson Long, tape number 1128; and Richard Moya, tape number 0078).
Other types of audio recordings
Other subjects include presentations, music, meetings, and radio broadcasts also filed in the audio
cassette drawers and arranged by number assigned as the material is processed. Alternatively, if the
format is reel-to-reel or CD-ROM, it is filed with others of its kind in housing appropriate for the
format. ( Examples: Library Commission Meetings, Historic Marker Dedication Ceremonies, and
Austin Lyric Opera Guild, tape number 2277).
Recordings accepted for accessioning into the collection are evaluated for addition to the collection
using the following criteria:
a.
b.
c.
d.
Informational value including richness of the information within the recording;
Condition and audibility;
Presence of transcript; and
Format -- formats supported by the audio capabilities of the Austin History Center are given
priority.
Austin Independent School District, (AISD)
Material concerning AISD is located in the following collection units:
Architectural Archives – drawings and renderings of building projects.
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Archives and Manuscripts collection - early teacher registers, scrapbooks covering the public school
system for the years 1881-1953, and complete runs of commencement ephemera are among the
holdings. Collections donated by teachers and administrators are included.
Austin Files -- Subject - clippings, pamphlets, and brochures which serve as a ready reference source
of information on specific schools, special programs, or the administration of the district.
General Collection - studies and reports published by AISD that provide a general picture of the
district and its students. The aim is to keep materials that contain information likely to be of use to
the general researcher. Scholarly researchers, or those conducting detailed research, may be referred
to the AISD archives. Examples of AISD items in the collection:
a.
b.
c.
d.
e.
f.
Annual Performance Report and TAAS scores;
District-wide evaluation reports;
Almost anything published before 1950;
School yearbooks;
Board of Trustees agenda and minutes; and
Reports on high profile topics such as dropouts, desegregation, after-school care, busing, magnet
schools, and community schools.
Items that concern educational theory or broad administrative issues are not acquired.
Material of this nature concerning other school districts serving Austin and Travis County students is
also acquired for inclusion in the collections of the Austin History Center.
Austin Presses
Information on the publishing trade in Austin is located in:
Austin Files -- Subject - listings of titles available from each firm often have informational or
descriptive value. Selective examples are placed in AF - PUBLISHERS AND PUBLISHING.
General Collection - Encino Press publications are added to the collection whether or not their subject
matter pertains to Austin/Travis County.
Books published by other local presses are acquired on a selective basis, regardless of subject. The
Austin History Center tries to acquire at least one example of an imprint by each local publishing
firm. (Examples: Eakin Press, Plain View Press, and Waterloo Press).
The catalogs of some rare book dealers are added to the General Collection. (Examples: Jenkins
Company and Dorothy Sloan Books).
Bibles
Bibles are no longer retained in the collection unless the bible has some particular significance (e.g., it
belonged to a famous Austinite, was published in Austin, etc.). The few Bibles remaining in the
collection are either stored in the Archives stacks or with the Bible Collection in the Secured
Archives Storage Room. The current practice is to retain the genealogical information typically
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written or stored in a Bible by photocopying appropriate contents and loose pages and to deaccession
the Bible itself or return it to the donor.
Building Advertisements
Flyers advertising the sale of individual buildings that do not already have folders in the Austin Files
-- House/Building will be filed in a folder for the street but not for the specific street address.
.
Colorado River
The Austin History Center accepts any history or description of the river from its source in Dawson
County to the Matagorda Bay. However, no attempt should be made to acquire material about every
county through which it flows. The county material acquired should be incidental to the material
about the river.
Edwards Aquifer
Information in all formats related to the Edwards Aquifer is collected in order to make information
about the Edwards Aquifer readily accessible to the public. The Barton Springs and Northern
Segments of the Edwards Aquifer are the primary focus of the collection. Items are cataloged when
appropriate and are separated to the collection unit that can most appropriately house the format.
The types of information considered for acquisition include:
a. Documents related to the Edwards Aquifer produced by various City of Austin departments;
b. Documents related to the Edwards Aquifer produced by the Edwards Aquifer District, State, and
Federal agencies;
c. Reference materials which help interpret or foster a greater understanding of the materials related
to the study of the Edwards Aquifer;
d. Technical reports and studies produced in journals and in report formats;
e. Theses and dissertations concerning the Edwards Aquifer;
f. Guidebooks;
g. Topographic and theme maps depicting land use, watersheds, recharge zones, and related
information.
h. Testimony provided by citizens and experts concerning the Edwards Aquifer;
i. Electronic information sites available on the Internet; and
j. Video and aerial photography of the Edwards Aquifer.
Greeting Cards
Cards with strong Austin identification, that is, cards with significant information on local families,
buildings, businesses, etc., are placed in the appropriate collection unit, usually Archives and
Manuscripts or Austin Files -- Subject. Cards prior to 1910 are of particular interest.
Cards in good condition without a strong association with Austin and Travis County are retained in
the Archives and Manuscripts collection for their exhibition value. They may become part of the
Greeting Card Collection AR.R.002.
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Mayors' Collection Items
City of Austin Mayors create records and accept gifts on behalf of the City and the Office of Mayor
and these are accessioned into the Archives and Manuscripts Collection. The collections begin with
Mayor Jeff Friedman.
Gifts from foreign countries are treated in the same manner as materials received from the
International Program (including our Sister Cities) so that any papers, photographs, artifacts, etc. are
retained if they fall within AHC's collecting scope of documenting history and current events of
Austin and its government, residents, businesses, etc. Artifacts are transferred to the International
Program. Books, videocassettes, compact discs, etc. are transferred to the Faulk Central Library.
Domestic gifts may be retained if they within our collection development policy. If an artifact does
not have a compelling reason to be retained then it will be deaccessioned from AHC with books,
videocassettes, compact discs, etc. being transferred to the Faulk Central Library.
Membership Directories
Yearbooks and directories of various organizations, special interest groups, churches, and schools
were at one time placed in a collection unit called CY- Club Yearbooks.
Archives and Manuscripts Collection - adds yearbooks to existing record groups such as the Austin
Symphony Orchestra or the Theatre Collection or retains them within an archival collection. Current
practice is to leave club yearbooks within their collections if they are part of an archival collection
that remains intact.
Austin Files -- Subject - may contain membership directories and yearbooks when they are a single
item descriptive of the organization.
General Collection –yearbooks and membership directories are assigned to the book section,
classified, and cataloged when a significant quantity has been acquired, or if the format is too large
for the Austin Files -- Subject collection unit and when they are not part of an archival collection.
Machine Readable and Digital Data Formats
Electronic and digital formats are evaluated for accessioning into the collection using the same
criteria as other formats in the collection units. Unique considerations apply when evaluating
machine readable and digital data formats:
a. Is a hard copy of the data, or at least a portion of it, available to help evaluate the donation or
purchase;
b. Is there likely to be a need to manipulate the data, now or in the future? If not, would a hard copy
alone meet the requirements for accessibility and be more cost effective to maintain?
c. Does the Austin History Center have the equipment and software necessary to make the material
accessible to researchers? If not, does the importance of the information justify keeping the data
here?
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d. If the equipment and software needed is offered with the collection, does the importance of the
information justify the space, staff time, and maintenance required to make and keep the
information accessible?
e. Will the material(s) require refreshing, migration, and other preservation effort over the long term
and at what cost?
While the information will be cataloged or accessioned as part of the appropriate Austin History
Center collection unit, the physical objects will be housed together with other materials of the same
type and will have ready access to a computer or other appropriate hardware and software.
Menus
Austin File -- Subject - menus are added to this collection under most circumstances. The Archives
and Manuscripts Collection unit has a collection of menus and it is the long term goal to transfer these
menus to the Austin File -- Subject collection unit.
Motion Picture Film
Film produced by Austinites or about the Austin and Travis County area is treated as part of the
Photography Collection and housed where appropriate for the media format and condition of the
material. Donations and purchases are considered for addition to the collection using the following
criteria, listed in the order of importance:
a. Informational value including richness of the information within the film;
b. Condition; and
c. Format - priority is given to formats supported by the viewing capabilities of the collection.
Clips, outtakes, etc. are considered for acquisition on a highly selective basis.
(Examples: 8mm film from Sweet Home Missionary Baptist Church depicting baptisms in Onion
Creek).
Music
Music produced by Austin artists and regional artists closely affiliated with Austin, Texas, reveal
aspects of Austin’s cultural and economic development. Musical recordings are collected to
document the variety and depth of work in this industry.
Archives and Manuscript Collection - adds original work and creations of local and regional artists to
the collections.
Austin Files – Biography - contains information about local musicians and music promoters.
Austin Files – House/Building - documents some of the well known buildings from past and present
that are known for promotion of the music industry in Austin. (Example: Armadillo World
Headquarters).
Austin Files – Subject - contains information about local music groups, genres of music, music stores,
and venues that promote and feature music.
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General Collection - includes books written about local musicians and artists.
Recording Collection - adds musical productions prepared in a variety of formats from audio cassette
tape to video recording.
Oversized Material
In the past, materials that did not fit in standard size document boxes or the vertical files were placed
either in the Oversized Archives area (qAR) or in a map case. With the creation of the Photography
Collection unit and the Architectural Archives Collection unit, items appropriate to those two units
have been transferred to those collection areas. Oversized materials that are bound are also discussed
as oversized material. These materials are housed in the Oversized Volumes area and are often
scrapbooks, photographic albums with other materials bound with the photographs, or ledger
material.
Other items are placed according to the following guidelines:
Oversized Archives (qAR) – certificates, posters, broadsides, diplomas, artwork, and other oversize
documents. The collection is designated for items that, for purposes of appropriate housing and
storage, are separated from their record group. (Examples: Some whole issues of periodical titles not
published in Austin and Travis County but containing information about Austin and Travis County,
and some single pages or fragments of periodicals are included in qAR rather than the Periodical
collection; some maps that relate directly and significantly to a record group in the Archives and
Manuscripts Collection, but do not represent local physical areas are retained in the qAR collection
rather than the Map collection; and some non-photographic material printed on photographic paper is
retained in the qAR collection).
People
Austin Files – Biography - includes information about early residents, those who have contributed to
the community, or those who have lived in Austin and Travis County and achieved renown or
notoriety.
Contributors from all walks of life and all ethnic groups are acquired. These include activists,
neighborhood leaders, teachers, ministers, business persons, heroes/heroines, volunteers, artists,
musicians, writers, politicians, and others who are recognized or known by the people they serve.
The importance of some public positions merits the creation of a file for the person who occupies it.
(Examples: Chamber of Commerce officials, City Managers, Austin American-Statesman editors,
ecclesiastical figures, and Nobel Prize winners).
Information about infamous or notorious Austin and Travis County residents is housed in the Austin
File -- Biography if the information emphasizes the person. It is filed in AF- CRIME AND
CRIMINALS or AF- MURDERS if the information emphasizes the criminal actions of the person.
Obituaries - may be placed in the Austin File -- Biography when one of the following conditions is
met:
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a. A file for the person or family already exists;
b. The person is an area resident referenced in the card catalog; and
c. Information in the obituary (other than a list of survivors) would lead the researcher to another
source of information. (Example: obituary lists club, organizational, or church memberships, or
employment history).
The Obituary Only File is a subfile of the Austin File – Biography. It contains obituaries that do not
have a biography file entry.
When the only item available for a particular family is one obituary, then that obituary is added to the
Obituary Only file and entered into the obituary database. A new biography file is not created to
house one obituary unless the length and detail of the obituary is sufficient to merit the creation of a
new file. A file copy for the Obituary Only file is made whenever an obituary is accessed or copied
in the course of History Center business.
Many obituaries after 1989 (but not all) are indexed in the Austin American-Statesman.
Periodicals
Titles published by statewide organizations headquartered in Austin generally are not collected unless
they regularly cover subjects of direct concern to Austin and Travis County. Similarly, complete runs
of a title are not sought simply because a publisher is located in Austin: the focus of its articles must
consistently relate to Austin and Travis County.
Examples of periodicals that are located in the other locations:
Austin Files -- Subject – contains scattered issues of newsletters produced by students from local
elementary schools, by PTAs, or by school administrators.
Archives and Manuscripts – adds periodicals to existing record groups as appropriate.
Photographs
For inclusion in the Photography Collection, a photographic image should meet the criteria in the
Collection Development Policy.
Exceptions to the criteria are made if the quality of the image, importance of the photographer, or the
significance of the collection transcends these considerations. (Example: The Frank Caldwell
Collection contains photographs taken by Caldwell during his travels).
Donations of photographs received individually or as distinct collections are routed directly to the
Photography Collection after registration. Photographs received as part of a larger archival donation
are routed to the appropriate collection unit (usually Archives and Manuscripts) to guarantee that the
most complete documentation will be available for identification purposes. Once identified during
arrangement and description processes, the photographs will be evaluated to determine appropriate
actions; disposition or housing and storage strategies to prolong the life of the items. Some are housed
in vertical file cabinets and some are housed in flat files and boxes appropriate to their format and
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preservation requirements. Prints formerly stored in the vaults are now in the Archives and
Manuscripts stack areas stored at the end of the archival collection to which they belong. If a
collection is comprised of only photographs, prints are placed in a separate box and stored in the
archival stacks. Photographic negatives that are part of larger archival collections or part of discrete
photo collections are stored in the outer vault where the temperature is colder.
Rare processes photo collection (the daguerrotypes, ambrotypes, etc. are stored in the secured
archival storage on the ground floor with other items in the rare and fragile collection.
Film is also included in the Photography Collection including: 8 mm, Super 8 mm, 16 mm, and 35
mm film.
Items may be removed from the collection for the following reasons:
a.
b.
c.
Deterioration of the item threatens other images;
An improved photographic image becomes available; and
The item is not the product of a photographic process.
Postcards
To improve access to visual evidence of Austin's past, a file entitled "Postcards" has been established
in the Austin Files -- Subject. (Postcards are housed in boxes in the vertical file drawers as part of the
Austin Files -- Subject collection.
For inclusion in the Austin Files -- Subject, a postcard should meet the following criteria:
a. Presents visual evidence of place, events, or things;
b. Published with the intent of sale for use as a means of personal correspondence; and
c. Reproduced photomechanically, using inks, as identified by a pattern of dots within the image.
Postcards not meeting these criteria may be considered for the following locations:
a. Austin Files -- Subject - those that serve as announcements, invitations, or advertisements are filed
with the appropriate file for the group or business concerned. (Example: art gallery opening
announcements);
b. Archives and Manuscripts Collection - postcards that contribute to the integrity of or impart
information to an archival collection and were initially received as a part of the collection are not
withdrawn for placement in Austin Files -- Subject;
c. Austin Files -- Biography - postcards providing information concerning individuals are housed in
the Austin Files -- Biography; and
d. Photography Collection - images produced photographically are housed in the appropriate file of
the Photography Collection.
Programs
Programs are placed in three collection units:
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Austin Files -- Subject - retains up to 3 or 4 scattered programs as examples of a group's activities or
functions. Recent programs, if they contain significant information or if other items in the file are not
up-to-date, are also added.
Archives and Manuscripts Collection - programs that are integrally a part of a collection or group of
papers remain with the collection when they significantly illuminate the donating person or
institution.
Individually donated items are placed in Archives and Manuscripts if they fit into existing record
groups such as the Austin Symphony Orchestra Papers, the R & F Collection, or the Theater
Collection.
General Collection - programs are processed as added copies when the title is already part of the
cataloged collection. (Example: Jewel Ball).
When a significant quantity of programs is accumulated, they are considered for placement in the
General Collection. (Example: Junior League).
Rare and Fragile Items
Items that might otherwise be placed in the Austin Files – Subject, Austin Files – Biography, Austin
Files – House/Building, Photography or General Collection, but require special handling, special
security, and special housing, are transferred to the Rare and Fragile Items Sub-collection of the
Archives and Manuscripts Collection and are located in the secured archives storage room.
The primary criteria for placement of an item in this sub-collection is uniqueness, rarity, or
collectibility. Other qualities to consider are financial value, physical fragility, and age. The previous
name for this collection was Old and Fragile and the acronyms AFS (Austin File Storage) was
sometimes used as a designation for these items.
Theater
Information on the community’s theatrical endeavors is located in the following Austin History
Center collection units:
Archives and Manuscripts Collection - programs, personal papers from individuals related to the
theater, business records from local theaters.
Austin Files -- Subject and Austin Files -- House/Building - contains clippings, pamphlets, and
brochures that serve as a ready reference source of information on specific theaters, their histories, or
the buildings which house them.
General Collection - contains items relating in whole or in part to the local theatrical community.
Because of the strong cultural impact of the University of Texas drama productions on the
community, items relating to these productions are retained even if they post-date 1960 while most
other University related materials are not retained past the 1960 date.
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University of Texas
The Austin History Center does not collect material dealing with the University of Texas unless they
reflect a significant link between the campus and the community. Materials that predate 1960 are
given special consideration, however, as the University is considered to have played a much stronger
role in the community before 1960.
Austin Files (Austin Files -- Subject -- Biography – House/Building) - In general, the Austin Files
contain clippings and printed items culled from larger sources. Traditionally, this information is in a
format which can be stored readily in folders, with the following provisions:
a. Items which are too large for Austin Files may be housed in the Oversize Archives and
Manuscripts (qAR); and
b. Substantial items are cataloged as part of the General Collection. In general, an item would be
considered substantial if it is more than fifty pages in length, or if its binding is firm enough to be
safely shelved as is in an upright position.
Some items are appropriate for placement in either the Austin Files or the General Collection. In
making the placement decision, the following points should be kept in mind:
a. Cataloging makes the item more broadly accessible to the public through the computer-based
catalogs than is possible through the Austin History Center card file catalog; and
b. Cataloging and processing are quicker for the Austin Files than for the General Collection.
Considering the backlog of items to be cataloged for the General Collection, those items of more
timely interest will be available sooner if placed in the Austin Files.
Video Recordings
The Recording Collection documents aspects of Austin’s diverse community and history. Video
recordings are acquired, processed, and cataloged as individual items when the subject appears to
have topical appeal that merits entry into the online public access catalog. Priority is given to items in
formats supported by the viewing facilities of the collection. Other video recordings are processed as
entire collections, each with a separate finding aid.
Every effort is made to secure legal permissions and releases from the producers and artists affiliated
with the production of the video recording. In those cases where items would be better placed in
other archival repositories and collections, every effort is made to re-locate them appropriately with
the donor's permission.
Video resources in the Recording Collection include:
a. Channel 6 tapes - contain programming produced by the City of Austin since 1983, and are
available for viewing on VHS equipment. They include City Council Meetings, and selected
Boards and Commissions meetings;
b. Teleclip tapes - recordings of local television news broadcasts since 1984, available for viewing
on VHS equipment;
c. Archival Collections – Examples include:
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
Tracor tapes documenting the history of the Tracor Company since the early 1980’s on
3/4” U-Matic format tapes;
 the Roy Faires Collection tapes including unedited interviews with movie stars visiting in
Austin and promotional film clips, all on 3/4” U-Matic format tapes;
 the PASE Collection videos consisting of music performance footage taped in Austin
during the 1980’s, and music videos of that time period, primarily in are 3/4” format but
some items are on 2”, 1”, 3/4” U-Matic, VHS, and Beta tapes; and J
 Jenny Clark Video Productions consisting of tapes of Public Access TV shows covering
Barton Creek and various other local environmental issues in the Austin community in
both 3/4” U-Matic and VHS tapes; and
d. Austin Music Network Archives - primarily 3/4” U-Matic format with some programming now
being received on Betacam and DVCAM and VHS. Tapes include Raw Footage/Camera
Originals, Edit Masters, and music videos of Austin and regional artists. National and
International artists are included in this collection if they are closely related in significance to
Austin, Texas. These tapes are primarily accessed by the AMN contractor who is responsible for
programming the Austin Music Network, Cable Channel 15, the channel that provides an outlet
for the general public to view the collection. These tapes may also be accessed by local news
affiliates and media outlets as well as documentary researchers.
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