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Using Collections - Manuscripts
LOCATING MATERIALS
The manuscript and archival collections housed in Center for American History's Research and Collections Division contain an estimated 65,000 linear feet of material. The Center's 7500 individual manuscript collections have been assembled since the opening of the University of Texas in 1883. As you might expect, during that time staff have compiled different indexes to the collections that vary in format and level of detail. In other words, there is no single list of all the Center's archives and manuscripts collections and there is no single index to the contents of all of the Center's archives and manuscripts collections.
Patrons are urged, therefore, to consult all of the indexes that do exist to insure that they are conducting the most comprehensive search possible. If, after consulting the following resources, you are still having difficulty locating collection titles for your research, please see a reference staff member for assistance.
The general process for gaining access to Center for American History archival and manuscripts holdings using indexes is as follows:
- Locate collections related to your research interest by using the existing indexes located in the Research and Collections Division's Information Area and described below.
- Request specific materials found in collection descriptions and inventories by completing one yellow slip for each box. No more than three requested boxes will be pulled at a time.
- Complete your research under the direct supervision of the Reference Staff in the James Stephen Hogg Reading Room.
Indexes
1. Chester Kielman, University of Texas Archives: A Guide to the Historical Manuscripts Collections in the University of Texas Library (Austin: University of Texas Press, 1967).
Commonly referred to as the Kielman Guide, this guide lists and describes manuscripts collections housed in the Center for American History at the time of the book's publication in 1967. This yellow-bound book is located on the Archives and Manuscripts Finding Aids Table in the Information Area. Index numbers refer to entries numbers, not to page numbers. The Kielman Guide contains three appendices, of which Appendix C is by far the most useful index.
Appendix A: Fields of Activity lists hundreds of collections gathered into extremely broad topical subjects: Agriculture, Commerce, Cultural Affairs, Education, Genealogy, Government, Industry, Military Affairs, Politics, Religion, Science, and Social Affairs.
Appendix B: Historical Periods in Texas lists hundreds of collections gathered into extremely broad time periods: Spanish 1519-1821, Mexican 1821-1836, Republic 1836-1845, State I 1846-1861, Civil War 1861-1865, State II 1865-1900, State III 1900-[1963].
Appendix C: Index to the collections by personal name, with a few corporate names, places, and topics.
2. Archives and Manuscripts Subject Indexes
A. Archives & Manuscripts INDEX
This index, available online or in 5 volumes on the Archives and Manuscripts Finding Aids Table, provides subject and personal-name access to selected manuscript collections held at CAH.
B. Two-volume index
This two-volume index provides subject and personal-name access manuscript collections cataloged in the University's on-line catalog. This index is stored in green binders with yellow lables located on the Archives and Manuscripts Finding Aids Table.
NARROWING YOUR SEARCH
Using Collection Descriptions Or Finding Aids
After using the available indexes to identify the name of a collection(s) relevant for your research, determine which portion of the collection you wish to study firsthand. To do this, you will need to review collection descriptions, also called finding aids. Collection descriptions vary in format and level of detail and include registers, catalog cards, inventories, checklists, and calendars. Again, there is no single source available by which you can review the contents of all the Center's archives and manuscripts collections. Use the following collection descriptions, all of which are located in the Information Area.
1. Archives and Manuscripts Descriptive Register Binders:
These blue-labeled green binders contain summary information about the content, date span, and size of selected collections featured in the indexes listed above. Entries are arranged alphabetically by collection title. Box numbers shown for some collections represent the physical location of the collection as stored. These Descriptive Register Binders are stored on the Archives and Manuscripts Finding Aids Table.
If the Descriptive Register Binder names a collection you wish to see, record each box you wish to review on a yellow request slip. If the Descriptive Register does not include collection box numbers, but instead states "See Collection Inventory in Reading Room" on the bottom of the collection description, go to 3 (below) for information relating to the availability of a collection inventory or checklist, which will contain collection box numbers. If the collection you wish to see is not named in the Descriptive Register Binder, go to 2 (below). Note: some collections found in the Descriptive Register Binder are not cited in any indexes.
2. Archives/Manuscripts Inventories and Checklists:
Collection inventories and checklists are detailed finding aids to individual collections. Some, but not all, contain access by subject. Existing inventories and checklists are housed individually and filed alphabetically by collection title in black folders in the filing cabinets along the west windows of the Information Area, opposite from Card Catalog A. These inventories and checklists contain box numbers and contents listings for larger collections described in the Archives and Manuscripts Descriptive Register Binders. Box numbers appear on the left side of the inventories and checklists.
3. There are many other specialized indexes, guides, and calendars to manuscripts materials at the Center's Research and Collections Division. Please consult the Reference staff for more information.
4. If all else fails, please ask a Reference staff member for assistance.
REQUESTING MATERIALS
Complete one yellow request slip for each box you wish to see. A maximum of three boxes will be retrieved at one time.
To fill out the yellow request slip, please:
1. Use a YELLOW slip to request a box of manuscript materials
2. Fill out one slip for each box of materials
3. Use PENCIL only
4. Print the box number, collection title, today's date, and your name.
5. Turn in no more than 3 yellow slips at a time to Reading Room staff.
6. Take a seat at a table in the Reading Room; materials will be brought to you
You wll be able to use only one box at a time. Please remove only one folder out of the box at any time. Do not remove materials or folders for photocopying. For onther instructions, see the Proper Handling Guidelines for Materials.
PHOTOCOPYING POLICY, PRICES, AND PROCEDURE
Some but not all CAH archival, manuscript, and photographic materials may be photocopied for patrons. Photocopies will only be made by CAH staff. All patron requests for photocopying are subject to the approval of the Reference staff; approval is based on preservation and copyright concerns. Photocopies are limited to items smaller than 11" x 17". Maps, newspapers, and other materials larger than 11" x 17" will not be photocopied.
1. To identify items to be photocopied and to place your photocopy order, fill out a PHOTOCOPYING WORKSHEET, following instructions exactly. Please consult the Reference staff if you need assistance.
2. Use pink photocopying flags to mark the location in the box of the item you wish photocopied. Place the pink flags perpendicular to pages for easy identification.
3. Prepayment will be necessary for large orders.
CAH Reference staff will make every effort to prepare the most legible photocopy possible, but some items may not produce legible copies. This is usually because of the low contrast between the paper and the ink or pencil used in the original document.
If you would like to purchase photographic reproductions, please contact the Reference staff for more information.