The National Archives with a qualified personnel, every application filed was carefully examined and classified according to the positions for which the applicant seemed qualified. This work entailed a correspondence amounting to an average of 200 letters per day and interviews with an average of 720 persons per month, approximately one-tenth of whom were further investigated as to character, training, and experience for work with The National Archives. The Division also classified 130 positions in The National Archives in accordance with the Classification Act of 1923. These positions were allocated by the Civil Service Commission and approved by the Bureau of the Budget in accordance with the Economy Act of 1932. Time and leave records and service records were set up. Preparations were made for the handling of transfers, reinstatements, certifications, retirement matters, efficiency ratings, and separations; records were maintained to indicate promotions and demotions; and appointment notices were prepared, together with the necessary papers for the personnel file of each employee. The following table shows the monthly increase in the personnel and pay roll of The National Archives from October 10, 1934, to June 30, 1935, inclusive: (From the report of the Chief, Mr. JONES) This Division was organized on March 16, 1935, with the appointment of Allen F. Jones as Chief. At the request of the Archivist, a uniform accounting system was installed by the General Accounting Office during the fiscal year 1935. This system enabled the Archivist to utilize available funds to the fullest extent and to exercise responsible control over items of expenditure. In this connection a plan was adopted of centralizing the accounts and the allotment of specific amounts by object of expenditure, which necessitated complete and accurate accounting. Detailed summary and control accounts were maintained for the purpose of accounting for the appropriation by cash, by budget, and by object of expenditure. Allotment of the $50,000, which was made available for the support of The National Archives in the Emergency Appropriation Act, fiscal year 1935, was made to the several activities, after which the Chief of the Division informed the Archivist of the sums respectively allotted and the accounting for which he is responsible. All vouchers were administratively examined in the Division, and the procedure was established of submitting them to the General Accounting Office for pre-audit before they are presented for payment to the Division of Disbursement in the Treasury Department. DIVISION OF PHOTOGRAPHIC REPRODUCTION AND RESEARCH (From the report of the Chief, Dr. TATE) This Division was organized with the appointment of its Chief, Vernon D. Tate, who entered upon his duties May 1, 1935. Its work during the 2 months covered by this report was concerned chiefly with problems of equipment and of necessary construction changes in the space allotted to the Division in the National Archives Building. Through conferences and correspondence with representatives of the principal manufacturers of duplicating, photographic, and auxiliary equipment, a considerable body of valuable data was accumulated. On the basis of these data, specifications were prepared, bids obtained, and contracts awarded. Considerable time was expended in attempting to determine the probable requirements of other divisions for duplicating and photographic-reproduction services in order to plan adequate personnel and equipment to meet these demands. A bibliography of books and magazines pertaining to photography, duplicating, and allied subjects of interest to the Division was compiled. Two particularly important problems were studied. The first of these concerns the making of photographs of all Government archives in their present locations in conjunction with the surveys by the deputy examiners of the Division of Accessions. It is proposed that a complete photographic record be made of these archives, so that in the future the Archivist of the United States may have at hand concrete and definite information of actual conditions of all Government archives in 1935. A tentative list of equipment for this purpose was prepared, and the personnel needed for the project was considered. The second problem involves the duplication of card files of various sizes, which may be required for consultation and use in The National Archives. Investigation of the various card-reproduction methods at present commercially available was made. In view of the probable requirements of the card-reproduction project, none of these appeared to be ideally suited to the purpose, and it may be necessary to design entirely new and radically different card-reproduction apparatus for the use of The National Archives. An invitation to the Chief of the Division from the Public Documents Committee of the American Library Association to speak at its national convention in Denver on the subject, The Present Status of Equipment for Micro-Copying, was accepted, and the address was given on June 26, 1935. |