Descriptive Summary |
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| Creator: | Williams, Harrison A. |
| Title: | Harrison A. Williams, Jr. Papers (12): Appendices |
| Dates: | 1862-2001 (bulk 1953-1982) |
| Quantity: | 959 cubic feet (953 boxes of various sizes) |
| Collection No.: | MC 2 |
| Repository: | Rutgers University. Special Collections and University Archives. |
Abbreviations and Acronyms: General
The following abbreviations and acronyms were usually used in folder descriptions and index terms. These were used to replace even formal titles (e.g., New York Shipbuilding Corporation was rendered as NY Shipbuilding Corp). Generally, periods and commas were not used, though this treatment was inconsistent.
| & (ampersand): | and | |
| Co: | Company (as part of a company’s name) | |
| Corp: | Corporation (as part of a company’s name) | |
| Fed: | Federal | |
| Inc: | Incorporated (as part of a company’s name) | |
| NJ: | New Jersey | |
| NY: | New York | |
| UN: | United Nations | |
| US: | United States |
Abbreviations and Acronyms: Departments, Agencies, and Other Governmental Units
Whether or not an acronym was used instead of a government unit's name in a particular folder description or index term most often depended on the specific circumstances of the item described and the judgment of the processing archivist. Nevertheless, when acronyms were used, they were used consistently for each governmental unit in most series.
| ACA : | American Communications Association | |
| AEC : | Atomic Energy Commission | |
| AID : | Agency for International Development | |
| APW : | Accelerated Public Works | |
| ARA : | Area Redevelopment Administration | |
| ARBC : | American Revolution Bicentennial Commission (also: Bicentennial Commission) | |
| CAB : | Civil Aeronautics Board | |
| CDA : | Community Development Administration | |
| CFA : | Community Facilities Administration | |
| CSA : | Community Services Administration | |
| CSC : | Civil Service Commission | |
| EDA : | Economic Development Administration | |
| EPA : | Environmental Protection Agency | |
| ERDA : | Energy Research & Development Administration | |
| FAA : | Federal Aviation Agency | |
| FBI : | Federal Bureau of Investigation | |
| FEA : | Federal Energy Administration | |
| FEC : | Federal Election Commission | |
| FEMA : | Federal Emergency Management Administration | |
| FEO : | Federal Energy Office | |
| FCC : | Federal Communications Commission | |
| FDA : | Food & Drug Administration | |
| FHA : | Federal Housing Administration | |
| FMHA : | Farmers Home Administration | |
| Foundation(s) : | Term used by HAW’s office to categorize any one of various private foundations | |
| FPC : | Federal Power Commission | |
| FTC : | Federal Trade Commission | |
| GAO : | General Accounting Office | |
| GPO : | Government Printing Office | |
| GSA : | General Services Administration | |
| HCFA : | Housing & Community Facilities Administration | |
| HEW : | Health, Education & Welfare | |
| HHFA : | Housing and Home Finance Agency | |
| HUD : | Housing & Urban Development | |
| ICC : | Interstate Commerce Commission | |
| IRS : | Internal Revenue Service | |
| ITC : | International Trade Commission (also: Special Trade Representative) | |
| LEAA : | Law Enforcement Assistance Administration | |
| NASA : | National Aeronautics & Space Administration | |
| NEA : | National Endowment for the Arts | |
| NEH : | National Endowment for the Humanities | |
| NIAAA : | National Institute on Alcohol Abuse and Alcoholism | |
| NIH : | National Institutes of Health | |
| NIMH : | National Institute of Mental Health | |
| NJ HFA : | NJ Housing Finance Agency | |
| NLRB : | National Labor Relations Board | |
| NMB : | National Mediation Board | |
| NPS : | National Park Service | |
| NRC : | Nuclear Regulatory Commission | |
| NSF : | National Science Foundation | |
| OE : | Office of Education | |
| OEO : | Office of Economic Opportunity | |
| OEP : | Office of Emergency Planning | |
| OMB : | Office of Management & Budget | |
| PHS : | Public Health Service | |
| PO : | Post Office | |
| Public Works : | Category used by HAW’s office for various types of public works, often Corps of Engineers projects | |
| REA : | Rural Electrification Administration | |
| SBA : | Small Business Administration | |
| SEC : | Securities & Exchange Commission | |
| SLEPA : | State Law Enforcement Planning Agency | |
| SSA : | Social Security Administration | |
| SSS : | Selective Service System | |
| TVA : | Tennessee Valley Authority | |
| UDAG : | Urban Development Action Grant | |
| UMTA : | Urban Mass Transit Administration | |
| USIA : | United States Information Agency | |
| VA : | Veterans Administration | |
| White House : | Category used by HAW’s office at times for units associated with the White House, including OMB, Office of Consumer Affairs, OEP, and others |
Background
At some point in the first half of 1977, HAW's office implemented a new computerized system for generating correspondence—the Correspondence Management System, or CMS. This system remained in use until HAW's resignation in March 1982. For researchers using the HAW papers, this has significant implications because the system change resulted in substantial changes to the physical files.
Prior to CMS, correspondence was filed, generally-stated, by topic, whether by specific project or broad subject category, with content that included material across some relevant and significant period of time, such as one year or to project resolution. The content also typically included a carbon copy of HAW's outgoing correspondence. Most CMS-related correspondence, however, was filed by "document number," a system-assigned code applied to individual pieces of outgoing correspondence within a broad "Type" of correspondence (e.g., projects, issue, etc.). (Only casework correspondence did not change from its constituent name-oriented filing structure.) Correspondence on the same subject from across time was no longer filed together and folder descriptions, which referred only to CMS document numbers, no longer indicated the subject content of the folders. For most CMS folders, carbons of HAW's outgoing correspondence were replaced with the CMS Work Order, a form indicating codes and other data to be used by the system operator in generating CMS output.
The processing archivists sought to mitigate the complexities of the CMS files through the use of arrangement and description techniques. These techniques aimed to create folder descriptions and/or index terms that would indicate the subject content of folders, while retaining a linkage to the original coding. The specific technique employed for a particular sub-series is described within the relevant section of this Inventory. Further, CMS-generated computer output microfilm (COM) can be used, to an extent, as a form of index to the CMS correspondence. The specific ways in which the microfilm can be used as an index for a particular sub-series are described within the relevant sections of this Inventory.
This Appendix will discuss the overall attributes of CMS, particularly its correspondence coding structure. As of the date of this Inventory, no comprehensive information has been found in the collection regarding the specific ways in which HAW's office used CMS. Therefore, the discussion in this Appendix is based on the limited information received verbally from HAW's staff when records were transferred to Rutgers in 1982 and on inferences drawn from the documents and microfilm.
Related Series
This discussion relates to the following processed Series/Sub-series: SPECIAL PROJECTS FILES/Special Projects CMS Correspondence, LEGISLATIVE ISSUE CORRESPONDENCE/Issue Correspondence: CMS Types 50, 51, and 66; LEGISLATIVE ISSUE CORRESPONDENCE/ Issue Correspondence: CMS Types 70 and 71, GENERAL, ADMINISTRATIVE, & PUBLIC RELATIONS CORRESPONDENCE/Administrative and Public Relations Correspondence, MICROFILM and CMS ENCYCLOPEDIA.
Document Number
Each piece of CMS-generated correspondence received a system-assigned "Document Number." This number consisted of 10 digits representing 5 data elements, following the form ABBBCCDEEE. Explanation of these 5 data elements follows:
Data element A (position 1)
Definition: Year correspondence was produced
Data values used:
| 7 = | 1977 | |
| 8 = | 1978 | |
| 9 = | 1979 | |
| 0 = | 1980 | |
| 1 = | 1981 | |
| 2 = | 1982 |
Data element B (positions 2-4)
Definition: Day of year (not date) correspondence was produced
Examples of data values used:
| 001 = | January 1 | |
| 002 = | January 2 | |
| 031 = | January 31 | |
| 055 = | February 25 | |
| 365 = | December 31 (except in leap year) |
Data element C (positions 5-6)
Definition: "Type" of correspondence ("Type" is CMS nomenclature for this data element)
Data values used:
| 40 = | Special Projects | |
| 45 = | Public Relations | |
| 50 = | Issue | |
| 51 = | Issue | |
| 66 = | Issue | |
| 70 = | Issue | |
| 71 = | Issue | |
| 80 = | Administrative |
Notes on element C data values:
It is not known what factor(s) determined which of the five Issue Type codes would be used for a particular piece of correspondence. There is no clear, discernible difference in the topics or content of Issue Correspondence. Topics receiving the heaviest mail volume and/or receiving the standard CMS-generated response on a topic seem to fall within codes 50, 51, and 66. Also, these three codes were filed together (although not foldered together) by HAW's office. Items coded 70 and 71 seem to have more individualized responses and/or topics; these codes were also filed together (although not foldered together) by HAW's office.
The microfilm indicates that other Type codes were used to generate correspondence from CMS. These codes may have been used on an individual basis and not filed by CMS codes as was the case with the above Types. These other Type codes are:
| 11 = | Invitations | |
| 20 = | Visitors | |
| 30 = | Case | |
| 44 = | Banking Committee; Human Resource Committee; Labor Subcommittee | |
| 60 = | Laudatory; Thank You | |
| 90 = | Academies |
Data element D (position 7)
Definition: Method used to answer incoming correspondence
Data values used:
| 1 = | answered by machine | |
| 2 = | answered manually | |
| 3 = | answered by machine, 10 or more letters on the same topic answered that day |
Notes on element D data values:
The above information was provided by HAW's staff in 1982. For data value 2, given that the correspondence received a CMS document number, it is unknown what "answered manually" referred to.
Infrequently, the data value "4" is found in this position. It appears that this refers to letters answered by machine on a topic with exceptionally heavy volume, perhaps in the hundreds for that day.
Data element E (positions 8-10)
Definition: Consecutive item number. Numbering restarts at 001 for each unique prefix (i.e., the first seven positions indicating year, day, type, and method)
Examples of data values used:
| 001 = | First letter produced within a prefix | |
| 025 = | 25th letter produced within a prefix | |
| 115 = | 115th letter produced within a prefix |
Examples of CMS Document Numbers:
i) 2032401007
| 2 = | 1982 | |
| 032 = | 32nd day of the year, i.e., February 1 | |
| 40 = | Special Projects Correspondence | |
| 1 = | Answered by machine | |
| 007 = | 7th letter generated on Feb 1, 1982, of the Type "Special Projects" and answered by machine |
ii) 0005663075
| 0 = | 1980 | |
| 005 = | 5th day of the year, i.e., January 5 | |
| 66 = | Issue Correspondence | |
| 3 = | Answered by machine, over 10 letters answered on same topic this day | |
| 075 = | 75th letter generated on Jan 5, 1980, of the Type "Issue" and answered by machine with volume over 10 |
CMS Correspondence Text
A key feature of CMS was its ability to retain text for repeated use on outgoing correspondence. This text could consist of the content of an entire letter, or just a paragraph, introductory statement, etc. Each piece of text was assigned a numeric code. One or more codes could be invoked to generate the content of the outgoing correspondence.
HAW and his staff developed these standard texts. Over time, as circumstances changed, particularly for issue-oriented correspondence, revisions were needed. HAW's staff appears to have approached revisions in different ways. At times, text would be modified within a code, thereby retaining the original code, though with slightly changed language. At other times, an entirely new text code would be created for the revision, and the former code, though still active in CMS, fell into disuse. At still other times, the content of codes would be replaced (or perhaps systematically purged) and used for entirely different topics.
Documentation of over 1200 CMS text codes is included in the collection in the series CMS ENCYCLOPEDIA. Revisions are included, but it appears unlikely that all revisions and subject changes from the 5-year period are included.
It appears that CMS included optional fields for "Topic" and "Sub-Topic." Indications are that the Topic and Sub-Topic were created and associated with standardized text, but that they could be individualized as needed. Topic and Sub-Topic are documented with their associated text in the CMS Encyclopedia. Topic and Sub-Topic were used in various ways, but they roughly correspond to the types of subject headings found in some pre-CMS correspondence filing structures. The Topic and Sub-Topic elements for a specific Document Number are generally found only on the CMS microfilm, not on the CMS Work Orders.
CMS Work Orders
Generally, with the implementation of CMS, carbons of HAW's outgoing correspondence were no longer retained in the physical files. Instead, a Work Order was retained. The specific content of the Work Order depended on the Type of correspondence. Work Orders for Issue correspondence for mass constituent mailings tend to include only the CMS text code used in response. Work Orders for Special Projects tend to include more information, including correct salutation and relevant department/agency reference. All Work Orders include the resulting CMS Document Number(s).
CMS Microfilm
The CMS computer output microfilm (COM) in the collection is available to researchers. Following are some observations about the microfilm in relation to the CMS coding structure:
The CMS microfilm does not include the text of the CMS correspondence. It includes only key data about each piece of outgoing correspondence: addressee ("Name"), CMS text codes used, Type, Topic, Sub-Topic, Document Number, and initials of the staff member handling the matter.
The microfilm was produced at various times throughout a given year, especially the Name Report. When produced, the microfilm appears to include year-to-date information, so there is a high degree of redundancy among the reels. Some reels produced early in the year, perhaps prior to a system purge, include prior year data as well. So, for example, microfilm dated March 7, 1980 includes 1979 correspondence information.
The microfilm comes in different data sorts, but the information presented for each record is identical regardless of the sort. Not all sorts appear to have been produced at all times throughout the year.
The data sorts are:
· Date Report: Sorted by date of CMS generated correspondence
· Document Number: Sorted by CMS Document Number
· Document Report / Document Type Report: Sorted by Type
· Name Report: Sorted by addressee name
· Staff Report: Sorted by initials of staff member (1980-82 only)
· Sub-Topic Report: Sorted by Sub-Topic
· Topic Report: Sorted by Topic
The secondary sort in all Reports is addressee.
Because the bulk of the Committee records found in the collection were not copied for retention, the few documents retained can no longer be viewed within their original context. To compensate somewhat for this, "Reference Notes" are included in this Appendix in an effort to provide information about each retained document's original context. The Notes are also included in the collection, in the first folder of COMMITTEE RECORDS. All folder descriptions in the series include a reference number (Ref#) for use with these Reference Notes.
Detailed notes, often at the folder level, on the content of boxes to be returned to the Senate were documented by the processing archivist. When materials were selected for retention from these boxes, they were assigned a reference number (Ref#) by the archivist, and the detailed box notes were annotated with any Ref# associated with them. For a researcher interested in gaining some perspective on the original context of the retained documents, the Ref# of the retained document (which is included in the folder description) can be traced via the "Index to Folder Reference Numbers"(Appendix C-1) to a description of its original box/folder context in the Reference Notes (Appendices C-2 to C-8). Alternatively, a researcher could start with the Reference Notes (which are organized by the same topics as the COMMITTEE RECORDS sub-series) to identify retained documents of potential interest and then locate them in the Container List via the Ref#.
For example, the first folder under sub-series Banking, Housing & Urban Affairs Committee is "S.275: Land sales (Ref# 1)." Checking the "Index to Folder Reference Numbers" in Appendix C-1, one will see the following entry:
| For Further Information for Ref # | See the Details for Original Annex Box # | On the Reference Note Sheets Titled |
| 1 | 810 | Banking, Housing & Urban Affairs Committee |
In this example, one needs to find the Banking, Housing & Urban Affairs Committee Notes (Appendix C-2) for the details of original collection box 810, which was returned to the Senate. Contextual information about item Ref# 1 will be found there.
On the Reference Notes, highlights indicate folders from which materials were retained. Most Reference Notes are in the form of a table consisting of five columns of information about the original folder: the original folder name, the date range of the original documents, a description of the original contents, and annotations about retained items. Bracketed wording in folder names were added by the archivist.
Appendix C-1: Special Contextual Description Notes: Index to Folder Reference Numbers
Appendix C-2: Banking, Housing & Urban Affairs Committee: Reference Notes
Appendix C-3: ERISA Oversight and Amendments: Reference Notes
Appendix C-4: Health & Education/Human Resource Development: Reference Notes
Appendix C-5: Migratory Labor Legislation: Reference Notes
Appendix C-6: Mining Legislation, Oversight, & Investigations: Reference Notes
Appendix C-7: Workplace & Workforce Matters: Reference Notes
Appendix C-8: Various Committee and Labor Subcommittee Matters: Reference Notes
The following pages provide an overview of HAW's assignments as noted by the processing archivists during the course of their work from materials in the collection and from the Congressional Directory. It is intended as a starting point for researchers, and should not be relied on as definitive or comprehensive.
Appendix D: HAW Committee Assignments
The following pages provide an overview of HAW's office staff (not his committee staffs) as noted by the processing archivists during the course of their work from materials in the collection and from the Congressional Directory. It is intended as a starting point for researchers to familiarize them with names they are likely to find in the materials, and should not be relied on as definitive or comprehensive.
Appendix E: HAW Office Staff List
Harrison A. Williams, Jr. Papers has been separated into twelve online files. The finding aid is divided into the Introduction; Case Files-Part 1-2; Special Projects Files; Correspondence-Part 1-3; Legislation; Subjects; Public Relations; Photographs, Miscellaneous Formats and Other Sub-Groups and Appendices. This section is Appendices. Click on one of the links below to go to another section.
Includes campaign, Abscam, legislative and various subject reference files
Photographs, Miscellaneous Formats and Other Sub-Groups
Appendices