FY2008 Annual Report
Records Services: FY08 Annual Report
The Records Services Division of the Office of the Secretary of State is comprised of three units, the Missouri State Archives, the Local Records Preservation Program, and Records Management. The three units work together to preserve public records of all types, including documents, books, maps, photographs, films, audio recordings, and moving pictures.
Each unit offers specific services. The Missouri State Archives preserves and provides access to the permanent records of Missouri. The Local Records Preservation Program assists counties, cities and other local government entities with the management and preservation of their records. Records Management assists state agencies with organizing and managing their records.
Missouri State Archives
The Missouri State Archives is the official repository for permanent state records of enduring historical value. Most of the records in the State Archives come to it through the Local Records Preservation Program and the State Records Management Program. The State Archives' mission is to foster an appreciation of Missouri history and illuminate contemporary public issues by preserving the state's permanent records and making them available to its citizens and their government.
Holdings and Research
The State Archives' vast collections and holdings, dating from 1770, allow professional historians and other researchers to uncover information that brings family histories to life and enlightens citizens to our collective past. The State Archives is Missouri's largest repository for historical documents. Its holdings include:
Governor Lilburn Boggs' 1838 Mormon
Extermination Order and Governor
Christopher "Kit" Bond's 1976 rescission
of the Order
- more than 338 million pages of records of permanent value
- almost 500,000 photographs (negatives, prints and slides)
- nearly 199,000 reels of microfilm and 270,000 microfiche
- more than 9,000 maps
- tens of thousands of state publications
- a variety of audiovisual materials (audiotapes, CDs, moving pictures, videos, etc.)
The State Archives preserves records that document Missouri's history from the era of French and Spanish colonial rule to the present day. Among the holdings of the State Archives, researchers will find documentation of every aspect of life in Missouri.
Records housed in the State Archives support the full range of research interests – from schoolchildren's studies to family history to academic research. They support research in topics and themes as diverse as: the part western Missouri towns played in westward expansion; St. Louis' role in the international fur trade; slavery; the Civil War; western outlaws; military records of Missourians from the War of 1812 to the start of World War II; immigration; and Missouri politics.
Among the larger records series at the State Archives are Governors' papers, General Assembly records, Missouri Supreme Court case files, records and publications from state agencies and departments, and millions of microfilmed county and municipal records.
Many researchers continue to use traditional means to access the Archives. They visit in person, raise questions via telephone, and place requests by mail. In FY08, the Archives filled 36,393 research requests in the Alex M. Petrovic reading Room, answered 7,854 phone requests, responded to 5,780 e-mail requests, and fulfilled 5,814 research requests via postal mail.
Tours of the conservation lab are a popular
feature of students' visit to the Archives
The vast majority of researchers, however, have turned to the Internet as their preferred research medium. In FY08, the Archives received more than 9,439,684 multiple page searches of its web site, an increase from previous years.
During FY08, Archives docents and staff led 99 tours of the Archives facility for 2,028 students, genealogical and historical societies, and legislators.
Missouri Digital Heritage
Secretary Carnahan proposed this ground-breaking initiative in 2007 to further Missourians' access to information about the history of the state. Once the initiative received funding through the state legislature, development of the website began. On April 29, 2008, Secretary of State Robin Carnahan officially launched the Missouri Digital Heritage (MDH) website at a public program held at the James C. Kirkpatrick State Information Center. The Missouri Digital Heritage Initiative is a collaborative effort between the Missouri State Archives and the Missouri State Library in partnership with the State Historical Society of Missouri that dramatically expands online access to information about Missouri's past. MDH has made millions of historical documents available to the public and connects users to dozens of Missouri's local libraries, universities, and cultural institutions through one searchable destination. The State Archives and State Library are assisting institutions across the state in digitizing their records and placing them online for easy access.
Those wanting to learn more about the making of the Missouri Digital Heritage Initiative can go online to view a video about the project at: http://www.sos.mo.gov/mdh/MakingOf/. For even more information on the Missouri Digital Heritage Initiative, the public can explore the website at www.MissouriDigitalHeritage.com.
Landmark Historical Project Completed
Digital camera technicians scanned over
2.1 million death certificates to complete
the Missouri Death Certificate Project
The Missouri Death Certificate Project, a searchable online index with over 2.1 million death certificates from 1910-1957, was first released in April 2006. At that time, the database was linked to digital images of original certificates from one decade. The remaining certificates were made available online by April 2009, over a year ahead of schedule. Since its release, the death records database has been searched an unprecedented 11.4 million times, and staff members have responded to over 63,700 requests for copies from researchers wishing to learn more about their heritage.
Over 600 students and volunteers from across the nation and other countries spent 32,810 hours preparing certificates for scanning and entering data into the index. View the Missouri Death Certificate Database at: http://www.sos.mo.gov/archives/resources/deathcertificates/.
Exhibits
New Display in JCKSIC
Where History Begins, a new interactive exhibit opened in the lobby of the James C. Kirkpatrick State Information Center in October 2007. The exhibit uses Edward Fisher's paintings of Jefferson City to teach visitors about the mission and the collection of the Missouri State Archives. In January, Where History Begins was featured on the website http://www.Exhibitfiles.org.
Three Archives Exhibits Travel in 2008
Three Missouri State Archives exhibits traveled extensively during the past year. Mapping Missouri completed an extensive three-year tour with stops at the Newton County Historical Society in Neosho and at the City of Cuba, Missouri. Ticket to the Past: The First Twenty-five Years of the Missouri State Fair crisscrossed the state to venues in Stanberry, Maryville, Cape Girardeau, Kirkwood, St. Louis, and Doniphan. Meanwhile, The Verdict of History made stops at the Mark Twain Museum and Boyhood Home in Hannibal, Poplar Heights in Butler, Truman State University in Kirksville, and had an extended stay in the U.S. District Courthouse in Kansas City.
The Missouri State Archives makes its exhibits available, free of charge, to educational institutions, libraries, museums, and historical societies across the state. Online versions of these and other exhibits may also be viewed at: http://www.sos.mo.gov/archives/exhibits/.
Programming and Education
Evening Program Series
As part of its Evening Program Series, the Archives presented twelve programs, free and open to the public. Historians, musicians, folk artists, and genealogists provided a variety of programs at the Archives in FY2008. Some of the most popular programs of the year were:
-
Where the Civil War Began: Missouri Prior to and Through 1861, a program about the political atmosphere in Missouri prior to the Civil War and the divided loyalties of its citizens. Authors John Bradbury and James Denny discussed the complicated role Missouri played during the first year of the Civil War, key political and military figures involved, military operations carried on throughout the state and the effects of the war on Missourians during the early part of the conflict.
-
River Ridge String Band, members Cliff White, Molly White, John Cunning and Charlie Nelson combined the hammered dulcimer, mandolin, guitar, banjo, accordion, vocals and folk percussion instruments to produce an interesting mix of old-time fiddle tunes and traditional Irish music. Along with jigs, reels and hornpipes the band added a few classic Bluegrass songs and a variety of ballads and waltzes to create music enjoyable for all ages.
-
Folk Arts Festival, Jefferson City's Memorial Park once again came alive for a unique gathering of talented folk artists, musicians and craftsmen. People of all ages were treated to live demonstrations of traditional basket weaving, chair caning, loom weaving, soap making and wood turning. Over 350 visitors enjoyed food, a variety of craft vendors and a beautiful park setting while listening to Native American flute music, blues, and old time fiddle tunes.
-
Scoundrels to the Hoosegow: Perry Mason Moments and Entertaining Cases from the Files of a Prosecuting Attorney, Morley Swingle shared over thirty real-life stories from his legal career, providing a "behind-the-scenes" look at the justice system and the day-to-day life of a prosecuting attorney. Swingle combined actual crimes, legal analysis and humor to recreate his most entertaining stories of villains, heroes and ordinary people, from the crime scene to the courtroom.
The Archives' staff presented additional programming on how to care for and organize family photographs and documents. The workshop celebrated the Archives' annual Family History Day with informative sessions on how to get photographs into practical and safe environments along with the importance of keeping family documents, such as marriage licenses, birth certificates, land deeds and military records, secure. Also addressed was the problem of where to locate duplicates of permanent records if they have been lost or destroyed. A total of 1,521 people attended the combined public programs.
Many of these programs, complete with transcripts, are currently available for viewing online at http://www.sos.mo.gov/archives/about/presentations.asp. The presentation website makes educational programs available to audiences unable to attend the programming series.
Researchers in the Missouri State Archives'
Reference Room
In celebration of Black History Month, an online-only programming Series concerning African-American genealogy was posted in February 2008. The five-part series, entitled African-American Genealogy: Putting Together the Pieces of Your Past, is presented by family history research consultant, Traci Wilson-Kleekamp. The series explores the resources available online and in local, state, and national historical repositories that help family historians discover more about their African-American heritage. In addition, the series provides helpful tips on accessing the best websites, which records are most beneficial, and how to get the most out of original records.
Archives Alive!
From March to May in 2008, over 5,000 elementary students from 91 schools across the state attended performances of Archives Alive! at the Missouri State Archives. The Archives educated and entertained both private and public school students with the forty-minute interactive, theatrical program, the "Molly and Delores Show." Missouri history was brought to life for fourth and fifth graders as they learned about their heritage and the men and women who shaped Missouri. School groups were also given tours of the Archives in addition to seeing a performance. Both performances and tours were provided at no charge.
Online Lesson Plans
Online lesson plans are available as part of the Archives' focus on providing educators and students with original documents related to the teaching of Missouri history. Lesson plans use curricula based on Archives collections and primary sources. Educators and students can experience the history contained in original records, and develop a greater appreciation for the rich heritage of Missouri through a variety of web-based lesson plans available at http://www.sos.mo.gov/archives/education/.
In FY2008, Archives' staff added, Man's Best Friend: The Old Drum Story, www.sos.mo.gov/archives/education/olddrum/. The curriculum for grades 9-12 shares the story of one of Missouri's most interesting court cases, while using the case's journey from a Justice of the Peace to the Missouri Supreme Court to teach students how the judicial system operates. This lesson was designed for eighth grade students but may be adapted for any grade level.
These online lessons help educators incorporate primary sources into their curriculum.
National History Day in Missouri
The Missouri State Archives sponsors the Central Missouri Region National History Day in Missouri competition. This contest is held each year on the last Saturday of February at Lewis and Clark Middle School in Jefferson City. The top three finishers in each category are eligible to participate in the state contest at the University of Missouri-Columbia in April. First and second place finishers at the National History Day in Missouri competition proceed to the National History Day competition at the University of Maryland-College Park in June.
Competing individually or in small groups, in either the junior division, for grades 6-8, or the senior division, for grades 9-12, National History Day students choose their own research topics based on an annual theme. The theme for 2008 was The Individual in History. Project formats range from traditional research papers to performances, documentaries, exhibits and websites. Three students from the central Missouri region qualified for the national contest. Chris Ghan, a senior at Rock Bridge High School in Columbia, who placed first in Missouri with his senior individual performance, Spirit of Liberty: Benjamin Franklin and Slavery, wonthird place in the national competition.
Conferences
The Missouri State Archives was co-sponsor for the 2007 National Association of Government Archives and Records Administrators (NAGARA) Joint Annual Meeting with the Council of State Archivists (CoSA) in Kansas City, July 18-21, 2007. NAGARA is the only professional association dedicated solely to helping government archivists and records managers. At the joint meeting, the Archives was awarded the CoSA Certificate of Preparedness, which recognizes the Archives for completing a detailed assessment of records-related preparedness in Missouri and for compiling a basic emergency communication and response plan for state archives staff.
Archives' employees participated in the 50thAnnual Missouri Conference on History in Columbia, April 4-8, 2008. In addition to staffing a State Archives table, at which they made available to conference attendees information about the research resources at the Missouri State Archives, they attended sessions on such diverse topics as current digitization projects in Missouri and colonial history in the Mississippi Valley. Local Records Program director Lynn Morrow participated in the Missouri History Scholarship Series Roundtable.
The Archives took part in the 2008 St. Louis Genealogical Society 38th Annual Family History Conference at the Maryland Heights Centre on April 12, 2008. This Family History Conference is the largest single-day regional genealogical event in the United States. An Archives exhibit showcased the new information being made available online through Missouri Digital Heritage and this information was featured in many of the sessions.
Fellowships and Internships
FY08 marked the second year of the Friends of the Archives' William E. Foley Research Fellowship. This initiative goes beyond providing access to Missouri's historical documents by supplying the means necessary to ensure the use of those resources for scholarly research. Any project that uses the Archives' holdings to further knowledge of state or national history is eligible for funding.
The 2008 Foley Fellowship was awarded to Stephen A. Martin, a Ph.D. candidate at the University of Oklahoma. During the summer of 2008 Martin conducted research in the Archives, focusing on the late eighteenth and early nineteenth century migration of the Shawnee and Delaware into the Cape Girardeau region. Martin investigated the circumstances that caused the Shawnee and Delaware to flee the Ohio Valley in 1779; the creation of their communities; the economic and social relations they developed with the French, Anglo-Americans, and other American Indians; and how these relationships altered over time. Through his research, Martin will provide the first comprehensive look at Missouri Shawnee and Delaware communities; including a new look at the prevailing view of the role of Tecumseh and his brother, the Shawnee Prophet.
2008 marked the tenth year of the Archives highly successful partnership with the Supreme Court of Missouri Historical Society. Each year the Archives and the Supreme Court of Missouri Historical Society sponsor two internships and the Robert Eldridge Seiler Fellowship at the Archives. The two interns work on the long-term project to develop an annotated, sustainable, online database for Missouri's Supreme Court case files. This year the interns added cases from the post-Reconstruction period to the database, bringing the total to 11,441 case files. This database is available at www.sos.mo.gov/archives/judiciary/supremecourt/.
Robert Eldridge Seiler Fellow Sarah Bohl and
Supreme Court of Missouri Historical Society
Interns Erika Woehlk and Deanna Martin
The Seiler Fellowship for 2008 was awarded to Sarah Bohl, a Harrisonville native, and a former Supreme Court of Missouri Historical Society intern. Bohl is a Ph.D. candidate in American history at Arizona State University. She conducted her fellowship research at the Missouri State Archives-St. Louis on how women in St. Louis used the court system to reconstruct their lives following the Civil War. Bohl looked through a wide range of Circuit and Probate Court records and compiled information relating to a broad cross-section of women from all types of backgrounds and socioeconomic classes in St. Louis in the Reconstruction Era. At a time when women had few public political rights, they successfully used the court system to their full advantage.
Each summer an upper-level undergraduate or graduate student is selected from a national pool of applicants to conduct work within the various collections of material related to African American history at the Missouri State Archives. This year's African American History Intern was Grace Wade, a graduate student from the University of Missouri-St. Louis. Wade spent her summer reviewing the collection of 300 St. Louis Circuit Court slave freedom suits, which have been processed, indexed and placed online at www.stlcourtrecords.wustl.edu.
Interns Nicole Cassmeyer, Cynthia Tharp,
Danielle McNay, Nancy Meuth and
Courtney Butler (not pictured are Allan
Hernandez, Thomas MacDonald and
Jackson Otto)
Wade read and analyzed each file, making notes on the physical condition of each record, historical connection that clarified context of a case, and noting related cases. Her observations will help historians better analyze the significance of the slave freedom suits in their context in the antebellum United States.
The Archives hosted several other interns during the summer that assisted the professional staff with patron requests, scanning photographs for mounting onto the Missouri Digital Heritage website and database management. These interns provided invaluable assistance during the busy summer research months.
Awards
For the sixth year in a row, The Missouri State Archives was named one of the annual 101 best family history web sites by Family Tree Magazine, America's largest-circulation genealogy magazine.
At the National Genealogical Society's (NGS) Annual Conference in Kansas City, in May 2008, State Archivist John Dougan presented a session on the Missouri Digital Heritage Initiative. At the conference, he also accepted the organization's Award of Merit, which was presented to the Archives for its exceptional contribution to the field of genealogy over a five-year period. The Archives was recognized for providing outstanding electronic access to its records. The Missouri Birth and Death Records Database, Pre-1910; Missouri Death Certificates, 1910-1957; Naturalization Records Database, 1816-1955; Coroner's Inquest Database; Missouri Judicial Records Database, 1831-1969; Provost Marshal Papers; Soldiers Database and Service Cards; and Land Patents Database, 1831-1910 were individually recognized as achievements worthy of the honor. The NGS is the premier national association for genealogical researchers.
State Document Preservation Fund
The State Documents Preservation Fund was created in 1996 by the 88th General Assembly through Senate Bill 670. The fund supports the preservation of and access to documents of historical value by permitting the State Archives to obtain additional funds from private and corporate sources. The Archives spent $6,919.40 from the fund during FY 2008 to assist with access to the death certificates. At the close of June 2008, the fund balance was $7,703.32.
Missouri Historical Records Advisory Board
The Missouri Historical Records Advisory Board (MHRAB) is the central advisory body for historical records planning and for projects relating to historic records that are developed and carried out within the state. The MHRAB provides state-level appraisal of grant proposals submitted to the National Historical Publications and Records Commission (NHPRC) by Missouri repositories and serves as the review and award panel for grant applications submitted to the Missouri State Archives Local Records Grant Program.
During the year, the MHRAB reviewed thirty-six proposals submitted to the Local Records Grant Program. Of these, twenty-six grants, for a total of $203,413, were awarded to local governments or political subdivisions with taxing authority, for approved records management or preservation projects.
The MHRAB also began a multi-year initiative to assess the condition of Missouri's historical records and plan for their future. In the coming years, the board will administer a statewide assessment survey, conduct regional meetings and on-site assessments in both rural and urban communities, and create a strategic plan addressing the issues of greatest concern to Missouri's historical records community and strategies for addressing those issues.
The Governor, with the advice and consent of the Senate, appoints members to the MHRAB. As the Board's coordinator, the Secretary of State handles its administrative responsibilities. Federal regulations require members to have experience and interest in the collection, administration and use of historical records, and a dedication to the preservation of and access to Missouri's documented heritage.
Robin Carnahan |
John Dougan |
Joseph L. Adams |
Robert P. Neumann |
Gregory B. Allen |
Cynthia L. Parks |
Marcia L. Bennett |
Terry L. Ramsey |
Raymond Doswell |
David E. Richards |
Steven P. Gietschier |
Anne G. Rottman |
Christopher Gordon |
Gary R. Kremer |