1. 11
City of San AntonioCity of San Antonio
Office of the City ClerkOffice of the City Clerk
Municipal Archives &Municipal Archives &
Records FacilityRecords Facility
Sarah WalchSarah Walch
City ArchivistCity Archivist
April 14, 2010April 14, 2010

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Archival Program HistoryArchival Program History
 Began in 2005 by City Clerk Leticia Vacek toBegan in 2005 by City Clerk Leticia Vacek to
appropriately house, organize, and makeappropriately house, organize, and make
available for research the history of the City ofavailable for research the history of the City of
San Antonio.San Antonio.
 Partnered with the San Antonio Public Library’sPartnered with the San Antonio Public Library’s
Texana/Genealogy department and the SanTexana/Genealogy department and the San
Antonio Public Library Foundation for grantAntonio Public Library Foundation for grant
application funding.application funding.
 The archives program was awarded two grants byThe archives program was awarded two grants by
the National Historical Publications and Recordsthe National Historical Publications and Records
Commission (NHPRC), in the amounts of $98,000Commission (NHPRC), in the amounts of $98,000
and $52,000.and $52,000.

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NHPRC Grant ResultsNHPRC Grant Results
 In 2004, City Clerk, Leticia M. Vacek saw theIn 2004, City Clerk, Leticia M. Vacek saw the
need for an archivist and sought out funding andneed for an archivist and sought out funding and
support from the Mayor and City Council.support from the Mayor and City Council.
 In 2005, City Archivists Amanda DeFlorio andIn 2005, City Archivists Amanda DeFlorio and
Sean Heyliger, working with archivists from theSean Heyliger, working with archivists from the
Public Library:Public Library:
– Cataloged 41 collections into MARC and EAD.Cataloged 41 collections into MARC and EAD.
– Input MARC records into the Online Computer LibraryInput MARC records into the Online Computer Library
Center (OCLC).Center (OCLC).
– Input EAD records into the Texas Archival ResourceInput EAD records into the Texas Archival Resource
Online (TARO):Online (TARO):
http://lib.utexas.edu/taro/browse/browse_sama1.htmlhttp://lib.utexas.edu/taro/browse/browse_sama1.html
– Published the finding aids on our website:Published the finding aids on our website:
http://www.sanantonio.gov/clerk/Archives/findingaids.aspxhttp://www.sanantonio.gov/clerk/Archives/findingaids.aspx

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Current Archives ProjectsCurrent Archives Projects
 Acquisition of new materials from City departmentsAcquisition of new materials from City departments
(ongoing).(ongoing).
– Public Works Maps & Plats, 1875-present.Public Works Maps & Plats, 1875-present.
 Over 20,000 maps.Over 20,000 maps.
 Transfer completed in April.Transfer completed in April.
– Historic Preservation Sanborn Maps, 1921-1955.Historic Preservation Sanborn Maps, 1921-1955.
 23 books, 7 boxes.23 books, 7 boxes.
 Transfer completed in February.Transfer completed in February.
– Fire Department Records 1870-present.Fire Department Records 1870-present.
 40 log books, 400 photographs - Appraised March 1940 log books, 400 photographs - Appraised March 19thth
..
 Partnership with Fire Museum to rehouse/repair documents.Partnership with Fire Museum to rehouse/repair documents.
– San Antonio International AirportSan Antonio International Airport
 Initial visit by Facilities Manager and City Archivist on March 16Initial visit by Facilities Manager and City Archivist on March 16thth
..
 Several weeks of consulting ongoing to determineSeveral weeks of consulting ongoing to determine
scope/size/need due to Terminal 2 being demolished.scope/size/need due to Terminal 2 being demolished.

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Current Archives Projects (2)Current Archives Projects (2)
 Completed month of training with localCompleted month of training with local
conservation expert Jim Guimarin of The Historyconservation expert Jim Guimarin of The History
Shop on March 30Shop on March 30thth
..
– Created alkaline bath and washed fragileCreated alkaline bath and washed fragile
documents.documents.
– Repaired documents using Filmoplast, tackingRepaired documents using Filmoplast, tacking
iron, bag eraser, weights, small paintbrushesiron, bag eraser, weights, small paintbrushes
and Exacto knife.and Exacto knife.
– Flattened documents using weights, tackingFlattened documents using weights, tacking
iron, and heavy glass panes.iron, and heavy glass panes.
– Planned and repaired fragile 1840s CityPlanned and repaired fragile 1840s City
Engineering canvas-backed map with leatherEngineering canvas-backed map with leather
glue and encased repaired map in mylar.glue and encased repaired map in mylar.

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Current Archives Projects (3)Current Archives Projects (3)
 Fiesta Exhibit at City Hall – 2Fiesta Exhibit at City Hall – 2ndnd
floor.floor.
– Opening date: April 15, 2010.Opening date: April 15, 2010.
 Digitization Project/Public LibraryDigitization Project/Public Library
Partnership:Partnership:
– Training San Antonio Public LibraryTraining San Antonio Public Library
Texana/Genealogy archivists in scanning &Texana/Genealogy archivists in scanning &
indexing processes.indexing processes.
– Currently working with Texana departmentCurrently working with Texana department
manager Frank Faulkner to design and developmanager Frank Faulkner to design and develop
website, in partnership with ITSD.website, in partnership with ITSD.
 Identify full inventory (top-level description) ofIdentify full inventory (top-level description) of
collections to be digitized, then identify priorities.collections to be digitized, then identify priorities.

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Current Archives Projects (4)Current Archives Projects (4)
 Process collections and catalog in MARCProcess collections and catalog in MARC
and EAD.and EAD.
– 41 of 74 identified collections processed and41 of 74 identified collections processed and
descriptions shared online.descriptions shared online.
– 32 out of 74 identified collections are32 out of 74 identified collections are
unprocessed, including Alamodome, Cityunprocessed, including Alamodome, City
Engineering Maps, Stinson Municipal Airport,Engineering Maps, Stinson Municipal Airport,
and Police/Firemen Pension collections, amongand Police/Firemen Pension collections, among
others.others.
– Mayor Hardberger collection is in progress,Mayor Hardberger collection is in progress,
currently working on Box 26 of 51.currently working on Box 26 of 51.

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Current Archives Projects (5)Current Archives Projects (5)
 The City Clerk is working with theThe City Clerk is working with the
Mayor and City Council to possibly beMayor and City Council to possibly be
added to the City’s 2012 Bondadded to the City’s 2012 Bond
Election for a new building.Election for a new building.
– Current 60,000-square-foot warehouseCurrent 60,000-square-foot warehouse
is nearly full.is nearly full.
 Build partnerships with communityBuild partnerships with community
organizations & researchers.organizations & researchers.

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Successes of the Records FacilitySuccesses of the Records Facility
 Records staff identified, classified,Records staff identified, classified,
inventoried and bar coded overinventoried and bar coded over
25,000 architectural plans.25,000 architectural plans.

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Successes of the Records FacilitySuccesses of the Records Facility
(2)(2)
 City Clerk, Leticia M. Vacek applied for andCity Clerk, Leticia M. Vacek applied for and
received a grant from Alamo Area Councilreceived a grant from Alamo Area Council
of Governments (AACOG).of Governments (AACOG).
 These grants paid for:These grants paid for:
– An industrial-sized shredder - $33,000An industrial-sized shredder - $33,000
– A compactor conveyor belt system - $48,000A compactor conveyor belt system - $48,000
 9 tons/month of shredded records that9 tons/month of shredded records that
have met retention are picked up by thehave met retention are picked up by the
City’s Solid Waste ManagementCity’s Solid Waste Management
department, and the materials are sold fordepartment, and the materials are sold for
recyclable materials.recyclable materials.

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Digitization Rollout: 2009-presentDigitization Rollout: 2009-present
 The City of San Antonio purchased IBM’sThe City of San Antonio purchased IBM’s
FileNet program, an Enterprise ContentFileNet program, an Enterprise Content
Management System (ECMS).Management System (ECMS).
 Assistant to the City Clerk, Tina J. FloresAssistant to the City Clerk, Tina J. Flores
worked closely with ITSD to developworked closely with ITSD to develop
indexing standards.indexing standards.
– 36 Fields entered, 15 are searchable.36 Fields entered, 15 are searchable.
 Conform to the Dublin Core requirements.Conform to the Dublin Core requirements.
– Designed and developed website with digitalDesigned and developed website with digital
collections:collections:
http://www.sanantonio.gov/clerk/ArchiveSearch/http://www.sanantonio.gov/clerk/ArchiveSearch/

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Digitization Rollout: 2009-presentDigitization Rollout: 2009-present
(2)(2)
 Since 2009, records staff haveSince 2009, records staff have
photographed, indexed, and uploaded 14photographed, indexed, and uploaded 14
digital collections including 3,976 files.digital collections including 3,976 files.
– 3 Media Formats: JPEG, PDF, and MP3.3 Media Formats: JPEG, PDF, and MP3.
– Reel-to-reel transfer of City Council Audio toReel-to-reel transfer of City Council Audio to
MP3.MP3.
– 21-megapixel camera used to digitize fragile21-megapixel camera used to digitize fragile
documents.documents.
– Large maps flattened in-house for imaging.Large maps flattened in-house for imaging.

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Digitization Rollout: 2009-presentDigitization Rollout: 2009-present
(3)(3)
 Historical collections, most requestedHistorical collections, most requested
collections digitized first.collections digitized first.
– Three digitized collections predate the 1900s:Three digitized collections predate the 1900s:
 Office of the City Clerk, Council Proceedings, 1849-Office of the City Clerk, Council Proceedings, 1849-
20052005
 Office of the City Clerk, Ordinance Books, 1850-2001Office of the City Clerk, Ordinance Books, 1850-2001
 San Fernando de Bexar Municipal Records, 1770-San Fernando de Bexar Municipal Records, 1770-
18321832
 Digital Collections are released as an itemDigital Collections are released as an item
so that they are searchable as a singleso that they are searchable as a single
collection on our website.collection on our website.

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Digitization Rollout: 2009-presentDigitization Rollout: 2009-present
(4)(4)
 Digitization current practice for recordsDigitization current practice for records
that are permanent in nature oncethat are permanent in nature once
approved or adopted by City Council:approved or adopted by City Council:
– City Council OrdinancesCity Council Ordinances
– City Council ResolutionsCity Council Resolutions
– City Council MinutesCity Council Minutes
 Archivist working on older documents.Archivist working on older documents.
 GOAL: To meet in the middle and coverGOAL: To meet in the middle and cover
300 years of history.300 years of history.

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Future PossibilitiesFuture Possibilities
 City Clerk, Leticia M. Vacek hasCity Clerk, Leticia M. Vacek has
applied for a third grant through theapplied for a third grant through the
National Historical Publications andNational Historical Publications and
Records Commission (NHPRC).Records Commission (NHPRC).
 Awaiting their response to commentsAwaiting their response to comments
requested.requested.
 Hope to receive grant to be able toHope to receive grant to be able to
hire another archivist to processhire another archivist to process
collections.collections.

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Digital Collection SearchDigital Collection Search

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Digital CollectionsDigital Collections
 San Fernando de Bexar Minutes 1770-San Fernando de Bexar Minutes 1770-
18231823
 San Fernando de Bexar Ordinances 1830-San Fernando de Bexar Ordinances 1830-
18321832
 Historical Figures 1843-1895Historical Figures 1843-1895
 City Engineer Maps 1844-1901City Engineer Maps 1844-1901
 City Parks 1908City Parks 1908
 City Block Tax Maps (red books) 1920-City Block Tax Maps (red books) 1920-
19901990
 City of San Antonio Elections 1876-1937City of San Antonio Elections 1876-1937

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Digital Collections (2)Digital Collections (2)
 City Council Proceedings 1849-2006City Council Proceedings 1849-2006
 City Council Ordinances 2009-PresentCity Council Ordinances 2009-Present
 City Council Resolutions 2009-PresentCity Council Resolutions 2009-Present
 City Council Minutes 1961-PresentCity Council Minutes 1961-Present
 City Council Agendas 1999-PresentCity Council Agendas 1999-Present
 City Council Audio 1954-1964City Council Audio 1954-1964
 City Council Consideration Requests (CCR)City Council Consideration Requests (CCR)
2007-20102007-2010

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Thank you!Thank you!
 For more information or to scheduleFor more information or to schedule
an appointment, please contact:an appointment, please contact:
 Sarah Walch, City ArchivistSarah Walch, City Archivist
– Phone: (210) 207-7029Phone: (210) 207-7029
– Email:Email: sarah.walch@sanantonio.govsarah.walch@sanantonio.gov
 Municipal Archives & Records FacilityMunicipal Archives & Records Facility
– Phone: (210) 207-4214Phone: (210) 207-4214