Records Appraisal Report:
State Preservation Board

Contents of this report
Agency Contact | Agency History | Project Review | Record Series Reviews

Internal links to series reviews
Capitol Preservation and Extension project files
General Land Office building restoration project files
Administrative correspondence
Architect/project manager search
Organization chart
SPB policies
Administrative reports
Consultant reports
SPB annual report
Status of Capitol Collections Report
Strategic plan
Legislative appropriation requests
General legal correspondence
Correspondence - other state agencies and offices
Correspondence - outside organizations
State Preservation Board and Permanent Advisory Committee agenda and minutes
Speeches
Media (press releases)
American Disabilities Act correspondence
Capitol general files
Fundraising
Capitol general facility files
Capitol grounds files
Goddess of Liberty files
Capitol events and exhibits files
General Land Office Building correspondence
GLO legislation and legal opinions
GLO reports
GLO history
Curatorial files
Historical/reference files
Reference general files
Asbestos/hazardous waste
Capitol furnishings project
General administrative correspondence - Capitol Complex Visitors Center
IRS letter of determination
Administrative correspondence - Gift shop
Product information - Gift shop
Education programs - CCVC
Exhibits - CCVC
Tours - CCVC
Volunteer programs - CCVC
Video - CCVC
Facilities - CCVC
Policies - CCVC
Special events - CCVC
CCVC publications
Media/public relations - CCVC
Resources (people, companies) - CCVC
Grounds project files

Series reviews of archival holdings
State Preservation Board minutes and agenda
Permanent Advisory Committee minutes and agenda
Capitol Preservation and Extension project files - Master plan for the Capitol
Capitol Preservation and Extension project files - Architectural project manuals
General Land Office Building restoration project files - Master plan for the General Land Office Building
General Land Office Building restoration project files - Architectural project manuals
Grounds project files - Master plan, Historic Grounds of the Texas Capitol
Architect of the Capitol Roy Graham correspondence
Architect of the Capitol Allan McCree correspondence
Administrative correspondence
Capitol Historical Artifact Collection
Events and exhibits files - Registrar's files
Capitol Restoration Celebration program and insert
Gallery guide, Capitol Complex Visitors Center
Capitol Complex Visitors Center "Lone Star Legacy" video
Photographs

Archival finding aid
Texas State Preservation Board: An Inventory of Records at the Texas State Archives, 1836-2003 (bulk 1985-2000)

January 17, 1997, Laura Saegert, Appraisal Archivist

Agency contact:

This agency contact information was current at the time of the report but may have changed in the interim. Please call (512-463-5455) for current contact information of the agency's records manager or records liaison for these records.

Jennifer Tester
Records Administrator
State Preservation Board
Sam Houston Bldg., Rm 950
Austin, TX 78701

Danielle Bourdeau (former RA)
State Preservation Board
Capitol Complex Visitors Center
Austin, TX 78701

Agency History and Structure

The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. The Board is composed of the Governor, who acts as chair, the Lieutenant Governor, and the Speaker of the House of Representatives. Additionally, the Governor appoints one member, and the Lieutenant Governor and Speaker each appoint one member from their respective chambers. The appointed members serve two-year terms.

A Permanent Advisory Committee was created to assist the Board. It was composed of the Executive Director of the Historical Commission, Chairman of the Antiquities Committee, Director of the Library and Archives Commission, Director of the Commission on the Arts, and three citizens, one each appointed by the Governor, Lieutenant Governor, and Speaker of the House. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. The Architect of the Capitol and the Curator of the Capitol have specific functions in carrying out these duties. The architect develops and implements a master plan of at least twenty years projection for the maintenance, preservation, restoration, and modification of the buildings and their grounds. The curator develops and maintains an inventory of the buildings and their contents, develops a collection policy regarding the historical items, makes recommendations on conservation needs, and coordinates restoration of historical furnishings.

Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.

Most of the major projects initially undertaken by the Board (grounds work is still continuing) have been completed--restoration of the Capitol and contents, building the Capitol extension, and restoration of the General Land Office building and contents. Once the grounds work is completed, the agency's responsibilities will be concentrated in curatorial and historic preservation maintenance programs related to the buildings, their contents, and grounds; and in the development and implementation of educational programs, which includes operation of the Capitol Complex Visitors Center and the Texas History Gallery.

The agency is headed by an executive director and consists of six divisions: Administrative, Finance, Design, Curatorial, Construction, and Visitors Center staff.

Vernon's Ann. Civ. St., Article 443.

return to top

Project Review

I was assigned to review the records of this agency in March 1996. I have reviewed the agency history in the Guide to Texas State Agencies (1993, 8th edition; 1990, 6th edition); Vernon's Ann. Civ. St., Article 443; 13 Texas Administrative Code, Part VII; several reports produced by the State Preservation Board--Annual report for FY 94, Request for Legislative Appropriations for FY 1996/97, and the Strategic plan for 1995-1998; and the Sunset Commission report on the agency, 1994. I have reviewed the records retention schedule of the State Preservation Board and the records of the Board already housed in the Archives and Information Services Division.

On the current schedule of the Board there are 55 series designated as archival ('A' code), and 105 series designated for archival review ('R' code). There are also three series of possible archival value having series item numbers which require an archival review, but do not have an 'R' code on the schedule. Another series, Strategic plans, should be coded as archival on the retention schedule.

I prepared a list of questions concerning series on the retention schedule with archival codes of "R" or "A" and mailed these along with our letter of introduction to the Executive Director and the records administrator (RA). On Wednesday, May 15, 1996, I met with the Preservation Board RA, Danielle Bordeau, the assistant director, Charlynn Doering, and a staff member from the Capitol Complex Visitor's Center, Serena Williams; and Sara Mitchell, the Records Consultant for this agency; to ask questions about specific records series and answer questions about the appraisal process. I went over the questions I had prepared regarding the "A" and "R" series, and was able to gather much of the information I needed for preparing this report. It was determined at the meeting that many of the series on the schedule for administrative correspondence were actually individual files which can be grouped into one series of administrative correspondence. It was also determined that several series have been combined with other series, and several series have incorrect records series item numbers. Once they were correctly coded, these series were determined to be non-archival. These items will be discussed in the Project Outcome section of this report.

Danielle Bourdeau, the agency RA, merged a number of series together and printed out a new draft retention schedule. This is not an official revision, but does illustrate the likely changes which will take place following the completion of my report.

Ms. Bourdeau and I discussed transferring the project files for the General Land Office building, series 2.0 on the Board's retention schedule, during the summer to the Archives and Information Services Division of the Library and Archives Commission, since that project had been completed. The retention schedule contains a note, listed as Note 2 in the remarks column, for both series of project files, the curator's files, and several other series, which states "Per TX Government Code 443.007(a)(7), original documents will be transferred to the Texas State Archives with the SPB maintaining copies until the agency ceases to exist." Ms. Bourdeau informed me in a memorandum dated June 16, 1996, "The leadership of the agency interprets our statute to read that the project files must remain with our agency until the agency ceases to exist, at which point the archives will maintain the files." In the opinion of the State Archivist, Chris LaPlante, the retention of the project files, which are archival records, by the State Preservation Board is acceptable at this time. If the Board decides to transfer the records to the Archives and Information Services Division while the agency is still in existence, we will gladly take custody of them. Otherwise, the files will be transferred to the Archives and Information Services Division of the Library and Archives Commission when the Board ceases to exist.

I made several follow-up calls after the initial meeting to get enough information to complete the appraisal report. Just recently, Ms. Bourdeau is no longer serving as the records administrator. The new RA is Jennifer Tester.

return to top

Archival Holdings

State Preservation Board minutes and agenda, March, August, 1995; February 1996, fractional.
This is part of series 3.14, State Preservation Board and Permanent Advisory Committee minutes and agenda.

Permanent Advisory Committee minutes and agenda, March and August 1995, fractional.
This is part of series 3.14, State Preservation Board and Permanent Advisory Committee minutes and agenda.

Capitol preservation and extension project files.
Two subseries, which are part of series 1.0, Capitol Preservation and Extension project files.

Architectural project manuals, 1989-1992, 5.25 cubic feet.
These are design briefs and project manuals prepared for the Capitol restoration and extension projects.

Master plan for the Texas Capitol, 1989, .25 cubic feet.
This plan discusses the history of the Capitol, modifications over the years, and current conditions. It discusses contemporary needs and proposes a plan for the preservation of the Capitol and an underground extension. It also includes design concepts for the Capitol Complex, focusing on development to the north of the Capitol. It is illustrated with plans and drawings and provides projected costs.

General Land Office Building Restoration Project Files.
Two subseries, which are part of series 2.0, General Land Office Building Restoration project files.

Architectural project manuals, 1989-1990, .75 cubic feet.
These are design briefs and project manuals prepared for the General Land Office restoration project.

Master plan, General Land Office Building, 1989, fractional.
This plan contains a history of the building, modifications over the years, and current conditions. It discusses contemporary needs and proposes a plan for the restoration of the building. It is illustrated with plans and drawings and provides projected costs.

Grounds project files.
From series 16, Grounds project files.

Master plan, Historic grounds of the Texas Capitol, 1995, fractional.
The plan contains a report on the evolution and history of the grounds and on their present condition. It proposes a plan for the restoration of the grounds to the period of 1888-1915, while balancing the historic landscape with functional and operational concerns. It is illustrated with plans, drawings, and photographs, and provides projected costs.

Architect of the Capitol.
Two subseries.

Roy Graham correspondence, 1985-1987, 1.47 cubic feet.
This is outgoing correspondence and memos, with attachments, of the Architect of the Capitol, Roy Graham, concerning the restoration/construction projects, works on grounds, Goddess of Liberty statue, historical research, preservation of the Capitol's contents, etc., and internal administrative matters, such as policy formulation. A few incoming letters are also present.

Allan McCree correspondence, 1988-1991, .3 cubic feet.
This is incoming and outgoing correspondence and memos, of the Architect of the Capitol, Allan McCree, concerning Board meeting items, restoration projects, and internal administrative matters, such as leaves of absence and policies. Also present are acknowledgments, responses to requests for information about the Capitol or the projects, invitations to speak, and similar materials.

Capitol Historical Artifact Collection, 1991-1994, 2 cubic feet.
This series consists of a computer printout listing the artifacts, accompanied by photographs of most of the items on the list. This is from series 10, Curatorial files.

Administrative correspondence, 1985-1993, 1 cubic foot.
Correspondence concerning general repairs and improvements to the Capitol, Goddess of Liberty statue, work on grounds, and search for architectural firms. This is from series 3.2, Administrative correspondence. Correspondence specifically concerning the restoration projects is now filed in the project files.

Events and exhibits files.
Two subseries. These are part of series 4.9, Capitol events and exhibits.

Registrar's files, 1986-1990, 1 cubic foot.
These are correspondence, memos, reports, minutes, clippings, etc. concerning the scheduling of events and exhibits at the Capitol or on the grounds.

Capitol Restoration Celebration files, 1995, fractional.
This is a program and insert from the celebration.

Capitol Complex Visitors Center.
Two subseries.

Gallery guide, 1996, fractional.
Your Window to Capitol History describes the history of the Capitol, of the old General Land Office building, and the permanent exhibits housed in the Texas History Gallery. This is part of series CCVC publications.

Lone Star Legacy video, 1994, fractional.
CCVC educational video about the history of the Capitol, narrated by Walter Cronkite. Research and background material for the video is series 15.7, Video - CCVC.

Photographs, 1989-[ongoing], 1 cubic foot.
These are photographic copy media of artwork in the Capitol, including paintings of historic scenes and portraits of several Texans; and of a few composite groups of photographs at the Capitol, such as the composite of the 13th Legislature.

Related records:

Capitol Centennial Celebration Finance Committee, Records, 1987-1988, 7 cubic feet.
These are records concerning the planning of and fundraising for the Capitol Centennial Celebration in 1988. Types of records present include minutes, reports, correspondence, clippings, photographs, invitations, and programs.

Texas. Office of the Lieutenant Governor, Preservation Board files, 1983-1991, 3 cubic feet.
These are the files of the Lieutenant Governor as a member of the State Preservation Board and contain minutes, meeting files, notes, bills, resolutions, correspondence, memoranda, reports, clippings, and other materials. These largely reflect the period Lt. Governor William P. Hobby, Jr. served on the Board.

Related collections:

Terrell Blodgett papers, State Preservation Board series, 1917, 1983-1989, 1.1 cubic foot.
Records are subject files containing reports, correspondence, memos, financial documents, meeting files, interview notes, etc., gathered by Terrell Blodgett while conducting a management audit for the State Preservation Board in 1987-1988. The report was published in June 1988. The interview notes are restricted by donor until January 26, 2003. The report can be found in series 3.7.2, Consultant reports, and in the State Publications Depository Program.

return to top

Previous Destructions

No destruction requests have been filed by the State Preservation Board.

Project Outcome

The appraisal of the agency's records is complete. After the records administrator consolidated numerous series on the revised draft retention schedule, corrected the series item numbers for other series, and removed several series which have already been transferred to the Archives, the final number of series reviewed for this report was 50.

Following are instructions for changes to series on the retention schedule of the State Preservation Board, primarily changing, adding, or removing archival codes, to be completed during the next recertification of the schedule. Archival records whose retention has expired can now be transferred to the Archives and Information Services Division of the Library and Archives Commission at the agency's earliest convenience. Series containing records eligible for transfer are noted.

Archival series

The following series on the schedule remain as archival:

Series 1.0, Capitol Preservation and Extension project files. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

Series 2.0, General Land Office Building restoration project files. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

Series 3.3.2, Organization chart. Transfer copies of non-current organization charts to the Archives and Information Services Division now, then regularly as they become superseded.

Series 3.7.7, Status of Capitol Collections Annual Report to the Board. Copies sent to the State Publications Depository Program fulfill the archival mandate. Transfer copies of reports prior to 1994 State Publications Depository Program, they only hold copies for 1994-1995.

Series 3.14, State Preservation Board and Permanent Advisory Committee agendas and minutes. Transfer copies of all minutes and agenda of the Board meetings up to March 1995 and after February 1996 to the Archives and Information Services Division at the agency's earliest convenience, and yearly thereafter. Transfer copies of all minutes and agenda of the PAC meetings to the Archives as well. Recommend splitting this series back into two separate series, one for each body as was done on the recertified retention schedule. The PAC has been abolished, so it has become an obsolete series and should be separate from the ongoing Board materials.

Series 4.1, Capitol general files. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 4.7, Capitol grounds files. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

Series 4.8, Goddess of Liberty files. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

Series 5.1, General Land Office building correspondence. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 5.2, GLO legislation and legal opinion. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 5.3, GLO reports. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 5.6, GLO history. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 10.0, Curatorial files. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 11.0, Historical/reference files. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 14.0, Capitol furnishings project. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

Series 15.4, Exhibits - CCVC. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998.

Series 15.10, Policies - CCVC. Transfer copies of the policies to the Archives and Information Services Division at the agency's earliest convenience, then yearly as they become superseded.

Series 15.11, Special events - CCVC. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998.

Series 15.15, CCVC publications. Some of these publications are brochures, such as the gallery guide. Normally publications are sent to the State Publications Depository Program. However, small items such as this are not necessarily catalogued, they may be considered as ephemera and placed in vertical files, which is neither permanent nor archival. Because of this scenario, send copies of any CCVC publications in this series to the Archives and Information Services Division as they are produced. We have a 1996 edition of the gallery guide. If an earlier one is available, please send that to the Archives.

Series 16, Grounds project files. This series is already scheduled to be added to the retention schedule. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

The following archival review series have been appraised as archival. The archival code of "R" for these series needs to be changed to "A" on the retention schedule.

Series 3.16, Media (press releases). Transfer press releases through 1993 to the Archives and Information Services Division as these have fulfilled their retention period. Further transfers should be done yearly.

Series 4.9, Capitol events and exhibits. When the Board is ready to transfer older events/exhibit files to the Archives and Information Services Division, Board staff should weed the records, sending files of major or significant events and exhibits and a sampling of the others, and any policy files.

Series 15.3, Education programs - CCVC. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998.

Three other archival series have their archival requirement met by sending copies of publications to the State Publications Depository Program.

Series 3.7.11, Legislative appropriations requests is currently on the schedule as archival and permanent. Send copies of reports prior to 1988/89 to the State Publications Depository Program as they are missing reports for the Board's early years.

Series 3.7.6, SPB Annual report is currently on the schedule as archival and permanent.

Series 3.7.10, Strategic plans is currently on the schedule as permanent. An archival code of "A" needs to be added.

Archival records - Special situations

Series 3.2, Administrative correspondence. The Board and PAC correspondence files within this series have been appraised to be archival, the remaining materials are non-archival. These files need to be removed from the administrative correspondence series and added to the retention schedule as a separate administrative correspondence series - Administrative correspondence - Board, with an archival code of "A." (They were listed separately on the recertified schedule, and combined with other filed into series 3.2 for the draft schedule).

Series 3.7.2, Consultant reports. This has been appraised to be archival. There is one item in the series, a report, which is not a serial item, thus this series has become obsolete. The report is on file in the State Publications Depository Program which fulfills its archival mandate, thus the report does not need to be transferred to the Archives and Information Services Division. The series can be removed from the schedule.

Series 4.4, Capitol general facility files. This series was created from several separate series on the recertified retention schedule. Of these, the post-project files have been appraised to be archival. They need to be set up as a separate archival series or else integrated into series 1.0, Capitol Preservation and Extension project files. The other files in this series have been appraised to be non-archival.

Non-archival records

The following series have been appraised to be non-archival. The archival code of "R" (or "A" in a few cases) should be removed from the retention schedule for these series.

Series 3.2, Administrative correspondence
Series 3.3.1, Architect/project manager search
Series 3.5, SPB policies
Series 3.7.1, Administrative reports
Series 3.10.3, General legal correspondence
Series 3.12, Correspondence - other state agencies and offices
Series 3.13, Correspondence - outside organizations
Series 3.9.4 (now 3.9), Speeches
Series 3.21, American Disabilities Act correspondence
Series 4.3, Fundraising
Series 4.4, Capitol general facility files (remove post-project files, see note in section "Archival records - special situations."
Series 12.0, Reference general files
Series 13.0, Asbestos/hazardous waste
Series 15.1.1, General administrative correspondence - Capitol Complex Visitors Center
Series 15.1.15, IRS letter of determination
Series 15.2.2, Administrative correspondence - Gift shop
Series 15.2.6, Product information - Gift shop
Series 15.5, Tours - CCVC
Series 15.6, Volunteer programs - CCVC
Series 15.7, Video - CCVC
Series 15.8, Facilities - CCVC
Series 15.16, Media/public relations - CCVC
Series 15.19, Resources (People, companies) - CCVC

Miscoded or empty series

The following series either did not contain any records; had the wrong records series item number listed, causing some series to be assigned archival review codes; or had archival review codes unnecessarily assigned. Appropriate action needed is given for each series.

Series 3.3.25, Weekly staff reports, reports of the project manager and architect transferred to project files, series 1.0 and 2.0. Remaining files are routine, now series 3.3.11, archival code of "R" removed from draft retention schedule. Maintain non-archival status on next retention schedule.

Series 3.7.1.2, Cultural and Historic Resources Committee report was an empty file, removed from the draft retention schedule.

Series 3.7.1.14, Report to House and Senate Finance was an empty file, removed from the draft retention schedule.

Series 3.7.1.19, Budget reductions, was an empty file, removed from the draft retention schedule.

Series 3.18, MBE/WBE correspondence, etc. (Minority business enterprise/Women-owned business enterprise), is general correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule and remove the archival code of "R."

Series 3.20, Internal auditor, is general correspondence and should have records series item number 1.1.008 instead of 1.1.003. Change the item number on the next retention schedule and remove the archival code of "R."

Series 5.4, GLO meetings, routine weekly staff meetings, archival code of "R" removed from draft retention schedule. Maintain non-archival status on next retention schedule.

Series 6.1.1, Fire safety info. & corr. with Capitol Fire Marshal is general correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule.

Series 6.1.4, Capitol dining room (general & correspondence), is general correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule.

Series 6.1.6, Building User Committee was an empty file, removed from the draft retention schedule.

Series 9.10, Correspondence-GSC-personnel, is general personnel correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule and remove the archival code of "R."

Series 9.11, Correspondence-other-personnel, is general personnel correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule and remove the archival code of "R."

Series 9.14, Correspondence-SPB-personnel, is general personnel correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule and remove the archival code of "R."

Series 9.15, Texas Commission on Human Rights-personnel, is general personnel correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule and remove the archival code of "R."

Series 15.2.1, Accounting/Financial correspondence - Gift shop, is general correspondence and should have records series item number 1.1.008 instead of 1.1.007. Change the item number on the next retention schedule.

return to top

Record Series Reviews

Record Series Review
Series Title: Capitol Preservation and Extension project files

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: 5-10 cubic feet, bulk of records created during initial construction/restoration projects.

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1986-[ongoing], 144 cubic feet.

Archival holdings:
Architectural project manuals, 1989-1992, 5.25 cubic feet.
These are design briefs and project manuals prepared for the Capitol restoration and extension projects. The design briefs were prepared for the Board and give detailed architectural/engineering analysis of all components of the projects, including drawings, specifications, and budget schedules. The project manuals are bidding packages which give extensive, detailed information on various components of the projects to be bid on, such as excavation for the Capitol extension, interior preservation of the Capitol, etc. These were sent or made available to architectural firms, contractors, etc., wishing to bid on these construction/restoration projects.

Master plan for the Texas Capitol, 1989, .25 cubic feet.
This plan discusses the history of the Capitol, modifications over the years, and current conditions. It discusses contemporary needs and proposes a plan for the preservation of the Capitol and an underground extension. It also includes design concepts for the Capitol Complex, focusing on development to the north of the Capitol. It is illustrated with plans and drawings and provides projected costs.

Description:
The project files contain proposals, bids, contracts, correspondence, building plans, drawings and specifications, master plans, photographs, and other items associated with the renovations of the Capitol and the building of the Capitol extension. Also covered in these records are the archaeological excavations and surveying done prior to building the extension, and asbestos abatement in the Capitol. Correspondents include contractors, engineers, architects, consulting firms, state agencies, and the city of Austin. Dates covered are c. 1986-[ongoing].

Purpose:
These files document the planning and construction of the underground extension to the Capitol, and the renovations to Capitol.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors.

Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Arranged by project, then by type of material.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions:
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the State Preservation Board and none were found for this series or for equivalent or related series.

Publications based on records:
The plan, Texas Capitol, Preservation and Extension. Master Plan and Historic Structure Report is published, with copies deposited in the Archives and Information Services Division and the State Publications Depository Program.

Series data from agency schedule:
Title: Capitol Preservation and Extension project files
Series item number: 5.2.002
Agency item number: 1.0
Archival code: A
Retention: PM

Appraisal decision:
These files fully document the Capitol extension and restoration project. The Capitol is a historically significant building and this documentation needs to be maintained permanently. For now, the Board is maintaining the records at their offices. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: General Land Office Building Restoration project files

Dates: c. 1988-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional, bulk of records created during restoration project.

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1988-[ongoing], 8 cubic feet.

Archival holdings:
Architectural project manuals, 1989-1990, .75 cubic feet.
These are design briefs and project manuals prepared for the General Land Office restoration project. The design briefs give detailed architectural and engineering analysis of all components of the project, including drawings, specifications, and budget schedules. The project manuals are bidding packages which give extensive, detailed information on various components of the projects to be bid on. These were sent or made available to architectural firms, contractors, etc., wishing to bid on the restoration projects.

Master plan, General Land Office Building, 1989, fractional.
This plan contains a history of the building, modifications over the years, and current conditions. It discusses contemporary needs and proposes a plan for the restoration of the building. It is illustrated with plans and drawings and provides projected costs.

Description:
The project files contain proposals, bids, contracts, correspondence, building plans, drawings and specifications, master plans, photographs, and other items associated with the renovation of the General Land Office Building. Correspondents include contractors, engineers, architects, consulting firms, state agencies, and the city of Austin. Dates covered are c. 1988-[ongoing].

Purpose:
These files document the planning and construction involved in the General Land Office Building restoration project.

The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Arranged by type of material

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records:
The Master Plan for Restoration of the General Land Office Building was published and copies deposited in the Archives and Information Services Division and the State Publications Depository Program.

Series data from agency schedule:
Title: General Land Office Building Restoration project files
Series item number: 5.2.002
Agency item number: 2.0
Archival code: A
Retention: PM

Appraisal decision:
These files fully document the restoration of the 1857 General Land Office Building. This building is a historically significant building and this documentation needs to be maintained permanently. For now, the Board is maintaining the records at their offices. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: Administrative correspondence

Dates: c. 1991-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years after completion of the record. Actual holdings of the agency are c. 1991-[ongoing], 1 cubic foot.

Archival holdings:
Administrative correspondence, 1985-1993, 1 cubic foot.
Correspondence concerning general repairs and improvements to the Capitol, Goddess of Liberty statue, work on grounds, search for architectural firms, and items for discussion at Board meetings.

Description:
This series contains correspondence, memoranda, Department of Public Safety reports, Board and Permanent Advisory Committee agenda, and staff meeting notices, dating c. 1991-[ongoing]. Topics include items for discussion at Board or PAC meetings, budget, repairs, maintenance, accidents, attempted breakins, and routine administrative concerns. Primary correspondents are the General Services Commission, Department of Public Safety, and the Legislative Budget Board. Correspondence with other state agencies is filed in series 3.12, Correspondence - Other state agencies.

Correspondence specifically concerning the restoration projects is now filed in the project files, series 1.0 - Capitol Preservation and Extension project files, 2.0 - General Land Office Building Restoration project files, and 16 - Grounds project files. Some correspondence concerning projects had previously been filed with administrative correspondence. Once the projects began in earnest, project-related correspondence was filed in the project files. Earlier administrative correspondence containing project-related materials has been transferred to the Archives and Information Services Division. See Archival Holdings above for more information.

Purpose:
This series documents administrative operations of the Preservation Board.

Arrangement:
Arranged by agency or topic, then chronologically.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Administrative correspondence
Series item number: 1.1.007
Agency item number: 3.2
Archival code: R
Retention: 4

Appraisal decision:
Some earlier administrative correspondence files included on the recertified retention schedule have been transferred to the Archives and Information Services Division, including correspondence of Allan McCree (now filed in the Architect of the Capitol correspondence series), administrative correspondence pre-1993, correspondence pre-SPB, Board correspondence, and PAC correspondence. These files are archival and will be maintained at the Archives. The administrative correspondence on file at the Preservation Board documents routine administrative tasks of the Board and not their primary functions, the restoration and preservation of the Capitol and General Land Office Building and grounds, and construction of the Capitol extension. Once the projects began in earnest, correspondence relating specifically to the projects has been filed in the project files, not in this series.

The only files in this series which have archival significance are the correspondence with the Board and the PAC, which discuss items for meetings, such as status of the projects, policies, etc. These had been a separate correspondence series on the recertified retention schedule and were merged with other correspondence files into the administrative correspondence series for the draft retention schedule. We have appraised the Board and PAC correspondence files as archival, so the Board needs to remove them from administrative correspondence and add them (now just Board correspondence as the PAC has become defunct) as a new administrative correspondence series - Administrative correspondence - Board, with an archival code of "A."

The remaining administrative correspondence is general in its coverage and does not require archival retention. This series has been determined to be non-archival. The archival code of "R" on the retention schedule should be removed for this series. The name of the series should be changed to General correspondence, and the series item number changed to 1.1.008.

return to top

Record Series Review
Series Title: Architect/project manager search

Dates: c. 1988-1992

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by a series: no

Ongoing record series? No

Annual accumulation:

Agency holdings:
Retained by the agency for 10 years after completion of the record. Actual holdings of the agency are c. 1988-1992, 0.5 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series includes correspondence, meeting transcripts, and interview notes, dating c. 1988-1992. The materials are in two main files--one concerning the selection of an Architect of the Capitol, the other concerning the selection of a Project manager. Materials from a previous series, "Architectural Selection Committee" are included in these files.

Purpose:
Documents the agency's efforts in selecting an Architect of the Capitol and Project manager.

Arrangement: Arranged topically.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems:
This series title was formerly "Interim consultant search," which was an empty series. Under a new draft of the retention schedule, that series was removed as empty. This series, Architect/Project manager search contains the materials of a series from the former schedule, Architectural Selection Committee, which was series 3.3.2.

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Architect/project manager search
Series item number: 1.1
Agency item number: 3.3.1
Archival code: R
Retention: 10

Appraisal decision:
These materials document the agency's efforts in selecting an architect of the capitol and project manager. Hiring of these individuals is documented in the minutes of the Board and in the press releases. Because this information is available elsewhere in summary form, this series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Organization chart

Dates: c. 1988-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency until superseded. Actual holdings of the agency are c. 1988-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These charts illustrate graphically the administrative structure of the different functional units within the agency. Dates covered are c. 1988-[ongoing]. Copies of the organization charts have been published periodically in the Board's annual report, the Legislative Appropriation requests, and the Strategic plans.

Purpose:
These charts illustrate graphically the administrative structure of the different functional units within the agency.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. The Architect of the Capitol and the Curator of the Capitol have specific functions in carrying out these duties. The architect develops and implements a master plan of at least twenty years projection for the maintenance, preservation, restoration, and modification of the buildings and their grounds. The curator develops and maintains an inventory of the buildings and their contents, develops a collection policy regarding the historical items, makes recommendations on conservation needs, and coordinates restoration of historical furnishings. The agency is headed by an executive director and consists of six divisions: Administrative, Finance, Design, Curatorial, Construction, and Visitors Center staff.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None available prior to 1988.

Problems: None

Known related records in other agencies: None

Publications based on records:
Some have been published in agency's annual report and they have also appeared in the agency's strategic plan. Copies of both items are deposited in the State Publications Depository Program.

Series data from agency schedule: Yes
Title: Organization chart
Series item number: 1.1.023
Agency item number: 3.3.2
Archival code: A
Retention: US

Appraisal decision:
Organization charts provide a graphic description of the administrative structure of the functional units of an agency. These have been appraised to be an archival record. Maintain the archival code of "A" on the schedule. Although these have appeared in agency publications, they have not appeared regularly, thus they are remaining on the schedule as a separate series. Transfer copies of the non-current organization charts to the Archives and Information Services Division now, then regularly as the charts become superseded.

return to top

Record Series Review
Series Title: SPB policies

Dates: c. 1985-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency until superseded. Actual holdings of the agency are c. 1985-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains policies re: office procedures; use of the auditorium, House Chamber, and Capitol Complex Visitor's Center; and executive orders received from the Governor's Office. Dates covered are c. 1985-[ongoing]. These are internal policies and not published. Published rules and policies of the Board can be found in series 3.4, SPB rules. Policies governing use of the Capitol Complex Visitors Center are also covered in a another series, series 15.10, Policies-CCVC.

Purpose:
This series documents administrative policies and operating procedures of the agency.

Arrangement: Arranged by function

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: SPB policies
Series item number: 1.1.039
Agency item number: 3.5
Archival code: R
Retention: US

Appraisal decision:
These are internal policies and are neither published nor summarized in an annual report or similar publication. The Board is responsible for the use of the Capitol and the Capitol Complex Visitors Center. These materials document policies in place governing such use. According to the former RA, the policies in this series document largely routine office procedures. Policies and procedures of any significance are discussed in the minutes of the Preservation Board and many are published as part of the administrative rules (13 Texas Administrative Code, Chapter 111). Policies governing use of the Capitol Complex Visitors Center are also covered in a another series, series 15.10, Policies-CCVC.

This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Administrative reports

Dates: c. 1990-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 3 years after completion of the record. Actual holdings of the agency are c. 1990-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Reports produced by the agency at the request of other agencies concerning several administrative actions common to most agencies. Dates covered are c. 1990-[ongoing]. Reports present are: Classification report, Council on Competitive Government Disparity Study, HUB (Historically underutilized businesses) reports and correspondence, DIR (Dept. of Information Resources) reports and correspondence, recycling report, and report on non-resident bidders. Several of these reports were formerly separate series on the retention schedule (listed by report title) and were recently consolidated into this one series.

Purpose:
Reports document the agency's response to requests to detail their actions in certain administrative tasks, such as efficiency in state government, and the use of minorities in the agency or for their construction/renovation projects.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to c. 1990.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Administrative reports
Series item number: 1.1.031
Agency item number: 3.7.1
Archival code: R
Retention: 3

Appraisal decision:
These are routine administrative reports produced by the Board in response to requests by other agencies. Several of these reports were formerly separate series (3.7.1.1, 3.7.1.7, 3.7.1.10, 3.7.1.11, and 3.7.1.20) on the schedule and were consolidated into this series. They all carried an archival code of "R." These reports concern administrative actions of the Board which are also carried out by most other state agencies and do not directly discuss the Board's primary functions. Therefore, this series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Consultant reports

Dates: 1988

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? None

Agency holdings:
Retained by the agency for 2 years according to the retention schedule. Actual holdings of the agency are 1988, fractional.

Archival holdings:
Related collection:
Terrell Blodgett papers, State Preservation Board series, 1917, 1983-1989, 1.1 cubic foot.
Records are subject files containing reports, correspondence, memos, financial documents, meeting files, interview notes, etc., gathered by Terrell Blodgett while conducting a management audit for the State Preservation Board in 1987-1988. The report was published in June 1988. The interview notes are restricted by donor until January 26, 2003.

A copy of this report is available in the State Publications Depository Program of the Library and Archives Commission.

Description:
This is a management review of the State Preservation Board prepared for the Board by Terrell Blodgett through the Lyndon B. Johnson School of Public Affairs at the University of Texas in June 1988. The report examined the statutes and operations of the Board, Office of the Architect, the Permanent Advisory Committee, and the relationship with the Capitol Committee. Recommendations were given for statutory and operational changes to be undertaken by the Board.

Purpose:
Documents a management review of the Board by an outside entity.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: None, this is a single item.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Consultant reports
Series item number: 1.1.034
Agency item number: 3.7.2
Archival code: R
Retention: 2

Appraisal decision:
This report provides a thorough management review of the State Preservation Board by an outside entity. As a summary of this information is not available in the Board's reports, this information needs to be maintained. The series has been appraised to be archival. The report is published and available in the State Publications Depository Program, so the Board's copy does not need to be transferred to the Archives. Since the report is a publication available elsewhere, and since this series is obsolete, it can be removed from the retention schedule.

return to top

Record Series Review
Series Title: SPB annual report

Dates: 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1986-[ongoing].

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Archival requirement for this series is fulfilled by sending the required number of copies to the State Publications Depository Program (13 Texas Administrative Code, Section 3.3 (1) (A)). The Publications Depository Program holds 1986/87-[ongoing].

Description:
These are annual financial reports prepared by the Board which summarize the activities of the agency for the fiscal year. Dates covered are 1986-[ongoing]. The majority of the information presented is statistical, providing fiscal information concerning the appropriations and expenditures of the board. A narrative section is present which describes the functions of the board, and includes organizational data; brief reports on the projects completed by the Board and those ongoing or projected; significant hirings by the Board, such as a new executive director or Architect of the Capitol; and ethnic makeup of the employees. The Board does not produce a separate annual narrative report.

Purpose:
These reports provide summary documentation of the activities of the board over the fiscal year.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. The Board is composed of the Governor, who acts as chair, the Lieutenant Governor, and the Speaker of the House of Representatives. Additionally, the Governor appoints one member, and the Lieutenant Governor and Speaker each appoint one member from their respective chambers. The appointed members serve two-year terms.

A Permanent Advisory Committee was created to assist the Board. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps?
Reports prior to 1986 were not located at the Board or in the State Publications Depository Program.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: SPB annual report
Series item number: 1.1.032
Agency item number: 3.7.6
Archival code: A
Retention: PM

Appraisal decision:
The Board does not produce an annual narrative report, just the annual financial report. These reports do contain a narrative summary of the activities of the board over the fiscal year and are already considered archival. Their archival mandate is fulfilled by the agency sending copies of the reports to the State Publications Depository Program.

return to top

Record Series Review
Series Title: Status of Capitol Collections Report

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1986-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

The State Publications Depository Program of the Archives and Library Commission holds copies of the report for 1994 and 1995.

Description:
This report provides summary information on the artifacts purchased and accepted by the Board, but does not contain lists of the artifacts. Those can be found in the Curatorial files, series 10. Dates covered are c. 1986-[ongoing]. The report is published and recent copies have been deposited in the State Publications Depository Program.

Purpose:
This report documents in summary fashion the acquisition and maintenance of the Capitol collection of furnishings and artifacts.

The curator develops and maintains an inventory of the buildings and their contents, develops a collection policy regarding the historical items, makes recommendations on conservation needs, and coordinates restoration of historical furnishings.

The statute (Vernon's Ann. Civ. St., Article 111.18) requires an annual report be done for the Preservation Board, discussing loans, aquisitions, and deaccessions of artifacts. This report is done by the Collections Review Committee of the State Preservation Board.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None available until 1986. Depository Program holds copies for only 1994 and 1995.

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Status of Capitol Collections Annual Report to the Board
Series item number: 1.1
Agency item number: 3.7.7
Archival code: A
Retention: PM

Appraisal decision:
This report documents in summary fashion the acquisition and maintenance of the Capitol collection of furnishings and artifacts. These pieces have historical significance and a record of the collection needs to be maintained. This series has been appraised to be archival. Maintain the "A" code on the retention schedule, and add a note in the Remarks column, "Copies sent to the State Publications Depository Program fulfill the archival requirement for this series." The State Publications Depository Program currently holds copies for 1994 and 1995. According to the records administrator for the Board, the reports date from c. 1986. If the Board has additional copies of the reports prior to 1994, please send copies to the State Publications Depository Program. If not, send the originals to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

return to top

Record Series Review
Series Title: Strategic plan

Dates: 1992, 1994, 1996

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1992-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

The archival requirement for this series is fulfilled by sending the required number of copies to the State Publications Depository Program, Library and Archives Commission (12 Texas Administrative Code, Section 3.3(1) (C)). The State Publications Depository Program holds the plans for 1992, 1994, 1996.

Description:
Strategic plans are long-range planning tools prepared by the agency in which the goals and objectives of the agency are presented along with performance measures for each. Plans contain a mission statement, a statement of philosophy, and external/internal assessment of the agency, and the goals of the agency. Each goal contains objectives, strategies, and output measures for measuring and achieving the goals. Also present is an organization chart of the agency. The State Preservation Board has prepared three plans, in 1992, 1994, 1996, with the planning time frames 1992-1998, 1995-1999, and 1997-2001, respectively.

Purpose:
Strategic plans are long-range planning tools prepared by the agency which set forth goals and objectives of the agency over a multi-year period.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Strategic plan
Series item number: 1.1.055
Agency item number: 3.7.10
Archival code: none
Retention: PM

Appraisal decision:
The strategic plans document the long-range planning activities of the Board and are already considered archival. Their archival mandate is fulfilled by the agency sending copies of the reports to the State Publications Depository Program. An archival code of "A" needs to be added to the schedule for this series.

return to top

Record Series Review
Series Title: Legislative appropriation requests

Dates: 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1983-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Archival requirement for this series is fulfilled by sending the requried number of copies to the State Publications Depository Program of the Library and Archives Commission (13 Texas Administrative Code, Section 3.3 (3)). The State Publications Depository Program holds 1988/89-[ongoing].

Description:
These records are legislative appropriation requests of the State Preservation Board submitted to the Legislative Budget Board and others. The records date from 1983-[ongoing]. The requests generally contain narrative statements of agency functions or programs. Program objectives are listed, along with a description of each objective, discussions of performance measures, statistics, program need indicators, and expenses--expended, current, and projected, at different funding levels.

Purpose:
The purpose of these records is to request specific appropriations from the legislature and to provide justification for the amounts requested.

The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps?
The State Publications Depository Program is missing copies prior to 1988/89.

Problems: None

Known related records in other agencies: None

Publications based on records:
Legislative Budget Board, Legislative Budget Estimates have been published since fiscal years 1954 and 1955. This publication, a compilation of data for all state agencies, summarizes the fiscal information found in agency-submitted budgets or appropriation requests, but omits most of the narrative.

Series data from agency schedule:
Title: Legislative appropriations requests
Series item number: 1.1.004
Agency item number: 3.7.11
Archival code: A
Retention: PM

Appraisal decision:
Legislative appropriation requests prepared by state agencies provide evidence of an agency's fiscal performance and needs. These are an archival record. The archival requirement for these records is fulfilled by sending copies to the State Publications Depository Program of the Library and Archives Commission. The Board needs to add to the schedule a note in the Remarks column, "Archival mandate fulfilled by depositing copies in the State Publications Depository Program." The Board needs to send copies of the requests prior to 1988/89 to the State Publications Depository Program as they are missing copies for the early years of the Board's existence.

The state records retention schedule recommends a retention period for these records of AC+6. If the Board does not wish to retain these requests permanently, the retention period for the series can be changed to AC+6 and those reports which have fulfilled the retention requirements can be destroyed.

return to top

Record Series Review
Series Title: General legal correspondence

Dates: c. 1988-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for two years after action is closed. Actual holdings of the agency are c. 1988-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains correspondence with the Attorney General's Office and with others which does not concern Attorney General opinions or specific lawsuits. Dates covered are c. 1988-[ongoing]. There are not any attachments filed with the letters.

Purpose:
Documents agency actions with legal issues originating in the agency.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to the late 1980s.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: General legal correspondence
Series item number: 1.1.008
Agency item number: 3.10.3
Archival code: R
Retention: AC+2

Appraisal decision:
This series contains legal correspondence of a general nature. The RA changed the series item number from that of administrative correspondence (1.1.007) to that for general correspondence (1.1.008) on the proposed revised schedule she produced after the initial meeting we had. This correspondence series is general and has been appraised to be non-archival. The archival code of "R" can be removed from the retention schedule.

return to top

Record Series Review
Series Title: Correspondence - Other state agencies and offices

Dates: c. 1990-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1990-[ongoing], 2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This is correspondence of the agency with other state agencies and offices, and colleges and universities, dating c. 1990-[ongoing]. Topics discussed include routine legislative mandates, such as requiring building changes; directives and general information sent to all state agencies, such as budget and accounting procedures; and requests for information. Correspondence specific to the restoration/construction projects of the Capitol and General Land Office building can be found in the project files, Capitol preservation and extension project files, General Land Office Building restoration project files, and Grounds project files.

Purpose:
Documents administrative tasks of the Board.

Arrangement: Alphabetical by agency.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None prior to c. 1990.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Correspondence - Other state agencies and offices
Series item number: 1.1.007
Agency item number: 3.12
Archival code: R
Retention: 4

Appraisal decision:
This correspondence series documents routine administrative tasks of the Board, especially those common to most state agencies, and not the Board's primary functions, the restoration and preservation of the Capitol and General Land Office Building, and construction of the Capitol extension. Coverage of the Board's primary functions, including project correspondence, is available in the project files. This correspondence series is fairly general in its coverage and does not require archival retention. This series has been determined to be non-archival. Remove the archival code of "R" from the retention schedule. I recommend you change the name of the series to General correspondence - Other state agencies and offices, and change the series item number to 1.1.008.

return to top

Record Series Review
Series Title: Correspondence - Outside organizations

Dates: c. 1990-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1990-[ongoing], 2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This is correspondence between the agency and outside organizations, such as national associations, foundations, local and federal agencies, and magazines and journals. Dates covered are c. 1990-[ongoing]. Information found in these files includes requests of various types, meeting/event notices, surveys, and general information about these groups' programs. Correspondence specific to the restoration/construction projects of the Capitol and General Land Office building can be found in the project files, Capitol preservation and extension project files, General Land Office Building restoration project files, and Grounds project files.

Purpose:
Documents the agency's interaction with a variety of outside organizations.

Arrangement: Alphabetical by organization.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to c. 1990.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Correspondence - Outside organizations
Series item number: 1.1.007
Agency item number: 3.13
Archival code: R
Retention: 4

Appraisal decision:
This correspondence series documents routine administrative correspondence of the Board with outside organizations, and not the Board's primary functions, the restoration and preservation of the Capitol and General Land Office Building, and construction of the Capitol extension. Coverage of the Board's primary functions, including project correspondence, is available in the project files. This correspondence series is fairly general in its coverage and does not require archival retention. This series has been determined to be non-archival. Remove the archival code of "R" from the retention schedule. I recommend you change the name of the series to General correspondence - Outside organizations, and change the series item number to 1.1.008.

return to top

Record Series Review
Series Title: State Preservation Board and Permanent Advisory Committee agenda and minutes

Dates: 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: about 0.4 cubic feet

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1983-[ongoing], 8 cubic feet.

Archival holdings:
State Preservation Board minutes and agenda, March, August, 1995; February 1996, fractional.
Series contains minutes, agenda, and various attachments concerning actions taken by the Board, including rules and regulations, copies of proposals, agreements, and lists of acquisitions or deaccessions to the Capitol Historical Artifact Collection.

Permanent Advisory Committee minutes and agenda, March and August 1995, fractional.
Series contains minutes, agenda, and various attachments concerning actions taken by the Committee, including rules and regulations, copies of contracts, etc.

Description:
Series contains minutes, agenda, and various attachments concerning actions taken by the State Preservation Board and the Permanent Advisory Committee of the Board, dating 1983-[ongoing]. Meeting files and attachments include rules and regulations, copies of proposals, agreements, contracts, and lists of acquisitions or deaccessions to the Capitol Historical Artifact Collection. The Permanent Advisory Committee was abolished in 1995.

Purpose:
Documents decisions made by the State Preservation Board and the Permanent Advisory Committee.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: State Preservation Board and Permanent Advisory Board agendas and minutes
Series item number: 1.1.017
Agency item number: 3.14
Archival code: A
Retention: PM

The former RA, Ms. Bourdeau, combined two previously separate series (3.14.5, Permanent Advisory Committee agenda and minutes; and 3.14.6, State Preservation Board agenda and minutes) to form this series in her draft retention schedule, prepared after the start of the appraisal process. The Permanent Advisory Committee has been abolished. I recommend the two series remain separate because the minutes and agenda of the Preservation Board are ongoing. The Permanent Advisory Committee minutes and agenda can remain on the schedule as archival and permanent. Copies of all their minutes and agenda need to be transferred to the Archives and Information Services Division at the agency's earliest convenience. Copies of the minutes and agenda of the Preservation Board up to March 1995 and after February 1996 need to be transferred to the Archives as well. We have copies for Board meetings of March and August 1995, and February 1996.

return to top

Record Series Review
Series Title: Speeches

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: Seminars, presentations, tours & awards

Ongoing record series? No

Agency holdings:
Retained by the agency for 2 years. Actual holdings of the agency are c. 1986-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These are speeches given by the Preservation Board staff and presented at luncheon talks, to trade groups, schools, etc., dating c. 1986-[ongoing]. These are fairly generic speeches, either about the agency as a whole or a specific project. These have been merged into another series, Seminars, presentations, tours, & awards, a non-archival series.

Purpose:
Documents one form of outreach by the staff of the Preservation Board.

Arrangement: Unknown

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to c. 1986.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Seminars, presentations, tours & awards
Series item number: 1.1
Agency item number: 3.9 (formerly 3.9.4)
Archival code: none
Retention: 2

Appraisal decision:
This was a separate series on the recertified retention schedule, and has been merged into another series on the draft proposed schedule set up by Ms. Bourdeau after the appraisal process began.

The speeches are being reviewed since they were initially a separate "R" series at the start of the appraisal process. They are fairly generic and the type of information contained about the projects can be found in publications about the projects. The speeches have been appraised to be a non-archival series. The speeches can stay in the Seminars, presentations, tours & awards series.

return to top

Record Series Review
Series Title: Media (press releases)

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for two years. Actual holdings of the agency are c. 1986-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Press releases concerning all of the Board's projects--Capitol restoration and extension, General Land Office building restoration, Capitol Complex Visitor's Center, and grounds work. Also included is press correspondence, which consists largely of requests for information by the press for upcoming events. Dates covered are c. 1986-[ongoing]. The press releases document upcoming events, construction progress, exhibit openings, significant personnel changes, and other notable events.

Purpose:
Documents agency announcements about upcoming events, construction progress, exhibit openings, significant personnel changes, and other notable events.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to c. 1986.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Media (press releases)
Series item number: 1.1.019
Agency item number: 3.16
Archival code: R
Retention: 2

Appraisal decision:
The press releases document news of the agency, including progress in the restoration/construction projects, upcoming events, and significant personnel changes. They provide good summary coverage of agency actions and concerns from almost the beginning of the agency. The press releases have been appraised to be archival. Change the archival code to "A" on the retention schedule.

The Board should transfer press releases through 1994 to the Archives and Information Services Division at their earliest convenience as these documents have fulfilled their retention period. Further transfers should be done annually, when the retention period has expired.

return to top

Record Series Review
Series Title: American Disabilities Act correspondence

Dates: c. 1990-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 3 years. Actual holdings of the agency are c. 1990-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Correspondence of the Preservation Board regarding the Americans with Disabilities Act and how it affects the Board in its efforts to make the Capitol, the Capitol extension, the General Land Office building and the Capitol Complex Visitors Center accessible to the handicapped. Dates covered are c. 1990-[ongoing].

Purpose:
Documents the Board's efforts at making the buildings under their control accessible to the handicapped as specified by the Americans with Disabilities Act, P.L. 101-336 (signed into law in 1990).

Arrangement: By type of record

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: American Disabilities Act correspondence
Series item number: 1.1.007
Agency item number: 3.21
Archival code: R
Retention: 3

Appraisal decision:
This series documents Board compliance with the ADA in the buildings under their control. While the content of the correspondence is important, the format is not. Changes to the buildings to comply with the ADA will be reflected in the drawings and blueprints, and the master plans. We do not need to retain this correspondence series. The series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Capitol general files

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1986-[ongoing], one cubic foot.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Administrative files about the Capitol, but not project files. Dates covered are c. 1986-[ongoing]. Types of materials present include guides, copies of rules and regulations, evacuation plans, smoking concerns, vendor requests, national monument policy; and correspondence, proposals, contracts, legislation, and other materials concerning the operation of the gift shop in the Capitol.

Purpose:
Documents administration of the Capitol as a facility.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None present prior to c. 1986.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol general files
Series item number: 5.2.002
Agency item number: 4.1
Archival code: A
Retention: PM

Appraisal decision:
This series documents the administration of the Capitol as a facility, which is part of the Board's ongoing function of maintaining the historical significance of the Capitol. These files have been appraised to be archival. Maintain the archival code of "A" on the schedule. Transfer the files to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

return to top

Record Series Review
Series Title: Fundraising

Dates: c. 1985-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: less than one cubic foot

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1985-[ongoing], 12 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These files contain correspondence with donors, potential donors, and campaign organizers; lists of potential donors; and records of the Capitol Committee. Dates covered are c. 1985-[ongoing]. The files cover all the fundraising activities the agency performs. Summaries of fundraising activities and/or moneys raised can be found in the Board's annual report and in the minutes of the Board.

Purpose:
Documents the fundraising activities of the Board and the Capitol Committee.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: By type of material or topic

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Fundraising
Series item number: 1.1.007
Agency item number: 4.3
Archival code: R
Retention: PM

Appraisal decision:
These files document fundraising activities of the Board and the Capitol Committee. Purchasing of artifacts and acceptance of donated artifacts, and related activities, are covered in the series 10, Curatorial files.

While fundraising was and is important in getting the restoration/construction projects of the Board completed, it was not one of their major functions. Summaries of fundraising activities and/or moneys raised can be found in the Board's annual report and in the minutes. This is sufficient documentation for this activity. This series has been appraised to be non-archival. Remove the archival code of "A" from the retention schedule.

return to top

Record Series Review
Series Title: Capitol general facility files

Dates: 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1983-[ongoing], 1.6 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Records present in this series include contracts, bidding procedures, space assignments, correspondence, drawings, reports on the mechanical systems, and change requests, dating 1983-[ongoing]. These are files concerning changes requested or needed to various parts of the Capitol, basically minor in scope, which are not dealt with in the Capitol project files; and pre-project changes, which are covered in the project files.

There are three groups of files.
1) General files, which contain the contracts, bidding procedures, reports, and space assignments; and pre-project changes, which include features such as signage, dome lights, and elevators. The pre-project changes are well documented in the master plan for the Capitol project.
2) Change requests. These are requests made after the initial bids were issued or after work had begun. They were usually initiated by the occupant and include correspondence and drawings. These cover changes for both the Capitol projects and the General Land Office building and are not documented in the master plans.
3) Post-project changes/projects, which contain correspondence and some drawings. These concern changes generated by the Preservation Board and concern extensions to handrails, Insurance Building tunnel study, and the six flag medallions on the north and south facades of the Capitol. These changes are also not documented in the master plan.

Purpose:
Documents changes requested and carried out by the Board to the Capitol during and after the construction/restoration project.

Arrangement:
By type of material (general, change requests, post-project changes), then topically

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? none

Problems: None

Known related records in other agencies: None

Publications based on records:
The pre-project changes can be found in the Master plan of Capitol.

Series data from agency schedule:
Title: Capitol general facility files
Series item number: 5.2.002
Agency item number: 4.4
Archival code: R
Retention: PM

Appraisal decision:
This series consist of several series concerning changes and change requests from the recertified schedule combined into this series for the revised draft retention schedule. Most of the initial series, such as those in the "general files" (part of group I in the description) were not scheduled for archival review. The change requests (group II in the description) were listed as a series. The change requests concern minor changes, most requested by office occupants, such as changing plugs, light fixtures, etc. These requests are not significant and are not archival.

The pre-project changes (part group I in the description) were not listed as a series. The pre-project changes (dome lights, signage, elevators) are significant, but are covered in the master plan of the Capitol project, which is sufficient documentation.

The materials in this series which do require documentation and are not covered in the master plan are the post-project files (group III in the description), which concern medallions, handrails, and the Insurance Building tunnel study. The post-project files have been appraised to be archival, the rest of the significant materials in this series are documented elsewhere, so they have been appraised as non-archival. The post-project files need to be set up as separate archival series or else integrated in the Capitol Preservation and Extension project files, series 1.0

If maintained as a separate series, the post-project files can be transferred to the Archives and Information Services Division when the Board has no further administrative use for them or when the Board ceases to exist.

return to top

Record Series Review
Series Title: Capitol grounds files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 3.2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Records consist primarily of correspondence, proposals, bids, drawings, specifications, clippings, legislation, press releases, and historical documentation on structures and other parts of the grounds, concerning the plan to restore the Capitol grounds to the period of 1888-1915. Dates covered are c. 1983-[ongoing].

Several groups of files are present. General information contains chronology of events, history, requests for proposals (RFPs), reports, maps, grants, and correspondence. The next three groups--Fountains, Monuments, and Plantings, contain correspondence and historical materials about specific flower beds, monuments, trees, etc., documenting the origins of the item and changes, and donations of items. The next group, Great Walk, contains correspondence; bids, estimates, and other construction information; brochures; press releases; clippings; research files; legislation; and other materials documenting the planning, construction, and fundraising involved in building the Great Walk. This was a walkway made of bricks with donors names, to be located on the south walkway to the Capitol, but was later moved to the north walkway to the Capitol. The last group, Site appurtenances, contains correspondence, studies, proposals, etc., concerning the fences, gates, and lighting. There is also a small amount of material on legislation concerning the grounds and on bees.

Another series of files which concern specifically the restoration activities involving the grounds is series 16, Grounds project files.

Purpose:
Documents the history of the grounds and the planning and restoration of the Capitol grounds.

Arrangement: Topically

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol grounds files
Series item number: 5.2
Agency item number: 4.7
Archival code: A
Retention: PM

Appraisal decision:
These files document the history and planning for the restoration of the Capitol grounds. They are not the project files. A new series, Grounds project files, series 16, is to be added to the schedule which will cover the master plan and associated materials for the grounds project files.

This series thoroughly documents the special features of the grounds--fountains, specific trees, plantings, etc., all of which add to the historical significance and/or ambiance of the grounds. These materials were initially several separate series on the original schedule which were combined together into one series of grounds files for the revised draft retention schedule. They can remain as one series. This series has been appraised as archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: Goddess of Liberty files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 3.2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Records in this series include correspondence, historical documentation, proposals, bids, drawings, specifications, photographs, agreements, brochures, statistics, petitions, and fundraising materials. Dates covered are c. 1983-[ongoing]. This series documents the removal and restoration of the original Goddess of Liberty statue, the construction and placement on the Capitol of the new goddess, fundraising involved, display of the original goddess in the Texas Memorial Museum, and proposed display of the original goddess in the north corridor of the Capitol. The materials are arranged in four groups: General files, Fiscal, Project, and North corridor-option 1988.

Purpose:
Documents the removal and restoration of the original goddess, construction of new goddess, and display of the original goddess.

The original Goddess of Liberty, the statue atop the Capitol dome, was removed and restored in 1986. A replacement goddess was constructed and placed on the dome in 1986. The original goddess was put on display in the Texas Memorial Museum.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Goddess of Liberty files
Series item number: 5.2
Agency item number: 4.8
Archival code: A
Retention: PM

Appraisal decision:
This series thoroughly documents the removal and restoration of one of the Capitol's historic artifacts, the Goddess of Liberty. These materials were initially several separate series on the original schedule which were combined together into one series of Goddess of Liberty files for the revised draft retention schedule. They can remain as one series. This series has been appraised as archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: Capitol events and exhibits files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 3.2 cubic feet.

Archival holdings:
Registrar's files, 1986-1990, 1 cubic foot.
These files consist of correspondence, memorandum, staff meeting minutes, clippings, journal articles, brochures, lists of events and exhibits scheduled, and occasional photographs of things to be exhibited. The correspondence is to the Board requesting permission to set up exhibits or schedule events and letters from the Board giving or denying permission; memos are between Board staff concerning events/exhibits or policies governing events/exhibits.

Capitol Restoration Celebration files, 1995, fractional.
The series contains a program and insert for the Capitol Restoration Celebration held April 19-22, 1995.

Related records:
Capitol Centennial Celebration Finance Committee, Records, 1987-1988, 7 cubic feet.
These are records concerning the planning of and fundraising for the Capitol Centennial Celebration in 1988. Types of records present include minutes, reports, correspondence, clippings, photographs, invitations, and programs. [For further information on this series, see the appraisal report for this committee].

Description:
Records present include policies, correspondence, applications, brochures, and statistics. Dates covered are c. 1983-[ongoing]. The policies concern the use of the Capitol and the grounds for events and exhibits. These are followed by chronological files of events/exhibits, which contain applications for events, statistics, whether an event was approved, copies of brochures if produced, and correspondence concerning the event. Following these are a few special events files which document events such as the Capitol centennial. The last file contains the Historic American Building Survey (HABS), which also contains information on an exhibit which took place in the Capitol after the survey was complete. General policies governing the use of the Capitol or grounds for events and exhibits are published as part of the administrative rules (13 Texas Administrative Code, Chapter 111).

Purpose:
Documents events and exhibits in the Capitol or on the grounds.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement:
Policy files by office, event files are chronological.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol events and exhibits
Series item number: 1.1
Agency item number: 4.9
Archival code: R
Retention: PM

Appraisal decision:
These files document events and exhibits occurring in the Capitol or on the grounds. Many of the events or exhibits are insignificant in relation to the documentation of the Board or the Capitol. Some are significant, such as the Capitol centennial. The policies governing events and exhibits are archival and need to be retained. This series has been appraised as archival. Change the archival code of "R" on the schedule to "A." However, only major events/exhibits need to be documented. When the Board is ready to transfer older event/exhibit files to the Archives and Information Services Division, Board staff should weed the event/exhibit files according to the criteria above prior to transfer.

return to top

Record Series Review
Series Title: General Land Office Building correspondence

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains primarily correspondence concerning the use of the General Land Office building by the United Daughters of the Confederacy (UDC) and the Daughters of the Republic of Texas (DRT) prior to the building's restoration. Some general correspondence is also present concerning the transfer of control to the Preservation Board. Dates covered are c. 1983-[ongoing]. Legal opinions and legislation regarding the transfer can be found in series 5.2, GLO legislation and legal opinions. Reports concerning the transfer can be found in series 5.3, GLO reports.

For many years the Daughters of the Republic of Texas and the Daughters of the Confederacy jointly maintained a museum in the old General Land Office building. Control of the use of the building was transferred to the Preservation Board by these organizations prior to the beginning of the restoration project. The collections and museums of the organizations were moved to non-state facilities.

Purpose:
Documents the Board's interaction with the UDC and DRT and their use of the General Land Office building, and transfer of the building to the Preservation Board.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: By correspondent

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: General Land Office building correspondence
Series item number: 1.1
Agency item number: 5.1
Archival code: A
Retention: PM

Appraisal decision:
There was some controversy surrounding the transfer of the building to the Preservation Board. According to the former RA for the Board, some aspects of this process and previous use of the building are documented in this series, as well as in series 5.2, GLO legislation and legal opinions, and 5.3, GLO reports. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: GLO legislation and legal opinions

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These are Attorney General opinions and legislation regarding the transfer of the General Land Office building from the United Daughters of the Confederacy and the Daughters of the Republic of Texas to the State Preservation Board. Dates covered are c. 1983-[ongoing]. Correspondence regarding this issue can be found in series 5.1, General Land Office Building correspondence, and reports can be found in the series GLO reports, series 5.3.

Purpose:
These materials provide the legal background and legislation regarding the transfer of the building to the Preservation Board.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: GLO legislation and legal opinions
Series item number: 1.1
Agency item number: 5.2
Archival code: A
Retention: PM

Appraisal decision:
There was some controversy surrounding the transfer of the building to the Preservation Board. This series concerns the transfer, as well as series 5.1, General Land Office building correspondence, and 5.3, GLO reports. Although not the record copy, these materials should be maintained for their informational value on this subject, along with the above mentioned series. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: GLO reports

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1986-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These are reports done regarding the transfer of the General Land Office building from the United Daughters of the Confederacy and the Daughters of the Republic of Texas to the State Preservation Board. Dates covered are c. 1986-[ongoing]. Correspondence regarding this issue can be found in series 5.1, General Land Office Building correspondence; legal opinions and legislation regarding the transfer can be found in series 5.2, GLO legislation and legal opinions.

Purpose:
Documents studies done regarding the transfer of the General Land Office building to the State Preservation Board.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: By report

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: GLO reports
Series item number: 5.2
Agency item number: 5.3
Archival code: A
Retention: PM

Appraisal decision:
There was some controversy surrounding the transfer of the building to the Preservation Board. This series concerns the transfer, as well as series 5.1, General Land Office building correspondence, and 5.2, GLO legislation and legal opinions. These reports should be maintained for their informational value on this subject, along with the above mentioned series. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: GLO history

Dates: c. 1905, 1942-1944, 1990, undated

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: None

Ongoing record series? No

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1905, 1942-1944, 1990, undated, fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains a court case concerning the transfer of the building to the Daughters of the Republic of Texas, c. 1905, and correspondence concerning materials formerly housed in the building, such as confederate flags. Dates of the letters are 1942-1944, 1990, and undated.

Purpose:
Documents some historical use of the building and its furnishings.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps?
Materials are very scattered and largely predate the existence of the Preservation Board.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: GLO history
Series item number: 1.1
Agency item number: 5.6
Archival code: A
Retention: PM

Appraisal decision:
These letters provide some documentation on the previous use of the GLO building and should be maintained as further documentation of the history of the building. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. I recommend renaming the series to Old General Land Office, which I feel is more descriptive than GLO history.

For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: Curatorial files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: several cubic feet each year.

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 100 cubic feet.

Archival holdings:
Capitol Historical Artifact Collection, 1991-1994, 2 cubic feet.
This is computer printout listing the artifacts acquired by the Curator of the Capitol for use in the restoration of the Capitol. Many of the items listed have accompanying photographs.

Description:
These are the files of the Curator of the Capitol. They include historical materials, notes, correspondence, contracts, drawings, photographs, and press releases. Dates covered are c. 1983-[ongoing]. The files are arranged into several groups. General files (administrative files); Areas (Governor, Lieutenant Governor, House, Senate, Supreme Court, Speaker, Secretary of State); Interiors; Art; Conservation; Drawings; and History. Within each group the files are further broken down by type of record or subject, such as monuments, carpet, decorative arts, contracts, history/reference, or press releases. Information regarding artifacts purchased by the Board and those donated to the Board can also be found in these files.

A related series is the Status of Capitol Collections Report, series 3.7.7, which is provides summary information on artifacts purchased and accepted by the Board.

Purpose:
These files document the restoration and maintenance duties of the Curator of the Capitol.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board, which assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Curatorial files
Series item number: 1.1
Agency item number: 10.0
Archival code: A
Retention: PM

Appraisal decision:
These files document the restoration and maintenance duties of the Curator, including the acquisition of artifacts by the Board for the restoration of the Capitol. This is a significant function of the Board, and these files contain historically valuable documentation on the restoration of the Capitol and its contents. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule.

return to top

Record Series Review
Series Title: Historical/reference files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: unknown, largest accumulation of material was during the early years of the project.

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 16 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These are files gathered by the Capitol historian and include research notes, correspondence, photographs, copies of articles, and procedures used to develop furnishings. Dates covered are c. 1983-[ongoing]. These files concern the history of the Capitol, its contents, and the grounds.

Purpose:
Documents historical references to the Capitol and the grounds.

Arrangement: Alphabetical by topic

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Historical/reference files
Series item number: 1.1
Agency item number: 11.0
Archival code: A
Retention: PM

Appraisal decision:
This series documents the history of the Capitol and the grounds. Due to the historical significance of the Capitol, these files should be maintained for their informational value as a unique compilation. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: Reference general files

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1983-[ongoing], 2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains primarily copies of articles or other publications which contain references to other state capitols. Dates covered are c. 1983-[ongoing].

Purpose:
This series serves as a ready-reference file on other state capitols.

Arrangement: Alphabetical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Reference general files
Series item number: 1.1
Agency item number: 12.0
Archival code: A
Retention: PM

Appraisal decision:
These are ready-reference files on other state capitols used as a research tool. Reference files such as these do not warrant permanent retention by the Archives. This series has been appraised as non-archival. Remove the archival code of "A" from the retention schedule.

return to top

Record Series Review
Series Title: Asbestos/hazardous waste

Dates: c. 1983-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 30 years after completion of the record. Actual holdings of the agency are c. 1983-[ongoing], 2 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
These are reports about the asbestos abatement during the Capitol restoration project, dating c. 1983-[ongoing]. Materials concerning asbestos abatement can also be found in series 1.0, Capitol preservation and extension project files.

Purpose:
Documents the asbestos abatement undertaken during the Capitol restoration project.

Arrangement: Unknown

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Asbestos/hazardous waste
Series item number: 5.2
Agency item number: 13.0
Archival code: A
Retention: AC+30

Appraisal decision:
This series documents the asbestos abatement at the Capitol during the restoration project. This process is also documented in series 1.0, Capitol preservation and extension project files, an archival series. While removal of asbestos is important, excess documentation of the process is not necessary. Also, the retention period for these records is sufficient for long-term documentation. Therefore, this series has been appraised to be non-archival. Remove the archival code of "A" from the retention schedule.

return to top

Record Series Review
Series Title: Capitol furnishings project

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: 1-2 cubic feet

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1986-[ongoing], 24 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Records in this series include correspondence and notes concerning furnishings for the Capitol restoration project. Dates covered are c. 1986-[ongoing]. A related series is series 10.0, Curatorial files.

Purpose:
Documents restoration activities re: furnishings for the Capitol restoration project.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board, which assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? No records prior to about 1986.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol furnishings project
Series item number: 1.1
Agency item number: 14.0
Archival code: A
Retention: PM

Appraisal decision:
These records document restoration activities re: furnishings for the Capitol restoration project. As with the Curatorial files, series 10.0, these materials need to be preserved as they document the restoration of the Capitol, an historically significant structure. According to the former RA, about 20% of these materials are duplicated in the Curatorial files, but there are unique materials in this series. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. For now, the Board is maintaining the records at their offices. When the Board ceases to have administrative uses for this material or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Record Series Review
Series Title: General administrative correspondence - Capitol Complex Visitors Center

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for one year. Actual holdings of the agency are c. 1994-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains general correspondence with the public regarding Capitol Complex Visitors Center (CCVC) operations and business, and other related general correspondence. Dates covered are c. 1994-[ongoing].

Purpose:
Documents contact with the public regarding CCVC business and operations.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: General administrative correspondence - Capitol Complex Visitors Center
Series item number: 1.1.007
Agency item number: 15.1.1
Archival code: R
Retention: 1

Appraisal decision:
This is general correspondence with the public regarding the administrative operation of the Capitol Complex Visitors Center. It does not document significant functions of the Preservation Board. This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule. Because this is general correspondence, the series item number on the schedule needs to be changed to 1.1.008.

return to top

Record Series Review
Series Title: IRS Letter of determination

Dates: 1992

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Unknown

Annual accumulation:

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1992, fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This is a letter from the Internal Revenue Service concerning the non-profit status of the gift shop operating in the Capitol Complex Visitors Center, dated 1992.

Purpose:
Documents the non-profit status of the gift shop.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Unarranged.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, gift shop opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: IRS Letter of determination
Series item number: 1.1
Agency item number: 15.1.15
Archival code: A
Retention: PM

Appraisal decision:
This letter documents the non-profit status of the gift shop in the Capitol Complex Visitors Center. While the document is important for the operation of the shop, the operation of the gift shop is not a significant function of the Board needing permanent documentation by the Archives. This series has been appraised to be non-archival. Remove the archival code of "A" from the retention schedule. Also, I recommend the retention code on the schedule be changed to PS (purpose served), as the letter is only needed while the shop is in operation or for a few years after closure for audit purposes. It does not need to be maintained permanently.

return to top

Record Series Review
Series Title: Administrative correspondence - Gift shop

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1994-[ongoing], 0.5 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Series consists of internal memoranda, staff meeting minutes, job descriptions, criteria for products sold in the gift shop, etc. Dates covered are c. 1994-[ongoing]. The materials concern the operation of the gift shop in the Capitol Complex Visitors Center. Gift shop product selection policies and products are also discussed in the Board meeting minutes.

Purpose:
Documents the operation of the gift shop in the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, gift shop opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Administrative correspondence - Gift shop
Series item number: 1.1.007
Agency item number: 15.2.2
Archival code: R
Retention: 4

Appraisal decision:
These records document the operation of the gift shop in the Capitol Complex Visitors Center. The operation of the gift shop is not a significant function of the Board needing permanent documentation by the Archives. Also, product selection policies and procedures are documented in the minutes of the State Preservation Board. This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Product information - Gift shop

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 2 years. Actual holdings of the agency are c. 1994-[ongoing], 0.5 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains logos, catalogs, product development ideas, information on commemorative products, etc., for items to sell in the gift shop in the Capitol Complex Visitors Center. Dates covered are c. 1994-[ongoing]. Gift shop product selection policies and products are also discussed in the Board meeting minutes.

Purpose:
Documents products selected for sale in the gift shop in the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the gift shop opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Product information - Gift shop
Series item number: 1.1
Agency item number: 15.2.6
Archival code: R
Retention: 2

Appraisal decision:
These records concern products selected for sale in the Capitol Complex Visitors Center. The operation of the gift shop is not a significant function of the Board needing permanent documentation by the Archives. Also, product selection policies and procedures are documented in the minutes of the State Preservation Board. This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Education programs - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1994-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
Records present include correspondence, reports, evaluations, etc., concerning the planning and development of education programs by the State Preservation Board for the Capitol Complex Visitors Center, such as teachers workshops. Dates covered are c. 1994-[ongoing].

Purpose:
Documents development of education programs for the Capitol Complex Visitors Center.

Arrangement: By type of material.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Education programs - CCVC
Series item number: 1.1
Agency item number: 15.3
Archival code: R
Retention: 4

Appraisal decision:
This series documents education programs developed by the Board for use by the Capitol Complex Visitors Center. Education of the public is an increasingly significant function of the Preservation Board. These programs help to convey the historical significance of the Old General Land Office building, the Capitol, the extension, and grounds to visitors, as is mandated in the Board's legislation. Therefore, this series has been appraised to be archival. Change the archival code to "A" on the retention schedule. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998.

return to top

Record Series Review
Series Title: Exhibits - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1994-[ongoing], 0.5 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series consist of correspondence with museums, organizations, and individuals concerning exhibits in the Capitol Complex Visitors Center; loan agreements; and exhibit brochures or programs. Dates covered are c. 1994-[ongoing]. These materials document preparation work prior to the exhibit and items borrowed for the exhibits.

Purpose:
Documents preparation and makeup of exhibits in the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994. The Center has permanent exhibits concerning the old General Land Office building and Capitol restoration. It also has temporary exhibits of materials relating to Texas history, such as exhibits about the early mapping of Texas, or one containing items from the wives of Texas governors.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical by exhibit or correspondent.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opening in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Exhibits - CCVC
Series item number: 1.1
Agency item number: 15.4
Archival code: A
Retention: 4

Appraisal decision:
The series documents the exhibits in the Capitol Complex Visitors Center. Presentation of exhibits is a significant educational function of the CCVC, which serves as a combination visitors center to the Capitol Complex and a museum. These programs help to convey the historical significance of the Old General Land Office building, the Capitol, the extension, and grounds to visitors, as is mandated in the Board's legislation; and also focus on various aspects of Texas history, such as an exhibit on the mapping of Texas, or one about Stephen F. Austin. This series has been appraised to be archival. Keep the archival code of "A" on the retention schedule. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998.

return to top

Record Series Review
Series Title: Tours - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for one year. Actual holdings of the agency are c. 1994-[ongoing], 0.25 cubic feet.

Archival holdings:
Gallery guide, 1996, fractional.
Your Window to Capitol History describes the history of the Capitol, of the old General Land Office building, and the permanent exhibits housed in the Texas History Gallery. This is a brochure available for self-guided tours.

Description:
This series consists of scripted information given by tour guides as well as brochures and information created for self-guided tours. Also present are books listing tours scheduled and comments by visitors about the Capitol Complex Visitors Center. Dates covered are c. 1994-[ongoing].

Purpose:
Documents tour given at the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Tours-CCVC
Series item number: 1.1
Agency item number: 15.5
Archival code: A
Retention: 1

Appraisal decision:
Tours given at the Capitol Complex Visitors Center represent a minor function of the Preservation Board. This function is sufficiently documented by the brochure Your Window to Capitol History and does not require permanent retention by the Archives. This series has been appraised to be non-archival. Remove the archival code of "A" from the retention schedule.

return to top

Record Series Review
Series Title: Volunteer programs - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 2 years. Actual holdings of the agency are c. 1994-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series consist of correspondence with organizations providing volunteers for the Capitol Complex Visitors Center, such as the Junior League of Austin; proposals; contracts; lists of volunteers; and lists of work for volunteers. Dates covered are c. 1994-[ongoing].

Purpose:
Documents volunteer recruitment and use of volunteers by the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical, then chronological.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Volunteer programs-CCVC
Series item number: 1.1
Agency item number: 15.6
Archival code: A
Retention: 2

Appraisal decision:
This series documents the use of volunteers by the Capitol Complex Visitors Center. This is not an activity or function which warrants permanent documentation in the Archives. This series has been appraised to be non-archival. Remove the archival code of "A" from the retention schedule.

return to top

Record Series Review
Series Title: Video - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: none

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1994-[ongoing], 0.5 cubic feet.

Archival holdings:
Lone Star Legacy video, 1994, fractional.
CCVC educational video about the history of the Capitol, narrated by Walter Cronkite.

Description:
This series contains a transcript, and research and background information on the Lone Star Legacy video narrated by Walter Cronkite, which is shown in the Capitol Complex Visitors Center for the public. Dates covered are c. 1994-[ongoing]. The series also contains information about other video operations in the CCVC. Videos are not present.

Purpose:
Documents the development of the "Lone Star Legacy" video and the operation of the video program at the Capitol Complex Visitors Center.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Video-CCVC
Series item number: 1.1
Agency item number: 15.7
Archival code: A
Retention: 4

Appraisal decision:
This series documents the video operations of the Capitol Complex Visitors Center. Although the video contains informational value about Texas and the Capitol, it is a minor product of a relatively minor function of the Board. Additionally, information in the video can be found in a variety of other sources. The transcript and research materials in this series have been determined to be non-archival. Remove the archival code of "A" from the retention schedule.

I recommend adding the video produced by the Board, Lone Star Legacy, to this series rather than creating an additional series for it.

return to top

Record Series Review
Series Title: Facilities - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1994-[ongoing], 0.5 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains reports, service requests, memos, etc., concerning security measures, emergency procedures, maintenance/custodial furnishings, elevators, penny and change machines, parking, signage, telecommunications, lighting, building exterior, building history, floor plans, and electrical features. Dates covered are c. 1994-[ongoing]. These materials document general maintenance of the old General Land Office Building, which houses the Capitol Complex Visitors Center.

Purpose:
Documents general maintenance of the old General Land Office building.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Facilities-CCVC
Series item number: 5.2
Agency item number: 15.8
Archival code: R
Retention: PM

Appraisal decision:
These records document general maintenance of the old General Land Office building. The restoration of the building is well documented in an archival series, series 1.0, General Land Office building restoration project files. General facility maintenance records do not require permanent documentation by the Archives. This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Policies - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency until superseded. Actual holdings of the agency are c. 1994-[ongoing], fractional

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains policies of the Capitol Complex Visitors Center, such as rules for school groups, use of the facility for receptions, and taking photographs in the facility. Memorandum and correspondence concerning these policies is also present. Dates covered are c. 1994-[ongoing]. These policies are not published in the administrative code.

Purpose:
Documents policies of the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Policies-CCVC
Series item number: 1.1.025
Agency item number: 15.10
Archival code: A
Retention: US

Appraisal decision:
These are policies specific to the Capitol Complex Visitors Center and are not published anywhere. While some of the policies are routine, such as parking, others are more specific, such as the use of the facility for receptions and school groups, and do require permanent documentation. These policies regulate the access of the public to the building. Because these are not available elsewhere, this series has been appraised to be archival. Maintain the archival code of "A" on the retention schedule. A copy of the policies should be transferred to the Archives and Information Services Division at the agency's earliest convenience, then yearly or as the policies become superseded. Routine correspondence in the file requesting information about a policy can be weeded out prior to transfer. We are only interested in the policies.

return to top

Record Series Review
Series Title: Special events - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 4 years. Actual holdings of the agency are c. 1994-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains materials such as correspondence, memorandum, and brochures regarding special events which take place at the Capitol Complex Visitors Center, or which the CCVC is involved with, at the Capitol or on the Capitol grounds. Dates covered are c. 1994-[ongoing]. Events include the CCVC grand opening and the Capitol rededication.

Purpose:
Documents special events at the CCVC or involving the CCVC at the Capitol or on the grounds.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical by event

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Special events-CCVC
Series item number: 1.1
Agency item number: 15.11
Archival code: A
Retention: 4

Appraisal decision:
The few special events covered in these files have thus far been ceremonial. They have not been documented sufficiently in other records series and some documentation should be maintained for such events. This series has been appraised to be archival. Maintain the archival code of "A" on the retention schedule. Transfer files which have fulfilled their retention period yearly to the Archives and Information Services Division. As these records began in 1994, transfers of the earliest files should be in 1998. Thus far the volume of records is small, covering a handful of events. If the number of events increases greatly, we may do a sampling of such events occurring at the CCVC rather than retain all the records in the series. As the volume of these files is currently small and looks to remain so, the entire series will be considered as archival.

return to top

Record Series Review
Series Title: CCVC publications

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1994-[ongoing].

A search of the publications in the State Publications Depository Program of the Library and Archives Commission thus far shows no publications by or about the Capitol Complex Visitors Center. Some recent items may still be in cataloging.

Description:
This series contains brochures and other publications produced by the State Preservation Board about the Capitol Complex Visitors Center, such as the gallery guide. Dates covered are c. 1994-[ongoing]. Copies of the publications are scheduled to be deposited in the State Publications Depository Program.

Purpose:
Maintain copies of CCVC publications.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: By publication

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems:
No publications about the CCVC were found in the State Publications Depository Program, including the Gallery guide, of which the Archives maintains a copy. I talked with the staff of the Information Services section (which provides access and reference services for materials received through the State Publications Depository Program) and small items such as brochures are often considered ephemera and not added to the catalogued collections. These are generally maintained in a topical vertical file. In this case, there was not a file for the CCVC nor any CCVC-related brochures in files for the Capitol area or the Preservation Board.

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: CCVC publications
Series item number: 1.1.029
Agency item number: 15.15
Archival code: A
Retention: PM

Appraisal decision:
Normally, copies of agency publications which are deposited in the State Publications Depository Program fulfill any archival requirements. The State Publications Depository Program does not necessarily keep ephemera, which some of these items are, so they are not currently being maintained anywhere except at the Board. Also, publications such as these help to fulfill the function of the board "to convey their historical significance to visitors," referring to the Old General Land Office Building and the Capitol. We have determined this series to have permanent value and have thus appraised it to be archival. Maintain the archival code of "A." Send copies of any publications in this series to the Archives and Information Services Division as they are produced.

return to top

Record Series Review
Series Title: Media/Public relations - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 2 years. Actual holdings of the agency are c. 1994-[ongoing], fractional.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This series contains press releases, lists of contacts and other general press information concerning the Capitol Complex Visitors Center. Dates covered are c. 1994-[ongoing]. Topics of releases include announcements of new exhibits, receptions to be held, etc.

Purpose:
Documents press activity concerning the Capitol Complex Visitors Center.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Media/Public relations-CCVC
Series item number: 1.1.019
Agency item number: 15.16
Archival code: R
Retention: 2

Appraisal decision:
These are press releases concerning activities at or involving the CCVC. Press releases are usually considered to be archival. However, according to the former RA, these are duplicated in series 3.16, Press releases, which documents all the activities of the Preservation Board, including those involving the CCVC. Because of the duplication of coverage, this series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Resources (People, companies) - CCVC

Dates: c. 1994-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for 5 years. Actual holdings of the agency are c. 1994-[ongoing], 0.25 cubic feet.

Archival holdings:
None in the Archives and Information Services Division of the Library and Archives Commission.

Description:
This files consists of a list of contacts the Capitol Complex Visitors Center has for use in setting up exhibits and for other professional services. Dates covered are c. 1994-[ongoing].

Purpose:
Documents people and companies used by the CCVC for various professional services.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Reverse chronological order.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? None, the Capitol Complex Visitors Center opened in 1994.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Resources (People, companies)-CCVC
Series item number: 1.1
Agency item number: 15.19
Archival code: R
Retention: 5

Appraisal decision:
This series documents the routine use of companies or individuals for various professional services. This is a routine administrative function and does not require permanent documentation by the Archives. This series has been appraised to be non-archival. Remove the archival code of "R" from the retention schedule.

return to top

Record Series Review
Series Title: Grounds project files

Dates: c. 1986-[ongoing]

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: unknown

Agency holdings:
Not yet on the retention schedule. Actual holdings of the agency are c. 1986-[ongoing], unknown cubic feet.

Archival holdings:
Master plan, Historic grounds of the Texas Capitol, 1995, fractional.
The plan contains a report on the evolution and history of the grounds and on their present condition. It proposes a plan for the restoration of the grounds to the period of 1888-1915, while balancing the historic landscape with functional and operational concerns. It is illustrated with plans, drawings, and photographs, and provides projected costs.

Description:
The project files contain proposals, bids, contracts, correspondence, building plans, drawings and specifications, master plans, and other items associated with the restoration of the Capitol grounds to their 1888-1915 appearance. Correspondents include contractors, architects, landscape companies, consulting firms, and state agencies. Dates covered are c. 1986-[ongoing].

Another series of grounds files containing historical documentation, proposals, studies, and other materials is series 4.7, Capitol grounds files.

Purpose:
These files document the planning and restoration of the Capitol grounds.

Arrangement: By type of material

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps? No records prior to about 1986.

Problems: None

Known related records in other agencies: None

Publications based on records:
The plan, Master Plan, Historic Grounds of the Texas Capitol, is published and copies are deposited in the Archives and Information Services Division and the State Publications Depository Program.

Suggested series from state records retention schedule:
Title: Grounds project files
Series item number: 5.2.002
Agency item number: 16
Archival code: A
Retention: PM

Appraisal decision:
This series is being added to the revised retention schedule to document the grounds restoration project. These files fully document the Capitol grounds restoration project. The Capitol is a historically significant building, and the grounds also have historical significance. This documentation needs to be maintained permanently. For now, the Board is maintaining the records at their offices. When the project is fully completed and/or the Board ceases to exist, these materials should be transferred to the Archives and Information Services Division.

return to top

Records Series Review
Series Title: State Preservation Board minutes and agenda

Dates: 1995-1996

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: 0.4 cubic feet

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1983-[ongoing], 8 cubic feet (this includes minutes of the Permanent Advisory Committee).

Archival holdings:
Series contains minutes, agenda, and various attachments concerning actions taken by the State Preservation Board, including copies of policies, rules and regulations, proposals, agreements, and lists of acquisitions or deaccessions to the Capitol Historical Artifact Collection. Dates covered are March and August 1995, and February 1996, fractional.

Description:
Series contains minutes, agenda, and various attachments concerning actions taken by the State Preservation Board dating 1983-[ongoing]. Meeting files and attachments include rules and regulations, copies of proposals, agreements, contracts, and lists of acquisitions or deaccessions to the Capitol Historical Artifact Collection.

Purpose:
Documents decisions made by the State Preservation Board.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: State Preservation Board and Permanent Advisory Board agendas and minutes
Series item number: 1.1.017
Agency item number: 3.14
Archival code: A
Retention: PM

Appraisal decision:
Minutes and meeting transcripts of state board meetings provide primary evidence of the functions and policy formulation of the highest echelon of the agency. These are already considered to be archival. These materials will be maintained permanently at the Archives and Information Services Division. The minutes and agenda are combined in the agency retention schedule with that of a defunct committee, the Permanent Advisory Committee. I have recommended the minutes and agenda for these two bodies remain separate on the schedule, as has been done on past retention schedules. The finding aid at the Archives and Information Services Division will list the series separately.

return to top

Records Series Review
Series Title: Permanent Advisory Committee minutes and agenda

Dates: 1995

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: None

Ongoing record series? No

Annual accumulation: none

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1983-1995, 8 cubic feet (this includes the minutes of the State Preservation Board).

Archival holdings:
Series contains minutes, agenda, and various attachments concerning actions taken by the Permanent Advisory Committee of the State Preservation Board, including rules and regulations, copies of contracts, etc. Dates covered are March-August 1995. The Permanent Advisory Committee was abolished in 1995.

Fractional.

Purpose:
Documents decisions made by the Permanent Advisory Committee.

A Permanent Advisory Committee was created to assist the Board. It was composed of the Executive Director of the Historical Commission, Chairman of the Antiquities Committee, Director of the Library and Archives Commission and Archives Commission, Director of the Commission on the Arts, and three citizens, one each appointed by the Governor, Lieutenant Governor, and Speaker of the House. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: State Preservation Board and Permanent Advisory Board agendas and minutes
Series item number: 1.1.017
Agency item number: 3.14
Archival code: A
Retention: PM

Appraisal decision:
Minutes and meeting transcripts of state board meetings provide primary evidence of the functions and policy formulation of the highest echelon of the agency. These are already considered to be archival. The work of the Permanent Advisory Committee was central to the functioning of the Preservation Board. Its minutes and agenda have been appraised to be archival as well. These materials will be maintained permanently at the Archives and Information Services Division. The minutes and agenda are combined in the agency retention schedule with those of the State Preservation Board. I have recommended the minutes and agenda for these two bodies remain separate on the schedule, as has been done on past retention schedules. The finding aid at the Archives and Information Services Division will list the series separately.

return to top

Records Series Review
Series Title: Capitol Preservation and Extension project files - Master plan for the Capitol

Dates: 1989

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: None

Ongoing record series? No

Agency holdings:
Retained by the agency permanently. Actual holdings are 1989, 0.5 cubic feet.

Archival holdings:
Texas Capitol, Preservation and Extension. Master Plan and Historic Structure Report was prepared by the firm of 3D/International and Ford, Powell & Carson, December 19, 1989. The plan contains a report on the history of the Capitol, its construction, modifications over the years, and current conditions, detailing architectural and functional inadequacies. It discusses contemporary needs and proposes a plan for the preservation of the Capitol and an underground expansion, including suggested construction phasings and projected costs. The master plan also includes design concepts for the Capitol Complex, focusing on the development of the area north of 15th Street and up to Martin Luther King Boulevard.

The master plan is illustrated with drawings of the Capitol, grounds, and proposed plans for the Capitol Complex area. Floor plans of the Capitol, and of offices and other areas in both the Capitol and the extension are also included. The master plan is accompanied by a four-volume set of appendices, containing a copy of the outline of the original contract and specifications for the Capitol, building surveys reports for several years, a survey of existing conditions in rooms and other areas in the Capitol, and several reports undertaken as part of the pre-construction process. These latter reports include a traffic and parking study and the results of an archaeological investigation of the area to be excavated for the underground extension.

The master plan consists of five volumes, comprising approximately 0.5 cubic feet.

An earlier master plan for the Capitol Complex was prepared by the State Building Commission in 1963, The Capitol Area Master Plan and Its Development.

Copies of the master plan are also on file in the State Publications Depository Program of the Library and Archives Commission.

Description:
See archival holdings.

Purpose:
The master plan identifies current architectural and functional problems at the Capitol and proposes a plan for its preservation and expansion.

Agency program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. The Board is composed of the Governor, who acts as chair, the Lieutenant Governor, and the Speaker of the House of Representatives. Additionally, the Governor appoints one member, and the Lieutenant Governor and Speaker each appoint one member from their respective chambers. The appointed members serve two-year terms.

Arrangement: Unarranged.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol Preservation and Extension project files
Series item number: 5.2.002
Agency item number: 1.0
Archival code: A
Retention: PM

Appraisal decision:
The restoration of the Capitol and the construction of the underground extension were based on planning concepts and other information provided in the master plan. According to the former RA of the Board, Ms. Bourdeau, these should be filed with the project files. Because of the historical significance of these buildings and the importance in maintaining thorough documentation of the construction/restoration projects, the master plan has been appraised to be archival. It will be maintained permanently at the Archives and Information Services Division, filed as part of the series, Capitol preservation and extension project files. The plan is catalogued in the Texana book collection in the Archives.

return to top

Records Series Review
Series Title: Capitol Preservation and Extension project files - Architectural project manuals

Dates: 1989-1992

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? No

Agency holdings:
None

Archival holdings:
These are design briefs and project manuals prepared by the project architects for the Capitol extension and restoration, 3D/International and Ford, Powell & Carson. Dates covered are 1989-1992. The design briefs were prepared for the Board and give detailed architectural/engineering analysis of all components of the projects, including drawings, specifications, and budget schedules. The project manuals are bidding packages which give extensive, detailed information on various components of the projects to be bid on, such as excavation for the Capitol extension, interior preservation of the Capitol, etc. These were sent or made available to architectural firms, contractors, etc., wishing to bid on these construction/restoration projects. The manuals are spiral bound and a few duplicate copies are present.

5.25 cubic feet of records.

Description:
See archival holdings

Purpose:
Documents the materials prepared and issued to bidders for the construction and restoration projects of the Capitol and the extension.

Arrangement:
Design briefs are filed first, followed by the project manuals.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol Preservation and Extension project files
Series item number: 1.0
Agency item number: 5.2.002
Archival code: A
Retention: PM

Appraisal decision:
The design briefs and project manuals document the materials prepared and issued to bidders for the construction and restoration projects of the Capitol and the extension. According to the former RA of the Board, Ms. Bourdeau, these should be filed with the project files. Because of the historical significance of these buildings and the importance in maintaining thorough documentation of the construction/restoration projects, these manuals have been appraisal to be archival. They will be maintained permanently at the Archives and Information Services Division, filed as part of the series, Capitol preservation and extension project files.

return to top

Records Series Review
Series Title: General Land Office Building restoration project files - Master plan for the General Land Office Building

Dates: 1989

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? No

Agency holdings:
Retained by the agency permanently. Actual holdings are 1989, fractional.

Archival holdings:
General Land Office Building of 1857. A Master Plan and Historic Structures Report was prepared by Chumney and Associates, Architects, October 2, 1989. The plan contains a report on the history of the 1857 General Land Office Building, its construction, modifications over the years, and current conditions, detailing architectural and functional inadequacies. It discusses contemporary needs and proposes a plan for the restoration of the building, including suggested construction phasings and projected costs.

The master plan is illustrated with drawings and floor plans of the building and it's rooms, as well as photographs of the interior and exterior of the building at various times throughout its history.

Fractional.

Copies of the master plan are also on file in the State Publications Depository Program of the Library and Archives Commission.

Description:
See archival holdings.

Purpose:
The master plan identifies current architectural and functional problems in the old General Land Office Building and proposes a plan for its restoration.

Arrangement: Unarranged.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: General Land Office Building restoration project files
Series item number: 5.2.002
Agency item number: 2.0
Archival code: A
Retention: PM

Appraisal decision:
The restoration of the General Land Office was based on planning concepts and other information provided in the master plan. According to the former RA of the Board, Ms. Bourdeau, this item should be filed with the project files. Because of the historical significance of the old General Land Office Building and the importance in maintaining thorough documentation of the restoration project, the master plan has been appraisal to be archival. It will be maintained permanently at the Archives and Information Services Division, filed as part of the series, General Land Office Building restoration project files. The plan is catalogued in the Texana book collection in the Archives.

return to top

Records Series Review
Series Title: General Land Office Building restoration project files - Architectural project manuals

Dates: 1989-1990

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? No

Annual accumulation:

Agency holdings: None

Archival holdings:
These are design briefs and project manuals prepared by the project architects for the restoration of the old General Land Office building, the firm of Chumney and Associates, Architects. Dates covered are 1989-1990. The design briefs give detailed architectural and engineering analysis of all components of the project, including drawings, specifications, and budget schedules. The project manuals are bidding packages which give extensive, detailed information on various components of the projects to be bid on. These were sent or made available to architectural firms, contractors, etc., wishing to bid on the restoration projects. The manuals are spiral bound and a few duplicate copies are present.

0.75 cubic feet of records.

Description:
See archival holdings.

Purpose:
Documents the materials prepared and issued to bidders for the restoration of the old General Land Office building.

Arrangement: The design briefs are filed first followed by the project manuals.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: General Land Office Building restoration project files
Series item number: 2.0
Agency item number: 5.2.002
Archival code: A
Retention: PM

Appraisal decision:
The design briefs and project manuals document the materials prepared and issued to bidders for the restoration of the old General Land Office building. According to the former RA of the Board, Ms. Bourdeau, these should be filed with the project files. Because of the historical significance of these buildings and the importance in maintaining thorough documentation of the construction/restoration projects, these manuals have been appraisal to be archival. They will be maintained permanently at the Archives and Information Services Division, filed as part of the series, General Land Office Building restoration project files.

return to top

Records Series Review
Series Title: Grounds project files - Master plan, Historic Grounds of the Texas Capitol

Dates: 1995

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: None

Ongoing record series? No

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1994, fractional.

Archival holdings:
Master plan, Historic Grounds of the Texas Capitol was prepared by The Broussard Group/EDAW, A Joint Venture, in March 1995. The plan contains a report on the evolution and history of the grounds, and their present condition. It proposes a plan for the restoration of the grounds to the period of 1888-1915, while balancing the historic landscape with functional and operational concerns. Included in the plan are suggested construction phasings and projected costs, drawings and plans of the current grounds and proposed changes to the grounds, and photographs of the grounds taken throughout the years.

Fractional cubic feet.

Copies of the plan are also available in the State Publications Depository Program of the Library and Archives Commission.

Description:
See archival holdings.

Purpose:
The master plan identifies current problems with the Capitol grounds and proposes a plan for their restoration.

Agency program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Unarranged.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule:
This series is being added to the retention schedule.
Title: Grounds project files
Series item number: 5.2.002
Agency item number: 16
Archival code: A
Retention: PM

Appraisal decision:
The restoration of the Capitol grounds was based on planning concepts and other information provided in the master plan. According to the former RA of the Board this item should be filed with the project files. Because of the historical significance of the Capitol and its grounds and the importance in maintaining thorough documentation of the restoration project, the master plan has been appraisal to be archival. It will be maintained permanently at the Archives and Information Services Division, filed as part of the series, Grounds project files. The plan is catalogued in the Texana book collection in the Archives.

return to top

Records Series Review
Series Title: Architect of the Capitol Roy Graham correspondence

Dates: 1985-1987

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? No

Agency holdings: None

Archival holdings:
These are outgoing letters and memos, with attachments, from the Architect of the Capitol. Copies of a few incoming letters are present. Attachments include copies of clippings, photographs, and pamphlets. Records date from January 1985-December 1987, covering most of the period Roy Graham served as Architect, which was January 1985-January 1988. Correspondents include the Architect, Curator, Historian and other staff members; members of the Preservation Board; legislators; state officials and agencies; private consultants; antique dealers; art galleries; historians; conservators; manufacturers of historical reproductions; contractors; and the general public.

Topics discussed include restoration in the Capitol of the Senate and House chambers, the Lieutenant Governor's reception room, and the Governor's public reception room. The inspection, removal, recasting, and replacement of the Goddess of Liberty generated a considerable body of correspondence. Also discussed in great detail are the condition and refurbishment of the Capitol grounds including the removal and replanting of all of the elm trees along the sidewalk of the Capitol's southern approach, the Grand Allee. Some correspondence is also present concerning historical research on the Capitol and the preservation of the contents of the buildings. Internal administrative matters discussed include budgets, collecting policies, consultant contracts, fundraising, and trip reports. Most routine materials were removed prior to transfer to the Archives.

Correspondence of Mr. Graham's successor, Allan McCree, can be found in another subseries of the Architect of the Capitol records, Allan McCree correspondence. Additionally, administrative correspondence concerning most of these same topics can be found in an additional series at the Archives, Administrative correspondence, 1985-1993. The most complete set of correspondence documenting the restoration/construction projects can be found in the projects files at the Preservation Board, Capitol preservation and extension project files, General Land Office Building restoration project files, and Grounds project files.

Files comprise 1.47 cubic feet.

Description:
See archival holdings.

Purpose:
Documents the activities of the Architect of the Capitol.

Arrangement:
Each letter was assigned a number, then arranged in reverse chronological order.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access?
There is a personal name index filed in each folder of correspondence, but not a comprehensive index for all the folders.

Gaps:
There are some gaps in the numbering sequence where letters were removed prior to transfer. There is a gap of coverage between April 15 - June 1, 1987.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule: None
Title: Series item number:
Agency item number:
Archival code:
Retention:

Appraisal decision:
These files document the activities of the Architect of the Capitol, who was also the director of the agency during those years. These materials provide documentation on the primary functions of the Board, especially restoration of several key areas of the Capitol, the grounds, and the Goddess of Liberty. These records have been appraised to be archival. They will be maintained permanently by the Archives and Information Services Division as part of the series, Architect of the Capitol.

return to top

Records Series Review
Series Title: Architect of the Capitol Allan McCree correspondence

Dates: 1988-1991

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by: none

Ongoing record series? No

Agency holdings: None

Archival holdings:
These are incoming and outgoing letters and memos, with attachments, from the Architect of the Capitol. Attachments include brochures, bills, policies, etc. Records date from October 1988-May 1991, covering most of the period Allan McCree served as Architect, which was August 1988-May 1991. Correspondents include the Architect, Curator, and other staff members; members of the Preservation Board; legislators; state officials and agencies; other architects; private companies; and the general public.

Topics discussed include Board meeting items, restoration projects, and internal administrative matters, such as leaves of absence and policies. Also present are acknowledgments, responses to requests for information about the Capitol or the projects, invitations to speak, and similar materials.

Correspondence of McCree's predecessor, Roy Graham, can be found in another subseries of the Architect of the Capitol records, Roy Graham correspondence. Additionally, administrative correspondence concerning most of these same topics can be found in an additional series at the Archives, Administrative correspondence, 1985-1993. The most complete set of correspondence documenting the restoration/construction projects can be found in the projects files at the Preservation Board, Capitol preservation and extension project files, General Land Office Building restoration project files, and Grounds project files.

Files comprise 0.3 cubic feet.

Description:
See archival holdings.

Purpose:
Documents the activities of the Architect of the Capitol.

Agency program:

The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board. The Committee assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Reverse chronological order.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access?

Gaps: None present from McCree's early months as Architect.

Problems:
Routine materials (acknowledgments, memos re: leaves of absence, invitations, etc.) need to be weeded from the records.

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule: None
Title: Series item number:
Agency item number:
Archival code:
Retention:

Appraisal decision:
These files document the activities of the Architect of the Capitol, who was also the director of the agency during those years. These materials provide documentation on the primary function of the Architect, the restoration projects. While this series contains some routine correspondence (acknowledgments, invitations, memos re: leaves of absence), these records have been appraised to be archival. They will be maintained permanently by the Archives and Information Services Division as part of the series, Architect of the Capitol. Routine materials will be weeded from the records.

return to top

Records Series Review
Series Title: Administrative correspondence

Dates: 1985-1993

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency for four years according to the retention schedule. Actual holdings of the agency are c. 1986-[ongoing].

Archival holdings:
This series contains correspondence, memos, reports, copies of bills, questionnaires, copies of floor plans and drawings, contracts and agreements, and performance and funds management reports, dating 1985-1993. Correspondents include the Architect, Curator, Historian, staff architects and staff members; members of the State Preservation Board; Board committees, such as the Permanent Advisory Committee; state agencies and officials; private companies; organizations; and the general public.

Topics covered include general repairs and improvements to the Capitol and the General Land office, Goddess of Liberty, work on grounds, donations and purchases of artifacts, fundraising, search for architectural firms, hiring of the Architect of the Capitol, development of rules and regulations and policies, use of the Capitol or grounds for events; and internal administrative items such as security issues, requests for parking permits, and the budget.

Files comprise 1 cubic foot.

Description:
This series contains correspondence, memoranda, staff meeting notices, Department of Public Safety reports, dating c. 1990-[ongoing]. Topics include items for discussion at Board or PAC meetings, budget, repairs, maintenance, accidents, attempted breakins, and routine administrative concerns. Primary correspondents are the General Services Commission, Department of Public Safety, and the Legislative Budget Board. Correspondence with other state agencies is filed in series 3.12, Correspondence - Other state agencies.

Correspondence specifically concerning the restoration projects is now filed in the project files, 1.0 - Capitol Preservation and Extension project files, 2.0 - General Land Office Building Restoration project files, and 16 - Grounds project files. Some correspondence concerning projects had previously been filed with administrative correspondence. Once the projects began in earnest, project-related correspondence was filed in the project files. Earlier administrative correspondence containing project-related materials has been transferred to the Archives and Information Services Division. See Archival Holdings above for more information.

Purpose:
This series documents administrative activities of the Preservation Board, also providing some documentation on the restoration/construction projects.

Arrangement:
Arranged by agency or type of correspondence, then chronologically. For the set of files labeled "Administrative correspondence - Pre 1993," each letter was assigned a number, then arranged in reverse chronological order.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access?
There is a personal name index filed in each folder of correspondence for the group "administrative correspondence pre-1993," but not a comprehensive index for all those folders.

Gaps?
None, later correspondence is in the project files or administrative correspondence series at the Board.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Administrative correspondence
Series item number: 1.1.007
Agency item number: 3.2
Archival code: R
Retention: 4

Appraisal decision:
These administrative correspondence files document administrative activities of the Board and provide some documentation of the Board's primary function, the restoration/construction projects. Additionally, the correspondence of the Board and the PAC discuss items for meetings, such as status of the projects, policies, development of rules and regulations, etc. These files are archival and will be maintained at the Archives and Information Services Division.

The administrative correspondence now on file at the Preservation Board documents routine administrative tasks of the Board and not their primary functions, the restoration and preservation of the Capitol and General Land Office Building and grounds, and construction of the Capitol extension. This series at the Board will be renamed General correspondence. Once the projects began in earnest, correspondence relating specifically to the projects has been filed in the project files, series 1.0 - Capitol Preservation and Extension project files; series 2.0 - General Land Office Building Restoration project files, and series 16 - Grounds project files. All of these records are currently being maintained at the State Preservation Board.

return to top

Records Series Review
Series Title: Capitol Historical Artifact Collection

Dates: 1991-1994

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are 1991-[ongoing].

Archival holdings:
This is computer printout listing the artifacts acquired by the Curator of the Capitol for use in the restoration of the Capitol. Many of the items listed have accompanying photographs. Dates covered are 1991-1994. The Curator maintains the Capitol Historical Artifact Collection. During 1991-1992, the curator sent quarterly updates of the database printout and accompanying photographs of items for deposit in the Archives and Information Services Division. An undated printout was received in February 1994, also containing photographs for 1993-1994. No accessions of this database have been received since early 1994.

The database printout is about 1" in size, the photographs number approximately 1700 images and are filed in six large notebooks, consisting of about two cubic feet.

Description:
See archival holdings.

Purpose:
These files document the acquisition of artifacts by the Curator for the Capitol restoration.

Agency Program:
The State Preservation Board was created in 1983 by Senate Bill 147, 68th Legislature, Regular Session. A Permanent Advisory Committee was created to assist the Board, which assisted in the development of the annual budget and work plan, the master plan, and collection policy and furnishings plan, and recommendations concerning Board approval of these documents. This committee was abolished in 1995 by Senate Bill 1428, 74th Legislature, Regular Session.

Arrangement: Topical

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None are present before 1991.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the State Preservation Board and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title: Curatorial files
Series item number: 1.1
Agency item number: 10.0
Archival code: A
Retention: PM

Appraisal decision:
This database report is part of a permanent archival series housed at the Preservation Board, Curatorial files. These files document the acquisition of artifacts by the Curator for the Capitol Historical Artifact Collection. This is historically valuable documentation in the restoration of the Capitol. This series has been appraised to be archival. This report will be permanently maintained at the Archives and Information Services Division, under the title, Capitol Historical Artifact Collection. These materials should all be duplicated in the Curatorial files. The photographs were deposited with the Archives as backup copies; the database printout serves as hardcopy backup for the database. When the Curatorial files are transferred to the Archives by the Preservation Board, duplicates will be removed. The Curatorial files are a permanent series still in regular use by the Board and will be retained at the agency most likely until the agency ceases to exist.

return to top

Records Series Review
Series Title: Events and exhibits files - Registrar's files

Dates: 1986-1990

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently according to the retention schedule. Actual holdings of the agency are c. 1983-[ongoing], 3.2 cubic feet.

Archival holdings:
These files consist of correspondence, memorandum, staff meeting minutes, clippings, journal articles, brochures, lists of events and exhibits scheduled, and occasional photographs of things to be exhibited. Dates covered are 1986-1990. In March 1988, the Preservation Board became responsible for scheduling events and exhibits at the Capitol or on the grounds. These are the files of Anne Ramsey, the Capitol registrar with the Preservation Board, who was in charge of events and exhibits. The correspondence is to the Board requesting permission to set up exhibits or schedule events and letters from the Board giving or denying permission; memos are between Board staff concerning events/exhibits or policies governing events/exhibits. There are a few chronological files of exhibits. A few materials concern the Capitol Centennial Celebration. See the Capitol Centennial Celebration Finance Committee records for further coverage of this event.

One cubic foot of records.

Description:
Records present include policies, correspondence, applications, brochures, and statistics. Dates covered are c. 1983-[ongoing]. The policies concern use of the Capitol and the grounds for events and exhibits. These are followed by chronological files of events/exhibits, which contain applications for events, statistics, whether an event was approved, copies of brochures if produced, and correspondence concerning the event. Following these are a few special events files which document events such as the Capitol sesquicentennial. The last file contains the Historic American Building Survey (HABS), which also contains information on an exhibit which took place in the Capitol after the survey was complete.

Purpose:
Documents events and exhibits in the Capitol or on the grounds.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The Capitol extension and restoration of the Capitol's exterior was completed in 1993. Interior work on the Capitol was completed in 1995. Work on the improvements and changes to the Capitol grounds is scheduled for completion in December 1996. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Topical

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems:
There is some overlap between the dates of records the Archives holds and those the agency holds. The accessions need to be compared once the agency's records are received.

Known related records in other agencies: None

Publications based on records: None

Series data from agency schedule:
Title: Capitol events and exhibits files
Series item number: 1.1
Agency item number: 4.9
Archival code: R
Retention: PM

Appraisal decision:
These files document events and exhibits occurring in the Capitol or on the grounds. The records the Archives holds cover largely smaller or less significant events and exhibits. This series on the agency's retention schedule has been appraised as archival. However, we do not want all the events/exhibits files at the agency, just those of major events/exhibits, and a sampling of the others. For now, the Board is maintaining the records at their offices. When the Board is ready to transfer older event/exhibit files to the Archives and Information Services Division, Board staff should weed the event/exhibit files according to the criteria above prior to transfer. There is an overlap in date coverage of our holdings and those of the agency. When we receive records from the agency the box of records we already hold can be compared with those received. If the events are indeed duplicated, we will dispose of the box of records we hold. If not, we will retain them with those records received.

return to top

Records Series Review
Series Title: Capitol Restoration Celebration program and insert

Dates: 1995

Agency: State Preservation Board

Obsolete record series? Yes

Ongoing record series? No

Annual accumulation: none

Agency holdings: None

Archival holdings:
The series contains a program and insert for the Capitol Restoration Celebration held April 19-22, 1995. The program contains a schedule of events, images of the Capitol during construction in the 1880s and during restoration in the 1990s, excerpts from Senator Temple Houston's speech at the Capitol dedication in 1888, a current plan of the grounds, and a list of donors. The insert contains descriptions and images of original and restored furnishings and rooms in the Capitol. Dates are 1995, fractional.

Description:
See archival holdings.

Purpose:
Documents events held for the Capitol Restoration Celebration and provides a brief overview of the original dedication of the Capitol.

Arrangement: By type of material.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule: None

Appraisal decision:
This material documents a special event at the Capitol. Because of the historical significance of the Capitol and the massive restoration project, and continuing interest in materials of this nature, these items have been appraised as archival. They will be permanently maintained by the Archives and Information Services Division. These were formerly part of an archival series of the State Preservation Board, Capitol events and exhibits, Special events files. Some materials from this series are already on file at the Archives, titled Events and exhibits files. These materials will be added as a subseries to this series.

return to top

Records Series Review
Series Title: Gallery guide, Capitol Complex Visitors Center

Dates: 1996

Agency: State Preservation Board

Obsolete record series? No

Ongoing record series? Yes

Annual accumulation: fractional

Agency holdings:
Retained by the agency permanently. Actual holdings of the agency are c. 1994-[ongoing].

Archival holdings:
This is a narrative gallery guide prepared by the Capitol Complex Visitors Center, Your Window to Capitol History. It describes the history of the Capitol, of the old General Land Office building, and the permanent exhibits housed in the Texas History Gallery. Dated 1996. Copies of the publications of the Capitol Complex Visitors Center are scheduled to be deposited in the State Publications Depository Program. A search of the publications in the State Publications Depository Program of the Library and Archives Commission thus far shows no publications by or about the Capitol Complex Visitors Center. Some recent items may still be in cataloging.

Fractional.

Description:
See archival holdings.

Purpose:
Provide descriptive information to visitors about the old General Land Office building, the Capitol, and the permanent exhibits.

Agency Program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: None, single item

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps?
None, the Capitol Complex Visitors Center opened in 1994.

Problems:
No publications about the CCVC were found in the State Publications Depository Program, including the Gallery guide, of which the Archives maintains a copy. I talked with the staff of the Information Services section (which provides access and reference services for materials received through the Clearinghouse) and small items such as brochures are often considered ephemera and not added to the catalogued collections. These are generally maintained in a topical vertical file. In this case, there was not a file for the CCVC nor any CCVC-related brochures in files for the Capitol area or the Preservation Board.

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the State Preservation Board and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title: CCVC publications
Series item number: 1.1.029
Agency item number: 15.15
Archival code: A
Retention: PM

Appraisal decision:
This item is part of a archival series on the Preservation Board's retention schedule, CCVC publications. Normally, copies of agency publications which are deposited in the State Publications Depository Program fulfill any archival requirements by depositing the publications. This item has been appraised to be archival. Since the Clearinghouse does not always maintain ephemera, which this item is, this guide will be maintained at the Archives and Information Services Division with other records of the State Preservation Board. If the Archives receives other publications from the CCVC of this nature which may not be maintained by the State Publications Depository Program, the series title may change to reflect the further acquisition of such items.

return to top

Records Series Review
Series Title: Capitol Complex Visitors Center "Lone Star Legacy" video

Dates: 1994

Agency: State Preservation Board

Obsolete record series? Yes

Replaced by:

Ongoing record series? No

Agency holdings:
This item is not on the retention schedule of the Preservation Board. Research and background material for the video is series 15.7, Video - CCVC, it's likely the video will be added to this series when the next retention schedule is done.

Fractional.

Archival holdings:
This is an educational video about the Capitol narrated by Walter Cronkite. It was produced with private funds in collaboration with the video production department at the Parks and Wildlife Department. The video is shown to visitors in the theater of the Capitol Complex Visitors Center. Research and background material for the video is series 15.7, Video - CCVC.

Description:
See archival holdings.

Purpose:
Provides a visual history of the Texas Capitol.

Agency program:
The functions of the State Preservation Board are to preserve, maintain, and restore the state Capitol and the Capitol extension, the 1857 General Land Office Building, their contents and grounds, and convey their historical significance to visitors. Funds for the building and restoration projects have come from private donations and from the state. The Legislature appropriated $187.6 million in 1989 to undertake the restoration of the General Land Office Building and the Capitol, and build an underground four-level extension to the Capitol. The restored General Land Office Building now houses the Capitol Complex Visitors Center and the Texas History Gallery. It was opened to the public in the spring of 1994.
Vernon's Ann. Civ. St., Article 443.

Arrangement: Unarranged.

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? No

Gaps: None

Problems: None

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule:
This is not on the retention schedule, but will likely be added to this series:
Title: Video - CCVC
Series item number: 1.1
Agency item number: 15.7
Archival code: A
Retention: 4

Appraisal decision:
This video documents the video operations of the Capitol Complex Visitors Center. Although the video has informational value about Texas and the Capitol, it is a minor product of a relatively minor function of the Board. Also, information in the video can be found in a variety of other sources. This series has been determined to be non-archival. The video will be maintained for reference use in the Prints and Photograph Collection. of the Library and Archives Commission.

return to top

Records Series Review
Series Title: Photographs

Dates: 1989-[ongoing]

Agency: State Preservation Board

Obsolete record series? Yes

Ongoing record series?

Annual accumulation: fractional

Agency holdings:
Photographs are not a separate series on the retention schedule of the Preservation Board. Images are with the projects they document and can be found in the Capitol Preservation and Extension project files, General Land Office building restoration project files, Grounds project files, Curatorial files, and other series.

Archival holdings:
These are photographic copy media of artwork in the Capitol, such as the paintings "Dawn at the Alamo" and "Surrender of Santa Anna," portraits of several Texans, including Lorenzo de Zavala; and of a few composite groups of photographs at the Capitol, such as the composite of the 13th Legislature. Dates of the photographic media are 1989-[ongoing], about 1 cubic foot (60-70 images)

Photographs of historical artifacts are in Capitol Historical Artifact Collection.

Description:
See archival holdings.

Purpose: Provides copy photographic media of many of the Capitol artworks for further preservation of the images.

Arrangement: By accession number

Access constraints: None

Use constraints: None

Indexes or finding aids required for/or an aid to access? Yes

Gaps: The Archives does not have images of all the Capitol artwork.

Problems: None

Known related records in other agencies: None

Publications based on records: None

Suggested series from state Records Retention Schedule:
None, this is a not a series on the Board's schedule.
Title: Series item number:
Agency item number:
Archival code:
Retention:

Appraisal decision:
These images serve a preservation function by providing good quality photographic copies of many of the Capitol artworks. Because of the historical significance of the Capitol and its furnishings, this series has been appraised to be archival. The photographic media will be maintained permanently by the Archives and Information Services Division.

Records Appraisal Report: State Preservation Board

Contents of this report Agency Contact | Agency History | Project Review | Record Series Reviews

Archival finding aid Texas State Preservation Board: An Inventory of Records at the Texas State Archives, 1836-2003 (bulk 1985-2000)

Agency contact:

Agency History and Structure

Project Review

Archival Holdings

Previous Destructions

Project Outcome

Archival series

Non-archival records

Record Series Reviews

Records Appraisal Report:
State Preservation Board

Contents of this report
Agency Contact | Agency History | Project Review | Record Series Reviews

Archival finding aid
Texas State Preservation Board: An Inventory of Records at the Texas State Archives, 1836-2003 (bulk 1985-2000)