YWCA of the U.S.A. Records
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Scope and Contents of the Collection
The Young Women's Christian Association of the USA Records consist of 382 reels of microfilm and 570 linear feet of records in original format dating from 1869 to 2002. For the most part, the Microfilmed Records and the Original Format Records do not duplicate each other and both should be consulted. The Series Descriptions within each Record Group discuss materials in both formats and provide link to the lists for both formats. Types of materials include artifacts; audiovisual materials (including videotapes, audiotapes, and other recordings); conference and convention records; correspondence; legal documents; memorabilia; minutes; newspaper clippings; photographs; posters; program and project files; publications; reports; speeches; and studies. The bulk of the materials date from 1906 to 1970 and focus on the administration of the National Association, its programs and publications, and its relations with its member YWCAs all over the country. Major topics found throughout the records include:
MICROFILMED RECORDS The YWCA of the USA began discussing microfilming its historical records in 1948 as a way to free up much-needed space in its headquarters building in New York City. When the project got underway in the 1960s, no preservation microfilming standards were consulted, and the Association was not expecting that the film would be used by the general public. This means that it is not particularly easy to navigate and unfortunately, the quality is often poor. Many images are too dark to read easily; in places they are out of focus or have scratches or blank areas which obscure content. Most of the originals were discarded after filming and so are only available on the microfilm. General information about records that were not discarded after filming is included in the description of Original Format Records below. One of the National Association's goals was to model efficient and effective administrative procedures. To that end, it established a Central File to optimize sharing of information across the Association. By 1921, a records retention schedule had been adopted and records were assigned a retention category (1 year, 2-5 year, or permanent historical) when created. The records retention policy was rigorously maintained at least into the 1950s. There is evidence that many Association offices kept temporary "working files" close at hand, but these appear to have been discarded when they were no longer current. Any records of importance to the Association as a whole were submitted for filing in the Central File. It was this Central File, consisting of Minutes and Reports, Subject Files, and Community (or "Local") Associations Files, that was microfilmed beginning in 1964. The arrangement of the records on the microfilm appears to reflect the order in which the files were maintained at National Headquarters with materials grouped as follows:
Predecessor Organizations and Formation of the National Board, 1876-1961
Minutes and Reports, 1884-1975
Subject Files, 1899-1970
Community Associations Files, 1884-1970
Microfilming was done in four batches between 1964 and 1984. The final set of materials filmed (minutes and reports) contains some items dated as late as 1975, but most sections of the microfilm end in 1970. ORIGINAL FORMAT RECORDS For information about the arrangement of the Original Format Records see the Scope and Content Notes for each Record Group. The original format records consist of: 1. Records created after microfilming ended and up to the restructuring of the National Association, 1971-2002. 2. Pre-1971 records that were not microfilmed 3. Pre-1971 records that were microfilmed, but not discarded after filming 4. Pre-1971 records donated or transferred to the National Board Archives after microfilming ended 1. Records created after microfilming ended, 1971-2002 Office Files The microfilmed records reflect a commitment to a filing and records management system that was ultimately a casualty of repeated budget and staff cuts at the National Association. Very few records of any kind survive from the period immediately after the microfilming, 1971-87. Staff directories indicate that the National Association maintained a central file through this period, but the file appears to have been discarded. The few 1971-87 office files that were preserved by the National Board Archives appear to be "working files" rather than segments of a central file. The major staff reduction that closed the Data Center (home of the central file) in 1992, appears to have put an end to centralized filing at the National Association. Though the YWCA Archivist established a records management policy in the late 1990s, file maintenance became a low priority for the much-reduced staff. Files created after the elimination of the Data Center in 1992, therefore, diverge substantially from earlier records, particularly in the following ways:
Other Records photographs, audiovisual materials, artifacts 2. Pre-1971 records that were not microfilmed Materials other than office files that could not be captured effectively on microfilm:
Certain YWCA Publications:
Office files that were not part of the Central File, including:
3. Pre-1971 records that were microfilmed, but not discarded after filming Included are: Minutes and Reports all of the Minutes and Reports appear to have been saved Convention Records the National Board Library maintained a file of published materials produced for Convention preparation and reports and proceedings published after the Convention. Publications the National Board Library maintained a file of YWCA publications (the holdings do not appear to be complete, but they are extensive and include items that were not microfilmed) Reports and Studies the National Board Library catalogued and made available copies of major reports and studies produced by the YWCA, and some by Community Associations
Subject File materials donated to the Sophia Smith Collection in 1964
4. Pre-1971 records assembled by the National Board Archives after microfilming ended
This collection is organized into ten record groups: |