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PROJECT SUMMARY

All applicants must complete a project summary. Do not exceed the two pages alloted (use one side only per page) and do not refer to "see inside" or "see attached.

1. PURPOSE AND GOALS To develop an archival program for the permanently valuable records of Emerald City. The immediate goals are 1) to establish policies and procedures for appraising, accessioning, processing, and providing public research access to archival records previously identified through a city government-wide survey and scheduling program; 2) to appraise and accession permanently valuable city records into the newly established Emerald City Archives; 3) to begin arrangement and description of these records; 4) to initiate a program for public access, and; 5) to foster cooperation between the Emerald City Archives, the Kansas County Archives, and other archival repositories in Kansas County.

2. SIGNIFICANCE Emerald City was incorporated in 1900 and, with the establishment of the Oz ChromoBrick Corporation, developed into a major center for the manufacture of rainbow-hued building materials. Although the city's population includes many ethnic groups, the town retains a strong Munchkin character in its local institutions and particularly in its architecture. As the former abode of the Wonderful Wizard, the city has enjoyed a steady influx of tourists and has been the subject of several books and a film.

Included in the city's permanently valuable records are the minutes of the Council of Munchkins (1900-55) and records of the Office of the Wizard (1920-45). These records, which provide a rich source of documentation for Emerald City's colorful past, are in disarray and are in danger of deteriorating.

3. PLAN OF WORK (including references to techniques) Under the administrative supervision of the records manager, and with the assistance of the Emerald City Archives Advisory Council, the archivist will draft policies and procedures and develop mechanisms for their implementation. As soon as procedures for records accessioning and transfer are in place, the archivist will appraise and supervise the transfer of an estimated 1,200 cubic feet of permanently valuable records from Emerald City offices and the Emerald City Records Center to the archives. At the same time, accessioning information will be entered into the records center/archives life cycle tracking computer system to supplement the data already included in that system. The archives technician will begin arrangement of the records in acid-free folders and boxes and other archivally acceptable storage enclosures, while the archivist will begin to prepare descriptive information. By the beginning of 1991 it is anticipated that public access will be initiated. The archivist will also work throughout the course of the project with other Kansas County archival repositories to develop a cooperative collection development plan and to explore other areas of resource sharing. Early in the project year the archivist will also attend a workshop on descriptive standards at the Winged Monkey Institute.

4. PRODUCTS Several products will be produced by the project, including a policy and procedures manual and an automated database of descriptive and administrative information about the holdings of the Emerald City Archives. This database will be made available to the public via terminals in the archives' search room as well as online nationwide through the BAUM Information Network (BAUMNET). Hard copy printouts of portions of the database file will be made available at cost on request. In addition, other reports and finding aids will be generated from the automated system.

5. KEY PERSONNEL Project Director: T. Woods Mann, Records Manager, Emerald City (see full vita, p.

).

Archivist: (to be hired) see p. required, and recruitment plans.

for job description, qualifications

Archives Technician: (to be hired) see p. qualifications required, and recruitment plans.

for job description,

Emerald City Archives Advisory Council: Toto McWoof, Director, Emerald City Library; C. Wardly Lyon, Emerald City Clerk; Em Henry, President, Kansas County Historical Society; Glinda Goodwitch, Oz State Archives Local Government Field Representative; L. Frank, Records Manager/Archivist, Oz ChromoBrick Corporation; Poppy Fields, Director, Kansas County Archives; and Morgan Marvel, Emerald City Corporation Counsel.

APPENDIX C:

THE COMMISSION AND CONFLICTS OF INTEREST

Among the membership of the Commission are those from the academic and archival communities who represent several professional organizations and Presidential appointees drawn from related fields. It sometimes occurs that grant proposals are received at the Commission from organizations in which one or another of its own members or its staff is active. To dispel any doubts about conflicts of interest that may arise, the Commission passed a resolution at its meeting in February 1985. Among the standards set forth in the resolution are the following:

1. The Commission will not consider a proposal wherein a Commission member derives compensation (other than travel reimbursement) or is the project director or provides direct and immediate supervision over the project.

2. A member must abstain from deliberation and vote if he/she is indirectly connected with a proposed project through employment at the same institution, indirectly (or remotely) supervises the project, would serve as an unpaid consultant to the project, is an officer of the institution or association submitting the proposal, or was appointed to the Commission by that association.

3. A Commission staff member shall not serve as an officer of any association or society which has submitted a grant proposal within the past three years or is likely to submit a proposal in the future.

4. A member of the Commission or its staff may deliberate on a grant proposal if he/she merely subscribes to membership in the association or society submitting the proposal but holds no office.

Applicants should be aware that their proposals are being considered along with other proposals, under the constraints of limited funding, in accordance with these standards.

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Projects to preserve and make available photographic prints and negatives, sound recordings, motion pictures, and video tapes are eligible for records program support. Applications for preserving and processing these materials should carefully discuss the historical value of the materials. Requests for preservation funds should discuss the degree of deterioration of the materials and outline what remedies are necessary. Applicants must provide evidence that the institution has undertaken or will undertake careful appraisal of the materials to determine which items or series have permanent value and deserve preservation treatment and which do not. For example, applicants should not assume that all glass-plate photo negatives deserve retention or that all nitrate-base film or acetate-base photonegatives are necessarily worth saving by transfer to safety-base film. The proposal should describe the appraisal criteria for photographic materials and audio records.

The Commission has adopted separate guidelines for historical photograph proposals. Applicants should request a copy of these guidelines to assure that their proposals follow accepted procedures. The Commission also has adopted the following brief policy statement for historical photographs:

The NHPRC will consider grant proposals for the
preservation of historical photographs and for
activities to make them available to researchers. The
primary NHPRC criterion for support is the historical
research value of the photographs; aesthetic value and
the reputation of the photographer are, in themselves,
not the primary concern of the Commission in its
funding decisions. Preference will be given to
projects for the preparation of safety negatives or
archival prints of photographs which are endangered
because of their physical state. Highest priority
will be given to nitrate and glass plate negative
projects (assuming the images have high research
value). The Commission is unlikely to fund projects
which cannot demonstrate that careful appraisal of the
collection has already taken place, such as through
careful sampling of large collections. Although the
Commission prefers that arrangement and description of
photos be completed without NHPRC grant funds, it will
consider requests for these activities if support for
them cannot be provided by the applicant or by
third-party matching funds. Description and finding
aids above the item level are encouraged when these
are possible. All proposals must outline the systems
for appraisal, arrangement and description of the
collection, the manner in which the photos will be
stored, and how they will be made available to
researchers. The Commission will not support mounting
of original prints, or matting and framing of any
print.

Where collections have widespread research potential
and have been described, the Commission encourages the
preparation of microfilm or microfiche copies for
sale, loan, and as an in-house reference tool. The
Commission will consider requests for the preparation
of reference prints where necessary for preservation
of the master print or negative.

Requests for consultants will be considered; in such cases it is expected that the consultant will evaluate the condition of the applicant's overall historical photo program. Requests will also be considered for research projects involving experimental and model techniques and approaches to historical photograph problems.

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