May 24, 2013

Budget Files Progress

Filed under: the process of archival processing — Tags: , , — thiscangobacktothearchives @ 9:17 am

As we are inching our way through the Budget Department files, we are pleased to announce the completion of two major subsubseries. The first, FJP (Federation of Jewish Philanthropies) Annual Agency Budget Files (our internal category M-1), is composed of 188 bankers boxes (nearly 2 football fields in length if laid end to end) and encompasses all the agencies that Federation funded from 1917 to 1986. The second subsubseries, FJP Reports of the Budget Department to the Distribution Committee, spans the years 1938 to 1982 and is comprised of 38 bankers boxes. We are also processing subject files of the Budget Department, which will become its own subsubseries; currently this subsubseries is about 35 bankers boxes in size. We also will have subsubseries for budget files pertaining to the Distribution Committee, the Functional Committee, and the Greater New York Fund, as well as 4 bankers boxes of FJP financial reports that summarize without the detail of the subsubseries above the financial information approved each year by the Board of Trustees.

The UJF M-1 subsubseries, which are the annual agency budget files after the merger of UJA and Federation (FJP) in 1986, is currently being processed. The files currently being processed from our most recent shipment are from Budget Director Steven Rosenbloom, spanning the years 1986 to 1994, and is composed of 56 bankers boxes prior to processing. The UJF files are being arranged according to the following schema:

I. Care of Aged and Infirm
II. Medical Care
III. FCVR /Human Services
IV. Jewish Education and Culture
V. Community Center Activities
VI. Community Relations/Development
VII. Camps
VIII. Subventions
Special Grants and Other Allocations
Designated Organizations

In the 1983-1984 fiscal year, Family, Children’s, Vocational and Rehabilitation (FCVR) Services became known as Human Services. In the 1984-1985 fiscal year, the Community Relations functional group split into Community Relations and Community Development. The Jewish Community Council (JCC) agencies became part of Community Development. In the 1985-1986 fiscal year, these two groups became part of the collective heading of Community Development.

Each year of the Rosenbloom files contains office copies which may contain duplicates of previously processed M-1 files from a different staff member’s office, as well as additional material not previously found and these folders are marked with “Supplement”. In some cases, these office files fill in missing gaps of agencies that were not previously encountered in the first shipment of UJF boxes. It appears that FJP as well as UJF maintained a system of these office files in colored folders where each color represented a functional group; for example blue folders were used for Community Centers, yellow folders indicated Designated Organizations, etc. One of the constraints of processing a large collection using our minimal processing workflow is that once boxes are completed they are sent off-site for storage, and it will not be possible to check folder by folder for duplicates. So as not to lose unique documents, we risk maintaining some duplicates.

The image depicted below is a summary of grants for the Federation Joint Services of the Lower East Side. This type of chart appears in every folder of every agency that Federation funded from the late 1970s through 1986.

Federation Joint Services of the Lower East Side, 1988-1989 Budget

Federation Joint Services of the Lower East Side, 1988-1989 Budget


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