>> Thank you. Welcome back. This is session number 4 of the 2017 Virtual Genealogy Fair.
It is entitled, A is for Archives, B is for Burn File: Accessing Burned Records at the
National Archives at St. Louis. Our speaker is Ashley Cox, within the presentation Ashley
will talk about the 1973 fire at the National Personnel Records Center at St. Louis and
discuss which file were burned and how their designation changed from non-archival to archival
making all burn files available for research relatively soon. This talk has exciting information
for both beginners and experienced researchers she is a preservation specialist who works
for the National Archives in St. Louis, Missouri. I turn the broadcast over to Ashley Cox.
>> I joined the preservation unit in December of 2016. I was previously the conservation
librarian at the University of Pittsburgh for a grant project stabilizing large coal field
mine maps. I moved from one unique set of documents to another. I knew my experience
with the dirty and fragile ‑‑ fragile maps would translate well to our work here but I was not prepared for the sheer amount
of requests that our technicians deal with an a daily basis, next slide. Next slide.
There we go. The following presentation is broken into three parts talking about the
1973 fire and aftermath. Requests and the archival research room and finally the preservation
treatment process including our innovative process content recovery scanning leaving
time for questions at the end. Next slide. In the early hours of July 12, 1973 a fire
erupted at the national personnel center in Overland Missouri in St. Louis county, just outside
the city of St. Louis the fire raged four days, and a total of 42 fire districts participated
in the quelling of the fire. The fight was complicated by overwhelming flames driving
the men from entering the building and continuing water pressure problems. Over the coming weeks
and months the record center and other government agencies would work together to salvage records
and identify any information they could to supplement the lost records, next slide. You
can see the heat of the fire by the warped steel shelving here surviving records were
frequently protected by the build of up standing water as well as ash from the outer records. Next slide.
The amount of water used to fight the blaze combined with the hot and humid St. Louis
summer created a perfect environment for mold growth. (inaudible) was used to mitigate the
situation somewhat. Records were collected, sorted as best as possible and stored in egg
crates almost 30,000 of them. Records were vacuum dried in a chamber at the McDonnell
Douglas Aircraft Corporation that had originally been constructed to simulate space conditions. After the test runs additional chambers were used at two different
facilities. The technique was successful but because of experimental nature during the
first run the documents were slightly over dried and increasing the brittleness of the
paper. Next slide. So, what is a B file, similar to Sesame Street,
the government loves talking about letters, B is for burn file. Our computer inventory
system or registry assigns file numbers with a letter prefix these prefix letters are an
easy way to reference an entire record group. A new registry was created to organize the damaged files
and thus the B files were born. You can see the branches most affected as well as personnel
and periods affected in the chart on the slide. And estimated losses. Approximately 6.5
million survived and while that may seem like a lot of records when compared to the percentages
of records lost it's clear how much of your history was damaged that day. Click please.
Within these it can be hit or miss what survived personal example my great grandfather's record
no longer exists while my grandfather's does that's with the same last name. Next slide.
So, here is your typical B file, burned, brittle and distorted with broken fragments a record
in this condition is very difficult to use for research and can be damaged with repeated
handling if not stabilized. What if your record was completely destroyed? Next file. That
brings us to the other registry created from the fire. NARA worked within its on holdings and in cooperation with other
agencies in some cases through donations from citizens to help create the R files or reconstructed
files. R files are typically thin with copies of older documents or contain modern correspondence
about the Veterans. Next slide, please. Now that we have covered the background information
let's talk about using these records for research. This is a typical journey of a record destined
to go to our onsite archival research room. Request, search, record review, archival determination,
treatment, the archivist and finally you. Don't worry about understanding the somewhat
confusing terms I will cover each step. Next slide.
So, how to request. Is the government loves using letters and acronyms there is one thing
it loves even more click please. Forms! Next slide.
You can request by mail or online using SF180 or online via eVet recs, this creates customized
order form which ‑‑ you may use this system if you are the military Veteran or
the next of kin of a deceased or former member of the military. And you can have a definition
of that online on our website. For archival OMPFs, you can write you can visit us in person.
With the fire damaged fixed or removed the (inaudible) was used the federal center located
in Spanish Lake was dedicated in 2011 is delightfully fire free. Next page, please. But there is
still forms. When E‑mailing make sure to give as much information as possible especially
with common names so for my great grandfather and grandfather there is not a whole lot of
them in the building if I look for my father's record there are literally thousands of Cox's.
When you arrive you have a short orientation process that explains the in's and out's and
you get a super cool research identification card. Next slide planning ahead. Why are appointments
so important? Well, if you are a walk in with no previous appointment they try to get the
records to you within two hours but there is a limitation on the amount of records that
you can request. Additionally, if your research falls in the fire affected records we need
to find out if it still exists if it's archival if it's not you have to be the Veteran or
the next of kin. And what treatment will need from your department. Next slide. Once the
records you need are identified, it is time to get them from storage. We have a total
of 15 bays each three stories tall the first floor is double it's essentially four stories
worth of records. The B files are isolated into two bays with designated entrance and
exit to minimize any contamination of the facility below temperature 50 degrees as well
as relative hue mid tee keep mold dormant. The files are pulled and delivered to our
lab located at the entrance to the base. Next slide, please. Next comes record review as
we refer to it as mold I.D. record review is the process of us identifying the type
of requests and whether the amount of mold debris or any damage requires us to treat
the record. Some records can be handled by specially trained staff outside of our department.
All research room requests are treated by the preservation staff. From October 2016
to April 2017. 29,028 records daily, average of 207 went through record review 1,234 of
those had to be treated by a preservation tech next for access issues. Once we determine
what level of treatment the record needs to receive ‑‑ next slide, please. We send
it to our research room colleagues for archival determination. In 1999 then archivist of the
United States John Carlin announced that the Veteran records would become permanent
in his speech on October 20th to the House of Representatives, subcommittee on government
management, information and technology on the committee of government reform, he said:
Because of the great value of these records, to our history as well as to individual Veterans
they will be accessioned permanently into NARA's holdings because of the huge volume
they require a new security. The poor condition of many of these records requires how we institute
immediate comprehensive programmer to the preservation. Records become archival 62 years
after separation from the military. This can be tricky in some cases because many service
members join ‑‑ reserve units setting back archival dates. My grandfather I mentioned
earlier was discharged in September of 1957. He has previously used our eVet rec system
to request the 214 in 2019 myself or any of my cousins could request to see his record
for our own genealogy research. Archival records are then returned to the lab for treatment.
Researchers are alerted if their requested records are not yet archival. Next slide,
please. So, let's take a brief moment to discuss how
we track records through this process. AIC the American Institute for Conservation of
Historic and Artistic Works is the national membership organization for conservation professionals
in the United States. It has more than 3500 conservators, cultural heritages and institutions
dedicated to strengthen our ability to care for the heritage. The AIC Code of Ethics outlines
responsibilities and rules that professionals should follow. Items I and VII deal with the
principal of documentation. With billions of records located at the NPRC and 44,547
records reviewed and 1,468 inputted through preservation, in fiscal year 16, documentation
is important not only for knowing where the record is at in lab but the treatments performed.
Next slide, please. CMRS or case management reporting system is used center‑wide it
tracks request dates if the record has been searched and pulled where it is in the building
is located. Some requester info like the type of request and what staff person is in charge
of the record. It also helps create the search sheets with the record location in the building
with several football fields worth of storage that's pretty important. Next slide, please.
The treatment tracking database is our department's internal tracking system. We can track the
main info of the record as well as location in our lab. Eventually we hope to have this
integrated into CMRS to increase transparency to others in the building. Next slide, please.
Next is our treatment tracking log. Which helped generated by our database. The tracking
log is a standardized way to cap you are too the treatment info across the hundreds of
records we treat a month and the multiple staff members that can work on the same record.
Next slide, please. Once checked into preservation and paired
with the treatment log the record goes into our first treatment queue. Surface cleaning.
Next slide, please. While the solution was used to reduce mold
growth many records still became moldy. When you think of mold you might think of the fluffy
green stuff on Tupperware sitting in the room or dreaded black mold. It comes in a variety
of textures and a variety of colors too including green white black even purple and bright pink
surface cleaning as ‑‑ attempts to remediate the growth. It's impossible to remove or kill
mold spores but remediation tries to reduce active mold build up as much as possible. Additionally during
surface cleaning we remove staples debris excess ash and any rusted fasteners. We get quite a pile of staples and paper clips by the end of the day.
Preservation and conservation uses a wide range of tools many adapted from their original use. The Schuco‑Vac, designed for the medical field
it was originally an aspiration and suction device it allows removal of mold residue from the paper.
We have a variety of attachments the most heavily used is the brush it lifts the mold
sucked into the filtration system, the canister is filled with a water and envirocide mix mix that's a medical grade disinfectant that
kills a lot of stuff. Frequently used tools include the use sponges called dry cleaning sponges or
chemical sponges a vulcanized rubber that leaves no cleaners or residues. They can be cut down to size
and the debris is trapped on the outer layer of the sponge they can be trimmed or used
until they essentially disappear. We have a variety of brushes in different sizes and
bristle stiffness which help loosen and brush away mold and debris. Bone folders which are made of animal bone or horn or we
also have nonstick Teflon versions that smooth out creases and folds. The Holbein offset spatula separates
and lifts pages, the lifter also made of nonstick Teflon, is a favorite tool, as its smooth beveled surface can glide between
more delicate and stuck pages than the Holbein can. Only one size pictured here, we have
many micro spatulas. These workhorses can help separate pages, support pages as they are turned over. They can remove vast
variety of fasteners that we encounter. Next slide. B file, triage room and decontamination lab
decon has the most activity with records before and during remediation. Average mold levels are similar
to those of outdoors but the types are different aspergilus accounts for most of the mold
activity. We know this because we conduct air quality tests. Our most recent test was
March of this year. You never become immune to mold your sensitivity only increases over time
because we are handling the records while surface cleaning can increase mold spores
in a small area we wear PPE, personal protective equipment. Staff throughout the building are
given access to PPE including gloves, smocks, aprons, sleeve covers hairnets, shoe covers and masks, we
offer preservation staff fit testing for half mask respirators. and have a variety of disposable respirators. Air scrubbers and purifiers clean the air in
areas of high B files use. We have fume hoods in our decontamination room and wet lab. Many records dried into a distorted twisted mess post fire.
During the surface cleaning stage technicians use a variety of micro spatulas and lifters
to separate as many pages as possible once clean they are put into the humidification
cue. While taking patience and skill records must be cleaned before undergoing the humidification process
though only in the dome a short while we don't want to risk mold reactivating we want to
reduce the amount of spores as possible. While currently 80% of the work flow focuses on the treatment
requested B files we inspect and repair records that have not been affected by mold. Whether
they have been requested from other record groups or for large scale processes like we
are currently humidifying a large one of JAG records or during processing and re‑housing
the mold is enacted the spore count greatly decreased we want to. We want to minimize the interaction of B files with these other records.
We are constantly looking for learning new methods to increase our speed and efficiency without sacrficing proper handling
of the records. We increased the treatment through the use of two humidity domes shown
on this slide and previous slide. We used to use a process called tray humidification the domes must be closely monitored,
but humidification takes only 25 minutes, depending on the atmosphere in lab and quality
of the paper. Next slide. This is the same record before and after humidification dubbed
the football, it was the subject of one of our most shared Facebook post. We encounter records
with this level of distortion, humidification helps make
the information accessible and decreasing the physical size
of the record as we know space is at a continuous premium, it's no different here. This record
pages mended and sleeved in support of polyester will fit into permanent storage with no damage
to itself or other surrounding records. Next slide. Along with heavy distortion we frequently
encounter torn, fragmented records this photo comes from a training session earlier
this year where the conservators from the DC area lab came to train us on new mending
methods and also paste creation. Next slide. Another instance of time efficiency, we only
mend records where the pieces are completely detached or where the tear impedes the ability
to read. Shorter tears are put in polyester sleeves. It creates a static charge, which
helps keep them in place. Pieces are attached and reattached using conservation grade adhesive and Japanese
tissue. The conservation field uses this long fiber paper made about the Cozo plant, because it is thin and strong
with no lignan, which is a component found in wood pup based paper it turns acidic and brittle. While the tissue is constant the form adhesion
changes the preservation lab we do three main type of mending the most used is tissue with wheat starch paste, the paste
is made each work it becomes a translucent tacky paste. The photo shows the paste being strained
through a horse hair strainer. This helps remove lumps and create consistently textured
paste. We use remoisten-able and heat set tissue, they have adhesive pre-applied, re‑moistened tissue also uses wheat starch paste but it is first diluted
with another compound. The mixture is applied and allowed to dry it can be re‑moistened
with water at the time of use. Heat set tissue has acrylic that activates. These tissues
can be bought or made in‑house. The moistened mend strips are ideally applied to the back of the document, if there is information on both sides we choose the side where
we choose the side where the information is least affected. The page may be sleeved and polyester depending on
the fragility of the paper. It shows where the entire right corner is attached using
Japanese tissue and wheat starched paste. Starting in October 2015, the lab began a
process to digitize badly burned records that previously would have been considered completely
inaccessible. Utilizing infrared photography, which has been around on film since the 30's
and 50's, this is done digitally. Due to volume and deadlines we needed a reliable and repeatable method.
Each page would have had to have been painstakingly manipulated. The now system allows pages to
be scanned, edited less than one minute per page. Next slide, please. How does it work?
There are different spectral properties between paper and the various inks the absorption and reflection of these light waves
creates contrast between the information and the page that we cannot see with our own eyes.
Next slide, please. What is a good candidate for content recovery
scanning? This photo is perfect candidate for it. The information cannot be revealed
using a normal copier. They are printed or type inks in it which helps the way the light
bounces off of the two. There needs to be a high amount of dark brown to black charring
into areas information so we can't actually see any information there with our own eyes. And one
of the most important things is that it's brittle and the fragmented charring would
be damaged if we even sleeved if we repeatedly handled that record. Next slide, please. Here
is our set up using our infrared camera, snapshot of our capture 1 software and strobe light.
The placement of the strobe lights is important many of these pages have to be supported in
Mylar sleeves poor placement or timing of the strobe would create glare. The initial image of the infrared lens is bright
magenta that's how not how deliver it to you. Here are the results. You can see the dramatic
difference in the amount of accessible information. And we have applied additional digital filter
to create easy on the eyes grayscale versus bright pink as of this month we used content
recovery scanning on 300 records that would have been inaccessible and unusable. Due to
the records poor condition they are not physically accessible for researchers. If requested, the digital copy is delivered helping to keep these fragile
record from being repeatedly handled and damaged. Next slide. Finally, each record has a final
inspection by a preservation specialist before it is picked up by our archivist. Next slide.
After being utilized in the research room, it comes back to us in B files we reconsolidate
the Veterans records sometimes they may have multiple B or R files they are treated all
at the same time so they can be bind into one S file or safeguarded file. This creates
a more efficient search for any future request. Next slide. If you want to learn more about
conservation, whether here at NARA, please visit our web page. We have a Facebook and
Instagram that one of our technicians is on the committee for. So she does a really great
job. There was also the very first presentation by Katie, one of our conservators, there is
also a link to AIC's main website. There is a handout for this presentation with these
links as well as links to the forms that I referenced. Next slide? And so now we are
ready for questions. >> Wonderful. Thank you so much. People are
just overwhelmed with the work the National Archives has been doing. So, as we prepare
for the questions, just some of the comments I am looking at, they are saying, this is
just amazing. Wow. Incredible. So, very, very appreciative of the work that you have done.
>> We have labs here and then we also have two in DC. So, the DC area it's not just here
we do a lot of great work for all of NARA's collections.
>> Wonderful to know that too. So, let's dive into these questions. Let's see here. Someone
actually says she handled separations during The Vietnam War was required to send a copy
of the DD214 to home of record county. So shouldn't they have been recorded in county
records? >> So, in theory, they should be. Unfortunately,
not every Veteran listened to those instructions. So, or there could have also have been fire
and floods for a lot of county courthouses the records are located in the basement, which
is a main area for flooding. So, it's possible that those are also lost there. But that is
an excellent place to go check if your record has been affected by the fire.
>> Yes. Several people have asked, you know, would you suggest sending in another request
for records due to the new technology if the request was a long time ago?
>> I suggest, yes. Especially because ‑‑ because of the salvaging process, we find
what are called "inner files" or partials within records. So, if you had a similar name
or if the records are really piled up they would be scooped up and put in a folder and
dried as we treat those or do other reference cases on them throughout the building those
are pulled out and we actually have a process where we research those to see if they have
a file here if they don't we create a file. Sometimes they might be rather small but there
is more information. But that does take a lot of research work. So, we have a lot of
partials that were continuously identifying and creating files for.
>> Okay. So a follow‑up question someone says that they sent in a request just this
summer, and got back minimal information. So does that mean nothing else was recoverable
or more might be forthcoming? Should we just actually wait for a few months or a year before
asking for information? >> That is difficult ‑‑ that is a difficult
question to answer. >> Yeah.
>> Depending on if it was in the fire related cases. A lot of times you know, we give you
everything that we can really find. At least ‑‑ we repair what we can give to you. There are
instances where stuff is badly fused together we can't get those pages separated. Unfortunately,
sometimes it's just a minimal amount of information. >> Okay. Thank you. I have a question here
from Naval reservist would a DD214 be issued for a Navy reservist going back to our previous
discussions? >> That would be a question for one of our
archivists. Would it? Would one? >> Yes DD214s weren't standard until the 1950s
so beforehand it would have been the separation document issued by the Navy.
>> DD214s weren't done until the 1950's before that would have been a separation document
issued by the Navy, thank you to our archivists sitting in the room to answer that question
for me. >> All right. We have a lot of information.
Next question someone asked about unit history, excuse me, and they weren't sure which building
in the National Archives system had unit histories. Might go back to one of the archivists in
the room someone proposed it was in one of the Washington, DC buildings for the unit
histories. >> Yes, that's possible. There are also some
here, the preservation department doesn't see those very frequently.
>> One of the records for the ‑‑ >> We do have morning reports and preservation
has helped with the microfilming of those. >> (inaudible)
>> It's largely going to be A1 and A2, which is our DC area.
>> Thank you, that is helpful. Someone had mentioned, I thought we should address about
what to do a FOIA, if someone had written as a helpful comment for those of you looking
for records which may have been burned I have success finding a lot of records accepting
a FOIA to the regional Veterans Administration office. I know ‑‑ I thought ‑‑ it
might be a better way than to put in a FOIA for the burned records there might be an easier
way to access those records rather than going all the way through the FOIA process.
>> Yeah. If it's archival, then you can ‑‑ you don't need a FOIA for it. You just request
it through the reference department. >> Thank you so much. Going back through some
of the questions we have got are about basic how the federal government operates and how
we are budgeted I suggest that we go to our website archives.gov for those types of questions.
Thank you for those. It's always fascinating. I am not seeing any more questions that pertain
to your particular topic. Except I just want to say, again, how incredibly grateful people
are for your work. And all of the preservationists who are bringing these records back into a
condition that we can actually read, thank you for your talk, thank you for your work.
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