Saving Personal Papers and Archival Records of
Smithsonian Astrophysical Observatory Scientists

PRELIMINARY CONSIDERATIONS

Preserving the final results of research provides only half the story of scientific exploration. Scholars frequently seek information that sheds light on what influenced the development and progress of scientific research. Therefore, sketchy notes, diaries, journals, informal reports, and correspondence among colleagues can provide evidence of how and why research progressed down one path and not another. Such material provides the context in which the research was developed and demonstrates external and internal factors that influenced the evolution of scientific research.

Although published results are more widely available through electronic bibliographies and over the Internet, they are substantially more concise. Detailed information documenting calculations and instrumentation is usually lost in publication for the sake of brevity. That supportive documentation could be a rich source for scholars seeking insight into the scientific processes, their pitfalls and breakthroughs and how they occurred.

WHO SHOULD SAVE?

SAO employees engaged in scientific exploration in all disciplines have a stake in preserving the history of science. The records of SAO scientists, administrators, instructors, and research collaborators provide a historic legacy. These guidelines describe records that could be potentially useful to researchers.

WHAT SHOULD BE SAVED?

Historians and researchers make use of a wide range of records in their research. Major categories include personal and professional papers of SAO scientists, records of scientific institutions and collaborations, and apparatus. SI archivists and historians can provide advice on potential research value before records are destroyed or deposited with the archives. Many of these records may be in electronic form. Of particular interest are records that track the development and progress of ideas and investigation. They are usually:

• Correspondence (including email)
• Laboratory/field/research notebooks, journals, and other research files
• Diaries and appointment calendars
• Drafts of scientific publications
• Other scientific writings
• Photographs and other illustrative material
• Biographical material
• Nomenclature lists
• Unpublished manuscripts (first and final drafts)
• Papers and lecture notes presented at professional conferences, symposia, or workshops
• Research data and planning files

Non-scientific documentation offers valuable insight into the social, political, educational, economical, and religious influences in the lives of SAO scientists. Records that document the personal lives of scientists and their teaching careers are usually: correspondence with friends and family; student course work (class notes, syllabi, transcripts, and extracurricular activity material); journals/diaries; teaching material prepared for classes (class lectures, syllabi, and reading lists); and informal photographs highlighting the human side of scientists' lives.

Institutional records that document research development, support, and/or collaboration should also be preserved. They are usually:

• Grant and contract files (applications, correspondence, and notes)
• Policy and procedure manuals
• Reports (technical, progress, final research)
• Minutes and circulars to committee meetings
• Summaries of grant/funding activities
• Research funding proposals
• Final grants
• Significant departmental and administrative memoranda

HOW TO SAVE?

SI archivists are trained to preserve historical papers and records, and to make them accessible to researchers. They will be glad to discuss your papers and answer your questions concerning the value of your material and issues regarding confidentiality, copyright, and permission for access. Do not worry if the papers seem messy or disorganized. It is best not to try to disturb their order. They, in consultation with you, subject experts and historians, will make decisions on what to safely discard and what to retain, and they will arrange the material in a way that makes them most accessible to researchers. Removal, editing, or rearrangement, unless done expertly, can destroy much of the value of the collection.

Unidentified notes and letters can be misleading and cause controversy. If you can clarify important details as to the who, where, what, and when, please do so. Make your annotations directly on the document using a soft #1 (SB) pencil. Avoid using labels, clips, or staples as they will damage the document.

Photographs should be fully identified to maximize their use. Again, using a soft #1 (SB) pencil, note the names, dates, and places on the back of the photograph. Avoid using labels, clips, or staples as they will damage the image. Photograph albums should be kept intact with all notes attached.

There are items that can be discarded, but this should be done conservatively. They are usually:

• Multiple copies of publications
• Clean (unmarked) galley proofs
• Travel documents and arrangements (unless associated with special circumstances, e.g., visa difficulties, war/revolutions, or accidents)
• Brochures, maps and printed matter circulated for conferences.
• Minutes, circulars, reports, and examination papers to university and professional society meetings (unless annotated by the chairman)
• Complimentary offprints, preprints, and reprints can be discarded. They should be retained, however, if they are heavily annotated, rare, foreign, ephemeral, or are difficult to find. Published papers may also be retained if they give a comprehensive tour d'horizon of a given field or discipline during a particular period.

Please note that the information in this brochure provides only general and preliminary recommendations, and the lists of records described are not inclusive. For more information about donating and preserving materials of potential historical value, please contact the SIA's Records Management Team at (202) 357-1420.

The Smithsonian Institution Archives is the institutional memory of a unique American cultural resource and a steward of the national collections. In order to ensure institutional accountability and enhance public appreciation of a great national treasure, we are committed to serving the Smithsonian community, scholars, and the general public by:

• appraising, acquiring, and preserving the records of the institution and related documentary materials;
• establishing policies and providing guidance for management of the national collections;
• offering a range of reference, research, and records services; and
• creating products and services which promote understanding of the Smithsonian and its history.

Special thanks to the American Institute of Physics for permission to incorporate information from their "Scientific Source Materials" publication for this brochure.