HISTORICAL MATERIALS in the JOHN F. KENNEDY LIBRARY April 1994 PART 1 (of 5): CONDUCTING RESEARCH 1. Research at the Kennedy Library 1.1 Research facilities 1.2 Application procedures 1.3 Reference services 1.4 Telephone numbers 1.5 Locating material 1.6 Opening of material 1.7 Access restrictions 1.8 Citing library holdings 1.9 Photocopy and duplication service 1.10 Copyright 1.11 Research grants & fellowships 1.12 Interlibrary loan policy 1.13 Presidential recordings mail order form 1.14 Research use of personal papers form 1.15 Research use of an oral history transcript form INTRODUCTION This guide lists and describes the holdings of the John Fitzgerald Kennedy Library. It provides assistance to research- ers in the proper and productive use of research materials by including information on locating material, using facilities, understanding access restrictions, and citing library holdings. Please direct questions on these and other matters concerning the use of library resources to the reference staff. As in the 1990 edition manuscript collections and oral history interviews are listed in alphabetical sequence. Part I on Conducting Research contains an interlibrary loan policy statement, research grant application forms, and permission request forms. Researchers may printout and photocopy the latter to expedite requesting permission to use certain collections or oral history transcripts. Keep in mind that, except for U.S. government agency records, the holdings of the John F. Kennedy Library are donated histori- cal materials. They are materials that were created by private individuals and were donated to the Kennedy Library under terms and conditions specified by each donor and accepted by the Archivist of the United States. Access to each collection or oral history interview is determined by a formal deed of gift or deposit agreement. The library staff strictly adheres to these governing instruments in administering library holdings. Telephone 617-929-4545, Fax 617-929-4538 FOREWORD Documents are the primary sources of history; they are the means by which later gen- erations draw close to historical events and enter into the thoughts, fears and hopes of the past. John F. Kennedy January 19. 1963 The John Fitzgerald Kennedy Library collects, preserves, and makes available for research the documents and memorabilia of President Kennedy and many of his contemporaries. These materials provide scholars and the public an opportunity to study the life and career of the 35th President of the United States, and they provide insights into people and events of mid- 20th century American history. Through the creative use of these documents and artifacts, the library seeks to fulfill President Kennedy's wish to educate the public about the American political process. This publication is an introductory guide to the library's holdings. Besides the papers of John F. Kennedy and Robert F. Kennedy, it lists and briefly describes more than 300 collec- tions of personal papers and government agency records as well as audiovisual collections, printed material, and oral history interviews. Detailed finding aids to individual collections are available in the library's main research room. The library announces significant acquisitions and openings through periodic updated editions of this guide. The library also makes announcements in Prologue, the journal of the National Archives. Dedicated on October 20, 1979, the John F. Kennedy Library is a Presidential library operated by the National Archives and Re- cords Administration. The library makes its holdings available on an equal basis to anyone who shows a clear need to use its unique resources, within the limits imposed by statute, deeds, and deposit agreements. We invite your comments and suggestions about the usefulness of this publication and the quality of library service. Charles U. Daly Director 1.1 Research facilities The research facilities of the Kennedy Library consist of three separate research rooms. The main research room on the fourth floor is also the access point for using the other research rooms. The audiovisual room is located on the third floor, and the Ernest Hemingway Room is on the fifth floor. The main room is open on weekdays from 8:30 to 4:30 and on Saturdays from 9:00 to 3:00. Hemingway materials may be used in the main research room on Saturdays. The audiovisual archives are closed on weekends. Researchers should make appointments to use either the audiovisual archives or the Hemingway Collection (telephone numbers are listed in section 1.4). Research rooms are closed on Sundays and federal holidays. 1.2 Application procedures The Kennedy Library is a research archive, not a general public library. It houses materials that are valuable and that are not available elsewhere. Strict security measures are observed. Researchers wishing to use Kennedy Library resources should contact the reference staff to describe proposed research topics to find out whether material is available on those topics. The reference staff then sends the requester information about relevant holdings and directions to the library. Upon arrival, each researcher completes an application to conduct research and must present current identification with photograph. After a short interview with a member of the reference staff, a researcher identification card is issued. A researcher will not be issued a researcher identification card if the library determines that the records that the researcher wishes to use are not in the legal custody of the Kennedy Library or that the researcher's needs can be met by secondary sources. Specific rules and procedures for conducting research are given to researchers upon registration. 1.3 Reference services The reference staff provides the following services:  Information about library holdings  Assistance in locating and using materials  Document and published material reference service to researchers on-site, by telephone, or by mail  Limited interlibrary loan service (see section 1.12)  Limited bibliographical service  Document duplication service  Informational literature and reading lists The reference staff does not provide the following services:  Extensive, specialized, or evaluative research  Selection of items for research or duplication  Appraisal of collections or documents  Critical review of manuscripts for opinion or accuracy The staff answers specific questions received by mail or by telephone if the information needed is brief and is not readily obtainable elsewhere. Extensive research into broad subject areas is not available. A caller or correspondent may be advised that a request cannot be filled unless he or she comes to the library to conduct research in person. Please consult standard reference sources in a local public or university library to answer ready reference questions before calling the Kennedy Library. Most of these questions can be answered by checking newspaper or periodical indexes, encyclopedias, chronologies, biographical works, and compilations of Presidential speeches. Requests for copies of specific documents are received by mail and telephone subject to similar limitations. (Photocopy and duplication service is described in section 1.9). 1.4 Telephone Numbers Please direct telephone inquiries to the appropriate number listed below: Main research room 617-929-4534 Audiovisual archives 617-929-4530 Hemingway Collection 617-929-4540 1.5 Locating material This guide is the beginning point in any search for material. It lists collections comprehensively and it contains important infor- mation about access to and use of library holdings. Detailed finding aids (registers, inventories, indexes, folder title lists) are available in the main research room for each collection that is open for research. There is an automated catalog for the book collection, and card catalogs for the oral history collection, House and Senate hearings, and for a file of selected periodical articles. Finding aids for audiovisual material and the Hemingway Collection are located in their respective research rooms. Duplicate copies of finding aids are available through interlibrary loan (see section 1.12). Success in locating relevant material depends on many factors, among which are the availability of material on the topic, the re- searcher's familiarity with the people and events of the Kennedy administration, and the ability of the researcher and the reference staff to interact productively. The staff provides a general introduction with some specific suggestions during the initial orientation. Individual finding aids are the main locating tools. However, researchers should discuss their topics in some detail with a member of the reference staff and continue to ask questions whenever they arise. The reference staff gladly provides suggestions to researchers whenever needed. If you prefer a more private setting for your discussion, you may request to use the librarian's office. Within the limits of the Privacy Act of 1974, the staff keeps researchers informed of other work being done in the library on the same or related topics. A list of researchers who have given permission to inform others of their work is kept at the reference desk. 1.6 Opening of material Processing archival material is an ongoing labor-intensive activity entailing, among other activities, arrangement, description, reviewing, and preservation. The library staff must complete processing before a collection can be opened for research use. When processing work is completed, a finding aid is placed in the main research room, and an opening announcement is added to the openings file. The library makes public announcements in Prologue (the journal of the National Archives) and other historical or archival journals. Researchers should call or write to the refer- ence department for the latest information about openings or changes in collection status. 1.7 Access restrictions For a variety of reasons library staff must remove certain materials from research use for a specified or indefinite period of time. In each case a document withdrawal sheet is placed in the file to show that a document has been removed. This sheet provides a brief description of what has been removed and the reason for removal. Documents are generally removed for one or more of the following reasons:  Removal according to the provisions listed in the donor's deed of gift or deposit agreement. Researchers may appeal such closures in writing to the director of the Kennedy Library. Forms to appeal closures are available in the main research room.  Removal according to general National Archives and Records Administration criteria, principally documents relating to investigations of individuals, documents the disclosure of which would constitute an unwarranted invasion of privacy, or documents that libel a living individual. Researchers may appeal such closures in writing to the director of the Kennedy Library.  Removal required by national security classification. Researchers may appeal such removals through the mandatory review process administered according to Executive Order 12356. Consult the reference staff for proper forms and procedures. Access restrictions apply to entire collections or parts thereof. Researchers may use "Permission Required" collections only with the written permission of the donor. You may photocopy the papers permission request form in section 1.14, sign and date it, and send it directly to the donor with a cover letter explaining the nature of your research. The donor decides specific conditions of access and sends the completed form to the Kennedy Library. You are then notified of the donor's preferences by the reference staff. Addresses for most donors can be located in a current issue of Who's Who in America or other biographical sources. Consult the reference staff to obtain addresses of individuals whose names do not appear in these sources. Please do not send your permission request form to the library before it is completed by the donor. The library does not act as an agent or intermediary to obtain permission to use collections. Closed collections are currently unavailable for research. Reasons for closure vary depending upon whether a deed has been completed, the terms of individual deeds or deposit agreements, the presence of national security classified information, or whether the collection has been processed to an acceptable condition by library staff. Consult the reference staff to determine the specific reasons a collection is closed and for changes in the status of collections. 1.8 Citing library holdings Citations to Kennedy Library holdings should clearly show the box location of individual items. This helps both researchers who may wish to see documents that are cited in published works and reference staff members who may be asked to locate complete texts of cited documents. Citations should follow as closely as possible the titles and terms used to list collections in this publication. The fictitious examples below show the information to be included in complete citations to various types of library holdings. After the first citation to a collection or to the Kennedy Library, abbreviations should be used (e.g., WHCSF for White House Central Subject Files and JFKL for John F. Kennedy Library). 1. Letter, John F. Kennedy to James M. Curley, April 20, 1948, "Cuddy-Dedrick" folder, House of Representatives Files, Pre- Presidential Papers, box 32, John F. Kennedy Library. [Use the title as it appears on the folder]. 2. Memorandum, Fred Dutton to Heads of Departments and Agencies, June 12, 1961, "Equality of Opportunity" folder ("HU 2 Executive"), White House Central Subject Files, box 857, JFKL. [Include the file code used on White House Central Subject Files]. 3. Letter, Burke Marshall to Ralph Abernathy, October 12, 1963, "Southern Christian Leadership Conference" folder, Papers of Burke Marshall, box 20, JFKL. 4. Letter, Robert Williams to Myer Feldman, June 15, 1962, "Merchant Marine" folder, White House Staff Files of Myer Feldman, box 18, JFKL. 5. Report, Civil Rights Activities in the Department of Commerce, July 2, 1962, "Reports to the President" folder, microfilm copies of records of the Department of Commerce, roll 115, JFKL. 6. Oral history interview of G. Mennen Williams by William W. Moss, January 27, 1970, p. 75, JFKL. 7. Item 136.2, Meeting Recordings, Presidential Recordings, JFKL. [Use the same format for telephone recordings]. 1.9 Photocopy and duplication service Photocopy and duplication service is available at fees set by the National Archives and Records Administration. Consult reference staff for current rates. Fees are payable in advance of processing an order. The library reserves the right to refuse to process orders for researchers who have outstanding unpaid balances at this or any other National Archives facility. Orders are filled on a first-paid first-processed basis. Rush orders are not accepted. Orders placed on-site are given preference over mail orders of the same date. Processing of mail orders of over 100 pages may be delayed or refused. Members of the reference staff do not select documents for duplication. Self-service photocopying is available at reduced fees. Mail-order copies are sent by regular mail. Alternate shipping arrangements can be made at the expense of the researcher. The library assumes no responsibility for loss or damage to mail orders by the Post Office or other carriers. There is no warranty ex- pressed or implied for the quality of reproductions beyond providing the best possible copy using available equipment. Except in the event of staff error, returns are not accepted, and refunds are not made. 1.10 Copyright The copyright law of the United States, Title 17, U.S. Code, governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of the specified conditions is that the photocopy or reproduction of copyrighted material is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for or later uses a photocopy or reproduction for purposes in excess of "fair use," that user may be liable to prosecution for copyright infringement. This institution reserves the right to refuse to accept a copy order if, in its judgment, fulfillment of the order would involve violation of copyright law. Donors of many of the collections housed in the Kennedy Library also donate copyright to the United States government, effectively transferring their letters and documents to the public domain. However, copyright in documents located within these collections that are written by other individuals generally remains with the writer or creator for his lifetime plus 50 years. The copyright law extends its protection to unpublished works from the moment of creation in a tangible form. Direct any questions concerning copy- right to the reference staff. 1.11 Research grants and fellowships The John F. Kennedy Library Foundation, a private, nonprofit, educational organization, administers and funds a number of programs for the John F. Kennedy Library. Scholars and students are invited to apply for support for their research and use of the archival, manuscript, and audiovisual holdings of the library under the following programs. Only one grant or fellowship application per person can be submitted in a given year. An application form and instructions follow. Marjorie Kovler Fellowship: One per year. Stipend of $3,500. Preference is given to research in the area of foreign intelligence and the Presidency or a related topic. Application deadline February 15. Fellowship announced April 20. Abba P. Schwartz Fellowship: One per year. Stipend of $3,500. Preference is given to research on immigration, naturalization, or refugee policy. Application deadline February 15. Fellowship announced May 1. Theodore C. Sorensen Fellowship: One per year. Stipend of $5,000. Preference is given to research on domestic policy, political journalism, polling, or press relations. Application deadline February 15. Fellowship announced May 10. Kennedy Research Grants: Several per year. Stipends range from $500 to $1,500. Proposals can be on any topic relating to the Kennedy period or requiring the use of Kennedy Library holdings. Preference is given to dissertation research by Ph.D. candidates, research in recently opened or relatively unused collections, and the preparation of recent dissertations for publication, but all proposals are welcome. Application deadlines February 15 for spring grants, August 15 for fall grants. Awards announced April 15 and October 15. Hemingway Research Grants: Several per year. Stipends range from $200 to $1,000. Awarded to scholars who require the use of the Ernest Hemingway Collection. Preference is given to dissertation research by Ph.D. candidates and to research in recently opened or relatively unused portions of the collection, but all proposals are welcome. Application deadlines February 15 for spring grants, August 15 for fall grants. Awards announced April 20 and October 20. Research Grants and Fellowships Application Procedures To apply for a research grant or a fellowship, submit the form on the next page accompanied by a brief proposal (three to four pages) in the form of a letter describing the planned research, its significance, the intended audience, and expected outcome; a pro- ject budget; and vita. List the collections in the Kennedy Library and other institutions which you plan to use. Describe how the funds will be applied, other fellowships or grants that will sup- port the project and whether matching funds are available to you from your institution or elsewhere. Preference is given to pro- jects not supported by large grants from other institutions. Describe your qualifications and similar research projects you have undertaken. Estimate your costs for accommodations, meals, and incidentals in Boston at $100 per day. For further information, please contact: Chief Archivist John F. Kennedy Library Columbia Point Boston, MA 02125-3313 Telephone: (617) 929-4533 JOHN F. KENNEDY LIBRARY FOUNDATION APPLICATION FOR FELLOWSHIP OR GRANT Award Applying for: Name: Address: Telephone: Academic Degree: Institution: Year: Current position and institutional affiliation: List three academic references (name, title, institution, address, telephone): 1. 2. 3. Title of research project: Intended product of research: Name of archivist contacted at Kennedy Library: Amount requested: Anticipated date of arrival: Other grants supporting this research: Signature: Date: Please attach your proposal, budget, and vita to this form. 1.12 John F. Kennedy Library Interlibrary Loan Policy and Procedures Materials Loaned The Kennedy Library loans oral history transcripts, cassette tapes and transcripts of Presidential recordings, a guide to the Ernest Hemingway Collection, the Taylor Report on the Bay of Pigs invasion, and at the discretion of the librarian, duplicate copies of books. Archives, manuscripts, and single copies of books, theses, dissertations, and microfilm are not loaned. Loans are made through institutions only, not directly to individual researchers. Quantity Loaned As many as eight individual items may be requested per researcher at one time. No further interlibrary loans are made for the same researcher until the Kennedy Library receives written notification of intent to return previously loaned items from the borrowing institution. Loan Period Loans are made for a period of two weeks from receipt at the borrowing institution. Renewals are available on written or telephone request (617-929-4535, FAX 617-929-4538) if the item is not in demand by another researcher. Restrictions Loaned materials are to be used in the library of the borrowing institution only. Presidential recordings cassettes and transcripts may be checked out or duplicated by researchers. Other restrictions are indicated in the front of each oral history transcript. Photocopying Transcripts in which copyrights have been donated to the U.S. government or to the John F. Kennedy Library may be duplicated in whole or in part. Transcripts in which the donors have retained copyright are subject to the fair use limitations of the Copyright Law of the United States or further restrictions indicated in the front of interview transcripts. "Permission Required" Interviews The researcher must obtain written permission from the donor to use a transcript marked "Permission Required" in the library's guide to holdings. Forms to request permission are available from the library and may be photocopied from Historical Materials in the John Fitzgerald Kennedy Library. The Kennedy Library does not act as an agent in obtaining permission from donors. Please send interlibrary loan requests on an American Library Association approved form to: JOHN F. KENNEDY LIBRARY INTERLIBRARY LOANS COLUMBIA POINT BOSTON, MA 02125 1.13 John F. Kennedy Library Presidential Recordings Mail Order Form There is a minimum charge of $5.00 for mail orders. Orders are sent via UPS and must be prepaid. Please send a check or money order made payable to the "National Archives Trust Fund (NLK)" for the cost of the items plus 15% postage and handling charge to: John F. Kennedy Library Presidential Recordings Columbia Point Boston, MA 02125 [Foreign orders must include 30% for postage and handling and be paid in U.S. currency through an international money order or a check drawn on a bank that has a branch in the United States]. Number Total Cost Cuban Missile Crisis Meetings, October 16, 1962 Transcript @ $15.00 _________ _________ Cassette @ $ 3.00 _________ _________ Cuban Missile Crisis Meetings, October 27, 1962 Transcript @ $15.00 _________ _________ Integration of the University of Mississippi, 1962 Transcript @ $10.00 _________ _________ Cassettes @ $12.00 _________ _________ Civil Rights, 1963 Cassettes (9), logs and transcripts @ $37.00 _________ _________ Winning Senate Support for the Nuclear Test Ban Treaty, 1963 Transcript @ $ 7.00 _________ ________ Cassette @ $ 3.00 _________ ________ Tax Cut Proposals of 1962-1963 Transcripts @ $15.00 _________ ________ Cassettes @ $21.00 _________ ________ Kennedy-Shriver Conversation on the Peace Corps, April 2, 1963 Transcript @ $ 1.00 _________ ________ Cassette @ $ 3.00 _________ ________ Railroad Work Rules Dispute, 1963 Cassettes (4), logs and transcript @ $23.00 _________ ________ Subtotal: _________ Shipping: _________ Total Enclosed: ____________ Name: Street: City: State: Zip: 1.14 RESEARCH USE OF THE PERSONAL PAPERS OF of has requested to use my collection of papers in the John F. Kennedy Library in connection with research on: My instructions in this matter are as follows: General Access _______ Applicant has my permission to see and take notes from the papers. _______ Application to see the papers is denied. Citation _______ Applicant may cite the papers in subsequent writings and publications. _______ Applicant may not cite the papers without my written permission. Quotation _______ Applicant may quote from the papers in subsequent writings and publications. _______ Applicant may not quote from the papers without my prior written permission. Reproduction _______ The Kennedy Library may make copies of selected material from my papers for the researcher. _______ The Kennedy Library may not make copies from my papers for the researcher. Additional Preferences: Donor: Applicant: Signed: _______________________ Signed: ______________________ Date: _______________________ Date: ______________________ Please return this completed form directly to: REFERENCE DEPARTMENT JOHN F. KENNEDY LIBRARY COLUMBIA POINT BOSTON, MA 02125 1.15 RESEARCH USE OF THE ORAL HISTORY TRANSCRIPT OF of has requested to use my oral history transcript in the John F. Kennedy Library in connection with research on: My instructions in this matter are as follows: General Access _______ Applicant has my permission to see the transcript. _______ Application to see the transcript is denied. Note Taking _______ Applicant may take notes on the transcript. _______ Applicant may not take notes on the transcript. Citation _______ Applicant may cite the transcript in subsequent writings. _______ Applicant may not cite the transcript without my prior written permission. Quotation _______ Applicant may quote passages from the transcript in subsequent writings. _______ Applicant may not quote passages from the transcript without my prior written permission. Reproduction _______ The Kennedy Library may make copies of the entire transcript. _______ The Kennedy Library may make copies of passages from the transcript. _______ The Kennedy Library may not make copies of the entire transcript or passages. Interlibrary Loan _______ The Kennedy Library may loan the transcript to a library of the researcher's choice. _______ The Kennedy Library may loan the transcript only to a National Archives facility. _______ The Kennedy Library may not loan the interview. Donor: Applicant: Signed: _______________________ Signed: _____________________ Date: _______________________ Date: _____________________ Please return this completed form directly to: REFERENCE DEPARTMENT JOHN F. KENNEDY LIBRARY COLUMBIA POINT BOSTON, MA 02125