Office of the Secretary records, 1866-2004

Creator:

Columbia University. Office of the Secretary

Extent:

98.42 linear feet 29 record cartons, 47 document boxes, 1 half document box (48.82 LF) (Series I-X, processed)

Language:

English .

Scope and content:

This collection consists of the records of the Office of the Secretary: Trustee materials and minutes, agreements, trustee biographical files, honor and prizes files, by-laws and statutes, reports, publications, and correspondence.

Biographical / historical:

The title of University Secretary was created by President Seth Low to more accurately describe the work of his personal secretary, William H.H. Beebe, in 1895. As part of the Low's reorganization of Columbia College into Columbia University, the University Secretary managed the business of the new university, communicating with the new University Council, the faculties, the administrative boards, and the Board of Trustees. Over the years, the role of the Secretary evolved to serve as custodians of the University documents and records and keepers of the charters and statutes. The Office has also coordinated public ceremonies (awards, graduations, etc.) and overseen honorary degrees and other university awards. They serve as the main liaison with the Board of Trustees.

William H.H. Beebe (1895-1902), Frederick P. Keppel (1902-1910), Frank D. Fackenthal (1910-1937), Philip M. Hayden (1937-1949), Richard Herpers (1949-1961), Edward McMenamin (1961-1971), Marion E. Jemmott (Acting 1972-1978, Secretary 1978-1988), Corinne Reider (1988-1996), DiAnn K. Pierce (Acting 1996), R. Keith Walton (1996-2007) and Jerome Davis (2007 to present (2021)).

Processing information:

This collection was processed by Jocelyn Wilk in 2004, including some updating of previously processed materials: Series I by Claudia Howell, 2001; Series III by Raju Mann, 1999; and Sub-series V.3 by Marilyn Petit, 2002. Series IX was processed by Jocelyn Wilk in 2006. Series X was processed by Jennifer Ulrich in 2005.

Arrangement:

This collection is arranged in ten series.

Accruals:

Additions are expected.

Materials have been added to the collection since this finding aid was prepared. Contact uarchives@columbia.edu for more information.

Rules or conventions:

Describing Archives: A Content Standard

Access and use

Restrictions:

All administrative records of the University are restricted for 25 years from the date of creation. Trustee materials are closed for 50 years after their creation.

The RBML cannot provide access to original time-based media material which has not been first been reformatted for preservation. Researchers are welcome to examine archival time-based media items and decide whether they wish to place an order for Audio/Video reformatting. If copyright and/or condition restrictions apply, it may not be possible to digitize a requested item. Please note that A/V reformatting is handled by an outside vendor and typically takes 6-8 weeks.

The following boxes are located offsite: Series II, IV-IX. You will need to request this material from the Rare Book and Manuscript Library at least three business in advance to use the collection in the Rare Book and Manuscript Library reading room.

Terms of access:

Reproductions may be made for research purposes. The RBML maintains ownership of the physical material only. Copyright remains with the creator and his/her heirs. The responsibility to secure copyright permission rests with the patron.

Preferred citation:: Identification of specific item; Date (if known); Office of the Secretary records; Box and Folder; University Archives, Rare Book & Manuscript Library, Columbia University Libraries.

Location of this collection:: Columbia University Archives

University Archives Home Page
6th Floor East Butler Library
535 West 114th Street
New York, NY 10027, USA
Before you visit:: Researchers interested in viewing materials in the RBML reading room must must book an appointment at least 7 days in advance. To make the most of your visit, be sure to request your desired materials before booking your appointment, as researchers are limited to 5 items per day.

Contact:: uarchives@columbia.edu

Collection