Coast Defense / Harbor Defense Info Search at the National Archives

Last update: 1311

Tired of re-inventing the wheel every time you do research at the National Archives. This site is dedicated to those who enjoy diging out the forgotten facts dealing with Coast Defense and finding out new (to this generation) facts and not necessarily retracing the path of someone else. Time is too valuable. Current procedures are explained by Mr Joel Eastman, CDSG, Mr. Boiling Smith, CDSG and myself. Any data within {.......} may be in the old system (era 1960s-1970s), but, hopefully can be readily converted to use on Reference Service Slips. IF ONLY's; ..... If only I kept better documentation of my visits, If only I kept copies of reference request slips. ..... If only I could read my writing after 30 years. If only SOB, SoB, soB! Additions, corrections or comments are VERY helpfull and are welcome! Please contact Marty Dwyer, martyk9 @ webtv.net NOTE: To send me an e-mail, please delete the two spaces in the above address. Thank you!

The US National Archives in the Washington, DC, area are divided between the Downtown Archives (I) and College Park Archives (II). The point of division for records constantly change and varies for different records, but generally records after World War I are at Archives II. Archives II is on Adelphi Road, off New Hampshire Ave, near College Park, Md. www.nara.gov/nara/dc/Archives2_directions.html . There is a regular shuttle bus between Archives I and Archives II

Procedures for Using the National Archives of the US.

National Archives I First time users:

National Archives II First time users: As you approach the parking garage, a Security Guard will direct researchers to the second entrance. At the second entrance another Security Guard will give you a one day parking pass (free or fee ?) to hang on the mirror of your vehicle. As you enter the building go to the Registration Room on the right. Although it does not officially open until 8:45, after 8:30 employees will issue you a photo ID (machine-readable code on back). Any notes you wish to take with you MUST be stamped in the Registration Room . Across from the Regstration Room is an elevator to the basement where there are lockers and restrooms. The lockers require a quarter, but return it when you leave. The corridor next to the registration Room leads to the cafeteria, more restrooms, a snack shop & vending machines. Archives entrance is directly across from the Registration Room. A Guard will check you in & out via your ID card. The guard also inspects everything you are carrying. After passing through security you will find elevators and stairs leading to the research rooms. Next to the elevators is the Cashier's Office where you can purchase and add money to a copy card or pay for cartographic copies with cash, check or credit card. Various areas you can visit are: Textural Records, Cartographic, Motion Pictures, Still photo and Modern Military Room. You have to check in at each room you visit. On the desk are staples, paper clips, pencils (recommend bringing a mechanical penciil (ink pens are FORBIDDEN!), pencil sharpeners, paper and long strips of paper you can use to identify pages you want to copy. Textural Records: You have to sign in at the main desk against the window directly in front of the main entrance. If you have ordered records in advance, they are picked up at the desk diagonally across from the main desk by identifying yourself. You sign and date the front of a slip and initial the back of the slip with the time and date. When you return the the records, they will ask you to write the time and initial the back of the slip again and will ask if you are through with the records. They will save records for three days. If you order a large number of records, they will be brought out on a cart. Select a table to work on; you can leave the boxes, or your cart, and your notes there. The first time you go to photocopy, take the complete box with documents you want copied identified by the long strips of paper to the main desk for approval. If the material was classified a staff member will prepare a small square of paper with a declassification number and a strip of tape. This number must be placed on the copier window each time you use it. Return the archive box to you table, remove the folder and go stand in line for the next available copier. From then on, just bring the the folder and identified documents to the desk for permission to copy. To copy normally, select TEXT, to copy a carbon sheet select AUTOMATIC and for photo select PHOTO. The room where you drop off request sheets also has finding aids you can consult to determine what to order. There are binders for each record group. By going through these you can find files of interest and fill out a request form. You need to record the record group, the location number (area, shelf, compartment), the entry number and the Box number or a decimal number. This can be a little confusing at first, but a staff member will point out the information in the finding aid.

Cartographic Records: It is on the third floor and is very easy to use. Ask for the finding aid for your RG, Pick out the drawings you want and write down the drawer number, sheet number, and individual page number (if more than one). Fill out the request form and submit. You can make request of ten large drawings per day. The staff member will make out a statement that you take to the Cashier's Office on the first floor, you pay, get a receipt which you take back to Cartographics.

Motion pictures: The room on the fourth floor is easy to use. The films are grouped together on master videotapes. You use the finding aid to locate the master video, place it in a VCR, locte the film you want. Once you have located several films you want to copy and stopped them at the begining of each film on the master, reserve a dubbing station and purchase a video tape at the desk in front of the dubbing station on the left side of the room. Place your blank tape in the machine and play each master video in turn.

Still Photos: They are located on the fifth floor, is somewhat more complicated. They have verticle files with a subject index at the begining, including one on forts, which will lead you to specific collections and albums. They also have a huge collection of 3x5 cards. You use it like a library (old library) card catalog, writing down the number of each photo. You then use a locator aid on top of the verticle files to locate the box number, for example, army photos are in 111-SC; they are divided into two chronological groupings, WWi era and WW2 era. You write down the photo number for an army photo, then go to the 111-SC locator aid, look for that number and write down the box number. Fill out a request slip for each box, unless they are in consecutive order. When boxes are brought to you, use gloves in handling the photos and identify each photo you want copied. You may make photos. There are four camera stands with light in the room. You will need a camera with a close-up lens or macro lens.

Modern Military Room: If you want to speak with an archivist ( free or fee? ) or use their finding aids, sign out a badge (Textural Records), and go to the Modern Military Room. The staff member will let you out of the Textural Records room and the Modern Military Room is directly ahead on the right. Sign in at the desk; the reference area is through a door to the left and the first right. Here they have the same finding aids, but also additional material on some record groups. I did not find the staff very knowledgeable about harbor defense, but they can direct you to the finding aids and answer general questions about ordering records. To return to Textural Records, sign out, bring your request form, and use your badge to re-enter the room by placing it on the black square to the right of the door to unlock it. Sign your badge back in at the desk and submit your request form.

Conclusion When you leave the archives, a security guard will inspect everything you have with you to ensure that you are not removing original records. As a general rule, the staff members are friendly and helpful, and it is always better to comply cheerfully with the request, even those that occasionally appear unnecessary. Every archive box or folder has the potential to contain a document, drawing, map or photo that has not seen the light of day for 50 years, (also no member of the CDSG has ever seen).

National Archives (Northeast Region) First time users: CALL FIRST: by calling a few days before you expect to arrive will ensure the appropriate personnel will be present to assist you.

National Archives RECORD GROUPS: RG #..Office/Bureau/Etc... record years ....................... C.A. Data ........ Pictures of WW2 ....................................................... ? ........ Record of the Committee on Coast Defense: ............. YES 18. Army Air Force; 1903-1964: .......................................... YES 26. US Coast Guard; 1785-1988: ........................................ YES 38. Chief of Naval Operations; 1875-1985: .......................... YES 46. Committee on Armed Services; 1885-1911: ..................... ? 77. Chief of Engineers; 1789-1988: ..................................... YES 80. Dept of the Navy; 1804-1958: ....................................... YES 92. Quartermaster General; 1774-1985: ............................... YES 94. Adjutant Generals Office; 1780-1917: .............................. ? 99. Paymaster General; 1791-1917 ....................................... ? 107. Secretary of War; 1791-1947: ....................................... ? 111. Chief Signal Officer; 1860-1982 ................................... YES 121. Public Buildings Service ............................................... ? 149. Government Printing Office; 1847-1939 ......................... ? 156. Chief of Ordnance; 1997-1968 ..................................... YES 160. HQ, Army Service Forces; 1939-1946: ........................... ? 162. Federal Works Agency ................................................. YES 165. War Dept General & Special Staffs; 1860-1952 ............. YES 168. National Guard Bureau; 1822-1963: ........................... ? 175. Chemical Warfare Service; 1917-1968: ........................... ? 177. Chief of Arms; 1878-1943 ............................................ YES 181. Naval Districts & Shore Estabm; 1784-1981 ................... YES 203. Chief of Finance (Army); 1792-1942 ............................... ? 248. Records of the War Shipping Board ............................... ? 250. Office of War Mobilization & Reconversion ..................... ? 269. General Services Administration .................................... ? 270. War Assets Administration; 1941-1950 ........................... ? 291. Federal Property Service ............................................... ? 319. Army Staff; 1903-1992: ................................................. ? 335. Sect of the Army; 1903-1980 ........................................ ? 337. HQ, Army Ground Forces; 1916-1954: ........................... ? 338. US Army Commands; 1917-1993 .................................. ? 340. Sect of the Air Force; 1928-1966 .................................. ? 341. HQ USAF Staff; 1934-1989; ........................................ ? 357. Maritime Administration; 1939-1976 .............................. ? 391. US Regular Army Mobile Units; 1821-1942 ..................... YES 392. US Army CA Districts and Defenses; 1901-1942 ............ YES 393. S Army Continental Command; 1821-1920 ..................... YES 394. US Army Continental Command; 1920-1942 .................. YES 407. Adjutant General Office; 1917- ; ......................................? 428. Dept of the Navy; 1941-1981 ......................................... ?