University of Georgia Special Collections Libraries
University of Georgia Libraries

Finding Aid for UGA 92-196 & UGA 92-185
John Dixon Bolton Papers, 1900-1965

Organization

Work was started on the organization of the J.D. Bolton collection in October of 1979. After an examination of the 67 file drawers, 2 transfiles, 3 Record Containers and 1 Hollinger Box, and the materials which these diverse containers held, it was noticed that the collection had probably reached the Records Management Department/ Archives untouched (in terms of provenance) since removal from active service in the Comptroller’s Office.

It was also noticed that diverse document classification were retired piecemeal such that the inactive became merely a physical repository for documents. Although there were pockets of order here and there, there was no unifying organizational scheme which might have given the collection some coherency.

These observations having been made, it remained to decide whether to maintain the existing provenance of the collection or to reorganize the materials to make them more accessible to researchers. While it is true that the provenance as received could possibly have been maintained by the employment of an cross-referencing system, it was felt that the size (over 107 cubic feet) of the collection rendered the task of file-by-file cross-referencing unworkable. However, for those interested in examining the original provenance of file folders as received by this Department, Schedules I, II, & IV of the J.D. Bolton Papers-Organizational Materials Folder (in Hollinger Box 2) have been compiled to reflect the original state of the collection.

Once the decision to reorganize had been made, an organizational scheme had to be selected or fabricated and then applied to the collection. The structural framework which eventually emerged was chiefly derived from the system used by the Records Management Division of the Division of Business and Finance, University of Georgia. It was this source which provided the most basic divisions, which are as follows (1) Financial Materials (2) Administrative Materials (3) Personnel Materials (4) Board of Regents Materials.

Once these basic categories had been chosen, the unique character of the collection began to assert itself. Although J.D. Bolton was only Treasurer/ Comptroller from 1933-65, the temporal range of records runs as early as 1913, and as late as 1969. This temporal range encompasses the office of Bolton’s predecessor, Thomas Reed, as well as his successor, Joseph Broadhurst. An examination of these two extremes will give one a fair idea of the growth of the duties of Comptroller during Bolton’s tenure. In fact, the office became so complex that it became necessary to restructure and fragment its responsibilities under the Division of Business and Finance in the late 1960’s and early 1970’s.

As if dichotomy between the office (Comptroller) as it existed under Bolton and the office (Vice President for Business and Finance) as it exists today is not confusing enough, there are two types of documents in the Bolton Collection which are separate from the official papers of his office. These are his personal papers and materials from the Athletic Association. In the case of the former, the material was organized into a separate correspondence subject file, while the latter group was treated in the same fashion as the Comptroller’s papers, albeit separately.

Before concluding, a word should be said about the materials in the Hollinger Boxes and the blueprints. The reasons for each of the Hollinger Boxes are different. The contents of Box 2 are those documents essential to a full understanding of the Collection or else items of special interest which have been relocated for ease of access. The size prevented their integration into the main body of the collection. These records found on Box 7 were placed there as they are not university documents, merely state records from the tenure of Thomas Reed. In Box 4, one can find the few records not disposed of from the Voucher/ Deposit/Receipts section of the Financial Records.

The reasons for relocation of the oversized blueprints were (1) to allow for flat storage and preservation, and (2) to allow for ease of access in a central location.

In conclusion, perhaps the best way to get an organizational overview of the collection as a whole is by examining the outline which follows:

J.D. BOLTON PAPERS – ORGANIZATIONAL OUTLINE

I. Financial Materials

A. Budgetary Materials

  1. Budget Amendments
  2. Budget Materials (Bolton Office Classification)
  3. Annual Budget
  4. Departmental Budgets
  5. Bound Budgets
  6. Quarterly Budget Requests (I)
  7. State Budget Allotment
  8. Budget Analysis
  9. Black Book Materials
  10. Quarterly Budget Requests (II)
  11. Budget Miscellany

B. Audit/Analysis Materials

  1. Financial Reports
  2. Audit Reports
  3. Monthly Progress Reports
  4. Sales and Services Reports
  5. Sales and Use Tax Reports
  6. Annual Reports
  7. Balance Sheet Reports
  8. Statements of Cash Position
  9. Salary Analysis Materials

C. Deposits/ Vouchers/ Receipts

  1. Miscellaneous Purchasing Correspondence

II. Administrative Materials

A. Contracts and Contractual Materials

  1. Miscellaneous Contracts
  2. Personnel Contracts

B. Departmental Administration

  1. Agricultural Materials
  2. Other Departmental

C. Miscellaneous Administration/ Administrative Correspondence Files

III. Personnel Materials

A. General Faculty/Staff

  1. Miscellaneous
  2. State Security Questionnaires/ Loyalty Oaths

B. Salary Materials

C. Personnel Subject File

IV. Board of Regents Materials

A. Physical Properties

B. State and/or Federal Agencies

C. Financial Institution Correspondence

D. Financial Aid

E. General Regents Administration

F. Oversized Blueprints and Plans

Special Collections

I. Athletic Association (organized accordingly to preceding organizational outline)

II. Personal Papers (organized as a correspondence subject file)

Processed and Prepared by Edward G. Head, Jr. and Diane Roberts-August 1980. Electronic version perpared by Emily Liss and Gilbert Head-October 2003. Online version: Carol Bishop.