HIAS and the Floating Department

One of the complexities of processing an institutional collection is that the institutions themselves do not function with the intent of making life easy for future archivists (shockingly enough). While the goal of the archivists processing this type of collection is to represent the internal organization of the institution as clearly as possible, sometimes organizations can become so complex that archivists must make difficult editorial choices in the name of accessibility and ease of use.

As I have previously discussed on this blog, HIAS—typically in cooperation with the Department of State and the UJA-Federation of New York—awarded grants to Jewish organizations across the country, which in turn used the money to resettle refugees. It was the Matching Grants Department which handled and kept careful record of that money.

Matching Grants comes across as a department that rather intentionally made itself difficult to trace. It would be reasonable to assume that Matching Grants existed within the Grant Management Department, which itself was situated within the Finance Department. However, that assumption would be incorrect.

Before 1993, Matching Grants was handled by an organization outside of HIAS; between 1993 and 2000, Matching Grants existed as its own department, separate from both Grant Management and US Operations; after the year 2000, Matching Grants existed under the umbrella of US Operations, a department which handles refugee resettlement. Complicating the picture is the fact that the staff names and handwritings attached to Matching Grants papers remained stable, even as the department floated around the HIAS organizational structure.

To represent this movement in the collection and finding aid, while aligned with the goals and practices of processing a large institutional collection, would prove confusing and unintuitive for future researchers. Therefore, we made the decision to organize Matching Grants into the Finance Series, as the vast majority of materials from Matching Grants are financial in nature.

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