In 1954, shortly before the official merger between HIAS and the United Service for New Americans (USNA), Mildred Tuffield, a files consultant, was hired to survey the file systems in use by both agencies.
Tuffield’s general findings included the fact that “each agency [has] a departmentalized structure organized along functional lines”, and then went on to say that the Survey and Report on HIAS/USNA Files Integration, “had to concern itself with the major problems of the central records used by all departments”.
10 pages of the report deal with the system each agency used to maintain their case files prior to the merger; 5 pages deal with their respective systems for indexing and filing what Tuffield refers to as “General Files” – files that we refer to as “Administrative Files”; these would have been the files maintained by the central filing department, separate (although often duplicative of) individual department files. Subject headings included Executive Overseas Files, US Branch Files, Congregations and Federations.
While there were many specifics in the 15 pages of Tuffield’s report, she advises in her cover letter, above, that a staff committee be appointed immediately, with representation from both agencies, to negotiate a records merger plan.
There are just a few boxes of files from just after the merger in the 1950s that have become part of the HIAS archives project, and these early files, so far, are scattered through the US Operations department in New York, and in some of the files from the Paris office. (Many more of the USNA and HIAS files from this era can be found in the HIAS collections at YIVO.) I recently completed the processing of European Personnel and Administrative files from the HIAS office in Geneva, and many of those files begin at the time of the merger in 1954, so it is not possible to directly compare indexing systems from before and after. I would guess, however, that Tuffield’s recommendations were followed, and ultimately were successful in categorizing at the very least the documents and files created post-merger.