New-York Historical Society financial records
Call Number
Date
Creator
Extent
Language of Materials
Abstract
Although the record group does not hold comprehensive records concerning N-YHS's financial history, there are several 19th century records (cash ledgers, mortgagee holdings documentation, bank books, etc.) that provide glimpses into N-YHS's early finances. Also there is extensive financial data (expenses, budgets, investments, etc.) for the late 1980s and early 1990s; though the timeframe is limited, it represents a period when N-YHS faced a severe fiscal crisis and so can provide insight into that pivotal moment in the organization's history. The record group also holds much information about many of N-YHS's special funds (e.g., Harper Fund) and the financial aspects of the Encyclopedia of New York City project.
Arrangement
The record group is organized in five series:
Series I. Investments, 1880s-1993
Series II. General Office Files, 1930s-2005
Series III. Account books, journals & ledgers, 1837-1927, 1958-1993
Series IV. Working files, 1988-1993
Series V. Encyclopedia of New York City Files, 1988-1991
Scope and Contents
Although the record group does not hold comprehensive records concerning N-YHS's financial history, there are several 19th century records (cash ledgers, mortgagee holdings documentation, bank books, etc.) that provide glimpses into N-YHS's early finances. Also there is extensive financial data (expenses, budgets, investments, etc.) for the late 1980s and early 1990s; though the timeframe is limited, it represents a period when N-YHS faced a severe fiscal crisis and so can provide insight into that pivotal moment in the organization's history. The record group also holds much information about many of N-YHS's special funds (e.g., Harper Fund) and the financial aspects of the Encyclopedia of New York City project.
Subjects
Organizations
Genres
Topics
Access Restrictions
Materials in this collection may be stored offsite. For more information on making arrangements to consult them, please visit www.nyhistory.org/library/visit.
Use Restrictions
Taking images of documents from the library collections for reference purposes by using hand-held cameras and in accordance with the library's photography guidelines is encouraged. As an alternative, patrons may request up to 20 images per day from staff. Application to use images from this collection for publication should be made in writing to: Department of Rights and Reproductions, The New-York Historical Society, 170 Central Park West, New York, NY 10024-5194, rightsandrepro@nyhistory.org. Phone: (212) 873-3400 ext. 282.
Copyrights and other proprietary rights may subsist in individuals and entities other than the New-York Historical Society, in which case the patron is responsible for securing permission from those parties. For fuller information about rights and reproductions from N-YHS visit: https://www.nyhistory.org/about/rights-reproductions
Preferred Citation
The collection should be cited as: New-York Historical Society financial records, NYHS-RG 24, New-York Historical Society.
Location of Materials
Immediate Source of Acquisition
Most of the content of the record group was found in the archives at the time of the institutional archives project of 2015-16. The bulk of Series II was transfered to the archives by the Accounting & Finance Department in March 2020.
About this Guide
Processing Information
The record group was processed by archivist Larry Weimer in September 2022.
Repository
Series I. Investments, 1880s-1993, inclusive
Scope and Contents
The series holds some documents related to some of the mortgages, securities and other investments held by N-YHS from the 1880s to the 1940s and then in the early 1990s.
Arrangement
The series is organized in two subseries:
Subseries I.A. Mortgage Investments, 1880s-1944
Subseries I.B. Fiduciary Trust Reports, 1990-1993
Subseries I.A. Mortgage Investments, 1880s-1944, inclusive
Scope and Contents
The subseries holds correspondence and some insurance policies related to N-YHS's investment of its funds in mortgages in the late 19th and early 20th centuries.
Arrangement
The series is arranged in chronological order. Files for the 1930s are further arranged by property/mortgagor, though not etailed in the finding aid.
Investments/mortgage documents, 1880s, inclusive
Investments/mortgage documents, 1890s, inclusive
Insurance policies (24) on properties, 1860s-1890s, inclusive
Investments/mortgage documents, 1900-1908, inclusive
Investments/mortgage documents (2 folders), circa 1913-1928, inclusive
Scope and Contents
These documents were originally inside the front cover of the 1910-27 cash deposits journal (see below folder 33).
Investments/mortgage documents (26 folders), 1928-1944, inclusive
Subseries I.B. Fiduciary Trust Reports, 1990-1993, inclusive
Scope and Contents
The subseries includes the monthly reports received by N-YHS from Fiduciary Trust International, the custodian of the organization's investments/securities holdings. These reports include schedules of investment at month-end, with portfolio characteristics and descriptions of activity in the accounts. Individual reports are present for the General Operating account and for the various segregated special purpose funds.
Arrangement
The subseries is arranged by fund and then chronologically within each fund.
Bryan Principal Fund reports (4 folders), 1990 July-1992 June, inclusive
Bryan Principal Fund (2 folders), 1992 July-1993 June, inclusive
Harper Fund (4 folders), 1990 July-1992 June, inclusive
Harper Fund (2 folders), 1992 July-1993 June, inclusive
Matched Expense Account (2 folders), 1990 July-1992 June, inclusive
Mellon Endowment Fund (4 folders), 1990 July-1992 June, inclusive
Mellon Endowment Fund (2 folders), 1992 July-1993 June, inclusive
Mellon Bridging Fund (2 folders), 1990 July-1992 June, inclusive
General Operating Account (4 folders), 1990 July-1992 June, inclusive
General Operating Account (2 folders), 1992 July-1993 June, inclusive
DeWitt Wallace-Readers Digest Public Education Fund (4 folders), 1990 July-1992 June, inclusive
DeWitt Wallace-Readers Digest Public Education Fund (2 folders), 1992 July-1993 June, inclusive
DeWitt Wallace Endowment Fund (3 folders), 1991 February-1992 June, inclusive
DeWitt Wallace Endowment Fund (2 folders), 1992 July-1993 June, inclusive
Starr Foundation Endowment Fund (3 folders), 1991 April-1992 June, inclusive
Starr Foundation Endowment Fund (2 folders), 1992 July-1993 June, inclusive
Fiduciary Trust reports (16 folders), 1992 September-1993 December, inclusive
Scope and Contents
Includes the original packet of reports from Fiduciary Trust for the period 1992 September-1993 December. These are likely redundant of the above data through June 1993. Some of the packets have additionial documents, such as economic forecasts. At June 1993 there is an additional report from investment consultants, Colonial Consulting.
Series II. General Office Files, 1930s-2005 (bulk 1970s-1990s), inclusive
Scope and Contents
The series includes files compiled by the accounting and finance department primarily related to various endowment and memorial funds established by N-YHS over time. The files hold mostly photocopies of documents, but several files hold originals. Most of the files are somewhat slender, but files that hold a subtantial number of documents include those related to the Bryan Fund, Harper Fund, and Wilbur Fund. The files also hold information about some project grants, including those from the Mellon Foundation, NEH, and others, and audited financial statements from 1985-2004 with some gaps.
Arrangement
The series is arranged roughly by topic with files on the special funds, which make up most of the series, preceding other topics.
General information about N-YHS endowment and memorial funds (14 folders), 1970s-1990s, inclusive
Files on specific endowment and memorial funds (21 folders), 1970s-1990s, inclusive
Scope and Contents
These files include funds named for Waldron Phoenix Belknap (2 folders), Margaret L. Brown, Bryan Fund (6 folders), Levon Hein Chutjian, Thomas S. DaPonte, DeGroot, Edward Delafield, De Menil (2 folders), John DePeyster, Richard Varick Dey, Asher B. Durand, Louis Durr, Goelet, and Goldsmith.
Harper Fund (11 folders), 1950s-1990s, inclusive
Scope and Contents
These files have several original documents about the Fund dating from the 1950s.
Files on specific endowment and memorial funds (34 folders), 1970s-1990s, inclusive
Scope and Contents
Funds includes are those named for Harriman (3 folders), Hearst (3 folders), Hoffman, Ide, John Divine Jones, Leech, LeBoeuf, McKesson, Middledorf, Cornelia Post Mitchell, Doris R. Morton, Muhlenfels, Naval History Society, Orvis, Paltsits, Pell (3 folders), Phoenix, Ruth Samuel (2 folders), Sloan, Slocum, Sons of Rhode Island, Sotheby's, Starr, von Kienbush, Wallace, and Warner.
John J. Watson Fund (2 folders), 1940s-1950s, inclusive
Scope and Contents
These folders hold original 1940s-1950s documents, including correspondence between N-YHS curator Donald Shelley and Eliza Watson.
James B. Wilbur Fund, 1930s, 1990s, inclusive
Scope and Contents
These folder hold original documents from the 1930s re: the related case State of Vermont against Bankers Trust Company, et al.
Mellon Foundation Grants & Matching Funds (12 folders), 1970s-1990s, inclusive
Other Funding Sources (21 folders), 1980s-circa 2005, inclusive
Scope and Contents
Holds files on grants from NEH, NHPRC, state sources, and other grants for some programs and exhibitions.
Reinstatement of Property Tax Exemption (2 folders), 1972-1973, inclusive
Financial Data for Attorney General, 1990s, inclusive
Golden Loan, 1990s, inclusive
Audited Financial Statements (8 folders), 1985-1995, 1997-2000, 2003-2004, inclusive
Scope and Contents
The audited financials for 1994 are not here, but the 1994 year-end figures are in the 1995 report. 1996 and 2001-02 are not here. 1989 also has a copy of the Form 990; that Form is not in the files for any other year.
Various financial statements, 1983-1988, inclusive
Scope and Contents
Informal balance sheets and income statements with various year to year comparisons for 1983-1988
Series III. Account Books, Journals & Ledgers, 1837-1927, 1958-1993, inclusive
Scope and Contents
The series holds several cash account books and other similar accounting records for the 19th century and into the early 20th century. The container list identifies all of these and their date ranges. These early records are not comprehensive and there is a sizable mid-20th century gap in the series. More detailed are reports ranging from the mid 1980s to 1993, especially with respect to budget and actual expenses.
Scope and Contents
The series is arranged roughly in chronological order and by type of accounting record.
Cash accounts/journals (3), 1837-1873, inclusive
"Blotter"/Cash deposits journal, 1910-1927, inclusive
Scope and Contents
This volume held a great number of loose documents related to mortgages inside the front cover; these were moved to separate folders above (#5-6).
Checks, 1838-1839, inclusive
Scope and Contents
A small number of endorsed checks.
Signed receipts for payments from N-YHS, 1837-1840, inclusive
Librarian account book, 1848-1858, inclusive
Accounts with W.W. Blennerhassett (binding), 1855-1856, inclusive
Petty cash account books, 1871-1904, inclusive
Bank books. General Account (2 folders), 1866-1907, inclusive
Bank books. Special accounts (2 folders), 1898-1913, inclusive
Scope and Contents
Holds: Phoenix Fund (1898-1913); Durr Gallery Fund (1903-1913); New York Views Fund (1910-1913); Watson Binding Fund (1910-1913); and De Peyster Memorial Fund (1911-1913).
Bank book & pledge cards. Founders Fund, 1906-1913, inclusive
Subscription receipt books, 1864-1870, inclusive
Scope and Contents
2 books: for a portrait of Luther Bradish (1864-65); for a portrait of Francis L. Hawks (1867-71).
Catalogue account/sales book, 1869-1876, inclusive
Check book. Hudson-Fulton exhibition, 1909-1910, inclusive
Wage book (Payroll), 1916-1920, inclusive
Air conditioning & building renovation fund drive journal, 1961-1970, inclusive
Harper Fund ledgers (2), 1958-1985 (bulk 1970s-1983), inclusive
General ledger, 1982, inclusive
Investment register/ledger (2), 1985, inclusive
Trial balances, 1985, inclusive
Cash receipts journal, 1985, inclusive
Scope and Contents
Provides daily detail of the sources of cash revenue for the calendar year.
Expense by account report and actual vs. budget reports for full year FY1987, 1986-1987, inclusive
Actual vs. Budget monthly reports (4 folders), 1989 October-1992 June, inclusive
Scope and Contents
Not all months are in the folders, but the reports include year-to-date figures. Most or all are focused on Library operations.
Expense vs. budget, general ledger trial, pre-audit financial statements for FY 1991, 1991, inclusive
Actual and budget reports for FY 1991, 1990-1991, inclusive
Actual and budget reports for FY 1992 (4 folders), 1991-1992, inclusive
Actual and budget reports for FY 1993 (3 folders), 1992-1993, inclusive
Deferred income reports, 1990-1992, inclusive
Monthly reports (36 folders), 1990 July-1993 June, inclusive
Scope and Contents
Monthly files with system-generated reports of various financial data.
Series IV. Working Files, 1988-1993, inclusive
Scope and Contents
The series comprises various original files with detailed workpapers estimating expenses, etc., primarily for the early 1990s. These files also hold general information including chart of accounts, billing coding, staff/position lists, etc.
Scope and Contents
The series holds a mix of original files that were found in no particular order.
Working files (2 folders), 1989-1990, inclusive
Working files (42 folders), 1988-1993, inclusive
Series V. Encyclopedia of New York City Files, 1988-1991, inclusive
Scope and Contents
The series holds original administrative working files for the Encyclopedia project, including expense summaries, fundraising, budgets, reports, correspondence, advisory board notes, and NEH application and related materials.
Arrangement
The original files remain in their original order as found in the archives, though there is no apparent order to them.