IV. Service, loan copies and exchanges: 1. Partial, general, and special; 2. National; 3. International, special; 4. International, scientific. The subject of “International Exchanges" was briefly reviewed, and the following resolution was passed: It is desirable to promote further developments of international exchange service, especially in obtaining frequent dispatch, in increasing the number of countries taking part in the international convention, and in providing for gratuitous transmission of all correspondence relative to request for exchanges, to the receipts for publications and to their return. It is especially desirable to admit free or beneficial associations and institutions to such exchange. It is desirable that the Smithsonian Institution, the initiator of the service of international exchanges, should itself promote the revision of the international convention of 1885 for the purpose of realizing these improvements. The congress officially visited the Congo Museum at Tervueren and closed with a banquet on the evening of August 27. The Congress of Archivists and Librarians, second to assemble, but first in point of numbers and scope, met at Brussels from Sunday, August 28, through Wednesday, August 31, under the auspices of the Association of the Belgian Archivists and Librarians, M. Louis Stainier, administrator-inspector of the Royal Library of Belgium, being the official in charge of the preliminary preparations. The printed list showed 18 countries represented by national commissions (with especial reference to archives), 12 countries represented by official delegates, delegations from 9 Belgian learned societies, 49 libraries and other institutions entered on the registry and 389 individual names, these last, of course, representing the personnel of the representative delegations as well as individual members. These 389 enrolled participants represented 21 different countries, including, besides the United States, England, Canada, Germany, France, Belgium, Holland, Austria, Hungary, Spain, Switzerland, Portugal, Russia, Italy, Brazil, Cuba, Denmark, Sweden Norway, Luxemburg, and Monaco. This congress was convened on the afternoon of the 28th of August with addresses of welcome, and immediately divided into two sections, the archivists and the librarians, which held separate meetings. My time was largely devoted to the library section, and the discussions relating particularly to library methods included cataloguing, classification, and the placing of books upon the shelves. My paper on the International Exchange Service, having been printed in advance and distributed, was read by title. This paper is as follows: There is no more important subject to be discussed at the Congrès International des Archivistes et des Bibliothecaires than that of the international exchanges, as the value of that service to libraries can not be overestimated. The time has come when the scientific and learned institutions, the public, the research workers, and the students of literature demand the scientific and literary publications of the world. Considering the question "Dans quel sens a-t-il lieu de réorganiser et d'étendre le service des échanges internationaux" from an American point of view, it does not appear that reorganization is what is needed, for a system of international exchanges working with the hearty cooperation of all nations has not yet ever been developed on the lines of the existing conventions. The present international exchange service is operating under two conventions made between certain powers, and the work is based upon them. One of these, signed at Brussels in 1886 and officially proclaimed in 1889, made provision for the exchange of official documents and scientific and literary publications. The other, which was concluded and proclaimed at the same time, provided for the immediate exchange of the official journal, as well as of the parliamentary annals and documents of the contracting parties. The conventions were broadly worded and allowed for the adherence of other states than those that became signatories at the time. The signers were the plenipotentiaries of the United States of America, Belgium, Brazil, Italy, Portugal and the Algarves, Servia, Spain, and the Swiss Confederation. Later the Argentine Republic, Paraguay, and Uraguay signified their adherence, while Bolivia, Chile, Colombia, Costa Rica, France, Liberia, the Netherlands, New South Wales, Peru, Queensland, and Russia have established international exchange bureaus without, however, giving their formal adherence to the conventions. From this it will be seen that there are eleven states that have adhered to the conventions and an equal number that have established bureaus without adherence, while Great Britain, Germany, and the other countries contribute no funds toward the organization of this movement. It is therefore obvious that under the existing conditions it is not reorganization but organization that is needed, and this may readily be accomplished under the conventions now in force, as they form a firm foundation for a great international institution. The provisions in these conventions made twenty years ago may need revision in order to conform to recent international advancement, and it is possible that the powers that have already agreed to the conventions and lent their support might be willing to reopen them, provided that the powers that have not come in are willing to join in the organization of an international exchange service. The international exchanges as now carried on are of two classes-scientific and literary publications and official Government publications. The first named of these is of the utmost importance to the cause of education, both scholastic and technical, which the present service has materially advanced by enabling individuals and institutions of learning to disseminate knowledge without restriction and practically without cost to themselves. The scientific institutions are appreciating more and more the fact that their endowments are entirely inadequate to provide for the many calls made upon them, and if in addition to printing their own publications they should have to purchase those of foreign institutions and pay the cost of transportation it would mean that some part of their work would have to be abandoned. It is therefore to a system of international exchanges that they must look for relief in this matter. The Government exchanges are necessary in order that Governments may ascertain what is being accomplished along similar lines in other countries, and as such publications are issued at the expense of the Governments they should also be distributed at their expense. The International Exchange Service of the United States is under the direction of the Smithsonian Institution, and was originally inaugurated for the purpose of transmitting publications presented by institutions and individuals in the United States to correspondents abroad, in exchange for like contributions from such recipients, as one of the most efficient means for the "diffusion of knowledge among men," and the entire expense, including that for the exchange of documents published by the Government from 1850 to 1881, was paid from the private funds of the Institution. Through the action of Congress, upon recommendation of the Department of State, the Smithsonian Institution is recognized by the United States Government as the American agency for the international exchange of governmental, scientific, and literary publications. By the congressional resolutions passed in 1867 and 1901 a certain number of United States Government publications are set aside for exchange with those of foreign countries, to be sent regularly to designated depositories. In accordance with those resolutions there are now forwarded abroad 55 full sets of United States official publications and 33 partial sets; the official journal of the proceedings of Congress, the Congressional Record, is transmitted by mail daily to each of the Parliaments that is willing to reciprocate. During the fiscal year ending June 30, 1909, the number of packages forwarded through the international exchanges of the United States amounted to 228,875. These packages were sent direct from this country to the one for which they were intended, and from long experience this has been found to be the quickest and most satisfactory method. During the last year nearly 2,000 boxes were shipped in this way without the loss of a single consignment. Shipments are made regularly at least once a month, should the sending be but one package, and to the larger countries every week. A card index is kept of all correspondents, and upon these cards are recorded the packages sent and received by each institution and individual. There are now in the United States 3,900 institutions and 8,000 individuals recorded in this index, while the foreign institutions number 16,500 and individuals 34,232. A list of the foreign societies and institutions is published from time to time under the title of "International exchange list," the latest issue being that of 1904. The public documents received from abroad in exchange are placed in the Library of Congress. The publications received from the scientific and learned societies and institutions of the world form an important part of the Library of the Smithsonian Institution, and while these remain the property of the Institution they are in great part deposited in the Library of Congress. The needs of the international exchanges under present conditions may be summarized as follows: The adherence of all the civilized nations of the world to the present conventions. The members of the Congress of Archivists and Librarians can do much to further the movement by lending their efforts to arouse the interest of the scientific and literary institutions and societies and governmental authorities in their respective countries, to the end that official action may be taken. The scientific institutions and societies of each country should examine the workings of the international exchange system and solicit exchange of publications from like societies abroad, using the service as a medium of transmission. Governments should provide a sufficient number of sets of their official publications for exchange purposes in order that each country may have a full set if desired, and in addition there should be copies of the official journals of the Parliaments, or similar bodies, for the interparliamentary exchanges. Bureaus already established, as well as those to be established, should be granted an appropriation that will allow the carrying out in full of the stipulations of the conventions. A well-paid and energetic staff with a well-equipped office would insure expeditious work and prompt delivery. The present facilities for rapid transportation would be greatly increased by each international exchange office having the franking privilege, such as is allowed in the United States, and the granting of special concessions by the postal authorities, through the International Postal Union, which could possibly be arranged should every nation become a party to the present conventions. The international exchanges should be extended to every quarter of the globe, and efforts should be made to bring the powers to realize the necessity of perfecting an institution already established which has for its object the "increase and diffusion of knowledge among men." I gave a résumé of the contents of the above paper and was asked for some resolution which could be passed by the congress incorporating a suggestion contained in the paper “that the members of the Congress of Archivists and Librarians could do much to further the movement by lending their efforts to arouse the interest of the scientific and literary institutions and societies and governmental authorities in their respective countries, to the end that official action may be taken." The resolution was presented in English, translated into French, and again translated into English, and appears as follows in the Library Journal: That the scientific and literary institutions, as well as the governmental authorities of all countries, should unite their efforts to obtain the official provision for international exchanges.-VI. Q. 7. International Exchanges (Paul Brockett, Washington). Regarding the use of the exchange service by private institutions, M. Langlois, Bibliothécaire-en-chef de l'Institut Catholique, of Paris, having experienced some difficulty in sending packages from France, presented the following resolution: That the international exchanges should be accorded, liberally and in the interest of all workers, to establishments of private initiative (libraries of free institutions and learned societies), which conform to the general regulations and provide reciprocity.-VII. Q. 7. (M. Langlois, Paris, as amended by M. Grosjean, Bruxelles.) I had with me a copy of Article VII of the conventions of 1886, in both English and French, which was read: ART. VII. The bureaus of exchange will serve, in an official capacity, as intermediaries between the learned bodies and literary and scientific societies, etc., of the contracting States for the reception and transmission of their publications. It remains, however, well understood that, in such case, the duty of the bureaus of exchange will be confined to the free transmission of the works exchanged, and that these bureaus will not in any manner take the initiative to bring about the establishment of such relations. One more resolution was presented: That the service of international exchanges should be developed in the most complete manner in the participating countries, and that like organizations should be created in the other States.-VIII. Q. 7. (M. Sury, Bruxelles.) In connection with attending this congress permission was given me to visit the principal libraries of London, Paris, and Berlin, and observations were made and are contained in a series of notes taken down at the time for reference in the Smithsonian Library. When the libraries were closed, I occupied my time in visiting the museums, taking notes of methods, etc. Respectfully submitted. Dr. CHARLES D. WALCOTT, Secretary of the Smithsonian Institution. PAUL BROCKETT, Assistant Librarian. REPORT OF THE EXECUTIVE COMMITTEE OF THE BOARD OF REGENTS OF THE SMITHSONIAN INSTITUTION FOR THE YEAR ENDING JUNE 30, 1911. To the Board of Regents of the Smithsonian Institution: Your executive committee respectfully submits the following report in relation to the funds, receipts, and disbursements of the Institution, and a statement of the appropriations by Congress for the National Museum, the International Exchanges, the Bureau of American Ethnology, the National Zoological Park, the Astrophysical Observatory, and the International Catalogue of Scientific Litcrature for the year ending June 30, 1911, together with balances of previous appropriations. SMITHSONIAN INSTITUTION. Condition of the fund July 1, 1911. The permanent fund of the Institution and the sources from which it has been derived are as follows: Part of residuary legacy of Thomas G. Hodgkins, 1894- Residuary legacy of Thomas G. Hodgkins____ Total amount of fund in the United States Treasury. 500.00 51,500.00 200, 000. 00 8,000.00 25,000.00 7,918. 69 944, 918. 69 OTHER RESOURCES. Registered and guaranteed bonds of the West Shore Railroad Co., part of legacy of Thomas G. Hodgkins (par value)__. Total permanent fund- 42, 000. 00 986, 918. 69 Also four small pieces of real estate bequeathed by Robert Stanton Avery, of Washington, D. C. |