The records span the years from the AIHP founding in 1941, with continuing additions. They are divided into four series: BACKGROUND MATERIALS, DIRECTOR'S RECORDS, OTHER OFFICERS' RECORDS and 1983 INTERNATIONAL CONGRESS FOR THE HISTORY OF PHARMACY.
The records consist largely of correspondence of the director with members, officers and other organizations. Especially since 1967, much of the correspondence is between the director and officers. It details the routine work of the director's office, the formation of policies and procedures, and efforts to increase membership and funding. Also detailed are the planning and organization of the annual business meeting and historical section program, and special programs and publications. The records indicate the director's leadership role in both the handling of internal problems relating to the Institute's growth and different views of its mission, and of external problems concerning relationships within the larger field of pharmaceutical history. Questions concerning the roles, responsibilities and ethics of the pharmaceutical community within a changing society are addressed on a continuing basis. The financial ledgers date from the founding year. Together with the annual reports, they provide a comprehensive fiscal and membership picture.
These records are supplemented by information in several other locations. Since 1959 PH has included annual meeting proceedings, as well as revisions in bylaws and policies, and other activities. AIHP Notes and Teaching the History and Social Aspects of Pharmacy contain brief news and notices. The Director's office holds a complete set of minutes, a policies manual developed in 1982, a notebook of functional organization, and articles of organization and bylaws. Other correspondence and materials pertaining to the Institute (including the early correspondence concerning the need for and proposed location of the institute) may be found in Section C36(e)I AIHP of the Kremers Reference Files.
BACKGROUND MATERIALS consist of several articles and other material relating to the establishment of the Institute, its location in Madison, and some brief histories. Also contained are the constitution, bylaws, articles of organization and incorporation and revisions, a set of annual reports from 1941 to 1956 (before publication in PH), and the few other early minutes and reports.
THE DIRECTOR'S RECORDS consist of three subseries: General Correspondence, a Topical File, and a Revised Topical File. The General Correspondence deals with the routine operation of the Institute; speaking and publication activities of the director; the planning and organization of various conferences and conventions; handling information requests; and continuing efforts to promote AIHP, increase membership, and obtain financial support.
Urdang's professional and personal correspondence with German colleagues over the decades before, during, and after World War II provides an informative insight into the international situation in pharmacy and the conditions faced by Germans both at home and abroad. The files are arranged by year. For each year the general alphabetical files precede material filed by specific name and topic. Correspondence was generally filed alphabetically by personal name, tending more in the 1950s and 1960s to the correspondent's institutional name.
Until 1957 the correspondence was the only AIHP file. The Topical File was introduced in 1957 by Glenn Sonnedecker when he became director, and is arranged in the order devised by him. The major subject divisions consist of committees; Council affairs; information released or published; annual meeting; relationships with other organizations; and miscellaneous file. An alphabetical card file of membership from 1941-1967 is also included, which does not correlate fully with the Treasurer's membership records.
None of the files contain comprehensive documentation, but rather consist of correspondence and incidental material. The miscellaneous file consists of special projects, publications and events, and is in chronological order. All other subseries are in alphabetical order.
In 1968 the Revised Topical File was initiated in accordance with a reorganization, in which the director retained responsibility for historical activities, but many of the administrative duties were given to the secretary's office, which was retitled the executive secretary. The new division of responsibilities is reflected in the organization of this series, with its main subdivisions of historical functions and administrative functions. The administrative files are incomplete and consist mostly of copies, since these documents no longer originated in the director's office. The subseries are arranged alphabetically, except for publishing activities, which are chronological.
OTHER OFFICERS' RECORDS consist of records of the council chairman, the editor of PH, the executive secretary, the president, and the treasurer. They are for the most part not continuous series, but rather the files of particular individuals who held those offices. There is some duplication, since copies of most AIHP correspondence was sent to at least several officers. Files are arranged alphabetically.
The Council Chairman's files are mostly those of David Cowen, 1970-1979, and are his correspondence with the director and other officers. Many letters concern the formation of policies and precedents. Although not a large group of papers, they are important in understanding these processes as they developed within the organization.
The Editor of Pharmacy in History files are materials from 1966-1969, a short period during the editorship of George Bender, who was editor from 1966 to 1984. This quarterly periodical evolved from AIHP Notes, which originated in 1955. (AIHP Notes has continued as a newsletter.) It was edited by the director from 1959 until suspension of publication in 1963. Publication was resumed in 1966, with Bender as Editor. The records consist of correspondence with the director and those few manuscripts which contain substantive editing. Similar material is found in the director's files.
The files of the Executive Secretary are mainly from the tenure of Gloria Francke, 1968-1978. The position originally started as secretary to the Director. It was renamed and given more responsibilities in the 1968 reorganization. Also in this subseries is a procedures manual developed by the director about 1959, the master set of Council Letters from 1964/65 to 1981/82, and subject folders.
The files of the President are those of Arthur H. Uhl, Dean of the UW College of Pharmacy and a founder of the AIHP, who served as president from its founding in 1941 until 1955. The correspondence reflects the importance of his contacts and influence in establishing the AIHP as a viable membership organization.
The Treasurer's records contain the financial ledgers from 1941 through 1976. These are the most complete continuous source for information about the Institute's operations, fundraising and solicitation efforts, and membership. Other files are mainly those of Larry Madland, treasurer from 1967 to 1977, including a file of correspondence regarding continuing solicitation of funds from supporting members (mostly organizations).
The 1983 INTERNATIONAL CONGRESS FOR THE HISTORY OF PHARMACY series documents this international meeting held September 21-25, in Washington, D.C., the first time held on American soil. It was sponsored biennually by the International Society for the History of Pharmacy, and in 1983 was co-sponsored for the first time by the AIHP. The records are those of the Congress officers, many of whom were also AIHP officers. The official program and printed material are followed by files of the AIHP Executive Secretary and Roy Bowers, Controller Louis Vottero (also AIHP treasurer), Honorary Chairman and Program Committee Chairman Glenn Sonnedecker (also AIHP director), and Secretary General George Griffenhagen. The latter include a set of Progress Reports. Mainly correspondence between officers and European sponsors and participants, they detail the financial aspects and planning of historical programs and other events. They are arranged alphabetically by office, then by topic.
