Syracuse State School "Clothing Books," Ledgers, and Cards

Arranged roughly by record type (ledgers, books, cards).

Chapter 220 of the Laws of 1862 authorized the treasurer of the New York State Asylum for Idiots to receive disbursements for necessary clothing expenses. Chapter 546 of the Laws of 1896 (Article IV, Section 70) authorized county supervisors to raise thirty dollars per state pupil, annually, to provide "suitable" clothing. That amount was paid to the treasurer of the institution on or before April 1 of each year. Also, upon admittance of a student, the school superintendent could make an agreement with any able parent or guardian of a child for the support, maintenance, and clothing of that child.

The series consists of ledgers, cards, and "clothing books" that account for purchase, cost, and/or distribution of clothing and shoes among students/patients. Arrangement of the records is confused, and date entries often lack the year designation. The sequence of cards is especially unreliable; original order (most often alphabetical by surname within institutional colony) has been disrupted. Some books have index tabs that are badly worn or illegible. When accounts for boys and girls were kept separately, some appear to pertain to clothing items issued or discarded rather than purchased or charged to an account. It is often not possible to distinguish what colonies or class is being reported.

Ledgers (6 volumes, 1883-1914) account for purchase/cost of clothing for patients at the New York State Asylum for Idiots, later the Syracuse State Institution for Feeble-Minded Children. Earliest ledgers (1883-1892) show patient name, item, and cost. Usually, only one clothing item is listed per person. A check mark next to the amount may indicate notes to aggregate patient accounts (unknown). Early ledgers (volumes 1-2) have no index. Later volumes (1894-1914, no volumes for 1908-1911) have entries for two or more patients per page, showing multiple purchases for each. Beneath the name is a date, followed by the number, description, and cost of the item(s). Other lines list amounts for "Repairs" and total amounts. There is an alphabetical surname index at the fore of these ledgers (volumes 3-6).

There are separate groups of "clothing books" for boys (3 volumes, 1926-1941) and girls (5 volumes, 1926-1939) with entries for each volume apparently spanning one fiscal year. It is unclear if these books pertain to residents of the main Syracuse State School and/or of colonies or vocational programs. Girls' volumes are arranged by year(s) and therein alphabetically by type of clothing (aprons, dresses, vests), for which a date and name of student is shown. Boys' volumes are arranged by name and then by year(s), and show numbers of items discarded or issued.

For some years, an individual's clothing records were kept on cards, with data entered by fiscal year(s). There are approximately 1,500 cards in the series, each measuring ca. 9 x 9 inches. It is not clear if card entries were transferred to other journal or account books. There are cards for girls (1926-1941) and for boys (1930-1940). Cards show name, years, and number of items discarded and issued. Boys clothing cards fill date gaps in the boys clothing books; girls clothing cards cover the same date span as the girls clothing books.

Also included are several "Colonies Clothing Books" (8 volumes, 1928-1939) which apparently pertain solely to residents of the several institutional colonies. These entries are roughly by date and then type of clothing (e.g., blouses, boots, jackets) and show a date and name only. Initial letters or abbreviations represent colonies: Amos, Antrim, Belle Isle, Camillus, Edwards, Fairmount, Munro, and Snyder. Not all books cover all colonies.

A separate "Shoes Book" group (4 volumes, 1928-1941) is apparently arranged by "Gym class" number or by colony, with separate volumes for girls and boys. Entries are only simple checkmarks next to dates for each student. Perhaps these affirm distribution from supplies, or represent ordering/purchase. Some pages also show shoe sizes. A few loose sheets scattered inside volumes list names and corresponding shoe sizes.

Finally, a "County Clothing Account" book (1877-1901) is arranged by year then by county. Entries show the name (of student placed from that county), amount or cost, and totals. After these listings there are yearly county accounts that show payments (usually cash) received from the county treasurer. Notes in red ink indicate amounts were carried over to (unknown) ledger books.

B1684Series B1684, Private Pay Accounts, may contain related records.

Volumes 3-6 have a name index at the fore.

Restricted in accordance with Mental Hygiene Law, Section 33.13, relating to confidentiality of clinical records. Access is permitted under certain conditions upon approval by the Office for People with Developmental Disabilities.