[Genealib] Digitization vs. Keeping old records

Sat Feb 3 12:50:21 EST 2007

Librarians Serving Genealogists:

First, I am not a genealogy librarian but I am a county historian.  This topic is of vital interest to me.  For those who are not in the State of Indiana, I would suggest you check the Indiana Code covering this subject.  It is IC 15-6, Section 4.  I know it is too late to establish any law to preserve what may be considered for discard at this time but perhaps this is something to try to establish in all states for the future.  Prior to the enactment of this law, many of our records were destroyed whenever it appeared there was "no longer space" for them in the various facilities housing them.  This law has been very beneficial.  Many records were microfimed before this law went into effect and not necessarily filmed in very good order.  The original documents were discarded.  This, of course, leaves a lot to be desired in that many of the microfilmed copies are illegible and there is no backup reference.  As La Porte County (IN) Historian I have a very good relationship with all of our county office holders and am in constanct contact to work with them on the possible "new home" for any records they are considering for discard.  Having knowledge of the content of the records, I determine if we (La Porte County Historical Society) will accept the records and place them in our archives to be preserved.  

I am continually stressing  that we do not know the life span of digitization and we do know that the old records have been around a long time and will be (perhaps) a lot longer that digitized records.  It's great to digitize and save space but it's not so great to lose the records because we didn't have the foresight of the possibility of this not being a real preservation method.

Fern Eddy Schultz
La Porte County (IN) Historian 
  ----- Original Message ----- 
  From: Local History 
  To: Librarians Serving Genealogists 
  Sent: Saturday, February 03, 2007 8:49 AM
  Subject: Re: [Genealib] Digitization vs. Keeping old records

  If they can not be convinced to keep them, then perhaps there is another library or archive that would be willing to take them in? Are there any state laws that govern city or county records? I would strongly advocate for microfilming the records.  If they desire digital versions for access then the microfilm could be digitized. Despite all the advances in digital preservation, microfilm is still the preservation standard.  
  Here are some great links for microfilm guidelines and standards:
  Library of Congress Microfilm Guidelines 
  http://www.loc.gov/preserv/usnpguidelines.html
  OCLC Microfilm standards
  http://www.oclc.org/preservation/microfilming/standards/default.htm
  NEDCC microfilm information 
  http://www.nedcc.org/oldnedccsite/welcome/micro.htm
  See Harvard's Preservation Program for links to the standards for microfilm
  http://preserve.harvard.edu/resources/microfilming.html

  Julie H. Bartlett
  Archivist
  Calvin Coolidge Presidential Library & Museum 
  Hampshire Room for Local History
  Forbes Library 
  20 West St. 
  Northampton, MA  01060
  (413) 587-1014
  jbartlett at forbeslibrary.org
    ----- Original Message ----- 
    From: Pam Cooper 
    To: Librarians Serving Genealogists 
    Sent: Friday, February 02, 2007 12:59 PM
    Subject: [Genealib] Digitization vs. Keeping old records

    Since digitization has been brought up, it reminded me of what I am potentially facing in the coming weeks.

    It may be a possible stand-off with my county officials about their old records. We are relatively a young county and the County Commissioners have not faced the issue of storing or preserving their old records. They will soon move into a new building in June. I have been told they are digitizing and will be throwing away the old records. They do not want any of them in the new building. Yikes!

    I am trying to stop this and find a way to put the records in our library. I am hoping to receive some good arguments against trashing the records from those of you who are experienced in the archive field. Or, am I out of date???

    Your help would be most appreciated.

    Pam

    Pamela J. Cooper, Supervisor 

    Archive Center & Genealogy Department

    Indian River County Main Library

    1600 21st Street, Vero Beach, FL 32960

    772-770-5060 x108 - Fax 772-770-5066

    Email: pcooper at irclibrary.org 

    Need a guide to our collection? 

    See our pathfinders at: http://www.rootsweb.com/~flindian/ircl/

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