[Genealib] Digitization vs. Keeping old records

[Susan Scouras]

Our archivist, who deals with county records preservation issues, said
the following:
You may want to suggest this person check out the Florida website for
records management at
http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm.
Depending on the types of records they have, they may find themselves in
violation for permanent records. 
 
The WV State Archives provides staff and management for the WV Records
Management and Preservation Board.  If you are considering backing
legislation in your state, you may want to take a look at the Web site:
http://www.wvculture.org/history/rmpb/rmpb.html.
 
 
Susan Scouras
Librarian
WV Archives and History Library
The Cultural Center
1900 Kanawha Blvd. East
Charleston, WV  25305-0300
(304) 558-0230, Ext. 742
 

	-----Original Message-----
	From: genealib-bounces at mailman.acomp.usf.edu
[mailto:genealib-bounces at mailman.acomp.usf.edu] On Behalf Of Danielle
Plumer
	Sent: Friday, February 02, 2007 2:34 PM
	To: Librarians Serving Genealogists
	Subject: RE: [Genealib] Digitization vs. Keeping old records
	
	
	Pam,
	 
	Check with the state of Florida to see what their rules are. In
Texas, local governments are allowed to dispose of historic records if
there is an acceptable alternative, including primarily microfilm, but
many groups are moving to digitization. There are fairly strict
requirements for quality and accessibility, but the tests are done on
samples, not on every frame of every record. However, as genealogists
know, the Census microfilm is not always usable, and for later years the
original paper copies were destroyed after microfilming. Big mistake!
	 
	Depending on the nature of the records, there may be good
reasons for considering the paper documents themselves to be of
permanent archival value, so a surrogate wouldn't be appropriate. I
sincerely doubt that all of the records qualify for permanent retention,
but some of them may. You really need to have an archival appraisal done
for the collection.


	Danielle Cunniff Plumer, Coordinator
	Texas Heritage Digitization Initiative
	Texas State Library and Archives Commission
	512.463.5852 (phone) / 512.936.2306 (fax)
	dplumer at tsl.state.tx.us 

		-----Original Message-----
		From: genealib-bounces at mailman.acomp.usf.edu
[mailto:genealib-bounces at mailman.acomp.usf.edu]On Behalf Of Pam Cooper
		Sent: Friday, February 02, 2007 11:59 AM
		To: Librarians Serving Genealogists
		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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