State & Local Records News

Vol. 5, No. 3 Published by the ADAH Government Records Division December 2000

Local RDAs, Publications, Other Records Information Added to ADAH Web Site.     T he Alabama Department of Archives and History (ADAH) continues to add information on records retention, management, and preservation to the ADAH web site. "Web masters" Mark Palmer and Mark Myers are working to make newly approved local government records disposition authorities (RDAs) available. The newly revised RDA for municipalities is currently accessible in both HTML and PDF format. RDAs for county commissions, county probate offices, county boards of registrars, county taxation agencies, local boards of education, and local law enforcement agencies will soon be accessible as well.     Besides long-available ADAH publications on such topics as public records laws, records storage, micrographics, digital imaging, and loose records preparation, the web site will soon include two new publications approved at the records commissions' latest meetings on October 25: Records Destruction Procedures for Local Governments and Guidelines for Taking Formal Meeting Minutes     State and Local Records News will continue to update information available on the ADAH web site. To access information you need, or to ask division staff questions about records management issues that are of concern to you, point your web browser to: www.archives.state.al.us/officials/ index2.html		ADAH Digital Imaging Project Continues to Progress.     A DAH is also working to provide internet access to collections in its custody. The department recently purchased a digital overhead scanner, and staff members and students are now imaging the Proceedings and Journals of Alabama's Constitutional Conventions (1819-1901) and the Acts and Senate Journals (1818-1899). This is a joint project with the staff of the Alabama Senate. The Senate staff will make these collections available on the legislative internet site.    After completion of the Senate project, ADAH staff members will concentrate on digitizing our most heavily requested collections that are in fragile condition. Our first priority will be the 1867-1868 voter registration records.    For more information about ADAH collections on the web site, please send an e-mail message to records@archives.state.al.us. Government Records Collection News     T he Government Records Division's collections management staff and volunteers have created folder-level listings for 40 series of governor's records and

three series of records from other agencies, totaling 128 cubic feet. Examples of these records include: governor's records regarding the state docks (1927-1947); Governer Dixon's public relation files (1939-1943); Governor James' photographic negatives (1995-1999), and Secretary of State, Elections and Registration Division's state campaign disclosure report files. For additional information about these or other ADAH holdings, contact the Government Records Division at (334) 242-4452. Saving Alabama's Records     Efforts continue to secure funding for a grant assistance program local government records preservation. The ADAH budget package for 2001 will contain a request for $50,000 to be made available for regrants to improve county and municipal records programs. In addition, the department is exploring several alternatives to legislative funding.    To draw attention to the dire conditions that still threaten the survival of many of Alabama's historical records, Governemt Records Division staff have developed an informational brochure entitled "Saving Alabama's Records." The brochure notes efforts already being made by ADAH and local government officials to improve local records managment and presevation, but illustrates the continuing lack of proper storage for some records and, above all, the need for increased funding for local records programs.    If your local government or organization would like copies if this brochure to examine or distribute, please contact the Government Records Division at (334) 242-4452. Commission Meeting Actions     At their meetings on October 25, 2000, State and Local Government Records Commission members approved the following disposition authorities (RDAs):		State Records Commission Alabama School of Mathemetics and Science - revised Licensure Board of General Contractors - revised State Pilotage Commission - revised Alabama Historical Commission - new Bureau of Tourism and Travel - new Department of Labor - new Division of Printing and Publications (Department of Finance) - new Local Government Records Commission Municipalities - revised County Taxation Agencies - new    In addition, the commissions approved a revised edition of the procedural leaflet Guidelines for Taking Formal Meeting Minutes. The Local Government Records Commission also approved a new procedural leaflet, Records Destuction Procedures for Local Governments. New Members Appointed to Records Commissions     Governor Don Sieglman has appointed two new members to the Local Government Records Commission: Glenda Morgan, city clerk for the City of Mobile, and Larry Bennich, chairman of the Morgan County Commission. The University of Alabama has appionted Dr. Kari Fredrickson to succeed Dr. Ellen Garrison as its representative on the records commissions. We look forward to the new members' participation in the commissions' work. Ask the Archivist     Question: How can I safely mend torn permanent records? Mending with adhesive tape causes irreparable damage to documents. Because the tape may be stronger than the torn, fragile document,

its edges may cut through the document, causing further tears. The adhesive will stain the document, and that area will become brittle and even more fragile with time.    Alternatives: Single douments can be encased in conservation-quality Mylar and sealed with 3M No. 415 double-sided tape. The Mylar's slight static charge will hold tears together and provide protection from further damage. Tears in bound documents can be mended using archival tape with a neutral PH adhesive.     Chinese Archival Delegation Visits Alabama State Archives     Fourteen prominent Chinese archivists arrived in Montgomery on November 13 for an official visit to the Alabama Department of Archives and History (ADAH). Led by Shiping Xu, Director of Administrative Offices of the State Archives Administration of China (SAAC), the delegates are ranking professionals from the SAAC, the Ministry of Communications, the Bank of China, and provincial/municipal archives throughout China. Richard Wang of the ADAH Government Records Division served as interpreter for the visitors.    While the Chinese archivists were in Montgomery, the observed archival and conservation practices at ADAH. Because the Archives is now developing a new west wing, the delegates were invited to attend a planning session conducted by Bill Lull, a well-known environmental consultant, who is advising on plans for the new west wing.    Other tours included visits to the State Capitol, the State House, Maxwell Air Force Base, and other historical sites in the Montgomery area. As part of the welcoming activities, Winton and Carolyn Blount hosted a dinner for the Chinese delegation at their home.    The Chinese archivists are custodians of records of a civilization reaching back thousands of years. In fact, the writings of Confucius, two thousand		years ago, contain observations on proper record keeping. Modern Chinese archivists, like those in Western nations, have been active in embracing new computer technologies for their records. However, many differences in archival practices remain, and the Chinese archivists' visit to the United States is a means for them to compare and learn about American practices. GRD Staff Changes     The ADAH Government Records Division is losing two staff members. Long-time state records center manager Tim Mooneyham has returned to his former employer, the Alabama Public Service. State records archivist John Hanley is leaving to accept a records management position with the Fayette County, Georgia Board of Education. We thank Tim and John for their contributions to the division's work.