50 THIRTY-FIRST ANNUAL REPORT

or before they were expended. Requests for filing equipment were
reviewed to insure that all possible records had been transferred to the
Centers or destroyed and that the equipment thus released was utilized
before authorizing the purchase of new equipment. Other types of
equipment or services were examined to determine whether they were
needed or were appropriate for the purpose.

We also made some progress in controlling the creation of records
and in improving their management while in use. In some instances,
the creation of certain records and the unnecessary duplication of others
were eliminated, while improvements in filing practices, use of equip-
ment, and labeling of files were recommended. In other instances,
agencies asked our advice and assistance with specific record problems
or asked us to make a comprehensive study of their records and office
equipment and procedures. Often in the larger agencies, proposed
changes in records systems are developed from studies conducted within
the agency by their own personnel or by outside consultants. In such
cases, we frequently are asked to participate in the studies or to review
the proposals. For example, the Assistant Records Administrator was
asked to serve on the Data Processing Coordinating Committee organ-
ized by the Comptroller of the Treasury. This Committee, composed of
representatives from the Comptroller's office, the State Treasurer, State
Auditor, Budget Bureau, Commissioner of Personnel and Hall of
Records, was established to coordinate and review the study undertaken
by the firm of Ernst & Ernst regarding the feasibility of converting
certain operations of divisions of the Comptroller's department to
electronic data processing. It is through such cooperative efforts as
this that the records systems of tomorrow can best be developed.

Again this year we devoted considerable time to the records
problems and space requirements of the Clerks of Court and Registers
of Wills in the counties and in Baltimore City. These officials are
State officers, elected locally. The fees they collect in excess of operating
expenses are deposited in the State Treasury. They also must obtain
the approval of the Comptroller of the Treasury before making any
extraordinary expenditures. When these involve records equipment
or services, the Comptroller seeks our advice.

Because of the rapid growth in population and the increasing
demand for improved service, space for both staff and records is at
a premium in most courthouses. Since the county is responsible for