July 15, 1998
 

Comptroller Swann asked the Archives to visit and make suggestions about the management of the transfer of the records of the Comptroller's Office. Below is a brief description of the materials and the preliminary assessment of what is to be done.

Records to be Transferred or Destroyed

Memorabilia

Counsel for the Comptroller has advised that the plaques, pictures, awards, and other items given to the Comptroller are personal property. It is assumed that the materials in the current office will be preserved and displayed in a replica of the office. It is recomended that an inventory of the memorabilia be prepared. The items should be photographed in place. The prints should be annotated with an item number from the inventory for each object. These should be professionally packed. Boxes to be labeled with item numbers of the materials within. The Archives can provide storage for these materials until there is a site available for the display of the memorabilia.

General File

A general file of correspondence organized by county is maintained by the Comptroller's staff. Assumed to be complete from 1974 to date. Recommendation: transfer to the Archives for permanent retention.

Taxpayer Inquires

Constituent inquiries about tax matters addressed to the Comptroller. Recommendation: Dispose of confidential materials appropriately and dispose the balance of the records.

Clipping Files

The Comptroller's office maintained clippings organized by subject, 1980 to date. Recommendation: transfer to the Archives for permanent retention.

Board of Public Works

Staff maintains an extensive set of materials related Comptroller's duties as a member of the Board of Public Works. Materials begin in the 1960's and are organized by meeting date. Includes agenda, backup materials, and correspondence related to agenda items. Recommendation: transfer to the Archives for permanent retention. These will be stored in Annapolis for retrieval by the Comptroller's Office.

State Agency Files

Correspondence of the Comptroller to state agencies. Recommendation: transfer to the Archives for permanent retention.

Appointment Books

Schedule books dating from 1958. Recommendation: transfer to the Archives for permanent retention.

Miscellaneous Files

Public Affairs

The Public Affairs Office has copies of the Comptroller's speeches from 1958 to 1998. A number of these are recorded on audio tapes. In addition, there are press releases and presentations at news conferences. There are audio tapes for a number of these occasions as well. The text of the Comptroller's radio appearances and audio tapes of the shows have been preserved. Constituent inquiries about tax matters handled by the Comptroller's Office. Recommendation: transfer to the Archives for permanent retention.

Retirement Systems

The Comptroller was a member of the various retirement systems boards from 1959-1982 and Chair, Board of Trustees for State Retirement and Pension System, 1982-1998. Includes agenda, backup materials, and correspondence related to agenda items. Recommendation: dispose of confidential materials relating to constituent or beneficiary inquiries, transfer the balance of materials to the Archives for permanent retention.

Washington College

The Comptroller served as Chair, Board of Visitors and Governors of Washington College. Records acquired in this capacity are to be transferred to Washington College.

Inventory Control of the Records

Finding Aids

The Comptroller's Office maintains a 3 x 5 card file inventory of boxes taken to storage. This encompasses all materials with the exception of the Board of Public Works records. A database inventory is maintained of the Board items. A further inventory of boxes retired is maintained in a word processing format. Recommendation: Make copies of the cards, the databases, and word processing files and transfer as soon as convenient to the Archives. These will be used to set up an on-line inventory management system for the use of the office and will be retained permanently.

Records Retention and Disposal

There are a number of records retention and disposal schedules prepared by the Comptroller Office. Any materials which do not appear to be covered by schedule should be boxed and set aside for review by the Archives. A listing of all state agency schedules, including those of the Comptroller's Office, is  found at:

http://www.mdarchives.state.md.us/msa/stagser/s1259/129/0010/html/ssu1468.html

If copies are required of any schedule, the Archives will place these on the web site for retrieval.

Processing the Records

The Archives will create an online application to process the records of the Comptroller's office by July 31. This will permit data entry at the container level and facilitate searching for materials deposited at the Archives. It is expected that existing inventories can be incorporated in this system by August 14.

Transferring the Records

The Archives will transport the records from the Comptroller's Office to storage as materials are inventoried.
 

July 15, 1998
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