46 TWENTY-EIGHTH ANNUAL REPORT

impossible. Third, they have afforded us an opportunity to determine
accurately the rate of reference to records, which has resulted in the
reduction of previously established retention periods for many records
series. Finally, they have provided a much less costly means than
microfilming of coping with great volumes of records.

In addition to our responsibility for the orderly retirement of
records, and their care while not in current use, the legislation estab-
lishing the program made it the duty of the Hall of Records to inspect
the records management practices of all State agencies and to review
proposals for the purchase or rental of record equipment, storage
space, and services, including the microfilming and photocopying of
records. In the discharge of these duties, some progress has been made
in controlling the creation of records and in improving their manage-
ment while in current use.

This aspect of our work has been accomplished in several ways.
In some instances, the creation of certain records and the unnecessary
duplication of others were eliminated as the result of recommendations
made during the work incidental to establishing records control sched-
ules. Suggested improvements were also made when poor filing prac-
tices, improper use of equipment, or inadequate labeling of files were
observed. In other instances, agencies have asked our advice and assis-
tance in the solution of specific records problems or have asked us to
make a comprehensive study of their records and office procedures.
These requests are increasing because it has become more and more
difficult for most agencies to cany on their expanding activities with-
out improved procedures and better utilization of the space allotted
them.

Often, in the larger agencies, proposed changes may be developed
from studies conducted within the agency by agency personnel or by
outside consultants. In such cases, we frequently are asked to par-
ticipate in the studies or to review the proposals after they are com-
pleted. If not, and the proposals involve the expenditure of budgeted
funds for records equipment or services, we may be asked by the
Department of Budget and Procurement to review the proposal, either
at the time funds for it are requested or before they are expended.
Although the progress made thus far in these areas has been gratify-
ing, control of the creation of records and their management while in
current use are expected to become increasingly important in our
program.

Since the beginning of the program, we have also served as adviser
to the Comptroller of the Treasury on the expenditure of funds for
record equipment and services by the Clerks of Court and the Registers
of Wills in the counties. Although these officials operate on a county
basis, in fiscal matters they are State officers. They must account to the