Hall of Records Commission Meeting
November 15, 2011

Electronic Classroom
Maryland State Archives

12:00 noon

Agenda


Map from medal cast for Cecil Calvert, second Lord Baltimore, ca. 1632,
the official trademark of the Maryland State Archives Trust Fund
Latin motto translates: As the sun thou shalt enlighten America,
and earliest known image of Anne Arundel, with her husband, Cecil
Calvert, 2nd Lord Baltimore ca. 1640, both used as trademarks for the 
Friends of the Maryland State Archives


Call to Order by the Chairman

Attendees (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/html/attendees_15nov11.html)

Introduction of New Members and Special Guests

Opening Remarks/Special Announcements

October 12/13 and November 1: Important days to remember

Reports and Minutes of Previous Meetings

June 14, 2011 (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/html/minutes_14jun11.html)

Special Meetings and Celebratory Events involving the Hall of Records Commission and staff:

September 15 2011: Dr. Papenfuse attended the official announcement of The Discovery of the Zekiah Fort, A 17th Century Piscataway Indian Settlement
September 23, 2011:  Dr. Papenfuse, Sasha Lourie, and Mimi Calver conducted a tour of the State House and presented a lecture to members of the National Society of the Washington Family Descendants on Washington in Annapolis
October 19, 2011: Dr. Papenfuse, with Johns Hopkins University Press and the Baltimore Chapter of the Johns Hopkins Alumni Association, hosted a lecture and book signing by Jane McWilliams for her new book on Annapolis to which the Hall of Records Commission was invited
October 24, 2011: The Archives hosted the Anne Arundel County War of 1812 workshop which included presentations by the staff on the forthcoming exhibit in the State House and a proposed research project on Sailors and Slaves during the War of 1812
October 25, 2011:  Dr. Papenfuse, Elaine Rice Bachmann, and Mimi Calver provided a presentation to members of the Chief Executives Organization on George Washington's Resignation Speech
October 29, 2011:  Dr. Papenfuse was honored by the Baltimore City Historical Society as a Living Historian and for his work in reviving the Baltimore City Archives
November 1, 2011: Chris Haley and Rachel Frazier presented at the Maryland Abolition Reception at the Banneker-Douglas Museum, featuring a reception for the opening of the Maryland State Archives' traveling exhibit, Flee! Stories of Flight from Maryland in Black and White to which the Hall of Records commission was invited
November 9, 2011: Chris Haley attended Chief Judge Robert M. Bell's keynote speech at the Speaking Event for the Civil Rights Exhibit at Morgan State University to which the Hall of Records Commission was invited; the Maryland Historical Society hosted a regular meeting of the Artistic Properties Commission
November 10, 2011: Dr. Papenfuse, Chris Haley, Owen Lourie, Tanner Sparks, and Krystal Appiah attended the unveiling of the Civil Rights Exhibit at Morgan State University to which the Hall of Records Commission was invited

Proposed Action by the Commission:  motion of approval of minutes (as amended, if amended), and recognition of the special meetings of the Commission as defined by standing resolution

Records Retention and Disposal

Retention Schedules (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/pdf/hrc_schedules_15nov11.pdf)

Disposal Certificates (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/pdf/hrc_disposals_15nov11.pdf)

Proposed Action by the Commission:  motion of approval of Records Retention and Disposal Schedules as presented

Deputy Archivist's Report

FY 2013 Budget Preparations and fiscal outlook:

Meeting Archival Storage Space needs:

Status of the report requested in the 2011 Joint Chairmen's Report in which we were asked to explore alternatives for warehouse storage

Proposed action by the Commission:  adoption and approval of reports incorporating any comments on budget related matters

State Archivist's Report

Looking to the past:

  1. Laying the groundwork for a grant request to research sailors, slaves, and free blacks during the war of 1812- fact finding at Kew on a privately funded research trip, Summer of 2011

  2. Re-thinking 17th century Maryland: Zekiah Fort and Yellow Brick along the Wicomico (http://marylandarchivist.blogspot.com/2010/11/follow-yellow-brick.html)

  3. Making the Maryland State Archives and Baltimore City Archives web sites reliable, accountable, portals for the study of Maryland history

    1. Better integration and explanation of resources, secondary and primary relating to the War of 1812 and the Civil War

    2. Develop and distribute web-based tools for on line researching, writing, and editing through the Maryland State Archives/Baltimore City Archives portals

Looking to the future:

Staffing Needs?

The future of archival services is largely electronic, on line, with most professional staff resources directed towards enhancing on line access and understanding of archival records, often working with other institutions, even to the extent of sharing staff expertise and resources. We need core staff to keep us at the center of better records management through our electronic archives. State and local agencies need to be brought into the electronic cloud for the day to day management of their records and for the smooth transfer of permanent electronic records to the electronic 'vaults' of the archives. There should be as many professional archivists assigned to assessing, explaining, and managing permanent records as there are state and local agencies. They need not be employed by the State Archives directly, but should be a part of the preservation and access network administered by the State Archives. Every Chief information officer in government should either be trained as an archivist and records manager, or have on his or her staff a professional archivist and records administrator.

Storage Space?​

There is a pressing need for the the renovation of the present archives building which is falling into disrepair, and for addressing additional space needs both long and short range, for paper and electronic records. The first phase is expanding our current warehouse model for paper storage and furthering our plans for a remote archival storage facility designed to meet the demand for the care and preservation of permanent public records, paper and electronic, at all levels of government. A viable democracy depends upon the transparency of government and access to to accountable, verifiable performance information about governmental services and public policy. Our best estimates are that we will need several hundred thousand cubic feet of storage space for permanent paper records over the next several years. See the proposed site for both short term and long term paper storage (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000033/pdf/vol_1_append_2_site_photos_maps.pdf).


Electronic Records​?

The Prince George's County Circuit Court records disaster, Vital Records, and the problems of the permanent records of the Register of Wills demonstrate the need for greater recognition and involvement in the development and administration of electronic records in all state agencies, including storage, access, and permanent retention. A state-owned and operated electronic archives facility should function within a 'cloud' of shared archival resources within and without the state to which the flow of permanent public records should be seamless and require little human intervention.

http://mht.maryland.gov/

Museum and Interpretation Space?

While much of the outreach and public service efforts of the Archives will be in the realm of on line services and interpretation, the Maryland State Archives has a role to play in enhancing the visitor experience in Annapolis. Our principal point of contact with the public in that regard is the State House and the implementation of the Visitor Experience Master Plan, but the current Archives building with improved exhibit facilities and other public buildings in Annapolis such as the treasury building on State Circle and the legislative buildings can be and are venues for providing the visitor with permanent and changing exhibits relating to Maryland History and Government.


Publications?

  1. On line, in progress: e-publications linked to our guides to government records and special collections

  2. In print, in progress:

      Funded by the Friends of the Maryland State Archives:

Willard Hackerman Collection of Prints
James Brice Account Book



Proposed Action by the Commission:  resolution of full support for archival initiatives as they relate to policy and publications, including the possible revision to the  proposed capital projects for storage and conservation of the State's archival and fine arts collections

Research and Educational Outreach

IMLS HistoryMakers Fellow

We are hosting a research fellow in partnership with The HistoryMakers funded by an IMLS grant. The fellow, Krystal Appiah, joined us on September 6, 2011, and will be with us through June 2012. She is working in the Legacy of Slavery division reviewing the Colonization Society of Maryland papers and placing materials relevant to our study of Caroline, Queen Anne's, Dorchester, Talbot, and Kent counties on line.

State House Exhibits including a War of 1812 Commemoration Exhibit

Interpreting the Old Senate Chamber and the Old House of Delegates Chamber is well underway. In addition, Research Archivists and the staff of  the Artistic Properties staff  are designing an exhibit in commemoration of the bicentennial of the War of 1812 for the State House. The APC and Research  staff have participated in several War of 1812 conferences throughout the state.

Summer 2011 Internship Program

Successful completion of the Summer 2011 Internship Program: Final intern reports: 2011internsfinalreport.pdf

Legacy of Slavery Advisory Board and Slavery Commission

August 30, 2011 - Hosted a meeting of the Legacy of Slavery Advisory Board and the Commission to Coordinate the Study, Commemoration and Impact of Slavery's History and Legacy in Maryland

Continuing progress as funded by the US Department of Education grant.
Successful completion and installation of the Legacy of Slavery in Maryland exhibits at the Reginald F. Lewis Museum, the Banneker Douglass Museum, and the Maryland Historical Society.
Traveling exhibit panels: www.mdslavery.net

Land Office Activity

Application for Certificates of Reservation for Abandoned Land
Maryland Department of Natural Resources - for land in Washington and Frederick counties
Application for an Original Land Patent
Baltimore Area Council Boy Scouts of America - for land in Harford County

Appraisal and Description

Prince George's County Circuit Court Flood Salvage Efforts

The Maryland State Archives is assisting the Prince George's County Circuit Court in the salvage of court records damaged by flooding in September 2011.

Storage Space

A lack of available storage space is significantly increasing the wait time for transferring permanent records into the Archives' custody.

Disposal Certificate Website

The Maryland State Archives Disposal Certificates website successful launched on July 1, 2011 (http://disposal.msa.md.gov)

Collection Management: Recent Gifts, Deposits and Acquisitions

Special Collections (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/html/hrc_sc_nov2011.html)

Gifts to the State received by the Secretary of State and appraisal of deposits, gifts and bequests to the Maryland State Archives

Government Records (http://www.msa.md.gov/megafile/msa/stagsere/se1/se14/000000/000034/pdf/gov_records_nov2011.pdf)

Proposed Action by the Commission: resolution of appreciation for all recent gifts and delegate to the State Archivist the authority to determine if gifts to the State of Maryland, have permanent value and are worthy of preservation and display in accordance with State Government Article Section 9-1008.

Maryland State Archives On Line

Finding Aids, Reference Services, and Publications:

aomol.net, archivesofmaryland.net, marylandlegalhistory.net - Access to over 471,000 historical documents that form the constitutional, legal, legislative, judicial, and administrative basis of Maryland's government
baltimorecityarchives.net - Guide to Research and Writing about the History of Baltimore City
editonline.us - Transcription and editing of historical documents online
lrac.us - Land Records Access Committee and Image Retrieval System for Maryland
mappingmaryland.net - The Interactive Maps component of the Flight to Freedom and County Boundaries projects allows historians, genealogists, and researchers to search for Maryland property owners
martenet.org - Maryland Historical Maps
mdelect.net - Find your Elected Officials
mdgovpics.net - The Governor's Office Photo Gallery
mdgovpubs.net - Government Publication Library
mdhistory.net - Research and Lectures on Maryland History topics
mdhistpics.net - Historical Photographs of Maryland
mdhs.mdsa.net - Maryland Historical Trust
mdihp.net - Maryland Inventory of Historic Properties
mdlandrec.net - Digital image Retrieval System for Land Records in Maryland
mdmanual.net - Guide to Maryland Government
mdnewspapers.net - Guide to Maryland Newspapers
mdplats.net, plats.net - Digital Image Reference System for land Survey, Subdivision, and Condominium Plats
mdprobate.net - Digital Image Reference System for Maryland Probate Records
mdsa.net - Maryland State Archives Homepage
mdslavery.net, slaverymd.net - African American Research at the Maryland State Archives
mdstatehouse.net - This website represents the initial phase of the Maryland State House Historic Structure Report Project
mdvitalrec.net - Vital Records Indexing Project
msa.md.gov/msa/intromsa/html/record_mgmt/homepage.html - Records Transfer and Storage Management
msa.md.gov/msa/refserv/govpub/html/search.html - Government Publications On Line
msa.md.gov/msa/refserv/library/html/lib_public_homepage.html - Archives Library Catalog
potomachistory.net - Maryland's Ownership of the Potomac River
teachingamericanhistorymd.net - A partnership program bringing historical resource materials and professional-development experience to K-12 U.S. history teachers
v3.mdlandrec.net - Version 3 of the Land Records Website

Education and Outreach (see attached Chronology)

Forthcoming Special Meetings of the Commission and events of interest

New Business

Next meeting

The next Hall of Records Commission meeting is scheduled for Monday, April 23, 2012.

Adjournment


Dr. Edward C. Papenfuse
State Archivist
Maryland State Archives
350 Rowe Boulevard
(410) 260-6401.
Email: edp@mdarchives.state.md.us

Copyright Maryland State Archives