Hall of Records Commission
for a Meeting
at the Maryland State Archives
March 23, 1999
Call to Order by the Chairman
The meeting was called to order by Chairman Bell at 12:20 p.m.
Attendees & Introduction
of new member, Peta N. Richkus
Chairman Bell introduced and welcomed the newest member of
the Hall of Records Commission, Peta N. Richkus, Secretary of General Services.
Reports and Minutes of Previous Meetings
September 1, 1998
On a motion by Dr. Nelson, seconded by Dr.
Phillips, the minutes of the previous meeting were approved as submitted.
Special meetings and Celebratory events
Dr. Nelson moved approval of the minutes of the September 1, 1998 meeting
(as amended, if amended), and the special meetings of the Commission as
outlined above in accord with the standing resolution; the motion was seconded
by Mr. Swann and unanimously approved.
Opening of exhibit
of items from the Peabody Collection at Government House, October 15,
Dr. Papenfuse reported that the Archives provided an exhibit of items
from the Peabody Collection at Government House which opened on October
15, 1998. He took the Commission to the opening page of the on-line
version of the exhibit which features a painting by Thomas Dewing from
the state owned Peabody Collection. The Commission extended its special
thanks to Mimi Calver and Carol Borchert of the Archives curatorial staff
and Elizabeth Schaff at the Peabody Institute for their roles in mounting
Maryland Judicial Conference, October 30, 1998. Speech
by Edward C. Papenfuse
Dr. Papenfuse was invited to address the Maryland Judicial Conference
on October 30, 1998 in Ocean City, Maryland in celebration of their 50th
anniversary. Because it turned out that the Conference was older
than 50 years, Dr. Papenfuse talked about the origins of the Conference
and the fiftieth anniversary of its annual report. The remarks are
available on the Archives web site.
George Washington's Birthday
Ceremony, Old Senate Chamber, February 22, 1999
Dr. Papenfuse reported that for the first time in several years, George
Washington's Birthday was celebrated on his official birthday, February
22, in the Old Senate Chamber. Each year the Maryland Senate adjourns
to have a special meeting in the Old Senate Chamber. They were addressed
by Senator Hoffman who gave a talk about the importance of the day, as
well as what we ought to be celebrating generally this year for the 350th
anniversary of the passage of the act concerning religion (the Act of Toleration).
First Citizen Award, Senate Chamber, March 2, 1999. Remarks
by Edward C. Papenfuse
Every year on behalf of the Senate and the President of the Senate,
Dr. Papenfuse awards two members chosen by the senate with a special award
created in honor of Charles Carroll of Carrollton who is known as the first
citizen. These remarks can be found on the web.
Records Retention and Disposal Schedules
Secretary Richkus asked if there are time periods that elapse that
we use as our criteria and Dr. Papenfuse answered in the affirmative.
Upon motion by Secretary Richkus, seconded by Mr. Swann, the Records
Retention and Disposal Schedules were unanimously approved as presented
As Mr. de Lorenzo had not yet arrived, the newspaper project was deferred
until a later meeting.
report of the subcommittee on newspaper preservation (Dr. Ridgway, Dr.
Phillips, Mr. deLorenzo, staffed by Nancy Bramucci). Defer
with Proposed Resolution of an additional charge to investigate the best
means of centrally preserving the master negatives of all newspapers, serials,
and periodicals published in Maryland and for the Archives to extend its
guide to include serials and periodicals such as Niles' Register and
Benjamin Lundy's Universal Genius of Emancipation.
Archivist's Report & Staff Activities
(see the Maryland State Archives
for additional details)
State House Trust:
Supplemental Budget Request for State House exhibits and Historic Structures
A proposal has been submitted on behalf of the State House Trust for
a supplemental budget request to prepare an Historical Structures Report
(HSR) for the State House and to refurbish the exhibits in the State House
as a new millennium project.. Dr. Papenfuse pointed out that considerable
work is underway on the State House without there being adequate historical
documentation on the building. At the same time, the interpretive
exhibits in the State House are fifteen years old and in need of attention.
It is expected that some monies would be made available for the exhibits,
but none for the HSR.
L. Goldstein Statue Competition: Report of Subcommittee for the Louis
L. Goldstein Statue to the Maryland Commission on Artistic Property
Dr. Papenfuse was asked by the Board of Public Works to help with the
selection of an artist for the Louis L. Goldstein statue to be located
between the Treasury and Income Tax Buildings. A competition was
conducted in which there were 23 submittals from Maryland artists.
From five finalists, Jay Hall Carpenter was selected. The project
now awaits final approval of the appropriation. As soon as the appropriation
is passed, the Board of Public Works can award the contract. Dr.
Papenfuse encouraged the Commission to visit the Archives web site to follow
progress on this project.
Audio/video presentations of the Governor's
Inaugural, the State of
the State, and the State
of the Judiciary
Dr. Papenfuse would like to bring into the historical record of the
State, visual moments of importance to the history of the State including
the Governor's Inaugural Address, the State of the State Address and the
State of the Judiciary. (Dr. Papenfuse took the Commission to the
web site where Judge Bell was delivering the State of the Judiciary.)
Placing this aspect of the archival record into a readily accessible and
permanently available form helps to reinforces our understanding of what
the business of the legislature and government is all about.
MD Supplemental Retirement Plan
(MSRP) agency web site
Dr. Papenfuse introduced Ms. MacAdam, MSA's web master, who works to
help agencies get started (especially small agencies) on putting web pages
together themselves as part of the Archives' efforts to make Maryland
Electronic Capital effectively deliver public services on line.
This sample site is geared to helping state employees better understand
the state employee retirement plans (benefits, what employees should be
thinking about doing, how to go about doing it, etc.).
Materials: A Model System for the Courts for Recordation and Access
to Survey Records
Dr. Papenfuse said that throughout State Government and the court system,
we are faced with a very serious problem regarding the preservation of
oversized materials. Much of what is vital in the public records,
particularly that which relates to the property we own, is recorded on
oversized materials (condo plats, subdivision plats, planning documents,
maps, etc.). These documents are then poorly stored, often rolled
up, placed in drawers and boxes, and subject to enormous stresses of wear
and tear every time they are consulted. They also take up expensive
storage space. To reduce the costs of storage and to alleviate a
massive conservation and access problem, the Archives offered to create
an on-line publication in the Archives of Maryland series that would
be a web-based retrieval system for oversized materials. At there request
of the Administrator of the Courts, the Archives undertook to design
the system without impacting on the AOC staff whose immediate priority
was attending to Y2K issues. The Archives took on the responsibility
of designing the system, testing it and bringing it to the point where
we are ready to deliver, within the next week, a web-based retrieval system
for all of the oversized material for Baltimore County, and we are ready
to bring on-line every other county in the State in the same way in the
next year and a half, moving next, at the request of the AOC, to Montgomery
Dr. Papenfuse demonstrated the system for the Commission, introducing
Kevin Swanson who chaired the working group charged with implementing a
design that was largely the work of himself and Nancy Bramucci who did
the programming. The main objective is to create a dynamic system
in which the ultimate goal is to provide high quality images of every recorded
and even unrecorded plats that bear on land ownership in Maryland.
Dr. Papenfuse advised the Commission that demonstrations of this system
will be given to representatives from Baltimore County on Friday, March
26 and to various clerks from other counties on April 6 and 7.
Secretary Richkus asked what the developmental costs were, and Mr. Allan
advised under $100,000 although the final figure has not been reached.
Dr. Nelson asked how much more staff will be needed for this project, and
Dr. Papenfuse stated that staffing of the project will be paid for out
of the income from providing access to the on-line publication (published
in the Archives of Maryland series) and for the fees charged
for maintaining the publication on-line. Mr. Allan indicated that
we estimate there are roughly 275,000 instruments, and that after we get
the system fully tested and operational, we will have a short-term need
of about eight people for one year. Dr. Nelson next asked about the
long-term needs, and Mr. Allan responded that long-term, we can maintain
the system with the equivalent of about four to six people given the projected
growth of the recordations and the need to retrospectively improve on the
access and in the quality of the imaging of older material. Dr. Papenfuse
further explained that the Archives is a court of record for the subdivision
and condominium plats, and has been responsible since the 1960s for a not
always complete duplicate set of plats sent from the courts. Over
time, we will be eliminating this duplication and helping to maintain a
centralized recording system in partnership with the Judicial Information
System. In that way, for some counties, the Archives' staff involved
in the imaging process will also assist in the recording process.
The Commission commended Dr. Papenfuse and the Archives staff for their
work on a truly innovative project to create an accessible, permanent
image archives of oversized public records.
Special Collections sc990323.html
Government Records 032399t.html
Dr. Papenfuse encouraged the Commission to visit the hyperlink to special
collections to take a look at what we have gotten in the way of special
collections which are also published in the Bulldog. He invited
the Commission to look at new government records received at the Archives
in order to get an idea of the kinds of permanent records we have been
Peter Pearre, a noted restoration architect and partner of the late
Michael Trostel, has been instrumental in securing for the Archives
a copy of a rare pamphlet on the rape trial of Frederick Calvert, the last
Lord Baltimore. Dr. Papenfuse called the Commission's attention
to the state owned portrait of Frederick Calvert which was on display for
the meeting. He pointed out that there are two portraits in Maryland.
The other one is at the Pratt Library. The state portrait of Frederick
was originally acquired when it, the state, confiscated the residence of
Governor Eden in 1781 and made it into the Governor's mansion. It
had been sent to Maryland by Frederick, and remained in the Mansion until
it was given to the City of Annapolis to hang in City Hall. In 1867
it was returned to the State House where it has remained ever since, except
for temporary removals for restoration and while renovations were underway.
Frederick is infamous for his trial for rape in 1762, the proceedings of
which were among the first publications of a complete trial transcript
by a court recorder. He was not convicted, but had to leave
England and remained abroad for the rest of his life. When he died,
he had no legitimate heirs and left all of his property to his illegitimate
son Henry Harford (after whom Harford County is named). Dr.
Papenfuse then took the Commission to the Archives internal web site to
see the 1782 inventory of Governor Eden's confiscated property which
included the portrait hanging in the parlor, then being used by Governor
Thomas Sim Lee and his wife.
A motion of appreciation to Peter Pearre in memory of Mike Trostel,
and to the Society of Colonial Wars for for the donation of The Trial
of Frederick Calvert was made by Dr. Nelson, seconded by Mr. Swann
and unanimously approved.
Finding Aids, Reference Services, and Publications
Archives of Maryland (Documents
for the Classroom)
Dr. Papenfuse called the Commission's attention to a A Guide to
Six Significant Maryland Appellate Cases in the ongoing electronic
publications of the Archives of Maryland, prepared to assist Judge
Harrell and Bob Zarnoch in their efforts to produce an historically accurate
play for the Maryland Bar Association. Compiling the CD for use on
the web or in the classroom provided the Archives with the opportunity
of pulling together materials on important trials that included items it
did not have. For example, in State vs. Buchanan, Dr.
Papenfuse showed the Commission two items on the CD that the Archives initially
did not own. One item the Archives purchased as an original, and the other
it purchased as a copy from the McKeldin Library. The latter was
a rare transcript of the final resolution of the case in the lower court
(Harford County), edited by Robert Goodloe Harper, which even the Court
of Appeals did not have.
of Senates Past Biographical Research Project
Dr. Papenfuse was approached by the Secretary of the Senate and the
President of Senates Past, and asked to put together biographies of all
living members. The first edition was derived from biographies as
they appeared in the Maryland Manual, not from current information.
He encouraged the Commission to visit the Archives web site to see the
biographies on-line. This project was so much appreciated by the
of Senates Past that they will endeavor to fund a summer intern to
work with Emily Squires on biographical research relating to all senators
see Special Presentations below
Education & Outreach
Teaching in the Age of Internet:
web-based courses to be taught by the State Archivist
Maryland History (Fall 1998,
Johns Hopkins University)
Baltimore and the Bay (Spring
1999, Johns Hopkins University)
Public History (Spring 1999,
University of Maryland, with emphasis on Maryland as a model)
Dr. Papenfuse has been informed by the State Ethics Commission
that his teaching appears to be separate and distinct from his work as
State Archivist and that, based upon the information he supplied, is appropriate
and within the guidelines of the ethics laws of Maryland for him to be
compensated in addition to his salary as State Archivist.
Dr. Nelson asked if this gets the Commission past the
audit question of the Federal grant honorarium, and Dr. Papenfuse
answered in the negative. The monies were returned, the Ethics Commission
considers the matter closed and will not rule on the questions raised in
a letter to the Director, and the joint audit committee of the House and
Senate has indicated that the matter is now closed as far as they are concerned.
Dr. Papenfuse informed the commission that as a matter of policy he will
no longer seek Federal grants in which he is required to be the Principal
Investigator. The amount of uncompensated personal time required
to fulfill the terms of such grants is simply too great and not worth the
effort. He intends to devote what personal time he has to teaching
and writing, and invited the Commission to visit his personal web site
Summer Internship Program (see the ITF fund grant below)
Administrative & Fiscal Matters
A grant to the Archives from the Information Technology Fund to place
hard to find and imperiled Constitutional, Legal and Administrative records
on the Archives web site as images and as searchable text in the Archives
of Maryland series.
The impact of the
year 2000 on Archives' databases and programs and making the Archives Y2K
brief discussion of the issues, steps taken by the Archives, and status
of our pending request for assistance from the Y2K Office of the Department
of Budget and Management
There was a motion by Mr. Swann, seconded by Secretary Richkus and
unanimously approved that the plan for resolving Y2K compliance issues
at the Archives is critical to the future management of permanently valuable
records of Maryland, as well as to the ability of the State Archives to
continue to manage and increase the non-general fund component of its operational
costs (currently 35% of its total operating budget). It encompasses
only work that is currently conducted through the use of non-2YK compliant
dBASE IV programs and databases, all of which must be converted to compliant
and functioning programs and databases by January 1, 2000 in order for
the Archives to function at its current level of management and service
to the public.
Dr. Papenfuse advised the Commission that the consultant has sent her
report to the Compliance Officer recommending that the Archives needs an
estimated $2.4 million to move it into a y2k compliant world. The
Archives is the heart of the electronic management world for the State
of Maryland. If that money is not invested in our care and preservation,
it is not going to be useful to anybody else who has electronic records
that are considered permanent. It is the responsibility of the Archives
to see that anything maintained in any State agency, when it constitutes
a permanent electronic record, is properly preserved, cared for and maintained
in a permanent environment at the Archives. The Archives has received
preliminary approval for going ahead with this contract and hopes it will
be signed in the next couple of days. It will mean that every State
agency will benefit from this.
Dr. Nelson asked if this is solving most of the y2k problem for the
State of Maryland, and Dr. Papenfuse said that he did not know about all
State agencies, but that it would definitely solve the problem for the
Archives. The Archives has analyzed the y2k issue in the context
of its total operation and has identified several thousand databases and
dBASE automated procedures that need 'remediation.' To further put
this in context, Secretary Richkus indicated that DBM has about $50 million
in this year's budget for y2k phases such as this, with approximately $40
million in next year's budget for y2k issues. It is a lot of money
but, in anticipating these kinds of needs, DBM is out in front making resources,
not only money but consultants, available to all State agencies.
Dr. Nelson asked if it is expected that $90 million in the next two years
will be sufficient, and Secretary Richkus answered in the affirmative.
Mr. Swann said the $90 million is outside of individual State agency budgets.
The Comptroller's office started working on this problem in 1996, and its
real cost is probably going to be around $5 million. However, they
had the capability to do much of their work in-house. Mr. Nelson
asked how long it will take to complete this piece if the Archives gets
a signed contract, and Dr. Papenfuse said that everything critical to the
financial operation should be y2k compatible by December 31, 1999, although
the complexity of the process may require phasing in of less critical transfers
of data into the following year. Mr. Ports asked if this money is
in the Archives FY 99 or 2000 budget, and Dr. Papenfuse explained that
this money is coming out of the y2k budget. Mr. Allan further explained
that the Program Management Office (PMO) brought someone on board
in October, and their report was delivered at the end of January.
The decision has been made by the PMO to issue another task force.
Another $50,000-$60,000 will be spent. Finally, Mr. Allan emphasized
that this is a time and materials bid not to exceed $2.4 million.
major issues -
1) the auditors argue that honorariums cannot be paid to management
staff from Federal grants, even though the work is done on personal time
and at personal expense with the approval of the Federal granting agency.
The issue for this audit was resolved (but not to the satisfaction of the
employee or the Archives) by the employee returning the honorarium to a
holding account pending directions from the Federal Granting Agency with
regard to its final disposition. (update)
Dr. Papenfuse reported that the National Endowment for the Humanities
replied, indicating that from their perspective the payment ($2400) was
appropriate as an honorarium for the contribution described, or that that
it can be expended by the project in any way at the Archives as long as
it is for educational purposes. The $2,400 has been returned and
deposited in the Endowment Fund, where any interest derived from it will
be for educational purposes.
2) the auditors dispute the Commission's definition of the Archives
of Maryland series and contend that approximately $40,000 in interest
should have been earned by the General Fund instead of by the Archives
Fund. The Archives has requested an opinion on this matter from the
Attorney General - a copy of the letter
of request is attached.
Dr. Papenfuse reported that he has asked for an Attorney General's
opinion. A response is not expected until after the Legislative Session.
In his letter, Dr. Papenfuse asked the Attorney General to address the
issue who determines the content of the series, especially with regard
to publications in electronic form.
Budget Issues, Present and Future:
FY 2000 budget
The Archival Challenge: ensuring quality, reliability and
permanence for all forms of the historical record
The Archival Challenge: space for existing collections and
future acquisitions- beyond the year 2000
The Archival Challenge: providing a spatial context for interpretation
Dr. Papenfuse reported that the Archives has survived everything except
one potential cut, i.e., Network Administrator. This position is
needed for our Electronic Archives. After appeal to the House committee,
the position was restored. It is going into conference with the Senate
and the hope is that the conference committee will put the money back into
our budget. If not, we will agree with the House's terms.
Forthcoming special meetings of the Commission & events of interest
Maryland Day, March
25, 1999, events
Boys' Latin students and Author Ann Jensen with the Governor at the State
Dr. Papenfuse advised that at 9:00 a.m. on March 25, he, Mimi Calver,
Carol Borchert, 31 students from Boys' Latin and the author of the children's
book will be meeting with the Governor to discuss the life of the first
Governor, Leonard Calvert.
Lt. Governor Townsend presents the Annual Colonial Society Essay Contest
award (judged by the State Archivist) in Baltimore
Maryland House and Senate recognize the 350th Anniversary of the passage
Act Concerning Religion
At around 10:00 a.m. on March 25, Dr. Papenfuse will be addressing
the House and then the Senate regarding Maryland Day and the 350th Anniversary
of the passage of an act concerning religion. Dr. Papenfuse referred
the Commission to a booklet in their packet created by the Archives which
will also be given to the legislature in honor of the 350th Anniversary
of the passage of the act. He will also present to every member of
the legislature a copy of the second edition of Maryland: A New
Guide to the Old Line State.
Dr. Papenfuse first began work on this book in 1973 and sees this edition
as a significant milestone in his nearly 25 years as State Archivist.
He never thought the first edition would be published, given the shortage
of staff and woefully inadequate funding, and to see a second edition in
his lifetime comes close to being a near miracle.
The second edition is dedicated to the late Comptroller Goldstein, with
these words in Dr. Papenfuse's preface:
Hoping that this New Guide will prove both readable and infomative--an
introduction to Maryland that will benefit visitor and resident alike,
and lead to a full appreciation of the state's rich history--we dedicate
this work to the late comptroller of Maryland, Louis L. Goldstein.
In his nearly 60 years of public service, Louis visited every corner of
Maryland and incorporated his unsurpassed knowledge of its past into just
about every speech he gave. He understood the blessings that come
with being able to place what we see in historical context. He understood
why the enthusiasm of Father White proved so contagious; he also asked
all of us--even those who are just passing through--to help preserve those
historical things that delight us and will inform those who come after.
Reception at the Archives for Pulitzer Prize winner William Warner's new
book "Into the Porcupine Cave...," proceeds from which will benefit
the Archives and the Chesapeake Bay Foundation
Dr. Papenfuse distributed copies of An Act Concerning Religion
and circulated a copy of the New Guide to the Old Line State which will
be given to members at the next meeting:
The next meeting will be held in September 1999.
There being no further business to discuss, on a motion
by Mr. Swann, seconded by Dr. Phillips, the meeting was adjourned at 1:24
by the Hall of Records Commission, September 22, 1999
Honorable Robert Mack Bell, Chairman
Edward C. Papenfuse, Jr., Secretary
Edward C. Papenfuse
Maryland State Archives
350 Rowe Boulevard
Annapolis, Maryland 21401
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