Hall of Records Commission
Minutes

for a Meeting 
at the Maryland State Archives
Electronic Classroom
12 Noon 
November 25, 2002


Call to Order by the Chairman
Chairman Bell called the meeting to order at 12:18 p.m.
Attendees and Introduction of Special Guests
Chairman Bell welcomed Jacqueline Thompson, Chief of Staff to Secretary Peta Richkus, and Winston Tabb, Dean of University Libraries and Sheridan Director, Milton S. Eisenhower Library at The Johns Hopkins University, who is representing Dr. Brody.

Dr. Papenfuse welcomed Chris Allan as a special and regular guest.  He thanked Mr. Allan for volunteering to take on the job of reorganizing a Friends group and helping to find outside funding for the work of the Archives.

Reports and Minutes of Previous Meetings

Chairman Bell told the Commission that Dick Israel was involved in an automobile accident but is recuperating nicely.  Chairman Bell wrote Mr. Israel a letter saying that he dare not stay sick, because the Commission needs him.  Dr. Papenfuse added that he had visited Mr. Israel twice and presented him with a gift certificate to a local bookstore on behalf of the Commission and the Archives. Mr. Israel is in good spirits and keen to get back to work.

Chairman Bell acknowledged two Archives staff members:  Diane Evartt and Pat Melville.  Dr. Papenfuse said that both of these employees are dedicated public servants and have been at the Archives longer than he has.  Ms. Melville, a native of South Dakota, began her 35 year career at the Archives in August 1967.  She received her B.A. in history and classics in 1965 from the University of South Dakota, where she graduated Phi Beta Kappa.  She also has her M.A. in history from the USD.  Throughout Ms. Melville's career, she has exhibited the highest level of professionalism, and her knowledge of public records is unparalleled.  On behalf of the Governor and the Hall of Records Commission, Judge Bell presented Ms. Melville with a Governor's Citation, appended hereto and made an official part of these minutes.

Diane Evartt joined the Archives in 1971.  She is a native of New Jersey, and received her B.A. from the University of Pennsylvania in 1964 and her M.A. from American University in 1983.  Early in her career at the Archives, Ms. Evartt specialized in the organization and structure of Maryland government.  She became associate editor of the Maryland Manual with the 1979-1980 edition and the editor with the 1987-1988 edition.  Her attention to detail and knowledge of the creation and evolution of State agencies has produced a guide to State government that has become a model of its kind. On behalf of the Governor and the Hall of Records Commission, Judge Bell presented Ms. Evartt with a Governor's citation, appended hereto and made an official part of these minutes.

Records Retention and Disposal Schedules

Old Business

  • Survey of Other Archives
  • Dr. Papenfuse asked to postpone the results of his project to canvas other Archives around the nation to see how they are faring during these difficult financial time.  Over one half of Dr. Papenfuse's colleagues have responded to his questionnaire, and he will have the results at the next Commission meeting.  So far the results are not very good.  For example, the Virginia State Library has cut out all imaging work and dismissed its imaging staff.  These are difficult times for Virginia and all states.
    At this time, Chairman Bell changed the agenda by moving to Administrative and Fiscal Matters so that Senator Miller could be present for budget-related issues before he has to leave for another meeting.

    Archivist's Report & Staff Activities

         (see the Maryland State Archives Bulldog for additional details)
    Dr. Papenfuse said that he and the Archives' staff are trying to reach out to the public to explain the Archives' mission and methods.
  • June 26:  Dr. Papenfuse participated in Maryland Municipal League Conference, Preserving Municipal History, in Ocean City, MD;
  • July 26:  Dr. Papenfuse addressed the Council of Geographic Names Authorities, Where is Watkins Point?;
  • August 9:  Shaanxi Provincial Archives delegation visited the Archives;
  • September 11:  Delegation of China State Archives Bureau, Inner Mongolian Archives Management System visited the Archives;
  • September 26-28:  Dr. Papenfuse represented Chief Judge Robert M. Bell at the fifth annual meeting of State and Federal Court Historical Society administrators and trustees held in conjunction with the Annual Meeting of the American Association for State and Local History (AASLH) in Portland, Oregon;
  • September 29:  Dr. Papenfuse addressed the Baltimore County Genealogical Society on the occasion of their 25th anniversary on The Future of the Maryland State Archives group. The group made a $500 donation to the Endowment Fund;
  • October 3:  MPT Advisory Board met re:  "Maryland's Roots";
  • October 11-13:  Dr. Papenfuse spoke at a conference in Hofgeismar, Germany called Justitia Scanned: Creating Electronic Editions of Legal History. He spoke on Salvaging the Nearly Lost Art of Constitution Making: Documenting the Documents. His expenses were paid by the conference organizers;
  • November 4:  Dr. Papenfuse addressed Russian journalists here to observe the electoral process;
  • November 21:  Dr. Papenfuse addressed the Baltimore Bibliophiles re:  new map book and the future of electronic archives at the Johns Hopkins Club;
  • November 25:  Dr. Papenfuse addressed Anne Arundel County K-12 media specialists re:  Aftermath of Glory and From Segregation to Integration document packets at the Carver Center.
  • Special Meetings of the Commission & Events of Interest

  • December 2002:  Three-member delegation from Inner Mongolia, P.R. China, to visit the Archives;
  • December 3, 2002:  Groundbreaking for the new Reginald F. Lewis Museum of Maryland African American History & Culture;
  • December 4, 2002:  Reference and Research Advisory Committee meeting;
  • December 6, 2002:  Archives of Maryland On Line Advisory Board meeting;
  • April 3-6, 2003:  Dr. Papenfuse to present The Necessity of Consortium Efforts for Web-Based Documents in the Midst of Budget Cuts at the OAH Convention in Memphis, TN. OAH will provide air travel;
  • May 15, 2003:  Dr. Papenfuse to address the China Burma India (CBI) Veterans group of WWII re:  role of the State Archivist and MSA at Snyder's Willow Grove Restaurant.
  • Recent Gifts and Acquisitions

    Finding Aids, Reference Services, and Publications

    Research & Education

    Administrative & Fiscal Matters

    Next meeting

    Spring meeting at the call of the Chair

    Appendix

    The State of Maryland
    Governor of the State of Maryland, to
    Patricia V. Melville, Greetings:

    Be it Known:  That on behalf of the citizens of this State, in recognition of the dedication and professionalism you have demonstrated during your long and distinguished career and as a state employee...in honor of your significant contributions to the great State of Maryland during your association with the Maryland State Archives; and as an expression of our admiration, great respect and gratitude for your 35 years of exemplary service to the citizens of Maryland, we are pleased to confer upon you this Governor's Citation.

    November 25, 2002
    Parris N. Glendening, Governor
    John T. Willis, Secretary of State
     

    The State of Maryland
    Governor of the State of Maryland, to
    Diane Frese Evartt, Greetings:

    Be it Known:  That on behalf of the citizens of this State, in recognition of the dedication and professionalism you have demonstrated during your long and distinguished career and as a state employee...in honor of your significant contributions to the great State of Maryland during your association with the Maryland State Archives; and as an expression of our admiration, great respect and gratitude for your 30 years of exemplary service to the citizens of Maryland, we are pleased to confer upon you this Governor's Citation.

    November 25, 2002
    Parris N. Glendening, Governor
    John T. Willis, Secretary of State

    Adjournment

    There being no further business to discuss, Mr. Tabb offered a motion to adjourn the meeting at 1:45 p.m., which was seconded by Dr. Phillips and unanimously approved, the Chairman concurring.

    Approved by the Hall of Records Commission, April 24, 2003
     

                                    ________________________________________
                                            The Honorable Robert M. Bell, Chairman
     

                                    ________________________________________
                                            Edward C. Papenfuse, Jr., Secretary


    Dr. Edward C. Papenfuse
    State Archivist

    Maryland State Archives

    350 Rowe Boulevard
    Annapolis, Maryland 21401

    Email: If you have an Email account linked to your WEB browser, click here to activate your mail program to send an inquiry or message to me at archives@mdarchives.state.md.us or contact me at (410) 260-6403.

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