Chairman Bell called the fall meeting of the Hall of Records Commission to order at 12:24 p.m. He then welcomed Bonnie A. Kirkland, Esquire, Counsel to the Archives and Howard Freedlander, Deputy Treasurer, to the meeting.
Attendees and Introduction of Special Guest:
The following Commission Members, Alternates, Counsel and staff of the Archives were present:
The Honorable Robert M. Bell, Chief Judge, Court of Appeals, and Chairman of the Hall of
Mr. Howard Freedlander, representing The Honorable Nancy K. Kopp, Treasurer
Mr. R. Dean Kenderdine, representing The Honorable William Donald Schaefer,
Comptroller of the Treasury
Mr. Boyd Rutherford, Secretary, Department of General Services
Dr. Glenn Phillips, representing Dr. Earl S. Richardson, President, Morgan State University
Dr. Whitman H. Ridgway, representing Dr. William E. Kirwan, Chancellor, University of
Bonnie A. Kirkland, Esquire, Assistant Attorney General
Mr. Timothy D. Baker, Deputy State Archivist
Ms. Kathy Beard, Executive Associate and Recording Secretary, Maryland State Archives
Ms. Nancy Bramucci, Data Base Specialist Manager, Programming, Maryland State
Ms. Jennifer Cruickshank, Archivist II, Maryland State Archives
Mr. Van Lewis, Director, Fiscal Administration, Maryland State Archives
Ms. Lynne MacAdam, Computer Network Specialist Manager, Maryland State Archives
Ms. Pat Melville, Archivist V, Maryland State Archives
Dr. Edward C. Papenfuse, State Archivist and Secretary, Hall of Records Commission
Richard H. Richardson, Personnel Officer and Deputy Commissioner of Land Patents
Ms. Emily Oland Squires, Archivist V, Maryland State Archives
Dr. David Taft Terry, Administrator II, Slavery Commission
Dr. Papenfuse mentioned that, on October 31, he and Mr. Baker are meeting with Joe Getty, Amanda L. Boyd, Paul Schurick, Megan McGinn, J. P. Scholtes and possibly Jervis Finney, all of the governor's staff, to talk about how records relating to the Governor's office can be regularly transferred to the Archives and determining which ones can be disposed of.
A discussion followed concerning the whole question of email, how is it constituted, if it constitutes a permanent record, how should it be cared for, managed and saved? While no one has an answer, it is something that needs legislative attention, because some of the most important actions of government are carried on by email. Dr. Papenfuse noted that there is a need for a policy to be put in place.
Secretary Rutherford said that DGS is looking at electronic correspondence and discovery. He asked Chairman Bell if we are able to make a distinction between what might be correspondence and what might be discovery. Chairman Bell answered that it is going to be developed either by legislation or by case law.
Secretary Rutherford offered a motion of approval of Records Retention and Disposal Schedules as presented, seconded by Mr. Kenderdine and unanimously approved, the Chairman concurring.
Archivist's Report and Staff Activities
How other Archives are faring:Other Archives around the country are faring very poorly. The Maryland State Archives is very grateful to the Judiciary for its willingness to partner with the Archives on a project that benefits the Archives and the Judiciary with regard to making indices and land records available to the public. It is being done out of a special fund, a portion of which comes to the Archives. This is the main reason that the Archives budget is balanced and it is able to hire people where other state agencies are not. There is not another Archives in the country doing nearly as well as the Maryland State Archives. In the next budget, the Archives is being mandated to give salary increases to employees but no General Funds are being allocated for these increases. Dr. Papenfuse said that at the Archives budget hearing on October 28, he will point out that agencies are being told to do something for which they are not being given General Funds.
April 25: Dr. Papenfuse served as panel participant in The Future of Civil Rights Research - A Program to Commemorate the Reopening of the Thurgood Marshall Law Library, The University of Maryland School of Law; April 30: Dr. Papenfuse attended the Administrative Law Section Annual Spring Dinner and talk by Judge Wilner on The Governor's Emergency Powers; May 5: Dr. Papenfuse addressed the Maryland Circuit Court Clerk's Association in Ocean City, MD re: Land Records ELROI/Archives project; May 15: Dr. Papenfuse addressed the China Burma India (CBI) Veterans group of WWII re: What's in a name and why we should remember: Peleliu and the men of 1-1-1-HQ Company - Communications Platoon;
May 21: Dr. Papenfuse hosted Russ and Jody Morrison and the Kent County Historical Society on a tour of the Archives;
June 2: Dr. Papenfuse served as keynote luncheon speaker at the TUGIS 2003 Conference at Towson University re: From Then to Now: The Maryland State Archives Atlas of Historical Maps of Maryland; June 4: Dr. Papenfuse attended Reference and Research Advisory Committee meeting; June 23: Dr. Papenfuse participated in panel on the Mark Steiner show (WYPR FM) re: State Constitution of Maryland; June 27: Dr. Papenfuse attended a Government House dinner with Governor and Mrs. Ehrlich for the kick off of the Foundation for the Preservation of Government House. Evening included a tour of the State House by Dr. Papenfuse for the dinner guests; August 28: Dr. Papenfuse addressed the Library of Congress overseas officials on using the Zeutschel scanner rather than microfilm and digital preservation; September 4: Dr. Papenfuse gave a demonstration of mdlandrec.net to all of the clerks hosted by Steve Hales in Snow Hill; September 5: Dr. Papenfuse welcomes conservators visiting from South Korea;Dr. Papenfuse advised the Commission of an unexpected visit from a group from the main and regional archives in South Korea concerned with the conservation of paper. This group found the Maryland State Archives by searching the web for conservators in the United States with a Korean last name. Our conservator's last name is Lee, although she is not Korean, and Ms. Lee was able to show them some of things we do here. September 10: Dr. Papenfuse taught Judicial Institute course on Maryland Legal History at the Judicial Training Center;Dr. Papenfuse said that he enjoys teaching a course on Maryland Legal History once a year at the Judicial Institute. This year, he talked about the Constitution of 1851 and its impact. September 11: Dr. Papenfuse and Mr. Baker made a presentation to the Comptroller's Cabinet re: What the Archives is and what it does; September 15: Dr. Papenfuse gave a tour of the State House to European journalists and Connex officials on behalf of the Governor and Lt. Governor. A donation of $1,000 was received for this activity; September 15: Publication of new Government House brochure, written and produced by Archives' staff members Mimi Calver and Elaine Rice Bachmann; September 16: Dr. Papenfuse participated in a JHU Senior Alumni lecture on the Maryland State Archives Atlas of Historical Maps of Maryland at Evergreen House; September 18-20: Alexander Lourie attended, on behalf of Judge Bell, the sixth annual meeting of the State and Federal Court Historical Society Administrators and Trustees in conjunction with the AASLH Annual Meeting in Providence, RI; October 7: Dr. Papenfuse and Jennifer Hafner attended the oral argument in Virginia v. Maryland at the U.S. Supreme Court:Dr. Papenfuse said that this was an extraordinary experience. Although he had attended oral arguments twice before when Berger was Chief Justice, he said that the Rehnquist court was the most dynamic he had ever seen. The very first question to Andy Baida was to the jugular, and in Dr. Papenfuse's opinion, we did not recover very well, nor did we answer a question from Justice Scalia about Riparian rights very well. Every Justice, with the exception of Thomas, had a question and they were all very germane to the issue. Justice Stevens threw Maryland a bone when he said this means that if they agreed with Virginia that there will be a regulatory vacuum. Justice Stevens was giving an opening for an opinion that would not completely be in Maryland's favor but would leave Maryland in control of the regulatory activity with regard to the water of the Potomac. It is highly unlikely that this will happen, because the master who investigated the matter for the Supreme Court (Lancaster) was so biased and a-historical in the way he dealt with the evidence. Dr. Papenfuse noted that Andy Baida ended with an eloquent plea that somebody has to be in charge, and, as Maryland owns the river, it has a right to deal with the regulatory issues, but his eloquence was probably to no avail. October 10-11: Dr. Papenfuse attended the fall meeting of the Historic St. Mary's City Commission. Dr. Papenfuse was appointed by Governor Ehrlich to the Commission for a term of four years commencing July 1, 2003; October 11: Chris Haley, Acting Director of Reference Services, addressed the Maryland Genealogical Society at the Maryland Historical Society re: What's new at the Archives.
Forthcoming special meetings of the Commission and events of interest are outreach activities the Archives does that the Commission is sometimes invited to. Dr. Papenfuse said he was hoping to have individual sessions with the Senate and House or a joint session where the new Atlas will be presented to the Legislature. Both the Senate and House have committed to buying the Atlas at a discount for all of their members.
October 21: Dr. Papenfuse to attend the Governor's Consulting Committee meeting in Crownsville; October 26: Dr. Papenfuse to attend Baltimore Book Bash at Borders bookstore in Towson to promote the historical Atlas; October 31: Dr. Papenfuse to attend presentation to Sid Hart, Editor of the Peale Papers, by the Friends of Franklin, Inc. in the Calvert Room and conduct a private tour of the State House; November 6: Dr. Papenfuse to address the Washington Map Society at the Library of Congress re: Putting Maryland on the Map: A New Edition of the Atlas of Historical Maps of Maryland after 20 years; November 21: Dr. Papenfuse, Mimi Calver and Elaine Rice Bachmann to attend reception for the Foundation for the Preservation of Government House at Government House (rescheduled from September 19); December 17: Dr. Papenfuse to host a group of four Russian librarians, an interpreter, one facilitator and interested League of Women Voters for an orientation program and tour of the Archives; May 6, 2004: Dr. Papenfuse to address The Women's Club of Roland Park; May 13, 2004: Dr. Papenfuse to give presentation and tour to Boys' Latin School students; May 25, 2004: Dr. Papenfuse to address the Ft. Garrison Chapter of the Colonial Dames of the 17th Century at the home of Mary Parks located in Homeland in Baltimore.
Dr. Papenfuse said that recent gifts and acquisitions are papers and objects that the Archives has taken on as collections. He focused on two collections: Metropolitan Club Drawings and and the Sidney and Neff Map of Baltimore, 1852.
Dr. Papenfuse presented an interesting story about this document, which George Washington signed when he was president of the United States. The person who signed as secretary, was also the secretary of war. Washington was criticized for heading the Society of Cincinnati (a private organization) while president of the United States and had to remove himself as the society's president. Dr. Papenfuse invited the Commission to visit the Conservation Lab to look at the original certificate after the meeting.
Referring to the copy of the Cincinnati membership certificate in today's
packet, Dr. Papenfuse advised the Commission of a new service offered at
the Archives to reproduce documents in color up to 44" wide. He expects
it to be profitable for the Archives. He invited the Commissioners
to look at the examples on the table after the meeting. Dr. Papenfuse
stated that this service is going to be most helpful with exhibits in the
State House and Senate and House Office Buildings where collection materials
need to be displayed and where the temperature and humidity controls are
not what they ought to be.
Dr. Phillips asked the rationale for selecting Worcester County rather than another county. Dr. Papenfuse advised that Worcester County did not have ELROI, was all microfilm and had a problem with delivery. Judge Bell added that there was also a concern about the deterioration of the records in this county.
Ms. Bramucci stated that of those materials the Archives chose initially, there were two record series within that category. The users of this system will have to go down to the time period and the letter of the alphabet they want. The index cards have been brought on-line at 32 images to a page. If the user finds a particular index card they are interested in obtaining, he/she clicks on the certificate and are asked to sign in. If this is the first time the customer is using the system, an account must be created. The user then fills out an on-line form indicating if he/she would like the death certificate certified or uncertified, shipping and billing address and payment information. Dr. Papenfuse advised of a great new addition to this system whereby the customer helps improve the Archives indexing by transcribing what they find on the card (the customer cannot place an order without transcribing the card). If the customer chooses a card that someone else has already picked and transcribed, the customer automatically gets the transcription that was created and it does not have to be transcribed again. This information is held onto by the Archives. Ms. Bramucci continued that the customer prints out a form that is mailed to the Archives to obtain the actual certificate.
Dr. Ridgway questioned if there was a problem with certification, and Dr. Papenfuse responded that all the Archives is certifying is that the certificate is an original record of the Archives. Dr. Ridgway next asked if the Archives is relying on the customer to fill in the information on the card that the Archives does not have, and Dr. Papenfuse answered in the affirmative. He added that over time, the Archives will be able to allocate volunteers to do keyboarding. Over a very long time, the Archives will be creating a searchable database. In the future, Dr. Papenfuse advised that the Archives will be moving to e-commerce so that the customer does not have to mail in the form with their money.
Dr. Terry said that the project tries to affix some sort of appreciation for what it meant to run away from southern states, Maryland in particular. Using a variety of records including jail/prison records and most voluminously, newspapers, Dr. Terry has pulled out around 9,000 runaway ads. From this collection, we get a picture of not simply run away activity being the work of "abolitionists," but every day Marylanders, black and white, being accused or having participated in some manner of bringing individuals out of slavery and into the free states, such as Pennsylvania. Mr. Freedlander asked if Dr. Terry is looking at roles of Quakers and he said he is looking at every role. Dr. Terry said the importance here is that traditionally we don't have an idea of how the southern states participated in the Underground Railroad. The early returns have been presented to the National Park Service for encouragement and feedback. They were looking for ways to convince states, particularly southern states, that there is work that can be done that demonstrates this idea of moving out of slavery that does not create a picture of a solitary, scared individual running aimlessly and then some great northerner comes along and helps this individual. Mr. Freedlander asked if due to the fact it is a Federal grant the project must take a universal look at slavery and not just in Maryland. Dr. Terry stated we are Maryland specific. Dr Papenfuse invited the Commission to follow along what we do at mdslavery.net.
Dr. Phillips asked what the National Park Service and U.S. Department of Education want from the Archives in the end. Dr. Terry responded that the National Park Service wanted an extensive written report with some sort of web presence for Baltimore, Prince George's and Frederick counties. What we are doing right now for the first year of the Department of Education grant is looking at geographic representation for Anne Arundel, Cecil, Charles and Dorchester counties. These counties were chosen for their proximity to Washington, DC and Prince George's and Baltimore Counties. A discussion ensued regarding why and why not counties were chosen. It is Ms. Squires hope that the Archives will continue to get funding through the State for additional grants to study each county.
Dr. Papenfuse advised that thanks to Emily Squires, David Terry, John
Ball and others, these grants fund the Archives internship program through
2006 at a time when most of the General Fund monies have been taken away
from the Archives. The Archives has adopted the model it has been
asked by each of the Appropriations committees for years now concerning
getting outside funding to help deal with these kinds of projects.
Dr. Papenfuse hopes when we get beyond this economic crunch, he can go
back to the Governor and legislature to get matching funds in our budget
to continue to do this work without having to go outside for grant money.
There being no further business to discuss Dr. Phillips offered a motion to adjourn to the Conservation Lab at 1:20 p.m., which was seconded by Dr. Ridgway and unanimously approved, the Chairman concurring.
Approved by the Hall of Records Commission, April 28, 2004.
The Honorable Robert M. Bell, Chairman
Edward C. Papenfuse, Jr., Secretary
Edward C. Papenfuse
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 firstname.lastname@example.org or contact me at (410) 260-6401.
© Copyright 2004 Maryland State Archives