The Archives participation in the Comptroller's request for proposals for electronic document imaging solutions for the Registers of Wills has provided a unique opportunity for the Archives to consider the management of permanent records.
There is a need for continued involvement on the part of the Archives both to learn more about the solutions that are available and to assist the Comptroller and the Registers in resolving a number of management issues. The implementation of an electronic document management system within the next two years in all the Register's offices will require some planning. The following are issues the Archives, the Comptroller, and the Registers need to pursue.
1. Consideration must be given to abandoning all retrospective source document filming of probate records and begin the systematic transfer of all paper records to archival storage.
The Archives should survey each of the register's offices to determine the amount of archival material currently on hand and estimate what the finite universe of papers will be. This can be accomplished using the formula for document accretion developed for the rfp in conjunction with a forecast for the implementation of scanning systems for each office.
2. The registers should each determine a point at which the paper submissions will no longer be maintained at their offices and all probate records will go on line.
Legislation will be necessary to amend Estates and Trusts Article, Sections 2-208, 2-209, & 2-211 to address electronic recordation. A records retention schedule will have to be prepared that effectively describes the new recording method and the archival mangement of the records.
3. The Archives' operation should be fully functional to assist the Registers. The Archives expects that its Computer Services and Document Imaging operations will be completely familiar with the software and system operation.
4. The Archives should develop a process of image assembly for output to film for the permanent preservation of the electronic record.