Vermont Secretary of State
1998 Municipal Records Survey

THIS IS A WORLD WIDE WEB PUBLICATION OF THE VERMONT SECRETARY OF STATE
(If you are reading a paper version of this document, you may find the original at www.sec.state.vt.us)
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May 7, 1998
As part of its fee bill, the 1998 General Assembly instructed the Secretary of State to "determine the condition of municipal records" and the "effectiveness" of the $1 preservation surcharge for recording fees provided for in 32 V.S.A. §1671(c)(1). To begin the process and have a report ready by the January 15, 1999 deadline, we have prepared this survey form and ask for your cooperation in completing and returning it to us no later than July 1st.

Determining the "condition" of municipal records is a broad charge, covering a wide range of potential concerns. I would especially welcome your comments on issues not covered by this questionnaire, but which you feel should be included in considering the "condition" of records.

For the purpose of this survey, we would ask you to consider only those records in your office that must be kept for 10 years or longer.

By preservation, we mean steps that slow the deterioration of the records; by conservation, we mean restoration of volumes and records by a conservation service.

I'd appreciate hearing from you on this issue. Thanks. 

-- Jim Milne
Secretary of State
802-828-2460
jmilne@sec.state.vt.us

NAME OF MUNICIPALITY________________________________

NAME OF MUNICIPAL CLERK________________________________

FREQUENCY OF RECORDS USE

How many requests a year do you estimate you receive for retrieving or copying records in your custody? _______________________________________________

Has use increased______ or decreased_______ over the past five years?

CONDITION OF RECORDS

How would you describe the condition of your records?

  • Good means no rips, good binding, stable medium such as mylar or alkaline ("acid-free") paper, no fading of ink, etc.
  • Adequate means showing some wear and tear, weakened but intact bindings, no need for immediate conservation.
  • Fragile means torn, binding broken, paper crumbling, ink faded, at risk from photocopying.

Condition of Records
record type
% adequate
% good
% fragile
  • paper records
    		•      
  • maps/plats
    		•      
  • other (describe)
     
    		•      

     

    STORAGE

    Are your records stored in a flood plain?________

    Do you have a vault for your records storage?________

    If so,

    • Is it at least four-hour rated for fire?________

    • Does it have temperature________ and humidity_________controls?

    • How long before you current vault space is filled?________

    Do you have roller shelves for your bound volumes?________

    Do you have map cases or hanging files for your maps?________

     

    PRESERVATION

    Do you have a long range preservation plan?________ (if yes, please enclose a copy)

    Do you routinely microfilm your records for:

    • use copies, to preserve originals________
    • off-site security________
    • other (please explain)___________________________________

      ________________________________________________________

    Do you keep computerized records?_________

    If so,

    • which records?_____________________________________________

      _____________________________________________________________

    • In what format(s) are these records stored?

      _____________________________________________________________

    CONSERVATION EFFORTS

    Do you have a long-range conservation plan?________

    Have you had conservation work done?________

    If so,

    • When?_______________

    • What records were conserved?________________________

      _____________________________________________________

    • What did the conservation work cost?______________________________

    PRESERVATION SURCHARGE

    Has your municipality adopted the $1 preservation surcharge? ________

    If so

    • When?_______________

    • How much have you collected during the past two fiscal years?

      FY97: _____________; FY98: _____________

    • Have you used funds from the preservation fee yet?________ If so, what types of activities did you use the fee for?

      ___________________________________________________________________

      ___________________________________________________________________

      ___________________________________________________________________

    Is the $1 surcharge adequate?________

    Should the surcharge be dedicated to preservation________, go to the municipal general fund________, or support the general operation of clerk's office?________

    Are you supported by fees________, salary________, or combination of fees and salaries?________

    SUGGESTIONS
    Do you have any suggestions for how best to care for municipal records, including funding mechanisms? Do you see other factors, not covered in this survey, affecting the condition of municipal records that should be considered as part of the report to the General Assembly?

     

     

     

     

     

     

     

     

     

    Return address:

    _____________________________

    _____________________________

    _____________________________

     

     

     

     

     

                                            Secretary of State Jim Milne
                                            109 State Street
                                            Montpelier, VT 05609-1101