PUBLIC RECORDS ADVISORY COMMITTEE MEETING AGENDA November 30, 2017 Town Offices, 50 Billerica Road Chelmsford, MA Time: 2:00 PM Meeting Room 205

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1 PUBLIC RECORDS ADVISORY COMMITTEE MEETING AGENDA November 30, 2017 Town Offices, 50 Billerica Road Chelmsford, MA Time: 2:00 PM Meeting Room CALL TO ORDER APPROVE MINUTES November 9, 2017 Documents: PRAC MINUTES.PDF STORAGE AREA WALK THROUGH First Floor Town Clerk Vault Treasurer's Vault Lower Level Planning / Zoning Elections Closet Town Clerk LL Vault Gym Level SB03 SB04 PROJECTS 4.I. CAPITAL PROPOSAL Capital Planning Committee presentation will take place December 1st. Documents: CAPITAL PRESENTATION PDF 4.II. DISCUSSION ITEMS Westford Records & Archive Management Committee Microfilm / microfiche inventory - Town Clerk LL Vault Digital Resource Lifespan Grants Next Steps / Goals Documents: TOWN CLERK VAULT MICROFILM PDF 5. ADJOURN

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4 Vault & Storage Room Upgrades Records Management Preservation Plan Office of the Town Clerk 1

5 Project Timeline To Date: September 25, 2017 Established Public Records Advisory Committee September 20, 2017 Received $15,000 CPC Grant to begin Restoration Project for Historic Records September 14, 2017 Consultant review of existing Records Management space and preservation needs September 14, 2017 Quotes for Vault/Storage Improvements June 21, 2016 Began Digitization of Historic Records Project through Boston Public Library August 4, 2014 Letter from Town Clerk to Town Manager, DPW Director, Permanent Building Committee re: Town Clerk Vault Storage: assessment of existing and projected needs for public records storage and for preserving historical documents. July 16, 2014 Kofile Preservation Plan and Estimates for Historic Records June 17, 2014 First quotes for Vault/Storage improvements March 5, 2014 Report by Board of Library Commissioners on Environmental Monitoring 8/2013 1/2014. August 2013 January 2014 Installation of Climate Control Data Logger by MA Board of Library Commissioners June 7, 2013 Northeast Document Conservation Center Report on Preservation Needs Assessment conducted June 3, Northeast Document Conservation Center Report on Collection Assessment of Town Records conducted February

6 NEDCC s Recommendations Renovate vaults to: o Create separate HVAC climate zones for storage vaults o Install motion sensors for lighting o Achieve a fire rating of six hours o Install fire suppression system for archival materials o Install key card security system o Install new archive-compliant shelving 3

7 Progress Town Clerk Lower Level 10 x 16 Vault From This To This 4

8 Progress Election Storage From This To This 5

9 Digitization Project Selectmen Meeting Minutes from Election Results Archive Historic Town Records Resident Lists from Genealogy & Local History Resources Burial Records Digital Recordings of Selectmen Meetings (ChelmsfordTV) 6

10 Town Clerk Vault Current Conditions Proposed Design 7

11 8

12 Current Conditions Town Clerk Vault 9

13 Proposed Solution Town Clerk Vault Install Rollers for Oversized Indexes to be Stored Flat 10

14 Environmental Controls Town Clerk Vault (Approx. 5 x 9 ) Results From Environmental Monitoring Report August 2013 January 2014 Temperature 75.5 F - recommended 65 F Relative humidity 52.6% - recommended 25% - 40% Light level 336 lux ( Lux) Ultraviolet radiation 102 μ W/Lumen (<75 μ W/Lumen) 35.3 m W/M² (<20 m W/M²) 11

15 Planning Zoning Storage Current Conditions Proposed Design 12

16 13

17 Treasurer s Vault Current Conditions Proposed Design 14

18 15

19 Environmental Controls First Floor Treasurer s Vault (Approx. 10 x 16 ) Results From Environmental Monitoring Report August 2013 January 2014 Temperature 77.3 F recommended 65 F Relative humidity 49.4% recommended 25% - 40% Light level 623 lux recommended lux Ultraviolet radiation 83 μ W/Lumen (<75 μ W/Lumen) 57.4 m W/M² (<20 m W/M²) 16

20 Basement Storage -SB04 Current Conditions Proposed Design 17

21 18

22 Basement Storage SB03 Current Conditions Proposed Design 19

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24 Environmental Controls Lower Level Vault 10 x 16 Results From Environmental Monitoring Report August 2013 January 2014 Temperature 75.2 F recommended 65 F Relative humidity 50.2% recommended 25% - 40% Light level 336 lux recommended lux Ultraviolet radiation 102 μ W/Lumen recommended <75 μ W/Lumen 35.3 m W/M² recommended <20 m W/M² 21

25 Thank you 22

26 Chelmsford Town Clerk Vault Microfilm Survey 11/15/2017 Record Format Count Contained In Library has? Annual Town Report, film (35mm) 13 Brown cardboard boxed labeled "Annual Town Reports" No Annual Town Report, film (35mm) 13 Brown cardboard box labelled "Micro" No MA Vital Records film (35mm) 12 White cardboard paper box labelled "Aspen 30" Yes MA Vital Records film (35mm) 11 Big box labelled "Sexton / Relish" Yes Valuation Work Cards film (35mm) 7 Big box labelled "Sexton / Relish" No Vital Records, Town Meeting film (35mm) 8 Big box labelled "Sexton / Relish" No Births/Deaths/Marriages film (35mm) 3 Big box labelled "Sexton / Relish" Yes Local tax lists through 1776 film (35mm) 2 Big box labelled "Sexton / Relish" No Births/Deaths/Marriages film (16mm) 12 White plastic box Yes Cemetery Records film (35mm) 5 Small boxes inside of "Sexton" box No Cemetery Records film (16mm) 11 Small boxes inside of "Sexton" box No Births/Deaths/Marriages 1919? 1980 fiche Blue box Yes

27 Notes Duplicate set Town records, Proprietor, Valuation & Misc, Proceedings & Misc, Deeds, Taxes, Church records; these records are indexed in the black 3 ring binder also in this box Duplicate set, minus one box