1. An archives/ records center where records can be safely stored, processed, and maintained. This center must contain "fireproof rooms, safes or vaults for the safe keeping of the public records..." (MGL 66,11). Currently there is no fireproof vault or room in the Town Hall, which is a wood frame building. It should also be climate-controlled. Some of the collections in the worst condition are located in the Town Hall-see "AtRisk Collections," below."
2. An archivist/ records specialist to assist the Town Clerk with archives and record management. While the Town Clerk is the "keeper of the record," the Town of Westford has been expanding, adding both buildings and programs over the past years. The record management issues have increased exponentially. While the personnel in some departments are very aware of their record-keeping responsibilities, others are completely unaware or simply do not have the time. Some Town Departments not located in Town Hall have no idea that records retention schedules exist and that records cannot be destroyed without the State's permission.
3. An immediate plan to protect the "At-Risk" collections defined below
ACTIONS:
1. Establish an Archives/ Records Management Committee
While carrying out this survey, I talked to many individuals who are deeply concerned about the Towns records. These include Paul Murray, who is the Commander of VFW Post 159 and its record keeper as well as a member of the Towns Finance Committee. Mr. Murray suggested that a roundtable be set up to discuss the Towns records. Other other individuals who indicated they would be interested in participating include:
Robert Oliphant and Jane Hinckley, both members of the Historical Commission; Dick Kenyon, of the Nashoba Valley Camera Club (who has worked with the Mass Board of Library Commissioners reviewing library plans); and Juta Moter of the League of Women Voters. Ellen Harde, the Town Moderator, Ann Vandal, the Administrator of the Planning Department, Nancy Oakes, Town Clerk, Ginny Moore of the J.V. Fletcher Library, and Marilyn Day of the Historical Society would all be key participants in this roundtable. (A visit to the Town of Burligtons archives would help the Town of Westford to envision what its archives could become. See Appendix 111, for a copy of the website. I have spoken to the |
