Archives Oversight Committee Meeting Minutes

Red Lion Hotel, Silverdale, WA

June 23, 2003

Members Present:

Jerry Handfield, State Archivist

Dan Speigle, Deputy Secretary of State

Karen Flynn, Kitsap County Auditor

Siri Woods, Chelan County Clerk

Bob Terwilliger, Snohomish County Auditor

Sherry Bays, Secretary of State's Office

Lisa Goldsworthy, Snohomish County Recording Manager

Carolyn Ableman, Snohomish County Chief Deputy Auditor

Greg Mennegar, Imaging & Preservation Manager

Adam Jansen, Digital Archivist

Brenda Bamford, WACO Staff

Committee Chair Bob Terwilliger called the meeting to order at 1:00 p.m.

Jerry Handfield introduced the new digital archivist, Adam Jansen.

Grant Program

Sherry Bays reported on the status of the grant program, and submitted a report to the committee on the success of the 2002 grant pilot program.  There were forty-five grants submitted in 2002 and there were seven grants funded.  All seven of the grantees met the deadline and have achieved their project goals.

Sherry suggested changing the dates so the project would end on May 30^th and the final report would be due on June 15^th.

The 2003 grant program has a broader scope.  Those awarded grant funds will be able to purchase equipment that will aid in the preservation and conservation of documents.

Sherry also reported that due to the sheer volumes of applicants and projected future growth of the program a 1/2 time employee may be needed for administration.

Jerry Handfield stated that a consultant could be hired with project money to avoid the issues that come with the hiring of FTE's.

The members of the committee asked that the success of the program be widely advertised in the Courthouse Journal and the AWC newsletter.

Bob Terwilliger suggested that the regional archivists screen the applications that come to the committee for final selection, with a report of how many did or didn't make the cut.

Siri Woods suggested additional training that would educate individuals in local government as to what records are kept and how to preserve the documents properly.

Bob Terwilliger suggested that any training should take place at the joint WACO/WSAC conference this fall when the commissioners, clerks of the board, auditors, clerks and other county officials will be present.

It was suggested that in October after the grants are awarded that a fact sheet be compiled that would be distributed to legislators displaying the applicants from each legislator's district.  This would include the history from the 2002 pilot project and the applicants from the 2003 process. 

Jerry Handfield took a moment to recognize Sherry Bays for an excellent job of administering the grants program.  The committee echoed his sentiments with a hearty round of applause for Sherry.

Karen Flynn again stressed the importance of communicating the success of this program to legislators when seeking support for the supplemental budget as well as the biennial budget.

Budget

Dan Speigle reported that $482,000 has been collected from tax warrants for the biennium.  Over the biennium $5.3 million has been collected from the first $1, there was a $1.8 million fund balance to begin with, $2.6 million has been expended and the projected ending fund balance is $4.5 million.  Of the second $1 (for the Digital Archives) $1.8 million has been collected and $113,000 has been expended.

Siri Woods suggested that the regional archivists visit the county courthouses to offer an assessment of needs and advice for record preservation and conservation.

Bob Terwilliger asked for a preliminary listing of the supplemental and biennial budget items that will be submitted to OFM.

Dan Speigle reported that legislative issues with a budget impact have to be completed and submitted OFM by August.

Security Microfilm

Greg Mennegar reported that the imaging section of the archives is moving to a new building in Tumwater.

Jerry Handfield reported that victory over the security microfilm backlog was complete.  Over 72,000 rolls are complete in under a year.  A report on the inspected microfilm will be complete in the next 90 days.

Greg reported that the brown toning process is behind due to inferior equipment, but this will be remedied shortly with significant upgrades in equipment.  Also provided to the committee was a report of the security microfilm project.  In the near future an FTE will be needed for the security microfilm project.

Jerry Handfield warned that there will need to be significant refilming.  Any film prior to 1996 is the Archives financial responsibility. 

Greg stated that the brown toning backlog will most likely be outsourced.

Jerry Handfield stated that there is an issue with quality control that has come to his attention.  In some instances a roll of film will come in from the counties that does not meet the Archives standards, it is then sent back to the county.  Instead of correcting the problem some counties are signing off on the film and sending it back to the Archives vault.

Digital Archives

Jerry Handfield reported that Adam Jansen had been hired as the new digital archivist.

Adam provided the committee with digital photographs of the actual brick and mortar construction of the digital archives.  The completion date is expected to be spring of 2004.

Adam also reported that ISB approval through DIS is necessary.  This is a feasibility study that was required in the capital budget appropriation.  The meeting is set for August 14.

Bob Terwilliger asked that a copy of the feasibility study be provided to the committee members at the September 29 meeting at Seatac.

Digital Archive WAC's

Jerry reported that Rae Bradrick, Steve Excell and Adam Jansen are working on development of the WAC’s.  A stakeholders list has been identified from those individuals involved before.  Drafts will be circulated to the committee.  The group is basically starting from scratch, but hopes to be done by the end of the year.

Bob Terwilliger asked that the committee receive a list of stakeholders who are being considered for the WAC development process.

Public Information vs. Private Information – Strategy Discussion

Bob Terwilliger asked if the Archives planned on becoming involved on the national level with regards to public information versus privacy.

Jerry Handfield stated that right now there is no central leadership in the world of Archives in regards to the changes that are taking place.  So far the situations are being dealt with as they come along.  The DD214 is a prime example.

Carolyn Ableman reported that NACRC has a consortium that is dealing with these issues in a proactive rather than a reactive manner.  One of the methods used to help dissuade identity theft is an internet subscription service for viewing records.  The index could be viewed for free, but if the person wanted to view the actual document they would have to purchase it.

Bob Terwilliger and Dan Speigle agreed to work on legislation this coming session to deal with this issue before additional problems arise.

Bob suggested the Archives have representation at NACRC.

Next Meeting Date:
Monday, September 29 at the Seatac Red Lion (all-day).

There being no further business to come before the committee the meeting was adjourned.