Governor James H Douglas and Secretary of State Deb Markowitz will host the opening of the renovated and expanded Vermont State Archives and Records Administration (VSARA) building in Middlesex on Thursday, June 10th at 1:30 p.m. The event will include a ribbon cutting ceremony and remarks by Governor Douglas, Secretary Markowitz, and others who worked together to create not only the new facility but also a modern archival and records management program for the state.
A division of the secretary of state’s office, VSARA was previously located in the Redstone building in Montpelier with only 1,500 cubic feet of storage capacity for archival records – the smallest in the country. Due to flooding from failing pipes and heavy rains, it became increasingly difficult to maintain the optimum vault environment needed to preserve the records. In 2006, the legislature appropriated $650,000 for site selection and design, and in 2008, $1.5 million was put in the capital bill to begin construction at Middlesex.
This followed the 2008 consolidation of the former state public records division with the State Archives to create VSARA, allowing both programs to be housed in one facility and providing a single professional resource to manage public records. In 2009 an additional $6.8 million was approved to complete construction and address $700,000 in deferred maintenance to the existing record center.
VSARA consists of the State Archives; the state records and information management program; the record center; and an administrative services unit responsible for everything from certifying Vermont birth, death and marriage records to fulfilling notary public supervision, Administrative Procedure Act procedures, and legislative clerk duties.
The new facility better protects some of Vermont’s most valuable and important records, while improving service delivery. VSARA is currently working with numerous agencies to create more accurate record descriptions; retention periods that reflect current legal and administrative requirements; and standards and best practices for managing records digitally.
Tours of the new facility will be offered at the event. For more information contact Gregory Sanford, State Archivist, at 802-828-3700.
Fact Sheet
Construction included:
Dedicated mechanical systems that provide 100-year preservation environments for the archival areas.
Construction that meets the National Fire Protection Association Code 232 “Standard for the Protection of Records.”
The use of interior building materials recommended by the Society of American Archivists for minimizing the deterioration of documents.
The building’s exterior envelope follows the thermal, moisture, and air infiltration performance recommendations of Efficiency Vermont’s “High Performance” Guide, with one of the tightest envelope air sealing tests achieved in the State.
A “mist fog” fire suppression system in the new vault, while all spaces are protected by an advanced air sampling smoke detection system.
A 120,000 gallon underground, on-site fire suppression water storage and new building fire pump providing independent suppression in the record center until area fire squads are in place.
A 2,000 square foot reference room that provides monitored public reference to archival records and wireless access.
Upgrades to telecommunication and security systems.
Installation of a new building-wide digital HVAC monitoring system for better monitoring and maintenance supervision.
The State Archives:
Holds public records of continuing value including the 1777 Vermont Constitution; the official correspondence of governors; legislative committee records; and other important documents.
Assisted over 2,000 researchers since the reference room opened.
Provides a wide variety of information on government and governance through its website at: http://vermont-archives.org/.
The Records and Information Management Program:
· Is currently working with over 20 public agencies through its Targeted Assistance Program to create current, legally compliant records management systems.
· Is working with the Department of Information and Innovation and other to develop standards and best practices for managing digital records in compliance with legal and administrative needs.
· Is re-assessing current retention periods for records already in the record center so agencies can decide if their records are being preserved beyond their legal and administrative requirements.
The Record Center:
Holds 91,000 cubic feet of agency records awaiting destruction.
During 2009 responded to 12,000 agency requests for records; re-filed 10,000 individual agency files; and destroyed 8,000 boxes that had met their retention limit.
The Administrative Services Unit:
During 2009 certified 6,500 Vermont vital records;
confirmed 9,300 Vermont birth records for the Department of Children and Families;
authenticated 2,100 documents for Vermonters.
Source: Secretary of State. 6.7.2010
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