Connecticut State Library with state seal

STATE LIBRARIAN'S REPORT

January 26, 2004

This report is prepared bi-monthly in conjunction with the regular meetings of the Connecticut State Library Board. Items to be routinely covered include the following: the significant activities of the State Librarian and the staff, significant administrative decisions affecting the operation of the Library, status reports regarding in-progress activities, information regarding external events having an impact on the Library, media coverage of the Library, and information of general interest to the members of the Board.

The following report by the State Librarian, which will be included in the minutes of the January 26, 2004 meeting of the Board, covers the period of November 25, 2003, through January 25, 2004.

FINANCIAL REPORT
Attached to this report.

PERSONNEL REPORT
Vacancies (State Funded)

  1. Office Assistant (part-time) – Van Block Facility. – Position approved. Refill in progress.
  2. Office Assistant (part-time) – Law/Leg Ref. – To be refilled.
  3. Clerk Typist (part-time) Records Center (PRA) – 1/9/04 Request for refill at OPM

Vacancies (Federal Funds)
None

POSITIONS FILLED SINCE LAST REPORT

  1. Library Technical Assistant (part-time) Collection Mgmt 1/9/04
  2. Library Technical Assistant (part-time) Collection Mgmt 1/13/04

OFFICE OF THE STATE LIBRARIAN
Budget
The Agency continues to operate with a very tight budget, but was unaffected by recent third quarter allotment modifications ordered by the Governor in order to address the projected $84.8 million budget deficit. However, in a memo from Marc Ryan, Secretary of the Office of Policy and Management, he states that it is “possible that additional allotment reductions may be required this year.”

Sesquicentennial
A draft plan for the celebration of the Connecticut State Library’s 150th Anniversary is attached to this report. The mission of the Sesquicentennial is to:

The agency’s newsletter, the CONNector, will feature articles about the history of the State Library. The January issue is already well underway. The State Library Image Committee (SLIC) has reviewed the plan and will help with various aspects of the plans implementation. Comments from the Board on the plan are welcome. The Sesquicentennial committee has not yet been formed.

Task Force on Older Adults
The Advisory Council on Library Planning and Development has established the Task Force on Library Service to Older Adults. This task force is charged with conducting statewide discussions in the library community to inform and engage other librarians in the life options library concept and to start to consider new service approaches for all libraries. I attended the first meeting of the Task Force on December 15 beginning at 1:30 at the MLSC. Pat Holloway, Elsie Okobi, Dick Schreiber, Susan Smayda, and Marge Storrs have agreed to serve on the Task Force. One of the first things the Task Force will be doing is conducting a statewide survey of public library services to older residents. Doug Lord and I are serving as State Library Staff to the Task Force.

greatKidsCT
greatKidsCT is a website designed and administered by the State Library. Its purpose is to improve the well being of young children by providing Connecticut’s parents and other caregivers, and teachers, social workers, daycare providers, health professionals with information about children’s health, development and learning. The site has been funded since its inception more than three years ago by foundation grants. Because these grants will run out by the end of the fiscal year, I have been looking for more stable funding. Recent meetings with the Department of Public Health may result in some ongoing support for the site and funding for the promotion of the site. It turns out that what we have been doing fits into a federal initiative that they have. We have also expecting a grant from the Traveler’s Foundation to fund the production of bookmarks and brochures promoting the site.

Connecticut History Online
As part of the current grant for CHO, the State Library and the other partners (UConn, Mystic Seaport, Connecticut Historical Society, and the New Haven Colony Historical Society) need to come up with a permanent management structure for the project. I drafted a proposal that is being considered by the partners. The proposal calls for creating a separate statewide 501(c)3 membership organization. We are also considering seeking grant support to fund the establishment of this new organization.

Professional Activities
Attended meetings of After School Alliance, Connecticut Digital Library Advisory Committee (CDLA), Connecticut History Online Project Management Committee, Connecticut Library Association Executive Board, Connecticut Library Association Legislative Committee, and the Connecticut Library Consortium.

I also attended the Annual Meeting of the Board of Directors of the New England Document Conservation Center (NEDCC); a meeting of the Council of State Library Agencies in the Northeast (COSLINE); a meeting of the Chief Officers of State Library Agencies (COSLA); and the Mid-winter meeting of the American Library Association (ALA). I am currently the Vice Chair of the State Library Agency Section of the Association of Specialized and Cooperative Library Agencies (ASCLA), a Division of ALA, and the ASCLA representative to ALA’s Intellectual Freedom Committee.

As the COSLA Liaison to the Bill and Melinda Gates Foundation, I have been invited to participate in a strategy development process that the Foundation is undertaking as it looks to the future of its U.S. Library Program. The Foundation is concerned with sustaining and expanding public access in libraries, ensuring that libraries will continue to serve as information resources for their communities. They have identified five areas as necessary for ongoing collaboration and effort: Keeping Libraries Open, Increasing Trained Staff, Keeping Systems Running, Increasing Connectivity, and Enabling Hardware and Software Upgrades. I am hopeful that the Gates Foundation will continue to make a financial commitment to libraries.

INFORMATION SERVICES DIVISION
Reference Services
A new iCONN database, Heritage Quest, is now available to CSL patrons both at the Library and from home or office using their State Library library card.

Patrons have expressed appreciation for the new Archives/Secured Collections Library card, including the streamlined process for application and receipt of the card, and the ability to use the card for borrowing and public PC use in addition to access to material.

Use of the Ariel Document Delivery system to deliver interlibrary loans electronically has been discontinued. The procedure proved to be cumbersome and inefficient. Traditional methods of sending Interlibrary Loan materials will be continued.

Outreach
Law/Legislative Reference Unit Head Denise Jernigan taught a section of Advanced Legal Research to a UConn Law School class on November 16.

Law/Legislative Reference Librarian Janis Lefkowitz spoke about CT legislative history and gave a Law Unit tour to a paralegal class from Hartford College for Women on November 8.

History and Genealogy Unit Head Richard C. Roberts attended sessions, gave presentations, and staffed a booth promoting CSL resources at the New England Regional Genealogical Conference (NERGC) in North Falmouth, MA on November 6-9. History and Genealogy Reference Librarian Carol Ganz also attended and assisted in staffing the booth.

Mr. Roberts and History & Genealogy Reference Librarian Carolyn Picciano gave a tour of the History and Genealogy Unit to the Connecticut Library Consortium’s Genealogy Roundtable during their meeting here on November 19

Mr. Roberts also gave a History & Genealogy presentation to a Senior Citizens group in Bloomfield on December 8.

History and Genealogy Office Assistant Kevin Johnson performed as William Webb for CSL staff on November 14, and at the Martin Kellogg School in Newington on January 6.

Government Information Reference Librarian Nancy Lieffort and Federal Documents Librarian Nancy Peluso hosted a Connecticut GODORT (Government Documents Round Table) meeting on November 14 at the Van Block facility. They also gave the group a tour of the newspapers and other collections at Van Block.

State Librarian Ken Wiggin has been meeting with all IS Division Units as a follow up to the Staff Development Day. The meetings are designed to assist in better understanding the challenges facing staff due to the reduced staff and reduced budget. Mr. Wiggin met with the Collection Management Unit on November 25, the Government Information Unit on December 3, the Law/Legislative Reference Unit on December 5, the History and Genealogy Unit on December 17, and the Bibliographic Services Unit on December 23. All staff appreciated the opportunity to have an open discussion with the State Librarian, and progress in several areas resulted.

Press mentions
The “State Library Memorial Hall & Supreme Court Building” was selected by the Connecticut Chapter of the American Institute of Architects as one of its top five “architects’ favorite buildings” in Connecticut. The selection appeared in an article on ‘Top Five’s’ in the November issue of Connecticut Magazine.

Space
To better protect and preserve the Library’s unique collection of Connecticut State Documents (ConnDocs) and to provide needed space to shelve newly received ConnDocs, a proposal to move all the non-circulating permanent copies to the 6th level Cage is being considered. This would occupy the last large shelving space available in the Library. The Information Services Division area at Van Block is almost full. Space for continuing additions to the collection, in particular for legal material that is not decreasing print publication as are some other collection areas, will be needed in the next two years as the existing space is again completely filled. Options may include the additional use of compact shelving on level 1 (the only level which can support the increased weight of compact shelving) and/or considering using commercial offsite storage.

Collections
Aerial survey photos from the Dept. of Environmental Protection and the finding aids to them have been received for the years 1980, 1985, 1990, and 1995. Specially sized boxes have been ordered to provide appropriate permanent storage for the photos. The finding aids, which are mosaics of multiple photos, are in poor condition; the original vendor will be asked to make new mosaics to replace them. The original mosaics will be used as is for now in order to begin providing access to the photos. Access to the aerials will be more restrictive here than it was at DEP. Use is restricted to the Archives/Secured Collections Reading Area, where scanners and portable photocopiers are not permitted. Photocopies can be ordered through the Photoduplication service, and we may be able to provide scanned images at some future time.

The Library’s copies of the 1965 and 1970 aerial survey photos are oversized and difficult to work with. To provide better access to these years, we may work to acquire those years’ photos from DEP as well.

Ms. Peluso and Ms. Lieffort are sorting an attic collection of pre-1945 ConnDocs that are not needed by the Library. They offered the material to CT Depository libraries, state agencies, and the Library of Congress. Eight depository libraries have asked for documents, and the Connecticut Valley Hospital, the Banking Commissioner, and the State Treasurer’s Office want copies of their old reports. The University of Connecticut is taking copies of all of their material. The Library of Congress wants copies of all documents to fill in their collections.

Due to the lack of Other Expenses funds, the Division had to discontinue binding of collections in November. Binding is an important method of protecting and preserving collections so staff are pleased that Mr. Wiggin has approved using the Historic Document Fund for binding of all Connecticut related items, including General Assembly proceedings and committee hearings, all State agency documents, and CT Supreme Court Records and Briefs.

Staff of the CTN (Connecticut Television Network) recently met with Mr. Wiggin, Ms. Jernigan, and Archivist Bruce Stark about donating DVD copies of videotaped legislative proceedings and hearings, Supreme Court sessions, and various agency meetings to the Library. Approximately 800 to 900 DVDs per year will be received, cataloged, and made available to patrons.

Microfilms of New Haven Probate Court Record Books from 1920-1960 donated to the Library by the Court will be available in the History and Genealogy Reading room. Kathleen Donovan, clerk of the New Haven Probate Court, resolved concerns that the films might include confidential material by confirming that all information about commitments and adoptions 40 years old or older is open public information, and that material pertaining to guardians of estates are public records. The films will not be cataloged at this time, due to the shortage of cataloging staff.

Mr. Wiggin, Information Services Division Director Lynne Newell, and Mr. Slovasky met with Dept. of Administrative Services staff concerning implementation of Executive Order #30, which calls for electronic publication of state documents. CSL will develop a component of the training DAS will do for agencies. The CSL component will instruct agencies on the methods and information required to fulfill the statutory obligation to provide the Library with all agency publications. The training may include the direct application of metadata elements by document creators.

Library Automation
New additions to the agency website include the list of Public and Special Acts Effective 1/1/04, Announcement of Public Library Information Kiosks Grant Availability, Advisory Council on Library Planning and Development August and October minutes , the November 2003 issue of The CONNector, the fourth edition of the Guide to the Archives in the Connecticut State Library, a Biography of Governor Roger Sherman Baldwin, Announcement of FY2005 Library Services and Technology Act grant program , and the 2004 Excellence in Public Library Service Award Entry Information

Staff
Mr. Roberts attended the Connecticut Professional Genealogical Council’s (CPGC) 10th Anniversary program on November 13.

Ms. Jernigan and Law/Legislative Reference Librarian Cheryl Schutt attended a NELLCO (New England Law Librarians Consortium) strategic planning session at UConn Law School on November 7.

Law/Legislative Reference Librarian Steve Mirsky attended a NELLCO Reference Librarians meeting at Yale Law School on November 21.

Preservation Librarian Jane Cullinane attended the NEDCC (Northeast Document Conservation Center) Advisory Council meeting on November 14.

Bibliographic Information Unit Head Stephen Slovasky, Mr. Wiggin, and Project Librarian Karen Nadeski attended a Connecticut History Online II (CHO II) meeting at the UConn-Storrs Library on November 13. Ms. Nadeski also attended a CHO II catalogers meeting at UConn on November 17 and a CHO II technical meeting on November 4 at Van Block.

Personnel
Law/Legislative Reference Librarian Steve Mirsky selected Chelsea Hammond to fill the Legislative Aide position funded by the General Assembly during the legislative session. Ms. Hammond will begin working in the Bill Room in February.

Library Technical Assistant Claire Murphy has been recalled from the layoff list to fill the Collection Management position vacated by Gary Klein.

Recruitment for approved Law/Legislative Reference Office Assistant and Preservation Technical General Worker positions will begin soon.

Long time Law/Legislative Reference General Worker Marta Pawlik’s last day was January 5. Ms. Pawlik has accepted a position in the UConn Law School library. A request will be made to refill this position.

DIVISION OF LIBRARY DEVELOPMENT
Connecticard Task Force
The Connecticut Library Association and the Advisory Council on Library Planning and Development formed a joint task force to examine the Connecticard program. The charge of the task force is to: examine the Connecticard statutes, funding levels and regulations, review the goals of the program, and explore possible improvements to address the impact on both net lending and net borrowing libraries and the library patron.

The Task Force has held two meetings. On November 18th the Task Force heard testimony from the three top net-lending libraries. They also had invited the net borrowers, one of whom submitted testimony in writing. There were four hearings scheduled around the state in December and January. The Task Force will consider the input at their meeting on January 27th.

Among the OPTIONS the Task Force are considering are:

Sharon Brettschneider and Joanne Turschman are serving as State Library staff to the Task Force.

Library Services and Technology Act (LSTA)
The Connecticut State Library announced the availability of $200,000 in Library Services and Technology Act funding for grants to libraries. The announcement, grant descriptions and applications are at: http://www.cslib.org/lsta/index.htm. Grants are available for Adaptive Technology, Outreach Programs for Children, Children in Poverty, Services for Older Adults, and Programs for Non-English Speaking. The Division of Library Development held two workshops on writing a successful application on January 15, 2004 at the Middletown Library Service Center and on January 21st at the Willimantic Library Service Center. Presenters for the workshop were Mary Engels, Susan Cormier, Sheila Mosman, and Douglas Lord. In addition, the Division will be sponsoring workshops on Outcome Based Evaluation on May 13th and 14th. This workshop will be mandatory for all successful grantees.

On November 17th through the 19th, 2003, Douglas Lord and Joanne Turschman attended the 4th Annual Institute of Museum & Library Services (IMLS) LSTA State Programs Conference in Washington, D.C. The conference provided technical assistance and increased communication between IMLS and the State Library Administrative Agencies. The primary focus was on preparing State Library staff to submit the Annual Report on-line. Other areas included were: telling your story about using IMLS funds in a compelling way; understanding Maintenance of Effort and other fiscal requirements; and learning about other IMLS programs. Connecticut’s LSTA Annual Report for 2003 was submitted to IMLS in time for the January 21st deadline. Joanne Turschman was coordinator for the report.

Public Library Information Kiosks Grant
The Connecticut State Library announced the availability of grants for Public Library Information Kiosks, also called Electronic Branch Libraries or E-Branches. This grant program will fund the purchase of a turnkey vendor public library information kiosk, costs for the customized implementation and installation of the kiosk and for the first year maintenance contract. Implementation includes the customized design of menus, creation of links to websites, integration of kiosk software with Web-based online catalog, production of monthly and year-to-date statistical use reports, and maintenance of the kiosk's hardware and software. Funds will also be provided to install telecommunication lines, purchase routers, and prepare the site where the kiosk will be located. We estimate being able to fund two grants of approximately $25,000 each. The federal rules governing these funds require a 1:1 cost share. Two or more libraries may coordinate a grant request as long as one library has primary responsibility for the grant. The announcement and information can be found at www.cslib.org/ebranch.htm.

WebJunction
The Division of Library Development is participating in a pilot to develop a Connecticut version of the website www.webjunction.org. The Connecticut version of WebJunction will be the Division’s website as well as incorporate the features of the national site that include sustainability assistance for technology as well as online training opportunities. A team from WebJunction came to the State Library in December to meet with various members of the Division staff about their programs and requirements for the website. WebJunction was developed by OCLC with funding from the Bill & Melinda Gates Foundation. Tom Newman, Assistant Director of the Middletown Library Service Center, is coordinating this project for the Division.

iCONN
Request For Proposal (RFP) Awarded to Auto-Graphics
The RFP for the next generation of reQuest was awarded to Auto-Graphics on December 18, 2003 pursuant to the recommendations of the Proposal Review Team. The award is contingent upon the successful negotiation of a contract. Implementation planning is proceeding in order to ensure that the new system will be operational no later than July 1, 2004, when our current contract expires.

New Database for iCONN – HeritageQuest Online
HeritageQuest Online became available for onsite access from all public libraries in December and for remote access using the number from a patron’s public library card in January. This research resource for tracing family history and American culture combines digital, searchable images of U.S. federal census records with a digitized version of the popular UMI Genealogy and Local History collection. U.S. census images are currently available for 1790 through 1930. Census records can be searched by name, place of birth, age, ethnicity and other variables. The Genealogy and Local History collection places heavy emphasis on local histories (12,000) and compiled genealogies (7,000) but also includes a wide range of published works containing other valuable genealogical records such as tax lists, directories, land & probate records, military rosters, cemetery lists, and much more. For additional product information and a list of Connecticut publications included in the database, go to www.iCONN.org/moreinfolinks.html.

Three half-day training sessions on HeritageQuest were offered to public librarians at the Middletown Library Service Center on January 8, and January 9. One additional session will be held at the Darien Public Library on January 20. Four additional sessions are scheduled for February.

New Statewide Library Catalog Coordinator
Marisa Kalt joined the Connecticut Digital Library staff as Statewide Library Catalog Coordinator on October 20, 2003. This is a part-time consulting position. As statewide library catalog coordinator, Marisa will be responsible for the ongoing development of the reQuest catalog, ensuring its currency and integrity, and reQuest cataloging services, including CatExpress. Ms. Kalt will be the focal point for libraries wanting to add their holdings to reQuest. Along with her colleagues, Marisa will also be responsible for the implementation of the new reQuest system.

$$$ ReQuest Cost Reduction Efforts $$$
As the graph below shows, efforts to reduce the cost of updating the reQuest catalog by gradually replacing OCLC’s MARC subscription service with direct contributions from the local systems of contributing libraries has been very successful, owing in large part to the high degree of cooperation shown by contributing libraries:

Comparing the total costs for the first six months of FY 2002 and FY 2003, the total cost declined from $45,299 in FY 2002 to $24,941 in FY 2003, or a savings of $20,358 over a six-month period. These cost savings are permanent and timely given the anticipated implementation of a new reQuest system and its associated start-up costs.

At the same time, Marisa Kalt has been working on documenting the system-specific step-by-step procedures that libraries need to follow to contribute records from their local systems. These procedures will be shared with the library community through the iCONN website as they are developed.

Wilson Online Training
H. W. Wilson has created an online, narrated training demo for Wilson Biographies Plus Illustrated. To try the new 10 minute training demo: Go to www.hwwilson.com/_promotrials/ICON/icon.htm and click on Bio Reference Bank with Gray Young - August 2003 We will encourage other iCONN database vendors to develop similar tutorials for their products.

425 Million Images from Google Now in iCONN/Gale
Searching for images has never been easier. Using the new embedded Google Image Search, users can search for pictures based on their iCONN/Gale database search. To ensure that the embedded Google Image Search does not return inappropriate images, Gale has chosen to automatically default to the Google SafeSearch "strict" filtering option. While no filter is 100% effective, testing has shown that images that could be considered offensive are typically not returned via the Google Image Search. The Google Image Search feature has been automatically turned on in the following databases: Expanded Academic ASAP, General Reference Center Gold, Informe, OneFile, Junior Edition and the Student Edition.

iCONN Learning Activities Jane Emerson, iCONN Database coordinator, updated the “iCONN Learning Activities” – a series of lesson plans using iCONN databases and differentiated for elementary, middle and high school levels - made it available separately on the iCONN website at www.iCONN.org/staff/index.html. It was also distributed at this year’s CEMA conference.

Other Activities
Dec. 8th through the 10th, Joanne Turschman, State Data Coordinator, participated in the annual professional development conference for State Data Coordinators, sponsored by the FSCS Public Library Data section of the National Center for Education Statistics, as well as the Census Bureau and NCLIS. The conference, held in Washington D.C., presented a review of data elements, technical assistance for electronic reporting, exercises on data analysis and web-based data tools, including the new Geomapping database for public libraries.

In December, the State Library submitted its annual State Library Agencies Survey to the National Center for Education Statistics. Our participation in this national effort, which requires data from every unit of our agency, has, for the fifth consecutive year, garnered the John G. Lorenz Award for timely and accurate submission of data. Joanne Turschman coordinated this submission. The report will be made available on the NCES web site at nces.ed.gov

All principal public libraries completed their Public Library Annual Report and Application for State Grant by the November 15th deadline. This completes the second year that these reports have been submitted online. Joanne Turschman, State Data Coordinator, managed the program and assisted libraries with their applications.

Judging of the Excellence in Public Library Service Awards will take place on January 27 and 28. Five judges from outside Connecticut will meet to decide award winners in four award categories. These awards, presented at the Connecticut Library Association Annual Conference, honor libraries that have provided outstanding service to their communities and have developed model library programs. The awards program is a joint project of the Connecticut State Library and Connecticut Library Association (CLA). Mary Engels, Director of the Middletown Library Service Center, coordinates the project.

Another joint project of the State Library and CLA is the upcoming exhibit of library photos at the Legislative Office Building. The exhibit will run from April 1 to 15, 2004. Deadline for libraries to submit photos to Mary Engels for the exhibit is February 2, 2004. All types of libraries are represented in the exhibit and it is expected that over 300 photos will be displayed this year. CLA’s legislative potluck supper will take place on April 7th in Memorial Hall at the State Library to coincide with the exhibit.

On January 16th Mary Engels presented a workshop on weeding library collections to school media specialists in Plainville.

On March 2, 2004 the Division of Library Development will host a discussion of issues facing libraries reaching out to non-English speaking populations at the New Britain Public Library. The Division is exploring ways to support public libraries in their efforts to provide services to immigrants and people in their community who do not speak English.

Stephen Cauffman, reQuest Inter Library Loan (ILL) Coordinator, attended the Connecticut Library Consortium ILL Roundtable meeting at the Guilford Public Library on November 13.

William Sullivan, iCONN Administrator, and Stephen Cauffman exhibited iCONN at the annual Connecticut Educators Computer Association Conference and the Connecticut Educational Media Association Conference in November.

Jane Emerson, iCONN Database Coordinator, conducted an introductory training workshop on iCONN databases for teachers at East Hampton Middle School in October. Ms. Emerson also attended a meeting of the ProQuest Advisory Board in Ann Arbor, MI on November 2-4, 2003.

Stephen Cauffman provided an overview of Interlibrary Loan as part of a reference class at the Library Technical Assistant Program at Capitol Community College on November 18, 2003.

Marisa Kalt attended Introduction to Excel at Bridgeport Public Library on December 15, 2003.

William Sullivan and Stephen Cauffman coordinated a series of reQuest training sessions conducted by Nelinet: reQuest PAC Searching/Administration and Interlibrary Loan on September 24, WebCAT on September 30 and October 1, reQuest Full Cataloging on October 1, and Introduction to Descriptive Cataloging and the MARC Format on September 25.

PUBLIC RECORDS ADMINISTRATION
On November 18, 2003, LeAnn Johnson and Archival Consultant Lizette Pelletier attended a grant training workshop conducted by The New York State Archives. The workshop was held at the Town Hall in Poughkeepsie, NY.

On November 19, 2003, Eunice DiBella, LeAnn Johnson, Mark Jones, Lizette Pelletier and Bruce Stark attended a Historic Document Preservation Committee meeting in Middletown, CT.

On November 21, 2003, Eunice DiBella, LeAnn Johnson and Lizette Pelletier attended a Competitive Grant writing workshop at the Central Connecticut State University Robert C. Vance Academic Center in New Britain, CT. The Connecticut Town Clerk’s Association, as part of the Advanced Town Clerk’s School, sponsored this workshop. Public Records Administration staff worked with Central Connecticut State University (CCSU) and the Town Clerk’s Association to develop this important program. The instructor was Antonia Moran, Associate Professor of Political Science at CCSU. LeAnn and Lizette also made presentations at the workshop.

On December 9. 2003, Eunice DiBella and LeAnn Johnson inspected Dupont Business Archives, in Southington, CT and vaults at the Town Clerk’s offices in Southington and Plainville.

Additional meetings were held during the month of December with the Department of Economic and Community Development (DECD). Eunice DiBella and Don Ballinger met with Debbie Russo, Bill Fredrick, and Al Amat. As a result of these meetings, DECD has an updated agency retention schedule and will begin sending agency records to the State Records Center. This updated schedule has consolidated and eliminated at least 25 individual outdated retention schedules.

Eunice DiBella attended meetings of the Electronic Recording of Land Records on November 13, 2003 and January 7, 2004 at the Legislative Office Building in Hartford.

On December 16, 2003, Eunice DiBella, LeAnn Johnson, and Don Ballinger met with representatives of the Department of Corrections (DOC) regarding electronic imaging services that DOC would like to offer to state agencies. They are seeking the approval of the Office of the Public Records Administrator.

Eunice DiBella submitted written testimony to the Freedom of Information Commission in December 2003 regarding Proposed Declaratory Ruling #94. This proposed ruling deals with e-mail and voice mail as public records. Eunice DiBella has been granted intervenor status and will testify at the hearing in late January on behalf of the State Library.

January 9, 2004 was George Miller’s last day at the State Records Center in the position of part time clerk typist. George accepted a full time position as an office assistant at the Department of Corrections.

State Archives
On December 17, 2003, State Archivist Mark Jones visited the Insurance Department, Financial Regulation Division to do a records appraisal. On January 9, 2004, Mark Jones conducted a tour of the Van Block facility for staff of that department.

On Wednesday, January 21, 2004, Mark Jones will attend a luncheon at Trinity College sponsored by the Hartford Studies Project. Dr. Jones was one of the original founders of the project and has been associated with it for almost twenty years. At the luncheon, the Project Director will announce that the Rockefeller's Foundation Partnerships Affirming Community Transformation Program has awarded Trinity College a grant to complete "Hartford 1969/2004: A Community Film Project." During the ceremony, Mark Jones will be cited as one of the two independent outside commentators who wrote a letter of support for the project.

Assistant State Archivist Bruce Stark attended a meeting of Society of American Archivists 2004 Program Committee in Boston, December 5-7, 2003. Mr. Stark attended a meeting of Association for the Study of Connecticut History Program Committee, January 12, 2004 held at the State Library.

The Court Records Project is now fully back and running. At the end of 2003, we have processed 412 boxes, or about 100 feet of records. In addition, we have identified a total of 347 cases involving African Americans and Native Americans.

Bruce Stark is continuing to process our collection of local government records. Mr. Stark has completed work on the Hartland Town Records, (Record Group 062) which amounts to 27 boxes, or about 12 feet of records. Bruce also completed a finding aid for these records, which is available to researchers.