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Staff begins inventory of legacy records; board discusses ownership of boxes
Summary
Staff reported spending six hours indexing boxes of records and recommended creating an index to identify which materials belong to HCDPA versus other local entities; the board agreed to involve related agencies and to continue the inventory work.
Staff told the Hudson Community Development and Public Agency board on April 25 that they spent six hours separating and indexing boxes in the agency records room to determine which files are HCDPA records and which belong to other local organizations.
The staff member leading the effort said the work included separating boxes labeled for projects such as Bliss Towers and urban renewal, and recommended creating a high-level index to determine retention requirements (some records are permanent; others have statutory retention periods such as six years). The staffer asked for guidance on whether to involve sister organizations that may legally own certain files.
Board members discussed whether records labeled HDC or HHDPA belong to HCDPA and noted historical management overlaps that could have resulted in mixed files. Staff and board agreed the first step is an index and a few sample box reviews; staff will send a high-level inventory and sample file lists to board leadership for review.
Ending: staff said future inventory work should be less time-consuming and asked to coordinate with Chris and other named contacts to clarify ownership of specific boxed records before any digitization or long-term retention action.
