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Commission updates stakeholder group: countywide records inventory and FamilySearch contract remain pending
Summary
HSRPC members reported that the countywide records-inventory effort will wait for the Board’s records retention policy; the FamilySearch contract and a museum inventory remain in progress and staff will draft a template for future inventories.
The commission received an update on a countywide records-inventory effort and the FamilySearch digitization contract. Staff said the broader inventory project should wait until the county’s records retention policy is adopted, which will provide guidance on inventory format and timing.
Paulina Pivock said she is drafting a template for a countywide inventory and plans to share it with commission members for feedback. She told the commission the county clerk and other departments provided limited engagement because they were waiting on the records retention policy. “Once that policy is done we'll have a better idea of the timeline for this inventory project,” Pivock said.
Commissioners also discussed the FamilySearch contract; Courtney (county staff) had compiled edits and has not received a response from FamilySearch. The county museum produced a proposed inventory of documents to be included under the FamilySearch contract, but commissioners said that museum inventory lacked sufficient detail on item locations and condition. Staff said they will work with museum staff to create a more detailed sample inventory as a template for future use.
Commissioners acknowledged museum staffing constraints and discussed the possibility of student docents assisting with basic location work (but not condition assessments). Staff said the inventory work is expected to be a long-term undertaking and that the commission will revisit the item as the county retention policy and contract negotiations progress.
