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Registries of deeds ask lawmakers to remove outdated microfilm mandate and permit digital standards
Summary
Registers of deeds and representatives told the committee that required preservation on microfilm is costly, the global microfilm supply and reader equipment are aging, and statutory language should permit modern digitization methods overseen by the Secretary of the Commonwealth.
Representative David LaBeouf (filed bill H.3377) and registrars testified on June 24 that current statutory requirements to preserve registry records on microfilm are outdated and create operational and archival problems for the 21 registries of deeds in Massachusetts.
What witnesses said: Mary Oldebrink, Register of Deeds for Hampshire County, told the committee that Kodak and other microfilm suppliers have largely ceased production of archival film, readers are scarce, and existing microfilm can suffer "vinegar syndrome" (chemical decomposition) that destroys records. Oldebrink said repair of an archive writer to produce microfilm could cost $7,000–$10,000 and that the statutory mandate leaves registries unable to adopt more accessible, resilient digitization standards.
Proposed fix: Representatives and registrars asked the legislature to allow the Secretary of the Commonwealth to designate acceptable digitization and archival methodologies so registries may produce durable, searchable electronic copies and multiple redundant digital archives rather than rely on aging film technology.
Committee action: Chairs thanked registrars for testimony and said they would consider the bill’s language; no vote occurred on H.3377/S.2201 during the June 24 hearing.
