Board flags missing historical commission archives, seeks repository search for Board of Education minutes transcription

Board members raised concerns that records produced by the county’s earlier historical commission are not fully present in the county archives or at the designated repository.

A board member said they had found an unfinished transcript entitled "Clay County Archives Board of Education Minutes Transcription" dated February 2009 that previous commission members had prepared. When the member asked the designated repository whether it held the final transcript, the repository contact said she had never seen the document. "I have an unfinished transcript and I asked Vicky did she have the finished transcript And she said, I have never seen this document in my life," the board member said.

Board members said the county’s archival records for the historical commission appear incomplete: the repository reportedly received a first box of materials when the historic commission formed but not a subsequent transfer of minutes or records. The board asked staff to investigate whether earlier archivists retained or removed materials and to check the county’s record inventory and any past archivist holdings.

Staff said the county’s current electronic records system is newer and staff would check whether records that far back are present to the archives. The board requested that staff follow up to locate the transcription and other missing materials and report findings back to the board.

No formal action was taken; staff committed to further research and a search of archival holdings and past custodial practices.