Norfolk County outlines Phase 1 of records centralization, inventories 7,301 files

Bill Buckley, Norfolk County’s regional services director and public records access officer, told commissioners on Dec. 3 that staff completed Phase 1 of a records centralization and digitization project that brings dispersed county files into a high-density storage unit and a digital repository.

“We’re talking about 21.1 gigabytes of digitized information, 7,301 distinctive files across 191 folders,” Buckley said during a screen-sharing presentation. He outlined three main categories of records inventoried in Phase 1: personnel records, purchasing records and meeting minutes/annual reports.

Buckley said staff worked with a temporary college-hire and county employees to open, de‑staple and scan documents previously scattered across multiple locations, including basements and off-site storage. He told the commissioners the county followed the municipal retention schedule promulgated by the Secretary of the Commonwealth to determine what must be retained, what can be digitized-only and what may be disposed of once retention periods lapse.

“Many purchasing records are retained for seven years,” Buckley said, noting agendas generally have a one‑year retention and that minutes and certain historical records are kept permanently. He described next steps: a phased indexing process to standardize titles and make older, wholesale scans searchable; creation of a compendium linking each digital file to a precise physical shelf or carrel; and building timelines for capital projects by grouping contracts and purchase orders by building.

Buckley flagged archival gaps in the county’s holdings: records from the 1940s–1960s appear sparse, with more complete coverage beginning in the late 1970s. He also said the team found historically interesting items — bound minute volumes from the Norfolk County Hospital and early election certifications — and that the county will share selected digital files with local historical societies.

Commissioners asked procedural questions about destruction of outdated files and about providing references for student workers who completed scanning tasks; Buckley said sensitive personnel files are typically shredded but that retention periods vary by document type. He said Phase 2 will focus on consistent titling, breaking up large wholesale scans, and linking digital files to physical locations for long-term retrieval.

The presentation concluded with general praise from commissioners and staff and no formal vote; Buckley said indexing and compendium work will continue through the fiscal year.