Heather Stewart noted that Frank Proto phoned to say he was running late and therefore the Committee should start the tour of the Old Library – Records Management without him.
The meeting was called to order at 2:10 P.M.
Brooke Kominos began the tour by stating the Old Library became the location of Records Management in August of 2002; all of the shelving was at the original location of the Biggs building, none of it was purchased for storage purposes in the Old Library.
Dooley Kiefer asked how it was decided what records went where. Brooke indicated Arel worked with Schickel engineers and based upon the square footage, the engineer laid it out according to the number of shelving units available. There were some changes made due to the old database system because it tracked the records based upon rows, number of shelves, and how long the row was, and this resulted in misplaced boxes when they were moved into the new location. The Records Management team does know where the boxes are and what’s in them, however they may not be in the correct order.
Brooke Kominos showed the committee shelves housing final assessment rolls and other information from the Finance and Comptroller’s office that they have not gone through yet and can possibly be disposed of. Dooley Kiefer asked if the intention was to dispose of all that the County is not required to hold on to, the response from Mrs. Kominos was yes. That information which is of historical value is kept; that is determined by the records retention schedule and conversations between Mrs. Kominos and the district representative Susan Etherington.
The tour continued to the working area, the old newspaper/periodical room of the library. In this room the boxes of information are examined for content, labeled, entered into the database, and then shelved. Brooke Kominos noted that Tompkins County is using a database model they received from Steuben County.
Tom Todd asked about the process by which decisions to retain or dispose the information is made after the required period of retention is completed. Brooke Kominos stated that she developed a system whereby a form is produced for the department head and the county clerk to sign stating she can dispose of the information after the date indicated by the retention schedule. When the material is to be disposed of there are two companies that the County utilizes to shred the documentation.
The old system of records retention consists of four digit numbers, the new database is changing that process so that if or when the records department moves again they can put the boxes anywhere and they do not have to conform to the length of a row or a particular unit or where the unit is on the row. Currently there is a 1-2 day return rate on requests for records, unless it was never entered into the old database or it is not catalogued correctly in the old database.
Brooke Kominos encourages departments to place their inactive records/files into record storage. The Sheriff’s Department, Public Health, and Mental Health are the only departments who do not store files with Records Management, due to the various restrictions they have on the sensitive material contained within those records.
The old library provides 5182 cubic feet of storage, 3500 in the main area, 1500 in the County Clerk area, and 300 in the periodical room.
The Committee members asked Arel LeMaro, Facilities Director, what needed to be done if the old library was to become the records storage facility permanently. The building will have to be brought up to code; in the early 1980’s they removed asbestos but never replaced fireproofing or sprinklers, additional red strobes are needed, and the building needs to meet ADA compliance standards. The size of the open mezzanine is no longer allowed under the new code. It will probably cost $500,000 to make the changes to the two floors (the main floor and the mezzanine). That amount does not include the repairs needed for the façade, the roof, or the steps. It will cost approximately $100,000 to replace the roof. Renovations to any building must be up to the standards of the new building codes. The air quality while working in the old library is “stuffy”; there are issues with the air conditioner as well as issues of health and safety (i.e. boxes, etc.). However there are now two HEPA filters in use, which improve air quality.
Carol Kammen, County Historian, stated she has some interest in being located in the old library with the records but it may be more trouble than it is worth. The current variance does not allow for foot traffic, and computer and phone lines will have to be added. One option would be for the County Historian to use the glass enclosed space on the south side of the main floor, comparable to the space on the North side currently used as the office for database entry. Another option would have Brooke Kominos and Carol Kammen share the periodical room space.
Tompkins County did receive a grant from the State Education Department, New York State Archives division, in the amount of $35,895. The grant period is July 1, 2003 through June 30, 2004 and it is to be used to address the current needs of the Records Management Program, update the database system, and salary.
The meeting adjourned at 3:25 pm.
Respectfully submitted by Heather Stewart