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i AL.:,,. Town of Lexington -FY 2014-FY 2018 Capital Improvement Projects , 44t;,a. Project Name; _Archives&Records Management/Records Conservation&Preservation Date: 15-Sep-08 Project ID Number: 3D7 Revision Date: 11-Sep-12 Submitted By: Donna Hooper Department: Town Clerk Priority 1 First Year Submission? (_;j Phone#: 862-0500 x273 E-mail dhooper@lexingtonma.gov II Description of Project: The FY2014 request for conservation&preservation of historic municipal documents and records begins the transition from the 5-year CPA I funded preservation program addressing the major backlog of conservation and preservation needs to an anticipated 3-year annual request in the amount of$20,000 for the treatment,digitization and microfilming of'newly historic records' This request continues to build upon record accessibility through electronic portal and will address smaller collections of mid-century items requiring less conservation,as well as for technology upgrades to meet the growth of web access to documents and materials via the Lexington Heritage portal and Lexington's digital archives. The requested appropriation will address the preservation needs for records including the Board of Assessor Minutes,Fire Records, General Register of Voters,and Register of Birth and Marriages. Justification/Benefit: Significant progress has been made to preserve and protect the vast majority of historic records and permanent soon-to-be historic records requiring preservation and conservation,along with microfilming and digitization to provide for accessibility and permanent retention. The FY2014 request places emphasis will be given to microfilming of bulky permanent records requiring permanent retention. It is projected a $20,000 annual request for treatment/digitization/microfilming of'newly historic'records will be made for out-years 2014-2016 to help address newer records of historic significance including past legal documents,board and committee and other mid 20th century records. The preservation and conservation of permanent records for archiving creates the basis for documenting Lexington's history for the future. A virtual exhibit for celebration of the 300th Anniversary of the incorporation of Lexington will provide access to the repository of digitized images of conserved/preserved documents and materials. Impact if not completed: Records are at risk for damage and loss. Microfilming,conservation/preservation and scanning of records assures retention and accessibility for current and future access. Failure to continue this initiative places records and information in jeopardy for future readability,access,and reference. Failure to apply CPA funding creates an added burden on the annual operating budget when small amounts are authorized to handle individual situations rather than a comprehensive program. Timeframe: Replace. Free: Collection review,identification and completion of required microfilming,scanning,preservation&conservation continues 1 Years annually. Stakeholders: Municipal departments, Lexington residents,researchers,historians,and space usage for Town Office Building and Cary Memorial Building records storage/archives. Operating Budget Impact: Request includes provision of hardware/software as needed,in addition to microfilming/scanning/preservation/conservation;software and hardware for electronic document management. Archivist,consulting Archivists,and office staff can perform indexing and archiving. Possible expansion may result in additional services. If not covered by CPA funding additional operational budget funding will be requested annually. Cost Analysis: Funding Source: 0 Levy 0 CPA C. Revolving O State Aid O Water 0 Sewer O Recreation O Private 0 Other Capital Funding Request Recurring Cost 307 2014 2015 2016 2017 2018 Totals $20,000.00 Maintenance Cycle Site Acquisition € $0 $0 i $0 $0 $0 i $0 Y Design/Engineer $207000 $20,000 $20,000 $0 $0 $60000 0 Years Construction $0 $0 l $0 $0 1 $0 r------16.- € :: -..._.... Equipment $0 j $0 1 $0 . $0 $0 ' $0 Contingency $0 $0 I $0 $0 $0 $0 Totals 1 $20,000 $20,000 $20,000 1 $0 : $0 $60,000 : 9Plid� hhIMINl �... .Ili , ._..: .6..4111111 III 111 003.11 $4.1 11111111100111111101il. 10/22/2012 1:05:26 PM