PRESERVATION: Albion receives grant to transfer paper documents to disc

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July 23, 2007

By Nicole Coleman/colemann@gnnewspaper.com The Journal-Register Mon Jul 23, 2007, 12:23 AM EDT

ALBION — A $5,000 grant from the New York State Education Department will allow the Town of Albion to store its records on compact disc, preserving documents dating back to 1883.

With the help of Stuart Brown Associates of Rochester, Albion Town Clerk Sarah Basinait applied for the grant to free up space in the storage vault and to preserve deteriorating vital records.

The vital birth, death and marriage records, as well as town board meeting minutes, will be transferred to disc first, Basinait said.

“A company will be scanning both the books and the binders,” Basinait said. “Once that process is done we will have to go through and make sure all of the information is correct.”

According to Art Reinhart with the Grants Administration Unit of the NYS Education Department, every time an individual files a mortgage or deed throughout the state, $5 of that money goes into the Local Government Records Management Improvement Fund. That money is then distributed back to governments in the form of grants so they can manage their record holdings, he said.

The money in this year’s fund totaled over $9 million. Out of 679 grant requests, Albion was one of 357 municipalities statewide to receive grant money, Reinhart said. The town must use their grant, in the amount of $5,324, by June 30, 2008.

“Albion was very lucky they got awarded,” Reinhart said. “They obviously did a good job putting their grant together.”

The town received a previous grant from the Records Management Improvement Fund in 2000 worth $12,658, which was used to organize the vault, Basinait said.

“In 2000 it worked really well,” Basinait said. “The vault is now organized and you can find records. There isn’t a lot of duplication. That was the problem before.”

Over the course of the next few years, Basinait said they hope to focus on the court, assessor’s and code enforcement records on new homes and additions, so that all of the town’s documents are preserved onto discs.

“We just want to keep moving forward,” Basinait said. “We don’t want to get behind. The days of the typewriter are gone.”

Contact reporter Nicole Colemanat 798-1400, ext. 2227.

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