[MassHistPres] Historic Districts - records retention

[George Triantaris]

I believe it is important to retain the certificates, organized by address, for future reference - this information could be very useful to future homeowners and commissions,  It also documents what was approved (and what was not) in case there is a future dispute.  Scanned copies are fine for this purpose - hopefully stored on a data base that can be accessed by the public.

George Triantaris, Chair
Harvard Historical Commission



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Today's Topics:

   1. Re: Historic Districts - records retention (Gretchen Schuler)


----------------------------------------------------------------------

Message: 1
Date: Thu, 23 Sep 2021 08:38:19 -0400
From: Gretchen Schuler <ggschuler126 at gmail.com>
To: "Doherty, Jennifer (SEC)" <jennifer.doherty2 at state.ma.us>
Cc: Susan Fletcher <s_fletcher at verizon.net>, "Amy D. Finstein"
        <adf9u at virginia.edu>,  MHC MHC Listserve <masshistpres at cs.umb.edu>
Subject: Re: [MassHistPres] Historic Districts - records retention
Message-ID:
        <CALp33P4KqAa83_n1hySvOuEpZ_ps=SkPVhELSVkJqOesVTjrbA at mail.gmail.com>
Content-Type: text/plain; charset="utf-8"

Maybe we all should start keeping a database of certificates if they are to
be tossed one-year after they lapse.  I can think of so many times in which
I have gone back to look at a Certificate issued previously.

Gretchen Schuler
Wayland Historic District Commission

On Thu, Sep 23, 2021 at 8:31 AM Doherty, Jennifer (SEC) <
jennifer.doherty2 at state.ma.us> wrote:

> Hi all,
>
> I replied off-list to John but others might be interested. The Secretary
> of State provides for Certificates of Appropriateness and other historic
> preservation records in this municipal records retention schedule
> <https://www.sec.state.ma.us/arc/arcpdf/Municipal_Retention_Schedule_20200406.pdf>
> (PDF), beginning on page 85. It states that COAs may be disposed of one
> year after the certificate lapses.
>
> Thank you,
>
> Jenn
>
>
>
>
>
> *Jennifer B. Doherty*
>
> Local Government Programs Coordinator
>
> Massachusetts Historical Commission
>
> 220 Morrissey Boulevard
>
> Boston, MA 02125-3314
>
> Office: (617) 727-8470
>
> Remote: (617) 807-0685
>
> Jennifer.Doherty at sec.state.ma.us
>
>
>
> *From:* MassHistPres <masshistpres-bounces at cs.umb.edu> *On Behalf Of *Susan
> Fletcher
> *Sent:* Wednesday, September 22, 2021 11:52 AM
> *To:* Amy D. Finstein <adf9u at virginia.edu>
> *Cc:* MHC MHC Listserve <masshistpres at cs.umb.edu>
> *Subject:* Re: [MassHistPres] Historic Districts - records retention
>
>
>
> I would look at the public records requirements.  It has been my
> experience that it requires a lot more than just a 2 year retention.
>
>
>
> On Sep 21, 2021, at 3:15 PM, Amy D. Finstein <adf9u at virginia.edu> wrote:
>
>
>
> I would inquire with the city's legal counsel as to the legality of this
> from a record-keeping perspective and as relates to maintaining records of
> approved changes, etc.
>
> It seems to me that the Commission cannot fulfill its duty of stewardship
> and oversight if it no longer has records of past approvals/denials/similar
> to guide future deliberations.
>
>
>
> Digitization might be a good solution if there is infrastructure for
> digital record-keeping. But I would be loath to get rid of that level of
> institutional records.
>
>
>
> All best,
>
> Amy Finstein
>
> HDC Chair, Framingham
>
>
>
> On Tue, Sep 21, 2021 at 2:42 PM Betty Slade <dcolebslade at aol.com> wrote:
>
> If it is a space issue and is legal to dispose of them then how about
> scanning the pages and keeping copies for the Commission and the town
> clerk.
>
>
>
> Betty Slade
>
> Westport
>
> CPC chair
>
>
>
> In a message dated 9/21/2021 9:21:11 AM Eastern Standard Time,
> jworden at swwalaw.com writes:
>
>
>
> This is an inquiry to historic district commissioners.  Under Ch. 40C,
> certificates of appropriateness, non-applicability, and hardship, as well
> as denials, are to be filed with the city or town clerk – the only official
> custodian of record for actions of the commission. In Arlington we have
> been filing these oddments with the  town clerk ever since the  first
> district was established in 1977.  In recent years, this might have
> resulted in ~50 pages per year.
>
>
>
> Our new town clerk (who seems to want to change everything) proposes to
> dispose of all certificate more than two years old.  We are not happy about
> such a policy.  What is the policy in your city or town?
>
>
>
> Thank you,
>
>
>
> John Worden, Arlington Historic Districts
>
>
>
> *John L. Worden III, Esq.*
>
> *27 Jason Street*
>
> *Arlington, Massachusetts 02476*
>
>
>
> *(617) 957-9195 - mobile*
>
> *(617 227-1961 -  fax*
>
>
>
>
>
>
>
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