[MassHistPres] Historic Districts - records retention

[rcsmitharch at verizon.net]

Swampscott uses Airtable to organize and store various permitting
applications, including HDC, ZBA, Cons Com and Planning.  We started the
Historic District in 2014, and all the permits that have been issued from
2014 on are in the database and accessible digitally.

 

Richard Smith

Swampscott Historic District Commission

 

From: MassHistPres <masshistpres-bounces at cs.umb.edu> On Behalf Of George
Triantaris
Sent: Friday, September 24, 2021 12:18 PM
To: masshistpres at cs.umb.edu
Subject: Re: [MassHistPres] Historic Districts - records retention

 

 

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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Subject: MassHistPres Digest, Vol 45, Issue 23 

 

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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
<mailto:ggschuler126 at gmail.com> >
To: "Doherty, Jennifer (SEC)" <jennifer.doherty2 at state.ma.us
<mailto:jennifer.doherty2 at state.ma.us> >
Cc: Susan Fletcher <s_fletcher at verizon.net <mailto:s_fletcher at verizon.net>
>, "Amy D. Finstein"
        <adf9u at virginia.edu <mailto:adf9u at virginia.edu> >,  MHC MHC
Listserve <masshistpres at cs.umb.edu <mailto:masshistpres at cs.umb.edu> >
Subject: Re: [MassHistPres] Historic Districts - records retention
Message-ID:
        <CALp33P4KqAa83_n1hySvOuEpZ_ps=SkPVhELSVkJqOesVTjrbA at mail.gmail.com
<mailto: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 <mailto: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_2020040
6.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 <mailto:Jennifer.Doherty at sec.state.ma.us>

>
>
>
> *From:* MassHistPres <masshistpres-bounces at cs.umb.edu
<mailto: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 <mailto:adf9u at virginia.edu> >
> *Cc:* MHC MHC Listserve <masshistpres at cs.umb.edu
<mailto: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
<mailto: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
<mailto: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 <mailto: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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