IMPORTANT DATES IN THE use in the publick archives of the Colony” in HISTORY OF his office. ’S PUBLIC August 16, 1774: Writing to Governor RECORDS AND STATE Trumbull from Wethersfield, Silas Deane ARCHIVES PROGRAMS reports that the “greater part” of correspondence of past governors and Journals of the House “have been long since used for wrappers.” Citing the lack of public records to document claims of the Colony, 1741: The Colonial Assembly directs the Deane urges the Governor and Assembly to Secretary of the Colony “to sort, date and file preserve public records. “We have,” he in proper order, all the ancient papers that argues, “a property in them, being written by now lye in disorder and unfiled in his office” persons in our employ, and our account.” before the next sessions beginning in October. The resolution provides five May 1779: Noting that Journals of the pounds “as a reward for his service.” House have “not in time past been secured and kept,” thus, resulting in the loss of 1769: General Assembly instructs Governor “many important transactions,” the General and Secretary George Assembly directs clerks of the House to Wyllys to work as a committee to “make a close, label, and hand over journals to the diligent search after all deeds of conveyance Secretary “to be kept with the archives and relative to the title of the lands granted by the public writings of the State.” Crown to this Colony by the royal charter.” The Assembly directs the committee to write 1794: Governor Trumbull’s son, David, the Colony’s agent in London to search for writes to Dr. Jeremy Belknap of the these records and send them to the Secretary. Historical Society offering to convey the collection of public records May, 1770: General Assembly appoints acquired by his father under the 1771 Gurdon Saltonstall and Joseph Trumbull to resolution to the Society. Belknap travels to acquire all public records pertaining to the Lebanon, Connecticut and from July 9-13, affairs of the Colony “which properly belong 1794, selects papers which the Society will to the colony.” purchase. In spite of inquiries from the Connecticut General Assembly, the Society May 1771: General Assembly directs will retain these records arguing that they Governor Jonathan Trumbull to “collect all were the property of the Trumbull family and the publick letters and papers which hereafter that the Society gained them in a legal in any way affect the interest of this Colony purchase. To this day, the thirty volumes of and have the same bound together, that they papers are known as the “Trumbull Papers.” may be preserved.” See below 1921 for return of the papers to Connecticut. May 1772: General Assembly directs Secretary George Wyllys to make a 1840: In December, Faith Trumbull handwritten copy of the first book of the Wadsworth conveys the balance of the so- Records of the Colony of Connecticut and of called “Trumbull Papers” which remained the Records of the . with the family to the Connecticut Historical Resolution also directs the Secretary to retain Society. Among the documents are Agents the New Haven Colony Records “for publick Letters, 1742-73, Council of Safety Papers, 1775-82, Council Orders, 1743-75, and

1 gubernatorial records of Joseph Talcott, first editor and in 1850, publishes volume 1724-41, Jonathan Law, 1741-50, and number one covering 1636-1665. Thomas Fitch, 1754-66. These papers are edited and published in seven volumes of the 1851: The General Assembly creates a State Historical Society’s Collections. Library Committee to be appointed annually and charged with “the care and 1841-45: Sylvester Judd of Massachusetts, custody of the State Library.” The Assembly is hired to acquire, organize and index appoints the Governor, the Secretary of Connecticut’s early colonial and state records State, and the Hon. William L. Storrs as the up to the year 1820. To this day, the records first committee. are known as the “Connecticut Archives.” 1854: General Assembly renews the State 1844: The General Assembly designates the Library Committee’s appointments and Hon. Daniel P. Tyler, Erastus Smith, and authorizes it to appoint a State Librarian. Philip S. Galpin, Esquires, as a committee James Hammond Trumbull accepts the “to make such improvements as they may appointment. The Assembly also transfers to deem necessary in the distribution, the State Librarian the duties exercised since arrangement and entitling of the books and 1848 by the Secretary of State in compiling files belonging to the offices of the Secretary and tabulating and reporting on data supplied of State, in Hartford and New Haven.” In by local registrars of vital records addition, the committee was to prepare and The State Library is 1ocated in the “supply manuscript catalogues and indexes State House, now known as the Old State as may be needful for the convenient use of House. In his 1855 annual report, the first the same.” one by a State Librarian and only one he Trumbull would complete, he describes the 1844: The Connecticut Historical Society rooms in the upper story of the State House reports that in the past five years it has as “small, badly lighted, inconvenient, of acquired archival records pertaining to the difficult access.” Moreover, the library colony and early state history, including requires “extensive alterations and repairs, records of the Council and governors. involving considerable expense, to provide even the temporary accommodation of the 1845-46: General Assembly calls upon the books, and their security from damp.” The Massachusetts Historical Society to return library could not expand “without a change the so-called “Trumbull Papers,” but the of location.” He also writes that the library Society refuses. is “deficient in most of its departments.” During the year, a special room is 1848-49: George Gibbs, grandson of constructed for the State Library in the State Governor , Jr., conveys to the House. After completing his annual reports Connecticut Historical Society a large on the Library and vital statistics, Trumbull collection of papers of Oliver Wolcott, Sr. will resign in 1855 and take a European and Jr. The Society will microfilm them in “tour.” 1980-81. 1855: Charles Jeremy Hoadly is appointed 1849: General Assembly provides funds for the second State Librarian, a post he will the first time to edit and publish The Public hold until his death in 1900. Records of the Colony of Connecticut. James Hammond Trumbull is hired as the

2 • Secretary of the State transfers religious and ecclesiastical societies the right the “Connecticut Archives” to to refuse a purchase offer for land on which the State Librarian. a church building stands.

1863: Charles J. Hoadly writes that the 1886: General Assembly constitutes the State Library is “exceedingly cramped for Secretary of the State and State Librarian as room” and that “every little while I have to a committee “to make an inquiry or to send things up into the attic, [of the State procure the same to be made, in regard to House] because no place can be found for any ancient, colonial or state records of any them on our shelves below.” of the territorial organizations now or formerly existing within the state, for the 1870: General Assembly directs all town purpose of taking measures for the clerks to make copies of “manuscript observation and indexing of state records.” volumes of town records, containing entries The committee hires Judge Sherman Adams, of deeds, town votes, wills, or judicial who conducts on-site surveys of offices of proceedings made prior to…1700” on blank court clerks in five counties and the original books furnished by the State Librarian. It four probate courts, and receives assessments also directs town clerks to transfer the through the mail from clerks of three other completed books to the State Librarian on or counties. before July 4, 1871. 1888-1892: Charles J. Hoadly corresponds 1878: A provision of a bill passed by the with Robert Winthrop and receives through General Assembly in its 1877 session the mail packages of documents selected by transfers the function of the State Librarian Winthrop from the Winthrop Papers in the in gathering, tabulating, and reporting on Massachusetts Historical Society pertaining vital statistics to the Bureau of Vital to the colonial . One Statistics in the newly formed State Board of package is delayed due to the Blizzard of Health. 1888. The papers are “silked” and bound in volumes. The documents are known as the 1879: In Hartford, the new State Capitol, Robert C. Winthrop Collection. designed by Richard J. Upjohn and constructed on grounds purchased from 1888: A “second-hand dealer” disposing of Washington College, is opened. The State the estate of the Seymour family in Hartford Library occupies the third floor in this discovers manuscripts in trunks in the garret, structure, now the Senate Chambers. and old desk, and boxes in “an outbuilding.” Judge Sherman Adams purchases the • General Assembly enacts “ancient documents” and finds two hundred legislation requiring that every and thirty-five original muster rolls and town’s selectmen provide “a payrolls of Connecticut men serving in the fire-proof safe, vault, or building French and Indian War. A Hartford book for the protection of its records dealer, who may have been a partner with against fire.” Judge Adams, offers to sell the rolls to the State. Charles J. Hoadly refuses to purchase 1880: General Assembly amends legislation the documents, arguing that they are a requiring towns to provide fire-proof missing part of the state archives and facilities by adding sections to deal with therefore, are state property. He threatens to conflicts over the price of land between the go to court to recover them. Judge Adams town and the owner. Legislation also gives and Hoadly agree on a compromise. Hoadly pays him $50, well-below the asking price,

3 and Judge Adams relinquishes his ownership until his death in 1936. Under of the documents to the State Library. The Godard, the State Library will rolls are organized, bound, and silked and make its greatest advances to labeled as the Sherman W. Adams date in establishing a public Collection. records program for Connecticut, the most important 1889: The committee formed to make of which will be the construction inquiries about “ancient records” and report of a new building. on findings issues Report of the Secretary of State and State Librarian to the General • General Lucius A. Barbour, Assembly on Ancient Court Records. This former legislator and Adjutant is the first assessment made by the state of General, hires James Arnold of the condition and management of historical to transcribe public records and one of the first in the information from town records nation. and Vital Records up to the year 1850. His son, Lucius B. 1895: General Assembly directs all town Barbour, will continue the clerks to make handwritten transcriptions of project in the early years of the passages from original town records century. The family will expend pertaining to the War between from $25,000 to $27,000 on the 1774 and 1784 and to mail these “extracts” project and will donate the books to the State Librarian. Sixty-three towns of transcription to the State comply. Library. In turn, the Library create a surname slip index and • Using the Massachusetts’ law lists by town and calls the index, creating a Commissioner of The Barbour Collection of Vital Public Records as a model, the Records. State Librarian and the Connecticut Bar Association get 1901: General Assembly continues the a bill introduced into the General Commission on Public Records. Assembly creating the post of Examiner of Public Records. 1902: Commission issues its Second Report. The bill dies. Both reports recommend creating a Permanent Commission on Public Records. 1899: General Assembly creates a Temporary Commission on Public Records. 1903: Assembly creates the post of The Commission will survey town clerks, Temporary Examiner of Public Records. probate judges, and churches on the Charles R. Hathaway of Manchester, a condition of historical records. railroad attorney and former prosecutor, is appointed. Assembly continues the post in 1900: Commission issues its First Report 1905 and 1907. summarizing the survey. 1904: Temporary Examiner issues his first • After the death of State annual report. Examiner conducts a mail Librarian Charles. J. Hoadly, survey to all town clerks, Probate Judges, George S. Godard of Granby is and churches. appointed the third State Librarian, a post he will hold

4 1905: Temporary Examiner issues his second annual report. 1917: General Assembly authorizes the transfer of public records pertaining to the 1906: Temporary Examiner conducts a mail First World War from state offices to the survey of Connecticut religious State Library. organizations. 1918: The Council of Defense designates the 1907: Temporary Examiner issues his third State Library as its repository of historical annual report. records.

1909: General Assembly abolishes the post 1919: General Assembly creates the post of of Temporary Examiner. State Military Necrologist, the only such job title in the nation. George Godard appoints 1909: General Assembly authorizes State Charles L. Hale so that he may continue his Librarian to accept any public records for work of gathering information from the “permanent preservation.” This act headstones of veterans. recognizes the State Library as the official State Archives. • General Assembly creates the Department of War Records in 1910: In Hartford, the new State Library the State Library. The major and Supreme Court Building opens. The work of this unit involves State Library’s public records program and verifying service of veterans. major operations are still located in this building, making it the oldest structure in the 1921: General Assembly authorizes the nation housing a State Archives. State Librarian to accept land and probate records if they are significantly deteriorated 1911: General Assembly creates the post of in exchange for a bound, photostatted copy. permanent Examiner of Public Records as an assistant to the State Librarian. The • The Massachusetts Historical State Library Committee appoints Lucius B. Society returns the Trumbull Barbour as the first Examiner. Papers to the State of Connecticut in a ceremony in • The State Library begins Memorial Hall in the State accessioning files from Library and Supreme Court Connecticut Probate Courts. Building.

1916: The State Librarian’s Report contains • General Assembly directs the Bulletin No. 8, Effie M. Prickett, Chief of Secretary of State to transfer to the Archives Department, Instruction for the State Library the first two Care of Archives in the Connecticut State volumes of the Records of the Library and Bulletin No. 9, Select List of New Haven Colony. Manuscripts in the Connecticut State Library. The former explains indexing 1924: The Examiner of Public Records procedures for the “Connecticut Archives” sends 1,230 questionnaires to “every and a summary statement of organization of minister, rector and priest having a pastoral other archival records. The Select List is the charge in Connecticut” inquiring about the first published summary guide to archival conditions of church and parish records. 457 and manuscript records in the State Library. return completed forms. Approximately 65

5 churches deposit their historical records. 1935-44: Under the Works Progress The State Library will offer bound, Administration, several surveys of records photostatic copies in exchange or will keep are conducted: the survey of State, county, the copies in its collections. The town and municipal records; the church Administrator will begin a project to create a records survey; and the manuscripts survey. surname slip index and town lists that are A guide to inventories of churches and one bound from these church records. The for the archives of towns and cities are exchange program is ended in the mid- published. Many original survey sheets are 1950’s. lost.

1927: General Assembly directs officials to 1939: General Assembly passes a statute create detailed indexes of probate records. mandating that all public records be stored in The State Library distributes forms and “fireproof vaults or safes.” instructions and will become the repository of these indexes. 1947: The State Library Committee endorses the plan of the Genealogical Society 1933: General Assembly enacts legislation of Utah to film all land records in the towns granting authority to the Attorney General, through 1850 and probate record books Comptroller, and Treasurer to approve all through 1850. The Society agrees to give the requests for destruction of public records donor copy of the films to the State Library. submitted by “each commissioner and the Vital Records through 1900 are added to the head of each state department, commission or list, and the dates for land and probate board…each at his discretion…at any time records are expanded into the early twentieth after six years from the date thereof.” century. For the following four decades, Though the law provides for a blanket six camera operators hired by the Society will year retention period, it represents the first work in town halls, probate court offices, and attempt at setting a minimum legal the State Library. retention period for State government “records and files.” 1953: General Assembly creates a temporary commission to “make a survey of September 1934-January 1935: Using the various functions of government carried funds from the Federal Emergency Relief on in, or in connection with, the State Administration and the W. P. A., Charles L. Library and Supreme Court Building, to Hale leads a corps of seven supervisors and determine whether there is a need for seventy-five tabulators to locate all of the provision for additional space to be occupied burial sites in Connecticut for the purpose of by them, and,…to consider in what way the transcribing genealogical data. Field teams need can best be met.” Legislation provided locate 2,269 sites and complete 886,043 that a report of its study and recommendation forms. When stones are not available or be presented to Governor Ribicoff. cannot be deciphered. Some field teams exhume the coffins to read brass labels. 1955: General Assembly creates a Records Another part of the project completes forms Management Committee, composed of the for marriage and death notices in Connecticut Commissioner of Finance and Control, the newspapers up to 1870. State Library staff Attorney General, the State Librarian, and will type up a surname slip index and town “chief executive officers of the Connecticut lists, and the finished product will be the town clerks association, the municipal Hale Headstone Inscription and Newspaper finance officers association of Connecticut Marriage and Death Notice Index. and the Connecticut probate assembly, or

6 their duly appointed representatives.” The agencies, thus establishing the first modern Commissioner of Finance and Control serves records management program for State as ex-officio, chair of the committee. government. Legislation gives the committee primary responsibility for records management 1958: The State Library opens the State services to state agencies within the Records Center in Rocky Hill. Executive Department. The Committee also has the authority to order agencies to FY 1960/61: New addition to the State produce inventories of records and to submit Records Center is completed. records retention schedules for its approval. The statute authorizes the Committee to FY 1965/66: Examiner of Public Records approve or reject requests to destroy records issues the first Records Manual for and to determine which are of historical Connecticut Town Clerks. value. Any State agency intending to microfilm records shall submit to the 1967: In legislation that becomes operable in Committee of list of records designated for January 1968, the General Assembly creates filming for its approval. a Department of Archives and Records Administration in the State Library to be • The “Temporary Commission run by a new titled position, the Public Appointed to Consider the Needs Records Administrator. The State Librarian of…the State Library and appoints the last Examiner of Public Supreme Court Building” Records, Rockwell Harmon Potter, Jr. as the presents its report to the first Administrator. The Records Governor on January 5. The Management Committee is retained, and its report notes that the State powers are revised to include the issuing of Library “is not a library in the records retention schedules. The Department ordinary sense of the word, is charged with “developing and directing” a but rather a State Archive or records management for state agencies, Hall of Records.” The towns, cities, boroughs and districts, and Commission recommends probate districts within the state. The building fire resistive vaults and Committee may “cause enforcement” of its installing air conditioning in the orders by application to the Superior court or current building, constructing a any judge of a court not sitting for a decree bombproof vault under the or process. North Lawn on Capitol Ave., and constructing a five-story • Another addition to the State addition to the East Wing on Records Center is completed in Lafayette St. It also December. recommends that the General Assembly appropriate money so 1968: A two million-dollar East Wing that the State Library can addition to the State Library and Supreme establish an efficient microfilm Court Building is completed. It includes a program to conserve space and four-tiered vault with two vault doors and a preserve archival records. seventh level designated originally for library storage. The State Archives will move into FY 1956/57: Records Management the new vaults and will occupy half of the Committee approves a records-retention- seventh level addition. storage-disposal program for state

7 FY 1969/70: The Records Management 1976-1977: Under a federal grant, State Committee approves the first formal Library staff organizes the 80,000 item regulations issued by the Public Records Pictorial Archives into 63 Picture Groups Administrator of standards for fire resistive and produces descriptive registers of the vaults. groups. A summary Guide to Pictorial Archives in the Connecticut State Library 1971: Legislation authorizes the Records is published in 1977. Management Committee to establish and run a centralized microfilm service for all state FY 1977/78: Another addition to the State agencies. This service is also opened to local Records Center is completed. governments for the filming of records of permanent value. Moreover, the Committee 1979: Legislation transfers the responsibility may provide storage for security copies of for “developing and directing” the state the film. records management program from the • State Library hires Robert Records Management Committee to the Claus, the first professional Commissioner of Administrative Services. archivist in its history. He had The Department of Archives and Records worked at the National Archives Administration is charged with carrying out and was first archivist for the the program. United Nations. He will serve in this post for the next decade and 1980: General Assembly transfers shall acquire hundreds of cubic responsibility for the public records program feet of archival records. He shall in state agencies and the towns back to the organize and describe them in State Library. “descriptive registers” by record groups structured according to 1981: Legislation authorizes the National Archives descriptive Commissioner of Administrative Services to standards. approve “requirements” for microfilming equipment or services submitted by state 1974: Responding to a request from the agencies. Archivist of the , Governor creates by appointment the first State • The Archivist in the Department Historical Records Advisory Board to of Archives and Public Records assist the National Archives’ National issues the third and most Historical Publications and Records complete edition of a summary Commission (NHPRC) with evaluating grant Guide to Archives in the applications for records projects from Connecticut State Library. Connecticut. All members serve under appointment from the Governor at no pay, 1982: The State Librarian transfers the State and over half must be active archivists. The Archives out of the Department of Archives Archivist and his successor serve as the chair and Records Administration and combines it and administrator. with the History and Genealogy Unit to make the Archives, History and Genealogy Unit. 1975: General Assembly changes the name of the State Library Committee to “State FY 1982/83: Office of the Public Records Library Board.” Administrator initiates the first Records Management Partnership Program with state agencies.

8 1983: The Connecticut State Historical including court records at the Records Advisory Board issues the first State Library and Probate Court statewide assessment report of files in the State Library and Connecticut’s historical records in public those that remain in the courts. and private repositories. The report The project allows the State contains many recommendations for Archives to utilize automation improving and expanding the operations of technology for the first time. the Public Records Administrator and the NHPRC gives an extension, and State Archives. the State Library uses funds to continue the work. The project • In March, the State Librarian is closed in April 1988. forms an Archival Program Planning Committee to “initiate 1985: The Attorney General Joseph I. planning of a State Archives Lieberman issues an opinion upholding the program adequate to meet authority of the Public Records Connecticut’s needs for Administrator to issue minimum legal preservation and access to retention periods for public records, even historical government records.” when they conflict with public employee It is chaired by the Head of the union contracts. Archives, History and Genealogy Unit 1986: Office of the Public Records Administrator issues a records management 1984: General Assembly includes the post of manual for state agencies. For the first time, State Archivist in the State Library for the the office issues state-wide generic retention first time in statutes pertaining to the State’s schedules by function. public records program. The State Archivist’s functions now include review of • Using its own resources, the CT all records retention schedules and disposal SHRAB completes strategic authorizations from state agencies and local planning and issues governments to identify historical records. Cooperation, Collaboration and Leadership: A Strategic • The State Librarian’s Archival Plan of the Connecticut State Program Planning Committee Historical Records Advisory issues its final report, containing Board. nine recommendations. 1988: General Assembly approves legislation • Governor appoints the State granting authority to the State Library Board Archivist as Chair of the for the transfer (deaccession) of records from Connecticut State Historical the State Archives and mandating that it Records Advisory Board (CT submit regulations governing the process. SHRAB). 1989: General Assembly passes legislation • The National Historical requiring state agencies to appoint Records Publications and Records Management Liaison Officers to administer Commission approves a two- records management programs within their year grant from the State respective agencies. Library for a court records survey and assessment project

9 • The Assembly approves 1997: The Office of the Public Records regulations submitted by the Administrator and State Archives issues the State Library Board covering Guide to Records of the Judicial procedures for transferring Department: State Archives Record Group records from the State Archives. No. 3, a revision and substantial expansion Regulations specifically state of an earlier, shorter version. The Guide that provisions apply only to takes two years to research and prepare. The non-government and local Assistant State Archivist uses data gathered government records in the State from the NHPRC Court Records Project and Archives. gathers additional data herself.

1990: By unanimous ruling, the State • NHPRC approves a two-year Supreme Court decides that disciplinary planning and implementation records involving state and municipal grant submitted by the State workers cannot be destroyed as part of the Library on behalf of the CT grievance negotiation process. The Court State Historical Records upholds the authority of the Public Records Advisory Board to collaborate Administrator to set minimum legal retention with the CT Town Clerk’s periods for public records and to approve all Association and the CT League public records destruction requests from of History Organizations in State and local government. surveying their respective members on their most “critical 1991: State Library Board approves a records needs,” compiling revised and substantially expanded State literature of “best practices,” Archives collecting policy. and preparing and running pilot workshops, one for each 1994: Office of the Public Records organization. In 1998, the Administrator and State Archives issues Board hires a consultant who General Letter 94-1, Optical Imaging and carries out a survey of “critical Public Records: A Policy Statement. The needs.” Statement provides for the first time guidelines for the retention and disposition of 1998: The Office of the Public Records public records reformatted on an optical Administrator and State Archives imaging technology. participates in agency planning to alleviate a space crisis in the State Archives. 1995: The Office of the Public Records Administrator and State Archives issues its • The Office issues General first policy statement on the retention and Letter 98-1, Electronic and disposition of E-mail. (See below for 1998.) Voice Mail; A Management and Retention Guide for State 1996: The Office of the Public Records and Municipal Government Administrator and State Archives issues Agencies. General Letter 96-2, Required Minimum Microfilming Standards for Public • Almost one hundred years after Records, the first publication of the Office the creation of the first dealing with microfilming standards. Temporary Commission on Public Records, the Office issues an expanded and reformatted

10 manual for local officials containing updated records retention and disposition schedules. For the first time, each records series is given a control number.

• The Office issues the Finding Aid to the General Assembly Papers, 1821-70. This is the first finding aid of the project to reprocess all of the General Assembly Papers.

1999: The Office issues a second finding aid to General Assembly Papers entitled, Finding Aid to General Assembly Rejected Bills, 1808-70.

• The Public Records Administrator reissues an expanded version of the State Records Management Manual; Statutes, Policies, and Procedures for Connecticut State Agencies, first issued in 1986.

• The CT State Historical Records Advisory Board continues to work on a two-year NHPRC grant. By March, the project consultant had prepared a bibliography of “best practices,” and planning for the two pilot workshops to be held that summer, one for each organization, was underway.

• The Office issues Time-Line of Important Dates in the History of Connecticut’s Records Management and State Archives Programs.

• The Office issues Finding Aid to Records of Connecticut Governors, 1821-58.

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