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Subject:
From:
Don Saklad <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Sat, 14 Jan 2012 14:53:47 -0500
Content-Type:
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Public Records Division and Records Management Unit
1 Ashburton Place Room 1719
Boston Massachusetts 02108

http://www.sec.state.ma.us/arc/arcrmu/rmuidx.htm
tel 617 727-2832
email
[log in to unmask]

The Public Records Division consists of a Legal Section, Commissions Section, Lobbyist Section and the Records Management Unit. Under the Legal Section, the Supervisor of Records is the principal arbiter or the state's Public Records Law. The Legal Section annually processes several hundred appeals from citizens, public officials and members of the media who have been denied access to government by public agencies. The legal staff answers thousands of questions each year involving interpretation of the public records statute, and provides on-site training to government employees and their agents throughout the state.

The Commissions Section tracks the appointments of notaries public in Massachusetts, and administers the oaths of office to those notaries, justices of the peace and other gubernatorial appointments. The Commissions Section also maintains the governor's appointment system, prepares certifications of official signatures, reviews and accepts information by out-of-state clergy requesting authorization to solemnize marriages in the Commonwealth, as well as one day solemnizations. The Commissions Section also keeps certain city and town clerk records, local option records, housing and redevelopment authority records, and commissioner to qualify records.

The Lobbyist Section registers lobbyists and lobbyist employers, maintains the docket of their registrations, and oversees the filings of lobbyist and employer disclosure reports.

The Records Management Unit (RMU) operates under the mandates of the Supervisor of Records and the Archives of the Commonwealth. The RMU assists state, local, and county government entities in creating, managing, securing, and preserving the records they need to conduct business activities and to protect the rights and obligations of citizens and government.

What follows is a summary of some of the major accomplishments and initiatives of the Public Records Division and Records Management Unit of the Office of the Secretary of the Commonwealth during FY2010 and FY2011.



The Legal Section of the Public Records Division has:
.
Rendered over 400 determinations concerning the public status of records.

.
Issued in cooperation with the Supervisor of Public Records, the Records Conservation Board and the Information Technology Division, Electronic Records Management Guidelines setting statewide best practices for the retention and management of electronic records;

.
Led over 25 seminars concerning the Public Records Law to cities, towns, state agencies and other associations.

Secretary of the Commonwealth Annual Report FY 2010 and 2011 . page 19

.
Responded to a high volume of daily telephone and email inquiries regarding the Public Records Law;

.
Received and filed over 40 Security Breach notifications from state agencies pursuant to M.G.L. c. 93H
http://www.malegislature.gov/Laws/GeneralLaws/PartI/TitleXV/Chapter93H

.
Issued 59 advisories on the proper use of the State Seal and Coat of Arms of the Commonwealth;

.
As Chair of the State Records Conservation Board, the Supervisor of Records participated in the revision and publication of the 2011 State Records Retention Schedule; and
http://www.sec.state.ma.us/arc/arcpdf/0111.pdf

.
Revised the Municipal Records Retention Manual, with the assistance of the Senior Records and Information Manager of the Records Management Unit.
http://www.sec.state.ma.us/arc/arcpdf/MA_Municipal_Records_Retention_Manual.pdf



With respect to legislative initiatives, the Legal Section has:
.
Drafted and filed 1 lobbying and 13 Public Records Law related bills.
[Where are the texts of the bills available?]

.
Filed over 60 bill comments concerning public records, lobbying and commissions related legislation; and
[Where are the texts of the comments available?]

.
Tracked and attended legislative hearings for over 150 pieces of legislation pertaining to public records, lobbying and commissions.



The Commissions Section of the Division has:
.
Received over $1.6 million in connection with Notary Public registrations;

.
Received over $571,400 in connection with certification of documents;

.
Processed over $140,000 in connection with One Day Solemnizations;

.
Received $33,000 in connection with Justice of the Peace registrations;

.
Issued certificates for out of state clergy; and

.
Performed an update on the Governor's Appointments System.



The Lobbying Section of the Division has:
.
Processed over 6,000 transactions relating to lobbyist registration and disclosures totaling over $1.3 million in collected fees;

.
Performed an update and enhancements on the Lobbyist Registration and Reporting System leading to increased transparency;

.
Worked with IT to ensure the continuous integrity of the online Lobbyist System;

.
Rendered over 35 advisory opinions concerning the new Lobbying Law;

.
Responded to a high volume of daily telephone and email inquiries regarding the Lobbying Law;

page 20 . Secretary of the Commonwealth Annual Report FY 2010 and 2011

.
Created and led educational seminars regarding the Lobbying Law including a power point presentation, currently in the third edition;

.
Supervised the development of the Lobbyist User Guide, currently in the third edition;

.
Developed online Lobbyist instructional material;

.
Coordinated and set up registration and disclosure live workshops.



The Records Management Unit has:
.
Provided proactive on-site records disposition and recovery assistance to City of Taunton officials following a massive fire in City Hall and to Town of Monson officials following a tornado that seriously damaged the Town Hall.

.
Provided records disposition, recovery, and preservation assistance to numerous communities following the annual spring flooding, burst pipes, minor fires and vermin infestations;

.
Provided 11 records management trainings at meetings of municipal officers associations such as City and Town Clerks, Town Assessors, Councils on Aging, and Personnel Officers;

.
Provided on-site records management trainings or conducted records management and security surveys in 30 municipalities;

.
Provided assistance to Legal Section attorneys during public records request appeals investigations as well as follow-up services after resolution of the appeal including records management trainings or surveys;

.
Provided assistance to municipal officials seeking to dispose of public records, approving over 500 appropriate requests for destruction of records;

.
Provided input during meetings and participated in activities of Coordinated Statewide Emergency Prepardness (COSTEP) joint initiative; and

.
Provided records management consultations telephonically and via e-mail.
[with the short shrifting attitude mocking citizen involvement.]

Secretary of the Commonwealth Annual Report FY 2010 and 2011 . page 21

Secreatry of the Comonwealth
Annual Report
Fiscal Year 2010 and 2011
William Francis Galvin
Secretary of the Commonwealth

...
0511-0200. For the operation of the archives division  $254,213
0511-0200. For the operation of the records center      $ 36,217
0511-0200. For the operation of the archives facility    $296,521
...
0528-0100. For the operation of the records conservation board  $34,056
...

Secretary of the Commonwealth Annual Report FY 2010 and 2011 . page 1


Year-end revenue for Fiscal Year 2011
...
Corporations, Archives, Public Records  $80,385,839.45
...


Secretary of the Commonwealth Annual Report FY 2010 and 2011 . page 3

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