Massachusetts. Public Records Division

The post of Commissioner of Public Records within the state secretary's office was made permanent in 1892, and was succeeded in 1919 by the post of Supervisor of Public Records. The holder of that office has administered the Public Records Division, known until 1952 as the Division of Public Records.

From the description of Annual reports, 1889-1920. (Unknown). WorldCat record id: 122656233

Civil procedures and record-keeping have been fundamental ingredients of public administration in Massachusetts from the outset. Throughout the colonial and early national periods, local government officers were regarded as the primary keepers of public records.

The first action leading to the establishment of systematic regulation of records occurred in 1884 when the General Court resolved to authorize the appointment of a person by the governor and council to report "upon the condition of the public records of the parishes, towns and counties of the Commonwealth." Carroll D. Wright was selected to do this study, leading to a published report in 1889. Wright became the first commissioner of public records.

In 1892, under chapter 33 of the acts of that year, the commissioner became a permanent post to be filled by the governor for a three-year term. The commissioner was mandated to see that the records of the counties, cities, towns, churches, and parishes of Massachusetts were put into the condition and custody contemplated by the several laws dealing with the subject.

Legislation continued to refine and extend the authority of the commissioner. St 1898, c 67 authorized the commissioner to spend money to achieve the preservation of local public records. The Revised Laws of 1902 refined and added to the powers of the commissioner on several points. St 1913, c 485 extended the authority of the commissioner to the records of the Commonwealth (i.e., state agencies).

In 1919 a major reorganization of the government of Massachusetts occurred, the blueprint for which was chapter 350 of the acts of that year. The public records function was subject to that change. Section 24 of chapter 350 abolished the post of Commissioner of Public Records and transferred all its powers, duties, and obligations to the secretary of the Commonwealth. The secretary, in turn, was authorized to appoint, with the approval of the governor and council, a suitable person to hold a post designated Supervisor of Public Records. The supervisor was to exercise all of the functions held earlier by the commissioner of public records.

The Public Records Division (known until 1952 as the Division of Public Records) grew up around the post of supervisor. Functions such as site surveys, specification of standards for paper and ink, and assisting with records disposition activities called for increased staff. By the late 1970s, a records management team was conducting surveys and providing reports on records management across Massachusetts. While serving the mandated responsibility of the supervisor of public records, the team was aligned with the Archives Division in 1982 more closely to coordinate archival and records management business at all jurisdictional levels.

The 1970s also found the division assuming other public records responsibilities. During this time, public access to records (freedom of information) was becoming an increasingly discussed issue. In 1973 the General Court greatly expanded the provisions for access to public records. Three years later, St 1976, c 438 established the supervisor of public records as the state agent responsible for determining whether access to public records was appropriate when conflict arose after a request was made. In response to this, an intervenor section of the Public Records Division evolved.

Access to recorded information also came to involve fees charged by records custodians for copies of records. In 1977 the attorney general issued an opinion that asserted that the supervisor of public records was authorized to establish fee schedules to govern the furnishing of copies of public records. Thus an additional function was incorporated into the division.

Responsibilities for administering commissions and regulating legislative agents (lobbyists), which have come to rest with the division, are discussed in the histories of the Commissions Section and the Lobbyist Section respectively.

From the description of Agency history record. (Unknown). WorldCat record id: 145429237