Historical Records Commission Minutes September 13, 2016

Members present
Eric Stanley (Chair) 
Katherine Rinehart (Vice-chair) 
John Murphey, Joyce Sayed

Members not present 
Steven Lovejoy 

Associate Members present
Deva Proto, secretary

Guests present
None

1. Call to order 4:05 pm
2. The August 9, 2016 Historical Records Commission minutes were approved.
3. Budget Discussion
   1. 2017-2018 Advertising Grant Contract was received and signed
4. Continuing Business
   1. Changes to Resolution/By-laws
      1. No updates
   2. Historical Records Commision website
      1. No updates
   3. Research grants program
      1. Draft handed out
      2. Dates/schedule
         • Limit application submittals by date?
      3. Publication?
         • Will be publicly available, not published
      4. Amount?
         • Up to $500
      5. Application form
         • Will be created
         • Add to website
      6. Need criteria matrix for review
      7. Timing of review/award
   4. Archives Day
      1. Had first meeting
         • Good turnout
         • Sonoma State University has related documents on BaseCamp (like Google Docs)
         • Santa Clara has an archives crawl
           1. Spread out, more agencies
         • Next meeting to be scheduled
      2. Facilities
         • Got quote for Fairgrounds barn
           1. Can't have desired dates
         • Possibility of older winery?
   5. Electronic Records/Onbase
      1. ISD to speak at October meeting - Jim McKenney and Carolyn Staats
         • Possible demo of Onbase
         • Location - perhaps Recorder or ISD to have County network access
           1. Deva will check with Jim and Carolyn regarding location and demo
         • Board of Supervisors Documents on Onbase
           1. Questions regarding what records, who has access, what is in the archives
              1. These are questions for the Clerk of the Board
5. New Business
   1. Coroner Records
      1. Boxes have left to be scanned
   2. Environmental Health records
      1. Contacted archives to find out how many boxes are stored there
      2. Possibility they will be pulling them to digitize records
6. Public Comment
   1. Deva updated Historical Records Commission on Superior Court archive records
      1. Microfilm from court archives office is off to be scanned
      2. Unknown what program/access/timelines are at this time
7. Meeting adjourned at 4:58 pm

Next meeting – October 11, 2017, 4:00 pm, Location TBD