Maryland Manual On-Line, 1997

November 14, 1997

Note: In this past edition of Maryland Manual, some links are to external sites. View the current Manual

STATE ARCHIVES

ORIGIN & FUNCTIONS

As the historical agency for Maryland, the State Archives is the central depository for government records of permanent value. Records date from the founding of the Maryland colony in 1634 to the 1990s. They include colonial and State executive, legislative and judicial records; county probate, land and court records; business records; publications and reports of the State, county and municipal governments; records of religious bodies; and special collections of maps, newspapers, photographs, and private papers.

Origins of the State Archives trace to the State's tercentenary celebrations in 1934. As the 300th anniversary of Maryland's founding approached, the Maryland Tercentenary Commission made a modern, centralized archives a key feature of the State commemoration. A "Memorial Hall of Records" was proposed as early as 1928 and in 1931 the General Assembly appropriated funds to erect an archives building. Construction began in 1934, and it opened to the public in 1935. There, the records remained until 1986 when the State Archives moved to the new Hall of Records on Rowe Boulevard across from the Robert C. Murphy Courts of Appeal Building.

The General Assembly provided for the management of the public records when it created the Hall of Records Commission and provided for the collection, custody, and preservation of the official records, documents, and publications of the State (Chapter 18, Acts of 1935). The Hall of Records was formed in 1935 as an independent agency of State government and remained so until its incorporation into the Department of General Services in 1970 (Chapter 97, Acts of 1970). In 1984, the Hall of Records was reformed as the State Archives, an independent agency within the office of the Governor (Chapter 286, Acts of 1984). The 1984 law defined an advisory role for the Hall of Records Commission and placed the Commission on Artistic Property under the State Archives (Code State Government Article, secs. 2-1513(b), 3-404(b), 7-213(a), 9-1001 through 9-1027, 10-604 through 10-608, 10-631 through 10-634, 10-637 through 10-642, 10-701, 10-702).

The State Archives produces guides to records, finding aids, historical monographs, essays, and directories. Every two years, the State Archives compiles, edits, publishes, and distributes the Maryland Manual: A Guide to Maryland Government and daily updates the Maryland Manual On-Line. In addition, the State Archives prepares, edits, and publishes volumes of the new series of the Archives of Maryland. Examples of publications currently available are:

Archives of Maryland, new series I: An Historical List of Public Officials of Maryland - Governors, Legislators, and other Principal Officers of Government, 1632 to 1990.

Guide to County Records on Microfilm at the Maryland State Archives.

A Guide to Government Records at the Maryland State Archives: A Comprehensive List by Agency and Record Series.

Guide to Montgomery County Plats of Surveys, Subdivisions, and Condominiums, 1783-1993.

Guide to the Newspaper Collection on Microfilm at the Maryland State Archives.

Marylanders Who Served the Nation: A Biographical Dictionary of Federal Officials from Maryland.

Within the State Archives are the Commission on Artistic Property, and a number of units, including Appraisal and Preservation; Education and Exhibits; Government Information Service; Imaging Services; Information Systems Management; Land Patents; Reference Services; and Special Collections. The State Archives is aided by the Hall of Records Commission.

LAND PATENTS
The State Archives became responsible for the functions of the Land Office and its collections in 1965. The Records Management Division, then a part of the Archives, took charge of recording and filing plats. When the Division was separated from the Archives in 1975, plats and other Land Office records became the responsibility of the Archives.

Designated Commissioner of Land Patents, the State Archivist is responsible for issuing land patents and conducting court hearings (Chapter 355, Acts of 1967). In performing these duties, the State Archivist acts independently of the duties imposed as State Archivist (Code Real Property Article, secs. 13-101 through 13-504).

The land patent process is the mechanism for granting land in Maryland. Land patents were issued by the proprietors during the colonial period, and later by the State. Virtually all land in Maryland has been patented. Through survey errors or due to the inaccessibility of a tract, however, some land never may have been included in a patent. This land, when it is discovered, may be patented, with title passing to the patentee upon payment of the fair market value of the land to the State. The land patent process also provides a simple, convenient and prompt method of reserving vacant land for the public use of State, county or local government bodies through the issuance of certificates of reservation (Chapter 290, Acts of 1993).

An applicant for a patent must present evidence based on a title search of the property in question proving that no former patent encompasses any portion of the land. Information concerning the land patent process and an application for a patent may be obtained from the Commissioner of Land Patents.

HALL OF RECORDS COMMISSION
Created in 1935, the Hall of Records Commission is an advisory body to the State Archives (Chapter 18, Acts of 1935). The Commission reviews and comments upon policies of the Archives that concern proposed budgets, publications, and public access to records.

The Commission is composed of eleven members. Nine serve ex officio. The Chief Judge of the Court of Appeals serves as chair (Code State Government Article, secs. 9-1001 through 9-1006).

COMMISSION ON ARTISTIC PROPERTY
The Commission on Artistic Property was formed in 1969 (Chapter 111, Acts of 1969). It was incorporated into the State Archives in 1984 (Chapter 286, Acts of 1984).

The Commission is the official custodian of all valuable paintings and other decorative arts owned by or loaned to the State (except those located in a State room of Government House). The Commission provides for the acquisition, location, proper care, custody, restoration, display, and preservation of these paintings and decorative arts. Every person, agency, or organization desiring to acquire a painting or other decorative art work for display in a State building or premises (except in a room of Government House) must secure from the Commission both prior approval and final acceptance of the painting or decorative art work. In such instances, the Commission considers the competence of the artist, the proposed location, and the quality, historical significance, and appropriateness of the work.

The Commission may, with the approval of the Governor and the State Archivist, receive and accept gifts and loans of paintings and decorative art works. With the approval of the Governor, the State Archivist may accept gifts of money for the Commission from any source, public or private, and thereafter administer and expend the funds according to the conditions and terms of the gift. In 1996, the Commission, on behalf of the State, accepted the deposit of the art collection of the Peabody Institute.

The Commission consists of fifteen members. Eight are appointed by the State Archivist with the approval of the Governor. Seven serve ex officio. With the Governor's approval, the State Archivist names the chair (Code State Government Article, secs. 9-1016 through 9-1023).

APPRAISAL & PRESERVATION

Appraisal and Preservation supervises the appraisal, description, transfer, storage, and retrieval of the permanently valuable records of Maryland government. State, county and municipal government agencies in Maryland may offer the State Archives all files, documents, and records not in current use.

State Government Records. The records of all State agencies, boards, and commissions that are abolished or that otherwise conclude their work must be transferred to the custody of the State Archives. By law, State agencies have their records placed on retention and disposal schedules. No public records can be destroyed without scheduling and the prior approval of the State Archives.

The State Archives shares responsibility with the Division of Vital Records of the Department of Health and Mental Hygiene for preservation of and access to vital records information (Code State Government Article, sec. 9-1015).

County and Municipal Government Records. All records that are in the courthouses of the State and that were created prior to April 28, 1788 (when Maryland ratified the U.S. Constitution) must be deposited at the State Archives. All current deeds, mortgages, and releases recorded in the courthouses of the State are microfilmed and preserved at the State Archives for security purposes. Limited facilities are available for the filming of records of State agencies. The State Archives also serves as the official depository for subdivision and condominium plats.

Rules and regulations promulgated in the Code of Maryland Regulations give the State Archives a role in the establishment of archives in local jurisdictions (COMAR 14.18.03).

CONSERVATION & RESTORATION
Conservation Laboratory. The Conservation Laboratory preserves the physical integrity of archives in many forms, including manuscript papers and record books, microfilm, microfiche, photographs, published books, government publications, maps, newspapers, and electronic files. The Conservation Lab monitors environmental conditions in temperature- and humidity-controlled storage areas. Where appropriate, conservation measures are used. These include deacidification of paper, repair and restoration, mylar encapsulation, phase boxing, and archival bookbinding.

Preservation and Access. The State Archives preserves information with microfilm and digital imaging to expand access to historical documents. Sophisticated computer-scanning technology and microfilm produced to national preservation standards preserve images of original materials. These procedures help individuals who are not able to use originals at the Archives, and they preserve the information value of fragile manuscripts, maps, newspapers, and photographs.

Preservation Outreach. The State Archives participated in the work of the Task Force to Initiate Preservation Planning in Maryland and has assumed a leading position in promoting preservation to organizations and individuals across the State. The State Archives was designated by the Task Force to coordinate public information, workshops, and low-cost conservation services. The goal is to ensure preservation of significant collections of books and documents in Maryland libraries, museums, historical societies, government offices, private organizations, and private homes. At the State Archives, conservation staff conducts preservation workshops each spring.

GEOGRAPHIC INFORMATION SYSTEMS
Geographic records useful to planners, surveyors, title professionals, and others concerned with land use in Maryland are maintained by the State Archives. These materials include land records, surveys, plats of subdivisions and condominiums, and other court records. Reproductions of original documents and microfilm of many records, as well as scanned images in a number of graphic formats are available as are finding aids to assist in the use of these records.

Survey Materials. Many retrospective collections of survey materials are accessible on microfilm. The State Archives offers a subscription service furnishing aperture cards of plats received from the courts on a weekly basis.

Land Records. The State Archives distributes microfilm of land records on a subscription basis as they are received from the courts. Retrospective collections of microfilm also may be obtained.

For geographic information services, the State Archives provides telephone reference from 8:00 a.m. until 5:00 p.m., Monday through Friday. In many instances, requests for information can be answered within 24 hours.

EDUCATION & EXHIBITS

The State Archives creates historical exhibits. Currently showing in the new Hall of Records Building are "Charting the Chesapeake, 1590-1990," and "Providence Plantation, Anne Arundel County's First Settlement." At the State House are exhibits relating to the history of the State House; Annapolis, the Capital; and Maryland and the U.S. Constitution. Traveling exhibits include "Colonial Encounters in the Chesapeake: The Natural World of Native Americans, Europeans, and Africans, 1585-1800."

SCHOOLS & THE COMMUNITY
Schools and the Community began in 1989 as Education and Outreach. It received its present name in 1996. this office is responsible for Documents for the Classroom; Teachers' Institutes; the Biographical Initiative; College Internships; and Research Outreach.

Documents for the Classroom. This program makes facsimiles of original documents available for use by teachers and students in elementary and secondary schools, as well as colleges and universities. The State Archives also has developed an innovative program integrating computer technology and humanities education.

Teachers' Institutes. The State Archives conducts teachers' institutes on how to use original sources in the classroom. Throughout the year, Education and Outreach personnel also assist teachers and school systems in developing curriculum incorporating original sources.

Biographical Initiative. Education and Outreach conducts biographical research projects focused on government officials, Civil War veterans, or other historical figures.

College Internships. Each summer, internships are offered for college students to learn archival and historical methods at the State Archives. Work/ study programs also are available.

Research Outreach. State Archives staff make presentations on the use of archival materials in historical or genealogical research.

GOVERNMENT INFORMATION SERVICE

The Government Information Service assists the citizens of Maryland and their agencies of government with current information, continuously updated. This office is responsible for the Maryland Manual; the Maryland Manual On-Line;and government information available from the World Wide Web site of the State Archives. Part of the Government Information Service involves Government Publications and the Library.

GOVERNMENT PUBLICATIONS & LIBRARY
Government Publications. Publications and reports of State government agencies date to the early 19th century. They, with the publications and reports of county and municipal governments, have been collected by the State Archives since 1947. The State Archives also is an official depository for county charters, codes, and laws (Code 1957, Art. 25, sec. 32A; Art. 25A, secs. 3B(3), 7(b); Art. 25B, secs. 7(b)(3), 12(b)). Municipal charter amendments and annexations, after publication, are deposited annually with the State Archives by the Department of Legislative Reference (Code 1957, Art. 23A, sec. 17C).

Library. Organized in 1940, the Library is a reference source for works that supplement the holdings of the State Archives. These include published records and sources on Maryland history, government, biography, geography, and natural resources; county, city and town histories; regional studies; Chesapeake Bay; research guides; genealogies; and archives administration, conservation, and preservation.

The Library of the Department of Natural Resources transferred to the State Archives in June 1987. It includes materials collected since 1942 on Maryland natural resources, wildlife, fisheries, forestry, water resources, and the environment.

IMAGING SERVICES

Imaging Services began as Photographic Services in 1935. This office supports all aspects of State Archives work by various forms of imaging. An in-house photo lab, Photographic Services helps preserve and make accessible copies of records through the creation and duplication of microfiche, microfilm, photocopy, photography, and digital imaging. In this way, the office assists government agencies; promotes Maryland scholarship by aiding students, historians, and genealogists; provides evidential materials for legal matters; and supports State Archives exhibits and publications.

Services to Government Agencies. Photographic Services preserves the records of State and county government agencies while providing those agencies with working copies. In many instances, the office processes and inspects microfilm from other agencies.

Services to the Public. Projection prints, photographs, slides, microfilm, and other forms of imaging of archival material may be ordered from Photographic Services. Through this office, microfilm of records is prepared and made available for interlibrary loans.

Preservation Microfilming. Records are microfilmed to archival standards that allow for the best resolution and density. These standards are defined by the American National Standard Institute (ANSI). Duplicates are provided on diazo and vesicular film. Other media, such as aperture cards, also are available.

Digital Imaging. Photographic Services scans record material to convert images into electronic form. By this process, a document can be reproduced in many formats.

INFORMATION SYSTEMS MANAGEMENT

Information Systems Management began as Computer Services and was reorganized under its present name in 1997. This office oversees database administration, electronic file management, geographic information systems, information systems, and Internet and World Wide Web functions for the State Archives. The office also maintains Maryland Electronic Capital and assists other government agencies in designing and updating their home pages for the World Wide Web.

REFERENCE SERVICES

Records are made accessible to the public and government agencies through the search room and by telephone, fax, and mail. The search room is open Tuesday through Saturday. Telephone, fax and mail reference services are available Monday through Friday.

Records are used for historical research, title searches, geographical information, vital record research, legal documentation, and genealogy. Copies of records can be produced on paper as photographic images, or through scanning, as image files. Self-service copying from film and xeroxing of some materials also is available. Records on microforms may be borrowed through interlibrary loan.

SPECIAL COLLECTIONS

The State Archives is authorized to collect public and private records and other information relating to the history of the Province and State of Maryland from the earliest times. At the discretion of the State Archivist, the State Archives also is authorized to acquire collections of private records as permanent gifts (Code State Government Article, sec. 9-1010).

Special Collections supervises the care, preservation, accessioning, and description of private records. Usually, they are given to the State Archives by private donors and generally consist of personal letters, diaries, photographs, maps, church records, architectural plans, and other manuscript documents. Maps, for example, date from 1565 to the present. They serve as an important resource for scientists, historians, and citizens interested in the Chesapeake watershed. Photographs illustrate a cross section of Maryland life and culture, including agriculture, architecture, family life, government, nautical and naval affairs, recreation, and sports. In addition, the State Archives has microfilmed records of nearly 300 churches of various denominations, and more than 250 newspapers from across the State.

With the exception of collections of fine arts, the Director, in conjunction with the State Archivist, reviews offers of materials as gifts to Special Collections. Offers of gifts of fine arts are reviewed by the Curator of Artistic Property and the State Archivist. Materials are accepted on the basis of their relevance to the holdings of the State Archives, their condition, and the need to provide for their proper storage and care.

While collections generally are offered as gifts to the State Archives, occasionally materials are accepted on deposit. The decision to accept a collection of original materials as a deposit is made by the Director in conjunction with the State Archivist based upon the relevance of the collection to the holdings of the State Archives, its condition, and the historical value of the collection. A collection may be placed on deposit if its contents are to be photographed or microfilmed as a reference collection at the Archives and the original materials returned to the owner.

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