About the State Archives
The State Archives is an embodiment of the Secretary of State's constitutional role as the record keeper of the state. On October 23, 1779, a legislative committee, which had been appointed to "point out the office and duty" of the Secretary of State, enumerated the records to kept by the Secretary and stated his responsibility to "grant copies thereof...when requested."
On February 15, 1782, the Legislature agreed that with the exception of records belonging to the Executive Council, "all public acts, papers and records, that belong to the State... be deposited and remain in the hands of the Secretary of State."
Over time, various records were designated for deposit by law or rule with the Secretary, including gubernatorial records (1864) and legislative records (1917). The Secretary was directed to publish Vermont State Papers by Act #259 in 1912, which began the Archives formal publication program. In 1991, the law (3 V.S.A. §117) was amended to further clarify the archival responsibilities of the Secretary.
In July 2003, the Vermont State Archives became the designated archival repository for State records and information that have been appraised as having continuing legal, administrative, or historic value ("archival value"). Prior to this date, state agencies were responsible for preserving their own archival records and only records required to be preserved by the Vermont Secretary of State's Office were included in the State Archives. Now, state agencies may transfer custody of their archival records when no longer needed for daily functions and activities (see the Targeted Assistance Program section).
Records in the legal custody of the State Archives expanded in 2003 to include State archival records previously accessioned by the Division of Public Records (Department of Buildings and General Services) from state courts, agencies, and departments. To date, the State Archives preserves approximately 5000 cubic feet of paper records and 1,900 reels of microfilmed records. Albeit presently limited, records in the State Archives offer a dynamic view of State government functions and activities ranging from the mid-18th century through present day.
Act 96 of 2008 consolidates the Public Records Division, currently within the Department of Buildings and General Services, with the State Archives within the Office of the Secretary of State. The Act will take effect on July 1, 2008, creating the Vermont State Archives and Records Administration (VSARA).
This is an exciting opportunity for the State of Vermont. The consolidation of archives and records management under the Secretary of State establishes a better framework for providing systematic and consistent recordkeeping guidance and services to public agencies. Under a central administration, record life cycle management, which covers the life of a record from the point of creation to its ultimate disposition (destruction or permanent preservation on the State Archives), will be greatly improved.
In addition to traditional responsibilities, the Archives maintains certification files on all 20,000 Vermont notaries public and certifies notary signatures. Within the limits of our resources, we also assist private Vermont repositories through technical advice and through our role as liaison to the National Historical Publications and Records Commission.
