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Kincardine to send municipal records to Bruce County Archives By Liz Dadson |
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Kincardine council has agreed to send a good number of municipal records to the Bruce County Archives for storage. In committee-of-the-whole Oct. 6, clerk Donna MacDougall explained that the county provides archive facilities for all types of records relating to the history of the county. As part of this, it offers to serve as a repository for the archival materials of the municipalities throughout the county. Kincardine has records that would be appropriate to store at the county archives, said MacDougall. "The municipality remains the owner of the materials and is able to access them, with the county acting as the custodian of the records." She noted that under the municipality's records retention bylaw, some items which have surpassed their retention period have been destroyed. However, for archival records, such as bylaws, minutes, assessment rolls, etc., the retention period is permanent. "Over the years, the volume of these records increases and storage space becomes an issue," said MacDougall. "Plus, as records age, it is important that they be stored in proper physical conditions that ensure they remain in good shape rather than deteriorating." She said the county archives provides climate-controlled conditions (light, humidity, temperature) and it has allotted space for each municipality in the county. Archives staff works with the municipality through the steps of identification, preservation, transfer and storage of the archived records, she said.
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"The Municipality of Kincardine's experience provides
an excellent example of the need for appropriate conditions for
archives," said MacDougall. "Some of the municipality's archive records
have developed mould so the county is helping with attempts to preserve
the records. This is done by placing them in a freezer which stops the
mould growth. A special vacuum is then used to remove any trace of the
mould. The records are monitored to ensure no reoccurrence."
She noted that Heritage Kincardine currently keeps its historical records in a vault at the Kincardine Arts Centre but is considering the idea of storing those documents at the archives as well.
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