BOS Aciylids Dste .Se|i{em[:i>?r 14, 2004

County of Santa Clara
Office of the County Executive

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CEOS 091404

Prepared by: Sally Logothetti
Administrative Services

Manager

Reviewed by: Gary A. Graves
Chief Deputy County
Executive
DATE:

September 14, 2004

TO:

Board of Supervisors

FROM:
Peter Kutras Jr.

County Executive

SUBJECT: Establishment of a Countywide Records Management Program

RECOMMENDED ACTION

Consider recommendations relating to establishment and maintenance of a County wide
Records Management Program within the County of Santa Clara.
Possible actions:

a.

8osi d ui'

C'onsid F. i2sci8, Bis lies AlvsisdC', Psts Me Hucih, Jirri Bssll, Liz Iviii

'I uurir/ E.i'Seutivs Fstsr Kutiss Jr.
1

BOS Agenda Date :Septernl:ier 1 4, 2004

Adopt Board Policy Resolution No.04-14 adding Board of Supervisors' Policy Manual
section 3.43 adding an Archive Policy.(Roll Call Vote)

b. Direct Clerk of the Board to include Policy in Board of Supervisors' Policy Manual.

c. Approve Request for Appropriation Modification No. 35 — $100,000 transferring
one-time funds from the Contingency Reserve to the Office of the County Executive,
Budget Unit 107.(Roll Call Vote)
FTSCAT. rMPT JCATlONS

The Contingency Reserve will be reduced by $100,000, and one-time funds will be budgeted
in the Office of the County Executive to support activities related to development of a county
archives facility.
CONTRACT HISTORY
None.

REASONS FOR RECOMMENDATION

A documented and adopted policy will provide support and direction to current efforts to
establish an archives facility and a centralized records maintenance program, In the absence of

a Countywide policy regarding archival preservation, individual agencies and departments
have established their own business processes for handling records and artifacts. Although
many cuiTently use the records storage facilities managed by the Facilities and Fleet

Department, there are articles and documents of historical significance located throughout the

County that may be at risk of being damaged or lost.

Current efforts are focused on securing outside Rinding for the Archives Program. Application

for a competitive two-year grant from the National Historical Publications and Records

Commission will be submitted in October 2004. Contact with State and Federal grant staff has

made it clear that a Board policy supporting the archives program is critical to the success of
any grant application.

Grant staff have also commented that a local cost-sharing investment will be seen as an

Board of Supervisors: Donald F, Gage, Blanca Alvarado, Pete McHugh, Jim Beall , LizKniss
County' E:;;ecutive: Peter Kutras Jr.

2

BO

Agenda Date :September 14, 2004

indication of commitment to the project, and will strengthen the competitiveness ot the grant

application. The recommended one-time funding will be used to develop a site design and
purchase shelving that will make it possible to begin placing archival materials at the facility.
Although material sorting and cataloging will require the services of an archivist(one of the
needs being requested in the grant), immediate use of the facility for storage will allow the
County to claim a percentage of the lease cost as in-kind grant matching costs. Use of the
facility is greatly hampered without shelving, and a review of potential grants reflects an
unwillingness to fund some equipment needs, including shelving.
BACKGROUND

Recognizing the need to establish the means to preserve County historical records of state and
local importance, the Board of Supervisors approved space for an archives facility in January
2004. The facility, located on Senter Road in San Jose, will serve as a repository for historical
records and artifacts created by County departments since 1850. Records that are currently
dispersed among many department and records retention locations will be appropriately
preserved in a central location, and can be made accessible to the public.
Also in January 2004, the Board of Supervisors approved creation of the Santa Clara County
Archives Committee to begin the organization and collection of historic artifacts in the
County. The Committee consists of representatives from various agencies and departments,
volunteers from the general public and a representative from the Historical Heritage
Commission. The Committee is charged to work with departments to locate and consolidate

the County's historical articles, objects and documents for recording, storage, and access at an
archives facility. A needs assessment has been completed and the Committee is working with
the County Executive on issuance of a survey/directive to all County departments legaiding
their historical holdings.

In addition, the Committee is responsible for pursuing grant opportunities for archival

start-up funds, and partnerships with County departments, eities, universities, historical

foundations, and interest groups to identify other means of support for the archive facility.

rONSUOUFNCES OF NF.GATTVE ACTION

Boaid of Supervisors: Donald F. Gage, Blanca Alvarado, Pete McHugh, Jitn Beall, Liz Knis
'Count',' Executive: Peter Kutras Jr,

3

BOS Agenda Date ;Beptember 1 4, 2004

A policy in support of the County archives projeet will not be available for inclusion in grant
application efforts and the County will not have a policy for use by the Administration.

ATTACHMENTS

•POLICY RESOLUTION NO. 04-14 (Resolution)

• APPROPRIATION MODIFICATION # 035 (Appropriation Modification (F-85))

Board of

Supetvisore: Donald F. Gage, Blanca Alvarado, Pete McHugh, Jlrn Beall , Liz Kni

County Executive: Peter Kutras Jr

4

THIS RELATES TO:

County of Santa Ciara
Historical Heritage Commission

b^r goc/^item no.^
Supplemenlal Information No. ^

Office of the Clerk of the Board of Supervisors
County Government Center, East Wing
70 West Redding Street
San Jose, California 95110-1768

(408) 299-5001 FAX 298-8460 TDD 993-8272

September 14, 2004

Santa Clara County Board of Supervisors
County Government Center

70 West Hedding Street, 10* Floor, East Wing
San Jose, CA 95110

Honorable Board of Supervisors:

_ Clara
_ _ County
__
The Santa
Historical Heritage Coimmis^on fully supports adoption of the

Resolution approving ^endment to the Board^Mcy Manual regardurg^the additiorr of

" and.,S.eHpQlicyiQoi£velopmgnt,
'
’
^ of
an Archive Policy. This Resolution will gijye^
gn^xtirection
a

to provide greater access for researchmid

use uf^heCoirntylsTastoriGalx^

Over the years, the Historical

Heritage Commission has advocated.ior bettgr-aixess-ajadpreseirvatOT

County'.^

records and has metjvith staff on these concerns.

As one of the oldest counties in California, SantaOaraCpuaf^daas-^xicH^
^
documented in records from the early Spanish Colonialjienod through„-tQday,..S-quickly

H-GiTFlFgT^H^oP-ical culture.Jhe Coimtv^s~^^rds reflect the diverse comm^ty
growth. Tire records, both historical and current, are vital for our understanding of

ariflcultoe^nd documentnumerous aspects of governmental development and
who we are and to help chart where we are going.

At the August 19,2004 meeting the Commission voted unanimously to support this key
step in preserving the County's records. In spirit, many past commissioners who have
worked hard to promote the County's heritage are also encouraged and support the
development of this policy and the development of the Arclrive facility. We are looking

forward to the future development of a full Archive program benefiting the entire
Coxmty.

Board ofSupervisors: Donald F. Gage. Blanca Alvarado, Pete Hugh, James T. Beall, Jr., Ljz Kniss
County Executive: Pete Kutras. Jr

Board ofSupervisors

September 14,2004
Page 2

On behalf of the Historical Heritage Commission,thank you for your support and for

collection, cataloging,
taking the necessary steps to provide a facility suitable fortothe
Santa
Clara County.
preservation and access to historical materials pertaining
Yours truly.
/wo

Leslie Masunaga, Chair

Santa Clara County Historical Heritage Commission
cc:

Brenda Davis, Clerk-Recorder

Phyllis Perez, Clerk of the Board

Board of Supervisors: Donald F, Gage. Blanca Alvarado, Pete Hugh,James T. Beall, Jr., Liz Kmss
County Executive: Pete Kutras, Jr

County of Santa Clam

THIS RELATES TO:

Office of the County Executive
Conniy Government Center, Eicist Win^5

Item No. "3"3

Supplemental Information No. Cl

70 West i-iedding sireei
San Jose. California 9.'ii lo

(408) 299-5105

September 9, 2004
TO;

Board of Supervisors

FROM:

Peter Kutras, Jr.

County Executive
RE:

Additional Information - Agenda Item 33
Establislimeiit of a Coimtywide Records Management Program

Item 33 addresses effoits to establish an archives facility and a centralized County

records management program. The Board of Supervisors approved space for the archives
facility in January 2004 and directed an Archives Committee to begin planning efforts.
Those effoits are currently primaiily focused on securing a two-year federal grant to
provide an outside source of support for startup activities in the facility.

The grant submittal process includes review oftlie draft grant proposal by State and
Federal grant program staff, hiitial comments from the State review indicated that Coimty
support and cost-sharing would sti'engtlren die competitiveness ofthe grant, and
prompted this transmittal seeking both Board policy support and $100,000 in one-time
funding for materials not covered by the grant.

On August 27'^, we received comments from the federal program staff specifically
criticizing the lack of ongoing County support for archives program staffing after tlie two
year grant period, and indicate that the grantor “does not normally look favorably upon
applications that do not exhibit a strong commitment to continuing programs that are
started with grant fimds”.

The grant application describes the County’s contributions to the project, including
provision ofthe archives space, valued at $110,000 annually, and the in-kind cost ofstaff
on

the Archives Committee, If approved, the description will also include the materials

and services to be purchased witli tlie $100,000 in one-time funding. It does not include
any language coimnitting Coimty fimds to staffing for the facility. If the County is
successful in competing for the grant, gi'ant funding would support archival staff in Fbcal

Years 2005 and 2006. County finding support for staff would become necessar>^ in Fiscal
Year 2007. Recognizing our continuing financial difficulties, the Administration has not
included a statement committing future General Fund resources in the grant document.

This late information is provided to assist the Board in decision-making regarding tlie
archives development grant application.
Board of Supervisors: Donald P. Gage, Dlanco Alvarado. Peie McHugh, James i'. Beall. Jr., uz Kniss
County Executive: Peter Kutras, Jr.

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