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Date: Fri 14-Mar-1997

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Date: Fri 14-Mar-1997

Publication: Bee

Author: STEVEB

Quick Words:

Porbate-Judge-Hall-records

Full Text:

Probate Judge Takes Steps To Preserve Town Records

B Y S TEVE B IGHAM

Probate Judge Margot Hall wants to make sure the public records of Newtown are

preserved forever.

The vault in the probate office at Edmond Town Hall stores 119 volumes dating

back to the 1920s, some of which have no backup copies. In this year's town

budget, Mrs Hall is requesting funds to assure the availability of these

records should there be a "breach of integrity," mainly theft or fire and/or

water damage of the records on file. It's the court's responsibility to

preserve and secure the records.

Many of these documents are especially important because they show the town's

distribution of land, according to the probate judge.

"If there's no copy, once it's gone, it's gone," Mrs Hall said.

This year, at a cost of about $3,000, she hopes to take Newtown's oldest

records, those that are hand written, and have them put on micro-film. They

are the only copies available in Newtown. The originals are supposed to be in

storage at the State Archives, but Mrs Hall doesn't know for sure.

"The first 33 volumes have a tenuous life. The ink fades," she said. "It used

to be quill and ink well and they went to work."

From there, she'll have the micro-film transported to a vault beneath Mount

Iron in New York Sate.

Mrs Hall was also looking to have other volumes put on film this year,

however, the Board of Selectman asked her to complete the process over a

three-year period. The total cost is $11,000.

Over the next two years, Mrs Hall will have another stack of volumes, those

typewritten documents from the 1930s and the years following, also put on

micro-film. She said the paper is most likely of unacceptable quality and the

original files are still on file in the probate vault.

The judge hopes to do the same with the more recent volumes.

The micro-filming would be done by Adkins, which has been making copies for

the town for several years.

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