An important sign of an effective records management program is the preservation of archival records and the promotion of their appropriate use by the public. Most records lose all value when the purpose for which they were created has been realized. However, a small percentage hold value beyond their original purpose—for historical or genealogical research, exhibits, publications, teaching aids, long-term legal documentation, or other activities. These archival records can be useful to the public, other governments or agencies, teachers, writers, and other people or groups that require documentation in their work or avocations. Some indications that this component of records management is in place include:
Public outreach programs exist.
Records reference use areas are available for the public.
Policies and procedures are in place for use of records by the public.
Information sharing with other governments or organizations is done to develop and distribute finding aids so access to archival records is improved.
Records are used for exhibits and education.
The Internet is made available for public access to and actual use of records.
Marketing strategies are in place to encourage public access to and use of records.
Since 1982, the Town Clerk’s Office of the Town of Hempstead has provided support for the management of the town’s historical records. This work has included the preservation and restoration of historical volumes, documents, and maps. It has also included the development of finding aids, allowing for easy access to more than 200 cubic feet of archival material held by the town. To further improve access, the guide to the town’s archival collections has been posted on the town’s website, and the archives are open to the public Monday through Friday.
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