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STATE ARCHIVES

ORIGIN & FUNCTIONS

As the historical agency for Maryland, the State Archives is the central depository for government records of permanent value. Records date from the founding of the Maryland colony in 1634 through the beginning of this century. These records are described in the State Archives' Guide to Government Records. In manuscript, print and electronic formats, they include colonial and State executive, legislative and judicial records; county court, land and probate records; business records; publications and reports of State, county and municipal governments; records of religious bodies; and special collections of maps, newspapers, photographs, and private papers.

State Archives (now the Edward C. Papenfuse State Archives Building), 350 Rowe Blvd., Annapolis, Maryland, March 2004. Photo by Diane F. Evartt.

[photo, Search Room, State Archives, 350 Rowe Blvd., Annapolis, Maryland]

Origins of the State Archives trace to the State's tercentenary celebrations in 1934. As the 300th anniversary of Maryland's founding approached, the Maryland Tercentenary Commission made a modern, centralized archives a key feature of the State commemoration. Indeed, a "Memorial Hall of Records" had been proposed as early as 1928. Yet, in 1931 in the midst of the Depression, but because of its importance, the General Assembly appropriated funds to erect an archives building in Annapolis. Construction began in 1934, and the first Hall of Records, located one block north of the State House, opened to the public in 1935. There, the records remained until 1986 when the State Archives moved to the new Hall of Records Building on Rowe Boulevard across from the Robert C. Murphy Courts of Appeal Building. On June 27, 2005, the Hall of Records was rededicated as the Edward C. Papenfuse State Archives Building in honor of the State Archivist.

With the creation of the Hall of Records Commission, the General Assembly provided for management of the public records and collection, custody, and preservation of the official records, documents, and publications of Maryland (Chapter 18, Acts of 1935). Formed in 1935, the Hall of Records was an independent agency of State government and remained so until its incorporation into the Department of General Services in 1970 (Chapter 97, Acts of 1970).

Search Room, State Archives, 350 Rowe Blvd., Annapolis, Maryland, May 2007. Photo by Diane F. Evartt.

In 1984, the Hall of Records reformed as the State Archives, an independent agency within the office of the Governor (Chapter 286, Acts of 1984). The 1984 law defined an advisory role for the Hall of Records Commission and placed the Commission on Artistic Property under the State Archives (Code State Government Article, secs. 2-1513(b), 3-404(b), 7-213(a), 9-1001 through 9-1027, 10-604 through 10-608, 10-631 through 10-634, 10-637 through 10-642, 10-701, 10-702).

Search Room, State Archives, 350 Rowe Blvd., Annapolis, Maryland, April 2013. Photo by Diane F. Evartt.

The State Archives produces web publications and on-line exhibits, as well as guides to records, finding aids, historical monographs, essays, and directories. The State Archives also compiles, edits, publishes, and distributes the Maryland Manual: A Guide to Maryland Government and daily updates the Maryland Manual On-Line. In addition, the State Archives prepares, edits, and publishes the Archives of Maryland On-Line. This series provides access to historical documents that form the constitutional, legal, legislative and administrative basis of Maryland's government. Users may research topics, such as Maryland's Constitution and constitutional conventions, session laws and proceedings of the General Assembly, governor's papers, and military records by using the Archives of Maryland On-Line.

Rules and regulations promulgated in the Code of Maryland Regulations give the State Archives a role in the establishment of archives in local jurisdictions (COMAR 14.18.03).

Within the State Archives are nine main units: Administration; Appraisal and Description; Artistic Property and Public Outreach; Conservation and Preservation; Digital Acquisition, Processing, and Publication; Government Information Services; Information Systems Management; Reference Services; and Research and Student Outreach. The State Archives also is responsible for the Land Office and is aided by the Hall of Records Commission and the Commission on Artistic Property. Moreover, the State Archives provides staff support for the Commission to Coordinate the Study, Commemoration, and Impact of Slavery's History and Legacy in Maryland, and the Commission on the Commemoration of the 100th Anniversary of the Passage of the 19th Amendment to the United States Constitution.

LAND OFFICE

The Hall of Records became responsible for functions of the Land Office and its collections in 1965. By constitutional amendment, the office of Commissioner of the Land Office was abolished in 1966 (Chapter 489, Acts of 1966, ratified Nov. 8, 1966). The functions and responsibilites of the Commissioner were transferred to the Hall of Records on January 25, 1967 (Chapter 488, Acts of 1966). The Records Management Division (then a part of the Hall of Records) took charge of recording and filing plats. When the Division was separated from the Hall of Records in 1975, plats and other Land Office records became the responsibility of the Hall of Records and after its formation in 1984, the State Archives.

Designated Commissioner of Land Patents in 1967, the State Archivist is responsible for issuing land patents and conducting court hearings (Chapter 355, Acts of 1967). In performing these duties, the State Archivist acts independently of the duties imposed as State Archivist (Code Real Property Article, secs. 13-101 through 13-504).

The land patent process is the mechanism for granting land in Maryland. Original grants of land or land patents were issued by the proprietors during the colonial period, and later by the State. Virtually all land in Maryland has been patented. Through survey errors or due to the inaccessibility of a tract, however, some land never may have been included in a patent. This land, when it is discovered, may be patented, with title passing to the patentee upon payment of the fair market value of the land to the State. The land patent process also provides a simple, convenient and prompt method of reserving vacant land for the public use of State, county or local government bodies through the issuance of certificates of reservation (Chapter 290, Acts of 1993).

An applicant for a patent must present evidence based on a title search of the property in question proving that no former patent encompasses any portion of the land. Information concerning the land patent process and an application for a patent may be obtained from the Commissioner of Land Patents.

HALL OF RECORDS COMMISSION
Created in 1935, the Hall of Records Commission is an advisory body to the State Archives (Chapter 18, Acts of 1935). The Commission reviews and comments upon policies of the Archives that concern proposed budgets, publications, and public access to records.

The Commission is composed of eleven members. Nine serve ex officio. The Chief Judge of the Court of Appeals chairs the Commission (Code State Government Article, secs. 9-1001 through 9-1006).

COMMISSION ON ARTISTIC PROPERTY
In 1969, the Commission on Artistic Property was formed (Chapter 111, Acts of 1969). It was incorporated into the State Archives in 1984 (Chapter 286, Acts of 1984).

The Commission is the official custodian of all valuable paintings and other decorative arts owned by or loaned to the State (except those located in a State room of Government House). The Commission provides for the acquisition, location, proper care, custody, restoration, display, and preservation of these paintings and decorative arts. Every person, agency, or organization desiring to acquire a painting or other decorative art work for display in a State building or premises (except in a room of Government House) must secure from the Commission both prior approval and final acceptance of the painting or decorative art work. In such instances, the Commission considers the competence of the artist, the proposed location, and the quality, historical significance, and appropriateness of the work.

With the approval of the Governor and the State Archivist, the Commission may receive and accept gifts and loans of paintings and decorative art works. With the approval of the Governor, the State Archivist may accept gifts of money for the Commission from any source, public or private, and thereafter administer and expend the funds according to the conditions and terms of the gift. In 1996, the Commission, on behalf of the State, assumed ownership of the art collection of the Peabody Institute.

The Commission consists of fifteen members. Eight are appointed by the State Archivist with the approval of the Governor. Seven serve ex officio. With the Governor's approval, the State Archivist names the chair (Code State Government Article, secs. 9-1016 through 9-1023).

APPRAISAL & DESCRIPTION

Appraisal and Description evaluates State, county and municipal records and determines their value for future agency operations and historical studies. Records are reviewed for content, completeness of indexes, and relation to other records, and to appraise their legal, administrative, fiscal or historical value. Through this process, the important records of government are identified for permanent retention and eventual transfer to the State Archives.

Appraisal and Description also accessions, processes and describes records, and maintains finding aids. To government agencies, the department provides assistance with record transfers, retention, disposal, and accessibility.

The work of Appraisal and Description is organized into four units: Description; Outreach; Records Retention and Disposal Schedules; and Records Transfer and Space Management.

RECORDS RETENTION & DISPOSAL SCHEDULES
Those records deemed to have permanent value are retained as archival documents. Their characteristics are described in records retention schedules. Other materials become disposable after a period of time. Those records no longer needed are scheduled for disposal as certified through disposal certificates.

RECORDS TRANSFER & SPACE MANAGEMENT
Records Transfer and Space Management started in 1985 as State and Local Records. Its functions transferred to Inventory Management under Acquisition and Conservation in 1999. Renamed Records Transfer and Space Management in July 2001, it reformed under Appraisal and Description as Inventory and Warehouse Management in January 2012, and later that year resumed the name Records Transfer and Space Management.

State, county and municipal government agencies in Maryland may offer the State Archives all files, documents, and records not in current use. Records Transfer and Space Management supervises the transfer, storage, and retrieval of those government records deemed to be of permanent value.

State Government Records. The records of all State agencies, boards, and commissions that are abolished or that otherwise conclude their work must be transferred to the custody of the State Archives. By law, State agencies have their records placed on retention and disposal schedules. No public records can be destroyed without scheduling and the prior approval of the State Archives.

The State Archives shares responsibility with the Division of Vital Records of the Department of Health and Mental Hygiene for preservation of and access to vital records information (Code State Government Article, sec. 9-1015).

County & Municipal Government Records. All records that are in the courthouses of the State and that were created prior to April 28, 1788 (when Maryland ratified the U.S. Constitution) must be deposited at the State Archives. All current deeds, mortgages, and releases recorded in the courthouses of the State are scanned and preserved electronically at the State Archives for security purposes. The State Archives also serves as the official depository for subdivision and condominium plats.

Records retention and disposal schedules are developed collaboratively by the originating agency, the Department of General Services, and the State Archivist. Disposal certificates must be submitted for approval to the State Archives in accordance with Code State Government Article, sec. 10-639.

ARTISTIC PROPERTY & PUBLIC OUTREACH

Artistic Property and Public Outreach originated as Education, Outreach, and Artistic Property, It became Artistic Property and Public Outreach in May 1999, and reorganized as Artistic Property, Preservation, and Public Outreach in August 2003. Under its present name, it reformed in February 2014.

This department oversees four main units: Artistic Property; Special Collections; the State House Office of Interpretation; and State House Trust and Government House Support.

[photo, Artistic Property staff, State Archives, Annapolis, Maryland]

ARTISTIC PROPERTY
State-owned art collections, traveling exhibits that tour Maryland, and exhibits in the Annapolis government complex are managed by Artistic Property and Public Outreach. The Office also provides support for certain activities of the General Assembly.

During Fiscal Year 2013, the Commission on Artistic Property staff engaged in research and planning for restoration of the Old Senate Chamber in the State House with interpretive exhibits. New exhibits also were added on the State House and its grounds, and on Annapolis and the War of 1812. On-going conservation projects include over twenty paintings that will be installed in the State House in December 2014.

SPECIAL COLLECTIONS
The State Archives is authorized to collect public and private records and other materials relating to Maryland history from the earliest times. At the discretion of the State Archivist, the State Archives also may acquire collections of private records as permanent gifts (Code State Government Article, sec. 9-1010).

Artistic Property staff, State Archives, Annapolis, Maryland, April 2013. Photo by Diane F. Evartt.

In 1935, Special Collections started as the Gift Collection and reorganized under its present name in 1987. In March 2005, it was placed under Artistic Property, Preservation, and Public Outreach.

Special Collections supervises the care, preservation, accessioning, and description of private records. Usually, they are given to the State Archives by private donors and generally consist of personal letters, diaries, photographs, maps, church records, architectural plans, and other manuscript documents. Maps, for example, date from 1565 to the present. They serve as an important resource for scientists, historians, and citizens interested in the Chesapeake watershed. Photographs illustrate a cross section of Maryland life and culture, including agriculture, architecture, family life, government, nautical and naval affairs, recreation, and sports. In addition, the State Archives has microfilmed records of nearly 300 churches of various denominations, and more than 250 newspapers from across the State.

With the exception of collections of fine arts, the Director of Special Collections, in conjunction with the State Archivist, reviews offers of materials as gifts to Special Collections. Offers of gifts of fine arts are reviewed by the Curator of Artistic Property and the State Archivist. Materials are accepted on the basis of their relevance to the holdings of the State Archives, their condition, and the need to provide for their proper storage and care.

While collections generally are offered as gifts to the State Archives, occasionally materials are accepted on deposit. The decision to accept a collection of original materials as a deposit is made by the Director in conjunction with the State Archivist based upon the relevance of the collection to the holdings of the State Archives, its condition, and the historical value of the collection. A collection may be placed on deposit if its contents are to be photographed or microfilmed as a reference collection at the Archives and the original materials returned to the owner.

STATE HOUSE OFFICE OF INTERPRETATION
The State House Office of Interpretation formed under Artistic Property, Preservation, and Public Outreach in September 2011. The Office develops, implements, and preserves all interpretive exhibits and materials in the Maryland State House.

STATE HOUSE TRUST SUPPORT & GOVERNMENT HOUSE SUPPORT
The office supports the work of the Government House Trust, and the State House Trust. This includes management of all requests for use of the State House, and serving as liaison with the Department of General Services and the Maryland Historical Trust for maintenance and preservation of the State House, the most historically important building in Maryland.

CONSERVATION & PRESERVATION

[photo, Conservation Lab, State Archives, Annapolis, Maryland]

Conservation and Preservation began as Conservation and Restoration, Preservation Services under Artistic Property, Preservation, and Public Outreach, and was renamed Preservation Services in 2001. It adopted its present name in February 2014.

This department conserves and cares for archival records, maintains their physical integrity, and assures their longevity and accessibility. Moreover, it provides condition assessments and performs treatments needed to prepare damaged materials for scanning.

Conservation and Preservation oversees the Conservation Laboratory, Preservation and Access, and Preservation Outreach.

Conservation Lab, State Archives, Annapolis, Maryland, April 2007. Photo by Diane F. Evartt.

Conservation Laboratory. The Conservation Laboratory preserves the physical integrity of archives in many forms, including manuscript papers and record books, microfilm, microfiche, photographs, published books, government publications, maps, newspapers, and electronic files. The Conservation Lab monitors environmental conditions in temperature- and humidity-controlled storage areas. Where appropriate, conservation measures are used. These include deacidification of paper, repair and restoration, mylar encapsulation, phase boxing, and archival bookbinding.

Preservation & Access. The State Archives preserves information with microfilm and digital imaging to expand access to historical documents. Sophisticated computer-scanning technology and microfilm produced to national preservation standards preserve images of original materials. These procedures help individuals who are not able to use originals at the Archives, and they preserve the information value of fragile manuscripts, maps, newspapers, and photographs.

Preservation Outreach. The State Archives participated in the work of the Task Force to Initiate Preservation Planning in Maryland and has assumed a leading position in promoting preservation to organizations and individuals across the State. The Task Force designated the State Archives to coordinate public information, workshops, and low-cost conservation services. The goal is to ensure preservation of significant collections of books and documents in Maryland libraries, museums, historical societies, government offices, private organizations, and private homes. At the State Archives, conservation staff conducts preservation workshops each spring.

DIGITAL ACQUISITION, PROCESSING, & PUBLICATION

Digital Acquisition, Processing, and Publication originated as Appraisal and Preservation. When appraisal functions were assigned to Appraisal and Description, Acquisition and Preservation Services formed in May 1999. It restructured as Acquisition and Imaging Services in August 2003, and was renamed Digital Imaging and Acquisition in June 2005. In August 2007, it reformed as Digital Acquisition, Processing, and Publication.

The permanently valuable records of Maryland State and local government are identified, managed, and conserved by Digital Acquisition, Processing, and Publication. This department ensures that these records are made accessible, and user-friendly on the web. The department provides digital imaging; catalogs and publishes these images; and produces and manages archival security master-negative microfilm. It also distributes public-access duplicates on compact disc.

The preservation of digital-imaging services offered by the State Archives in Annapolis is managed, coordinated, and promoted by Digital Acquisition, Processing, and Publication. In addition, the department gives logistical and technical support, and assists in the development of standards and techniques used in imaging projects.

Under Digital Acquisition, Processing, and Publication are five main units: Constituent and Interagency Services; Digital Image Acquisition; Image Processing and Publication; Quality Control; and Scanning Operations.

CONSTITUENT & INTERAGENCY SERVICES
Formed in December 2010, Constituent and Interagency Services was placed under Digitial Acquisition, Processing, and Publication in January 2014.

This office provides customer support for on-line Maryland land records (mdlandrec.net & plats.net). For the public, Constituent and Interagency Services handles requests for copies of records. For government agencies, it fulfills requests for files and refiles records returned to the Archives.

HELP DESK
Users of the on-line land records initiatives - mdlandrec.net and plats.net - may call the Help Desk with questions or report problems.

GOVERNMENT INFORMATION SERVICES

Organized in 1986, Government Information Services assists the citizens of Maryland and their agencies of government with current and historical government information, continuously updated. This office is responsible for the Maryland Manual On-Line: A Guide to Maryland & Its Government; the Maryland Manual; Government Publications; and the Library of the State Archives.

Government Information Services, State Archives, Annapolis, Maryland, March 2007. Photo by Diane F. Evartt.

GOVERNMENT PUBLICATIONS
Publications and reports of State government agencies date to the early 19th century. They, with the publications and reports of county and municipal governments, have been collected by the State Archives since 1947 (Chapter 651, Acts of 1947). The State Archives also is an official depository for county charters, codes, and laws (Code 1957, Art. 25, sec. 32A; Art. 25A, secs. 3B(3), 7(b); Art. 25B, secs. 7(b)(3), 12(b)). Municipal charter amendments and annexations, after publication, are deposited annually with the State Archives by the Department of Legislative Reference (Code 1957, Art. 23A, sec. 17C).

LIBRARY
Organized in 1940, the Library is a reference source for works that supplement the holdings of the State Archives. These include published records and sources on Maryland history, government, biography, geography, and natural resources; county, city and town histories; regional studies; Chesapeake Bay; research guides; genealogies; and archives administration, conservation, and preservation. The Library of the Department of Natural Resources transferred to the State Archives in June 1987. It includes materials collected since 1942 on Maryland natural resources, wildlife, fisheries, forestry, water resources, and the environment.

[photo, Maryland Manual, State Archives, Annapolis, Maryland]

MARYLAND MANUAL ON-LINE & MARYLAND MANUAL
Published by the State Archives, the Maryland Manual On-Line: A Guide to Maryland & Its Government and the Maryland Manual describe Maryland State, county and municipal government (Code State Government Article, secs. 9-1026, 9-1027). The Maryland Manual has been published in print since 1896. The Maryland Manual On-Line has been accessible on the Internet since December 1996.

The Maryland Manual On-Line is a continuously updated guide to Maryland government. It presents an overview of the organizational structure and staffing of the executive, legislative and judicial branches of Maryland government. It shows agency budgets and organizational charts, lists mandated reports, and provides the origin, historical evolution, and functions of government agencies.

Maryland Manual, 1991-1992, State Archives, Annapolis, Maryland, April 2013. Photo by Diane F. Evartt.

Biographies of government officials appear in the Maryland Manual On-Line. These include legislators, constitutional officers, department secretaries, judges, and Maryland's Congressional delegation. Biographies of local government officials, including county executives, county council members, county commissioners, state's attorneys, sheriffs, circuit court clerks, and registers of wills appear as well. Moreover, the Manual gives additional information on local government (county & municipal), intercounty, interstate and federal agencies. In addition, the Manual contains the State budget, the Constitution of Maryland, and election returns. The Maryland at a Glance section offers condensed data on many Maryland subjects, State symbols, Maryland historical chronology, and Maryland government.

INFORMATION SYSTEMS MANAGEMENT

Information Systems Management began in 1989 as Computer Services and reorganized under its current name in 1997. This office oversees Electronic Archives, Information Technology Development, and Information Technology Support for the State Archives. The office also assists other State agencies in designing and updating their homepages for the web.

ELECTRONIC ARCHIVES
At its September 1998 meeting, the Hall of Records Commission resolved that a program of Electronic Archives be created within the State Archives. The program coordinates and manages the development of a permanent archives of electronic records.

[photo, Circulation Desk, State Archives, Annapolis, Maryland]

REFERENCE SERVICES

Reference Services reformed as Reference and Records Services, and Training in May 2007. It became Reference Services again in February 2009. This office is responsible for the Mail Program, Publication Rights, Records Services, and the Search Room.

Circulation Desk, State Archives, Annapolis, Maryland, April 2013. Photo by Diane F. Evartt.

[photo, Search Room, State Archives, Annapolis, Maryland]

Records are made accessible to the public and government agencies through the search room, by mail or telephone, and through electronic media. Open Tuesday through Friday, and three Saturdays a month, the search room is staffed by professional archivists to assist patrons. Electronic and mail reference services are available Monday through Friday. In addition, electronic services and information (including comprehensive catalogues of the Archives' holdings) are accessible through the State Archives' homepage on the web.

Search Room, State Archives, Annapolis, Maryland, April 2013. Photo by Diane F. Evartt.

Records are used for legal documentation, historical research, land title searches, geographical information, vital record research, and genealogy. The Archives offers limited research services by its staff. Copies of records can be produced (for a fee) on paper as photographs, or as digital image files. Self-service copying also is available for many records in the Search Room.

RESEARCH & STUDENT OUTREACH

Research and Student Outreach originated as Research and reformed under its current name in 2005. Using original documentary sources, Research and Student Outreach works to interpret, preserve, and improve access to Maryland history.

The foundation of this department is collective biography developed to document the lives and careers of individuals who have shaped the history of Maryland. The primary focus is on biographies of the men and women who served in Maryland State government. In addition to government officials, biographical research broadens to cover special topics, highlighting the significant contributions of Marylanders, including African Americans, Native Americans, military personnel, teachers, doctors, artists, lawyers, women, and others.

To reach the widest possible audience, staff publishes research on the Archives' website, and in print, as needed.

Search Room, State Archives, Annapolis, Maryland, April 2007. Photo by Diane F. Evartt.

DOCUMENTS FOR THE CLASSROOM
An electronic reference source issued by the State Archives is Documents for the Classroom. For the use of teachers, students, scholars, and the general public, Documents for the Classroom are digital facsimiles of selected original documents, secondary sources, and multi-media presentations. These electronic document packets use Maryland history to illustrate national trends. They cover elements of Maryland and American history from colonization to the modern era relating to political development, cultural diversity, and interdisciplinary approaches to understanding the past.

INTERNSHIPS, VOLUNTEERS, GRANTS, & EDUCATIONAL OUTREACH
Each summer, internships are offered for college students to learn archival and historical methods at the State Archives. Work/study programs also are available.

Maryland Constitutional Offices & Agencies
Maryland Departments
Maryland Independent Agencies
Maryland Executive Commissions, Committees, Task Forces, & Advisory Boards
Maryland Universities & Colleges
Maryland Counties
Maryland Municipalities
Maryland at a Glance

ORIGIN & FUNCTIONS

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e-mail: mdmanual@mdarchives.state.md.us