Protection of records called critical mission

Andy Holtmann

Tuesday, Aug. 12, 1997 | 8:57 a.m.

Records and documents that hold keys to the past are many times taken for granted. In the event of a disaster though, just how safe are these records?

This is the question the State Historical Records Advisory Board hopes to alleviate by stressing the importance of safe record keeping to the public in a report entitled "Preserving Nevada's Documentary Heritage."

According to State Archives and Records Administrator Guy Rocha, technology is making it harder for some people to keep up.

"Records are the infrastructure of responsible decision making," he said. "As we enter the 21st century, it will become harder to properly maintain these records unless we act now to better preserve them."

Rocha said that records are not just the responsibility of the state. Records exist in local government, tribal government, churches, service organizations, and many other areas.

"The spectrum ranges from the smallest business to the state of Nevada," Rocha said. "Everybody has a stake in this but they don't realize how important it is until something turns up missing. Then they wonder why."

An eight-year study, conducted by Peter Parker and funded by the National Historical Publications Commission, found that in many cases, current record keeping techniques were unsatisfactory.

During a two year time frame, officials visited and interviewed people who create, manage, and preserve records for state, local and tribal, governments, museums, historical societies, corporations and private organizations.

Board members involved in the study said they were dismayed with the results, which included a lack of sprinkler systems and no general knowledge of which materials have priority in the event salvaging is necessary.

"They are uneasy or uncertain about electronic records and don't know how to protect paper records or microfilm from the extremes of Nevada's climate, or how to salvage them after a flood," said Shayne Del, the records advisory board member responsible for the study. "They welcome the opportunity to learn, though, and that is the good news."

Rocha said every kind of record, whether it is a bank receipt or state document, needs to be protected. Currently Rocha is working on a proposal that would seek money from the federal government to be used to aid those wishing to update their record keeping techniques. That proposal is expected to go before the National Historical Publications and Records Commission for review on Oct. 1.

"Records are proof," Rocha said. "If those go away, then what do we have?"