Jan. 13, 2005

HAL staff join Rep. Rich Brown, his staff and Gov. Jennifer Granholm for the ceremonial signing of HB 5550.

Department of History, Arts and Libraries (HAL) Director Dr. William Anderson today praised a legislation package that will make it possible for state and local government agencies to more efficiently and cost-effectively store and reproduce public records with the most technologically advanced methods available.

The legislation, led by Rep. Rich Brown's House Bill 5550 (now 2004 P.A. 572), effectively revises the Records Media Act to expand the list of technologies that can legally be used to store original public records and to reproduce records for official purposes.  The package also allows HAL to issue directives and adopt technical standards to ensure that the reproductions are authentic and reliable copies of the original records that remain accessible and usable over time.

"Our department takes very seriously the responsibility of safeguarding and managing Michigan government records.  These bills go a long way toward ensuring that technology is used effectively to store and access public information," said Dr. Anderson.  "I commend Rep. Brown for his leadership and commitment in making these very good ideas a reality."

Said Rep. Brown:  "With the almost daily advances in technology, it is critical for government to have the ability to adapt.  This legislation gives government the flexibility it needs to do just that."

Dr. Anderson added that by making it possible for state and local government to use other means of records storage beyond paper, microfilm and optical-disk, this legislative package will ultimately reduce record storage, reproduction and retrieval costs for both state and local agencies.

The package has two other key bills:

House Bill 5657 (now 2004 P.A. 574), sponsored by Rep. Bill Huizenga, adds definitions to the act, including definitions of technical terms such as digital imaging, digital migration and data transfer; establishes that the State Historical Record Advisory Board must approve technical standards proposed by HAL; requires input from key parties when developing technical standards; and requires publication of proposed and final technical standards in the Michigan Register.

Senate Bill 1409 (now 2004 P.A. 550), sponsored by Sen. Bruce Patterson, allows private entities to use methods and media prescribed by the act and amends the law to say that a record reproduced under the act has the same effect in legal and other proceedings as does the original record.

"County governments have been struggling with this issue for some time," said Rep. Huizenga. "County clerks have been asking for the ability to use new technology to archive important documents like birth and death certificates. This is a common-sense way to lower costs and raise the level of service in local government."

"Technology is advancing so rapidly that those charged with keeping our state's historical records and documents must have the flexibility they need to adapt to it, without having to go back to the legislature every single time there is a worthwhile development," said Sen. Patterson.  "We have a duty to preserve Michigan's historic documents in the most accessible and legally validated formats; and as we do so, we will undoubtedly save taxpayers' money."

Governor Jennifer Granholm signed all three pieces of legislation on Jan. 3, 2005.

The Department of History, Arts and Libraries is dedicated to enriching the quality of life for Michigan residents by providing access to information, preserving and promoting Michigan's heritage and fostering cultural creativity.  The department includes the Library of Michigan, the Michigan Historical Center, the Mackinac Island State Park Commission, the Michigan Council for Arts and Cultural Affairs and the Michigan Film Office.

Learn more about HAL's Records Management Services.

Read more press releases from the Department of History, Arts and Libraries.