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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">Hi Barbara,
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">Here in Wrentham, we’ve taken the piece-meal approach on digitizing old plans and other records because every project eventually comes back around.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">When we have down time, we will go through the Clerk’s Planning & Zoning archives and scan the files we find. We’ve previously used a Senior Tax Worker to scan files as well.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">Can I ask, what files are “leaving” the building? Are these files going to an off-site storage location or are people “checking” them out?
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">Wrentham’s Town Clerk had a Records company come in and “archive” their files but they are in an onsite climate-controlled vault. I will say having to go back through these boxes, the Records company was not precise in describing what went into these boxes.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">We label everything by street address because that is a common attribute that multiple departments use (Assessing, Building, Board of Health, DPW, etc.) so we can easily reference the same project.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">For older subdivisions, if we can find the “original” address, we’ll use that for the e-folder name with the subdivision name (i.e. “Park St, 295 - Mill Pond SBD”) and place the scanned files into a standard folder template that we created.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">If we can’t find the original address, we’ll label the e-folder as the street name and subdivision name (i.e. “Park St, off – Mill Pond SBD”).
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<p class="MsoNormal" style="text-indent:.5in"><span style="font-family:"Gadugi",sans-serif">For residential subdivisions, we don’t further track the parcels unless they come forward with a Special Permit for something else (i.e. Home Occupation or ADU).
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<p class="MsoNormal" style="text-indent:.5in"><span style="font-family:"Gadugi",sans-serif">For commercial subdivisions, we DO further track those parcels because they typically need special permits for their Use from the Planning Board and will typically have an entirely new set of documents for that submission.
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<p class="MsoNormal" style="text-indent:.5in"><span style="font-family:"Gadugi",sans-serif">We’ve tried including the street names in the folder names but didn’t pan out how we thought it would. We instead track that in a “Streets” spreadsheet we share with the DPW.
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<p class="MsoNormal"><span style="font-family:"Gadugi",sans-serif">Hope that helps and happy to discuss further!
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif;color:black">Thank you, and have a great day!
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif;color:black">
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif;color:black">Rachel Benson</span></b><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">Director of Planning & Economic Development
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">Town of Wrentham
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">79 South Street
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">Wrentham, MA 02093
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif">508-384-5441
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Euphemia",sans-serif"><a href="http://www.wrentham.gov/"><span style="color:#0563C1">www.wrentham.gov</span></a><span style="color:#0070C0">
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<p class="MsoNormal"><b><span style="font-family:"Euphemia",sans-serif">Please note that Wrentham Town Hall is closed on Fridays.</span></b><b><span style="font-family:"Euphemia",sans-serif">
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<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Please be advised that the Massachusetts Secretary of State considers e-mail to be a public record and, therefore, subject to the Massachusetts Public Records Law, M.G.L. c. 66 § 10.
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<p class="MsoNormal"><b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none">From:</span></b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> MassPlanners <massplanners-bounces@masscptc.org> <b>On Behalf Of </b>Barbara Carboni via MassPlanners<br><b>Sent:</b> Thursday, July 25, 2024 2:03 PM<br><b>To:</b> MassPlanners@masscptc.org<br><b>Subject:</b> [Massplanners] digitizing plans
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<p class="MsoNormal" style="line-height:0%"><span style="font-size:1.0pt;font-family:"Calibri",sans-serif;color:white;mso-ligatures:none">Good afternoon all, We’re embarking on a project of digitizing ZBA and Planning Board records, which includes subdivision plans from 1960s forward. I’m looking for advice from anyone who has done this
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<p class="MsoNormal"><span style="font-size:1.0pt;font-family:"Calibri",sans-serif;color:white;mso-ligatures:none">sophospsmartbannerend </span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none">
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<p class="MsoNormal">Good afternoon all,<o:p></o:p></p>
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<p class="MsoNormal">We’re embarking on a project of digitizing ZBA and Planning Board records, which includes subdivision plans from 1960s forward. I’m looking for advice from anyone who has done this:<o:p></o:p></p>
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<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">What is your system for keeping track of what leaves the building?<o:p></o:p></li>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">We’re going to use map & parcel for as many records as we can, but for older subdivision plans, the lots created by them didn’t have map and parcel numbers yet. What is the best way to “tag” this plan so that it will show up when someone searches the records by the map & parcel of their lot?<o:p></o:p></li>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">Any other advice?<o:p></o:p></li>
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<p class="MsoNormal">Thanks<o:p></o:p></p>
<p class="MsoNormal">Barbara <o:p></o:p></p>
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<p class="MsoNormal"><span style="mso-ligatures:none">Barbara Carboni AICP MCPPO
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<p class="MsoNormal"><span style="mso-ligatures:none">Truro Town Planner and Land Use Counsel
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<p class="MsoNormal"><span style="mso-ligatures:none">(508) 214 0928
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none">This communication may contain privileged or other confidential information. If you are not the intended recipient, or believe that you have received this communication in error, please do not print, copy, retransmit, disseminate, or otherwise use the information. Also, please indicate that to the sender and delete the copy you received. When writing or responding, please remember that the Secretary of State’s Office has determined that email is a public record. Please take notice: All e-mail communications sent or received by persons using the Town of Truro network may be subject to disclosure under the Massachusetts Public Records Law (M.G.L. Chapter 66, Section 10) and the Federal Freedom of Information Act
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