North East town records brought into the digital age

MILLERTON — Within the walls of the two-story Victorian housing the North East Town Hall lies a room-full of town records dating back to the late 19th century. Stored in labeled cardboard boxes and protected by dehumidifiers, the records are in the process of being dated, organized, and scanned into categorized online programs.

As the Town Hall works to relocate to 5603 Route 22 at the former Kingdom Hall of Jehovah’s Witness, the consolidation and digitalization of records, as well as the disposal of those unneeded, is a time-sensitive project. Marcy Wheatley, the Deputy Town Clerk, emphasized their current heavy focus on organizing and scanning. “Now, when we move, we can get rid of a lot,” Wheatley stated.

The digitalization process in North East began in November of 2015, when the program LaserFiche was selected due to a grant shared with the nearby towns of Amenia, Dover Plains and Beekman. The program was shared until 2024 and now each town scans documents separately to their individual clouds.

The organization and scanning process is a daunting one because the Town Hall keeps historic, business, judicial and assessors records. Town Clerk Elizabeth “Tilly” Strauss explained that it is a learning process to go through the records, organize and keep or destroy based on retention schedules of certain items.

There are two forms of scanning and storing documents that the town has utilized. The Town Clerk’s office uses the system BAS for scanning vital records, minutes, invoices and resolutions. This system is updated constantly as new information comes in, but Wheatley, along with other offices in the Town Hall, has been working backwards to digitize all of the old files as well. Wheatley scans documents for about an hour every afternoon. “That’s what it takes to keep up to date,” she said. There are currently 3324 files in the system.

The other mode of scanning and storing documents is through the IPS system, which gets records from planning, zoning, building and assessors. Chris Virtuoso, who started as a tax collector in 2021, stepped up to lead this half of the process beginning in 2022.

“He had a big task. He had boxes all over the place. He was spread out, he was intense and focused,” Wheatley said of Virtuoso. According to Wheatley and Strauss, the project did not only include scanning and reordering, but a complete reorganization.

“What happened was, a lot of files were under the names of farmers, but they then either got sold or were subdivided,” said Strauss. “Chris has been scanning and organizing into and by parcel number instead of name.”

Virtuoso first began this project by finding parcel locations on the assessors map and looking through files of names and addresses. He then sorted through boxes to find the parcel numbers, organizing them into new boxes based on zone and ordered by parcel number.

“If somebody buys a parcel now and they want to know the history, they can go down there with the number for the parcel and those folders are in there,” stated Virtuoso. “That was the end goal, to get everything from alphabetical order into parcel number order.”

Virtuoso had also found a log tracking all cases by number, which went back until 2005, and added blank pages for all of the newly-scanned files dating back to 1968. This book is now up to date, and current cases and pages are added every year.

“You become like Sherlock Holmes,” said Virtuoso. “What I always kept in mind was, when I’m not here anymore, will someone be able to figure this out?”

From his start in 2022 to March 2023 when both planning and zoning were completely up to date, Virtuoso would come to the Town Hall every morning to scan for two or three hours, five days a week, while still maintaining his career as a realtor.

As of March 2023, when Virtuoso wrote a report on his progress, 361 case files were scanned for the Zoning Board of Appeals. He had also deleted and destroyed any duplicates, removed any metal that may damage the documents, resecured the folders, and organized everything by parcel number with room for additional files.

“He went above and beyond,” Wheatley stated.

Virtuoso — and the Town Clerks — are eager to move to the new Town Hall property. “Look, this is an old home, it’s charming, but we need room for all those files, we need more space and offices,” said Virtuoso.

“I can’t wait,” Strauss stated. “We’re going to have new shelves and everything organized by departments. It’s going to be beautiful.” After condensing, destroying duplicates and scanning, all records will be brought to the new location, however, the digitized copies will serve as backup and for convenience.

Although the process is viewed as an overall success, there are still a few remaining hopes for the future. Virtuoso hopes for collaboration with other towns to buy or lease a large-format scanner for large-scale maps, blueprints, and other important documents that have yet to be scanned.

Virtuoso also hopes to make the Historical Society aware of the rich and unique history that he found within the basement boxes, opening the possibility for deeper understanding of the local area. “The files are important because they do have a certain chunk of history.”