Hawaii Archivist Says HDOH Should Have Indices

Hawaii Archivist Says HDOH Should Have Indices

 

Below is the final e-mail I received from Hawaii State Archivist, Susan Shaner, saying that the HDOH should have the original birth index that I requested and which the HDOH says does not exist. It includes all the history of communications, beginning with my e-mail to DAGS (Dept of Accounting and General Services), which was then forwarded to the Archives. To read from beginning to end, start at the bottom. I left it in this form so people could see the forwarding and to whom cc’s were made.

 

Below the e-mail are the pages of the Retention Schedule which show the document is to be retained permanently.

 

Summary: The HDOH did not ask the State Archive to microfilm the document in question so the only form that still exists is the paper record, which is required in the Retention Schedule to be permanent. The Vital Statistics Office is required by law to have that document in their office.

 

—– Original Message —–

From:
susan.e.shaner@hawaii.gov

To:
(redacted).net

Cc:
luella.h.kurkjian@hawaii.gov ; carol.l.silva@hawaii.gov

Sent: Tuesday, May 11, 2010 5:17 PM

Subject: Re: Microfilm copies?

 


No.  We do not hold the original vital statistics indices in paper form or any other form, nor do we have administrative control over them.  I suggest you contact the DOH, Office of Health Status Monitoring for information on the paper copies of these records.

 

“Nellie (redacted)

05/10/2010 03:46 PM

To

<susan.e.shaner@hawaii.gov>

cc

 

Subject

Re: Microfilm copies?

   

Thanks. We’re almost there. =)

 
Do you hold the original indices in paper form? If so, do you have administrative control over them, or does the HDOH or other entity?

 
Thanks!

Nellie

—– Original Message —–
From:
susan.e.shaner@hawaii.gov

To:
(redacted).net

Cc:
carol.l.silva@hawaii.gov ; luella.h.kurkjian@hawaii.gov

Sent: Monday, May 10, 2010 6:08 PM
Subject: Re: Microfilm copies?


Hi Nellie,


Thank you for forwarding a copy of the schedule you were citing.  Schedules set out blueprints for agencies to allow them to manage their records and to ensure that records identified as permanent are either cared for by the agency that created them or by another entity such as the Hawaii State Archives.  Although a schedule states that microfilm copies may be made, agencies do not automatically make these copies.  As far as our records show, we received no request to film vital statistics indices from the DOH.  Therefore, the DOH, Office of Health Status Monitoring, should still be holding these records.



We store many of the master microfilms of state agency records in our storage vault.  Given that vital statistics indexes are scheduled as permanent, master microfilm copies of these records, if they existed, are eligible for storage in our vaults along with the vital records themselves.    We hold no master microforms of DOH vital statistics indices in our vault.



Hope this answers your questions.


Susan



Susan Shaner                                  
Administrator, Hawaii State Archives
voice: (808)586-0310
fax: (808)586-0330
susan.e.shaner@hawaii.gov

“Nellie (redacted)>

05/10/2010 11:35 AM

 

To

<susan.e.shaner@hawaii.gov>

cc

 

Subject

Re: Microfilm copies?

   


Hi, Susan.

 

The Retention Schedule is attached. VR-1 (vital records index) is on page 21. The schedule calls for both the indices and the vital records themselves to be saved permanently, with security and searchable microfilms being authorized. I’m only asking about the indices. The retention schedule is from 1980, which is within the time period that you said the Archives were doing microfilming. Was this request submitted to the Archives for microfilming? If so, do you have those?


 

If those microfilms were not made, could you tell me who holds the original indices?

 

This records retention schedule was sent to me early this year. I searched for any revision requesting disposal of either the microfilms or originals and there were no requests made within what was sent me so I understand that these have been stored permanently as required in the retention schedule. Can you please help me locate where those are stored and what department has administrative control over them?


 

Thank you.


Nellie

 

—– Original Message —–

From:
susan.e.shaner@hawaii.gov

To:
(redacted).net

Cc:
carol.l.silva@hawaii.gov ; luella.h.kurkjian@hawaii.gov

Sent: Monday, May 10, 2010 2:54 PM

Subject: Re: Microfilm copies?

 


Hi Nellie,

The Archives has not microfilmed any of the vital statistics indices.  What is the records retention request from 1980 that you mentioned?

The DOH vital records indices for births, deaths and marriages were filmed by the Genealogical Society of Utah, between 1978 and 1978  and again between 1990-1991 as follows:

Birth index, 1896-1909 (filmed 1978)

Birth index, 1909-1949 (filmed 1990-1991)

Death index, 1896-1909 (filmed 1978)

Death index, 1909-1949 (filmed 1991)

Delayed birth registration index , ca. 1859-ca. 1938 (filmed 1978-1979)

Marriage index, grooms & brides, 1884-1896 (filmed 1978)

Marriage index 1909-1949 (filmed 1991)

This is the only filming of indices that I could find.  Not sure if this helps you.

Susan

Susan Shaner                                  
Administrator, Hawaii State Archives
voice: (808)586-0310
fax: (808)586-0330
susan.e.shaner@hawaii.gov

“Nellie (redacted)

05/06/2010 03:52 PM

To

<susan.e.shaner@hawaii.gov>

cc

 

Subject

Re: Microfilm copies?

   

Hi, Susan.

 
Thank you for your prompt response. I greatly appreciate it.

 
You microfilmed the vital records and sent the originals back to the DOH until 1996. Did you microfilm the indices in 1980? There is a records retention request from 1980 which said that the indices were to be retained permanently and authorized microfilm copies to be made for security and search purposes. A similar request existed for the vital records themselves, so the vital records and indices were two different things. Were microfilms made of the indices from years 1956-1980? Are either the microfilms or the original handwritten indices stored at the archives now, or are they stored somewhere else?
 
Thank you!

Nellie

 
—– Original Message —–
From:
susan.e.shaner@hawaii.gov

To: (redacted).net

Cc:
carol.l.silva@hawaii.gov ; luella.h.kurkjian@hawaii.gov

Sent: Thursday, May 06, 2010 8:07 PM
Subject: Fw: Microfilm copies?


Hi Nellie:
Your email was forwarded to me by the Comptroller’s office.



In 1961 and in 1964, the Department of Health (DOH), Research, Planning and Statistics Office transferred IBM Birth Cards (1941-1955) and IBM Marriage Cards (1941-1948) to the Archives Division, State Records Center.


In 1976, all of the IBM Marriage cards (1941-1948) were withdrawn permanently from the Records Center, at the direction of George Tokuyama, Asst. Chief, Research & Statistics Office, and returned to the DOH, Research, Planning and Statistics Office.



In 1977, George H. Tokuyama, Asst. Chief, Research & Statistics Office, DOH, authorized the Archives to release the IBM Birth Cards (1941-1955) to Dr. Newton Morton, Population Genetics Department, University of Hawaii.  They were never returned to the Archives.



The Archives for decades, filmed vital records for the DOH and returned all hard copies after filming to the DOH.  In 1996, we stopped filming for the DOH after our microfilm unit was closed due to reduction-in-force.



If you have further questions, please contact me.



Susan



Susan Shaner                                  
Administrator, Hawaii State Archives
voice: (808)586-0310
fax: (808)586-0330
susan.e.shaner@hawaii.gov


—– Forwarded by Susan E Shaner/dags on 05/06/2010 02:21 PM —–

DAGS/dags@STATEHIUS

Sent by: Geraldine Green/DAGS/StateHiUS@STATEHIUS

05/05/2010 04:02 PM

 

To

Susan E Shaner/dags@dags

cc

Harriet N Miura/dags@dags

Subject

Fw: Microfilm copies?

   


Please respond direct. Tx.



GG



—– Forwarded by Geraldine Green/DAGS/StateHiUS on 05/05/2010 04:01 PM —–

“Nellie (redacted)>

05/05/2010 09:46 AM

 

To

<dags@hawaii.gov>

cc

 

Subject

Microfilm copies?

   


Aloha!


 

I’ve looked at the retention schedules and it seems that after the vital records department converted its records to digital format around 1977 they submitted the original paper indices used up to that time to the comptroller in 1980, noting that those records were to be retained permanently and authorizing microfilm copies to be made for search and security purposes. Does the archive have those paper copies and/or microfilms, ranging between 1959 to about 1977, or do you know who would have those? I didn’t see any requests for disposal of those records in the DOH retention schedule when I checked it earlier this year.


 

Any help or direction you could give would be greatly appreciated.


 

Thanks!


Nellie

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Below is the cover sheet and one of the pages that went with it, requiring the indices to be retained permanently:

 


 



 

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