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SD 3274

Dukes County Registry of Deeds Technological Fund FY26 Report

194th Legislature (2025-2026)

authorize $14,130 from the County Registers’ Technological Fund to relocate about 1,235 microfilm reels to NEAC for cost-effective, three-year archival storage.

Placed on file
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Bill Summary · SD 3274

Summary: SD 3274 — Dukes County Registry of Deeds Technological Fund FY26 Report

Overview

SD 3274, titled “Dukes County Registry of Deeds Technological Fund FY26 Report,” is a proposed bill that has been placed on file. Introduced on October 9, 2025, the measure concerns a spending plan from the County Registers’ Technological Fund for the Dukes County Registry of Deeds. The proposal seeks approval to allocate $14,130 for technological improvements, specifically to relocate and store the registry’s microfilm archive at a more cost-effective facility and for multi-year storage.

Purpose and Intent

  • Authorize expenditures from the County Registers’ Technological Fund to support the Dukes County Registry of Deeds’ long-term information technology and archival needs.
  • Implement a microfilm archive relocation and storage plan intended to improve accessibility, efficiency, and preservation of records.
  • Align with statutory requirements and approved processes (Section 4 of Chapter 4 of the Acts of 2003 and M.G.L. Chapter 29, §2KKK), incorporating review from state IT and registry authorities.

Key Provisions

  • Relocation and Storage Plan: Move approximately 1,235 microfilm reels from Iron Mountain/Avenu Insights & Analytics (Neumo) to the New England Archives Center (NEAC) in Holyoke, MA.
  • Rationale: NEAC offers more cost-effective and accessible archival storage compared to the current arrangement.
  • Authorized Expenditure: Total request of $14,130, covering both retrieval/shipment and three years of storage.

Financial Details (Itemized)

  • Retrieval and Shipping: Approximately $6,270 for retrieval plus about $300 for shipping (total around $6,570). The plan document also references a relocation figure of $6,750 in one section, indicating a minor discrepancy in the cited amount.
  • Three-Year Storage at NEAC: 56 open shelving units at $45 per year, totaling $7,560 over three years.
  • Total Requested from Tech Fund: $14,130.
  • Tech Fund Balance (as of Sept. 1, 2025): Approximately $205,264.46 prior to this request.

Administrative and Procedural Details

  • Referral: The plan requests referral to the Committee on Ways and Means and the Committee on Post Audit and Oversight.
  • Consultations: The proposal notes consultation with the Executive Office of Technology Services and Security (EOTSS) and the Secretary of State as part of the approval process.
  • Supporting Documentation: Attachments include cost quotes and facility descriptions from NEAC, along with a summary of environmental controls and inventory capabilities.

Affected Parties and Impact

  • Dukes County Registry of Deeds: Primary beneficiary, gaining improved archival storage, better access to records, and potential long-term cost savings.
  • NEAC and Iron Mountain (current storage provider): Involved as service providers in storage transition.
  • Commonwealth IT and Oversight Bodies: Involved via required approvals and oversight.

Timeline and Status

  • Introduced/Filed: October 9, 2025.
  • Status: Placed on file (legislative action indicating consideration without immediate passage or appropriation).
  • FY26 Implication: The expenditure is framed as a FY26 technological improvement initiative.

Notes

  • Documented discrepancy: Slight variance in the stated relocation cost ($6,270 retrieval + $300 shipping = $6,570 vs. $6,750 cited in another section). The overall request remains $14,130.
  • Purpose aligns with preservation, accessibility, and cost containment for long-term archival storage.

Compiled from official sources — confirm details with the bill’s official record.

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