Worcester City Clerk proposes $204K for vital records preservation project

The Community Preservation Committee of Worcester convened on June 12, 2025, to discuss significant funding proposals aimed at preserving the city’s vital records. The meeting focused on a project led by the city clerk's office, which seeks to digitize and physically preserve historical documents dating back to 1770.

Claire Robbins, a deputy city clerk, presented the project, emphasizing the importance of maintaining the integrity of vital records, which include marriage, death, and voter registration documents. The project aims to bind and preserve a total of 1,698 books, ensuring they remain accessible to both city staff and the public. The total funding request for this initiative is approximately $203,760, which has been adjusted from the original budget due to ineligible line items, such as city staff salaries.

Robbins detailed the preservation process, which involves working with a vendor specializing in book binding to ensure that the records meet historical preservation standards. The timeline for the project is set at three years, with a target completion date of July 2028. This timeline includes coordinating with staff and ordering necessary archival materials.

During the discussion, committee members inquired about the prioritization of records for preservation. Robbins confirmed that the oldest records would be prioritized due to their deteriorating condition and the requirements set by the state retention schedule for vital records.

The committee expressed support for the project, recognizing its significance in preserving Worcester's history and enhancing public access to vital records. The meeting concluded with a commitment to further evaluate the funding proposal and its implications for the community.