The historical records of a society constitute a unique cultural resource and are a valuable and irreplaceable body of knowledge about its people and its institutions and their past. The collection, compilation and preservation of historical records by private and public institutions should be encouraged and assisted by the State.

The Federal government has created a National Historical Publications and Records Commission to “cooperate with and encourage appropriate Federal, State and local agencies and nongovernmental institutions, societies, and individuals in collecting and preserving, and when it considers it desirable, in editing and publishing the papers of outstanding citizens of the United States and other documents as may be important for an understanding and appreciation of the history of the United States.” In fulfilling this role, this Commission makes recommendations to the Administrator of the Federal General Services Administration as to the appropriateness of allocations and grants to State and local agencies and to nonprofit organizations and institutions. The procedures of the Federal Commission require that no recommendation shall be made or application for an allocation or grant be reviewed until and unless first evaluated and approved by an appropriate State Historical Records Advisory Board.

In order to encourage, assist and coordinate the collection, description, compilation and preservation of public records, and to evaluate proposals and make recommendations to the National Historical Publication and Records Commission, it is necessary and desirable to establish a State Historical Records Advisory Board to be chaired by a State Historical Records Coordinator.

NOW, THEREFORE, I, Hugh L. Carey, by virtue of the authority vested in me by the Constitution and the laws of the State of New York, and as Governor of the State of New York, by Executive Order, do hereby establish in the Executive Department a board to be known as the New York State Historical Records Advisory Board (“Board”) and the position of State Historical Records Coordinator (“Coordinator”).

The Board shall serve as an advisory body for the planning of the collection, description, compilation and preservation of historical records and for projects proposed to be undertaken for any such purpose. Specifically the Board may:

— Sponsor surveys and report upon the condition of historical records in the State;

— Make recommendations for the improvement of historical recordkeeping within the State;

— Solicit or develop plans for projects relating to the collection, description, compilation or preservation of historical records to be carried out by the State, local agency, nonprofit organization or institution, or the Board with funds made available by the Federal government upon the recommendation of the Commission;

— Review proposed historical records projects by the State, local agency, or nonprofit organization or institution seeking funds from the Federal government where the review by and recommendation of the Board is requested or required by the Commission;

— Develop and submit to the Commission a plan for the collection, description, compilation, and preservation of historical records. Such plan shall be revised annually and shall, to the extent possible, conform to the requirements and priorities established by the Commission;

— Review the performance and progress of historical records projects approved by the Board and the Commission and which have received funds from the Federal government;

— Report annually to the Governor on its activities and on the condition of historical records in the State.

The Board shall consist of eleven members, exclusive of the Coordinator, at least a majority of whom shall be archivists, historians or others who are in a field of research which makes extensive use of historical records, and the Coordinator, who shall serve as chairman. Four members shall serve for an initial term of one year; four members shall serve for an initial term of two years; and three members shall serve for an initial term of three years. Thereafter, all members shall serve for a term of three years, except the Coordinater who shall serve for a period of four years.

The members of the Board shall serve without compensation, but may be reimbursed for travel and actual expenses to the extent the Federal government makes funds for such purpose available to the Board.

The State Archivist of the State shall serve as the State Historical Records Coordinator. The Coordinator shall serve as chairman of the Board and as the chief administrative officer of the Board. The Coordinator's responsibility shall include, but not be limited to, reviewing and reporting to the Board on the performance and progress of historical records projects undertaken by the State, local agencies and nonprofit organizations or institutions; reporting to the Commission on the activities of the Board; providing information concerning records programs to interested institutions and individuals, and the public within the State; providing notice of projects approved by the Board and the Commission; serving as liaison to State and local government agencies and officials on matters relating to historical records programs; and when appropriate, serving as project director for projects administered by the Board.

The New York State Archives of the State Education Department and all other State agencies having custody of or responsibility for historical records of the State, shall cooperate with, support and provide assistance to the Board and the Coordinator.