York County officials anticipate a spring or summer debut of a new service that will allow residents to view historical county records that are hundreds of years old thanks to AI technology
By TAMMY WELLS | York County Government
In May 1835, Ivory R. Hatch, who lived in the town of Wells, was unhappy with the result of an interaction with the town concerning a portion of his land.
Wells selectmen had undertaken to lay out a road – an important decision at a time when there weren’t many roads.
The new road, to be 3 rods, or 49.5 feet wide, was to be built on several portions of privately held land – including 72 rods, or 1,188 feet – of Hatch’s property.
“Aggrieved,” in the amount of offered compensation, according to historical documents, Hatch hired attorney J. Dane, and took the next step – appealing to the York County Commissioners for relief.
The matter is outlined in the May 1835 minutes of York County Commissioners Court. It does not address the amount Hatch was originally offered – nor does the commissioners’ decision come in the May session.
History goes digital
. . .
In the next several months, however, folks should be able to find out what happened in this matter, and many, many others.
Soon, York County Commissioners’ long-held desire to provide more information to the public about the rich history of York County and its people will come to fruition.
In the spring or summer of 2027, folks with an interest in what took place in York County as it relates to the county government will be able to read about it online. And the York County Commissioners meeting accounts are expected to be just the beginning.
York County was founded in 1636, and while some records are currently held with the Maine State Archives, there are thousands and thousands of documents here.
The current estimate of York County Commissioners records alone is 300,000 to 500,000 documents, according to York County Records Management Specialist Andrew O’Neill.
A daunting task made easier by AI
. . .
Back in 2022, York County Commissioners took steps to have the old county records examined, contracting with Lilly Archival of Blue Hill to take a preliminary look at the material.
“What is remarkable is the continuous series of records, between what you have in Alfred on the shelves, and the state archives,” Lilly Archival owner Paige Lilly told York County Commissioners in a report following her 2022 review of historical documents. “Overall, the preservation status of the physical materials is very sound.”
On Aug. 5, the 5-member commissioner’s board approved a contract with Just Appraised, Inc., a California-based company that will use AI to read scans of the documents and provide an overview of what each of them contain.
Folks will be able to access the material online, via a link on the York County Government website. They’ll see a scan of the document itself, and a summary.
O’Neill said Just Appraised Inc. has estimated that the AI programming they use currently results in 80 to 85 percent accuracy and may hit 90 percent with the county’s records.
Before Just Appraised Inc. can work its magic, the documents must be prepared, and it is a delicate, careful process.
The handwritten documents were tri folded, at some point in their long history — placed in bundles, and then into small metal storage containers. Many are very fragile, the ink has faded, and the handwriting can be difficult to read.
To prepare them, O’Neill carefully unfolds the documents page by page, humidifies them, flattens the pages, and then scans them.
O’Neill estimated he can prepare up to about 300 a day. The scans will be sent off in batches to Just Appraised, Inc. – the physical documents will remain with York County and be preserved.
Since he began working for the county a couple of years ago, O’Neill has deciphered more than 2,500 documents, along with tending to other aspects of his multi-faceted job — but it can be slow-going.
When the prospect that the documents could be digitized – and contents deciphered through the AI process emerged – he and other county officials gave it thorough study and careful thought.
Commissioners first discussed the project following a presentation by O’Neill in May.
“This is really fascinating, and it makes history come alive,” said Commissioner Justin Chenette.
“It looks like a good plan,” added Commissioner Richard Clark.
“There’s a long way to go, but we are excited about the prospect,” said O’Neill. He said the result should be very user-friendly.
The contract, about $88,000 in the first year – about $454,000 total over five years – provides for the online preservation of about 45,000 fragile documents annually.
“This is really fascinating,
— Commissioner Justin Chenette
and it makes history come alive.”
“We have the funding set aside, and there is absolutely zero tax impact,” County Manager Greg Zinser told Commissioners prior to their unanimous Aug. 5 vote.
York County has long had a fund dedicated to preservation efforts, funded by user fees.
As to the Hatch appeal filed in May 1835, O’Neill explained that a decision could have been rendered in the October session or in the following May. In those days, the York County Commissioner’s Court met for 1-3 days in May, and again in October, dealing with up to 20 agenda items per session, ranging from ordering the building of roads, issuing bids for work, and issuing bonds for civil servants and the sheriff of the day.
“There were lots of road complaints,” from the public, O’Neill noted.
Finally, in the mid-1800s, commissioners began taking all paper records dealing with a specific issue and filing them at once with any final action taken.
And while commissioners at that time did create roads through the municipalities, the towns and cities themselves had the authority to create town ways.
Commissioners in the early days also examined the county payroll and voted to pay workers in their October sessions – and while they no longer order that roads be built, some early tasks remain in today’s commissioners’ purview – like approving warrants (paying the bills) and awarding bids for items ranging from vehicles for sheriff’s deputies to construction projects.
“We think it’s an exciting opportunity to put the records out to the public,” Zinser said.
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This is the kind of news I love to read. Thank you so much for this article.
I really am amazed that this is happening. I appreciate seeing tax dollars going to efforts like this.
Wade Goldthwait
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