Dedham, MA – Protecting and preserving land records is one of the most important responsibilities entrusted to a Registry of Deeds. From historic documents dating back to 1793 to modern electronically recorded instruments, the Norfolk County Registry of Deeds serves as the custodian of millions of land records that establish ownership of homes, businesses, and property throughout Norfolk County. The Registry has implemented a variety of technologies, preservation initiatives, and business continuity measures designed to ensure that these records remain secure, accessible, and protected for future generations.
Over the years, the Registry has undertaken significant modernization efforts to safeguard the county’s land records. These efforts have included the digitization and imaging of historic documents, the transcription of more than 450,000 handwritten records, implementation of electronic recording, and the creation of online access to land records dating back to Norfolk County’s founding. These initiatives have helped ensure that valuable historical and legal documents are preserved while remaining readily available to property owners, legal professionals, researchers, and members of the public.
“The Registry’s responsibility extends far beyond recording documents,” stated Norfolk County Register of Deeds William P. O’Donnell. “We are also responsible for ensuring that these records remain secure, accessible, and protected. For many property owners, these records document ownership of their most valuable asset, their home. Maintaining the integrity and availability of those records is a responsibility that we take very seriously.”
In addition to preserving historic records, the Registry has long maintained technology systems and operational safeguards designed to protect land records against unforeseen disruptions. a key component of these efforts has been business continuity planning. Approximately a decade ago, the Registry established a Disaster Recovery Office to provide an alternate operating location should the main Registry facility become unavailable. The value of that planning became evident during the COVID-19 pandemic when the Disaster Recovery Office helped support continued Registry operations and public access to critical land records.
The Registry has also maintained backup systems, redundant storage practices, off-site operational capabilities, and disaster recovery protocols designed to preserve land records and ensure their availability during emergencies.
The need for these protections cannot be overstated. Every deed, mortgage, discharge, easement, and other recorded land document maintained by the Registry plays a role in establishing and protecting legal ownership rights. Homeowners, businesses, lenders, attorneys, title examiners, municipalities, and courts rely upon the accuracy, security, and availability of these records every day. Because these documents form the foundation of the real estate ownership system, the Registry maintains multiple layers of protection designed to guard against data loss, technological failures, cyber threats, and operational disruptions while ensuring that critical land records remain available to the public whenever they are needed.
Protecting and preserving millions of land records has become increasingly important in an era of cybersecurity threats, technology failures, natural disasters, and other unforeseen disruptions. Register O’Donnell noted that these responsibilities become more challenging when efforts to protect land records and ensure uninterrupted public access are hindered by decisions made outside the direct control of the Registry.
“While the Registry remains committed to safeguarding Norfolk County’s land records, that mission becomes increasingly challenging when proven business continuity, disaster recovery, and technology protection measures face obstacles or are not given the priority they deserve,” said Register O’Donnell. “The Registry has consistently advocated for investments and policies designed to protect both the integrity and accessibility of these records.”
Among the challenges faced in recent years has been the discontinuation of the direct-report Registry IT department who in the past were keenly focused on protecting those records and ensuring uninterrupted public access. On May 4, 2022 Commissioners Peter Collins and Joseph Shea in a 2 to 1 vote eliminated all Registry IT positions out of the Registry Budget.
Additional challenges include, concerns regarding critical technology infrastructure, and the relocation of the Registry’s longstanding Disaster Recovery Office, before a suitable alternate location was ready.
“Whether the challenge is a severe weather event, equipment failure, cyber threat, public health emergency, or another unforeseen circumstance, our goal remains the same,” Register O’Donnell continued. “The residents of Norfolk County should know that protecting the security, preservation, and accessibility of their land records remains the Registry’s top priority.”
The Norfolk County Registry of Deeds continues to maintain and preserve land records dating back more than two centuries while pursuing technologies and operational practices designed to ensure that these vital public records remain protected and accessible for generations to come.