Dartmouth Vault Files [Contracts, Deeds, Easements, Leases, Agreements]

Title and statement of responsibility area

Title proper

Dartmouth Vault Files [Contracts, Deeds, Easements, Leases, Agreements]

General material designation

  • Textual record

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Sub-series

Reference code

101-2V

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Edition statement of responsibility

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Issuing jurisdiction and denomination (philatelic)

Dates of creation area

Date(s)

  • 1898-1996 (Creation)

Physical description area

Physical description

39 boxes of textual records

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Custodial history

Scope and content

Sub-series consists of "vault files" numbered no.0005 to no.4356, kept by the Clerk-Treasurer's Office of any contracts, deeds, easements, leases, bills of sale, expropriations, heritage properties, mortgages, quit claim deeds, releases or agreements filed with the City of Dartmouth. This "vault filing system" was a central registry for these legal documents; the legal, accounting, purchasing, housing and engineering departments were supposed to submit the documents to the Clerk-Treasurer who assigned each file a number and indexed it by the person or company involved, the geographic location, and the type of transaction. A file with the Clerk-Treasurer's Office instructions for Vault Filing is available in the box with the indexes.

Notes area

Physical condition

Immediate source of acquisition

Transferred from the Municipal Clerk's Office in 2008.

Arrangement

Files are in numeric order. Obsolete files are boxed separately, but retain their original file number (It appears that some obsoleted files were destroyed, and the numbers re-used, while others were kept and the original number preserved - see Vault Filing instructions file with indexes).

Language of material

Script of material

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Availability of other formats

Restrictions on access

This series may contain records, the release of which could harm privacy or solicitor-client privilege or third-party interest . Contact an archivist to request access.

Terms governing use, reproduction, and publication

Finding aids

There are several indexes available to determine the vault file number for a particular case: /n - Computer print-out from March 1996, alphabetical by name or location (available as a digital file below); /n- Computer print-out of obsolete files, alphabetical by name or location; /n - Card catalogue index cards, alphabetical by name or location (2 sets, it is unclear if they over-lap with each other or the computerized indexes too) /n - Numeric listing of 197?-1987 files in number-order within type-sections (eg. leases, deeds, contracts, etc); /n numeric listing from no.2371 to no.4376.

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Related materials

Accruals

Dartmouth Agreements that were still considered active prior to ca. 1996 may still be in the custody of the Municipal Clerk's Office. These will be transferred to the Archives when they become obsolete; not all files may be preserved.

Accompanying material

A listing of abbreviations used in the index is available with the Vault Filing instructions file with the indexes

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