Title and statement of responsibility area
Dartmouth Vault Files [Contracts, Deeds, Easements, Leases, Agreements]
General material designation
- Textual record
Other title information
Title statements of responsibility
Level of description
Edition statement of responsibility
Class of material specific details area
Statement of scale (cartographic)
Statement of projection (cartographic)
Statement of coordinates (cartographic)
Statement of scale (architectural)
Issuing jurisdiction and denomination (philatelic)
Dates of creation area
Physical description area
39 boxes of textual records
Publisher's series area
Title proper of publisher's series
Parallel titles of publisher's series
Other title information of publisher's series
Statement of responsibility relating to publisher's series
Numbering within publisher's series
Note on publisher's series
Archival description area
Name of creator
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.
Immediate source of acquisition
Transferred from the Municipal Clerk's Office in 2008.
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
Location of originals
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
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.
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.
A listing of abbreviations used in the index is available with the Vault Filing instructions file with the indexes