www.baltimoresun.com/news/maryland/anne-arundel/bs-md-state-archives-audit-20130423,0,2465033.story

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Audit dings State Archives for poor record-keeping, outdated software

State Archives officials agree with findings, say they will make changes

By Carrie Wells, The Baltimore Sun

10:02 PM EDT, April 23, 2013

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The State Archives had inadequate procedures to prevent loss or employee theft of its $31.4 million art collection, and outdated software left its computers vulnerable to attack, an audit released Tuesday found.

The Department of Legislative Services audit did not find evidence that computers had been hacked or art lost or stolen, but recommended the State Archives improve its oversight. State Archives officials agreed with the auditors' findings and said they have put into place the recommendations or will soon do so.

The State Archives, with a $8.7 million annual budget, keep historically significant documents and art, as well as certain government and private records.

Auditors found that the State Archives did not keep a proper record of its art collection as required, and that three employees had the power to both access the collections and make changes to the inventory log. State rules require a separation of those duties. State Archives officials said they would make those changes within a month.

Auditors also said the State Archives, which runs the computer systems of more than 30 state agencies and departments, had not updated its operating system since it was first installed in 2007. Software patches, fixes, service packs and upgrades had never been installed, leaving the computers "vulnerable to security exploits," the auditors wrote. State Archives officials said they would fix this within six months.

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