Publications on Managing Records
Records and information management publications including guidance on the care and use of historical records and funding sources for archival programs.
You can order print copies of each title by contacting ARCHTRAIN@mail.nysed.gov with your request.
| Number | Title | Formats Available Online |
|---|---|---|
| 00 | Imaging
Production Guidelines |
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| 06 | Retention
and Disposition of Library and Library System Records Provides basic information on the retention and disposition of library records. Published 2007 5 pages |
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| 09 | Producing
High Quality Microfilm Defines technical guidelines for producing high quality microfilm and issues to consider before undertaking a micrographics project. Includes updates and corrections added in August 2005. Published 1998, updated 2005 56 pages |
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| 11 | Introduction
to Microfilm Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works. Published 1997 20 pages |
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| 15 | Acetate
Microfilm Provides a concise fact sheet regarding acetate-based film. Published 2003 3 pages |
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| 20 | Guidelines
for Determining if a Stand-Alone Imaging System is the Best Choice
for You Familiarizes local governments and state agencies with stand-alone imaging systems to help them determine if such a system will meet their needs. Published 1999 10 pages |
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| 22 | Guidelines
for Ensuring the Long Term Accessibility and Usability of Records
Stored as Digital Images |
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| 31 | Local
Government Records Useful in Family History Research |
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| 36 | Intrinsic Value of Local Government Archival Records Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| 40 | Fundamentals
of Managing Local Government Archival Records |
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| 41 |
Retention
and Disposition of Records: How Long to Keep Records and
How to Destroy Them |
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| 42 | Guidelines
for Off-Site Storage of Inactive Local Government Records |
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| 44 | Records
Management Consultants for Local Governments |
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| 48 | Developing
an Inactive Records Storage Facility |
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| 49 | Administration
of Inactive Records |
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| 50 | Appraisal of Local Government Records for Historical Value Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| 52 | Computer
Output Microfilm |
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| 53 | State,
Federal and Private Sources of Funding for Archives, Historical
Societies, Libraries and Other Not-for-Profit Organizations |
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| 54 | Archives Month Action Guide |
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| 56 | Selected Bibliography on Historical Records Administration Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| 57 | Government Records Services Provides information on records management services for local governments and state agencies provided by the State Archives. |
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| 58 | eGovernment |
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| 59 | Archival
Needs Assessment Guidelines and Template |
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| 60 | Criteria for Selecting Records for Conservation Treatment Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| 61 | Seven
Attributes of an Effective Records Management Program Discusses attributes that records managers can use to assess the effectiveness of their programs. Includes examples of good practices and a glossary of records management terms. Published 2002 18 pages |
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| 62 | Managing
E-Mail Effectively Provides an in-depth look at all aspects of e-mail management. A glossary of e-mail terms and sample e-mail policies are included. Published 2002 64 pages |
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| 63 | Guidelines
for Choosing Records Management Software Explains how different software products can help manage records more effectively, including software that maintains records inventories, tracks inactive records, and improves access to active records. Published 2002 11 pages |
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| 64 | Conducting
Needs Assessments for New Recordkeeping Systems Provides general advice on when and how to conduct a needs assessment for implementing a new recordkeeping system. A recordkeeping system can be any paper, electronic, micrographic, or hybrid system designed to create, store, and manage records. Published 2003 34 pages |
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| 65 | Recommendations
for Shelving for Inactive Records Storage Explains what factors should be considered to choose the best records storage shelving. Published 2004 4 pages |
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| 67 | A
Guide to Documenting Latino/Hispanic History & Culture in New
York State Explains how to document latino/hispanic communities. Suggests documentation priorities and provides examples of projects. Published 2002 36 pages |
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| 69 | A
Strategic Plan for Documenting Mental Health in New York State Explains how to document mental health. Defines scope of plan, outlines documentation priorities, and suggests where to look for records relating to mental health. Published 2001 17 pages |
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| 73 | A
Guide to Documenting Environmental Affairs in New York State Explains how to document environmental affairs. Suggests documentation priorities and provides examples of projects. Published 2001 41 pages |
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| 74 | A Manual for Documentation Planning in New York State |
PDF (196 KB) |
| 75 | New York Documentation Topics Framework |
PDF (40 KB) |
| 76 | Inventory
and Planning: The First Steps in Records Management Explains the value and uses of a records inventory, provides a step-by-step explanation of how to conduct an inventory, and shows how to develop a simple plan to guide the development of a records management program. Published 2003 36 pages |
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| 77 | Managing
Imaging and Micrographics Projects Details the steps to follow to ensure a successful imaging or micrographics project, including how to develop technical specifications and a contract. Published 2003 44 pages |
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| 78 | Indexing
Minutes Describes different ways to index minutes, explains when one method is better over another, and gives detailed instructions on how to develop an index. Includes sample master lists of indexing terms and a sample indexing procedures manual. Published 2003 68 pages |
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| 79 | Documentation
Basics: A Guide to Planning and Managing Documentation Projects Documentation is the process of locating, identifying, and acquiring unique, historical records that are not yet in a historical records repository. Published 2003 81 pages |
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| 81 | Historical
Records and the Local Government Historian Suggests ways that local government historians can use their specialized knowledge and interests to encourage and support records management and historical records programs that are adequate to the needs of local governments and their constituents. Published 2004 10 pages |
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| 82 | Preparing
for the Worst: Managing Records Disasters Describes the steps necessary to anticipate, prevent, plan for, and recover from a disaster affecting records in any format. It includes a sample disaster management plan, data collection forms, and specific steps for responding to a disaster. Published 2004 58 pages |
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| 83 | Using
the State Records Center This guide provides step-by-step instructions for transferring paper records, microfilm, and computer media to the SRC, gaining access to records stored at the SRC, and arranging for records disposition. The appendices include forms that state agency staff need to transfer, interfile, and withdraw records. Published 2009 32 pages |
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| 84 | Guidelines
for the Management of State Agency Executive Office Records Outlines the responsibilities that state agencies have for managing their most important administrative records and indicates who state agency staff should call for records management advice and services. Published 2010 4 pages |
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| 85 | Developing
a Policy for Managing Email These guidelines are intended as a starting point for state agencies and local governments to use for writing policies and procedures that will guide a program for managing email. Agencies and governments should adapt the guidelines to meet their own needs and capabilities, and continue to update their policies on an as-needed basis. Published 2010 62 pages |
|
| ADV09.01 | Using
a Data Storage Vendor Provides information to local governments and state agencies about the issues involved in handing over custody and control of data to a vendor or to another government or agency. Published 2009 1 page |
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| ADV10.01 | Preliminary
Guidance on Social Media This publication can help you to verify that using social media sites will meet your business needs, and familiarize your organization with the risks associated with the use of these tools. Published 2010 7 pages |
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| ADV11.01 | Reclaiming
Alienated Records Defines alienated records and lists steps to take when you discover that the records of your local government or state agency may be in the custody of another person or organization. Published 2011 |
HTML |
| ADV11.02 | Services
and Funding Available for Flood-damaged Records State Archives is available to provide assistance and advice on recovery of flood-damaged local and state government records and for archival/historical records in government offices and historical organizations in the areas affected by flooding. Published 2011 2 pages |
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| ADV11.04 | Sources
of Assistance for Non-Profit Organizations State Archives compiled a list of Sources of Emergency Funding and Grants for the Preservation of Damaged Materials to assist non-profits with water damaged records. Published 2011 3 pages |
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| ADV12.00 | Records
Advisory Boards Information about how these boards can guide the records management program. Published 2012 6 pages |
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| ADV12.01 | Electronic
Records Disaster Preparedness and Recovery Information on disaster preparedness and recovery for government electronic records. Published 2012 |
HTML |
| ADV12.02 | Salvaging
Moldy and Contaminated Records Information on mold and paper records. Published 2012 |
HTML |
| ADV12.03 | Working
with Disaster Recovery Vendors Advice on how to work with Disaster Recovery Vendors. Published 2012 |
HTML |
| ADV12.04 | Salvaging
and Caring For Your Family Treasures Information about how families can salvage and take care of family records and memorabilia. Published 2012 |
HTML |
| ADV12.05 | Funding
for Non-Profit / Non-Government Organizations with Damaged Collections Published 2012 |
HTML |
| ADV12.06 | Local
Government Records Management Improvement Fund Shared Services
Grants Learn about how shared services grants provide funding for two or more local governments to cooperate on a grants project by developing a permanent cooperative arrangement to solve a shared records management problem. Published 2012 |
HTML |
| GIS03 | Local
Government Geographic Information System Development Guides Email ARCHTRAIN@mail.nysed.gov to order the complete guides. |
HTML |
| LGPV | Look Before You Leap: a Walk Through a Microfilm Lab Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| OTR04.0 | Records
Retention and Disposition Schedule CO-2 Records Retention and Disposition Schedule for counties. Published 2006 286 pages |
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| OTR04.0a | Records
Retention and Disposition Schedule CO-2 (Replacement Pages) Replacement pages for the Records Retention and Disposition Schedule (2002) for counties. Published 2006 128 pages |
PDF (12.4 MB) |
| OTR04.1 | Records
Retention and Disposition Schedule MU-1 Records Retention and Disposition Schedule for cities, towns, villages, and fire districts. Published 2003 223 pages |
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| OTR04.1a | Records
Retention and Disposition Schedule MU-1 (Replacement Pages) Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| OTR04.2 | Records
Retention and Disposition Schedule MI-1 Records Retention and Disposition Schedule for miscellaneous local governments. Published 2006 276 pages |
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| OTR04.2a | Records
Retention and Disposition Schedule MI-1 (Replacement Pages) Replacement pages for the Records Retention and Disposition Schedule MI-1(2002) for miscellaneous governments. Published 2006 108 pages |
PDF (11.4 MB) |
| OTR04.3 | Records
Retention and Disposition Schedule ED-1 Records Retention and Disposition Schedule for school districts, BOCES, County Vocational Education and Extension Boards, Teacher Resource and Computer Training Centers. |
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| OTR13 | Local
Government Records Management Improvement Fund (LGRMIF) Grant Application
Guide Published 2012 |
HTML |
| OTR26 | Documentary
Heritage Program Grant Application and Materials Provides instruction to not-for-profits on how to apply for a Documentary Heritage Program (DHP) grant. Includes the necessary forms and resource materials. Published 2013 |
PDF (376 KB) |
| OTR28 | Local
Government Records Management Improvement Fund Disaster Recovery
Guidelines Contact your Regional Advisory Officer to obtain information on how to apply for a Local Government Records Management Improvement Fund (LGRMIF) Disaster Recovery Grant. |
HTML |
| OTR29 | Local
Government Records Management Improvement Fund Reporting Guidelines Provides information on writing the Local Government Records Management Improvement Fund (LGRMIF) final project performance report required of all local governments who receive an LGRMIF grant. The publication includes the necessary report forms. |
HTML |
| SGP02 | Guide to Efficient Filing Systems Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SGP10 | Guidelines for the Legal Acceptance of Public Records in
an Emerging Electronic Environment Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SGP16 | Records
Retention and Disposition Schedule - Election Records Government Records Management Information Series. Records Retention and Disposition Schedule for use by New York County Boards of Elections Published 1996 24 pages |
|
| SGS04 | General
Retention and Disposition Schedule for New York State Government
Records, Effective January 2008 This publication provides authorizations for state agencies to dispose of common administrative records following a minimum retention period. Published 2008 108 pages |
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| SP02 | Guidelines for Arrangement and Description of Archives and
Manuscripts: A Manual for Historical Records Programs in New York
State Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SP03 | Archives and You: The Benefits of Historical Records Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SP04 | Strengthening New York's Historical Records Programs: A Self-Study
Guide Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SP05 | Basic Elements of Historical Records Programs Email ARCHTRAIN@mail.nysed.gov to order |
Not available online |
| SP12 | Statewide Access to Historical Records in New York State Contains summaries of conference discussions and a strategic plan for pursuing developments in statewide access to historical records. Published 1995 26 pages |
Not available online |
