Publications:

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
These guidelines list the minimal standards for producing and inspecting digital images of records.
Published 2014
41 pages

PDF (680 KB)

 

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

PDF

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
49 pages

PDF

11 Introduction to Microfilm
Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works.
Published 1997
20 pages

PDF

15 Acetate Microfilm
Provides a concise fact sheet regarding acetate-based film.
Published 2003
3 pages

PDF

31

Local Government Records Useful in Family History Research
Describes local government record series that are valuable for genealogical research.
Published 2002
5 pages

PDF

36

Intrinsic Value of Local Government Archival Records
Explains the characteristics that give records intrinsic value.
Published 2002

PDF

40

Fundamentals of Managing Local Government Archival Records
Provides an overview of archival principles and suggests core archival activities that local governments may undertake.
Published 1995
21 pages

PDF

41

Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them
Explains how to use State Archives retention schedules, develop specialized office retention schedules, and destroy obsolete records.
Published 2002
48 pages

PDF

42

Guidelines for Off-Site Storage of Inactive Local Government Records
Describes effective policies and procedures for off-site storage of inactive government records. Paragraph 2, page 1 revised in 2006.
Published 1993, revised 1996 and 2006
9 pages

PDF

44

Records Management Consultants for Local Governments
Provides advice and guidance to state agencies, local governments, and historical societies that are considering the employment of consultants.
Published 2000
24 pages

PDF

48

Developing an Inactive Records Storage Facility
Provides practical advice about how to set up an inactive records storage facility. Discusses costs, security, space requirements, environmental conditions, physical layout, and many other subjects.
Published 1994
19 pages

PDF

49

Administration of Inactive Records
Outlines and describes the steps necessary to ensure efficient and effective operation of inactive records storage.
Published 1994
64 pages

PDF

50

Appraisal of Local Government Records for Historical Value
Gives local officials a general understanding of how to identify, evaluate, and select records that have ongoing historical value.
Published 1996
39 pages

PDF

54

Archives Month Action Guide
Suggests ideas for Archives Month activities and provides helpful guidance about how to increase media coverage of Archives Month events.
Published 2000, revised 2011
23 pages

PDF

59

Archival Needs Assessment Guidelines and Template
Provides a framework for the assessment of and planning for an archival program.
Published 2001
18 pages

PDF

60

Criteria for Selecting Records for Conservation Treatment
Outlines a series of questions to ask to determine whether or not conservation is an appropriate preservation option.
Published 2001

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

74

A Manual for Documentation Planning in New York State
Presents a method for planning the documentation of important topics in New York history on a statewide or regional basis.
Published 2002, revised 2010
34 pages

PDF
75

New York Documentation Topics Framework
A comprehensive and suggestive list for organizing the range of possible topics to document in New York history and culture. The subtopics and examples suggest the scope of the topics but are not meant to be exhaustive.
6 pages

PDF
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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

PDF

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

HTML

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

HTML

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

HTML

ADV12.00 Records Advisory Boards
Information about how these boards can guide the records management program.
Published 2012
6 pages

HTML

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, revised 2013
HTML
ADV13.01

Using PDF/A as a Preservation Format
Published 2013

HTML

ADV13.02

Fire Suppression for Records and Archives
Learn about fire suppression tools and techniques.
Published 2013

HTML

ADV13.03

Local Government Records Management Improvement Fund Demonstration Grants
Learn about demonstration grants.
Published 2013

HTML
OTR04.0 Records Retention and Disposition Schedule CO-2
Records Retention and Disposition Schedule for counties.
Published 2006
286 pages

PDF (1 MB)

HTML

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

PDF (1.86 MB)

HTML

 

OTR04.1a

Records Retention and Disposition Schedule MU-1 (Replacement Pages)
Replacement pages for the Records Retention and Disposition Schedule MU-1 (2000)for cities, towns, villages, and fire districts.
Published 2003
140 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

PDF (10.7 MB)

HTML

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.

PDF (1.05 MB)

HTML

OTR13 Local Government Records Management Improvement Fund (LGRMIF) Grant Application Guide
Published 2014
PDF
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
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

PDF

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

PDF (632 KB)

HTML

SP03

Archives and You: The Benefits of Historical Records
Discusses the value of historical records, where they can be found, how they can be used, and how to care for them. This publication is available in paper format only.
Published 1990
12 pages

PDF
SP04

Strengthening New York's Historical Records Programs: A Self-Study Guide
Provides basic reference information for the administration of historical records programs and a workbook to conduct an institutional self-evaluation. The final result of using this guide can be a written repository mission statement, general improved practices in handling historical records, or a long-range plan for the management of the institution's historical records. Available as a PDF via e-mail or on CD.
Published 1989

PDF