Managing Records: Storage & Preservation

Using the State Records Center

Publication #83
2009

View, download, or print the complete version of Publication 83 in:

• accessible HTML format (without forms)
• PDF format
  

Downloadable forms for the State Records Center are available in PDF or as Microsoft Word templates.

For more information, refer to our State Records Center page or the Services for State Agencies page.

Publication Summary

The New York State Records Center (SRC) , operated by the New York State Archives, provides efficient, low-cost, inactive records storage and retrieval for New York State agencies. Located in Building 21 at the Governor W. Averell Harriman State Office Building Campus in Albany , the SRC has been serving state agencies since 1967. You can contact the Records Center by phone at (518) 457-3171 or e-mail at records@mail.nysed.gov.

SRC services available to state agencies include

• climate-controlled storage equipped with water sprinkler systems
• vault storage equipped with CO 2 and Halon fire suppression systems
• reference retrievals and document refiling
• destruction services for inactive paper records
• secure storage for special media (including computer tapes and microfilm masters)

This guide on using the State Records Center 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. It also includes general information such as hours of operation and internal service fees charged to state agencies. The appendices include the forms state agency staff need to transfer, interfile, and withdraw records; an example of the form SRC send to state agency staff to notify them of impending disposition; and information on the state wastepaper recycling contractor. All state agency staff who work with records are encouraged to read this publication.