Managing Records: Services for State Agencies

Imaging Certification Statement

State agencies submitting records disposition schedules to the State Archives that propose to substitute imaged records for original records for retention purposes should complete an Imaging Certification Statement [MS Word version or PDF version].  The Statement should be signed by the agency Records Management Officer and should accompany each program unit schedule submitted to the State Archives that proposes such substitution.  One copy of the signed Certification Statement should accompany each Records Disposition Request (Form REC-3) submitted to the State Archives seeking approval of a records disposition schedule for one or more series in a program unit.  Completion of this form ensures that the imaged records will be appropriate replacements for the original records. The Statement should be completed and signed by the Records Management Officer and should accompany each applicable schedule request.  It certifies

  1. that the images completely and accurately reproduce the records being imaged;
  2. that the imaged records will be appropriately maintained to meet required retention periods;
  3. that the imaging system will not permit additions, deletions, or changes to the records without leaving a record of such actions;
  4. and that the agency will be able to authenticate the imaged records by competent testimony if necessary.

If an agency Records Management Officer has questions about this process, we invite you to contact the State Archives by email at RECMGMT@mail.nysed.gov.