Managing Records: Services for State Agencies: Newsletters

Archived Newsletters: February 2007

Hi! Sarah here, with this month's update on what's going on with State Agency Services at the NYS Archives. Boy, do we have a lot to tell you this month!

New Supervisor of State Agency Services
First off, please give a warm welcome to the new Supervisor of State Agency Services, Jennifer O'Neill! Jennifer has been with the State Archives since 1999, working in both our Records Service Development and Information Technology Services divisions. Jennifer also has a strong grounding in electronic records, especially GIS and eGovernment, which I'm sure we all will benefit from. If you'd like to drop a line to say "hi" or probe her mind for advice, Jennifer can be reached at joneill@mail.nysed.gov or, 518-473-2112.

Extra, Extra! Archives Holds RMO Meeting!
The New York State Archives will be holding an Agency RMO meeting on Monday, March 5 at 10:00 at the Archives. Topics on the agenda include the Gubernatorial Transition, Advisory Services to State Agencies, and Goals for 2007. Tours of the State Archives will be conducted for attendees. Please consider attending the meeting, and bring along any staff from your agency's executive office or IT departments who may be interested in learning more about State Agency Services. Refreshments will be served. Please contact me at (518) 473-6803 or sdurling@mail.nysed.gov to RSVP. I hope we'll see you there!

Scheduling Reminder
We'd like to remind agency RMOs and others that the State Archives is in the process of updating the State General Retention and Disposition Schedule, which was last revised in 2002. We'd like to hear from agencies on suggestions for new and revised items. Keep in mind that the purpose of the General Schedule is to approve the disposition of records that are common to most or all agencies. Having items in the General Schedule often eliminates the need for agencies to develop their own schedules for those records, so there are obvious advantages to making the schedule as complete as possible.

If you have suggestions or comments for the General Schedule, contact Bob McDonnell in the Retention Scheduling Unit at (518) 473-8498 or by e-mail at bmcdonne@mail.nysed.gov.

Before You Shred
On a related note, we would like to remind agencies that State law requires that records be scheduled prior to destruction, and that Records Disposition Authorizations (RDAs) issued by the State Archives to authorize the destruction be used. If you have questions about scheduling your agency's records or would like assistance, please contact Bob McDonnell in the Retention Scheduling Unit at (518) 473-8498 or by e-mail at bmcdonne@mail.nysed.gov.

FORUM Document Management Seminar
Keep an eye on the NYS FORUM's Emerging Technologies web page. Details and registration information is still forthcoming, but the FORUM will be holding a seminar on Document Management here in Albany on February 27. The seminar will feature a variety of speaker, including our very own Ann Marie Przybyla!

Link: http://www.nysforum.org/committees/emergingtechnologies/

Spring Training Classes
We're happy to announce that we will be holding the following training classes at the State Record Center this spring. These classes are free to attend, although space is limited. Please use the links provided to register, or go out to our website. All training sessions will be held at the State Record Center on the State Office Campus, Building 21, from 9:00 am - 1:00 pm.

Electronic Document Imaging
Wednesday, March 14, 2007
Link: http://iarchives.nysed.gov/WorkShops/training.jsp?id=906

Although imaging systems can store and quickly retrieve a large volume of documents, they can rarely be justified on that basis alone. To make optimal use of this technology, state agencies and local governments must first understand the technology:

How document imaging systems work
How to plan for and implement a new imaging system
How to maintain access to images that must be retained for extended periods
How to ensure that image files will be admissible in a court of law
How to estimate costs of acquiring and maintaining imaging systems

Managing Electronic Records
Wednesday, April 11, 2007
Link: http://iarchives.nysed.gov/WorkShops/training.jsp?id=918

One of the biggest challenges facing records and office managers today is the complexity of issues surrounding the management of electronic records. The manager's goal should be to determine the most efficient way to manage electronic records so that access for their entire retention period is ensured. This workshop will focus on a number of topics:

How to design and manage electronic recordkeeping systems of all sizes and types
How to differentiate electronic records from non-record electronic information
How to file and maintain access to electronic records
How to control the retention of electronic records
How to develop security and other management controls over electronic records
How to preserve access to electronic records over long periods of time

Preservation of Electronic Records
Wednesday, June 20, 2007
Link: http://iarchives.nysed.gov/WorkShops/training.jsp?id=920

With ever-changing technology and the short life expectancy of the media on which they are stored, electronic records pose a special challenge to governments' preservation. Governments' electronic records can be found not only on computer media, but also on audio tapes and videotapes. This workshop will:

Describe the different types of electronic media
Provide information about different preservation techniques
Provide information about proper storage techniques
Discuss how to maintain access to records.

Managing E-Mail Effectively
Wednesday, May 16, 2007
Link: http://iarchives.nysed.gov/WorkShops/training.jsp?id=919

Electronic mail (e-mail) is changing the way organizations conduct their day-to-day business, and e-mail messages are official records when created or received in the transaction of public business. The workshop will discuss how to:

Identify records transmitted via e-mail
Identify the retention period for e-mail records
File, maintain, and preserve e-mail
Solve e-mail security issues
Develop an e-mail policy covering the management and acceptable use of e-mail

Cyber Tips
This month's security tips from our friends at Carnegie Mellon University deal with the issue of cyberbullying. Cyberbullying refers to the growing practice of using technology to harass, intimidate, and bully individuals. Email, cell phones, and PDAs can all be used to cyberbully someone. You can protect yourself from cyberbullies by being careful where you post your personal information to prevent it from falling into the wrong hands. If you find that you are in a situation where you are being cyberbullied, avoid responding to it and potentially escalating the situation, document the bullying by retaining information as when it happened and who sent it (including IP addresses where applicable!) along with the original message, and report the cyberbullying to the local authorities. That's all the news that's fit to print this month. Remember that we want to hear from you! State Agency Services is here to help make your job easier by answering questions, doing site visits, and providing training.

David Lowry
dlowry@mail.nysed.gov
(518) 473-9454

Jennifer O'Neill
joneill@mail.nysed.gov
(518) 473-2112

Sarah Durling
sdurling@mail.nysed.gov
(518) 473-6803