Managing Records: Services for State Agencies: Newsletters

Archived Newsletters: May 2007

Welcome to the May edition of the New York State Archives RMO newsletter! It’s a whirlwind month here for us in State Agency services, so this month’s newsletter will be short (but hopefully sweet!)

Update on the Training Poll
Thanks to everyone who answered our poll on the training you’d like to see offered by the State Archives – it’s much appreciated! While we’re still working on setting up dates and locations we plan to offer the following workshops based on your response:

Conducting a Records Inventory
Your Role as RMO
Developing Records Management Policies and Procedures
Disaster Planning and Response for Records Managers

Keep in mind, if you don’t see a workshop listed you particularly want to take, you can also sign up for those offered in other regions, or you can contact us here in State Agency Services if you’d like us to come out and work with your agency on a particular subject. We’ll let you know as soon as we’ve opened registration for the workshops listed above.

Upcoming Training Opportunities
Managing E-Mail Effectively
Wednesday, May 16, 2007 (LAST CHANCE TO REGISTER!)
Link: http://iarchives.nysed.gov/WorkShops/training.jsp?id=919

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

Records Center News
Since shelving is being installed sooner than expected at the satellite facility at Riverview Center, we will be able to begin storing records there at the end of this month. That will add space for about 40,000 boxes, which will more than accommodate the number of boxes we have on transfer lists from agencies. If you have any transfer lists that you have been holding while the Records Center was closed for asbestos abatement or have records that you have been waiting to put on transfer lists because of our limitations, now is the time to send us those lists, so we can begin to schedule the transfer of your records. Please contact David Lovell (457-3172, dlovell@mail.nysed.gov ) at the Records Center for further assistance.

Security Corner
This month’s featured security tips deal with protecting your sensitive data against loss. Your agency’s data is one its most valuable assets. It is the lifeblood of your organization. Protecting it against theft, loss, and damage is one of the most important jobs you can have. One way you can help safeguard your data is by managing how is stored and accessed. Here are some points to consider when doing so:

Password-protect your access – Use a strong password or pass-phrase to protect access to your data.
Identify where the data is stored – Have specific places within your network or computer where you store sensitive/confidential data.
Limit transportation and transmission of data – Refrain from transporting or transmitting sensitive/confidential data if you don’t need to do so.
Limit physical access - Whenever possible, store sensitive/confidential data on devices that are physically secured. Allow only authorized individuals access to those devices, and monitor access to those devices whenever possible.
Restrict network or shared access – Do not allow anyone access to sensitive/personal data unless they specifically require access.
Temporary data storage - If you need to store sensitive/confidential data temporarily on a memory stick, laptop, or other device, remove that data from the device when you have finished. Ensure that data has been completely erased and not just deleted.
Encrypt stored sensitive/confidential data – Whenever possible, encrypt stored sensitive/confidential data, whether it is being permanently or temporarily stored. This can help prevent unintended disclosure even if your system has been compromised.
Use separate local or network accounts – By using separate accounts, individuals can be assigned very specific access rights and privileges.
Limit the type of access an account or process requires - Limit the kind of access to sensitive/confidential data based on how that data needs to be handled.

That's it for 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

Have a wonderful May!