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Managing Records: Services for State Agencies: Newsletters

Newsletter: October 2008

Welcome to the October State Agency RMO Newsletter! October is Archives month, where institutions all throughout the state will celebrate their collections and achievements. As part of this event, the Archives will have an informational booth down on the Empire State Plaza concourse on October 21, 22 and 23 with staff available to answer questions about our programs. If you’re around, please stop down and say hi!

Legislative Bill and Veto Jackets

The New York State Archives has made the Legislative Bill and Veto Jackets for the years 2002-2006 available on-line.   The jackets may be accessed by year and chapter through both the Browse by Collection, http://iarchives.nysed.gov/PubImageWeb/listCollections.jsp?id=68007 feature as well as through a keyword search of the bill number and brief title.

The Archives is working to make earlier years available online. Researchers can view jackets as they are added to the system by using the keyword search option.  When entire years are completed, they will be available through the browse feature as well.  Researchers may download the files from the Archives website at no charge. For more information about the Bill and Veto Jackets ( http://www.archives.nysed.gov/a/research/res_topics_legal_billveto.shtml )

New Workshop Added!  ‘Using the State Records Center’

We are pleased to announce the addition of a newly developed mini-workshop to our fall schedule. ‘Using the State Records Center’ will be held on November the 11th at the State Records Center (SRC) from 2 PM to 4 PM. This workshop is intended to provide agencies with further information on how the SRC operates and how they may utilize its services.  It will:

  • Provide step-by-step instructions for transferring paper records, microfilm, and computer media to the SRC
  • Demonstrate how to prepare records for transfer to the SRC
  • Discuss how to gain access to records stored at the SRC
  • Review records disposition and destruction at the SRC

The workshop also includes a tour of the Records Center. To register, please visit our website at: http://iarchives.nysed.gov/WorkShops/workshopsDetailServlet?id=1213&cat=2

Archives Partnership Trust Event

Join the Archives Partnership Trust, Time Warner Cable and The History Channel for an engaging evening of conversation between author and Presidential historian Michael Beschloss and nationally prominent Lincoln Scholar Harold Holzer as they talk about Mr. Beschloss' life and passion for history. The event is part of the Empire State Archives and History Award Program, and will take place at The Egg, Center for the Performing Arts, on Wednesday, October 22, 2008. This is the 4th year for the Empire State Archives and History Award and Mr. Beschloss is this year's Honoree.

The Archives Partnership Trust is holding a reception prior to the event (the cost of which also includes a ticket to the event) and you can find information on attending it through the APT website, or you can purchase a ticket to the event itself directly from the Egg box office.

http://www.archives.nysed.gov/apt/events/index.shtml
http://www.theegg.org/events/533

State Agency Spotlights

At the recent NYS Forum annual meeting excellence awards were given out to several state agencies for best practices initiatives. While not always directly tied to records management, these programs exemplify the kind of achievements that can be made in state government through collaboration and cooperation and we would like to acknowledge their successes.

Award recipients:

  • NYS Division of Criminal Justice Services for their Critical Legacy Information System Migration, bringing their legacy systems forward into a modern, extensible, web based platform.
  • NYS Office of Children and Family Services & The Center for Technology in Government for their New York State Mobile Technology Demonstration Pilot Program, which showed how mobile technologies could be used out in the field by caseworkers to benefit their work.
  • NYS Department of Transportation for their  New York State Roadway Inventory System, a flexible and scalable means of maintaining information on New York State’s roadways.
  • NYS Office of General Services Procurement Services Group for the Evolution and Greening of the Aggregated PC Purchase Program to develop greener, safer and more sustainable procurement choices for New York State.
  • NYS Office of the State Comptroller for Open Book New York, a project to help promote transparency in New York state government, and help taxpayers understand how their tax dollars are spent.
  • NYS Office of Temporary and Disability Assistance for their work in redesigning the OTDA website to make it more user-friendly and accessible to its target audience, providing clear and easy access to value added features.

Congratulations go out to all.

State Agency Workshops

The fall state agency workshop schedule is now available online! Please register at our web page:

http://iarchives.nysed.gov/WorkShops/workshopsServlet?owner=REG&cat=2

Using State Archives Retention Schedules
Date: 11/05/2008
Location: State Records Center

Using the State Records Center
Date: 11/13/2008
Location: State Records Center

Files Management
Date: 12/02/2008
Location: State Records Center

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.

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

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

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