Managing Records: Services for State Agencies: Newsletters
Newsletter: November 2008
Welcome to the November State Agency RMO Newsletter!
Proposed Revision of Part 188 of the Commissioner’s Regulations (8 NYCRR PART 188)
The Commissioner of Education proposes to revise Part 188 of the Commissioner's Regulations, relating to state government archives and records management. The purpose of the proposed amendment is to revise and clarify various provisions, especially those relating to replacing original records with microforms, the retention and preservation of electronic records, the disposition of damaged records, and fees for records management services and the storage of records at the state records center.
A Notice of Proposed Rule Making will be published in the State Register on October 29, 2008. It is anticipated that the proposed amendment will be presented to the Board of Regents for adoption at their January 12-13, 2009 meeting.
Comments regarding the proposed amendment may be submitted to Christine Ward, Assistant Commissioner for the State Archives, Room 9A49 Cultural Education Center, Albany, NY 12230 (e-mail cward@mail.nysed.gov). Comments must be received by the State Education Department on or before December 15, 2008.
The text of the proposed amendment can be found at http://www.archives.nysed.gov/a/records/mr_laws_reg188_proposed.shtml (brackets indicate text to be deleted and underlining indicates text to be added).
Consumer Protection Board Wins State Archives Award
The Board of Regents and the New York State Archives selected the New York State Consumer Protection Board to receive the 2008 Annual Archives Award for Excellence in State Agency Records Management.
The award was presented to Mindy Bockstein, Executive Director; Lisa Harris, Executive Deputy Director and Chief Information Officer; and Laura Greco, Deputy General Counsel at a luncheon ceremony at the State Education Building in Albany on October 20, 2008.
The award recognized the Consumer Protection Board for dedicating considerable resources to ensure that its records are being properly managed and disposed. It recognized the Board’s efforts to develop or update records schedules for all offices and for making records management a priority from the highest levels of the agency.
Previous recipients of this annual award include the New York State Department of Health (2000), New York State Department of Environmental Conservation (2001), New York State Office of the Attorney General (2002), Binghamton University (2003), New York State Insurance Department (2004), New York State Department of Civil Service (2005), New York State Emergency Management Office (2006), and the New York State Thruway Authority and Canal Corporation (2007).
HTML Version of the General Schedule
The State Archives is pleased to inform agencies that the General Retention and Disposition Schedule is now available online as a printable html document for users who are unable to open the PDF copy of this schedule.
http://www.archives.nysed.gov/a/records/mr_pub_genschedule.shtml
2009 Larry J. Hackman Research Residency Program at New York State Archives
The New York State Archives and the Archives Partnership Trust announce the availability of awards for qualified applicants to conduct research using historical records at the New York State Archives. The Larry J. Hackman Research Residency Program is intended to support advanced research in New York State history, government, or public policy. The program encourages public dissemination of research products. The Hackman Research Residency Program honors the New York State Archivist who headed the dramatic development of the State Archives between 1981 and 1995.
Applicant/Project Eligibility
Applicants must be engaged in an original research project using historical government records held by the New York State Archives. Preference will be given to projects that: (1) have application to enduring public policy issues, particularly in New York State, (2) rely on holdings that have been little used and are not available on microfilm or electronically, and (3) have a high probability of publication or other public dissemination. Research in records held by other institutions is not eligible for support.
Previous residents have included academic and public historians, graduate students, independent researchers and writers, and primary and secondary school teachers. Projects involving alternative uses of the Archives, such as research for multimedia projects, exhibits, documentary films, and historical novels, are welcomed.
Awards
Awards are intended to defray costs of travel, lodging, meals, document reproduction, and other research-related expenses. Award amounts have ranged from $100 to $4,500. Research visits have ranged from a few days to several weeks depending upon the nature of the research. Awards will not supplement salary or honoraria. Eligible costs are indicated on the application form.
Applications Process/Deadline
Application forms are available online or by request:
Archives Partnership Trust
Cultural Education Center, Room 9C49
Albany, New York 12230
Phone: 518-473-7091
Fax: 518-473-7058
E-mail: hackmanres@mail.nysed.gov
Website: http://www.archives.nysed.gov/apt/grants/
Applications must be postmarked by January 15, 2009. Proposals will be reviewed by a panel of scholars and archivists familiar with the State Archives and its holdings. Applicants will be informed of the panel's decision by May 1, 2009. Residencies must be completed by May 31, 2010.
For additional information about program requirements, see the announcement of the 2009 Larry J. Hackman Research Residency Program on the website of the Archives Partnership Trust http://www.nysarchivestrust.org/
Seats Still Available - November State Agency Workshops
Seats are still available for our November workshops – Using State Archives Retention Schedules and our brand new Using the State Records Center, as well as our December workshop. Please visit our web page to sign up today!
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
