Managing Records: Services for State Agencies: Newsletters

Newsletter: February 2009

Welcome to the February 2009 State Agency RMO newsletter!

Revised Commissioner’s Regulations

The State Education Department’s revisions of the Commissioner’s regulations for State government archives and records management, found in 8 NYCRR Part 188, take effect on February 5, 2009. The new regulations, which establish standards and procedures used by State agencies and the State Archives for managing State government records and preserving archival records, make various changes, including:

revising procedures under which State agencies can request approval to destroy damaged records (188.13(d)). Previously, agencies could only request such approval when the damaged records were considered a threat to human health or safety or property. Now, agencies can also request such approval when the damaged records can no longer be maintained to meet records retention requirements.
updating requirements for agencies duplicating their records on microfilm, based on current industry standards (188.18).
updating standards for electronic records used by agencies to store permanent or archival records, based on current industry standards (188.20).
increasing fees for storage of records at the State Records Center and updating the list of State agencies paying annual fixed fees to the State Archives for records management services (188.21). The Records Center’s annual storage fees are being increased to $2.90 per item based on average monthly holdings, while changes in the annual fee list reflect agencies that have been established, abolished or consolidated with other agencies in recent years.
making additional changes throughout the Part 188 regulations, including correcting the organizational name of the State Archives to reflect this current name in place of the former State Archives and Records Administration, clarifying areas where the Director of the State Archives (State Archivist) acts for the Commissioner of Education, and making additional minor changes to definitions and procedures.

The revised Part 188 regulations are available on the State Archives’ website at: http://www.archives.nysed.gov/a/records/mr_laws_reg188.shtml.

Spring Workshops

The Archives’ spring training schedule is now available via the web. This month we are offering our Electronic Document Imaging workshop which will cover the basics of how document imaging systems work, how to plan for and maintain a system, estimated cost of acquisition and maintenance, and ensuring that the imaged files will be legally admissible. The workshop will be held on February 12th on the 11th floor of the Cultural Education Center and feature a tour of our imaging lab as part of the workshop. We are also pleased to offer a separate tour of the imaging lab on February 23rd. Space is limited for the tour, so register early.

To register for any of the workshops offered by State Agency Services, please visit: http://iarchives.nysed.gov/WorkShops/workshopsServlet?owner=REG&cat=2 . All workshops are free and open to anyone who is interested in attending. We look forward to seeing you there!

Electronic Document Imaging
Date: 02/12/2009
Location: New York State Archives - 11th floor, Cultural Education Center

State Archives Imaging Lab: Special Tour
Date: 02/23/2009
Location: New York State Archives - 11th floor, Cultural Education Center

Managing Electronic Records
Date: 03/10/2009
Location: State Records Center - Bldg. 21, State Office Campus

Disaster Planning & Response
Date: 04/07/2009
Location: State Records Center - Bldg. 21, State Office Campus

Developing Records Management Policies and Procedures
Date: 05/21/2009
Location: New York State Archives - 11th floor, Cultural Education Center

Using the State Records Center
Date: 06/02/2009
Location: State Records Center - Bldg. 21, State Office Campus

Other Training Opportunities

CSCIC: Information Classification Training for Business Managers
Albany: March 6, 2009, March 24, 2009
Location: State University at Albany

Buffalo: March 20, 2009
Location: Cheektowaga Training Academy

The Office of Cyber Security & Critical Infrastructure Coordination's (CSCIC) free, non-technical Information Classification Training class will introduce supervisors, administrators, directors, coordinators and other managers to the concepts of information classification. This class will outline roles and responsibilities for State employees to protect agency information assets. In-class exercises, using tools developed by CSCIC, will allow attendees to gain experience in identifying their information assets, determining the proper classification and applying the appropriate security controls. After completing this course, attendees will be able to classify their information assets according to the Statewide Standard. http://www.cscic.state.ny.us/security/training/

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