Managing Records: Services for State Agencies: Newsletters
Newsletter: April 2009
Welcome to the April 2009 State Agency RMO newsletter!
In this issue:
- Call for CSCIC Workgroup Members
- State Agency RMO Meeting
- MayDay
- NAGARA Online Document Library
- State Agency Workshop Training Schedule
- Other Training Opportunities
- ARMA Meeting and Event
Call for CSCIC Workgroup Members
The NYS Office of Cyber Security and Critical Infrastructure Coordination (CSCIC) recently published Cyber Security Policy and Standard PS08-001 - Information Classification and Control (see http://www.cscic.state.ny.us/lib/policies/index.cfm). This document provides a framework for New York State Entities to identify their information assets; classify them based on the security principles of confidentiality, integrity and availability; and apply an appropriate set of controls. In response to this publication, agencies have asked for a standardized classification of the 216 record series identified in the General Retention and Disposition Schedule for New York State Government Records.
Classification of information is most appropriately accomplished by information owners, not the custodians of the information (e.g., IT). Information owners are those with accountability for the information. They are responsible for the daily decisions regarding information asset management, such as determining who should have access to the information and what those access privileges should be. Typically, the owner should be someone in a managerial position, such as the business unit or program area manager.
CSCIC is looking for volunteers who are available to meet on a regular basis to classify the previously identified record series, using the process outlined in the Information Classification and Control Policy and Standard. If you would like to participate, please send an email to cscic.iso@cscic.state.ny.us. If you know of anyone else in your agency who may be interested, please forward this announcement to them. Thank you for your consideration.
Don’t Forget to Register: Annual State Agency RMO Meeting
Registration for the 2009 Annual State Agency Records Management Officer Meeting is now open. The meeting will be held from 9:30 am until 12:30 pm on Wednesday, May 27th at the Huxley (Museum) Theater at the Cultural Education Center and it features an overview of and updates to the Freedom of Information Law as well as a presentation on upcoming initiatives from the State Archives. All agency Records Management Officers, as well as agency counsel, information technology, and other interested staff members are welcome to attend.
Additional information and registration is available online at http://www.archives.nysed.gov/a/records/mr_state_rmomtg.shtml. If you have any questions, please contact Sarah Durling at (518) 473-6803 or sdurling@mail.nysed.gov. Please register by May 25, 2009.
MayDay
Libraries, museums, archives, and arts and historic preservation organizations across the nation will set aside May 1, 2009, to participate in MayDay, a national effort to prepare for disasters.
Sponsored by Heritage Preservation and other members of the Heritage Emergency National Task Force, MayDay encourages organizations to take one simple step to protect the art, artifacts, records, and historic sites they hold in trust.
Any organization can participate in MayDay:
- If you have a disaster plan, dust it off and bring it up to date.
- If you don't have a plan, make a timeline for developing one.
- Identify the three biggest risks to your collection or building (such as leaking water pipe, heavy snow, or power failure) and outline steps to mitigate them.
- Conduct a building evacuation drill and evaluate the results.
- Update your staff contact information and create a wallet-size version of your emergency contact roster. See the Pocket Response Plan™ (PReP™) at www.statearchivists.org/prepare/framework/prep.htm.
- Eliminate hazards such as boxes and furniture in hallways, blocked fire exits, or improper storage of paints or solvents.
- Join forces with nearby institutions and develop a protocol for helping each other in case of a disaster.
- Identify and label priority collections and objects for evacuation during emergencies. Which are most important to your mission, irreplaceable, or most fragile?
Visit www.heritagepreservation.org/PROGRAMS/TFlessons/MayDay.html for project ideas, information on prizes and the publications sale, and customized version of the MayDay logo for publicizing this national event.
NAGARA Launches Online Document Library Where Users May Share Records Management Publications
The National Association of Government Archives and Records Administrators (NAGARA) has launched an online document library which allows users to share records management and archives publications. Subject categories include: accessibility, advocacy, electronic records, disaster preparedness, electronic records, facilities, files management grants, historical records, inactive records, local government records, microfilm, preservation, legal issues, retention, scanning & digitization, security, storage, training, and miscellaneous. Located at http://www.nagararesources.org/, the library currently houses nearly 300 documents and expands in content almost daily. As content grows, site administrators will add new subject categories and/or subdivide existing categories.
No registration is required to download documents, however users who wish to upload documents must be registered. That can be accomplished by selecting "Add Documents" in the toolbar and clicking on "Registration." Follow the steps outlined. Only documents in the public domain may be uploaded on this site, or copyrighted documents posted by the owner of the copyright.
State Archives Workshop Schedule
Developing Records Management Policies and Procedures – SEATS ARE LIMITED!
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
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!
Other Training Opportunities
The Multi-State Information Sharing and Analysis Center and the
U.S. Department of Homeland Security’s National Cyber Security Division
Application Security
Thursday, April 9, 2009
2:00pm – 3:00pm (Eastern)
Presenter:Alan Paller, Director of Research, SANS Institute
To register, please visit: http://www.msisac.org/webcast/
Application security is a crucial layer in a multi-tiered cyber security strategy. Building security in at the beginning of development, as well as continued throughout the application life cycle, is important in minimizing potential vulnerabilities. This webcast will provide discussion of common programming errors that can lead to serious software vulnerabilities—as outlined in the recently released 2009 CWE/SANS Top 25 Most Dangerous Programming Errors - http://www.sans.org/top25errors. Additionally, it will include information about a collaborative effort between the public and private sectors to develop guidelines to facilitate this process.
ARMA Meeting and Event
The Central New York Chapter and the Capital Region Chapter of ARMA have merged! ARMA International is a not-for-profit professional association of over 10,000 Records, Information and Knowledge Management professionals in the United States, Canada, and around the world. Please join for our first meeting and training event as a new chapter!
Managing the Lifecycle of Electronic Records
- Implementing an Electronic Document Management Solution
- Legal Issues and Electronic Discovery
- Security
- Preservation
DATE: Thursday, April 23, 2009
LOCATION: Radisson Hotel Utica Centre, 200 Genesee St. # 1, Utica, NY 13502 – 315-797-8010
COST: $25 per person (cash or check at the door)
SPONSORED BY: NanoArk Corporation
RESERVATIONS: Call or e-mail Jackie Lewis by Monday, April 13. Phone: 315-866-2920 ext. 232 or e-mail – jlewis@herkimerarc.org
SPEAKERS:
Steve Goodfellow, President, Access Systems Consulting
Steve Schuster, Information Technology Security Director, Cornell University
Michael Martin, Archivist, NYS Archives
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
