Managing Records: Services for State Agencies: Newsletters
Newsletter: August 2009
Welcome to the August 2009 State Agency RMO newsletter!
In this issue:
- Records Management Exchange
- Best Practices Exchange
- State Archives Fall Workshops
- Other Training Opportunities
Records Management Exchange
The New York State Archives and the Division of the Budget sponsored the first Records Management Exchange on July 30th, 2009. The Exchange was a new initiative that was designed to bring together state agency records management stakeholders to discuss issues and possible solutions and resources. The topic for this first meeting was e-mail retention and disposition policies and procedures. A lively audience of over 50 records managers, legal counsel, and information technology staff volleyed back and forth a number ideas over the course of two hours - brainstorming and sharing experiences. The meeting was widely regarded as a success by participants. We’d like to thank all who attended and hope to see you at future events.
Best Practices Exchange
The University at Albany invites you to Tackling Technology Together: Best Practices Exchange 2009
New York State is proud to host “Tackling Technology Together: Best Practices Exchange 2009” in Albany—the founding settlement of New Netherland and the crossroads of the Northeast—at the University at Albany, State University of New York, on 2-4 September 2009. The Best Practices Exchange (BPE) brings together archivists, attorneys, information technology professionals, librarians, educators, product developers, records managers, and others interested in the management and preservation of digital information in state government.
Following the format of past events, this BPE is not a conventional conference. You, the attendees, will discuss your experiences, successes, failures, and lessons learned in your efforts to manage the digital assets of your state government. The BPE features simultaneous, small-group Exchange Sessions covering four broad tracks related to digital information in the state government environment. This format gives you a unique opportunity for in-depth, "round table" type discussions with practitioners who confront the same digital problems as you do.
Registration fees for this event is $165. For more information, please visit the BPE website: http://www.bpexchange.org/2009/
State Archives Fall Workshops
The New York State Archives recently released its fall workshop schedule. To register for any of the offerings listed below, please visit our website. http://iarchives.nysed.gov/WorkShops/workshopsServlet?owner=REG&cat=2
Conducting a Records Inventory
Date: 09/17/2009
Location: Cultural Education Center - 11th floor
This workshop introduces participants to the planning and implementation of a records inventory. The program will discuss:
- How a records inventory can help you control records
- How to plan for and carry out a records inventory
- How to fill out inventory forms and manage the data in them
- How to identify retention periods for records
The session will include practice in completing inventory forms.
Using State Archives Retention Schedules
Date: 09/29/2009
Location: State Records Center, State Campus - Building 21
The New York State Archives develops retention schedules to help state agencies efficiently dispose of records they no longer need to keep. This workshop will:
- Explain how to use State Archives' retention schedules effectively
- Describe how the State Archives develops retention schedules
- Show how to create office retention schedules specific to the needs of a single office
- Examine options for disposing of records
Managing Electronic Records
Date: 10/22/2009
Location: State Records Center, State Campus - Building 21
The workshop will introduce basic and general concepts of electronic records management. One of the biggest challenges facing records and office managers today is the complexity of issues surrounding the management of electronic records. The manager's goal should be to determine the most efficient way to manage electronic records so that access for their entire retention period is ensured. This workshop will focus on:
- How to design and manage electronic recordkeeping systems of all sizes and types
- How to differentiate electronic records from non-record electronic information
- How to file and maintain access to electronic records
- How to control the retention of electronic records
- How to develop security and other management controls over electronic records
- How to preserve access to electronic records over long periods of time
Preservation of Electronic Records
Date: 11/05/2009
Location: Cultural Education Center - 11th floor
With ever-changing technology and the short life expectancy of the media on which they are stored, electronic records pose a special challenge to governments' preservation. Governments' electronic records can be found not only on computer media, but also on audio tapes and videotapes. This workshop will discuss:
- The different types of electronic media
- Techniques for preserving electronic records
- How to maximize longevity of electronic storage media
- How to preserve electronic media through proper storage techniques
- How to maintain intelligible access to electronic records
Using the State Records Center
Date: 11/17/2009
Location: State Records Center, State Campus - Building 21
The New York State Records Center (SRC), operated by the New York State Archives, provides efficient, low-cost, inactive records storage and retrieval for New York State agencies. This workshop is intended to provide agencies with further information on how the SRC operates and how they may utilize its services. This workshop 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
Disaster Planning & Response
Date: 12/02/2009
Location: Cultural Education Center - 11th floor
Disasters are all too common in New York State. Each year, records are damaged and information is lost as a result of floods, arson, fires, collapsed roofs, or computer viruses. Participants will complete, as part of the workshop, a draft disaster plan that can become the outline of a final plan focused on the protection of their organization's permanent and vital records. This workshop will explain:
- How to judge your organization's risk of experiencing a disaster
- How to reduce the chances that a disaster will destroy your records
- How to prepare your organization for a disaster
- How to respond to a disaster safely and effectively
E-Records Storage
Date: 12/15/2009
Location: State Records Center, State Campus - Building 21
Save the date! Description and registration information coming soon!
Other Training Opportunities
CSCIC Webcast: Security of Social Networking Sites / Web 2.0
Wednesday, August 19, 2009
2:00pm – 3:00pm (Eastern)
Presenter: Mischel Kwon, Director of the United States Computer Emergency Readiness Team
National Cyber Security Division, U.S. Department of Homeland Security
The term "Web 2.0" generally encompasses the next generation of the World Wide Web that facilitates enhanced online collaboration and communication, utilizing a variety of methods, such as social networking sites, wikis, blogs and other means. The use of these tools continues to increase among individuals and organizations. While the convenience and real-time communication has made these tools very popular, there are potential security risks that all users must understand.
In this webcast, presentation topics will include:
- defining how Web 2.0 services, especially social networking sites, are being used
- discussing the potential security risks associated with the use of these services
- explaining steps end-users and organizations can take to mitigate security risks when using these services
For more information on the August 19th webcast, please visit: http://www.msisac.org/webcast/2009-08/index.cfm.
GTC East: The New York Digital Government Summit
Empire State Plaza
Albany, NY 12242
September 21 − 24, 2009
In the words of NYS CIO, Dr. Melodie Mayberry-Stewart, “Each year, GTC East offers opportunities to learn about new cutting-edge technologies and strategies to help solve today's government service delivery challenges, through prudent technology innovations. The conference is also a great investment to strengthen IT, technical and management skills."
Registration for the conference is free for government employees. For more information, please visit: http://www.govtech.com/events/gtceast2009
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
