Managing Records: Services for State Agencies: Newsletters
Newsletter: September 2009
Welcome to the September 2009 State Agency RMO newsletter!
In this issue:
- New Imaging Certification Process
- Website Usability Testing
- State Archives Fall Workshops
- Other Training Opportunities
New Imaging Certification Process
In response to concerns about whether imaged records will meet possible legal and audit needs when they replace original records, the State Archives has instituted a new process effective August 2009. When State agency RMOs submit schedules to the Archives for approval that propose to replace original records with imaged versions for needed retention periods, the RMOs are now requested to also submit a signed copy of an Imaging Certification Statement with the schedule request.
The Statement should be completed and signed by the Records Management Officer and should accompany each applicable schedule request. It certifies
(1) that the images completely and accurately reproduce the records being imaged;
(2) that the imaged records will be appropriately maintained to meet required retention periods;
(3) that the imaging system will not permit additions, deletions, or changes to the records without leaving a record of such actions; and
(4) that the agency will be able to authenticate the imaged records by competent testimony if necessary.
The first two of these provisions will ensure that the images are appropriate replacements for the original records and will be maintained and available for the specified retention period. The latter two provisions meet standards of Rule 4539 of New York's Civil Practice Law and Rules and ensure that the imaged records will be admissible as evidence in a court of law if necessary.
Our intent is that all future schedules submitted to the State Archives for approval that propose to substitute imaged records for original records should be accompanied by this Imaging Certification Statement. The provision of the Statement is, in most cases, a necessary step leading towards the approval of the schedule. The Statement is not necessary if the original records will be maintained for needed retention periods and the imaged records will be extra copies used only for administrative convenience. If an agency Records Management Officer has questions about this process, we invite you to contact Bob McDonnell of the State Archives by email at bmcdonne@mail.nysed.gov or at 518-473-8498.
Download MS Word and PDF versions of the imaging certification
statement:
http://www.archives.nysed.gov/a/records/mr_retention_recforms.shtml
Website Usability Testing
The State Archives will be conducting usability testing on its Managing
Records section of the website and is interested in having agency
volunteers participate in the process. Volunteers would be required to
spend a short period of time testing the website and filling out a short
questionnaire about the experience. If you are interested in
participating or have questions about the project please contact Sarah
Durling at sdurling@mail.nysed.gov or 518-473-6803.
State Archives Fall Workshops
Seats are still available for our 9/17 session on "Conducting a Records Inventory" and 9/29 session on "Using State Archives Retention Schedules"!
To register for any of our offerings for State Agencies, please visit
our website:
http://iarchives.nysed.gov/WorkShops/workshopsServlet?owner=REG&cat=2
Other Training Opportunities
NYS Forum 23rd Annual Meeting
The Desmond Hotel & Conference Center
Albany, NY
Friday, September 11, 2009
8:30 am - 12:00 pm
The 23rd Annual Meeting of the NYS Forum to be held on September 11, 2009 at the Desmond Hotel & Conference Center in Albany, New York, beginning at 9:00 am.
Ellen Perlman, staff writer and technology columnist for Governing, will be the keynote speaker.
The NYS Forum will also be presenting its Best Practice and Best of the Web Awards and recognizing an outstanding IT leader with its Annual Award for Excellence. The NYS Forum's IT Corporate Roundtable will also be presenting its Annual Award for Excellence to the corporate member that has provided exemplary service in pursuance of the NYS Forum's mission.
For more information please visit: http://www.nysforum.org/events/annualmeeting-9-11-09/
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
