Workshops:

Sample Databases and Files

Archives and records management sample resources developed and collected by the New York State Archives:

Download Databases

• Inactive Records Database (.mdb)
• Indexing Minutes Database (.mdb)
• Maps and Plans Database (.mdb)

Other Samples and Forms

• Digitizing Photographs and Historical Images:
  • Go to back of workshop workbook (pdf)
    • Ten Core Elements of Description
    • Imaging Quality Control Checklist
• Disasters:
  • Go to Publication 82 (html and pdf)
    • Appendix A: Outline for a Disaster Management Plan
    • Appendix B: Data Collection Forms
    • Appendix C: Sample Disaster Management Plan
• Electronic Records:
  • Go to back of workshop workbook (pdf)
    • ER Glossary
    • Preservation Planning Worksheet (this form is also available separately as a Word template by email request ARCHTRAIN@mail.nysed.gov)
• Email Policy:
  • Go to Publication 85 (html and pdf)
    • Policy 1: Village of Hidden Valley
    • Policy 2: Town of Big Thunder
    • Policy 3: State Office of Administrative Support and Analysis
• Files Management
• Inventory:
  • General Inventory
    • Go to Publication 76 (html and pdf)
      • Appendix A: Records Inventory Data Worksheet
      • Appendix B: Instructions for Completing the Records Inventory Data Worksheet
• Electronic Records Inventory
  • Go to back of workshop workbook (pdf)
    • Erecords Inventory Data Fields
• Records Management Officer (RMO) Notification Forms:
  • Local government RMO (pdf)
  • State agency RMO (pdf)
• Records Management Policy:
  • Go to back of workshop workbook - for local governments (pdf)
• State Agency Resources:
  • Inventory Worksheet (pdf)
• Information Systems Inventory Worksheet (pdf)
• Other Agency Forms(html and pdf)
• Transfer/Container Lists (html)

Help

Contact the Publications Office at ARCHTRAIN@mail.nysed.gov if you need a copy of these sample files on CD.

• Subject Index
• Training Help
• Workshop Handouts