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Publication Number Title Description Files Link
00 Digital Imaging Guidelines

These guidelines list the minimal standards for producing and inspecting digital images of records.
Published 2014
20 pages

06 Retention and Disposition of Library and Library System Records

Provides basic information on the retention and disposition of library records.
Published 2007
5 pages

09 Producing High Quality Microfilm

Defines technical guidelines for producing high quality microfilm and issues to consider before undertaking a micrographics project. Includes updates and corrections added in August 2005.
Published 1998, updated 2005
49 pages

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11 Introduction to Microfilm

Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works.
Published 1997
20 pages

15 Acetate Microfilm

Provides a concise fact sheet regarding acetate-based film.
Published 2003
3 pages

31 Local Government Records Useful in Family History Research

Describes local government record series that are valuable for genealogical research.
Published 2002
5 pages

36 Intrinsic Value of Local Government Archival Records

Explains the characteristics that give records intrinsic value.
Published 2002
3 pages

40 Fundamentals of Managing Local Government Archival Records

Provides an overview of archival principles and suggests core archival activities that local governments may undertake.
Published 1995
21 pages

41 Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them

Explains how to use State Archives retention schedules, develop specialized office retention schedules, and destroy obsolete records.
Published 2002
48 pages

42 Guidelines for Off-Site Storage of Inactive Local Government Records

Describes effective policies and procedures for off-site storage of inactive government records. Paragraph 2, page 1 revised in 2006.
Published 1993, revised 1996 and 2006
9 pages

44 Records Management Consultants for Local Governments

Provides advice and guidance to state agencies, local governments, and historical societies that are considering the employment of consultants.
Published 2000
24 pages

48 Developing an Inactive Records Storage Facility

Provides practical advice about how to set up an inactive records storage facility. Discusses costs, security, space requirements, environmental conditions, physical layout, and many other subjects.
Published 1994
19 pages

49 Administration of Inactive Records

Outlines and describes the steps necessary to ensure efficient and effective operation of inactive records storage.
Published 1994
64 pages

50 Appraisal of Local Government Records for Historical Value

Gives local officials a general understanding of how to identify, evaluate, and select records that have ongoing historical value.
Published 1996
39 pages

54 Archives Month Action Guide

Suggests ideas for Archives Month activities and provides helpful guidance about how to increase media coverage of Archives Month events.
Published 2000, revised 2011
23 pages

59 Archival Needs Assessment Guidelines and Template

Provides a framework for the assessment of and planning for an archival program.
Published 2001
18 pages

60 Criteria for Selecting Records for Conservation Treatment

Outlines a series of questions to ask to determine whether or not conservation is an appropriate preservation option.
Published 2001
5 pages

61 Seven Attributes of an Effective Records Management Program

Discusses attributes that records managers can use to assess the effectiveness of their programs. Includes examples of good practices and a glossary of records management terms.
Published 2002
18 pages

63 Guidelines for Choosing Records Management Software

Explains how different software products can help manage records more effectively, including software that maintains records inventories, tracks inactive records, and improves access to active records.
Published 2002
11 pages

64 Conducting Needs Assessments for New Recordkeeping Systems

Provides general advice on when and how to conduct a needs assessment for implementing a new recordkeeping system. A recordkeeping system can be any paper, electronic, micrographic, or hybrid system designed to create, store, and manage records.
Published 2003
34 pages

65 Recommendations for Shelving for Inactive Records Storage

Explains what factors should be considered to choose the best records storage shelving.
Published 2004
4 pages

66 Preliminary Guide to Historical Records Sources on Latinos In New York State

Listing of records relating to Latinos currently held in archives, libraries, historical societies and governments around New York State in New York State and outside the state.
112 pages

67 A Guide to Documenting Latino/Hispanic History & Culture in New York State

Explains how to document latino/hispanic communities. Suggests documentation priorities and provides examples of projects.
Published 2002
36 pages

68 A Preliminary Guide to Mental Health Documentary Sources in New York State

Descriptions of mental health records held by the New York State Archives, the Office of Mental Health, local governments, and historical records repositories in New York State and outside the state.
106 pages

69 A Strategic Plan for Documenting Mental Health in New York State

Explains how to document mental health. Defines scope of plan, outlines documentation priorities, and suggests where to look for records relating to mental health.
Published 2001
17 pages

70 Mental Health in New York State, 1945-1998: An Historical Overview

Identifies individuals and organizations that have shaped mental health policy in New York State, assesses how they interpreted the problems, describes how policy was implemented, and reviews its impacts on the recipients of mental health services.
58 pages

71 Preliminary Guide To Environmental Documentary Sources in New York State

Listing of records relating to environmental affairs currently held in archives, libraries, historical societies and governments around New York State.
274 pages 

72 Environmental Affairs in New York: A Historical Overview

Traces New Yorkers' changing views of the environment and outlines major trends, events, leaders, laws, and groups that have shaped environmental affairs in New York since the mid-19th century.
62 pages

73 A Guide to Documenting Environmental Affairs in New York State

Explains how to document environmental affairs. Suggests documentation priorities and provides examples of projects.
Published 2001
41 pages

74 A Manual for Documentation Planning in New York State

Presents a method for planning the documentation of important topics in New York history on a statewide or regional basis.
Published 2002, revised 2010
34 pages

75 New York Documentation Topics Framework

A comprehensive and suggestive list for organizing the range of possible topics to document in New York history and culture. The subtopics and examples suggest the scope of the topics but are not meant to be exhaustive.
Published 2013
6 pages

76 Inventory and Planning: The First Steps in Records Management

Explains the value and uses of a records inventory, provides a step-by-step explanation of how to conduct an inventory, and shows how to develop a simple plan to guide the development of a records management program.
Published 2003
36 pages

77 Managing Imaging and Micrographics Projects

Details the steps to follow to ensure a successful imaging or micrographics project, including how to develop technical specifications and a contract.
Published 2003
44 pages

79 Documentation Basics: A Guide to Planning and Managing Documentation Projects

Documentation is the process of locating, identifying, and acquiring unique, historical records that are not yet in a historical records repository.
Published 2003
81 pages

81 Historical Records and the Local Government Historian

Suggests ways that local government historians can use their specialized knowledge and interests to encourage and support records management and historical records programs that are adequate to the needs of local governments and their constituents.
Published 2004
10 pages

82 Preparing for the Worst: Managing Records Disasters

Describes the steps necessary to anticipate, prevent, plan for, and recover from a disaster affecting records in any format. It includes a sample disaster management plan, data collection forms, and specific steps for responding to a disaster.
Published 2004
58 pages

84 Guidelines for the Management of State Agency Executive Office Records

Outlines the responsibilities that state agencies have for managing their most important administrative records and indicates who state agency staff should call for records management advice and services.
Published 2010
4 pages

85 Developing a Policy for Managing Email

These guidelines are intended as a starting point for state agencies and local governments to use for writing policies and procedures that will guide a program for managing email. Agencies and governments should adapt the guidelines to meet their own needs and capabilities, and continue to update their policies on an as-needed basis.
Published 2010
62 pages

ADV09.01 Using a Data Storage Vendor

Provides information to local governments and state agencies about the issues involved in handing over custody and control of data to a vendor or to another government or agency.
Published 2009
1 page

ADV10.01 Preliminary Guidance on Social Media

This publication can help you to verify that using social media sites will meet your business needs, and familiarize your organization with the risks associated with the use of these tools.
Published 2010
7 pages

ADV11.01 Reclaiming Alienated Records

Defines alienated records and lists steps to take when you discover that the records of your local government or state agency may be in the custody of another person or organization.
Published 2011

ADV11.02 Services and Funding Available for Flood-damaged Records

State Archives is available to provide assistance and advice on recovery of flood-damaged local and state government records and for archival/historical records in government offices and historical organizations in the areas affected by flooding.
Published 2011

ADV12.00 Records Advisory Boards

Information about how these boards can guide the records management program.
Published 2012

ADV12.01 Electronic Records Disaster Preparedness and Recovery

Information on disaster preparedness and recovery for government electronic records.
Published 2012

ADV12.02 Salvaging Moldy and Contaminated Records

Information on mold and paper records.
Published 2012

ADV12.03 Working with Disaster Recovery Vendors

Advice on how to work with Disaster Recovery Vendors.
Published 2012

ADV12.04 Salvaging and Caring For Your Family Treasures

Information about how families can salvage and take care of family records and memorabilia.
Published 2012

ADV12.05 Funding for Non-Profit / Non-Government Organizations with Damaged Collections

Published 2012

ADV12.06 Local Government Records Management Improvement Fund Shared Services Grants

Learn about how shared services grants provide funding for two or more local governments to cooperate on a grants project by developing a permanent cooperative arrangement to solve a shared records management problem.
Published 2012, revised 2013

ADV13.01 Using PDF/A as a Preservation Format

Published 2013

ADV13.02 Fire Suppression for Records and Archives

Learn about fire suppression tools and techniques.
Published 2013

ADV13.03 Local Government Records Management Improvement Fund Demonstration Grants

Learn about demonstration grants.
Published 2013

ED01 Consider the Source: Historical Records in the Classroom

This book introduces the use of historical records as source material for classroom instruction. It includes reproductions of 26 historical records and related lesson plans and activities.
Published 1995
146 pages

ED02 Student Research Award Guidelines and Application

This publication provides instruction on applying for a New York State Archives Student Research Award for grades 4-12. This program encourages students to explore the wealth of historical records in New York State and increases cooperation between schools and organizations that administer historical records useful for education.

FA02 A Spirit of Sacrifice: New York's Response to the Great War, A Guide to Records Relating to World War I

This guide describes 26 records series totaling over 440 cubic feet which reveal how the State's people and government responded to the First World War.
Published 1993
50 pages

FA03 They Also Served: New Yorkers on the Home Front, A Guide to Records of the New York State War Council (World War II)

This finding aid provides general histories for War Council agencies, and summary descriptions of each series.
Published 1994 
91 pages

FA05 The Mighty Chain: A Guide to Canal Records in the New York State Archives

This guide describes 360 series of records documenting New York's canals from the earliest Erie Canal surveys to the completion and operation of the Barge Canal. These records, spanning 1794-1958 (bulk 1817-1926) and totaling over 2,560 cubic feet, are part of the holdings of the New York State Archives and Records Administration.
Published 1992 
120 pages 

FA06 The Lusk Committee: A Guide to the Records of the Joint Legislative Committee to Investigate Seditious Activities

The records of the Lusk Committee are part of the holdings of the New York State Archives. The committee's records consist of 16 series totaling almost 50 cubic feet. These records have been microfilmed, and the film contains detailed container or folder lists. Microfilm copies are available on inter-library loan and are available for purchase at the cost of duplication. Microfilming of these records and preparation of this guide was supported, in part, by a grant from the National Endowment for the Humanities. This finding aid provides a general history of the Lusk Committee and descriptions of each series. It also contains an index of names, organizations, and subjects found within the records.
Published 1992 
19 pages

FA07 Guide to Records of the Department of Correctional Services

This guide describes in detail records of the Department of Correctional Services available for research at the New York State Archives.
Published 1992 
65 pages 

FA08 Duely & Constantly Kept: A History of the New York Supreme Court, 1691-1847 and an Inventory of Its Records (Albany, Utica, and Geneva Offices), 1797-1847

The publication is available in paper form only from the State Archives. It is available online from The Historical Society of the Courts of the State of New York.
Published 1991 
128 pages

Print copy available.
Email to order.

FA09 Working Lives: A Guide to the Records of the New York State Factory Investigating Commission in the New York State Archives

This finding aid provides a general history of the Factory Investigating Commission, describing the range of issues it studied, although surviving records are primarily from the Wage Investigation. Descriptions of each record series generated by the Commission are arranged in groups by general type or subject of the records. Finally, a list is provided of those record series which have been microfilmed and are therefore available on inter-library loan or for purchase.
Published 1989 
27 pages 

FA10 The Greatest Reform School in the World: A Guide to the Records of the New York House of Refuge

The substantial records of this institution are preserved in the New York State Archives and described in this guide. The records include over 350 volumes (100 cubic feet) of meeting minutes, reports, inmate case histories, and other documents.
Published 1989
34 pages

FA12 Guide to Records Relating to Schools and School Districts

Published 1988
25 pages

FA15 In the Words of the Delegates: Records of the 1938 Constitutional Convention

Published 1988
7 pages

FA20 Guide to Records of the Governor's Office in the New York State Archives

This guide describes the historical records of the Governor's Office that are preserved in the State Archives. The records date from 1777 to 1992 and document the official activities of New York's governors and their executive staff.
Published 1995
153 pages

FA21 Users' Guide to the Governor's Office of Employee Relations Grievance Tracking System, 1984-1990

The guide describes the Grievance Tracking System (GTS), 1984-1990. The Governor's Office of Employee Relations created the GTS to collect information on employee grievances and grieved disciplinary proceedings from all New York State Executive Branch agencies from 1984 to 1990. The system contains two master files, the Grievance Data File and the Discipline Data File. Each secondary file within the two master files represents a single year.

FA22 Users' Guide: Basic Educational Data System Institutional Master file

Guide to the BEDS Institutional Master File.

LF02 Guide to Vital Records in New York State

Published 1993
2 pages

LF03 Probate Records in the New York State Archives

This leaflet identifies and discusses the various courts and offices that have filed, recorded, or maintained probate records in New York since 1665; briefly describes the probate records in the State Archives; and lists all known indexes and abstracts of those records.
Published 1997
9 pages

LF04 War Service Records

Provides general information on accessing military records in the New York State Archives.
Published 2000
2 pages

LF06 Naturalization & Related Records

The information leaflet describes naturalization records held by the State Archives and other repositories. It also describes how to access those records.
Published 2000

LF08 Records Relating to African Americans in the New York State Archives

While it is often difficult to access records on individuals and groups by race or ethnic group, there are several dozen record series in the Archives that provide retrievable information on African-American residents of New York during the past 350 years. This publication describes record series pertaining to several broad subject areas: slavery and emancipation; military service; confinement in State institutions, performing arts, political radicalism, human rights, and education.
Published 1997

LF09 Records Relating to Criminal Trials, Appeals and Pardons

This leaflet contains summary information on records of New York trial and appellate courts pertaining to criminal prosecutions (felonies and misdemeanors) and appeals, and on records relating to applications for and grants of clemency by the Governor (pardons, commutations, reprieves).
Published 1999

OTR04.0 Records Retention and Disposition Schedule CO-2

Records Retention and Disposition Schedule for counties.
Published 2006
286 pages

OTR04.0a Records Retention and Disposition Schedule CO-2 (Replacement Pages)

Replacement pages for the Records Retention and Disposition Schedule (2002) for counties.
Published 2006
128 pages

OTR04.1 Records Retention and Disposition Schedule MU-1

Records Retention and Disposition Schedule for cities, towns, villages, and fire districts.
Published 2003
223 pages

OTR04.2 Records Retention and Disposition Schedule MI-1

Records Retention and Disposition Schedule for miscellaneous local governments.
Published 2006
276 pages

OTR04.2a Records Retention and Disposition Schedule MI-1 (Replacement Pages)

Replacement pages for the Records Retention and Disposition Schedule MI-1(2002) for miscellaneous governments.
Published 2006
108 pages

OTR04.3 Records Retention and Disposition Schedule ED-1

Records Retention and Disposition Schedule for school districts, BOCES, County Vocational Education and Extension Boards, Teacher Resource and Computer Training Centers.
Published 2004
167 pages

OTR13 Local Government Records Management Improvement Fund (LGRMIF) Grant Application Guide
OTR26 Documentary Heritage Program Grant Guidelines

Provides instruction to not-for-profits on how to apply for a Documentary Heritage Program (DHP) grant. 

OTR28 Local Government Records Management Improvement Fund Disaster Recovery Guidelines

Contact your Regional Advisory Officer to obtain information on how to apply for a Local Government Records Management Improvement Fund (LGRMIF) Disaster Recovery Grant.

SGP16 Records Retention and Disposition Schedule - Election Records

Government Records Management Information Series. Records Retention and Disposition Schedule for use by New York County Boards of Elections
Published 1996
24 pages

SGS04 General Retention and Disposition Schedule for New York State Government Records, Effective January 2008

This publication provides authorizations for state agencies to dispose of common administrative records following a minimum retention period.
Published 2008
108 pages

SKU: COB67555 Erie Canal: New York's Gift to the Nation - A Document Based Teacher Resource

Erie Canal: New York's Gift To The Nation A Document Based Teacher Resource combines archival documents, essays from historians, and lessons from teachers into one desktop reference that will help fulfill New York State's learning standards, and complement any history curriculum in the nation. 

Erie Canal: New York's Gift To The Nation may be purchased by contacting Cobblestone Publishing Company at (800) 821-0115 or through their website.

SP03 Archives and You: The Benefits of Historical Records

Discusses the value of historical records, where they can be found, how they can be used, and how to care for them.
Published 1990
12 pages

TWR1 Researching the History of Your School

Discusses ways students and teachers can use community resources to research the history of their school
Published 1985

40 pages 

TWR3 Teaching With Historical Records

Provides information for teachers using historical documents in the classroom.
Published 1981
60 pages