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Publications

Title Description Files Link
A Guide to Documenting Environmental Affairs in New York State

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

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.
36 pages

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.
34 pages

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.
17 pages

Acetate Microfilm

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

Administration of Inactive Records

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

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.
39 pages

Archival Needs Assessment Guidelines and Template

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

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

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.
34 pages

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.
5 pages

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.
62 pages

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.
19 pages

Digital Imaging Guidelines

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

Documentary Heritage Program Grant Guidelines

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

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.
81 pages

Electronic Records Disaster Preparedness and Recovery

Information on disaster preparedness and recovery for government electronic records.

Fire Suppression for Records and Archives

Learn about fire suppression tools and techniques.

Fundamentals of Managing Local Government Archival Records

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

Funding for Non-Profit / Non-Government Organizations with Damaged Collections
General Retention and Disposition Schedule for New York State Government Records, Effective September 2016

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

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.
11 pages

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.
9 pages

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.
4 pages

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.
10 pages

Insurance Coverage for Records and Data

Learn about insurance coverage for records and data.

Intrinsic Value of Local Government Archival Records

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

Introduction to Microfilm

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

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.
36 pages

Local Government Records Management Improvement Fund (LGRMIF) Grant Application Guide
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.

Local Government Records Useful in Family History Research

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

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.
44 pages

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.
6 pages

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.
58 pages

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.
49 pages

Quality Control and Content Verification of Digital Images

This Advisory must be used in conjunction with the New York State Archives Digital Imaging Guidelines
3 pages

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.

Recommendations for Shelving for Inactive Records Storage

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

Records Advisory Boards

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

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.
24 pages

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
24 pages

Retention and Disposition of Library and Library System Records

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

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.
35 pages

Retention and Disposition Schedule for New York Local Government Records
The Retention and Disposition Schedule for New York Local Government Records (LGS-1) supersedes and replaces the existing schedules
  • CO-2 schedule for counties
  • ED-1 schedule for school districts, BOCES, and other educational governments
  • MU-1 schedule for municipalities, including fire districts
  • MI-1 schedule for all miscellaneous governments

Pages 411

Salvaging Moldy and Contaminated Records

Information on mold and paper records.

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.
 

The Records Lifecycle

All records have a life span. Understanding and applying the records lifecycle concept will help you efficiently and cost effectively manage your records.

Understanding the Importance of Managing Social Media Records

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.
8 pages

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.
1 page

Using PDF/A as a Preservation Format
Working with Disaster Recovery Vendors

Advice on how to work with Disaster Recovery Vendors.