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	mr_pub73.pdf
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	mr_pub67.pdf
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	mr_pub74.pdf
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	mr_pub69.pdf
Acetate Microfilm	Provides a concise fact sheet regarding acetate-based film. 3 pages	mr_pub15.pdf
Administration of Inactive Records	Outlines and describes the steps necessary to ensure efficient and effective operation of inactive records storage. 64 pages	mr_pub49.pdf
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	mr_pub50.pdf
Archival Needs Assessment Guidelines and Template	Provides a framework for the assessment of and planning for an archival program. 18 pages	mr_pub59.pdf
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	mr_pub54.pdf
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	mr_pub64.pdf
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	mr_pub60.pdf
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	mr_pub85.pdf
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	mr_pub48.pdf
Digital Imaging Guidelines	These guidelines list the minimal standards for producing and inspecting digital images of records. 41 pages	mr_erecords_imgguides.pdf
Documentary Heritage Program Grant Guidelines	Provides instruction to not-for-profits on how to apply for a Documentary Heritage Program (DHP) grant.	dhp-21-22-contract-boilerplate.pdf dhp-grant-guidelines-2021-2022-final-accessible_0.pdf
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	mr_pub79.pdf
Electronic Records Disaster Preparedness and Recovery	Information on disaster preparedness and recovery for government electronic records.		HTML
Fire Suppression for Records and Archives	Learn about fire suppression tools and techniques.		HTML
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	mr_pub40.pdf
Funding for Non-Profit / Non-Government Organizations with Damaged Collections			HTML
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	General_Schedule_2016.pdf
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	mr_pub63.pdf
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	mr_pub42.pdf
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	mr_pub84.pdf
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	mr_pub81.pdf
Insurance Coverage for Records and Data	Learn about insurance coverage for records and data.		HTML
Intrinsic Value of Local Government Archival Records	Explains the characteristics that give records intrinsic value. Published 2002 3 pages	mr_pub36.pdf
Introduction to Microfilm	Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works. Published 1997 20 pages	mr_pub11.pdf
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	mr_pub76.pdf
Local Government Records Management Improvement Fund (LGRMIF) Grant Application Guide		lgrmif_rfa_2019-2020.pdf
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.		HTML
Local Government Records Useful in Family History Research	Describes local government record series that are valuable for genealogical research. 5 pages	mr_pub31.pdf
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	mr_pub77.pdf
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	mr_pub75.pdf
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	mr_pub82.pdf
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	mr_pub9.pdf mr_pub9A.dot mr_pub9A.pdf
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	19_01_qc_digital_images.pdf
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.		HTML
Recommendations for Shelving for Inactive Records Storage	Explains what factors should be considered to choose the best records storage shelving. 4 pages	mr_pub65.pdf
Records Advisory Boards	Information about how these boards can guide the records management program.		HTML
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	mr_pub44.pdf
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	mr_pub_electionschedule.pdf
Retention and Disposition of Library and Library System Records	Provides basic information on the retention and disposition of library records. 5 pages	mr_pub6.pdf
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	mr_pub41.pdf
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	lgs-1.pdf
Salvaging Moldy and Contaminated Records	Information on mold and paper records.		HTML
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.		HTML
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.	the-records-lifecycle-2021-05_dlowry_08.02.2021.pdf
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	social-media-advisory.pdf
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		HTML
Using PDF/A as a Preservation Format			HTML
Working with Disaster Recovery Vendors	Advice on how to work with Disaster Recovery Vendors.		HTML

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Publications