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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 (updated 2019)
41 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

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

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

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

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

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

ADV16.01 Insurance Coverage for Records and Data

Learn about insurance coverage for records and data.
Published 2016

ADV19.01 Quality Control and Content Verification of Digital Images

This Advisory must be used in conjunction with the New York State Archives "Digital Imaging Guidelines", Publication #00 (2014, updated 2019).
Published 2020
3 pages

LGS-1 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

Published 2020
Pages 411

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 September 2016

This publication provides authorizations for state agencies to dispose of common administrative records following a minimum retention period.
Published 2016
108 pages

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