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Publications
| Publication Number | Title | Description | Files | Link |
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| 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. |
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| 00 | Digital Imaging Guidelines |
These guidelines list the minimal standards for producing and inspecting digital images of records. |
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| 06 | Retention and Disposition of Library and Library System Records |
Provides basic information on the retention and disposition of library records. |
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| 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. |
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| 11 | Introduction to Microfilm |
Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works. |
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| 15 | Acetate Microfilm |
Provides a concise fact sheet regarding acetate-based film. |
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| 31 | Local Government Records Useful in Family History Research |
Describes local government record series that are valuable for genealogical research. |
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| 36 | Intrinsic Value of Local Government Archival Records |
Explains the characteristics that give records intrinsic value. |
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| 40 | Fundamentals of Managing Local Government Archival Records |
Provides an overview of archival principles and suggests core archival activities that local governments may undertake. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 49 | Administration of Inactive Records |
Outlines and describes the steps necessary to ensure efficient and effective operation of inactive records storage. |
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| 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. |
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| 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. |
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| 59 | Archival Needs Assessment Guidelines and Template |
Provides a framework for the assessment of and planning for an archival program. |
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| 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. |
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| 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. |
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| 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. |
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| 65 | Recommendations for Shelving for Inactive Records Storage |
Explains what factors should be considered to choose the best records storage shelving. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| ADV10.01 | 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. |
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| 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. |
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| 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. |
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| ADV12.00 | Records Advisory Boards |
Information about how these boards can guide the records management program. |
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| ADV12.01 | Electronic Records Disaster Preparedness and Recovery |
Information on disaster preparedness and recovery for government electronic records. |
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| ADV12.02 | Salvaging Moldy and Contaminated Records |
Information on mold and paper records. |
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| ADV12.03 | Working with Disaster Recovery Vendors |
Advice on how to work with Disaster Recovery Vendors. |
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| ADV12.04 | Salvaging and Caring For Your Family Treasures |
Information about how families can salvage and take care of family records and memorabilia. |
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| ADV12.05 | Funding for Non-Profit / Non-Government Organizations with Damaged Collections |
Published 2012 |
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| ADV13.01 | Using PDF/A as a Preservation Format |
Published 2013 |
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| ADV13.02 | Fire Suppression for Records and Archives |
Learn about fire suppression tools and techniques. |
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| ADV16.01 | Insurance Coverage for Records and Data |
Learn about insurance coverage for records and data. |
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| 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). |
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| 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
Published 2020 |
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| 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. |
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| 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. |
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| 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 |
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| 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. |
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| 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. |
