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Services for Local Governments (including school districts)

Summary of Services

The State Archives provides services and resources for local governments in New York State to better manage their records. These resources include advisory services, publications, workshops, and grants for local governments. All services and resources are provided free of charge.

Advisory Services for Local Governments

The State Archives offers advisory services on any issue relating to records management.

Contact your Regional Advisory Officer (RAO) to request advisory services or schedule a consultation with a staff member by telephone, email, or onsite visit.

Other State Archives Services

For Historical Records Repositories

For State Agencies

Retention and Disposition Schedules

Learn more about this subject on our retention and disposition page or contact your Regional Advisory Officer (RAO) or the Scheduling and Records Services unit by email: recmgmt@nysed.gov for assistance.

  • 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
  • County Boards of Elections

See a summary of schedule changes.

Workshops

We offer free workshops and other training opportunities on a variety of records management topics. Contact your Regional Advisory Officer (RAO) or the Training Unit by email: archtrain@nysed.gov to request customized training or learn more about our online workshops and webinars.

Publications

Download our free publications about how to manage and use records:

Contact the Publications Office by email: archtrain@nysed.gov if you need help obtaining a publication.

Grants

The Local Government Records Management Improvement Fund (LGRMIF) provides grant funds to help local governments establish records management programs or develop new program components. It is a competitive program, awarding grants based on the merits of applications. The purpose of LGRMIF grants are to help local governments get started with records management, manage a backlog, or significantly enhance an existing program. For more information about LGRMIF grants, contact your Regional Advisory Officer (RAO) or the Grants Administration Unit (archgrants@nysed.gov).

Records Management Officer (RMO) Resources

Designating an RMO

Each local government shall have one officer who is designated as records management officer.

RMO Training Materials

Managing Records Topics

Laws and Regulations

View our list of laws and regulations relevant to local government records.

About laws and regulations:

  • Copies of laws and regulations pertaining to the State Archives are posted on our website.
  • Other laws cited are links to external websites, such as the New York State Assembly's website.

Contact Us

Contact a State Archives Regional Advisory Officer (RAO) for local government assistance. Sign up for a mailing list to stay informed.

Other Resources

Committee on Open Government & Freedom of Information Law (FOIL)

New York Association of Local Government Records Officers (NYALGRO)

New York State Forum

New York State Unified Court System - Records Management

Office of the State Comptroller (OSC) Local Government Training Clearinghouse