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Our Services

The New York State Archives is ready to help you manage your records effectively throughout their lifecycle from creation to destruction or preservation.  If you have any questions, want to schedule a site visit, or need to know where to begin, please contact us.

Workshops, Training and Publications

If you need help getting started or are looking for practical strategies for managing your program, we offer:
Picture of NYS Assembly Document Room, 1914
  • Workshops for agency Records Management Officers and other staff. Please visit the Archives workshops page to see what sessions are being offered this season.
  • Customized, onsite training. To request customized training close to you, email the Training Unit at
  • Publications and topical guides providing in-depth material on various records management topics.

Records Retention Scheduling and Appraisal

A retention and disposition schedule is a plan of action that indicates the period of time you should retain your records.  The Archives: 
  • Develops records retention and disposition schedules in partnership with New York's state and local governments. 
  • Provides online access to the state general schedule and local government records schedules.
  • Conducts appraisals of state agency and local government records to determine which have enduring research and historical value. These appraisal decisions are reflected in the retention schedules.


For local governments and non-government repositories, we offer grants and awards to support, promote and recognize sound archival and records management practices, as well as to encourage creative and valuable uses of archival records. The following grant programs support records management and archives-related projects:

Documentary Heritage and Preservation Services

The Documentary Heritage Program (DHP) is designed to locate, organize, and make available historical records that are critical to ensuring the survival of New York's documentary heritage.
Organizations that hold historical records and make them publicly accessible may use the DHP's services and apply for a DHP grant, receive free planning and assessment services or attend in-person workshops or online webinars provided by the Documentary Heritage and Preservation Services (DHPSNY). Eligible organizations include not-for-profit archives, libraries, historical societies, museums, and similar institutions within New York State. The DHP also works with various community organizations to help ensure that their history is saved for future generations.
If you have questions about the DHP or DHPSNY contact us: or 518-474-6926.

Inactive Records Storage

The State Records Center is an inactive records storage site that offers secure, low-cost storage, retrieval, and destruction services to New York State agencies. For more information about the Records Center, or to download transfer forms, please visit the New York State Records Center page or contact the State Records Center at

Archival Records Transfer

Local governments are responsible for preserving their permanent records; state agencies must transfer to the State Archives the legal ownership and custody of their archival records when they are no longer needed onsite.
To learn more about transferring state agency records which have been scheduled as archival to the State Archives, please:
To learn more about transferring records elsewhere legally, email us at or call us at (518) 474-6926.