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Workshop Catalog

The New York State Archives offers archives and records management training statewide. If your preferred workshop is not available near you, please contact us at archtrain@nysed.gov to request it.

You can filter the catalog by topic, type and audience. Click on the arrow next to each title for more information.

Workshop Description Type Audience Topic More Information
Conducting a Basic Inventory 

Presenter: Kate Philipson, Archives Specialist, DHPSNY. Inventorying collections is one of the most crucial parts of any collections management program. A thorough inventory underpins good intellectual control, emergency preparedness and response, security, and helps to determine preservation priorities. This webinar will discuss the process and principles for carrying out a basic inventory of your archival, library, or museum collections.

Webinar Historical Records Repositories Collections Management, Inventory and Inactive Records See Conducting a Basic Inventory  for upcoming availability, webinars, and more.
Conducting an Inventory of Paper Records

To have an efficient and functional records management program it is critical for governments to maintain an up-to-date inventory of their records. This webinar introduces participants to the planning, implementation, and analysis of a records inventory for paper records.

The program will discuss:

  • How a records inventory can help you control records
  • How to plan for and carry out a records inventory
  •  Identifying records to inventory
  • Collecting meaningful inventory data
  • Analyzing the results of the inventory
  • How to identify retention periods for records
Webinar Local Governments Collections Management, Inventory and Inactive Records See Conducting an Inventory of Paper Records for upcoming availability, webinars, and more.
Electronic Records Inventory

Many governments have inventoried their paper records. For a number of reasons, however, governments tend not to inventory their electronic records. As the volume of electronic records continues to grow, it is increasingly important for governments to know their electronic records and develop a plan for managing them systematically. This workshop will provide an overview on how to conduct an electronic records inventory and the action steps to take when the inventory is complete.

Topics will include:

  • Reasons to conduct an e-records inventory
  • Identifying records to inventory
  • Collecting meaningful inventory data
  • Analyzing the results of the inventory
  • Developing an e-records plan and program
Classroom Training Local Governments Disaster Planning, Electronic Records, Inventory and Inactive Records See Electronic Records Inventory for upcoming availability, webinars, and more.
Files Management

Fast and accurate retrieval of active office records is critical for the efficient operation of government.

This workshop will discuss how to:

  • Assess how well your filing system is working
  • Conduct space planning for filing systems
  • Use color coding to improve filing systems
  • Maintain file security
  • Revamp and improve paper and electronic filing systems

The workshop will also provide a number of tips and tools for people who must manage the ever-increasing volume of information that crosses their desks or awaits them each morning on their personal computers.

Classroom Training Local Governments Inventory and Inactive Records See Files Management for upcoming availability, webinars, and more.
Foundations of Inactive Records Management

Without some system to manage inactive records, you are not dealing with a core issue of records management. When we speak of an inactive records system, we are envisioning a life cycle—an annual process of transferring less active records from office filing equipment to an inactive records storage site, disposing of obsolete records, and providing appropriate storage conditions so that records can be preserved. In addition to this cycle, one must be able to find inactive records in a timely and efficient manner. This webinar will introduce the basic principles of managing inactive records.

This webinar focuses on

  • Developing an inactive records storage site
  • Environmental and security control of storage areas
  • Supplies and equipment needed to manage inactive records
  • Transferring records to inactive storage and disposition of obsolete records
  • Preservation of permanent and historical records
  • Improving access to inactive records 
Webinar Local Governments, State Agencies Inventory and Inactive Records See Foundations of Inactive Records Management for upcoming availability, webinars, and more.
How to Process and Purge Inactive Records

“Process and purge" - magical words for those who love records management! But what about the rest of us? Faced with mountains of boxed records, how does one process these for efficient storage and access? And how does one appropriately separate obsolete records that may be purged from those that must still be retained? This webinar will walk you through this journey from start to finish sharing 25 years of processing and purging tips and tricks along the way. We will touch on transferring records to inactive storage, identifying and organizing records, applying retention schedules, destroying records, and so much more. Leave your fears behind as you learn to dive into records like the deep end of a swimming pool!

Webinar Local Governments, State Agencies Inventory and Inactive Records See How to Process and Purge Inactive Records for upcoming availability, webinars, and more.
Inventorying Your Electronic Records (Winter Webinar Series 2020)

Managing electronic records is one of our most timely challenges. It’s increasingly important for records managers to know their electronic records and develop plans to manage them. An effective way to begin this process is to conduct an electronic records inventory. This webinar will discuss how to identify key e-records systems, collect meaningful data, analyze the results, and develop an e-records management plan.

Webinar Local Governments Electronic Records, Questions for IT, Files Management & Active Records, Indexing, Inventory and Inactive Records See Inventorying Your Electronic Records (Winter Webinar Series 2020) for upcoming availability, webinars, and more.
Maintaining an Inactive Records Storage Area

Managing the annual flow of records from active offices to inactive storage and their regular disposition is the foundational principle of records management. This is the pivotal key to maintaining an inactive records storage area or facility. In the end, having this process down will determine the quality and efficiency of your entire records program. If managed well, this one thing will make you look like a records superstar, otherwise – not so much.

This one-hour webinar will review amazing tips and tricks that will help you manage the annual flow of records like a champ. We will discuss all of the tasks required to maintain a well-run inactive records facility, from small vault areas up to gigantic warehouse-sized programs. It will touch on maintaining organization and access, disposition of obsolete records, and a few ideas on archiving historical records.

This webinar will definitely be appreciated by all individuals who manage inactive records.

Webinar Local Governments, State Agencies Inventory and Inactive Records See Maintaining an Inactive Records Storage Area for upcoming availability, webinars, and more.
Managing Inactive Records for Local Governments

Careful management of inactive records storage is critical to the success of a records management program.

This workshop will discuss:

  • The importance of inactive records storage
  • The basic steps involved in setting up a facility, whether in-house or off-site
  • Ownership and custody of inactive records
  • Equipment, supplies, and safety concerns
  • Cost-benefit analysis, and space planning
  • How to develop inactive records facility policies and procedures A case study approach will be used as workshop participants plan an inactive records storage facility.
Classroom Training Local Governments Inventory and Inactive Records See Managing Inactive Records for Local Governments for upcoming availability, webinars, and more.
Managing Inactive Records for State Agencies

Careful management of inactive records storage is critical to the success of a records management program, allowing agencies to more efficiently manage their records and office space.

This workshop will discuss:

  • Discuss the importance of inactive records storage
  • Discuss the State Records Center and its services
  • Review the basic steps involved in setting up a facility, whether in-house or off-site
  • Provide an overview of records ownership and custody issues
  • Discuss how to develop inactive records facility policies and procedures
Classroom Training State Agencies Inventory and Inactive Records See Managing Inactive Records for State Agencies for upcoming availability, webinars, and more.
Managing Oversized Maps, Plans and Drawings
Managing over-sized maps and architectural drawings is one of those challenges we wish would just go away. They are bulky, often are subject to lengthy retention periods, and can easily become an unruly headache. Depending on the size and nature of your government, they can be a monstrously large set of records.
 
In an attempt to bring these challenges into perspective and make these records more manageable, this webinar will address the key elements of maps, plans, and drawings, including the significance of these records to efficient government operations. We will describe common characteristics of these types of materials such as format, media, and sizes, and how these characteristics affect the management of these records. We will explore how to conduct an initial assessment to better understand the scope and scale of your records management issues when dealing with over-sized materials. Finally, we will discuss some strategies in how to process these records in order to get physical and intellectual control over them, as well as storage options, reformatting, and ways to facilitate access. 
 
In one hour we can only scratch the surface, but hopefully this webinar will provide some basic, common sense approaches to managing maps, plans, and architectural or engineering drawings.
Webinar Historical Records Repositories, Local Governments, State Agencies Files Management & Active Records, General Records Management, Preservation & Historical Records, Inventory and Inactive Records, Indexing See Managing Oversized Maps, Plans and Drawings for upcoming availability, webinars, and more.
Managing Your Historical Photographs

This workshop presents strategies for taking physical and intellectual control of photographs to ensure their long-term access and use.

This workshop:

  • Discusses methods of organizing and making accessible photographic material
  • Provides preservation guidelines for photographs
  • Outlines reference, exhibition, and outreach strategies
Classroom Training Historical Records Repositories, Local Governments, State Agencies Preservation & Historical Records, Files Management & Active Records, Inventory and Inactive Records See Managing Your Historical Photographs for upcoming availability, webinars, and more.
Using the State Records Center

The New York State Records Center (SRC), operated by the New York State Archives, provides efficient, low-cost, inactive records storage and retrieval for New York State agencies. This workshop is intended to provide agencies with further information on how the SRC operates and how they may utilize its services.

This workshop will:

  • Provide step-by-step instructions for transferring paper records, microfilm, and computer media to the SRC
  • Demonstrate how to prepare records for transfer to the SRC
  • Discuss how to gain access to records stored at the SRC
  • Review records disposition and destruction at the SRC
  • Provide an overview of the billing process and recent changes in billing
  • Review changes in records center policies and procedures
Classroom Training State Agencies Inventory and Inactive Records See Using the State Records Center for upcoming availability, webinars, and more.
What about that Room? Maintaining an Inactive Records Storage Area

Moving records from active offices to inactive storage and their regular disposition is essential to maintaining an inactive records storage area or facility. This webinar will discuss some of the basics and provide some helpful solutions to the different challenges inactive records present. It does not matter if you work with records stored in a small vault with a few shelves or a humungous warehouse, there will be some of the same fundamental information you need to maintain a well-run inactive records facility. This webinar will discuss organization and access of inactive records, disposition of records no longer needed and how to create the best environment to ensure you have the best records storage area you can. Anyone who deals with inactive records is bound to learn something new.

Webinar Local Governments, State Agencies General Records Management, Inventory and Inactive Records, Retention and Disposition See What about that Room? Maintaining an Inactive Records Storage Area for upcoming availability, webinars, and more.