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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 |
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After the Inventory: What Do We Do Now? |
You’ve completed a records inventory. You’ve disposed of obsolete records. You’re done! Or are you? An important outcome of a records inventory is a records management plan. This webinar will teach you how to analyze all the inventory data you’ve collected and use it to create a records management plan. |
Webinar | Local Governments, State Agencies | Inventory, General Records Management, Policies and Procedures, Program Administration | See After the Inventory: What Do We Do Now? for upcoming availability, webinars, and more. |
Ask Us Anything About Records Inventory |
Description: April is National Records Management Month and the State Archives is marking the occasion by holding a forum where state agencies and local governments can ask their most pressing questions about records inventories and why they are critical to any well-functioning records management program.
During this session, we will focus on the following:
Panelists for this event will consist of New York State Archives staff in Local Government Advisory Services & Scheduling and State Agency Services. It is recommended that attendees watch the State Archives records appraisal training sessions listed below prior to attending the training.
Come prepared with your questions or just join us to hear what others want to know and learn more about this topic.
If you’d like, you can send in your question early to recmgmt@nysed.gov(link sends e-mail) (link sends e-mail) with the subject line “Ask Us Anything” and we’ll answer them during the webinar.
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Webinar | Local Governments, State Agencies | Inactive Records, Inventory | See Ask Us Anything About Records Inventory for upcoming availability, webinars, and more. |
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 | 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:
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Webinar | Local Governments | Collections Management, Inventory | 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:
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Classroom Training | Local Governments | Disaster Planning, Electronic Records, Inventory | 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:
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 | 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
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Webinar | Local Governments, State Agencies | Inventory | 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!
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Webinar | Local Governments, State Agencies | Inventory | 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, Active Records, Indexing, Inventory | 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 | 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:
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Classroom Training | Local Governments | Inventory | 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:
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Classroom Training | State Agencies | Inventory | 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.
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Webinar | Historical Records Repositories, Local Governments, State Agencies | Active Records, General Records Management, Historical Records, Inventory, 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:
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Classroom Training | Historical Records Repositories, Local Governments, State Agencies | Historical Records, Active Records, Inventory | See Managing Your Historical Photographs for upcoming availability, webinars, and more. |
The Basics of Maintaining Your Inactive Records Storage |
Ensuring the access and preservation of your inactive records in the correct environment is one of the essential elements of a good records management program. During this webinar, we will discuss some of the basic principles involved in maintaining your inactive records storage area. We will also give you some helpful solutions to the different challenges these records present. Whether you work with records in a vault, a warehouse, or just have a few shelves in a corner, the basic information you need to maintain a well-run inactive records facility is the same. This webinar will talk about organizing and ensuring access for your inactive records. As well as, discussing the disposition of records past their retention and creating the best environment to ensure the preservation of these records well past your retirement. People with all levels of knowledge of records management are encouraged to attend. |
Webinar | Local Governments | Inventory, General Records Management | See The Basics of Maintaining Your Inactive Records Storage 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:
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Classroom Training | State Agencies | Inventory | 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, Retention and Disposition | See What about that Room? Maintaining an Inactive Records Storage Area for upcoming availability, webinars, and more. |