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Workshop Catalog: Files Management & Active Records

The New York State Archives offers the following workshops on Files Management & Active Records. Click on the workshop title for more information about the workshop's availability.

Creating File Plans

This webinar will present strategies for filing records that you can apply to paper or electronic records. It will focus on how to develop a filing system that will keep your records organized, accessible and easy to identify for disposition.

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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.

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Keeping Up With COVID-19 - Maintaining Your Pandemic Records

The COVID-19 public health emergency has resulted in an unprecedented level of documentation - both of the pandemic’s impact on communities and governments' response to the pandemic. Local governments and state agencies seeking guidance on managing and preserving these records are welcome to join us as we provide some insight on managing records in a remote environment, applying appropriate retention schedule items, and identifying records of enduring historical value.

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Managing Case Files

Case files come in many different forms: legal files, personnel folders, student records, real-property files, among others. They also have many similarities: they are difficult to manage, they contain a variety of materials, many of them are confidential, and handling their disposition is often complicated. This webinar is intended for anyone who is responsible for managing case files and interested in improving the management of those records.
 
This presentation will:
 
  • Identify pitfalls and benefits associated with case file management
  • Consider methods to improve access
  • Show how case file retention schedules can simplify disposition
  • Examine modern storage equipment and filing strategies
  • Evaluate benefits of digital imaging and electronic case file management

 

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Managing Court Records

Many New York State municipalities have courts. The records these courts create pose special challenges for these local governments. Court records are governed by different rules than the rest of local government records, including separate records retention and disposition schedules. Geof Huth, Chief Records Officer for the Office of the New York State Unified Court System, will explain how to use these schedules, how to organize files, how to properly dispose of court records, and other special rules those who manage court records should be aware of.

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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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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
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