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Workshop Catalog: General Records Management
The New York State Archives offers the following workshops on General Records Management. Click on the workshop title for more information about the workshop's availability.
Annual State Agency RMO Meeting
Ask Us Anything… About Records Management
April is National Records Management Month and the State Archives is planning to mark the occasion by holding a forum where state agencies and local governments can ask their most pressing records management questions.
Join us in this webinar to Ask Us Anything…About Records Management.
Come prepared with your questions or just join us to hear what others want to know and learn more about records management.
If you’d like, you can send in your question early to firstname.lastname@example.org with the subject line “Ask Us Anything” and we’ll answer them during the webinar.Learn More...
Assessing Your Records Program (Spring Cleaning 2)
Determine whether your organization’s program meets basic requirements and includes key functions to properly manage records and protect your organization from potential risks.Learn More...
Avoiding the Paper Avalanche: The Quest for the Paperless Office
Today most records are created electronically yet many state agencies and local governments still struggle to manage mounds of paper. This webinar will explore some of the reasons this problem persists, and suggests some practical solutions that will help agencies and governments reduce the amount of paper to be managed and better manage their digital records.Learn More...
Developing or Renewing a Records Management Plan
This webinar identifies the key components for developing, renewing, or reviving a successful records management program. Each program may be a little unique due to the size of the government and its resources, but a successful program is not a task to be tackled by the records management officer acting alone.Learn More...
Electronic Records Disaster Planning and Recovery
- Assess your organization's risk of experiencing an electronic records disaster
- Reduce the chances that a disaster will damage your electronic records
- Salvage various types of electronic media
- Recover data stored on damaged electronic media
Establishing Records Management Policies and Procedures
Written policies and procedures establish a permanent foundation for records management programs. They are an essential key to success as a Records Management Officer. This webinar will explore practical ways to develop and implement basic records management policies and procedures, discuss important components, how to use them as a training tool, and evaluate real-world samples.Learn More...
Five Year Plan (Spring Cleaning 6)
Learn the importance of defining a five-year plan for your records management program, how to get your plan started and keep the momentum going once you get it off the ground.Learn More...
Introduction to Records Management for State Agencies
- The attributes of a good records management program
- Tips for building a records management program and maintaining support over the long term
- How a records inventory can help control records
- How to plan for and carry out a records inventory and analyze the results of the inventory
- How to develop, apply, and update schedules and examine the schedule review and approval process
- A review of the services offered by the State Archives to organizations that want to establish a records management program
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.Learn More...
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.Learn More...
Managing Oversized Maps, Plans and Drawings
Managing Your Institutional Records
Presenters: David Lowry, Head, Local Government Advisory Services, NYSA; Jennifer O’Neill, Supervisor, Scheduling and State Agency Services, NYSA. Institutional records are crucial for administrative, legal, and operation requirements. A records management program allows institutions to have systematic control over the creation, use, maintenance, and disposition of their records. This webinar will cover the basics of implementing and managing a records management program at a collecting institution, regardless of size.Learn More...
Policies and Procedures Essentials
Many local governments and state agencies begin records management improvements with great gusto and enthusiasm, but over time they begin to lose control of their records and their systems begin to backslide. Often this is caused by a lack of policies and procedures, or a situation where these procedures are not followed. During the workshop, participants will write draft policies and procedures and discuss them as a group. The workshop will also provide participants with a sample policy manual covering all aspects of records management.
This workshop focuses on:
- The value of documenting policies and procedures
- How to develop policies and procedures and make sure they are followed
- How to keep policies up to date and relevant
- Why to develop records management policies and procedures
- How to write records management policies and procedures
- How to develop and promote a records management policy manual
Promoting Your Records Program (Spring Cleaning 1)
Providing Access to Your Records
Providing access to records to the public is a frequent occurrence at local governments and state agencies. This workshop will discuss access responsibilities such as making information available while protecting the records at the same time. Information will also be provided on the use of FOIL (Freedom of Information Law), the Patriot Act and FERPA (Family Rights and Privacy Act).
This workshop will
- Define access and its value
- Review physical vs. intellectual access
- Determine when access is allowable
- Discuss how to provide a functional research area
- Identify types of researchers
- Assist in handling challenging researchers
- Offer access options such as reformatting and donating or depositing records
Records Disposition Days (Spring Cleaning 3)
Discover all the ways regular, routine disposition of records will benefit your organization!Learn More...
Records Liaisons (Spring Cleaning 5)
This session will discuss RMO responsibilities, the benefits of setting up a team of records liaisons and what their roles – as liaisons – can be in terms of achieving your records management goals and making your records program strong and efficient.Learn More...
Records Management Essentials
This workshop discusses the importance of records management, general records management principles and activities, and tips and strategies to help your organization move forward with implementing the things you learn.Learn More...
Staff Training (Spring Cleaning 4)
Find out what you need to focus on to ensure staff understand what records they are creating, what records management is, and their role in it.Learn More...
State Agency and Local Government RMO Meeting
The Basics of Records Management (Winter Webinar Series 2019)
Sometimes it’s important to get back to the basics. If you’re looking for a refresher course or you’re new to records management this webinar is for you. We’ll discuss why records management is so important, the basic principles of records management, and basics of records management activities such as retention, access and preservation.Learn More...
The Legal Aspects of Records Management
- Explain the legal requirements of a records management program;
- Review federal and state laws that greatly impact records management
- Review court cases that affect records management;
- Explain how the legal discovery process works;
- Explain the consequences of not preserving records; and
- Provide practical steps for going forward.
The Role of a Local Government Records Management Officer (Winter Webinar Series 2019)
Congratulations, you are an RMO! Welcome to the role of Records Management Officer. This webinar will explain why this essential position exists, what its key responsibilities are, and how you and others in your organization can work together to build and maintain a strong records management program.Learn 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.Learn More...
Your Role as Local Government Records Management Officer
By law, each local government must have a Records Management Officer (RMO) who is responsible for managing its records management program. The laws that establish the role and responsibilities of the RMO also determine the participation of other public officials in building and maintaining a records management program. This webinar will examine these laws, roles and responsibilities; discuss attributes of a good records management program; and review services offered by the State Archives to assist organizations with their records management programs.Learn More...
Your Role as State Agency Records Management Officer
By State Education Department regulations, each state agency must have a Records Management Officer (RMO) who is responsible for managing its records management program. This workshop looks at the role and responsibilities of the RMO.
This workshop will:
- Review the the role of Records Management Officer (RMO)
- Identify the responsibilities of the RMO and others
- Discuss the attributes of a good records management program
- Provide tips for building a records management program and maintaining support over the long term
- Provide a forum for sharing strategies on maintaining support
- Review the services offered by the State Archives to organizations that want to establish a records management program.