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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

The annual State Agency Records Management Officers (RMO) Training Meeting provides the opportunity for agency RMOs and other interested staff to share experiences and to learn about and discuss current industry trends, best practices, and upcoming initiatives relating to records management.
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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 with the subject line “Ask Us Anything” and we’ll answer them during the webinar. 

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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.

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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.

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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.

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Electronic Records Disaster Planning and Recovery

This webinar focuses on electronic records disasters. Electronic records are susceptible to damage from water from floods and fires, heat from fires, power surges, computer viruses, and accidental or intentional destruction of data. Participants will learn how to mitigate these risks and respond to these disasters.
This webinar will explain how to:
  • 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
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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.

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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.

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Introduction to Records Management for State Agencies

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 offers an informative overview of the roles and responsibilities of the RMO including:
  • 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


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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 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 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.

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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
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Promoting Your Records Program (Spring Cleaning 1)

A program for managing records is required by law and good for business! This session will help you promote the importance of records management and identify partners and resources to help you support and maintain a program in your organization. 
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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
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Records Disposition Days (Spring Cleaning 3)

Discover all the ways regular, routine disposition of records will benefit your organization!

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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.

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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.

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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. 

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State Agency and Local Government RMO Meeting

The State Agency and Local Government Records Management Officers (RMO) Meeting provides the opportunity for New York State government agency and local government RMOs and other interested staff to share experiences and to learn about and discuss current industry trends, best practices and upcoming initiatives related to records management. 
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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.

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The Legal Aspects of Records Management

The law has a great impact on records. It influences how we manage them, access them, secure them, and how long we keep them. This course will explore how statutory laws and court decisions affect records management programs and the importance of a good records management program in protecting your organization during law suits. 
This workshop will: 
  • 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.
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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.

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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.

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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.

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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.
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