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Workshop Catalog: Retention & Disposition

The New York State Archives offers the following workshops on Retention & Disposition. Click on the workshop title for more information about the workshop's availability.

Electronic Records Disaster Planning and Response

This workshop specifically focuses on electronic records disasters. Electronic records are susceptible to damage from water from floods or 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 should disaster occur.

This workshop will explain:

  • How to assess your organization's risk of experiencing an electronic records disaster
  • How to reduce the chances that a disaster will damage your electronic records
  • How to salvage various types of electronic media
  • How to recover data stored on damaged electronic media
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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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The New LGS-1 Featuring Records for the General Administration of all Local Government

The new Retention and Disposition Schedule for New York Local Government Records or LGS-1, will launch on August 1, 2020. ALL previous local government schedules (CO-2, MU-1, ED-1, and MI-1) will be replaced by the LGS-1 on January 1, 2021. Local governments must formally adopt LGS-1 before January 1st to continue legal destruction of records. Join us for a series of five webinars created to introduce the new LGS-1, explain its role in your government and provide you with an overview of changes related to your records, followed by Q&A.   
 
This session is one of five.   This particular session will feature records for the general administration of all local governments. 
 
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The New LGS-1 Featuring Records of Cities, Towns, Villages, and Fire Districts

The new Retention and Disposition Schedule for New York Local Government Records or LGS-1, will launch on August 1, 2020. ALL previous local government schedules (CO-2, MU-1, ED-1, and MI-1) will be replaced by the LGS-1 on January 1, 2021. Local governments must formally adopt LGS-1 before January 1st to continue legal destruction of records. Join us for a series of five webinars created to introduce the new LGS-1, explain its role in your government and provide you with an overview of changes related to your records, followed by Q&A.   
 
This session is the third of five. This particular session will feature the records of cities, towns, villages, and fire districts. 
 
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The New LGS-1 Featuring Records of Counties

The new Retention and Disposition Schedule for New York Local Government Records or LGS-1, will launch on August 1, 2020. ALL previous local government schedules (CO-2, MU-1, ED-1, and MI-1) will be replaced by the LGS-1 on January 1, 2021. Local governments must formally adopt LGS-1 before January 1st to continue legal destruction of records. Join us for a series of five webinars created to introduce the new LGS-1, explain its role in your government and provide you with an overview of changes related to your records, followed by Q&A.   
 
This session is the second of five. This particular session will feature the records of counties. 
 
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The New LGS-1 Featuring Records of Miscellaneous Governments

The new Retention and Disposition Schedule for New York Local Government Records or LGS-1, will launch on August 1, 2020. ALL previous local government schedules (CO-2, MU-1, ED-1, and MI-1) will be replaced by the LGS-1 on January 1, 2021. Local governments must formally adopt LGS-1 before January 1st to continue legal destruction of records. Join us for a series of five webinars created to introduce the new LGS-1, explain its role in your government and provide you with an overview of changes related to your records, followed by Q&A.   
 
This session is the last of five. This particular session will feature the records of miscellaneous governments. 
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The New LGS-1 Featuring Records of School Districts, BOCES, and other Educational Governments

The new Retention and Disposition Schedule for New York Local Government Records or LGS-1, will launch on August 1, 2020. ALL previous local government schedules (CO-2, MU-1, ED-1, and MI-1) will be replaced by the LGS-1 on January 1, 2021. Local governments must formally adopt LGS-1 before January 1st to continue legal destruction of records. Join us for a series of five webinars created to introduce the new LGS-1, explain its role in your government and provide you with an overview of changes related to your records, followed by Q&A.   
 
This session is the fourth of five. This particular session will feature the records of school districts, BOCES, and other educational governments. 
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Updates to the State Agency General Schedule

An updated version of the General Retention and Disposition Schedule for New York State Government Records (General Schedule) was issued in September 2016. This webinar will discuss in detail the 2016 revisions to the General Schedule which included: 
 
  • updates to the Fiscal Operations section of the Schedule to cover records related to the Statewide Financial System (SFS) and to standardize most retention periods to 6 years         
  • waiver of the imaging certification statement and requirement that agencies submit a separate  records disposition request for destruction of original records after scanning or microfilming
  • updates to existing items based on changes to legal requirements since the last revision of the Schedule
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Using State Archives Local Government Retention Schedules (Winter Webinar Series 2019)

The New York State Archives develops retention schedules to help local government officials efficiently dispose of records they no longer need to keep, but we sometimes feel a little uneasy about this process. This webinar will introduce the foundational principles of using state archives retention schedules.

This webinar focuses on

  • How to use State Archives local government retention schedules effectively
  • How to identify specific records in a schedule
  • How to avoid common pitfalls using retention schedules
  • How to develop office retention schedules
  • How to appropriately dispose of obsolete records

 

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Using State Archives’ State Agency Retention Schedules

This one-hour webinar will outline the importance of retention and disposition schedules to state agencies.  We will discuss how to develop, apply, and update schedules, examine the review and approval process, and explore why retention scheduling is such an integral part of an agency’s overall 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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