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Webinars

We offer a series of archives and records management webinars and record them for your convenience. You can browse the full list of recordings below. If you don't see a webinar that fits your needs, browse our upcoming workshops or contact us at archtrain@nysed.gov to discuss customized training.

You can filter the list of webinars by topic and intended audience. Click the arrow next to the title for a full description of each webinar.

Workshopsort descending Description Type Audience Topic
Accessioning! 

Presenter: Clare Flemming, Consulting Archivist. Accessioning is a crucial step in acquiring materials at any collecting institution, as the process by which legal and physical ownership is transferred to the organization. This webinar will address the importance of accessioning, as well as essential components of an accessioning policy, accessioning workflows, and how to handle “found in collection” items.

Webinar Historical Records Repositories Collections Management, Historical Records
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 recmgmt@nysed.gov with the subject line “Ask Us Anything” and we’ll answer them during the webinar. 

Webinar Local Governments, State Agencies General Records Management
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.

Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
AV Collections: Planning a Reformatting Project

Presenter: David Neary, Project Manager, Media Preservation Initiative, Whitney Museum of American Art. Audiovisual materials are abundant in collections - from moving images on film or video, to audiocassettes, CDs and DATs. Despite their constant presence on the shelf, the data they hold is at risk from the threats of degradation and obsolescence. Transferring to more durable formats will help ensure their preservation, but where do you start? Reformatting projects can be overwhelming, and this webinar is intended to help you get started. Topics addressed will include what you need to know before planning a reformatting project, reformatting in-house, and knowing when to seek out a vendor.

Webinar Historical Records Repositories Collections Management
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.

Webinar Local Governments, State Agencies General Records Management
Black, White, and Read All Over: Addressing Newspaper in Collections 

Presenters: Gillian Marcus, Preservation Specialist, DHPSNY; Jennifer Palmentiero, Digital Services Librarian, Southeastern New York Library Resource Council. Many collecting institutions have newspaper in their collections, from clippings to entire runs of publications. There are myriad issues with newspaper collections that can impede access to important information. This webinar will focus on the common problems with newspaper collections and what steps institutions can take to prevent deterioration. Presenters will also discuss the importance of digitization, microfilming and current programs that support this work for newspaper collections.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Board Governance: Committee Infrastructure

Presenter: Susan Weinrich, Vice President of Organizational and Community Development, New York Council of Nonprofits. Boards can use committees to get their work done effectively and efficiently- or they can become frustrated by the lack of leadership, engagement, and clearly defined purpose. This session will explore best practices and creative strategies for using committees to increase engagement, focus, and productively.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Board Governance: Fund Development for Boards 

Presenter: Andrew Marietta, Vice President of Regional Development, New York Council of Nonprofits. This session will provide an overview of how board members can foster a pro-active approach to financial resource development including policy making, planning, fundraising, and strategy development. We will also define and explore the various active roles board members can play as donors, ambassadors, advocates, and askers.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Board Governance: Membership Program Revitalization

Membership programs can offer plenty of benefits to organizations, however, it can be more difficult to build a thriving membership program than many nonprofits expect. This presentation will cover steps organizations can take to revitalize their membership programs, including understanding the value of a membership program; surveying the membership on their engagement; reviewing and reenergizing membership benefits; and rethinking the membership relationship from a transaction for benefits to an investment and partnership.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Board Governance: Recruitment 

Susan Weinrich, Vice President of Organizational and Community Development, New York Council of Nonprofits. Board leadership and engagement isn’t happened upon through luck, nor is it something to be taken for granted. Board building should be an ongoing process with year-round activities and clear strategic goals. In this session we will explore board recruitment, engagement, and assessment, strategies, and identify and recognize what motivates board members to excel in their roles.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Collection Management Policies 

Presenter: Amelia Parks, Archives Specialist, DHPSNY. Having essential policies and procedures in place is crucial for a properly functioning and thriving collection. This webinar focuses on one of these, the Collection Management Policy (CMP).

Webinar Historical Records Repositories Collections Management, Historical Records
Collections Care Basics

Presenter: Anastasia Matijkiw, Program Coordinator, DHPSNY. This webinar provides an introduction to collections care basics through the ten agents of deterioration: physical force; theft and vandalism; fire; water; pests; pollutants; light; incorrect temperature; incorrect relative humidity; and custodial neglect.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Common Collection Conditions: Assessing the Condition of Your Book Collections 

Presenter: Amber Hares, Book Conservator, Conservation Center for Art & Historic Artifacts. The second presentation in our Common Collection Conditions series, this webinar discusses how to identify common condition problems found in book collections and introduce five priority levels that can be utilized to categorize collection items based on the urgency of conservation needs.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Common Collection Conditions: Assessing the Condition of Your Collection's Housing

Presenter: Benjamin Iluzada, Housing Technician, Conservation Center for Art & Historic Artifacts. The third presentation in our Common Collection Conditions series, this webinar will discuss common housing issues found within an institution's collection, as well as recommendations for how to address them both in-house and externally.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Common Collection Conditions: Assessing the Condition of Your Paper-Based Collections 

Presenter: Heather Hendry, Senior Paper Conservator, Conservation Center for Art & Historic Artifacts. Every collection will have some condition issues, and every organization has limits on the level of collections care they can institute. However, by both understanding the overall condition of a collection and identifying urgent items, organizations can determine how to best allocate resources within an overall preservation plan. This webinar will discuss how to identify common condition problems found in paper objects and introduce five priority levels that can be utilized to categorize collection items based on the urgency of conservation needs.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Common Collection Conditions: Assessing the Condition of Your Photograph Collections

Presenter: Barbara Lemmen, Senior Photograph Conservator, Conservation Center for Art & Historic Artifacts. The fourth presentation in our Common Collection Conditions series, this webinar will discuss how to identify common condition problems found in photograph collections and introduce five priority levels that can be utilized to categorize collection items based on the urgency of conservation needs.

Webinar Historical Records Repositories Collections Storage​, Historical Records
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 & Inactive Records
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:

  • How a records inventory can help you control records
  • How to plan for and carry out a records inventory
  •  Identifying records to inventory
  • Collecting meaningful inventory data
  • Analyzing the results of the inventory
  • How to identify retention periods for records
Webinar Local Governments Collections Management, Inventory & Inactive Records
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.

Webinar Local Governments, State Agencies Files Management & Active Records
Demystifying Cold and Frozen Storage 

Presenter: Barbara Lemmen, Senior Photograph Conservator, Conservation Center for Art & Historic Artifacts. This webinar covers the types of materials that benefit most from or are unsuited to cold storage conditions, concentrating on photographic materials. The differences between cold and frozen systems, such as equipment types and preparation and access to a collection, are also explored.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Digital Imaging (Winter Webinar Series 2020)
Imaging, Scanning or Digitizing: Whatever you call it, how you can make your paper records accessible electronically.
 
Scanning paper records and making them available to the public via a content management system will increase access and allow sharing of important information. This webinar will introduce the basic principles of digital imaging. 
 
This webinar focuses on:
 
  • How to select records to scan
  • How to plan for and carry out a successful imaging project
  • Discussion of Imaging Guidelines/standards
  • Determining who will do the work of records preparation, scanning, verification and project management
  • Discussing the costs of scanning: in house vs a vendor
  • How to establish and maintain an imaging program/system
Webinar Historical Records Repositories, Local Governments, State Agencies Digitization
Digital Preservation for Small Repositories

Presenter: Bonita Weddle, Coordinator of Electronic Records, New York State Archives This webinar focuses on simple, practical first steps small repositories can take toward digital preservation and points you to a wide array of helpful resources.

Webinar Historical Records Repositories Digitization, Historical Records
Disaster Response for the Records Manager

When disaster strikes is your organization ready? Is your organization able to respond safely and quickly to protect its vital records and information assets? Do you have a plan in place to mitigate or avoid a records disaster?

During this webinar examples from real life disasters and recovery efforts will help you learn what to do when a disaster strikes and how to get ready for it in order to mitigate the damage.

Webinar Local Governments Disaster Planning & Response
Duties and Responsibilities of Nonprofit Boards 

Presenter: Susan Weinrich, Vice President of Organizational and Community Development, New York Council of Nonprofits, Inc. This session provides a broad overview of the fiduciary, ethical, and policy making responsibilities of the board. It covers the key functions of the board and provides practical guidance and an overview of best practices for board members to individually and collectively achieve excellence in governance performance. Participants will gain an understanding of how to develop and maintain an engaged board focused on ensuring mission alignment, planning for the organization’s future, ensuring adequate resources and strong financial oversight, and for those organizations with employees, building a strong working partnership with staff leadership.‌

Webinar Historical Records Repositories Policy & Planning, Program Administration
Electronic Records Boot Camp
This webinar is meant for all who have put one toe in the electronic records water and felt it to be a bit chilly for them, or maybe a little overwhelming. We will strip away the IT jargon and get down to exactly what you need to know to feel comfortable in the emerging world of eRecords management. Maybe we will share something of a discussion together on these important issues, have some fun, and come away with enough knowledge to be a little dangerous. You’ll definitely go home with a confident IT swagger!
 
Some of the topics discussed include email management, legal issues surrounding management of electronic records in all their forms, imaging and document management systems, cloud computing, viewing social media as records,  securing a seat at your IT steering committee, electronic records preservation, and much more. 
 
The goals of this webinar are to expose participants to key issues of electronic records management:
 
  • RMO and IT decision making
  • Cloud Computing
  • email management
  • social media and local government
  • preserving electronic records
  • eRecords and the law
  • inventorying automated systems
  • policies and procedures
Webinar Local Governments Electronic Records
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
Webinar Local Governments, State Agencies Disaster Planning & Response, Electronic Records, General Records Management
Email Essentials (Winter Webinar Series 2020)
Email messages can be official records when created or received in the transaction of public business. The webinar will discuss how to:
 
  • Identify emails that are records
  • Identify the retention period for e-mail records
  • Consider the best retention strategies
  • File, maintain, and preserve e-mail
  • Develop an e-mail policy covering the management and acceptable use of e-mail
Webinar Local Governments, State Agencies Electronic Records
Emergency Preparedness Basics: Getting Started 

Presenter: Amelia Parks, Archives Specialist, DHPSNY
One of the most important steps any cultural institution can take to safeguard its collections is to be prepared in the event of an emergency or disaster. How do you get started on this process? This webinar will focus on the first steps an institution should take, including drafting a Pocket Response Plan (PReP), determining salvage priorities, and establishing a cache of disaster supplies.

Webinar Historical Records Repositories Disaster Planning & Response
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.

Webinar Local Governments General Records Management
Finding Aid Basics: An Introduction to DACS

Presenter: Amelia Parks, Archives Specialist, DHPSNY. This workshop covers the basics of collection-level finding aids and focus on content and formatting as governed by Describing Archives: A Content Standard (DACS), the descriptive standard for archival materials.

Webinar Historical Records Repositories Collections Management, Historical Records
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.

Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
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

  • Developing an inactive records storage site
  • Environmental and security control of storage areas
  • Supplies and equipment needed to manage inactive records
  • Transferring records to inactive storage and disposition of obsolete records
  • Preservation of permanent and historical records
  • Improving access to inactive records 
Webinar Local Governments, State Agencies Inventory & Inactive Records
Foundations of Scanning Historical Photographs

Photographic materials in all their variety are among the most difficult records to manage and make accessible. With the dawn of new digital technologies, you are now able to share your historical photographs with a wider audience and save wear and tear on the originals. Digitizing your photographic collections opens the door to creative and interesting applications never before dreamed possible. Consider the blossoming world of blogging, websites, e-publications, social media, and so forth as natural venues to share your visual historic treasures. But there are many issues to consider as one prepares for such an endeavor. This webinar will introduce the basic principles of scanning historical photographs.

This webinar focuses on

  • What photographic materials you can scan and how
  • Selecting a scanner and software to use and how to get the best possible image from them
  • How to plan for and carry out a successful photographic imaging project step by step
  • State Archives technical standards for file format, image resolution, bit depth, and compression
  • Creation of metadata and descriptive information for images
  • Options to increase access to your digital images
Webinar Historical Records Repositories, Local Governments, State Agencies Digitization
Funding for Collections Care 

Presenter: Lee Price, Director of Development, Conservation Center for Art & Historic Artifacts. Viewers of this webinar will learn how to effectively develop and implement a funding strategy to raise money for collections, including the planning process that funders want to see in place and the elements of a successful grant proposal.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Funding: Crafting a Successful Narrative

Presenter: Lee Price, Director of Development, Conservation Center for Art & Historic Artifacts. In DHPSNY’s second webinar in our funding series, learn more about crafting a successful narrative for your grant applications. With examples drawn from success stories at museums, historic sites, libraries, and archives, this webinar will explore the delicate balancing act of meeting all guideline requirements while telling a compelling story.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Funding: New York State’s C/P and DHP Grants

Presenters: John Diefenderfer, Archival Advisory Services, New York State Archives; Barbara Lilley, Library Development Specialist, New York State Library. This informational webinar presents two funding sources available to collecting institutions in New York through state funding: The New York State Discretionary Grant Program for the Conservation and Preservation of Library Research Materials (C/P Grants) and the Documentary Heritage Program (DHP) Grants. Presenters discuss eligibility, fundable activities, and the application process for their respective programs.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Good Housekeeping 

Presenter: Amelia Parks, Archives Specialist, DHPSNY. Having a regular housekeeping program is essential to the preservation of collections. Clean conditions are important for long-term collections care and for good emergency preparedness. This webinar will address how to develop and maintain a housekeeping program for small- and medium-sized institutions, including policies, schedules, and recommended cleaning products.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Housing Material Basics 

Presenter: Gillian Marcus, Preservation Specialist, DHPSNY. This webinar guides you through the process of becoming an informed consumer in an often confusing world of products marketed as “archival” or “conservation-grade.”

Webinar Historical Records Repositories Collections Storage​, Historical Records
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!

Webinar Local Governments, State Agencies Inventory & Inactive Records
Internal Advocacy

Presenter: Dyani Feige, Director of Preservation Services, Conservation Center for Art & Historic Artifacts. Advocacy is not only external—it is crucial for collecting institution staff to be able to advocate internally as well, to co-workers, board, and administration, in order to assure that resources are best allocated. This webinar will explore routes for both external and internal advocacy with a focus on collections care: securing time and funding for preservation initiatives and conservation treatment. It will also discuss opportunities for incorporating information about preservation into all advocacy efforts.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Introduction to Digitization 

Presenter: Tamara Talansky, Preservation and Imaging Coordinator, Conservation Center for Art & Historic Artifacts
This webinar provides a basic overview of some of the considerations institutions should make when digitizing materials, including prioritization and selection criteria, handling practices while scanning or photographing, and storage concerns for digital media.

Webinar Historical Records Repositories Digitization, Historical Records
Introduction to Electronic Records Management (Winter Webinar Series 2020)
This webinar will introduce the basic principles of electronic records management. One of the biggest challenges facing records and office managers is the complexity of issues surrounding the management of electronic records. The manager’s goal should be to determine the most efficient way to manage electronic records so that access for their entire retention period is ensured.
This webinar focuses on how to:
  • Manage electronic record keeping systems of varied sizes and types
  • File and maintain access to electronic records
  • Control the retention and disposition of electronic records
  • Develop security and other management controls over electronic records
  • Preserve electronic records over long periods of time
 
Webinar Local Governments, State Agencies Electronic Records
Introduction to Emergency Planning and Preparedness

Presenter: Samantha Forsko, Preservation Specialist, Conservation Center for Art & Historic Artifacts Emergency preparedness is one of the most important steps any cultural institution can take to safeguard its collections. This webinar provides a “big picture” overview of emergency planning and preparedness.

Webinar Historical Records Repositories Disaster Planning & Response
Introduction to Historical Records for Local Governments

Historical or archival records have long-term value not only for local governments that created them, but also for use in many types of research. This webinar will discuss practical methods to ensure that these records are identified, organized, properly stored, preserved, and available for use. It is designed to introduce records management officers to this important responsibility.

Webinar Local Governments Historical Records
Introduction to Information Technology for Records Managers
With more and more records generated (created and received) electronically, today’s RMO needs to understand more about information technology. What is it? What does it encompass? How is it used? It can be challenging to know where to start. 
 
This webinar is an introduction for records managers to the basic concepts, tools, and technologies that they will encounter in their jobs and will provide them with a solid base of knowledge to move forward with.
Webinar Local Governments Electronic Records
Introduction to Integrated Pest Management 

Presenter: Gillian Marcus, Preservation Specialist, DHPSNY. This webinar provides an introduction to Integrated Pest Management (IPM) for cultural institutions. Topics include the basic principles of prevention, monitoring, identification, and response/recovery, as well as resources for setting up a pest management program.

Webinar Historical Records Repositories Collections Storage​, Historical Records
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, Files Management & Active Records, Inventory & Inactive Records
Know Your Collections: Collections Management 

Presenter: Dyani Feige, Director of Preservation Services, Conservation Center for Art & Historic Artifacts. This presentation covers key collections management topics such as acquisition, appraisal, documentation and deeds of gift, inventory, and deaccessioning. Issues such as “found in the collection” items and abandoned property are also addressed.

Webinar Historical Records Repositories Collections Management, Historical Records
Legal Issues: Copyright 101 for Archivists and Librarians

Presenter: Anne Karle-Zenith, Associate Director of Business Development, Metropolitan New York Library Council; Jennifer Palmentiero, Digital Services Librarian, Southeastern New York Library Resource Council. This webinar provides an introduction to copyright law for archival and special collection managers. Fair use and special exemptions for libraries and archives are also covered. The presentation concludes with a discussion of copyright considerations related to deeds of gifts, donor agreements, reuse of collection materials, and permission and fee policies.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Legal Issues: Ethics 

Presenters: Clare Flemming, Consulting Archivist; Brandon Zimmerman, Consulting Archivist. Collecting institutions are regularly faced with ethical decisions, from questions of access and privacy to authenticity and copyright in collections. This webinar will discuss some of the more common ethical issues and the professional codes of ethics governing archives and libraries.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Legal Issues: Old Loans and Unknown Sources

Presenter: Erin Richardson, Director of Collections, Farmers’ Museum. Designed for any staff or volunteers involved in collections care, this webinar is a primer on how institutions should address their trickier holdings: old loans, abandoned property, and materials “found in the collection.”

Webinar Historical Records Repositories Policy & Planning, Program Administration
Lighting: Beyond Standards 

Presenter: Heather Hendry, Senior Paper Conservator, Conservation Center for Art & Historic Artifacts. Light is one of the ten agents of deterioration, making it especially crucial that collecting institutions know how to control and mitigate exposure to light during storage and exhibition. This webinar discusses basic principles of managing light exposure in collections, including identifying light sources commonly found in institutional storage, measuring and understanding visible and UV light values, current standards for light exposure during exhibition, and preventive measures to avoid unnecessary exposure to light. The light sensitivity of materials commonly held in archives, museums, and libraries is also discussed. Several case studies will show how small and large real world institutions have protected their collections.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Local Historian’s Role in Identifying and Promoting Historical Records

Local history provides such color and depth to an otherwise bland panorama of dates, events and places. It offers unique information and creates a context for regional, state and national history. But what is the documentary basis for excellent local history and what is the local historian’s role in identifying and promoting historical records in a community context? This webinar will explore these questions as they relate to the primary roles of local historians – interpreting the past through research and writing, teaching, organizing, advocacy and historic preservation. We will consider the nature and challenges associated with local records, where they may be located, and options to preserve and make accessible these local treasures. This presentation will be valuable to records management officers, historians, and all those charged with overseeing the rich history of their communities.

Webinar Local Governments Historical Records
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 & Inactive Records
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

 

Webinar Local Governments Files Management & Active Records
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.

Webinar Local Governments, State Agencies Files Management & Active Records, General Records Management, Retention & Disposition
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.
Webinar Historical Records Repositories, Local Governments, State Agencies Files Management & Active Records, General Records Management, Historical Records, Inventory & Inactive Records
Managing Social Media Records (Winter Webinar Series 2020)

Many state and local government entities in New York State engage the public through social media, but few of those properly manage the records created on social media platforms. This webinar will demonstrate how social media content can be a government record and provide guidance on using social media effectively. A major focus of the webinar will be how to capture and preserve social media records to ensure the retention of the records for the full extent of their retention periods.

Topics covered by this webinar will include:

  • Managing social media content as official records
  • Assessing the risks of engaging in social media
  • Developing a social media plan
  • Writing social media policies
  • Retaining and preserving social media records

 

Webinar Local Governments, State Agencies Electronic Records
Managing Your Digital Collection 

Presenter: Maggie Downing, Manager of Digital Imaging, Conservation Center for Art & Historic Artifacts. This webinar will focus on the basics of managing digital collections and will address born-digital material as well as items that have been converted to digital format. Maggie Downing, Manager of Digital Imaging at the Conservation Center for Art & Historic Artifacts, will discuss scalable strategies that can be implemented by institutions of all sizes.

Webinar Historical Records Repositories Digitization, Historical Records
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.

Webinar Historical Records Repositories Collections Management, General Records Management
Metadata Matters: The Basics

Presenter: Dacia Metes, Digital Archives Manager, Queens Public Library. What is metadata? And why does it matter? This webinar will answer these questions and more! Intended to help those just getting started with metadata, topics covered will include best practices for item- and collection-level metadata, file naming, and systems for capturing metadata. Dublin Core and Encoded Archival Description (EAD) will also be addressed.

Webinar Historical Records Repositories Collections Management, Historical Records
Mold: Prevention, Detection, and Response 

Presenter: Gillian Marcus, Preservation Specialist, DHPSNY. This webinar covers the basics of mold: what it is, why it happens to archival and library materials, how to recognize it, as well as strategies for prevention and recovery. Resources for responding to a mold outbreak are also discussed. Note: In the slide titled “Inactivating Mold: Freezing,” it should say “Below -20°C/-4°F” instead of “Below -20°F.”

Webinar Historical Records Repositories Collections Storage​, Historical Records
Photographs in the Archive: Arranging and Describing Visual Materials 

Presenter: Amanda Murray, Preservation Specialist, DHPSNY. Visual materials are a ubiquitous part of many collections that pose specific challenges to providing access. This session will discuss important considerations for the successful arrangement and description of visual materials in order to gain intellectual and physical control, improve accessibility, and provide for preservation.

Webinar Historical Records Repositories Collections Management, Historical Records
Policies and Procedures for Deaccessioning

Presenter: Dyani Feige, Director of Preservation Services, Conservation Center for Art & Historic Artifacts. Permanently removing accessioned materials from your holdings can be daunting. However, deaccessioning is an important collections management tool, particularly for institutions that are overcrowded or have accepted every donation that came their way. This webinar will address best practices when it comes to deaccessioning, including policies and suggested workflows.

Webinar Historical Records Repositories Collections Management, Historical Records
Preservation in Exhibits 

Presenter: Amelia Parks, Archives Specialist, DHPSNY. This webinar covers strategies for planning and installing exhibits of archival collections using preservation quality materials and following best practices for preservation strategies.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Preserving Electronic Records
With ever-changing technology and the short life expectancy of the media on which they are stored, electronic records pose a special challenge to governments’ preservation efforts. Governments’ electronic records are found, not only on computer media, but also on audio tapes and videotapes. This presentation will be helpful for all government officials responsible for the preservation or maintenance of electronic records stored on computer media, audio tapes, and videotapes.
 
This webinar will:
 
  • Describe the different types of electronic media
  • Provide practical guidelines about various preservation techniques
  • Provide information about proper storage methodologies
  • Discuss how to maintain access to records
Webinar Local Governments Electronic Records, Historical Records
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. 
Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
Quality Control and Verification of Digital Imaging

Verifying that each page of each document was scanned and a true legible copy of the original is the most important step in any imaging project, but the one that is most often ignored. This webinar will explain why this step is so critical to any successful imaging project and review each step in the process of quality control and verification.

Webinar Local Governments, State Agencies Digitization, Electronic Records
Records Appraisal for Records Managers
How do you decide which records have historical value? The answer is through an appraisal process.  
 
This webinar introduces records managers to the process of archival appraisal. You will learn the basic principles and practices of appraisal and how to identify records having historic or secondary value.
Webinar Local Governments Historical Records
Records Disposition Days (Spring Cleaning 3)

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

Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
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.

Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
Risk Assessment for Collecting Institutions 

Presenter: Samantha Forsko, Preservation Specialist, Conservation Center for Art & Historic Artifacts
This webinar explores the basics of conducting a risk assessment at your institution. Conducting a risk assessment is one of the first steps an institution can take in the preparation and updating of an emergency preparedness and response plan.

Webinar Historical Records Repositories Disaster Planning & Response, Historical Records
Security for Collections 

Presenter: Gillian Marcus, Preservation Specialist, DHPSNY. This webinar provides an overview of collections security with a focus on protection from theft and vandalism. Topics will include secure storage, protection of materials while in use, and security policies and procedures.

Webinar Historical Records Repositories Policy & Planning, Program Administration
Social Media: Instagram & Facebook

Presenter: Jason Henn, Manager of Marketing & External Relations, Conservation Center for Art & Historic Artifacts
Social Media is an excellent platform for sharing information about your organization and highlighting the collections under your care. This webinar will address the basics of establishing a social media presence for your organization on two popular platforms, Instagram and Facebook, and how they can be used to build audiences, share stories, and promote events.

Webinar Historical Records Repositories Historical Records, Outreach
Space Planning: Getting Started

Presenter: Maria Holden, Preservation Officer, New York State Office of Cultural Education. Archives, libraries, and museums of all sizes face challenges when considering how to make the most of collections storage spaces, particularly when space is limited. The presenter will discuss strategies for making the most of precious storage space as well as ways to prioritize best practices and current standards for housing and storing institutional collections.

Webinar Historical Records Repositories Collections Storage​, Historical Records
Spreading the Word

Presenters: Amy Heuer, Manager of Marketing and Engagement, CCAHA; Lee Price, Director of Development, CCAHA
This webinar looks at fresh strategies to build audiences, promote collections, and connect with new audiences, with additional discussion of how to leverage your stories for fundraising.

Webinar Historical Records Repositories Outreach
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. 

Webinar Historical Records Repositories, Local Governments, State Agencies General Records Management
Stories from the Field: Mold at RPI

Presenters: Tammy Gobert, Preservation and Access Archivist, Institute Archives and Special Collections, RPI Jenifer Monger, Assistant Institute Archivist, Institute Archives and Special Collections, RPI Dealing with a large mold outbreak is one of the most difficult situations an institution can face; in this webinar, staff from the Rensselaer Polytechnic Institute Library share insight and lessons learned after they tackled a large mold outbreak in the collections.

Webinar Historical Records Repositories Collections Storage​, Disaster Planning & Response, Historical Records
Temperature & Relative Humidity in Collections Care

Presenter: Gillian Marcus, Preservation Specialist, DHPSNY
Providing stable environmental controls is one of the most important steps an institution can take to preserve its collections. As strict parameters for temperature and relative humidity can be expensive and difficult to implement for many institutions, efforts should be focused on maintaining environmental conditions that are attainable, sustainable, and cost-effective over the long term. This webinar will cover the impact temperature and relative humidity can have on collections, as well as ways to mitigate the risks posed by fluctuations or extremes. Establishing and maintaining an environmental monitoring program will also be addressed.

Webinar Historical Records Repositories Collections Storage​, Historical Records
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.

Webinar Local Governments General Records Management
The Importance of Strategic Planning 

Presenter: Susan Weinrich, Vice President of Organizational and Community Development, NYCON. Does your institution have a strategic plan? If not, this webinar will convince you to start the process!

Webinar Historical Records Repositories Policy & Planning, Program Administration
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. 
 
Webinar Local Governments Retention & Disposition
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. 
 
Webinar Local Governments Retention & Disposition
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. 
 
Webinar Local Governments Retention & Disposition
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. 
Webinar Local Governments Retention & Disposition
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. 
Webinar Local Governments Retention & Disposition
The Process of Processing: Creating and Implementing Processing Plans 

Presenter: Kate Philipson, Archives Specialist, DHPSNY. Processing archival collections, which is the work of arranging, describing, and housing materials, can sometimes feel overwhelming. Creating an initial processing plan helps to make these activities more manageable, as it proposes a clear guide to understanding any given collection and the resources that are necessary to make it accessible. This webinar will address the reasons for utilizing processing plans in your workflows, as well as the details of how to write one and implement it effectively.

Webinar Historical Records Repositories Collections Management, Historical Records
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.

Webinar Local Governments General Records Management
Using Local Government Records for Local and Family History

The historical records of towns, villages, cities, counties, school districts and other local governments are among the most amazing treasures for those conducting family and local history. They have the ability to paint beautiful panoramas, providing detail and color to otherwise bland lists of names, dates and places. But accessing these records, knowing what is available and where to find them, can be rather daunting.

This one-hour webinar will outline the types of historical records available at many local governments. It will explore where you may find them and the kinds of information they contain. We will also discuss some of the challenges and approaches you might use to successfully access these treasures.

This webinar will be really valuable for researchers, historians, and for all individuals who care for and make accessible historical records in local governments.

Webinar Local Governments Historical Records
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

 

Webinar Local Governments Retention & Disposition
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.

Webinar State Agencies Retention & Disposition
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 & Inactive Records, Retention & Disposition
What Does the Genealogist Want from You? And How to Provide it

Genealogist are, by far, the largest user group of New York State local government historical records. This webinar will help local government officials understand what the genealogist is looking for and why. It will provide tips and strategies on records access that help make things easier for you and the genealogist.

Webinar Local Governments Historical Records
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.
Webinar State Agencies General Records Management