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Publications:

Managing Government Records
Records and information management publications.

Once you have completed your selection, click the Order button to complete the ordering process. One copy of each publication is available free of charge.

#00 Imaging Production Guidelines
These guidelines list the minimal standards for producing and inspecting digital images of records.
2006  (20 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#06 Retention and Disposition of Library and Library System Records
Provides basic information on the retention and disposition of library records.
2007  (5 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#09 Producing High Quality Microfilm
Defines technical guidelines for producing high quality microfilm and issues to consider before undertaking a micrographics project. Includes updates and corrections added in August 2005.
1998  (56 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#11 Introduction to Microfilm
Introduction to the basics of microfilming, including when to consider microfilming and how microfilming works.
1997  (20 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#15 Acetate Microfilm
Provides a concise fact sheet regarding acetate-based film.
2003  (3 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#20 Guidelines for Determining if a Stand-Alone Imaging System is the Best Choice for You
Familiarizes local governments and state agencies with stand-alone imaging systems to help them determine if such a system will meet their needs.
1999  (10 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#22 Guidelines for Ensuring the Long Term Accessibility and Usability of Records Stored as Digital Images
Explains what local governments and state agencies must do to ensure they can maintain digital images in place of paper records for as long as required by the applicable retention schedule. This publication is only available online.
1998  (16 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#41 Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them
Explains how to use State Archives retention schedules, develop specialized office retention schedules, and destroy obsolete records.
2002  (48 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#42 Guidelines for Off-Site Storage of Inactive Local Government Records
Describes effective policies and procedures for off-site storage of inactive government records. Paragraph 2, page 1 revised in 2006.
2006  (9 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#44 Records Management Consultants for Local Governments
Provides advice and guidance to state agencies, local governments, and historical societies that are considering the employment of consultants.
2000  (24 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#48 Developing an Inactive Records Storage Facility
Provides practical advice about how to set up an inactive records storage facility. Discusses costs, security, space requirements, environmental conditions, physical layout, and many other subjects.
1994  (22 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#49 Administration of Inactive Records
Outlines and describes the steps necessary to ensure efficient and effective operation of inactive records storage.
1994  (64 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#52 Computer Output Microfilm
Explains how COM is produced, its use and applicability, and standards governing its production.
2002  (4 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#57 Government Records Services
Provides information on records management services for local governments and state agencies provided by the State Archives. Now available as a webpages.
   
HTML (Accessible Version)
HTML (Accessible Version)

#58 eGovernment
Provides an introduction to eGovernment (its history, challenges, benefits and potential), paying special attention to the records management issues involved in setting up eGovernment services. This publication is only available online.
2000  (43 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#61 Seven Attributes of an Effective Records Management Program
Discusses attributes that records managers can use to assess the effectiveness of their programs. Includes examples of good practices and a glossary of records management terms.
2002  (18 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#62 Managing E-Mail Effectively
Provides an in-depth look at all aspects of e-mail management. A glossary of e-mail terms and sample e-mail policies are included.
2002  (64 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#63 Guidelines for Choosing Records Management Software
Explains how different software products can help manage records more effectively, including software that maintains records inventories, tracks inactive records, and improves access to active records.
2002  (11 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#64 Conducting Needs Assessments for New Recordkeeping Systems
Provides general advice on when and how to conduct a needs assessment for implementing a new recordkeeping system. A recordkeeping system can be any paper, electronic, micrographic, or hybrid system designed to create, store, and manage records.
2003  (34 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#65 Recommendations for Shelving for Inactive Records Storage
Explains what factors should be considered to choose the best records storage shelving.
2004  (4 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#76 Inventory and Planning: The First Steps in Records Management
Explains the value and uses of a records inventory, provides a step-by-step explanation of how to conduct an inventory, and shows how to develop a simple plan to guide the development of a records management program.
2003  (36 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#77 Managing Imaging and Micrographics Projects
Details the steps to follow to ensure a successful imaging or micrographics project, including how to develop technical specifications and a contract.
2003  (44 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#78 Indexing Minutes
Describes different ways to index minutes, explains when one method is better over another, and gives detailed instructions on how to develop an index. Includes sample master lists of indexing terms and a sample indexing procedures manual.
2003  (68 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#82 Preparing for the Worst: Managing Records Disasters
Describes the steps necessary to anticipate, prevent, plan for, and recover from a disaster affecting records in any format. It includes a sample disaster management plan, data collection forms, and specific steps for responding to a disaster.
2004  (58 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#83 Using the State Records Center
This guide provides step-by-step instructions for transferring paper records, microfilm, and computer media to the SRC, gaining access to records stored at the SRC, and arranging for records disposition. The appendices include forms that state agency staff need to transfer, interfile, and withdraw records.
2009  (28 pages) 
HTML (Accessible Version)

#84 Guidelines for the Management of State Agency Executive Office Records
Outlines the responsibilities that state agencies have for managing their most important administrative records and indicates who state agency staff should call for records management advice and services.
2010  (4 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

#85 Developing a Policy for Managing Email
These guidelines are intended as a starting point for state agencies and local governments to use for writing policies and procedures that will guide a program for managing email. Agencies and governments should adapt the guidelines to meet their own needs and capabilities, and continue to update their policies on an as-needed basis.
2010  (62 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

ADV09.01 Using a Data Storage Vendor
Provides information to local governments and state agencies about the issues involved in handing over custody and control of data to a vendor or to another government or agency.
2009  (1 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

ADV10.01 Preliminary Guidance on Social Media
This publication can help you to verify that using social media sites will meet your business needs, and familiarize your organization with the risks associated with the use of these tools.
2010  (7 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

ADV11.01 Reclaiming Alienated Records
Defines alienated records and lists steps to take when you discover that the records of your local government or state agency may be in the custody of another person or organization
2011  (1 pages) 
HTML (Accessible Version)

ADV11.02 Services and Funding Available for Flood-damaged Records
State Archives is available to provide assistance and advice on recovery of flood-damaged local and state government records and for archival/historical records in government offices and historical organizations in the areas affected by flooding.
2011  (2 pages) 
HTML (Accessible Version)

ADV11.04 Sources of Assistance for Non-Profit Organizations
State Archives compiled a list of Sources of Emergency Funding and Grants for the Preservation of Damaged Materials to assist non-profits with water damaged records.
2011  (3 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

ADV12.00 Records Advisory Boards
Information about how these boards can guide the records management program
2012   
HTML (Accessible Version)

ADV12.01 Electronic Records Disaster Preparedness and Recovery
Information on disaster preparedness and recovery for government electronic records
2012   
HTML (Accessible Version)

ADV12.02 Salvaging Moldy and Contaminated Records
Information on mold and paper records
2012   
HTML (Accessible Version)

ADV12.03 Working with Disaster Recovery Vendors
Advice on how to work with Disaster Recovery Vendors
2012   
HTML (Accessible Version)

ADV12.04 Salvaging and Caring For Your Family Treasures
Information about how families can salvage and take care of family records and memorabilia
2012   
HTML (Accessible Version)

ADV12.05 Funding for Non-Profit / Non-Government Organizations with Damaged Collections
Information about non-profit funding sources
2012   
HTML (Accessible Version)

ADV12.06 Local Government Records Management Improvement Fund Shared Services Grants
Learn about how shared services grants provide funding for two or more local governments to cooperate on a grants project by developing a permanent cooperative arrangement to solve a shared records management problem.
2012  (6 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

GIS03 Local Government Geographic Information System Development Guides
A series of three publications developed in cooperation with the Erie County Water Authority and the State University of New York at Buffalo. Email ARCHPUBS@mail.nysed.gov for an electronic copy.
1996   

LGPV Look Before You Leap: a Walk Through a Microfilm Lab
A small number of copies of this 11-minute film are still available on VHS cassette tape and CD.
1995   

OTR04.0 Records Retention and Disposition Schedule CO-2
Records Retention and Disposition Schedule for counties.
2006  (314 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

OTR04.0a Records Retention and Disposition Schedule CO-2 (Replacement Pages)
Replacement pages for the Records Retention and Disposition Schedule (2002) for counties.
2006  (128 pages) 
PDF (Portable Document Format)

OTR04.1 Records Retention and Disposition Schedule MU-1
Records Retention and Disposition Schedule for cities, towns, villages, and fire districts. For a complete copy of this schedule, download the PDF file or the two HTML files listed below. The top HTML link is the Introduction and the bottom link is the Schedule Items.
2003  (223 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)
HTML (Accessible Version)

OTR04.1a Records Retention and Disposition Schedule MU-1 (Replacement Pages)
Replacement pages for the Records Retention and Disposition Schedule MU-1 (2000)for cities, towns, villages, and fire districts.
2003  (140 pages) 

OTR04.2 Records Retention and Disposition Schedule MI-1
Records Retention and Disposition Schedule for miscellaneous local governments.
2006  (276 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

OTR04.2a Records Retention and Disposition Schedule MI-1 (Replacement Pages)
Replacement pages for the Records Retention and Disposition Schedule MI-1(2002) for miscellaneous governments.
2006  (108 pages) 
PDF (Portable Document Format)

OTR04.3 Records Retention and Disposition Schedule ED-1
Records Retention and Disposition Schedule for school districts, BOCES, County Vocational Education and Extension Boards, Teacher Resource and Computer Training Centers. The top "HTML" link is the Introduction; then the Schedule Items are broken up into Part 1, Part 2, Part 3, Part 4, and Part 5.
2004  (145 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)
HTML (Accessible Version)
HTML (Accessible Version)
HTML (Accessible Version)
HTML (Accessible Version)
HTML (Accessible Version)

OTR13 Local Government Records Management Improvement Fund (LGRMIF) Grant Application Guide
Designed for local officials who wish to apply for a Local Government Records Management Improvement Fund (LGRMIF) grant.
2012   

OTR28 Local Government Records Management Improvement Fund Disaster Recovery Guidelines
Contact your Regional Advisory Officer to obtain information on how to apply for a Local Government Records Management Improvement Fund (LGRMIF) Disaster Recovery Grant.
   

OTR29 Local Government Records Management Improvement Fund Reporting Guidelines
Provides information on writing the Local Government Records Management Improvement Fund (LGRMIF) final project performance report required of all local governments who receive an LGRMIF grant. The publication includes the necessary report forms.
   

SGP02 Guide to Efficient Filing Systems
State Government Records Management Information Series
1993  (27 pages) 

SGP10 Guidelines for the Legal Acceptance of Public Records in an Emerging Electronic Environment
State Government Records Management Information Series. Presents guidelines regarding the legal acceptance of electronically produced records based on current State and Federal laws. It defines a range of measures which can be taken to enhance authenticity, clearly defines admissibility of public records, and explores special considerations for records generated by emerging technologies. Request an electronic copy by email ARCHPUBS@mail.nysed.gov.
1994  (35 pages) 

SGP16 Records Retention and Disposition Schedule - Election Records
Government Records Management Information Series. Records Retention and Disposition Schedule for use by New York County Boards of Elections
1996  (24 pages) 
PDF (Portable Document Format)
HTML (Accessible Version)

SGS04 General Retention and Disposition Schedule for New York State Government Records, Effective January 2008
This publication provides authorizations for state agencies to dispose of common administrative records following a minimum retention period.
The PDF is a large file (610KB). Please allow time to download a copy to your computer or network before attempting to print this publication.
Questions? ARCHPUBS@mail.nysed.gov
2008  (108 pages) 
HTML (Accessible Version)