Research


New York State Archives State Archivist Subject, Correspondence, and Administrative Files

Held by the New York State Archives


Overview of the Records

Repository:

New York State Archives

New York State Education Department

Cultural Education Center

Albany, NY 12230

Summary:
The New York State Archives acquires and preserves state government archival records; provides records management services and training to state agencies and local governments; and promotes preservation and access to historical records statewide. These records consist of correspondence, reports, budget materials, fiscal and personnel records, publications, legislative materials, and policy and planning documents created by the State Archivist for setting policy, developing programs, and overseeing operations for the State Archives.
Creator:
Title:
Quantity:
70.5 cubic feet
Inclusive Dates:
1981-2010
Series Number:
19040

Arrangement

19040-97: Arranged in 5 subseries: 1. Executive Correspondence and Activities Files, 1981-1995; 2. State Agency Correspondence, 1981-1994; 3. General Correspondence, 1981-1994; 4. Administrative Records, 1981-1994; and 5. Correspondence with Professional Organizations, 1982-1995.

19040-97: Subseries 1 is arranged by type of office (Executive, Cultural Education, and other), and then chronologically; Subseries 2 is alphabetical by agency; Subseries 3 is arranged by type of correspondent (organization or individual) and then alphabetically; Subseries 4 is alphabetical by unit or topic; and Subseries 5 is arranged by conference or professional group.

19040-02: Roughly chronological by fiscal year then by record type.

19040-04: Reverse chronological order.

19040-13: Chronological.

19040-19: Alphabetical.

Administrative History

The state's records management program was transferred to the Education Department in 1987 and combined with the archives to form the State Archives and Records Administration (SARA). SARA acquires and preserves state government archival records; provides records management services and training to state agencies and local governments; and promotes preservation and access to historical records statewide. The Office of Assistant Commissioner for Archives and Records Management develops and promotes programs and policies; approves records disposition schedules; and reviews all grants awarded under programs administered by SARA prior to final approval by the Commissioner of Education. The assistant commissioner chairs the State Historical Records Advisory Board (SHRAB).

The Archives Partnership Trust (APT) was established by legislative act in 1992 to ensure the survival and availability of archival records of New York's colonial and state government created prior to the opening of the New York State Archives in 1978.

Larry J. Hackman was New York State Archivist from 1981-1995. He was appointed Director of Archival Services and Records Management in 1987, and promoted as Assistant Commissioner for Archives and Records Administration in 1990. Until his resignation in July 1995, he held the latter position jointly with that of Executive Director of the Archives Partnership Trust (from 1992). He is a Fellow of the Society of American Archivists (SAA) and has served professional organizations including the Commission on Preservation and Access, the New York State Bar Association, Columbia University, and many other state, regional, and national associations.

Scope and Content Note

This series consists of correspondence, reports, budget materials, fiscal and personnel records, publications, legislative materials, and policy and planning documents created by the State Archivist for setting policy, developing programs, and overseeing operations for the State Archives.

19040-97: These records were created by Larry J. Hackman during his tenure as New York State Archivist and Assistant Commissioner of Archives and Records Management. They reflect work to promote archives and records management; forge partnerships among governmental, historical, and educational communities; develop information policy; and provide management strategies for evolving information technology. The records also document expansion of the functional role of the State Archives and increased advocacy for archives and records management statewide.

The files cover a time of dynamic organizational change and growth, and includes program information on electronic records, local records management, archival preservation, and cooperative bibliographic access. Notable events include the transfer of administration of the State Records Center to the Education Dept. (SED) from the Office of General Services; passage of an act resulting in the Local Government Records Management Improvement Fund (LGRMIF); establishment and expansion of the Documentary Heritage Program (DHP); and development of an inhouse micrographics program to preserve archival records.

Files contain internal and external correspondence; reports; notes; publications; planning documents; legislative proposals and background materials; grant applications and project records; policy and procedure statements; and other administrative materials. The records contain detailed information on the professional activities of the assistant commissioner and most aspects of SARA organization and operations.

Subseries 1: Executive Correspondence and Activities Files. This subseries includes correspondence; task force, committee, and activities files; and reports pertaining to executive offices in the SED and the Office of Cultural Education (OCE). A considerable amount of material relates to the Board of Regents, including minutes of monthly meetings. OCE material includes committee and planning files, audit files, and copies of monthly reports to the Regents.

Subseries 2: State Agency Correspondence. Typical files include correspondence and internal memoranda concerning records retention scheduling and records management; annual reports and brochures of state agencies; newspaper clippings concerning agency activities; and notes and agendas of meetings with agency officials.

Subseries 3: General Correspondence. Records include copies of transmittal letters sent with requested Archives publications; brochures, published reports, and other information relating to organizations; correspondence expressing thanks for tours or information; request for information on State Archives holdings and copies of replies; and hearing transcripts, agendas, and other material concerning the Governor's Commission and Conference on Libraries (1990).

Subseries 4: Administrative Records. Material pertains to the internal administration and functions of SARA. Records include reports, work plans, internal memoranda, and a variety of other material related to office units, personnel, and activities.

Subseries 5: Correspondence with Professional Organizations. Correspondence and other material relates to participation in professional organizations and committee work. These include the National Association of Government Archives and Records Administrators (NAGARA); New York State Forum; Research Libraries Group (RLG); Telecommunications Task Force; and State Historical Records Advisory Board (SHRAB). Material includes conference programs, agendas, remarks, and travel plans.

19040-99: This accretion to Subseries 1, Executive Correspondence and Activities Files, consists of correspondence, reports, planning material, minutes and meeting notes, and other material related to the Deputy Commissioner's Office of the Office of Cultural Education. Topics include Board of Regents' priorities, proposed legislation, automation, proposed grant-funded projects, Education Commissioner's quarterly reviews, access for individuals with disabilities, and cultural diversity. This material was apparently misplaced when an earlier accretion was accessioned in 1997.

19040-02: This accretion consists of administrative records of Bruce Dearstyne who was, for the years 1995-1996, Co-Interim State Archivist as well as Director of External Programs.

19040-03: This accretion consists of meeting minutes, agendas, and related material of Assistant Commissioner Larry J. Hackman. Types of meetings include senior staff , division directors, and general staff meetings.

19040-13: This accretion to Subseries 1, Executive Correspondence and Activities Files, contains correspondence and some subject files created during the tenures of State Archivists V. Chapman-Smith and Christine Ward. The majority of the records relate to acquisition, space and security considerations regarding the records of the State Archives.

19040-19: This accretion to Subseries 5 contains correspondence with multiple professional organizations and institutions: Coalition for New York's Documentary Heritage, Council on Library Resources, National Association of Government Archives and Records Administrators (NAGARA), National Coordinating Committee for the Promotion of History, and New York Historical Society.

Use of Records

Access Restrictions

There are no restrictions regarding access to or use of this material.

Related Information

Related Materials

Series B1424 Subject, Correspondence, and Administrative Files, contains records of Edward Weldon, first New York State Archivist (1975-1980).

Other finding aids

Folder lists for accretions not included in this finding aid are available at the repository.

Access Terms

Personal Name(s):
Corporate Name(s):
Geographic Name(s):
Subject(s):
Genre(s):
Function(s):

Detailed Description

Subseries 1: Executive Correspondence and Activities Files

Dates:
1981-1995

Arrangement:

Arranged by type of office (Executive, Cultural Education, and other), and then chronologically.

  

Dates Contents Box Folder

Accretion: 19040-16
2000 Regents Visiting Committee for State Archives 1 1
1999 Regents Visiting Committee for State Archives 1 2
1997 Regents Visiting Committee for State Archives 1 3
1995 Regents Visiting Committee for State Archives 1 4
2007 October Regents Meeting 1 5
2005 May Regents Meeting - J. Hanna, Present 1 6
2006-2008 Staffing Plans : Archives 1 7
2007 Correspondence 1 8
2007 Correspondence : FOIL 1 9
2007 Correspondence : "Town of Cairo" 1 10
2007 SHRAB 1 11
2006 Corrrespondence 1 12
2008 E-Records: OFT/Archives Metings, Reports, Etc. 1 13
2008 March E-Records: Advocacy 1 14
2008 February E Records: Senate Testimony 1 15
2008 LGRMIF Advocacy For Fee INcrease BIll 1 16
2009 May 19 Audits 1 17
2009-2010 CE Fund - LGRMIF 1 18
2009-2010 Budget 1 19
2008-2009 Budget 1 20
2007-2008 Budget Proposal 1 21
1999 DMG Maximus Study : Thru OCE 1 22
2009 December 10 - 2013 March 11 Deaccessioning 1 23
2004-2008 Eleventh Floor Renovation 2 1
2004 June 4 - 2006 October 2 Project Proposal/Interior Researh and Seminar Rooms 2 2
2009 October 7 Newly Renovated 11th Floor Negatives and Contact Sheets 2 3
2009 Abraham Lincoln Bicenntenial 2 4
2009 Advocacy/ Federal/ PAHR 2 5
2009 Advocacy: LGRMIF Fee Increase 2 6
2009 Advocacy/SUNY Albany Accreditation/Advisory Board 2 7
2001 April 30 Center For Jewish History NHPRC Grant: Reports 2 8
1999 Encyclopedia of NY State Syracusde University Press Poposal 2 9
2009 October 22 Mid Atlantic Regional Center For Humanities Board 2 10
1999-2001 Military Museum Bill 2 11
2008 NHPRC Advocacy 2 12
2007 NHPRC Advocacy 2 13
2006 NHPRC Advocacy: (Lowey, Hinckey, Mc Nulty 2 14
1997 New York Neighborhoods Proposal 2 15
2008 OFT Report 2 16
2001 April 11 Seventh Regement Armory 2 17
Undated 7th Regement Armory (Booklet) 2 18

Accretion: 19040-17
2013 A+CA 57.05 Law Revision Commission 2013 (Governor's Records) 1 1
General Association Petition 1 2
11th Floor Reference Room Patrons STATS 1 3
2013 Federal Records Legislation 1 4
2013 Moreland Commission Records COGI (Restricted) 1 5
Executive Records Moreland Commission Records (Restricted) 1 6
Public Papers of the Governor 1 7
2013 Governor Cuomo Records 1 8
2013 Governor Paterson Records 1 9
2012 Governor Paterson Visit 1 10
2012 Governor Paterson Records 1 11
2011 Governor Records- Paterson 1 12
Governor Records- Spitzer 1 13
Eliot Spitzer- Governor Records 1 14
2009-2010 Governor Records Communications/ Protocol Discussion 1 15
2010 Strategic Planning 1 16
2010 Governor's Records Bill 1 17
Timeline Governor's Facts 1 18
2010 Governor's Records Bill/ Advocacy 1 19
2009-2010 Governor's Records Bill/ Advocacy/ Conference on Executive Record 1 20
2007-2008 Governor's Records- Bill 1 21
1995-2006 Governor's Records- NYS 1 22
Alienated Records/Replevin 1 23
History of SA- 30th Anniversary 1 24
Capitol Exhibits- Hall of Governors Judiciary/ Legislative 1 25
July 19, 2013 Diana Mara Henry NYS Women's Division 1 26
2013 Court Records Project- Historical Society of Courts. 1 27
Strategic Agenda 1 28
2004-2007 Strategic Planning, Mission/Vision Values 1 29
2003-2007 Strategic Planning background 1 30
2004-2007 Strategic Planning Focus Groups 1 31
May 20 Retreat- Goals/Strategies 1 32
LGRMIF/CEF fees 1 33
Salary Renewal 1 34
2001 Archives/OCE- Issues 1 35
Contracts 2 1
APT Contracts 1 of 3 2 2
APT Contracts 2 of 3 2 3
APT Contracts 3 of 3 2 4
2012 OPWDD Deposition 2 5
New Staff Positions and SHRAB 2 6
Hall of Governors and Local Government Records 2 7
Audit 2 8
COSA Government Records Manual 2nd Edition 2 9
Citi Bank Travel Card 2 10
Legislation- Governor's Records 2 11
Legislation- 2001 Chlorine-free paper 2 12
Legislation- 2001 Minority Fellowships 2 13
Legislation- 2001 Revise FOIL re:files 2 14
Legislation- 2001 Military Museum 2 15
Legislation- GIS 2 16
2002 Amend P.O. Law re: terrorist activity records 2 17
2001-2003 Legislation- IDA Exemption from recording fees 2 18
2001-2003 Legislation- Electronic Access to Records 2 19
2002 Legislation- Governors Records 2 20
2003 Governor's Records 2 21
1998 Legislation- Fees for Common Use 2 22
Legislation- Authorization Appointment Local Historians NYS LH duties res. tourism 2 23
Budget materials- NYICE, DHP contracts Advocacy 2 24
2005-2006 Budget- NYICE 2 25
2005-2006 Budget- Preparation 2 26
2005-2006 Budget-Initiatives 2 27
Internal Service Account Records Center 2 28
2005 Records Center 2 29
2004-2005 Advocacy NYICE 2 30
2005 Advocacy- NHARC 2 31
OCE Program Description 2 32
Board of Regents/ SED const./statutory basis 2 33
OCE statutory basis 2 34
SED- Trustee Role 2 35
1999-2002 Budget- Initiatives (Pres.) 2 36
2003-2004 Internal Service Account 2 37
Budget- Spending Controls 2 38
2004-2005 Budget- Initiatives DHP/APT 2 39
2005-2006 Federal Legislation Initatives 2 40
2004-2005 Budget- Initiatives SUNSET 2 41
2004-2005 Advocacy- SUNSET 2 42
2002-2004 Budget- Advocacy 2 43
Rediscovery Advocacy 2 44
2006-2007 Budget 2 45
2006-2007 Legislative Initiatives 2 46
2006-2007 Federal Legislation 2 47
2006-2008 Budget- Capitol 2 48
Historical Society of the Courts of State of New York 3 1
May 22, 2012 Testimony- New York State Assembly Hearing 3 2
DHP/LGR background programs 3 3
Stewardship Facility 3 4
DOB- Records Center Plan 3 5
SRC- space report Business Process report 3 6
SARA- Laws adn Regulations 3 7
2012-2016 Strategic Planning 3 8
2011 Banking/ Financial Services Records/ Access Requests 3 9
Archives/Library Collaboration Integration 3 10
Conservation/ Preservation 3 11
2013 SED Scheduling Plan 3 12
LMDC Proposal 3 13
2001 Buffalo Canal District Proposal- Sam Hoyt 3 14
May 3, 2003 Records & Briefs Meetings 3 15
Open Government Legislation 3 16
2006 OCE Facility 3 17
2004 OCE Space Study- Planning 3 18
2004-2005 OCE Space Study 3 19
Attica Records Commission- McRay 3 20
Attica Records- for meeting with Governor's staff 3 21
2004 Records Center Expansion Feasibility 3 22
Testimony- Electronic Records fet. 3 23
2008-2009 Advocacy- Budget 3 24
2008-2009 Advocacy- Budget 3 25
December 17, 2012 Records Center Expansion 3 26

Subseries 2: State Agency Correspondence

Dates:
1981-1994

Arrangement:

Alphabetical by agency.

Subseries 3: General Correspondence

Dates:
1981-1994

Arrangement:

Arranged by type of correspondent (organization or individual) and then alphabetically.

Subseries 4: Administrative Records

Dates:
1981-1994

Arrangement:

Alphabetical by unit or topic.

Subseries 5: Correspondence with Professional Organizations

Dates:
1981-1995

Arrangement:

Arranged by conference or professional group.

  

Dates Contents Box Folder

Accretion: 19040-19
1986-1988 Documentation strategy information 1 1
1984 Coalition for New York's Documentary Heritage 1 2
1985 Coalition for New York's Documentary Heritage 1 3
1986 Coalition for New York's Documentary Heritage 1 4
1987-1989 Coalition for New York's Documentary Heritage 1 5
1981-1983 Coalition to Save Our Documentary Heritage (National) 1 6
982-1983 Council on Library Resources: Committee on the Records of Government 1 7
1984 Council on Library Resources: Committee on the Records of Government 1 8
1985 Council on Library Resources: Committee on the Records of Government 1 9
1981-1984 NASARA 1 10
1985 NAGARA: State Archives Preservation Project 1 11
1985-1987 NAGARA 1 12
1982-1984 National Coordinating Committee for the Promotion of History 1 13
1985-1987 National Coordinating Committee for the Promotion of History 1 14
1988 New York Historical Society 1 15