2022 NYALGRO SCHOOL
LGRMIF - Success Stories and Tips for Applying - Maria McCashion, Records Advisory Officer, NYS Archives; Maureen Reynolds, Tompkins County Clerk/RMO; Kelly Yacobucci Farquhar, Montgomery County Historian/RMO
The Local Government Records Management Improvement Fund (LGRMIF) is a competitive grants program that helps local governments establish records management programs or develop new program components. In this session, grant recipients presented highlights from successful grant projects, provided tips for applying. Link to presentation
The Role of Records Manageres in Providing Educator Access to Primary Sources - Jordan Jace, Education Director, Archives Partnership Trust; Assisted by Janet Braga, Director, Archives Partnership Trust
As the managers of historical records, you hold important resources for educating the next generation of engaged citizens. Learn what types of records you hold at your organization that can be used by teachers in their classrooms. Participants will learn how a new online tool from the New York State Archives can help them make those records available to teachers and students. Link to presentation and presentation documents.
You are a Records Management Officer (RMO) - Now What? - James Tammaro, former NYALGRO Board Member, Archives and Records Management Consultant,and former Town of Amherst Records Manager; June Patterson, NYALGRO Board Member, Town Clerk, Town of Highlands; Matthew Shaler, NYALGRO Board Member, RMC, Madison County
You've been appointed the new Records Management Officer (RMO) for your local government without any prior knowledge about what that position entails. This session outlined and described ten initial steps any new RMO can take as they begin to assume an active role as their local government's RMO. As each step is listed, panel members provided insight on how new RMOs can carry out those steps. Link to presentation
Recruiting and Working with a Records Management Consultant - James Tammaro, former NYALGRO Board Member, Archives and Records Management Consultant
As local governments take on projects to enhance or expand their records management programs, there is sometimes a need to recruit and work with a records management consultant on the grovernment's records management project. Records Management consultants can draw on their expertise to offer specific technical assistance to local governements carrying out a records management project. Such assistance can prove to be crucial to the successful outcome of a records managment project. This session provided practical advice and suggestions for local governemnt officials interested in recruiting and working with a records management consultant. Link to presentation
JUNE 12-14, 2022
2018 NYALGRO SCHOOL
Managing Case Files- Linda Bull, Regional Advisory Officer, NYS Archives
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 presentation is intended for anyone who is responsible for managing case files and interested in improving the management of those records. It will (1) identify pitfalls and benefits associated with case file management; (2) consider methods to improve access; (3) show how case file retention schedules can simplify dispostion; (4) examine modern storage equipment and filing strategies; (5) evaluated benefits of digital imaging and electronic case file management.
Managing Case Files (pdf)
Making an Office Retention Schedule- Jennifer O'Neill, Supervisor, Scheduling and State Agency Services, NYS Archives
The New York State Archives' local government retention schedules can be a bit intimidating: they're large and have many items listed that don't pertain to your work or office. This session will review State Archives retention schedules for local governments and teach attendees how to create an office retention schedule that serves their own needs and is easier to use.
Making an Offic Retention Schedule (pdf)
Creating an E-Mail Policy - David Lowry, Manager of Local Government Advisory Services, NYS Archives
E-mail is one of the biggest challenges for local government records managers. Deciding which e-mails are records, and which are not, weeding out the numerous e-mails sent and received everyday can be daunting. The first step to gaining control is a strong and comprehensive e-mail policy. This session will teach attendees what should be included in a good policy and who needs to be involved.
Creating an E-Mail Policy (pdf)
Citizen Preparedness Training - Lt. Kevin Valenti, Citizen Preparedness Corps
This program teaches you to have the tools and resources to prepare for any type of disaster, respond accordingly and recover as quickly as possible to pre-disaster conditions. This class will provide an introduction to responding to a natural or man-made disaster. You will be advised on how to properly prepare for any disaster, including developing a family emergency plan, stocking up on emergency supplies, identifying and reporting suspicious activites. Instruction also on what to do when faced with an Active Shooter/Active Violence situation.
Citizen Preparedness Training (pdf)
Electronic Records Bootcamp - Maria McCashion and Linda Bull, Regional Advisory Officers, NYS Archives
This workshop will immerse participants into the world of electronic records by introducing them to an array of electronic record's concepts and topics. Some of the topics discussed include e-mail 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 preseration, and much more.
Electronic Records Bootcamp Presentation (pdf)
eRecords Systems and Records Inventory Sheets_Instructions (pdf)
Social Media Pros and Cons (pdf)
Electronic Records Bootcamp, Additional State Archives Resources (pdf)
Cloud Computing and the Technological Stratoshpher - James Tammaro, Adjunct Professor, SUNY Buffalo
Cloud computing has become a valuable technological asset for improving the management of records and information in a local government. Cloud computing allows a local government to operate more effeciently and improve services to constituents. This session will provide a brief overview of cloud computing and explore the advantages and disadvantages of cloud computing.
Cloud Computing and the Technological Statosphere (pdf)
Working with Your Historian - Devin Lander, New York State, Historian, NYS Museum, and Will Tatum, Dutchess County Historian
Local government records managers and municipal historians both have an interest in the care of records. This presentation outlines the official duties of the municipal historian and help local government records managers better understand the historian's role.
Working with Your Historian (pdf)
JUNE 3-5, 2018
LAKE PLACID, NY
2017 NYALGRO SCHOOL
Building Support for a Records Management Program- James M. Tammaro
Obtaining the necessary support for a records management program is always a challenge for records managers especially in these times of limited resources at the local government level in New York State. This session will explore various strategies for developing upper management support for a records management program and describe seven specific activities local government records managers can carry out to obtain the necessary support for sustaining their records management program.
Building Support Presentation (pdf)
Environmental Monitoring - Jeremy Linden
Reasons why to do it, what you need, how to identify equipment and tools to use, and some tips/information on how to set it up,and where to find funding for it.
Environmental Monitoring Presentation
Managing Born-Digital Document - David Lowry and Sarah Durling
Almost all records today are born digital. However, many records are still converted to paper and managed as the official copy. This session will discuss strategies for managing born digital records through their life cycle of creation, active use, inactive storage and retention,and disposition.
Managing Born-Digital Document Presentation
JUNE 4-6, 2017
2016 NYALGRO SCHOOL
Litigation/Lawsuit- Michael Donnelly, Attorney at Dickover, Donnelly, and Donovan, LLP
Electronic records are becoming more prominent in our records management lives, and the records manager needs more knowledge from a legal viewpoint easy to understand. This session will discuss records management issues including these topics and more: FOIL and email communications, agency records available prior to a meeting, producing records in a litigation and placing them on hold, and other topics from a legal perspective.
Litigation/Lawsuit Presentation (pdf)
Managing Social Media- Bonita Weddle, New York State Archives
Social media services make it possible to communicate with citizens in real time. They also present a host of record keeping, security, and other challenges. In this session, we'll discuss how to develop policies that minimize the potential pitfalls of social media use and strategies for managing social media records.
Scanning Project 101- Katie Palmer-House, Ed.D, Dover Town Clerk and James Tammaro, Adjunct Professor at SUNY Buffalo
This session will begin with a basic introduction to the principles and activities associated with carrying out a scanning project and managing the digital records resulting from a project and conclude with a review of some very practical advice.
Scanning Project 101 Presentation - Katie Palmer-House (pdf)
Scanning Project 101 Presentation - James Tammaro (pdf)
I am Now the RMO, Now What? - Panelists: kathy Montemarano, Lillian Barton, Rosemary Switzer, and Gina Doty
This session will ba panel of NYALGRO board members with "38" years of combined knowledge in the field of records management to talk about their journey to where they are now. We solicit questions from the audience to collaborate together in this learning environment together.
Training Handout - Managaging Recirds with Limited Resources (pdf)
Handout-I am Now the RMO , Now What (pdf)
Questions to Ask Departments About Their Records (pdf)
Email Essentials- David Lowry, NYS Archives and Linds Bull, NYS Archives RAO
Email messages can be official records when created or received in the transaction of public busiess. This session will touch on a variety of email issues and here are a few of them: identify emails that are records, consider the best retention strategies, and file, maintain, and preserve e-mails.
Email Essentials Presentation (pdf)
Capitalizing on the Cloud- Dr. Patricia Franks, Certified Archivist, Certified Records Manager, and Information Governace Professional
This presentation will share examples of local government use of cloud based software and services, provide insight into potential risks, and offer suggestions to mitigate the risks associated with government use of the cloud.
Managing Court Records- Geof Huth, Chief Records Officer of the New York State Unified Court System
If you are responsible for managing records of the courts and need more information about how to manage the records of retired judges or the Supreme and County courts, attend this session for advice and direction directly from the Court Systems Office of Records Management.
Managing Court Records Presentation (pdf)
Retention Schedules- breakout session with NYALGRO Board Members
This is your opportunity to network with other individuals in your filed to see how they code a document or how they use their retention schedule. Town, City, Schools, Counties, Village, Colleges and Fire Districts will be breaking out into groups to discuss their own schedule challenges and successes. Larger breakout spaces for this year's discussions.
CO-2 schedule for counties
ED-1 scheduale for school districts, BOCES, and other educational governments
MU-1 schedule for municipalities, including fire districts
Sample Office Retention Schedule (pdf)
MI-1 schedule for all miscellaneous governments
Protecting Essential Work and Personal Records - Lillian Barton, Saint Regis Mohawk Tribe RMO
This session is for those who are interested in learning how to create a "bug-out" book in case of an emergency or disaster. Participants will learn how to develop a plan and make a binder that contains vital information needed to carry on in the event of a disaster or emergency. A binder will be provided and you can take it with you.
Bethel Woods Museum - (Tour) site where the 1969 Woodstock Festival was held
JUNE 5-7, 2016
2015 NYALGRO SCHOOL
IT and Records Management, Building Relationships - Bhargav Vyas and Sheila Almond, Orange/Ulster BOCES
Review the steps needed to build relationship between IT and records management in your organization and introduce key elements of maintaining your program including future technology trends and its impact on records management.
IT and Records Management Presentations (pdf)
Breakout the Retention Schedules - NYALGRO Board Members
An opportunity to network with other individuals in similar fields and see how they code a document or how they use their retention schedule.
Information Governance - Dave Lowry, NYS Archives and Bhargav Vyas, Orange/Ulster BOCES
Information Governance (IG) is a sort of super discipline that encompasses a variety of key concepts from a variety of related disciplines including records management. IG is how an organization maintains security complies with regulations, and meets ethical standards when managing information.
Information Governance Presentation (pdf)
Promoting your Program - Peter Scheibner, Rockland County Archivist
Records are indispensable in the efficient and economical operation of an organization and/or business. They are the memory of past events and the basis of future decisions. This is a brief review and talk on how our records management programs fuctions; both the positive and negative issues.
Promoting your Program Presentation (pdf)
E-Discovery - Seth Gilbertson (Nedra), Associate Counsel in the State University of New York's Office of General Counsel
E-Discovery is perhaps the fastest growing legal compliance concern in the U.S., and it has been for the past decade. The focus is on ways in which proper records management can prevent e-discovery costs and burdens before they occur.
Role of the Records Management Officer - James Tammaro, Adjunct Professor, SUNY Buffalo
Presentation focuses on the duties and responsibilities a records manager needs to demonstrate in this ever changing profession.
Role of the RMO Presentation (pdf)
Data Storage/Cloud Technology - Dave Lowry and Maria McCashion from NYS Archives
With the growing numbers of electronic records being created in government today comes the growing need to provide appropriate data storage. A basic overview of common ways electronic data is stored and an understanding of how it fits in with records management.
Freedom of Information Act/Law - Camille Jobin-Davis, Assistant Director, NYS Committee on Open Government
The Freedom of Information Law (FOIL) governs access to records of state and local government in New York. You will learn which records are required to be made available, which may be withheld, and which must not be disclosed, including where to get help when you need it.
FOIL Presentation (pdf)
"The Right to Know" brochure (pdf)
Records Management for Fire Districts - Catherine "Kit" Thompson, Belgium Cold Springs Fire District
Deals with records management information and issues with fire districts in the State of New York.
Records Management for Fire Districts Presentation (pdf)
Establishing Policies and Procedures - James Tammaro, Adjunct Professor, SUNY Buffalo
Explore the types of records management policies and procedures which should be put in place and conclude with a review of the process for developing a records management prodecure manual.
Establishing Policies and Procedures Presentation (pdf)
Tradional RM Procedure Manual (pdf)
Standard Operating Procedures Sample Manual (pdf)
Introduction about Purchasing to Assist the RMO - Karen Storm, Purchasing Agent, Albany County Division of Purchasing
An introduction to local government procurement practices and what's new with the introduction of best value and national cooperatives.
Purchasing Presentation (pdf)
Warren County Records Center (Tour)
Warren County operates a full-service records management program, which includes the storage of more than 14,000 cubic feet of inactive, permanent and archival records for 30 plus county departments and agencies.
JUNE 7-9, 2015
LAKE GEORGE, NY
2014 NYAGLRO SCHOOL
Freedom of Information Law - Camille Jobin-Davis, Assistant Director, NYS Committee on Open Government
A lively and informative discussion of the requirements and ramifications of the Freedom of Information Law (FOIL).
FOIL presentation (pdf)
Legal Aspects of Records Management Part 1 and 2- Geof Huth, NYS Archive and Maria McCastion, Interim Region 4 Adisory Officer
The law has a great impact on records. It influences how we manage them, access them, secure them and how long we keep them. This course will explore how statuory laws and court decisions affect records management programs and the importance of a good records management program in protecting your organization during law suits.
Legal Aspects handout (pdf)
Increasing Access to Archival Records- Tom Lynch, Warren County Records Manager, Retired
Whether it's a large or small local government,our vaults and storage facilities often contain valuable historical documents that contain millions of stories that are waiting to be told. The problem is providing public access to these documents. This workshop looked at guidelines, challenges and key steps in providing access to our Archival Collections: arrangement, preservation and conservation, storage and access.
Increasing Access to Archivals Records presentation. (pdf)
Building Support for Records Management- Bhargav A. Vyas, Director of Technology, Orange-Ulster BOCES
How can you improve or even start your records management program? You know it is important and want to do it the best way possible but where do you start? In this session, you will review the steps needed to build a records management program, discuss potential partners and collaborators for your program and introduce key elements of maintaining your program.
Building Support for Records Managment Presentation (pdf)
Creating Civility/Respect in Your Workplace- Gina Doty, RMO SUNY Plattsburgh
We often assume that everyone shares the same definition that we have for what are civil and respectful behaviors, but unfortunately this is not true. This workshop includes a description of what are civil and respectful behaviors, rules of considerate conduct, what to do when people are rude - a fun exercise to learn about yourself and more. The goal of the class is to gain is for you to gain a better understanding on what you can do to make your workplace a more pleasant and respectful place to work
Creating Civility/Respect in Your Workplace Presentation (pdf)
JUNE 4-6, 2014
LAKE GEORGE, NY