New York Association of Local Government Records Officers

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)

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
GENEVA, NY

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
CALLICOON, NY

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.
 http://www.archives.nysed.gov/a/workshops/workshops_datastorage.shtml

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.
http://warrencountyny.gov/records/default.php

JUNE 7-9, 2015
LAKE GEORGE, NY