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Forms and Tools

We've pulled together forms and tools that can help you manage your records. The list includes forms that you will use to submit requests to the State Archives, along with sample policies, plans and procedures. You can filter this list by both a records management topic and a specific tool type.

Title Description Tool Topic Tool Type

Container List Template

This template may be used by State Agencies to transfer their records to the State Archives.
Inventory Template

Destruction Authorization

This sample records destruction authorization form may be used by state agencies and local governments to document their internal records destruction or as a model their own forms.
Retention and Disposition Form

Electronic Records Inventory

This Access Database may be used by governments to conduct their own electronic records inventory.
Electronic Records, Inventory Database

Imaging Information Form

This form is used to create a technical specification for producing high quality images.
Imaging and Microfilming, Imaging Form

Inactive Records Database

This Access Database may be used by governments to manage their inactive records or model their own inactive records database on.
Inventory Database

LGS-1 Records Common in Fire Districts (updated 2022)

This excerpt of the LGS-1 was created to help fire districts manage their records. It lists common records found in fire districts, their retention, and matching LGS-1 item number. 
Retention and Disposition Template

Memorandum of Transfer of Records Form

This form may be used by State Agencies to transfer permanent, archival records to the State Archives.
Inventory Form

Model Electronic Records Resolution

This resolution may be used as a model for local government wishing to keep their electronic records as the official copy.
Retention and Disposition Model Resolution

Model Resolution for Adopting the LGS-1

Local governments may use this resolution as a model for adopting the LGS-1 retention schedule.
Retention and Disposition Model Resolution

Notification of Intent to Use the General Retention and Disposition Schedule for New York State Government Records Form

State Agencies must submit this for to the State Archives to notify them of their intent to use the General Retention and Disposition Schedule.
Retention and Disposition Form

Palletizing Instructions

These instructions demonstrate how to structure a pallet of records storage boxes.
Inventory Sample Policy

Records Center Reference Request (REC-2)

State Agencies can use this form to request agency boxes stored in the State Record Center.
Inventory Form

Records Indexing Database

This Access Database may be used by governments to index their minutes, or model their own indexing database on.
Inventory Database

Records Inventory Data Worksheet

This form may be used to document records inventory data.
Inventory Form

Records Withdrawal Authorization (REC-10)

State Agencies can use this form to use this form to request a permanent withdrawal of records from the State Records Center.
Inventory Form

Request from Local Governments for Approval to Dispose of Records Created Before 1910

Local officials desiring to dispose of any records created before 1910 must complete and submit a disposition request form.
Retention and Disposition Form

Sample Local Government Records Management Policy

Sample records management policy for the fictional town of Big Thunder that local governments can base their own records policies on.
Policies and Procedures Sample Policy

Sample Records Carton Label

State agencies and local governments using their own storage facilities may use this box label as a model for their own.
Inventory Template

Sample State Agency Records Management Policy

Sample records management policy that state agencies can base their own records policies on.
Policies and Procedures Sample Policy

Sample Storage Fee Invoice

This sample invoice demonstrates a potential means of billing customers for inactive records storage.
Inventory Sample Policy

State Archives Record Center Transfer List (REC-1)

State Agencies can use this form to request a transfer of records to the State Records Center.
Inventory Form

Table of Cubic Foot Equivalents

This table associates common records storage container with cubic foot measurements.
Inventory Reference Table