Meeting of the Board of Regents | December 2010

SUMMARY

Issue for Discussion

The New York State Archives, with its Local Government Records Advisory Council (LGRAC), recently carried out an extensive evaluation of the Local Government Records Management Improvement Program.  This report to the Regents outlines several recommendations resulting from that evaluation.  Kathleen Roe, Director of Operations for the Archives, will brief the Cultural Education Committee on those recommendations and what changes in program direction will mean for our services to local governments.

Background Information

Arts and Cultural Affairs, section 57.21 requires the Commissioner of Education to appoint a local government records advisory council to advise him concerning local government records policies and procedures, state services, financial support needed to assist or advise local officials, regulations pertaining to local government records, and grants for local government records management improvement pursuant to section 57.35 of that statute.  LGRAC has been guiding the programs supported by the Local Government Records Management Improvement Fund (LGRMIF) since 1990, including recommending the Commissioner’s approval of annual grant awards to local governments and advising the State Archives on program direction and services to New York’s 4400 local governments.

The fund that supports the LGRMIF derives its revenue from fees collected by county clerks for filings and registrations (the same source as the Cultural Education Account) and, like the Cultural Education Account, revenues have been decreasing for several years, reducing the number of grants awarded to local governments by approximately 50%.  This reduced revenue has also impacted the resources available to support advisory services for local governments.

There has been substantial progress in the management of local government records in the 23 years since the program’s establishment.  Statistical data on the program and its outcomes demonstrates where progress has been most effective, and identifies areas where further attention is needed.  This data has been analyzed by staff and LGRAC in order to develop program directions that will focus on addressing the most critical areas for further service and attention.

The current financial situation, as well as 20 years of program progress in establishing successful local government records management operations makes this an opportune time to review and evaluate the entire program and develop new goals and directions to focus services and grants for maximum impact and benefit to these constituents.

Recommendation

The Regents will be briefed on the evaluation and its recommendations, some of which could require statutory or funding changes.