Records and Information Management

Records management experts assist district staff with developing and maintaining a comprehensive records and information management program in compliance with New York State and federal requirements.

The service offers five components:

  • Consultation – BOCES staff will survey and inventory records, develop a records retention schedule, advise on records storage requirements, assign records disposition and offer information on vital records protection, policy and procedure development and emergent records & information management technology issues (e-mail, EDS, etc.).
  • Imaging – Coordination of document preparation, filming or scanning, index databases and verification of records in accordance with regulatory, statutory and industry standards.
  • Off-Site Storage – Management of records in a secure location that meets industry standards for retention of original microfilm and documents.
  • Electronic Data Storage (EDS) – Coordination of storing paper records electronically to streamline processes and allow for instant day-to-day access to information. EDS systems are designed to increase productivity by automating repetitive procedures.
  • Document Management – Digital document storage through NERIC’s Laserfiche Document Management Service helps districts eliminate file cabinets and paper costs. Districts can store documents safely and securely for instant and easy accessibility. With Laserfiche document management, district staff can organize, share and retrieve documents using a safe and cost-efficient folder structured database. This service enables faster response to information inquiries and reduces manual data entry time, expenses and errors, which in turn, greatly help districts get closer to normal following a disaster or other emergency when records are lost.