The Computer and The Court Clerk Rick Hogan Chief Records Manager Chief Records Manager NYS Office...

The Computer and The Computer and The Court ClerkThe Court Clerk

Rick HoganRick Hogan Chief Records ManagerChief Records Manager

NYS Office of Court AdministrationNYS Office of Court Administration212-428-2875212-428-2875

rhogan@courts.state.ny.usrhogan@courts.state.ny.us

Becky LetkoBecky LetkoCourt AnalystCourt Analyst

(518) 238-4399(518) 238-4399bletko@courts.state.ny.us bletko@courts.state.ny.us

““In the digital age, if we do In the digital age, if we do nothing to preserve information, nothing to preserve information, we will lose everything” we will lose everything”

Dietrich Schüller, IFAP Vice-President and Audiovisual Archive Specialist Dietrich Schüller, IFAP Vice-President and Audiovisual Archive Specialist ((IInformation nformation FFor or AAll ll PProgram at the UN)rogram at the UN)

Scanned Record Scanned Record ANDAND DataData

I May Only Have DataI May Only Have Data Record of Court ActivityRecord of Court Activity

How Do I Find The Scanned Record How Do I Find The Scanned Record (“Pointers”)(“Pointers”)

What Allows Me To What Allows Me To Change The Format?Change The Format?

ADMINISTRATIVE ORDER OF THECHIEF ADMINISTRATIVE JUDGEPart 104 of the Rules of the Chief

Administrator.

Format Does Not Control Format Does Not Control RetentionRetention

Retention Periods are for the Retention Periods are for the information – information – Not The Physical Form Not The Physical Form Of the Record.Of the Record.

Approved re-formatting of a paper Approved re-formatting of a paper record is “allowable”.record is “allowable”.

What happens to the paper original?What happens to the paper original?

How Do I (How Do I (Can I?Can I? ) Get Rid ) Get Rid Of the Paper Original?Of the Paper Original?

How Can I Do This?How Can I Do This?

Use Your Information Technology Use Your Information Technology Professional (or Vendor).Professional (or Vendor).

Archive WritingArchive Writing PDF-APDF-A Back-upBack-up

Planning, Planning, Planning, Planning, Planning!Planning!

Is the Town or Village Clerk able to Is the Town or Village Clerk able to accept the final digital record?accept the final digital record?