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About Rediscovering NY:
FAQs
Isn't RNYHC supposed to provide money for community history programs and museums?
For several years, the New York State Education Department has had a budget initiative to provide funding for
museums, historical societies, and community history programs. To date, no funds have been received for the project.
The New York State Historical Records Advisory Board continues to pursue funding sources for the initiative.
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How do I know if my organization is an historical records repository?
If you organization holds manuscripts, archival records (on paper or in electronic format), photographs, motion
pictures or videotapes documenting past events, maps, ephemera, broadsides, or architectural drawings and makes them
available to the public, you are a historical records repository.
Return to top
I want to include my organization in the statewide directory. What do I need to do?
If your organization holds and makes available historical records then send the following information to dhs@mail.nysed.gov or RNYH&C, New York State Archives, 9C35 CEC, Albany, NY 12230.
- Repository's legal name
- Organization's street address
- Mailing address if different
- County
- Institutional phone and fax numbers (don't supply private phone numbers)
- Institutional e-mail address
- Website address
- Contact's name
- Contact's title
- Hours research material is open to the public
- Brief description of archival/manuscript holdings
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Will you link to an organization's website?
If you are a historical records repository, are you listed in our historical records directory? If not, send us your
contact information along with your URL. If your organization is already listed, then send your URL (as well as any
updated information) to dhs@mail.nysed.gov.
Return to top
Will you host my website?
No, unfortunately, the New York State Archives cannot host any other organization's website. If you have a website and
are an historical record repository, we will link to your website. If you have online finding aids, digitized images,
exhibits or publications that make use of historical records, we will add your links to our topical database. Please send a message to dhs@mail.nysed.gov so we can include your link and enrich Rediscovery New York's resources.
Return to top
Will you link to my online exhibit? digitized images? publications?
If your exhibit, publication, digitized collections relate to historic records or resources that used historic records
from New York's repositories, then your links will be added during the next update. Send us your link to dhs@mail.nysed.gov. If your links relate to records held outside of New York or do not relate to historical records then the Rediscovering webpages are not the correct location for your links.
Return to top
My organization has records. How can we care for them?
Most of your questions can be answered through the Managing Historical Record webpages. The State Archives has also developed a variety of records management and historical records services to help governments, regional organizations, businesses, ethnic and racial groups, libraries, archives and museums respond to the challenge of managing records and making them available.
Return to top
I'm interested in doing a documentation project. Will RNYHC fund it?
At this point, RNYH&C does not have a funding revenue. However, archival grants are offered to
not-for-profits through the Documentary Heritage Program, which includes a documentation project category, and
for local governments through the Local Government Records Management Improvement Fund.
Return to top
What is the HDI?
The Historical Documents Inventory (HDI) was a statewide survey of manuscripts and archives collections held by repositories open to the public conducted from 1978-1993. The goal of the survey was to locate, identify, and describe all of the manuscript and archival material in New York State repositories. The HDI catalog records with the exception of Long Island were printed in county-level guides. Guides for Manhattan are arranged topically. The records were also made available in RLIN, an online bibliographic database used by throughout the nation. In 1999, all the HDI records, including Long Island entries, were made available through Excelsior, the online catalog of the New York State Archives and State Library. The State Archives is working with repositories throughout the state to update existing HDI records and add new ones describing material acquired after the survey was completed. Over 1000 new or updated records have been added, and the HDI will continue to grow in the future.
The HDI contains two distinct record types: the repository description and the collection description. There is one repository description for each organization represented in the survey. It includes essential information such as the name and location of the organization, hours of service, and special access restrictions. Collection descriptions describe the repository's holdings at a collection level or by broad collection groups such as diaries. They provide a general overview of the institution's holdings and are not considered detailed finding aids.
Return to top
I want to include my organization s records in the HDI. What do I need to do?
Records can be submitted to the State Archives for inclusion in the HDI. They must be in an electronic format
called MARC (Machine Readable Cataloging). The State Archives has available an information packet that discusses
how you can convert records to MARC format. To obtain a copy, contact the State Archives at 518-474-6926 or via email.
Return to top
My catalog records in HDI are incorrect or need updating. What can I do?
The New York State Archives has prepared an information packet for repositories interested in updating their
records. To obtain a copy, contact the State Archives at 518-474-6926 or send an email.
Return to top
How can I get copies of my organization's records from the HDI?
To obtain copies of your organization's records in print consult the HDI's Guide to Records for your county.
These books, commonly known as "red guides," contain full printouts of HDI records. You can find copies of
the Guides to Records at most public or academic libraries in your area. Many historical societies and museums also
have copies. If you have difficulty finding a copy of the appropriate guide, contact your region's DHP Archivist.
If your organizationwould like electronic copies of your institution's records, contact the New York State Archives for
instructions that will enable you to identify your records in Excelsior, the online catalog of the State Archives and
the State Library. Call the State Archives at 518-474-6926 or send a message to dhs@mail.nysed.gov. Several responsitories have successful downloaded their HDI records into their local or on-line catalogs.
Return to top
FAQs
Isn't RNYHC supposed to provide money for community
history programs and museums?
For several years, the New York State Education Department has had a budget
initiative to provide funding for
museums, historical societies, and community history programs. To date, no funds
have been received for the project.
The New York State Historical Records Advisory
Board continues to pursue funding sources for the initiative.
Return to top
How do I know if my organization is an historical records
repository?
If you organization holds manuscripts, archival records (on paper or in electronic
format), photographs, motion
pictures or videotapes documenting past events, maps, ephemera, broadsides,
or architectural drawings and makes them
available to the public, you are a historical records repository.
Return to top
I want to include my organization in the statewide
directory. What do I need to do?
If your organization holds and makes available historical records then send
the following information to dhs@mail.nysed.gov
or RNYH&C, New York State Archives, 9C35 CEC, Albany, NY 12230.
- Repository's legal name
- Organization's street address
- Mailing address if different
- County
- Institutional phone and fax numbers (don't supply private phone numbers)
- Institutional e-mail address
- Website address
- Contact's name
- Contact's title
- Hours research material is open to the public
- Brief description of archival/manuscript holdings
Return to top
Will you link to an organization's website?
If you are a historical records repository, are you listed in our historical
records directory? If not, send us your
contact information along with your URL. If your organization is already listed,
then send your URL (as well as any
updated information) to dhs@mail.nysed.gov.
Return to top
Will you host my website?
No, unfortunately, the New York State Archives cannot host any other organization's
website. If you have a website and
are an historical record repository, we will link to your website. If you have
online finding aids, digitized images,
exhibits or publications that make use of historical records, we will add your
links to our topical database. Please send a message to dhs@mail.nysed.gov
so we can include your link and enrich Rediscovery New York's resources.
Return to top
Will you link to my online exhibit? digitized images?
publications?
If your exhibit, publication, digitized collections relate to historic records
or resources that used historic records
from New York's repositories, then your links will be added during the next
update. Send us your link to dhs@mail.nysed.gov.
If your links relate to records held outside of New York or do not relate to
historical records then the Rediscovering webpages are not the correct location
for your links.
Return to top
My organization has records. How can we care for them?
Most of your questions can be answered through the Managing
Historical Record webpages. The State Archives has also developed a variety
of records
management and historical records services to help governments, regional
organizations, businesses, ethnic and racial groups, libraries, archives and
museums respond to the challenge of managing records and making them available.
Return to top
I'm interested in doing a documentation project. Will
RNYHC fund it?
At this point, RNYH&C does not have a funding revenue. However, archival
grants are offered to
not-for-profits through the Documentary
Heritage Program, which includes a documentation project category, and
for local governments through the Local
Government Records Management Improvement Fund.
Return to top
What is the HDI?
The Historical Documents Inventory (HDI) was a statewide survey of manuscripts
and archives collections held by repositories open to the public conducted from
1978-1993. The goal of the survey was to locate, identify, and describe all
of the manuscript and archival material in New York State repositories. The
HDI catalog records with the exception of Long Island were printed in county-level
guides. Guides for Manhattan are arranged topically. The records were also made
available in RLIN, an online bibliographic database used by throughout the nation.
In 1999, all the HDI records, including Long Island entries, were made available
through Excelsior,
the online catalog of the New York State Archives and State Library. The State
Archives is working with repositories throughout the state to update existing
HDI records and add new ones describing material acquired after the survey was
completed. Over 1000 new or updated records have been added, and the HDI will
continue to grow in the future.
The HDI contains two distinct record types: the repository description and
the collection description. There is one repository description for each organization
represented in the survey. It includes essential information such as the name
and location of the organization, hours of service, and special access restrictions.
Collection descriptions describe the repository's holdings at a collection level
or by broad collection groups such as diaries. They provide a general overview
of the institution's holdings and are not considered detailed finding aids.
Return to top
I want to include my organization s records in
the HDI. What do I need to do?
Records can be submitted to the State Archives for inclusion in the HDI. They
must be in an electronic format
called MARC (Machine Readable Cataloging). The State Archives has available
an information packet that discusses
how you can convert records to MARC format. To obtain a copy, contact the State
Archives at 518-474-6926 or via email.
Return to top
My catalog records in HDI are incorrect or need
updating. What can I do?
The New York State Archives has prepared an information packet for repositories
interested in updating their
records. To obtain a copy, contact the State Archives at 518-474-6926 or send
an email.
Return to top
How can I get copies of my organization's records
from the HDI?
To obtain copies of your organization's records in print consult the HDI's
Guide to Records for your county.
These books, commonly known as "red guides," contain full printouts
of HDI records. You can find copies of
the Guides to Records at most public or academic libraries in your area. Many
historical societies and museums also
have copies. If you have difficulty finding a copy of the appropriate guide,
contact your region's DHP
Archivist.
If your organizationwould like electronic copies of your institution's records,
contact the New York State Archives for
instructions that will enable you to identify your records in Excelsior, the
online catalog of the State Archives and
the State Library. Call the State Archives at 518-474-6926 or send a message
to dhs@mail.nysed.gov. Several responsitories
have successful downloaded their HDI records into their local or on-line catalogs.
Return to top
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