1. The Computer and The Court Clerk Rick Hogan Chief Records Manager Chief Records Manager NYS Office of Court Administration NYS Office of Court Administration212-428-2875 rhogan@courts.state.ny.us Becky Letko Court Analyst (518) 238-4399 bletko@courts.state.ny.us bletko@courts.state.ny.us

2. “In the digital age, if we do nothing to preserve information, we will lose everything” Dietrich Schüller, IFAP Vice-President and Audiovisual Archive Specialist (Information For All Program at the UN)

3. Scanned Record AND Data I May Only Have Data I May Only Have Data Record of Court Activity Record of Court Activity How Do I Find The Scanned Record (“Pointers”) How Do I Find The Scanned Record (“Pointers”)

4. What Allows Me To Change The Format? ADMINISTRATIVE ORDER OF THE CHIEF ADMINISTRATIVE JUDGE Part 104 of the Rules of the Chief Administrator.

5. Format Does Not Control Retention Retention Periods are for the information – Not The Physical Form Of the Record. Retention Periods are for the information – Not The Physical Form Of the Record. Approved re-formatting of a paper record is “allowable”. Approved re-formatting of a paper record is “allowable”. What happens to the paper original? What happens to the paper original?

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

9. How Can I Do This? Use Your Information Technology Professional (or Vendor). Use Your Information Technology Professional (or Vendor). Archive Writing Archive Writing PDF-A PDF-A Back-up Back-up

10. Planning, Planning, Planning! Is the Town or Village Clerk able to accept the final digital record?