Records Management

Who We Are

The Rockland BOCES Records Management Department assists school districts and other agencies with their records management needs. We provide digitizing and storage of records in a web-based program called Laserfiche. Records are searchable in Laserfiche through Optical Character Recognition (OCR) where the documents can be searched by keyword. Records and documents are indexed and organized in the Laserfiche repository to fit the needs of the client.

What We Do

• Onsite records management support: Assist with developing up a records management program to identify, classify, label and track stored records.
• Guidance: Follow New York State Archives LGS-1 regulations for retention periods for specific record types.
• Scanning: Convert paper to digital images in Laserfiche where records are searchable by keyword.
• Transfer: Microfilm to digital images in Laserfiches.

Types of Records to be Digitized

• Guidance and student records
• Cumulative health cards and medical records
• Special education records
• Human resources files
• Business office files
• Facilities records
• Payroll data 
• Any records required to be retained or needed to be accessed frequently

Confidentiality and Security

Rockland BOCES Records Management staff are trained in handling confidential records and Personal Identifiable Information (PII). Laserfiche is a password protected program.  Access to a client repository is based on permissions and is restricted based on the user type. The server is stored at the Lower Hudson Regional Information Center (LHRIC) and  is secure behind a firewall with a disaster recovery plan.