How to Fill Out the NYS Archives Research Room Registration and Records Request Forms (for Southport Searches)

Before you can request records in person, you'll need to complete the New York State Archives Research Room Registration Form. The instructions are straightforward: fill out items 1 through 11, then sign the declaration. That's where you confirm you've received the research room rules and agree to follow them. Don't skip it, even if you've visited before.

On the registration form, there’s a section for the type of identification you present, along with fields for a driver’s license number and the issuing state. In practice, that means you’ll want your ID in hand while you register so staff can record it quickly and accurately.

The Records Request/Reserve form tells the Archives what to pull for you. You won't fill it out just once - you need a separate form for each record series-accretion you're requesting. The first three spaces cover the basics: your name as the researcher (space 1), the record series-accretion number (space 2), and the record series short title (space 3). Requesting multiple accretions within the same series? Plan on separate forms to keep each request clean and complete.

• ✓ Use one Records Request/Reserve form for each record series-accretion you’re requesting.
• ✓ List every specific box, volume, or unit you want pulled from that series-accretion on that form.
• ✓ If your request is tied to a particular accretion, include that series-accretion number on the form so staff can match your request to the correct grouping of records.

Once you've filled in the series information (spaces 1–3), you'll need the exact identifiers the Archives uses to locate materials. The form directs you to consult with staff to get the container/file/case/item or microfilm roll number for space 4, plus the contents for space 5. Don't guess at box numbers or write "Southport files" and hope for the best. Get the precise container and contents details from staff before completing the request slip.

1. Identify the exact records you need - focus on the specific series-accretion you’re requesting so your form stays “one series-accretion per form.”
2. Collect the container and contents details - you’ll need the container/file/item (or microfilm roll) number for space 4 and the contents for space 5.
3. Confirm details with Archives staff - the form instructs researchers to consult staff for the container number and contents, which helps prevent delays from incomplete or mismatched requests.

For Southport searches, Series 14610 is the key identifier. The State Archives holds a subseries of inmate case files within Series 14610 specifically covering men incarcerated at Southport Correctional Facility. When filling out the Records Request/Reserve form, this is typically what you'll enter in the "record series-accretion number" and "record series short title" fields (spaces 2 and 3).

One accretion you may encounter is W0049-21. This covers inmates whose sentences reached maximum expiration dates in 2003–2004, limited to specific felony and central monitoring categories: Class A-1, CMC A status; Arson 1st/2nd; Kidnapping 1st/2nd; Conspiracy 1st; and Coercion (CMC A, class D only). If your request falls under this accretion, include W0049-21 on the form and list the exact boxes or units you need. Requesting another accretion too? Remember: one Records Request/Reserve form per series-accretion.