The New York Genealogical and Biographical Society is proud to present the second annual New York Genealogical and Historical Society Summit, taking place online on Friday, October 2, 2026. This free, virtual event is designed specifically for genealogical, historical, and heritage societies across New York State.
The summit will bring together society leaders, volunteers, and members to explore key issues affecting local organizations today—from publications and digital archives to retaining volunteers and interns. Through a series of expert-led sessions and a 45-minute “office hour” Q&A session, participants will gain practical strategies and actionable tools to support their missions and strengthen their communities.
Sessions (subject to change)
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10 a.m. – 11 a.m. |
Recruiting and Retaining Volunteers and Interns Mitchell Toolan, Chief of Staff, NYG&B |
Volunteers and interns are the backbone of genealogical and historical societies. This session tackles the practical realities of building a volunteer and intern pipeline: where to recruit, how to structure roles, and what it takes to keep contributors engaged. Drawing on real-world examples from New York's genealogical community and the NYG&B's volunteer and intern opportunities, participants will leave with strategies for recruitment and retention, along with a framework for matching organizational needs to the skills and interests of the people who show up to help. |
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11:15 a.m. – 12 p.m. |
Promoting Your Publication’s Archive Susan Miller, Director, Publications, NYG&B |
Your organization’s monthly, quarterly, or yearly publication, be it a newsletter or journal, can be an invaluable resource for attracting members. In this session, we will discuss the purpose of a publication archive and developing a resource that will attract the community. You’ll also learn some tips on promoting the archive and your society. |
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12 p.m. – 1 p.m. |
Lunch Break |
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1 p.m. – 2 p.m. |
Gather, Scan, Preserve: How to Digitize Historical Materials Kalyn Loewer, Manager, Digital Collections, NYG&B Anna Gardner, Manager, Digitize New York, NYG&B |
Learn the fundamentals of digitizing historical records in this beginner-friendly session while discovering how the NYG&B’s free Digitize New York program can help your organization preserve and expand access to its collections. You'll gain practical skills in selecting the right equipment, creating high-quality scans, and organizing digital files using best practices for long-term preservation and sharing. With these skills, you'll be ready to begin digitizing your own collections—and the NYG&B can help you take the next step, whether by digitizing materials at one of its Digitization Centers or by lending your organization a digitization kit to scan collections on-site. |
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2:15 p.m. – 3:15 p.m. |
Preserving Historical Records on the Web: Long-Term Archives Matthew Bruinooge, Director, Digital Services, NYG&B |
Thirty-eight percent of webpages that existed in 2013 are no longer accessible.¹ Domains lapse, links rot, and information is quietly lost. This session explores strategies for preserving digital materials: capturing webpages, parsing contents into structured data, and publishing the result for longer-term access. We will cover responsible AI use, fixity, provenance, and other considerations for data preservation. No coding experience is required, though some familiarity with files and data formats is helpful. ¹ Pew Research Center. "When Online Content Disappears." May 17, 2024. https://www.pewresearch.org/data-labs/2024/05/17/when-online-content-disappears/ |
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3:30 p.m. – 4:15 p.m. |
Breakout Room Q&A Workshop NYG&B Staff |
Attendees will have the opportunity to engage directly with NYG&B staff during dedicated breakout room sessions. These small-group sessions are designed to provide personalized support and guidance in key operational areas essential to the success of genealogical and historical societies. Breakout rooms will cover topics such as strategic planning, fundraising, membership development, programs management, publications, website, and digitization. Attendees are encouraged to bring their questions, challenges, and ideas to these interactive sessions, where NYG&B staff will be available to offer practical advice, share resources, and help organizations identify next steps. Participants may move between breakout rooms based on their interests and needs, making this a flexible and valuable opportunity for targeted learning and collaboration. |
About the Presenters
Matthew Bruinooge is Director of Digital Services at the NYG&B, where he leads digitization, AI integration, and digital infrastructure. He holds a B.A. in Computer Science and Visual Art from Brown University and an M.F.A. from Brooklyn College, where he taught courses in digital media and 3D scanning. His digitization work includes 3D documentation of art objects for the Brooklyn Public Library and private collections. Previously, he served as Director of Digital Production at Gertie, an arts organization based in Chicago. In 2025, he was a technology resident at Pioneer Works.
An NYG&B member since 1993, Susan R. Miller oversees the NYG&B’s print and digital publications. She is the editor of the New York Researcher magazine and a managing editor of the New York Family History Research Guide and Gazetteer and the NYG&B county guide series. Sue also presents genealogical lectures on a national, regional, and local basis. Prior to her genealogical career, Sue worked in the sailing industry and for Emigrant Savings Bank in New York City for 23 years. A graduate of Brown University, Sue is a member of the Association of Professional Genealogists and several other genealogical and historical societies. She is a lifelong sailor (racing and cruising) and Past Commodore of the Manhasset Bay and Frostbite Yacht Clubs.
Anna Gardner supports the statewide growth and operations of the NYG&B’s Digitize New York initiative through project development and community outreach from her base at the Central New York Digitization Center in Syracuse. Prior to joining NYG&B, she was the senior manager of marketing and communications at Henry Street Settlement, where she played a key role in driving grassroots and digital outreach efforts to connect New Yorkers to social service, health care, arts, and history programs. Anna holds a Bachelor of Arts in Art History and a Bachelor of Fine Arts in Film, Photography, and Visual Arts from Ithaca College and is an alumna of its prestigious Park Scholar program.
As the Manager of Digital Collections, Kalyn Loewer uses digital preservation and archival techniques to support the NYG&B’s mission to preserve, document, and share family history. She works to digitize documents from all over New York State and makes materials available to researchers via the online collections. She also educates communities about how to access and maximize the NYG&B’s online collections. Kalyn was the recipient of the John C. Gorman '38 Medal for Excellence in History from St. Francis College in 2021.
Mitchell Toolan is a key player in project and administrative management, ensuring strategic objectives and steps are met while daily operations run smoothly. He manages all aspects of the NYG&B's office, including overseeing product fulfillment, customer support, volunteer and internship programs, and other related activities. He engages with team members, monitors key metrics, and plays an active role in the budget processes and other operational activities. Prior to the NYG&B, Mitchell was a teacher of Latin and technology for three years. He holds a Bachelor of Arts degree in Classics and Anthropology from Union College in Schenectady, New York, and a Master of Philosophy degree in Classics from Trinity College, Dublin, Ireland.
