Managing Records:

Services for Local Governments (including school districts)

What's New

LGRMIF 2013-2014 Grant Application Guidelines posted

Featured Online Resources:

Change in retention:

False Claims Act and Contractor and sub-contractor records

On April 1, 2007, Chapter 13 of the State Finance Law, known as the “False Claims Act,” went into effect. Section 192 of this statute permits any legal action to be commenced “no later than ten years after the date on which the violation of this article is committed.” This legal requirement may require that certain records covered by the local government records retention and disposition schedules be retained for longer than their stated legal minimum retention periods, in some cases up to 10 years.

Local government records retention and disposition schedules issued by the State Archives include an item, Records filed by contractor or sub-contractor with local government related to public works project, in the Public Property and Equipment section. This item, in the current versions of the local government schedules, authorizes records destruction three years after contract completion. A revision to law has lengthened the retention period of contractor records to five years after contract completion. To avoid premature destruction of these records, government officials should cease destroying records as authorized by the relevant item and should instead follow the indicated retention period prescribed by law. For more information, including the specific schedule item numbers, refer to our Retention and Disposition page.

Summary of Services

The Local Government Records Management Improvement Fund (LGRMIF), instituted in 1989, provides the resources for local governments in New York State to better manage their records. These resources include regional advisory services, publications, workshops, and grants for local governments. All resources are provided free of charge.

Advisory Services

For Local Governments

The State Archives has nine regional offices throughout the state. We offer advisory services on any issue relating to records management, including:

  • inventorying records
  • files management
  • inactive records
  • disaster planning and recovery
  • policy development
  • reformatting paper records (microfilming/imaging)
  • electronic records management (including email)
  • records destruction
  • developing office retention schedules

Contact your Regional Advisory Officer (RAO) to request advisory services. Schedule a consultation with your RAO by telephone, email, or onsite visit.

Other State Archives Services

Retention and Disposition Schedules

Learn more about this subject on our retention and disposition page or contact your Regional Advisory Officer (RAO) or the Scheduling and Records Services unit by email: RECMGMT@mail.nysed.gov for assistance.

  • CO-2 schedule for counties
  • ED-1 schedule for school districts, BOCES, and other educational governments
  • MU-1 schedule for municipalities, including fire districts
  • MI-1 schedule for all miscellaneous governments
  • County Boards of Elections PDF

See a summary of schedule changes.

Workshops

We offer free workshops and other training opportunities on a variety of records management topics. Contact your Regional Advisory Officer (RAO) or the Training Unit by email: ARCHTRAIN@mail.nysed.gov to request customized training close to you.

Publications

Download our free publications about how to manage and use records:

Contact the Publications Office by email: ARCHTRAIN@mail.nysed.gov if you need help obtaining a publication.

Grants

The Local Government Records Management Improvement Fund (LGRMIF) provides grant funds to help local governments establish records management programs or develop new program components. It is a competitive program, awarding grants based on the merits of applications. The purpose of LGRMIF grants is not to support local government records management programs indefinitely, but rather to help local governments get started, manage a backlog, or significantly enhance an existing program. For more information about LGRMIF grants, contact your Regional Advisory Officer (RAO) or the Grants Administration Unit.

Records Management Officer (RMO) Resources

Designating an RMO

Each local government shall have one officer who is designated as records management officer.

RMO Training Materials

Managing Records Topics

Laws and Regulations

View our list of laws and regulations relevant to local government records.

About laws and regulations:

  • Copies of laws and regulations pertaining to the State Archives are posted on our website.
  • Other laws cited are links to external websites, such as the New York State Assembly's website.

Contact Us

Contact the State Archives Regional Advisory Officer (RAO) in your area for local government assistance. Look up your RAO by county. Sign up for a mailing list to stay informed.

Other Resources

Committee on Open Government & Freedom of Information Law (FOIL)

New York Association of Local Government Records Officers (NYALGRO)

New York State Forum

New York State Unified Court System - Records Management

Office of the State Comptroller (OSC) Local Government Training Clearinghouse