Managing Records: CO-2 Retention Schedule Main Page:

Records Retention and Disposition Schedule CO-2

RECREATION

PARKS, RECREATIONAL PROGRAMS AND CIVIC CENTERS

*1.[609]

Participation, attendance, or enrollment records for park, recreational facility, camp, civic center, or club

 
  a. Summary record or report: 6 years
 

b. Records of original entry, including worksheets, used admission tickets and ticket stubs:

6 years, or 1 year after posting to summary record or report, whichever is shorter
  c. Statement of disposition of unused tickets, when a fee is charged: 6 years
*2.[610] Park, recreational facility, marina, civic center, or club permits, granted to individual or family, including but not limited to application, affidavit, and copy of stub or license  
 

a. Permit records, when a fee is charged:

0 after invalid, but not less than 6 years
 

b. Permit records, when no fee is charged:

0 after invalid, but not less than 1 year
 

c. Lease or rental agreement for marina slip:

6 years after expiration, termination or denial
  d. Records of dispensing of fuel or other goods or services at marina: 6 years
*3.[611] Parental consent records allowing child's participation in recreational activities, including authorization for medical treatment:
6 years, or 3 years after child attains age 18, whichever is longer
*4.[612]

Planning and development records covering such topics as facility construction, improvement and usage:

NOTE: Construction records for recreation facilities are covered by item no. 515 in the Public Property and Equipment section.

NOTE: Appraise these records for historical significance prior to disposition. Final reports and studies, especially for major facilities and significant programs, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

6 years
*5.[613]

Special event file, including but not limited to official copy of any program or promotional literature, or photographs of events or performances, background materials and supporting documentation:

NOTE: Appraise these records for historical significance prior to disposition. Official copies of programs or promotional literature, or photographs of significant events or performances, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

6 years
*6.[614] Athletic program records  
 

a. Lists of athletes or participants, records of competitions, and other records except scouting records and scouting and training videotapes:

NOTE: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs and videotapes of and programs for significant competitions may have historical value in documenting community-based amateur athletics. Records with historical value should be retained permanently.

NOTE: Parental consents are covered by item no. 611, above.

6 years
 

b. Scouting reports and videotapes used for scouting and training purposes:

0 after no longer needed
*7.[970] Field trip records, including but not limited to trip request data; bus driver, staff and chaperone assignments; list of attendees and trip reports: 6 years after date of most recent entry
*8.[971] Bus or other vehicle use file, covering school bus or other vehicle used for transporting persons involved in recreational activities, including but not limited to copies of contracts, certificates of insurance, driver information, daily logs or other reports, and copies of applicable rules and regulations: 6 years
*9.[972] Applications for individual acceptance to camp, or participation in specific recreational programs and activities  
 

a. If applicant is accepted or allowed to participate, and a fee is charged:

6 years after attendance or participation ends
 

b. If applicant is accepted or allowed to participate, and no fee is charged:

3 years after attendance or participation ends
 

c. If applicant is not accepted:

3 years

 

MENTAL RETARDATION AND DEVELOPMENTAL DISABILITIES (M.R.& D.D.) RECREATIONAL PROGRAMS

 

1.[615]

Master summary record of participants in M.R. & D.D. recreation program:

6 years after last entry
2.[616] Case record of participant in M.R. & D.D. recreational program, including individual registration, medical evaluation, social development evaluation, intake/screening report and discharge evaluation:
6 years after participation ends, or 3 years after individual attains age 18, whichever is longer


CAMPS

 

*1.[973]

Facility information data record containing basic data on camp facilities:

6 years after facility no longer exists
*2.[974] Permits and approvals to operate camp, covering pool, beach, food service and all related permits, including applications and related materials:
3 years after approval, denial, withdrawal or expiration
*3.[975] Reports of camp operation and inspection, including facility safety, health and food service reports: 21 years
*4.[976] Routine reports, including analysis of pool or beach water samples: 1 year
*5.[977] Health records for individual camper:
6 years, but not less 3 years after than camper attains age 18
*6.[978] Log or list of illnesses, accidents, injuries or other health and safety related incidents  
  a. When information is also contained in individual health records files: 1 year
 

b. When information is not contained in individual health records files:

6 years, but not less than 3 years after youngest person listed in record attains age 18
*7.[979] Food management records  
  a. Program participation agreement, including attachments and amendments:
6 years after termination of agreement
  b. Other program records, including but not limited to application to participate as a sponsor, individual child participation application records, requisition and approval of requisition for donated commodities, and fiscal records such as adding machine tapes, purchase orders, claims and vouchers: 6 years
 

c. Free and reduced meal policy statement, with attachments and certificate of acceptance:

3 years after policy superseded
  d. Meal counts and dietary services studies: 3 years
  e. Menus: 1 year
*8.[980] Food inspection and investigation records, including inspection report for preparation or serving area and food sanitation complaint investigation records  
 

a. When any significant problem is encountered:

21 years
  b. When no significant problem is encountered: 3 years
*9.[981] Scholarship records including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, list of scholarships awarded campers, and correspondence: 6 years

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SOCIAL SERVICES

 

**1.[617]

Case record

 
  a. Where first entry is 1950 or earlier, including but not limited to application for assistance or services, eligibility forms, case history, authorization of assistance or services, and correspondence: PERMANENT
 

b. For adopted child, where first entry is 1951 or later, including but not limited to pre-adoption history, medical report on natural mother and child, and correspondence, but not covering adoption subsidy:

NOTE: Although item 1, sections c, d, and e have a less than permanent retention period, the State Archives recommends that county social services agencies consider permanently retaining services case histories (narrative and comment sheets), where they exist. These histories contain information not available elsewhere, and document counties' roles in public assistance programs.

PERMANENT
 

c. For cases involving children, where first entry is 1951 or later, and covering one of the following: abuse or maltreatment; family adopting a child; child health; medical assistance; protective services; or day care child's medical records; except for adopted child sealed case record, which must be retained permanently; including but not limited to application for assistance or services, eligibility forms, authorization of assistance or services, and correspondence:

NOTE: Sections 422.5 and 422.6 of the Social Services Law, as amended by Chapter 12 of the Laws of 1996, Chapter 136 of the Laws of 1999, and Chapter 555 of the Laws of 2000, contain legal requirements relating to retention of reports of child abuse and maltreatment held by county social services departments. The current requirements are as follows:

1. Reports, which are unfounded, received by the State Central Register prior to February 12, 1996, must be destroyed or have information expunged from them forthwith.

2. Reports, which are unfounded, received by the State Central Register after February 11, 1996, must be legally sealed forthwith and retained for 10 years after receipt of the report (by the State Central Register), and then must be destroyed or have information expunged from them, except such reports must be destroyed prior to the passage of 10 years upon direction of the NYS Office of Children and Family Services pursuant to provisions of Chapter 555 of the Laws of 2000.

3. All indicated (substantiated) reports must be retained for 10 years after the youngest child mentioned in the report attains age 18, and then must be destroyed or have information expunged from them.

For additional information on this subject, contact Counsel's Office, New York State Office of Children and Family Services, 52 Washington Street, North Building, Room 108, Rensselaer, NY 12144-2796; phone, (518) 473-8418.

0 after youngest child attains age 28
  d. For preventive services to children, where first entry is 1951 or later:

NOTE: When preventive services are provided in conjunction with or in addition to foster care, the disposition of the preventive services case record should follow the provisions of part “e”. When preventive services are provided in conjunction with or in addition to adoption services, the disposition of the preventive services case record should follow the provisions of part “b”. When preventive services are provided in conjunction with or in addition to protective services, the disposition of the preventive services case record should follow the provisions of part “c”, including applicable notes.
6 years after 18th birthday of youngest child in the family
  e. For foster care cases, where first entry is 1951 or later: 30 years after the discharge of the child from foster care
  f. For child held in detention home, children's shelter or similar facility, where first entry is 1951 or later, including but not limited to admission and release notice, copy of court order, copy of admission physical examination, psychiatric evaluation, accusation of staff abuse, list of personal property, and clothing inventory: 0 after child attains age 21
 

g. Non-services and services case files, other than those described in other parts of this item, including programs such as Public Assistance and Care, Medical Assistance, Food Stamps, Adult Services, and Aid to Dependent Children, where first entry is 1951 or later, and including but not limited to application for assistance or services, eligibility forms, authorization of assistance or services, and correspondence:

NOTE: The United States Department of Agriculture (USDA), Food and Consumer Services (FCS), requires that certain case files involving food stamps be retained for a longer period of time than stated in part "g". If there has been an intentional program violation (IPV) disqualification, the case record must be retained for the life of the individual involved, or until FCS has notified the State Office of Temporary and Disability Assistance that the case record is no longer needed. For cases involving work requirement violations and permanent disqualifications, the case records must be retained for the life of the individual involved or until that individual attains age 60, whichever is shorter. For additional information, contact the Division of Temporary Assistance, New York State Office of Temporary and Disability Assistance, at (518) 474-9300.

6 years after case closed
  h. Home Energy Assistance case files: 3 years after case closed, except 10 years after case closed for case records for heating equipment replacement
  i. Adoption subsidy case record: 6 years after adoption subsidy terminated
*2.[618] Denied or withdrawn application for assistance or services or to adopt child or to offer foster care, including related records: 6 years
3.[619] Register, index or other record showing applications or requests for assistance or services or showing participation in program:
6 years after last entry
4.[620] Social services case transaction history or case activity control log listing actions taken on case and dates, including public assistance, adult services, children's services, adoption case, and day care registration: PERMANENT
5.[621] Foster home case activity control log:
6 years after termination of foster home certification or license
6.[622] Record of assistance granted  
 

a. When assets have been assigned:

10 years after case closed
 

b. When there has been no assignment of assets:

6 years after case closed
7.[623] Asset assignment record:
10 years after case closed
8.[624] Asset register:
6 years after last case closed
9.[625] Property records, including deed, mortgage, lien or estate records, and appraisal of fair market value:
6 years after assets liquidated or recoupment is completed
10.[626] Utilization review and long-term care placement records, where county social services conducts review and placement functions: 6 years
11.[627] Payment roll, schedule or history: 10 years after case closed
*12.[982] Copies of authorization for payment, retained in accounting office, pursuant to 18NYCRR and Office of Temporary and Disability Assistance (OTDA) policy: 6 years
13.[628] Medicare, Medicaid or insurance carrier claim records, including but not limited to schedule of payments, copy of claim, listing of invalid or rejected claims, vendor payment list, list of claims submitted for payment, and list of checks received: 7 years
14.[629] Insurance and reimbursement related reports, including Medicare or Medicaid cost report, certified uniform financial or statistical report, and all necessary supporting documentation: 9 years
15.[630] Support collection accounting records  
 

a. Official record of account:

6 years after case closed
  b. Original entry and intermediary records, used in posting information to official account record: 6 years
  c. Fiscal and statistical reports relating to support collection: 6 years
*16.[631] Support collection enforcement case records:
6 years after youngest child affected by order attains age 21
17.[632] Master summary record (index or register) of support collection cases: PERMANENT
*18.[983]

Support collection case review and adjustment records:

6 years after youngest child affected by order attains age 21
*19.[984] Social services case management system reports, produced from manual or automated case management or other systems used to monitor and report on service and non-service cases, other than reports which are specific to individual cases or are covered by other items in this section  
  a. When needed for audit or other fiscal purposes: 6 years
 

b. When not needed for audit or other fiscal purposes:

NOTE: Social services case management and related systems generate numerous daily, weekly, monthly, quarterly and other reports. Some of these reports are needed for six years for fiscal audit and related purposes. Other reports can be destroyed after shorter periods of time, such as after they are superseded by subsequent reports, after the preparation of related reports, after passage of specific time periods, or after they are no longer needed for administrative purposes. For further information on determining appropriate retention periods for specific reports, contact the New York State Office of Temporary and Disability Assistance and the New York State Office of Children and Family Services.

0 after no longer needed
20.[633] Cemetery records relating to alms house or county home, including but not limited to interment, exhumation or removal records; inscriptions from headstones; burial permits; and maps or surveys of grave locations: PERMANENT
21.[634] Register or equivalent summary record listing residents of county poor house or alms house: PERMANENT
*22.[985] Adult home/adult care facility records  
 

a. Resident/participant records, including personal, financial and dietary planning records, and related records:

3 years after death or discharge
  b. Facility/program records, including records documenting the operation and maintenance of the facility; daily census reports; incident reports; business records; records relating to the application or renewal of the operating certificate; admission and discharge registers; program records including service procedures, activities schedules, agreements with external service providers, disaster and emergency plans, and records of evacuation drills; food service records including menus and food procedure records; records of the maintenance of the physical plant and environmental standards; staff records including personnel procedures, job descriptions, staffing schedules and payment records; certificates or reports issued by local and state jurisdictions related to facility operation; and related records:
7 years after end of calendar year or 7 years after superseded or obsolete, whichever is longer
*23.[986] Domestic violence liaison screening and case records  
 

a. Screening forms completed by applicants/recipients of public assistance indicating presence of domestic violence and subsequent records assessing credibility of individual's assertion of domestic violence, records of services referrals, assessments for waivers of public assistance program requirements, and related records:

6 years after completion of liaison's services to an individual
  b. Screening forms indicating no presence of domestic violence: 1 year
*24.[987] Domestic violence residential program records  
 

a. Case records, including information on residents and related records:

6 years after case closure
  b. Daily rosters or similar record showing number of residents in program: 6 years
 

c. Incident reports showing fires, accidents or violent incidents, and related records:

6 years
 

d. Disaster and emergency plans:

6 years after superseded or obsolete
*25.[988] Domestic violence safe home network records, including names and addresses of safe homes; lists of family/household members residing in safe homes; records of interviews with members of safe homes; information on orientation and training of safe home providers; description of safe home environments; lists of safe home rules; copies of agreements between safe home providers and the network concerning their respective responsibilities; copies of annual evaluations of safe homes; records of complaints and follow-up; records of fires, accidents and serious incidents in safe homes; and related records:
6 years after end of year or 6 years after superseded or obsolete, as appropriate
*26.[989] Domestic violence safe dwelling records, including descriptions of physical plant; security plans; diagrams of rooms; locations of smoke detectors, fire extinguishers and telephones; lists of safe dwelling rules; records of fires and accidents; copies of annual reevaluations of safe dwellings; and related records:
6 years after end of year or 6 years after superseded or obsolete, as appropriate
*27.[990] Domestic violence nonresidential services records  
 

a. Case records, including names of persons requesting services, reasons for requests, names of minor children and/or other family/household members receiving services, types of services provided, and related records:

6 years after case closure
 

b. Daily logs showing number of telephone hotline calls and other telephone calls requesting information and/or referral:

6 years
*28.[607] Rape crisis intervention records  
 

a. Individual client consultation case record of rape crisis intervention program:

6 years after last entry, or 3 years after any minor involved attains age 18, whichever is later
  b. Master summary record (log or index) to client consultations or other activities: PERMANENT
**29.[1063] Child fatality investigative reports and records  
  a. Record copy of report concerning the death of a child whose care and custody or guardianship have been transferred to an authorized agency or whose death has been reported to the State Central Register, received from the NYS Office of Children and Family Services or prepared by a local or regional fatality review team pursuant to Sections 20(5) and 422-b, Social Services Law: PERMANENT
  b. Non-record copies of report concerning child death: 0 after no longer needed
  c. Investigative records, when investigation into child’s death is conducted by a local or regional fatality review team: 10 years after completion of investigation and preparation of final report

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SOIL AND WATER CONSERVATION

NOTE: This section only applies to Westchester County. In other counties the soil and water conservation district is an autonomous unit of local government and must adopt Schedule MI-1 instead.

NOTE: This does not cover records of the U.S.D.A. Natural Resources Conservation Service office which is located in each county. Their records are federal records, and their retention is not governed by the State Archives.

 

1.[635]

Memorandum of understanding between soil and water conservation district and state, federal or other agency, indicating services to be performed and work to be carried out:

PERMANENT
2.[636] Release or agreement granted soil and water conservation district by landowner for drainage or irrigation purposes: PERMANENT
3.[637]

Cooperator's case file:

NOTE: Municipal cooperators' case files involving discretionary planning review are covered by item no. 430 in the Building and Property Regulation section.

PERMANENT
4.[638] Request for assistance or information, and response provided by soil and water conservation district, when no agreement is entered into by the two parties: 3 years
5.[639] Cooperator's individual account record documenting payment for services: 6 years after last entry
6.[640] Master summary record of all contacts made by soil and water conservation district: PERMANENT
7.[641] Individual contact record (log or contact sheet) recording all contacts made by soil and water conservation district: 2 years
8.[642] Geographic reference file containing summary information on technical assistance and consultation provided in municipality or geographic area, and basic data on major soil and water conservation projects: PERMANENT
9.[643] Soil group worksheet, containing detailed breakdown of soil types and land uses for parcel of agricultural property, used in calculating agricultural assessment:
1 year after superseded by updated worksheet
10.[644] Soil maps, showing detailed breakdown of soil types and groups, including aerial photographs used in producing maps: PERMANENT
*11.[991] Copy of environmental impact statement (E.I.S.), furnished soil and water conservation district for information and comments  
 

a. When no comments are forwarded to lead agency:

0 after no longer needed
  b. When comments are forwarded to lead agency: 1 year
  c. Comments on E.I.S. furnished lead agency by district: 6 years
*12.[992] Records documenting the establishment, change, or dissolution of a county agricultural district, regardless of approval or denial: PERMANENT
*13.[993] Soil test results for farmland soil sample, including nutrient analysis and recommendations: 3 years
*14.[994] Watershed farmer's case file, including but not limited to farm management assessment, environmental assessment, plan evaluation, whole farm plan and supporting data: PERMANENT

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TAXATION AND ASSESSMENT

REAL PROPERTY TAXATION/ASSESSMENT SYSTEMS

NOTE: Some local governments in the state use automated systems to keep track of various functions of their offices regarding taxation and assessment. These systems, which we are referring to generically as "Real Property Taxation/Assessment Systems," contain information in such areas as valuation, basic property information, comparable sales, grievances, and tax collection. In general, these systems do not replace existing hard copy-based systems, but do create some of the forms and other paper records in these files. In addition, these systems contain data files and other electronic records not found in manual systems. The items below are meant to cover not only electronic records contained in these automated systems, but also maps, reports and other system output maintained in both traditional hard copy and electronic format as well.

More importantly, these systems often contain summary information on specific parcels of real property, including improvements located on them. The taxation/assessment history data file, listed below, may contain retrospective information on ownership, sales, land use, property characteristics and structures for a single parcel of property over a period of time.

These systems include the "RPS" system developed by the New York State Office of Real Property Services (ORPS), as well as locally-developed and commercial off-the-shelf systems, some of which take the place of the RPS system and others of which incorporate or utilize RPS system data. While the RPS system software is developed by a state agency, system files which contain information entered by a local government are considered local government records.

 

*1.[995]

Real property history data file contained in taxation/assessment data system, and related records, created for informational and reference purposes, containing summary and/or cumulative historical information on such areas as property ownership, sales, land use, property characteristics and structures:

NOTE: Counties and municipalities should consider permanent retention of these real property taxation/assessment history data files for all parcels of property. This information may be useful for long-range planning purposes, mass reappraisal, and for community, urban planning and architectural history research. More importantly, this data provides for ease of access to summary data on individual parcels of real property and the structures located on them. In addition, this data file may be used to access more detailed records maintained in electronic data output or maps, plans, permits and other paper records in inactive storage. Contact the State Archives for additional advice.

0 after no longer needed
*2.[996]

Real property current data file contained in taxation/assessment data system (either RPS or equivalent system), and related records, containing current information on such areas as property ownership, sales, land use, property characteristics and structures:

NOTE: Counties and municipalities should consider permanent retention of the basic data elements of these real property taxation/assessment systems for all parcels of property. These data elements may be outputted to electronic, paper, microfilm or other format, or may be transferred to an automated real property history data file (see item no. 995, above.) Contact the State Archives for additional advice.

NOTE: A series of interrelated and inseparable files currently contained in the RPS system hold both summary and detailed taxation/assessment data. This Schedule treats these files as one record.

0 after no longer needed, but not less than 4 years
*3.[997] Street address/parcel number authority data file, used to supply this or other system with accurate, up-to-date information on real property tax parcel numbers, property owners' names and addresses, parcel sizes, E-911 or other street addresses, or to correlate multiple addressing and/or parcel numbering systems:
Maintain as updated data file as long as address and/or parcel numbering systems the file contains are in use, and as long as necessary to access records identified by previous address or numbering systems.
*4.[998]

Final assessment roll sequential master backup file (sometimes known as "taxable status" file), produced annually by RPS or equivalent system, containing assessment data submitted to the State Office of Real Property Services:

NOTE: This data may have secondary value beyond the purpose for which it is created, if it can serve as a "snapshot" of assessment data, and no other annual snapshot is created. This record may be valuable in place of or in conjunction with an automated real property history data file. Contact the State Archives for additional advice on the maintenance and uses of these records.

10 years after filing of related assessment roll
*5.[999] Lists, reports, studies, special projects and analyses created from data contained in one or more data files in real property taxation/assessment system or subsystem  
 

a. Final reports and studies resulting from analysis of system data, containing significant information on real property and structures located thereon, used for such purposes as long-range planning, reappraisal, or historical preservation:

PERMANENT
 

b. Background materials and supporting documentation:

6 years after project completed, or after date of final entry in record
 

c. Preliminary reports and studies resulting from analysis of system data, containing routine information on real property and structures located thereon, or used to produce final reports and studies, as well as lists, logs or other internal information records:

0 after no longer needed

 

VALUATION AND ASSESSMENT

 

*1.[645]

Assessor's field data, including field book and automated field assessment data file, containing assessor's notes and computations used in determining property valuation:

4 years after last entry
2.[646] Property assessment record card or equivalent master summary record of improvements and alterations to unit of real property, and resulting valuation and assessment: PERMANENT
*3.[1000]

Physical inventory and property description detailed data file, used to produce property assessment record card or equivalent record, containing detailed property description (and sometimes related valuation) information, as well as photographic images and outline sketches of properties and structures located on them:

NOTE: Counties and municipalities should consider permanent retention of these detailed property description data files for all parcels of property. This information may be very useful for community, urban planning and architectural history research. If this is not feasible, then the State Archives strongly recommends that the most important data elements be preserved either in the system or output to "history" files, reports or other system output. Images contained in the system may be particularly valuable for architectural, community and historical research. Contact the State Archives for additional advice on the creation and maintenance of these records.

0 after no longer needed, but not less than 4 years
*4.[647]

Records used in determining property valuation, including but not limited to property valuation detailed data file, used to conduct analyses and perform computations necessary for valuation or revaluation of property; detailed property description; file content sheet; inventory content sheet; comparative property valuations; comparative sales records and comparables and/or sales data file; standard valuation criteria data and copies of building and zoning records:

NOTE: If the file content sheet is merely used for posting information on assessment changes, it is covered by item no. 26 in the General section.

4 years after superseded or obsolete
*5.[1001] Mass reappraisal records  
  a. Final or justification reports or studies, created or received as part of mass appraisal process: PERMANENT
  b. Detailed data, cost tables, preliminary reports and computations created or received as part of mass appraisal process: 4 years
*6.[1002] Questionnaires and data mailings sent to property owners, used to update information and to verify assessment and property description information maintained by local government:
1 year after any necessary changes are posted to official records
7.[648] Railroad ceiling and special franchise assessment determination records  
  a. Annual certificate of state-determined ceiling or assessment: PERMANENT
 

b. Railroad ceiling and special franchise assessment records, other than annual certificate, including but not limited to notice of tentative ceiling or assessment, and record of apportionment to districts:

3 years
*8.[649] Equalization rate records  
  a. Certificate of final equalization rate, as determined by New York State Office of Real Property Services: PERMANENT
  b. Equalization rate determination records other than certificate of final rate, including but not limited to notice of tentative rate, data submitted and reports submitted to State Office of Real Property Services: 3 years
*9.[650] Tax maps, including updates and revisions  
  a. Official copy of map created by or for county: PERMANENT
 

b. Certification of proper maintenance of tax maps:

2 years
 

c. Property index cards, supplemental data and background files, used in tax map preparation and maintenance:

NOTE: Appraise these records for historical significance prior to disposition. Property index cards and related records may contain retrospective sales and other property history information, which may be very valuable if the same information is not contained in a real property history file.

6 years
*10.[651]

Tax determination records for state-owned lands subject to taxation, including certificate of tax payable, working papers, correspondence, and reports:

NOTE: Appraise these records for historical significance. Certain records describing state-owned property, determining the amount of tax payable and concerning specific uses of state lands which are a matter of public concern may merit permanent retention. Contact the State Archives for additional advice in this area.

6 years
**11.[652] Tax exemption or abatement file covering veterans, aged, School Tax Relief Program (STAR), nonprofit organizations, new business, conservation easements and other exemptions or abatements  
 

a. Original detailed application and supporting documentation:

6 years after expiration of exemption or abatement
  b. Renewal applications, routine correspondence and memoranda (when original detailed application is maintained): 6 years
 

c. Application denial records, including results of hearing:

6 years after final determination
  d. Forms used to report social security numbers/taxpayer identification numbers and not containing other substantive information, for use in income verification programs: 0 after no longer needed
12.[653]

Assessment/tax grievance file, including but not limited to application for re-evaluation, copy of advisory appraisal, petition, statement of complaint, copy of hearing results and correspondence:

NOTE: Minutes of the Assessment Board of Review must be retained permanently. See item no. 1 in the General section.

6 years after final determination
*13.[1003]

Copies of tax grievance or judicial assessment review records received by school districts, non-assessing villages and counties, including but not limited to copies of petition and notice filed pursuant to sections 708(3) and 730(8), Real Property Tax Law:

NOTE: The receiving agency may wish to retain these records longer if the grievance or judicial assessment review may involve a substantial potential future tax refund.

1 year
14.[654] Agricultural land assessment records, including but not limited to application for agricultural value assessment and correspondence  
  a. For lands within agricultural district: 6 years
  b. For lands outside of agricultural district: 20 years
*15.[655] Assessor's annual report, created and filed pursuant to Part 193-3, 9NYCRR, Subtitle F: 10 years

 

ASSESSMENT ROLL/TAX ROLL

 

1.[656]

Working papers or other intermediary records used in preparation of, or in posting changes to, assessment roll or tax roll, including but not limited to assessor's notes, Record of Taxable Status and automated data file:

3 years after filing of roll
*2.[657] Assessment and tax rolls (including records relating to correction of errors on assessment and/or tax rolls)  
 

a. Tentative assessment roll:

5 years after filing
  b. Final assessment roll: 10 years after filing
 

c. Copies of assessment rolls, maintained by counties which prepare them for towns, villages and cities located within the county:

0 after no longer needed
  d. Warrant copy of tax roll, including warrant or levy to collect taxes: PERMANENT
  e. Non-warrant copy of tax roll, when warrant copy is retained permanently: 1 year after filing
  f. Abstract of tax roll: PERMANENT

 

TAX COLLECTION

 

*1.[658]

Tax collection records

 
 

a. Tax collection data file, returned copy of tax bill, copy of receipt issued taxpayer, collector's daily accounts, receiving office tapes, records of overpayment, rebate or refund, record or notice of payment of post-due taxes, report on tax monies collected, request for extension of time to collect taxes, and similar records:

6 years
 

b. Tax collection history data, containing summary tax collection history information, created from tax collection data file:

NOTE: Appraise these records for historical significance prior to disposition. This data may be useful for a number of years for convenience of reference, and may possibly have long-term historical value.

0 after no longer needed
  c. Documentation of regular updates or corrections made to tax collection data file: 6 years
*2.[659] Statement or list of unpaid taxes or taxes due, or other lists, reports or studies relating to tax collection: 6 years
**3.[660] Tax escrow account records  
 

a. Notification of creation, transfer or termination of escrow account:

1 year after termination of account
  b. List of tax escrow accounts: 1 year after superseded or obsolete

 

TAX REDEMPTIONS AND SALES

 

*1.[661]

Master summary record of real property tax lien sales:

PERMANENT
*2.[662] Real property tax lien sale records  
 

a. Official copy of tax lien sale (or auction) list or catalog:

PERMANENT
  b. Official copy of notice of sale and proof of publication: PERMANENT
  c. Letter notifying owner, mortgagee, lien-holder or any other "interested party" of the forthcoming sale and proof of personal delivery of letter of notification (by process server), or proof of delivery and receipt via certified or registered mail: PERMANENT
  d. Tax lien sale records, including but not limited to tax lien foreclosure and sale data file, copy of deed, bids, abstract of sale, memoranda and correspondence, documentation of regular updates or corrections made to tax lien data file, except letter of notification, proof of delivery and receipt of letter of notification, sale book and official copy of notice of sale, proof of publication, sale (or auction) catalog or list: 6 years after sale
3.[663] Master summary record (register, log or index file) of real property tax lien redemptions and/or discharges: PERMANENT
*4.[664]

Real property tax lien redemption records, including but not limited to notice of foreclosure, certificate of redemption, record of payment of tax and penalties, memoranda and correspondence, except master summary record:

NOTE: These records may have value in documenting title to real property. The State Archives suggests that these records be evaluated, in conjunction with the master summary record, above, before disposition takes place.

6 years after redemption or discharge of lien

 

MISCELLANEOUS

 

*1.[665]

Real property transfer report, including copy of deed, submitted to New York State Office of Real Property Services (covers forms LA 23, EA 5217 or equivalents):

6 years
*2.[666] Informational listing or index used in relation to taxation and assessment, including but not limited to lists of property owners, real estate transfers, address changes, exempt properties, filed grievances, tax redemptions, notice of bankruptcy or foreclosure proceeding, and billing addresses:
1 year after superseded or obsolete
3.[667] Records of apportionment of tax monies  
 

a. Annual certificate of apportionment sent to municipality or district:

PERMANENT
  b. Apportionment records, except annual certificates: 6 years
4.[668] Tax search record, including but not limited to record of searches conducted, abstract of search results, correspondence and memoranda: 6 years
*5.[669] Tax levy and tax rate determination records, including computation of constitutional tax margin and statement filed with State Comptroller's Office: 6 years

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TRANSPORTATION AND ENGINEERING

AIRPORT

NOTE: Changes in recordation and recordkeeping requirements for airports are likely to occur during and after the time this Schedule is being finalized for publication. The State Archives will notify local governments which operate airports of any new state or federal records retention requirements. Conversely, these local governments should inform the State Archives when they become aware of any such requirements, or when any records not covered by this schedule are received or created.

 

*1.[670]

Operation certification records, involving certification from the Federal Aviation Administration (FAA)

 
 

a. Operating certificate, application for certification and FAA inspection reports relating to certification, operational manual (including all updates):

PERMANENT
  b. Security-related and other mandates and circulars received from the FAA, along with any related correspondence, dealing with significant issues: PERMANENT
  c. Security-related and other mandates and circulars received from the FAA, along with any related correspondence, not dealing with significant issues: 1 year after superseded, obsolete or no longer needed
*2.[671] Airport security and safety records  
 

a. Security or safety inspection records, which contain non-routine information or indicate need for maintenance, repairs, or changes in airport operational policies:

NOTE: Appraise these records for historical significance prior to disposition. Inspection records documenting serious problems or conditions may have historical value and may merit permanent retention. Contact the State Archives for additional advice.

6 years
  b. Records of routine inspections performed at airport, where longer retention is not necessary for administrative, fiscal or legal reasons: 1 year
 

c. Other security records, including but not limited to visitor's register, security officers' logs or reports, automated security system reports, false alarm reports, and records of security videotape review:

NOTE: Record documenting potentially important incidents may warrant longer retention for legal reasons. Airport officials should carefully review these records before destroying them. Original records may need to be retained longer than 3 years even if posted to summary records. Contact the State Archives for additional advice.

3 years
  d. Summary security records, including periodic reports: 6 years
*3.[672] Airport tenant legal and reference files  
 

a. Contract negotiations, contracts, leases and significant correspondence:

NOTE: Appraise these records for historical significance prior to disposition. These records may document the important roles these facilities play in the economic development of the community. In such cases, these records may have continuing value for historical or other research meriting their permanent retention. Contact the State Archives for additional advice.

6 years after expiration, revocation or renewal
  b. Correspondence, including but not limited to complaints about tenants: 6 years
 

c. Informational materials, including but not limited to lists of tenants' employees, sample of airline schedules, brochures and advertising materials:

NOTE: For copies of actual airline schedules, see item no. 1005, below.

0 after obsolete
  d. Airline employee security background check, security clearance, and identification records: 6 years after employee no longer employed at airport
*4.[673] Airport incident or accident reports  
 

a. Incident data summary record recording incidents or accidents at airport:

3 years after last entry
 

b. Incident or accident report and related records:

NOTE: Appraise these records for historical significance prior to disposition. Records documenting serious incidents or accidents have historical value and may merit permanent retention. (For disaster files, see also item no. 61 in the Civil Defense/Disaster Preparedness section.) Contact the State Archives for additional advice.

3 years
*5.[1004] Accreditation records for airport personnel, accredited by American Association of Airports, Airports Council International, or other organization  
 

a. Accreditation records relating to individuals:

6 years after termination of service
  b. Other records, including lists of accredited individuals: 0 after superseded or obsolete
*6.[1005] Airline/airport schedule and usage records, such as those received from airlines or the FAA, including monthly reports, passenger counts, cargo and load records  
 

a. Summary records, and records containing information with fiscal or legal implications:

NOTE: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting airport activity and may merit permanent retention. Contact the State Archives for additional advice.

6 years
 

b. Routine records, not containing information with fiscal or legal implications:

NOTE: Data and related records submitted to and received from the New York State Department of Transportation relative to financial assistance and grant applications is covered by item no. 13b in the General section.

1 year
*7.[1006] Fuel (jet fuel and service vehicle fuel), de-icer or other chemical storage and dispensing records for airport  
 

a. Consumption and dispensing records for fuel, oil, or similar products used by service vehicles, equipment or airplanes:

NOTE: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting the use of fuel and other chemicals at airports and may merit permanent retention. Contact the State Archives for additional advice.

6 years
  b. Substance testing records: 3 years
  c. Approvals from the New York State Department of Environmental Conservation (or other agency) for storage and dispensing of fuel and other substances: 7 years after expiration or termination of approval or denial of application
 

d. Records relating to non-significant leakage, spillage and runoff:

6 years
 

e. Records relating to significant leakage, spillage and runoff, or any leakage from underground storage tanks:

NOTE: For other petroleum bulk storage records, see item no. 530 in the Public Property and Equipment section.

PERMANENT
  f. Plans to control leakage, spillage, or runoff, or to deal with accidents and emergencies: PERMANENT

 

HIGHWAY, ENGINEERING, AND PUBLIC WORKS

NOTE: Records relating to water, wastewater, and landfill projects may be found in the Environmental Health section. Records relating to publicly owned property and equipment may be found in the Public Property and Equipment section.

NOTE: Certain records found in this section may be needed for litigation involving personal injury incurred by minors. Where appropriate, these records should be retained for 3 years after the individual involved attains age 18, even if the specified retention period has expired.

 

*1.[675]

Highway or other transportation structure maintenance and repair records covering routine maintenance and repair activities and pavement marking:

6 years
2.[676] Snow and ice removal records, including log or report of weather conditions: 6 years
*3.[677] Highway or transportation structure history file containing summary information on highways, roads, streets, bridges, elevated railways, overpasses, underpasses, culverts, and other structures, except records covering routine maintenance and repair activities  
 

a. All records in file, except draft or intermediary records documenting other than significant changes and those closely duplicating other records in file:

PERMANENT
  b. Draft or intermediary records documenting other than significant changes, or closely duplicating other records in file: 0 after no longer needed
**4.[678] Project file for capital transportation improvement covering highways, roads, streets, bridges, other structures, parking lots and garages, and public transportation system improvements  
 

a. Feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; environmental impact statement; annual project statement; fiscal and other final reports, and significant correspondence:

6 years after highway or structure no longer exists or is abandoned
  b. Supplementary documentation, including application for assistance, project budget, interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheets, routine correspondence and detailed construction specifications: 6 years after last entry in project file or until any service life requirement has been met, whichever is later
  c. Unsuccessful bids: 6 years after bid rejected
 

d. All records, when project is proposed but not undertaken:

NOTE: For additional plans, maps, designs, sketches, designs, architectural drawings and photographs of buildings and facilities, see item nos. 680 and 1007, below.

6 years after last entry
5.[679] Master summary record (index, log or register) of transportation improvement projects: PERMANENT
*6.[680] Official maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections of highways, roads, streets, bridges, or other structures including indices or finding aids, when not relating to specific project design files, covered by item no. 1007, immediately below  
 

a. Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:

PERMANENT
  b. Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure: 6 years after structure no longer exists
 

c. Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:

NOTE: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

6 years after completion of project
  d. Template or other similar automated framework or reference files used in conjunction with more specific automated design files: Retain as long as the related specific automated design files are retained.
  e. Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of.
*7.[1007] Design file for capital transportation improvement project, including plans, maps, designs, sketches, designs, architectural drawings, and photographs for highways and other transportation structures maintained by local government  
 

a. Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:

PERMANENT
  b. Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure:
6 years after highway or structure no longer exists
  c. Detailed schematic drawings, not covered by parts "a" or "b," including detailed specifications not appearing on plans, maps, designs, sketches, architectural drawings: 6 years after highway or structure no longer exists
 

d. Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:

NOTE: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

6 years after completion of project
  e. Template or other similar automated framework or reference files used in conjunction with more specific automated design files: Retain as long as the related specific automated design files are retained.
  f. Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of.
*8.[1008]

Highway, road, street or transportation structure management automated maintenance, repair and inspection system records, also containing information such as on motor vehicle accidents, highway safety, highway-related permits, complaints and requests for service

NOTE: This does not apply to automated systems used by public transportation systems, see item no. 1010 in the Public Transportation subsection, below.

 
 

a. Detailed data file containing information such as on maintenance and repairs:

NOTE: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements, unless official copies are maintained outside the system and are disposed consistent with item nos. 675, 676, 685, 687, 689, 690, and 692 in this section. It is recommended that local officials store this data offline long enough to meet audit or any other requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

0 after no longer needed
 

b. Automated system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:

NOTE: Appraise these records for archival value. History files may contain valuable information to document highway, road, street or transportation structure management over a period of time. Contact the State Archives for additional advice in this area.

6 years
  c. Logs, schedule, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which contain information of legal or fiscal value: 6 years
  d. Logs, schedules, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which do not contain information of legal or fiscal value, such as when no work is performed and no funds expended: 0 after no longer needed
 

e. Geographic Information System (G.I.S.) street/road data file used as base maps for system operation, derived from official G.I.S. data maintained by other unit of local government:

NOTE: Appraise these records for archival value. If G.I.S. data layers contain "value added" information on highways, roads, streets and transportation structures not found in the source files from which they were created, they may have secondary uses. Contact the State Archives for additional advice in this area.

0 after no longer needed
  f. Copies of maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections, where official copies are maintained elsewhere, and are covered by item no. 680, above: 0 after no longer needed
9.[681] Right-of-way records, including legal description of right-of-way, copies of deeds, maps and photographs: PERMANENT
*10.[682] Property acquisition records, documenting acquisition of real property obtained through eminent domain proceedings for transportation-related project, including record of public hearing, findings and determination, appraisal information, copy of court proceedings and correspondence: PERMANENT
11.[683] Recommendation of Highway Superintendent or Commissioner of Public Works for expenditure of highway or road fund money: 6 years
*12.[684]

Report or "inventory" received from and submitted to New York State Department of Transportation on status, mileage, improvements, or other characteristics of highways and bridges:

NOTE: Appraise these records for historical significance prior to disposition. These records may constitute a valuable summary listing of highways and structures. Contact the State Archives for additional advice.

5 years
*13.[685] Complaint or request for service, including notification (including communication log and telephone call log) of unsafe, dangerous or defective condition of highway, street, road, bridge, sidewalk, or other capital improvement, including but not limited to inspection report and record of abatement of condition  
 

a. Summary record (such as log or register) of complaints or requests:

6 years after disposition of all complaints, petitions or requests listed
  b. Complaint or request for service, including follow-up records, where remedial action is taken:
6 years after remedial action taken or condition otherwise abated, whichever occurs first
  c. Complaint or request for service, including follow-up records, where no remedial action is taken: 1 year
*14.[686] Transportation- or engineering-related reports, studies or data queries, including their supporting documentation, covering subjects such as traffic congestion studies, traffic safety studies, traffic sign or signal survey, speed limit change request, including but not limited to information gathering forms; copies of accident reports and court records; copies of maps, plans and surveys; and correspondence  
 

a. Reports, studies or queries having legal or fiscal value:

NOTE: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information on such subjects as traffic congestion and traffic safety, and may reveal long-term trends and accident-prone areas and vehicles. Contact the State Archives for additional advice.

6 years
  b. Reports, studies or queries having no legal or fiscal value, such as daily activity, individual "crew" or "shift" reports," daily communications or other routine internal reports:
0 after no longer needed
*15.[687] Traffic sign or signal erection, relocation, or removal records  
  a. Records relating to individual or group of interconnected signs or signals, such as authorization for actions taken, photographs, copies of accident reports, copies of maps and surveys, sketches and diagrams, traffic surveys and correspondence: 6 years after sign or signal replaced or no longer exists, whichever is shorter
 

b. Road sign or signal listing:

0 after superseded or obsolete
  c. Reports and other records of malfunctioning or missing sign or signal: 1 year after sign or signal repaired, removed or replaced
16.[689] Copies of motor vehicle accident reports received from law-enforcement or other government agency  
 

a. Accident reports where design or maintenance of highway or structure is relevant to accident:

6 years
  b. Routine accident reports: 1 year
17.[690] Highway related permit file covering handling of oversized vehicles or equipment, or temporary barricading, obstruction, closing, excavation, construction or encroachment: 6 years after expiration or denial of permit
18.[691]

Public improvement permit file covering construction work which improves facilities benefiting the public:

NOTE: This does not apply to building permits or environmental health related permits. See the Building and Property Regulation and Environmental Health sections of this Schedule.

6 years after expiration or denial of permit
*19.[692] Inspection records for bridges, elevated railways and similar structures:
6 years after structure no longer in use or inspected features have been replaced
*20.[693] Intergovernmental agreements, contracts or orders relative to highway maintenance, and sharing of equipment, materials or services: 6 years after expiration
*21.[694]

Engineer's reference files, usually arranged by topic, name or number of road, or name of municipality or other government agency:

NOTE: Appraise these records for historical significance prior to disposition. These records may contain valuable information on a variety of highway- and transportation- related subjects. Contact the State Archives for additional advice.

0 after no longer needed
22.[695] Parking lot or garage usage records  
 

a. Summary record of usage:

6 years
  b. Traffic counts, permit applications, or other records of original entry: 6 years
  c. Tickets, copies or stubs of tickets: 1 year
23.[696] Handicapped parking permit records  
 

a. Copies of permits, applications and related records:

3 years after expiration
  b. Master listing of permits or designated parking spaces: 0 after obsolete or superseded
*24.[697] Copies of highway, street, road or bridge records received from other governmental jurisdiction:  
 

a. Where construction or maintenance of highway, street, road or bridge in question is responsibility of local government which receives the records, including instances where highways, streets or roads under separate jurisdictions abut:

6 years after highway or structure no longer exists
  b. Copies of records received for information purposes only: 1 year
*25.[1009]

Child safety seat inspection records, including but not limited to requests for inspection, inspection reports and log or schedule of inspections performed:

NOTE: Some of these records may need to be retained longer for potential legal needs, in case inspected vehicles are involved in personal injury accidents. Consult counsel to determine which records, if any, may need to be retained longer to meet these needs.

3 years

 

PUBLIC TRANSPORTATION SYSTEM

*1.[698]

Map, plan, schedule, diagram or sketch of entire system or specific branch or route providing information on stations, stops, dates of operation and times of arrival and departure

 
  a. Final or "as built" copies of official maps, plans and designs showing system route and details of structures, along with draft or intermediary copies that document significant changes: PERMANENT
  b. Draft or intermediary copies of official maps, plans and designs showing system route and details of structures, that do not document significant changes: 0 after no longer needed
 

c. Schedules and diagrams showing individual routes and route and time changes:

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Local governments should consider permanent retention of samples only of schedules and diagrams covered by part "c" of the above item. Contact the State Archives for additional advice in this area.

1 year after superseded or obsolete
*2.[1010]

Automated operational system used to monitor and schedule operation of public transportation passenger vehicles (busses and subway vehicles), including Supply Control and Data Acquisition (SCADA) or equivalent system, used to monitor environmental conditions (temperature, humidity, air quality) in vehicles or various areas accessible to the public

NOTE: For reports and queries from system data, see item no. 1011 below. For alarm, problem and emergency records created from system data, see item no. 1012, below.

 
  a. Detailed data file containing information such as on vehicle stops, usage, locations at specific times or intervals:

NOTE: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements. It is recommended that public transportation systems store this data offline long enough to meet such requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.
0 after no longer needed
 

b. System operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:

NOTE: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. Contact the State Archives for additional advice in this area.

6 years
 

c. Voice data maintained in or by automated system, including conversations between central operational unit and individual vehicle operators, and voice data used for annunciation on vehicles:

NOTE: Records custodians may wish to consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential legal value. Recordings documenting serious incidents may warrant longer retention for legal reasons. These tapes should be retained until legal action is resolved, or the relevant specific communications should be transferred onto a separate tape. Contact the State Archives for additional advice.

0 after no longer needed
*3.[699] System operational records of original entry created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records (including but not limited to passenger counts, tickets, and stubs): 0 after posted to summary record
*4.[1011] Operational reports and queries for public transportation system, including macros, queries and necessary documentation used in report and query generation  
 

a. Reports and queries dealing with serious incidents or problems, or major issues with long-term implications:

PERMANENT
  b. Reports on routine activities, which contain information of legal or fiscal value: 6 years
  c. Reports on routine activities, which do not contain information of legal or fiscal value: 0 after no longer needed
*5.[1012] Public transportation system alarm, problem and emergency records  
 

a. Narrative records documenting serious problems or emergencies, including data necessary to support such records:

PERMANENT
  b. Records documenting minor or routine alarms or problems, including detailed data generated by automated systems when certain parameters are exceeded: 3 years
  c. Contingency or similar plans to deal with emergency situations: PERMANENT
*6.[1013] Bus driver's daily work or tour of duty report, reporting road failures and any defects noted, created pursuant to 17NYCRR Section 721.21 (b)  
 

a. If report indicates no maintenance problems, or when no significant work is performed and no funds expended:

6 months
  b. If significant work is performed and funds are expended: 6 years after vehicle no longer in use
*7.[1014] Public transportation safety plan files, covering plans submitted to New York State Department of Transportation pursuant to Part 975, 17NYCRR  
 

a. Copy of plan, including all amendments:

PERMANENT
  b. Background materials and supporting documentation: 6 years
*8.[700] Operational certification and review records relating to approval and inspection by New York State Department of Transportation  
 

a. Operations review records:

PERMANENT
  b. Certificate of inspection and approval to operate: 6 years after invalid
  c. Copies of operational records received from private transportation companies serving local government under contract: 0 after no longer needed
 

d. Data collected in preparation of annual fiscal and service data reports, including statistical sampling records:

6 years after submission of related report
*9.[1015] Special federal- or state-funded public transportation program records, covering Special Transportation Services for the Transportation Disabled, special mobility improvement projects related to transportation enhancements within the Metropolitan Commuter Transportation District, and Rural Public Transportation Assistance Program  
 

a. Service plans (including all amendments), final or annual reports, results of audits and reviews, and related policies and procedures, including eligibility requirements and documentation of provider or services coordinator selection:

PERMANENT
  b. Background materials and supporting documentation: 6 years
*10.[1016] Commuter traffic reduction program records, covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records  
 

a. Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates, including records relating to agency review, approval, disapproval and appeal (copies maintained by local government acting as Local Administrative Agency):

NOTE: Appraise these records for archival value. These records may be useful in providing information on relieving traffic congestion problems in certain urban areas. Contact the State Archives for additional advice.

6 years after superseded or obsolete
  b. Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates (copy maintained by local government employer):
3 years after superseded or obsolete
 

c. Bi-annual maintenance report (copy maintained by local government employer or local government acting as Local Administrative Agency):

6 years
  d. Information on potential participants, including list of applicants and individual employee surveys: 3 years
*11.[1017] Special public transportation related studies, covering subjects such as commuter parking, car pooling, bicycle paths, bicycle lanes, and bus route changes  
 

a. Final reports, including all attachments:

PERMANENT
  b. Background materials and supporting documentation: 6 years after completion of report or date of most recent entry in record
*12.[1018] Special bus trip records covering trips conducted outside normal public transportation schedule, such as "curb-to-curb" handicapped vehicle use; transportation provided by aging, youth, veterans' and other specialized services; and trips to special events; and including applications for service, lists of attendees, trip reports, and records of fees collected: 6 years
*13.[1019]

Predecessor public transportation company records, covering private bus companies, trolley, horse-car railroad, or turnpike companies, held by successor local government agency:

NOTE: Appraise these records for historical significance prior to disposition. Some of these records will likely possess significant value for historical or other research and should be retained permanently. These records may contain valuable information which supplements records created by the local government itself, and may constitute some of very few existing records documenting these functions before the 1970s. Contact the State Archives for additional advice.

0 after no longer needed
**14.[1064] Annual affidavit of compliance submitted to the New York State Department of Motor Vehicles certifying compliance with requirements for bus drivers as indicated in Article 19-A of Vehicle and Traffic Law, including accompanying annual statistical report on miles traveled by buses, driver convictions and accidents, and related information: 3 years after end of current year

 

TOLL BRIDGE OR TOLL ROAD

 

*1.[701]

Copies of, applications for, or canceled or validated tickets or pass books:

1 year
2.[702] Cumulative record or sale or issuance of toll books, tickets, or passes: 6 years
3.[703] Traffic or usage counts for toll bridge or toll road: 6 years
4.[704] Operational log for toll bridge or toll road:
6 years after date of last entry

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VETERANS' SERVICES

 

1.[707]

Client counseling file, including but not limited to basic data form, interview and counseling records, copies of state and federal veterans' benefit forms, and records of referral to New York State Division of Veterans' Affairs:

NOTE: A 1973 fire destroyed many records at the National Military Personnel Records Center. Local veterans service agencies may need to retain records predating 1973 in order to provide information contained in those records destroyed in that fire.

6 years after last entry
2.[708] Log or register showing summary information on all client contacts: 6 years after last entry
*3.[709] Monthly statistical report submitted to New York State Division of Veterans' Affairs:
1 year

 

 

YOUTH SERVICES

 

1.[710]

Annual comprehensive plan and compliance report relating to youth services, also includes detention care plan or report:

PERMANENT
*2.[711] Master summary record (log or master index) of youths served by youth service program: 15 years
3.[712] Individual client consultation case file:
6 years, or 3 years after individual attains age 18, whichever is longer
4.[713] Individual client employment placement records, including but not limited to master index card, job order form, and periodic statistical report: 3 years
*5.[1020] Youth court case files, documenting the operation of youth courts, including but not limited to records of cases heard by the courts; forms signed by defendants, their guardians, and youth court staff; records concerning completion of sentence requirements, such as community service; and case notes of contacts made in reference to a defendant's case:
6 years after case closed or 3 years after individual attains age 18, whichever is longer

 

ZOO

1.[714]

Accreditation and licensure records required for zoo operation:

PERMANENT
2.[715] Permits and licenses required for such activities as specific loan, transfer, sale, transport, possession, breeding and salvage of animals  
 

a. State permit records:

2 years after expiration of permit or denial of application
  b. Federal license and permit records: 5 years after expiration of license or permit or denial of application
3.[716] Individual animal history files, containing information on background, breeding, medical history, maintenance and growth of animals, and reports received from International Species Information System (I.S.I.S.): PERMANENT
4.[717] Detailed medical treatment records for animals, where basic medical information is posted to individual animal history files:
3 years after animal dies or is no longer in collection
5.[718] Dietary records covering food preparation and feeding of animals: 1 year

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