Managing Records: Schedule MI-1

Records Retention and Disposition Schedule MI-1

RECREATION

PARKS, RECREATIONAL PROGRAMS AND CIVIC CENTERS

 

*1.[506]

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.[507] 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.[508] 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.[509]

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

NOTE: Construction records for recreation facilities are covered by item no. 415 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.[510]

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.[511] 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. 508, above.

6 years
 

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

0 after no longer needed
*7.[843] 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.[844] 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.[845] 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.[512]

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

6 years after last entry
2.[513] 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.[846]

Facility information data record containing basic data on camp facilities:

6 years after facility no longer exists
*2.[847] 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.[848] Reports of camp operation and inspection, including facility safety, health and food service reports: 21 years
*4.[849] Routine reports, including analysis of pool or beach water samples: 1 year
*5.[850] Health records for individual camper:
6 years, but not less 3 years after than camper attains age 18
*6.[851] 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.[852] 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.[853] 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.[854] 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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REGIONAL MARKET AUTHORITY

 

1.[514]

Produce delivery records, including but not limited to daily load delivery tickets and weigh scale records:

2 years

 

SOIL AND WATER CONSERVATION

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.[515]

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.[516] Release or agreement granted soil and water conservation district by landowner for drainage or irrigation purposes: PERMANENT
*3.[517]

Cooperator's case file:

NOTE: Municipal cooperators' case files involving discretionary planning review are covered by item no. 345 in the Building and Property Regulation section.

PERMANENT
4.[518] 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.[519] Cooperator's individual account record documenting payment for services: 6 years after last entry
6.[520] Master summary record of all contacts made by soil and water conservation district: PERMANENT
7.[521] Individual contact record (log or contact sheet) recording all contacts made by soil and water conservation district: 2 years
8.[522] 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.[523] 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.[524] Soil maps, showing detailed breakdown of soil types and groups, including aerial photographs used in producing maps: PERMANENT
*11.[855] 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.[856] Records documenting the establishment, change, or dissolution of a county agricultural district, regardless of approval or denial: PERMANENT
*13.[857] Soil test results for farmland soil sample, including nutrient analysis and recommendations: 3 years
*14.[858] 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

VALUATION AND ASSESSMENT

 

*1.[525] 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
*2.[526] Copy of tax map, held by local government which does not conduct assessments, where official copy is held by county or municipality: 0 after no longer needed

 

ASSESSMENT ROLL/TAX ROLL

 

1.[527]

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.[528] 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. Non-warrant copy of tax roll, when warrant copy is retained permanently: 1 year after filing
  d. Abstract of tax roll: PERMANENT


TAX COLLECTION

 

*1.[529]

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.[530] Statement or list of unpaid taxes or taxes due, or other lists, reports or studies relating to tax collection: 6 years
**3.[531] 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

 

MISCELLANEOUS

 

*1.[532] 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
2.[533] 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
3.[534] Tax search record, including but not limited to record of searches conducted, abstract of search results, correspondence and memoranda: 6 years
4.[535] Tax levy and tax rate determination records, including computation of constitutional tax margin and statement filed with State Comptroller's Office: 6 years
*5.[859]

Master summary record of real property transfers within area served by local government:

NOTE: Appraise these records for historical significance. These records, compiled from real property transfer reports received from the county, may have continuing value for historical or other research. Contact the State Archives for additional advice.

0 after no longer needed, but not less than 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.[536]

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.[537] 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.[538] 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. 861, 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.[539] 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. 136 in the Disaster Preparedness section.) Contact the State Archives for additional advice.

3 years
*5.[860] 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.[861] 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.[862] 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. 430 in the Public Property and Equipment section.

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

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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.[541]

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

6 years
2.[542] Snow and ice removal records, including log or report of weather conditions: 6 years
*3.[543] 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.[544] 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, architectural drawings and photographs of buildings and facilities, see item nos. 546 and 863, below.

6 years after last entry
5.[545] Master summary record (index, log or register) of transportation improvement projects: PERMANENT
*6.[546] 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. 863, 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.[863] 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.[864]

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. 867 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. 541, 542, 551, 553, 555, 556, and 558 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. 546, above: 0 after no longer needed
9.[547] Right-of-way records, including legal description of right-of-way, copies of deeds, maps and photographs: PERMANENT
*10.[548] 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.[549] Recommendation of Highway Superintendent or Commissioner of Public Works for expenditure of highway or road fund money: 6 years
*12.[550]

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.[551] 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.[552] 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.[553] 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.[555] 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.[556] 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.[557]

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 Environmental Health and Building and Property Regulation sections of this Schedule.

6 years after expiration or denial of permit
*19.[558] Inspection records for bridges, elevated railways and similar structures:
6 years after structure no longer in use or inspected features have been replaced
*20.[559] Intergovernmental agreements, contracts or orders relative to highway maintenance, and sharing of equipment, materials or services: 6 years after expiration
*21.[560]

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.[561] 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.[562] 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.[865] 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.[866]

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

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PUBLIC TRANSPORTATION SYSTEM

 

*1.[563]

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.[867]

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. 868, below. For alarm, problem and emergency records created from system data, see item no. 869, 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.[564] 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.[868] 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.[869] 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.[870] 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.[871] 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.[565] 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.[872] 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.[873] 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.[874] 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.[875] 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.[876]

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.[915] 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.[566]

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

1 year
2.[567] Cumulative record or sale or issuance of toll books, tickets, or passes: 6 years
3.[568] Traffic or usage counts for toll bridge or toll road: 6 years
4.[569] Operational log for toll bridge or toll road:
6 years after date of last entry

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YOUTH SERVICES

 

1.[572]

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

PERMANENT
*2.[573] Master summary record (log or master index) of youths served by youth service program: 15 years
3.[574] Individual client consultation case file:
6 years, or 3 years after individual attains age 18, whichever is longer
4.[575] Individual client employment placement records, including but not limited to master index card, job order form, and periodic statistical report: 3 years
*5.[877] 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

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