Official minutes and hearing proceedings of governing body or board, commission or committee thereof including all records accepted as part of minutes:
RETENTION:                        PERMANENT

a.Recording of public meeting of governing body or board, committee or commission thereof:
RETENTION:                       4 months after transcription and/or approval of minutes or proceedings

NOTE:  Videotapes of public hearings and meetings which have been broadcast on local government public access television as covered by item no. 33, below.

NOTE:  Appraise these records for historical significance prior to disposition.  Audio and videotapes of public hearings and meetings at which significant matters are discussed may have continuing value for historical or other research and should be retained permanently.  Contact the State Archives for additional advice on the long-term maintenance of these records.

NOTE:  Appraise these records for continuing administrative or historical value prior to disposition.  Agendas may have continuing administrative value and may be useful for accessing information in unindexed minutes and for indexing those minutes.  Other records prepared for or used at meetings may have administrative or historical value for documenting issued discussed at the meetings and referenced in the minutes.  See item no. 1, above, for records which are accepted as part of the minutes.

NOTE: This item does not apply to contracts (collective bargaining agreements) between a local government and a public employee labor organization.  These contracts are covered by item no. 375 in the Personnel/Civil Service section, and must be retained permanently.

Proof of publication or posting, legal notices, or certification thereof

NOTE: This item does not apply to real property tax lien sales or to notice of forthcoming election (see item no. 599 in the Taxation and Assessment section or item no. 179 in the Election section).

NOTE:  Significant correspondence is often maintained by the chief executive or administrative officer, and sometimes in subject file format.  See item no. 581 in the Supervisor, Mayor, Manager, and/or Administrator section.

Official copy of publication, including newsletter, press release, published report, bulletin, educational or informational program material prepared by or for local government

NOTE: Specific publications are listed in other places in this Schedule.  Before using this item to determine the minimum legal retention for a publication, determine if that publication is covered by a more specific item.

b.       Publications where critical information is also contained in other publications or reports, publications which document routine activities, publications which contain only routine information, or publications which facilitate access to government information on the internet, such as web pages:
RETENTION:        0 after no longer needed

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 of publications covered by part "b" of the above item.  Contact SARA for additional advice in this area.

Special project or program files, including official copy of publications, videotapes, or informational literature prepared for public distribution, background materials and supporting documentation:
RETENTION:        6 years after project or program ends

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.  If special projects or programs deal with significant subjects, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

Grant program file

NOTE:  Appraise these records for historical significance prior to disposition.   Records with historical value should be retained permanently.

a.       Application, proposal, narrative, evaluation, and annual report for grants that have been awarded:
RETENTION:        6 years after renewal or close of grant

NOTE:  Local governments may find that some of the records covered by part "a" have ongoing administrative value.  These records may be useful beyond the minimum retention period for preparing future grant applications.

b.       Background material, fiscal records, and supporting documentation for grants that have been awarded and all records relating to grant applications that have been rejected:
RETENTION:        6 years after renewal or close of grant or denial of application

Complaint, petition or request for service received by local government

NOTE: Appraise these records for historical significance prior to disposition.  Petitions by citizens involving very significant issues should be retained permanently.

NOTE: For additional fiscal items, see Fiscal section of this Schedule.

a.       Summary record (such as log or register) of complaints, petitions or requests:
RETENTION:        6 years after disposition of all complaints, petitions or requests listed

b.       Complaints, petitions or requests relating to other than routine services or activities:
RETENTION:        6 years after final disposition of complaint, petition or request

c.       Complaints, petitions or requests relating to routine government services or activities:
RETENTION:        1 year after final disposition of complaint, petition or request

NOTE: Appraise these records for historical significance prior to disposition.  Survey results and sample forms involving very significant issues should be retained permanently.

b.       Completed survey forms:
RETENTION:        0 after survey results prepared

NOTE: For maintenance, testing, service, operational and repair records for public equipment or vehicle, see item no. 487 in the Public Property and Equipment section.

Internal investigation or non-fiscal audit records

NOTE: Fiscal audit records are covered by item no. 260 in the Fiscal section, Audit subsection.  Investigations of personnel are covered by item no. 365 in the Personnel/Civil Service section, Personnel subsection.

NOTE:  For annual, special, or final report, summary, review or evaluation, see item no. 23, below.  For routine internal reports and reviews, see item no. 18, above.

Annual, special or final report, summary, review or evaluation

NOTE: Specific annual reports are listed in many places in this Schedule.  Before using this item to determine the minimum legal retention for an annual report, determine if that report is covered by a more specific item.

b.       Reports where critical information is contained in other reports, reports which document internal management and housekeeping activities, or reports which contain only routine legal, fiscal and administrative information:
RETENTION:        6 years

NOTE: Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.

NOTE:  Program plans of a routine nature covering internal activities are covered by item, no. 18, above.  Program plans where significant information is duplicated in other records (which are retained permanently) are covered by item no. 19, above.

NOTE:  Items 27 & 28 do not apply to records found in the public safety area.  See the Public Safety section of this Schedule.

NOTE: This does not apply to identification cards issued by a law-enforcement agency as proof of age or residency or identification cards issued by local government to its employees.  See item no. 528 in the Public Safety section and item no. 370 in the Personnel/Civil Service section.

NOTE:  This does not apply to records documenting delivery of notification to interested parties relating to tax lien sales.  See the Taxation and Assessment section of this Schedule.

NOTE:  This item does not apply to records found in the public safety area.  See the Public Safety section of this Schedule.

a. Videotape (or other information storage device) recording local government public access television program, where program is produced by a local government

Where program constitutes an important public meeting, significant event, important subject or documents local government policy making:
RETENTION:        PERMANENT

NOTE: In order to ensure the continued preservation and availability of videotapes, local governments should consider using broadcast-quality tapes where possible.  Those tapes should be periodically inspected and copied to newer tapes and formats.  Consult SARA for additional advice.

Where program constitutes a routine meeting, event or subject:
RETENTION:        1 year

Where program is aired but not produced by a local government:
RETENTION:        0 after no longer needed

b.       Viewer guide or other periodic listing of programs:
RETENTION:        1 year

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.  SARA recommends that local governments retain a sampling of these records on a monthly, seasonal or other periodic basis.

Training course information records, including but not limited to memoranda, flyers, catalogues and other records related to specific training courses including information on course content, program registration, instructor, credits, hours and roster of agency registrants:
RETENTION:        0 after superseded or obsolete

NOTE:  This item does not cover training in the Public Safety area; see item nos. 498 and 504 in the Public Safety section.  This item does not cover training in dealing with toxic substances; see item no. 379 in the Personnel/Civil Service section. 

a. Consent of the Commissioner of Education to the use of records retention and disposition schedules and the legal disposition of records:
RETENTION:        0 after superseded

b. Documentation of final disposition of records, describing records disposed of and manner and date of disposition:
RETENTION:        6 years after final disposition of records

3.[40]

b. For inactive records:
RETENTION:        0 after disposition of records on list

Guide, listing, index, or other finding aid to archival records:
RETENTION:        0 after superseded

NOTE:  Local governments should retain any superseded guides, lists, indices or other finding aids containing record numbering and identification information, or any other significant information not carried forward to newer versions.

Legal case file, including but not limited to notice of claim, attorney and investigator activity logs, complaints, court order, motions, notes, briefs, releases and closing sheet:
RETENTION:        6 years after case closed, or 0 after any minor involved attains age 21, whichever is later

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 significant cases which have importance or which set major legal precedents.  For instance, local governments may wish to permanently retain files for cases concerning major local controversies, issues, individuals and organizations which are likely to be the subject of ongoing research or which result in decisions or rulings of major significance to the local government or community or to the entire state.  Contact SARA for additional advice in this area.  In addition, local governments may wish to retain the complaint and release for routine cases longer for convenience of reference.

Street address/parcel number authority data file, used to supply building/property history 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, and other essential data necessary for system to operate:
RETENTION:        Retain until superseding or updated file received

NOTE:  This data is often received from an assessor's or tax office.  See items covering real property data systems in the Taxation and Assessment section.

a. Final reports and studies resulting from analysis of system data, including background materials and supporting documentation containing significant information on real property and structures located thereon, used for such purposes as long-range planning, change of zoning boundaries and regulations, or planning infrastructure improvements or new facility construction:
RETENTION:        6 years after project completed, or after date of final entry in record

NOTE: Appraise these records for historical significance prior to disposition.  Records for important projects have historical value and should be retained permanently.  Contact State Archives for additional advice. 

b. Reports and studies resulting from analysis of system data, including background materials and supporting documentation, queries, searches for information, lists, logs or other internal information records, containing routine information on real property and structures located thereon, or used to produce final reports and studies:
RETENTION:        0 after no longer needed

NOTE:  Queries conducted in automated systems are not considered "records" unless the query and/or its results are saved in electronic or manual format.  See also related items in the Electronic Data Processing section.

a. For school, public building, multifamily dwelling, commercial or industrial structure, or hazardous structure:
RETENTION:        6 years after building no longer exists, but not less than 21 years

NOTE: Building inspection records relating to building permit issuance are covered by item no. 60, below.

a. Master summary record of inspections performed:
RETENTION:        PERMANENT

b. Report on inspection at school, public building, multifamily dwelling, or commercial or industrial facility and notice of violation:
RETENTION:        21 years

NOTE:  If fire safety inspection records are combined or interfiled with building inspection records, use item no. 59a, immediately above.

c. Report on inspection of single family dwelling and notice of violation:
RETENTION:        6 years

NOTE: Municipalities should consider permanent retention of the basic data elements of this building inspection data for all parcels of property in the municipality, unless that data is preserved by the building/property history system overall summary data file (see item no. 657, above.)  This information may be useful for long-range planning purposes, and for community, urban planning and architectural history research.  More importantly, this data provides for ease of access to summary building permit 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 building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage.  Contact SARA for additional advice.

Building permit and certificate of occupancy issuance records

NOTE: Building permit files often contain plans, sketches, photographs, and other records that provide valuable information on individual structures.  These records may have continuing value for historical or other research, and SARA suggests they be retained permanently.

c. Building, plumbing, electrical, demolition or related permit file, including application and supporting materials; plans, maps and drawings; specifications; inspection reports; copies of all required permits and approvals; affidavit of compliance or completion of work; records of appeal when permit is denied; certificate of occupancy and correspondence

When permit is granted:
RETENTION:        6 years after building no longer exists

When permit is denied:
RETENTION:        6 years after final decision

When application is discontinued, has lapsed or is incomplete:
RETENTION:        90 days after date of most recent entry in record

NOTE: Certain records covered by this item may be included under item no. 661, below, such as in instances where they are maintained in electronic format and not created as hard-copy output and included in the building permit file.  In these cases, the electronic records covered by item no. 661 must be retained as long as specified by this item.

Building permit issuance data file contained in building/property history system, and related records, created for informational and reference purposes, containing information on applications for and issuance of building permits, including related inspections, certificate of occupancy issuance, and other relevant detailed information:
RETENTION:        0 after no longer needed

NOTE: Municipalities should consider permanent retention of the basic data elements of this building permit issuance data for all parcels of property in the municipality, unless that data is preserved by the master summary record (see item no. 58, above.)  This information may be useful for long-range planning purposes, and for community, urban planning and architectural history research. More importantly, this data provides for ease of access to summary building permit 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 building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage.  Contact SARA for additional advice in this area.

a. Certificate of insurance or copy of insurance policy:
RETENTION:        6 years after denial or expiration of relevant permit

b. Master summary record of contractors doing business in municipality and their insurance coverage:
RETENTION:        1 year after superseded or obsolete

Building complaints/violations records, including data file contained in building/property history system, and related records, containing information on complaint tracking and violation processing, and other relevant information:
RETENTION:        6 years

NOTE:  For citizen complaints and requests for services, not covered by items in this section, see item no. 29 in the General section.  For sanitary code violations, see item no. 213 in the Environmental Health section.

NOTE: Municipalities should consider longer retention of the basic data elements of this complaints/violations data for all parcels of property in the municipality, unless that data is preserved by the building/property history system overall summary data file (see item no. 657, above.)  This information may be useful for long-range planning purposes in conjunction with building permit issuance and building inspection data.  Contact SARA for additional advice.

NOTE: Municipalities should consider permanent retention of the basic data elements of this planning action data for all parcels of property in the municipality, unless that data is preserved by the building/property history system overall summary data file (see item no. 657, above.)  This information may be useful for long-range planning purposes, and for community and land use history research. More importantly, this data provides for ease of access to summary building permit 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 building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage.  Contact SARA for additional advice.

Mandatory planning review case file for required review of site plan, zoning variance, special permit, change of zoning, subdivision creation or enlargement, municipal planning action, or other required review, including but not limited to maps, plans, sketches, photographs, engineering reports, environmental impact statements and studies, copies of zoning records, project narrative, correspondence, and record of final determination

e.       Informal consultation records, created as a result of informal meeting with prospective applicant, prior to actual submission of application:
RETENTION:        1 year after last entry

NOTE:  "Subdivision," as used in this item, means the division of one parcel of land into two or more lots, blocks, plots or sites.

NOTE: Municipalities should consider permanent retention of the basic data elements of this zoning action data for all parcels of property in the municipality, unless that data is preserved by the building/property history system overall summary data file (see item no. [657], above.)  This information may be useful for long-range planning purposes, and for community and land use history research. More importantly, this data provides for ease of access to summary building permit 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 building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage.  Contact SARA for additional advice.

NOTE:  Change of zoning records relating to changes in zoning classification for individual parcels of property, not affecting other parcels or larger areas, are covered by item no. 650, below, as if these were zoning variance applications.

a. For commercial, industrial, historic structure or multi-unit residential variance or permit (except records covered by part "c"):
RETENTION: PERMANENT

b. For single-unit residential variance or permit:
RETENTION:  25 years after date of last entry

NOTE:  Certain single-unit residential variance and permit files may be significant because they set legal precedents and should be retained permanently.  Those involving the definition of what constitutes a "family" may be particularly important.

c. Detailed construction specifications, receipts and transmittal documents, lists of abutting properties, superseded versions of plans and drawings, routine correspondence and internal notes and memoranda from all files:
RETENTION:        6 years after last entry

d. Informal consultation records, created as a result of informal meeting with prospective applicant, prior to actual submission of application:
RETENTION:        1 year after last entry

Notification of proposed zoning change, received from adjacent town:
RETENTION:        1 year

a. For alleged but unfounded violation:
RETENTION: 1 year

b. Violation files:
RETENTION: 6 years after date of last entry in record

c. Master summary record of violations:
RETENTION: PERMANENT

Record of lot owners, "deed book," or equivalent record:
RETENTION: PERMANENT

Bill of sale issued to purchaser of lots:
RETENTION: 6 years

Informational copy of deed for lot, request for deed to be prepared, or request for copy of deed:
RETENTION: 0 after no longer needed

Inscription taken from headstones:
RETENTION: PERMANENT

Interment, exhumation or removal records:
RETENTION: PERMANENT

Maps, plot plans and surveys:
RETENTION: PERMANENT

Permit of approval necessary to erect monument or perform other work on cemetery lot, including application and related records:
RETENTION: 6 years

a. Official copy of plans, including supporting maps, when prepared by local government under provisions of Section 23, Executive Law: 
RETENTION: PERMANENT

b. Copies of plans held by local government, including supporting maps, when official copies prepared under Section 23, Executive Law, are maintained by county or other local government which created them, along with other disaster preparedness plans, not prepared under Section 23, Executive Law, intended for specific buildings or for use by specific local government units:
RETENTION: 3 years after superseded

c. Background materials and supporting documentation used in preparation of plans:
RETENTION:  3 years

Federal surplus property acquisition records:
RETENTION:        6 years after receipt of surplus property

Emergency food storage records:
RETENTION: 3 years

Emergency fuel allocation records, including monthly application/report and detailed fuel allocation records:
RETENTION: 3 years

Disaster response and damage files compiling information on the response of all agencies to a major disaster, including such records as photographs, press clippings, property damage reports, records of emergency response, summary reports of personal injuries, records relating to demolition and new construction, and correspondence:
RETENTION: PERMANENT

Emergency operating center records covering maintenance and use:
RETENTION: 6 years after center no longer used for civil defense purposes

NOTE:  For property acquisition, facility construction and other records covering emergency operating centers and fallout shelters, see the Public Property and Equipment section.

a. Licenses, plans and surveys:
RETENTION:        6 years after building no longer in existence

b. Listing of shelters:
RETENTION:        0 after superseded or obsolete

Federal assistance application submitted annually to U.S. Department of Housing and Urban Development or successor agency:             RETENTION:        PERMANENT

Case files of community development or urban renewal agency

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.  Contact SARA for additional advice.

a. Economic development case file, including but not limited to application, copy of loan approved or denied, financial statements, progress reports, copies of plans and specifications and correspondence:
RETENTION:        6 years after denial or invalidation of application or final payment on loan

b. Business or resident relocation case file, including but not limited to vacation notice, income and need determination records, field reports, estimates of expenditures, copies of property acquisition records, rent collection records and correspondence:
RETENTION:        6 years after last entry in record

c. Housing rehabilitation case file, including but not limited to application, notice of denial or approval, contract, grant or loan agreement, copies of real property records, building department records, rental assistance records, specifications, property description, certificate of completion and correspondence:
RETENTION:        6 years after denial of application or completion of project or final payment on loan

d. Property acquisition case file, including but not limited to maps, plans and specifications; rent collection records and copies of tenant relocation records; demolition records; records of property improvements; advertisements of property for sale; bids and records of bid acceptance or refusal; property description; appraisal and eminent domain records and correspondence:
RETENTION:        6 years after sale of property by local government

NOTE:   Rent collection records and copies of tenant relocation records need only be retained for 6 years.

e. Property purchase and resale case file, such as F.H.A. or real property tax foreclosure, including but not limited to copies of real property records, foreclosure records, copies of building department records, property description, records of property improvements, advertisement of sale, bids and records of bid acceptance or refusal, copy of sale agreement and correspondence:
RETENTION:        6 years after sale of property by local government

f. Public/community service project case file, including but not limited to project applications, interim financial and progress reports, inspection reports, notes and correspondence, but excluding final reports:
RETENTION:        6 years after completion of project or denial of application

g. Final reports on public/community service projects:
RETENTION:        PERMANENT

h. Photographs, architects' plans and sketches of buildings, streets and urban areas from all case files:
RETENTION:        6 years after building no longer owned by local government

NOTE:  Appraise these records for historical significance prior to disposition.  Some photographs, plans and sketches may have continuing value for architectural, historical or other research and should be retained permanently.  Contact SARA for additional advice.

Master summary record (log or register) of consumer practice inspections, complaints, violations or other agency activity:
RETENTION:        PERMANENT

Consumer practice retail establishment inspection report:
RETENTION:        6 years

Consumer practice complaint file, including complaint, notice of violation, investigation report, record of assessment and collection of fine, or notice of dismissal and related correspondence:
RETENTION:        6 years after last entry

Certification of approval ("proof of accuracy") for sealer's weighing and measuring equipment, issued by New York State Department of Agriculture and Markets:
RETENTION:        6 years after expiration

Sealer's inspection report of weighing or measuring device or of packaged item sold by weight, when no violation is discovered:
RETENTION:        2 years

Report on food labelling or advertising, and related correspondence:
RETENTION:        2 years

Log or index of inspections performed and/or other activities of sealer of weights and measures:
RETENTION:        6 years after last entry

Program evaluation or audit of sealer of weights and measures, conducted by New York State Department of Agriculture and Markets:
RETENTION:        6 years

Violation files, including inspection report, notice of violation, notice of correction of inaccuracy, fine collection record and correspondence:
RETENTION:        6 years

Calibrations for bulk milk holding tanks and other volumetric measures:
RETENTION:        2 years after recalibration completed or volumetric measure no longer in use

a.       Master summary record, such as index registry, of dog, purebred, or kennel licenses granted or license applications:
RETENTION:        0 after superseded or obsolete

b.       Renewal list, non-renewal list, population list, or other listing supplied by New York State Department of Agriculture and Markets:
RETENTION:        0 after superseded or obsolete

c.       Enumerator's list of owners or harborers of dogs, prepared by local government offices, including billing for enumerator's services and related records:
RETENTION:        6 years

Affidavit for spayed or neutered dog or veterinarian's certificate:
RETENTION:        0 after obsolete

Records relating to replacement of dog tag or purebred ID tag:
RETENTION:        1 year

Records relating to the audit of dog and purebred licenses, tags and validation stickers by New York State Department of Agriculture and Markets, or to the disposal of licenses or tags:
RETENTION:        3 years

a.       Report on dog or purebred licensing or license sales:
RETENTION:        6 years

b.       Municipal compliance report, sent to New York State Department of Agriculture and Markets on dog identification and control:
RETENTION:        3 years

c.       Notification sent to New York State Department of Agriculture & Markets of dog or purebred license fee established by local government:
RETENTION:        0 after superseding notice is filed, but not less than 6 years

Affidavits and other records required prior to 1980 as part of dog licensing procedure:
RETENTION:        1 year

NOTE:  This does not include affidavit for spayed or neutered dog or assessor's affidavit regarding claim for damages caused by dog.  See item nos. 164 and 170.

Records relating to dangerous dog or other animal, to their seizure, or to cruelty to animals:
RETENTION:        20 years, but not less than 6 years after death of animal (if death is known to have occurred)

Records relating to claim for damages caused by dog or by rabies to domestic animals, including appraisal report, certificate of claim, assessor's report and affidavit, and other records:
RETENTION:        6 years after last entry

a.       Master summary record (index, log or intake record) covering all animals held by shelter:
RETENTION:        3 years after last entry

b.       Individual animal disposition record, covering redemption, adoption or euthanasia of seized animal:
RETENTION:        3 years

Notice of violation of animal control law or ordinance:
RETENTION:        3 years

Reports of rabies vaccinations, forwarded by clinic, veterinarian or animal shelter to municipality:
RETENTION:        3 years

Business/industry loan case file, including but not limited to loan application and evaluation, status reports, records of loan payments, tax abatement and exemption records, feasibility studies and correspondence:
RETENTION:        6 years after denial of application or 6 years after final payment on loan

Master summary record (log or register) documenting contacts and inquiries and resulting responses and actions taken by agency personnel:
RETENTION:        PERMANENT

Voter registration records, including register of voters and pollbook:
 RETENTION:        5 years

NOTE:  Appraise these records for historical significance prior to disposition, especially when not duplicated at a county board of elections.  Records with historical value should be retained permanently.  Even though certain voter registration records are retained permanently by county boards of elections, municipalities and districts may wish to retain these records longer, if not permanently, for convenience of reference and for research purposes, if they contain information not found at county boards.  See also item no. 186, below.  Contact SARA for additional advice in this area.

a.       Sample ballot:
RETENTION:        PERMANENT

b.       Voted ballot:
RETENTION:        1 year after election

c.       Application for absentee ballot:
RETENTION:        30 days after election

d.       Final election results, including election inspectors' return and statement of canvass (where information is not duplicated in report of final election results) and election result reports from town, city, village, or district clerk, or county board of elections:
RETENTION:        PERMANENT

e.       Intermediate records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results by wards or election districts and election inspectors' returns and statements of canvass (where information is duplicated in report of final election results):
RETENTION:        1 year after election

Election officials' appointment records, including notice of appointment, oath of office, and record of service:
RETENTION:        1 year after election

a.       Official copy of election notice:
RETENTION:        PERMANENT

b.       Proof of publication or posting, certification and listing of notice posting, copy of newspaper notice and certification of offices to be voted for at forthcoming election:
RETENTION:        1 year after election

Referendum records, covering any question, recall or special election, including but not limited to actual petitions, records of signature verification and correspondence

NOTE:  Certain records documenting establishment, incorporation, annexation, consolidation, dissolution or charter revision must be retained permanently; see item no. 334 in the Miscellaneous section.

a.       Summary records documenting request or need for referendum, such as records of public hearing, narrative justification accompanying petition, reports and correspondence dealing with pros and cons of issue at question:
RETENTION:        PERMANENT

b.       Other referendum records, including actual petitions, records of signature verification and routine correspondence: 
RETENTION:        1 year after election

Election officials' training and qualifications records: 
RETENTION:        3 years

Candidate designation or nomination records, including petitions, certificate, declination of nomination, objection to nomination, and related records:
RETENTION:        1 years after election

Certificate of acceptance of office:
RETENTION:        1 year after person leaves office

Election challenge or investigation records: 
RETENTION:        6 years after last entry

NOTE: Appraise these records for historical significance prior to disposition.  Records which document significant investigations and challenges to election results my possess historical value and should be retained permanently.  Contact SARA for additional advice.

Records of election financing and/or campaign receipts, contributions and campaign expenses, including attached copies of political advertisements and literature, including but not limited to report of campaign receipts and expenditures, waiver of report, party committee's designation of treasurer and depository and statement of authorization or non-authorization by candidate:
RETENTION:        5 years

Note:  Campaign financing is a major public policy issue.  Therefore, SARA preserves state-level campaign finance records and the New York City Board of Elections preserves City campaign finance records.  Preservation of these archival records will maintain vital evidence for future research about campaign financing. County boards of elections have the option to preserve these financing statements longer than 5 years if they find the need to do so.  Likewise, villages and other local governments may wish to preserve all or some campaign finance records beyond the five year minimum in those instances where the elections involved are hotly contested and serious local issues are involved.  Contact SARA for more advice if necessary.

Informational records received from county board of elections, including lists of election officials, enrollment or registration lists, district maps and instructional materials:
RETENTION:        0 after superseded or obsolete

NOTE: While official copies of these records are maintained by the county board of elections, some of these records contain important information relating to local elections and may be retained permanently for future research and documentation of local elections.

Operational permit records, including application, copy of permit and correspondence:
RETENTION:        6 years after denial of application or expiration, renewal or revocation of permit

Construction, modification, demolition or retirement records for electric or gas production plant and transmission and distribution system, including but not limited to detailed construction specifications and other supplementary documentation, progress and completion reports, work orders, memoranda, worksheets, records of inspection and work evaluation and correspondence:
RETENTION:        10 years after retirement of plant or system

NOTE: Appraise these records for historical significance prior to disposition.  Significant records deriving from the construction, retirement or other major changes in municipal power facilities may have long-term value deriving from and relating to the importance of these facilities in the community and should be retained permanently.  Contact SARA for additional advice.

a.       Station or system power generation report:
RETENTION:        25 years

b.       Station or system inspection report, including operating tests:
RETENTION:        6 years

e.       Gas measuring records:
RETENTION:        3 years

f.        Gas pressure department reports:                            RETENTION:        3 years

Substation, transformer, pole, tower or generator records, or records of other specific component part of system, including sketches and measurements; and installation, maintenance and discontinuance information:
RETENTION:        6 years after component part replaced or its use discontinued

NOTE:   All records relating to any gas pipeline designed to operate at 125 PSIG or more must be retained as long as that pipeline remains in service, per Section 255.17 (b) of 16NYCRR.

Log book of electric or gas plant or any part of electricity or gas production, transmission and distribution system: 
RETENTION:        6 years after last entry

a.       Summary chart, graph or equivalent record compiled from records of original entry showing long term trends and developments:      RETENTION:        PERMANENT

b.       Recording chart or other record of original entry, including load curve; and temperature, pressure, specific gravity or water level chart:
RETENTION:        3 years

e.       River flow data collected in connection with hydro-electric plant operation:
RETENTION:        PERMANENT

Municipal lighting records, including but not limited to installation, repair, inspection and replacement records for street lights and other lighting devices:
RETENTION:        6 years after device no longer in use

Subsidiary ledgers or journals of electric or gas utility:

Service interruption records, including but not limited to storm damage, downed and severed power lines, circuit overloading or other related power failure or transmission problem, or apparatus failure reports for gas utility:
RETENTION:        6 years

Records of electric or gas meter tests:
RETENTION:        2 years after subsequent test conducted, but not longer than 6 years

Electric or gas meter history records:
RETENTION:        0 after meter no longer in use

Data processing unit subject files, correspondence, memoranda, reports, publications, and related records used to support the administration of data processing services.   This item does not include local government IRM plans, long-range or strategic plans, EDP and IRM policies, records that document fiscal transactions, and any records covered by other items in this schedule:
RETENTION:        0 after superseded or obsolete

a.         Master copy of plan and essential background documentation:
RETENTION:                        Retain for 3 planning cycles after the plan is completed, superseded, or revised.

NOTE:  Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.  Some of these records may document the development and advancement of technology used by the local government.  Contact the State Archives for additional advice in this area.

b.         Copies, drafts, and routine material:                RETENTION:                        0 after no longer needed

Data processing policies, records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership:
RETENTION:        3 years after policy is withdrawn, revised, updated, or superseded

Data processing product/vendor and state contracts reference files, information on data processing equipment, software, and other products and their vendors:
RETENTION:        0 after no longer needed for reference

Application development project files, records created and used in the development, redesign, or modification of an automated system or application including project management records, status reports, draft system or subsystem specifications, draft user requirements and specifications, and memoranda and correspondence.  This item does not cover system or application documentation (see items no. 673 and no. 674):
RETENTION:        3 years after completion of project

NOTE:  In some circumstances, local governments may wish to maintain these files longer for reference.  All relevant information and final documentation should be contained in system and application documentation files (see items no. 673 and no. 674).

Data systems specifications, user and operational documentation describing how an application system operates from a functional user and data processing point of view including records documenting data entry, manipulation, output and retrieval (often called "system documentation records"), records necessary for using the system, including user guides, system or sub-system definitions, system flowcharts, program descriptions and documentation (or other metadata), job control or work flow records, system specifications, and input and output specifications.  This item does not cover data documentation and other records used to explain the meaning, purpose, or origin of data (see item no. 674): 
RETENTION:        3 years after discontinuance of system, but not before system data is destroyed or transferred to new operating environment

Data documentation, records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements (sometimes known as metadata):
RETENTION:        3 years after discontinuance of system or application but not before system's or application's data is destroyed or transferred to a new structure or format

NOTE:  In some cases, local governments will retain data for extended periods, sometimes off-line.  It is essential that they retain related documentation in an accessible format.  This is particularly crucial if the documentation is stored in electronic form or the related records are appraised as archival.  Application design documentation and user guides covered by item no. 673 may also serve to explain how data was interpreted and used.  Contact the State Archives for additional advice in this area.

Automated program listing/source code, automated program code which generates the machine-language instructions used to operate an automated information system:
RETENTION:        Retain for 3 system update cycles after code is superseded or replaced.

NOTE:  This item coincides with item no. 682, system backup files.  It assumes that the files are maintained (backed-up) and disposed in accordance with accepted data processing practice; i.e., that 3 generations of backups be retained (see item no. 682).

Technical program documentation, paper copy of program code, program flowcharts, program maintenance log, system change notices, and other records that document modifications to computer programs:
RETENTION:        1 year after replacement, modification, or related programs cease to be used

NOTE:  Local governments may consider retaining documentation for critical systems for a longer period.  Contact the State Archives for additional advice in this area.

Test database/files, routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system:
RETENTION:        0 after no longer needed, but not before user accepts and management reviews and approves test results

Data processing operating procedures, records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation:
RETENTION:        3 years after procedure is withdrawn, revised, updated, or superseded

Data processing hardware documentation, records documenting the use, operation, and maintenance of a local government's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems:
RETENTION:        0 after the local government no longer uses related hardware and all data is transferred to and made useable in new hardware environment

NOTE:  Routine records that do not contain substantial information on the maintenance history or equipment should be destroyed on an annual basis, using item no. 18 in the General section.

Operating system and hardware conversion plans, records relating to the replacement of equipment or computer operating systems: 
RETENTION:        1 year after successful conversion

Disaster preparedness and recovery plans, records related to the protection and reestablishment of data processing services and equipment in case of a disaster:
RETENTION:        0 after superseded by revised plan

NOTE:  The State Archives recommends that local governments store disaster preparedness and recovery plans in a secure area off-site from the computer installation to which they refer.

System backup files, copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction:
RETENTION:        0 after 3 system backup cycles

NOTE:  Backups used to document transactions or retained for purposes other than system security are covered by the relevant sections of this schedule.  For fiscal systems, monthly system backups are often retained for the entire fiscal year to provide an audit trail, and annual system backups are retained to meet all legal and fiscal requirements in lieu of copies of the individual master files or databases. These records should be disposed using items from the Fiscal section of this schedule.  It is advisable that for many application systems 2 or 3 copies of backups be produced during each cycle.

System users access records, created to control or monitor individual access to a system and its data, including but not limited to user account records and password files:
RETENTION:                        0 after the individual no longer has access to the system, but not before audit requirements for the records modified by that individual have been met.

NOTE:  System users access records and computer usage records may also serve some security purposes.

Computer system security records, records used to control or monitor the security of a system and its data, including but not limited to intrusion detection logs, firewall logs, logs of unauthorized access, and other security logs:
RETENTION:                        10 years after date of last entry

Computer usage files, electronic files or automated logs created to monitor computer system usage including but not limited to login files, system usage files, charge-back files, data entry logs, and records of individual computer program usage: 
RETENTION:                        0 after 3 system backup cycles

Summary computer usage reports, summary reports and other paper records created to document computer usage for reporting or cost recovery purposes:
RETENTION:        1 fiscal year after creation

Computer run scheduling records, records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run:  
RETENTION:        0 after end of current fiscal year

Input documents, copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and original records are retained by the program unit:
RETENTION:        0 after all data has been entered into the system and, if required, verified

NOTE:  Input records retained for fiscal audit or legal purposes, or, containing information needed by a local government, are covered by the relevant section of this schedule.  Input records that document valid transactions are covered by item no. 689.  Input records which serve a fiscal audit purpose may be covered by items in the Fiscal section of this schedule.

a.       When export, import or relational data file is used to supply data to or receive data from other system, or to exchange data between files in this system:
RETENTION:        0 after no longer needed

NOTE:  This data may have secondary value beyond the purpose for which it is created.  Consider additional uses for this data in determining when it is no longer needed.

b.       When all transactions are captured in a master file, central file, valid transaction file, or database, and the file is not retained to provide an audit trail:
RETENTION:        0 after the transaction is completed.

NOTE: This item does not cover intermediate files retained to recreate or document valid transactions, to serve as an audit trail, or needed for system recovery backup.

c.       When electronic file is needed to recreate or document a valid transaction, such as creation of a specific report or study:
RETENTION:        Retain as long as the reports, studies and other principal records for which the file is created are retained.

NOTE: A local government's ability to recreate or properly document the output may be tied to long-term retention of these records.  Contact the State Archives for additional advice regarding the long-term retention of electronic records.

Valid transaction files, records used to update and/or document a transaction in database or master file including valid transaction files, DBMS log, update files, and similar records, and not retained to document a program unit action or for fiscal audit purposes: 
RETENTION:        0 after 3 database/master file backup cycles

NOTE: Records used to document a program unit's actions (e.g., receipt of a voucher, issuance of a check), as opposed to a strictly data processing transaction, or needed for fiscal audit or legal purposes, are covered by the relevant sections of this schedule.

Print files (not used to document a transaction), source output data extracted from the system to produce hard copy publications, printouts of tabulations, ledgers, registers, reports, or other documents when the files are not needed for audit purposes or to document program unit transactions:
RETENTION:        0 after all print runs are completed, output verified (if required), and local government has no need to reproduce the report

NOTE:  Print files needed for fiscal audits or retained to document transactions are covered by the relevant sections of this schedule.

Audit trail files, data generated during the creation of a master file or database used to validate a master file or database during a processing cycle:
RETENTION:        0 after 3 database/master file backup cycles

Data processing unit's copies of output reports, data processing unit's copy of output reports produced for client program units: 
RETENTION:        0 after output is distributed

Summary or extracted data files, summary or aggregate data from a master file or database, including "snapshots" of data, created solely to distribute data to individuals or program units for reference and use, but not altered or augmented to support program-specific needs: 
RETENTION:        0 after data is distributed

NOTE:  Appraise these records for historical significance prior to disposition.  Some snapshots of data, created and maintained as either electronic files saved to disk, tape or diskette, or as hard-copy output such as printed maps, or in both formats, may warrant longer retention.  Contact SARA for additional advice on the creation and maintenance of these records.

Finding aids (indexes) or tracking systems, electronic indexes, lists, registers, and other finding aids used only to provide access to the hard copy and electronic records in the custody of the data processing unit:
RETENTION:        0 after the related hard copy or electronic records have been destroyed

NOTE:  Finding aids and tracking systems of program units other than data processing units are covered by the relevant sections of this schedule and are frequently covered by the same item covering related program records.

Automated tape library system files, automated records used to control the location, maintenance, and disposition of magnetic media in a tape library:
RETENTION:        0 after related records or media are destroyed or withdrawn from the tape library

Reports on the destruction of files ("scratch reports"), records containing information on the destruction of files stored on electronic media in a tape library:
RETENTION:        0 after superseded or (if required) management review and approval

Tape library control records, records used to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings and control logs:
RETENTION:        0 after superseded

Data/database dictionary records, usually in an automated system, used to manage data in a local government's information systems including information on data element definitions, data structures or file layout, code tables, and other data attribute information or records that explain the meaning, purpose, logical relationships, ownership, use, or origin of data:
RETENTION:        0 after discontinuance or modification of the related application but not before the application's data is destroyed or transferred to a new structure or format

Data/database dictionary reports, periodic printouts from a data/database dictionary system including data element attribute reports, database schema, and related records used for reference purposes:
RETENTION:        0 after superseded or obsolete

NOTE:  The official copy of essential data documentation is covered by either item no. 674 or no. 698.

a.       Site visit reports, problem and equipment service reports, and routine correspondence and memoranda:  
RETENTION:        3 years after creation

b.       Service histories and other summary records: 
RETENTION:        0 after the related equipment is no longer in use

Help desk telephone logs and reports, records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes:
RETENTION:        1 year after creation

Software review files, records related to the review and recommendations for software for local government use including vendor information, manuals, software reviews, and related material: 
RETENTION:        0 after obsolete

a.       Site visit reports, trouble reports, and related correspondence:
RETENTION:        3 years after creation

b.       Service histories and other summary records:
RETENTION:        0 after the related equipment or site is no longer in use

c.       Routine records that do not contain substantial information on the maintenance history or site:
RETENTION:        1 year

Inventories of circuits, automated or paper records containing information on network circuits used by the local government including circuit number, vendor, cost per month, type of connection, terminal series, software, contact person, and other relevant information about the circuit:
RETENTION:        0 after the circuit is no longer used by the local government

Network or circuit installation and service files, copies of requests by local governments to service provider for data communication service, installation, or repair and response to the request including work orders, correspondence, memoranda, work schedules, and copies of building or circuitry diagrams:
RETENTION:        1 year after request is filled or repairs are made

Network usage files, electronic files or automated logs created to monitor network usage including but not limited to log-in files and system usage files:
RETENTION:        0 after 3 system backup cycles after creation

Network usage reports, summary reports and other records created to document computer usage for reporting or other purposes: 
RETENTION:        1 fiscal year after creation

Network implementation project files, local government records used to plan and implement a network including reports, justifications, working diagrams of proposed network, wiring schematics, and diagrams:
RETENTION:        0 after superseded

Internet services logs, electronic files or automated logs created to monitor access and use of local government services provided via the Internet, including, but not limited to, services provided via a local government gopher site, FTP (file transfer protocol), or World Wide Web site, or via Telnet services:
RETENTION:        0 after 3 backup cycles, but not before relevant audit and documentation requirements have been met

Employee internet use logs, electronic files or automated logs created to monitor and control use of the Internet by employees: 
RETENTION:        0 after 3 backup cycles, but not before any appropriate review and verification

Energy consumption monitoring records showing use of electricity or fuel or operation of heating and/or cooling equipment, or energy audit, when not relating to facility owned or operated by local government:
RETENTION:        1 year

NOTE: Energy consumption monitoring records showing use of electricity or fuel, operation of heating and/or cooling equipment, or environmental conditions (temperature, humidity, air quality) in various parts of publicly owned or operated building or other facility, is covered by item no. 898 in the Public Property and Equipment section.

Weatherization client case files, covering assistance provided to individuals and families to improve heating efficiency and reduce fuel expenditures, including but not limited to application, income documentation, description of property and work needed to improve heating efficiency, results of energy efficiency testing, description of work performed, copies of fuel bills, fuel information form, landlord agreement, notes and correspondence:
RETENTION:        6 years after date of last entry

Master listing of clients participating in weatherization program: 
RETENTION:        6 years

Annual State plan (final copy) for weatherization assistance program:
RETENTION:        6 years

Status report on clients referred to local subgrantee agency: 
RETENTION:        1 year

Interagency referral form, maintained by referring agency: 
RETENTION:        1 year

a.         Antirabies protection certificate:
RETENTION:                        5 years

b.         Records concerning certification of area for rabies, including but not limited to correspondence, notices, and copy of resolution:
RETENTION:                        20 years

c.         Investigation records for bite or other potentially dangerous contact with animal, including potentially rabid animal: 
RETENTION:                        6 years

Environmental disturbance permit file: 
RETENTION:                        PERMANENT

Property acquisition or regulation file documenting acquisition of real property or easements for drainage control or other environmental health purposes:
RETENTION:                        PERMANENT

Master summary record of applications relating to realty subdivisions, private water supply, private sewage disposal systems, or hazardous substance (or petroleum) spill, release or investigation records:
RETENTION:                        PERMANENT

a.         Records of investigation of spill or release of hazardous substance exceeding minimum reportable quantity (as defined in 6NYCRR, Section 597.