Managing Records: Retention & Disposition
How long do I have to keep records?
How long do I have to keep electronic records?
How can I as a state agency legally throw away records?
How can I dispose of large quantities of paper records?
I'm just starting out. Where should I begin to address
records management issues?
Where can I get training in records management
and archives?
Are electronic records and digital images legal in
court?
How long do I have to keep records?
The legal retention period of records depends on the function of the records,
legal requirements and the administrative or other use of the records.
If you are a local government, check the retention schedule for your specific
type of government (county, school district, municipality or miscellaneous)
for retention periods for specific records. If you are state agency, check
the state general schedule for some retention periods. However, most state
agencies will need to work with the State Archives to develop retention
schedules for their records. Contact the State Archives at (518) 474-6926
or via e-mail at RECMGMT@mail.nysed.gov
for more information on scheduling state agency records. For more information
on the retention of records, see Records
Retention and Disposition of Records (Technical Information Series
41). The Archives also offers a Using State Archives Retention Schedules
workshop in the fall. No matter what, be sure to talk to the Records Management
Officer for your state agency or local government before you discard any
records.
How long do I have to keep electronic records?
The legal retention period of records depends on the function of the records
(regardless of format), legal requirements and the administrative or other
use of the records. If you are a local government, check the retention
schedule for your specific type of government (county, school district,
municipality or miscellaneous) for retention periods for specific records.
If you are state agency, contact the State Archives at (518) 474-6926
or via e-mail at RECMGMT@mail.nysed.gov
for more information on scheduling state agency records. For more information
on the retention of records, see Records
Retention and Disposition of Records (Technical Information Series
41). The Archives also offers a Using State Archives Retention Schedules
workshop in the fall. No matter what, be sure to talk to the Records Management
Officer for your state agency or local government before you discard any
records.
How can I as a state agency legally throw away
records?
State agencies can legally dispose of records only if they have approved
Records Disposition Authorizations in place for the records. State agencies
should work with the State Archives to develop retention schedules for
their specific records. Contact the State Archives at (518) 474-6926 or
via e-mail at RECMGMT@mail.nysed.gov
for more information on scheduling state agency records.
How can I dispose of large quantities of paper
records?
Figuring how to destroy large quantities of paper records can be a difficult.
One good solution is to use the services of a vendor that recycles paper.
Such vendors certify the destruction of records and can make special accommodations
for confidential records. Any state or local government agency in New
York may now use the services of Empire Recycling Corporation for secure
and environmentally acceptable disposal and recycling of bulk quantities
of obsolete paper records at no cost. The services include pick-up, secure
handling and, if necessary, shredding. The services are provided under
the terms of a statewide contract administered by the State Archives'
Records Center Services. For additional information about the contract,
contact State Archives Records Center Services at (518) 457-3171 or via
e-mail at jwelter@mail.nysed.gov.
I'm just starting out. Where should I begin to
address records management issues?
One of the most interesting challenges in records management is getting
started. If your government or agency has never tackled records management
before there can be a lot of work ahead of you. First, you have to start
by getting preliminary control over your records. Many government agencies
accomplish this by conducting records inventories, developing or implementing
retention schedules, and establishing inactive storage areas. For more
information, see the "Getting
Started" section of the website.
Where can I get training in records management
and archives?
The State Archives provides workshops free of charge to local governments
and state agencies, and others can attend if there is space available.
The Archives holds these workshops across the state in three different
seasons each year (spring, summer and fall), and we announce these workshops
in seasonal catalogs and via our website. You can find a registration
form for our current workshop offerings online. The State Archives can
also present specialized workshops for individual governments, agencies
or associations. For more information on workshops, contact the State
Archives Regional
Advisory Officer in your region of the state or (especially if you
are an Albany-based state agency) contact the State Archives central office
at (518) 474-6926.
Are electronic records and digital images legal
in court?
Many people believe that electronic records and digital images cannot
be used as evidence in court. Actually, electronic records can usually
be used as evidence; however, you will need to be able to prove that the
system that maintains the records is secure and maintains accurate, authentic
records. For more information on this topic, see the State Archives publication
Guidelines
for the Legal Acceptance of Public Records in an Emerging Electronic Environment
(SGP10).