Managing Records: Services for State Agencies: Retention & Disposition

Instructions For Notifying the State Archives of Intention to Use the General Schedule

Notification of Intent to Use General Schedule form

The State Archives has issued the General Retention and Disposition Schedule for New York State Government Records to authorize the retention and disposition of records common to some or all State agencies. An agency may use the General Schedule for any applicable records in its custody. Before using the General Schedule to dispose of records, the agency Records Management Officer must notify the State Archives in writing of the agency's intent to use the schedule.

An agency may use any or all of the authorizations in the General Retention and Disposition Schedule for New York State Government Records to dispose of records on a continuing basis, provided that the records are retained at least as long as the minimum retention periods established in the General Schedule. Records being used for audits or legal actions may not be destroyed even if their minimum retention period has passed, until the audit is satisfied or the legal action ends. Agencies may discontinue use of the schedule at any time, but the Records Management Officer should notify the State Archives of the discontinuance.

To notify the State Archives of your agency's intent to use the General Schedule when that use meets agency needs, please complete, sign, and return the notification form. State Archives staff will confirm that your agency has authorization to use the schedule. You may then use the schedule to dispose of any applicable records.