Equipment, supplies, and motor vehicle management ensures efficient and effective control, use, and maintenance of state-owned property, equipment, and other resources, excluding real property or capital assets.
Control and Service Agencies: The Office of General Services (OGS), Bureau of Surplus Personal Property Disposition, operates the state surplus property disposition program. The OGS Division of Statewide Vehicle Management provides motor vehicle management services for agencies. The Office of State Comptroller, Bureau of Management Audit, audits use and disposition of equipment, supplies, and property.
Records Not Covered:
Records maintained by OSC for control and audit purposes.
Records maintained by OGS for control, management, or centralized support functions.
Records for which federal regulations or audit requirements specify a longer retention period.
Records of real property and capital assets.
Records of heavy equipment used for highway construction, maintenance, or related activities.
*90265 Equipment and Furniture Inventories
Running inventories of equipment such as audiovisual equipment, tools, laboratory equipment, and furniture that describe each item of property, indicate its location, and provide cumulative totals of each type of agency-owned or leased equipment and furniture. These records are often maintained as manual card files or computer databases.
Minimum Retention and Disposition: Destroy as inventories are superseded or become obsolete.
Justification: Running inventory records are continually updated. Normally only most current version is needed for agency operations or audits.
Note: For records related to equipment classed as Capital Assets under Article 2 of the Public Lands Law, see the Facilities Management section of this schedule.
90266 Supplies, Commodities, and Parts Inventories
Running inventories used to manage stocks of expendable materials such as office supplies, commodities, and parts, describing the materials and indicating current stock balances.
Minimum Retention and Disposition: Destroy as inventories are superseded or become obsolete.
Justification: Running inventory records are continually updated. Normally only most current version is needed for agency operations or audits.
*90361 Supplies, Commodities, and Parts Disbursement Records
Records documenting disbursement of office supplies, commodities, parts, and other expendable materials.
Minimum Retention and Disposition: Destroy 3 fiscal years after disbursement.
Justification: These may be required for program audits by the Office of the State Comptroller or for investigations of fraud or theft.
Note: Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them. If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.
90267 Equipment Control Records
Records documenting equipment use, excluding motor vehicles, and charge-out of equipment to program units or individuals, used to prevent misuse, abuse or theft, or to determine internal agency chargebacks. Examples include portable computers, tool control records, and audiovisual checkout logs.
Minimum Retention and Disposition: Destroy 3 years after equipment is returned.
Justification: These records may be required for use as evidence in personal injury suits related to the use of associated equipment under Section 214 of the Civil Practice Law and Rules, which establishes a time limitation of 3 years on initiating such actions. Also, they may be required for program audits by the Office of the State Comptroller.
Note: Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them. If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.
*90268 Equipment and Motor Vehicle Maintenance Records
Records documenting service and repairs to agency equipment or to motor vehicles assigned to or owned by an agency. These records normally include maintenance orders, logs, copies of fiscal documents such as requisitions or purchase orders for parts or services, warranties, operation and repair manuals, and parts lists.
Minimum Retention and Disposition: Destroy 3 years after equipment or vehicle is sold, transferred, or otherwise disposed.
Justification: These records may be required for use as evidence in personal injury suits related to the use of associated equipment or motor vehicle under Section 214 of the Civil Practice Law and Rules, which establishes a time limitation of 3 years on initiating such actions. Also, the records may be required for program audits by the Office of the State Comptroller.
Note: Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them. If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.
90270 Agency Copies of Centralized Motor Vehicle Assignment Records
Records documenting the assignment of motor vehicles to an agency by OGS, Division of Statewide Vehicle Management. These records normally include requests for assignment of vehicle, assignments, reports to OGS containing information on vehicle use, gasoline consumption and lubricant consumption, credit card charges, and copies of fiscal documents such as oil or gas purchasing receipts.
Minimum Retention and Disposition: Destroy 3 years after end of vehicle assignment.
Justification: Records are used to track and monitor vehicle use and for administrative review and analysis by the agency. They may be required for program audits by the Office of the State Comptroller.
90271 Agency Copies of Decentralized Motor Vehicle Assignment Records
Records documenting agency assignments of motor vehicles to employees. These records normally include requests for assignments, assignment and use logs, and reports.
Minimum Retention and Disposition: Destroy 3 years after end of vehicle assignment.
Justification: Records are used to track and monitor vehicle use and for administrative review and analysis by the agency. They may be required for program audits by the Office of the State Comptroller.
90272 Vehicle Incident Records
Reports and supporting materials documenting accidents, thefts, and other incidents involving state-owned vehicles.
Minimum Retention and Disposition: Destroy 5 years after filing of report.
Justification: OGS retains official copy of reports and supporting materials. Agencies may be asked by investigators or OSC auditors to supply copies for up to 5 years after a report is filed.
Note: Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them. If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.
*90273 Surplus Property Disposition Records
Agency copies of records that identify surplus property, expedite its transfer to the OGS, Bureau of Surplus Personal Property Disposition or other disposition, and track disposition of property. These records include requests for disposal of surplus property, receipts, and copies of OGS reporting forms and supporting documentation that describe the property being disposed and provide information on proposed method of disposition.
Minimum Retention and Disposition: Destroy 3 years after property has been disposed.
Justification: OGS retains official copy of reports and supporting materials for surplus property transferred to the OGS, Bureau of Surplus Personal Property Disposition. However, agencies may be asked to supply copies for use by OSC auditors. They may also be required for use in investigations of alleged theft or fraud.
Note: Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them. If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.
90365 Agency Recycling Reports
Agency copies of annual reports concerning the purchase of recycled paper and products and other waste reduction efforts. Agencies file these reports with OGS and send copies to the Department of Environmental Conservation and Department of Economic Development, as required by Executive Order 142 of 1991.
Minimum Retention and Disposition: Destroy 1 year after filing of report.
Justification: OGS maintains the record copies of these reports.
Records Not Covered: Copies of annual reports held by OGS, the Department of Environmental Conservation and the Department of Economic Development.
*90374 Equipment, Supplies, and Motor Vehicle Management Subject Files
Records used to support agency equipment, supplies, and motor vehicle management programs, arranged by subject, and consisting of correspondence, memoranda, reports, manuals, copies of policies and procedures, and related records pertaining to the indicated functions.
Minimum Retention and Disposition: Destroy when obsolete or superseded.
Justification: These records have no legal or fiscal value.