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Archives/Records Management

Archives/Records Management
Title Major Revision Schedule Item
Inventory of records

including descriptive inventories of records indicating the titles, contents, locations, volume, inclusive dates, and other attributes of those records:
RETENTION: 0 after superseded by a new or updated inventory
PREVIOUS SCHEDULES: CO2 39; MU1 39; ED1 37; MI1 35

 89
Records transfer list


PREVIOUS SCHEDULES: CO2 40; MU1 40; ED1 38; MI1 36

 90

a: For archival records:
RETENTION: PERMANENT

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

for records in storage, including charge-out slips or logs:
RETENTION: 3 years after records have been removed from storage or returned following retrieval
NOTES: Local governments may wish to retain documentation of records that were not returned to storage longer than the indicated retention period to indicate the status and location of those non-returned records. They may need to use these records to track missing files, and to provide information or evidence of their unavailability during audits or litigation.
PREVIOUS SCHEDULES: CO2 41; MU1 41; ED1 39; MI1 37

 ♦ 91
Archival administration records


PREVIOUS SCHEDULES: CO2 42; MU1 42; ED1 40; MI1 38

 92

a: Appraisal and accessioning documentation, including assessment of conservation needs:
RETENTION: PERMANENT

b: Processing and management working papers, drafts, notes, and related records:
RETENTION: 0 after no longer needed
Guide, listing, index, or other finding aid

to archival records:
RETENTION: 0 after superseded
NOTES: Local governments should retain any superseded guides, lists, indices or other finding aids containing record numbering and identification information, or any other significant information not carried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.
PREVIOUS SCHEDULES: CO2 43; MU1 43; ED1 41; MI1 39

 93
Records on use of archival materials


PREVIOUS SCHEDULES: CO2 44; MU1 44; ED1 42; MI1 40

 94

a: Log or register of researchers, and patron's registration for use of archival records:
RETENTION: 6 years

b: Researcher interviews, reference statistics, requests for records, or similar reference service records:
RETENTION: 0 after no longer needed
Records disposition documentation


PREVIOUS SCHEDULES: CO2 38; MU1 38; ED1 36; MI1 34

 ♦ 88

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

c: Documentation of inadvertent or premature destruction or loss of records:
RETENTION: 6 years after expiration of original disposition term
NOTES: Local governments may wish to retain records covered by part "b" and "c" longer than the minimum retention period, to provide evidence that records have been legally disposed of, in response to requests for public access to records. In addition, documentation of the final disposition of archival records is covered by item no. 90.
The Public Service Commission must be notified regarding any premature destruction or loss of records related to public service utilities per 16 NYCRR 733.9.