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Civil Defense/Disaster Preparedness

Civil Defense/Disaster Preparedness
Title Major Revision Schedule Item
Disaster preparedness or crisis relocation records


PREVIOUS SCHEDULES: CO2 57; MU1 70; MI1 135

 139

a: Official copy of plans, including supporting maps, when prepared by local government under provisions of Article 2-B, Executive Law, or other legal or regulatory requirements:
RETENTION: PERMANENT

b: Copies of plans held by local government, including supporting maps, when official copies prepared under Article 2-B, Executive Law, are maintained by the local government which created them, along with other disaster preparedness plans, not prepared under Article 2-B, 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RETENTION: 3 years after superseded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
PREVIOUS SCHEDULES: CO2 58; MU1 71; ED1 63;

143
Emergency food storage records:


RETENTION: 3 years
PREVIOUS SCHEDULES: CO2 59; MU1 72; ED1 64;

144
Emergency fuel allocation records,

including monthly application/report and detailed fuel allocation records:
RETENTION: 3 years
PREVIOUS SCHEDULES: CO2 60; MU1 73; ED1 65;

145
Disaster response and damage files

compiling information on the response of all agencies to a major disaster
NOTES: Federal emergency management and disaster response grants are covered under item no. 147 in Civil Defense/Disaster Preparedness section.
PREVIOUS SCHEDULES: CO2 61; MU1 74; MI1 136

 ♦ 146

a: 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

b: Emergency distribution records for food, medical, equipment, and other supplies:
RETENTION: 6 years
NOTES: Administration of vaccinations is covered by item no. 791 in Public Health section.
Emergency operating center records

covering maintenance and use:
RETENTION: 6 years after center no longer used for civil defense purposes
NOTES: For property acquisition, facility construction and other records covering emergency operating centers and fallout shelters, see the Public Property and Equipment section.
PREVIOUS SCHEDULES: CO2 62; MU1 75; ED1 67;

148
Fallout shelter records


PREVIOUS SCHEDULES: CO2 63; MU1 76; ED1 68;

149

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

b: Listing of shelters:
RETENTION: 0 after superseded or obsolete
Test evacuation and mock disaster response records


PREVIOUS SCHEDULES: ;

♦ 140

a: Official plan and detailed procedures for conducting test:
RETENTION: PERMANENT

b: Summary report and post-event analysis:
RETENTION: PERMANENT

c: Other records, including but not limited to copies of information provided participants and citizens, traffic congestion reports, video or audio recordings, and interviews with participants and emergency responders:
RETENTION: 3 years after date of most recent entry
Disaster preparedness and emergency management training materials,

including lesson plans, course materials, and participant lists:
RETENTION: 3 years
PREVIOUS SCHEDULES: ;

♦ 141
Dam safety records


PREVIOUS SCHEDULES: ;

♦ 142

a: Emergency action plan:
RETENTION: 3 years after superseded by updated plan

b: Inspection and maintenance plan and annual certification:
RETENTION: 3 years after superseded by revised plan or certification

c: Incident reports:
RETENTION: PERMANENT
Federal emergency management and disaster response grant files,

including application, proposal, narrative, evaluation, reports, background materials, fiscal records, and supporting documentation:
RETENTION: 6 years after renewal, close of grant, or denial of application
NOTES: Appraise these records for historical significance prior to disposition.
PREVIOUS SCHEDULES: ;

♦ 147