You are here

Cooperative Extension Association

**Basic Administrative Records**
Title		Major Revision	Schedule Item	Other Schedules
Organizational and establishment records,	including constitution, bylaws and approval of organization and administration by Cornell University: RETENTION: PERMANENT		237	MI1 129
List of members, "enrollment" or equivalent record:	RETENTION: PERMANENT		238	MI1 130
Lists of board members, officers, agents and employees	(known as "organization reports"): RETENTION: PERMANENT		239	MI1 131
Election records			240	MI1 132	a: Election results: RETENTION: PERMANENT b: Ballots, nominations, tabulations and other election records: RETENTION: 1 year after election
Program records	on individual courses or programs offered the public		241	MI1 133	a: Official copy of any literature or other material available to the public: RETENTION: PERMANENT b: Summary record describing course or program offering and/or its progress and results: RETENTION: PERMANENT c: Listing of participants: RETENTION: 6 years d: Other course or program materials: RETENTION: 1 year after course or program discontinued e: Advice and referral records, covering information provided to individuals in person or over the telephone or Internet, including but not limited to telephone logs and individual call records: RETENTION: 6 months
Program or other non-fiscal audit or review	conducted by Cornell University or other agency		242	MI1 134	a: Report and recommendations: RETENTION: PERMANENT b: Background materials and supporting documentation: RETENTION: 6 years
Copies of exempt organization income tax records,	including all records generated to assist Cornell University in filing income tax return for county associations, and copy of filed tax return: RETENTION: 6 years		243	MI1 601

**Food and Nutrition Education Programs**
Title		Major Revision	Schedule Item	Other Schedules
Reports resulting from Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY), or similar program		♦	244	MI1 602	a: Annual or final reports: RETENTION: PERMANENT b: Quarterly, monthly or other periodic reports: RETENTION: 2 years
Case record of family participating in Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY),	or similar program, including but not limited to plan of work, work reports, diagnostic reports, progression record: RETENTION: 1 year after becoming inactive	♦	245	MI1 603
4-H youth participant records for Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY),	or similar program, including lists of participants, enrollment records and lists of youth contacts: RETENTION: 6 years	♦	246	MI1 604
List, log or other summary record of visits	resulting from Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY), or similar program: RETENTION: 6 years	♦	247	MI1 605
Master summary record of families served	by Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY), or similar program: RETENTION: PERMANENT	♦	248	MI1 606
Records relating to persons not served	by Supplemental Nutrition Assistance Program Education (SNAP-Ed) or Eat Smart New York (ESNY), or similar program, including eligibility screening records, withdrawn applications, and referrals: RETENTION: 2 years	♦	249	MI1 607

**Miscellaneous**
Title		Major Revision	Schedule Item	Other Schedules
Farm animal disease test records			250	MI1 608	a: Cattle disease test records, including but not limited to summary report for each herd (to which test results have been posted), brucellosis or tuberculosis test results and calf vaccination report: RETENTION: 10 years b: Inspection and related records for farm animals other than cattle: RETENTION: 3 years
Log or index	of seniors served by local aging services program: RETENTION: 6 years		251	MI1 609
Individual senior services client file,	including but not limited to screening records, applications, evaluations, and follow-up report: RETENTION: 6 years after last entry		252	MI1 610
Surplus food distribution records,	covering federally donated food and related commodities, including but not limited to inventory, order form, eligibility determination records, authorizing receipt and reports on storage and distribution: RETENTION: 4 years		253	MI1 611
Records created in the establishment, change, or dissolution of a county agricultural district,	regardless of approval or denial: RETENTION: PERMANENT		254	MI1 612
Soil test results for farmland soil sample,	including nutrient analysis and recommendations: RETENTION: 3 years		255	MI1 613
Dairy farm business summary records			256	MI1 614	a: Annual farm business summary for individual farm: RETENTION: PERMANENT b: Data entry and other records, used in compiling summary record: RETENTION: 0 after no longer needed c: Summary data and other information for all participating farms: RETENTION: PERMANENT
Watershed farmer's case file,	including but not limited to farm management assessment, environmental assessment, plan evaluation, whole farm plan and supporting data: RETENTION: PERMANENT		257	MI1 615
Tractor, equipment or firearm safety training records			258	MI1 616	a: Official training records, including parental consent, certificate of training and summary of attendance and test results: RETENTION: 6 years, but not less than 3 years after attendee attains age 18 b: Listing of course participants, and detailed attendance records: RETENTION: 6 years c: Summary record describing course or program offering and/or its progress and results: RETENTION: 6 years after course or program no longer offered d: Other course program materials: RETENTION: 1 year after course or program discontinued
4-H club association membership record,	including application: RETENTION: 6 years after participation ends, or 3 years after individual attains age 18, whichever is longer	♦	259