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Environmental Facilities: Solid Waste Management Facilities

Environmental Health

Environmental Facilities: Solid Waste Management Facilities
Title Major Revision Previous Schedules Schedule Item
Permit for use of solid waste management facility

by business or resident of local government:
RETENTION: 6 years after denial or expiration of permit

 CO2 834; MU1 880; MI1 707 453
Reports and studies

relating to plant, system or facility operation

 2020 (♦)
 CO2 835; MU1 881; MI1 708 454

a: Annual summary reports, final reports, special studies and detailed reports, including facility inspection reports, environmental facility monitoring, overall operational reports and reports of emergencies, water quality records, containing summary or detailed information of long-term value:
RETENTION: PERMANENT

b: Quarterly or monthly or operational reports, including reports of exceedances generated by resource recovery facilities and condensate sampling reports of landfill gas recovery facilities:
RETENTION: 7 years
NOTES: Appraise the records for archival value. Reports documenting various aspects of system operation may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

c: Detailed tonnage or similar reports (including summary reports or other records generated from individual load delivery records) which contain significant information, for solid waste management facility:
RETENTION: 7 years

d: Monthly discharge monitoring and operation reports, submitted to New York State Department of Environmental Conservation in conjunction with SPDES permit requirements, for use of water as coolant, including thermal water temperature data:
RETENTION: 5 years

e: Reports and other records of unauthorized waste collected and its final disposition, created pursuant to Section 360-1.14 (i-1), 6NYCRR:
RETENTION: 7 years

f: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed
Hazardous waste collection and disposal records


CO2 264; MU1 232; MI1 190 455

a: Summary reports and other records of substances and quantities collected and disposed of by outside transfer:
RETENTION: PERMANENT

b: Individual load delivery and other detailed records, including manifest form:
RETENTION: 10 years
NOTES: Certain records covered by part "b" may warrant longer retention for legal and administrative reasons, because of the toxic nature of materials collected and transported for disposition at another site. Contact your attorney or counsel to determine if longer retention of these records is necessary.

c: Contract for removal of materials collected, along with related bids (successful or unsuccessful) and performance bond or certificate of insurance:
RETENTION: 6 years after superseded or invalid
Individual load delivery records

for solid waste management facility (including materials recycling facility - MRF), including "scalehouse" information records

 CO2 265; MU1 233; MI1 191 456

a: Individual load delivery records for residential waste:
RETENTION: 6 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

b: Individual load delivery records for other than residential waste:
RETENTION: 10 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

c: Summary reports and other records created from individual load delivery records:
RETENTION: 10 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

d: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed

e: Automated "scalehouse" data file, containing information on type, weight and source of waste collected and disposed of, as well as billing information:
RETENTION: 10 years after information is superseded or invalid
Proof of liability insurance coverage

(insurance policy, certificate of insurance or equivalent record), and proof of financial assurance for solid waste management facility

 CO2 266; MU1 234; MI1 192 457

a: For landfill:
RETENTION: 30 years after closure of landfill

b: For solid waste management facility other than landfill:
RETENTION: 6 years after closure of facility
Recycling marketing records,

including but not limited to annual, final or summary reports and studies, and background files on markets and materials:
RETENTION: 6 years
NOTES: Routine marketing reports and other records are covered by item no. 454f.

 CO2 267; MU1 235; MI1 193 458
Recycling waste collection

annual or summary records and reports, including necessary supporting data:
RETENTION: PERMANENT

 CO2 268; MU1 236; MI1 194 459
Records relating to ash, leachate, or other waste byproduct

generated and/or disposed of by solid waste management facility

 CO2 836; MU1 882; MI1 709 460

a: Detailed records of waste byproducts generated, including laboratory test results, leaching potential test report and individual load transfer records:
RETENTION: 5 years

b: Summary records of waste byproducts generated and/or disposed of by facility:
RETENTION: 10 years
NOTES: Certain records covered by parts "a" and "b" relating to ash, leachate other waste byproduct generated and/or disposed of by solid waste management facility may warrant longer, if not permanent, retention, for administrative or research reasons. Contact the State Archives for additional information.
Local solid waste management plan,

created pursuant to Section 27-0107, Environmental Conservation Law, covering all updates, and including necessary supporting documentation:
RETENTION: PERMANENT

 CO2 837; MU1 883; MI1 710 461
Research, development or demonstration project or program files,

including required permits and related records created pursuant to Section 360-1.13, 6NYCRR, official copy of publications, videotapes, or informational literature prepared as a result of the project, background materials and supporting documentation:
RETENTION: 6 years after project or program ends
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. If research, development or demonstration projects or programs deal with significant subjects of a scientific or public improvement nature, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

 CO2 838; MU1 884; MI1 711 462
Self-inspection records of solid waste management facility,

created pursuant to Section 360-1.14 (f-3) and (i-2), 6NYCRR, including inspection log:
RETENTION: 7 years from date of inspection

 CO2 839; MU1 885; MI1 712 463
Landfill closure records,

including but not limited to site investigation records, conceptual and final closure plans, environmental and facility monitoring records, close and post-closure registration report, closure construction certification report, and periodic inspection reports

 CO2 840; MU1 886; MI1 713 464

a: All records, except periodic routine inspection reports, routine notes, memoranda, correspondence and detailed data collected as part of project:
RETENTION: PERMANENT

b: Routine notes, memoranda, correspondence and detailed data collected as part of project:
RETENTION: 30 years after date of closure

c: Periodic routine inspection reports:
RETENTION: 7 years after date of inspection