Local Regulatory/Permitting Agency: Miscellaneous

a: All file documentation when county health agency approval is required and subdivision is undertaken, including final plans and certificate of approval, except routine memoranda, worksheets, non-significant change orders, routine correspondence, detailed construction specifications and draft or intermediary plans, maps, designs, sketches that do not document significant changes:
RETENTION: PERMANENT

b: Routine memoranda, worksheets, non-significant change orders, routine correspondence, performance bonds, detailed construction specifications and draft or intermediary plans, maps, designs, sketches that do not document significant changes, when county health agency approval is required and subdivision is undertaken:
RETENTION: 20 years after date of approval

c: All file documentation when county health agency approval is required and subdivision is not undertaken:
RETENTION: 20 years after date of most recent entry in record
NOTES: Appraise these records for historical significance prior to disposition. These records may document major proposed land use changes and provide detailed information on the land involved, thus possessing historical or other value warranting permanent retention. Contact the State Archives for additional advice.

d: All file documentation when county health agency receives records for informational purposes, but their approval is not required, such as for subdivisions not meeting the legal definition found in Section 1115.1, Public Health Law:
RETENTION: 0 after no longer needed

e: Final determination approval criteria and precedents:
RETENTION: PERMANENT

a: Annual, final or special reports:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years

c: Records of discovery and analysis of insects or animals found not to be disease carriers:
RETENTION: 0 after no longer needed

a: Restricted or controlled burning permit file:
RETENTION: 3 years after last entry

b: Permit file for construction of incinerator, stationary combustion installation, resource recovery facility or process exhaust and ventilation system:
RETENTION: 7 years after source no longer exists

c: Permit file ("source file") for operation of incinerator, stationary combustion installation, resource recovery facility or process exhaust and ventilation system, including but not limited to certificate to operate, inspection and monitoring records:
RETENTION: 0 after source no longer exists, but not less than 6 years after denial, expiration or renewal

d: Information copies of construction or operation permit records, where official copies are held by New York State Department of Environmental Conservation, which issues permit directly:
RETENTION: 0 after no longer needed

a: Annual reports:
RETENTION: PERMANENT

b: Summary reports and records of original entry:
RETENTION: 5 years

a: Application for state assistance; feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; final plans, maps, designs, sketches, architectural drawings and photographs; structure demolition records; environmental impact statement; annual project statement; copies of project review records; fiscal and other final reports; significant change orders; property disposition records; and significant correspondence:
RETENTION: PERMANENT

b: Supplementary documentation, including interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheet, non-significant change orders; routine correspondence, detailed construction specifications and draft or intermediary plans, maps, designs, sketches or drawings:
RETENTION: 6 years after completion of project or date of most recent entry, whichever is longer

c: Unsuccessful bids, to which contracts are not awarded:
RETENTION: 6 years

d: All records, when project is proposed but not undertaken:
RETENTION: 6 years after date of last entry
NOTES: Appraise these records for historical significance prior to disposition. Certain records for environmental restoration projects that are proposed but not undertaken may have research value in documenting property where hazardous substances are located or which is otherwise adversely affected, and should be retained permanently. Contact the State Archives for additional advice.