Public Safety

a: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layer (official copies maintained and/or updated by dispatching unit):
RETENTION: Maintain as perpetual data files, and 1 year after superseded

b: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layers (other than official copies, where official copy is maintained by other unit of local government which maintains the G.I.S.):
RETENTION: 0 after no longer needed

c: G.I.S. file and process documentation records, covering G.I.S. operations where dispatch unit creates, revises or performs analyses on data layers and related files:
RETENTION: Maintain until G.I.S. system used in dispatch is superseded or no longer used.

a: Feasibility and implementation reports and studies:
RETENTION: 6 years after completion of project
NOTES: Appraise these records for historical significance prior to disposition. Because of the costs involved and significance of implementing E-911 and related systems, these records may be important in documenting the system itself as well as the implementation process. Contact the State Archives for additional advice.

b: Background materials used in preparing feasibility and implementation reports and studies, preliminary maps, and detailed statistical and other supplementary data accompanying reports and studies:
RETENTION: 6 years after completion of project

c: Records relating to establishment of road/street names, address ranges and addresses, including changes in names of roads/streets and address range changes, including standards followed for naming, addressing and address conversions:
RETENTION: PERMANENT

d: Aerial photographs and final maps created in conjunction with system implementation:
RETENTION: PERMANENT

a: Ambulance run or prehospital care record created each time a patient is transported by emergency vehicle and/or administered medical treatment:
RETENTION: 6 years, or 3 years after individual treated and/or transported reaches age 18, whichever is longer

b: Patient care data file, containing medical treatment and/or billing information on individual treated by emergency medical personnel:
RETENTION: 6 years, or 3 years after individual treated and/or transported reaches age 18, whichever is longer

c: Summary record of all patients treated and/or transported:
RETENTION: 3 years

a: Application for training or certification filed by individual:
RETENTION: 6 months

b: Original entry training records, when posted to summary record:
RETENTION: 1 year

c: Original entry training records, when not posted to summary record:
RETENTION: 7 years

d: Summary record of training:
RETENTION: 7 years
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

e: Course materials, except final or annual reports:
RETENTION: 7 years after course completed

a: When blotter or equivalent record is not kept by department or district:
RETENTION: PERMANENT

b: When incidents listed on printout are also shown on blotter or log:
RETENTION: 0 after no longer needed

c: County fire coordinator's, marshal's or emergency services director's information copy:
RETENTION: 0 after no longer needed

a: First, second or third degree arson investigation records, disaster or casualty investigation records, or records of investigations of major fires or significant fires of suspicious origin:
RETENTION: PERMANENT

b: Fourth degree arson investigation records:
RETENTION: 10 years

c: Routine fire investigation records, not covered by parts "a" or "b," above:
RETENTION: 3 years

d: Master summary record of all fire investigations:
RETENTION: PERMANENT

a: Master summary record of inspections performed:
RETENTION: PERMANENT

b: Report on inspection at school, public building, multifamily dwelling, or commercial or industrial facility and notice of violation:
RETENTION: 21 years

c: Report on inspection of single family dwelling and notice of violation:
RETENTION: 6 years

a: Master record of hydrant locations:
RETENTION: 0 after superseded

b: Installation, repair, location, maintenance, inspection and replacement records:
RETENTION: 3 years after hydrant replaced, removed or use discontinued

a: When application is approved:
RETENTION: 6 years after license was renewed, recertified, canceled, revoked, or expired, or after individual is known to have deceased or reached age 90
NOTES: Freedom of Information exemption requests are covered by item no. 707 in Public Access to Records section.

b: When application is disapproved, after any litigation is completed:
RETENTION: 6 months

c: When application is incomplete:
RETENTION: 90 days

a: For homicides, suicides, arson (first, second or third degree), missing persons (until located), aggravated sexual assault (first degree), course of sexual conduct against a child (first degree), active warrants, and stolen or missing firearms (until recovered or destroyed):
RETENTION: PERMANENT

b: For all felonies except those covered by parts "a" and "c", and fatalities other than homicides:
RETENTION: 25 years after case closed
NOTES: Appraise case investigation files for these felonies for historical and other research value, as well as for analysis of long-term trends. Contact the State Archives for additional advice.

c: For fourth degree arson and non-fatal (including vehicular) accidents:
RETENTION: 10 years after case closed

d: For misdemeanor:
RETENTION: 5 years after case closed

e: When offense involved was a violation or traffic infraction:
RETENTION: 1 year after case closed

f: When investigation reveals no offense has been committed by adult:
RETENTION: 5 years

g: When individual involved was a juvenile and no arrest was made, or no offense was committed:
RETENTION: 1 year after individual attains age 18

h: Domestic incident report, created pursuant to Section 140.10(5), Criminal Procedure Law, when case investigation record is created:
RETENTION: Retain for 4 years or as long as rest of case investigation report, whichever is longer.

i: For sexual offenses against a child as defined by the Child Victims Act, excluding sexual offenses in part "a" above:
RETENTION: 0 after child attains age 55

a: When offense involved was a crime (misdemeanor or felony):
RETENTION: 5 years after death of individual, or 90 years after individual's date of birth, whichever is shorter, provided no arrest in the last 5 years
NOTES: Records created before establishment of the D.C.J.S. statewide automated identification system in 1966 are not duplicated at the state level and should be appraised for both archival value and ongoing legal and administrative purposes. Contact the State Archives for additional information.

b: When offense involved was a violation or traffic infraction:
RETENTION: 5 years

c: Digital "mug shot" file, containing digital photos and relevant accompanying data on an individual, when official copies of photos are retained in hard copy as part of part "a" or "b," above:
RETENTION: 0 after no longer needed
NOTES: Digital "mug shot" file, containing digital photos and relevant accompanying data on an individual, when official copies of photos are not retained in hard copy, must be retained as specified in part "a" or "b," above.
Appraise these digital files for archival, legal and administrative value. They may have long term value in criminal investigation. Contact the State Archives and the Division of Criminal Justice Services for additional advice.

d: Fingerprint records, born-digital or scanned, transmitted to the Division of Criminal Justice Services:
RETENTION: 0 after no longer needed

e: Photo arrays, created by combining identification photos for identification and investigative purposes:
RETENTION: Retain as long as relevant case investigation record.

f: Criminal record summaries ("rap sheets"), received from Federal Bureau of Investigation or other law enforcement agency:
RETENTION: Retain most current copy as long as relevant case investigation, or 0 after superseded or obsolete if unrelated to case investigation

g: Authorized requests for criminal information contained in local government law enforcement agency records, along with response and record of action taken:
RETENTION: 6 years

h: When offense involved was a crime committed by a juvenile, other than a Class A or B felony, and no subsequent crime committed:
RETENTION: 0 after individual attains age 21 or 3 years after discharge, whichever is later

a: Master index or listing of confidential informants:
RETENTION: PERMANENT

b: Detailed information on confidential informant:
RETENTION: 0 after individual is deceased or 90 years after individual's date of birth

a: Case records, including but not limited to commitment, general information history, presentence investigation reports, record sheets from other agencies, record of personal property taken from prisoner upon commitment, record of letters written and received, copies of general correspondence concerning prisoner, reports of infractions of rules, prisoner's health records, and suicide prevention screening records, but not including commissary records:
RETENTION: 15 years after death or discharge of prisoner

b: Commissary records, including listing of items requested by prisoner, and prisoner transaction record:
RETENTION: 3 years

a: Food service records, including meal counts, roster of prisoners' diet orders, and dietary services studies:
RETENTION: 3 years

b: Menus:
RETENTION: 1 year

a: Original signature copies of arrest and other warrants executed by law enforcement agency:
RETENTION: 5 years after warrant executed or recalled

b: Other warrant related records, including copies without original signatures and warrant control records:
RETENTION: 5 years after date of most recent entry in record

c: Copies of subpoenas and summonses, and records of their service:
RETENTION: 2 years

d: Warrant information file:
RETENTION: Maintain data on each warrant as long as that warrant is valid

a: Results of tests administered by law enforcement personnel, when not included in case investigation records:
RETENTION: 5 years

b: Records pertaining to the verification and maintenance (including calibration) of breath analysis instruments and standards, including but not limited to operator’s form, testing data, solution sample certifications, and operational checklist:
RETENTION: 3 years after device no longer in use

c: Calibration, quality control, and testing records for other types of equipment:
RETENTION: 3 years after device no longer in use

a: Lists of parolees or sex offenders living within a jurisdiction:
RETENTION: 0 after superseded or obsolete

b: Detailed records on individual parolee or sex offender:
RETENTION: 0 after person's parole terminated
NOTES: This does not include records created pursuant to the Sex Offender Registration Act, which are covered by item nos. 1275 and 1276, immediately below.

a: For level 1 or 2 offender, when offender remains in local law enforcement agency's jurisdiction:
RETENTION: 0 after death of individual, or 5 years after completion of registration period, whichever is earlier

b: For level 1 or 2 offender, when offender has left local law enforcement agency's jurisdiction:
RETENTION: 0 after death of individual, or 5 years after offender leaves that jurisdiction, whichever is earlier

c: For level 3 offender, when offender remains in local law enforcement agency's jurisdiction:
RETENTION: 0 after death of individual, or individual attains age 100

d: For level 3 offender, when offender has left local law enforcement agency's jurisdiction:
RETENTION: 0 after death of individual, or 5 years after offender leaves that jurisdiction, whichever is earlier

a: When litigation and/or criminal proceedings have commenced:
RETENTION: 3 years, but not until any individual has attained age 21, and not until 1 year after any litigation or criminal proceedings have concluded

b: When litigation and/or criminal proceedings have not commenced:
RETENTION: 3 years, but not until any individual has attained age 21

a: When recording relates to specific case investigation:
RETENTION: Retain as long as the case investigation to which the recording relates is retained

b: When recording does not relate to specific case investigation, such as routine traffic stop:
RETENTION: 6 months
NOTES: Recordings of potentially important incidents may warrant longer retention for legal reasons, even if no case investigation has been initiated. Local law enforcement agencies should carefully review these recordings before destroying or reusing them. In addition, recordings of specific pursuits, arrests and other serious incidents should be appraised for archival or long-term administrative value. Contact the State Archives for additional advice.

a: When money has been paid, when no payment is involved, or when money judgment has not been fully satisfied:
RETENTION: 6 years after date of last entry in record

b: Listing or index of cases which have been destroyed:
RETENTION: PERMANENT

c: Index or finding aid used in identifying or locating existing cases:
RETENTION: Retain so that all existing cases can be identified and located.

a: Order, report, or notice concerning vehicle operator's license or registration, including but not limited to order of suspension or revocation of license, notice of compliance with order of suspension or revocation, notice of noncompliance, notice of restoration of license, and report of lost or stolen plates:
RETENTION: 3 years

b: Driver's summary record of accidents, violations and other activities:
RETENTION: 0 after death of individual, or 90 years after date of birth, if death not verified

a: Records created by local law enforcement agency, including records of individual's training and acknowledgment of test results:
RETENTION: 0 after individual no longer authorized to use the system

b: Listing of authorized individuals, received from State Police:
RETENTION: 0 after no longer needed

a: For dangerous weapon, including but not limited to receipt, identification tag, and report of destruction:
RETENTION: 6 years after disposition of property, or 0 after disposition of any related case investigation records, whichever is longer
NOTES: Local law enforcement officials may wish to retain these records longer for investigative or other long-term administrative purposes. See also item no. 1236, below.

b: For other property, including but not limited to receipt, confiscated currency report, identification tag, and report of public auction or destruction:
RETENTION: 6 years after disposition of property

a: Benefit plan (including all revisions and amendments):
RETENTION: 0 after superseded and no longer needed to determine benefits

b: Drafts and supporting documentation used in producing and updating plan:
RETENTION: 1 year

a: Annual summary report or listing:
RETENTION: 55 years

b: Monthly or other periodic reports or listings:
RETENTION: 3 years

a: Assessment reports, annual compliance surveys (compliance reports), standard compliance reports, and other correspondence:
RETENTION: 10 years

b: Contents of file folders used to demonstrate compliance with the program, provided they are copies:
RETENTION: 0 after accreditation period ends or is renewed

a: Individual's record of courses attended and/or completed, including basic information on course content:
RETENTION: 6 years after individual leaves service
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

b: Training materials, which address core law enforcement, firefighting, or dispatch activities:
RETENTION: 40 years

c: Training materials, which address general public safety issues or non-core law enforcement activities:
RETENTION: 1 year

d: Division of Criminal Justice Services training materials:
RETENTION: 0 after no longer needed

e: Attendance lists:
RETENTION: 1 year

a: Summary data on an individual:
RETENTION: 3 years

b: Detailed data on an individual, when posted to or listed on summary data file or other record:
RETENTION: 1 year

c: Detailed data on an individual, when not posted to or listed on summary data file or other record:
RETENTION: 3 years

a: Relating to specific case investigation or subject file:
RETENTION: Retain as long as the case investigation or subject file for which the documentation is created is retained

b: Not relating to specific case investigation or subject file:
RETENTION: 0 after no longer needed
NOTES: Depending on the results obtained from generating these macros, queries and reports, local officials may wish to retain these records for potential legal and other uses.

a: Notifications received by municipal clerks from persons owning, harboring, or possessing wild animals:
RETENTION: 4 years

b: Notifications sent from municipal clerks to public safety agencies:
RETENTION: 1 year or when superseded