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Forms and Tools

We've pulled together forms and tools that can help you manage your records. The list includes forms that you will use to submit requests to the State Archives, along with sample policies, plans and procedures. You can filter this list by both a records management topic and a specific tool type.

Title Description Tool Topic Tool Type

Destruction Authorization

This sample records destruction authorization form may be used by state agencies and local governments to document their internal records destruction or as a model their own forms.
Retention and Disposition Form

LGS-1 Records Common in Fire Districts (updated 2022)

This excerpt of the LGS-1 was created to help fire districts manage their records. It lists common records found in fire districts, their retention, and matching LGS-1 item number. 
Retention and Disposition Template

Model Electronic Records Resolution

This resolution may be used as a model for local government wishing to keep their electronic records as the official copy.
Retention and Disposition Model Resolution

Model Resolution for Adopting the LGS-1

Local governments may use this resolution as a model for adopting the LGS-1 retention schedule.
Retention and Disposition Model Resolution

Notification of Intent to Use the General Retention and Disposition Schedule for New York State Government Records Form

State Agencies must submit this for to the State Archives to notify them of their intent to use the General Retention and Disposition Schedule.
Retention and Disposition Form

Request from Local Governments for Approval to Dispose of Records Created Before 1910

Local officials desiring to dispose of any records created before 1910 must complete and submit a disposition request form.
Retention and Disposition Form

State Agency Records Disposition Request (RDR) Forms

State Agency Records Disposition Request Forms for developing retention schedules to cover unique records not found in the General Schedule.
Retention and Disposition Form