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Local Government Retention Schedules
The State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition schedules.
Local Government Retention Schedule (LGS-1)
Retention and Disposition Schedule for New York Local Government Records (LGS-1) consolidates, supersedes and replaces Schedules CO-2, MU-1, MI-1, and ED-1, previously issued by the State Archives. Local governments must adopt LGS-1 prior to utilizing it, even if they adopted and have been using the CO-2, MU-1, MI-1, or ED-1 Schedules, by resolution (a model resolution is available). Local governments, who have not adopted the LGS-1 as of January 1st, may still adopt the LGS-1, but must suspend disposition of records until they have done so.
The LGS-1 may be used by:
- Cities (except New York City offices, boroughs, and public administrators)
- Fire districts
- School districts
- Teacher resource and computer training centers
- County vocational education and extension boards
- Miscellaneous local governments
There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule.
County Board of Elections Retention Schedule
The Retention and Disposition Schedule: Election Records for Use by New York County Boards of Elections, originally issued in 1996 and revised in 2013, covers the disposition of records of Boards of Elections created under the Election Law (including general elections held in November and administered by county boards of elections). County Boards of Elections will have continuing legal authorization to dispose of records listed on the schedule after they 1) formally adopt the schedule by resolution and 2) submit a copy of the resolution to the State Board of Elections.
Records that pertain to elections not conducted under New York State Election Law, including elections not conducted as part of a general election, and elections administered by municipalities or school districts, are covered under the Election section of the LGS-1. Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted.
Permanent or Historical Records
Local governments are responsible for preserving and making available records marked as permanent on the schedule and those they have determined to have historical value. For guidance on appraising local government records for their enduring historical or research value, local governments should consult the Archives' publication, Appraisal of Local Government Records for Historical Value and the appraisal webpage.
Emergency Disposition Requests
When government records are a hazard to human safety or health or to property, the records management officer may request authorization from the Archives to destroy or dispose of such records immediately. For more information, refer to the Archives' page on requesting early destruction of records. Special Disposition Requests Under 8 NYCRR 185.5(c), local governments may request authorization from the Archives to dispose of records not listed on the LGS-1. This special disposition consent remains in effect until the LGS-1 is updated with this new item, or until the Archives notifies the local government that it is withdrawing that consent or it is advised by the local government that it no longer wishes to use this item in lieu of other items that appear in the current LGS-1. Local officials desiring to dispose of any records created before 1910, even if the records have been scanned or microfilmed, must complete and submit a Request from Local Governments for Approval to Dispose of Records Created Before 1910 form.