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Election

1.[166]

Certificate or notice of appointment of Commissioner of Elections:

1 year after election
2.[167] Copy of certificate to County Board of Elections stating each county officer to be voted for at general election: 1 year after election
3.[168]

Return of canvass as to the vote for assemblyman, senator or representative in Congress, filed by inspectors of election:

NOTE: This item does not apply to official election canvasses filed with county clerks prior to 1911. These pre-1911 election canvasses are legally in the custody of county boards of elections, and must be retained permanently.

6 years
 

Liens

1.[169]

Chattel mortgages and conditional sales

 
  a. Index volume or other master listing of chattel mortgages and/or conditional sales: PERMANENT
  b. Chattel mortgage or conditional sale contract and satisfaction: 0
2.[170] Financing statement and related recordsfiled under the Secured Transaction Section of the Uniform Commercial Code (formerly known as chattel mortgages and conditional sales)  
  a. Financing statement, continuation statement or release relating to either, and indexes thereto: 1 year after expiration of lien
  b. Termination statement and index: 1 year after filing of termination
**3.[171] Mechanic's liens  
  a. Notice and discharge of mechanic's lien placing lien against real property for labor or materials furnished for construction or maintenance: 6 years after expiration or release of lien
  b. Docket showing owner of lien property, lienor, location of property, amount, filing date, date and manner of satisfaction and remarks: 6 years after last entry
4.[172] Hospital liens  
  a. Notice of hospital lien (original or renewal) stating lien against real property for services provided by a hospital: 12 years after filing of original or renewal notice
  b. Index to notices of hospital lien: 25 years after last entry
**5.[173] Federal tax lien records, including but not limited to notice of lien, non-attachment, release, subordination, discharge, and index: 6 years after expiration or release of lien
6.[174] State lien records, including warrants placing lien on real or personal property by Department of Taxation and Finance (formerly State Tax Commission), Department of Labor, Department of Motor Vehicles, or other state agency, for nonpayment of state taxes or other charges, including index, discharge, and related records: 6 years after discharge of lien or 20 years, whichever is shorter
*7.[734] New York City lien records, including warrants placing lien on real or personal property, for nonpayment of city taxes or other charges, including index, discharge, and related records: 6 years after discharge of lien or 20 years, whichever is shorter
8.[175] Lien bond to discharge all liens filed by the owner or contractor to guarantee that the property is released from all liens, and lien docket: 6 years after work completed or abandoned
**9.[176] Notice of public welfare lien against assets of relief recipient or on claims or suits for personal injuries, discharge and index: 6 years after expiration or discharge of lien
10.[177] Assignment of real and personal property, including but not limited to statement of refiling, certificate of cancellation, order vacating assignment, satisfaction and index to assignments  
  a. Assignment of personal property, including but not limited to wage assignment and assignment of proceeds from personal contracts or estates: 6 years after filing or refiling
  b. Assignment of real property including but not limited to assignment of rent, lease or mortgage: 6 years after satisfaction or 10 years, whichever is shorter
11.[178] Surety bail bond lien records, including notice of lien, certificate of discharge and index: PERMANENT
12.[179] Notice of lien attached to moneys received by person awarded claim by Crime Victims Board: PERMANENT
*13.[735] Lien search record, including but not limited to record of searches conducted, abstract of search results, correspondence and memoranda: 6 years
**14.[1048] Notice of lending relative to a trust, filed pursuant to Section 73, Lien Law, including advances and amendments: 6 years after final termination date
**15.[1049] Condominium or homeowners' association lien for unpaid common charges: 6 years after expiration or discharge of lien
**16.[1050] Lien on vessel, including all related records such as copy, notice, execution, and discharge of warrant; order of sale and other sale records, and discharge of lien: 6 years after expiration or discharge of lien, discharge of warrant, accounting of proceeds of sale, or payment of all charges, whichever is later
**17.[1051] Miscellaneous liens on personal propertynot covered by other items in this section  
  a. Liens where a sale of personal property for recovery of proceeds may be involved, such as mold liens; liens on monuments, gravestones, and cemetery structures; and self-service storage facilities liens: 6 years after expiration or discharge of lien, accounting of proceeds of sale, or payment of all charges, whichever is later
  b. Liens where no possible sale of property is involved, such as liens for services of stallions or bulls, liens for labor on stone, artisan's liens, liens of bailee of animals or motor vehicles, liens of truckmen and draymen, and liens on motion picture film laboratories: 6 years after expiration or discharge of lien
**18.[1052] Transcripts of small claims or other money judgments rendered in municipal or district courts: 6 years after satisfaction or expiration of period to enforce judgment
 

Miscellaneous

NOTE: For firearm licensing records see the Public Safety section of this schedule.

1.[180]

Notification of vacancy in office, or filling of vacant position:

0 after position filled or abolished
2.[181] Certification of the names, addresses, date and expiration of term of all appointive municipal officials, except inspectors of election: 0 after superseded or obsolete
*3.[182] Assumed business name certificates(D.B.A.-Doing Business As) and related materials  
  a. Assumed business name certificate: 6 years after discontinuance filed
  b. Assumed business name certificate index: PERMANENT
4.[183] Building loan contract records  
  a. Agreement describing a loan to finance construction and the mortgage executed to cover loan: 6 years
  b. Building loan contract index: 6 years after all contracts indexed therein have been destroyed
5.[184] Discharge papers filed by veterans of military service: PERMANENT
6.[185] Official marriage records filed with county: PERMANENT
**7.[736] Out-of-state or other unofficial marriage, birth, death or divorce records, filed with clerk for informational purposes: 0 after no longer needed
8.[186] Census records of all regular and special local, New York state and federal censuses: PERMANENT
9.[187] Transportation company expired undertaking, bond or surety filed with county, together with attachment, official approval, renewal receipt of surety company, correspondence and related papers: PERMANENT
10.[188] Turnpike company records, including but not limited to surveys, bonds, and declaration of surrender of all or part of the turnpike's roads in the county: PERMANENT
11.[189] Register of professions, including nurses, midwives, doctors and other professionals: PERMANENT
12.[190] Register of stallions or cattle brands: PERMANENT
13.[191] Register of slaves: PERMANENT
14.[192] Private business, not-for-profit, religious or other corporation or partnership records filed with County Clerk, including but not limited to certificates of incorporation, annual reports, lists of directors or trustees, certificates of stock, records of dissolution, and certificates of partnerships: PERMANENT
**15.[193]

Original deeds, leases, contracts, wills or other documents not returned to owner after recording:

Note: Section 532 of County Law authorizes original documents to be destroyed 20 years after recording provided that the documents are photographically reproduced for preservation purposes.

PERMANENT
16.[194] Volunteer fire company records, including annual report and list of exempt volunteer firemen, filed with County Clerk: 2 years
17.[195] Notary public and Commissioner of deedsappointment records, including but not limited to commission, certificate of official character, certificate of appointment and oath: 6 years after authorization expires or is withdrawn
18.[196] Explosives licensing records: 3 years
**19.[197] Passport transmittal records, documenting transmittal of passport applications and applicable fees to passport agencies of the federal Department of State: 6 years
20.[198] Power of attorney: PERMANENT
21.[199] Certificate of authority, empowering person to act as agent for insurance company: 0
22.[409] Oath of office or record of official signature of public employee  
  a. Official copy: PERMANENT
  b. Oath of any election official: 1 year after election
*23.[737] Notice of filing of oath of office with county clerk  
  a. For county employee or officer: Retain as part of or as long as personnel records.
  b. For other than county employee or officer: 0
*24.[165] Records relating to conservation license, issuance and distribution  
  a. Annual and monthly reports of licenses sold, monthly summary sheet showing licenses sold, detail allotment sheet and similar records necessary to document fiscal transactions: 6 years
  b. Stub, copy or abstract of license retained by local government: 2 years
  c. Other records created or maintained for administrative convenience, such as lists of license holders and routine correspondence, not necessary to document fiscal transactions: 0 after no longer needed
*25.[738] Domestic partnership statement, notice of termination, and related records, filed with municipality or county: PERMANENT
**26.[1053] Notice of separation of marriage filed by individual or their attorney, other than official notices of legal separation resulting from New York State court actions: PERMANENT
 

Mortgage Tax

1.[200]

Mortgage tax record book recording mortgages, mortgagor, amount of mortgage, amount of tax, discharge, credits, satisfaction, and indexes:

PERMANENT
2.[201] Mortgage tax reports submitted to State Department of Taxation and Finance (formerly State Tax Commission), county legislative body, or county fiscal officer, stating mortgages recorded, tax collected and tax distribution: 7 years
3.[202] Statement of County Clerk's expenses filed with mortgage tax report, including all attachments: 7 years
4.[203] Report of audit of mortgage tax recording procedure performed by New York state department or agency: PERMANENT
5.[204] Certified mortgage tax refund or adjustment orders issued by State Department of Taxation and Finance (formerly State Tax Commission): 7 years
6.[205] Statements, affidavits, and appraisals used to determine or revise mortgage tax, including but not limited to: indeterminant mortgage appraisal, and related records; statement of maximum amount secured by mortgage; statement of advance under a corporate trust or prior advance mortgage; statement of amount borrowed by corporations against mortgage; and facts on which exemption is claimed for supplemental mortgages, condominium credit, or other exclusions, exemptions or credits: 15 years or 0 after discharge of mortgage, whichever is longer
7.[206] Mortgage tax distribution sheets showing distribution of mortgage tax funds among tax districts: 7 years
8.[207] Request for apportionment by mortgage tax recording officer to State Department of Taxation and Finance (formerly State Tax Commission): 7 years
9.[208] Certificate of valuation regarding apportionment of mortgage tax: 7 years
10.[209] Assessors' appraisal for apportionment of mortgage tax: 7 years
11.[210] Certificate of determination and apportionment of mortgage tax issued by State Department of Taxation and Finance (formerly State Tax Commission): 7 years
 

Real Property

1.[211]

Records and index documenting the official acquisition, sale, transfer or mortgage of public or private real property:

PERMANENT
2.[212] Official maps, surveys and reports on boundaries recording the location of public or private real property: PERMANENT
3.[213] Receipt or other record of delivery of instruments to owner or designated representative after recording: 3 years
*4.[214] Real estate transfer tax report and related records  
  a. Copy of Combined Real Estate Transfer Tax Return and Credit Line Mortgage Certificate: 0 after no longer needed
  b. All other records: 6 years
5.[215] Title searches conducted by County Clerk: PERMANENT
6.[216] Commitment of land to continued agricultural production: PERMANENT
 
Last updated
Wed, 2015-10-07 14:58