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Audit

*1.[293]

Report of audit of financial affairs

 
  a. Audit filed pursuant to Section 35, General Municipal Law, conducted by New York State Comptroller's Office or by New York City Comptroller or by an outside auditing firm: PERMANENT
  b. Other external audits: 6 years
  c. Internal audits, conducted by local government officials: 6 years
2.[294] Audit background documentation, including summaries, posting records, and related records created by an auditing office as part of the auditing procedure: 6 years
3.[295] Audit hearing or review file: 6 years after audit accepted
 

Banking and Investment

1.[296]

Banking communications, including but not limited to bank statement, reconciliation, notification of voiding or return of check, cancellation of payment, or other notice for checking or savings account:

6 years
2.[297]

Canceled check (including payroll check), or other instrument of payment, such as bank check, warrant check, order check, or order to fiscal officer to pay when used as a negotiable instrument, including voided check:

NOTE: It is recommended that a list of destroyed unused checks be created and maintained for legal or audit purposes.

6 years
3.[298] Copy of check or check stub: 6 years
4.[299] Depository agreement, including designation of depository, bond or surety, or other record relating to deposition of local government funds: 6 years after agreement, contract, designation, bond or surety has expired or been superseded or rescinded
5.[300] Deposit book for checking account: 6 years after date of most recent entry
6.[301] Deposit book for savings account: 6 years after cancellation
7.[302] Deposit slip: 6 years
*8.[306] Master summary record of bonds, notes, or securities purchased by the government for investment, identifying the security, the fund for which held, the place where kept, and listing the date of sale and the amount realized: PERMANENT
*9.[307]

Periodic reports and similar records of yield received from or status of bonds, notes, securities or other obligations purchased for investment:

6 years after bond issue retired
 

Bonds and Notes

NOTE: The following record series provide disposition authority for records related to the issuance of bonds, notes or obligations. However, the actual bonds, notes or obligations are not covered by these items. Instead, bonds, notes or obligations may only be destroyed pursuant to Section 63.10 of the Local Finance Law. Questions should be addressed to the Office of the State Comptroller, Division of Legal Services, 110 State Street, Albany, NY 12236; phone, (518) 474-5586.

*1.[303]

Bond issue preparation file, covering bonds issued by local governments

 
  a. Master summary record of bonds issued: PERMANENT
  b. Other records, including those relating to bond attorneys, preparation of the prospectus, prospectus distribution to bond buyers, bond printing, list of prospective or actual buyers, bond printing bids, bond ratings, and proof of publication of notice of estoppel: 6 years after bond issue retired
2.[304] Bond or note issue and cancellation register, including information on the type, amount, number of obligations in issue, rate of interest, date of maturity, holders, cancellation of the bond or note, and other pertinent information: 6 years after cancellation of last bond or note
*3.[305] Debt-contracting power statement filed with Office of the State Comptroller before sale of bonds: 6 years after bond issue retired
*4.[843] Records relating to exclusion of self-liquidating indebtedness by a local government, including copy of application filed with Office of State Comptroller, notice and proof of publication, and State Comptroller's written certificate: 6 years after date of certificate
 

Budget

*1.[45]

Budget preparation file for budget request or estimate submitted by department head, including but not limited to the preliminary or tentative budget, budget appropriation and staffing requests, estimates of revenues or expenditures, narrative of services, budget message, budget hearing and review files, and related records:

6 years
2.[48] Annual budget  
  a. Official copy when not included in minutes: PERMANENT
  b. When budget is included in minutes: 0 after officially recorded in minutes
  c. Reporting office copy: 0 after no longer needed
  d. Copy of town, city or other budget used in determining tax levy: 6 years
3.[49] Special budget filed with state or federal agency: PERMANENT
4.[50] Budget status report on allocation, receipts, expenditures, encumbrances, and unencumbered funds  
  a. Cumulative report: 6 years
  b. Monthly or quarterly report: 1 year
5.[51] Budgetary change request, (if not included in minutes) including approval or denial for change in approved budget and including but not limited to transfer of funds from one budget item to another, overtime authorization, or request for supplemental funds: 6 years
*6.[845] Copies of municipal, special district or other budgets, received and maintained for informational purposes: 0 after no longer needed
 

Claims and Warrants

*1.[308]

Claim for payment (approved or disallowed), including claim, vendor's voucher and bill:

6 years
*2.[310] State or federal-state reimbursement claim file (federal revenue sharing), including but not limited to summary and detail of claim, worksheets and other supporting documents: 6 years
3.[311] Summary record of outstanding or paid warrants or claims: 6 years
4.[312] Notice of claim record and index as required by Section 50-f of the General Municipal Law: 6 years after final disposition of claim
5.[313] Order or warrant to pay monies  
  a. For any funds held in a savings bank: 20 years
  b. For any funds not held in a savings bank: 6 years
6.[314] Outstanding warrants listing, including adding machines tapes: 6 years
*7.[846] Assignment of claim: 6 years after satisfaction or 10 years, whichever is less
 

General Accounting and Miscellaneous

*1.[277]

General ledger showing summary receipts and disbursements from all funds and accounts:

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. General ledgers containing detailed entries that include information on nature of transaction and parties involved may be valuable in documenting financial transactions involving a local government.

6 years after last entry
*2.[278]

Subsidiary ledger providing details of the general ledger accounts:

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Subsidiary ledgers containing detailed entries that include information on nature of transaction and parties involved may be valuable in documenting financial transactions involving a local government, if this detailed information is not contained in general ledgers.

6 years after last entry
*3.[279]

Journal recording chronological entries of all fiscal transactions:

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Journals containing detailed entries that include information on payor, payee and purpose may be valuable in documenting financial transactions involving a local government.

6 years after last entry
4.[280] Accounting register, including but not limited to check register, transfer of funds register, encumbrance register, and register of claims presented for payment and paid claims: 6 years after last entry
5.[281] Cash transaction record showing cash received from collection of various fees and petty cash disbursed: 6 years
6.[282] Tolls or fares collection record, including but not limited to record of receipts and log of operations: 6 years
7.[283] Daily cash record, including adding machine tapes, cashier's slips showing daily cash receipts and analysis of cash receipts: 6 years
**8.[284] Notice of encumbrance indicating funds encumbered and amount remaining unencumbered: 6 years
**9.[285] Past due account fiscal records and summaries: 6 years after account satisfied or otherwise closed
10.[286] Intermediary fiscal record of receipts and disbursements, including but not limited to detail record, analysis, proof sheet or trial balance worksheet, and adding machine tapes: 6 years
11.[287] Abstract of receipts, disbursements, or claims: 6 years
12.[288] Billing records covering services provided by local government  
  a. Customer's individual account: 6 years after last entry
  b. Records used to determine billing and charges including "flat rate" computation record and copies of bills and charge slips: 6 years
 

c. Billing address records:

0 after superseded or obsolete
13.[289] Bill of sale of property owned by local government other than real property: 6 years
14.[290] Sales tax records, covering sales tax collected by local governments and transmitted to State Department of Taxation and Finance: 6 years
15.[291] Tax exemption records, showing that local government is exempt from paying sales, use or other taxes: 1 year after superseded or obsolete
*16.[847] Payment recoupment records, documenting the process of recovering monies paid erroneously by local government to employee, vendor or other payee: 6 years after date of most recent entry in record
17.[315] Receipt (received) or copy of receipt (issued) other than for payment of taxes: 6 years
*18.[848] Grant, award or gift files, covering grants, awards and gifts given by local governments to other local governments, not-for-profit corporations, businesses or individuals  
 

a. Master summary record of grants, awards or gifts:

PERMANENT
  b. Detailed records of grants, awards and gifts, excluding master summary record: 6 years
*19.[849] Credit card records documenting payments received by credit cards or electronic transactions, including credit card payment receipts, and statements showing amounts of payments received and fees deducted: 6 years
20.[292] Estate settlement fiscal records, including but not limited to records of receipt of estate or transfer tax, copies of Surrogate's decrees and Surrogate's orders fixing tax, transmittals between Surrogate Court and county financial officer and estate appraisal records  
  a. Copy of receipt issued for payment of estate or transfer tax, providing receipt of tax payment is recorded in accounting of estate: 6 years
  b. All other estate settlement fiscal records: PERMANENT
 

Payroll

NOTE: The copy of payroll, or payroll report, submitted to civil service office for certification or approval, is covered by item no. 413 in the Personnel/Civil Service section, Civil Service subsection.

NOTE: The State Archives does not prescribe the amount of detail and nature of information necessary to be maintained for salary verification for retirement and social security purposes. Contact the Office of the State Comptroller or other retirement system to verify that you are maintaining the necessary payroll information.

*1.[372]

Payroll, including information on gross and net pay, base pay, taxes, and other deductions

 
 

a. Year-end payroll, including detailed information necessary for salary verification for retirement and social security purposes:

55 years
  b. Periodic payroll, including detailed information necessary for salary verification for retirement and social security purposes, when no year-end payroll is maintained oryear-end payroll does not contain this required detailed information: 55 years
  c. Periodic payroll, not including detailed information necessary for salary verification for retirement and social security purposes: 6 years
  d. Warrant authorizing payment of salaries based on a specific payroll, if maintained separate from payroll itself: 6 years
  e. Preliminary draft of payroll: 0 after warrant authorizing payment of salaries is signed
  f. County's information copy of municipal, school, fire or special district payroll: 0 after no longer needed
*2.[373] Payroll or related report covering all employees or an individual employee, and notcovered by specific item in this section  
  a. When needed for audit or other fiscal purposes: 6 years
 

b. When not needed for audit or other fiscal purposes:

NOTE: Local governments may wish to retain records covered by item nos. 373 and 374 longer for social security or retirement documentation purposes.

0 after no longer needed
3.[374] Payroll distribution breakdown record used to distribute or classify labor costs: 6 years
4.[375] Summary record of employee's payroll changes: 6 years after termination of employment
5.[376] Employee's time cards, sheets, or books: 6 years
6.[377]

Record of employee absences or accruals

NOTE: This item does not apply to an employee's time cards or sheets.

 
  a. When not posted to periodic cumulative time summary record: 6 years
  b. When posted to periodic cumulative time summary record: 1 year
*7.[378] Employee request for and/or authorization given to employee to use or donate sick, vacation, personal or other leave, or to work overtime: 6 years
8.[379] Record of assignments, attachments, and garnishments of employee's salary  
  a. When employment was terminated prior to satisfaction: 6 years after termination of employment
  b. When satisfied: 5 years after satisfaction
*9.[380] Employee's voluntary payroll deduction request form: 5 years after authorization expires
10.[381] Schedule or other notification from issuing bank showing savings bond purchased for employee: 5 years after latest bond issue
*11.[382]

Employee's personal earnings record used to prove end-of-year total earnings, retirement or other deductions and taxes withheld:

NOTE: Local governments may need to retain these records longer for social security or retirement documentation purposes.

6 years
12.[383] Employee's declaration of intention to accept or reject Social Security:

10 years after employee dies or reaches age 75, whichever is shorter

*13.[384] Quarterly or other periodic report of wages paid prepared for Social Security, and report of any adjustments or corrections: 6 years after year in which wages were reported
14.[385] Copy of federal determination of error in wage reports (Form OAR-S30 or equivalent record): 6 years after determination received
15.[386] Payroll report submitted to New York State Employee's Retirement System, Policemen's and Firemen's Retirement System, or any other official pension system: 6 years
**16.[387] Employer's copy of Annual Federal Tax Return (Form 940), Quarterly Federal Tax Return (Form 941E) and Continuation Sheets (Form 941a), Notice of Tax Return Due (Form TY 14), or equivalent forms: 4 years after tax paid
**17.[388] Employer's copy of U.S. Information Return for Calendar Year (Form 1099), Withholding Tax Statement (Form W-2) or Transmittal of Wages and Tax Statements (Form W-3), or equivalent forms: 4 years
**18.[389] Employee's Withholding Exemption Certificate (Form W-4), or equivalent form: 4 years after a superseding certificate is filed or employment is terminated
**19.[390] Employer's copy of New York State income tax records relating to employees: 4 years after tax was paid
*20.[850] Direct deposit records, covering direct deposit of employee's salary, including but not limited to application to begin or terminate direct deposit, and transaction log or similar reports: 5 years after authorization expires
*21.[851] Employee's declaration of intention to decline membership or participation in retirement system or benefit plan, including copy of written notification of options provided employee by local government  
 

a. For retirement system:

NOTE: Local governments may wish to retain these records for the life of the employee. State legislation in effect between 1993 and 1996 allowed for retroactive retirement system membership, for employees who were not previously offered membership, and the possibility exists that similar legislation may be passed into law in the future. If this occurs, these declarations of non-membership may be valuable for local governments to document intentions of present or former employees.

6 years after termination of employment
  b. For benefit plan: 6 years after termination of employment
 

Purchasing

*1.[598]

Purchase order, purchase requisition, or similar record, used to obtain materials, supplies, or services:

6 years
**2.[599]

Purchasing file, including but not limited to bid (successful, unsuccessful), contract, specifications, and related records for purchase of materials, supplies and servicesnot connected with capital construction:

NOTE: For capital construction, see item no. 515 in the Public Property and Equipment section and item no. 678 in the Transportation and Engineering section.

6 years after completion of purchase or 6 years after final payment under contract, whichever is later
3.[600] Vendor file, including but not limited to list of vendors doing business with the local government, vendor evaluation forms, price lists or other information received from vendors: 0 after obsolete
4.[601] Performance guarantee or written warranty for products or similar record: 6 years after expiration
*5.[602] Invoice, packing slip, shipping ticket, copy of bill of lading or similar record used to verify delivery and/or receipt of materials or supplies: 6 years
*6.[603]

Invoice register, or similar record used to list invoices:

6 years after last entry
7.[605] List or abstract of purchase orders, claims or contracts: 6 years
8.[606] Standing order file, used for purchase of materials and supplies which are received on a regular basis: 6 years
*9.[852] Chargeback records, showing specific fund to be charged for in-house expenditure: 6 years
**10.[1054] Canceled bids file, including purchase requisitions, vendor solicitations, requests for proposals (RFPs), price quotations and related records concerning bids for goods or services which were canceled without a purchase being completed: 1 year after subsequent procurement of the same goods or services completed under a re-initiated procurement, or 1 year after decision not to purchase such goods or services
 

Reports

1.[316]

Daily, weekly, monthly, quarterly, or other periodic fiscal reports, including but not limited to daily funds report, daily cash report, statement of monthly balances, recapitulation of disbursements, and departmental reports:

6 years
2.[317] Annual or final fiscal reports  
  a. When report is not included in minutes: PERMANENT
  b. When report is included in minutes: 0 after officially recorded
3.[318] Fiscal reports from state agencies: 6 years
4.[319] Fiscal report on management of court funds and of securities or depositories in which court funds are invested or deposited: 6 years
5.[320] Certificate, demand or direction to fiscal officer to pay monies: 6 years
6.[321] Verification of travel expenses, including but not limited to certificate of accuracy and receipts: 6 years
*7.[853] Cash bail records, covering cash bail deposited with county fiscal officer or sheriff  
  a. Cash bail records, including copy of court order fixing bail, form recording information on principal involved and person posting bail, voucher, receipt and court order directing refunding or forfeiting bail or transferring bail to superior court: 6 years
  b. Log or listing of cash bail monies received, held and/or paid out by county fiscal officer or sheriff: 6 years after date of most recent entry
 
Last updated
Wed, 2015-10-07 15:00