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Ombudsman/referral service records covering citizen complaint services, landlord/tenant advisory services, job placement consultation, handicapped person's assistance, and related services, including but not limited to log or master index, copies of complaints, intakes and referrals, and individual case file materials

  a. Relating to other than routine services or activities: 6 years after final disposition of matter
  b. Relating to routine services or activities: 1 year after final disposition of matter
2.[350] Reapportionment or establishment plan for legislative body, including background materials: PERMANENT
*3.[351] Certificate of population, received from federal Bureau of the Census, filed with county or municipality after each census enumeration: PERMANENT
4.[352] Official record of street name and/or street address changes: PERMANENT
5.[353] Military service and militia assessment records: PERMANENT
*6.[855] District reference file, covering school, (special) improvement, and fire districts  
  a. Records documenting the establishment, extension, alteration, consolidation or dissolution of district, including but not limited to petition, records of public hearing, correspondence with New York state agencies, maps, surveys, special reports and studies, and photographs: PERMANENT
  b. Background materials and supporting documentation, including but not limited to periodic reports, routine correspondence, memoranda and copies of district budgets: 6 years

Noise level monitoring records, including but not limited to summary records, showing long-term trends and developments and original entry and intermediary records, including charts, graphs and statistics:

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Local governments should consider permanent retention of summary records, showing long-term trends and developments, in cases where noise levels are a matter of public concern. Contact the State Archives for additional advice in this area.

6 years
8.[355] Surplus food distribution records, covering federally donated food and related commodities, including but not limited to inventory, order form, eligibility determination records, authorizing receipt and reports on storage and distribution: 4 years
9.[356] Governmental establishment and reorganization records, covering establishment, incorporation, annexation, consolidation, dissolution or charter revision, for political subdivision, including but not limited to petitions, special studies and surveys, correspondence with state agencies, records of voter action and reports: PERMANENT
10.[357] Notification of proposed zoning change, received from municipality adjoining county: 1 year
*11.[358] Licensing file for person to perform contracting trade (general contracting, plumbing, electrical or similar work) in county  
  a. Original application for license, including performance bond and other records: 6 years after expiration or denial of license
  b. Renewal records, including renewal application, performance bond and other records, when a fee is charged: 6 years after expiration or denial of renewal license
  c. Renewal records, including renewal application, performance bond and other records, when no fee is charged: 1 year after expiration or denial of renewal license
12.[359] Records created in the establishment, change, or dissolution of a county water, sewer, drainage, refuse or agricultural district, regardless of approval or denial: PERMANENT
13.[360] Handicapped child's case folder related to child's education, containing records created in compliance with Article 89, Education Law: 0 after individual attains age 27
14.[361] Student's individual case folder for county medical scholarship program: 6 years after individual fulfills or defaults on contract
15.[363] Liquor license and excise certificate records: PERMANENT
16.[364] School district records, submitted to county prior to consolidation of school districts into centralized districts  
  a. Basic records, including but not limited to school district trustees' minutes; school commissioners' reports; school district "record books"; records of district formation, alteration or consolidation; teacher hiring and salary records; school fund and other accounting ledgers; attendance records; school censuses; district tax rolls or lists; school library reports and book lists; certificates of apportionment; and annual and special reports: PERMANENT
  b. Supporting fiscal and administrative documentation, including but not limited to receipts, warrants and orders to pay, canceled checks, bank statements, and routine correspondence: 6 years
*17.[365] Business or special event license or permit issuance records, covering home improvement, vendors, peddlers, trash collectors, junk dealers, flea markets, going-out-of-business sales, yard or garage sales, entertainment and recreational events, explosives license records (predating 1971), waiver of open-container law, or other local legislation, and similar permit applications  
  a. All records in file, excluding detailed inventories submitted for "closing out" or "defunct business" sales: 3 years after expiration of license or denial of application
  b. Detailed inventories submitted for "closing out" or "defunct business" sales: 1 year
*18.[856] Historic preservation records, including but not limited to background files relating to proposed historic preservation legislation, historic district and/or structure designation, records and case files for proposed external modifications to structures with historic designations: PERMANENT
*19.[366] Financial or political interest disclosure records, filed by vendor or contractor doing business with the local government: 6 years
*20.[367] Minority- and women-owned business files, covering minority- and women-owned businesses doing business with or in the jurisdiction of a local government  
  a. Summary record listing businesses, eligibility criteria and official government policy statement: PERMANENT

b. Detailed application/questionnaire/response completed by business:

NOTE: Appraise these records for historical significance prior to disposition. If the local government uses its own rather than statewide criteria for approving these businesses, then these records may document minority- and women-owned business operating in the community.

5 years after date of most recent entry in record
  c. Directory of state-approved minority- and women-owned businesses, supplied by State Department of Economic Development: 0 after superseded
  d. Other records, including job quotes, bid lists, referrals, credit and character references and affidavits, but not including summary record, detailed application/questionnaire/response, eligibility criteria and official government policy statement, and state-supplied directory of businesses: 6 years after contract expiration

Record of gifts and bequests to a local government, including copy of will, copies of deeds, maps and surveys (if applicable) and records of establishment of and use of monies generated by trust fund or endowment

NOTE: This does not apply to donations of real property, which are covered by item no. 512 in the Public Property and Equipment section.

  a. When trust fund or endowment is involved: PERMANENT
  b. For gift of work of art, historical or other artifact or historical manuscript: PERMANENT
  c. For gift or bequest not covered under parts "a" or "b", or by note above: 6 years
*22.[857] List of community college students residing in municipality: 0 after superseded or obsolete
23.[362] Certificate of residency issued to person enrolling in a community college: 6 years
*24.[858] Local law or ordinance violation records,not related to zoning ordinance violation  
  a. For alleged but unfounded violation: 1 year
  b. Violation files: 6 years after date of last entry in record
  c. Master summary record of violations: PERMANENT
*25.[859] Community service records, showing time worked and type of tasks performed by person sentenced by court to community service: 6 years, or 3 years after individual attains age 18, whichever is longer
**26.[860] Annual financial disclosure statements, filed by local political party official or candidate for local elected office, pursuant to Section 812.1 (a), General Municipal Law: 7 years

Miscellaneous non-government records, received by local government:

NOTE: Appraise these records for historical significance prior to disposition. Records which document the history of the community and its citizens may have continuing value for historical or other research and should be retained permanently. These records may contain valuable information which supplements records created by the local government itself. Records not retained permanently may be offered to a local historical records repository. Contact the State Archives for additional advice.

NOTE: Upon the receipt of these non-public records by a local government, these records become "local government records." Published materials received by a local government are not considered to be public records.

0 after no longer needed
*28.[862] Agency assisted voter registration records  
  a. Signed declination form, containing person's declination to register to vote: 22 months

b. Participating agency's copies of transmittal forms, used to accompany copies of completed voter registration applications or change of address forms, submitted to county board of elections:

NOTE: This item only covers records maintained by participating agencies, not by county boards of elections.

1 year
*29.[863] Copy of inspection and/or investigation report, relating to licensing and operation for non-profit organization conducting bingo or games of chance: 1 year

Photographs or other visual media records, created by a local government, which are not part of a record series listed elsewhere in this Schedule:

NOTE: Appraise these records for historical significance prior to disposition. Some photographs and other visual media records may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

0 after no longer needed

Child abuse or maltreatment reports and related records, reporting agency copy:

NOTE: This item covers copies of child abuse and maltreatment reports and related records retained by agencies reporting suspected abuse and maltreatment to the State Central Register or to child protective services units of county social services departments. Reporting agencies may be in such areas as education, youth services and recreation. Reporting copies maintained by law enforcement agencies are covered by item no. 575 in the Public Safety section, Law Enforcement: Miscellaneous subsection.

3 years
*32.[866] Lobbying activity records, including but not limited to registration records, individual reporter designation records, and periodic reports of lobbying activity filed with New York Temporary State Commission on Lobbying: 3 years
*33.[867] Project review records, covering projects requiring approval by the Adirondack Park Agency, Lake George Commission, or other government entity or agency, where local government receives records for comment or review, or for informational purposes  
  a. When permit or other approval must be granted by local government involved: Retain as long as related building, land use, planning, zoning, or environmental permit or approval records covered elsewhere in this schedule.

b. When no permit or approval by local government is needed, and records are received for comment or informational purposes only:

3 years after date of most recent entry
**34.[1055] Child day care program records  
  a. Participant records, including applications to attend day care program; children’s immunization and health records, including parent’s consents for emergency medical treatment; and related records: 3 years after child attains age 18
  b. Program records not covered by other items on this Schedule, including those required to be maintained by 18 NYCRR Sections 414.15, 418-1.15 and 418-2.15, including program registration records; video surveillance tapes; daily attendance records; staff health statements; Statewide Central Register clearance forms and related records; documentation of facility compliance with Uniform Fire Prevention and Building Code and other state requirements; description of program activities; and related records: 6 years or 6 years after superseded or obsolete, whichever is longer
  c. Applications from parent/guardian for enrollment of child in program, where child is not accepted or is not enrolled in program: 3 years


Last updated
Thu, 2018-04-19 13:52