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1.[170] Non-public school student text book loan records, including request for text books and record of loan and return:
RETENTION:        5 years
*2.[341]

Pre-K and/or "Head Start" records covering children enrolled in program operated by school district

NOTE:  Schools may prefer to maintain these records as part of a student cumulative education record file.  See item no. 275 in the Student Records section of this Schedule.

 

a.       Individual child's folder, including but not limited to application from parent/guardian, individual service plan, conference notes, year-end or other reports, health records, family profile and social information:
RETENTION:        0 after child attains age 21

 

b.       Applications from parent/guardian for enrollment of child in program, where child is not accepted or is not enrolled in program:
RETENTION:        3 years

 

c.       Annual or other master listing of students enrolled in program:
RETENTION:        20 years

3.[394]

Records of auxiliary organizations or activities, including but not limited to parent support organizations, such as PTA, employee unions, parent sponsored clubs, after‑school activities which are not officially sanctioned by the school, and other miscellaneous records in the custody or possession of the school district or BOCES:
RETENTION:        0 after no longer needed

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.  Contact the State Archives for additional advice.

*4.[459]

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:
RETENTION:        6 years

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.

*5.[172] 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:
RETENTION:        PERMANENT

 

b.       Detailed application/questionnaire/response completed by business:
RETENTION:        5 years after date of most recent entry in record

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.

 

c.       Directory of state-approved minority- and women-owned businesses, supplied by State Department of Economic Development:
RETENTION:        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:
RETENTION:        6 years after contract expiration

6.[173]

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 monies, prizes and scholarships awarded students, which are covered by item no. 282 in the Student Records section, Miscellaneous subsection.  This does not apply to donations of real property, which are covered by item no. 238 in the Public Property and Equipment section.

 

a.       When trust fund or endowment is involved:
RETENTION:        PERMANENT

 

b.       For gift of work of art, historical or other artifact or historical manuscript:
RETENTION:        PERMANENT

 

c.       For gift or bequest not covered under parts "a" or "b," or by note above:
RETENTION:        6 years

7.[397]

Community service records, showing time worked and type of tasks performed by person sentenced by court to community service:
RETENTION:        6 years, or 3 years after individual attains age 18, whichever is longer

*8.[460]

Miscellaneous records, received by local government agency in the course of official business:
RETENTION:        0 after no longer needed

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 manuscript records by a local government agency in the course of official business, these records all become "local government records" subject to this Schedule.  Published materials received by a local government are not considered to be public records.

*9.[393] Photographs or other visual media records, created by a local government, which are not part of a record series listed elsewhere in this Schedule:
RETENTION:        0 after no longer needed

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.

*10.[461]

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:
RETENTION:        3 years

*11.[462]

Residency determination records for student, other than information contained in cumulative education record file, and including hearing record
RETENTION:        1 year after date of final determination or 1 year after student no longer enrolled in district, whichever is longer

*12.[463]

Financial or political interest disclosure records, filed by vendor or contractor doing business with the local government:
RETENTION:        6 years

*13.[464] 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: 
RETENTION:        7 years
*14.[465] Parolee and sex offender records, including lists of parolees or sex offenders living within a jurisdiction:
RETENTION:        0 after superseded or obsolete
*15.[466] Non-public school discontinuance records, including but not limited to notification of transfer of discontinued non-public school student records to other school or agency, and non-public school student records transferred from discontinued non-public school to public school district:
RETENTION:        PERMANENT
*16.[467]

Copies of custody orders and other miscellaneous social services records relating to individual students, maintained by school districts and BOCES:
RETENTION:        0 after student attains age 18

*17.[468] Youth court case files, documenting the operation of youth courts, including but not limited to records of cases heard by the courts; forms signed by defendants, their guardians, and youth court staff; records concerning completion of sentence requirements, such as community service; and case notes of contacts made in reference to a defendant's case: 
RETENTION:        6 years after case closed or 3 years after individual attains age 18, whichever is longer
*18.[469]

Appeal or petition to the Commissioner of Education, filed pursuant to Section 310, Education Law, along with related records, when not related to a specific series of records listed on this Schedule: 
RETENTION:        3 years after resolution of appeal or petition

NOTE:  Appeals or petitions relating to specific series of records listed on this Schedule should be retained as part of or as long as that respective series.

*19.[470] 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: 
RETENTION:        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: 
RETENTION:        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:
RETENTION:        3 years

*20.[471] Family literacy program records
 

a.       Family folder, including but not limited to application from parent/guardian, testing records, service plan, records of home visits, conference notes, year-end progress or other reports, health records, family profile and social information:
RETENTION:        0 after youngest child attains age 21

 

b.       Applications (including related testing records) from parent/guardian for enrollment of child in program, where child is not accepted or is not enrolled in program:
RETENTION:        3 years

 

c.       Annual or other master listing of students and families enrolled in program:
RETENTION:        20 years

 

d.       Performance indicators used to monitor, evaluate and improve program:
RETENTION:        6 years after superseded or obsolete

 
Last updated
Wed, 2015-10-07 15:18