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Basic Administrative Records

1.[129] Organizational and establishment records, including constitution, bylaws and approval of organization and administration by Cornell University: PERMANENT
2.[130] List of members, "enrollment" or equivalent record: PERMANENT
3.[131] Lists of board members, officers, agents and employees (known as "organization reports"): PERMANENT
4.[132] Election records  
  a. Election results: PERMANENT
  b. Ballots, nominations, tabulations and other election records: 1 year after election
5.[133] Program records on individual courses or programs offered the public  
  a. Official copy of any literature or other material available to the public: PERMANENT
  b. Summary record describing course or program offering and/or its progress and results: PERMANENT
  c. Listing of participants: 6 years
 

d. Other course or program materials:

1 year after course or program discontinued
  e. Advice and referral records, covering information provided to individuals in person or over the telephone or Internet, including but not limited to telephone logs and individual call records: 6 months
6.[134] Program or other non-fiscal audit or reviewconducted by Cornell University or other agency  
 

a. Report and recommendations:

PERMANENT
  b. Background materials and supporting documentation: 6 years
*7.[601] Copies of exempt organization income tax records, including all records generated to assist Cornell University in filing income tax return for county associations, and copy of filed tax return: 6 years
 

Food and Nutrition Education Programs

*1.[602] Reports resulting from Expanded Food and Nutrition Education Program (EFNEP), or similar program  
  a. Annual or final reports: PERMANENT
  b. Quarterly, monthly or other periodic reports: 2 years
*2.[603] Case record of family participating in Expanded Food and Nutrition Education Program (EFNEP) program, or similar program, including but not limited to plan of work, work reports, diagnostic reports, progression record: 1 year after becoming inactive
*3.[604] 4-H youth participant records for Expanded Food and Nutrition Education Program (EFNEP) program, or similar program, including lists of participants, enrollment records and lists of youth contacts: 6 years
*4.[605] List, log or other summary record of visitsresulting from Expanded Food and Nutrition Education Program (EFNEP) program, or similar program: 6 years
*5.[606] Master summary record of families servedby Expanded Food and Nutrition Education Program (EFNEP) program, or similar program: PERMANENT
*6.[607] Records relating to persons not served by Expanded Food and Nutrition Education Program (EFNEP) program, or similar program, including eligibility screening records, withdrawn applications, and referrals: 2 years
 

Miscellaneous

*1.[608] Farm animal disease test records  
  a. Cattle disease test records, including but not limited to summary report for each herd (to which test results have been posted), brucellosis or tuberculosis test results and calf vaccination report: 10 years
  b. Inspection and related records for farm animals other than cattle: 3 years
*2.[609] Log or index of seniors served by local aging services program: 6 years
*3.[610] Individual senior services client file, including but not limited to screening records, applications, evaluations, and follow-up report: 6 years after last entry
*4.[611] 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
*5.[612] Records created in the establishment, change, or dissolution of a county agricultural district, regardless of approval or denial: PERMANENT
*6.[613] Soil test results for farmland soil sample, including nutrient analysis and recommendations: 3 years
*7.[614] Dairy farm business summary records  
  a. Annual farm business summary for individual farm: PERMANENT
 

b. Data entry and other records, used in compiling summary record:

0 after no longer needed
 

c. Summary data and other information for all participating farms:

PERMANENT
*8.[615] Watershed farmer's case file, including but not limited to farm management assessment, environmental assessment, plan evaluation, whole farm plan and supporting data: PERMANENT
*9.[616] Tractor, equipment or firearm safety training records  
 

a. Official training records, including parental consent, certificate of training and summary of attendance and test results:

6 years, but not less than 3 years after attendee attains age 18
  b. Listing of course participants, and detailed attendance records: 6 years
  c. Summary record describing course or program offering and/or its progress and results: 6 years after course or program no longer offered
  d. Other course program materials: 1 year after course or program discontinued
 
Last updated
Wed, 2015-10-14 16:25