You are here
Ombudsman/referral service recordscovering 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|
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.
|3.||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|
|4.||Census records of all regular and special local, New York state and federal censuses:||PERMANENT|
|**5.||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|
|*6.||Financial or political interest disclosure records, filed by vendor or contractor doing business with the local government:||6 years|
|*7.||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. 412 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|
|*9.||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|
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|
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. 473 in the Public Safety section.
|*13.||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|
|*14.||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|
|**15.||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