You are here

*1.[475] Real property acquisition or sale file for property owned by local government including but not limited to copy of deed, copy of appraisal or valuation, copy of site or plot plan, photographs, recommendation or justification for acquisition or sale, approval for acquisition or sale, closing statement, memoranda and correspondence
 

a.         Copy of site or plot plan, photographs, and recommendation or justification for acquisition or sale:
RETENTION:                        PERMANENT

 

b.         Other records in file, including but not limited to copy of deed, copy of appraisal or valuation, closing statement, approval for acquisition or sale, memoranda and correspondence: 
RETENTION:                        6 years after property no longer owned by local government

NOTE: This does not apply to a sale of real property tax liens conducted by the local government.  See the Taxation and Assessment section.

2.[476]

Master summary record (book, log or register) recording acquisition or sale of property by local government:
RETENTION:                        PERMANENT

3.[477]

Official copy of sale or auction list, and notice or advertisement of sale of real property by local government:
RETENTION:                        PERMANENT

**4.[478] Capital construction or public improvement project file, including but not limited to bids, specifications, contracts, performance guarantees, inspection reports, and environmental impact statements
 

a.         Feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; environmental impact statement; annual project statement; fiscal and other final reports; significant change orders; and significant correspondence:
RETENTION:                        6 years after building or facility no longer exists or is no longer owned by local government

NOTE: Appraise these records for historical significance prior to disposition. Records for important projects or historic structures have historical value and should be retained permanently.  Contact the State Archives for additional advice.

 

b.         Supplementary documentation, including application for assistance, project budget, interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheet, non-significant change orders; routine correspondence and detailed construction specifications:
RETENTION:                        6 years after last entry in project file

 

c.         Unsuccessful bids, to which contract is not awarded:
RETENTION:                        6 years

 

d.         All records, when project is proposed but not undertaken:
RETENTION:                        6 years after last entry

NOTE:  For plans, maps, designs, sketches, designs, architectural drawings and photographs of buildings and facilities, see item no. 479, below.

**5.[479] Official plans, maps, designs, architectural drawings, and photographs for buildings or other facilities owned by local government, including index, and also including design file for capital construction or renovation project
 

a.         Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant building or other facility:
RETENTION:                        PERMANENT

 

b.         Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant building or other facility:
RETENTION:                        6 years after building or facility no longer exists or is no longer owned by local government

 

c.         Mechanical, electric and other detailed schematic drawings, not covered by parts "a" or "b," including detailed specifications not appearing on plans, maps, designs, sketches, architectural drawings:
RETENTION:                        6 years after building or facility no longer exists or is no longer owned by local government

 

d.         Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:
RETENTION:                        6 years after completion of project

NOTE: Some of these non-graphic documents may need to be retained for 6 years after the building or other facility no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

 

e.         Template or other similar automated framework or reference files used in conjunction with more specific automated design files:
RETENTION:                        Retain as long as the related specific automated design files are retained.

 

f.          Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records:
RETENTION:                        Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of.

**6.[480]

Draft or intermediary plans, maps, designs, sketches or architectural drawings, including explanatory textual files, tracings and other than final or "as built" automated design files:
RETENTION:                        0 after no longer needed

NOTE: Some of these design documents may need to be retained for 6 years or longer, possibly as long as the building or other facility exists, if they document significant changes with long-term fiscal and other implications.  Local governments should review these records for these possible uses prior to disposition.

**7.[895] Maintenance, testing, service, operational and repair records for buildings and other facilities or their mechanical, electrical systems or other infrastructure
 

a.         Cumulative summary records:
RETENTION:                        6 years after building or other facility no longer in use

 

b.         Individual detailed report or related record, such as work request, work order, personnel deployment record, preventive maintenance schedules and records of work completed, when posted to cumulative summary record:
RETENTION:                        6 years

 

c.         Individual report or related record, such as work request, work order, personnel deployment record and records of work completed, when not posted to cumulative summary record:
RETENTION:                        6 years after building or other facility no longer in use

 

d.         Log, maintenance schedule or similar record of ongoing activity:
RETENTION:            6 years after last entry

 

e.         Descriptive information on specific equipment or component parts:
RETENTION:                        6 years after equipment or part no longer in use

 

f.          Descriptive information on maintenance personnel, vendors or contractors:
RETENTION:                        1 year after superseded or obsolete

 

g.         Inventories of parts, materials and supplies needed for maintenance and repairs:
RETENTION:                        6 years

 

h.         Requests for inspection, repair or service, when no work is performed and no funds expended:
RETENTION:                        1 year

NOTE:  For plans, designs and schematic drawings of buildings and facilities, including their systems and component parts, see item no. 479, above.

**8.[896]

Reports and studies relating to maintenance, testing, service, operation and repairs for buildings and other facilities or their mechanical, electrical systems or other infrastructure:
RETENTION:                        6 years

NOTE:  Some of these reports may need to be retained longer for long-term facility management purposes, such as for 6 years after building or other facility no longer in use. Some may even have permanent historical or other research value.  Contact the State Archives for additional information.

**9.[481]

Building or facility security records, including but not limited to visitor's register and watchman's or automated security system or false alarm reports:
RETENTION:                        3 years

NOTE:  This item does not cover airport security records, which are covered by item no. 609 in the Transportation and Engineering section, Airport subsection.

*10.[482]

Public facility use file, including but not limited to requests, correspondence, fiscal records and authorizations:
RETENTION:                        6 years

NOTE: Appraise these records for historical significance prior to disposition.  In some cases, facility use files may document significant attempts by the local government to broaden its support base by reaching out to community groups.

**11.[483]

Fire safety records, including but not limited to fire safety inspection reports, fire drill report, fire alarm records, fire inspection reports and fire investigation reports

NOTE: Records maintained by the public safety agency which performs official fire safety functions are covered by item nos. 509, 511 and 512 in the Public Safety section, Fire Fighting and Prevention subsection.

 

a.         Fire safety inspection reports: 
RETENTION:
                        3 years, or until all violations noted on report are corrected, whichever is later

 

b.         Records other than fire safety inspection reports: 
RETENTION:                        3 years

**12.[484]

Property inventory records, covering buildings, facilities, vehicles, machinery and equipment, including "fixed assets" records:
RETENTION:                        0 after superseded by updated inventory, or 6 years after replacement, sale, or discontinuance of use of all property listed, whichever is sooner

13.[485]

Inventory of supplies:
RETENTION:                        6 years

14.[486]

Public property sale or discard recordsexcept real property, including but not limited to description of property, bids or offers, and receipt of deed of gift:
RETENTION:                        6 years

**15.[487] Maintenance, testing, service, operational and repair records for equipment or vehicle, but not covering buildings and other facilities or their mechanical, electrical systems or other infrastructure
 

a.         Cumulative summary record for vehicle or equipment:
RETENTION:                        6 years after vehicle or equipment no longer in use

 

b.         Individual report when posted to cumulative summary record:
RETENTION:                        6 years

 

c.         Individual report when not posted to cumulative summary record:
RETENTION:                        6 years after vehicle or equipment no longer in use

 

d.         Maintenance or repair log or similar record:
RETENTION:                        6 years after last entry

 

e.         Reports and studies relating to maintenance, testing, service, operation and repairs for equipment or vehicles:
RETENTION:                        6 years

 

f.          Requests for inspection, repair or service, when no work is performed and no funds expended:
RETENTION:                        1 year

16.[488]

Specifications, warranty and descriptive information received from vendor for vehicle or equipment:
RETENTION:                        6 years after vehicle or equipment no longer in use

**17.[489]

Vehicle routing, scheduling and usage records, including automated system used to schedule and assign routes of service and maintenance vehicles

NOTE:  This does not apply to emergency use of law-enforcement, fire or other emergency vehicles, which are covered by items in the Public Safety section.  For usage records covering busses and other public transportation vehicles, see the Transportation and Engineering section, Public Transportation subsection.

 

a.         Detailed data file containing information such as on vehicle stops, usage, locations at specific times or intervals:
RETENTION:                        0 after no longer needed

NOTE:  Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements.  It is recommended that local officials store this data offline long enough to meet such requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

 

b.         Automated system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION:                        6 years

 

c.         Logs, schedule, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which contain information of legal or fiscal value:
RETENTION:                        6 years

 

d.         Logs, schedules, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which do not contain information of legal or fiscal value:
RETENTION:                        0 after no longer needed

 

e.         Geographic Information System (G.I.S.) street/road data file used for vehicle routing scheduling, derived from official G.I.S. data maintained by other unit of local government:
RETENTION:                        0 after no longer needed

**18.[490]

Consumption and dispensing records for fuel, oil, or similar products used by publicly owned vehicles or equipment:
RETENTION:                        6 years

NOTE:  This item does not cover fuel (jet fuel and service vehicle fuel), de-icer or other chemical storage and dispensing records for airport, which are covered by item no. 903 in the Transportation and Engineering section, Airport subsection.

*19.[491] Request for services or supplies, including stockroom supplies, forms and publications, duplication, or use of any vehicle or equipment
 

a.         When a chargeback or fee is involved:
RETENTION:                        6 years

 

b.         When no chargeback or fee is involved:
RETENTION:                        0 after no longer needed

20.[492] Federal Communications Commission (F.C.C.) private radio licensing records
 

a.         Original application and other related records not created for renewal applications:
RETENTION:                        5 years after final termination of license or denial of application

 

b.         Renewal application and related records, including copy of license:
RETENTION:                        5 years after renewal or termination of license or denial of application

 

c.         Request for frequency data research:
RETENTION:                        1 year

 

d.         Listing of locations of radios using local government private radio frequency:
RETENTION:                        0 after superseded or obsolete

*21.[493] Petroleum bulk storage records
 

a.         Registration, including application and related records:
RETENTION:                        7 years after expiration or termination of registration or denial of application

 

b.         Monthly and ten-year mandatory inspection reports:
RETENTION:                        10 years

 

c.         Daily and other periodic inspection reports:
RETENTION:                        1 year

 

d.         Test certification for underground storage tank:
RETENTION:                        7 years

 

e.         Site assessment and related records, required when an underground storage tank is abandoned:
RETENTION:                        PERMANENT

 

f.          Records relating to leakage and spillage:
RETENTION:                        PERMANENT

 

g.         Inventory monitoring records:
RETENTION:                        5 years

*22.[765]

Aquatic weed harvesting and/or control records (covers harvesting by mechanical or manual means or control by use of herbicides):
RETENTION:                        3 years

*23.[766]

Asbestos files showing the location of asbestos materials and the warnings about it given to employees and the public, including but not limited to notice to employees, blueprints, building diagrams, laboratory reports, record of friable material found, result of analysis of friable material sampled, and annual inspection report

 

a.         Annual inspection report:
RETENTION:                        40 years

 

b.         All other records:
RETENTION:                        40 years after building no longer exists or after all asbestos material is removed from the building

*24.[767]

Building rehabilitation and reconstruction project files when asbestos is installed, removed, encapsulated, applied, distributed or otherwise involved:
RETENTION:                        40 years

*25.[768]

Lead or copper content testing and remediation files covering lead or copper content in drinking water of public facilities

 

a.         Water sample test results and related records, when lead or copper level exceeds the action level as defined in Section 5-1.41, State Sanitary Code:
RETENTION:                        50 years

 

b.         Water sample test results and related records, when lead or copper level does not exceed the action level as defined in Section 5-1.41, State Sanitary Code:
RETENTION:                        10 years

 

c.         Records of remediation by replacement of lead or copper plumbing:
RETENTION:                        6 years after building no longer exists

 

 

d.         Records of remediation by elimination or replacement of water cooler not connected to plumbing:
RETENTION:                        6 years after cooler eliminated or replaced

 

*26.[769]

Pesticide (including herbicide, rodenticide and disinfectant) application record (showing kind and quantity used, dosage rate, method of application, target organism, area and time of application):
RETENTION:                        3 years

NOTE: Records of incidents of possible exposure to pesticides (including herbicides, rodenticides and disinfectants), and other records created because pesticides are considered "toxic substances," are covered by item no. 379 in the Personnel/Civil Service section.

*27.[770]

Inventory of pesticides (including herbicides, rodenticides and disinfectants) maintained by local government:
RETENTION:                        40 years after superseded or obsolete

*28.[771]

Annual report of pesticides (including herbicides, rodenticides and disinfectants) used, submitted to New York State Department of Environmental Conservation:
RETENTION:                        2 years

*29.[772]

Application for business/agency pesticide registration, including all related records:
RETENTION:                        1 year after superseded or invalid

*30.[773]

Records relating to certification for individual certified commercial applicator, including copy of application, records of training in use of pesticides, examination results, copy of certificate and recertification records:
RETENTION:                        6 years

*31.[774]

Permits and approvals from state or county health department to operate pool or beach:
RETENTION:                        3 years after denial or expiration

*32.[775]

Reports of pool or beach operation and inspection:
RETENTION:                        21 years

*33.[776]

Facility inmate work crew records, covering crews from state or county correctional facilities performing work outside the facilities for local government or not-for-profit organization, including but not limited to request for work crew and site visit report:
RETENTION:                        2 years

*34.[777]

Self-evaluation records, required under Americans with Disabilities Act (ADA)

 

a.         Voluntary compliance plan for facility, including list of persons consulted, description of areas examined, transition plan, list of problems identified and description of modifications anticipated and made:
RETENTION:                        PERMANENT

 

b.         Copies of work orders, progress notes and other supporting documentation:
RETENTION:                        1 year after modifications completed

*35.[778]

Inspection reports, reviews and audits (internal and external) created relative to the Americans with Disabilities Act (ADA):
RETENTION:                        6 years after building or facility involved is no longer in use

*36.[779] Individual complaint records, filed under the provisions of the Americans with Disabilities Act (ADA), including but not limited to complaint or charge, medical reports, response to charge, correspondence and internal memoranda, records documenting work done in response to complaint and documentation of final resolution
 

a.                  When complaint is filed by officer or employee of the local government involved:
RETENTION:                        6 years after termination of employment

 

b.         When complaint is filed by person other than officer or employee of the local government involved:
RETENTION:                        3 years after date of final entry in record, but not less than 3 years after person involved attains age 18

*37.[780]

Summary record for individual case and/or master summary record of all Americans with Disabilities Act (ADA) cases:
RETENTION:                        PERMANENT

*38.[781] Videotape or other recording maintained for security purposes
 

a.         Videotape or other recording containing incidents warranting retention for administrative or potential legal uses:
RETENTION:                        3 years, but not until any minor has attained age 21

 

b.         Videotape or other recording not containing incidents warranting retention for administrative or potential legal uses:
RETENTION:                        0 after no longer needed

*39.[782] Records relating to protection of underground facilities
 

a.         Notice of or request for excavation, received by local government from excavator, pursuant to 16 NYCRR, Section 753-5.2, including notice of postponement or cancellation and notice of discovery of unknown facility: 
RETENTION:                        4 years

 

b.         Master list or central registry of operators of underground facilities located within borders of county or municipality:
RETENTION:                        0 after superseded or obsolete

*40.[783]

Records filed by contractor or sub-contractor with local government related to public works project, pursuant to Section 220 (3-a), Labor Law, including but not limited to copy or abstract of payroll, classification of workers employed on a project, and statement of work to be performed by each classification:
RETENTION:                        3 years after contract completion

**41.[897]

Water supply system records, covering water supply system (such as private well) maintained by local government for its own use

NOTE: Public water supply records, where a local government provides water for public consumption, are covered by items in the Environmental Health section, Environmental Facilities: General and Environmental Facilities: Public Water Supply subsections.

 

a.         Permits and approvals necessary to establish or operate system, including supporting data and other related records:
RETENTION:                        PERMANENT

 

b.         Original entry and intermediary charts, graphs and other data collected relating to water usage, water levels and water quality:
RETENTION:                        10 years

 

c.         Reports and related data collection and other summary records showing long-term trends and developments:
RETENTION:                        PERMANENT

 

d.         Reports and related records not showing long-term trends and developments:
RETENTION:                        0 years

 

e.         Reports and test results on unsatisfactory water supply samples:
RETENTION:                        20 years

 

f.          Log recording summary information collected at periodic intervals such as changes in pressure and level, proportion of chemicals present, operational changes and problems:
RETENTION:                        PERMANENT

 

g.         Log recording all or routine information such as changes in pressure and level, proportion of chemicals present, operational changes and problems:
RETENTION:                        5 years

NOTE: If no logs containing summary information are generated, local governments may wish to retain all or some records covered by part "g" of this item longer, for both long-term administrative use and for potential research purposes.

**42.[898] Energy consumption monitoring records showing use of electricity or fuel, operation of heating and/or cooling equipment, or environmental conditions (temperature, humidity, air quality) in various parts of publicly owned or operated building or other facility
 

a.                  Detailed data collected from sensors or monitors, and detailed reports generated from such data:
RETENTION:                        0 after no longer needed

NOTE:  Some of this data and these detailed reports may need to be retained for 6 years for energy consumption trending analysis or energy consumption audit purposes.  The State Archives recommends that local governments consult the Office of the State Comptroller or their own auditor to determine which data may have long-term value.

 

b.                  Equipment maintenance, testing and service records, except detailed records of routine activities:
RETENTION:                        6 years after equipment no longer in use

 

c.         Detailed records of routine maintenance, testing and service:
RETENTION:                        6 years

 

d.         Reports relating to energy consumption and environmental conditions, including reports of problems and corrective actions taken, summary reports of environmental conditions, and reports showing long-term energy consumption trends, along with accompanying charts, graphs and data tables:
RETENTION:                        6 years

NOTE: Appraise these records for historical or other long-term significance prior to disposition.  Records showing long-term trends in energy use may need to be retained permanently, or at least 6 years after the building or other facility is no longer in use.  Contact the State Archives for additional advice.

**43.[899] Records relating to mines owned or operated by local government
 

a.         Plans, maps and environmental impact statements generated as part of application process to obtain permit from New York State Department of Environmental Conservation to operate mine, or to obtain permit renewal:
RETENTION:                        PERMANENT

 

b.         Other records generated as part of application process to obtain permit from New York State Department of Environmental Conservation to operate mine, or to obtain permit renewal, including but not limited to original and renewal application, actual permit, reports and correspondence:
RETENTION:                        3 years after mine closed and land reclaimed

 

 

c.         Mine registration with the United States Department of Labor, Mine Safety and Health Administration (MSHA) known as "Legal Identity Report":
RETENTION:                        3 years after mine closed and land reclaimed

 

 

d.         Listing of employment, accident and injury data, submitted annually by MSHA to local government:
RETENTION:                        5 years

 

e.         Quarterly mine employment and coal production report, submitted to MSHA, as required by 30 CFR, Section 50.30:
RETENTION:                        5 years

 

f.          Basic information on employees working at mine, known as "population survey," submitted to MSHA, as required by 30 CFR, Section 45.4:
RETENTION:                        0 after no persons listed on report still work at mine

NOTE:  The annual training plan for employees who work at a mine is covered by item no. 655 in the General section.  Accident and personal injury reports are covered by item no. 744 in the Personnel/Civil Service Section, Personnel subsection.  The rescue plan is covered by item no. 512 in the Public Safety section, Fire Fighting and Prevention subsection. Training certification records for each employee working at a mine are covered by item no. 368 in the Personnel/Civil Service section, Personnel subsection.

**44.[918] Hazardous waste generation records
 

a.         Individual load delivery and other detailed records, including manifest form:
RETENTION:                        3 years after waste accepted by transporter

 

 

b.         Annual and exception reports:
RETENTION:                        3 years after due date of report

 

c.         Test results and waste analyses:
RETENTION:                        3 years after date waste was removed

NOTE:  This item covers records of local governments which generate hazardous waste but do not operate programs to collect and dispose of hazardous waste. For governments that operate such programs, item no. 232 in the Environmental Health section, Solid Waste Management Facilities subsection, covers records of the generation, collection and disposal of hazardous waste.

 
Last updated
Wed, 2015-10-14 15:01