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Local Regulatory/Permitting Agency: Oversight of Environmental Facilities

Environmental Health

Local Regulatory/Permitting Agency: Oversight of Environmental Facilities
Title Major Revision Previous Schedules Schedule Item
Permits, approvals,

and related records, relating to public water supply or wastewater disposal system, maintained by local health agency

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a: Approvals of extensions of areas covered by public water supply or public wastewater treatment systems:
RETENTION: PERMANENT

b: Approval necessary for connection to public water supply or wastewater disposal system:
RETENTION: 6 years after connection no longer in use, or 6 years after denial of application
NOTES: Appraise these records for long-term uses prior to disposition, warranting longer, if not permanent, retention. These records may be useful in the future in documenting the location of pipes and other underground devices. Contact the State Archives for additional advice.

c: Records relating to surveillance of public water supply system, conducted by local health department, including inspection and sampling records, and waiver from mandatory disinfection requirements:
RETENTION: 3 years after superseded, invalid or obsolete

d: State Pollutant Discharge Elimination System (SPDES) permit issued by county health agency pursuant to Section 17-0701.7, Environmental Conservation Law:
RETENTION: 6 years after permittee ceases pollution discharge and the permit coverage is terminated
Reports and studies

relating to environmental facilities, covering records maintained by county health agency or by municipality

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a: Copies of reports and studies, received from public water supply systems, including copies of reports created pursuant to Section 5-1.72 of 10NYCRR, where these facilities are under surveillance of county health department:
RETENTION: 3 years

b: Informational copies of reports and studies, received from environmental facilities, including copies of reports created pursuant to Section 5-1.72 of 10NYCRR, where county does not have surveillance responsibility:
RETENTION: 0 after no longer needed

c: Records relating to unsatisfactory water samples, watershed rules violations, and water quality monitoring violations, including testing records and records of action taken by supplier of water to correct violations, where county is involved in testing samples, monitoring violations and correcting problems:
RETENTION: 6 years after superseded
NOTES: Appraise these records for long-term uses prior to disposition, warranting longer, if not permanent, retention. These records may be useful in the future in documenting cases of serious drinking water contamination. Contact the State Archives for additional advice.

d: Informational copies of records relating to unsatisfactory water samples, watershed rules violations, and water quality monitoring violations, including testing records and records of action taken by supplier of water to correct violations, where county is not involved in testing samples, monitoring violations and correcting problems:
RETENTION: 1 year

e: Public health hazard notification, received by county or municipality from public water supply system, pursuant to Section 5-1.77(b), 10NYCRR:
RETENTION: 6 years

f: Copies of monthly discharge monitoring and operation reports, submitted to county health department acting as agent for New York State Department of Environmental Conservation in conjunction with SPDES permit requirements:
RETENTION: 5 years

g: Report or list of SPDES permits ranked in respect to need for review, received from New York State Department of Environmental Conservation:
RETENTION: 0 after superseded or obsolete
Environmental health data file,

providing summary and/or detailed information on various environmental health permitting and regulatory activities, such as community sanitation, service food establishments, private water supply and wastewater treatment systems, lead poisoning investigations, and code violations:
RETENTION: 0 after no longer needed
NOTES: Health agencies should consider long-term retention of the basic data elements of these systems for both administrative convenience and for potential research purposes, if data files are maintained locally aside from data input into the New York State Department of Health database. This data may provide for ease of access to other files and may create a record which supplements the facility data information record (see item no. 424). Contact the State Archives for additional advice.

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Reports, studies or data queries,

including those generated from environmental health data system (including documentation of macros, queries, and reports):
RETENTION: 0 after no longer needed
NOTES: Appraise the records for archival value. Reports and studies documenting various aspects of community sanitation (such as camps, resorts and mass gatherings) may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

CO2 815 422
Utility company petition

to adjust rates for collection, treatment, or disposal of sewage, including operation reports:
RETENTION: 6 years after new rate is effective or is not approved

 2020 (♦)
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