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Office Administration

General Administration

Office Administration
Title Major Revision Previous Schedules Schedule Item
Manual of procedures,

or policies and standards

 CO2 9; MU1 9; ED1 9; MI1 9 52

a: Involving major procedures, policies and standards affecting local government operations, critical functions or issues of public visibility or concern:
RETENTION: PERMANENT
NOTES: Disaster plans are covered by item 139 in the Civil Defense/Disaster Preparedness section.

b: Involving routine day-to-day procedures, policies and standards pertaining to internal administration of a local government:
RETENTION: 6 years after superseded
Correspondence,

and supporting documentation maintained in a subject file (generated or received by a local government), except correspondence that is part of a case file or other record series listed elsewhere on this Schedule

 CO2 10; MU1 10; ED1 10; MI1 10 53

a: Documenting significant policy or decision making or significant events, or dealing with legal precedents or significant legal issues:
RETENTION: PERMANENT
NOTES: Significant correspondence is often maintained by the chief executive or administrative officer, and sometimes in subject file format. See item no. 471 in the Executive section.

b: Containing routine legal, fiscal or administrative information:
RETENTION: 6 years

c: Of no fiscal, legal or administrative value (including letters of transmittal, invitations and cover letters):
RETENTION: 0 after no longer needed
Special project or program files,

including official copy of publications, videotapes, or informational literature prepared for public distribution, background materials and supporting documentation:
RETENTION: 6 years after project or program ends
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. If special projects or programs deal with significant subjects, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

 CO2 12; MU1 12; ED1 12; MI1 12 54
Grant program file


NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Federal emergency management and disaster response grants are covered under item no. 147 in Civil Defense/Disaster Preparedness section.

 CO2 13; MU1 13; ED1 13; MI1 13 55

a: Application, proposal, narrative, evaluation, and annual report for grants that have been awarded:
RETENTION: 6 years after renewal or close of grant
NOTES: Local governments may find that some of the records covered by part "a" have ongoing administrative value. These records may be useful beyond the minimum retention period for preparing future grant applications.

b: Background material, fiscal records, and supporting documentation for grants that have been awarded and all records relating to grant applications that have been rejected:
RETENTION: 6 years after renewal or close of grant or denial of application
Internal information record,

including but not limited to calendars of appointments, office and travel schedule, memoranda and routing slips, routine internal reports, reviews and plans, used solely to disseminate information or for similar administrative purposes:
RETENTION: 0 after no longer needed

 CO2 18; MU1 18; ED1 18; MI1 18 57
Duplicate copy of record,

created for administrative convenience, except where retention is specified elsewhere in this Schedule:
RETENTION: 0 after no longer needed

 CO2 19; MU1 19; ED1 19; MI1 19 58
Log or schedule

used for internal administrative purposes only:
RETENTION: 0 after no longer needed

 CO2 20; MU1 20; ED1 20; MI1 20 59
Mailing list

used for billing or other administrative purposes:
RETENTION: 0 after superseded or obsolete

 CO2 21; MU1 21; ED1 21; MI1 21 60
List, index or summary

used for internal administrative convenience or for informational purposes:
RETENTION: 0 after obsolete

 CO2 25; MU1 25; ED1 25; MI1 25 61
Working document,

such as draft, worksheet or posting record except worksheets containing fiscal information:
RETENTION: 0 after no longer needed

 CO2 26; MU1 26; ED1 26; MI1 26 62
Communication log

recording each communication between caller and receiving unit:
RETENTION: 1 year
NOTES: Item nos. 63 and 64 do not apply to records found in the public safety area. See the Public Safety section.

 CO2 27; MU1 27; ED1 27; MI1 27 63
Telephone call log, statement or equivalent record:


RETENTION: 1 year

 CO2 28; MU1 28; ED1 28; MI1 28 64
Identification card

(duplicate copy or record of issuance) issued to student, client, patron or resident:
RETENTION: 0 after invalid
NOTES: This does not apply to identification cards issued by a law-enforcement agency as proof of age or identity or identification cards issued by local government to its employees. For these, see item no. 1231 in the Public Safety section and item no. 642 in the Personnel/Civil Service section.

 CO2 33; MU1 33; ED1 29; MI1 29 65
Postal records,

including returned registered or certified mail card or receipt and insurance receipt:
RETENTION: 1 year
NOTES: This does not apply to records documenting delivery of notification to interested parties relating to tax lien sales. See the Taxation and Assessment section of this Schedule.

 CO2 30; MU1 30; ED1 30; MI1 30 66
Miscellaneous non-government records,

received by local government:
RETENTION: 0 after no longer needed
NOTES: 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.
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.

 CO2 861; MU1 739; ED1 460; MI1 735 67
Project review records,

covering projects requiring approval by the Adirondack Park Agency, Lake George Park Commission, or other government entity or agency, where local government receives records for comment or review, or for informational purposes

 CO2 867; MU1 892; MI1 739 56

a: When permit or other approval must be granted by local government involved:
RETENTION: Retain as long as related building, land use, planning, zoning, or environmental permit or approval

b: When no permit or approval by local government is needed, and records are received for comment or informational purposes only:
RETENTION: 3 years after date of most recent entry