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Public Transportation System

Transportation and Engineering

Public Transportation System
Title Major Revision Previous Schedules Schedule Item
Map, plan, schedule, diagram or sketch

of entire system or specific branch or route providing information on stations, stops, dates of operation and times of arrival and departure

 CO2 698; MU1 635; MI1 563 1092

a: Final or "as built" copies of official maps, plans and designs showing system route and details of structures, along with draft or intermediary copies that document significant changes:
RETENTION: PERMANENT

b: Draft or intermediary copies of official maps, plans and designs showing system route and details of structures, that do not document significant changes:
RETENTION: 0 after no longer needed

c: Schedules and diagrams showing individual routes and route and time changes:
RETENTION: 1 year after superseded or obsolete
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Local governments should consider permanent retention of samples only of schedules and diagrams covered by part "c" of the above item. Contact the State Archives for additional advice in this area.
Automated operational system

used to monitor and schedule operation of public transportation passenger vehicles (busses and subway vehicles), including Supply Control and Data Acquisition (SCADA) or equivalent system, used to monitor environmental conditions (temperature, humidity, air quality) in vehicles or various areas accessible to the public
NOTES: For reports and queries from system data, see item no. 1345. For alarm, problem and emergency records created from system data, see item no. 1346.

 CO2 1010; MU1 908; MI1 867 1093

a: Detailed data file containing information such as on vehicle stops, usage, locations at specific times or intervals:
RETENTION: 0 after no longer needed
NOTES: 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 public transportation systems 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: System operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION: 6 years
NOTES: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. Contact the State Archives for additional advice in this area.

c: Voice data maintained in or by automated system, including conversations between central operational unit and individual vehicle operators, and voice data used for annunciation on vehicles:
RETENTION: 0 after no longer needed
NOTES: Records custodians may wish to consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential legal value. Recordings documenting serious incidents may warrant longer retention for legal reasons. These tapes should be retained until legal action is resolved, or the relevant specific communications should be transferred onto a separate tape. Contact the State Archives for additional advice.
System operational records of original entry

created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records (including but not limited to passenger counts, tickets, and stubs):
RETENTION: 0 after posted to summary record

 CO2 699; MU1 636; MI1 564 1094
Operational reports and queries for public transportation system,

including macros, queries and necessary documentation used in report and query generation

 CO2 1011; MU1 909; MI1 868 1095

a: Reports and queries dealing with serious incidents or problems, or major issues with long-term implications:
RETENTION: PERMANENT

b: Reports on routine activities, which contain information of legal or fiscal value:
RETENTION: 6 years

c: Reports on routine activities, which do not contain information of legal or fiscal value:
RETENTION: 0 after no longer needed
Public transportation system alarm, problem and emergency records


CO2 1012; MU1 910; MI1 869 1096

a: Narrative records documenting serious problems or emergencies, including data necessary to support such records:
RETENTION: PERMANENT

b: Records documenting minor or routine alarms or problems, including detailed data generated by automated systems when certain parameters are exceeded:
RETENTION: 3 years

c: Contingency or similar plans to deal with emergency situations:
RETENTION: PERMANENT
Bus driver's daily work or tour of duty report,

reporting road failures and any defects noted, created pursuant to 17NYCRR Section 721.21 (b)

 CO2 1013; MU1 856; MI1 870 1097

a: If report indicates no maintenance problems, or when no significant work is performed and no funds expended:
RETENTION: 6 months

b: If significant work is performed and funds are expended:
RETENTION: 6 years after vehicle no longer in use
Public transportation safety plan files,

covering plans submitted to New York State Department of Transportation pursuant to Part 975, 17NYCRR

 CO2 1014; MU1 911; MI1 871 1098

a: Copy of plan, including all amendments:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
Operational certification and review records

relating to approval and inspection by New York State Department of Transportation

 CO2 700; MU1 637; MI1 565 1099

a: Operations review records:
RETENTION: PERMANENT

b: Certificate of inspection and approval to operate:
RETENTION: 6 years after invalid

c: Copies of operational records received from private transportation companies serving local government under contract:
RETENTION: 0 after no longer needed

d: Data collected in preparation of annual fiscal and service data reports, including statistical sampling records:
RETENTION: 6 years after submission of related report
Special federal- or state-funded public transportation program records,

covering Special Transportation Services for the Transportation Disabled, special mobility improvement projects related to transportation enhancements within the Metropolitan Commuter Transportation District, and Rural Public Transportation Assistance Program

 CO2 1015; MU1 912; MI1 872 1100

a: Service plans (including all amendments), final or annual reports, results of audits and reviews, and related policies and procedures, including eligibility requirements and documentation of provider or services coordinator selection:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
Commuter traffic reduction program records,

covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records

 CO2 1016; MU1 857; MI1 873 1101

a: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates, including records relating to agency review, approval, disapproval and appeal (copies maintained by local government acting as Local Administrative Agency):
RETENTION: 6 years after superseded or obsolete
NOTES: Appraise these records for archival value. These records may be useful in providing information on relieving traffic congestion problems in certain urban areas. Contact the State Archives for additional advice.

b: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates (copy maintained by local government employer):
RETENTION: 3 years after superseded or obsolete

c: Bi-annual maintenance report (copy maintained by local government employer or local government acting as Local Administrative Agency):
RETENTION: 6 years

d: Information on potential participants, including list of applicants and individual employee surveys:
RETENTION: 3 years
Special public transportation related studies,

covering subjects such as commuter parking, car pooling, bicycle paths, bicycle lanes, and bus route changes

 CO2 1017; MU1 913; MI1 874 1102

a: Final reports, including all attachments:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years after completion of report or date of most recent entry in record
Special bus trip records

covering trips conducted outside normal public transportation schedule, such as "curb-to-curb" handicapped vehicle use; transportation provided by aging, youth, veterans' and other specialized services; and trips to special events; and including applications for service, lists of attendees, trip reports, and records of fees collected:
RETENTION: 6 years

 CO2 1018; MU1 914; MI1 875 1103
Predecessor public transportation company records,

covering private bus companies, trolley, horse-car railroad, or turnpike companies, held by successor local government agency:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Some of these records will likely possess significant 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, and may constitute some of very few existing records documenting these functions before the 1970s. Contact the State Archives for additional advice.

 CO2 1019; MU1 915; MI1 876 1104
Annual affidavit of compliance

submitted to the New York State Department of Motor Vehicles certifying compliance with requirements for bus drivers as indicated in Article 19-A of Vehicle and Traffic Law, including accompanying annual statistical report on miles traveled by buses, driver convictions and accidents, and related information:
RETENTION: 3 years after end of current year

 CO2 1064; MI1 915 1105