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Agencies administer functions to provide information on agency programs and services, respond to inquiries from the public, disseminate information through publications and through the news media, and administer Freedom of Information and Personal Privacy Protection Laws (Sections 84-99, Public Officers Law).
Records Not Covered: All records of the Committee on Open Government, Department of State.
*90329 Information Inquiries and Requests Records
Letters, memoranda, telephone logs, copies of responses, and related records that document requests for information from the public, organizations, and other agencies, excluding formal requests filed under the Freedom of Information Law.
Minimum Retention and Disposition: Destroy 6 months after response is made.
Justification: Records should be retained for 6 months to document responses and to analyze the nature of requests and responses.
*90330 Freedom of Information Law (FOIL) Subject Matter and Employee Lists
Agency copies of subject matter lists, lists of records systems, or file categories along with lists of the name, public office address, title and salary of every officer or employee of the agency, prepared pursuant to FOIL (Section 87, Public Officers Law).
Minimum Retention and Disposition: Destroy 6 months after superseded by updated lists.
Justification: Obsolete lists may be needed for Article 78, Civil Practice Law and Rules proceedings.
90331 Freedom of Information Requests and Appeals
Formal requests for access to agency records filed by members of the public, the press, or other agencies under FOIL, agency responses to requests, and appeals in situations where access to records is denied.
Minimum Retention and Disposition: Destroy 6 months after access is provided or appeal is resolved.
Justification: Records may be needed for Article 78, Civil Practice Law and Rules proceedings.
90332 Personal Privacy Impact Statements -- Copies of privacy impact statements and notices filed by agencies with the Committee on Open Government in compliance with the Personal Privacy Protection Law listing records systems which contain personally identifiable information and indicating their impact on personal privacy.
Minimum Retention and Disposition: Destroy 6 months after superseded by updated notices or statements.
Justification: Records may be needed for Article 78, Civil Practice Law and Rules proceedings.
90333 Personal Privacy Records Access Requests and Appeals
Requests by data subjects filed under provisions of the Personal Privacy Protection Law for access to records pertaining to them, agency responses to requests, and appeals in situations where access is denied.
Minimum Retention and Disposition: Destroy 6 months after access is provided or appeal is resolved, or after filing the next Personal Privacy Annual Report, whichever is later.
Justification: Records and responses may be needed for Article 78, Civil Practice Law and Rules proceedings and to provide information needed to prepare the next Personal Privacy Annual Report.
*90387 Personal Information Disclosure Records
Lists documenting the disclosure of agency records containing personal information, including the date, nature and purpose of each disclosure and the name and address of the person or governmental unit to whom each disclosure is made.
Minimum Retention and Disposition: Destroy 5 years after disclosure of information or after life of the record disclosed, whichever is longer.
Justification: Section 94.3 of Public Officers Law requires the indicated retention period to ensure that individuals can track the disclosure of their personal information.
90334 Requests for Records Amendments or Corrections and Appeals
Requests filed by data subjects under provisions of the Personal Privacy Protection Law to amend or correct personal information contained in agency records, agency responses to those requests, and appeals in situations where the request is denied.
Minimum Retention and Disposition: Destroy 6 months after corrections are made or appeal is resolved.
Justification: Records may be needed for Article 78, Civil Practice Law and Rules proceedings.
90335 Personal Privacy Annual Reports
Agency copies of annual reports to the Committee on Open Government indicating the number of requests for access to records and for corrections and amendments to records which were approved and denied each year under the Personal Privacy Protection Law.
Minimum Retention and Disposition: Destroy after filing of subsequent report.
Justification: The report is needed for reference when preparing a new annual report.
90336 Press Release/Publication Files
Copies of news articles, press releases, newsletters, posters and other published materials issued by the agency to the media and others to inform the public about events, activities, and accomplishments.
Minimum Retention and Disposition: Transfer to State Archives 3 years after creation.
Justification: Agency press releases and similar materials warrant preservation in the State Archives because they possess long-term research value and document agency activities and accomplishments.
*90337 Annual Report Development Files
Narrative reports on agency and program unit activities, statistical data and summaries, drafts, charts, graphs, photographs, and related records used to prepare agency annual reports, but excluding the reports themselves.
Minimum Retention and Disposition: Destroy 3 years after preparation of annual report.
Justification: Agencies should retain these records for reference and analysis in preparing subsequent annual reports.
Note: Agencies should send 30 paper copies and one electronic copy of published annual reports to the State Library for inclusion in the State Document Depository System.
*90338 Agency Annual Reports
Annual reports prepared by agencies describing functions, activities, and events of the past year.
Minimum Retention and Disposition: Transfer one copy of each report to the State Archives.
Justification: The copy transferred to the State Archives will satisfy archival requirements.
Note: Agencies should send 30 paper copies and one electronic copy of published annual reports to the State Library for inclusion in the State Document Depository System.
90339 Public Information Subject Files
Records used to support an agency's program, arranged by subject, including correspondence, memoranda, studies, reports, plans, press clippings, and copies of internal policies and procedures pertaining to relations with the press and news media, public relations techniques, outreach, information dissemination and related topics.
Minimum Retention and Disposition: Destroy when obsolete or superseded.
Justification: These records have no legal or fiscal value.