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Environmental Facilities: General

Environmental Health

Environmental Facilities: General
Title Major Revision Previous Schedules Schedule Item
Capital construction or public improvement project file for environmental facility,

covering water treatment plant; public water supply system; wastewater treatment plant and disposal system; and solid waste management facility (including landfill gas recovery facility)

 CO2 817; MU1 867; MI1 693 430

a: Feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; construction inspection reports; final or "as built" plans, maps, designs, sketches, architectural drawings and photographs; environmental impact statement; annual project statement; fiscal and other final reports; significant change orders; retrofitting records; and significant correspondence:
RETENTION: PERMANENT
NOTES: Some draft or intermediary plans, maps, designs, sketches or architectural drawings, or detailed construction specifications may need to be retained permanently under part "a," above, 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 under part "b," below. Contact the State Archives for additional advice.

b: Supplementary documentation, including interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheet, non-significant change orders; routine correspondence, detailed construction specifications and draft or intermediary plans, maps, designs, sketches or architectural drawings:
RETENTION: 6 years after completion of project or date of most recent entry, whichever is longer

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 date of last entry
NOTES: Appraise these records for historical significance prior to disposition. Certain records for important environmental facility projects that are proposed but not undertaken may have historical and other research value and should be retained permanently. Contact the State Archives for additional advice.
Permit or registration files for construction, operation and maintenance

of environmental facility, covering water treatment plant; public water supply system; wastewater treatment plant and disposal system; and solid waste management facility (including landfill gas recovery facility)
NOTES: Duplicate set of records maintained for public observation should be retained in accordance with specific permit requirements issued by the New York State Department of Environmental Conservation.

 CO2 255; MU1 223; MI1 181 431

a: Permit, application, approval or disapproval; related plans, maps, specifications and engineering drawings; variance from New York state regulations, approval of use of emergency source of water, approval to supply water to or take water from other system, approval of fluoridation process, progress and inspection reports, final and annual reports, summaries of data collected relating to permit issuance, and significant correspondence:
RETENTION: PERMANENT

b: Routine correspondence, cover and internal memoranda, draft or intermediary plans, designs and photographs, detailed data that has been summarized in other records, and other records of transitory value:
RETENTION: 6 years after date of last entry
Component part

sketches, measurements, installation, inspection and maintenance records:
RETENTION: 6 years after part replaced or its use permanently discontinued

 CO2 257; MU1 225; MI1 183 432
Automated operating system records,

covering Supply Control and Data Acquisition (SCADA) or equivalent systems, covering operation, monitoring, problems or emergencies, and maintenance of environmental facility

 CO2 818; MU1 868; MI1 694 433

a: Detailed data collected from sensors or monitors, and detailed reports generated from such data:
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, such as those contained in Section 756.2(c), 6NYCRR. It is recommended that local government environmental facilities 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: 5 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.
Log

or equivalent record containing information such as changes in pressure and level, proportion of chemicals present, operational changes, problems and emergencies, and personal observations

 CO2 258; MU1 226; MI1 184 434

a: Containing summary information collected at periodic intervals and information on significant readings, events or observations:
RETENTION: PERMANENT

b: Containing all or routine information collected at frequent intervals:
RETENTION: 5 years
NOTES: If no logs containing summary information are generated, local government environmental facilities may wish to retain all or some records covered by part "b" of this item, for both long-term administrative use and for potential research purposes.
Certain inspection logs of solid waste management facilities must be retained for 7 years after date of inspection. See item no. 463.
Charts, graphs and similar records

of pumpage, flow, pressure, emissions, temperature, levels of chemicals, and related information

 CO2 259; MU1 227; MI1 185 435

a: Summary records showing long-term trends and developments:
RETENTION: PERMANENT

b: Records of original entry, containing significant information:
RETENTION: 10 years

c: Records of original entry, containing only routine information with no long-term value:
RETENTION: 1 year
NOTES: Some of these records may need to be retained longer to meet both administrative needs and legal requirements, such as those contained in Section 756.2(c), 6NYCRR. Consult your attorney or counsel and the State Department of Environmental Conservation to determine which records, if any, must be retained longer than 1 year.

d: Intermediary records, compiled from records of original entry, but not showing long-term trends and developments:
RETENTION: 5 years
Operator qualifications records:


RETENTION: 6 years after disapproval, renewal, or expiration of approval

 CO2 260; MU1 228; MI1 186 436
Reports, studies or data queries,

including those generated from SCADA or equivalent environmental facility operating system (including documentation of macros, queries, and reports), when not covered by specific report items in this section:
RETENTION: 0 after no longer needed
NOTES: Appraise the records for archival value. Reports and studies documenting various aspects of system operation may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

CO2 819; MU1 869; MI1 695 437
Environmental facility alarm, problem and emergency records


CO2 820; MU1 870; MI1 696 438

a: Narrative records documenting serious problems or emergencies, including charts, graphs, and 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: 5 years

c: Contingency or similar plans to deal with emergency situations:
RETENTION: PERMANENT
Audio-visual files,

including video inspection of environmental facilities, public water supply, and wastewater disposal systems when not covered by specific items in this section:
RETENTION: 0 after no longer needed

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