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Managing Records

Important Reminders

  1. Local governments must adopt this Schedule prior to its use and by January 1, 2021.
  2. Records created before 1910 (even those which have been microfilmed) are not eligible for disposition without written permission from the State Archives.
  3. No records may be disposed of unless they are listed on this Schedule, or their disposition is covered by other state laws.

Submitting Required Forms

The following forms are required for:
 

Completing Records Dispositions

State Records Center (SRC) staff implement records disposition in one of two ways:
  • By destroying and recycling paper records under the State Records Center Wastepaper Contract
  • By transferring archival records to the State Archives

Disposition Notification

At least sixty days before a scheduled disposition date, we will email your RMO a “Records Disposition Notification”. 
 

Requesting records at the State Records Center

Charge-Out Requests

We routinely pull boxes for agencies requesting material. A  Records Center Reference Request form (REC-2 form) must be completed for each requested box and sent to our email, records@nysed.gov.  Use only one REC-2 form per box.

Transferring records to the State Records Center

You can transfer records to the State Records Center that

Storing Inactive Records at the State Records Center

State Records Center Services available to state agencies include:
  • Reasonably priced storage options.
    • We charge $2.90 per item per year or roughly 24 cents per month
    • We do not charge for retrieval or reshelving of records
    • To understand more about the yearly bill you will receive concerning storage and records management fees, please visit our Records Management and Storage Fees page

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