Managing Records

These instructions provide a brief overview of the REC-3, REC-4, and REC-5 forms and information to be included on them. For more detailed assistance, contact Government Records Services at the State Archives at (518) 474-6926.

Purpose and Role

The New York State Archives encourages state agencies and local governments to establish records advisory boards. The mission of such boards is to guide the program and assist the records management officer (RMO). The board can be a key catalyst in building and maintaining a records management program, and can help the RMO promote the program and elicit buy-in from all government officials and employees.

Some of the possible activities the board carries out include the following:

Agency

Adirondack Park Agency

Aging, Office for the

Agriculture and Markets, Department of

Alcoholic Beverage Control, Division of

Alcoholism and Substance Abuse Services

Arts, Council on the

Attorney General, Office of the

Budget, Division of the

Children and Family Services, Office of

Civil Service, Department of

Correction, Commission of

Corrections & Community Supervision, Department of

Criminal Justice Services, Division of

§ 68. Disposal of records.

Section
101. Short title.
102. Definitions.
103. Electronic facilitator.
104. Use of electronic signatures.
105. Use of electronic records.
106. Admissibility into evidence.
107. Exceptions.
108. Personal privacy protection.
109. Use of electronic records and signatures to be voluntary.

§ 101. Short title.
This article shall be known and may be cited as the "electronic signatures and records act".

§ 97-i. New York state local government records management improvement fund.
1. There is hereby established in the joint custody of the state comptroller and the commissioner of taxation and finance a special fund to be known as the New York state local government records management improvement fund.

§ 97-ddd. Education archives account.
1. There is hereby established in the joint custody of the state comptroller and the commissioner of the department of taxation and finance an account of the miscellaneous special revenue fund to be known as the education archives account.

(Statutory authority: Local Finance Law, § 63.10)

Sec.
55.1 Cancellation of paid obligations
55.2 Destruction of cancelled obligations
55.3 Destruction of obligations by registration agents
55.4 Cancellation of coupons by counties or cities
55.5 Burning, pulverizing or shredding of obligations
55.6 Records to be kept
55.7 Use of facsimile signature
55.8 Cancellation and destruction of partially destroyed or defaced obligations
55.9 Effective date

PART 188, STATE GOVERNMENT ARCHIVES AND RECORDS MANAGEMENT

(effective February 5, 2009)

Sec.
104.1 Application
104.2 Retention schedules
104.3 Procedure for disposition of court records
104.4 Microphotography of court records
104.5 Confidentiality

Historical Note
Part (§ 104.1) added by renum. Part7, filed Feb. 2, 1982; repealed, new (§§ 104.1-104.5) filed July 13, 1989 eff. July 5, 1989.