N yc sup plemental records retention new york city. This page contains the retention and disposition schedules for professional license records in the following states. April 2005iii fiscal records records retention and disposition schedule this schedule includes fiscal records created for and by the new york state unified court. Using state archives local government retention schedules. Managing case files linda bull, regional advisory officer, nys archives. The guidelines below give retention periods for the most common business records.
Records retention and disposition state university of. Retention and disposition schedules new york state archives. New jersey department of law and public safety, division of consumer affairs. The new york state archives local government retention schedules can be a bit. It is the intention of this policy statement to provide a guideline for the retention of records by all types of ems services. Records management services records storage center is a secure, centralized, lowcost facility for storing semiactive state agency records with retention periods of ten 10 years of less.
New york state archives and records administration sara electronic records program status report by margaret hedstrom this essay discusses the development of programs and strategies for. State of nj nj treasury dores records retention and. Nyc supplemental records retention and disposition schedule. United states records retention schedule by state legislation. General retention and disposition schedule for new york state. Retention and disposition schedules state professional. Texas or new yorknew jersey, feel free to connect with any of our records. The new york state archives developed the following records retention and disposition schedules in partnership with state and local governments. The new york state archives develops retention schedules to help local government officials efficiently dispose of records they no longer need to keep, but we sometimes feel a little. Records covered by this retention schedule must be retained for the minimum retention. United states records retention schedule by state legislation news todays regulations and guidelines for document retention across many different industries has become much more stringent in the past. New york state insurance record keeping requirements at.
Local government records retention schedules washington. These record retention guidelines provide a general guideline for the retention of tax and other financial records, but the specific holding periods for any. Records retention schedules kentucky department for. Records retention and disposition schedule co2, last revised in 2006. General retention and disposition schedule for new york state government records. California state archives california document retention schedules. This information was delivered to me in electronic form, and is believed to accurately represent the current new york state insurance record keeping requirements.
The new york state archives develops retention schedules to help local government officials efficiently dispose of records they no longer need to. Records of the new york city board of elections a schedule for disposition of. New york state archives and record administration sara requirements for managing records. This new schedule has been adapted from the records retention and disposition schedule mi1 issued in 2006 by the state archives program of the new york state education department pursuant to. It has been prepared and issued by the state archives, state education department. State university of new york records retention and disposition schedule includes.
Guidelines for choosing records management software new york. The new york state archives intends to revise this item in future. Records maintained by the state archives of the state education department, the office of the attorney general, or the office of the state comptroller. It can be difficult to keep track of all the regulations when it comes to record retention. Explains how different software products can help manage records more effectively, including software that maintains records inventories, tracks inactive records. In addition, certain agencies have programs that are subject to oversight by other. Past schools new york association of local government records. An agencys records retention schedule, as approved by the commission, will. Department of education prepared and issued by the new york state archives and. Retention of information collected through this website.
Records retention schedules for all local government agencies. The new york state archives has provided a document retention schedule building resource specifically aimed at local government and educational departments, but it can help provide information to. Records retention and disposition schedule october 31. State agency records disposition request forms for developing retention schedules to cover unique records not found in the general schedulestate university. Arts and cultural affairs law authorizes the state archives to develop and disseminate records retention and disposition schedules for new yorks state. View document new york codes, rules and regulations state. Records management program faq the city college of new york. The cuny schedule has been adapted from the records retention and disposition schedule mi1 issued by the state archives program of the new york state education department.
This schedule covers contract records maintained by federal agencies but not records maintained by contractors, which are governed by 48 cfr 4, subpart 4. The university archives accepts some records for permanent retention. These records from our holdings remind us of the strength, ingenuity and perseverance new yorkers have shown in previous crises and will continue to show as we move forward. The information collected through this website is retained by nys in accordance with the records retention and disposition requirements of the new. State agency records retention schedules set both minimum and maximum periods. Records retention schedules nevada state library archives. Agencies may choose to image documents and retain the image to satisfy the retention periods established in the state general schedule or agencyspecific schedules. Texas state records retention schedule revised 4th. Records, and the information they contain, are the lifeblood of government activity and one of the keys to making government more responsive, efficient, and transparent. Foundations of using new york state archives local. Agencies should refer to the general retention and disposition schedule for new york state government records as published by the new york state archives and records for guidance on minimum retention periods for other fiscal records, purchasingclaims and payments, revenue and collections, accounting reports and bank transactions. The supplemental retention schedule is largely based on the records retention and disposition schedule mu.
For more information, please visit our page regarding the closure. Record retention guidelines by state record nations. The office of general counsel issued the following opinion on july 21, 2005, representing the position of the new york state insurance department. Understanding general records schedules in evaluating records and preparing disposition instructions, agencies should make proper use of the general records schedules grs. The new york state archives is ready to help you manage your records effectively throughout their lifecycle from creation to destruction or preservation. Records management includes activities undertaken by agencies to improve the management of records and to comply with provisions of section 57. All branches and facilities of the washington state archives are closed to the public until at least may 5th. The information collected through this website is retained by otda in accordance with the records retention and disposition requirements of the new. Below weve compiled record retention schedules by state for municipalities, special. Section operational managementrecords management omh. New york state unified court system criminal records of the supreme and county courts records retention and disposition schedule the following retention periods apply.
A bullet preceding the records series item number denotes the addition of a new records series or a revision to a records series as it appeared in the january 1998 edition of the texas state records retention schedule, issued as an administrative rule of the texas state library and archives commission. The grds is prepared and issued by the state archives, within the new york state education department and indicates the minimum length of time that officials must retain their records before they may be. It is a revised edition of records retention and disposition schedule mu1, originally. This schedule provides retention periods for records created by local governments. Using the general records schedules national archives. This policy was prepared in conjunction with the grds for use by miscellaneous local governments in new york state section 185. State government general records retention schedule sggrrs version 6. Record retention new york state department of financial. In business, good recordkeeping is essential not only for tax reporting purposes, but also for the success of the company. Local government record retention schedules georgia archives. State archives government records services new york. All records retention schedules approved by the local records committee are provided below. By destroying records when they have met retention or transferring permanent records to the archives, the space occupied by records will be reduced dramatically.
Privacy policy justice center for the protection of. The retention schedule below is for records series that are applicable to multiple state agencies. Record retention and disposition administrative services. Records created pursuant to section 208, state technology law, which requires state agencies to disclose to new york state residents when their computerized private information was or may have. For records not covered by the suny schedule and which involve common types of state agency records for example, financial, personnel, technology, campuses must adhere to the general retention and. The purpose of this section is to provide guidance to agencies about record retention requirements to. Records retention new york state department of health. What an employer should know about record retention.
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