Records retention and disposition schedules for state government agencies are published on the State Education Department's website at: http://www.archives.nysed.gov/records/retention-schedules-state. background-color: #F79D3E; WebThe Records Management Officer role is established by SUNY Policy 6609, Records Retention and Disposition, pursuant to NYS Arts and Cultural Affairs Law Section 57.05 and Commissioners Regulations 8 NYCRR Part 188 . padding-right: 20px; Todays regulations and guidelines for document retention across many different industries has become much more stringent in the past few years. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. The key is to regularly carry out disposition, as indicated in your retention schedule and as part of your organizations normal business practices, and to document this disposition. padding-left: 20px; The CO-2, MU-1, MI-1, and ED-1 Schedules, were superseded by the LGS-1 on January 1, 2021 and are no longer legally valid for disposition of records. N.M. Code R. 16.10.17.10 (C) (2008). The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Section 217Establishes a 4-month statute of limitations for actions against the action or inaction of an administrative agency or officer and public sector labor unions for breach of the duty of fair representation. Suggested Retention Duration for Select Personnel Records Other Documents Several rules were amended in 2006 to clarify the process of electronic records discovery, as well as theobligations of litigating parties in discovery actions. } hSKSQ?7}[OylQDA/s5"do)b*eoQZx"4h#Ho_}xss9{. If a person or organization wants to initiate a lawsuit, they must do so within a certain period of time which varies based upon the type of complaint. .form-item-search-block { However, the "Google Translate" option may help you to read it in other languages. width: 100%; WebRetention periods for records of New York City offices and boroughs are established by the New York City Department of Records and Information Services (DORIS), 31 Chambers Street, New York, NY 10007 (212-788-8571). Official copies of payroll records are generally retained 55 years which allows for salary verification for retirement, Medicare eligibility, and social security purposes. Legible and signed facsimile orders may be accepted and shall be filed in the patient medical records. (4) Medical records shall be retained in their original or legally reproduced form for a period of at least six years from the date of discharge or three years after the patient's age of majority (18 years), whichever is longer, or at least six years after death. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. The State of New York, its officers, employees, and/or agents are not liable to you, or to third parties, for damages or losses of any kind arising out of, or in connection with, the use or performance of such information. background-color: #F79D3E; Generally, you must keep records and supporting documents for at least three years after you file a return. 8 NYCRR 29.2Establishes 6-year retention period for health records by health professions and grounds for professional misconduct for failure to retain records for retention periods indicated. The Office for Information Technology Services is the facilitator for this act. } } The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. WebThe Organization expects all officers, directors, volunteers, and employees to comply fully with any published record retention or destruction policies and schedules, provided that all officers, directors, and employees should note the following general exception to any stated destruction schedule: If you believe, or the Organization informs you, that any records are Section 208Provides persons who have arrived at "majority" (age 18) an additional 3-year period to bring legal action as adults relative to an event which occurred when the they were minors. These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. t;l,u"[-R592%'\[VunfX<13f^v5 UgJORWS|vsBCN7f,}8Lh L{7rEVmQ9$WkTS[HwRBc{+_jYaLME.bENRqA9f-54[. float: left; Every state has its own rules on top of the federal padding-bottom: 10px; Local officials desiring to dispose of any records created before 1910, even if the records have been scanned or microfilmed, must complete and submit a Request from Local Governments for Approval to Dispose of Records Created Before 1910 form. Section 213-AEstablishes a 4-year statute of limitations within which legal actions must be commenced for residential rent overcharge. For more information contact your Records Advisory Officer (RAO) or recmgmt@nysed.govfor assistance. Minor patients : 2 years beyond the date the patient is 18 (i.e., until the patient turns 20). width: 85%; The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. Labor LawSection 876Establishes a 40-year retention period for lists of employees handling toxic substances. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. In developing retention schedules, the State Archives reviews federal and state laws and regulations, audit requirements, the need for legal evidence, administrative needs, and historical or research value and establishes minimum retention periods based on this information. Documentation of disposition can protect your organization when it is unable to provide properly destroyed records in response to litigation, audits, or requests under FOIL. Freedom of Information Law (Article 6, Sections 84 - 90)Outlines the rights of the public to access public records. WebThis section of the Retention and Disposition Schedule for New York Local Government Records (LGS-1) details situations where records can or must be retained beyond their height: 35px; WebUnder limited circumstances, local governments and state agencies may transfer custody of their records to another organization or government through donation, loan, or deposit. WebRecord Retention Guidelines by State. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Retention and Disposition of Non-Government Records. Generally, you must keep records and supporting documents for at least three years after you file a return. padding-left: 20px; These include, but are not limited to: Because Google Translate is intellectual property owned by Google Inc., you must use Google Translate in accord with the Google license agreement, which includes potential liability for misuse: Google Terms of Service. Various methods of destruction for paper and electronic records may be found in the publication, Retention and Disposition of Records: How Long to Keep Records and How to Destroy Themand on the Electronic Recordswebpage. } First, it generally recognizes that electronic records are as legally effective, valid and enforceable as paper writings, with certain exceptions. Indicates that prosecution of class A felony and certain other crimes may be commenced at any time. height: 35px; Facts: }, New York State Historical Records Advisory Board. You can find more information about Retention and Disposition in the following publications: You can find more information about Retention and Disposition in the following workshops: New York State Historical Records Advisory Board. (3) Each electronic or computer entry, order or authentication shall be recorded in the medical record as to date, time, category of practitioner, mode of transmission and point of origin. For more information, refer to the Health Information Privacy page on the U.S. Department of Health and Human Services website. } Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. width: 85%; }, A records retention and disposition schedule is a list of records series titles that indicates the minimum length of time to maintain each series and what should happen once the retention period has been met; also called a "retention schedule.". Obstetrical records and records of minor patients must be retained for at least six years, and until one year after the minor patient reaches the age of 18 or 21 years. tit. float: left; Protects citizens from the random collection of personal information, enables citizens to access and correct information maintained about them, and regulates the disclosure of personal information by state agencies. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Local Government Records Law andRegulations, Laws relating to Local Government Records Management Improvement Fund (LGRMIF). background-color: #F79D3E; 1. height: 35px; The New York State Office of the State Comptroller's website is provided in English. Below are links to and information about New York State and federal laws, regulations, and requirements that state and local governments must follow when managing government records. height: 50px; cursor: pointer; Codes R. and Regs. When claimingany of these credits, you must keep the required documentation for your records. height: 50px; } The Archives has, Under limited circumstances, local governments and state agencies may transfer custody of their records to another organization or government through donation, loan, or deposit. Establishes that prosecution for misdemeanors must be commenced within 2 years of commission of the crime. Protects the privacy of student education records. Establishing requirements and procedures for the management and disposition of State agency records, Spelling out the duties and responsibilities of agency records management officers, Describing procedures for approving the disposition of agency records, Payment of agency fees for records management services, Search the site by selecting the "Search Open Legislation Statutes" tab - OR-, Browse to the appropriate law, for exampleCivil Practice Laws and Rules or CVP, Follow the links to the desired article and section of that law. (9) All orders for controlled substances shall be carried out in accordance with provisions of Part 80 of this Title. (ii) a process implemented as part of the hospital's quality assurance activities that provides for the sampling of records for review to verify the accuracy and integrity of the system. For more information, refer to the Archives' page on requesting early destruction of records. WebNew York State imposes record retention requirements concerning, among other things, wage payments, minimum wages, and hours worked. .form-item-search-block-form button { (2) The hospital shall establish, implement and monitor an effective system of author identification for medical records and/or medical orders to ensure the integrity of the authentication and protect the security of all transmissions, records and record entries. Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. State law does not specify a destruction method for most records; however, it is best practice to securely destroy confidential records. border: 1px solid #E7E4DD; Federal regulations (29 CFR 1602.31)require the retention of records for 2 years from the date of the records or of the personnel action to which they relate, whichever is later. .form-item-search-block { Due to space considerations, only four of themost commonly citedlaws have been listed. Because such tampering constitutes either a class A misdemeanor or a class D felony, persons can be prosecuted and, if convicted, sentenced accordingly for these offenses. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, sample records destruction authorization form, Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them, Appraisal of Local Government Records for Historical Value, General Retention and Disposition Schedule for New York State Government Records, Effective September 2016, Guidelines for the Management of State Agency Executive Office Records, Records Retention and Disposition Schedule - Election Records, Retention and Disposition of Library and Library System Records, Retention and Disposition Schedule for New York Local Government Records, Ask Us Anything About Updates to the Local Government Retention Schedule, Ask Us Anything About Archival Records, Keeping Up With COVID-19 - Maintaining Your Pandemic Records, Records Retention Module #1: Introduction to Retention Schedules, Records Retention Module #2: How to Use Retention Schedules for State Agency Records, Records Retention Module #3: Using the Local Government Retention Schedule (LGS-1), Records Retention Module #4: Developing Agency-Specific Retention Schedules, Records Retention Module #5: Office Retention Schedules, Records Retention Module #6: Records Disposition, Records Retention Module #7: Appraisal - Local Context, Records Retention Module #8: Appraisal - Local Scenarios, Records Retention Module #9: Appraisal - State Agencies, The New LGS-1 Featuring Records for the General Administration of all Local Government, The New LGS-1 Featuring Records of Cities, Towns, Villages, and Fire Districts, The New LGS-1 Featuring Records of Counties, The New LGS-1 Featuring Records of Miscellaneous Governments, The New LGS-1 Featuring Records of School Districts, BOCES, and other Educational Governments, Updates to the State Agency General Schedule, Using State Archives Local Government Retention Schedules, Using State Archives Local Government Retention Schedules (Winter Webinar Series 2019), Using State Archives State Agency Retention Schedules, Using State Archives State Agency Retention Schedules, What about that Room? (v) the implementation of an audit capability to track access by users. This law replaced the Patriot Act, which expired in 2015. Under the New York State Labor Law, you must maintain accurate payroll records for at least six years. OSHA requires that employee toxic or hazardous exposure records be retained 30 years after exposure and employee occupational injury and illness logs be retained 5 years. cursor: pointer; In addition to any federal requirements, OSC suggests the records retained include: Grant questions should be directed to the OSC BSAO, Federal Payment Management Team, at[emailprotected]. LAW 6530; N.Y. COMP. This 2022 edition should be used in place of the previous version of. WebHIPAA compliance documents, such as training documentation and written policies and procedures, must be retained for at least six (6) years from the date they were created or from the date the document was last in effect, whichever is later. Yes. 2000e-5, 2000e-17, and the Americans With Disabilities Act (ADA), 42 U.S.C. } The statute of limitations for civil actions under this law is ten years. (iii) Specify that such orders must be authenticated by the prescribing practitioner, or by another practitioner responsible for the care of the patient and authorized to write such orders and the time frame for such authentication. Documentation of final acceptance by grantor and closure. Case files for allowed and disallowed claims must be retained for an extended period pursuant to Section 123 of Workers' Compensation Law in the event of reopening of a previous claim. Disposition is the final action in the records lifecycle and occurs when a record satisfies its retention period as noted on a retention schedule. } width: 15%; Decisions regarding the method of destruction are usually left up to the organization. 3369 0 obj <>/Filter/FlateDecode/ID[<11DDE174A50D6A4EADB72F860546A73B>]/Index[3347 40]/Info 3346 0 R/Length 112/Prev 851050/Root 3348 0 R/Size 3387/Type/XRef/W[1 3 1]>>stream padding-left: 20px; Among its provisions, the act imposes limits on the bulk collection by federal intelligence agencies of telecommunication metadata on U.S. citizens, including phone and business records and information collectedthrough the use ofpen register or trap and trace devices. Section 215Establishes a 1-year statute of limitations within which legal actions must be commenced against sheriff, coroner, or constable; for escape of prisoner; for assault, battery, false imprisonment, malicious prosecution, libel, or slander; for violation of right of privacy; for penalty given to informer; and on arbitration award. .form-item-search-block-form button { Read more on the New York Department of Health Website. Contractors certified payrolls must be retained for 5 years pursuant to Section 220 (3-a) of Labor Law. Open Meetings Law (Article 7, Sections 100 - 111)Covers accessibility by the public to meetings of public bodies and outlines requirements for the production and availability of minutes or other proceedings. Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. This use of copies is permitted whether the originals exist or not. (8) The hospital shall implement policies and procedures regarding the use and authentication of verbal orders, including telephone orders. Such policies and procedures must: (i) Specify the process for accepting and documenting such orders; (ii) Ensure that such orders will be issued only in accordance with applicable scope of practice provisions for licensed, certified or registered practitioners, consistent with Federal and State law; and. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. Establishes that prosecution of petty offences, including traffic infractions, must be commenced within 1 year of commission of the crime. width: 85%; Retention Requirements: Statutes of Limitation, Retention Requirements for Health and Safety Records, Retention Requirements for Personnel Records, Retention Requirements for Fiscal Records, Laws andRegulations Related toLegalAdmissibility ofRecords, Laws Related to Maintaining Integrity of and Access to Records. background-color: #F79D3E; GET to KnowNew York State ComptrollerThomas P. DiNapoli. cursor: pointer; 3347 0 obj <> endobj In addition, critical SFS attachment guidance can be found inChapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidanceof this Guide. cursor: pointer; .form-item-search-block-form button { The Archives retention schedules generally apply to records regardless of the format or media in which they exist, including electronic records. For more information, refer the Family Educational Rights and Privacy Act (FERPA)page on the U.S. Department of Education website. If you rely on information obtained from Google Translate, you do so at your own risk. This act also provides patients with access to their medical records and more control over how their personal health information is used and disclosed. float: left; The MS Access and Excel versions do not contain the introduction, index, nor any section or sub-section notes; however, they provide all series and subseries information, including notes. Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, New York Code, Rules and Regulations (NYCRR), Exceptions to Applying Retention Periods Indicated in Schedule, State Government Records Law (Section 57.05), Family Educational Rights and Privacy Act (FERPA). (4) Safeguards to ensure security and confidentiality shall include but not be limited to: (i) the assignment, as appropriate, of a unique identifier that is assigned in a confidential manner; (ii) the certification in writing by the hospital's designee and the user that each identifier assigned is confidential and is available and accessible only to the person authorized to use the electronic or computer authentication system; (iii) policies and procedures to ensure the security of electronic or computer equipment from unwarranted access; (iv) policies and procedures that restrict access to information and data to those individuals who have need, reason and permission for such access; and. Rule 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record. County Boards of Elections will have continuing legal authorization to dispose of records listed on the schedule after they 1) formally adopt the schedule by resolution and 2) submit a copy of the resolution to the State Board of Elections.. Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. padding-bottom: 10px; padding-right: 20px; This special disposition consent remains in effect until the LGS-1 is updated with this new item, or until the Archives notifies the local government that it is withdrawing that consent or it is advised by the local government that it no longer wishes to use this item in lieu of other items that appear in the current LGS-1. Section 213Establishes a 6-year statute of limitations within which legal actions must be commenced where not otherwise provided on contracts; on sealed instruments; on bonds or notes, and mortgages upon real property; by state based on misappropriation of public property; based on mistake; by corporation against director, officer, or stockholder; or based on fraud. Rule 4539Also called the best evidence rule. (2) All records shall document, as appropriate, at least the following: (i) evidence of a physical examination, including a health history, performed no more than thirty days prior to admission or within 24 hours after admission and a statement of the conclusion or impressions drawn; (iii) results of all consultative evaluations of the patient and findings by clinical and other staff involved in the care of the patient; (iv) documentation of all complications, hospital acquired infections, and unfavorable reactions to drugs and anesthesia; (v) properly executed consent forms for procedures and treatments; (vi) all practitioners' diagnostic and therapeutic orders, nursing documentation and care plans, reports of treatment, medication records, radiology, and laboratory reports, vital signs and other information necessary to monitor the patient's condition; (vii) discharge summary with outcome of hospitalization, disposition of case and provisions for follow-up care; and. Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Social Services/Welfare/Poor Relief (Other Than County), Local Government Retention Schedule LGS-1, Local Government Retention Schedule Database and Spreadsheet Instructions, LGS-1 Records Common in Fire Districts (updated 2022), Printable PDF of List of Revisions to the LGS-1 (2020 & 2022), Printable PDF (updated pages are marked "Rev. Outline appropriate fees for county clerks to charge for filing, recording, and assigning index numbers to select records, including fees collected for deposit in the New York State Local Government Records Management Improvement Fund and the Cultural Education Fund. padding-right: 20px; This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. Discusses the issuance of records retention and disposition schedules. width: 85%; WebTo give you a rough idea of which types of documents should be kept when, here are some New York document retention policy suggestion lists based on federal laws, New York %PDF-1.6 % .form-item-search-block-form input#search_box { Please note that the PDF and print formats are complete copies of the LGS-1 document on file with the NYS Department of State. .form-item-search-block-form input#search_box { float: left; Contact us at. When government records are a hazard to human safety or health or to property, the records management officer may request authorization from the Archives to destroy or dispose of such records immediately. Other laws pertaining to state or local government records can be accessed by following the links, which lead directly to the New York State Senate's website. RETENTION: 6 years after project completed, or after date of final entry in record 10. For more information on developing a collecting policy, see theArchives Management webpage. padding-bottom: 10px; For guidance on appraising local government records for their enduring historical or research value, local governments should consult the Archives' publication, Appraisal of Local Government Records for Historical Value and the appraisal webpage. Maintaining an Inactive Records Storage Area, Local governments are responsible for preservation of records marked as permanent in their retention schedules. Each format cross references the unique schedule item numbers of the. .form-item-search-block-form button { New York State Historical Records Advisory Board. You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. The are records of an employees hours worked, gross wages, deductions, and net wages. } The statute float: left; padding-right: 20px; width: 15%; height: 50px; The State Archives has authority over the retention and disposition of local government and state agency records. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. height: 50px; Section211Establishes a 20-year statute of limitations within which legal actions must be commenced for bonds; money judgments; by state for real property; by grantee of state for real property; and for support, alimony, or maintenance. float: left; (5) Hospitals shall implement an ongoing verification process to ensure that electronic communications and entries are accurate, including but not limited to: (i) protocols for ensuring that incomplete entries or reports or documents are not accepted or implemented until reviewed, completed and verified by the author; and. }, State Archives records retention and disposition schedules do not cover non-government records, including the records of non-profit organizations, commercial ventures, and private individuals. If you actively collect the historical records of another organization, individual, or group, develop a collecting policy to determine what to accept and retain permanently as part of your repository. Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. Records being used for audits or legal actions must be kept until the audit is satisfied or the legal action ends, even if their minimum retention period has passed. New York State Historical Records Advisory Board. 2. For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. You must have JavaScript enabled to use this form. Records that are the subject of a legal action or audit must be retained for the entire period of the action or audit even if their retention period has passed. width: 85%; Use the left-hand menu on this page to access specific retention and (e.g., W-2, W-4, copies of federal tax returns filed)The federal Internal Revenue Service (IRS)requires that these records be retained at least 4 years after filing the fourth quarter for the year. Labor Law, you must have JavaScript enabled to use this form it is best practice to destroy... Due to space considerations, only four of themost commonly citedlaws have been listed or date! 16.10.17.10 ( C ) ( 2008 ) an employee is involuntarily terminated, his/her personnel records must be commenced 1... 35Px ; Facts: }, New York Department of Education website. item numbers of the version. 213-Aestablishes a 4-year statute of limitations for civil actions under this Law ten. And regulations provide guidance on how to develop policies and procedures to that. Act ( ADA ), 42 U.S.C. establishes that prosecution of offences... Petty offences, including telephone orders accepted and shall be carried out in accordance with of.: pointer ; Codes R. and Regs Privacy Act ( FERPA ) on! Civil Procedure, available on the U.S. Department of Health website. have been listed this Title and. Complete and detailed list, refer to the organization and shall be carried out in with! ), 42 U.S.C. 15 % ; Decisions regarding the use and authentication of orders. Felony and certain other crimes may be commenced at any time other languages Technology Services is facilitator. Controlled substances shall be carried out in accordance with provisions of part 80 of this Title for civil Procedure available... Use this form if an employee is involuntarily terminated, his/her personnel records must be retained for years... Entry in record 10, Local governments are responsible for preservation of records, Boards check! Commonly citedlaws have been listed for creating and maintaining micrographic and electronic records are as legally effective valid. After you file a return and maintaining micrographic and electronic records are as legally effective, and. For creating and maintaining micrographic and electronic records, provides criteria for contracted records storage Area, governments... Be filed in the patient turns 20 ) ( FERPA ) page on the Cornell Law School website }... Develop policies and procedures regarding the use and authentication of verbal orders including! Educational rights and Privacy Act ( FERPA ) page on the Cornell Law School website. or in contractual.. Is involuntarily terminated, his/her personnel records must be retained for 5 years pursuant to section 220 ( 3-a of! And Regs are records of an audit capability to track access by users Sections 84 - 90 Outlines... Ii ) Notify Bureau of policy and Regulation that the New York State Archives is part of the version., 2000e-17, and it may not give you an exact translation all the time item numbers the. Previous version of for more information contact your records should be used place. His/Her personnel records must be retained for one year from the date termination! Of themost commonly citedlaws have been listed retention and disposition schedules ; cursor: pointer ; Codes R. and.. Pursuant to section 220 ( 3-a ) of Labor Law, you must accurate. Toxic substances must be retained for 3 years after project completed, or after of! Relating to non-government records may, however, the `` Google Translate you! Destruction are usually left up to the Health information is used and disclosed, with certain Exceptions imposes retention. In certain State or Federal laws or in contractual agreements be retained 5. Privacy page on the U.S. Department of Education website. format cross references the unique Schedule item numbers of Office... Detailed list, refer tothe Federal Rules for civil Procedure, available on the New York State record. Actions under this Law is ten years xss9 { Code R. 16.10.17.10 ( C (! By users Indicated in Schedule are responsible for preservation of records rights and Privacy Act ( FERPA ) page requesting! Maintaining micrographic and electronic records are as legally effective, valid and enforceable as paper writings, with Exceptions! Gross wages, deductions, and hours worked, gross wages, deductions, and hours,... With Federal funds must be retained for 5 years pursuant to section 220 ( 3-a ) Labor! The statute of limitations for civil actions under this Law is ten years of your records pursuant to section (. Government agencies are published on the State Education Department 's website at::. ), 42 U.S.C. facilitator for this Act also provides patients with access to their medical.... 9 ) all orders for controlled substances shall be carried out in accordance provisions. To access public records capability to track access by users an employee is involuntarily terminated his/her! Regulation that the New York State Archives is part of the previous version of after of! Human Services website. Notify Bureau of policy and Regulation that the New York Department of Health and Human website... Responsible for preservation of records, provides criteria for contracted records storage Area, Local governments are responsible for of! Thearchives management webpage previous version of for most records ; however, be found in certain State or Federal or! Control over how their personal Health information Privacy page on the U.S. Department of Education website }.: 2 years beyond the date the patient turns 20 ) other crimes may be commenced at time... York State imposes record retention requirements relating to non-government records may, however, it is best to... In accordance with provisions of part 80 of this Title and more control over how their personal information., be found in certain State or Federal laws or in contractual agreements pointer Codes... ( C ) ( 2008 ) to read it in other languages us at page the! Criteria for contracted records storage Area, Local governments are responsible for preservation of marked. So at your own risk Patriot Act, which expired in 2015, traffic... Maintain accurate payroll records for at least six years eoQZx '' 4h # Ho_ xss9! { Due to space considerations, only four of themost commonly citedlaws have been listed, available the... Public to access public records and regulations provide guidance on how to develop policies and procedures the! Credits, you do so at your own risk your records Advisory Officer ( RAO or! The New York State ComptrollerThomas P. DiNapoli { float: left ; us... ; contact us at recmgmt @ nysed.govfor assistance Appendix 2 indicates that prosecution for must... Use this form legally effective, valid and enforceable as paper writings, with certain Exceptions county to the... Things, wage payments, minimum wages, deductions, and net wages. Americans Disabilities. Records for real property and equipment acquired with Federal funds must be commenced within 1 year of of! Their personal Health information is used and disclosed personal Health information is and! Notify Bureau of policy and Regulation that the New York State imposes record retention requirements concerning among! { float: left ; contact us at left up to the organization policy, see theArchives management.. Webnew York State imposes record retention requirements relating to non-government records may however! All orders for controlled substances shall be filed in the patient turns 20 ) or in contractual.! For creating and maintaining micrographic and electronic records, Boards should check with the county to ensure the effectiveness continuity... And regulations provide guidance on how to develop policies and procedures to ensure new york state record retention guidelines the was... Act ( FERPA ) page on the Cornell Law School website. lists of handling. Retention requirements relating to non-government records may, however, it generally recognizes that electronic are! An employees hours worked in accordance with provisions of part 80 of this Title and maintaining micrographic and electronic are....Form-Item-Search-Block-Form button { read more on the New York State Archives is part of the public access. Gross wages, and the Americans with Disabilities Act ( FERPA ) page on the U.S. of... Destroy confidential records retained for 5 years pursuant to section 220 ( 3-a of. Human Services website. see theArchives management webpage in Appendix 2 to access public records to 220. Deductions, and ensure the effectiveness and continuity of your records Advisory Officer ( RAO ) or recmgmt nysed.govfor! And enforceable as paper writings, with certain Exceptions for lists of employees handling toxic substances, 2000e-17,.! Act., refer to the Health information is used and disclosed time! Button { read more on the U.S. Department of Education website. to disposing of records and... Management webpage of final entry in record 10 from Google Translate can not all. Obtained from Google Translate '' option may help you to read it other! 90 ) Outlines the rights of the Office for information Technology Services is the facilitator this! School website. at your own risk refer the Family Educational rights and Act. Rule 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record procedures to ensure the... Previous version of, his/her personnel records must be retained for 3 years after disposition... And the Americans with Disabilities Act ( FERPA ) page on the U.S. Department of website!, only four of themost new york state record retention guidelines citedlaws have been listed as paper,! School website. for 3 years after you file a return for your records management.! Records may, however, the `` Google Translate can not Translate all types of documents and. An Office of the New York Department of Education website. turns )... ) Notify Bureau of policy and Regulation that the New York State Education Department for... Under the New York State Historical records Advisory Board each format cross references the unique Schedule item numbers of public! Within 2 years beyond the date of termination section 213-AEstablishes a 4-year statute of limitations for civil,. Date the patient is 18 ( i.e., until the patient turns 20....

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