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, purchasing/claims and payments, revenue and collections, accounting reports and bank transactions. In addition, for guidance on developing retention and disposition schedules in non-government organizations, contactARMA International. float: left; Under the New York State Labor Law, you must maintain accurate payroll records for at least six years. 11, 243.0-243.3 (1996) (Regulation 152), entitled "Standards of Records Retention by Insurance Companies", establishes the minimum } .form-item-search-block-form input#search_box { To locate the commonly cited Laws of New York: The summaries below do not describe all situations covered by the referenced section of law. Outlines the rules used to govern civil procedures in United States district courts. Official copies of payroll records are generally retained 55 years which allows for salary verification for retirement, Medicare eligibility, and social security purposes. } Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. cursor: pointer; 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? The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. height: 35px; Tell us more about you to receive content related to your area or interests. 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. This 2022 edition should be used in place of the previous version of. .form-item-search-block { Disposition means the disposal of a record by (1) destruction, (2) transfer to an archival repository, or (3) transfer to another government or organization. color: white; (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. 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. Section 6530.32Rules of the Board of Regents. } padding-bottom: 10px; It appears that your web browser does not support JavaScript, or you have temporarily disabled scripting. [501] System operational records of original entry created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records, including but not limited to Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. border: 1px solid #E7E4DD; For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. 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. height: 50px; 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. .form-item-search-block-form input#search_box { Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. padding-right: 20px; 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. (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. However, the "Google Translate" option may help you to read it in other languages. 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. The statute (7) The hospital shall allow patients and other qualified persons to obtain access to their medical records and to add brief written statements which challenge the accuracy of the medical record documentation to become a permanent part of the medical record, in accordance with the provisions of Part 50 of Chapter II of this Title and the provisions of Public Health Law, section 18(4). Rule 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record. width: 100%; WebState Medical Record Laws: Minimum Medical Record Retention Periods for Records Held by Medical Doctors and Hospitals * requirements. %%EOF color: white; width: 100%; height: 35px; %PDF-1.6 % The are records of an employees hours worked, gross wages, deductions, and net wages. 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 Minor patients : 2 years beyond the date the patient is 18 (i.e., until the patient turns 20). width: 15%; padding-bottom: 10px; width: 85%; 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. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. 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. The Retention and Disposition Schedule: Election Records for Use by New York County Boards of Elections, originally issued in 1996 and revised in 2013, covers the disposition of records of Boards of Elections created under the Election Law (including general elections held in November and administered by county boards of elections). The State Archives provides access to this schedule in a number of formats. (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. Generally, you must keep records and supporting documents for at least three years after you file a return. RETENTION: 6 years after project completed, or after date of final entry in record 10. tit. width: 15%; Protects the privacy of patients' medical records and other health information provided to health plans, doctors,hospitalsand other health care providers. cursor: pointer; Records Retention and Disposition Schedule ED-1 Sections Relevant To Attendance Record Keeping [44] Student's attendance record (register), including but not limited to each student's name, date of birth, names of parents or guardian, address, and daily attendance, absence and tardiness (a) General requirements. height: 50px; State Revenues and Appropriated Loan Receivables, VII.2 Miscellaneous Receipts / Accounts Receivable Receipts, VII.3.A AP Adjustment Voucher Preparation, VII.3.B AP Adjustment Voucher Treasury Requirements, VII.3.C AP Adjustment Voucher Document Review, VII.9.A Fringe Benefits and Indirect Costs Automation, VII.10.B Establishing and Increasing a Cash Advance, VII.10.F Cash Advance Reconciliations and Annual Confirmation, VII.10.G Cash Advance Shortages and Overages, Retention and Disposition Schedules | New York State Archives (nysed.gov), Chapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidance, Minority- and Women-Owned Business Enterprises (MWBEs), damages or losses caused by reliance upon the accuracy of any such information, damages incurred from the viewing, distributing, or copying of such materials. background-color: #F79D3E; 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. You can learn more in our publication, The Records Lifecycle. Chart of Recordkeeping Requirements The following chart outlines some of the more common records and the current federal and New York State requirements for You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. padding-left: 20px; Page 1 DRAFT Title Number Federal Internal Revenue Service (IRS) guidelines concerning issuance of tax-exempt bonds. Section 212Establishes a 10-year statute of limitations within which legal actions must be commenced for possession necessary to recover real property, annulment of letters patent, to redeem from a mortgage, and to recover under an affidavit of support of an alien. 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 This system shall identify those categories of practitioners and personnel who are authorized to utilize electronic or computer authentication systems. From there, click on the appropriate law (e.g., "CVP" for Civil Practice Law and Rules) and follow the links to the desired article and section of that law. Documentation of final acceptance by grantor and closure. Alcoholic beverages tax (ABT): Sales and distribution, Recordkeeping Requirements - Highway Use Tax (TB-HU-765), Recordkeeping Requirements for Sales Tax Vendors (TB-ST-770), environmental remediation insurance credit, rehabilitation of historic properties credit, remediated brownfield credit for real property taxes, special additional mortgage recording tax credit, Excise Tax on Medical Cannabis - Recordkeeping, Form DTF-664, Tax Shelter Disclosure for Material Advisors, Transportation Network Company assessment, Video: Sales Tax Recordkeeping Requirements. } color: white; Each format cross references the unique schedule item numbers of the. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. color: white; height: 35px; The text of laws and regulations pertaining to the State Archives are found on our website by clicking on the name of the law or regulation. .form-item-search-block-form button { Disposition is the final action in the records lifecycle and occurs when a record satisfies its retention period as noted on a retention schedule. .form-item-search-block-form input#search_box { WebRetaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. padding-right: 20px; Maintaining an Inactive Records Storage Area, Local governments are responsible for preservation of records marked as permanent in their retention schedules. height: 50px; It appears that your web browser does not support JavaScript, or you have temporarily disabled scripting. Upon request, you must make your records available to the Tax Department. hSKSQ?7}[OylQDA/s5"do)b*eoQZx"4h#Ho_}xss9{. 2022" on the lower left of the page; items marked with, Print copy (available on request). 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. width: 85%; 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. Through theappraisal process, the Archives has identified some records as having long-term historical or research value. border: 1px solid #E7E4DD; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. The New York State Office of the State Comptroller's website is provided in English. Local governments must adopt LGS-1 prior to utilizing it, even if they adopted and have been using the CO-2, MU-1, MI-1, or ED-1 Schedules, by resolution (a model resolution is available). Suggested Retention Duration for Select Personnel Records Other Documents 1. background-color: #F79D3E; 20723 Six years from end of Section 441.317 - Sub-acute care services. Section 80Requires that outgoing public officials deliver their official records to their successors in office and outlines appropriate legal action if this transfer is not completed. Establishes that prosecution of petty offences, including traffic infractions, must be commenced within 1 year of commission of the crime. New York State Historical Records Advisory Board. State Government Records Law and Regulations. Generally, you must keep records and supporting documents for at least three years after you file a return. border: 1px solid #E7E4DD; Electronic Signatures and Records Act (Article III, Sections 301 - 309)Ensures that electronic signatures are legally binding and clarifies the authority of government agencies to create records in electronic format. Covers the management of the New York State Local Government Records Management Improvement Fund by the State Comptroller and the Commissioner of Taxation and Finance. WebThe retention and destruction of documents occurs as per New York State Guidelines. border: 1px solid #E7E4DD; } Discusses the issuance of records retention and disposition schedules. 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). Other regulations pertaining to state and local government records are available via the Department of State's. padding-right: 20px; } (e) General Retention and Disposition Schedule for New York State Freedom of Information Law (Article 6, Sections 84 - 90)Outlines the rights of the public to access public records. border: 1px solid #E7E4DD; Document retention must be in full compliance with all applicable state and federal laws, rules and regulations. height: 35px; 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. }. For more information contact your Records Advisory Officer (RAO) or recmgmt@nysed.govfor assistance. (1) The medical record shall contain information to justify admission and continued hospitalization, support the diagnosis, and describe the patient's progress and response to medications and services. Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. WebState Archives records retention and disposition schedules do not cover non-government records, including the records of non-profit organizations, commercial ventures, and width: 15%; padding-left: 20px; New York State Historical Records Advisory Board. 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