The guidelines below give retention periods for the most common business records. 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. New york state unified court system criminal records of the supreme and county courts records retention and disposition schedule the following retention periods apply. This information was delivered to me in electronic form, and is believed to accurately represent the current new york state insurance record keeping requirements. Nyc supplemental records retention and disposition schedule. What an employer should know about record retention. 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. This schedule covers contract records maintained by federal agencies but not records maintained by contractors, which are governed by 48 cfr 4, subpart 4.
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. 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. State archives government records services new york. This policy was prepared in conjunction with the grds for use by miscellaneous local governments in new york state section 185. April 2005iii fiscal records records retention and disposition schedule this schedule includes fiscal records created for and by the new york state unified court.
Retention and disposition schedules state professional. All records retention schedules approved by the local records committee are provided below. All state government agencies scope of records retention schedule this. It can be difficult to keep track of all the regulations when it comes to record retention. Records retention schedules kentucky department for. 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. The new york state archives intends to revise this item in future. Guidelines for choosing records management software new york. Section operational managementrecords management omh. This page contains the retention and disposition schedules for professional license records in the following states. It is a revised edition of records retention and disposition schedule mu1, originally.
View document new york codes, rules and regulations state. For more information, please visit our page regarding the closure. 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. 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. Records retention and disposition schedule october 31. 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. Arts and cultural affairs law authorizes the state archives to develop and disseminate records retention and disposition schedules for new yorks state.
California state archives california document retention schedules. The retention schedule below is for records series that are applicable to multiple state agencies. Records retention new york state department of health. State agency records disposition request forms for developing retention schedules to cover unique records not found in the general schedulestate university. New york state archives and record administration sara requirements for managing records. Records retention and disposition state university of. 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. Local government records retention schedules washington. Records covered by this retention schedule must be retained for the minimum retention. It has been prepared and issued by the state archives, state education department. Records maintained by the state archives of the state education department, the office of the attorney general, or the office of the state comptroller.
State university of new york records retention and disposition schedule includes. By destroying records when they have met retention or transferring permanent records to the archives, the space occupied by records will be reduced dramatically. The purpose of this section is to provide guidance to agencies about record retention requirements to. Past schools new york association of local government records. The new york state archives developed the following records retention and disposition schedules in partnership with state and local governments. Using the general records schedules national archives. Records of the new york city board of elections a schedule for disposition of. The supplemental retention schedule is largely based on the records retention and disposition schedule mu. Retention of information collected through this website.
In addition, certain agencies have programs that are subject to oversight by other. Records retention schedules for all local government agencies. State government general records retention schedule sggrrs version 6. The information collected through this website is retained by nys in accordance with the records retention and disposition requirements of the new. The office of general counsel issued the following opinion on july 21, 2005, representing the position of the new york state insurance department. Record retention guidelines by state record nations. The information collected through this website is retained by otda in accordance with the records retention and disposition requirements of the new. N yc sup plemental records retention new york city. Foundations of using new york state archives local. Record retention and disposition administrative services. New jersey department of law and public safety, division of consumer affairs. Explains how different software products can help manage records more effectively, including software that maintains records inventories, tracks inactive records. State agency records retention schedules set both minimum and maximum periods. The new york state archives local government retention schedules can be a bit.
Records retention schedules nevada state library archives. Privacy policy justice center for the protection of. 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. Texas or new yorknew jersey, feel free to connect with any of our records. An agencys records retention schedule, as approved by the commission, will. Below weve compiled record retention schedules by state for municipalities, special. State of nj nj treasury dores records retention and. In business, good recordkeeping is essential not only for tax reporting purposes, but also for the success of the company. 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. It is the intention of this policy statement to provide a guideline for the retention of records by all types of ems services. 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. Retention and disposition schedules new york state archives. New york state insurance record keeping requirements at. Records management includes activities undertaken by agencies to improve the management of records and to comply with provisions of section 57.
Using state archives local government retention schedules. If you have any questions, want to schedule a site visit, or need to know where to begin, please contact us. All branches and facilities of the washington state archives are closed to the public until at least may 5th. 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. The university archives accepts some records for permanent retention. General retention and disposition schedule for new york state government records. The new york state archives develops retention schedules to help local government officials efficiently dispose of records they no longer need to. This schedule provides retention periods for records created by local governments. Managing case files linda bull, regional advisory officer, nys archives.
United states records retention schedule by state legislation. The new york state archives is ready to help you manage your records effectively throughout their lifecycle from creation to destruction or preservation. Local government record retention schedules georgia archives. 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 develops retention schedules to help local government officials efficiently dispose of records they no longer need to keep, but we sometimes feel a little.
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