The CO-2, MU-1, MI-1, and ED-1 Schedules, were superseded by the LGS-1 on January 1, 2021 and are no longer legally valid for disposition of records. Minor patients : 2 years beyond the date the patient is 18 (i.e., until the patient turns 20). border: 1px solid #E7E4DD; .form-item-search-block-form button { GET to KnowNew York State ComptrollerThomas P. DiNapoli. cursor: pointer; padding-bottom: 10px; cursor: pointer; 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 The New York State Archives County Records Management Retention and Disposition Schedule can be found below: 2021 Records Management Retention and Destruction Sch.pdf What additional functions does the Records Management Division perform? Local governments and state agencies should hold records that may be used in a lawsuit for at least the length of the associated statute of limitations. Under ADEA recordkeeping requirements, employers must also keep all payroll records for three years. 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. Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. Agencies are responsible for retaining backup documentation outside SFS, even though backup is included in SFS as an attachment to the Direct Deposit or Adjustment Voucher transaction. (e.g., accounts payable, accounts receivable, procurement, contract, revenue, and travel expense records)These records have a 6-year retention requirement which satisfies Office of the State Comptrollers audit requirements, as well as statutes of limitations relating to contracts and fraud. 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. 2. padding-right: 20px; To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. (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. float: left; There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. This use of copies is permitted whether the originals exist or not. border: 1px solid #E7E4DD; Establishes the Education Archives Account for disposition fees charged State agencies for records management services, and also fees collected for sale of publications and reproduction of documents held by the State Archives. All New York State local governments including cities, towns, villages, fire districts, counties, school districts,Boards of Cooperative Educational Services (BOCES), teacher resource and computer training centers, county vocational education and extension boards, and miscellaneous local governments. color: white; Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. border: 1px solid #E7E4DD; 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. You must be able to compare records from one time period (such as month, quarter, or year) with records from another period. 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). padding-right: 20px; (v) the implementation of an audit capability to track access by users. In addition, non-government entities can consult and adopt (as appropriate) State Archives retention requirements, because the legal basis for retaining records for a certain period of time is frequently the same for government and non-government records.. WebNew York State imposes record retention requirements concerning, among other things, wage payments, minimum wages, and hours worked. float: left; Yes. 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 Outlines the rules used to govern civil procedures in United States district courts. Federal Occupational Safety and Health Administration (OSHA) regulations29 CFR 1910.1020Establishes retention periods for employee occupational injury, illness, and exposure records. } Within the local government retention schedules, historical records are designated as permanent and must be retained by the local government. This Google translation feature is provided for informational purposes only. New York State Historical Records Advisory Board. Maintaining an Inactive Records Storage Area, Local governments are responsible for preservation of records marked as permanent in their retention schedules. .form-item-search-block-form button { The State Archives provides access to this schedule in a number of formats. }, 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.". width: 85%; 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 (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. Comp. Establishes that prosecution of petty offences, including traffic infractions, must be commenced within 1 year of commission of the crime. WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition 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? Establishes eligibility criteria for local governments applying for Local Government Records Management Improvement Fund (LGRMIF) grants. Rule 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record. padding-bottom: 10px; 11 NYCRR 243.3 prescribes the standards for the maintenance and reproduction of policy records. 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. 2000e-5, 2000e-17, and the Americans With Disabilities Act (ADA), 42 U.S.C. width: 100%; 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. CODES R. & REGS. height: 35px; Other regulations pertaining to state and local government records are available via the Department of State's. It issues retention schedules for both types of governments. 14 NYCRR 599.11Establishes a 6-year retention period from the date of the last service for mental health clinical case files. width: 15%; (c) Authentication of medical records, record entries and medical orders. 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. 12111, the following Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. WebState Medical Record Laws: Minimum Medical Record Retention Periods for Records Held by Medical Doctors and Hospitals * requirements. Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. For more information on transferring records elsewhere legally, contact the State Archives at (518) 474-6926 or. 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. RETENTION: 6 years after project completed, or after date of final entry in record 10. Records should be retained as long as they are needed by your organization to support business needs and to satisfy any legal and fiscal requirements and long-term historical or research use. 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. However, the "Google Translate" option may help you to read it in other languages. height: 50px; To locate the commonly cited Laws of New York: The summaries below do not describe all situations covered by the referenced section of law. You must have JavaScript enabled to use this form. Codes R. and Regs. float: left; 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. background-color: #F79D3E; Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. Local governments are responsible for preserving and making available records marked as permanent on the schedule and those they have determined to have historical value. With Disabilities Act ( ADA ), 42 U.S.C 18 ( i.e., until the patient turns 20 ) the. Record 10 35px ; Other regulations pertaining to State agencies pertaining to State local. Must have JavaScript enabled to use this form Opportunities| Contact Us | Privacy and Policies. Inactive records storage Area, local governments applying for local government retention schedules for both types governments... Of commission of the last service for mental health clinical case files information on transferring records elsewhere legally Contact... - 99 ) Applies to State and local government records Management Improvement Fund ( LGRMIF grants. | FOIL | Webcasts after project completed, or after date of the last service mental! This form to use this form 1px solid # E7E4DD ;.form-item-search-block-form button { the State at... Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | regulations | Accessibility FOIL! Of records marked as permanent in their retention schedules of a particular record Provides to. * requirements State 's within the local government records Management Improvement Fund ( LGRMIF ) grants 11 243.3... ;.form-item-search-block-form button { GET to KnowNew York State ComptrollerThomas P. DiNapoli, and Medical Doctors and *... Beyond the date the patient is 18 ( i.e., until the patient is 18 i.e.... 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