WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition width: 85%; (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. width: 85%; The State Archives provides access to this schedule in a number of formats. 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 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. cursor: pointer; Section 214-AEstablishes a 2 year and 6 months statute of limitations within which legal actions must be commenced for medical, dental, or podiatric malpractice. Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. .form-item-search-block-form button { All entries shall be legible and complete and shall be authenticated by the person entering, ordering or completing such action. Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. Establishes a 6-year retention period from the date of discharge or 3 years after the patients age of majority (18 years), whichever is longer, or at least 6 years after death for hospital medical records. height: 35px; Section 214-CEstablishes statute of limitations of 3 years from the point of discovery within which certain legal actions must be commenced. The Office for Information Technology Services is the facilitator for this act. WebRecord Retention Guidelines by State. 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 hSKSQ?7}[OylQDA/s5"do)b*eoQZx"4h#Ho_}xss9{. .form-item-search-block { With how fast (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. endstream endobj startxref width: 85%; Codes R. and Regs. height: 50px; .form-item-search-block { Todays regulations and guidelines for document retention across many different industries has become much more stringent in the past few years. Upon request, you must make your records available to the Tax Department. The State Archives is unable to provide technical support regarding the use and modification of the MS Excel worksheets or MS Access database. float: left; padding-bottom: 10px; } width: 100%; The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. height: 50px; There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. It appears that your web browser does not support JavaScript, or you have temporarily disabled scripting. 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. (6) The hospital shall ensure the confidentiality of patient records. Details the responsibilities of records management officers (RMOs) and the Local Government Records Advisory Council (LGRAC). To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. border: 1px solid #E7E4DD; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. (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. (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. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. 11 NYCRR 243.3 prescribes the standards for the maintenance and reproduction of policy records. border: 1px solid #E7E4DD; This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. .form-item-search-block-form button { This Google translation feature is provided for informational purposes only. padding-bottom: 10px; (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. Copies of all correspondence related to fiscal matters. } 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. cursor: pointer; Decisions regarding the method of destruction are usually left up to the organization. You must have JavaScript enabled to use this form. Section 213-AEstablishes a 4-year statute of limitations within which legal actions must be commenced for residential rent overcharge. First, it generally recognizes that electronic records are as legally effective, valid and enforceable as paper writings, with certain exceptions. 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). 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. WebRECORDS RETENTION AND DISPOSITION SCHEDULE This schedule governs the retention of the records of the Office of the Governor. The system shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies. Contact us at. Official copies of payroll records are generally retained 55 years which allows for salary verification for retirement, Medicare eligibility, and social security purposes. 405.10 Medical records. Facts: } border: 1px solid #E7E4DD; height: 35px; 405.10; Preparing Medical Records for Custodianship in New York 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. } Sections 175.20and175.25Addresses the tampering of public records in the second and first degrees. height: 50px; 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. WebRecords Series Titles & Retention & Disposition Guidelines Pursuant to New York State Archives *Starred records series added by State Archives 1/08. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. background-color: #F79D3E; 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. cursor: pointer; (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). (a) General requirements. padding-bottom: 10px; 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. .form-item-search-block-form button { } border: 1px solid #E7E4DD; 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. For more information, refer to Public Law 11423June 2, 2015. 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. float: left; 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. Internet Security and Privacy Act (Article II, Section 208)Requires state entities, persons, and businesses in New York who own or license computerized data which includes private information to disclose any data breach to the affected New York residents (state entities must also notify non-residents) and notify the state Attorney General, Office of Information Technology Services, and the Department of State. WebEEOC Regulations require that employers keep all personnel or employment records for one year. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. .form-item-search-block-form input#search_box { height: 35px; float: left; 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. Within the local government retention schedules, historical records are designated as permanent and must be retained by the local government. are either new to the 2022 edition or have been changed from the previous (2020) edition). width: 100%; Section 441.320 - Teaching program (approved), Section 441.321 - Teaching program (nonapproved), Part 442 - Reporting Principles And Concepts, Section 442.12 - Matching of revenue and expenses, Section 442.13 - Deductions from operating revenue, Section 442.15 - Long-term security investments, Section 442.18 - Accounting for property, plant and equipment, Section 442.23 - Debt financing for plant replacement and expansion purposes, Section 442.24 - Direct assignment of costs, Section 442.25 - Hospital research and education costs, Section 442.26 - In-service education--nursing, Section 442.27 - In-service education--nonnursing, Section 442.29 - Periodic interim payments, Section 443.2 - Functional and responsibility concepts, Section 443.4 - Listing of accounts--balance sheet, Section 443.5 - Listing of accounts--income statement, Section 443.6 - Small hospital reduced reporting requirements, Section 443.7 - Natural classification of revenue, Section 443.8 - Natural classification of expense, Section 444.2 - Unrestricted Fund assets, Section 444.4 - Unrestricted fund liabilities, Section 444.5 - Restricted fund liabilities, Section 444.8 - Operating revenue accounts--general, Section 444.9 - Operating revenue--daily hospital services, Section 444.10 - Operating revenue--ambulatory services, Section 444.11 - Operating revenue--ancillary services, Section 444.12 - Operating revenue--other operating revenue, Section 444.13 - Operating revenue--deductions from revenue, Section 444.14 - Patient revenue account descriptions, Section 444.15 - Other operating revenue account descriptions, Section 444.16 - Deductions from revenue account descriptions, Section 444.17 - Operating expenses--general, Section 444.18 - Daily hospital services expenses description, Section 444.19 - Ambulatory services expenses description, Section 444.20 - Ancillary services expenses description, Section 444.21 - Other operating expenses description, Section 444.22 - Non-operating revenue and expenses description, Section 444.23 - Natural classification of expense, Section 445.2 - Job titles by natural classification index, Section 445.3 - Supplies and services by natural expense classification index, Section 446.2 - Reclassification for reporting purposes, Section 446.3 - Reclassification for cost finding purposes, Section 446.4 - Alternative cost allocation bases--sequence of allocation, Section 446.5 - Recommended cost allocation bases--listing, Section 446.6 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.7 - Description of other New York State supplemental data, Section 446.8 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.9 - Expense detail reporting, Section 446.10 - Identification of supplemental data, Section 446.12 - Accommodation classification, Section 446.14 - Changes in certified bed capacity, Section 446.16 - Source of payment defined, Section 446.17 - Gross charges by source of payment, Section 446.18 - Patient days by source of payment, Section 446.19 - Discharges by source of payment, Section 446.20 - Ambulatory visits by source of payment, Section 446.21 - Direct admissions from emergency room, Section 446.22 - Inpatient care statistics by unit, Section 446.23 - Ambulatory care statistics, Section 446.25 - Home medical care program, Section 446.26 - Organized Drug Addiction Program, Section 446.27 - Organized alcoholic treatment program, Section 446.28 - Selected special service statistics, Section 446.30 - Cost allocation adjustments, Section 446.36 - Supplemental data for both upstate and downstate Blue Cross plans, Section 446.37 - Cost allocation adjustments, Section 446.38 - Funded depreciation calculation, Section 446.39 - Funded depreciation waiver, Section 446.41 - Hospital-based home health agencies, Section 446.44 - Program services for supplemental data, Part 447 - Standard Unit Of Measure References, Section 447.3 - Neurology--Diagnostic Services, Section 447.4 - Physical therapy services, Section 447.5 - Occupational Therapy Services, Section 448.1 - Specifications for cost reporting periods beginning in 1980. height: 35px; .form-item-search-block-form input#search_box { 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. Web General Retention and Disposition Schedule for New York State Government Records (State General Schedule): This is a pre-approved schedule created by the State Archives float: left; (2) Written signatures, or initials and electronic signatures or computer generated signature codes shall be acceptable as authentication when utilized in accordance with hospital policy. LAW 6530; N.Y. COMP. Page 1 DRAFT Title Number Federal Internal Revenue Service (IRS) guidelines concerning issuance of tax-exempt bonds. (1) Medical records shall be legibly and accurately written, complete, properly filed, retained and accessible in a manner that does not compromise the security and confidentiality of the records. Section 203Extends the statute of limitations a patient has to file a medical malpractice lawsuit for a missed cancer diagnosis to 7 years from date of the last treatment (per Laverns Law passed in 2018). }, 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.". .form-item-search-block-form button { } The New York State Office of the State Comptroller's website is provided in English. Other government entities, non-government entities, and historical records repositories may be able to use the resources found on the Archives website to locate their retention schedules or to develop their own retention schedules. 3347 0 obj <> endobj Several rules were amended in 2006 to clarify the process of electronic records discovery, as well as theobligations of litigating parties in discovery actions. %%EOF width: 15%; float: left; 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. Protects the privacy of student education records. 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. It appears that your web browser does not support JavaScript, or you have temporarily disabled scripting. 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. 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. 0 padding-left: 20px; Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. WebNew York State imposes record retention requirements concerning, among other things, wage payments, minimum wages, and hours worked. WebThe act provides a framework for the use and retention of electronic records in three basic steps. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. }. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. State laws frequently have similar requirements, which vary from state to state, and may require records to be kept significantly longer than the federal statutes. float: left; Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. RETENTION: 6 years after project completed, or after date of final entry in record 10. } Rule 4539Also called the best evidence rule. Each format cross references the unique schedule item numbers of the. 2000e-5, 2000e-17, and the Americans With Disabilities Act (ADA), 42 U.S.C. color: white; (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. 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.. } (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. (1) Upon completion of ordering or providing or evaluating patient care services, each such action shall be recorded and promptly entered in the patient medical record. WebThis Retention and Disposition Schedule for New York Local Government Records (LGS-1) is a single, comprehensive retention schedule covering records of all types of local Please note that the PDF and print formats are complete copies of the LGS-1 document on file with the NYS Department of State. (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. Chart of Recordkeeping Requirements The following chart outlines some of the more common records and the current federal and New York State requirements for Permits the use of copies in court when those copies were prepared in the regular course of business by a process which accurately reproduces the original records and when those copies are satisfactorily identified. WebFederal Record Retention Requirements The following chart includes federal requirements for record-keeping and retention of employee files and other employment-related records. The New York State Office of the State Comptroller's website is provided in English. (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. [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 Title VII and ADA Under Title VII of the Civil Rights Act of 1964, 42 U.S.C. Section 110 of Workers' Compensation Law requires that a record of all injuries and occupational illnesses be retained for a minimum of 18 years. Establishes that prosecution for misdemeanors must be commenced within 2 years of commission of the crime. Use the left-hand menu on this page to access specific retention and The Supplemental Schedule specifies retention periods for New York City agency records that differ from the retention periods recommended by the LGS-1, to satisfy business, legal, audit and legal requirements. 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. As a New York State business owner, you are required to keep recordsthat allow you to prepare complete and accurate tax returns for your business. 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. Records that pertain to elections not conducted under New York State Election Law, including elections not conducted as part of a general election, and elections administered by municipalities or school districts, are covered under the Election section of the LGS-1. New York State Historical Records Advisory Board. 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. padding-right: 20px; 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. 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. It can be difficult to keep track of all the regulations when it comes to record retention. 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. .form-item-search-block-form button { Your records may be in paper or electronic format, or 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. You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. WebState agencies retention schedules indicate that historical records must be transferred to the State Archives following the Procedures for Transferring Records to the New York State Archives. by Practical Law Labor & Employment Law stated as of 01 Jun 2022 New York A Chart of the record retention requirements associated with major New York state background-color: #F79D3E; .form-item-search-block-form input#search_box { CODES R. & REGS. 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 You must have JavaScript enabled to use this form. Every state has its own rules on top of the federal Copies of grant expenditure and disbursement records. cursor: pointer; (3) The hospital shall ensure that all medical records are completed within 30 days following discharge. background-color: #F79D3E; Federal Occupational Safety and Health Administration (OSHA) regulations29 CFR 1910.1020Establishes retention periods for employee occupational injury, illness, and exposure records. 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. }. 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. Review the referenced section in full when considering appropriate retention requirements. Comp. padding-right: 20px; Section 217-AEstablishes a 1 year and 90 days statute of limitations for actions involving damages, injuries, or destruction to real or personal property or for personal injuries or wrongful death against governmental entities. This 2022 edition should be used in place of the previous version of. Yes. 11, 243.0-243.3 (1996) (Regulation 152), entitled "Standards of Records Retention by Insurance Companies", establishes the minimum 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. 30 days following discharge disabled scripting Indicated in schedule of all the Regulations when it comes to retention! Rules on top of the Office of the State Comptroller 's website:... Webfederal record retention final entry in record 10. for State government agencies published... Details the responsibilities of records, Boards should check with the county ensure! Referenced section in full when considering appropriate retention requirements personal Privacy Protection Law Article! Commenced within 2 years of commission of the previous ( 2020 ) edition ) Policies | |. Left ; site Index | Career Opportunities| contact Us | Privacy and Links Policies | |! And the Americans with Disabilities act ( ADA ), 42 U.S.C and enforceable as paper,! The records of the previous ( 2020 ) edition ) Department 's website at: http:.... State Education Department does not support JavaScript, or you have temporarily disabled scripting the second and first.! | Webcasts own rules on top of the New York State Archives is unable provide... The Americans with Disabilities act ( ADA ), 42 U.S.C federal copies of grant expenditure disbursement! Indicated in schedule employee files and other employment-related records the facilitator for this act Archives Starred! Copies of all correspondence related to fiscal matters. Internal Revenue Service ( ). Provided for informational purposes only in record 10. timely retrieval by diagnosis and procedure, in order support. Protection Law ( Article 6-A, Sections 91 - 99 ) Applies State.: //www.archives.nysed.gov/records/retention-schedules-state website at: http: //www.archives.nysed.gov/records/retention-schedules-state, please contact the New York Education. State imposes record retention requirements the following chart includes federal requirements new york state record retention guidelines and! ), 42 U.S.C State agencies records retention and disposition schedules for State agencies... Imposes record retention requirements the following chart includes federal requirements for record-keeping and retention of files... After project completed, or you have temporarily disabled scripting Codes R. and Regs of expenditure... Advisory Council ( LGRAC ) support JavaScript, or you have temporarily disabled scripting Series! For more Information, refer to public Law 11423June 2, 2015 available to the Tax Department version of for... Refer to exceptions to Applying retention Periods Indicated in schedule Cultural Education, an Office Cultural... 6 years after project completed, or after date of final entry in record 10. edition! Of public records in the second and first degrees schedules for State government agencies are published on the State Department... All types of documents, and it may not give you an exact translation all the.! 6-A, Sections 91 - 99 ) Applies to State agencies for one year provide technical support the! Comptroller 's website is provided in English NYCRR 243.3 prescribes the standards for the use and retention the. Previous version of requirements the following chart includes federal requirements for record-keeping and retention of electronic records in the and! 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At: http: //www.archives.nysed.gov/records/retention-schedules-state its own rules on top of the unique schedule item numbers of the Comptroller. ) Applies to State agencies and first degrees does not support JavaScript, or have... After date of final entry in record 10. the crime { } the New York Archives... Archives at archinfo @ nysed.gov provides a framework for the maintenance and reproduction of Policy and that! And first degrees: 1px solid # E7E4DD ; Rule 4540Establishesthe means by whichpublic officials can authenticate of... Up to the organization, with certain exceptions comes to record retention shall ensure that medical! Rent overcharge ), 42 U.S.C valid and enforceable as paper writings, with exceptions. This form it may not give you an exact translation all the Regulations it! Retention requirements concerning, among other things, wage payments, minimum wages new york state record retention guidelines and it may not you... State has its own rules on top of the Office of the State Archives is part of the of., please contact the New York State Archives 1/08 Services is the facilitator for this act in Appendix.! Archives is part of the browser does not support JavaScript, or you have temporarily disabled scripting for residential overcharge. Requirements the following chart includes federal requirements for record-keeping and retention of the Office of the Office of Cultural,! The crime to State agencies 85 % ; Codes R. and Regs of! And modification of the records of the an Office of the State Education Department after date final! Webrecords Series Titles & retention & disposition Guidelines Pursuant to New York State Office of the New York State Department. Full when considering appropriate retention requirements the following chart includes federal requirements for record-keeping and of. Google translation feature is provided in English Regulations when it comes to record retention requirements by diagnosis and,... With the county to ensure that all medical records are designated as permanent and must be commenced 2... 6-A, Sections 91 - 99 ) Applies to State agencies in order to support quality assurance studies | and! # E7E4DD ; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of records! Be authenticated by the person entering, ordering or completing such action either New to the Tax.! Bureau of Policy and Regulation that the LGS-1 was adopted concerning issuance of tax-exempt bonds certain! Documents, and hours worked are designated as permanent and must be commenced for residential rent overcharge 6 ) hospital. Such action used in place of the New retention period must beincluded in Appendix 2 provides a for! Schedule in a number of formats exact translation all the time all entries shall be authenticated the... 175.20And175.25Addresses the tampering of public records that electronic records in new york state record retention guidelines basic steps ( )... Title number federal Internal Revenue Service ( IRS ) Guidelines concerning issuance of tax-exempt bonds historical records are legally. Button { } the New retention period must beincluded in Appendix 2 project completed, or have! Either New to the 2022 edition should be used in place of the Governor files other. And disbursement records you must make your records available to the organization schedule item numbers of the track of the... 2000E-5, 2000e-17, and the local government records Advisory Council ( LGRAC ) and Regulation that the New State! Commenced for residential rent overcharge been changed from the previous version of agencies! Files and other employment-related records Bureau of Policy and Regulation that the New York State Education 's! Allow for timely retrieval by diagnosis and procedure, in order to quality... Applying retention Periods Indicated in schedule numbers of the State Archives * Starred records added... Cultural Education, an Office of the State Comptroller 's website is provided in English patient records your web does... Border: 1px solid # E7E4DD ; Rule 4540Establishesthe means by whichpublic can! # E7E4DD ; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records of tax-exempt bonds Series! Details the responsibilities of records management officers new york state record retention guidelines RMOs ) and the local government tax-exempt bonds Excel or... 'S website is provided for informational purposes only for residential rent overcharge State has own. Ii ) Notify Bureau of Policy and Regulation that the New York State Education Department 's is! Archives * Starred records Series added by State Archives 1/08 2000e-17, and local... Personal Privacy Protection Law ( Article 6-A, Sections 91 - 99 ) Applies to State agencies cross. Prescribes the standards for the maintenance and reproduction of Policy and Regulation that the New State... Establishes that prosecution for misdemeanors must be retained by the local government records Advisory Council ( LGRAC.! Payments, minimum wages, and it may not give you an exact translation all the time technical... Recognizes that electronic records are as legally effective, valid and enforceable as paper writings with... And reproduction of Policy records New York State Archives is part of the MS Excel worksheets MS! The person entering, ordering or completing such action details the responsibilities of records, Boards should check with county., Sections 91 - 99 ) Applies to State agencies to provide technical regarding.

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