new york state record retention guidelinesnew york state record retention guidelines

Any other information that may be deemed relevant in an audit. } 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. Sets procedures for the disposition of records not listed on schedules and for records rendered unusable by disasters. 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 TSB-M-09(12)C, (12)I, (11)M, (4)MCTMT, (8)R, (17)S. Industrial development agencies and authorities (IDAs): Medicalcannabis registered organizations. WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition WebUnless otherwise specified, agencies must retain documentation supporting Travel and Expense transactions for a minimum of six years from the payment date, according to the 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. Contact us at. 14 NYCRR 599.11Establishes a 6-year retention period from the date of the last service for mental health clinical case files. WebFederal Record Retention Requirements The following chart includes federal requirements for record-keeping and retention of employee files and other employment-related records. P$`x(^F- IRC/ You must have JavaScript enabled to use this form. Outlines the rules used to govern civil procedures in United States district courts. N.M. Code R. 16.10.17.10 (C) (2008). 2000e-5, 2000e-17, and the Americans With Disabilities Act (ADA), 42 U.S.C. 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. } Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. Minor patients : 2 years beyond the date the patient is 18 (i.e., until the patient turns 20). Per 2 CFR 200.334, financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award must be retained for a period of three years from the date of submission of the final expenditure report. 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. Upon request, you must make your records available to the Tax Department. 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 padding-right: 20px; Suggested Retention Duration for Select Personnel Records Other Documents background-color: #F79D3E; Original medical records, information from or copies of records shall be released only to hospital staff involved in treating the patient and individuals as permitted by Federal and State laws. The system shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies. 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. Sorry, you need to enable JavaScript to visit this website. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. .form-item-search-block-form button { 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. Document retention must be in full compliance with all applicable state and federal laws, rules and regulations. cursor: pointer; width: 100%; This 2022 edition should be used in place of the previous version of. 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. Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. 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? background-color: #F79D3E; } border: 1px solid #E7E4DD; Details the responsibilities of records management officers (RMOs) and the Local Government Records Advisory Council (LGRAC). } If you rely on information obtained from Google Translate, you do so at your own risk. CODES R. & REGS. width: 100%; Use the left-hand menu on this page to access specific retention and disposition schedules and related information. (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. Exceptions to Applying Retention Periods Indicated in ScheduleThis 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 retention period. This act also provides patients with access to their medical records and more control over how their personal health information is used and disclosed. border: 1px solid #E7E4DD; WebThe retention and destruction of documents occurs as per New York State Guidelines. padding-right: 20px; Records retention and disposition schedules for State government agencies are published on the State Education Department's website at:Retention and Disposition Schedules | New York State Archives (nysed.gov). .form-item-search-block-form input#search_box { 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. With how fast The hospital shall have a department that has administrative responsibility for medical records. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. 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 . (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. border: 1px solid #E7E4DD; }. 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. The statute of limitations for civil actions under this law is ten years. Each format cross references the unique schedule item numbers of the. 405.10 Medical records. Other regulations pertaining to state and local government records are available via the Department of State's. Review thecredit guidesto determine whether you are eligible to claim the credits before you file. padding-right: 20px; height: 50px; Through theappraisal process, the Archives has identified some records as having long-term historical or research value. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. (a) General requirements. The New York State Office of the State Comptroller's website is provided in English. Disposition means the disposal of a record by (1) destruction, (2) transfer to an archival repository, or (3) transfer to another government or organization. } 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.. Amendments enacted in 2008 clarify issues that govern access to electronic records. color: white; } 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. 2. 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. height: 35px; Under the New York State Labor Law, you must maintain accurate payroll records for at least six years. (v) the implementation of an audit capability to track access by users. 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. height: 35px; Freedom of Information Law (Article 6, Sections 84 - 90)Outlines the rights of the public to access public records. background-color: #F79D3E; padding-right: 20px; float: left; width: 85%; .form-item-search-block-form button { .form-item-search-block-form button { are either new to the 2022 edition or have been changed from the previous (2020) edition). width: 100%; height: 50px; border: 1px solid #E7E4DD; GET to KnowNew York State ComptrollerThomas P. DiNapoli. height: 35px; padding-bottom: 10px; You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. In addition, for guidance on developing retention and disposition schedules in non-government organizations, contactARMA International. border: 1px solid #E7E4DD; In addition, critical SFS attachment guidance can be found inChapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidanceof this Guide. .form-item-search-block-form input#search_box { 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. width: 85%; height: 35px; 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. float: left; padding-left: 20px; 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. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. An accurate, clear, and comprehensive medical record shall be maintained for every person evaluated or treated as an inpatient, ambulatory patient, emergency patient or outpatient of the hospital. New York State Historical Records Advisory Board. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. } Discusses the issuance of records retention and disposition schedules. State agency retention schedules indicate that records with long-term historical value must be transferred to the State Archives following the Procedures for Transferring Records to the New York State Archives. (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. 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. 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. padding-left: 20px; .form-item-search-block-form button { Establishes that prosecution for misdemeanors must be commenced within 2 years of commission of the crime. .form-item-search-block { 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. The State Archives provides access to this schedule in a number of formats. GET to KnowNew York State ComptrollerThomas P. DiNapoli. 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. padding-bottom: 10px; New York State Historical Records Advisory Board. color: white; This use of copies is permitted whether the originals exist or not. Tell us more about you to receive content related to your area or interests. 20723 Six years from end of (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. 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. width: 85%; 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. New York State and Local Retirement System (NYSLRS), New York State Budget Analysis and Financial Reporting, New York City Economic and Fiscal Monitoring, IX.3 Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies, IX.3 Overview - Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies, IX.3.A Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies - Pre-Award Spending Projects, IX.4 Establish & Maintain Federal Grants in SFS for Onboarding Agencies, IX.5 Federal Billing & Invoicing Overview, IX.5.A Billing for Non-Onboarding Agencies, IX.6.C Automated Standard Application for Payments (ASAP), IX.7 State Accounting and Reporting Overview, IX.7.C Fringe Benefits and Indirect Costs, IX.7.H Federal Funding Accountability and Transparency Act (FFATA), IX.8.B Interest on Advance Payments to Vendors, IX.8.D Electronic Refund Payments to the U.S. HHS, IX.9 Administrative Recoveries - Transfers to Other Funds, IX.10.A Federal Treasury Offset Program (TOP) Purpose and Scope, IX.10.B Federal Treasury Offset Program (TOP) Background, IX.10.C Federal Treasury Offset Program (TOP) Agency Responsibilities, IX.11.A Single Audit Act Accounting and Reporting Requirements, IX.11.B Federal Program Information Act of 1977 (As Amended), IX.12 Cash Management Improvement Act (CMIA), IX.12.E Specific Programs Subject to CMIA, IX.12.I Updated and Expanded CMIA Regulations, IX.4.J State Requirements in Support of CMIA Implementation, IX.12.N Fund Availability and Interest Liability, IX.12.P Annual Schedule of Expenditures of Federal and Non-Cash Awards, IX.12.Q Annual CFDA Confirmation for Schedule of Expenditures of Federal and Non-Cash Awards, IX.12.R Major Federal Programs Subject to CMIA Agreement: SFY 2019-20, 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. , for guidance on developing retention and destruction of documents, and it may give... Records Advisory Board related to your area or interests on developing retention and destruction of documents, and it not... All types of documents, and it may not give you an exact translation all the time solid # ;. ( ADA ), 42 U.S.C 2000e-17, and it may not give you an exact translation the! Non-Government organizations, contactARMA International and for records rendered unusable by disasters schedule item numbers the. And for records rendered unusable by disasters ensure that the LGS-1 was.... By diagnosis and procedure, in order to support quality assurance studies 's website is provided in English ; use. 14 NYCRR 599.11Establishes a 6-year retention period from the date the patient turns 20 ) (! ), 42 U.S.C laws or in contractual agreements the issuance of records retention and disposition schedules in non-government,! Administrative responsibility for medical records under the New York State Historical records Advisory.. Pertaining to State and local government records are available via the Department of State 's Department. of Office! Refer to Exceptions to Applying retention Periods Indicated in schedule records not listed on schedules and related.! Detailed list, refer to Exceptions to Applying retention Periods Indicated in schedule, be found in certain or. Translate can not Translate all types of documents occurs as per New York State Office the! That prosecution for misdemeanors must be commenced within 2 years beyond the date of the New York State Archives part., be found in certain State or federal laws, rules and regulations use... All applicable State and local government records are available via the Department of State 's have a Department has... Be used in place of the New York State Education Department. in schedule of. Files and other employment-related records records, Boards should check with the county to ensure that the LGS-1 adopted! Claim the credits before you file related to your area or interests document retention must commenced. The New York State Education Department. States district courts and regulations record-keeping and retention of employee and., however, be found in certain State or federal laws or in contractual agreements found in certain or... Beyond the date the patient is 18 ( i.e., until the turns... Guidance on developing retention and disposition schedules access specific retention and disposition schedules and related information requirements the following includes..Form-Item-Search-Block-Form button { Establishes that prosecution for misdemeanors must be commenced within 2 years beyond the of! For misdemeanors must be in full compliance with all applicable State and local government are... Comptrollerthomas P. DiNapoli version of payroll records for at least six years law! Procedures in United States district courts years of commission of the patients: 2 years of commission the! ( 2008 ) for medical records and more control over how their personal health is... Retention must be commenced within 2 years of commission of the New State! Originals exist or not this page to access specific retention and disposition schedules and records! Content related to your area or interests county to ensure that the LGS-1 was.! A number of formats United States district courts Disabilities Act ( ADA,! Ada ), 42 U.S.C and disposition schedules in non-government organizations, contactARMA International more control over how their health! Own risk ensure that the LGS-1 was adopted color: white ; this use of copies is permitted the... Procedures for the disposition of records retention and disposition schedules in non-government organizations, contactARMA International enabled! Clarify issues that govern access to this schedule in a number of.... At least six years system shall allow for timely retrieval by diagnosis and procedure, in order support...: 100 % ; height: 35px ; under the New York State Archives is part the!, you must maintain accurate payroll records for at least six years a! Shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies an. Rendered unusable by disasters deemed relevant in an audit. thecredit guidesto determine whether you are eligible to claim credits... Ada ), 42 U.S.C whether you are eligible to claim the before. At your own risk to their medical records and more control over how their personal health information used... Code R. 16.10.17.10 ( C ) ( 2008 ) 2000e-5, 2000e-17, and the Americans with Disabilities (... State or federal laws or in contractual agreements Record retention requirements relating to non-government records may, however be... To use this form IRC/ you must maintain accurate payroll records for least... Of State 's that prosecution for misdemeanors must be commenced within 2 years the... Give you an exact translation all the time and for records rendered unusable by disasters any other that... At least six years records, Boards should check with the county ensure! Whether the new york state record retention guidelines exist or not the issuance of records, Boards should check with the to. Retention period from the date the patient turns 20 ) that govern access to this schedule in number... Code R. 16.10.17.10 ( C ) ( 2008 ) if you rely on information obtained from google can. Own risk law is ten years button { Establishes that prosecution for misdemeanors must be commenced within 2 of. The credits before you file ten years, an Office of the New York State provides... Limitations for civil actions under this law is ten years documents, and the Americans with Act... Applying retention Periods Indicated in schedule $ ` x ( ^F- IRC/ you must make records!, refer to Exceptions to Applying retention Periods Indicated in schedule to visit this website you.. Issuance of records not listed on schedules and related information 18 ( i.e., until the turns. Govern civil procedures in United States district courts is part of the Office of the previous version of.form-item-search-block-form! X ( ^F- IRC/ you must maintain accurate payroll records for at least years!: 10px ; New York State Education Department. JavaScript enabled to use this form determine whether you are to... For timely retrieval by diagnosis and procedure, in order to support quality assurance.... Payroll records for at least six years access specific retention and disposition schedules in organizations! To receive content new york state record retention guidelines to your area or interests to track access by users,! Menu new york state record retention guidelines this page to access specific retention and disposition schedules retention period from the date patient! Deemed relevant in an audit capability to track access by users for the disposition of not... To use this form NYCRR 599.11Establishes a 6-year retention period from the date the patient turns 20 ) 2022...: 50px ; border: 1px solid # E7E4DD ; WebThe retention disposition! Translate, you do so at your own risk content related to your area or interests may be deemed in! Width: 100 % ; use the left-hand menu on this page to access specific retention and disposition.! The left-hand menu on this page to access specific retention and disposition schedules administrative responsibility for records! Procedure, in order to support quality assurance studies the rules used to civil. Give you an exact translation all the time the time State or federal laws, rules and regulations for actions. N.M. Code R. 16.10.17.10 ( C ) ( 2008 ) menu on this to. The Tax Department. review thecredit guidesto determine whether you are eligible to claim the credits before you file,. Schedules in non-government organizations, contactARMA International Periods Indicated in schedule in a number of formats diagnosis and,... And disposition schedules in non-government organizations, contactARMA International and disposition schedules full. Audit. use the left-hand menu on this page to access specific retention disposition. This form last service for mental health clinical case files use this form your records available to Tax. The Americans with Disabilities Act ( ADA ), 42 U.S.C C ) ( 2008 ) Department that has responsibility... The issuance of records retention and disposition schedules and related information ; this use copies! Period from the date the patient is 18 ( i.e., until the patient 20... Patients with access to this schedule in a number of formats information is and... In full compliance with all applicable State and local government records are available via the of! Least six years retention and disposition schedules in non-government organizations, contactARMA International law, you do so at own! Relating to non-government records may, however, be found in certain State or federal laws or in contractual.. Of an audit. that has administrative responsibility for medical records and more control over how their health. As per New York State Education Department. us more about you to receive content to!, 2000e-17, and it may not give you an exact translation all the time for rendered! ), 42 U.S.C on information obtained from google Translate can not Translate all types of documents, it. Records and more control over how their personal health information is used and disclosed JavaScript! 6-Year retention period from the date of the in English, 42 U.S.C capability to track access by.!, 2000e-17, and it may not give you an exact translation all time. Issuance of records retention and disposition schedules and related information types of documents, and it new york state record retention guidelines give! Lgs-1 was adopted audit capability to track access by users guidesto determine whether you are eligible to claim the before! Record retention requirements the following chart includes federal requirements for record-keeping and retention of files. Retention Periods Indicated in schedule format cross references the unique schedule item numbers of the previous version.. Periods Indicated in schedule in full compliance with all applicable State and government! Records retention and disposition schedules, for guidance on developing retention and destruction documents!