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Airport

Transportation and Engineering

Airport
Title Major Revision Previous Schedules Schedule Item
Operation certification records,

involving certification from the Federal Aviation Administration (FAA)

 CO2 670; MU1 608; MI1 536 1060

a: Operating certificate, application for certification and FAA inspection reports relating to certification, operational manual (including all updates):
RETENTION: PERMANENT

b: Security-related and other mandates and circulars received from the FAA, along with any related correspondence, dealing with significant issues:
RETENTION: PERMANENT

c: Security-related and other mandates and circulars received from the FAA, along with any related correspondence, not dealing with significant issues:
RETENTION: 1 year after superseded, obsolete or no longer needed
Airport security and safety records


2020 (♦)
 CO2 671; MU1 609; MI1 537 1061

a: Security or safety inspection records, which contain non-routine information or indicate need for maintenance, repairs, or changes in airport operational policies:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Inspection records documenting serious problems or conditions may have historical value and may merit permanent retention. Contact the State Archives for additional advice.

b: Records of routine inspections performed at airport, where longer retention is not necessary for administrative, fiscal or legal reasons:
RETENTION: 1 year

c: Other security records, including but not limited to visitor's register, security officers' logs or reports, automated security system reports, false alarm reports, and records of security videotape review:
RETENTION: 3 years
NOTES: Record documenting potentially important incidents may warrant longer retention for legal reasons. Airport officials should carefully review these records before destroying them. Original records may need to be retained longer than 3 years even if posted to summary records. Contact the State Archives for additional advice.

d: Summary security records, including periodic reports:
RETENTION: 6 years

e: Security plan and registration record submitted to the New York State Department of Transportation under provisions of Section 14-m, Transportation Law:
RETENTION: 3 years
Airport tenant legal and reference files


CO2 672; MU1 610; MI1 538 1062

a: Contract negotiations, contracts, leases and significant correspondence:
RETENTION: 6 years after expiration, revocation or renewal
NOTES: Appraise these records for historical significance prior to disposition. These records may document the important roles these facilities play in the economic development of the community. In such cases, these records may have continuing value for historical or other research meriting their permanent retention. Contact the State Archives for additional advice.

b: Correspondence, including but not limited to complaints about tenants:
RETENTION: 6 years

c: Informational materials, including but not limited to lists of tenants' employees, sample of airline schedules, brochures and advertising materials:
RETENTION: 0 after obsolete
NOTES: For copies of actual airline schedules, see item no. 1065.

d: Airline employee security background check, security clearance, and identification records:
RETENTION: 6 years after employee no longer employed at airport
Airport incident or accident reports


CO2 673; MU1 611; MI1 539 1063

a: Incident data summary record recording incidents or accidents at airport:
RETENTION: 3 years after last entry

b: Incident or accident report and related records:
RETENTION: 3 years
NOTES: Appraise these records for historical significance prior to disposition. Records documenting serious incidents or accidents have historical value and may merit permanent retention. (For disaster files, see also item no. 146 in the Civil Defense/Disaster Preparedness section.) Contact the State Archives for additional advice.
Accreditation records for airport personnel,

accredited by American Association of Airports, Airports Council International, or other organization

 CO2 1004; MU1 901; MI1 860 1064

a: Accreditation records relating to individuals:
RETENTION: 6 years after termination of service

b: Other records, including lists of accredited individuals:
RETENTION: 0 after superseded or obsolete
Airline/airport schedule and usage records,

such as those received from airlines or the FAA, including monthly reports, passenger counts, cargo and load records

 CO2 1005; MU1 902; MI1 861 1065

a: Summary records, and records containing information with fiscal or legal implications:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting airport activity and may merit permanent retention. Contact the State Archives for additional advice.

b: Routine records, not containing information with fiscal or legal implications:
RETENTION: 1 year
NOTES: Data and related records submitted to and received from the New York State Department of Transportation relative to financial assistance and grant applications is covered by item no. 55b in the General Administration section.
Fuel (jet fuel and service vehicle fuel), de-icer or other chemical storage and dispensing records

for airport

 CO2 1006; MU1 903; MI1 862 1066

a: Consumption and dispensing records for fuel, oil, or similar products used by service vehicles, equipment or airplanes:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting the use of fuel and other chemicals at airports and may merit permanent retention. Contact the State Archives for additional advice.

b: Substance testing records:
RETENTION: 3 years

c: Approvals from the New York State Department of Environmental Conservation (or other agency) for storage and dispensing of fuel and other substances:
RETENTION: 7 years after expiration or termination of approval or denial of application

d: Records relating to non-significant leakage, spillage and runoff:
RETENTION: 6 years

e: Records relating to significant leakage, spillage and runoff, or any leakage from underground storage tanks:
RETENTION: PERMANENT
NOTES: For other petroleum bulk storage records, see item no. 823 in the Public Property and Equipment section.

f: Plans to control leakage, spillage, or runoff, or to deal with accidents and emergencies:
RETENTION: PERMANENT