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Corporation and Business Entities

General Administration

Corporation and Business Entities
Title Major Revision Previous Schedules Schedule Item
Liquor license and excise certificate records:


RETENTION: PERMANENT

 CO2 363 13
Minority-, and women-, or disadvantaged-owned business files,

covering minority-, women-, or disadvantaged-owned (MWBE and DBE) businesses doing business with or in the jurisdiction of a local government

 2020 (♦)
 CO2 367; MU1 338; ED1 172; MI1 282 8

a: Summary record listing businesses, eligibility criteria and official government policy statement:
RETENTION: PERMANENT

b: Detailed application/questionnaire/response completed by business:
RETENTION: 5 years after date of most recent entry in record
NOTES: Appraise these records for historical significance prior to disposition. If the local government uses its own rather than statewide criteria for approving these businesses, then these records may document minority-, women-, or disadvantaged-owned businesses operating in the community.

c: Directory of state-approved minority-, women-, and disadvantaged-owned businesses, maintained by State Department of Economic Development or New York State Unified Certification Program:
RETENTION: 0 after superseded

d: Other records, including job quotes, bid lists, referrals, credit and character references and affidavits, but not including summary record, detailed application/questionnaire/response, eligibility criteria and official government policy statement, and state-supplied directory of businesses:
RETENTION: 6 years after contract expiration
Copy of inspection and/or investigation report,

relating to licensing and operation for non-profit organization conducting bingo or games of chance:
RETENTION: 1 year

 CO2 863 11
Public utility gross income tax return,

filed with city or village receiving tax payment from utility:
RETENTION: 6 years

 MU1 327 10
Chattel mortgages and conditional sales


NOTES: Local governments may wish to consider long-term or permanent retention for chattel mortgage records since documentation often contains information about debtor-creditor relations and transactions, as well as prove useful for social history.

 2020 (♦)
 CO2 169; MU1 330 9

a: Index volume or other master listing of chattel mortgages and/or conditional sales:
RETENTION: PERMANENT

b: Chattel mortgage or conditional sale contract and satisfaction:
RETENTION: 0
Power generating facility licensing records,

covering all records submitted to municipality as part of nuclear power, hydropower, cogeneration or other power facility licensing or relicensing process, including but not limited to maps and plans, construction specifications, reports and studies, copies of applications, copies of court transcripts and environmental data collected as part of application process

 MU1 738 14

a: Copies held by municipality where facility (or proposed facility) is located:
RETENTION: PERMANENT

b: Copies held by other municipalities in the area, supplied by applicant for informational purposes:
RETENTION: 0 after no longer needed
Assumed business name certificates

(D.B.A.-Doing Business As) and related materials

 CO2 182; MU1 740 6

a: Assumed business name certificate:
RETENTION: 6 years after discontinuance filed

b: Assumed business name certificate index:
RETENTION: PERMANENT
Register of professions,

including nurses, midwives, doctors and other professionals:
RETENTION: PERMANENT

 CO2 189; MU1 741 7
Lottery, raffle, or other fund-raising game or event records,

except bingo or games of chance, when operated by local government:
RETENTION: 3 years
NOTES: Records relating to licensing of bingo or games of chance by local governments are covered under the Games of Chance/Bingo/Lottery section.

 2020 (♦)
 12