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County Clerk

County Clerk

Election
Title Major Revision Previous Schedules Schedule Item
Certificate or notice of appointment from Commissioner of Elections:


RETENTION: 1 year after election

 CO2 166 269
Copy of certificate to County Board of Elections

stating each county officer to be voted for at general election:
RETENTION: 1 year after election

 CO2 167 270
Return of canvass

as to the vote for assemblyman, senator or representative in Congress, filed by inspectors of election:
RETENTION: 6 years
NOTES: This item does not apply to official election canvasses filed with county clerks prior to 1911. These pre-1911 election canvasses are legally in the custody of county boards of elections, and must be retained permanently.

 CO2 168 271
Liens
Title Major Revision Previous Schedules Schedule Item
Financing statement and related records

filed under the Secured Transaction Section of the Uniform Commercial Code (formerly known as chattel mortgages and conditional sales)

 CO2 170 272

a: Financing statement, continuation statement or release relating to either, and indexes thereto:
RETENTION: 1 year after expiration of lien

b: Termination statement and index:
RETENTION: 1 year after filing of termination
Mechanic's liens


CO2 171 273

a: Notice and discharge of mechanic's lien placing lien against real property for labor or materials furnished for construction or maintenance:
RETENTION: 6 years after expiration or release of lien

b: Docket showing owner of lien property, lienor, location of property, amount, filing date, date and manner of satisfaction and remarks:
RETENTION: 6 years after last entry
Hospital liens


CO2 172 274

a: Notice of hospital lien (original or renewal) stating lien against real property for services provided by a hospital:
RETENTION: 12 years after filing of original or renewal notice

b: Index to notices of hospital lien:
RETENTION: 25 years after last entry
Federal tax lien records,

including but not limited to notice of lien, non-attachment, release, subordination, discharge, and index:
RETENTION: 6 years after expiration or release of lien

 CO2 173 275
State lien records,

including warrants placing lien on real or personal property by Department of Taxation and Finance (formerly State Tax Commission), Department of Labor, Department of Motor Vehicles, or other state agency, for nonpayment of state taxes or other charges, including index, discharge, and related records:
RETENTION: 6 years after discharge of lien or 20 years, whichever is shorter

 CO2 174 276
Local government lien records,

including warrants placing lien on real or personal property or sidewalk, for nonpayment of city taxes or other charges, including index, discharge, and related records:
RETENTION: 6 years after discharge of lien or 20 years, whichever is shorter

 2020 (♦)
 CO2 734 277
Lien bond

to discharge all liens filed by the owner or contractor to guarantee that the property is released from all liens, and lien docket:
RETENTION: 6 years after work completed or abandoned

 CO2 175 278
Notice of public welfare lien

against assets of relief recipient or on claims or suits for personal injuries, discharge and index:
RETENTION: 6 years after discharge of lien

 2020 (♦)
 CO2 176 279
Assignment of real and personal property,

including but not limited to statement of refiling, certificate of cancellation, order vacating assignment, satisfaction and index to assignments

 2020 (♦)
2022 (♦♦) 		CO2 177 280

a: Assignment of personal property, including but not limited to wage assignment and assignment of proceeds from personal contracts or estates:
RETENTION: 6 years after filing or refiling

b: Assignment of rent or lease of real property:
RETENTION: 6 years after satisfaction
NOTES: Assignments of mortgages of real property are subject to the permanent retention requirements of item no. 320.
Surety bail bond lien records,

including notice of lien, certificate of discharge and index:
RETENTION: PERMANENT

 CO2 178 281
Notice of lien

attached to moneys received by person awarded claim by Office of Victim Services:
RETENTION: PERMANENT

 CO2 179 282
Lien search record,

including but not limited to record of searches conducted, abstract of search results, correspondence and memoranda:
RETENTION: 6 years

 CO2 735 283
Notice of lending relative to a trust,

filed pursuant to Section 73, Lien Law, including advances and amendments:
RETENTION: 6 years after final termination date

 CO2 1048 284
Condominium or homeowners' association lien

for unpaid common charges:
RETENTION: 6 years after expiration or discharge of lien

 CO2 1049 285
Lien on vessel,

including all related records such as copy, notice, execution, and discharge of warrant; order of sale and other sale records, and discharge of lien:
RETENTION: 6 years after expiration or discharge of lien, discharge of warrant, accounting of proceeds of sale, or payment of all charges, whichever is later

 CO2 1050 286
Miscellaneous liens on personal property

not covered by other items in this section

 CO2 1051 287

a: Liens where a sale of personal property for recovery of proceeds may be involved, such as mold liens; liens on monuments, gravestones, and cemetery structures; and self-service storage facilities liens:
RETENTION: 6 years after expiration or discharge of lien, accounting of proceeds of sale, or payment of all charges, whichever is later

b: Liens where no possible sale of property is involved, such as liens for services of stallions or bulls, liens for labor on stone, artisan's liens, liens of bailee of animals or motor vehicles, liens of truckmen and draymen, and liens on motion picture film laboratories:
RETENTION: 6 years after expiration or discharge of lien
Transcripts of small claims or other money judgments

rendered in municipal or district courts:
RETENTION: 6 years after satisfaction or expiration of period to enforce judgment

 CO2 1052 288
Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Certification of the names, addresses, date and expiration of term of all appointive municipal officials,

except inspectors of election:
RETENTION: 0 after superseded or obsolete

 CO2 181 290
Building loan contract records


NOTES: Building loan mortgages associated with building loan contracts are subject to the permanent retention requirements of item no. 320.

 2020 (♦)
2022 (♦♦) 		CO2 183 291

a: Agreement describing a loan to finance construction:
RETENTION: 6 years after satisfaction of the associated building loan mortgage

b: Building loan contract index:
RETENTION: 0 years after all contracts indexed therein have been destroyed
Discharge papers

filed by veterans of military service:
RETENTION: PERMANENT

 CO2 184 292
Official marriage records

filed with county:
RETENTION: PERMANENT

 CO2 185 293
Transportation company expired undertaking, bond or surety

filed with county, together with attachment, official approval, renewal receipt of surety company, correspondence and related papers:
RETENTION: PERMANENT

 CO2 187 294
Turnpike company records,

including but not limited to surveys, bonds, and declaration of surrender of all or part of the turnpike's roads in the county:
RETENTION: PERMANENT

 CO2 188 295
Register of stallions or cattle brands:


RETENTION: PERMANENT

 CO2 190 296
Register of slaves:


RETENTION: PERMANENT

 CO2 191 297
Private business, not-for-profit, religious or other corporation or partnership records

filed with County Clerk, including but not limited to certificates of incorporation, annual reports, lists of directors or trustees, certificates of stock, records of dissolution, and certificates of partnerships:
RETENTION: PERMANENT

 CO2 192 298
Original deeds, leases, contracts, wills or other documents

not returned to owner after recording:
RETENTION: PERMANENT
NOTES: Section 532 of County Law authorizes original documents to be destroyed 20 years after recording provided that the documents are photographically reproduced for preservation purposes.

 CO2 193 299
Volunteer fire company records,

including annual report, certificate of honorable discharge, and list of exempt volunteer firemen, filed with County Clerk:
RETENTION: 5 years

 2020 (♦)
 CO2 194 300
Explosives licensing records:


RETENTION: 3 years

 CO2 196 301
Passport transmittal records,

documenting transmittal of passport applications and applicable fees to passport agencies of the federal Department of State:
RETENTION: 2 years

 2020 (♦)
 CO2 197 302
Power of attorney:


RETENTION: PERMANENT

 CO2 198 303
Certificate of authority,

empowering person to act as agent for insurance company:
RETENTION: 0

 CO2 199 304
Oath of office or record of official signature

of public employee

 CO2 409 305

a: Official copy:
RETENTION: PERMANENT

b: Oath of any election official:
RETENTION: 1 year after election
Notice of filing of oath of office with county clerk


CO2 737 306

a: For county employee or officer:
RETENTION: Retain as part of or as long as personnel records

b: For other than county employee or officer:
RETENTION: 0
Notice of separation

of marriage filed by individual or their attorney, other than official notices of legal separation resulting from New York State court actions:
RETENTION: PERMANENT

 CO2 1053 308
Mortgage Tax
Title Major Revision Previous Schedules Schedule Item
Mortgage tax record book

recording mortgages, mortgagor, amount of mortgage, amount of tax, discharge, credits, satisfaction, and indexes:
RETENTION: PERMANENT

 CO2 200 309
Mortgage tax reports

submitted to State Department of Taxation and Finance (formerly State Tax Commission), county legislative body, or county fiscal officer, stating mortgages recorded, tax collected and tax distribution:
RETENTION: 7 years

 CO2 201 310
Statement of County Clerk's expenses

filed with mortgage tax report, including all attachments:
RETENTION: 7 years

 CO2 202 311
Report of audit of mortgage tax recording procedure

performed by New York state department or agency:
RETENTION: PERMANENT

 CO2 203 312
Certified mortgage tax refund or adjustment orders

issued by State Department of Taxation and Finance (formerly State Tax Commission):
RETENTION: 7 years

 CO2 204 313
Statements, affidavits, and appraisals

used to determine or revise mortgage tax, including but not limited to: indeterminant mortgage appraisal, and related records; statement of maximum amount secured by mortgage; statement of advance under a corporate trust or prior advance mortgage; statement of amount borrowed by corporations against mortgage; and facts on which exemption is claimed for supplemental mortgages, condominium credit, or other exclusions, exemptions or credits:
RETENTION: 15 years or 0 after discharge of mortgage, whichever is longer
NOTES: When supporting documents, such as affidavits, are incorporated as part of, and thus indistinguishable from, the mortgage document, then the permanent retention of item no. 309 applies.

 CO2 205 314
Mortgage tax distribution sheets

showing distribution of mortgage tax funds among tax districts:
RETENTION: 7 years

 CO2 206 315
Request for apportionment

by mortgage tax recording officer to State Department of Taxation and Finance (formerly State Tax Commission):
RETENTION: 7 years

 CO2 207 316
Certificate of valuation

regarding apportionment of mortgage tax:
RETENTION: 7 years

 CO2 208 317
Assessors' appraisal

for apportionment of mortgage tax:
RETENTION: 7 years

 CO2 209 318
Certificate of determination and apportionment of mortgage tax

issued by State Department of Taxation and Finance (formerly State Tax Commission):
RETENTION: 7 years

 CO2 210 319
Real Property
Title Major Revision Previous Schedules Schedule Item
Records and index documenting the official acquisition, sale, transfer or mortgage of public or private real property:


RETENTION: PERMANENT

 CO2 211 320

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