Environmental Health

a: Permit, application, approval or disapproval; related plans, maps, specifications and engineering drawings; variance from New York state regulations, approval of use of emergency source of water, approval to supply water to or take water from other system, approval of fluoridation process, progress and inspection reports, final and annual reports, summaries of data collected relating to permit issuance, and significant correspondence:
RETENTION: PERMANENT

b: Routine correspondence, cover and internal memoranda, draft or intermediary plans, designs and photographs, detailed data that has been summarized in other records, and other records of transitory value:
RETENTION: 6 years after date of last entry

a: Detailed data collected from sensors or monitors, and detailed reports generated from such data:
RETENTION: 0 after no longer needed
NOTES: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements, such as those contained in Section 756.2(c), 6NYCRR. It is recommended that local government environmental facilities store this data offline long enough to meet such requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

b: System operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION: 5 years
NOTES: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. Contact the State Archives for additional advice in this area.

a: Summary records showing long-term trends and developments:
RETENTION: PERMANENT

b: Records of original entry, containing significant information:
RETENTION: 10 years

c: Records of original entry, containing only routine information with no long-term value:
RETENTION: 1 year
NOTES: Some of these records may need to be retained longer to meet both administrative needs and legal requirements, such as those contained in Section 756.2(c), 6NYCRR. Consult your attorney or counsel and the State Department of Environmental Conservation to determine which records, if any, must be retained longer than 1 year.

d: Intermediary records, compiled from records of original entry, but not showing long-term trends and developments:
RETENTION: 5 years

a: Annual and final reports (including annual report submitted to federal Environmental Protection Agency [EPA]), comprehensive water supply study and report, special studies and detailed reports, including facility inspection reports, reports on watershed rules and rules violations, sanitary surveys, comprehensive performance evaluations, environmental facility monitoring, overall operational reports and reports of emergencies, containing summary or detailed information of long-term value:
RETENTION: PERMANENT

b: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed

c: Monthly operational report submitted to New York State Department of Health:
RETENTION: 5 years
NOTES: Appraise the records for archival value. Reports and studies documenting various aspects of system operation may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

d: Records relating to water quality monitoring violations, watershed rules violations or unsatisfactory water samples, and major changes in aquifer or watershed, including test results and records of corrective actions taken:
RETENTION: 3 years after issuance of notice
NOTES: Appraise these records for long-term uses prior to disposition, warranting longer, if not permanent, retention. These records may be useful in the future in documenting cases of serious drinking water contamination. Contact the State Archives for additional advice.

e: Annual inspection of bottled water facility for certification purposes:
RETENTION: 5 years

a: Operational and testing records for fire pump chlorinator, backflow prevention device, where local agency issues permit:
RETENTION: 5 years

b: Informational copies of operational and testing records for fire pump chlorinator, backflow prevention device, where State Department of Health or other local agency issues permit:
RETENTION: 0 after no longer needed

c: Report of bottled or bulk water distribution:
RETENTION: 3 years

d: Small privately owned water system detailed evaluations, including sanitary surveys and comprehensive performance evaluations:
RETENTION: 10 years after superseded

e: Interstate water carrier reports and other records:
RETENTION: 10 years

f: Septic tank cleaner or industrial waste collector reports and related records:
RETENTION: 6 years

a: Reports and studies documenting major system operational capabilities and proposed modifications, long-range water use planning and aquifer or watershed protection, and/or for long-term planning, for historical and other research, or leading to major future capital expenditures:
RETENTION: PERMANENT

b: Report and studies of short-term or transitory value, containing incomplete or otherwise invalid data, or drafts generated in the process of creating reports and studies covered by part "a," above:
RETENTION: 0 after no longer needed

a: Annual summary reports, final reports, special studies and detailed reports, including facility inspection reports, environmental facility monitoring, overall operational reports and reports of emergencies, water quality records, containing summary or detailed information of long-term value:
RETENTION: PERMANENT

b: Quarterly or monthly or operational reports, including reports of exceedances generated by resource recovery facilities and condensate sampling reports of landfill gas recovery facilities:
RETENTION: 7 years
NOTES: Appraise the records for archival value. Reports documenting various aspects of system operation may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

c: Detailed tonnage or similar reports (including summary reports or other records generated from individual load delivery records) which contain significant information, for solid waste management facility:
RETENTION: 7 years

d: Monthly discharge monitoring and operation reports, submitted to New York State Department of Environmental Conservation in conjunction with SPDES permit requirements, for use of water as coolant, including thermal water temperature data:
RETENTION: 5 years

e: Reports and other records of unauthorized waste collected and its final disposition, created pursuant to Section 360-1.14 (i-1), 6NYCRR:
RETENTION: 7 years

f: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed

a: Individual load delivery records for residential waste:
RETENTION: 6 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

b: Individual load delivery records for other than residential waste:
RETENTION: 10 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

c: Summary reports and other records created from individual load delivery records:
RETENTION: 10 years
NOTES: The individual load delivery records may be disposed of after 1 year, providing the summary records created from them contain sufficient information on the date of disposal, name of the generator, transporter and disposer of the waste, types and quantity of waste disposed. To ascertain if the summary records suffice to meet requirements of the State Department of Environmental Conservation, contact DEC's Division of Materials Management at (518) 402-8678.

d: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed

e: Automated "scalehouse" data file, containing information on type, weight and source of waste collected and disposed of, as well as billing information:
RETENTION: 10 years after information is superseded or invalid

a: Detailed records of waste byproducts generated, including laboratory test results, leaching potential test report and individual load transfer records:
RETENTION: 5 years

b: Summary records of waste byproducts generated and/or disposed of by facility:
RETENTION: 10 years
NOTES: Certain records covered by parts "a" and "b" relating to ash, leachate other waste byproduct generated and/or disposed of by solid waste management facility may warrant longer, if not permanent, retention, for administrative or research reasons. Contact the State Archives for additional information.

a: All records, except periodic routine inspection reports, routine notes, memoranda, correspondence and detailed data collected as part of project:
RETENTION: PERMANENT

b: Routine notes, memoranda, correspondence and detailed data collected as part of project:
RETENTION: 30 years after date of closure

c: Periodic routine inspection reports:
RETENTION: 7 years after date of inspection

a: Permits for discharge of effluent into wastewater treatment system and related records, such as copies of SPDES permits issued to waste generator, discharge monitoring reports, detailed intake records, and laboratory test results:
RETENTION: 6 years after denial, renewal or expiration of permit

b: Summary records of waste received for treatment, including records relating to waste received that exceeds acceptable volume or content parameters:
RETENTION: 20 years
NOTES: Certain records covered by this subitem relating to significant industrial or other high-discharge waste generation and disposal may warrant longer, if not permanent, retention, for administrative or research reasons. Contact the State Archives for additional information.

c: Survey or similar records of significant industrial or other high-discharge waste generators in an area served by a specific wastewater treatment facility:
RETENTION: 5 years after superseded or obsolete
NOTES: Certain records covered by this subitem relating to significant industrial or other high-discharge waste generation and disposal may warrant longer, if not permanent, retention, for administrative or research reasons. Contact the State Archives for additional information.

a: Domestic livestock antirabies protection certificate:
RETENTION: 5 years

b: Records concerning certification of area for rabies, including but not limited to correspondence, notices, and copy of resolution:
RETENTION: 20 years

c: Investigation records for bite or other potentially dangerous contact with an animal, including potentially rabid animal:
RETENTION: 6 years

d: Wildlife vaccination program records, including application and notification records, forms, logs, and reports:
RETENTION: 10 years
NOTES: Appraise any annual, final, or special reports for historical significance prior to disposition. Reports may document significant public health initiatives and provide detailed information on the impact and results, thus possessing historical or other value warranting permanent retention. Contact the State Archives for additional advice.

a: When no minor is involved:
RETENTION: 6 years

b: When a minor is involved:
RETENTION: 6 years after date of most recent entry, but not until 3 years after any minor involved attains age 18

a: Inspection report for preparation or serving area:
RETENTION: 3 years

b: Food sanitation complaint investigation or food embargo records, for investigations other than food- or water-borne disease investigations:
RETENTION: 6 years after last entry

c: Food sanitation complaint investigation or food embargo records, when a food- or water-borne disease investigation is conducted:
RETENTION: 21 years
NOTES: Appraise these records for long-term uses, warranting longer, if not permanent, retention prior to disposition. Records covered by item 429c may be useful in the future in documenting cases of serious food poisoning, such as where death or serious illness occurs from E. coli contamination. Contact the State Archives for additional advice.

d: Food labelling and advertising investigation or complaint records:
RETENTION: 2 years

a: Records of investigation of spill or release of hazardous substance exceeding minimum reportable quantity (as defined in Section 597.3, 6 NYCRR, Table 1):
RETENTION: PERMANENT

b: Records of investigation of spill or release of hazardous or toxic substance not exceeding minimum reportable quantity (as defined in Section 597.3, 6 NYCRR, Table 1):
RETENTION: 7 years after close of investigation

c: Records of investigation of spill or release of petroleum (as defined in Section 597.1(b)(12), 6NYCRR) exceeding 25 gallons:
RETENTION: PERMANENT

d: Records of investigation of spill or release of petroleum (as defined in Section 597.1(b)(12), 6NYCRR) not exceeding 25 gallons:
RETENTION: 7 years after close of investigation

a: Violation files:
RETENTION: 3 years after violation abated

b: Alleged but unfounded violation files:
RETENTION: 1 year after last entry

c: Master summary record (log or register) of complaints, violations and inspections:
RETENTION: 3 years after last entry