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Environmental Health

Environmental Health

Local Regulatory/Permitting Agency: Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Insect control ("vector") records


CO2 246 407

a: Annual, final or special reports:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years

c: Records of discovery and analysis of insects or animals found not to be disease carriers:
RETENTION: 0 after no longer needed
Pesticide use records


CO2 247 408

a: Annual, final or special reports:
RETENTION: PERMANENT

b: Copies of Department of Environmental Conservation (DEC) pesticide applicator certification or business/agency registration records:
RETENTION: 0 after no longer needed

c: Pesticide use inspection or investigation records:
RETENTION: 6 years
NOTES: This item does not cover application of pesticides (including herbicides, rodenticides and disinfectants) on municipal or school property or by municipal or school personnel. See item no. 832 in the Public Property and Equipment section.

d: Copies of emergency pesticide application notification records, where the original records are forwarded to New York State Department of Health, pursuant to Section 33-1004.1 (b-ii-L), Environmental Conservation Law:
RETENTION: 1 year

e: Pesticide application notification records, created as the result of passage of county notification law, pursuant to Section 33-1004.2, Environmental Conservation Law:
RETENTION: 6 years
Air contamination permit files


NOTES: These records do not cover records of resource recovery facilities owned or operated by local governments. These records are covered by the Environmental Facilities: General and Environmental Facilities: Solid Waste Management Facilities subsections, below.

 CO2 248 409

a: Restricted or controlled burning permit file:
RETENTION: 3 years after last entry

b: Permit file for construction of incinerator, stationary combustion installation, resource recovery facility or process exhaust and ventilation system:
RETENTION: 7 years after source no longer exists

c: Permit file ("source file") for operation of incinerator, stationary combustion installation, resource recovery facility or process exhaust and ventilation system, including but not limited to certificate to operate, inspection and monitoring records:
RETENTION: 0 after source no longer exists, but not less than 6 years after denial, expiration or renewal

d: Information copies of construction or operation permit records, where official copies are held by New York State Department of Environmental Conservation, which issues permit directly:
RETENTION: 0 after no longer needed
Air quality monitoring and surveillance log

of air sampling station or similar records of original entry:
RETENTION: 5 years

 CO2 249 410
Emission and operating parameter measurements

for incineration facilities and other sources of air contamination

 CO2 250 412

a: Annual reports:
RETENTION: PERMANENT

b: Summary reports and records of original entry:
RETENTION: 5 years
Permits, approvals,

and related records, relating to water supply or wastewater disposal system, maintained by local health agency

 CO2 261 413

a: Private water supply or wastewater disposal system approvals, including small privately owned water systems, when not part of realty subdivision application:
RETENTION: 20 years after completion of work or 6 years after denial of application
NOTES: Appraise these records for historical significance and other long-term uses prior to disposition, warranting longer, if not permanent, retention. These records may be useful if public water supply or public wastewater treatment systems serve these areas in the future. Contact the State Archives for additional advice.

b: Permit for septic tank cleaner or industrial waste collectors, issued by local agency:
RETENTION: 6 years

c: Informational copies of permit records for septic tank cleaner or industrial waste collectors, where State Department of Environmental Conservation issues permit:
RETENTION: 0 after no longer needed

d: Permit files for distribution of bottled or bulk water, where local government agency issues permit:
RETENTION: 6 years after expiration of permit or denial of application

e: Permit files for fluoridation plans, backflow prevention devices, fire pump chlorinators, or for interconnecting water systems, where local government agency issues permit:
RETENTION: 6 years after distribution of bottled or bulk water, cessation of operation or denial of application

f: Informational copies of permit records for fluoridation plans, backflow prevention devices, fire pump chlorinators, distribution of bottled or bulk water, or for interconnecting water systems, where State Department of Health issues permit:
RETENTION: 0 after no longer needed

g: Well driller certification records:
RETENTION: 0 after superseded or obsolete
Records of minor repairs, enlargements or cleaning

of drainage ditches, or in drainage districts, including but not limited to those defined in Sections 15-1943 and 15-1945, Environmental Conservation Law:
RETENTION: 6 years after date of completion of work

 CO2 810; MU1 863; MI1 690 414
Hazardous waste site identification records,

including survey of suspected hazardous waste disposal sites, including that created pursuant to Section 27-1303, Environmental Conservation Law; copy of state registry listing of sites for a specific jurisdiction; review of registry listings; and determination and notification records for newly identified sites:
RETENTION: PERMANENT

 CO2 811; MU1 864; MI1 691 415
Environmental restoration project records,

created pursuant to Part 375, 6NYCRR, including inactive hazardous waste disposal site remediation, brownfield cleanup, environmental restoration, and soil cleanup programs

 2020 (♦)
 CO2 812; MU1 866 417

a: Application for state assistance; feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; final plans, maps, designs, sketches, architectural drawings and photographs; structure demolition records; environmental impact statement; annual project statement; copies of project review records; fiscal and other final reports; significant change orders; property disposition records; and significant correspondence:
RETENTION: PERMANENT

b: Supplementary documentation, including interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheet, non-significant change orders; routine correspondence, detailed construction specifications and draft or intermediary plans, maps, designs, sketches or drawings:
RETENTION: 6 years after completion of project or date of most recent entry, whichever is longer

c: Unsuccessful bids, to which contracts are not awarded:
RETENTION: 6 years

d: All records, when project is proposed but not undertaken:
RETENTION: 6 years after date of last entry
NOTES: Appraise these records for historical significance prior to disposition. Certain records for environmental restoration projects that are proposed but not undertaken may have research value in documenting property where hazardous substances are located or which is otherwise adversely affected, and should be retained permanently. Contact the State Archives for additional advice.
Informational copies of reports and studies,

received from environmental facilities or from county or state agencies, including copies of reports created pursuant to Section 5-1.72 of 10NYCRR, public health hazard notification, or relating to unsatisfactory water samples, watershed rules violations, and water quality monitoring violations, including testing records and records of action taken by supplier of water to correct violations:
RETENTION: 0 after no longer needed

 MU1 865; MI1 692 416
Radon detection test kit distribution records:


RETENTION: 1 year

 2020 (♦)
 411
Hazardous or toxic substance or petroleum bulk storage records,

except storage facilities owned or operated by local government, including inspection and monitoring records:
NOT COVERED: Records related to a spill or release of hazardous or toxic substance or petroleum are covered by item no. 403.
RETENTION: 10 years
NOTES: Records related to petroleum bulk storage facility owned or operated by local government are covered by item no. 823 in the Public Property and Equipment section.
Local governments may wish to retain records longer than the minimum retention period due to potential long-term environmental and public health risks associated with these substances.

 2020 (♦)
 404
Climate action plans

documenting action to address climate change by reducing greenhouse gas emissions and investing in green economies:
RETENTION: PERMANENT

 2020 (♦)
 418
Junk yard license records,

governed by Section 136 of the General Municipal Law

 2020 (♦)
 400

a: Original application for license, including environmental assessment and impact statement and other records:
RETENTION: 6 years after expiration or denial of license
NOTES: Appraise these records for historical significance and other long-term uses prior to disposition, as they may warrant longer, if not permanent, retention. Environmental assessment and impact records and other records associated with junkyard licenses may have research value in documenting potential environmental and public safety concerns. Contact the State Archives for additional advice in this area.

b: Renewal records:
RETENTION: 6 years after expiration or denial of license
Local Regulatory/Permitting Agency: Oversight of Environmental Facilities
Title Major Revision Previous Schedules Schedule Item
Permits, approvals,

and related records, relating to public water supply or wastewater disposal system, maintained by local health agency

 CO2 813 419

a: Approvals of extensions of areas covered by public water supply or public wastewater treatment systems:
RETENTION: PERMANENT

b: Approval necessary for connection to public water supply or wastewater disposal system:
RETENTION: 6 years after connection no longer in use, or 6 years after denial of application
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 the location of pipes and other underground devices. Contact the State Archives for additional advice.

c: Records relating to surveillance of public water supply system, conducted by local health department, including inspection and sampling records, and waiver from mandatory disinfection requirements:
RETENTION: 3 years after superseded, invalid or obsolete

d: State Pollutant Discharge Elimination System (SPDES) permit issued by county health agency pursuant to Section 17-0701.7, Environmental Conservation Law:
RETENTION: 6 years after permittee ceases pollution discharge and the permit coverage is terminated
Reports and studies

relating to environmental facilities, covering records maintained by county health agency or by municipality

 CO2 262 420

a: Copies of reports and studies, received from public water supply systems, including copies of reports created pursuant to Section 5-1.72 of 10NYCRR, where these facilities are under surveillance of county health department:
RETENTION: 3 years

b: Informational copies of reports and studies, received from environmental facilities, including copies of reports created pursuant to Section 5-1.72 of 10NYCRR, where county does not have surveillance responsibility:
RETENTION: 0 after no longer needed

c: Records relating to unsatisfactory water samples, watershed rules violations, and water quality monitoring violations, including testing records and records of action taken by supplier of water to correct violations, where county is involved in testing samples, monitoring violations and correcting problems:
RETENTION: 6 years after superseded
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.

d: Informational copies of records relating to unsatisfactory water samples, watershed rules violations, and water quality monitoring violations, including testing records and records of action taken by supplier of water to correct violations, where county is not involved in testing samples, monitoring violations and correcting problems:
RETENTION: 1 year

e: Public health hazard notification, received by county or municipality from public water supply system, pursuant to Section 5-1.77(b), 10NYCRR:
RETENTION: 6 years

f: Copies of monthly discharge monitoring and operation reports, submitted to county health department acting as agent for New York State Department of Environmental Conservation in conjunction with SPDES permit requirements:
RETENTION: 5 years

g: Report or list of SPDES permits ranked in respect to need for review, received from New York State Department of Environmental Conservation:
RETENTION: 0 after superseded or obsolete
Environmental health data file,

providing summary and/or detailed information on various environmental health permitting and regulatory activities, such as community sanitation, service food establishments, private water supply and wastewater treatment systems, lead poisoning investigations, and code violations:
RETENTION: 0 after no longer needed
NOTES: Health agencies should consider long-term retention of the basic data elements of these systems for both administrative convenience and for potential research purposes, if data files are maintained locally aside from data input into the New York State Department of Health database. This data may provide for ease of access to other files and may create a record which supplements the facility data information record (see item no. 424). Contact the State Archives for additional advice.

 CO2 814 421
Reports, studies or data queries,

including those generated from environmental health data system (including documentation of macros, queries, and reports):
RETENTION: 0 after no longer needed
NOTES: Appraise the records for archival value. Reports and studies documenting various aspects of community sanitation (such as camps, resorts and mass gatherings) may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

CO2 815 422
Utility company petition

to adjust rates for collection, treatment, or disposal of sewage, including operation reports:
RETENTION: 6 years after new rate is effective or is not approved

 2020 (♦)
 423

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