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General Administration

NOTE: Records common to most offices are listed under this section of the Schedule. In using the Schedule, one should first attempt to locate a specific item under a functional heading. If the record you are locating cannot be found under a functional heading, then proceed to this General Administration section to search for a less specific item covering the record.

♦ NOTE: Some of these items appeared in the Miscellaneous and County Clerk sections of previous schedules.

General Administration

Meetings/Hearings
Title Major Revision Previous Schedules Schedule Item
External group meeting files,

including minutes, agendas, background materials, studies and reports, and other records used by an employee acting in an official capacity with associations, organizations, or other groups that are not part of the local government:
RETENTION: 0 after no longer needed

 2020 (♦)
 50
Office Administration
Title Major Revision Previous Schedules Schedule Item
Manual of procedures,

or policies and standards

 CO2 9; MU1 9; ED1 9; MI1 9 52

a: Involving major procedures, policies and standards affecting local government operations, critical functions or issues of public visibility or concern:
RETENTION: PERMANENT
NOTES: Disaster plans are covered by item 139 in the Civil Defense/Disaster Preparedness section.

b: Involving routine day-to-day procedures, policies and standards pertaining to internal administration of a local government:
RETENTION: 6 years after superseded
Correspondence,

and supporting documentation maintained in a subject file (generated or received by a local government), except correspondence that is part of a case file or other record series listed elsewhere on this Schedule

 CO2 10; MU1 10; ED1 10; MI1 10 53

a: Documenting significant policy or decision making or significant events, or dealing with legal precedents or significant legal issues:
RETENTION: PERMANENT
NOTES: Significant correspondence is often maintained by the chief executive or administrative officer, and sometimes in subject file format. See item no. 471 in the Executive section.

b: Containing routine legal, fiscal or administrative information:
RETENTION: 6 years

c: Of no fiscal, legal or administrative value (including letters of transmittal, invitations and cover letters):
RETENTION: 0 after no longer needed
Special project or program files,

including official copy of publications, videotapes, or informational literature prepared for public distribution, background materials and supporting documentation:
RETENTION: 6 years after project or program ends
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. If special projects or programs deal with significant subjects, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

 CO2 12; MU1 12; ED1 12; MI1 12 54
Grant program file


NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Federal emergency management and disaster response grants are covered under item no. 147 in Civil Defense/Disaster Preparedness section.

 CO2 13; MU1 13; ED1 13; MI1 13 55

a: Application, proposal, narrative, evaluation, and annual report for grants that have been awarded:
RETENTION: 6 years after renewal or close of grant
NOTES: Local governments may find that some of the records covered by part "a" have ongoing administrative value. These records may be useful beyond the minimum retention period for preparing future grant applications.

b: Background material, fiscal records, and supporting documentation for grants that have been awarded and all records relating to grant applications that have been rejected:
RETENTION: 6 years after renewal or close of grant or denial of application
Internal information record,

including but not limited to calendars of appointments, office and travel schedule, memoranda and routing slips, routine internal reports, reviews and plans, used solely to disseminate information or for similar administrative purposes:
RETENTION: 0 after no longer needed

 CO2 18; MU1 18; ED1 18; MI1 18 57
Duplicate copy of record,

created for administrative convenience, except where retention is specified elsewhere in this Schedule:
RETENTION: 0 after no longer needed

 CO2 19; MU1 19; ED1 19; MI1 19 58
Log or schedule

used for internal administrative purposes only:
RETENTION: 0 after no longer needed

 CO2 20; MU1 20; ED1 20; MI1 20 59
Mailing list

used for billing or other administrative purposes:
RETENTION: 0 after superseded or obsolete

 CO2 21; MU1 21; ED1 21; MI1 21 60
List, index or summary

used for internal administrative convenience or for informational purposes:
RETENTION: 0 after obsolete

 CO2 25; MU1 25; ED1 25; MI1 25 61
Working document,

such as draft, worksheet or posting record except worksheets containing fiscal information:
RETENTION: 0 after no longer needed

 CO2 26; MU1 26; ED1 26; MI1 26 62
Communication log

recording each communication between caller and receiving unit:
RETENTION: 1 year
NOTES: Item nos. 63 and 64 do not apply to records found in the public safety area. See the Public Safety section.

 CO2 27; MU1 27; ED1 27; MI1 27 63
Telephone call log, statement or equivalent record:


RETENTION: 1 year

 CO2 28; MU1 28; ED1 28; MI1 28 64
Identification card

(duplicate copy or record of issuance) issued to student, client, patron or resident:
RETENTION: 0 after invalid
NOTES: This does not apply to identification cards issued by a law-enforcement agency as proof of age or identity or identification cards issued by local government to its employees. For these, see item no. 1231 in the Public Safety section and item no. 642 in the Personnel/Civil Service section.

 CO2 33; MU1 33; ED1 29; MI1 29 65
Postal records,

including returned registered or certified mail card or receipt and insurance receipt:
RETENTION: 1 year
NOTES: This does not apply to records documenting delivery of notification to interested parties relating to tax lien sales. See the Taxation and Assessment section of this Schedule.

 CO2 30; MU1 30; ED1 30; MI1 30 66
Miscellaneous non-government records,

received by local government:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Records which document the history of the community and its citizens may have continuing value for historical or other research and should be retained permanently. These records may contain valuable information which supplements records created by the local government itself. Records not retained permanently may be offered to a local historical records repository. Contact the State Archives for additional advice.
Upon the receipt of these non-public records by a local government, these records become "local government records." Published materials received by a local government are not considered to be public records.

 CO2 861; MU1 739; ED1 460; MI1 735 67
Project review records,

covering projects requiring approval by the Adirondack Park Agency, Lake George Park Commission, or other government entity or agency, where local government receives records for comment or review, or for informational purposes

 CO2 867; MU1 892; MI1 739 56

a: When permit or other approval must be granted by local government involved:
RETENTION: Retain as long as related building, land use, planning, zoning, or environmental permit or approval

b: When no permit or approval by local government is needed, and records are received for comment or informational purposes only:
RETENTION: 3 years after date of most recent entry
Public Relations
Title Major Revision Previous Schedules Schedule Item
Official copy of publication,

including newsletter, press release, published report, calendar, bulletin, recording, homepage or other website file, educational or informational program material prepared by or for local government, and associated consent forms
NOTES: Specific publications are listed in other places in this Schedule. Before using this item to determine the minimum legal retention for a publication, determine if that publication is covered by a more specific item.

 CO2 11; MU1 11; ED1 11; MI1 11 68

a: Publications which contain significant information or substantial evidence of plans and directions for government activities, or publications where critical information is not contained in other publications:
RETENTION: PERMANENT

b: Publications where critical information is also contained in other publications or reports, publications which document routine activities, publications which contain only routine information, or publications (such as webpages) that facilitate access to government information on the Internet:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Local governments should consider permanent retention of samples of publications covered by part "b" of the above item. Contact the State Archives for additional advice in this area.
Opinion survey records


CO2 15; MU1 15; ED1 15; MI1 15 76

a: Survey results, including official copy of survey form:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Survey results and sample forms involving very significant issues should be retained permanently.

b: Completed survey forms:
RETENTION: 0 after survey results prepared
Daily, weekly, monthly, quarterly or other periodic internal or external report, summary, review, evaluation, log, list, statement or statistics:


RETENTION: 6 years
NOTES: For annual, special, or final report, summary, review or evaluation, see item no. 74, below. For routine internal reports and reviews, see item no. 57.

 CO2 22; MU1 22; ED1 22; MI1 22 73
Annual, special or final report, summary, review or evaluation


NOTES: Specific annual reports are listed in many places in this Schedule. Before using this item to determine the minimum legal retention for an annual report, determine that a report is not covered by a more specific item.

 CO2 23; MU1 23; ED1 23; MI1 23 74

a: Reports which contain substantial evidence of government policy, procedures, plans and directions:
RETENTION: PERMANENT

b: Reports where critical information is contained in other reports, reports which document internal management and housekeeping activities, or reports which contain only routine legal, fiscal and administrative information:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Program plan (annual, special or long-range):


RETENTION: PERMANENT
NOTES: Program plans of a routine nature covering internal activities are covered by item, no. 57. Program plans where significant information is duplicated in other records (which are retained permanently) are covered by item no. 58.

 CO2 24; MU1 24; ED1 24; MI1 24 75
Local government public access television records


2020 (♦)
 CO2 719; MU1 653; ED1 314; MI1 581 72

a: Recording of local government public access television program, where program is produced by a local government and where program constitutes an important public meeting, significant event, important subject or documents local government policy making:
RETENTION: PERMANENT
NOTES: In order to ensure the continued preservation and availability of recordings, local governments should consider using broadcast-quality recordings where possible. Those recordings should be periodically inspected and copied to newer media and formats. Consult State Archives for additional advice.

b: Recording of local government public access television program, where program is produced by a local government and where program constitutes a routine meeting, event or subject:
RETENTION: 1 year

c: Recording of local government public access television program, where program is aired but not produced by a local government:
RETENTION: 0 after no longer needed

d: Viewer guide or other periodic listing of programs:
RETENTION: 1 year
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. The State Archives recommends that local governments retain a sampling of these records on a monthly, seasonal or other periodic basis.

e: Program files on local government cable television programs:
RETENTION: 6 years
Records covering photocopying and other reproduction

of records, books, or other materials, including usage logs and individual copying requests

2020 (♦)
 CO2 720; MU1 654; ED1 398; MI1 582 69

a: For materials subject to U.S. Copyright Law:
RETENTION: 5 years

b: For materials not subject to U.S. Copyright Law:
RETENTION: 0 after no longer needed
Copyright records,

for materials copyrighted by local government, including but not limited to copy of application, notice of copyright and correspondence:
RETENTION: 6 years after copyright expires or application denied

 CO2 721; MU1 861; ED1 399; MI1 583 70
Photographs, other visual media, or audio/video records,

including aerial photographs and consent forms, created by a local government, which are not part of a record series listed elsewhere in this Schedule:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Some photographs and other visual media records may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

 CO2 864; MU1 889; ED1 393; MI1 736 71
Services
Title Major Revision Previous Schedules Schedule Item
Complaint, petition or request for service

received by local government
NOTES: Appraise these records for historical significance prior to disposition. Petitions by citizens involving very significant issues should be retained permanently.
For additional fiscal items, see Fiscal section of this Schedule.

 CO2 29; MU1 29; ED1 313; MI1 33 77

a: Summary record (such as log or register) of complaints, petitions or requests:
RETENTION: 6 years after disposition of all complaints, petitions or requests listed

b: Complaints, petitions or requests relating to other than routine services or activities:
RETENTION: 6 years after final disposition of complaint, petition or request

c: Complaints, petitions or requests relating to routine government services or activities:
RETENTION: 1 year after final disposition of complaint, petition or request
Repair, installation, maintenance or similar record,

including but not limited to request for service, work order, record of work done, and summary or log of service performed:
RETENTION: 6 years
NOTES: For maintenance, testing, service, operational and repair records for public equipment or vehicle, see item no. 817 in the Public Property and Equipment section.

 CO2 16; MU1 16; ED1 16; MI1 16 78
Ombudsman/referral service records

covering citizen complaint services, landlord/tenant advisory services, job placement consultation, handicapped person's assistance, and related services, including but not limited to log or master index, copies of complaints, intakes and referrals, and individual case file materials

 CO2 349; MU1 320; MI1 276 79

a: Relating to other than routine services or activities:
RETENTION: 6 years after final disposition of matter

b: Relating to routine services or activities:
RETENTION: 1 year after final disposition of matter
Surplus food distribution records,

covering federally donated food and related commodities, including but not limited to inventory, order form, eligibility determination records, authorizing receipt and reports on storage and distribution:
RETENTION: 4 years

 CO2 355; MU1 332 80
Training
Title Major Revision Previous Schedules Schedule Item
Training course information records,

including but not limited to memoranda, flyers, catalogues and other records related to specific training courses including information on course content, program registration, instructor, credits, hours and roster of registrants
NOTES: This item does not cover training in the Public Safety area; see item nos. 1187 and 1200 in the Public Safety section and item no. 930 in the School Safety subsection. This item does not cover training in dealing with toxic substances; see item no. 654 in the Personnel/Civil Service section. For commercial motor vehicle driver alcohol and drug testing training, see item no. 671 in the Personnel/Civil Service section. Records of earnings (in-service) credits are covered by item no. 636 in the Personnel/Civil Service section.
See Fiscal section for records of fiscal transactions involving training programs.
For employee training history records, see item no. 640 in the Personnel/Civil Service section.

 2020 (♦)
 CO2 722; MU1 655; ED1 400; MI1 584 81

a: Continuing Teacher and Leader Education (CTLE) Sponsors courses and workshop:
RETENTION: 8 years

b: All other training:
RETENTION: 0 after superseded or obsolete
Training course registration processing records,

including but not limited to employees' application and enrollment records for courses including employee data forms, course applications, and supervisors' and training officers' authorizations or denials:
RETENTION: 0 after no longer needed for administrative use

 2020 (♦)
 CO2 723; MU1 656; MI1 585 82

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