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General Administration

Legal
Title Major Revision Previous Schedules Schedule Item
Legal opinion

or legal directive rendered by local, state, or federal government agency:
RETENTION: PERMANENT

 CO2 4; MU1 4; ED1 4; MI1 4 29
Local law (including certification that law was properly enacted), rule, regulation, ordinance, resolution, proclamation or court order:


RETENTION: PERMANENT

 CO2 5; MU1 5; ED1 5; MI1 5 30
Legal agreement,

including contract, lease, and release involving local government:
RETENTION: 6 years after expiration or termination or 6 years after final payment under contract, whichever is later
NOTES: This item does not apply to contracts (collective bargaining agreements) between a local government and a public employee labor organization. These contracts are covered by item no. 649 in the Personnel/Civil Service section, and must be retained permanently.

 CO2 6; MU1 6; ED1 6; MI1 6 32
Signature card,

or equivalent record, showing signature of individual legally authorized to sign specific transaction:
RETENTION: 6 years after authorization expires or is withdrawn

 CO2 7; MU1 7; ED1 7; MI1 7 33
Proof of publication or posting,

legal notices, or certification thereof
NOTES: This item does not apply to real property tax lien sales (see item no. 1051 in the Taxation and Assessment section).

 CO2 8; MU1 8; ED1 8; MI1 8 36

a: Relating to bond or note issue or tax limit increase:
RETENTION: 6 years after issue or increase disapproved or retired

b: Not relating to bond or note issue or tax limit increase:
RETENTION: 6 years
Reapportionment or establishment plan

for legislative body, including background materials:
RETENTION: PERMANENT

 CO2 350; MU1 321 38
Official record of street name and/or street address changes:


RETENTION: PERMANENT

 CO2 352; MU1 323 39
District reference file,

covering school, (special) improvement, and fire districts

 CO2 855; MU1 326 40

a: Records documenting the establishment, extension, alteration, consolidation or dissolution of district, including but not limited to petition, records of public hearing, correspondence with New York state agencies, maps, surveys, special reports and studies, and photographs:
RETENTION: PERMANENT

b: Background materials and supporting documentation, including but not limited to periodic reports, routine correspondence, memoranda and copies of district budgets:
RETENTION: 6 years
Governmental establishment and reorganization records,

covering establishment, incorporation, annexation, consolidation, dissolution or charter revision, for political subdivision, including but not limited to petitions, special studies and surveys, correspondence with state agencies, records of voter action and reports:
RETENTION: PERMANENT

 CO2 356; MU1 334; MI1 280 41
Notification of proposed zoning change,

received from municipality adjoining county:
RETENTION: 1 year

 CO2 357 42
Records created in the establishment, change, or dissolution of a county water, sewer, drainage, refuse or agricultural district,

regardless of approval or denial:
RETENTION: PERMANENT

 2022 (♦♦) CO2 359, 992; MI1 612, 856; LGS1 254 43
Historic preservation records,

including but not limited to background files relating to proposed historic preservation legislation, historic district and/or structure designation, records and case files for proposed external modifications to structures with historic designations:
RETENTION: PERMANENT

 CO2 856; MU1 336 44
Record of gifts and bequests to a local government,

including copy of will, copies of deeds, maps and surveys (if applicable) and records of establishment of and use of monies generated by trust fund or endowment
NOTES: This does not apply to donations of real property, which are covered by item no. 803 in the Public Property and Equipment section.

 CO2 368; MU1 339; ED1 173; MI1 283 45

a: When trust fund or endowment is involved:
RETENTION: PERMANENT

b: For gift of work of art, historical or other artifact or historical manuscript:
RETENTION: PERMANENT

c: For gift or bequest not covered under parts "a" or "b", or by note above:
RETENTION: 6 years
Local law or ordinance violation records,

not related to zoning ordinance violation

 CO2 858; MU1 342 31

a: For alleged but unfounded violation:
RETENTION: 1 year

b: Violation files:
RETENTION: 6 years after date of last entry in record

c: Master summary record of violations:
RETENTION: PERMANENT
Community service records,

showing time worked and type of tasks performed by person sentenced by court to community service:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

 CO2 859; MU1 736; MI1 734 46
Notary public and Commissioner of deeds

appointment records, including but not limited to commission, certificate of official character, certificate of appointment and oath:
RETENTION: 6 years after each authorization expires or is withdrawn

 CO2 195; MU1 742 34
Copy of order of protection for student or employee at school or place of employment,

pursuant to Article 530, Criminal Procedure Law:
RETENTION: 6 months after order expires or otherwise becomes invalid

 2020 (♦)
 37
Notices of appearance,

filed by individual retained by another person or group to represent them at an appearance before the governing body or department:
RETENTION: 3 years

 2020 (♦)
 35