Public Safety

a: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layer (official copies maintained and/or updated by dispatching unit):
RETENTION: Maintain as perpetual data files, and 1 year after superseded

b: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layers (other than official copies, where official copy is maintained by other unit of local government which maintains the G.I.S.):
RETENTION: 0 after no longer needed

c: G.I.S. file and process documentation records, covering G.I.S. operations where dispatch unit creates, revises or performs analyses on data layers and related files:
RETENTION: Maintain until G.I.S. system used in dispatch is superseded or no longer used.

a: Feasibility and implementation reports and studies:
RETENTION: 6 years after completion of project
NOTES: Appraise these records for historical significance prior to disposition. Because of the costs involved and significance of implementing E-911 and related systems, these records may be important in documenting the system itself as well as the implementation process. Contact the State Archives for additional advice.

b: Background materials used in preparing feasibility and implementation reports and studies, preliminary maps, and detailed statistical and other supplementary data accompanying reports and studies:
RETENTION: 6 years after completion of project

c: Records relating to establishment of road/street names, address ranges and addresses, including changes in names of roads/streets and address range changes, including standards followed for naming, addressing and address conversions:
RETENTION: PERMANENT

d: Aerial photographs and final maps created in conjunction with system implementation:
RETENTION: PERMANENT

a: Ambulance run or prehospital care record created each time a patient is transported by emergency vehicle and/or administered medical treatment:
RETENTION: 6 years, or 3 years after individual treated and/or transported reaches age 18, whichever is longer

b: Patient care data file, containing medical treatment and/or billing information on individual treated by emergency medical personnel:
RETENTION: 6 years, or 3 years after individual treated and/or transported reaches age 18, whichever is longer

c: Summary record of all patients treated and/or transported:
RETENTION: 3 years

a: Application for training or certification filed by individual:
RETENTION: 6 months

b: Original entry training records, when posted to summary record:
RETENTION: 1 year

c: Original entry training records, when not posted to summary record:
RETENTION: 7 years

d: Summary record of training:
RETENTION: 7 years
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

e: Course materials, except final or annual reports:
RETENTION: 7 years after course completed

a: When blotter or equivalent record is not kept by department or district:
RETENTION: PERMANENT

b: When incidents listed on printout are also shown on blotter or log:
RETENTION: 0 after no longer needed

c: County fire coordinator's, marshal's or emergency services director's information copy:
RETENTION: 0 after no longer needed

a: First, second or third degree arson investigation records, disaster or casualty investigation records, or records of investigations of major fires or significant fires of suspicious origin:
RETENTION: PERMANENT

b: Fourth degree arson investigation records:
RETENTION: 10 years

c: Routine fire investigation records, not covered by parts "a" or "b," above:
RETENTION: 3 years

d: Master summary record of all fire investigations:
RETENTION: PERMANENT

a: Master summary record of inspections performed:
RETENTION: PERMANENT

b: Report on inspection at school, public building, multifamily dwelling, or commercial or industrial facility and notice of violation:
RETENTION: 21 years

c: Report on inspection of single family dwelling and notice of violation:
RETENTION: 6 years

a: Master record of hydrant locations:
RETENTION: 0 after superseded

b: Installation, repair, location, maintenance, inspection and replacement records:
RETENTION: 3 years after hydrant replaced, removed or use discontinued

a: When application is approved:
RETENTION: 6 years after license was renewed, recertified, canceled, revoked, or expired, or after individual is known to have deceased or reached age 90
NOTES: Freedom of Information exemption requests are covered by item no. 707 in Public Access to Records section.

b: When application is disapproved, after any litigation is completed:
RETENTION: 6 months

c: When application is incomplete:
RETENTION: 90 days

a: For homicides, suicides, arson (first, second or third degree), missing persons (until located), aggravated sexual assault (first degree), course of sexual conduct against a child (first degree), active warrants, and stolen or missing firearms (until recovered or destroyed):
RETENTION: PERMANENT

b: For all felonies except those covered by parts "a" and "c", and fatalities other than homicides:
RETENTION: 25 years after case closed
NOTES: Appraise case investigation files for these felonies for historical and other research value, as well as for analysis of long-term trends. Contact the State Archives for additional advice.

c: For fourth degree arson and non-fatal (including vehicular) accidents:
RETENTION: 10 years after case closed

d: For misdemeanor:
RETENTION: 5 years after case closed

e: When offense involved was a violation or traffic infraction:
RETENTION: 1 year after case closed

f: When investigation reveals no offense has been committed by adult:
RETENTION: 5 years

g: When individual involved was a juvenile and no arrest was made, or no offense was committed:
RETENTION: 1 year after individual attains age 18

h: Domestic incident report, created pursuant to Section 140.10(5), Criminal Procedure Law, when case investigation record is created:
RETENTION: Retain for 4 years or as long as rest of case investigation report, whichever is longer.

i: For sexual offenses against a child as defined by the Child Victims Act, excluding sexual offenses in part "a" above:
RETENTION: 0 after child attains age 55

a: When offense involved was a crime (misdemeanor or felony):
RETENTION: 5 years after death of individual, or 90 years after individual's date of birth, whichever is shorter, provided no arrest in the last 5 years
NOTES: Records created before establishment of the D.C.J.S. statewide automated identification system in 1966 are not duplicated at the state level and should be appraised for both archival value and ongoing legal and administrative purposes. Contact the State Archives for additional information.

b: When offense involved was a violation or traffic infraction:
RETENTION: 5 years

c: Digital "mug shot" file, containing digital photos and relevant accompanying data on an individual, when official copies of photos are retained in hard copy as part of part "a" or "b," above:
RETENTION: 0 after no longer needed
NOTES: Digital "mug shot" file, containing digital photos and relevant accompanying data on an individual, when official copies of photos are not retained in hard copy, must be retained as specified in part "a" or "b," above.
Appraise these digital files for archival, legal and administrative value. They may have long term value in criminal investigation. Contact the State Archives and the Division of Criminal Justice Services for additional advice.

d: Fingerprint records, born-digital or scanned, transmitted to the Division of Criminal Justice Services:
RETENTION: 0 after no longer needed

e: Photo arrays, created by combining identification photos for identification and investigative purposes:
RETENTION: Retain as long as relevant case investigation record.

f: Criminal record summaries ("rap sheets"), received from Federal Bureau of Investigation or other law enforcement agency:
RETENTION: Retain most current copy as long as relevant case investigation, or 0 after superseded or obsolete if unrelated to case investigation

g: Authorized requests for criminal information contained in local government law enforcement agency records, along with response and record of action taken:
RETENTION: 6 years

h: When offense involved was a crime committed by a juvenile, other than a Class A or B felony, and no subsequent crime committed:
RETENTION: 0 after individual attains age 21 or 3 years after discharge, whichever is later

a: Master index or listing of confidential informants:
RETENTION: PERMANENT

b: Detailed information on confidential informant:
RETENTION: 0 after individual is deceased or 90 years after individual's date of birth

a: Case records, including but not limited to commitment, general information history, presentence investigation reports, record sheets from other agencies, record of personal property taken from prisoner upon commitment, record of letters written and received, copies of general correspondence concerning prisoner, reports of infractions of rules, prisoner's health records, and suicide prevention screening records, but not including commissary records:
RETENTION: 15 years after death or discharge of prisoner

b: Commissary records, including listing of items requested by prisoner, and prisoner transaction record:
RETENTION: 3 years