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Transportation and Engineering

Transportation and Engineering

Airport
Title Major Revision Previous Schedules Schedule Item
Operation certification records,

involving certification from the Federal Aviation Administration (FAA)

 CO2 670; MU1 608; MI1 536 1060

a: Operating certificate, application for certification and FAA inspection reports relating to certification, operational manual (including all updates):
RETENTION: PERMANENT

b: Security-related and other mandates and circulars received from the FAA, along with any related correspondence, dealing with significant issues:
RETENTION: PERMANENT

c: Security-related and other mandates and circulars received from the FAA, along with any related correspondence, not dealing with significant issues:
RETENTION: 1 year after superseded, obsolete or no longer needed
Airport security and safety records


2020 (♦)
 CO2 671; MU1 609; MI1 537 1061

a: Security or safety inspection records, which contain non-routine information or indicate need for maintenance, repairs, or changes in airport operational policies:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Inspection records documenting serious problems or conditions may have historical value and may merit permanent retention. Contact the State Archives for additional advice.

b: Records of routine inspections performed at airport, where longer retention is not necessary for administrative, fiscal or legal reasons:
RETENTION: 1 year

c: Other security records, including but not limited to visitor's register, security officers' logs or reports, automated security system reports, false alarm reports, and records of security videotape review:
RETENTION: 3 years
NOTES: Record documenting potentially important incidents may warrant longer retention for legal reasons. Airport officials should carefully review these records before destroying them. Original records may need to be retained longer than 3 years even if posted to summary records. Contact the State Archives for additional advice.

d: Summary security records, including periodic reports:
RETENTION: 6 years

e: Security plan and registration record submitted to the New York State Department of Transportation under provisions of Section 14-m, Transportation Law:
RETENTION: 3 years
Airport tenant legal and reference files


CO2 672; MU1 610; MI1 538 1062

a: Contract negotiations, contracts, leases and significant correspondence:
RETENTION: 6 years after expiration, revocation or renewal
NOTES: Appraise these records for historical significance prior to disposition. These records may document the important roles these facilities play in the economic development of the community. In such cases, these records may have continuing value for historical or other research meriting their permanent retention. Contact the State Archives for additional advice.

b: Correspondence, including but not limited to complaints about tenants:
RETENTION: 6 years

c: Informational materials, including but not limited to lists of tenants' employees, sample of airline schedules, brochures and advertising materials:
RETENTION: 0 after obsolete
NOTES: For copies of actual airline schedules, see item no. 1065.

d: Airline employee security background check, security clearance, and identification records:
RETENTION: 6 years after employee no longer employed at airport
Airport incident or accident reports


CO2 673; MU1 611; MI1 539 1063

a: Incident data summary record recording incidents or accidents at airport:
RETENTION: 3 years after last entry

b: Incident or accident report and related records:
RETENTION: 3 years
NOTES: Appraise these records for historical significance prior to disposition. Records documenting serious incidents or accidents have historical value and may merit permanent retention. (For disaster files, see also item no. 146 in the Civil Defense/Disaster Preparedness section.) Contact the State Archives for additional advice.
Accreditation records for airport personnel,

accredited by American Association of Airports, Airports Council International, or other organization

 CO2 1004; MU1 901; MI1 860 1064

a: Accreditation records relating to individuals:
RETENTION: 6 years after termination of service

b: Other records, including lists of accredited individuals:
RETENTION: 0 after superseded or obsolete
Airline/airport schedule and usage records,

such as those received from airlines or the FAA, including monthly reports, passenger counts, cargo and load records

 CO2 1005; MU1 902; MI1 861 1065

a: Summary records, and records containing information with fiscal or legal implications:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting airport activity and may merit permanent retention. Contact the State Archives for additional advice.

b: Routine records, not containing information with fiscal or legal implications:
RETENTION: 1 year
NOTES: Data and related records submitted to and received from the New York State Department of Transportation relative to financial assistance and grant applications is covered by item no. 55b in the General Administration section.
Fuel (jet fuel and service vehicle fuel), de-icer or other chemical storage and dispensing records

for airport

 CO2 1006; MU1 903; MI1 862 1066

a: Consumption and dispensing records for fuel, oil, or similar products used by service vehicles, equipment or airplanes:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Summary records may have historical value in documenting the use of fuel and other chemicals at airports and may merit permanent retention. Contact the State Archives for additional advice.

b: Substance testing records:
RETENTION: 3 years

c: Approvals from the New York State Department of Environmental Conservation (or other agency) for storage and dispensing of fuel and other substances:
RETENTION: 7 years after expiration or termination of approval or denial of application

d: Records relating to non-significant leakage, spillage and runoff:
RETENTION: 6 years

e: Records relating to significant leakage, spillage and runoff, or any leakage from underground storage tanks:
RETENTION: PERMANENT
NOTES: For other petroleum bulk storage records, see item no. 823 in the Public Property and Equipment section.

f: Plans to control leakage, spillage, or runoff, or to deal with accidents and emergencies:
RETENTION: PERMANENT
Highway, Engineering, and Public Works
Title Major Revision Previous Schedules Schedule Item
Highway or other transportation structure maintenance and repair records

covering routine maintenance and repair activities, tree cutting, and pavement marking:
RETENTION: 6 years

 2020 (♦)
 CO2 675; MU1 613; MI1 541 1067
Snow and ice removal records,

including log or report of weather conditions:
RETENTION: 6 years

 CO2 676; MU1 614; MI1 542 1068
Highway or transportation structure history file

containing summary information on highways, roads, streets, bridges, elevated railways, overpasses, underpasses, culverts, and other structures, except records covering routine maintenance and repair activities

 CO2 677; MU1 615; MI1 543 1069

a: All records in file, except draft or intermediary records documenting other than significant changes and those closely duplicating other records in file:
RETENTION: PERMANENT

b: Draft or intermediary records documenting other than significant changes, or closely duplicating other records in file:
RETENTION: 0 after no longer needed
Project file for capital transportation improvement

covering highways, roads, streets, bridges, other structures, parking lots and garages, and public transportation system improvements

 2020 (♦)
 CO2 678; MU1 616; MI1 544 1070

a: Feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; environmental impact statement; annual project statement; fiscal and other final reports, and significant correspondence:
RETENTION: 6 years after highway or structure no longer exists or is abandoned

b: Supplementary documentation, including application for assistance, project budget, interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheets, routine correspondence and detailed construction specifications:
RETENTION: 6 years after last entry in project file or, if project involves bonds, 6 years after final bond redemption

c: Records related to New York State Department of Transportation-issued grants or the Consolidated Local Street and Highway Improvement (CHIPS) and Extreme Winter Recovery (EWR) programs, including but not limited to project certification, invoices, equipment usage statements, payroll records, curb ramp installation photos, proof of payment, and summary records:
RETENTION: 36 years after reimbursement from state

d: Unsuccessful bids:
RETENTION: 6 years after final payment under contract

e: All records, when project is proposed but not undertaken:
RETENTION: 6 years after last entry
NOTES: For additional plans, maps, designs, sketches, designs, architectural drawings and photographs of buildings and facilities, see item nos. 1072 and 1073.
Master summary record

(index, log or register) of transportation improvement projects:
RETENTION: PERMANENT

 CO2 679; MU1 617; MI1 545 1071
Official maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections of highways, roads, streets, bridges, or other structures

including indices or finding aids, when not relating to specific project design files, covered by item no. 1073, immediately below

 CO2 680; MU1 618; MI1 546 1072

a: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:
RETENTION: PERMANENT

b: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure:
RETENTION: 6 years after structure no longer exists

c: Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:
RETENTION: 6 years after completion of project
NOTES: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

d: Template or other similar automated framework or reference files used in conjunction with more specific automated design files:
RETENTION: Retain as long as the related specific automated design files are retained.

e: Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records:
RETENTION: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of
Design file for capital transportation improvement project,

including plans, maps, designs, sketches, designs, architectural drawings, and photographs for highways and other transportation structures maintained by local government

 CO2 1007; MU1 904; MI1 863 1073

a: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:
RETENTION: PERMANENT

b: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure:
RETENTION: 6 years after highway or structure no longer exists

c: Detailed schematic drawings, not covered by parts "a" or "b," including detailed specifications not appearing on plans, maps, designs, sketches, and architectural drawings:
RETENTION: 6 years after highway or structure no longer exists

d: Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:
RETENTION: 6 years after completion of project
NOTES: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

e: Template or other similar automated framework or reference files used in conjunction with more specific automated design files:
RETENTION: Retain as long as the related specific automated design files are retained.

f: Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records:
RETENTION: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of
Highway, road, street or transportation structure management automated maintenance, repair and inspection system records,

also containing information such as on motor vehicle accidents, highway safety, highway-related permits, complaints and requests for service
NOTES: This does not apply to automated systems used by public transportation systems, see item no. 1093 in the Public Transportation subsection, below.

 CO2 1008; MU1 905; MI1 864 1074

a: Detailed data file containing information such as on maintenance and repairs:
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, unless official copies are maintained outside the system and are disposed consistent with item nos. 1067, 1068, 1079, 1081, 1082, 1083, and 1085 in this section. It is recommended that local officials store this data offline long enough to meet audit or any other requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

b: Automated system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION: 6 years
NOTES: Appraise these records for archival value. History files may contain valuable information to document highway, road, street or transportation structure management over a period of time. Contact the State Archives for additional advice in this area.

c: Logs, schedule, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which contain information of legal or fiscal value:
RETENTION: 6 years

d: Logs, schedules, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which do not contain information of legal or fiscal value, such as when no work is performed and no funds expended:
RETENTION: 0 after no longer needed

e: Geographic Information System (G.I.S.) street/road data file used as base maps for system operation, derived from official G.I.S. data maintained by other unit of local government:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for archival value. If G.I.S. data layers contain "value added" information on highways, roads, streets and transportation structures not found in the source files from which they were created, they may have secondary uses. Contact the State Archives for additional advice in this area.

f: Copies of maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections, where official copies are maintained elsewhere, and are covered by item no. 1072, above:
RETENTION: 0 after no longer needed
Right-of-way records,

including legal description of right-of-way, copies of deeds, maps and photographs:
RETENTION: PERMANENT

 CO2 681; MU1 619; MI1 547 1075
Property acquisition records,

documenting acquisition of real property obtained through eminent domain proceedings for transportation-related project, including record of public hearing, findings and determination, appraisal information, copy of court proceedings and correspondence:
RETENTION: PERMANENT

 CO2 682; MU1 620; MI1 548 1076
Recommendation

of Highway Superintendent or Commissioner of Public Works for expenditure of highway or road fund money:
RETENTION: 6 years

 CO2 683; MU1 621; MI1 549 1077
Report or "inventory"

received from and submitted to New York State Department of Transportation on status, mileage, improvements, or other characteristics of highways and bridges:
RETENTION: 5 years
NOTES: Appraise these records for historical significance prior to disposition. These records may constitute a valuable summary listing of highways and structures. Contact the State Archives for additional advice.

 CO2 684; MU1 622; MI1 550 1078
Complaint or request for service,

including notification (including communication log and telephone call log) of unsafe, dangerous or defective condition of highway, street, road, bridge, sidewalk, or other capital improvement, including but not limited to inspection report and record of abatement of condition

 CO2 685; MU1 623; MI1 551 1079

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

b: Complaint or request for service, including follow-up records, where remedial action is taken:
RETENTION: 6 years after remedial action taken or condition otherwise abated, whichever occurs first

c: Complaint or request for service, including follow-up records, where no remedial action is taken:
RETENTION: 1 year
Transportation- or engineering-related reports, studies or data queries,

including their supporting documentation, covering subjects such as traffic congestion studies, traffic safety studies, traffic sign or signal survey, speed limit change request, including but not limited to information gathering forms; copies of accident reports and court records; copies of maps, plans and surveys; and correspondence

 CO2 686; MU1 624; MI1 552 1080

a: Reports, studies or queries having legal or fiscal value:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information on such subjects as traffic congestion and traffic safety, and may reveal long-term trends and accident-prone areas and vehicles. Contact the State Archives for additional advice.

b: Reports, studies or queries having no legal or fiscal value, such as daily activity, individual "crew" or "shift" reports," daily communications or other routine internal reports:
RETENTION: 0 after no longer needed
Traffic sign or signal erection, relocation, or removal records


CO2 687; MU1 625; MI1 553 1081

a: Records relating to individual or group of interconnected signs or signals, such as authorization for actions taken, photographs, copies of accident reports, copies of maps and surveys, sketches and diagrams, traffic surveys and correspondence:
RETENTION: 6 years after sign or signal replaced or no longer exists, whichever is shorter

b: Road sign or signal listing:
RETENTION: 0 after superseded or obsolete

c: Reports and other records of malfunctioning or missing sign or signal:
RETENTION: 1 year after sign or signal repaired, removed or replaced
Copies of motor vehicle accident reports

received from law-enforcement or other government agency

 CO2 689; MU1 627; MI1 555 1082

a: Accident reports where design or maintenance of highway or structure is relevant to accident:
RETENTION: 6 years

b: Routine accident reports:
RETENTION: 1 year
Highway related permit file

covering handling of oversized vehicles or equipment, or temporary barricading, obstruction, closing, excavation, construction or encroachment:
RETENTION: 6 years after expiration or denial of permit

 CO2 690; MU1 628; MI1 556 1083
Public improvement permit file

covering construction work which improves facilities benefiting the public:
RETENTION: 6 years after expiration or denial of permit
NOTES: This does not apply to building permits or environmental health related permits. See the Building and Property Regulation and Environmental Health sections of this Schedule.

 CO2 691; MU1 629; MI1 557 1084
Inspection records

for bridges, elevated railways and similar structures:
RETENTION: 6 years after structure no longer in use or inspected features have been replaced

 CO2 692; MU1 630; MI1 558 1085
Intergovernmental agreements, contracts or orders

relative to highway maintenance, and sharing of equipment, materials or services:
RETENTION: 6 years after expiration

 CO2 693; MU1 631; MI1 559 1086
Engineer's reference files,

usually arranged by topic, name or number of road, or name of municipality or other government agency:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. These records may contain valuable information on a variety of highway- and transportation- related subjects. Contact the State Archives for additional advice.

 CO2 694; MU1 632; MI1 560 1087
Parking lot or garage usage records


2020 (♦)
 CO2 695; MU1 633; MI1 561 1088

a: Summary record of usage:
RETENTION: 6 years

b: Traffic counts, daily statistics, or similar records of original entry:
RETENTION: 6 years

c: Tickets, copies or stubs of tickets:
RETENTION: 1 year

d: Copies of permits, applications, and related records, including for handicapped parking:
RETENTION: 6 years after expiration of permit or denial of application
Parking permit records,

including handicapped parking

 2020 (♦)
 CO2 696; MU1 634; MI1 562 1089

a: Copies of permits, applications, and related records, when a fee is involved:
RETENTION: 6 years after expiration of permit or denial of application

b: Copies of permits, applications, and related records, when no fee is involved:
RETENTION: 1 year after expiration of permit or denial of application

c: Master listing of permits or designated parking spaces or other summary record:
RETENTION: 0 after obsolete or superseded
Copies of highway, street, road or bridge records received from other governmental jurisdiction:


CO2 697; MU1 906; MI1 865 1090

a: Where construction or maintenance of highway, street, road or bridge in question is responsibility of local government which receives the records, including instances where highways, streets or roads under separate jurisdictions abut:
RETENTION: 6 years after highway or structure no longer exists

b: Copies of records received for information purposes only:
RETENTION: 1 year
Child safety seat inspection records,

including but not limited to requests for inspection, inspection reports and log or schedule of inspections performed:
RETENTION: 3 years
NOTES: Some of these records may need to be retained longer for potential legal needs, in case inspected vehicles are involved in personal injury accidents. Consult counsel to determine which records, if any, may need to be retained longer to meet these needs.

 CO2 1009; MU1 907; MI1 866 1091
Public Transportation System
Title Major Revision Previous Schedules Schedule Item
Map, plan, schedule, diagram or sketch

of entire system or specific branch or route providing information on stations, stops, dates of operation and times of arrival and departure

 CO2 698; MU1 635; MI1 563 1092

a: Final or "as built" copies of official maps, plans and designs showing system route and details of structures, along with draft or intermediary copies that document significant changes:
RETENTION: PERMANENT

b: Draft or intermediary copies of official maps, plans and designs showing system route and details of structures, that do not document significant changes:
RETENTION: 0 after no longer needed

c: Schedules and diagrams showing individual routes and route and time changes:
RETENTION: 1 year after superseded or obsolete
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 only of schedules and diagrams covered by part "c" of the above item. Contact the State Archives for additional advice in this area.
Automated operational system

used to monitor and schedule operation of public transportation passenger vehicles (busses and subway vehicles), including Supply Control and Data Acquisition (SCADA) or equivalent system, used to monitor environmental conditions (temperature, humidity, air quality) in vehicles or various areas accessible to the public
NOTES: For reports and queries from system data, see item no. 1345. For alarm, problem and emergency records created from system data, see item no. 1346.

 CO2 1010; MU1 908; MI1 867 1093

a: Detailed data file containing information such as on vehicle stops, usage, locations at specific times or intervals:
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. It is recommended that public transportation systems 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: 6 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.

c: Voice data maintained in or by automated system, including conversations between central operational unit and individual vehicle operators, and voice data used for annunciation on vehicles:
RETENTION: 0 after no longer needed
NOTES: Records custodians may wish to consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential legal value. Recordings documenting serious incidents may warrant longer retention for legal reasons. These tapes should be retained until legal action is resolved, or the relevant specific communications should be transferred onto a separate tape. Contact the State Archives for additional advice.
System operational records of original entry

created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records (including but not limited to passenger counts, tickets, and stubs):
RETENTION: 0 after posted to summary record

 CO2 699; MU1 636; MI1 564 1094
Operational reports and queries for public transportation system,

including macros, queries and necessary documentation used in report and query generation

 CO2 1011; MU1 909; MI1 868 1095

a: Reports and queries dealing with serious incidents or problems, or major issues with long-term implications:
RETENTION: PERMANENT

b: Reports on routine activities, which contain information of legal or fiscal value:
RETENTION: 6 years

c: Reports on routine activities, which do not contain information of legal or fiscal value:
RETENTION: 0 after no longer needed
Public transportation system alarm, problem and emergency records


CO2 1012; MU1 910; MI1 869 1096

a: Narrative records documenting serious problems or emergencies, including data necessary to support such records:
RETENTION: PERMANENT

b: Records documenting minor or routine alarms or problems, including detailed data generated by automated systems when certain parameters are exceeded:
RETENTION: 3 years

c: Contingency or similar plans to deal with emergency situations:
RETENTION: PERMANENT
Bus driver's daily work or tour of duty report,

reporting road failures and any defects noted, created pursuant to 17NYCRR Section 721.21 (b)

 CO2 1013; MU1 856; MI1 870 1097

a: If report indicates no maintenance problems, or when no significant work is performed and no funds expended:
RETENTION: 6 months

b: If significant work is performed and funds are expended:
RETENTION: 6 years after vehicle no longer in use
Public transportation safety plan files,

covering plans submitted to New York State Department of Transportation pursuant to Part 975, 17NYCRR

 CO2 1014; MU1 911; MI1 871 1098

a: Copy of plan, including all amendments:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
Operational certification and review records

relating to approval and inspection by New York State Department of Transportation

 CO2 700; MU1 637; MI1 565 1099

a: Operations review records:
RETENTION: PERMANENT

b: Certificate of inspection and approval to operate:
RETENTION: 6 years after invalid

c: Copies of operational records received from private transportation companies serving local government under contract:
RETENTION: 0 after no longer needed

d: Data collected in preparation of annual fiscal and service data reports, including statistical sampling records:
RETENTION: 6 years after submission of related report
Special federal- or state-funded public transportation program records,

covering Special Transportation Services for the Transportation Disabled, special mobility improvement projects related to transportation enhancements within the Metropolitan Commuter Transportation District, and Rural Public Transportation Assistance Program

 CO2 1015; MU1 912; MI1 872 1100

a: Service plans (including all amendments), final or annual reports, results of audits and reviews, and related policies and procedures, including eligibility requirements and documentation of provider or services coordinator selection:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
Commuter traffic reduction program records,

covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records

 CO2 1016; MU1 857; MI1 873 1101

a: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates, including records relating to agency review, approval, disapproval and appeal (copies maintained by local government acting as Local Administrative Agency):
RETENTION: 6 years after superseded or obsolete
NOTES: Appraise these records for archival value. These records may be useful in providing information on relieving traffic congestion problems in certain urban areas. Contact the State Archives for additional advice.

b: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates (copy maintained by local government employer):
RETENTION: 3 years after superseded or obsolete

c: Bi-annual maintenance report (copy maintained by local government employer or local government acting as Local Administrative Agency):
RETENTION: 6 years

d: Information on potential participants, including list of applicants and individual employee surveys:
RETENTION: 3 years
Special public transportation related studies,

covering subjects such as commuter parking, car pooling, bicycle paths, bicycle lanes, and bus route changes

 CO2 1017; MU1 913; MI1 874 1102

a: Final reports, including all attachments:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years after completion of report or date of most recent entry in record
Special bus trip records

covering trips conducted outside normal public transportation schedule, such as "curb-to-curb" handicapped vehicle use; transportation provided by aging, youth, veterans' and other specialized services; and trips to special events; and including applications for service, lists of attendees, trip reports, and records of fees collected:
RETENTION: 6 years

 CO2 1018; MU1 914; MI1 875 1103
Predecessor public transportation company records,

covering private bus companies, trolley, horse-car railroad, or turnpike companies, held by successor local government agency:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Some of these records will likely possess significant 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, and may constitute some of very few existing records documenting these functions before the 1970s. Contact the State Archives for additional advice.

 CO2 1019; MU1 915; MI1 876 1104
Annual affidavit of compliance

submitted to the New York State Department of Motor Vehicles certifying compliance with requirements for bus drivers as indicated in Article 19-A of Vehicle and Traffic Law, including accompanying annual statistical report on miles traveled by buses, driver convictions and accidents, and related information:
RETENTION: 3 years after end of current year

 CO2 1064; MI1 915 1105
Toll Bridge or Toll Road
Title Major Revision Previous Schedules Schedule Item
Copies of, applications for, or canceled or validated tickets or pass books:


RETENTION: 1 year

 CO2 701; MU1 638; MI1 566 1106
Cumulative record or sale or issuance of toll books, tickets, or passes:


RETENTION: 6 years

 CO2 702; MU1 639; MI1 567 1107
Traffic or usage counts

for toll bridge or toll road:
RETENTION: 6 years

 CO2 703; MU1 640; MI1 568 1108
Operational log

for toll bridge or toll road:
RETENTION: 6 years after date of last entry

 CO2 704; MU1 641; MI1 569 1109