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Planning

Building and Property Regulation

Planning
Title Major Revision Previous Schedules Schedule Item
Comprehensive plan development file,

including but not limited to official copy of comprehensive plan and all background surveys, studies, reports, and draft versions of plan:
RETENTION: PERMANENT
NOTES: If multiple drafts of background surveys exist, retain initial, as-built and final surveys and dispose of drafts under item no. 62 in the General Administration section.

 CO2 425; MU1 397; MI1 340 118
Planning action data file

contained in building/property history system, and related records, created for informational and reference purposes, containing information on mandatory or discretionary planning review, planning projects, and other relevant detailed information:
RETENTION: 0 after no longer needed
NOTES: Counties should consider permanent retention of the basic data elements of this planning action data for all parcels of property in the county, unless that data is preserved by the building/property history system overall summary data file (see item no. 105.) This information may be useful for long-range planning purposes, and for community and land use history research. More importantly, this data provides for ease of access to summary building permit data on individual parcels of real property and the structures located on them. In addition, this data file may be used to access more detailed building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage. Contact the State Archives for additional advice.

 CO2 731; MU1 663; MI1 598 119
Planning project or program file

for project or program developed by or for planning agency

 CO2 426; MU1 398; MI1 341 120

a: Final report and essential supporting information used to develop report, including but not limited to maps, plans, technical memoranda and environmental impact studies:
RETENTION: PERMANENT

b: Background material, including but not limited to notes, memos, worksheets and correspondence:
RETENTION: 6 years
Master summary record

(log or register) maintained by planning agency to record receipt of planning or zoning reviews and projects, and to record subsequent action taken:
RETENTION: PERMANENT

 CO2 427; MU1 399; MI1 342 121
Geographic reference file

maintained by planning agency for internal reference purposes, usually arranged by name of government agency or other service organization:
RETENTION: 0 after obsolete

 CO2 428; MU1 400; MI1 343 122
Mandatory planning review case file

for required review of site plan, zoning variance, special use permit, change of zoning, subdivision creation or enlargement, municipal planning action, or other required review, including but not limited to maps, plans, sketches, photographs, engineering reports, environmental impact statements and studies, copies of zoning records, project narrative, correspondence, and record of final determination (per Sections 239-l, -m, and -n, General Municipal Law)
NOTES: "Subdivision," as used in this item, means the division of one parcel of land into two or more lots, blocks, plots or sites.
Parts "a" to "f" below apply to records of referring bodies (e.g., city, town, or village).

 2020 (♦)
 CO2 429; MU1 401; MI1 344 123

a: Subdivision, historic structure, major commercial or industrial development, or capital construction, where application is approved or denied (except records covered by part "d"):
RETENTION: PERMANENT

b: Subdivision, historic structure, major commercial or industrial development, or capital construction, where application is withdrawn or abandoned (except records covered by part "d"):
RETENTION: 10 years after last entry

c: Any other mandatory review:
RETENTION: 6 years after last entry

d: Detailed construction specifications, receipts and transmittal documents, lists of abutting properties, superseded versions of plans and drawings, routine correspondence and internal notes and memoranda from all files:
RETENTION: 6 years after last entry

e: Informal consultation records, created as a result of informal meeting with prospective applicant, prior to actual submission of application:
RETENTION: 1 year after last entry

f: Application is incomplete:
RETENTION: 90 days after date of most recent entry in record

g: Copies of records submitted to county planning agency, regional planning council or other review body for review:
RETENTION: 6 years after date submitted to review body
Discretionary planning review case file,

including review of planning review cases, federal or other aid projects, review of mining permit application, environmental impact or similar studies, or other reviews, including but not limited to application, correspondence, copies of local planning or zoning records, legally required notifications received from adjacent municipalities, maps, plans, sketches, and other supporting materials

 CO2 430; MU1 402; MI1 345 124

a: When review is carried out, and comments are forwarded by planning agency:
RETENTION: 3 years after last entry

b: When no comments are forwarded by planning agency:
RETENTION: 1 year after receipt of request to review