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Miscellaneous

Public Health

Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Medical waste disposal records,

relating to generation, transportation and disposal of regulated medical waste

 CO2 880; MU1 894; MI1 755 798

a: Medical waste tracking records, including exception reports:
RETENTION: 3 years after waste accepted for transport

b: Records created by generators who destroy regulated medical waste on site:
RETENTION: 3 years after date waste destroyed

c: Annual reports prepared by waste generator or transporter:
RETENTION: 3 years
Birth and death records held by health agency or facility,

including copies of birth and death certificates, and related electronic records:
RETENTION: 0 after no longer needed
NOTES: The New York State Department of Health requires these records be destroyed as soon as no longer needed. Paper copies of birth and death certificates shall be destroyed within one year of the date of their receipt. Copies of fetal death certificates must be destroyed by the end of each month, pursuant to Section 4160, Public Health Law.
This item does not cover official copies of birth and death certificates held by the health departments of Chemung, Monroe, Onondaga and Tompkins counties, which serve as registrars of vital statistics.

 CO2 494; MU1 458; MI1 401 778
Medical rehabilitation service card:


RETENTION: 6 months after completion of annual report

 CO2 495; MU1 459; MI1 402 779
Dental clinic records


CO2 496; MU1 460; MI1 704 780

a: Dental hygienist's clinic record:
RETENTION: 0 after youngest person on record attains age 21

b: Dental referral card, notifying clinic of work done by private dentist:
RETENTION: 2 years

c: Individual dental treatment summary record:
RETENTION: 6 years after dental work completed, or 3 years after individual attains age 18, whichever is longer
Nutrition program eligibility and certification records (including W.I.C. program),

including but not limited to copy of blood test results, record of advice given patient, and records of fair hearing procedure:
RETENTION: 6 years after last entry

 CO2 497; MU1 461 781
Maternal and child health reports


CO2 498; MU1 462; MI1 403 782

a: Clinic service report, including but not limited to school health service report, and report of poisoning case, except lead poisoning:
RETENTION: 1 year

b: Individual newborn infant metabolic defects screening report:
RETENTION: 0 after individual attains age 21
Housing investigation case record for lead poisoning:


RETENTION: 7 years after case closed

 CO2 499; MU1 463 783
Master summary record

(index, log, register or similar record) of lead poisoning cases and investigations:
RETENTION: PERMANENT

 CO2 500; MU1 464 784
Lead poisoning reports and screening results


2020 (♦)
 CO2 501; MU1 465; MI1 406 785

a: Positive results of screening, when not duplicated in case record:
RETENTION: Retain as long as case record.

b: Positive results of screening, when duplicated in case record:
RETENTION: 0

c: Negative results of screening, when posted to summary record:
RETENTION: 0 after posting

d: Negative results of screening, when not posted to summary record:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

e: Blood level determination report:
RETENTION: 10 years

f: Summary report of screening program:
RETENTION: PERMANENT
Cancer study and control program records


2020 (♦)
 CO2 502; MU1 466; MI1 765 786

a: Cancer case report for individual, received and used for statistical purposes:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

b: Cancer summary record for individual:
RETENTION: 2 years after individual dies or 90 years after individual's date of birth
Tuberculosis case and contact register or record card,

and related materials

 CO2 503; MU1 467 787

a: When individual has died:
RETENTION: 3 years after death

b: When individual's diagnosis has been changed to nontubercular:
RETENTION: 6 years after diagnosis changed

c: For other tubercular individual:
RETENTION: 20 years after last entry

d: For nontubercular contact:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

e: Source or intermediary documents used in reporting, tracking or posting information on tubercular cases:
RETENTION: 0 after obsolete
Tuberculosis case listing by geographical area:


RETENTION: 0 after superseded or obsolete

 CO2 504; MU1 468 788
Negative tuberculosis X-ray films or interpretive reports

resulting from screening program:
RETENTION: 3 years

 CO2 505; MU1 469; MI1 766 789
Individual immunization record,

including authorization and/or parental consent:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

 CO2 506; MU1 470; MI1 407 790
Vaccine distribution and usage records


2020 (♦)
 CO2 507; MU1 471; MI1 408 791

a: Official record of distribution and usage:
RETENTION: 25 years

b: Statistical or similar record of vaccines administered:
RETENTION: 5 years

c: Standing orders (written protocols approved by a physician or other authorized practitioner that allow qualified health care professionals including nurses or pharmacists to administer vaccinations):
RETENTION: 1 year after expiration of order
Results of screening programs, except

lead poisoning

 2022 (♦♦) CO2 508; MU1 472; MI1 409 792

a: Summary reports on screening results:
RETENTION: PERMANENT

b: Master index or listing of participants:
RETENTION: 50 years

c: Positive report of individual screened, including statement of consent or participation and authorization for release of information:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

d: Negative report of individual screened, including statement of consent or participation and authorization for release of information:
RETENTION: 30 days

e: Log or other working record of screening and testing, used to compile statistics and other data:
RETENTION: 30 days

f: Anonymous H.I.V. test results and related records:
RETENTION: 7 years
NOTES: Identifiable H.I.V. related records are covered by item nos. 743 and 745, and related laboratory records are covered by items in the Laboratory subsection.
Receipt and storage records

for controlled substances (or other drugs or medication), including inventory, authorized requisition, receipt and vendor record:
RETENTION: 5 years

 CO2 509; MU1 473; MI1 410 793
Usage and distribution records

for controlled substances (or other drugs or medication)
NOTES: Prescription drug claims are covered under Fiscal subsection.

 CO2 510; MU1 474; MI1 411 794

a: Record of withdrawal from stock, distribution and administration to patients:
RETENTION: 5 years

b: Order or prescription form used for administering to patients:
RETENTION: 6 years

c: List of narcotic registrants (persons registered to possess or prescribe controlled substances):
RETENTION: 0 after obsolete

d: Report on habitual user of narcotics:
RETENTION: 6 years
Tissue donation and transfer records


2020 (♦)
 CO2 890; MU1 762; MI1 767 795

a: Master summary record (index or log) of all tissue donations and transfers:
RETENTION: PERMANENT

b: Reproductive tissue donation records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), of donated reproductive tissue in artificial insemination and/or assisted reproductive procedures which result in a live birth:
RETENTION: 25 years

c: Reproductive tissue donation records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), of donated reproductive tissue in artificial insemination and/or assisted reproductive procedures which do not result in a live birth:
RETENTION: 7 years after release or discard of tissue

d: Other tissue donation and transfer records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), for tissue intended for transplantation:
RETENTION: 7 years after transplantation or 6 months after expiration date of the tissue, whichever is longer

e: Records of release of tissue or nontransplant anatomic parts for research or educational purposes:
RETENTION: 5 years after release
Organ procurement and transplant records


CO2 891; MU1 763; MI1 768 796

a: Master summary record (index or log) of all organ donations and transplants:
RETENTION: PERMANENT

b: Other organ donation and transplant records, including but not limited to information on donor and donation, referral records, documentation of delivery or receipt, information on recipient and records of use (other than those contained in patient medical records), when organ is procured:
RETENTION: 7 years after date of procurement

c: Other organ donation and transplant records, including but not limited to information on donor and donation, referral records and explanation of why organ is not procured (other than those contained in patient medical records), when organ is not procured:
RETENTION: 7 years after date of most recent entry in record
Copies of laboratory reports,

submitted to health department by hospitals for informational purposes:
RETENTION: 0

 CO2 892; MU1 764 797
Individual patient utilization review or long-term care placement records,

where county health agency either conducts or monitors utilization review or placement in facilities within county:
RETENTION: 6 years

 CO2 511 799
Tobacco product regulation records


CO2 893 800

a: Permit issued by county to sell or distribute tobacco products, including application and related records:
RETENTION: 6 years after renewal, denial or expiration

b: Tobacco product distribution, sale or use violation records, including but not limited to notice of violation or hearing, appointment of hearing officer, records of fine levy and collection, appeal records, and correspondence, but excluding summary record and resulting order or agreement:
RETENTION: 6 years after date of last entry

c: Summary record of violations, and resulting order or agreement:
RETENTION: 0 after business no longer exists, but not less than 6 years after date of last entry

d: Waiver granted from application of specific provisions of state or local law or ordinance:
RETENTION: 3 years after expiration of waiver or after business no longer exists

e: Tobacco distribution or sales inspection report or equivalent record, when no violation is identified:
RETENTION: 3 years

f: Tobacco distribution, sales or use complaints, received by enforcement officer, when no violation is identified:
RETENTION: 3 years

g: Periodic report submitted to State Department of Health:
RETENTION: 6 years
Contact notification records relative to HIV and AIDS,

maintained by county health agency pursuant to Sect. 63.8 of 10NYCRR

 CO2 1059 801

a: Records relating to individual persons, including but not limited to reports received from physicians and other mandated reporters, records documenting efforts to identify contacts, summary records that identify individual persons, and other contact notification activity records:
RETENTION: 0 after no longer needed
NOTES: Records identifying contacts collected in the course of notification activities by authorized public health officials shall not be maintained for more than one year following completion of such activity, pursuant to Sect. 63.8(j) of 10NYCRR.
For records of HIV screening programs, see item no. 792f in the Public Health section, Miscellaneous subsection. For patient treatment records, see item nos. 743 and 745 in the Public Health section, Patient Case Records and Related Materials subsection.

b: Summary data, statistics, reports and program activity records that do not identify individual persons:
RETENTION: 3 years after date of most recent entry
Public health incident files,

including records related to public health emergencies, communicable disease occurrences, and epidemics

 2020 (♦)
 802

a: Surveillance, investigation, and response records:
RETENTION: 3 years after outbreak has abated
NOTES: Appraise these records for historical significance prior to disposition. Records of unusual disease occurrences or epidemics may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

b: Public health preparedness plans:
RETENTION: PERMANENT