Tell us more about you to receive content related to your area or interests. You must have JavaScript enabled to use this form. 3369 0 obj <>/Filter/FlateDecode/ID[<11DDE174A50D6A4EADB72F860546A73B>]/Index[3347 40]/Info 3346 0 R/Length 112/Prev 851050/Root 3348 0 R/Size 3387/Type/XRef/W[1 3 1]>>stream .form-item-search-block-form input#search_box { Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. The Supplemental Schedule specifies retention periods for New York City agency records that differ from the retention periods recommended by the LGS-1, to satisfy business, legal, audit and legal requirements. height: 50px; float: left; Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. [501] 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 (e.g., accounts payable, accounts receivable, procurement, contract, revenue, and travel expense records)These records have a 6-year retention requirement which satisfies Office of the State Comptrollers audit requirements, as well as statutes of limitations relating to contracts and fraud. hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b Outline appropriate fees for county clerks to charge for filing, recording, and assigning index numbers to select records, including fees collected for deposit in the New York State Local Government Records Management Improvement Fund and the Cultural Education Fund. The State Archives is unable to provide technical support regarding the use and modification of the MS Excel worksheets or MS Access database. Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. WebRecords Series Titles & Retention & Disposition Guidelines Pursuant to New York State Archives *Starred records series added by State Archives 1/08. These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. Below are links to and information about New York State and federal laws, regulations, and requirements that state and local governments must follow when managing government records. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Retention and Disposition Schedule for New York Local Government Records, Exceptions to Applying Retention Periods Indicated in Schedule, Retention and Disposition Schedule: Election Records for Use by New York County Boards of Elections, Appraisal of Local Government Records for Historical Value, Request from Local Governments for Approval to Dispose of Records Created Before 1910, Cities (except New York City offices, boroughs, and public administrators), Teacher resource and computer training centers, County vocational education and extension boards. There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. endstream endobj startxref } This Google translation feature is provided for informational purposes only. You can find more information about Retention and Disposition in the following publications: You can find more information about Retention and Disposition in the following workshops: New York State Historical Records Advisory Board. width: 15%; WebRecord Retention Guidelines by State. If you rely on information obtained from Google Translate, you do so at your own risk. (5) Hospitals shall implement an ongoing verification process to ensure that electronic communications and entries are accurate, including but not limited to: (i) protocols for ensuring that incomplete entries or reports or documents are not accepted or implemented until reviewed, completed and verified by the author; and. border: 1px solid #E7E4DD; Review thecredit guidesto determine whether you are eligible to claim the credits before you file. 12111, the following State agency retention and access to records must be in full compliance with all applicable federal laws, rules and regulations (e.g., for Department of Health and Human Services, see 45CFR 92.42). padding-bottom: 10px; .form-item-search-block { height: 50px; Facts: However, the "Google Translate" option may help you to read it in other languages. Documentation of final acceptance by grantor and closure. Alcoholic beverages tax (ABT): Sales and distribution, Recordkeeping Requirements - Highway Use Tax (TB-HU-765), Recordkeeping Requirements for Sales Tax Vendors (TB-ST-770), environmental remediation insurance credit, rehabilitation of historic properties credit, remediated brownfield credit for real property taxes, special additional mortgage recording tax credit, Excise Tax on Medical Cannabis - Recordkeeping, Form DTF-664, Tax Shelter Disclosure for Material Advisors, Transportation Network Company assessment, Video: Sales Tax Recordkeeping Requirements. Chapter 13 of the State Finance Law, known as the False Claims Act, allows local governments and state agencies to bring a civil action to recover financial losses from a fraudulent claim. padding-bottom: 10px; }. height: 35px; For more information, refer to Public Law 11423June 2, 2015. If you actively collect the historical records of another organization, individual, or group, develop a collecting policy to determine what to accept and retain permanently as part of your repository. tit. WebThe Organization expects all officers, directors, volunteers, and employees to comply fully with any published record retention or destruction policies and schedules, provided that all officers, directors, and employees should note the following general exception to any stated destruction schedule: If you believe, or the Organization informs you, that any records are Section 203Extends the statute of limitations a patient has to file a medical malpractice lawsuit for a missed cancer diagnosis to 7 years from date of the last treatment (per Laverns Law passed in 2018). Rule 4539Also called the best evidence rule. }, New York State Historical Records Advisory Board. State agency retention schedules indicate that records with long-term historical value must be transferred to the State Archives following the Procedures for Transferring Records to the New York State Archives. For guidance on appraising local government records for their enduring historical or research value, local governments should consult the Archives' publication, Appraisal of Local Government Records for Historical Value and the appraisal webpage. Internet Security and Privacy Act (Article II, Section 208)Requires state entities, persons, and businesses in New York who own or license computerized data which includes private information to disclose any data breach to the affected New York residents (state entities must also notify non-residents) and notify the state Attorney General, Office of Information Technology Services, and the Department of State. 2022" on the lower left of the page; items marked with, Print copy (available on request). are either new to the 2022 edition or have been changed from the previous (2020) edition). This system shall identify those categories of practitioners and personnel who are authorized to utilize electronic or computer authentication systems. width: 85%; Section 216Abbreviates statute of limitations to 1 year after notice for actions to recover money and property. Local governments, who have not adopted the LGS-1 as of January 1st, may still adopt the LGS-1, but must suspend disposition of records until they have done so. New York Medical Record Retention Statutes. New York State Historical Records Advisory Board. The MS Access and Excel versions do not contain the introduction, index, nor any section or sub-section notes; however, they provide all series and subseries information, including notes. Agencies should refer to the General Retention and Disposition Schedule for New York State Government Records as published by the New York State Archives and Records for guidance on minimum retention periods for other fiscal records, purchasing/claims and payments, revenue and collections, accounting reports and bank transactions. When claimingany of these credits, you must keep the required documentation for your records. 3347 0 obj <> endobj For more information on transferring records elsewhere legally, contact the State Archives at (518) 474-6926 or. float: left; The New York State Archives County Records Management Retention and Disposition Schedule can be found below: 2021 Records Management Retention and Destruction Sch.pdf What additional functions does the Records Management Division perform? The New York State Office of the State Comptroller's website is provided in English. Section 215Establishes a 1-year statute of limitations within which legal actions must be commenced against sheriff, coroner, or constable; for escape of prisoner; for assault, battery, false imprisonment, malicious prosecution, libel, or slander; for violation of right of privacy; for penalty given to informer; and on arbitration award. .form-item-search-block { Exceptions to Applying Retention Periods Indicated in ScheduleThis section of the Retention and Disposition Schedule for New York Local Government Records (LGS-1) details situations where records can or must be retained beyond their retention period. Tell us more about you to receive content related to your area or interests. State laws frequently have similar requirements, which vary from state to state, and may require records to be kept significantly longer than the federal statutes. .form-item-search-block-form button { Section 80Requires that outgoing public officials deliver their official records to their successors in office and outlines appropriate legal action if this transfer is not completed. Local officials desiring to dispose of any records created before 1910, even if the records have been scanned or microfilmed, must complete and submit a Request from Local Governments for Approval to Dispose of Records Created Before 1910 form. height: 35px; Obstetrical records and records of minor patients must be retained for at least six years, and until one year after the minor patient reaches the age of 18 or 21 years. .form-item-search-block-form input#search_box { (1) The medical record shall contain information to justify admission and continued hospitalization, support the diagnosis, and describe the patient's progress and response to medications and services. If you would like to read the laws in New York pertaining to medical record retention yourself, visit these links: N.Y. EDUC. }. Retention Requirements: Statutes of Limitation, Retention Requirements for Health and Safety Records, Retention Requirements for Personnel Records, Retention Requirements for Fiscal Records, Laws andRegulations Related toLegalAdmissibility ofRecords, Laws Related to Maintaining Integrity of and Access to Records. The hospital shall have a department that has administrative responsibility for medical records. For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. padding-right: 20px; (ii) a process implemented as part of the hospital's quality assurance activities that provides for the sampling of records for review to verify the accuracy and integrity of the system. The State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition schedules. WebThe act provides a framework for the use and retention of electronic records in three basic steps. (8) The hospital shall implement policies and procedures regarding the use and authentication of verbal orders, including telephone orders. Such policies and procedures must: (i) Specify the process for accepting and documenting such orders; (ii) Ensure that such orders will be issued only in accordance with applicable scope of practice provisions for licensed, certified or registered practitioners, consistent with Federal and State law; and. Get the facts about the COVID-19 vaccine. height: 35px; border: 1px solid #E7E4DD; Several rules were amended in 2006 to clarify the process of electronic records discovery, as well as theobligations of litigating parties in discovery actions. Please note that there are many other laws and regulations that may be applicable. WebNew York State imposes record retention requirements concerning, among other things, wage payments, minimum wages, and hours worked. This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. The text of laws and regulations pertaining to the State Archives are found on our website by clicking on the name of the law or regulation. .form-item-search-block-form button { Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. WebThis Retention and Disposition Schedule for New York Local Government Records (LGS-1) is a single, comprehensive retention schedule covering records of all types of local float: left; However, the "Google Translate" option may help you to read it in other languages. Records Retention and Disposition Schedule ED-1 Sections Relevant To Attendance Record Keeping [44] Student's attendance record (register), including but not limited to each student's name, date of birth, names of parents or guardian, address, and daily attendance, absence and tardiness %PDF-1.6 % WebRECORDS RETENTION AND DISPOSITION SCHEDULE This schedule governs the retention of the records of the Office of the Governor. (9) All orders for controlled substances shall be carried out in accordance with provisions of Part 80 of this Title. New York State Historical Records Advisory Board. padding-right: 20px; border: 1px solid #E7E4DD; To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Retention and Disposition of Non-Government Records. Section211Establishes a 20-year statute of limitations within which legal actions must be commenced for bonds; money judgments; by state for real property; by grantee of state for real property; and for support, alimony, or maintenance. hSKSQ?7}[OylQDA/s5"do)b*eoQZx"4h#Ho_}xss9{. Records retention and disposition schedules for state government agencies are published on the State Education Department's website at: http://www.archives.nysed.gov/records/retention-schedules-state. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Regulations provide guidance on how to develop policies and procedures regarding the use and authentication of orders... ) b * eoQZx '' 4h # Ho_ } xss9 { for State government agencies are on. Guidelines Pursuant to New York State Education Department criteria for contracted records storage facilities, and of practitioners and who! 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