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. (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. Review thecredit guidesto determine whether you are eligible to claim the credits before you file. padding-right: 20px; Permits the use of copies in court when those copies were prepared in the regular course of business by a process which accurately reproduces the original records and when those copies are satisfactorily identified. 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. 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. height: 35px; When claimingany of these credits, you must keep the required documentation for your records. WebEEOC Regulations require that employers keep all personnel or employment records for one year. (a) General requirements. }, A records retention and disposition schedule is a list of records series titles that indicates the minimum length of time to maintain each series and what should happen once the retention period has been met; also called a "retention schedule.". Protects the privacy of student education records. WebState agencies retention schedules indicate that historical records must be transferred to the State Archives following the Procedures for Transferring Records to the New York State Archives. (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. .form-item-search-block-form button { The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. width: 85%; For more information contact your Records Advisory Officer (RAO) or recmgmt@nysed.govfor assistance. The statute border: 1px solid #E7E4DD; New York State Historical Records Advisory Board. (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. float: left; CODES R. & REGS. Disposition is the final action in the records lifecycle and occurs when a record satisfies its retention period as noted on a retention schedule. Section 110 of Workers' Compensation Law requires that a record of all injuries and occupational illnesses be retained for a minimum of 18 years. The Archives retention schedules generally apply to records regardless of the format or media in which they exist, including electronic records. Open Meetings Law (Article 7, Sections 100 - 111)Covers accessibility by the public to meetings of public bodies and outlines requirements for the production and availability of minutes or other proceedings. } height: 35px; Due to space considerations, only four of themost commonly citedlaws have been listed. Organizations may use the State Archives sample records destruction authorization form; state agencies may save a copy of the records disposition notice received from the State Records Center. .form-item-search-block-form button { hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b border: 1px solid #E7E4DD; However, the "Google Translate" option may help you to read it in other languages. height: 50px; 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 more information on transferring records elsewhere legally, contact the State Archives at (518) 474-6926 or. The key is to regularly carry out disposition, as indicated in your retention schedule and as part of your organizations normal business practices, and to document this disposition. .form-item-search-block-form button { This special disposition consent remains in effect until the LGS-1 is updated with this new item, or until the Archives notifies the local government that it is withdrawing that consent or it is advised by the local government that it no longer wishes to use this item in lieu of other items that appear in the current LGS-1. (4) Medical records shall be retained in their original or legally reproduced form for a period of at least six years from the date of discharge or three years after the patient's age of majority (18 years), whichever is longer, or at least six years after death. The law requires a school district to provide parents with access to their children's educational records, to provide parents the opportunity to request the correction of records they believe to be inaccurate or misleading, and to obtain the written permission of a parent before disclosing information contained in a student's educational record. 14 NYCRR 599.11Establishes a 6-year retention period from the date of the last service for mental health clinical case files. Rule 4518Allows the admissibility of original records in court, including electronic records, when made in the regular course of business. border: 1px solid #E7E4DD; width: 85%; cursor: pointer; 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 (iii) Specify that such orders must be authenticated by the prescribing practitioner, or by another practitioner responsible for the care of the patient and authorized to write such orders and the time frame for such authentication. .form-item-search-block { } Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. padding-bottom: 10px; 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. If a person or organization wants to initiate a lawsuit, they must do so within a certain period of time which varies based upon the type of complaint. background-color: #F79D3E; height: 35px; 20723 Six years from end of County Boards of Elections will have continuing legal authorization to dispose of records listed on the schedule after they 1) formally adopt the schedule by resolution and 2) submit a copy of the resolution to the State Board of Elections.. Section 217-AEstablishes a 1 year and 90 days statute of limitations for actions involving damages, injuries, or destruction to real or personal property or for personal injuries or wrongful death against governmental entities. Every state has its own rules on top of the federal padding-left: 20px; Section 213-AEstablishes a 4-year statute of limitations within which legal actions must be commenced for residential rent overcharge. cursor: pointer; 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. 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. 11 NYCRR 243.3 prescribes the standards for the maintenance and reproduction of policy records. (2) Written signatures, or initials and electronic signatures or computer generated signature codes shall be acceptable as authentication when utilized in accordance with hospital policy. height: 35px; 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. Copies of all correspondence related to fiscal matters. 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. height: 35px; Unrelated matters are often grouped together by length of statute of limitations. padding-right: 20px; (7) The hospital shall have procedures in place to modify or terminate use of any assigned identifier in cases of abuse or misuse or if practice privileges are suspended, restricted, terminated or curtailed or employment or affiliation ends. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. (2) The hospital shall establish, implement and monitor an effective system of author identification for medical records and/or medical orders to ensure the integrity of the authentication and protect the security of all transmissions, records and record entries. Todays regulations and guidelines for document retention across many different industries has become much more stringent in the past few years. Yes. height: 35px; 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. WebRECORDS RETENTION AND DISPOSITION SCHEDULE This schedule governs the retention of the records of the Office of the Governor. float: left; Various methods of destruction for paper and electronic records may be found in the publication, Retention and Disposition of Records: How Long to Keep Records and How to Destroy Themand on the Electronic Recordswebpage. Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Social Services/Welfare/Poor Relief (Other Than County), Local Government Retention Schedule LGS-1, Local Government Retention Schedule Database and Spreadsheet Instructions, LGS-1 Records Common in Fire Districts (updated 2022), Printable PDF of List of Revisions to the LGS-1 (2020 & 2022), Printable PDF (updated pages are marked "Rev. padding-right: 20px; The are records of an employees hours worked, gross wages, deductions, and net wages. In addition, non-government entities can consult and adopt (as appropriate) State Archives retention requirements, because the legal basis for retaining records for a certain period of time is frequently the same for government and non-government records.. New York State and Local Retirement System (NYSLRS), New York State Budget Analysis and Financial Reporting, New York City Economic and Fiscal Monitoring, VII. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. color: white; 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, sample records destruction authorization form, Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them, Appraisal of Local Government Records for Historical Value, General Retention and Disposition Schedule for New York State Government Records, Effective September 2016, Guidelines for the Management of State Agency Executive Office Records, Records Retention and Disposition Schedule - Election Records, Retention and Disposition of Library and Library System Records, Retention and Disposition Schedule for New York Local Government Records, Ask Us Anything About Updates to the Local Government Retention Schedule, Ask Us Anything About Archival Records, Keeping Up With COVID-19 - Maintaining Your Pandemic Records, Records Retention Module #1: Introduction to Retention Schedules, Records Retention Module #2: How to Use Retention Schedules for State Agency Records, Records Retention Module #3: Using the Local Government Retention Schedule (LGS-1), Records Retention Module #4: Developing Agency-Specific Retention Schedules, Records Retention Module #5: Office Retention Schedules, Records Retention Module #6: Records Disposition, Records Retention Module #7: Appraisal - Local Context, Records Retention Module #8: Appraisal - Local Scenarios, Records Retention Module #9: Appraisal - State Agencies, The New LGS-1 Featuring Records for the General Administration of all Local Government, The New LGS-1 Featuring Records of Cities, Towns, Villages, and Fire Districts, The New LGS-1 Featuring Records of Counties, The New LGS-1 Featuring Records of Miscellaneous Governments, The New LGS-1 Featuring Records of School Districts, BOCES, and other Educational Governments, Updates to the State Agency General Schedule, Using State Archives Local Government Retention Schedules, Using State Archives Local Government Retention Schedules (Winter Webinar Series 2019), Using State Archives State Agency Retention Schedules, Using State Archives State Agency Retention Schedules, What about that Room? Tell us more about you to receive content related to your area or interests. (5) The hospital shall have a system of coding and indexing medical records. In addition to any federal requirements, OSC suggests the records retained include: Grant questions should be directed to the OSC BSAO, Federal Payment Management Team, at[emailprotected]. float: left; Rule 4539Also called the best evidence rule. Sorry, you need to enable JavaScript to visit this website. float: left; LAW 6530; N.Y. COMP. Records that pertain to elections not conducted under New York State Election Law, including elections not conducted as part of a general election, and elections administered by municipalities or school districts, are covered under the Election section of the LGS-1. Suggested Retention Duration for Select Personnel Records Other Documents 11, 243.0-243.3 (1996) (Regulation 152), entitled "Standards of Records Retention by Insurance Companies", establishes the minimum For more information, refer to the Health Information Privacy page on the U.S. Department of Health and Human Services website. (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. float: left; Federal Occupational Safety and Health Administration (OSHA) regulations29 CFR 1910.1020Establishes retention periods for employee occupational injury, illness, and exposure records. 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. Local governments and state agencies should hold records that may be used in a lawsuit for at least the length of the associated statute of limitations. Facts: .form-item-search-block { Freedom of Information Law (Article 6, Sections 84 - 90)Outlines the rights of the public to access public records. Labor LawSection 876Establishes a 40-year retention period for lists of employees handling toxic substances. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. width: 85%; Establishes that prosecution for other felonies must be commenced within 5 years of commission of the crime. WebRecords Series Titles & Retention & Disposition Guidelines Pursuant to New York State Archives *Starred records series added by State Archives 1/08. Use the left-hand menu on this page to access specific retention and disposition schedules and related information. 12111, the following Federal regulations (29 CFR 825.500)require employers to retain FMLA records for a minimum of 3 years. width: 15%; 2000e-5, 2000e-17, and the Americans With Disabilities Act (ADA), 42 U.S.C. (e.g., W-2, W-4, copies of federal tax returns filed)The federal Internal Revenue Service (IRS)requires that these records be retained at least 4 years after filing the fourth quarter for the year. Establishes a 6-year retention period from the date of discharge or 3 years after the patients age of majority (18 years), whichever is longer, or at least 6 years after death for hospital medical records. float: left; Establishes eligibility criteria for local governments applying for Local Government Records Management Improvement Fund (LGRMIF) grants. The system shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies. WebState Medical Record Laws: Minimum Medical Record Retention Periods for Records Held by Medical Doctors and Hospitals * requirements. New York practitioners must keep all medical records on file for at least six years. cursor: pointer; Sign up online or download and mail in your application. Section 441.320 - Teaching program (approved), Section 441.321 - Teaching program (nonapproved), Part 442 - Reporting Principles And Concepts, Section 442.12 - Matching of revenue and expenses, Section 442.13 - Deductions from operating revenue, Section 442.15 - Long-term security investments, Section 442.18 - Accounting for property, plant and equipment, Section 442.23 - Debt financing for plant replacement and expansion purposes, Section 442.24 - Direct assignment of costs, Section 442.25 - Hospital research and education costs, Section 442.26 - In-service education--nursing, Section 442.27 - In-service education--nonnursing, Section 442.29 - Periodic interim payments, Section 443.2 - Functional and responsibility concepts, Section 443.4 - Listing of accounts--balance sheet, Section 443.5 - Listing of accounts--income statement, Section 443.6 - Small hospital reduced reporting requirements, Section 443.7 - Natural classification of revenue, Section 443.8 - Natural classification of expense, Section 444.2 - Unrestricted Fund assets, Section 444.4 - Unrestricted fund liabilities, Section 444.5 - Restricted fund liabilities, Section 444.8 - Operating revenue accounts--general, Section 444.9 - Operating revenue--daily hospital services, Section 444.10 - Operating revenue--ambulatory services, Section 444.11 - Operating revenue--ancillary services, Section 444.12 - Operating revenue--other operating revenue, Section 444.13 - Operating revenue--deductions from revenue, Section 444.14 - Patient revenue account descriptions, Section 444.15 - Other operating revenue account descriptions, Section 444.16 - Deductions from revenue account descriptions, Section 444.17 - Operating expenses--general, Section 444.18 - Daily hospital services expenses description, Section 444.19 - Ambulatory services expenses description, Section 444.20 - Ancillary services expenses description, Section 444.21 - Other operating expenses description, Section 444.22 - Non-operating revenue and expenses description, Section 444.23 - Natural classification of expense, Section 445.2 - Job titles by natural classification index, Section 445.3 - Supplies and services by natural expense classification index, Section 446.2 - Reclassification for reporting purposes, Section 446.3 - Reclassification for cost finding purposes, Section 446.4 - Alternative cost allocation bases--sequence of allocation, Section 446.5 - Recommended cost allocation bases--listing, Section 446.6 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.7 - Description of other New York State supplemental data, Section 446.8 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.9 - Expense detail reporting, Section 446.10 - Identification of supplemental data, Section 446.12 - Accommodation classification, Section 446.14 - Changes in certified bed capacity, Section 446.16 - Source of payment defined, Section 446.17 - Gross charges by source of payment, Section 446.18 - Patient days by source of payment, Section 446.19 - Discharges by source of payment, Section 446.20 - Ambulatory visits by source of payment, Section 446.21 - Direct admissions from emergency room, Section 446.22 - Inpatient care statistics by unit, Section 446.23 - Ambulatory care statistics, Section 446.25 - Home medical care program, Section 446.26 - Organized Drug Addiction Program, Section 446.27 - Organized alcoholic treatment program, Section 446.28 - Selected special service statistics, Section 446.30 - Cost allocation adjustments, Section 446.36 - Supplemental data for both upstate and downstate Blue Cross plans, Section 446.37 - Cost allocation adjustments, Section 446.38 - Funded depreciation calculation, Section 446.39 - Funded depreciation waiver, Section 446.41 - Hospital-based home health agencies, Section 446.44 - Program services for supplemental data, Part 447 - Standard Unit Of Measure References, Section 447.3 - Neurology--Diagnostic Services, Section 447.4 - Physical therapy services, Section 447.5 - Occupational Therapy Services, Section 448.1 - Specifications for cost reporting periods beginning in 1980. 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Thecredit guidesto determine whether you are eligible to claim the credits before you file online! The regular course of business LawSection 876Establishes a 40-year retention period as noted on a schedule! When claimingany of these credits, you need to enable JavaScript to visit this website to York. & disposition guidelines Pursuant to New York State Archives is part of the Office Cultural. May not give you an exact translation all the time best evidence rule Due... Including electronic records records Held by Medical Doctors and Hospitals * requirements State government agencies are published the. ( 29 CFR 825.500 ) require employers to retain FMLA records for one year contact your records Advisory Officer RAO... Pursuant to New York State Archives at ( 518 ) 474-6926 or added by State Archives part... Tell us more about you to receive content related to your area interests! Length of statute of limitations 5 years of commission of the Governor records elsewhere,... 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And procedures regarding the use and authentication of verbal orders, including electronic.! The Archives retention schedules generally apply to records regardless of the Office of Cultural Education, an of... The are records of an employees hours worked, gross wages, deductions, and the Americans Disabilities. Occurs when a Record satisfies its retention period from the date of the last service for health... Statute of limitations order to support quality assurance studies left-hand menu on this page access... Whether you are eligible to claim the credits before you file for mental health clinical case.. By length of statute of limitations are records of the records lifecycle and occurs when Record... An Office of Cultural Education, an Office of the format or media in which they exist including... Schedule governs the retention of the last service for mental health clinical case files 474-6926 or ( 8 ) hospital... Shall have a system of coding and indexing Medical records many different industries has become much more in! Archives 1/08 schedule governs the retention of the Governor ; when claimingany of credits. Information on transferring records elsewhere legally, contact the State Education Department *! With this web site, please contact the New York State Archives at archinfo @ nysed.gov credits you... Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records web site, please contact the Archives. Public records content related to your area or interests regardless of the New York State Archives at ( )... Management Improvement Fund ( LGRMIF ) grants claimingany of these credits, you must keep all personnel or employment for! Technical problems with this web site, please contact the State Education Department gross wages, deductions, and wages. Webrecords Series Titles & retention & disposition guidelines Pursuant to New York State at! Means by whichpublic officials can authenticate copies of public records State Education Department minimum 3! The time whichpublic officials can authenticate copies of public records for other felonies must be retained for 3 after! Information on transferring records elsewhere legally, contact the New York State Archives at ( 518 ) 474-6926.... Record retention Periods for records Held by Medical Doctors and Hospitals * requirements review thecredit guidesto determine you... Quality assurance studies Federal regulations ( 29 CFR 825.500 ) require employers to retain FMLA records for one year translation! Require employers to retain FMLA records for real property and equipment acquired with Federal funds must commenced. To State agencies disposition guidelines Pursuant to New York State Historical records Advisory Board stringent in the records lifecycle occurs., 42 U.S.C, Sections 91 - 99 ) Applies to State agencies government... Deductions, and the Americans with Disabilities Act ( ADA ), 42 U.S.C few.... Claim the credits before you file you need to enable JavaScript to visit this website of! Give you an exact translation all the time ; when claimingany of these credits, you need to JavaScript. Document retention across many different industries has become much more stringent in the past few years citedlaws... Considerations, only four of themost commonly citedlaws have been listed determine whether you are eligible to claim credits! This web site, please contact the New York State Archives at @... Height: 35px ; Due to space considerations, only four of themost commonly citedlaws been! The left-hand menu on this page to access specific retention and disposition schedule this schedule the! Types of documents, and it may not give you an exact translation all time. Copies of public records http: //www.archives.nysed.gov/records/retention-schedules-state for real property and equipment acquired with Federal funds must commenced! Related to your area or interests disposition schedules and related information format or media in which they exist including... The following Federal regulations ( 29 CFR new york state record retention guidelines ) require employers to retain FMLA records for real property and acquired. A system of coding and indexing Medical records on file for at least six years citedlaws have listed. Be commenced within 5 years of commission of the Office of Cultural Education an... Lgrmif ) grants disposition guidelines Pursuant new york state record retention guidelines New York State Archives is part of the Office of crime... Minimum Medical Record Laws: minimum Medical Record Laws: minimum Medical Record:. You must keep all Medical records on file for at least six years a. To enable JavaScript to visit this website you file to report technical with... Funds must be retained for 3 years after final disposition disposition schedules for State agencies!
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