Managing Records: Retention & Disposition

General Retention and Disposition Schedule for New York State Government Records

Effective January 2008

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State Agencies may use any or all items from the General Schedule to authorize records disposition provided they have notified the State Archives of their intent to use this or previous editions of the schedule. The State Archives maintains a list of agencies which have notified us of their adoption of the schedule or, in one case, select portions of it. Agencies not included on this list, or which have adopted only portions of the schedule, can use the schedule after they notify the State Archives of that intent by submitting the State General Schedule adoption form to the address provided.

The General Schedule authorizes the disposition of common administrative records found in most or all State agencies. Agencies may use items from the schedule to authorize records disposition after the indicated minimum retention periods provided they have notified the State Archives of their intent to use this or previous editions of the schedule. The schedule covers 216 records series found in 21 administrative areas, including such functions as affirmative action programs, facilities management, fiscal operations, information technology, personnel, and training programs. Schedule items cover records in all media, including paper, electronic and microforms. The new (2008) edition of this schedule adds authorizations for additional types of records and revises many items included in the previous version. Use of the schedule enables State agencies to eliminate storage and maintenance costs for thousands of cubic feet of obsolete records while ensuring that administrative, fiscal, legal and other recordkeeping needs are met.

Introduction

Part 1:

• General Administration
• Affirmative Action, Reasonable Accommodation, and Human Rights
• Budget Preparation
• Employee Relations
• Equipment, Supplies, and Motor Vehicle Management

Part 2:

• Facilities Management
• Fiscal Operations
• Forms Management

Part 3:

• Health, Safety, and Security
• Information Technology

Part 4:

• Internal Controls
• Library Operations
• Mail and Messenger Services
• Minority and Women-Owned Business Development
• Payroll
• Personnel

Part 5:

• Public Information
• Publication and Reproduction Services
• Records Management
• Telecommunications Management
• Training

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For more information about the General Retention and Dispostion Schedule, contact:
Government Records Services
9A47 Cultural Education Center, Albany, New York 12230
(518) 474 - 6926
recmgmt@mail.nysed.gov