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 cursor: pointer; .form-item-search-block-form button { height: 50px; Section 6530.32Rules of the Board of Regents. } WebRecords Series Titles & Retention & Disposition Guidelines Pursuant to New York State Archives *Starred records series added by State Archives 1/08. Any other information that may be deemed relevant in an audit. Suggested Retention Duration for Select Personnel Records Other Documents (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. The hospital shall have a department that has administrative responsibility for medical records. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Under ADEA recordkeeping requirements, employers must also keep all payroll records for three years. Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. height: 35px; Special Disposition Requests Under 8 NYCRR 185.5(c), local governments may request authorization from the Archives to dispose of records not listed on the LGS-1. 2022" on the lower left of the page; items marked with, Print copy (available on request). 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. Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. border: 1px solid #E7E4DD; Unrelated matters are often grouped together by length of statute of limitations. The Archives has, Under limited circumstances, local governments and state agencies may transfer custody of their records to another organization or government through donation, loan, or deposit. 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. (1) Upon completion of ordering or providing or evaluating patient care services, each such action shall be recorded and promptly entered in the patient medical record. (5) The hospital shall have a system of coding and indexing medical records. height: 50px; padding-bottom: 10px; WebThe act provides a framework for the use and retention of electronic records in three basic steps. .form-item-search-block-form input#search_box { For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. border: 1px solid #E7E4DD; This law replaced the Patriot Act, which expired in 2015. (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. (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. New York State Historical Records Advisory Board. height: 35px; cursor: pointer; This system shall identify those categories of practitioners and personnel who are authorized to utilize electronic or computer authentication systems. 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 Todays regulations and guidelines for document retention across many different industries has become much more stringent in the past few years. border: 1px solid #E7E4DD; Disposition is the final action in the records lifecycle and occurs when a record satisfies its retention period as noted on a retention schedule. 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; Through theappraisal process, the Archives has identified some records as having long-term historical or research value. color: white; .form-item-search-block-form button { Retention and Disposition Schedule for New York Local Government Records (LGS-1) consolidates, supersedes and replaces Schedules CO-2, MU-1, MI-1, and ED-1, previously issued by the State Archives. Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. Disposition means the disposal of a record by (1) destruction, (2) transfer to an archival repository, or (3) transfer to another government or organization. color: white; float: left; float: left; (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. 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. Both the original policy that is issued and any subsequent renewals of the policy must be retained in the policy record for the retention period specified in Regulation 152. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Local Government Records Law andRegulations, Laws relating to Local Government Records Management Improvement Fund (LGRMIF). Records that are the subject of a legal action or audit must be retained for the entire period of the action or audit even if their retention period has passed. WebUnless otherwise specified, agencies must retain documentation supporting Travel and Expense transactions for a minimum of six years from the payment date, according to the Among its provisions, the act imposes limits on the bulk collection by federal intelligence agencies of telecommunication metadata on U.S. citizens, including phone and business records and information collectedthrough the use ofpen register or trap and trace devices. } For more information on developing a collecting policy, see theArchives Management webpage. Chart of Recordkeeping Requirements The following chart outlines some of the more common records and the current federal and New York State requirements for These include, but are not limited to: Because Google Translate is intellectual property owned by Google Inc., you must use Google Translate in accord with the Google license agreement, which includes potential liability for misuse: Google Terms of Service. padding-bottom: 10px; (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. }. padding-right: 20px; Other government entities, non-government entities, and historical records repositories may be able to use the resources found on the Archives website to locate their retention schedules or to develop their own retention schedules. 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. WebFederal Record Retention Requirements The following chart includes federal requirements for record-keeping and retention of employee files and other employment-related records. Amendments enacted in 2008 clarify issues that govern access to electronic records. 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). width: 100%; The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. This Google translation feature is provided for informational purposes only. (6) The hospital shall ensure the confidentiality of patient records. 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. border: 1px solid #E7E4DD; It issues retention schedules for both types of governments. 1. height: 50px; Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. Many of these materials are available on Facts: To assist you, we offer detailed recordkeeping guides for several taxes and credits. Sections 175.20and175.25Addresses the tampering of public records in the second and first degrees. Copies of grant expenditure and disbursement records. Section 214-AEstablishes a 2 year and 6 months statute of limitations within which legal actions must be commenced for medical, dental, or podiatric malpractice. } Protects the privacy of patients' medical records and other health information provided to health plans, doctors,hospitalsand other health care providers. New York State Historical Records Advisory Board. LAW 6530; N.Y. COMP. t;l,u"[-R592%'\[VunfX<13f^v5 UgJORWS|vsBCN7f,}8Lh L{7rEVmQ9$WkTS[HwRBc{+_jYaLME.bENRqA9f-54[. .form-item-search-block { Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. WebRetention periods for records of New York City offices and boroughs are established by the New York City Department of Records and Information Services (DORIS), 31 Chambers Street, New York, NY 10007 (212-788-8571). Because such tampering constitutes either a class A misdemeanor or a class D felony, persons can be prosecuted and, if convicted, sentenced accordingly for these offenses. (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. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. .form-item-search-block { [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 Every state has its own rules on top of the federal 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. height: 35px; WebSchedule for New York Local Government Records (LGS1)-, which supersedes and replaces the CO-2, MU-1, MI-1, and ED-1 Schedules. (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. height: 50px; 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. Generally, you must keep records and supporting documents for at least three years after you file a return. height: 35px; height: 35px; float: left; 10 NYCRR 405.10Establishes 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. Details the responsibilities of records management officers (RMOs) and the Local Government Records Advisory Council (LGRAC). float: left; color: white; RETENTION: 6 years after project completed, or after date of final entry in record 10. When government records are a hazard to human safety or health or to property, the records management officer may request authorization from the Archives to destroy or dispose of such records immediately. These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. (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. This Google translation feature is provided for informational purposes only. The Archives retention schedules generally apply to records regardless of the format or media in which they exist, including electronic records. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. 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. Read more on the New York Department of Health Website. Title VII and ADA Under Title VII of the Civil Rights Act of 1964, 42 U.S.C. Review the referenced section in full when considering appropriate retention requirements. float: left; width: 85%; TSB-M-09(12)C, (12)I, (11)M, (4)MCTMT, (8)R, (17)S. Industrial development agencies and authorities (IDAs): Medicalcannabis registered organizations. (1) Medical records shall be legibly and accurately written, complete, properly filed, retained and accessible in a manner that does not compromise the security and confidentiality of the records. 2. Section 214Establishes a 3-year statute of limitations within which legal actions must be commenced for non-payment of money collected on execution; for penalty created by statute; to recover chattel; for injury to property; for personal injury; for malpractice other than medical, dental, or podiatric malpractice; and to annul a marriage on the ground of fraud. width: 85%; Contact us at. This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. .form-item-search-block-form input#search_box { WebEEOC Regulations require that employers keep all personnel or employment records for one year. 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. Electronic Signatures and Records Act (Article III, Sections 301 - 309)Ensures that electronic signatures are legally binding and clarifies the authority of government agencies to create records in electronic format. height: 50px; An accurate, clear, and comprehensive medical record shall be maintained for every person evaluated or treated as an inpatient, ambulatory patient, emergency patient or outpatient of the hospital. border: 1px solid #E7E4DD; The State of New York, its officers, employees, and/or agents are not liable to you, or to third parties, for damages or losses of any kind arising out of, or in connection with, the use or performance of such information. width: 15%; 14 NYCRR 599.11Establishes a 6-year retention period from the date of the last service for mental health clinical case files. 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