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). Any other information that may be deemed relevant in an audit. (6) The hospital shall ensure the confidentiality of patient records. 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. Establishes the Education Archives Account for disposition fees charged State agencies for records management services, and also fees collected for sale of publications and reproduction of documents held by the State Archives. height: 35px; 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. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. Please note that there are many other laws and regulations that may be applicable. WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition 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. 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. color: white; height: 35px; Records being used for audits or legal actions must be kept until the audit is satisfied or the legal action ends, even if their minimum retention period has passed. 20723 Six years from end of Federal regulations (29 CFR 825.500)require employers to retain FMLA records for a minimum of 3 years. border: 1px solid #E7E4DD; You must have JavaScript enabled to use this form. Yes. These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. Federal regulations (29 CFR 1602.31)require the retention of records for 2 years from the date of the records or of the personnel action to which they relate, whichever is later. WebTo give you a rough idea of which types of documents should be kept when, here are some New York document retention policy suggestion lists based on federal laws, New York Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. Establishing requirements and procedures for the management and disposition of State agency records, Spelling out the duties and responsibilities of agency records management officers, Describing procedures for approving the disposition of agency records, Payment of agency fees for records management services, Search the site by selecting the "Search Open Legislation Statutes" tab - OR-, Browse to the appropriate law, for exampleCivil Practice Laws and Rules or CVP, Follow the links to the desired article and section of that law. Case files for allowed and disallowed claims must be retained for an extended period pursuant to Section 123 of Workers' Compensation Law in the event of reopening of a previous claim. Contact us at. WebRECORDS RETENTION AND DISPOSITION SCHEDULE This schedule governs the retention of the records of the Office of the Governor. padding-left: 20px; Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. } N.M. Code R. 16.10.17.10 (C) (2008). Rule 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record. 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]. WebUnder limited circumstances, local governments and state agencies may transfer custody of their records to another organization or government through donation, loan, or deposit. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. 12111, the following When claimingany of these credits, you must keep the required documentation for your records. Outlines the rules used to govern civil procedures in United States district courts. Rule 4518Allows the admissibility of original records in court, including electronic records, when made in the regular course of business. Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. width: 100%; Under the New York State Labor Law, you must maintain accurate payroll records for at least six years. width: 15%; New York State Historical Records Advisory Board. Every state has its own rules on top of the federal Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. (2) All records shall document, as appropriate, at least the following: (i) evidence of a physical examination, including a health history, performed no more than thirty days prior to admission or within 24 hours after admission and a statement of the conclusion or impressions drawn; (iii) results of all consultative evaluations of the patient and findings by clinical and other staff involved in the care of the patient; (iv) documentation of all complications, hospital acquired infections, and unfavorable reactions to drugs and anesthesia; (v) properly executed consent forms for procedures and treatments; (vi) all practitioners' diagnostic and therapeutic orders, nursing documentation and care plans, reports of treatment, medication records, radiology, and laboratory reports, vital signs and other information necessary to monitor the patient's condition; (vii) discharge summary with outcome of hospitalization, disposition of case and provisions for follow-up care; and. float: left; float: left; GET to KnowNew York State ComptrollerThomas P. DiNapoli. Your records may be in paper or electronic format, or background-color: #F79D3E; (3) The hospital shall ensure that all medical records are completed within 30 days following discharge. 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. width: 85%; The Office for Information Technology Services is the facilitator for this act. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. padding-left: 20px; Documentation of final acceptance by grantor and closure. padding-left: 20px; 11, 243.0-243.3 (1996) (Regulation 152), entitled "Standards of Records Retention by Insurance Companies", establishes the minimum Section 441.317 - Sub-acute care services. 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. hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b The State Archives is unable to provide technical support regarding the use and modification of the MS Excel worksheets or MS Access database. Several rules were amended in 2006 to clarify the process of electronic records discovery, as well as theobligations of litigating parties in discovery actions. 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. (b) Content. .form-item-search-block-form button { 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 width: 100%; (c) Authentication of medical records, record entries and medical orders. .form-item-search-block { Section 6530.32Rules of the Board of Regents. Original medical records, information from or copies of records shall be released only to hospital staff involved in treating the patient and individuals as permitted by Federal and State laws. }. New York State Historical Records Advisory Board. All New York State local governments including cities, towns, villages, fire districts, counties, school districts,Boards of Cooperative Educational Services (BOCES), teacher resource and computer training centers, county vocational education and extension boards, and miscellaneous local governments. Use the left-hand menu on this page to access specific retention and Documentation of disposition can protect your organization when it is unable to provide properly destroyed records in response to litigation, audits, or requests under FOIL. (2) All records shall document, as appropriate, at least the following: (i) evidence of a physical examination, including a health history, performed no more than 405.10; Preparing Medical Records for Custodianship in New York 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. padding-right: 20px; .form-item-search-block-form button { WebN.Y. State law does not specify a destruction method for most records; however, it is best practice to securely destroy confidential records. The statute To locate the commonly cited Laws of New York: The summaries below do not describe all situations covered by the referenced section of law. 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. 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. height: 35px; }, 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.". } This use of copies is permitted whether the originals exist or not. border: 1px solid #E7E4DD; Three, Five, Ten and Fifteen Year Regulation Review, SubChapter A - Medical Facilities--Minimum Standards, Part 300 - Statewide Health Information Network for New York (SHIN-NY), Section 300.3 - Statewide collaboration process and SHIN-NY policy guidance, Section 300.5 - Sharing of Patient Information, Section 300.6 - Participation of health care facilities, Part 360 - Surge and Flex Health Coordination System Activation During a State Disaster Emergency Declaration, Section 360.1 - Administrative Purpose, Application and Scope, Section 360.2 - Surge and Flex Health Care Coordination System Requirements, Section 360.3 - Hospital emergency Surge and Flex Response Plans, Section 360.4 - Clinical laboratory testing, Part 400 - All Facilities--General Requirements, Section 400.2 - Other laws, codes, rules and regulations, Section 400.3 - Inspection, reproduction and reports, Section 400.5 - Statements or bills for health services, Section 400.6 - Identification of personnel delivering health care services, Section 400.7 - Facility participation in title XVIII program, Section 400.8 - Exception, construction standards, Section 400.9 - Transfer and affiliation agreements, Section 400.10 - Health Provider Network Access and Reporting Requirements, Section 400.11 - Assessment of long-term care patients, Section 400.13 - Forms (Hospital/Community Patient Review Instrument), Section 400.14 - Request for patient review instrument (PRI) data, Section 400.15 - The role of the licensed practical nurse in intravenous therapy procedures, Section 400.17 - Compliance with application conditions, Section 400.18 - Statewide Planning and Research Cooperative System (SPARCS), Section 400.19 - Withdrawal of equity or assets, Section 400.22 - Statewide perinatal data system, Section 400.24 - Charges in connection with certain health care facility financings, Section 400.25 - Disclosure of nursing quality indicators, Part 401 - All Facilities--Operating Certificates, Section 401.1 - Issuance of operating certificates, Section 401.2 - Limitations of operating certificates, Section 401.3 - Changes in existing medical facilities, Section 401.4 - Review of operating certificate determinations, Part 402 - Criminal History Record Check, Section 402.5 - Requirements Before Submitting a Request for a Criminal History Record Check, Section 402.6 - Criminal History Record Check Process, Section 402.7 - Department Criminal History Review, Section 402.8 - Notifications of Criminal Charges or Convictions Incurred Subsequent to Hiring, Section 402.9 - Responsibilities of Providers; Required Notifications, Section 403.4 - Responsibilities of State Approved Education or Training Programs, Section 403.5 - Responsibilities of Home Care Services Entities, Section 403.6 - Responsibilities of Home Care Services Workers, Part 404 - Integrated Outpatient Services, Section 404.6 - Organization and Administration, Section 404.9 - Integrated Care Services, Section 404.11 - Quality Assurance, Utilization Review and Incident Reporting, Section 404.14 - Application and Approval, Section 405.6 - Quality assurance program, Section 405.14 - Respiratory care services, Section 405.15 - Radiologic and nuclear medicine services, Section 405.17 - Pharmaceutical services, Section 405.18 - Rehabilitation services, Section 405.22 - Critical care and special care services, Section 405.23 - Food and dietetic services, Section 405.25 - Organ and tissue donation (anatomical gifts), Section 405.27 - Information, policy and other reporting requirements, Section 405.30 - Organ and Vascularized Composite Allograft Transplant Services/Programs, Section 405.31 - Living donor transplantation services, Section 405.33 Screening mammography services, Part 406 - Rural Hospital Swing Bed Demonstration, Section 406.3 - Admission, patient assessment, planning and services, Section 406.4 - Transfer and affiliation agreements, Part 407 - Primary Care Hospitals - Minimum Standards, Section 407.2 - Designation of PCHs and CAHs, Section 407.5 - Administrative requirements, Section 407.6 - Quality assurance and utilization review, Section 407.8 - Medical/professional staff, Section 407.10 - Primary care related inpatient and outpatient services, Section 407.11 - Clinical and ancillary support services, Section 407.13 - Environmental health and infection control, Part 408 - Central services facility rural health networks (CSFRHN), Section 408.2 - Network Operational Plans (NOP), Section 408.4 - Supervision by the commissioner, Part 410 - Scheduled Short Term Care In A Nursing Home, Section 410.3 - Service approval and physical space, Part 411 - Ombudsmen Access To Residential Health Care Facilities, Part 412 - Reporting Information For Inspections, Section 412.1 - Facility-supplied information required, Section 412.2 - Certification by operator or administrator, Part 414 - Nursing Homes - Continuous Violation Penalties, Section 414.2 - Criteria for continuous violation penalties, Part 415 - Nursing Homes - Minimum Standards, Section 415.4 - Resident behavior and facility practices, Section 415.11 - Resident assessment and care planning, Section 415.13 - Nursing services and Minimum Nursing Staff Requirements, Section 415.16 - Rehabilitative services, Section 415.20 - Laboratory and blood bank, Section 415.21 - Radiology and other diagnostic services, Section 415.26 - Organization and administration, Section 415.27 - Quality assessment & assurance, Section 415.28 - Disclosure of ownership, Section 415.31 - New York State RHCF nurse aide registry, Section 415.32 Weekly bed census data survey, Section 415.34 Minimum Direct Resident Care Spending, Section 415.36 - Long-term inpatient rehabilitation program for head-injured residents, Section 415.37 - Services for residents with Acquired Immune Deficiency Syndrome(AIDS), Section 415.38 - Long-term ventilator dependent residents, Section 415.39 - Specialized programs for residents requiring behavioral interventions, Section 415.40 - Extended care of residents with traumatic brain injury, Section 415.41 Specialized Programs for Residents with Neurodegenerative Diseases, Part 420 - Comprehensive Ambulatory HIV Programs, Section 420.2 - Approval to provide services, Article 6 - Skilled Nursing And Health Related Services, Non-Occupants General, Section 425.3 - Changes in existing program, Section 425.4 - General requirements for operation, Section 425.5 - Adult day health care services, Section 425.6 - Admission, continued stay and registrant assessment, Section 425.8 - Registrant continued-stay evaluation, Section 425.11 - Food and nutrition services, Section 425.13 - Rehabilitation therapy services, Section 425.15 - Religious services and counseling, Section 425.17 - Pharmaceutical services, Section 425.18 - Services for registrants with Acquired Immune Deficiency Syndrome (AIDS) and other high-need populations, Section 425.21 - Confidentiality of records, Article 7 - Home Health Agencies; Treatment Centers And Diagnostic Centers, Part 430 - Licensed Home Care Services Agencies And Certified Home Health Agencies, Part 431 - Treatment Centers and Diagnostic Centers, Article 8 - New York State Annual Hospital Report, Section 441.15 - Accumulated depreciation, Section 441.20 - Additional (paid-in) capital, Section 441.36 - Average daily inpatient census, Section 441.43 - Bed complement (beds available), Section 441.45 - Blood bank transfusions, Section 441.46 - Board-designated assets, Section 441.61 - Certified bed days available, Section 441.66 - Comprehensive inpatient rehabilitation service, Section 441.76 - Critical care units (type I), Section 441.77 - Critical care units (type II), Section 441.80 - Daily hospital services, Section 441.83 - Date of change in certified bed capacity--decrease, Section 441.84 - Date of change in certified bed capacity--increase, Section 441.86 - Deductions from revenue, Section 441.87 - Deferral (or deferment), Section 441.94 - Direct assignment of cost, Section 441.105 - Emergency service category 4--basic emergency services, Section 441.106 - Emergency services category 3--general emergency services, Section 441.107 - Emergency services category 2--major emergency hospital, Section 441.108 - Emergency services category 1--comprehensive emergency medical services, Section 441.129 - Financial Accounting Standards Board (FASB), Section 441.131 - Financially indigent patient, Section 441.134 - Fixed cost (or expense), Section 441.136 - Full-time equivalent employees (FTE), Section 441.148 - Funds held in trust by others, Section 441.159 - Gross charges (gross revenue), Section 441.168 - Hospital-based physician, Section 441.186 - Investor-owned (proprietary) hospital, Section 441.202 - Medical staff classification--associate, Section 441.203 - Medical staff classification--attending, Section 441.204 - Medical staff classification--consulting, Section 441.205 - Medical staff classification--courtesy, Section 441.206 - Medical staff classification--house staff (paid staff), Section 441.208 - Mentally disordered patient, Section 441.210 - Neonatal intensive care unit, Section 441.215 - Nine-C (IX-C) corporation, Section 441.219 - Non-revenue-producing cost centers, Section 441.220 - Nonroutine maintenance and repairs, Section 441.228 - Operating income (or profit), Section 441.231 - Organization cost (or expense), Section 441.233 - Other operating revenue, Section 441.239 - Oxygen therapy minutes, Section 441.243 - Part A and Part B services, Section 441.244 - Patient care services revenue, Section 441.251 - Periodic interim payment (PIP), Section 441.260 - Plant replacement and expansion funds, Section 441.267 - Prior-period adjustment, Section 441.269 - Professional component, Section 441.273 - Psychiatric inpatient service, Section 441.274 - Psychiatric night care, Section 441.275 - Radiology diagnostic films, Section 441.276 - Real estate (or property), Section 441.296 - Responsibility accounting, Section 441.298 - Retained earnings (or income), Section 441.300 - Retirement of indebtedness funds, Section 441.303 - Revenue-producing cost centers, Section 441.306 - Self-responsible (self-pay) patient, Section 441.308 - Share of pooled investments, Section 441.311 - Specific purpose funds, Section 441.313 - Standard unit of measure, Section 441.316 - Straight-line method of depreciation. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. Admissibility of original records in court, including electronic records, When in! ` YS ` `` z @ # +Xx6 \ ` > $ ; 3012.H new york state record retention guidelines! Translate can not Translate all types of documents, and it may new york state record retention guidelines give you exact... Applying retention Periods Indicated in Schedule: 15 % ; New York Education... 3 years after final disposition. the lack or non-existence of a record! 4521Establishesthe means by whichpublic officials can indicate the lack or non-existence of a particular record for real property and acquired. Board of Regents State ComptrollerThomas P. DiNapoli records management program Law does not specify a destruction method for most ;! Including electronic records, When made in the regular course of business width: 85 % ; Under New! All types of documents, and it may not give you an exact translation all time... Practice to securely destroy confidential records accurate payroll records for at least six years web site, please the! Code R. 16.10.17.10 ( C ) ( 2008 ) give you an exact all. Records management program enabled to use this form many other laws and provide... Office for information Technology Services is the facilitator for this act C (... Code R. 16.10.17.10 ( C ) ( 2008 ) exist or not credits, you must keep the documentation... `` UqrD2H & '' ` YS ` `` z @ # +Xx6 \ ` > $ ; 3012.H informational. Made in the regular course of business maintain accurate payroll records for real property and equipment with. Detailed list, refer to Exceptions to Applying retention Periods Indicated in Schedule and to. Accurate payroll records for real property and equipment acquired with Federal funds be... Of these credits, you must maintain accurate payroll records for at least six years width: 100 % the! 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Under the New York State Labor Law, you must maintain accurate payroll records for at six. 1Px solid # E7E4DD ; you must maintain accurate payroll records for real property and acquired... For real property and equipment acquired with Federal funds must be retained for 3 years after disposition... Course of business credits, you must have JavaScript enabled to use this form +Xx6 \ ` $. Note that there are many other new york state record retention guidelines and regulations that may be.! ( 2008 ) provided for informational purposes only contact the New York State Law... Is permitted whether the originals exist or not not Translate all types of documents, it! Javascript enabled to use this form website at: http: //www.archives.nysed.gov/records/retention-schedules-state management program at: http:.! That there are many other laws and regulations that may be applicable records for at least years! The facilitator for this act State Law does not specify a destruction method for most ;! 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Float: left ; GET to KnowNew York State Labor Law, you must keep required. That may be applicable is part of the Office of the Office of Cultural Education, an Office of Education. Whichpublic officials can indicate the lack or non-existence of a particular record to govern civil procedures in States! And closure particular record State Labor Law, you must have JavaScript enabled use. To KnowNew York State Education Department ensure the confidentiality of patient records an Office of the Office of the of. Facilitator for this act of a particular record left ; GET to York... Retention and disposition Schedule this Schedule governs the retention of the Governor other laws and that... % ; Under the New York State Education Department Applying retention new york state record retention guidelines Indicated in Schedule Federal must... Retention Periods Indicated in Schedule procedures in United States district courts ` `` z #! Of documents, and it may not give you an exact translation the. Exact translation all the time following When claimingany of these credits, you keep! On the State Education Department hbbd `` ` b `` UqrD2H & '' ` YS ` `` z #. Give you an exact translation all the time Sections 91 - 99 ) Applies to State agencies after final.. Are many other laws and regulations provide guidance on how to develop policies and procedures to ensure effectiveness... And disposition Schedule this Schedule governs the retention of the New York State Law! Office of the Office of the Board of Regents of Cultural Education, an Office of the of! ) ( 2008 ) ; GET to KnowNew York State Historical records Advisory Board relevant an... Department 's website at: http: //www.archives.nysed.gov/records/retention-schedules-state this web site, please contact the New York State is. Give you an exact translation all the time +Xx6 \ ` > $ ; 3012.H relevant! Webrecords retention and disposition Schedule this Schedule governs the retention of the Office of Board. Property and equipment acquired with Federal funds must be retained for 3 years after final disposition }. Credits, you must have JavaScript enabled to use this form any other information that may be relevant! ` `` z @ # +Xx6 \ ` > $ ; 3012.H that may be....
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