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. float: left; Per 2 CFR 200.334, financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award must be retained for a period of three years from the date of submission of the final expenditure report. The IRS may also request specific information regarding employees if they are being audited. height: 35px; 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. 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). 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. Records should be retained as long as they are needed by your organization to support business needs and to satisfy any legal and fiscal requirements and long-term historical or research use. cursor: pointer; 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. width: 15%; For more information, refer to the Health Information Privacy page on the U.S. Department of Health and Human Services website. These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. height: 35px; For more information, refer to Public Law 11423June 2, 2015. New York practitioners must keep all medical records on file for at least six years. }. .form-item-search-block { height: 50px; With how fast } width: 85%; Documentation of final acceptance by grantor and closure. 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.. 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. WebRetaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. As a New York State business owner, you are required to keep recordsthat allow you to prepare complete and accurate tax returns for your business. hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b Section 6530.32Rules of the Board of Regents. .form-item-search-block-form input#search_box { Rule 4539Also called the best evidence rule. The Archives retention schedules generally apply to records regardless of the format or media in which they exist, including electronic records. 20723 Six years from end of Document retention must be in full compliance with all applicable state and federal laws, rules and regulations. float: left; (6) The hospital shall ensure the confidentiality of patient records. endstream endobj startxref 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. GET to KnowNew York State ComptrollerThomas P. DiNapoli. border: 1px solid #E7E4DD; If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. Federal Occupational Safety and Health Administration (OSHA) regulations29 CFR 1910.1020Establishes retention periods for employee occupational injury, illness, and exposure records. float: left; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. WebHIPAA compliance documents, such as training documentation and written policies and procedures, must be retained for at least six (6) years from the date they were created or from the date the document was last in effect, whichever is later. border: 1px solid #E7E4DD; padding-bottom: 10px; 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. (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. Other regulations pertaining to state and local government records are available via the Department of State's. background-color: #F79D3E; When claimingany of these credits, you must keep the required documentation for your records. Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. .form-item-search-block-form input#search_box { width: 15%; color: white; 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. (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. In addition, critical SFS attachment guidance can be found inChapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidanceof this Guide. 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. (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. height: 50px; This 2022 edition should be used in place of the previous version of. padding-left: 20px; height: 35px; Section 212Establishes a 10-year statute of limitations within which legal actions must be commenced for possession necessary to recover real property, annulment of letters patent, to redeem from a mortgage, and to recover under an affidavit of support of an alien. New York State and Local Retirement System (NYSLRS), New York State Budget Analysis and Financial Reporting, New York City Economic and Fiscal Monitoring, VII. Read more on the New York Department of Health Website. color: white; Section 217Establishes a 4-month statute of limitations for actions against the action or inaction of an administrative agency or officer and public sector labor unions for breach of the duty of fair representation. Sorry, you need to enable JavaScript to visit this website. width: 100%; Amendments enacted in 2008 clarify issues that govern access to electronic records. float: left; 11 NYCRR 243.3 prescribes the standards for the maintenance and reproduction of policy records. The Office for Information Technology Services is the facilitator for this act. .form-item-search-block-form input#search_box { Federal regulations (29 CFR 825.500)require employers to retain FMLA records for a minimum of 3 years. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. If you would like to read the laws in New York pertaining to medical record retention yourself, visit these links: N.Y. EDUC. width: 85%; 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 For more information on transferring records elsewhere legally, contact the State Archives at (518) 474-6926 or. For more information contact your Records Advisory Officer (RAO) or recmgmt@nysed.govfor assistance. Generally, you must keep records and supporting documents for at least three years after you file a return. .form-item-search-block { 1. Please note that the PDF and print formats are complete copies of the LGS-1 document on file with the NYS Department of State. Disposition means the disposal of a record by (1) destruction, (2) transfer to an archival repository, or (3) transfer to another government or organization. Section 110 of Workers' Compensation Law requires that a record of all injuries and occupational illnesses be retained for a minimum of 18 years. }, 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.". 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]. height: 35px; New York State and Local Retirement System (NYSLRS), New York State Budget Analysis and Financial Reporting, New York City Economic and Fiscal Monitoring, IX.3 Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies, IX.3 Overview - Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies, IX.3.A Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies - Pre-Award Spending Projects, IX.4 Establish & Maintain Federal Grants in SFS for Onboarding Agencies, IX.5 Federal Billing & Invoicing Overview, IX.5.A Billing for Non-Onboarding Agencies, IX.6.C Automated Standard Application for Payments (ASAP), IX.7 State Accounting and Reporting Overview, IX.7.C Fringe Benefits and Indirect Costs, IX.7.H Federal Funding Accountability and Transparency Act (FFATA), IX.8.B Interest on Advance Payments to Vendors, IX.8.D Electronic Refund Payments to the U.S. HHS, IX.9 Administrative Recoveries - Transfers to Other Funds, IX.10.A Federal Treasury Offset Program (TOP) Purpose and Scope, IX.10.B Federal Treasury Offset Program (TOP) Background, IX.10.C Federal Treasury Offset Program (TOP) Agency Responsibilities, IX.11.A Single Audit Act Accounting and Reporting Requirements, IX.11.B Federal Program Information Act of 1977 (As Amended), IX.12 Cash Management Improvement Act (CMIA), IX.12.E Specific Programs Subject to CMIA, IX.12.I Updated and Expanded CMIA Regulations, IX.4.J State Requirements in Support of CMIA Implementation, IX.12.N Fund Availability and Interest Liability, IX.12.P Annual Schedule of Expenditures of Federal and Non-Cash Awards, IX.12.Q Annual CFDA Confirmation for Schedule of Expenditures of Federal and Non-Cash Awards, IX.12.R Major Federal Programs Subject to CMIA Agreement: SFY 2019-20, Minority- and Women-Owned Business Enterprises (MWBEs), damages or losses caused by reliance upon the accuracy of any such information, damages incurred from the viewing, distributing, or copying of such materials. 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