1[41] Legal case file, including but not limited to notice of claim, attorney and investigator activity logs, complaints, answers, copies of filed court documents, incident reports, court orders or decisions, motions, notes, briefs, releases, and closing sheets

RETENTION: 6 years after case closed, or 0 after youngest person involved attains age 21, whichever is longer

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Colleges and the University should consider permanent retention of significant cases that have importance or that set major legal precedents. For instance, colleges or the University may want to permanently retain files for cases concerning major local controversies, issues, individuals, and organizations that are likely to be the subject of ongoing research or that result in decisions or rulings of major significance to the college, the University, the City of New York, or the entire state. Contact your Records Management Coordinator for advice in this area.

2[42] Legal brief file (“brief bank”) containing duplicate copies of legal briefs from case files, retained separately for future reference

RETENTION: 0 after no longer needed

3[43] Legal case log giving chronological listing of cases

RETENTION: 0 after no longer needed

4[44] Legal case index, including notations on activities related to case


5[45] Subject file assembled and kept for reference purposes

RETENTION: 0 after no longer needed

6[880] Subpoena, along with documentation of response, issued to a college or University officer, when not part of legal case file or any other records listed in this Schedule

RETENTION: 1 year after date of response

NOTE: Subpoenas relating to legal case files or other records listed in this Schedule should be retained as part of or as long as such files or other records.