NOTE: See item no. 12 [755] in the Health Services section for records dealing with medical waste disposal.

1[913] Hazardous waste generation records

a. Individual load delivery and other detailed records, including manifest form

RETENTION: 3 years after waste accepted by transporter

b. Annual and exception reports

RETENTION: 3 years after due date of report

c. Test results and waste analyses

RETENTION: 3 years after waste removed

2[773] Building rehabilitation and reconstruction project files, when asbestos is installed, removed, encapsulated, applied, distributed, or otherwise involved

RETENTION: 30 years

3[774] Lead or copper content testing and remediation files, covering lead or copper content in drinking water of public facilities

a. Water sample test results and related records, when lead or copper level exceeds the action level as defined in Section 5-1.41, State Sanitary Code

RETENTION: 50 years

b. Water sample test results and related records, when lead or copper level does not exceed the action level as defined in Section 5-1.41, State Sanitary Code

RETENTION: 10 years

c. Records of remediation by replacement of lead or copper plumbing

RETENTION: 6 years after building no longer exists

d. Records of remediation by elimination or replacement of water cooler not connected to plumbing

RETENTION: 6 years after cooler eliminated or replaced

4[775] Pesticide (including herbicide, rodenticide, and disinfectant) application record, showing kind and quantity used, dosage rate, method of application, target organism, and area and time of application

RETENTION: 3 years

NOTE: Records of incidents of possible exposure to pesticides (including herbicides, rodenticides, and disinfectants) and other records created because pesticides are considered “toxic substances” are covered by item no. 17 [325] in this section.

5[776] Inventory of pesticides (including herbicides, rodenticides, and disinfectants) maintained by a college or the University

RETENTION: 40 years after superseded or obsolete

6[777] Annual report of pesticides (including herbicides, rodenticides, and disinfectants) used, submitted to New York State Department of Environmental Conservation

RETENTION: 40 years

7[778] Application for business/agency pesticide registration, including all related records

RETENTION: 1 year after superseded or no longer valid

8[780] Permits and approvals from state, city, or county health department to operate pool or beach

RETENTION: 3 years after denial or expiration

9[781] Reports of pool or beach operation and inspection

RETENTION: 21 years

10[805] Hazardous materials records

a. Hazardous materials location report or exemption filed with fire department or district, or equivalent record

RETENTION: 3 years after hazardous materials no longer stored at site

NOTE: Colleges and the University should retain these records longer, possibly as long as 40 years, if the hazardous materials listed on the record include substances listed in Subpart Z, 29 CFR (federal O.S.H.A. regulations). Contact the University’s Environmental Health and Safety Office for additional advice.

b. Textual reference information containing medical, chemical, or other information used to assist dispatchers and responding personnel, and maps of agency/service coverages

RETENTION: 3 years after superseded or obsolete

c. Reports on hazardous materials found in the service area in its entirety, or at specific locations

RETENTION: 3 years after hazardous materials listed in report no longer present at listed sites

NOTE: Colleges and the University should retain these records longer, possibly as long as 40 years, if the hazardous materials listed on the record include substances listed in Subpart Z, 29 CFR (federal O.S.H.A. regulations). Contact the University’s Environmental Health and Safety Office for additional advice.

NOTE: If the reports in part “c” document the presence of hazardous materials in a community at a given time, they should be appraised for historical significance. These records may have immediate significance for fire fighting and disaster prevention and long-term research value in situations where the hazardous materials found in the area had a significant impact on the community. Contact your Records Management Coordinator for additional advice.

11[177] Approvals and registrations relating to radiological equipment and materials

a. Approval to possess or use radioactive materials received from New York City Department of Health, and related records

RETENTION: 3 years after college or University no longer possesses or uses the radiological materials

b. Registration of radiation-producing equipment with New York City Department of Health, and related records

RETENTION: 2 years after expiration or renewal

12[762] Records of occupational doses for an individual using radiation-producing equipment or radiological materials

a. Annual or other summary occupational dose records

RETENTION: 90 years

b. Detailed occupational dose records

RETENTION: 0 after annual or other summary record containing this information is produced

c. Records of prior occupational dose

RETENTION: 90 years

d. Records of planned special exposures

RETENTION: 90 years

13[179] Radiation equipment testing and inspection records

a. Regulatory inspection and audit records, including master summary record and “index card”

RETENTION: 90 years

b. Equipment accuracy testing records, including surveys, calibrations, measurements, and quality control tests

RETENTION: 3 years

14[180] Records of disposal, theft, loss, or excessive release of radiation

a. Records concerning theft or loss of radiation source, excessive release of radiation, or excessive exposure of individual to radiation, including documentation of notification

RETENTION: PERMANENT

b. Record of disposal by burial in soil

RETENTION: PERMANENT

c. Records of disposal by incineration or release into sanitary sewer system

RETENTION: 6 years

d. Records of authorized transfer or receipt, or issue and return of radiation source or radioactive materials

RETENTION: PERMANENT

15[763] Radiation program safety records

a. Records documenting provisions of program

RETENTION: 3 years after program ceases to exist

b. Audits and other reviews of program content and implementation

RETENTION: 3 years

c. Records documenting specific instructions given to workers

RETENTION: 90 years

NOTE: This item does not cover employee training course information records described in item no. 36 [584] in the General section, training in dealing with toxic substances (see item no. 17 [325] in this section), or training in the Public Safety area (see item nos. 3 [435] and 14 [441] in the Public Safety section).

16[324] On-site safety inspection records, including individual inspections and summary of findings

RETENTION: 3 years after last entry

17[325] Toxic substance exposure records

a. Records of exposure or possible exposure of an employee to a toxic substance or other harmful physical agent, including background data to environmental monitoring or measuring, biological monitoring records that are designated as exposure records, material safety data sheets, chemical inventory records indicating use and identity of a toxic substance or harmful physical agent, and related records

RETENTION: 90 years

NOTE: Environmental monitoring background data may be destroyed after one year, provided that sampling results, methodology, a description of the analytical method used, and a summary of other background data relevant to the interpretation of results are retained for at least 30 years, as provided in 29 CFR 1910.1020 (d-1) (ii-A).

b. Lists, or material safety data sheets, of toxic substances present in the workplace and of employees who handle those substances

RETENTION: 90 years

c. Material safety data sheet or fact sheet providing detailed information on specific toxic or other substance at workplace, when not used for parts “a” or “b” above as the list of toxic substances (as defined in 29 CFR 1910, Subpart Z) in the workplace, or for substances not defined in 29 CFR 1910, Subpart Z as being toxic

RETENTION: 3 years after substance no longer present at workplace

NOTE: If material safety data sheets or fact sheets are used for parts “a” or “b” as the list of toxic substances (as defined in 29 CFR 1910, Subpart Z) in the workplace, then those sheets should be maintained for the time periods indicated by parts “a” or “b”.

d. Training records covering training of individual employee in handling toxic substances

RETENTION: 90 years

e. Summary records of toxic substance training, including but not limited to minutes of meetings and training sessions and summary descriptions of training given employees

RETENTION: 90 years

f. Policy statements and procedures issued by a college or the University relative to dealing with toxic substances

RETENTION: PERMANENT

NOTE: This item does not include employee medical records concerning exposure to toxic substances or harmful physical agents (see item no. 19 [330] in the Personnel/Civil Service section).

NOTE: This item does not cover employee training course information records described in item no. 36 [584] in the General section, training in radiation program safety (see item no. 15 [763] in this section, or training in the Public Safety area (see item nos. 3 [435] and 14 [441] in the Public Safety section).

18[195] Natural resource inventory and listing of open areas and wetlands, including official copy of final inventory or report, final maps, surveys, photographs, background materials, and supporting documentation

RETENTION: PERMANENT

19[196] Environmental quality review records

a. Environmental impact statements and related reports

RETENTION: PERMANENT

b. Background materials and supporting documentation used in preparing statements and reports

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. In the case of environmental impact statements prepared for major projects, supporting documentation may be very valuable, and colleges and the University may want to consider retaining these records permanently. Contact your Records Management Coordinator for additional advice in this area.

20[716] Flood control and beach erosion records

a. Flood insurance maps, including all updates

RETENTION: PERMANENT

b. Other records, including shoreline and flood hazard boundary maps, flood insurance surveys, storm damage reports, and records provided college or University officials by the State Department of Environmental Conservation, but excluding flood insurance maps

RETENTION: 0 after superseded or obsolete

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. These records may be valuable for areas in the state where beach erosion and flood control have a major impact. Contact your Records Management Coordinator for additional advice in this area.