1[412] Real property acquisition or sale file for property owned by a college, the University, or the Dormitory Authority of the State of New York (DASNY), including but not limited to copy of deed, copy of appraisal or valuation, copy of site or plot plan, photographs, recommendation or justification for acquisition or sale, environmental audit, approval for acquisition or sale, closing statement, memoranda, and correspondence

a. Copy of site or plot plan, photographs, recommendation or justification for acquisition or sale, and environmental audit

RETENTION: PERMANENT

b. Other records in file, including but not limited to copy of deed, copy of appraisal or valuation, closing statement, approval for acquisition or sale, memoranda, and correspondence

RETENTION: 6 years after property no longer owned by college, University, or DASNY

2[413] Master summary record (book, log, or register) recording acquisition or sale of property by a college or the University

RETENTION: PERMANENT

3[414] Official copy of sale or auction list, and notice or advertisement of sale of real property

RETENTION: PERMANENT

4[415] Capital construction or public improvement project file, including but not limited to bids, specifications, contracts, performance guarantees, inspection reports, and environmental impact statements

a. Feasibility studies; successful bids; plans, specifications, and designs; project description; in-progress and completion photographs; inspection reports; environmental impact statement; annual project statement; fiscal and other financial reports; significant change orders; and significant correspondence

RETENTION: 6 years after building or facility no longer exists or is no longer owned by college, University, or DASNY

NOTE: Appraise these records for historical significance prior to disposition. Records for important projects or historic structures have historical value and should be retained permanently. Contact your Records Management Coordinator for additional advice.

b. Supplementary documentation, including application for assistance, project budget, interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheet, non-significant change orders, routine correspondence, and detailed construction specifications

RETENTION: 6 years after last entry in project file

c. Unsuccessful bids to which contract is not awarded

RETENTION: 6 years

d. All records, when project is proposed but not undertaken

RETENTION: 6 years after last entry

NOTE: For plans, maps, designs, sketches, architectural drawings, and photographs of buildings and facilities, see item no. 5 [416] in this section.

5[416] Official plans, maps, designs, sketches, architectural drawings, and photographs for buildings or other facilities owned by a college, the University, or DASNY, including index, and also including design file for capital construction or renovation project

a. Final or “as built” plans, maps, designs, sketches, architectural drawings, and photographs for significant building or other facility

RETENTION: PERMANENT

b. Final or “as built” plans, maps, designs, sketches, architectural drawings, and photographs for other than significant building or other facility

RETENTION: 6 years after building or facility no longer exists or is no longer owned by college, University, or DASNY

c. Mechanical, electric, and other detailed schematic drawings not covered by parts “a” or “b”, including detailed specifications not appearing on plans, maps, designs, sketches, or architectural drawings

RETENTION: 6 years after building or facility no longer exists or is no longer owned by college, University, or DASNY

d. Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies, and other records

RETENTION: 6 years after completion of project

NOTE: Some of these non-graphic documents may need to be retained for six years after the building or other facility no longer exists, if they document significant changes with long-term fiscal and other implications. Colleges and the University should review these records for these possible uses prior to disposition.

e. Template or other similar automated framework or reference files used in conjunction with more specific automated design files

RETENTION: As long as related specific automated design files are retained

f. Index or similar record used to locate, identify, and access plans, maps, designs, sketches, architectural drawings, photographs, and other existing records

RETENTION: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of

6[417] Draft or intermediary plans, maps, designs, sketches, or architectural drawings, including explanatory textual files, tracings, and other than final or “as built” automated design files

RETENTION: 0 after no longer needed

NOTE: Some of these design documents may need to be retained for six years or longer, possibly as long as the building or other facility exists, if they document significant changes with long-term fiscal and other implications. Colleges and the University should review these records for these possible uses prior to disposition.

7[769] Maintenance, testing, service, operational, and repair records for buildings and other facilities or their mechanical, electrical systems, or other infrastructure

a. Cumulative summary records

RETENTION: 6 years after building or other facility no longer in use

b. Individual detailed report or related record, such as work request, work order, personnel deployment record, preventive maintenance schedules, and records of work completed, when posted to cumulative summary record

RETENTION: 6 years

c. Individual report or related record, such as work request, work order, personnel deployment record, preventive maintenance schedules, and records of work completed, when not posted to cumulative summary record

RETENTION: 6 years after building or other facility no longer in use

d. Log, maintenance schedule, or similar record of ongoing activity

RETENTION: 6 years after last entry

e. Descriptive information on specific equipment or component parts

RETENTION: 6 years after equipment or part no longer in use

f. Descriptive information on maintenance personnel, vendors, or contractors

RETENTION: 1 year after superseded or obsolete

g. Inventories of parts, materials, and supplies needed for maintenance and repairs

RETENTION: 6 years

h. Requests for inspection, repair, or service, when no work is performed and no funds expended

RETENTION: 1 year

NOTE: For plans, designs, and schematic drawings of buildings and facilities, including their systems and component parts, see item no. 5 [416] in this section.

8[770] Reports and studies relating to maintenance, testing, service, operation, and repairs for buildings and other facilities or their mechanical, electrical systems, or other infrastructure

RETENTION: 6 years

NOTE: Some of these reports may need to be retained longer for long-term facility management purposes, such as for six years after building or other facility is no longer in use. Some may even have permanent historical or other research value. Contact your Records Management Coordinator for additional information.

9[418] Building or facility security records, including but not limited to visitor’s register, watchman’s or automated security system or false alarm reports, and records of building/room keys or passes issued

RETENTION: 3 years, or 3 years after cancellation or return of key or pass

10[419] Public facility use file, including but not limited to requests, correspondence, fiscal records, and authorizations

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. In some cases, facility use files may document significant attempts by a college or the University to broaden its support base by reaching out to community groups.

11[421] Property inventory records, covering buildings, facilities, vehicles, machinery, and equipment, including “fixed assets” records

RETENTION: 0 after superseded by updated inventory, or 6 years after replacement, sale, or discontinuance of use of all property listed, whichever is shorter

12[422] Inventory of supplies

RETENTION: 6 years

13[423] Public property sale or discard records, except real property, including but not limited to description of property, bids or offers, and receipt of deed of gift

RETENTION: 6 years

14[424] Maintenance, testing, service, operational, and repair records for equipment or vehicle, but not covering buildings and other facilities or their mechanical, electrical systems, or other infrastructure

a. Cumulative summary record for vehicle or equipment

RETENTION: 6 years after vehicle or equipment no longer in use

b. Individual report, when posted to cumulative summary record

RETENTION: 6 years

c. Individual report, when not posted to cumulative summary record

RETENTION: 6 years after vehicle or equipment no longer in use

d. Maintenance or repair log or similar record

RETENTION: 6 years after last entry

e. Reports and studies relating to maintenance, testing, service, operation, and repairs for equipment or vehicles

RETENTION: 6 years

f. Requests for inspection, repair, or service, when no work is performed and no funds expended

RETENTION: 1 year

15[425] Specifications, warranty, and descriptive information received from vendor for vehicle or equipment

RETENTION: 6 years after vehicle or equipment no longer in use

16[426] Vehicle routing, scheduling, and usage records, including automated system used to schedule and assign routes of service and maintenance vehicles

a. Detailed data file containing information such as vehicle stops, usage, and locations at specific times or intervals

RETENTION: 0 after no longer needed

NOTE: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of these data may need to be retained longer to meet both administrative needs and legal requirements. College and University officials should store these data offline long enough to meet such requirements. Also, maintenance of a history file (see part “b”) containing the most significant data elements may satisfy these administrative and legal needs.

b. Automated system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data

RETENTION: 6 years

c. Logs, schedules, reports, and queries (including macros, queries, and necessary documentation used in report and query generation) that contain information of legal or fiscal value

RETENTION: 6 years

d. Logs, schedules, reports, and queries (including macros, queries, and necessary documentation used in report and query generation) that do not contain information of legal or fiscal value

RETENTION: 0 after no longer needed

NOTE: This item does not apply to emergency use of law-enforcement, fire, or other emergency vehicles, which are covered by item no. 2[800] and other items in the Public Safety section.

17[427] Consumption and dispensing records for fuel, oil, or similar products used by publicly owned vehicles or equipment

RETENTION: 6 years

18[428] Request for services or supplies, including stockroom supplies, forms and publications, duplication, or use of any vehicle or equipment

a. When a chargeback or fee is involved

RETENTION: 6 years

b. When no chargeback or fee is involved

RETENTION: 0 after no longer needed

19[429] Federal Communications Commission (FCC) radio licensing records

a. Original application and other related records not created for renewal applications

RETENTION: 5 years after termination of license or final denial of application

b. Renewal application and related records, including copy of license

RETENTION: 5 years after renewal or termination of license or final denial of application

c. Request for frequency data research

RETENTION: 1 year

d. Listing of locations of radios using a college or University radio frequency

RETENTION: 0 after superseded or obsolete

20[430] Petroleum bulk storage records

a. Registration, including application and related records

RETENTION: 7 years after expiration or termination of registration or denial of application, or 7 years after tank removed from service or property sold, whichever is longer

b. Monthly and ten-year mandatory inspection reports

RETENTION: 10 years

c. Daily and other periodic inspection reports

RETENTION: 3 years

d. Test certification for underground storage tank

RETENTION: 7 years

e. Site assessment and related records required when an underground storage tank is abandoned

RETENTION: PERMANENT

f. Records relating to leakage and spillage

RETENTION: PERMANENT

g. Inventory monitoring records

RETENTION: 5 years

21[783] Self-evaluation records required under Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements

a. Voluntary compliance plan for facility, including list of persons consulted, description of areas examined, transition plan, list of problems identified, and description of modifications anticipated and made

RETENTION: PERMANENT

b. Copies of work orders, progress notes, and other supporting documentation

RETENTION: 1 year after modifications completed

22[784] Inspection reports, reviews, and audits (internal and external) created relative to the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements

RETENTION: 6 years after building or facility involved no longer in use

23[785] Individual complaint records filed under the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements, including but not limited to complaint, charge or request for reasonable accommodation, medical reports, responses, records of appeals, correspondence and internal memoranda, records documenting work done in response to complaint or request, and documentation of final resolution

a. When complaint or request is filed by a student, officer, or employee of the college involved or the University

RETENTION: 3 years after resolution of complaint or request and termination of any reasonable accommodation provided

b. When complaint or request is filed by person other than a student, officer, or employee of the college involved or the University

RETENTION: 3 years after final entry in record, or 0 after person involved attains age 21, whichever is longer

NOTE: Where a litigation or grievance has been filed, such individual complaint records should be retained for as long as the records of the proceeding are retained.

NOTE: For student complaint records not dealing with the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements, see item no. 11 [117] in the Students section.

24[786] Master summary record of all complaints under the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements

RETENTION: PERMANENT

25[787] Videotape or other recording maintained for security purposes

a. Videotape or other recording containing incidents warranting retention for administrative or potential legal uses

RETENTION: 3 years, or 0 after youngest person involved attains age 21, whichever is longer

b. Videotape or other recording not containing incidents warranting retention for administrative or potential legal uses

RETENTION: 0 after no longer needed

NOTE: Where a litigation or grievance has been filed, such videotapes or other recordings should be retained for as long as the records of the proceeding are retained.

26[788] Records relating to protection of underground facilities, including notice of or request for excavation received by a college or the University from excavator pursuant to 16 NYCRR, Section 753-5.2, notice of postponement or cancellation, and notice of discovery of unknown facility

RETENTION: 4 years

27[789] Records filed by contractor or subcontractor with a college or the University related to public works project, pursuant to Section 220 (3-a), Labor Law, including but not limited to copy or abstract of payroll, classification of workers employed on a project, and statement of work to be performed by each classification

RETENTION: 3 years after contract completion

28[878] Energy consumption monitoring records showing use of electricity or fuel, operation of heating and/or cooling equipment, or environmental conditions (temperature, humidity, air quality) in various parts of publicly owned or operated building or other facility

a. Detailed data collected from sensors or monitors, and detailed reports generated from such data

RETENTION: 0 after no longer needed

NOTE: Some of these data and detailed reports may need to be retained for six years for energy consumption trending analysis or energy consumption audit purposes. Colleges and the University should contact the Office of the State Comptroller or their own auditors to determine which data may have long-term value.

b. Equipment maintenance, testing, and service records, except detailed records of routine activities

RETENTION: 6 years after equipment no longer in use

c. Detailed records of routine maintenance, testing, and service

RETENTION: 6 years

d. Reports relating to energy consumption and environmental conditions, including reports of problems and corrective actions taken, summary reports of environmental conditions, and reports showing long-term energy consumption trends, along with accompanying charts, graphs, and data tables

RETENTION: 6 years

NOTE: Appraise these records for historical or other long-term significance prior to disposition. Records showing long-term trends in energy use may need to be retained permanently, or at least six years after the building or other facility is no longer in use. Contact your Records Management Coordinator for additional advice.