The system shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies. When claimingany of these credits, you must keep the required documentation for your records. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. (c) Authentication of medical records, record entries and medical orders. .form-item-search-block-form button { Yes. padding-left: 20px; float: left; New York State Historical Records Advisory Board. This 2022 edition should be used in place of the previous version of. 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. Review thecredit guidesto determine whether you are eligible to claim the credits before you file. OSHA requires that employee toxic or hazardous exposure records be retained 30 years after exposure and employee occupational injury and illness logs be retained 5 years. Rule 4539Also called the best evidence rule. color: white; (1) Medical records shall be legibly and accurately written, complete, properly filed, retained and accessible in a manner that does not compromise the security and confidentiality of the records. border: 1px solid #E7E4DD; background-color: #F79D3E; height: 35px; The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. .form-item-search-block-form input#search_box { From there, click on the appropriate law (e.g., "CVP" for Civil Practice Law and Rules) and follow the links to the desired article and section of that law. You must have JavaScript enabled to use this form. .form-item-search-block-form button { padding-right: 20px; .form-item-search-block { (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. (4) Medical records shall be retained in their original or legally reproduced form for a period of at least six years from the date of discharge or three years after the patient's age of majority (18 years), whichever is longer, or at least six years after death. The Archives has, Under limited circumstances, local governments and state agencies may transfer custody of their records to another organization or government through donation, loan, or deposit. Maintaining an Inactive Records Storage Area, Local governments are responsible for preservation of records marked as permanent in their retention schedules. 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. State agencies retention schedules indicate that historical records must be transferred to the State Archives following theProcedures for Transferring Recordsto the New York State Archives. Section 216Abbreviates statute of limitations to 1 year after notice for actions to recover money and property. WebRetaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. For more information, refer to Public Law 11423June 2, 2015. Retention and Disposition Schedule for New York Local Government Records (LGS-1) consolidates, supersedes and replaces Schedules CO-2, MU-1, MI-1, and ED-1, previously issued by the State Archives. border: 1px solid #E7E4DD; If you would like to read the laws in New York pertaining to medical record retention yourself, visit these links: N.Y. EDUC. Use the left-hand menu on this page to access specific retention and The State Archives has authority over the retention and disposition of local government and state agency records. .form-item-search-block { padding-bottom: 10px; 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. height: 35px; To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, Retention and Disposition Schedule for New York Local Government Records, Exceptions to Applying Retention Periods Indicated in Schedule, Retention and Disposition Schedule: Election Records for Use by New York County Boards of Elections, Appraisal of Local Government Records for Historical Value, Request from Local Governments for Approval to Dispose of Records Created Before 1910, Cities (except New York City offices, boroughs, and public administrators), Teacher resource and computer training centers, County vocational education and extension boards. Todays regulations and guidelines for document retention across many different industries has become much more stringent in the past few years. Rule 4518Allows the admissibility of original records in court, including electronic records, when made in the regular course of business. Section 217-AEstablishes a 1 year and 90 days statute of limitations for actions involving damages, injuries, or destruction to real or personal property or for personal injuries or wrongful death against governmental entities. height: 50px; Web General Retention and Disposition Schedule for New York State Government Records (State General Schedule): This is a pre-approved schedule created by the State Archives width: 15%; All entries shall be legible and complete and shall be authenticated by the person entering, ordering or completing such action. 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]. hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. .form-item-search-block-form input#search_box { } padding-left: 20px; Protects the privacy of patients' medical records and other health information provided to health plans, doctors,hospitalsand other health care providers. Under the New York State Labor Law, you must maintain accurate payroll records for at least six years. Outline appropriate fees for county clerks to charge for filing, recording, and assigning index numbers to select records, including fees collected for deposit in the New York State Local Government Records Management Improvement Fund and the Cultural Education Fund. (3) The hospital shall ensure that all medical records are completed within 30 days following discharge. 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. float: left; WebThe Organization expects all officers, directors, volunteers, and employees to comply fully with any published record retention or destruction policies and schedules, provided that all officers, directors, and employees should note the following general exception to any stated destruction schedule: If you believe, or the Organization informs you, that any records are float: left; The Archives retention schedules generally apply to records regardless of the format or media in which they exist, including electronic records. (e.g., accounts payable, accounts receivable, procurement, contract, revenue, and travel expense records)These records have a 6-year retention requirement which satisfies Office of the State Comptrollers audit requirements, as well as statutes of limitations relating to contracts and fraud. This law replaced the Patriot Act, which expired in 2015. width: 100%; (5) Hospitals shall implement an ongoing verification process to ensure that electronic communications and entries are accurate, including but not limited to: (i) protocols for ensuring that incomplete entries or reports or documents are not accepted or implemented until reviewed, completed and verified by the author; and. This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. float: left; .form-item-search-block-form input#search_box { In developing retention schedules, the State Archives reviews federal and state laws and regulations, audit requirements, the need for legal evidence, administrative needs, and historical or research value and establishes minimum retention periods based on this information. For more information contact your Records Advisory Officer (RAO) or recmgmt@nysed.govfor assistance. In addition, critical SFS attachment guidance can be found inChapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidanceof this Guide. }. float: left; Records that are the subject of a legal action or audit must be retained for the entire period of the action or audit even if their retention period has passed. Every state has its own rules on top of the federal Section 208Provides persons who have arrived at "majority" (age 18) an additional 3-year period to bring legal action as adults relative to an event which occurred when the they were minors. 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. float: left; For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. Codes R. and Regs. 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. The statute height: 50px; WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition For more information, refer to the Health Information Privacy page on the U.S. Department of Health and Human Services website. height: 35px; If a person or organization wants to initiate a lawsuit, they must do so within a certain period of time which varies based upon the type of complaint. (1) Upon completion of ordering or providing or evaluating patient care services, each such action shall be recorded and promptly entered in the patient medical record. (e) General Retention and Disposition Schedule for New York State height: 35px; Provides standards for creating and maintaining micrographic and electronic records, Provides criteria for contracted records storage facilities, and. Any other information that may be deemed relevant in an audit. width: 85%; 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. The MS Access and Excel versions do not contain the introduction, index, nor any section or sub-section notes; however, they provide all series and subseries information, including notes. height: 50px; Upon request, you must make your records available to the Tax Department. color: white; Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. WebRecord Retention Guidelines by State. 3386 0 obj <>stream padding-bottom: 10px; } Permits the use of copies in court when those copies were prepared in the regular course of business by a process which accurately reproduces the original records and when those copies are satisfactorily identified. width: 85%; Copies of grant expenditure and disbursement records. background-color: #F79D3E; Open Meetings Law (Article 7, Sections 100 - 111)Covers accessibility by the public to meetings of public bodies and outlines requirements for the production and availability of minutes or other proceedings. Local governments, who have not adopted the LGS-1 as of January 1st, may still adopt the LGS-1, but must suspend disposition of records until they have done so. 1. Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. The statute of limitations for civil actions under this law is ten years. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, sample records destruction authorization form, Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them, Appraisal of Local Government Records for Historical Value, General Retention and Disposition Schedule for New York State Government Records, Effective September 2016, Guidelines for the Management of State Agency Executive Office Records, Records Retention and Disposition Schedule - Election Records, Retention and Disposition of Library and Library System Records, Retention and Disposition Schedule for New York Local Government Records, Ask Us Anything About Updates to the Local Government Retention Schedule, Ask Us Anything About Archival Records, Keeping Up With COVID-19 - Maintaining Your Pandemic Records, Records Retention Module #1: Introduction to Retention Schedules, Records Retention Module #2: How to Use Retention Schedules for State Agency Records, Records Retention Module #3: Using the Local Government Retention Schedule (LGS-1), Records Retention Module #4: Developing Agency-Specific Retention Schedules, Records Retention Module #5: Office Retention Schedules, Records Retention Module #6: Records Disposition, Records Retention Module #7: Appraisal - Local Context, Records Retention Module #8: Appraisal - Local Scenarios, Records Retention Module #9: Appraisal - State Agencies, The New LGS-1 Featuring Records for the General Administration of all Local Government, The New LGS-1 Featuring Records of Cities, Towns, Villages, and Fire Districts, The New LGS-1 Featuring Records of Counties, The New LGS-1 Featuring Records of Miscellaneous Governments, The New LGS-1 Featuring Records of School Districts, BOCES, and other Educational Governments, Updates to the State Agency General Schedule, Using State Archives Local Government Retention Schedules, Using State Archives Local Government Retention Schedules (Winter Webinar Series 2019), Using State Archives State Agency Retention Schedules, Using State Archives State Agency Retention Schedules, What about that Room? 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