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Policy 36

PLATTEKILL PUBLIC LIBRARY

RECORDS RETENTION POLICY

Adopted: May 14, 2015 Page 1 of 2

RESOLVED, by the BOARD OF TRUSTEES of the PLATTEKILL PUBLIC LIBRARY that Records Retention and Disposition Schedule MI-1, issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein.

FURTHER RESOLVED, that in accordance with Article 57-A:

(a) only those records will be disposed of that are described in Records Retention and Disposition Schedule MI-1 after they have met the minimum retention periods described therein;

(b) only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods.

The Library/Library System section of MI-1 is included on page 2 of this policy. The details of the Records Retention and Disposal Schedule MI-1 are so voluminous that it is prudent to refer to the website that contains them rather than duplicate it in a policy.

The website is: http://www.archives.nysed.gov/a/records/mr_pub_mi1_part3.shtml#library

 

For reference to other documents than noted on page 2 of this policy go to: http://www.archives.nysed.gov/a/records/mr_pub_mi1_part2.shtml#general

The Library Director shall serve as the Records Management Officer for the Library in order to insure compliance with the aforementioned Records Retention and Disposition Schedule MI-1.

The Library Director shall serve as the Records Access Officer for the Library in order to insure compliance with the Freedom of Information Law.

 

 


Page 2 of 2:

Records Retention and Disposition Schedule MI-1 Excerpts:

FISCAL

AUDIT

*1.[214]

Report of audit of financial affairs

 

 

a. Audit filed pursuant to Section 35, General Municipal Law, conducted by New York State Comptroller's Office or by New York City Comptroller or by an outside auditing firm:

PERMANENT

 

b. Other external audits:

6 years

 

c. Internal audits, conducted by local government officials:

6 years

2.[215]

Audit background documentation, including summaries, posting records, and related records created by an auditing office as part of the auditing procedure:

6 years

3.[216]

Audit hearing or review file:

6 years after audit accepted

 

BANKING AND INVESTMENT

1.[217]

Banking communications, including but not limited to bank statement, reconciliation, notification of voiding or return of check, cancellation of payment, or other notice for checking or savings account:

6 years

2.[218]

Canceled check (including payroll check), or other instrument of payment, such as bank check, warrant check, order check, or order to fiscal officer to pay when used as a negotiable instrument, including voided check:

NOTE: It is recommended that a list of destroyed unused checks be created and maintained for legal or audit purposes.

6 years

3.[219]

Copy of check or check stub:

6 years

4.[220]

Depository agreement, including designation of depository, bond or surety, or other record relating to deposition of local government funds:

6 years after agreement, contract, designation, bond or surety has expired or been superseded or rescinded

5.[221]

Deposit book for checking account:

6 years after date of most recent entry

6.[222]

Deposit book for savings account:

6 years after cancellation

7.[223]

Deposit slip:

6 years