Records Retention

This schedule hosted by New York state archives is for common administrative, fiscal, and personnel records of all state agencies. 

Download the General Schedule

Inactive records, which are records that a department must save but are not frequently used, are inventoried, stored, and managed by the records manager in the basement of Hawkins Hall and at River Storage unit #102 behind Sibley Hall. If your office has inactive records that require retention and you want them removed, contact the records manager at 518-564-2538.

To have inactive records moved into inactive storage, email the records manager and provide the following information:

1. Department
2. Contact person
3. Pick up location (building, room number)
4. Number of boxes

The records manager will submit a work order to request the records be moved to inactive storage.

Ensure each record box is labeled on one short end of the box with the inventory box label noted below. Departments should maintain an inventory of inactive records sent for storage. A template is available here. (Log in required)

Labeling a record box legibly and correctly is critical if you want to quickly gain access to your inactive records.

Departments are encouraged to maintain a separate inventory of the contents of their inactive records that corresponds to the inventory box label.

Download the Inventory Box Label