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Records Retention and Disposition Schedule—NYS Archives—8-17-2020
RESOLUTION AUTHORIZING ADOPTION OF
RETENTION AND DISPOSITION SCHEDULE FOR
NEW YORK LOCAL GOVERNMENT RECORDS (LGS-1)
RESOLUTION NO.: ,2020
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the New York State Archives is revising and consolidating its local
government records retention and disposition schedules and issuing a single, comprehensive
retention schedule for all New York State local governments, including the Town of
Queensbury, entitled the "Retention and Disposition Schedule for New York Local Governments
or LGS-1" (LGS-1) which will supersede and replace prior schedules effective as of August 1,
2020, and
WHEREAS, local governments must adopt LGS-1 prior to utilizing it, and
WHEREAS, the Town Clerk/Records Access Officer has recommended that the Town
Board now adopt the LGS-1,
NOW, THEREFORE, BE IT
RESOLVED, in accordance with Article 57-A of the Arts and Cultural Affairs Law, the
Queensbury Town Board hereby authorizes adoption of the "Retention and Disposition Schedule
for New York Local Governments or LGS-1" (LGS-1) which contains legal minimum retention
s
periods for local government records for use by all officers in legally disposing of valueless
records listed therein, and
BE IT FURTHER,
RESOLVED, that in accordance with Article 57-A:
a) Only those records will be disposed of that are described in LGS-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;
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor
and/or Town Clerk/Town Records Access Officer to take such other and further actions as may be
necessary to effectuate the terms of this Resolution.
Duly adopted this 17`" day of August, 2020, by the following vote:
AYES
NOES
ABSENT :
• From: New York State Archives - Local Government Advisory Services <maria.mccashion@nysed.gov>
Sent: Thursday, May 21, 2020 7:30 AM
To: Caroline Barber<caro!ineb@queensbury.net>
Subject: Capital District-North Country, the LGS-1 is coming soon!
May 21, 2020
x•
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C D C C
+
THE LGS-1
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The Jtate, A"'chives Is t e'vis!ng and consolidating Its local government
eeCo ds retention ai :sJos1"i ', -ScheduIeS ar,d ssuirig a slr''-'�
C3n'1rerl?r!sive re iion scinerdJe "ter '7iI t •e 'fie
yp s of o GI . ns
on Augus` i 7, 2020. Yh 1e`Jv s I elentlotl atld L)Isp?Sif .^C,
f
3c heau.e f•ter New Y,_,rK !o c a 1 o✓er n1-! Record s o. 1-GJ-1 , w..
superser -_-- and replc!::
L 0-L Scried!le for use by coun11es (2'000
s 1tJ- 1 SCi)=��'J:e .�;r use d=-J -I:. '� v ' -ter, .r e ld;st 'c-
- towns, I i rs, and , _ mil. !
(2003j,
Ml-' Schedule for use by miscellaneous local governments
20051, and
!=C- ' _ 'gin ,`u e `o ,.)se by school districts, BOCES, County
Vocational Education and Extension Boards, and Teacher
Resource and Computer Training Centers (20041)
Local governments must adopt LGS-1 prior to utilizing it, even it they
adopted and have been using the CO-2, MU-1, l- 1, or ED-I
Schedules. Governing boards of local governments will have a tive-
monfh oeric)d - w !' a ' issueG and
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January P, 2021 when the four existing schedules expire - to adopt
the Schedule by resolution (a model resolution will be available on
the State Archives' website). Local government records may not be
legally destroyed after the end of 2020 unless the LGS-1 is formally
adopted. There is no need to notify the State Archives of LGS-1
adoptions, but local governments should keep a record of the date
of adoption and maintain the resolution permanently.
The organization and formatting of the LGS-1 is similar to the existing
four schedules. Section heading names have been retained.
Because of the consolidation, the LGS-1 contains more sections.
Local government can ignore those that are not applicable. As with
previous schedules, items that are new or significantly revised have
been indicated. Each schedule item has been assigned a new,
unique number, however, the unique numbers of the four existing
schedules have been provided allowing cross referencing. in
addition, each schedule item contains the record series title and
description, retention period, and any notes.
:A copy of the LGS-1 will be available on the State Archives website
on August V. Additional online resources will ir: '._ de a list of the
major revisions to the Schedule and a webinar series to introduce the
L GS-1 . Local governments are encouraged to check the State
Archives website periodically for LGS-1 nevvs and updates.
By con ili'dofing multiple ,isp. , afe Ye en -' ie a r
5�; ,..L_ J �.., �:��;.����.L �Ct,.� t10. : Ste:?ea�.J.:.,S, the L�S-i
helps io ensure consisfent: r e Pion and ii i'j, l guidance f-
:. spas � .�� ,or
eCo, th f _ . COi ? 71on T ;ria i� 'JS kcal governments. It aISC m lk es
it eaS!er TO apply revlsioris necessitated by chances to laws,
Yeyu!ationS or other rnandates ti?at affect retentio.;.
Questions about the New Schedule?
• •
Maria McCashion
New York Sfafe Archives
Regional Advisory Officer for Capital District North County
518.925.3027
m aria. - . . .
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