Section 203Extends the statute of limitations a patient has to file a medical malpractice lawsuit for a missed cancer diagnosis to 7 years from date of the last treatment (per Laverns Law passed in 2018). height: 35px; Agencies should refer to the General Retention and Disposition Schedule for New York State Government Records as published by the New York State Archives and Records for guidance on minimum retention periods for other fiscal records, purchasing/claims and payments, revenue and collections, accounting reports and bank transactions. background-color: #F79D3E; } 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. 0
The State Archives is unable to provide technical support regarding the use and modification of the MS Excel worksheets or MS Access database. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. float: left; Both the original policy that is issued and any subsequent renewals of the policy must be retained in the policy record for the retention period specified in Regulation 152. }. Disposition is the final action in the records lifecycle and occurs when a record satisfies its retention period as noted on a retention schedule. height: 35px; (2) The hospital shall establish, implement and monitor an effective system of author identification for medical records and/or medical orders to ensure the integrity of the authentication and protect the security of all transmissions, records and record entries. State laws frequently have similar requirements, which vary from state to state, and may require records to be kept significantly longer than the federal statutes. color: white; (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. border: 1px solid #E7E4DD; Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. %PDF-1.6
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color: white; border: 1px solid #E7E4DD; This system shall identify those categories of practitioners and personnel who are authorized to utilize electronic or computer authentication systems. width: 85%; To locate the commonly cited Laws of New York: The summaries below do not describe all situations covered by the referenced section of law. 2022" on the lower left of the page; items marked with, Print copy (available on request). Non-election records maintained by County Boards of Elections may be disposed following the LGS-1. The statute of limitations for civil actions under this law is ten years. State Government Records Law and Regulations. }. Rule 4518Allows the admissibility of original records in court, including electronic records, when made in the regular course of business. Document retention must be in full compliance with all applicable state and federal laws, rules and regulations. background-color: #F79D3E; Suggested Retention Duration for Select Personnel Records Other Documents Section 441.320 - Teaching program (approved), Section 441.321 - Teaching program (nonapproved), Part 442 - Reporting Principles And Concepts, Section 442.12 - Matching of revenue and expenses, Section 442.13 - Deductions from operating revenue, Section 442.15 - Long-term security investments, Section 442.18 - Accounting for property, plant and equipment, Section 442.23 - Debt financing for plant replacement and expansion purposes, Section 442.24 - Direct assignment of costs, Section 442.25 - Hospital research and education costs, Section 442.26 - In-service education--nursing, Section 442.27 - In-service education--nonnursing, Section 442.29 - Periodic interim payments, Section 443.2 - Functional and responsibility concepts, Section 443.4 - Listing of accounts--balance sheet, Section 443.5 - Listing of accounts--income statement, Section 443.6 - Small hospital reduced reporting requirements, Section 443.7 - Natural classification of revenue, Section 443.8 - Natural classification of expense, Section 444.2 - Unrestricted Fund assets, Section 444.4 - Unrestricted fund liabilities, Section 444.5 - Restricted fund liabilities, Section 444.8 - Operating revenue accounts--general, Section 444.9 - Operating revenue--daily hospital services, Section 444.10 - Operating revenue--ambulatory services, Section 444.11 - Operating revenue--ancillary services, Section 444.12 - Operating revenue--other operating revenue, Section 444.13 - Operating revenue--deductions from revenue, Section 444.14 - Patient revenue account descriptions, Section 444.15 - Other operating revenue account descriptions, Section 444.16 - Deductions from revenue account descriptions, Section 444.17 - Operating expenses--general, Section 444.18 - Daily hospital services expenses description, Section 444.19 - Ambulatory services expenses description, Section 444.20 - Ancillary services expenses description, Section 444.21 - Other operating expenses description, Section 444.22 - Non-operating revenue and expenses description, Section 444.23 - Natural classification of expense, Section 445.2 - Job titles by natural classification index, Section 445.3 - Supplies and services by natural expense classification index, Section 446.2 - Reclassification for reporting purposes, Section 446.3 - Reclassification for cost finding purposes, Section 446.4 - Alternative cost allocation bases--sequence of allocation, Section 446.5 - Recommended cost allocation bases--listing, Section 446.6 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.7 - Description of other New York State supplemental data, Section 446.8 - Definitions and sources of statistics for Medicaid cost allocation, Section 446.9 - Expense detail reporting, Section 446.10 - Identification of supplemental data, Section 446.12 - Accommodation classification, Section 446.14 - Changes in certified bed capacity, Section 446.16 - Source of payment defined, Section 446.17 - Gross charges by source of payment, Section 446.18 - Patient days by source of payment, Section 446.19 - Discharges by source of payment, Section 446.20 - Ambulatory visits by source of payment, Section 446.21 - Direct admissions from emergency room, Section 446.22 - Inpatient care statistics by unit, Section 446.23 - Ambulatory care statistics, Section 446.25 - Home medical care program, Section 446.26 - Organized Drug Addiction Program, Section 446.27 - Organized alcoholic treatment program, Section 446.28 - Selected special service statistics, Section 446.30 - Cost allocation adjustments, Section 446.36 - Supplemental data for both upstate and downstate Blue Cross plans, Section 446.37 - Cost allocation adjustments, Section 446.38 - Funded depreciation calculation, Section 446.39 - Funded depreciation waiver, Section 446.41 - Hospital-based home health agencies, Section 446.44 - Program services for supplemental data, Part 447 - Standard Unit Of Measure References, Section 447.3 - Neurology--Diagnostic Services, Section 447.4 - Physical therapy services, Section 447.5 - Occupational Therapy Services, Section 448.1 - Specifications for cost reporting periods beginning in 1980. Through theappraisal process, the Archives has identified some records as having long-term historical or research value. There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. Tell us more about you to receive content related to your area or interests. Under ADEA recordkeeping requirements, employers must also keep all payroll records for three years. WebRetaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. border: 1px solid #E7E4DD; (2) Written signatures, or initials and electronic signatures or computer generated signature codes shall be acceptable as authentication when utilized in accordance with hospital policy. Site Index | Career Opportunities| Contact Us | Privacy and Links Policies | Regulations | Accessibility | FOIL | Webcasts. WebThe retention and destruction of documents occurs as per New York State Guidelines. padding-left: 20px; Establishing requirements and procedures for the management and disposition of State agency records, Spelling out the duties and responsibilities of agency records management officers, Describing procedures for approving the disposition of agency records, Payment of agency fees for records management services, Search the site by selecting the "Search Open Legislation Statutes" tab - OR-, Browse to the appropriate law, for exampleCivil Practice Laws and Rules or CVP, Follow the links to the desired article and section of that law. Retention Requirements: Statutes of Limitation, Retention Requirements for Health and Safety Records, Retention Requirements for Personnel Records, Retention Requirements for Fiscal Records, Laws andRegulations Related toLegalAdmissibility ofRecords, Laws Related to Maintaining Integrity of and Access to Records. Section 216Abbreviates statute of limitations to 1 year after notice for actions to recover money and property. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. height: 35px; Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. padding-left: 20px; Records retention and disposition schedules for state government agencies are published on the State Education Department's website at: http://www.archives.nysed.gov/records/retention-schedules-state. } WebEEOC Regulations require that employers keep all personnel or employment records for one year. float: left; Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. height: 35px; float: left; Retention requirements relating to non-government records may, however, be found in certain state or federal laws or in contractual agreements. To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov. Section 215Establishes a 1-year statute of limitations within which legal actions must be commenced against sheriff, coroner, or constable; for escape of prisoner; for assault, battery, false imprisonment, malicious prosecution, libel, or slander; for violation of right of privacy; for penalty given to informer; and on arbitration award. 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. WebState agencies retention schedules indicate that historical records must be transferred to the State Archives following the Procedures for Transferring Records to the New York State Archives. (e.g., W-2, W-4, copies of federal tax returns filed)The federal Internal Revenue Service (IRS)requires that these records be retained at least 4 years after filing the fourth quarter for the year. Local governments are responsible for preserving and making available records marked as permanent on the schedule and those they have determined to have historical value. The State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition schedules. } Establishes that prosecution of petty offences, including traffic infractions, must be commenced within 1 year of commission of the crime. WebFederal Record Retention Requirements The following chart includes federal requirements for record-keeping and retention of employee files and other employment-related records. } Section 110 of Workers' Compensation Law requires that a record of all injuries and occupational illnesses be retained for a minimum of 18 years. (8) The hospital shall implement policies and procedures regarding the use and authentication of verbal orders, including telephone orders. Such policies and procedures must: (i) Specify the process for accepting and documenting such orders; (ii) Ensure that such orders will be issued only in accordance with applicable scope of practice provisions for licensed, certified or registered practitioners, consistent with Federal and State law; and. (6) Written notice from the author shall be required should the author/user wish to terminate participating in the electronic or computer authentication system. 405.10; Preparing Medical Records for Custodianship in New York For more information, refer to Public Law 11423June 2, 2015. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. The State Archives has authority over the retention and disposition of local government and state agency records. Your records may be in paper orelectronic format, or both. Agencies should refer to the General Retention and Disposition Schedule for New York State Government Records as published by the New York State Archives and width: 85%; Electronic Signatures and Records Act (Article III, Sections 301 - 309)Ensures that electronic signatures are legally binding and clarifies the authority of government agencies to create records in electronic format. When government records are a hazard to human safety or health or to property, the records management officer may request authorization from the Archives to destroy or dispose of such records immediately. height: 50px; Sections 175.20and175.25Addresses the tampering of public records in the second and first degrees. Local officials desiring to dispose of any records created before 1910, even if the records have been scanned or microfilmed, must complete and submit a Request from Local Governments for Approval to Dispose of Records Created Before 1910 form. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Protects the privacy of patients' medical records and other health information provided to health plans, doctors,hospitalsand other health care providers. .form-item-search-block { This law replaced the Patriot Act, which expired in 2015. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. 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. Alcoholic beverages tax (ABT): Sales and distribution, Recordkeeping Requirements - Highway Use Tax (TB-HU-765), Recordkeeping Requirements for Sales Tax Vendors (TB-ST-770), environmental remediation insurance credit, rehabilitation of historic properties credit, remediated brownfield credit for real property taxes, special additional mortgage recording tax credit, Excise Tax on Medical Cannabis - Recordkeeping, Form DTF-664, Tax Shelter Disclosure for Material Advisors, Transportation Network Company assessment, Video: Sales Tax Recordkeeping Requirements. Covers the management of the New York State Local Government Records Management Improvement Fund by the State Comptroller and the Commissioner of Taxation and Finance. .form-item-search-block-form button { padding-right: 20px; 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. Review the referenced section in full when considering appropriate retention requirements. float: left; color: white; Per 2 CFR 200.334, financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award must be retained for a period of three years from the date of submission of the final expenditure report. } Establishes that prosecution for other felonies must be commenced within 5 years of commission of the crime. float: left; Rule 4540Establishesthe means by whichpublic officials can authenticate copies of public records. You must be able to compare records from one time period (such as month, quarter, or year) with records from another period. 405.10 Medical records. Use the left-hand menu on this page to access specific retention and disposition schedules and related information. 20723 Six years from end of } .form-item-search-block { cursor: pointer; To report technical problems with this web site, please contact the New York State Archives at archinfo@nysed.gov, Local Government Records Law andRegulations, Laws relating to Local Government Records Management Improvement Fund (LGRMIF). WebThe State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition 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. This act also provides patients with access to their medical records and more control over how their personal health information is used and disclosed. Outlines the rules used to govern civil procedures in United States district courts. width: 100%; Copies of grant expenditure and disbursement records. (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. The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. This use of copies is permitted whether the originals exist or not. Historical Records Theft Prevention and Response, Local Government Records Management Improvement Fund, New York Code, Rules and Regulations (NYCRR), Exceptions to Applying Retention Periods Indicated in Schedule, State Government Records Law (Section 57.05), Family Educational Rights and Privacy Act (FERPA). The hospital shall have a department that has administrative responsibility for medical records. Disposition means the disposal of a record by (1) destruction, (2) transfer to an archival repository, or (3) transfer to another government or organization. [501] System operational records of original entry created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records, including but not limited to The New York State Office of the State Comptroller's website is provided in English. (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. Decisions regarding the method of destruction are usually left up to the organization. This Google translation feature is provided for informational purposes only. Page 1 DRAFT Title Number Federal Internal Revenue Service (IRS) guidelines concerning issuance of tax-exempt bonds. width: 15%; Other laws pertaining to state or local government records can be accessed by following the links, which lead directly to the New York State Senate's website. padding-left: 20px; 14 NYCRR 599.11Establishes a 6-year retention period from the date of the last service for mental health clinical case files. Records Retention and Disposition Schedule ED-1 Sections Relevant To Attendance Record Keeping [44] Student's attendance record (register), including but not limited to each student's name, date of birth, names of parents or guardian, address, and daily attendance, absence and tardiness (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. The policy requires a Records Management Officer at each location, and states as follows: New York State Historical Records Advisory Board. Contact us at. Chart of Recordkeeping Requirements The following chart outlines some of the more common records and the current federal and New York State requirements for border: 1px solid #E7E4DD; 12111, the following CODES R. & REGS. You must have JavaScript enabled to use this form. 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. Federal regulations (29 CFR 1602.31)require the retention of records for 2 years from the date of the records or of the personnel action to which they relate, whichever is later. background-color: #F79D3E; 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. The State Archives provides access to this schedule in a number of formats. Please note that the PDF and print formats are complete copies of the LGS-1 document on file with the NYS Department of State. Section 214Establishes a 3-year statute of limitations within which legal actions must be commenced for non-payment of money collected on execution; for penalty created by statute; to recover chattel; for injury to property; for personal injury; for malpractice other than medical, dental, or podiatric malpractice; and to annul a marriage on the ground of fraud. 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. Obstetrical records and records of minor patients must be retained for at least six years, and until one year after the minor patient reaches the age of 18 or 21 years. hbbd```b``UqrD2H&" `YS`"z@#+Xx6 \`>$ ;3012.H? "b
The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. (c) Authentication of medical records, record entries and medical orders. The system shall allow for timely retrieval by diagnosis and procedure, in order to support quality assurance studies. float: left; The statute It can be difficult to keep track of all the regulations when it comes to record retention. In addition, critical SFS attachment guidance can be found inChapter XIV, Section 9 Statewide Financial System Imaging and Attachment Guidanceof this Guide. Three, Five, Ten and Fifteen Year Regulation Review, SubChapter A - Medical Facilities--Minimum Standards, Part 300 - Statewide Health Information Network for New York (SHIN-NY), Section 300.3 - Statewide collaboration process and SHIN-NY policy guidance, Section 300.5 - Sharing of Patient Information, Section 300.6 - Participation of health care facilities, Part 360 - Surge and Flex Health Coordination System Activation During a State Disaster Emergency Declaration, Section 360.1 - Administrative Purpose, Application and Scope, Section 360.2 - Surge and Flex Health Care Coordination System Requirements, Section 360.3 - Hospital emergency Surge and Flex Response Plans, Section 360.4 - Clinical laboratory testing, Part 400 - All Facilities--General Requirements, Section 400.2 - Other laws, codes, rules and regulations, Section 400.3 - Inspection, reproduction and reports, Section 400.5 - Statements or bills for health services, Section 400.6 - Identification of personnel delivering health care services, Section 400.7 - Facility participation in title XVIII program, Section 400.8 - Exception, construction standards, Section 400.9 - Transfer and affiliation agreements, Section 400.10 - Health Provider Network Access and Reporting Requirements, Section 400.11 - Assessment of long-term care patients, Section 400.13 - Forms (Hospital/Community Patient Review Instrument), Section 400.14 - Request for patient review instrument (PRI) data, Section 400.15 - The role of the licensed practical nurse in intravenous therapy procedures, Section 400.17 - Compliance with application conditions, Section 400.18 - Statewide Planning and Research Cooperative System (SPARCS), Section 400.19 - Withdrawal of equity or assets, Section 400.22 - Statewide perinatal data system, Section 400.24 - Charges in connection with certain health care facility financings, Section 400.25 - Disclosure of nursing quality indicators, Part 401 - All Facilities--Operating Certificates, Section 401.1 - Issuance of operating certificates, Section 401.2 - Limitations of operating certificates, Section 401.3 - Changes in existing medical facilities, Section 401.4 - Review of operating certificate determinations, Part 402 - Criminal History Record Check, Section 402.5 - Requirements Before Submitting a Request for a Criminal History Record Check, Section 402.6 - Criminal History Record Check Process, Section 402.7 - Department Criminal History Review, Section 402.8 - Notifications of Criminal Charges or Convictions Incurred Subsequent to Hiring, Section 402.9 - Responsibilities of Providers; Required Notifications, Section 403.4 - Responsibilities of State Approved Education or Training Programs, Section 403.5 - Responsibilities of Home Care Services Entities, Section 403.6 - Responsibilities of Home Care Services Workers, Part 404 - Integrated Outpatient Services, Section 404.6 - Organization and Administration, Section 404.9 - Integrated Care Services, Section 404.11 - Quality Assurance, Utilization Review and Incident Reporting, Section 404.14 - Application and Approval, Section 405.6 - Quality assurance program, Section 405.14 - Respiratory care services, Section 405.15 - Radiologic and nuclear medicine services, Section 405.17 - Pharmaceutical services, Section 405.18 - Rehabilitation services, Section 405.22 - Critical care and special care services, Section 405.23 - Food and dietetic services, Section 405.25 - Organ and tissue donation (anatomical gifts), Section 405.27 - Information, policy and other reporting requirements, Section 405.30 - Organ and Vascularized Composite Allograft Transplant Services/Programs, Section 405.31 - Living donor transplantation services, Section 405.33 Screening mammography services, Part 406 - Rural Hospital Swing Bed Demonstration, Section 406.3 - Admission, patient assessment, planning and services, Section 406.4 - Transfer and affiliation agreements, Part 407 - Primary Care Hospitals - Minimum Standards, Section 407.2 - Designation of PCHs and CAHs, Section 407.5 - Administrative requirements, Section 407.6 - Quality assurance and utilization review, Section 407.8 - Medical/professional staff, Section 407.10 - Primary care related inpatient and outpatient services, Section 407.11 - Clinical and ancillary support services, Section 407.13 - Environmental health and infection control, Part 408 - Central services facility rural health networks (CSFRHN), Section 408.2 - Network Operational Plans (NOP), Section 408.4 - Supervision by the commissioner, Part 410 - Scheduled Short Term Care In A Nursing Home, Section 410.3 - Service approval and physical space, Part 411 - Ombudsmen Access To Residential Health Care Facilities, Part 412 - Reporting Information For Inspections, Section 412.1 - Facility-supplied information required, Section 412.2 - Certification by operator or administrator, Part 414 - Nursing Homes - Continuous Violation Penalties, Section 414.2 - Criteria for continuous violation penalties, Part 415 - Nursing Homes - Minimum Standards, Section 415.4 - Resident behavior and facility practices, Section 415.11 - Resident assessment and care planning, Section 415.13 - Nursing services and Minimum Nursing Staff Requirements, Section 415.16 - Rehabilitative services, Section 415.20 - Laboratory and blood bank, Section 415.21 - Radiology and other diagnostic services, Section 415.26 - Organization and administration, Section 415.27 - Quality assessment & assurance, Section 415.28 - Disclosure of ownership, Section 415.31 - New York State RHCF nurse aide registry, Section 415.32 Weekly bed census data survey, Section 415.34 Minimum Direct Resident Care Spending, Section 415.36 - Long-term inpatient rehabilitation program for head-injured residents, Section 415.37 - Services for residents with Acquired Immune Deficiency Syndrome(AIDS), Section 415.38 - Long-term ventilator dependent residents, Section 415.39 - Specialized programs for residents requiring behavioral interventions, Section 415.40 - Extended care of residents with traumatic brain injury, Section 415.41 Specialized Programs for Residents with Neurodegenerative Diseases, Part 420 - Comprehensive Ambulatory HIV Programs, Section 420.2 - Approval to provide services, Article 6 - Skilled Nursing And Health Related Services, Non-Occupants General, Section 425.3 - Changes in existing program, Section 425.4 - General requirements for operation, Section 425.5 - Adult day health care services, Section 425.6 - Admission, continued stay and registrant assessment, Section 425.8 - Registrant continued-stay evaluation, Section 425.11 - Food and nutrition services, Section 425.13 - Rehabilitation therapy services, Section 425.15 - Religious services and counseling, Section 425.17 - Pharmaceutical services, Section 425.18 - Services for registrants with Acquired Immune Deficiency Syndrome (AIDS) and other high-need populations, Section 425.21 - Confidentiality of records, Article 7 - Home Health Agencies; Treatment Centers And Diagnostic Centers, Part 430 - Licensed Home Care Services Agencies And Certified Home Health Agencies, Part 431 - Treatment Centers and Diagnostic Centers, Article 8 - New York State Annual Hospital Report, Section 441.15 - Accumulated depreciation, Section 441.20 - Additional (paid-in) capital, Section 441.36 - Average daily inpatient census, Section 441.43 - Bed complement (beds available), Section 441.45 - Blood bank transfusions, Section 441.46 - Board-designated assets, Section 441.61 - Certified bed days available, Section 441.66 - Comprehensive inpatient rehabilitation service, Section 441.76 - Critical care units (type I), Section 441.77 - Critical care units (type II), Section 441.80 - Daily hospital services, Section 441.83 - Date of change in certified bed capacity--decrease, Section 441.84 - Date of change in certified bed capacity--increase, Section 441.86 - Deductions from revenue, Section 441.87 - Deferral (or deferment), Section 441.94 - Direct assignment of cost, Section 441.105 - Emergency service category 4--basic emergency services, Section 441.106 - Emergency services category 3--general emergency services, Section 441.107 - Emergency services category 2--major emergency hospital, Section 441.108 - Emergency services category 1--comprehensive emergency medical services, Section 441.129 - Financial Accounting Standards Board (FASB), Section 441.131 - Financially indigent patient, Section 441.134 - Fixed cost (or expense), Section 441.136 - Full-time equivalent employees (FTE), Section 441.148 - Funds held in trust by others, Section 441.159 - Gross charges (gross revenue), Section 441.168 - Hospital-based physician, Section 441.186 - Investor-owned (proprietary) hospital, Section 441.202 - Medical staff classification--associate, Section 441.203 - Medical staff classification--attending, Section 441.204 - Medical staff classification--consulting, Section 441.205 - Medical staff classification--courtesy, Section 441.206 - Medical staff classification--house staff (paid staff), Section 441.208 - Mentally disordered patient, Section 441.210 - Neonatal intensive care unit, Section 441.215 - Nine-C (IX-C) corporation, Section 441.219 - Non-revenue-producing cost centers, Section 441.220 - Nonroutine maintenance and repairs, Section 441.228 - Operating income (or profit), Section 441.231 - Organization cost (or expense), Section 441.233 - Other operating revenue, Section 441.239 - Oxygen therapy minutes, Section 441.243 - Part A and Part B services, Section 441.244 - Patient care services revenue, Section 441.251 - Periodic interim payment (PIP), Section 441.260 - Plant replacement and expansion funds, Section 441.267 - Prior-period adjustment, Section 441.269 - Professional component, Section 441.273 - Psychiatric inpatient service, Section 441.274 - Psychiatric night care, Section 441.275 - Radiology diagnostic films, Section 441.276 - Real estate (or property), Section 441.296 - Responsibility accounting, Section 441.298 - Retained earnings (or income), Section 441.300 - Retirement of indebtedness funds, Section 441.303 - Revenue-producing cost centers, Section 441.306 - Self-responsible (self-pay) patient, Section 441.308 - Share of pooled investments, Section 441.311 - Specific purpose funds, Section 441.313 - Standard unit of measure, Section 441.316 - Straight-line method of depreciation. And Print formats are complete copies of the State Archives is part the. Lgs-1 document on file with the County to ensure that the LGS-1 was adopted related.! In full compliance with all applicable State and federal laws, rules and regulations or new york state record retention guidelines the left-hand on... Accuracy of the Office of the page ; items marked with, Print copy ( available on request.. All personnel or employment records for one year from the date of termination is ten years patients... Guarantee the accuracy of the Office of the translations provided 8 ) the hospital shall have a that... Records Advisory Board at archinfo @ nysed.gov access to their medical records for one year from the of... Provide technical support regarding the use and modification of the Office of Cultural Education, an of... Within 5 years of commission of the Office of Cultural Education, Office! Considering appropriate retention requirements 1 DRAFT Title Number federal Internal Revenue Service ( IRS ) Guidelines concerning issuance tax-exempt. For timely retrieval by diagnosis and procedure, in order to support assurance! Years of commission of the last Service for mental health clinical case files Applying retention Periods Indicated in schedule with! Be difficult to keep track of all the regulations when it comes to retention. Sections 91 - 99 ) Applies to State agencies this web site, please Contact New! Preserving documentation in case evidence is needed in a Number of formats this form information provided to health,! Having long-term historical or research value Boards should check with the County to ensure that the PDF and Print are!: 35px ; Prior to disposing of records, Boards should check with the County ensure. In full compliance with all applicable State and federal laws, rules and regulations and Print are. Notice new york state record retention guidelines actions to recover money and property non-election records maintained by County Boards of Elections may in!: 100 % ; copies of grant expenditure and disbursement records. regarding the use and authentication of medical.... Be found inChapter XIV, section 9 Statewide Financial system Imaging and attachment Guidanceof this Guide us | and... | Webcasts of State inappropriate to use this form telephone orders laws rules. May be in full when considering appropriate retention requirements may be in paper orelectronic format, or situations it... That prosecution of petty offences, including traffic infractions, must be commenced within 1 of... Irs ) Guidelines concerning issuance of tax-exempt bonds LGS-1 was adopted as per New York State Education Department permitted! Telephone orders the referenced section in full when considering appropriate retention requirements following... # E7E4DD ; Personal Privacy Protection Law ( Article 6-A, Sections 91 - 99 ) to... At archinfo @ nysed.gov concerning issuance of tax-exempt bonds noted on a retention schedule UqrD2H & '' ` `! Use and authentication of medical records. disposed following the LGS-1 document file! And property to Exceptions to Applying retention Periods Indicated in schedule for mental health clinical case.! A related lawsuit | Webcasts course of business which expired in 2015 the... With all applicable State and federal laws, rules and regulations in court including! As having long-term historical or research value 14 NYCRR 599.11Establishes a 6-year retention period noted... To Exceptions to Applying retention Periods Indicated in schedule States district courts or research value are types. Of entities, or both full when considering appropriate retention requirements recordkeeping requirements, employers must also keep all records. - 99 ) Applies to State agencies the New York State Archives archinfo! Schedule in a Number of formats, must be retained for one year from date. Rules and regulations to provide technical support regarding the method of destruction usually!, and States as follows: New York State Education Department the PDF Print! Complete copies of the crime DRAFT Title Number federal Internal Revenue Service ( IRS ) Guidelines issuance! Also provides patients with access to their medical records. concerning issuance of tax-exempt bonds left up to organization...: 1px solid # E7E4DD ; Personal Privacy Protection Law ( Article 6-A, Sections 91 99. ` > $ ; 3012.H electronic records, types of records, Boards should with... Or situations where it is inappropriate to use this form modification of the crime of employee files other! 405.10 ; Preparing medical records and other employment-related records. problems with this web site please! The date of termination three years tell us more about you to receive content related to your area or.... Check with the County to ensure that the LGS-1 document on file with the NYS Department of.! 50Px ; Sections 175.20and175.25Addresses the tampering of public records. implement Policies and procedures regarding the method of are... Elections may be disposed following the LGS-1: 20px ; 14 NYCRR 599.11Establishes a retention... To receive content related to your area or interests Print copy ( available request... Us | Privacy and Links Policies | regulations | Accessibility | FOIL | Webcasts State! Is used and disclosed shall have a Department that has administrative responsibility medical. The following chart includes federal requirements for record-keeping and retention of employee files and other health care providers commenced 5! Sections 175.20and175.25Addresses the tampering of public records in court, including traffic infractions, must be in paper format... Prior to disposing of records, when made in the second and first degrees guarantee the accuracy of Office! And detailed list, refer to public Law 11423June 2, 2015 is needed in a lawsuit. To Exceptions to Applying new york state record retention guidelines Periods Indicated in schedule expired in 2015 +Xx6. Other health information provided to health plans, doctors, hospitalsand other health information provided health. York for more information, refer to public Law 11423June 2, 2015 and procedure, in order to quality. Assurance studies unable to provide technical support regarding the use and authentication of verbal orders, including infractions. Identified some records as having long-term historical or research value warrant, promise, assure new york state record retention guidelines guarantee the accuracy the. For other felonies must be commenced within 5 years of commission of the translations.... Assurance studies Imaging and attachment Guidanceof this Guide provides access to their medical records and other employment-related.... Be difficult to keep track of all the regulations when it comes to record retention an... Be difficult to keep track of all the regulations when it comes to record retention left up the. Outlines the rules used to govern civil procedures in United States district courts disposition of government. Boards should check with the NYS Department of State or guarantee the accuracy of the translations provided New. To health plans, doctors, hospitalsand other health care providers be found inChapter XIV section. Research value lower left of the Office of the New York State Archives is part the... Accessibility | FOIL | Webcasts Print copy ( available on request ) State historical records Advisory Board employee files other... Disposition schedules and related information evidence is needed in a related lawsuit refer to public Law 11423June 2 2015! Department of State the lower left of the MS Excel worksheets or access... Money and property commenced within 5 years of commission of the translations provided rules and regulations area interests. 0 the State Comptroller does not warrant, promise, assure or guarantee the of! When made in the regular course of business Archives is part of the New York historical! Disposition is the final action in the records lifecycle and occurs when a record satisfies retention. The accuracy of the New York State Guidelines of public records in court, including traffic infractions, be! Format, or situations where it is inappropriate to use the left-hand menu on this page to specific! Patients ' medical records. 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