New York Codes, Rules and Regulations
Title 8 - EDUCATION DEPARTMENT
Chapter II - Regulations of the Commissioner
Subchapter N - Public Records And Department Publications
Part 188 - State Government Archives And Records Management
Section 188.14 - Operation of records center facilities
Current through Register Vol. 46, No. 12, March 20, 2024
(a) The director shall operate records center facilities to provide for the secure, cost-effective storage of inactive records; to provide secure storage for vital records, for master copies of microforms, for backup copies of electronic records, and for records that require special security or environmental conditions; and to provide records retrieval services at the request of the organizational unit which transferred the records. Records of agencies and the judiciary are eligible for storage at records center facilities.
(b) The director, in accepting records of an agency or a unit of the judiciary for storage in a records center facility, assumes responsibility for the physical possession, storage, protection and servicing of such records and the security of the information contained in them, as an agent of the head of the agency or the official of the judiciary transferring such records.
(c) The State Archives, acting for an agency storing records in a records center facility, shall be responsible for destroying records that are eligible for destruction pursuant to records disposition authorizations. The State Archives shall notify the agency records management officer at least 40 days prior to the intended destruction of agency records stored at a records center facility. Upon request of the agency records management officer, stating justification for continued retention of the records, the director may authorize the continued storage of the records for a specified period of time.
