New York Consolidated Laws, Legislative Law - LEG § 22-a. Reproduction and destruction of certain records, books and papers of the senate

1. Notwithstanding any other provision of law, the officers or employees of the senate designated by the temporary president of the senate may cause any of the following described records, books and papers on file with or in the custody of such officers or employees to be photographed, microphotographed or reproduced on film or otherwise and may destroy or otherwise dispose of such original records, books and papers, after such reproductions have been made. Such reproductions may be destroyed or otherwise disposed of by such officers or employees after the lapse of the following periods of time from the dates upon which the originals thereof were filed in their offices or placed in their custody:

AFTER TWENTY-FIVE YEARS

Senate committee books of standing committees and home rule record books in the office of the journal clerk,

AFTER FIFTEEN YEARS

Record books of printed bills and index to documents,

AFTER TEN YEARS

Miscellaneous reports from other than state agencies, submitted pursuant to special acts,

Records in the financial clerk's office, except those relating to retirement matters and senators' and employees' pay account books,

Material relating to specifications, bids, awards and correspondence relating thereto, in connection with alterations, improvements, purchase of material,

Record books used at the senate desk and engrossing room,

Senators' receipts,

Senators' warrants,

Social security information and records,

AFTER SEVEN YEARS

General correspondence,

Duplicate copies of payroll schedules, the originals having been transmitted to the office of the state comptroller,

Duplicate copies of maintenance and operation schedules with duplicate copy of each bill, the original schedules and original bills having been transmitted to the office of the state comptroller,

Duplicate copies of purchase orders,

Personnel applications,

Personal service certification forms of employees,

Lists of personnel prepared pursuant to joint rules for members of the press,

Copies of certification lists of employees transmitted to the office of the state comptroller.

2. Such photographic film or other material shall be of durable quality, and the device used to produce such records, books or papers shall be one which accurately reproduces the originals in all details. Such photographic film or other material shall be deemed to be an original record, book or paper for all purposes, including introduction in evidence in all courts and administrative agencies. A transcript, exemplification or certified copy thereof shall be deemed to be a transcript, exemplification or certified copy of the original for all purposes.

3. At least thirty days previous to the destruction or other disposition of any of such original records, books or papers, or any reproductions thereof, such officers or employees shall notify the commissioner of education of their intention to destroy or otherwise dispose thereof and afford the commissioner of education reasonable opportunity to examine the same to enable him to ascertain whether any of such original or reproduced records, books or papers are of historical value. Any such original or reproduced records, books and papers so ascertained to be of historical value shall not be destroyed and shall be transferred to depositories designated by the temporary president of the senate.