New York Consolidated Laws, Legislative Law - LEG § 22-b. Destruction and reproductions of assembly books and records

1. Notwithstanding any other provision of law, the officers or employees of the assembly designated by the speaker of the assembly 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 date upon which the originals thereof were filed in their offices or placed in their custody:

AFTER TWENTY-FIVE YEARS

Assembly 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.

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

Record books used at the assembly desk and engrossing clerk's office.

Social security information and records.

AFTER SEVEN YEARS

General correspondence.

Duplicate copies of payroll forms, 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 bills having been transmitted to the office of the state comptroller.

Duplicate copies of purchase orders.

Personnel records and lists.

Personal service voucher certification forms of employees.

Duplicate copies of certification lists of employees, the originals having been 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 prior to the destruction or other disposition of any records, books or papers of any assembly standing committee, or of the journal clerk's office, or of the assembly desk, or of the engrossing clerk's office, such officers or employees shall notify the commissioner of education of his intention to destroy or otherwise dispose thereof and afford the commissioner of education reasonable opportunity to examine the same to ascertain whether any of such records, books or papers are of historical value. Any such records, books or papers so ascertained to be of historical value shall not be destroyed and shall be transferred to depositories designated by the speaker of the assembly.