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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. color: white; This system shall identify those categories of practitioners and personnel who are authorized to utilize electronic or computer authentication systems. Your records may be in paper or electronic format, or The Office of the State Comptroller does not warrant, promise, assure or guarantee the accuracy of the translations provided. .form-item-search-block { Establishes that prosecution for other felonies must be commenced within 5 years of commission of the crime. Title VII and ADA Under Title VII of the Civil Rights Act of 1964, 42 U.S.C. Sorry, you need to enable JavaScript to visit this website. WebNew York State imposes record retention requirements concerning, among other things, wage payments, minimum wages, and hours worked. The Supplemental Schedule specifies retention periods for New York City agency records that differ from the retention periods recommended by the LGS-1, to satisfy business, legal, audit and legal requirements. float: left; Get the facts about the COVID-19 vaccine. width: 100%; border: 1px solid #E7E4DD; WebUnless otherwise specified, agencies must retain documentation supporting Travel and Expense transactions for a minimum of six years from the payment date, according to the 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; Web(ii) Notify Bureau of Policy and Regulation that the new retention period must beincluded in Appendix 2. padding-left: 20px; These laws and regulations provide guidance on how to develop policies and procedures to ensure the effectiveness and continuity of your records management program. Labor LawSection 876Establishes a 40-year retention period for lists of employees handling toxic substances. This 2022 edition should be used in place of the previous version of. Section 216Abbreviates statute of limitations to 1 year after notice for actions to recover money and property. 8 NYCRR 29.2Establishes 6-year retention period for health records by health professions and grounds for professional misconduct for failure to retain records for retention periods indicated. Decisions regarding the method of destruction are usually left up to the organization. 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. .form-item-search-block-form button { 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). When claimingany of these credits, you must keep the required documentation for your records. Internet Security and Privacy Act (Article II, Section 208)Requires state entities, persons, and businesses in New York who own or license computerized data which includes private information to disclose any data breach to the affected New York residents (state entities must also notify non-residents) and notify the state Attorney General, Office of Information Technology Services, and the Department of State. Sets procedures for the disposition of records not listed on schedules and for records rendered unusable by disasters. Tell us more about you to receive content related to your area or interests. The New York State Office of the State Comptroller's website is provided in English. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. padding-left: 20px; New York State and Local Retirement System (NYSLRS), New York State Budget Analysis and Financial Reporting, New York City Economic and Fiscal Monitoring, VII. 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 There are certain types of records, types of entities, or situations where it is inappropriate to use the LGS-1. The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department. Upon request, you must make your records available to the Tax Department. Section 214-AEstablishes a 2 year and 6 months statute of limitations within which legal actions must be commenced for medical, dental, or podiatric malpractice. 0 Amendments enacted in 2008 clarify issues that govern access to electronic records. The statute of limitations for civil actions under this law is ten years. Copies of all correspondence related to fiscal matters. float: left; (2) All records shall document, as appropriate, at least the following: (i) evidence of a physical examination, including a health history, performed no more than 11 NYCRR 243.3 prescribes the standards for the maintenance and reproduction of policy records. Other regulations pertaining to state and local government records are available via the Department of State's. Google Translate cannot translate all types of documents, and it may not give you an exact translation all the time. height: 35px; .form-item-search-block-form button { For more information, refer to Public Law 11423June 2, 2015. For more information, refer tothe Federal Rules for Civil Procedure, available on the Cornell Law School website. 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. } Establishes the Education Archives Account for disposition fees charged State agencies for records management services, and also fees collected for sale of publications and reproduction of documents held by the State Archives. }. It appears that your web browser does not support JavaScript, or you have temporarily disabled scripting. 10 NYCRR 405.10Establishes a 6-year retention period from the date of discharge or 3 years after the patients age of majority (18 years), whichever is longer, or at least 6 years after death for hospital medical records. tit. 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. State agency retention and access to records must be in full compliance with all applicable federal laws, rules and regulations (e.g., for Department of Health and Human Services, see 45CFR 92.42). For more information contact your Records Advisory Officer (RAO) or [email protected] assistance. Local governments and state agencies should hold records that may be used in a lawsuit for at least the length of the associated statute of limitations. For a complete and detailed list, refer to Exceptions to Applying Retention Periods Indicated in Schedule. (6) The hospital shall ensure the confidentiality of patient records. (7) The hospital shall allow patients and other qualified persons to obtain access to their medical records and to add brief written statements which challenge the accuracy of the medical record documentation to become a permanent part of the medical record, in accordance with the provisions of Part 50 of Chapter II of this Title and the provisions of Public Health Law, section 18(4). width: 100%; This Google translation feature is provided for informational purposes only. width: 100%; border: 1px solid #E7E4DD; 20723 Six years from end of padding-right: 20px; } Section 217Establishes a 4-month statute of limitations for actions against the action or inaction of an administrative agency or officer and public sector labor unions for breach of the duty of fair representation. The hospital shall have a department that has administrative responsibility for medical records. Your records may be in paper orelectronic format, or both. Rule 4518Allows the admissibility of original records in court, including electronic records, when made in the regular course of business. Section 213-AEstablishes a 4-year statute of limitations within which legal actions must be commenced for residential rent overcharge. Personal Privacy Protection Law (Article 6-A, Sections 91 - 99)Applies to state agencies. WebThe Records Management Officer role is established by SUNY Policy 6609, Records Retention and Disposition, pursuant to NYS Arts and Cultural Affairs Law Section 57.05 and Commissioners Regulations 8 NYCRR Part 188 . Use the left-hand menu on this page to access specific retention and Agencies are responsible for retaining backup documentation outside SFS, even though backup is included in SFS as an attachment to the Direct Deposit or Adjustment Voucher transaction. (7) The hospital shall have procedures in place to modify or terminate use of any assigned identifier in cases of abuse or misuse or if practice privileges are suspended, restricted, terminated or curtailed or employment or affiliation ends. To report technical problems with this web site, please contact the New York State Archives at [email protected]. Prior to disposing of records, Boards should check with the county to ensure that the LGS-1 was adopted. t;l,u"[-R592%'\[VunfX<13f^v5 UgJORWS|vsBCN7f,}8Lh L{7rEVmQ9$WkTS[HwRBc{+_jYaLME.bENRqA9f-54[. Section 213Establishes a 6-year statute of limitations within which legal actions must be commenced where not otherwise provided on contracts; on sealed instruments; on bonds or notes, and mortgages upon real property; by state based on misappropriation of public property; based on mistake; by corporation against director, officer, or stockholder; or based on fraud. WebRetaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. 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. height: 50px; .form-item-search-block-form button { This statute has broad implications and requires retention of many records series long enough to protect the legal rights of minors. Because such tampering constitutes either a class A misdemeanor or a class D felony, persons can be prosecuted and, if convicted, sentenced accordingly for these offenses. 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. 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