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The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department.

kept by dispatch unit of law-enforcement agency, fire department or district, emergency medical service or central emergency dispatch unit:RETENTION: 0 after information posted to emergency call receipt and/or equipment dispatch recordNOTES: Records custodians may wish to consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential legal value. The State Police suggests that these tapes be retained for at least 30 days if economically feasible. Recordings of serious incidents may warrant longer retention for legal reasons. These tapes should be retained until legal action is resolved, or the relevant specific communications should be transferred onto a separate tape. Contact the State Archives for additional advice.

containing data on each call received and equipment dispatch or other resulting action taken:RETENTION: 3 yearsNOTES: In some automated systems no MSAG data file exists, and the CAD or incident data file assumes this function. In these cases local governments should consider maintaining this record as a perpetual data file, and 1 year after replaced by superseding data file.Incidents involving minors, casualties, serious injuries, homicides, fires which are incendiary in nature or under investigation, or unsolved law enforcement cases, may necessitate retention of data relating to these incidents longer for potential or ongoing legal needs. Contact the State Archives for additional advice.

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a: Incident data files submitted to New York Department of State:RETENTION: 2 yearsb: Summary data reports and detailed reports containing information of potential legal or fiscal value:RETENTION: 6 yearsc: Internal information reports of no legal or fiscal value, such as daily activity reports:RETENTION: 0 after no longer needed

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including but not limited to police or fire incident report or alarm report, generated each time an alarm or call is received and equipment is dispatched or other resulting action taken

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a: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layer (official copies maintained and/or updated by dispatching unit):RETENTION: Maintain as perpetual data files, and 1 year after supersededb: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layers (other than official copies, where official copy is maintained by other unit of local government which maintains the G.I.S.):RETENTION: 0 after no longer neededc: G.I.S. file and process documentation records, covering G.I.S. operations where dispatch unit creates, revises or performs analyses on data layers and related files:RETENTION: Maintain until G.I.S. system used in dispatch is superseded or no longer used.

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a: When record contains no information on emergency medical treatment of an individual:RETENTION: 3 yearsNOTES: Incidents involving minors, casualties, serious injuries, homicides, fires which are incendiary in nature or under investigation, or unsolved law enforcement cases, may necessitate retention of data relating to these incidents longer for potential or ongoing legal needs. Records custodians may wish consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential longer legal value. Contact the State Archives for additional advice.b: When record contains information on emergency medical treatment of an individual:RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

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(radio, telephone, alarm or other) recording each communication between caller and receiving unit or between dispatch unit and mobile unit or field personnel, for law enforcement agency, fire department or district, emergency medical or central emergency dispatch unit:RETENTION: 3 years after last entryNOTES: Local governments should consult their attorney or counsel before these records are disposed of regarding any potential legal value.

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