N.Y. Legislative Law § 22-a: Reproduction and destruction of certain records, books and papers of the senate

§ 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.