N.Y. Surrogate's Court Procedure Act § 2501: Records to be kept by court; general requirements 1

§ 2501. Records to be kept by court; general requirements

1. The clerk of the court shall keep a record of and be responsible

for the proper indexing, filing or recording, as the case may be,

collating, arranging, restoring and preserving of all records,

documents, books, maps, instruments and other matter specified in this

article or by other requirement of law heretofore or hereafter

deposited, filed or recorded, of all matters specified by this article

or by other requirement of law.

2. He shall upon payment of the fees required by law exemplify or

certify all records and papers filed or recorded and shall search and

certify as to records or papers in custody of the court or that they

cannot be found.

3. Records shall be kept by means of record books, cards, files or any

other system, process, form or combination thereof, as may be prescribed

by CPLR 9703 or directed by the court together with such appropriate

index or reference system, and such topic, item or other subdivision or

arrangement as deemed appropriate or convenient. When the clerk is

directed to keep a record book it may be kept by one or more of the

methods prescribed as may be currently utilized by the court for the

purpose.

4. The expense of keeping the records required by law to be kept shall

be a charge upon the county, state or other governmental unit or agency

providing funds for administration of the court as may be provided by

law.

5. When filing is required the paper filed shall be entered in the

proper minute book, and date of filing with fee, if any, noted on the

paper.

6. When recording of a paper is required an accurate copy thereof

shall be made of the complete content of the paper by entry at length in

a record book in plain and legible handwriting or by printing or

typewriting or photographic or microphotographic or other process or any

combination thereof or by making a record in any other form or process

which provides or will produce an accurate copy of the paper.

7. Records and papers which are sealed and withheld from public

inspection as required by law or directed by the court shall thereafter

be opened only to the extent as may be authorized by the court.

8. All books and records other than those sealed are open to

inspection of any person at reasonable times.

9. Records and papers relating to a proceeding and entered in the

minute book shall be preserved as permanent records of the court, except

as disposition is authorized by section 89 of the judiciary law.