Records Management

General Retention and Disposition Schedule for New York State Government Records 

How long should sensitive information be maintained?

The SUNY Records Retention Schedule is available online and should be used when records specific to SUNY (Cortland) can be found within this schedule.

The complete General Retention and Disposition Schedule for New York State Government Records, addressing administrative records, can be found on their website.

If a record is found in both the SUNY Records Retention Schedule and the General Retention and Disposition Schedule for New York State Government Records (the schedule listed in the above website), the General Retention and Disposition Schedule for New York State Government Records supersedes the SUNY Records Retention Schedule and should be used.  

If a record is not found listed in the SUNY Records Retention Schedule, refer to the General Retention and Disposition Schedule for New York State Government Records to see if it is in this schedule. If a record cannot be found in either schedule, the record must be maintained until a retention schedule can be created for this particular record.

Staff should keep a list of any records they dispose of. This shows that records are being purged in accordance to the retention schedules (both the SUNY and the State schedules). This also pertains to discoverable records (lawsuits) and the Freedom of Information Law (FOIL).  

Document destruction and shredding bin requests go through the Facilities, Operations and Services Department and you can make your request using the TMA work order system.