New York Laws
Article 2 - Members, Officers and Employees of the Legislature
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.