2023 New York Laws › LEG - Legislative › 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.