2018 GNYADA Membership Directory

BUSINESS RECORDS

Contracts, Notes, Leases Expired

7 years

Still in effect

Permanently

Correspondence (general)

5 years

Correspondence (legal and important)

Permanently

Correspondence (routine - customers/vendors)

2 years

Deeds/Mortgages/Titles

Permanently Permanently Permanently

Incorporation Records Made or Received

Information Safeguard Policy (Safeguard Plan required by FTC)

Insurance Policies (expired)

4 years

Insurance Records: accident reports, claims, policies Inventory Records: products, materials and supplies

Permanently

7 years

2 0 1 8 MEMBERSHIP DIRECTORY Hot TOPICS

Property Appraisals (by outside appraiser) Property Records (blueprints, plans)

Permanently Permanently

Scrap and Salvage Records

7 years

Trademark Registrations and Copyrights

Permanently

Loaner Agreements

6 years

NEW NEW

©2018 GNYADA

102

ENVIRONMENTAL RECORDS

Records

Retention Period

Regulatory Agency

Emergency Action Plan

Permanently Permanently Permanently Permanently Permanently Permanently

OSHA OSHA OSHA OSHA OSHA OSHA

Fork Lift Training

HAZCOM Training Records HAZCOMWritten Plan Respiratory Protection Plan

Safety Data Sheets (SDS) [formerly MSDS]

Aboveground Storage Tank (AST) Inspection Records Underground Storage Tanks Inspection and Inventory Records

5 years 5 years

Local Health Dept., NYSDEC Local Health Dept., NYSDEC

Underground Storage Tanks ‘As-Built’Plans Underground Storage Tank Closure Report

Permanently Permanently Permanently

Best practice Best practice

Spill Prevention, Control, and Countermeasure (SPCC) Plan Right-to-Know Law (name, address, & SSN of employees

USEPA

Update annually

USEPA/NYCDEP

handling toxic substances) UST Operator A/B/C Training Records

While valid + 3 years NYSDEC

Chemical Bulk Storage (Drum Storage) inspection and

5 years

Local Health Dept., NYSDEC

inventory records

©2018 GNYADA