Mastering LGS-1 Compliance: How Peace of Find Can Help You Stay Organized
Managing records under LGS-1 (Local Government Schedule-1) is crucial for New York’s local governments and public organizations. Without proper systems, compliance can become overwhelming. That’s where Peace of Find LLC comes in. Our New York based expert organizing solutions make compliance stress-free and efficient.
What Is LGS-1?
LGS-1, issued by the New York State Archives, is the official retention and disposition schedule for local government records. It governs how long records must be kept and when they can be securely disposed of. This applies to all local governments and public entities across New York State.
Effective since January 1, 2021, LGS-1 consolidates older schedules, ensuring consistency in how records are managed.
Who Is Required to Follow LGS-1?
LGS-1 applies to a wide range of entities, including:
• Counties
• Cities
• Towns
• Villages
• School Districts
• Libraries
• Fire Districts
• Public Authorities and Commissions
If your organization falls under these categories, you must comply with LGS-1 regulations.
Source: NY State Archives
Why Is LGS-1 Compliance Important?
Adhering to LGS-1 guidelines ensures:
• Legal Compliance: Avoid fines or penalties for improper record handling.
• Operational Efficiency: Organized records save time and streamline operations.
• Transparency: Proper retention supports accountability and public trust.
• Data Security: Secure disposal protects sensitive information from breaches.
The Challenges of LGS-1 Compliance
For many organizations, LGS-1 compliance can feel overwhelming. Common challenges include:
1. Understanding Retention Periods: Each record category has specific requirements.
2. Managing Physical Archives: Decades of paper files can pile up quickly.
3. Streamlining Digital Records: Unorganized digital files are hard to track and maintain.
4. Proper Disposal Processes: Records must be disposed of securely, whether through shredding or digital deletion.
How Long Must Records Be Kept and When Can They Be Disposed Of?
The retention period for records depends on the type of record. Here’s a breakdown:
Administrative Records
Meeting Minutes: Permanent retention.
General Correspondence: Retain for 6 years.
Policies and Procedures: Retain until superseded, plus 6 years.
Financial Records
Accounts Payable/Receivable: Retain for 6 years after the fiscal year ends.
Audit Reports: Retain permanently for reference.
Payroll Records: Retain for 55 years if related to retirement benefits; otherwise, 6 years.
Personnel Records
Employee Service Records: Retain permanently.
Time Sheets: Retain for 6 years.
Job Applications: Retain for 3 years after the position is filled.
Student Records (for schools)
Permanent Records (e.g., transcripts): Retain indefinitely.
Temporary Records (e.g., attendance logs): Retain for 6 years.
Property Records
Leases and Contracts: Retain for 6 years after expiration.
Building Permits: Retain permanently.
Secure Disposal Requirements
After the retention period expires, records must be disposed of securely. This includes:
• Shredding Paper Documents: Prevents unauthorized access to sensitive information.
• Digital Deletion: Use secure software to erase digital files permanently.
Improper disposal could lead to legal issues or data breaches, so it’s critical to follow these procedures carefully.
For a complete list of retention periods, refer to the official LGS-1 schedule.
How Peace of Find LLC Can Help
At Peace of Find, we specialize in simplifying compliance by creating organized, efficient systems tailored to your needs. Here’s how we can help:
Records Inventory and Assessment
We’ll evaluate your current records—both physical and digital—to identify what needs to be retained, organized, or disposed of.
Retention Schedule Implementation
Using the LGS-1 guidelines, we’ll design a custom retention system to ensure compliance with all regulations.
Digital Organization
We’ll declutter and organize your digital records by:
• Creating logical folder structures.
• Establishing consistent naming conventions.
• Setting up secure and accessible storage systems.
Physical File Management
From reorganizing file cabinets to transforming storage rooms, we’ll make your physical records easier to manage while ensuring LGS-1 compliance.
Secure Disposal Solutions
We’ll help you securely dispose of outdated records through certified shredding services or permanent digital deletion with certified vendors.
Workflow Optimization and Training
We’ll train your team on maintaining compliance through efficient workflows and easy-to-follow procedures.
Get Started with LGS-1 Compliance Today!
If LGS-1 compliance feels overwhelming, you’re not alone. With Peace of Find by your side, you’ll have the tools, systems, and support needed to organize your records and stay compliant with ease!
Contact us today!
