Brooklyn Academy of Music

Archival Records Staff Handbook

Do I Have Archival Items?

Reading the Records Retention Schedule

Nearly every department creates content with historical value but the type and amount varies. The Archives has spent time creating a comprehensive Records Retention Schedule to assist staff with identifying important records, you'll find your department listed below.

Do you think you have something that isn't included? Please contact us! [archivalemail@bam.org]

Artist Services

Send to the Archives
Item	Record Series	Description	Direction
AS-3	Correspondence	Interesting correspondence with artists, in email or paper form.	Forward emails or letters to archivalemail@bam.org as they occur, or annually on Record Clean-Up Day.
Maintain Within Your Department
Item	Record Series	Description	Direction
AS-1	Show Files	Files containing logistics for artists travel, lodging, tickets, and hospitality.	Remove when no longer in use.
AS-2	Visa Files	Application forms and supporting documentation for performers.	Remove 7 years after end of the show.
AS-4	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Keep while still in use, or remove after 3 years.
AS-5	Contract and Legal Agreements (Official Copies)	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.

Department Records Coordinator: Stacey Dinner

Send to the Archives
Records in this department do not need to be sent to the Archives at this time.
Maintain Within Your Department
Item	Record Series	Description	Direction
BX-1	Box Office Deposit Records	Daily reports derived from Tessitura.	Remove when no longer in use.
BX-3	House Seat Orders and Complimentary Tickets	Submitted to Box Office by Artist Services, Patron Services, other BAM departments.
BX-4	Performance Statements	Report of number of tickets sold and revenue for each performance derived from Tessitura.
BX-7	Reservations Not Called For	Tickets ordered and paid for but not picked up.
BX-5	Credit Card Receipts	For credit card transactions processed by Box Office.	Remove after 3 months.
BX-6	Returned Tickets	Exchanges, improperly filled orders, returns for other reasons.	Remove when no longer in use, or after 7 years.
BX-8	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer in use, or after 3 years.
BX-9	Contract and Legal Agreements--Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 years after termination or final payment.

Send to the Archives
Records in this department do not need to be sent to the Archives at this time.
Maintain Within Department
Item	Record Series	Description	Direction
CI-1	Ticket Sales Records	"Closing of the Day" reports for all activities in BAM Cinemas including Cinematek.	Remove when no longer useful, after info has been sent to Finance.
CI-2	Credit Card Receipts	For credit card transactions processed by Ticket Window.	Remove after 3 months.
CI-3	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, or within 3 yrs.
CI-4	Contract and Legal Agreements--Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.

Send to the Archives
Records do not need to be sent to the Archives at this time.
Maintain Within Department
Item	Record Series	Description	Direction
FI-23	Policies and Procedures--Major, Official Copies	Adopted by BAM for important matters.	Maintain in the department permanently.
FI-14	Legal/Organizational Documents	Incorporation records, by-laws, resolutions, real estate records.
FI-15	Audited Financial Statements	Statements and reports received from auditors.
FI-19	Leases	For BAM buildings, including sublease records for parking lots.
FI-17	Form 990	Return of Organization Exempt from Income Tax, submitted to IRS.
FI-16	Audit Work Papers	For preparing for audit.	Maintain a minimum of 7 yrs
FI-1	Year-end General Ledger	Final version.
FI-18	Other Tax Forms	Form 1099, 1096, and other forms submitted to IRS.
FI-23	Sales Tax Records	For sales tax collected by BAM and submitted to New York State Department of Taxation and Finance.
FI-21	Investment Account Statements	Monthly and other statement from investment firms.
FI-2	Subsidiary Ledgers and Journals	Monthly ledgers, sales journals, cash receipts journals, cash disbursements journals, and other supporting journals.
FI-3	Accounting Registers	Check registers, voucher registers, encumbrance registers, and other registers
FI-4	Payment Transaction records	For funds (cash, credit card, gift card, etc.) collected from any source.
FI-5	Accounts Payable Records	Invoices, purchase orders, receiving reports, reimbursement to employees.
FI-6	Accounts Receivable Records	Payments made for BAM billable income, reconciliation of advances.
FI-7	Expense Reports	Submitted by employees for reimbursements, travel, advances, etc.
FI-8	Banking Statements	For any accounts.
FI-9	Annual budget	If not read into Board minutes, which are retained permanently.
FI-11	Daily Cash Sheet	Record of daily activity across all BAM bank accounts.
FI-12	Petty Cash Records	For departmental petty cash funds.
FI-10	Budget planning records	Budget worksheets and other records.	Remove 3 yrs after budget is approved.
FI-13	Insurance Records	Policies, riders, claims, and related documents	Remove 7 yrs after expiration and settlement of all claims.
FI-22	Litigation Files	For litigation and insurance claims.	Remove 7 yrs after resolution.
FI-24	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, or within 3 yrs.
FI-25	Contract and Legal Agreements--Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.

Send to the Archives
All files maintained within department at this time.
Maintain Within Department
Item	Record Series	Description	Direction
FS-1	Contribution File	Records related to gifts to BAM .	Remove after a min of 7 yrs after last giving activity.
FS-2	Contribution Files--BAM Endowment	Records related to gifts to the BAM Endowment.	Maintain permanently within department.
FS-3	Budget Records	Spreadsheets and printouts for galas, special events.	Remove when no longer useful.
FS-6	Image Copies of Checks	For contributions received.	Remove after a min of 7 yrs.
FS-7	Gift Coupons	Image copies of coupons submitted by donors with gifts.	Remove after a min of 7 yrs.
FS-8	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful or within 3 yrs.

Send to the Archives
All records are currently maintained by the department.
Maintain within the Department
Item	Record Series	Description	Direction
IT-1	Track-It Records	For technical support inquiries.	Remove after a min of 1 yr.
IT-3	Logs	For any type of computing or telecommunication activity.	Remove after a min of 1 yr.
IT-2	Backup Copies	Disk-to-disk, disk-to-cloud.	Maintain as required based on content retention schedule.
IT-4	Voicemail	Telephone voice messages automatically deleted when mailbox is full.	This remains variable.
IT-6	Policies and Procedures, Major, Official Copies	Adopted by BAM for important matters.	Maintain permanently within the department.
IT-7	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, within 3 yrs.
IT-8	Contract and Legal Agreements, Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.

Send to the Archives
All records maintained by the department at this time.
Maintain within the Department
Item	Record Series	Description	Direction
PS-1	Single Sale Order Listing Report	For ticket orders fulfilled by Patron Services.	Remove when no longer useful or within a min of 2 yrs
PS-2	Change Order Forms	Adjustments for ticket exchanges, donations, credit card transactions, other order modifications.
PS-3	Patron-Related Forms	Renewal forms, contribution forms, etc. for patrons $1500 and above.
PS-4	Gala Order Forms	For attendance at or contributions to BAM Galas.
PS-5	Guest Lists and Mailing Lists for Performances	Downloaded from Tessitura or input directly into Excel.
PS-6	Ticket Sales vs. Ticket Pull Reports	Information about ticket sales compared to tickets pulled through Patron Services.	Remove when no longer useful, generally within 4 yrs.
PS-7	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, generally within 3 yrs.
PS-8	Contract and Legal Agreements--Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment
PS-9	Policies and Procedures	Patron Services official policies and instructions.	Remove when superseded.

Send to the Archives
All records permanently maintained within the department at this time.
Maintain within the Department
Item	Record Series	Description	Direction
PL-1	Bequest Documentation	Records related to bequests.	Remove when no longer useful or a min of 7 yrs after death of benefactor.
PL-2	Pooled Income Fund Program	Financial Statements, Tax Documents, and other documentation relating to pooled income program.	Remove after a min 7 years or when no longer useful.
PL-3	Charitable Gift Annuity Program	Financial Statements, Annual Filings, Tax Documents, and other documentation relating to charitable gift annuity agreements.	Remove after a min 7 years or when no longer useful.
PL-4	Gift Acceptance Policy	Approved policy on procedures for accepting gifts.	Maintain permanently within the department.
PL-5	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful or within 3 yrs.

Send to the Archives
All records currently maintained by department.
Maintain within Department
Item	Record Series	Description	Direction
TS-1	Ticket Order Forms	For ticket ordered by mail or fax.	Remove after 3 yrs.
TS-2	Change Order Forms	Adjustments for ticket exchanges, credit card transactions, other order modifications.	Remove after 3 yrs.
TS-3	Customer Communications	Email and telephone records of communications with customers.	Remove when no longer useful.
TS-4	Departmental Blog	Blog to communicate updates and changes to departmental policies.	Remove when no longer useful.
TS-5	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, or within 3 years.
TS-6	Contract and Legal Agreements--Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.

Send to the Archives
Item	Record Series	Description	Direction
BO-4	Facilities Drawings (Official Copies)	Original drawings relating to modifications to the buildings created for Building Operations by architects or others without involvement by Capital Projects.	For physical drawings, submit once no longer needed. For pdf files, either email files to Archives, or digitally transfer on annual Records Day.
BO-25	Operations Newsletters, sent via email	Staff wide updates about current building operations activity and decisions.	Include archives email on mailing lists.
Maintain Within Your Department
Item	Record Series	Description	Direction
BO-1	Work Orders (Location Based)	Building maintenance and repairs work orders not tied to a specific asset (i.e. removing trash).	Remove a minimum of one year after work is completed
BO-3	Preventative Maintenance Records	Records of equipment or other building components that require preventative maintenance.
BO-15	Key Carrier Logs	Records of persons to whom physical keys were assigned on given dates.
BO-2	Work Orders (Asset Based)	Building maintenance and repairs work orders tied to a specific piece of equipment or other building element.	Maintain permanently
BO-17	Permits	Place of Assembly permits, work permits, street closure permits, etc.
BO-22	Policies and Procedures (Major, Official Copies)	Adopted by BAM for important matters.
BO-5	Service Contracts	Maintenance agreements, other contracts with vendors.	Remove 7 yrs after termination
BO-19	Vendor Files	Information about a vendor, including copies of invoices, correspondence, etc.	Remove only after a min of 5 yrs
BO-16	Off-Site Storage Records	Records of materials shipped to offsite storage, ordered for destruction, and payments.
BO-11	Emergency Action Plan Logbook	Created and maintained pursuant to 3 RCNY 6-02(m)(3)(iv).
BO-9	Required Inspection Reports including elevator, boiler, and sprinkler system	Inspection reports prepared by qualified BAM employees who holds any required certification.
BO-7	Material Safety Data Sheets (Non-Hazardous Substances)	For substances that pose no danger to human health.	Remove when no longer in use.
BO-6	Material Safety Data Sheets--Hazardous Substances	For toxic substances as specified in 29 CFR 1910.1020(d)(1)(ii)(B).	Remove 30 years after substance is no longer present in workplace
BO-8	Incident Reports	Prepared by security staff for injuries, illness, lost items, other events to which staff responds.	Remove 6 yrs from date of incident or final resolution of insurance claims or litigation, whichever is longer.
BO-10	Fire Safety/Emergency Action Plans	Created pursuant to NYC Administrative Code, Section 27-4267 and submitted to NYC Fire Department.	Remove 3 yrs after superseded
BO-12	Security Guard Records	Applications, registration cards, fingerprints, CPR certifications, and other records for security guards licensed by State of New York as specified in New York State Security Guard Act (General Business Law, Article 7A).	Remove 1 yr after termination of employee
BO-13	Security Duty Log	Indicates which guards worked on a given date.	Remove after 3 yrs
BO-14	Security Log Books	Records of visitors to the property.	Remove after 3 yrs
BO-18	Project Files	Includes job contracts, permits, warranties, all documents relevant to the labor and materials involved.	life cycle of product
BO-20	Training Records	Information indicating compliance with required safety training for employees.	Retain until superceded
BO-21	Grievance Records	Investigative records, hearing records, appeals, correspondence, other records related to members of DC-37, AFSCME.	Remove only after minimum of 15 yrs after resolution
BO-23	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful, or after 3 yrs.
BO-24	Contract and Legal Agreements (Official Copies)	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment

Send to the Archives
Item	Record Series	Description	Direction
DM-1	Proposals	Documents prepared by BAM annually and submitted to the State Department seeking funding for the following year's programs.	TBD by Digital Transfer
DM-4	Promotional Materials	For each program: "about" sheets, programs, brochures, posters, press releases, sample certificates, including translations of these.
DM-5	Photographs of Performances--Useful	For each program photographs provided by companies throughout the world, usually via iPhones and/or by company photographers that follow DanceMotion's criteria for retention.
DM-7	Video of Performances--Public	YouTube webisodes, livestream, etc.
DM-8	Video of Performances--Significant Raw Footage	For each program historically significant video provided by companies throughout the world, usually via iPhones and/or by company videographers.
DM-10	Educational Materials	For each show, samples of handouts and other curriculum materials used in Dance Motion programs.
DM-11	Press Coverage	Digital copies of press coverage in any medium.
DM-13	Annual Report	Organized by season; highlights programs' high and low points.
DM-14	Weekly Newsletters	Weekly updates sent internally via email.	Include Archives on mailing lists.
Maintain Within Department
DM-2	Contracts and Subawards	Contracts between BAM and the State Department; contracts between BAM and dance companies.	Remove 7 yrs after final payment or cancellation.
DM-3	Schedules	Record of activities of each performance group by season.	Remove when no longer useful.
DM-9	Video of Performances--Not Significant Raw Footage	For each program not historically significant video provided by companies throughout the world, usually via iPhones and/or by company videographers.
DM-12	Evaluation Materials	Both external and internal program evaluations.
DM-6	Photographs of Performances--Not Useful	For each program photographs provided by companies throughout the world, usually via iPhones and/or by company photographers that do not follow DanceMotion's criteria for retention.	Maintain until manager reviews and approves destruction.
DM-17	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	while useful, up to 3 yrs
DM-15	Social Media	TBD
DM-16	Web Site	TBD

Send to the Archives
Item	Record Series	Description	Direction
EX-1	Subject Files--Significant Content	Correspondence, reports, planning documents, other records that contain significant information about BAM's operations or programs or about BAM's involvement with specific organizations, government agencies, companies, persons, events, projects, or activities.	Submit to Archives when no longer deemed useful.
EX-2	Email Records	All saved messages in individual accounts except content deemed by the producer to be non-work related.	IT transfers to Archives annually on Records Day.
Maintain Within Department
No records currently in this category.

Send to the Archives
Item	Record Series	Description	Direction
HR-6	Union Records, Contracts	Collective bargaining agreements and related records.	Review new contracts made over the past year during Records Cleanup Day for potential transfer.
Maintain within Department
Item	Record Series	Description	Direction
HR-1	Applicant Records, Advertised Positions	Applications, background checks, correspondence, other documents for persons not hired, including records submitted online and stored electronically. Applicable regulations: 29 CFR 1602.14, 29 CFR 1627.3.	Remove 3 yrs after advertised position is filled or withdrawn.
HR-2	Applicant Records, Unsolicited	Resumes, other documents submitted by persons seeking jobs without reference to an advertised position.	Remove when no longer useful.
HR-3	Employee Records, Basic Information	Information used to confirm employment at BAM.	Permanently maintain within the department.
HR-17	Policies and Procedures, Major, Official Copies	Adopted by BAM for important matters.	Permanently maintain within the department.
HR-4	Employee Records, Detailed Information	Information relating to permanent or temporary, full-time, or part-time employees, including seasonal employees' contact information, pay rates, performance reviews, personnel actions etc.	Remove 3 yrs after termination of employment.
HR-9	Employee Medical Records, Exposure to Toxic Substances	For persons employed by BAM less than 1 yr where copies are not given to employee upon termination of employment. Applicable regulation: 29CFR 1910.1020(dl)(i)[C].
HR-11	Form I-9	Employment eligibility verification form and supporting documentation that confirms identity and eligibility. Applicable regulation: 8 CFR 274.
HR-5	Job Descriptions	If not included in Employee Files. Applicable regulation: 29 CFR 1620.32.	Remove 3 yrs after no longer applicable or useful, whichever is longer.
HR-7	Union Records, Grievances	Investigative records, decisions, appeals, correspondence, other documentation.	Remove after a min of 15 yrs after resolution.
HR-8	Employee Medical Records, Exposure to Toxic Substances	For persons employed by BAM for 1 yr or longer. Applicable regulation: 29 CFR 1910.1020(dl)(i).	Remove 30 yrs after termination of employment.
HR-10	Employee Medical Records, Other	Health insurance information, medical histories, diagnoses, test results, descriptions of treatment, opinions, notes prepared by health professional--included in employee's medical file.	Remove 7 yrs after termination of employment or health coverage, whichever is longer.
HR-12	Workers Compensation Records	Cases covered by NY State Workers Compensation Law, NY State Consolidated Laws, Ch. 67, Article 7, Sections 110 and 123.	Remove 18 yrs after injury or illness or 8 yrs after last payment, whichever is longer.
HR-13	Benefit Plans	Master copies of plan agreements for employee benefits. Applicable regulation: 29 CFR 1627.3.	Remove 7 yrs after expiration.
HR-14	Time and Attendance Records	Time sheets prepared by departments for employees.	Remove after a min of 7 yrs.
HR-15	Payroll Records	Year-end payroll register, other records needed to verify information in order to make payments to employees.	Remove after a min of 7 yrs.
HR-16	Investigations of Complaints	Records relating to complaints of discrimination, payroll, etc.	Remove after a min of 10 yrs.
HR-18	Departmental Budgets	Annual budgets and supporting documentation, including drafts and contingency budgets.	Remove when no longer useful or within 3 yrs.
HR-19	Contract and Legal Agreements, Official Copies	Original signed copy of any contract or agreement entered into by this department.	Remove 7 yrs after termination or final payment.
HR-20	Volunteer Records	Information about volunteers at BAM, including BAM ambassadors.	Remove 3 yrs after completion of service.
HR-21	Tax Records	Records required by the Federal and State governments, including employee income, social security, and Medicare tax records; amounts and dates of tax deposits; employees' W4 forms	Remove after a minimum of 4 years after the due date of the employee's tax return for the year in which the payment was made.

Do I Have Archival Items?

Reading the Records Retention Schedule

A

B

C

D

E

F

G

H

I

M

P

S

T

V

Artist Services

Audience Development and Strategic Planning

Box Office

Building Operations

Capital Projects

Cinema

Cinematek

Communication + Press

Corporate Relations

Creative Services

Dance Motion

Development, Leadership, Major Gifts + Patron Programming

Education

Endowment + Board

Executive Officers

Finance

Fiscal

General Manager

Government + Community Affairs

Grants

Human Resources

Humanities

Information Technology

Marketing

Membership

Patron Services

Planned Giving

Production

Programming

Project Management + Strategic Planning

Special Events

Theater Management

Ticket Services

Video

Visual Arts