Subject Matter List

Compiled Pursuant to Public Officers Law Section 87(3)

For information regarding New York’s Freedom of Information Law, contact the Committee on Open Government.

 

ADDRESS CONFIDENTIALITY PROGRAM

  • General Correspondence
  • Program forms
  • Publications
  • Training materials
  • Applicable laws, rules, and regulations
  • Application Assistance Providers
  • Annual Reports


ADMINISTRATIVE HEARINGS 

  • General Correspondence
  • Program Administration, including master copy of agency forms; case inventory database (hearing record, correspondence with parties and ALJ, and transcripts), administrative documents
  • Publications, including final decisions


ADMINISTRATIVE RULES 

  • General Correspondence
  • Forms Control Program Administration
  • Master copy of agency forms
  • Inventory database, including number, title, revision date, description, type, and file format
  • Manuscripts
  • Requests for publications
  • Back copies of Department of State publications, including New York State Register and Division Publication List
  • New York State Register filings, for current year, including state agency filings submitted for publishing notices of rule proposals and adoptions
  • Official Compilation of Codes, Rules and Regulations of the State of New York (NYCRR) master compilation and filings, including official agency filings that amend NYCRR, outdated NYCRR pages, and material incorporated into regulations by agency referencing of such material in the text of regulations


ADMINISTRATIVE SUPPORT SERVICES

  • General correspondence
  • Health and Safety Guidelines
  • TSO Tenant Safety Organization
  • Parking records
  • Postage records
  • Property management and security; space planning records, including buildings, floor plans, photos of space, equipment and furniture, maintenance, and services tracker
  • Records management: inventory forms, index of existing records, disposition authorizations, State Records Center, and Archives transfer lists
  • Telecommunications records
  • Employee Technical Support

 


ATHLETIC COMMISSION

  • General Correspondence
  • Commission meeting minutes and agendas
  • Disciplinary proceedings
  • Combat sports event records (e.g., judge’s score cards, inspectors’ reports, admissions and tax records)
  • Medical Advisory Board materials
  • License records for participants including, but not limited to:
    • Boxer/Mixed Martial Artist/Combatant
    • Manager
    • Second/Trainer
    • Matchmaker
    • Timekeeper
    • Referee
    • Judge
    • Professional Wrestling Promoter
    • Authorized Sanctioning Entity
    • Gym/Training Facility

 

BUILDING STANDARDS AND CODES 

  • General correspondence
  • Applicable laws, rules, and regulations
  • Approved portable kerosene heater list
  • Local government financial assistance records
  • State Fire Prevention and Building Code Council files
    • More Restrictive Local Standards
    • Acceptance Letters for Local Governments
    • Meeting Minutes of State Fire Prevention and Building Code Council
    • Transcripts of Public Hearings related to Uniform and Energy Code Updates
  • Code Interpretation, including applications
  • Technical Bulletins and Letters pertaining to matters involving the Uniform Code and Energy Conservation Construction Code
  • Certificates of Acceptability – to 2003
  • Laboratory Accreditations – to 2003
  • Training Course records
  • Part 1203 Annual Reports of Enforcement Activities by Local Governments
  • Part 1204 Annual Reports of Enforcement Activities by State Agencies and Authorities
  • Manufactured Housing Program Certification of manufacturers, retailers, installers and mechanics
    • Please note: The Division of Licensing Services maintains the records relating to Manufactured Housing Program certification of manufacturers, retailers, installers, and mechanics
  • List of opted-out local governments for which the Division performs enforcement activities
  • Building Permit Applications and Certificates of Occupancy
  • Fire Inspection and Property Maintenance reports
  • Variance Applications, including transcripts of hearings and written decisions

·       Complaints regarding enforcement of the Uniform Fire Prevention and Building Code and State Energy Conservation Construction Code including:

o   Local Governments, Code Enforcement Officials, and Building Safety Inspectors

o   Factory Built (Modular) Buildings 

o   Manufactured Housing (HUD Homes)  

  • Review of Code Enforcement Programs at local level
  • Factory-Manufactured (Modular) Building Approvals

 

CEMETERIES

  • General correspondence
  • NYS Cemetery Board meeting minutes agendas, orders, and Division recommendations to the Cemetery Board
  • Vandalism and abandonment reports
  • Cemetery records, including  service charge applications and approvals, price lists, annual reports, reports of field examinations, rules and regulations, inspection reports, lists of officers and directors, long-term leases, and complaints, and cemetery location information
  • Advisory Committee Correspondence and Minutes (1988 – 1990)


COMMUNITY SERVICES 

  • General correspondence
  • Interagency agreements
  • Requests for Applications and/or Requests for Proposals
  • State Management plans
  • Public hearing transcripts
  • DOS Program and Fiscal Monitoring Process and Guidelines
  • Contracts
  • Federal and state guidelines and regulations
  • Poverty and census data
  • Community Services Block Grant (CSBG) Advisory Council materials
  • AmeriCorps and AmeriCorps VISTA materials


 

CONSUMER PROTECTION 

  • General correspondence
  • Consumer complaints
  • Referrals to local, state, and federal agencies
  • Statistical data
  • Education and outreach events calendar
  • Educational materials, including PowerPoints, brochures, and publications
  • Do Not Call complaints, research, investigation, and enforcement materials
  • Utilities Intervention Unit materials, including discovery, testimony, comments, statements, briefs, petitions, and motions
  • Reports
  • Children’s product safety notice of incident forms, certificate of disposition forms, and children’s product safety request for extension to file certificate of disposition forms.
  • Product testing and recall investigation files
  • United State Consumer Product Safety Commission collaboration files


CORPORATIONS, STATE RECORDS & UNIFORM COMMERCIAL CODE 

  • General Correspondence
  • Production and revenue reports and statistics
  • Corporate and other Business Entity Certificates
    • Including, but not limited to, certificates for domestic and foreign business corporations, benefit corporations, professional service corporations, not-for-profit corporations, limited liability companies, professional service limited liability companies, limited partnerships, limited liability partnerships, cooperative corporations, transportation corporations, and religious corporations.
  • Daily Report of Corporate Filings
  • Biennial Statements for Business Corporations and LLCs and Five-Year Statements for LLPs.
  • Secretary of State proclamations – Corporations and LLPs, including quarterly proclamations list of domestic stock corporations dissolved by proclamation and foreign stock corporations whose authority has been annulled and quarterly proclamations list of Registered Limited Liability Partnerships whose registration has
  • been revoked and registered foreign limited liability partnerships whose status has been revoked
  • Summons and Complaints served on the Secretary of State as agent for certain foreign and domestic corporations, LLCs, LLPs, LPs, condominium boards of managers and other entities served, non-resident owners and operators of motor vehicles, motorboats and aircraft; service receipt.
  • Notices of Claim
  • Adirondack Park Agency Orders
  • Civil Service Rules, Regulations and Resolutions
  • Clemency Good Conduct
  • Code of Ethics Filing; original signed statements from state employees disclosing a financial interest in excess of $10,000 in any state regulated enterprise.
  • Commissioner of Deeds Appointments
  • County Officers, Notices of Election and Certifications from County Boards of Elections
  • County Clerks and Surrogates
  • Department of Transportation Official Orders pertaining to abandoning or transferring interest in land.
  • Designations for Service of Process related to Securities Offerings
  • Hotel/Motel Names, Names, Marks and Devices
  • Income Executions
  • Land Recordings between the State of New York and individuals or business (Letters of Patent and Miscellaneous Deeds and Title Papers).
  • Land Records Microfilm
  • Miscellaneous Appointments
  • Municipal Agencies and Authorities Memberships and filings
  • Municipal Filings
  • Oaths of Office/Statements in Lieu of Oath
  • Railroad Police Commissions
  • State Notices and Further State Notices and Stock Exchange Lists
  • Trademarks and Service Marks
  • Trading Stamp Registrations
  • Waivers of Extradition and Extradition "D" Cases
  • Electoral College
  • Governor's Official Executive Office Filings
  • Public Officer Law filings
  • Inter Local Agreements
  • Interstate Compacts and Agreements,
  • Local Laws adopted by various municipalities
  • Resolutions (Joint) of the Senate/ Assembly
  • Amendments to Constitution
  • Session Laws of New York
  • Registrations of Names or Marks in relation the Use of Carts, Cases, Trays, Baskets, Boxes and Other Containers
  • Concurrent Resolutions of Legislature proposing amendments to the constitution
  • Notice of discovery – Public Lands Law section 82
  • UCC Filings, including financing statements, amendments, federal tax liens, miscellaneous UCC forms
  • UCC Search and Copy Requests
  • Program Fiscal Records
  • State Tax Warrant Notices
  • Child Support Enforcement Notices

·       List of Eligible Professions for the Purchase, Sale, and Use of Body Armor.

 

EXECUTIVE 

  • General correspondence
  • Reports
  • Briefings
  • Directives
  • Freedom of Information Law (FOIL) requests
  • News Releases

 

FISCAL MANAGEMENT

  • General correspondence
  • Budget records
  • Transactions
  • Purchasing Transactions (Purchase Requests, Purchase Orders, Receiving, Approval to Pay, Procurement Card Reconciliation and Backup)
  • Procurement Records
  • Accounts Payable Records (invoices, approval to pay, etc.)
  • Payroll Records and Reports 

·       Grant and Vendor Contract records, including contracts, amendments, vouchers, correspondence 

  • Financial reports
  • Vehicle records
  • Travel reimbursement records: non-employee (hardcopy) and employee (electronic).
  • Interagency Memorandums of Understanding
  • Federal Grant Applications and Awards
  • Revenue Records: transactions, bank statements, revenue reconciliation files, revenue reporting
  • Minority and Women-Owned Business Enterprise Program Compliance and Monitoring Files
  • Service-Disabled Veterans-Owned Business Enterprise Program Compliance and Monitoring Files

 

GENERAL COUNSEL

  • General correspondence
  • Legal research
  • Instructions, policies, and procedures
  • Statistical data
  • Declaratory Rulings and Legal Opinions
  • Letters or memoranda issued pursuant to the State Administrative Procedures Act (SAPA)
  • Litigation records
  • Program subject files
  • Administrative Adjudicatory Determinations
  • Fact Sheets

 

HUMAN RESOURCES MANAGEMENT

  • General correspondence
  • Classification, including: lists of Civil Service job titles, descriptions, classification and compensation forms, postings
  • Labor Relations records
  • Personnel records
  • Attendance records
  • Personnel roster
  • Telecommunications Plans
  • Training records
  • Policies and procedures related to Affirmative Action, Equal Opportunity and Diversity
  • Copies of applicable laws, rules and regulations
  • Training materials
  • Reports
  • Affirmative Action/Equal Employment Opportunity Compliance, Monitoring and Complaint Information
  • Investigations
  • Reasonable Accommodation Requests and Determinations

 

INTERNAL AUDIT

  • External Audit/Review reports and related materials
  • Internal Audit reports and supporting documents 

 

LICENSING SERVICES

  • General correspondence
  • Reports
  • Examination papers for all disciplines tested
  • Hearing records
  • Licensee files and investigative records
  • Apostilles, Ledger of Apostilles/Authentications, County Clerk and designee signatures, original Apostille/Certificate of Authentication Request forms
  • License records relating to:
    • Apartment Information Vendor/Sharing Agent
    • Appearance Enhancement
    • Appraisal Management Companies
    • Armored Car Carrier/Armored Car Guard
    • Athlete Agent
    • Automobile Broker
    • Bail Enforcement Agent Barbering Bedding
    • Central Dispatch Facility
    • Children’s Product Safety and Recall Act
    • Coin Processor
    • Document Destruction Contractor
    • Health Club Services
    • Hearing Aid Dispenser
    • Home Inspector
    • Manufactured Housing
    • Notary Public
    • Pet Cemeteries
    • Political Consultants
    • Private Investigator
    • Real Estate Salesperson/Real Estate Broker
    • Real Estate Appraiser
    • Right of Publicity
    • Security and Fire Alarm Installer
    • Security Guard
    • Telemarketer Business
    • Ticket Reseller
    • Watch, Guard and Patrol Agencies

 

LOCAL GOVERNMENT 

  • General correspondence
  • Records including policy and program files, and purchase requisitions
  • Applications and guidance information
  • Mailing lists
  • Workshop information
  • Applications received
  • New York State project recommendations
  • Award and non-award letters
  • Appalachian Regional Development Program records
  • Northern Border Regional Development Program records
  • Local Government Efficiency Program records
  • Statewide Investment in More Swimming (SWIMS) records
  • County-wide Shared Services Initiative (CWSSI) records
  • Village Incorporation Commission records
  • Presentations and publications related to local government reorganization and cooperation
  • Contracts and Project Management records
  • Local Government Training and Technical Assistance Program records
  • Contact information for elected officials
  • Offshore Wind
  • Indian Point Decommissioning Oversight Board

 

OFFICE FOR NEW AMERICANS

  • General correspondence
  • Interagency agreements
  • Program instructions
  • Presentations and publications
  • Contracts
  • Federal and state guidelines and regulations
  • Mailing lists
  • ONA grant records
  • Reports

 

COMMITTEE ON OPEN GOVERNMENT

  • General correspondence
  • Advisory Opinions, including initial request and responses for advisory opinions on Freedom of Information, Open Meeting and Personal Privacy Protection activities
  • Appeal and Determinations records involving denials of requests for records and agencies' final determinations
  • Committee meeting agendas, minutes, materials, background
  • Annual Reports
  • Legislative Memoranda and recommendations
  • Personal Privacy Protection Law Reports

 

PLANNING AND DEVELOPMENT 

  • General correspondence
  • NOAA - Ocean & Coastal Resources Management records
  • Federal Grant records
  • Federal Consistency Review records
  • Technical consultations and communications for consistency review of New York Rising Implementation Projects
  • State Consistency Review records
  • Local Waterfront Revitalization Program (LWRP)/Environmental Protection Fund (EPF) records
  • Contracts
  • Ocean and Great Lakes Program - Environmental Protection Fund (EPF) records
  • South Shore Estuary Reserve Program - Environmental Protection Fund (EPF) records
  • Brownfield Opportunity Area records
  • NYC Watershed Protection Program records
  • Smart Growth records
  • Downtown Revitalization Records
  • NY Forward Program Records

 

Updated: 11/5/25