Subject Matter List

Maintained pursuant to Public Officers Law § 87(3)(c)

(Note: Not all listed records are available pursuant to the Freedom of Information Law [FOIL]).

Audit and Quality Improvement Records

• Operational Assessments and Program Files
• Administration and Management Files
• Quality Control and Reporting Records
• Audit Work Papers, Reports, and Responses
• Correspondence Files

Budget Records

• General Subject and Correspondence Files
• State Fiscal Policies and Procedures Records
• Routine Internal Status and Activity Reports
• Non-Routine Financial Reports and Studies
• Program Unit Budget Request Files
• Agency Budget Preparation Files
• Agency Copies of Budget Request

Child Support Services Records

• Federal Tax Offset Program Files
• State Tax Offset Program Files
• Local District Files
• Lottery Offset Program Files
• Correspondence Files
• Working Policy Files
• Permanent Policy Files
• Training Files
• Program Administration, Management, and Legal Files
• Documentation Related to System Requirements and Enhancements
• Fiscal Data Files
• Program Contract Files
• Advance Planning Documents
• Federal Reports
• Program Vouchers
• Collection, Caseload, and Performance Statistics Files
• Audit Files and Responses

Commissioner's Office Records

• Commissioner's Files
• Executive Deputy Commissioner's Files
• Executive Correspondence Clearance Unit (ECCU) Files

Contract/Purchasing Records

• Contract Files
• Purchase Order Files (Non-Contracts)
• Bidders' Proposal Files

Data Management Records

• Various Monthly, Quarterly, and Annual Statistical Reports

Disability Determinations Records

• Fiscal Processing Records/Data (Paper and Imaged Documents)
• Budget and Finance Records
• Disability Determinations Services (DDS) Security Plan
• Continuity of Operations Plan (COOP)
• Business Continuity Plan
• Security Handbook
• Strategic Plan
• Emergency Evacuation Plan

Employment and Income Support Records

• Supplemental Security Income (SSI) Files
• Temporary Assistance Program Files
• Emergency Rental Assistance Program (ERAP) Files
• Home Energy Assistance Program (HEAP) Files
• Landlord Rental Assistance Program (LRAP) Files
• Low Income Household Water Assistance Program (LIHWAP) Files
• Supplemental Nutrition Assistance Program (SNAP) Files
• Employment Program Files
• Contract Management and Quality Assurance Records and Files
• Upstate and Downstate System Files
• Integrated Eligibility System (IES) Records and Files
• State Supplement Program (SSP) Records & Files
• State Supplement Personal Needs Allowance (SSPNA) Records & Files
• Electronic Benefits Transfer (EBT) Records and Files
• Common Benefit Identification Card (CBIC) Records and Files
• Pandemic Electronic Benefits Transfer (P-EBT) Records and Files
• Working Policy Files
• Permanent Policy Files
• Social Security Payments (SSP and SSPNA Payment Files)
• Emergency Rental Assistance Program (ERAP) Records and Files
• Landlord Rental Assistance Program (LRAP) Records and Files
• Rental Supplement Program (RSP) Records and Files
• Shelter Supplements Program Files

Administrative Hearings Records

• Fair Hearing Information System (FHIS) Records and Reports
• Fair Hearing Issued Decisions
• Audio Recordings of Fair Hearings
• FHIS records of Withdrawn and Abandoned Fair Hearings
• Administrative Disqualification Hearing Issued Decisions and Files
• Fair Hearings Transmittals

Finance and Fiscal Systems Records

• General Subject and Correspondence Files
• State Fiscal Policies and Procedures Records
• Routine Internal Status and Activity Reports
• Nonroutine Financial Reports and Studies
• Audit Reports, Responses and Work Papers
• Reconciliation Work Papers
• Accounts Payable Records
• Employee Travel Authorizations and Expense Files
• Revenue Bank Account Files
• Payment Bank Account Files
• Accounts Receivable Records
• Local District/State Agency Claims
• County Central Services Plan Files
• Random Moment Study Files
• Quarterly Financial Reports
• Grant Awards Files
• Quarterly Expenditure Reports Work Papers

Housing and Shelter Services Records

• Housing Project Files
• Rejected Application Files
• Subject and Correspondence Files for Housing
• Family and Adult Shelter Facility Files
• Central Files
• Electronic Tracking Database Files

Human Resources Records

• Personal History Files
• Employee Summary Service Records
• Subject and Correspondence Files
• Employment Inquiry Files
• Equal Opportunity and Diversity (EOD) (archived) Records
• Classification Files
• Centralized Eligible List Certification Files
• Decentralized Eligible List Certification Files
• Examination Development Files
• Examination Administration Files
• Traineeship Files
• Office Management Files
• Budget Director's Approval File
• Local District Files
• Local District Unit Correspondence/Subject Files
• Local District Commissioner's Files
• Subject Files – Labor Relations
• Performance Evaluation Appeals Files
• Local District – Operations Files
• Grievance Files
• Notice of Discipline Files – Labor Relations
• Worker's Compensation Claims Documentation
• Ethics Correspondence Files
• Ethics Processing Files
• Employee/Applicant Requests for Reasonable Accommodation
• Public Requests for Reasonable Accommodation
• Electronic Recommended Appointments System and Recruitment Files Workforce Data Statistics

Intergovernmental Affairs Records

• Legislative Inquiries and Files
• Senate and Assembly Bill Files

Internal Audit Records

• Internal Audit Reports, Responses, and Work Papers
• Corrective Action Files
• Reports of Routine Administrative Studies and Consultations
• Administrative Study and Survey Work Papers
• General Administrative Records

Legal Affairs Records

• Department Regulation Files
• Litigation Files
• State Plans and Amendments
• FOIL Appeals and FOIL Appeal Determinations
• Personal Privacy Protection Law (PPPL) Appeals and PPPL Appeal Determinations
• PPPL Appeals from Requests for Record Amendments or Corrections and Appeal Determinations
• Third-Party Subpoenas and related requests and materials
• Memoranda of Agreement and Memoranda of Understanding
• Intergovernmental Agreements
• Computer Matching Agreements and Data Sharing Agreements
• Internal Employee Discrimination Complaints (prior to December 2018)
• External Employee Discrimination Complaints
• SNAP Applicant/Recipient Civil Rights Complaints

Facilities and Operations Support Records

• Policy and Procedures Bulletins and Manuals
• General Transportation Correspondence and Reports
• Department-Owned State Vehicle Record File
• Space Planning Files
• Health and Safety Files
• General Administrative Files
• Facility Management Files
• Forms Unit Correspondence and Administrative Files
• Forms Management Files
• Remote Meter Resetting System Postage
• Mail Services Files
• Records Management Files
• Printing Files
• Distribution Files
• Disaster Preparedness, Response, and Recovery Files
• Continuity of Operations Plan Files
• Asset Management Files
• Agency Identification Card Files
• Internal Control Program Files

Minority- and Women-Owned Business Enterprise (MWBE) Records

• Contractors’ Completed MWBE Forms and Quarterly Compliance Reports
• Annual MWBE Master Goal Plan
• MWBE Electronic Data Reports
• MWBE Program Management Unit Policy and Procedures Files

Public Information Records

• Information Inquiries
• FOIL Subject Matter Lists
• FOIL Requests and Responses
• PPPL Records Access Requests and Responses
• PPPL Record Amendment/Correction Requests and Responses
• PPPL Annual Reports
• Press Release Files
• Annual Report Development Files
• Agency Annual Reports

Refugee Services Records

• Refugee Services Program, Policy, and Administration Files
• Response to Human Trafficking Program, Policy, and Administration Files
• New York State (NYS) Confirmation Program, Policy, and Administration Files
• Translation Unit Program, Policy, and Administration Files
• Language Access Program, Policy and Administration Files
• Refugee Services Administrative Directives and Manual Bulletins
• Response to Human Trafficking Administrative Directives and Manual Bulletins
• NYS Confirmation Administrative Directives and Manual Bulletins
• Language Access Administrative Directives and Manual Bulletins
• Refugee Services Federal Laws, Regulations, and Action Transmittals
• Refugee Services Contract Files
• Response to Human Trafficking Contract Files
• Translation Unit Contract Files
• Refugee Services Request for Proposal Files
• Response to Human Trafficking Request for Proposals
• Language Services Request for Proposals

Service Disabled Veteran Owned Business (SDVOB) Records

• Contractors’ Completed MWBE Forms and Monthly and Quarterly Compliance Reports
• Annual SDVOB Master Goal Plan
• SDVOB Electronic Data Reports
• SDVOB Program Management Unit Policy and Procedures Files

Training and Staff Development Records

• Course Information Records
• Course Registration Processing Records
• Employee Training History

For further information on the Freedom of Information Law, please visit the website of the Committee on Open Government, at https://opengovernment.ny.gov.

Updated May 2024