N.Y. PAR Law § 19.25

§ 19.25 Office recordkeeping. The office shall maintain or continue\nto maintain, as the case may be and to the extent such information is\navailable, a record of acquisition, whether by purchase, bequest, gift,\nloan or otherwise, of property for display or collection and of\ndeaccessioning or loan of property currently held or thereafter acquired\nfor display or collection; provided, however, that the records required\nto be maintained pursuant to this section need not be maintained for any\nfield collected natural history specimen having the value of fifty\ndollars or less. Any such record shall: (i) state the name, address,\nand telephone number of the person from whom such property was acquired,\nor to whom such property was transferred by deaccessioning or loan, and\na description of such property, its location, if known, and the terms of\nthe acquisition or deaccessioning or loan, including any restrictions as\nto its use or further disposition, and any other material facts about\nthe terms and conditions of the transaction; (ii) include a copy of any\ndocument of conveyance relating to the acquisition or deaccessioning or\nloan of such property and all notices and other documents prepared or\nreceived by the office pursuant to the requirements of this article and\nsections 3.09 and 3.17 of this chapter; and (iii) be retained for a\nperiod of at least five years following the sale or deaccessioning of\nsuch property.\n