N.Y. Comp. Codes R. & Regs. tit. 18, § 489.14 – Records and reports.

(a) The operator shall:
1. (1) collect, maintain and submit such information, records or reports required by the department;
2. (2) maintain records required by the department and local department of social services in the home, and shall make such records available to department staff and designees for review;
3. (3) maintain the confidentiality of individual resident records, and not release information in a resident record to anyone other than the resident, next of kin or authorized representatives of the resident, or an employee or designee of the department without the resident's written permission, provided that confidential HIV-related information concerning residents must be maintained in accordance with section 485.11(g)(5)-(10) of this Title;
4. (4) maintain confidential HIV-related information concerning employees, volunteers, applicants for employment and prospective residents in accordance with section 485.11(g)(9)-(15) of this Title;
5. (5) maintain records in a manner which assures resident privacy, and accessibility to the operator(s) and substitute(s) in the provision of routine and emergency services;
6. (6) maintain complete, accurate and current records for each resident, including: a copy of the latest admission agreement; personal allowance account transaction; an inventory of any personal property held by the operator for the resident; personal data; medical evaluations; medication record; and such other information concerning the resident that may be necessary to provide adequate care; and
7. (7) maintain accurate and current records on the operation of the home, including incident reports, records of evacuation drills, and an admission and discharge record.
(b) The department mandates use of the following forms without substitution:
1. (1) Application for Family-Type Home for Adults (DSS-2865).
2. (2) Survey Report—Family-Type Home for Adults (DSS-2867).
(c) The department mandates use of the following forms or approved local equivalents:
1. (1) A Personal Data Sheet (DSS-2949).
2. (2) An Incident Report (DSS-3123).
3. (3) A Medical Evaluation (DSS-3122).
4. (4) Personal allowance account forms:
  1. (i) Statement of Offering (DSS-2853).
  2. (ii) Individual Resident Fund Account Record (DSS-3633).
5. (5) Medical Evaluation (Operator) (DSS-3239).
6. (6) Medication Record (DSS-3634).
7. (7) Chronological Admission and Discharge Register (DSS-3026).
8. (8) An Inventory of Resident Property (DSS-3027).
(d) Approved local equivalents may not be substituted for mandated forms without prior written approval of the department.
(e) Records relating to an individual resident shall be retained by the operator or the local department of social services for three years following the resident's departure from the home.
(f) The operator shall post the operating certificate, the most recent summary of inspection issued by the local department of social services, and a copy of resident rights.