N.Y. Comp. Codes R. & Regs. tit. 8, § 188.17 – Review of agency proposals to establish or lease facilities or to contract for services to store records.

(a) The director, at the request of the Division of the Budget, shall review proposals by agencies to establish or lease facilities or to contract for services to store inactive records, vital records, master copies of microforms, or backup copies of electronic records. The director will consider the availability of space in records center facilities and will evaluate the following elements of an agency proposal:
1. (1) the proposed inactive records storage location;
2. (2) the security and environmental conditions of the proposed storage location;
3. (3) the space to be occupied in gross square feet;
4. (4) the nature and quantity of records to be stored;
5. (5) total resources to operate the storage location, including personnel to be employed;
6. (6) justification for the proposed storage location.
(b) The director shall recommend to the Division of the Budget approval of requests by agencies to establish or lease facilities or to contract for services to store inactive records when greater economy or efficiency can be achieved by such operation than by use of a records center facility and when such operation will adequately provide for the protection and servicing of records.