N.Y. Comp. Codes R. & Regs. tit. 9, § 474.4 – Retention of forms by seller.

(a) Forms executed pursuant to section 474.3 of this Part shall be retained by the seller and maintained on the premises of sale for a period of five years. The forms shall be available at all reasonable hours for inspection by any peace or police officer acting pursuant to his or her special duties. Executed forms may be destroyed after five years.
(b) Forms shall be forwarded to the Superintendent of State Police only when:
1. (1) the seller having possession of the forms ceases to be a licensed dealer in firearms or licensed pharmacists; or
2. (2) said person permanently ceases to be engaged actively in the selling of firearms or as a pharmacist.
  In such cases, and only in such cases, retained forms shall be sent within 30 days to:
  Superintendent of State Police
  Records Unit
  1220 Washington Avenue
  Building 22
  Albany, NY 12226-2252