New York City building owners have long grappled with the complex requirements of Local Law 87, the energy audit and retro-commissioning law that applies to large buildings across the five boroughs. But beyond the technical engineering work required for compliance, Local Law 87 generates substantial paper and digital records — energy audit reports, retro-commissioning reports, building system documentation, contractor agreements, and correspondence with the NYC Department of Buildings. Properly managing, retaining, and ultimately securely destroying these records is an often-overlooked component of Local Law 87 compliance that property managers and building owners need to understand.
Whether you manage a commercial office tower in Midtown, a residential co-op in Brooklyn, or a mixed-use building in the Bronx, this guide will explain what records Local Law 87 requires you to keep, for how long, and how secure shredding fits into your building’s overall document security program.
What Is NYC Local Law 87?
Enacted as part of New York City’s Greener, Greater Buildings Plan, Local Law 87 requires owners of large buildings — generally those with more than 50,000 gross square feet — to conduct periodic energy audits and retro-commissioning studies. The law requires covered buildings to complete these studies on a schedule determined by the last digit of the building’s block number. The results must be filed with the NYC Department of Buildings, and buildings that fail to comply face significant civil penalties.
The documentation generated by Local Law 87 compliance includes:
- Energy audit reports prepared by a registered design professional or energy auditor
- Retro-commissioning reports assessing existing building systems
- Contracts and invoices from engineering firms and retro-commissioning agents
- Building system operational logs and baseline measurements
- Correspondence with the NYC Department of Buildings regarding filing and compliance
- Internal memos and meeting notes from building management and ownership
All of these document categories require a clear retention policy — and eventually, secure destruction when the applicable retention period expires. Visit our compliance resources to learn how document retention intersects with New York City regulatory compliance.
How Long Must Local Law 87 Records Be Retained?
New York City’s rules do not always specify an explicit retention period for Local Law 87 documents, but best practices from the legal and property management communities suggest retaining these records for at least ten years following the applicable compliance cycle, for the following reasons:
- NYC DOB penalty proceedings can extend years after a filing deadline is missed
- Contractor liability disputes and professional malpractice claims may arise long after a project closes
- Building sale and refinancing transactions require disclosure of regulatory compliance history
- Insurance claims related to building systems may require access to historical audit documentation
For signed contracts and financial records related to Local Law 87 work, the standard six-year statute of limitations for contract claims under New York law applies, making a minimum six-year retention period for those records prudent. For the audit and retro-commissioning reports themselves, many property managers retain them permanently or until the building changes ownership.
Document Security Risks for Building Owners and Property Managers
Local Law 87 documents contain sensitive information that creates real security risks if improperly discarded. Energy audit reports may include detailed building system diagrams, equipment specifications, and operational details. Contracts contain vendor pricing, banking information, and personal data of individuals who signed as authorized representatives. Internal memos may reference compliance gaps, code violations, or legal advice that should remain confidential.
Simply tossing old Local Law 87 files in building recycling bins or dumpsters creates exposure to:
- Identity theft affecting contractors, employees, and tenants whose information appears in building records
- Competitive intelligence gathering by other building owners or vendors
- Discovery of compliance gaps by regulators or opposing parties in litigation
- Violation of New York State’s data disposal requirements under the SHIELD Act
Professional shredding is the only appropriate method for disposing of outdated Local Law 87 records. Our on-site shredding services are available throughout New York City, making it easy to schedule secure document destruction at your building location.
Building a Document Retention Policy for NYC Real Estate
Property management companies and building ownership groups managing multiple NYC properties benefit greatly from a formal document retention policy. A comprehensive policy for real estate document management should address:
- Categorization of document types by retention period (e.g., regulatory filings, contracts, financial records, correspondence)
- Designation of a records custodian responsible for tracking retention schedules
- A secure storage protocol for physical documents — locked file rooms with access control
- A destruction schedule — at least annual review of records that have met their retention period
- Use of locked shredding consoles in building management offices for ongoing collection
- A Certificate of Destruction retained for each shredding event as proof of compliant disposal
New York Shredding provides locked consoles for property management offices across New York City, Long Island, and Westchester. Our scheduled shredding service ensures regular, compliant destruction of building records on a cadence that works for your management team.
Why New York Businesses Choose New York Shredding
For over a decade, New York Shredding Document Destruction, Inc. has helped businesses across New York City, Long Island, Westchester, and the Hudson Valley protect their sensitive information through certified, HIPAA-compliant shredding services. Our industrial-grade shredding equipment, locked on-site consoles, and Certificate of Destruction give your business the proof it needs for any compliance audit.
Whether you need scheduled shredding, a one-time purge, or hard drive destruction, we serve all five boroughs and surrounding areas with fast, reliable service. Request a free quote today and get your office on a shredding schedule that keeps you protected year-round.
Ready to get started? Contact New York Shredding for a free quote, or explore our full range of shredding services.