What records must a NYC self-storage facility keep, and for how long?
Quick answer
A NYC self-storage operator must keep, for at least three years and in electronic form, each signed occupancy agreement and schedule of rates, every rate, fee-increase and termination notice, each billing statement, lien notices, and cleanliness records. It must also keep a log showing when and how each notice was sent and the fee at that time.
What does the law say? Key facts and official sources
| Item | What the law says | Source |
|---|---|---|
| Per occupant, 3 years | Signed and dated occupancy agreement; signed and dated schedule of rates; notices of a new rate or charge; notices of an increased occupancy fee; explanations of a termination (2-493(a)(1)-(5)) | DCWP rule (6 RCNY) |
| Added November 1, 2026 | Each billing statement, each Lien Law 182(7) notice, and a log of agreements, notices and explanations (2-493(a)(6)-(8)); records proving the price-increase disclosure (2-493(b)) and the monthly cleanliness work (2-493(c)) (rule section 10) | DCWP rule (6 RCNY) |
| The log | For each agreement, notice or explanation: date sent, method, occupancy fee on that date, and if relevant the effective date and amount of a new fee or charge (2-493(a)(8)) | DCWP rule (6 RCNY) |
| Format and inspection | Electronic format; available for DCWP inspection at the facility and produced on demand (2-493(d)) | DCWP rule (6 RCNY) |
| Missing records | If a required record relevant to a fact DCWP alleges is not kept or produced, that fact is presumed true (2-493(e), from November 1, 2026) | DCWP rule (6 RCNY) |
| Document requests | DCWP says operators will have 20 days to produce documents it requests, and should have at least one employee on site who can access the records | DCWP FAQ (Oct 2, 2026) |
| Penalty | Failure to maintain or produce required records: $750 first violation, $900 second, $1,000 third and later (6 RCNY 6-90) | DCWP rule (6 RCNY) |
| Last verified | October 28, 2026 | Astor Ventures |
Do paper files count?
No. The rule requires the records to be kept in an electronic format (2-493(d)). Scanned copies of signed paper documents in a searchable system are a practical way to meet this.
What is the price-increase record about?
From February 1, 2028 you must post the two-year average percentage increase. To back it up you keep each posted disclosure, per-occupant increase data in dollars and percent, and your calculation for at least three years (2-493(b), 2-494(i); DCWP FAQ).
Why does the log matter so much?
It is how you prove each notice went out on time. Without it, a missing record about a fact DCWP alleges creates a presumption that the fact is true (2-493(e)).
November 1, 2026 is days away. The NYC self-storage notices kit gives you fill-in templates for the rate schedule, the 60-day fee-increase notice, the billing-statement warning and the written termination explanation, plus a records log and checklist, with the official sources listed. One-time payment of $49, instant download.
What else do people ask?
How long must records be kept?
At least three years (2-493(a)-(c)).
Does every location need its own records?
Records are kept per occupant and must be available at the self-storage facility (2-493(a), (d)). Each location also needs its own license (2-492(c)).
What is the fine?
$750 for a first violation (6 RCNY 6-90). See our NYC self-storage fines guide.
Is this legal advice?
No. General information only.