A-06-001-01
General Subject File
Description:
These records document the activities of the Assistant Secretary for Administration in a variety of administrative functions such as, policy, plans, programs, and procedures for Classification/Declassification, Foreign Buildings, Information Systems, Communications and Information Management. Consists of airgrams, telegrams, general correspondence, congressional, memorandum of conversations, briefing materials, letters, memoranda and related documents that have substantive content. Also includes an index to the subject files.
Disposition:
Permanent. Retire to RSC when 3 years old. Transfer to WNRC when 10 years old. Transfer to the National Archives when 30 years old in 5-year blocks.
DispAuthNumber:
N1-059-88-08, item 1 a and b
Description:
Airgrams, telegrams, general correspondence, congressional, memorandum, of conversations, briefing materials, letters, memoranda and other material relating to policies and procedures in the construction of overseas buildings.
Disposition:
Permanent. Cut off in year of project completion. Retire with block of subject files for that year.
DispAuthNumber:
N1-059-88-08, item 2
A-06-003-01
Foreign Service Claims Board File
Description:
Consists of application for payment, copy of form authorizing payment, and copy of Board decision.
Disposition:
Destroy 10 years after case is closed.
DispAuthNumber:
NN-171-120, item 3
A-06-003-02
Foreign Service Claims Board - General File
Description:
Minutes, agenda, reports, decisions, copies of acts, and reports on Board organization, establishment and procedures.
Disposition:
Retain Permanently
DispAuthNumber:
NN-171-120, item 4
A-06-003-03
Personal Property Claims File
Description:
Includes DS-1620, Claim for Loss or Damage to Personal Property, inventories of effects, etc., concerned with settlement of claims for loss of personal property of employees of the Department of State, the U.S. Information Agency and the Agency for International Development
Disposition:
Destroy 5 years after case is closed.
DispAuthNumber:
NN-171-120, Item 5
A-06-003-04a
Personal Property Claims - General Subject File
Description:
a. Policy and procedural files concerning implementation of Military Personnel and Civilian Employees Claims Act of 1964, PL 88 588, approved August 31, 1964 as amended.
Disposition:
Retain Permanently
DispAuthNumber:
NN-171-120, item 6a
A-06-003-04b
Personal Property Claims - General Subject File
Description:
b. All other operating and general administrative files.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
NN-171-120, item 6b
A-06-003-05
Claim Record Card
Description:
Card record showing claimant name, settlement date and amount of settlement or date of disallowance.
Disposition:
Retain permanently.
DispAuthNumber:
NN-171-120, item 7
A-06-004-01
General Subject and Post Files
Description:
Arranged by subject and post name - Documentation pertaining to the formulation of Department-wide procurement policies and directives; advice on procurement laws, legislation, and opinions issued by the courts and GAO; appointment of contracting officers; certification of Departmental compliance with procurement laws; approval of procurement training for Department personnel and other activities undertaken by the Office of Procurement Executive. Documents include memoranda, telegrams, letters, airgrams, reports, position papers, certificates, copies of contracts, computer printouts, standard forms and other related material.
Disposition:
Cut off when 5 years old. Destroy when 7 years old.
DispAuthNumber:
N1-059-93-45, item 1
A-06-004-02a
Organization Files
Description:
Arranged by organization name, thereunder by subject or case - Telegrams, airgrams, memoranda, delegation lists, meeting agendas and minutes, policy and position papers, agreements, talking points, resolutions, reports, case files, and reference material documenting the Department interest or participation in Federal agency boards, councils, committees, or other bodies that address procurement concerns (e.g. CAAC, IPCMC).
a. Subject Files.
Disposition:
Cut off when 1 year old. Destroy when 7 years old.
DispAuthNumber:
N1-059-93-45, item 2a
A-06-004-02b(1)
Organization Files
Description:
Arranged by organization nam, thereunder by subject or case - Telegrams, airgrams, memoranda, delegation lists, meeting agendas and minutes, policy and position papers, agreements, talking points, resolutions, reports, case files, and reference material documenting the Department interest or participation in Federal agency boards, councils, committees, or other bodies that address procurement concerns (e.g. CAAC, IPCMC).
b. Case Files.
(1) Cases of interest to the Department.
Disposition:
Destroy 3 years after case is closed.
DispAuthNumber:
N1-059-93-45, item 2b(1)
A-06-004-02b(2)
Organization Files
Description:
Arranged by organization nam, thereunder by subject or case - Telegrams, airgrams, memoranda, delegation lists, meeting agendas and minutes, policy and position papers, agreements, talking points, resolutions, reports, case files, and reference material documenting the Department interest or participation in Federal agency boards, councils, committees, or other bodies that address procurement concerns (e.g. CAAC, IPCMC).
b. Case Files.
(2) All Other Cases.
Disposition:
Destroy 1 year after case is closed.
DispAuthNumber:
N1-059-93-45, item 2b(2)
A-06-004-03
Executed Contracts
Description:
Transaction case files on contracts, including such forms as initiating requisitions, invitations to bid, specifications, bids, bid abstracts, contract provisions, certificates of award, advice on miscellaneous obligations, and related correspondence.
Original contracts- Transactions of MORE than $25,000 and all construction contracts exceeding $2,000.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 3a[1][a]).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-004-04b
Contract Appeals Case Files
Description:
Contract appeals case files arising under the Contracts Dispute Act, consisting of notices of appeal and acknowledgements thereof; correspondence between parties; copies of contracts, plans, specifications, exhibits, change orders and amendments; transcripts of hearings; documents received from parties concerned; final decisions; and all other related papers.
b. Records created after September 30, 1979.
Disposition:
Temporary. Destroy 1 year after final resolution, but longer retention is authorized if required for business use. (Supersedes GRS 3, item 15b)
DispAuthNumber:
DAA-GRS-2016-0001-0003 (GRS 1.1, Item 060)
A-06-004-05
Grant Administrative Files
Description:
Correspondence and/or subject files relating to routine operations and daily activities in administration of the grant program.
Disposition:
Temporary. Destroy 3 years after final action is taken on the file. (Supersedes GRS 3, item 14).
DispAuthNumber:
DAA-GRS-2013-0008-0007 (GRS 1.2, item 010)
A-06-004-06
Chronological Files
Description:
Extra copies of correspondence, memoranda, and telegrams maintained as an office-wide drop file.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
N1-059-93-45, item 4
A-06-004-07
Federal Procurement Data System (FPDS) Reports
Description:
Files maintained by fiscal year quarters, containing correspondence, telegrams, airgrams, memoranda, reports, source documents, computer printouts and other papers regarding all procurements exceeding $25,000 and consisting of information required for transfer to the FPDS. Reports contain Individual Contract Action Report (SF-279); Summary Contract Action Report (SF-281); Contract Report Exceeding $150,000; Report of Total Procurement; Contractor Officer Code Report and related materials.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 3d).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-004-08
World-wide Procurement Database System (WWPD) Files
Description:
Correspondence, telegrams, airgrams, memoranda, reports, source documents, computer printouts and other papers that document the inception, principal development, projects, requests for data and other information related to the WWPD created in 1991.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 3d).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-004-09
World-wide Procurement Database System (WWPD)
Description:
An electronic information system arranged by fiscal year, containing data on DOS procurement exceeding $25,000 and other data required under 48 CFR 4.601 for transfer to FPDS.
Disposition:
Delete data when 10 years old.
DispAuthNumber:
N1-059-93-45, item 3
A-06-005-01
Logistics Files - Arranged by TAGS and Terms
Description:
Correspondence, memorandums, telegrams, and other documentation on Logistics covering automated data processing, circuits, communications, components, contracts, couriers, equipment, exchanges, information management systems, inventory control, logistical support, maintenance, management, material management, networks, operations, programs, property accountability, provisions, purchasing, quality assurance, receiving, shipment, specifications, spare parts, supplies, telecommunications, transportation, and other related subjects.
Disposition:
Cut off at end of each calendar year. Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 55
A-06-005-02
Procurement Files - Arranged by requisition number
Description:
Request for Services, Supplies, and Equipment (DS-1869) (also called an IMR), Requisition for Equipment, Supplies, and Furniture, Etc. (DS-1089-A), telegrams, and other documentation on procurement covering amendments, bin 3 reports, Blanket Purchase Agreements (BPA), Collect-On-Delivery (C.O.D.), electronic transfers, equipment, General Services Administration (GSA), Military Standard Requisitioning and Issue Procedures (MILSTRIP), preparations, procurement, purchase orders, repair parts, requests, requisitions, services, supplies, and other related subjects.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
N1-059-95-04, item 56
A-06-005-03a
Material Management - Receiving Files
Description:
Documentation on receiving of quick in/out supplies covering closed Orders, the General Services Administration (GSA), inspection reports, Military Standard Requisitioning and Issue Procedures (MILSTRIP), open orders, receiving report, supplies, and other related subjects.
a. Flat Files. Arranged by order numbers.
Disposition:
Destroy 2 years after placed in inactive file.
DispAuthNumber:
N1-059-95-04, item 57a
A-06-005-03b
Material Management - Receiving Files
Description:
Requisition for Equipment, Supplies, and Furniture, Etc. (DS-1089-A), Order for Supplies and Services (DD-250), Material Inspection and Receiving Report (DD-1155), telegrams, and other documentation on items posts have ordered covering materials, purchase orders, receiving, services, supplies, and other related subjects.
b. Post Orders Files. Arranged by purchase order numbers.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 57b
A-06-005-03c
Material Management - Receiving Files
Description:
Telegrams, and other documentation on items posts have received covering data, inventories, packing lists, receiving and inspections reports, and other related subjects.
c. Post Orders Received Files. Arranged by post.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 57c
A-06-005-04
Material Management - Warehouse Files
Description:
Documentation on warehouse items covering pick tickets, packing, preparations, shipping, transactions, and other related subjects.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
N1-059-95-04, item 58
A-06-005-05a
Material Management - Customer Service Files
Description:
Telegrams, and other documentation on customer service covering digital, equipment, radios, repairs, replacement, telephones, and other related subjects.
a. Post Customer Service Files. Arranged by post.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 59a
A-06-005-05b
Material Management - Customer Service Files
Description:
Correspondence, forms, and other documentation on customer service covering blanket purchase arrangements (BPA), notes, packing lists, price lists, repairs, and other related subjects.
b. Customer Service Files.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
N1-059-95-04, item 59b
A-06-005-06a
Material Management - Dispatching Files
Description:
a. Dispatching - Invoice Files. Copies of invoices on equipment and services.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
N1-059-95-04, item 60a
A-06-005-06b
Material Management - Dispatching Files
Description:
b. Dispatching - Government Bill of Lading Files. U.S. Government Bill of Lading (SF-1103).
Disposition:
Destroy when 2 years old.
DispAuthNumber:
N1-059-95-04, item 60b
A-06-005-06c
Material Management - Dispatching Files
Description:
Documentation on dispatches to posts covering sheets, packing documents, pick tickets, shipments, work sheets, and other related subjects.
c. Dispatching - Post Documents Files. Arranged by post.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 60c
A-06-005-06d
Material Management - Dispatching Files
Description:
Telegrams and other documentation on shipments to posts covering delivery and shipping arrangements.
d. Dispatching - Post Telegram Files. Arranged by post.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
N1-059-95-04, item 60d
A-06-005-07
Contract Coordination Files
Description:
Copies of contracts, correspondence, memorandums, telegrams, and other documentation on requests for services type contracts.
Disposition:
Destroy 2 years after the contract is closed.
DispAuthNumber:
N1-059-95-04, item 61
A-06-005-08a
Operations - Management Information Systems Files
Description:
Requisition for Equipment, Supplies, and Furniture, Etc. (DS-1089A), Request for Services, Supplies, and Equipment (DS-1869); memorandums; telegrams; and other related documentation on Bin 3 Reports, communications equipment, control numbers, data, equipment, move ticket, pick ticket, processing, purchase orders, receiving report, requests, spare parts, status of shipment, stock availability, supplies, vouchers, and other related subjects.
a. Pending Status and Completed Files. Arranged by control number.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 62a
A-06-005-08b
Operations - Management Information Systems Files
Description:
Copies of Requisition for Equipment, Supplies, and Furniture, Etc. (DS-1089A).
b. Purchase Order Files. Arranged by purchase order number.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 62b
A-06-005-09a
Operations - Worldwide Property Accountability Files
Description:
Correspondence, memorandum, telegrams, and other related documentation on domestic and posts inventories covering equipment and supplies.
a. Inventory Files. Arranged by post or domestic office.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 63a
A-06-005-09b
Operations - Worldwide Property Accountability Files
Description:
Telegrams on post property covering accountability, equipment, movement of equipment, pick tickets, property, Test and Installation Sheet, and other related subjects.
b. Movement Inventory Files. Arranged by post.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 63b
A-06-005-10a
Operations - Inventory Management Files
Description:
Annual Inventory Report of Equipment, Request for Services, Supplies, and Equipment (DS-1869), telegrams, and other documentation on equipment, excess property inventories, part numbers, research, and other related subjects.
a. Stock Log Purge.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
N1-059-95-04, item 64a
A-06-005-10b
Operations - Inventory Management Files
Description:
Annual Inventory Report of Equipment, Request for Services, Supplies, and Equipment (DS-1869), telegrams, and other documentation on equipment, excess property inventories, part numbers, research, and other related subjects.
b. All other items.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 64b
A-06-005-11
Intermediary Records
Description:
Records of an intermediary nature, meaning that they are created or used in the process of creating a subsequent record. To qualify as an intermediary record, the record must also not be required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. Records include:
Purchase Order and Invoice Files. Copies of hardcopy purchase orders, invoices and related documentation received from domestic offices and overseas posts and used to input data into official record copy of routine procurement and contract files maintained by A/LM/AQM.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, Item 020)
A-06-005-12
Storage Authorization Files
Description:
Copies of statements of transactions, statements of accountability, vouchers, schedules and other records documenting authorization of payment to private vendors for the storage of personal effects belonging to Foreign Service employees while stationed abroad. Record copy maintained by RM/GFS/F/C/EC.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if needed for business use. (Supersedes GRS 6, item 5b)
DispAuthNumber:
DAA-GRS-2016-0013-0001 (GRS 1.1, Item 001)
A-06-005-13
State Assistance Management System - SAMS
Description:
State Assistance Management System (SAMS)
Provides a Grant Management System of Record, as defined by federal the Grants Management Line of Business (GMLOB) guidelines. This system records and reports all Assistance actions (grants, cooperative agreements, and voluntary contributions) taken by the Department over course of each fiscal year. SAMS automates grants administration over the entire life cycle and follows the OMB Grant Management Process for the Pre-Award, Award, Post-Award, and Close-out stages.
Disposition:
Temporary. Cutoff at end of Fiscal Year. Destroy 15 years after closeout, or when no longer needed, whichever is later.
DispAuthNumber:
DAA-0059-2012-0007-0001
A-06-005-13a
Intermediary Records
Description:
State Assistance Management System (SAMS) records, both hard copy and electronic, including documents or forms designed and used solely to create, update, or modify the records in an electronic medium and not required for audit or legal purposes (such as need for signature). SAMS also produces outpout adhoc reports for one-time reference purposes.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-005-13d
State Assistance Management System - SAMS
Description:
d. Systems Backups:
System Backups and Tape Library Records. Backups tapes maintained for potential system restoration in the event of system failure or other unintentional loss of data.
Disposition:
Temporary. Destroy when superseded by a full backup, or when no longer needed for system restoration, whichever is later. (Supersedes GRS 24, item 4a[1]).
DispAuthNumber:
DAA-GRS-2013-0006-0005 (GRS 3.2, item 040)
A-06-005-13e
State Assistance Management System - SAMS
Description:
e. System Documentation
Includes systems requirements, system design, and user guides.
Disposition:
Temporary. Destroy 5 years after the project/activity/ transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system, but longer retention is authorized if required for business use. (Supersedes GRS 20, item 11a(1))
DispAuthNumber:
DAA-GRS-2013-0005-0003 (GRS 3.1, Item 051)
A-06-005-14
Risk Analysis and Management (RAM) System
Description:
The Risk Analysis and Management (RAM) system facilitates the management, collection and screening of information from organizations that wish to apply for Department of State contracts and grants to ensure that no Department of State funds are purposefully or inadvertently used to provide support to entities or individuals deemed to be a risk to national security. Organizations and businesses applying for Department of State contracts or grants are requested to submit a DS-4184 Information Form for all key personnel, including but not limited to, President, Vice President and Board of Directors, or other individuals with operational control of the organization or those individuals that administer funds. Information collected on the DS-4184 is entered into RAM by Department of State employees. Analysts manually vet the information in RAM using a number of intelligence databases. The RAM master file contains the following information: name; date of birth; place of birth; gender; citizenship(s); social security number or legal permanent resident number; e-mail address; current employer; and job title.
A-06-005-14a(1)
Risk Analysis and Management (RAM) System
Description:
a. Master File
(1) Yea Decisions
Records of individuals, organizations or businesses cleared during the vetting
process.
Disposition:
TEMPORARY. Delete/destroy one year after contract or grant is awarded.
DispAuthNumber:
DAA-0059-2012-0004-0001
A-06-005-14a(2)
Risk Analysis and Management (RAM) System
Description:
a. Master File
(2) Nay Decisions
Records of individuals not cleared during the vetting process.
Disposition:
TEMPORARY. Delete/destroy seven years after final decision.
DispAuthNumber:
DAA-0059-2012-0004-0002
A-06-005-14b
Intermediary Records
Description:
Risk Analysis and Management (RAM) System. System input allows organizations and businesses applying for Department of State funds to submit the DS-4184 Information Form. The system also produces adhoc reports for reference purposes.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-005-14d
Risk Analysis and Management (RAM) System
Description:
d. Documentation
Data systems specifications, file specifications, codebooks, record layouts, user
guides, output specifications, and final reports (regardless of medium) relating to
the RAM system.
Disposition:
TEMPORARY. Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (Supersedes GRS 20, item 11a[1]).
DispAuthNumber:
DAA-GRS-2013-0005-0003 (GRS 3.1, item 051)
A-06-005-14e
Risk Analysis and Management (RAM) System
Description:
e. Backups
Electronic record retained in case the master file or database is damaged or
inadvertently erased.
Disposition:
TEMPORARY. Destroy immediately after the identical records have been deleted or replaced by a subsequent backup file. (Supersedes GRS 20, item 8b).
DispAuthNumber:
DAA-GRS-2013-0006-0008 (GRS 3.2, item 051)
A-06-006-01
Policy and Procedures File
Description:
Consists of memoranda, studies and reports on significant plans, decisions and problems concerning the buildings management program.
Disposition:
Permanent. Retire to RSC after 5 years.
DispAuthNumber:
RRP, item 7a
A-06-006-02
President Guest House Files
Description:
Consists of plans, blueprints and related records.
Disposition:
Permanent. Retire to RSC after 5 years.
DispAuthNumber:
RRP, item 7b
A-06-006-03
Administrative Correspondence Files
Description:
Consists of correspondence and related records pertaining to the administration of the General Services function not otherwise provided for in this schedule.
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 11, item 1)
DispAuthNumber:
DAA-GRS-2016-0011-0001 (GRS 5.4, Item 010)
A-06-006-04
Space Management Files
Description:
Consists of correspondence, reports, forms and floor plans relating to the allocation, utilization and release of space; and related reports to GSA for domestic field offices and all Washington, D.C. area space (Main State and all Annexes).
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 11, item 1)
DispAuthNumber:
DAA-GRS-2016-0011-0001 (GRS 5.4, Item 010)
A-06-006-05
Building Plan Files
Description:
Includes floor plans, layouts, tracings, etc.
Disposition:
Destroy 2 years after termination of space assignment or when lease is canceled, or when plans are superseded or obsolete.
DispAuthNumber:
NN-171-066, item 5
A-06-006-06
Building Services - General Correspondence File
Description:
Consists of correspondence, forms and reports on moving, parking, telephone and other building services.
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 11, item 1)
DispAuthNumber:
DAA-GRS-2016-0011-0001 (GRS 5.4, Item 010)
A-06-006-07
Building Services - GSA Job Order File
Description:
Includes Request for Services (OF-263 replaces DS-1659), form letter Request to GSA for Cost Estimates, Job Order to GSA (GSA Form 1354) and related correspondence.
Disposition:
Destroy 3 months after work performed or job is canceled.
DispAuthNumber:
NN-171-066, item 7
A-06-006-08
Building Services - Telephone Order File
Description:
Includes Request for Telephone Service (OF-263), Order to FMSS for Telephone Service (SF-145) and related correspondence.
Disposition:
Destroy when 6 months old.
DispAuthNumber:
NN-171-066, item 8
A-06-006-09
Warehousing - Completed Order File
Description:
Consists of copy of purchase order or requisition, Bills of Lading, Delivery Receipts and DS-41, Delivery Slip.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
NN-171-066, item 18
A-06-006-10
Warehousing - Receiving and Inspection Report
Description:
JF-22 or the like
Disposition:
Destroy when 6 months old.
DispAuthNumber:
NN-171-066, item 19
A-06-007-01
Case Files on Contract Interpreters and Translators
Description:
Copies of language services contracts, test papers, letters of inquiry and reply, and papers regarding the experience, work record, suitability, and clearance of each person under contract to perform interpreting and translating service.
Disposition:
Destroy 5 years after expiration of contract.
DispAuthNumber:
NN-166-068, item 1
A-06-007-02
Requests for Translation Service
Description:
Form DS-434 or similar forms used for this purpose.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
II-NNA-2044, item 1
Description:
One copy of all transcripts taken at official meetings held in the Department at which government officials from other agencies and/or educational and commercial institutions participate. These transcripts will include all security classifications, and cover varied subject matters, e.g., United Nations Educational, Curtural and Scientific Organization Conferences, and foreign policy discussions.
Disposition:
Permanent. Retire Master set to RSC after 2 years; destroy all other copies when no longer needed for distribution.
DispAuthNumber:
352-S-173, item 1
A-06-007-04
IT Infrastructure Design and Implementation Files
Description:
b. Records for projects that are implemented.
Disposition:
Temporary. Destroy 5 years after project is terminated. (Supersedes GRS 24, item 11b).
DispAuthNumber:
DAA-GRS-2013-0005-0006 (GRS 3.1, item 010)
A-06-007-05
IT Infrastructure Design and Implementation Files
Description:
c. Installation and testing records.
Disposition:
Temporary. Destroy 5 years after project is terminated. (Supersedes GRS 24, item 11c).
DispAuthNumber:
DAA-GRS-2013-0005-0006 (GRS 3.1, item 010)
A-06-008-01a(1)
Diplomatic Mail and Pouch Operations Files
Description:
Telegrams, and other documentation on airline routes and schedules, mail and pouch operation covering air an surface transportation, Customs Service, costs, guidelines, interagency agreements, interagency liaison, mail, military postal services, policies, pouches, pouch services, printing, projects, routes, supplies, transportation, transportation requests, U.S. Postal Service (USPS), and other related subjects.
a. Subject Files.
(1) Interagency Agreements.
Disposition:
Cut off at end of each calendar year. Destroy 2 years after agreement has been terminated.
DispAuthNumber:
N1-059-95-04, item 69a(1)
A-06-008-01a(2)
Diplomatic Mail and Pouch Operations Files
Description:
Telegrams, and other documentation on airline routes and schedules, mail and pouch operation covering air an surface transportation, Customs Service, costs, guidelines, interagency agreements, interagency liaison, mail, military postal services, policies, pouches, pouch services, printing, projects, routes, supplies, transportation, transportation requests, U.S. Postal Service (USPS), and other related subjects.
a. Subject Files.
(2) All other material.
Disposition:
Cut off at end of each calendar year. Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 69a(2)
A-06-008-01b
Diplomatic Mail and Pouch Operations Files
Description:
Telegrams, and other documentation on airline routes and schedules, mail and pouch operation covering air an surface transportation, Customs Service, costs, guidelines, interagency agreements, interagency liaison, mail, military postal services, policies, pouches, pouch services, printing, projects, routes, supplies, transportation, transportation requests, U.S. Postal Service (USPS), and other related subjects.
b. Post Files.
Disposition:
Destroy when 3 years old or when no longer needed whichever is longer. (ref. II-NN-3607, item 4)
DispAuthNumber:
N1-059-95-04, item 69b
A-06-008-02
Diplomatic Mail and Pouch Files - Classified and Unclassified
Description:
Correspondence, telegrams, reports, printouts, and other documentation on mail and pouches covering computer room operations, contract services, flight schedules, gas receipts, missing pouches, policies, pouches, prohibited items, receipts, schedules, statistics, tracing actions, transfers, and other related subjects.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 70
A-06-008-03
Courier Pouch Invoice - DS-23A
Description:
form
a. Pink coy
b. Yellow copy
Disposition:
Destroy when 2 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 71a and b
A-06-008-04a
Diplomatic Pouch Mail Registration - OF-120
Description:
a. Electronic-Receipt System data.
Disposition:
Destroy when 2 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 72a
A-06-008-04b
Diplomatic Pouch Mail Registration - OF-120
Disposition:
Destroy when 2 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 72b
A-06-008-05a
Pouch Invoice - OF-244
Description:
a. Electronic-Receipt System data.
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 73a
A-06-008-05b
Pouch Invoice - OF-244
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 73b(1)
A-06-008-06a
Diplomatic Pouch Certification and Receipt - OF-253
Description:
a. Electronic-Receipt System data.
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 74a
A-06-008-06b
Diplomatic Pouch Certification and Receipt - OF-253
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 74b(1)
A-06-008-07
Receipt for Registered Mail - DS-454
Disposition:
Destroy when 2 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 75a
A-06-008-08
Registered Mail Invoice
Description:
Registered mail receipts (Forms DS-454 and DS-697) and registered mail invoices (Form DS-712) covering classified material received from outside sources.
Disposition:
Destroy when 2 years old. (ref. 352S326, item 6)
DispAuthNumber:
II-NNA-2409, item 5
A-06-008-09
Receipt Manifest - DS-794
Disposition:
Temporary. Destroy when 1 year old or when superseded or obsolete, whichever is applicable, but longer retention is authorized if required for business use. (Supersedes GRS 12, item 6a)
DispAuthNumber:
DAA-GRS-2016-0012-0002 (GRS 5.5, Item 020)
A-06-008-10
Air Cargo Transportation Request - DS-1035
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 9, item 1a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-008-11
Manifold Registry Dispatch Book - PS-3854
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 77
A-06-008-12
Firm Mailing Book - PS-3877
Disposition:
Destroy when 3 years old. (ref. II-NN-1794, item 1)
DispAuthNumber:
N1-059-95-04, item 78
A-06-008-13
U.S. Customs Service Letter and Receipt
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 79
A-06-009-02
Overseas Schools Advisory Council Records
Description:
Consists of correspondence, reports and related records pertaining to the organization, operation and personnel of the council and records of its meetings.
Disposition:
Permanent. Retire to RSC after 5 years.
DispAuthNumber:
NN-171-130, item 1
A-06-009-03a
Overseas Schools Country Files
Description:
a. General files consisting of correspondence, post reports, publications about schools and general background reference material relating to each geographic area.
Disposition:
TEMPORARY: Destroy correspondence when 3 years old; destroy reference material when it is of no further reference value. (NN-171-130, item 2a)
DispAuthNumber:
N1-059-01-16, item 1a
A-06-009-03b
Overseas Schools Country Files
Description:
b. Grant Files, consisting of a copy of the Grant Agreement, Financial Reports (JF-43), copies of vouchers for payment and related correspondence.
Disposition:
TEMPORARY: Destroy 3 years after termination of the grant.
DispAuthNumber:
NN-171-130, item 2b
A-06-009-04
Overseas Schools Questionnaire (FS-573, 573a and 574) Files
Description:
Consists of questionnaires and related correspondence, memorandums, statistical data, program statements, etc.
Disposition:
TEMPORARY: Destroy when 3 years old.
DispAuthNumber:
NN-171-130, item 3
A-06-010-01
Audits, Financial Statements, and Management Letters
Description:
Consolidated financial reports compiled by an auditor based on US GAAP (Generally Accepted Accounting Principles), and the financial information provided by employee associations at various posts abroad. Documents in this series include Audit Reports, Auditor Independence Statements, Annual Association Prepared Financial Statements, Semi-Annual Financial Statements, Ratio Analyses, and Management Letters.
Disposition:
Temporary. Destroy when 7 years old
DispAuthNumber:
DAA-0059-2011-0012-0001
Description:
Original Bylaws drafted by each employee association abroad. Documents are reviewed by the Office of Commissary and Recreation Affairs, and approved by the Assistant Secretary of Administration. The Bylaws outline the association’s parliamentary procedures, membership categories, rights and privileges.
Disposition:
Temporary. Destroy when superseded or obsolete.
DispAuthNumber:
DAA-0059-2011-0012-0002
Description:
Original Charters drafted by each employee association abroad. Documents are reviewed by the Office of Commissary and Recreation Affairs, and approved by the Assistant Secretary of Administration. The Charter provides the association with the authority to operate, and outlines the services that it is authorized to provide.
Disposition:
Temporary. Destroy when no longer needed for Agency business
DispAuthNumber:
DAA-0059-2011-0012-0003
A-06-010-04
Compliance Certifications
Description:
Certification from the Chief of Mission indicating that their respective employee association is properly managed and in full compliance with its charter and bylaws according to 6 FAM 500 regulations.
Disposition:
Temporary. Destroy when 5 years old.
DispAuthNumber:
DAA-0059-2011-0012-0004
A-06-010-05
Federal Acquisition Regulation (FAR) Waivers
Description:
The Office of Commissary and Recreation Affairs, along with the Procurement Executive, are authorized to issue employee associations class exceptions, on a case-by-case basis, to FAR 3.601.
Disposition:
Temporary. Destroy when superseded or obsolete.
DispAuthNumber:
DAA-0059-2011-0012-0005
A-06-010-06
Insurance Waivers
Description:
According to 6 FAM 530, employee associations are required to obtain general liability, property, and bonding insurance. When an association Board of Directors believes insurance to be prohibitively expensive or unnecessary, it may request a waiver from the Office of Commissary and Recreation Affairs.
Disposition:
Temporary. Destroy when superseded or obsolete.
DispAuthNumber:
DAA-0059-2011-0012-0006
A-06-010-07
Legal Opinions
Description:
Copies of various legal opinions connected with employee association operations.
Disposition:
Temporary. Destroy when no longer needed for Agency business.
DispAuthNumber:
DAA-0059-2011-0012-0007
A-06-010-08
License Agreements
Description:
Documents logistical support provided by post, the rights and responsibilities of each party, and stipulates a fee for use of the property, if appropriate.
Disposition:
Temporary. Destroy when superseded.
DispAuthNumber:
DAA-0059-2011-0012-0008
A-06-010-09
Employee Association Liquidations
Description:
Files contain documents supporting the suspension/liquidation of employee associations. Includes such things as bank statements, receipts, credit card statements, reconciliation reports, copies of checks, etc.
Disposition:
Temporary. Maintain in local files until the case is closed, then retire to Records Service Center. Retain for 10 years, then destroy.
DispAuthNumber:
DAA-0059-2011-0012-0009
A-06-010-10
Central Fund Files
Description:
Files document loans to employee associations. Includes such things as balance sheets, bank statements, copies of checks, reconciliations, etc.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 5, item 1).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-010-11
Time and Attendance Records
Description:
Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records documenting employees’ presence at or absence from work.
Includes such forms as DS-1216, Earnings and Leave Statement
Legal citation: 29 U.S.C. 516.5a
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0004-0002 (GRS 2.4, item 030)
A-06-011-01
General Subject Files - General
Description:
Master file of reports, surveys, agreements, GSA and other Federal
regulations and procedures, and other such data showing inception and scope of the supply management program.
Disposition:
Retire to RSC after 5 years.
DispAuthNumber:
II-NN-3250, item 6
A-06-011-02
Supply Management Project File - General
Description:
Consists of copies of reports, studies and analyses on supply management projects with supporting papers documenting project inception, scope, procedure and accomplishment.
Disposition:
Permanent. Retire to RSC after 5 years.
DispAuthNumber:
II-NN-3250, item 65
A-06-011-03
Bills of Lading File - General
Description:
U.S. Government Bills of Lading, Certificates in lieu of Lost U.S.
Government Bills of Lading, airway and railroad freight bills, with related correspondence including claims pertaining to the packing and trucking of domestic and overseas supplies and equipment and the overseas shipping of official goods by common carrier.
Disposition:
Destroy records relating to claims 2 years after settlement of claim; destroy all other records when 3 years old. (ref. 352-S173, item 26)
DispAuthNumber:
II-NN-3250, item 13
A-06-011-04
Bills of Lading Register - General
Description:
Control register showing GBL number, date of issue, requisition number, and division, shipping points, method of shipment, and name of procurement agent.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 9, item 1a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-05
Records on Loss or Damage of Property Shipped Overseas - General
Description:
Copies of post reports such as Report of Damaged or Missing Articles in Shipment of Supplies and Equipment (FS-434), and related correspondence pertaining to Departmental action taken to settle claims for reimbursement or replacement by vendor, packer or shipper.
Disposition:
Retire inactive files 1 year after settlement; destroy 3 years after settlement of claim.
DispAuthNumber:
II-NN-3250, item 68
A-06-011-10
Executed Contracts - Procurement
Description:
Transaction case files on contracts, including such forms as initiating requisitions, invitations to bid, specifications, bids, bid abstracts, contract provisions, certificates of award, advice of miscellaneous obligations and related correspondence.
Original contracts- Transactions of MORE than $25,000 and all construction contracts exceeding $2,000.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 3a[1][a]).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-11
Unsuccessful and No Award Files - Procurement
Description:
Folders on contracts canceled before being awarded or a bid accepted, along with related correspondence.
Disposition:
Destroy 3 fiscal years after cancellation.
DispAuthNumber:
II-NN-3250, item 32
A-06-011-12
Departmental Purchase Orders - Procurement
Description:
Documents such as requisitions (OF-263 replaces DS-1659), purchase orders (DS-1089), specifications, bid abstracts, vouchers for petty purchases, receipts, copies of requisitions initiated by the Department to GSA, and requests to the Federal Prison Industries for clearance to purchase from other sources.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes: II-NN-3250, item 26).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-13
Foreign Service Purchase Order File - Procurement
Description:
Documents such as requisitions (OF-263 replaces DS-1659), purchase orders (OF-206 replaces FS-455), specifications, bid abstracts, advice of miscellaneous obligations, registers of inter office transfers, packing lists, shipping instructions, receipts, invoices, and copies of requisitions and purchase orders to GSA.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes: II-NN-3250, item 27).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-14
Narcotic Certificates - Procurement
Description:
Requests to Internal Revenue Service for Certification of Exempt Officials- Narcotics; and U.S. official order form - opium, coca leaves, opiates, etc., for the official purchase of drugs for use in the medical and health programs of the Department and the Foreign Service.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes: II-NN-3250, item 28).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-15
Vendors File - Procurement
Description:
Includes copy of purchase orders.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes: II-NN-3250, item 30).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-16
Requisition Control Card - Procurement
Description:
Control records for (a) Foreign Service requisitions of equipment, supplies, furniture and furnishings; and (b) Departmental requisitions for supplies, equipment and services.
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 3, item 9b)
DispAuthNumber:
DAA-GRS-2016-0011-0001 (GRS 5.4, Item 010)
A-06-011-17
Off-Schedule Log - Procurement
Description:
Record of routine and emergency off schedule requisitions for supplies and equipment submitted by posts after the regular submission date.
Disposition:
Destroy when no longer needed for operating purposes.
DispAuthNumber:
II-NN-3250, item 25
A-06-011-18
Procurement Correspondence File - Procurement
Description:
Correspondence and reports relating to internal operation and administration of the procurement program.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
II-NN-3250, item 33
A-06-011-20
Automotive Fleet Control - Administrative Subject Files
Description:
Letters, memoranda, airgrams, reports, copies of forms, printed materials, circulars, worksheets and other papers on audits, delegations of authority, records disposal, requisitions, office procedures and other administrative matters.
Disposition:
Destroy when 4 years old, or when superseded, obsolete or no longer needed for current operations.
DispAuthNumber:
NN-164-051, item 1
A-06-011-21
Automotive Fleet Control - Country File
Description:
General correspondence with posts regarding instructions on vehicles and their values, automotive operations and maintenance costs, the assignment of vehicles to use, the transmittal of inventories, the replacement cycle, and other subjects pertaining to the automobiles at each post.
Disposition:
Destroy when no longer needed in current operations.
DispAuthNumber:
NN-164-051, item 2
A-06-011-22
Automotive Fleet Control - Historical or Precedent File
Description:
Circulars, instructions, newspaper clippings, laws and regulations, reports, sample forms, post communications and memoranda, and other papers that document the inception, policies, scope, principal development, plans, and projects of the automotive program for the Foreign Service.
Disposition:
Retain Permanently
DispAuthNumber:
NN-164-051, item 3
A-06-011-23
Automotive Fleet Control - Vehicle Case File
Description:
Consists of airgrams, memoranda, purchase orders, advice of obligations, statement regarding Federal excise tax exemption, communications with the U.S. Dispatch Agency regarding shipping and shipping costs, certificates of award, sales authorization, property transfer record, and other papers pertaining to the purchase, sale or disposition of individual vehicles.
Disposition:
Transfer to RSC three (3) years after sale or disposition of vehicle. Destroy 7 years after sale or disposal of vehicle. (ref. 352-S173, item 18)
DispAuthNumber:
NN-164-051, item 5
A-06-011-24
Automotive Fleet Control - Vehicle Inventory Report
Description:
Copies of world-wide automotive vehicle inventory reports. Other copies of this inventory are included in the budget records.
Disposition:
Destroy when 2 years old. (ref. 352-S173, item 16)
DispAuthNumber:
NN-164-051, item 7
A-06-011-25
Automotive Fleet Control - General Services Administration Invitations to Bid
Description:
Copies of GSA Federal Supply Service invitations to bid on vehicles and related correspondence.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
NN-164-051, item 8
A-06-011-26
Automotive Fleet Control - Automotive Program Budget Records
Description:
Copies of budget calls, estimates, exhibits, working papers and circulars.
a. All records except working papers.
Disposition:
Destroy all other records 3 years after close of fiscal year covered by the budget. (ref. 352-S172, item 7)
DispAuthNumber:
NN-164-051, item 9a
A-06-011-26a
Automotive Fleet Control - Automotive Program Budget Records
Description:
Copies of budget calls, estimates, exhibits, working papers and circulars.
b. Working papers
Disposition:
Destroy when one (1) year old. (ref. 352-S172, item 7)
DispAuthNumber:
NN-164-051, item 9b
A-06-011-27
Automotive Fleet Control - Administrative Support Records
Description:
Includes copies of communications from posts regarding administrative support agreement estimates, copies of vehicle inventories, and schedules pertaining to vehicles furnished to or shared with other Government agencies abroad.
Disposition:
Destroy 3 years after close of fiscal year covered by the related budget.
DispAuthNumber:
NN-164-051, item 10
A-06-011-28
Automotive Fleet Control - Inspection Reports
Description:
Excerpts from Foreign Service Inspection Reports, statements to facilitate inspection, and compliance reports.
Disposition:
Destroy when superseded by a later report. (ref. II-NN-3250, item 11)
DispAuthNumber:
NN-164-051, item 12
A-06-011-29
Automotive Fleet Control - Standardization Plan Operating Records
Description:
Copies of reports on findings and determinations, instructions to Foreign Service posts, and related communications and reports pertaining to the operation of the plan for standardizing certain types of vehicles for post use.
Disposition:
Destroy upon revision of standardization plan or when no longer needed in current operations.
DispAuthNumber:
NN-164-051, item 15
A-06-011-30
Automotive Fleet Control - Obligation Control Records
Description:
Vehicle purchase orders and related advice of obligation.
Disposition:
Destroy when 3 years old. (ref. 352-S173, item 27)
DispAuthNumber:
NN-164-051, item 16
A-06-011-31
Automotive Fleet Control - Proceeds of Sale Records (Trucks)
Description:
Memoranda from Fiscal Services Division attaching copies of sales agreements, notice of funds deposited in the Deposit Fund Account, with related memoranda, and requesting advice on the proper disposition of the funds received.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use. (Supersedes GRS 10, Item 6)
DispAuthNumber:
DAA-GRS-2016-0011-0004 (GRS 5.4, Item 040)
A-06-011-32
Automotive Fleet Control - Proceeds of Sale Records (Passenger Vehicles)
Description:
Memoranda, reports, forms and other papers such as change notices, presenting identifying data on vehicles sold abroad and the proceeds of sale.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use. (Supersedes GRS 10, item 6)
DispAuthNumber:
DAA-GRS-2016-0011-0004 (GRS 5.4, Item 040)
A-06-011-33
Automotive Fleet Control - Records of Special Use of Overseas Vehicles
Disposition:
Destroy 2 years after cancellation or voiding of authorization, or closing of post.
DispAuthNumber:
II-NN-3250, item 67
A-06-011-42
Expendable Stock Control - Stock Replenishment File
Description:
Consists of requisitioning documents and purchase orders for certain contract items.
Disposition:
Destroy 1 fiscal year after receipt of items.
DispAuthNumber:
II-NN-3250, item 36
A-06-011-43
Expendable Stock Control - Supply Contracts
Description:
Work copies of supply contracts and GSA Contract Schedules.
Disposition:
Destroy upon termination of contract.
DispAuthNumber:
II-NN-3250, item 37
A-06-011-44
Expendable Stock Control - Printing Samples and Requisitions on the Public Printer
Description:
Includes samples of all forms stocked and issued, with copies of requisitions to the Public Printer, printing specifications, printing negatives, procurement orders, invoices, transfer of funds vouchers, and circulars or other information pertinent to their required use.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 6a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-45
Expendable Stock Control - Supply Stock Files
Description:
Reports and correspondence relating to overseas reproduction of forms; Department of State Procurement Regulations and Procedures, Department of State Supply Catalog changes and general supply stock control matters.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
II-NN-3250, item 46
A-06-011-46
Expendable Stock Control - Register of Watchclock Repairs
Description:
Register of watchclocks returned from posts for repair, maintained to show date of receipt, post, make of clock, serial number and make of the replacement clock and date forwarded to post.
Disposition:
Destroy after 3 fiscal years.
DispAuthNumber:
II-NN-3250, item 47
A-06-011-47
Expendable Stock Control - Watchclock Repair Correspondence
Description:
Correspondence to and from the clock company to which damaged watchclocks are sent for repair, including copies of purchase orders issued to cover cost of repair.
Disposition:
Destroy after 3 fiscal years.
DispAuthNumber:
II-NN-3250, item 48
A-06-011-48
Non-Expendable Property Control - Purchase Orders for Property Control
Description:
Consists of work copies of purchase orders, receiving and inspection reports for partial deliveries, and tally-in sheets for warehouse receipts of new or replacement stock and non-stock items.
Disposition:
Destroy after 3 fiscal years.
DispAuthNumber:
II-NN-3250, item 49
A-06-011-49
Non-Expendable Property Control - Departmental Inventory Control Records
Description:
Perpetual inventory quality control records of both mechanical devices and office furniture.
Disposition:
Destroy 2 years after discontinuance of item, or 2 years after stock balance is transferred to a new card.
DispAuthNumber:
II-NN-3250, item 50
A-06-011-50
Non-Expendable Property Control - Departmental Non-Expendable Property Record
Description:
Consists of an inventory record card for each safe and office machine, such as DS-1299 and related record of loss or damage where appropriate.
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 3, item 9b)
DispAuthNumber:
DAA-GRS-2016-0011-0001 (GRS 5.4, Item 010)
A-06-011-52
Non-Expendable Property Control - Requisitions for Stock Equipment
Description:
Requests for new or additional office machines or equipment, such as Requisitions for Supplies, Equipment or Services, signed by receiving office after delivery has been made.
Disposition:
Destroy 2 years after completion of order.
DispAuthNumber:
II-NN-3250, item 55
A-06-011-53
Non-Expendable Property Control - Report of Excess Equipment Returned to Stock
Description:
Requisitions requesting pick-up and return to stock of excess equipment and related control records.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
II-NN-3250, item 56
A-06-011-54
Non-Expendable Property Control - Repairs File
Description:
Daily telephone lists and requisitions for repair services and service receipts.
Disposition:
Destroy 2 months after completion of repair.
DispAuthNumber:
II-NN-3250, item 59
A-06-011-55
Non-Expendable Property Control - Replacement Program File
Description:
Work papers and plans concerning the non-expendable property replacement program.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
II-NN-3250, item 60
A-06-011-56
Non-Expendable Property Control - Reports of Excess Personal Property
Description:
Reports to GSA on utilization and disposal of excess and surplus personal property.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
II-NN-3250, item 61
A-06-011-57
Non-Expendable Property Control - Surplus Property Case File
Description:
Case files on sales of surplus property consisting of invitations, bids, acceptances, lists of materials, evidence of sales and related correspondence.
Disposition:
Destroy 3 years after final settlement. (ref. 352-S173, item 33)
DispAuthNumber:
II-NN-3250, item 62
A-06-011-65
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Post Shipping File - Case files consisting of working copies of purchase orders, requisitions for supplies, equipment or medicines, packing orders, packing lists, notifications of shipment, duplicate invoices, manifests, dock receipts and related correspondence.
Disposition:
Destroy after 3 fiscal years.
DispAuthNumber:
II-NN-3250, item G 69
A-06-011-66
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Commercial Packing File - Control file used to coordinate and expedite shipments of articles packed by commercial packers.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
II-NN-3250, item G 72
A-06-011-67
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Shipment Reports - Daily log of shipments indicating production, monetary value, date of shipment, type of shipment, and time of pick up.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
II-NN-3250, item G 73
A-06-011-70
Warehouse Operations - General Warehouse Records
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Mechanical Equipment Records - Operating records and charts for scheduling mechanized warehouse equipment for servicing, inspection, overhaul or repair, including performance, usage and cost records.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
II-NN-3250, item G 74
A-06-011-71
Warehouse Operations - General Warehouse Records
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Truck Delivery Schedules
Disposition:
Destroy when 1 month old.
DispAuthNumber:
II-NN-3250, item G 75
A-06-011-72
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Warehouse Inventory Records - Non-expendable inventory records of furniture and equipment returned to stock and including survey data as to items suitable for re-issue, requiring repairs or refinishing, or recommended for excess declaration.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
II-NN-3250, item G 76
A-06-011-73
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Production Reports - Copies of monthly production reports showing such information as number of line items issued from stock, etc.
Disposition:
Destroy when 1 year old.
DispAuthNumber:
II-NN-3250, item G 77
A-06-011-74
Warehouse Operations - Packing and Shipping
Description:
Records pertaining to the Department warehouse operated for the receipt, storage and issue of all furniture and supplies for domestic offices; the storage issue, export packing/shipping of special items and forms utilized by the Foreign Service posts; and the packing/shipping of intransit shipments overseas.
Warehouse Management Records - Records such as warehouse layout plans for location of components, bin and bulk storage layouts; manpower utilization statistics and reports; and general administrative files.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
II-NN-3250, item G 78
A-06-011-80
Transportation - Travel Orders and Authorizations
Description:
Includes requests, authorizations, orders, obligating documents, and other records related to official travel.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 9, item 3a)
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-81
Transportation - Authorization Number Books
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 9, item 3a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-011-82
Transportation - Personal and Household Effects Records
Description:
Consists of forms, correspondence, and other records pertaining to the transportation of personal and household effects.
Disposition:
Destroy 2 years from date of transportation authorization.
DispAuthNumber:
352-S-173, item 45
A-06-011-83
Transportation - Through Bill of Lading Files
Description:
Residence to residence bills of lading, memorandums to posts requesting shipping costs, letters to carriers requesting rate quotations for different posts, inbound and outbound cost comparisons, and letters to carriers and other correspondence expressing eligibility or non-eligibility for Through Bill of Lading.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
NC1-059-77-23, item 1
A-06-011-84
Transportation - Subject Files on Contracts
Description:
Correspondence, memorandums, and other papers on liquidation, permanent storage, export packing, and other aspects of the shipment and storage of personal and household effects.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
NC1-059-77-23, item 2
A-06-011-86a
Transportation - Transportation Subject Files
Description:
Correspondence, memorandums, and other papers that document the inception, development, scope, and policies of the transportation program for the Foreign Service.
a. Historical or precedent files.
Disposition:
Permanent. Retire to RSC when 5 years old or when no longer needed for reference use, whichever occurs first. Offer to the National Archives when 30 years old.
DispAuthNumber:
NC1-059-77-23, item 3a
A-06-011-86b
Transportation - Transportation Subject Files
Description:
Correspondence, memorandums, and other papers that document the inception, development, scope, and policies of the transportation program for the Foreign Service.
b. All other subject files.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
NC1-059-77-23, item 3b
A-06-011-86c
Transportation - Transportation Subject Files
Description:
Correspondence, memorandums, and other papers that document the inception, development, scope, and policies of the transportation program for the Foreign Service.
c. Chron files.
Disposition:
Destroy when 2 years old.
DispAuthNumber:
NC1-059-77-23, item 3c
A-06-011-87
Transportation - Transportation Staff Studies
Description:
Consists of studies on ocean freight rates, per diem, charter aircraft.
Disposition:
Destroy when obsolete or 2 years old, whichever is sooner.
DispAuthNumber:
NC1-059-77-23, item 4
A-06-011-88
Import and Export Records - U.S. Dispatch Agencies
Description:
Records maintained on imports and exports handled by the United States Dispatch Agency. They include customs actions, copies of vouchers and Government bills of lading with related documents and correspondence on shipments on which all payments have been satisfied. The record copies of the vouchers and bills of lading are submitted to the Office of Finance where they are retained for the necessary period to meet GAO site audit requirements.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
II-NNA-3009, item 1
A-06-011-88a
Import and Export Records - U.S. Dispatch Agencies
Description:
Manifest of incoming and outgoing shipments, showing consignee, destination, number of shipment, date received and forwarded, name of steamer, weight, contents, charges, and other pertinent information.
Disposition:
Destroy 10 years after date of last entry on log.
DispAuthNumber:
II-NNA-3009, item 2
A-06-012-01
Allowance and Differential Policy File
Description:
Consists of correspondence, reports and staff studies of the organization, administration, policies, and procedures of the Allowances and Differential Program. These records document policies and general procedures concerning the government-wide alowances system administered by the Allowance Division.
Disposition:
Permanent. Retire to RSC after 10 years.
DispAuthNumber:
II-NN-3244, item 1
A-06-012-02a
Reference and Administration Files
Description:
Consists of correspondence, reports, working papers, reference publications, etc.
a. Correspondence with private organizations and individuals.
Disposition:
Destroy when 5 years old. (ref. II-NN-3326, item 1)
DispAuthNumber:
NN-171-129, item 1a
A-06-012-02b
Reference and Administration Files
Description:
Consists of correspondence, reports, working papers, reference publications, etc.
b. Subject Files.
Disposition:
Destroy when 15 years old. (ref. II-NN-3326, item 1)
DispAuthNumber:
NN-171-129, item 1b
A-06-012-03a
Quarters and Cost of Living Post Files
Description:
a. Correspondence concerning rent and price controls, transmitting and explaining Retail Price Schedules, requests for quarters allowance, cost of living statistics developed by foreign governments, and communications on economic conditions.
Disposition:
Destroy when 10 years old. (ref. II-NN-3244, items 3a, c, d, and e)
DispAuthNumber:
NN-171-129, item 2a
A-06-012-03b
Quarters and Cost of Living Post Files
Description:
b. Allowance recommendations and supporting documents including DSP-23, Retail Price Schedule.
Disposition:
Destroy when 10 years old. (ref. II-NN-3244, items 3a, c, d, and e)
DispAuthNumber:
NN-171-129, item 2b
A-06-012-03c
Quarters and Cost of Living Post Files
Description:
c. Reports of Inspectors.
Disposition:
Destroy when replaced by two subsequent reports. (ref. II-NN-3244, items 3a, c, d, and e)
DispAuthNumber:
NN-171-129, item 2c
A-06-012-04
Washington, D.C. Retail Price Schedule
Disposition:
Destroy when 5 years old except for February schedules. Destroy February schedules when 10 years old. (ref. II-NN-3244, item 4)
DispAuthNumber:
NN-171-129, items 3a and 3b
A-06-012-05
Survey of Territories
Description:
Correspondence, retail price schedules, index and price ratios, worksheets, and cost of living questionnaires.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
II-NN-3244, item 5
A-06-012-06
Allowance Record
Description:
This record is a visible card index containing information as to effective date, date order issued, order number, class, etc. As a summary of allowance activities of the division this record is of long-term administrative value.
DispAuthNumber:
II-NN-3244, Item 6
A-06-012-07
Quarters Costs Records
Description:
SF-1190, Foreign Allowance Application Grant and Report, and related worksheets.
Disposition:
Destroy upon receipt of new annual form. (ref. II-NN-3244, item 7)
DispAuthNumber:
NN-171-129, item 4
A-06-012-08a
Standardized Regulations File
Description:
Includes record copies of changes in allowance regulations affecting all Government civilian employees overseas, together with initial recommendations and the official signed authority for the changes, and official record copy of the printed changes.
a. Record copy of each printed change.
Disposition:
Permanent. Transfer to National Archives in 5-year blocks when 10 years old. (ref. IINN-3244, item 8)
DispAuthNumber:
NC1-059-80-02, item 1a
A-06-012-08b
Standardized Regulations File
Description:
Includes record copies of changes in allowance regulations affecting all Government civilian employees overseas, together with initial recommendations and the official signed authority for the changes, and official record copy of the printed changes.
b. Background material.
Disposition:
Destroy when 25 years old. (ref. IINN-3244, item 8)
DispAuthNumber:
NC1-059-80-02, item 1b
A-06-012-09
Education Allowance Recommendations
Description:
Consists of copies of allowance recommendations, initial and subsequent annual questionnaires, evaluation worksheets, reports and correspondence with foreign posts, information copies of outgoing instructions on classification and reclassification of education allowance rates, record copies of memorandums interpreting regulations on educational allowance.
Disposition:
Retire to RSC after 7 years. Destroy when 12 years old. (ref. II-NN-3244, item 11)
DispAuthNumber:
NN-171-129, item 5
A-06-012-10
Application for Grant of Educational Allowance
Disposition:
Destroy when 3 years old. (ref. II-NN-3244, item 12)
DispAuthNumber:
NN-171-129, item 6
A-06-012-11
Differential Post File
Description:
Consists of Differential Questionnaire, correspondence concerning rates, copies of current and rescinded Post Reports.
Disposition:
Retire to RSC after 7 years. Destroy when 12 years old. (ref. II-NN-3244, item 14)
DispAuthNumber:
NN-171-129, item 7
A-06-012-12
Unhealthful Post File
Description:
Consists of rate determinations memos, drafts of amendments to Unhealthful Post List; and copies of printed amendments.
a. file dated prior to 1950
Disposition:
Retain (ref. II-NN-3244, item 15)
DispAuthNumber:
NN-171-129, item 8a
A-06-012-12a
Unhealthful Post File
Description:
Consists of rate determinations memos, drafts of amendments to Unhealthful Post List; and copies of printed amendments.
b. All other files
Disposition:
Destroy when 12 years old.
DispAuthNumber:
NN-171-129, item 8b
A-06-013-15
Program Subject Files
Description:
Arranged by subject. Records documenting the development and issuance of the Department’s domestic emergency management policies and procedures. Included are directive and plans, policy and issue papers, briefing materials, reports, studies, and related records.
Disposition:
Temporary. Cut off after issuance of new directive or plan. Destroy 5 years after cut-off.
DispAuthNumber:
N1-059-10-09, item 1
A-06-013-16
Emergency Management Center (EMC) Operations Files
Description:
Consists of meeting and training schedules, daily reports, marketing materials, Department notices concerning emergency preparedness and alert warning messages, duty rosters, and emergency preparedness presentations.
Disposition:
Temporary. Cut off file at end of each calendar year. Destroy 5 years after cut-off date.
DispAuthNumber:
N1-059-10-09, item 2
A-06-013-17
Emergency Operations Files
Description:
Contains documentation on the Incident Management Team’s (IMT) responses to emergency domestic incidents and/or events, also included but not limited to, IMT incident action plans and associated completed Incident Command System forms.
Disposition:
Temporary. Cut off file at end of each calendar year. Destroy 5 years after cut-off date.
DispAuthNumber:
N1-059-10-09, item 3
A-06-013-18
Facility Emergency Action Plans (FEAPS)
Description:
FEAPS are building-specific emergency action plans, used to describe actions taken across a wide range of domestic emergencies to ensure the safety of Department employees and protect property in buildings where the Department occupies space. A FEAP is also known as an Occupant Emergency Plan (OEP).
Disposition:
Temporary. Destroy when superseded or no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-09, item 4
A-06-013-19
Bureau Emergency Action Plans (BEAPS)
Description:
BEAPS are bureau-specific plans used to provide guidance to ensure the safety of Department employees and to ensure bureau readiness to continue Mission Essential Functions (MEFs) across a wide range of domestic emergencies that impact the Department.
Disposition:
Temporary. Destroy when superseded or no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-09, item 5
A-06-013-20
Emergency Planning Administrative Correspondence Files
Description:
Correspondence files relating to administration, training schedules, Department notices concerning emergency preparedness and alert warning messages, duty rosters, and operation of the emergency planning program, not covered elsewhere in this schedule. Note: this item does not cover records documenting policy and procedures.
Disposition:
Destroy when 5 years old.
DispAuthNumber:
N1-059-10-09, item 6
A-06-013-21
Office of Inspector General (OIG) Reports
Description:
Copies of OIG (Office of Inspector General) inspection, security oversight, and audit reports; documents relating to tasking actions involving OIG report recommendations; and reports of coordinating actions and responses to OIG recommendations.
Disposition:
Temporary. Cut off file at the end of each calendar year. Destroy 2 years after action is closed by the OIG or when no longer needed whichever is sooner.
DispAuthNumber:
N1-059-10-09, item 7
A-06-013-22
Drills and Exercises Files
Description:
Consists of after action assessment reports on telephone drills, relocation drills, evacuation drills, shelter in place, tabletop exercises, and emergency notification tests.
Disposition:
Temporary. Cut off file at end of each calendar year. Destroy 5 years after cut-off date.
DispAuthNumber:
N1-059-10-09, item 8
A-06-013-23
Weekly Activity Reports (WAR)
Description:
Consists of weekly reports and weekly agendas on business activities.
Disposition:
Temporary. Destroy when no longer needed.
DispAuthNumber:
N1-059-10-09, item 9
A-06-013-24a
Training and Outreach Records
Description:
General file of agency-sponsored training, EXCLUDING record copy of manuals, syllabuses, textbooks, and other training aids developed by the agency.
Correspondence, memoranda, agreements, authorizations, reports, requirement reviews, plans, and objectives relating to the establishment and operation of training courses and conferences.
Disposition:
Temporary. Destroy when 3 years old, or 3 years after superseded or obsolete, whichever is appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 1, item 29a(1))
DispAuthNumber:
DAA-GRS-2016-0014-0001 (GRS 2.6, Item 010)
A-06-013-24b
Training and Outreach Records
Description:
Background and working files
Disposition:
Temporary. Destroy when 3 years old, or 3 years after superseded or obsolete, whichever is appropriate, but longer retention is authorized if required for business use. (Supersedes GRS 1, item 29a(2))
DispAuthNumber:
DAA-GRS-2016-0014-0001 (GRS 2.6, Item 010)
A-06-013-25
Financial Management and Reporting Administrative Records
Description:
Records related to managing financial activities (i.e. commercial and non-commercial travel and transportation) and reporting. Records include:
• correspondence/forms of general travel files
• subject files
• feeder reports
• workload management and assignment records
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if needed for business use. (Supersedes GRS 9, item 4a)
DispAuthNumber:
DAA-GRS-2016-0013-0001 (GRS 1.1, item 001)
A-06-013-26
Passenger Transportation Files
Description:
Original vouchers and support documents covering passenger transportation charges of settled fiscal accounts, including registers and other control documents.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 9, item 1a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-013-27
Budget Preparation Background Records
Description:
Records held at all other offices. Preliminary budget estimates, justifications, cost statements, narrative statements, rough data, and similar materials from internal agency components (individual offices, divisions, programs, etc.) for use in preparing annual, agency-wide budget requests.
Disposition:
Temporary. Destroy when 2 years old, but longer retention is authorized if required for business use. (Supersedes GRS 5, item 2)
DispAuthNumber:
DAA-GRS-2015-0006-0006 (GRS 1.3, item 041)
A-06-013-28
Supervisors' Personnel Files
Description:
Records on positions, authorizations, pending actions, position descriptions, training records, individual development plans, telework agreements, award recommendations, and records on individual employees not duplicated in or not appropriate for the OPF. These records are sometimes called supervisors’ working files, unofficial personnel files (UPFs), and employee work folders or “drop” files.
Exclusion 1: Records that become part of a grievance file, an appeal or discrimination complaint file, a performance-based reduction-in-grade or removal action, or an adverse action. These records are covered under GRS 2.3, Employee Relations Records.
Exclusion 2: Employee medical documents, unless part of employee’s initial request for reasonable accommodation. Following approval, the agency’s reasonable accommodation decision replaces medical documentation and becomes the record. Reasonable accommodation employee case files are covered under GRS 2.3, Employee Relations Records.
Disposition:
Temporary. Review annually and destroy superseded documents. Destroy remaining documents 1 year after employee separation or transfer. (Supersedes GRS 1, item 18a and GRS 1, item 18b)
DispAuthNumber:
DAA-GRS-2017-0007-0012 (GRS 2.2, item 080)
A-06-015-01
Information and Privacy Coordinator - Program Files - Arranged by TAGS and Terms
Description:
Congressional correspondence, public correspondence, memorandums, reports, telegrams, and other documentation on requests for access to Department information under various current and previous acts, orders, and amendments covering appeals, classification review, commissions, Congress, Department Central Foreign Policy File, depositions, discovery requests, embassies, Ethics in Government Act, Executive Order 12356, Executive Order 12958, foreign governments, Foreign Relations of the United States, Freedom of Information Act, General Accounting Office, Information Security Oversight Office, Inspector General, international organizations, law suites, Legal Adviser Office, legislation, litigation, Mandatory Review, manuscript review, National Archives, Office of Management and Budget, other agencies, plans, policies, Privacy Act, procedures, programs, records centers, subpoenas, weekly activity reports, and other related subjects.
Arrange file by TAGS and Terms. Cut off file at end of calendar year.
Disposition:
Cut off at end of calendar year. Retire to RSC when 3 years old. Destroy when 6 years old.
DispAuthNumber:
N1-059-95-04, item 23
A-06-015-02
Special Collections
Description:
Unique case files containing copies of records and original materials collected in response to FOIA and Privacy Act request, investigations by Congress and special prosecutors, and major court cases. Records have been retrieved from a variety of file sources. Collections may also result from investigation of alleged or known abuse, fraud, irregularities, violations of law or regulations. Documentation on search strategies may also be included.
Disposition:
Permanent. Retire to RSC upon determination of Director IM/IPS. Retire to WNRC 5 years later. Transfer to the National Archives when material in collection is 30 years old.
DispAuthNumber:
N1-059-92-10, item 1
A-06-015-03
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case Files
Description:
FREEDOMS is a case tracking, imaging system, and primary source of classification changes and release determinations. It is used to collect and identify vital information relevant to all information access requests received by the Office of Information Programs and Services. In FREEDOMS information is collected and standardized for retrieval, inquiry and reporting and identified by alphanumerical case number. FREEDOMS case files date back to 1976.
The FREEDOMS master electronic case file consists of information regarding the nature of the request; the person or organization making the request; documents found during the search phase or received on request; decision made regarding the release or denial of information; classification and declassification determinations: communications within the State Department and with the requester regarding the request; communications between the State Department and other agencies; fees incurred and payments obtained from requesters.
FREEDOMS cases include Freedom of Information Act (FOIA) requests, Mandatory Review for Declassification (Mandatory) and other EO 12958 requests, Privacy Act requests, Special Project requests, Ethics in Government (Ethics) requests, Constituent Congressional requests, and Internal requests.
Disposition:
See individual items related to FREEDOMS master files. Supersedes NC1-59-83-4, item 17 Information Request Management System (IR) Tracking Master
A-06-015-03b(1)
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Full Releases, Partial Releases, and Denied in Full FOIA, Mandatory, and Systematic Review Requests
Description:
These records consist of FOIA, Mandatory Reviews for Declassification, and Systematic Review requests where material is released in full, withheld, or partially withheld. These records may also consist of requests under appeal or in court cases, as well as classification challenges and internal or interagency declassification requests. Consists of electronic case file and electronic document images and metadata files that contain official classification/ declassification and release determinations. (For paper records use relevant GRS Schedule items: GRS 14, items 11a(1), 11a(3)(a), 31a(1), and 31a(3) if not appealed; GRS 14 item 12a and 32a if appealed).
Disposition:
Temporary. Delete case file and documents when 30 years old and after six years after closure or last action taken on request unless the case is appealed or in litigation. If appealed destroy when 30 years old and 6 years after final determination by agency or 3 years after final adjudication by the courts or Interagency Security Classification Appeals Panel (ISCAP), whichever is later.
DispAuthNumber:
N1-059-10-16, item 1b(1)
A-06-015-03b(2)
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Non-responsive documents to FOIA and Mandatory Requests
Description:
These records consist of documents determined to be non-responsive to FOIA and Mandatory Reviews for Declassification requests.
Disposition:
Temporary. Destroy/delete six years after closure or last action taken on request unless the case is appealed or in litigation. If appealed destroy 6 years after final determination by agency, 6 years after the time at which a requester could file suit, or 3 years after final adjudication by the courts, whichever is later.
DispAuthNumber:
N1-059-10-16, item 1b(2)
A-06-015-03d
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Internal Research Requests and Internal Taskers
Description:
These records consist of internal research requests, regardless of media, from DOS offices/bureaus or other Governmental agencies, and internal taskers. Includes requests for cables and other documents.
Disposition:
Temporary. Destroy/delete two years after closure or last action taken.
DispAuthNumber:
N1-059-10-16, item 1d
A-06-015-03e
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Ethics in Government and Constituent Congressional Requests
Description:
These records consist of Ethics in Government and Constituent Congressional requests, regardless of media.
Disposition:
Temporary. Delete/destroy six years after closure or last action taken.
DispAuthNumber:
N1-059-10-16, item 1e
A-06-015-03f
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Special Projects/Collections
Description:
These records consist of all requests that are considered Special Projects as determined by the Office of Information Programs and Services. Case files contain copies of records and original materials collected in response to FOIA and Privacy Act request, investigations by Congress and special prosecutors, and major court cases. Records have been retrieved from a variety of file sources. Collections may also result from investigation of alleged or known abuse, fraud, irregularities, and violations of law or regulations. Documentation on search strategies may also be included. FREEDOMS used solely to track these cases. (For paper records see A-06-15-2, NARA job no: N1-059-92-10, item 1).
Disposition:
Temporary. Print out electronic case records and maintain with permanent paper case file. Delete data in FREEDOMS 30 years after closure or last action taken on request.
DispAuthNumber:
N1-059-10-16, item 1f
A-06-015-03g
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Discovery Order and Touhy Requests where DOS not a Party
Description:
These records consist of all requests for documents in litigation in which the Department is not a party.
Disposition:
Temporary. Destroy/delete 10 years after closure or last action taken on request.
DispAuthNumber:
N1-059-10-16, item 1g
A-06-015-03h
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Systematic Review Requests
Description:
These records consist of requests for systematic review. FREEDOMS used solely to track these cases: Cases 1979 - 1998.
Disposition:
Temporary. Delete data in FREEDOMS six years after closure or last action taken on request.
DispAuthNumber:
N1-059-10-16, item 1h
A-06-015-03i
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Presidential Appointee and Historical Researcher Access Requests (Section 4.3 of EO 13526, as amended)
Description:
These records, regardless of media, consist of requests for access under EO 13526, Section 4.3 to classified records that the former presidential appointee had access to during tenure with the Department or as requested by an M-designated historical researcher. FREEDOMS used solely to track these cases. Includes Researcher security clearance file. (Supersedes NARA job no: N1-059-95-4, item 24).
Disposition:
Temporary. Destroy/delete 10 years after closure or last action taken on request or 5 years after clearance of any work product related to their access submitted for pre-publication review.
DispAuthNumber:
N1-059-10-16, item 1i
A-06-015-03j
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Other Review Requests
Description:
These records consist of all other requests for review, regardless of media, from Government entities and foreign governments.
Disposition:
Temporary. Delete/destroy 30 years after closure or last action taken on request.
DispAuthNumber:
N1-059-10-16, item 1j
A-06-015-03k
Freedom of Information Document Management System (FREEDOMS) Master Electronic Case File - Previously Released Requests
Description:
These records consist of all requests for review, regardless of media, for requests for materials that have been publicly released, including Reading Room requests.
Disposition:
Temporary. Delete/destroy six years after closure or last action taken on request.
DispAuthNumber:
N1-059-10-16, item 1k
A-06-015-04
Intermediary Records
Description:
Freedom of Information Document Management System (FREEDOMS) - Scanned Images Source Documents consisting of paper documents that are used to create scanned images for the electronic case files. The scanned images can include release determinations with reviewer markings, captions, excisions, etc.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-015-05
Freedom of Information Document Management System (FREEDOMS) - Case Management and Statistical Reports
Description:
These records consist of various reports that provide summary and detailed information on case tracking regarding administrative, managerial and statistical reporting.
Disposition:
Temporary. Destroy/delete statistical reports when no longer needed for reference.
DispAuthNumber:
N1-059-10-16, item 3
A-06-015-06
Data Administration Records
Description:
Freedom of Information Document Management System (FREEDOMS) - System Documentation--consists of system specifications, user and system administrator manuals, other documentation related to the image and index files as well as operation and maintenance of FREEDOMS and Workflow.
Disposition:
Temporary. Destroy 5 years after the project/activity/ transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system, but longer retention is authorized if required for business use. (Supersedes GRS 20, item 11a)
DispAuthNumber:
DAA-GRS-2013-0005-0003 (GRS 3.1, Item 051)
A-06-015-07
Freedom of Information Document Management System (FREEDOMS) - System Backups
Description:
Backups - FREEDOMS and Workflow weekly system backups, as well as, maintaining an off-site backup of the document images.
Disposition:
Temporary. Destroy immediately after the identical records have been deleted or replaced by a subsequent backup file, but longer retention is authorized if required for business use. (Supersedes GRS 20, item 8b)
DispAuthNumber:
DAA-GRS-2013-0006-0008 (GRS 3.2, Item 051)
A-06-015-08a
Case Files for Pre-publication Review of Manuscripts prepared by the Secretary of State, Deputy Secretary or equivalents under the authority of E.O. 13526, as amended.
Description:
These case files contain administrative records, regardless of media, relating to requests for clearance to publicly release work products about official Department business or overseas experiences. They may be submitted by the current or former Secretary of State or Deputy Secretary of State, or their equivalent from other federal agencies. The purpose of a pre-publication review case is to determine whether or not the original works contain classified national security information or information that could potentially harm the foreign relations of the United States.
The files consist of the original request, a copy of the reply thereto, memorandums, electronic correspondence, reviewer decisions, notes, computer printouts recording the review information, correspondence regarding the final review decisions, excisions, and all related supporting files. Includes the original draft as well as the final, cleared version of manuscript text or other work product, and any related appeals.
Disposition:
Temporary. Destroy/delete 20 years after the case is closed or appeal completed.
DispAuthNumber:
N1-059-10-16, item 6a
A-06-015-08b
Case Files for Pre-publication Review of Manuscripts under the authority of E.O. 13526, as amended for non-Secretary, Deputy Secretary or equivalents
Description:
These case files contain administrative records, regardless of media, relating to requests for clearance to publicly release work products about official Department business or overseas experiences. They may be submitted by current or former employees, other federal agency employees, foreign service spouses, special appointees, or sometimes the estate or prospective publisher of a deceased author. The files consist of the original request, a copy of the reply thereto, memorandums, electronic correspondence, reviewer decisions, notes, computer printouts recording the review information, correspondence regarding the final review decisions, excisions, and all related supporting files. Includes the original draft as well as the final, cleared version of manuscript text or other work product, and any related appeals.
Disposition:
Temporary. Destroy/delete eight years after the case is closed or appeal completed.
DispAuthNumber:
N1-059-10-16, item 6b
A-06-015-09a(1)
Request Files - FOIA
Description:
Files created in response to requests for information under the Freedom of Information Act, consisting of the original request, a copy of the reply thereto, and all related supporting files which may include the official file copy of requested records or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(1) Granting Access to all the requested records.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 11a(1))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-09a(2)(a)
Request Files - FOIA
Description:
Files created in response to requests for information under the Freedom of Information Act, consisting of the original request, a copy of the reply thereto, and all related supporting files which may include the official file copy of requested record or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(2) Responding to requests for non-existent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.
(a) Request not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 11a(2)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-09a(2)(b)
Request Files - FOIA
Description:
Files created in response to requests for information under the Freedom of Information Act, consisting of the original request, a copy of the reply thereto, and all related supporting files which may include the official file copy of requested record or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(2) Responding to requests for non-existent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.
(b) Request appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 11a(2)(b))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-09a(3)(a)
Request Files - FOIA
Description:
Files created in response to requests for information under the Freedom of Information Act, consisting of the original request, a copy of the reply thereto, and all related supporting files which may include the official file copy of requested record or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(3) Denying access to all or part of the records requested.
(a) Request not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 11a(3)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-09a(3)(b)
Request Files - FOIA
Description:
Files created in response to requests for information under the Freedom of Information Act, consisting of the original request, a copy of the reply thereto, and all related supporting files which may include the official file copy of requested record or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(3) Denying access to all or part of the records appealed.
(b) Request appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 11a(3)(b))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-10a
FOIA Appeals Files
Description:
Files created in responding to administrative appeals under the FOIA for release of information denied by the agency, consisting of the appellant letter, a copy of the reply thereto, and related supporting documents, which may include the official file copy of records under appeal or copy thereof.
a. Correspondence and supporting documents (excluding the file copy of the records under appeal if filed herein).
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 12a)
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-11a
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-11b
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-12
FOIA Reports Files
Description:
Recurring reports and one-time information requirements relating to the agency implementation of the Freedom of Information Act, excluding annual reports to the Congress at the departmental or agency level.
Disposition:
Temporary. Destroy 2 years after date of report, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 14)
DispAuthNumber:
DAA-GRS-2013-0007-0006 (GRS 4.2, Item 070)
A-06-015-13
FOIA, Privacy Act, and Classified Documents Administrative Records
Description:
FOIA, Privacy Act, and classified documents administrative records. Records on managing information access and protection activities. Records include:
• correspondence related to routine implementation of the FOIA and Privacy Act and administration of security classification
• associated subject files
• feeder and statistical reports
Exclusion: This item does not cover records documenting policies and procedures accumulated in offices having agency-wide responsibilities for FOIA, Privacy Act, and classified documents. These records must be scheduled by the agency on an agency-specific schedule.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if needed for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0001 (GRS 4.2, item 001)
A-06-015-14a(1)
Privacy Act Request Files
Description:
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of records requested or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(1) Granting access to all the requested records.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 21a(1))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-14a(2)(a)
Privacy Act Request Files
Description:
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of records requested or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(2) Responding to requests for nonexistent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.
(a) Requests not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 21a(2)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-14a(3)(a)
Privacy Act Request Files
Description:
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of records requested or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(3) Denying access to all or part of the records requested.
(a) Requests not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 21a(3)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-14a(3)(b)
Privacy Act Request Files
Description:
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of records requested or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records requested if filed herein).
(3) Denying access to all or part of the records requested.
(b) Requests appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 21a(3)(b))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-15a
Privacy Act Amendment Case Files
Description:
Files relating to and individual request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the individual request for a review of an agency refusal of the individual request to amend a record as provided for under 552a(d)(3); and to any civil action brought by the individual against the refusing agency as provided under 5 U.S.C. 552a(g).
a. Requests to amend agreed to by agency. Include individual requests to amend and/or review refusal to amend, copies of agency replies thereto, and related materials.
Disposition:
Temporary. Destroy with the records for which amendment was requested or 4 years after close of case (final determination by agency or final adjudication, whichever applies), whichever is later. Longer retention is authorized if required for business use. (Supersedes GRS 14, item 22a)
DispAuthNumber:
DAA-GRS-2013-0007-0007 (GRS 4.2, Item 090)
A-06-015-15b
Privacy Act Amendment Case Files
Description:
Files relating to an individual request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the individual request for a review of an agency refusal of the individual request to amend a record as provided for under 552a(d)(3); and to any civil action brought by the individual against the refusing agency as provided under 5 U.S.C. 552a(g).
b. Requests to amend refused by agency. Includes individual requests to amend and to review refusal to amend, copies of agency replies thereto, statement of disagreement, agency justification for refusal to amend a record, and related materials.
Disposition:
Temporary. Destroy with the records for which amendment was requested or 4 years after close of case (final determination by agency or final adjudication, whichever applies), whichever is later. Longer retention is authorized if required for business use. (Supersedes GRS 14, item 22b)
DispAuthNumber:
DAA-GRS-2013-0007-0007 (GRS 4.2, Item 090)
A-06-015-15c
Privacy Act Amendment Case Files
Description:
Files relating to an individual request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the individual request for a review of an agency refusal of the individual request to amend a record as provided for under 552a(d)(3); and to any civil action brought by the individual against the refusing agency as provided under 5 U.S.C. 552a(g).
c. Appealed requests to amend. Includes all files created in responding to appeals under the Privacy Act for refusal by any agency to amend a record.
Disposition:
Temporary. Destroy with the records for which amendment was requested or 4 years after close of case (final determination by agency or final adjudication, whichever applies), whichever is later. Longer retention is authorized if required for business use. (Supersedes GRS 14, item 22c)
DispAuthNumber:
DAA-GRS-2013-0007-0007 (GRS 4.2, Item 090)
A-06-015-16
Privacy Act Accounting of Disclosure Files
Description:
Files maintained under the provisions of 5 U.S.C. §552a(c) for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or to another agency. Includes:
• forms with the subject individual's name
• records of the requester's name and address
• explanations of the purpose for the request
• date of disclosure
• proof of subject individual's consent
Disposition:
Temporary. Dispose of in accordance with the approved disposition instructions for the related subject individual's records, or 5 years after the disclosure for which the accountability was made, whichever is later. (Supersedes GRS 14, item 23)
DispAuthNumber:
NC1-64-771 item 27 (GRS 4.2, item 050)
A-06-015-17a
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
a. Registers or listings.
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-17b
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
b. Other files.
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-18
Privacy Act Reports Files
Description:
Recurring reports and one-time information requirement relating to agency implementation, including biennial reports to the Office of Management and Budget, and the Report on New Systems at all levels.
Disposition:
Temporary. Destroy 2 years after date of report, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 25)
DispAuthNumber:
DAA-GRS-2013-0007-0006 (GRS 4.2, Item 070)
A-06-015-19
FOIA, Privacy Act, and Classified Documents Administrative Records
Description:
FOIA, Privacy Act, and classified documents administrative records. Records on managing information access and protection activities. Records include:
• correspondence related to routine implementation of the FOIA and Privacy Act and administration of security classification
• associated subject files
• feeder and statistical reports
Exclusion: This item does not cover records documenting policies and procedures accumulated in offices having agency-wide responsibilities for FOIA, Privacy Act, and classified documents. These records must be scheduled by the agency on an agency-specific schedule.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if needed for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0001 (GRS 4.2, item 001)
A-06-015-20a(1)
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records or a copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records if filed herein, and sanitizing instructions, if applicable).
(1) Granting access to all the requested records.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31(a)(1))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-20a(2)(a)
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records or a copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records if filed herein, and sanitizing instructions, if applicable).
(2) Responding to requests for nonexistent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.
(a) Request not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31a(2)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-20a(2)(b)
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of the requested records or a copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records if filed herein, and sanitizing instructions, if applicable).
(2) Responding to requests for nonexistent records; to requesters who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.
(b) Request appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31a(2)(b))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-20a(3)(a)
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records or a copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records if filed herein, and sanitizing instructions, if applicable.)
(3) Denying access to all or part of the records requested.
(a) Request not appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31a(3)(a))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-20a(3)(b)
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records or a copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records if filed herein, and sanitizing instructions, if applicable).
(3) Denying access to all or part of the records requested.
(b) Request appealed.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31a(3)(b))
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-20b
Mandatory Review for Declassification Requests Files
Description:
Files created in response to requests for information under the mandatory review provisions of Executive Order (E.O.) 12958 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records or a copy thereof.
c. Sanitizing instructions.
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 31c)
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-21a
Mandatory Review for Declassification Appeals Files
Description:
Files created in responding to administrative appeals under the mandatory review provisions of E.O. 12958 and its predecessors for release of information denied by the agency. Files consist of the appellant letter, a copy of the reply thereto, and related supporting documents, which may include the official file copy of records under appeal or copy thereof.
a. Correspondence and supporting documents (excluding the official file copy of the records under appeal if filed herein).
Disposition:
Temporary. Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 32a)
DispAuthNumber:
DAA-GRS-2016-0002-0001 (GRS 4.2, Item 020)
A-06-015-22a
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
a. Register or listing.
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-22b
Records of Accounting for and Controlling Access to Records Requested Under FOIA, PA, and MDR
Description:
Records documenting identity of, and internal routing, control points, and accountability for information to which access has been requested.
Includes:
• forms, registers, ledgers, logs, and tracking systems documenting requester identity and contact information, request date, and nature or purpose of request
• inventories
• forms accompanying documents to ensure continuing control, showing names of people handling the documents, inter-office routing, and comparable data
• agent and researcher files
Includes OF-115, Top Secret Cover Sheet and OF-112, Classified Material Receipt
b. Other files.
Disposition:
Temporary. Destroy 5 years after date of last entry or final action by agency, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0001-0003 (GRS 4.2, Item 040)
A-06-015-23
Information Access and Protection Operational Records
Description:
Records tracking and controlling access to protected information.
Includes:
• tracking databases and other records used to manage overall access program
• requests and authorizations for individuals to have access to classified files and controlled unclassified records and information
• records documenting control of classified and controlled unclassified records
Disposition:
Temporary. Destroy 2 years after last form entry, reply, or submission; or when associated documents are declassified, decontrolled, or destroyed; or when an individual's authorization expires; whichever is appropriate. Longer retention is authorized if required for business use. (Supersedes GRS 14, item 34; GRS 14, item 35; GRS 18, item 2; GRS 18, item 3; GRS 18, item 4; and GRS 18 item 6)
DispAuthNumber:
DAA-GRS-2019-0001-0002 (GRS 4.2, Item 030)
A-06-015-24
Information Access and Protection Operational Records
Description:
Records tracking and controlling access to protected information.
Includes:
• tracking databases and other records used to manage overall access program
• requests and authorizations for individuals to have access to classified files and controlled unclassified records and information
• records documenting control of classified and controlled unclassified records
Disposition:
Temporary. Destroy 2 years after last form entry, reply, or submission; or when associated documents are declassified, decontrolled, or destroyed; or when an individual's authorization expires; whichever is appropriate. Longer retention is authorized if required for business use. (Supersedes GRS 14, item 34; GRS 14, item 35; GRS 18, item 2; GRS 18, item 3; GRS 18, item 4; and GRS 18 item 6)
DispAuthNumber:
DAA-GRS-2019-0001-0002 (GRS 4.2, Item 030)
A-06-015-25a
Erroneous Release Files
Description:
Files relating to the inadvertent release of privileged information to unauthorized parties, containing information the disclosure of which would constitute an unwarranted invasion of personal privacy. Files contain requests for information, copies of replies thereto, and all related supporting documents, and may include the official copy of records requested or copies thereof.
a. Files that include the official file copy of the released records.
Disposition:
Temporary. Follow the disposition instructions approved for the released record copy or destroy 6 years after the erroneous release, whichever is later. (Supersedes GRS 14, item 36a)
DispAuthNumber:
DAA-GRS-2015-0002-0001 (GRS 4.2, Item 060)
A-06-015-25b
Erroneous Release Files
Description:
Files relating to the inadvertent release of privileged information to unauthorized parties, containing information the disclosure of which would constitute an unwarranted invasion of personal privacy. Files contain requests for information, copies of replies thereto, and all related supporting documents, and may include the official copy of records requested or copies thereof.
b. Files that do not include the official file copy of the released records.
Disposition:
Temporary. Destroy 6 years after the erroneous release, but longer retention is authorized if required for business use. (Supersedes GRS 14, item 36b)
DispAuthNumber:
DAA-GRS-2015-0002-0002 (GRS 4.2, Item 061)
A-06-015-27
Foreign Relations of the United States (FRUS) Record Files
Description:
Files created in reviewing compilations submitted for declassification and publication in the series Foreign Relations of the United States consisting of documents submitted for review, memorandums, memorandums recording declassification determinations, computer printout recording the review information created on each document, and correspondence concerning the final declassification determinations for each document, and copies of documents cleared for release in excised form. Each FRUS compilation is arranged by series, volume number, and title.
Compilations that have been reviewed and cleared for publication.
Disposition:
Retire to RSC 6 months after publication. Destroy 4 years after publication.
DispAuthNumber:
N1-059-93-14, item 1
A-06-015-28
Guidelines for Systematic Review of Records
Description:
These guidelines are used to systematically review classified national security information to determine if the information can be declassified.
The guidelines cover Department of State information found in blocks of files for which the Department has declassification authority.
The guidelines are arranged by geographic region or global issue heading. Files include a copy of the original guidelines and all subsequent modifications.
Disposition:
Permanent. Retire record set to RSC when no longer needed for transfer to WNRC. Transfer to the National Archives 15 years after transfer of related block of records to the National Archives.
DispAuthNumber:
N1-059-96-03, item 1
A-06-015-29
Foreign Relations of the U.S. Declassification Review Working Files
Description:
Documentation collected and maintained for the declassification review process that supports the preparation of the Foreign Relations of the United States (FRUS) volumes. Files include documents proposed for inclusion, annotated with declassification markings and proposed redactions. Files also include correspondence with other agencies declassification decisions. The official clearance file is maintained by the Office of the Historian.
Disposition:
Temporary. Destroy 3 years after publication of the last volume in sub-series or when no longer needed, whichever is later.
DispAuthNumber:
DAA-0059-2015-0017-0001
A-06-016-01a
Systems File - State Archiving System - Arranged by TAGS and Terms
Description:
Correspondence, memorandums, reports, and other documentation on automated data and information systems covering development, feasibility studies, hardware, indexing system, maintenance, meeting notes, Central Foreign Policy File main system and associated subsystems, projects, software, system designs, testing, and other related subjects.
a. Program Management Files.
Disposition:
Cut off at end of calendar year. Retire 1 year after documentation is no longer needed or when main system or subsystem is no longer used. Destroy when 5 years old.
DispAuthNumber:
N1-059-95-04, item 26a
A-06-016-01b
Systems File - State Archiving System - Arranged by TAGS and Terms
Description:
Correspondence, memorandums, reports, and other documentation on automated data and information systems covering development, feasibility studies, hardware, indexing system, maintenance, meeting notes, Central Foreign Policy File main system and associated subsystems, projects, software, system designs, testing, and other related subjects.
b. Routine Services Files.
Disposition:
Cut off at end of calendar year. Retire to RSC when 2 years old. Destroy when 4 years old.
DispAuthNumber:
N1-059-95-04, item 26b
A-06-016-02a
AVOCON (AV) System
Description:
This Automated Vocabulary Control system buildings master lists of (SC) subject concepts (SO), organizations, and (SP) personal names found in documents. The lists are used to promote consistency when indexing documents into the FAIS and to enhance the documents subsequent retrieval.
a. Organization Master. This list contains the names of organizations, and their abbreviations or acronyms found in documents being indexed.
Disposition:
Disposable. Destroy when active Department use ceases.
DispAuthNumber:
NC1-059-83-04, item 3
A-06-016-02b
AVOCON (AV) System
Description:
This Automated Vocabulary Control system buildings master lists of (SC) subject concepts (SO), organizations, and (SP) personal names found in documents. The lists are used to promote consistency when indexing documents into the FAIS and to enhance the documents subsequent retrieval.
b. Personality Master. This list contains the names and titles of persons found in documents being indexed.
Disposition:
Disposable. Destroy when active Department use ceases.
DispAuthNumber:
NC1-059-83-04, item 4
A-06-016-02c
AVOCON (AV) System
Description:
This Automated Vocabulary Control system buildings master lists of (SC) subject concepts (SO), organizations, and (SP) personal names found in documents. The lists are used to promote consistency when indexing documents into the FAIS and to enhance the documents subsequent retrieval.
c. Thesaurus Master. This list contains standard subject concepts (terms) used to identify the main theme of documents being indexed. It also includes cross references to broader terms, related terms, narrower terms, and synonyms (Key Word Out of Context (KWOC)).
Disposition:
Disposable. Destroy when active Department use ceases.
DispAuthNumber:
NC1-059-83-04, item 5
A-06-016-03b(1)
Central Foreign Policy File
Description:
This file constitutes the official Central File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(1) Microfilm - Positive and Negative Copies
Disposition:
Permanent. Transfer to the National Archives when 30 years old.
DispAuthNumber:
N1-59-95-04, item 27
A-06-016-03b(2)(a)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Affairs File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(2) Paper records.
(a) That have been filmed.
Disposition:
Destroy after it has been ascertained that reproduced copies have been made in accordance with NARA regulations and are adequate substitutes for the paper records.
DispAuthNumber:
N1-59-95-04, item 27
A-06-016-03b(2)(b)
Central Foreign Policy File
Description:
This file constitutes the official Central File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(2) Paper records.
(b) Oversized Enclosures, 1973-Present. Arranged by name of post or by covering document number. These records are not microfilmed at the time of receipt.
Disposition:
Permanent. Transfer to WNRC at the end of the calendar year. Transfer to the National Archives when 30 years old or with the Automated Documents System film whichever is sooner.
DispAuthNumber:
N1-059-92-16, item 1
A-06-016-03b(3)(a)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
NOTE: Many paper documents are destroyed after they are electronically stored or put on film. But, some documents need to be permanently preserved in their original physical form - when they have a significant degree of intrinsic characteristics or qualities.
b. Post-1973 Files.
(3) Intrinsic Documents. Intrinsic documents posses one or more of the following examples of intrinsic characteristics and qualities.
Physical characteristics and qualities.
Selecting ALL documents with the following PHYSICAL characteristics or qualities is not necessary, only selected EXAMPLES are desired:
Exhibit value: Impact of the original, or significant event, issue, or person.
Aesthetic and Artistic value: Architectural drawings, engravings, German Fraktur style type, maps, ornate, petitions, photographs, printing, or sketches (ink, pencil, or watercolor).
Unique feature value: Bindings, color, imprints, inks, paper (quality or texture), watermarks, or wax seals.
Authenticity value: By physically examining the best evidence - the original for: age of paper, handwriting, physical tests, signatures, questionable author or date, or source information open to question.
Form value: Unique physical form or features, or evidence of technological development.
Age value: Scarcity.
Informational characteristics and qualities:
Public interest value Famous or historical events, issues, people, places, or things.
Value of Government actions Relating to the Department: establishment, founding, acquiring or losing functions, or legal basis for continuing.
Policy value At the highest level in Department, historical, importance of the subject matter, intellectual, political significance, or scope of effect.
Contact IPS/CR for guidance on intrinsic documents.
(a) Originals.
Disposition:
Permanent. Retire to RSC when there is a full records box for transfer to WNRC. Transfer to the National Archives when latest record in box is 30 years old. (ref. NN-173-304, item 1b)
DispAuthNumber:
N1-059-95-04, item 27a
A-06-016-03b(3)(b)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
NOTE: Many paper documents are destroyed after they are electronically stored or put on film. But, some documents need to be permanently preserved in their original physical form - when they have a significant degree of intrinsic characteristics or qualities.
b. Post-1973 Files.
(3) Intrinsic Documents. Intrinsic documents posses one or more of the following examples of intrinsic characteristics and qualities.
Physical characteristics and qualities.
Selecting ALL documents with the following PHYSICAL characteristics or qualities is not necessary, only selected EXAMPLES are desired:
Exhibit value: Impact of the original, or significant event, issue, or person.
Aesthetic and Artistic value: Architectural drawings, engravings, German Fraktur style type, maps, ornate, petitions, photographs, printing, or sketches (ink, pencil, or watercolor).
Unique feature value: Bindings, color, imprints, inks, paper (quality or texture), watermarks, or wax seals.
Authenticity value: By physically examining the best evidence - the original for: age of paper, handwriting, physical tests, signatures, questionable author or date, or source information open to question.
Form value: Unique physical form or features, or evidence of technological development.
Age value: Scarcity.
Informational characteristics and qualities:
Public interest value Famous or historical events, issues, people, places, or things.
Value of Government actions Relating to the Department: establishment, founding, acquiring or losing functions, or legal basis for continuing.
Policy value At the highest level in Department, historical, importance of the subject matter, intellectual, political significance, or scope of effect.
Contact IPS/CR for guidance on intrinsic documents.
(b) Microfilm.
Disposition:
Permanent. Transfer to the National Archives along with related records when 30 years old. (ref. NN-173-304, item 1a)
DispAuthNumber:
N1-059-95-04, item 27b
A-06-016-03b(5)(a)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index.
(a) Text Index Files. This index file is used to locate the FAIS logical record and physical record containing the text of a telegram. Data includes the: (CL) classification, (MR) telegram message reference number, (PD) date the telegram entered the system, and (RL) a pointer to the related telegram text in the FAIS Main Text File.
Disposition:
Permanent. Retain on magnetic tape data purged from disc. Transfer with related documentation to the National Archives with related Telegram Text File records.
DispAuthNumber:
NC1-059-83-04, item 11a
A-06-016-03b(5)(b)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index.
(b) FAIS Citation File. This file contains citations stored on-line in the FAIS. Each citation consists of terms or items abstracted from a single document. The terms or items are abstracted by an Indexer or automatically by the FAIS. The terms and items are then used to search for and locate: either the (MR) message reference number to view the text of an on-line telegram; or the (AN) accession number to view the text of an off-line document stored on microfilm.
Each citation contains the following document identification information: (AD) Addresses, (AN) microfilm Accession Number (reel and frame number), (BA) Bibliographic Analyst, (CL) Classification, (DO) Date of Origin, (EN) Enclosures, (IA) Index Analyst, (MR) Message Reference number (for airgrams and telegrams), (OR) the Originating office, (PD) Posting date, (PG) number of Pages, (RL) Record Locator number, (SC) Subject Concepts, (SO) Subject Organization, (SP) Subject Personality, (ST) Subject TAGS, (TI) Title, and (TP) Type of document [(AI) Airgram, (CC) Congressional Correspondence, (DN) Diplomatic Note, (GC) General Correspondence, (IR) Intelligence Report, (ME) Memorandum, (MC) Memorandum of Conversation, (OM) Operation Memorandum, and (TE) Telegram].
Disposition:
Permanent. Transfer with related documentation to the National Archives annually when Telegram Text File records are transferred.
DispAuthNumber:
NC1-059-83-04, item 11b
A-06-016-03b(5)(c)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index File.
(c) Citation Index File. This index file is used to locate the FAIS logical record and physical record containing the citation record. It contains a pointer to the record locator file number found in the first data field of each citation record, by which the computer identifies specific citations.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with related Document - Citation File.
DispAuthNumber:
NC1-059-83-04, item 11c
A-06-016-03b(5)(d)
Central Foreign Policy File
Description:
This file constitutes the official Central File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index.
(d) Postings File. This index file contains a listing of all subject terms provided in the Thesaurus Master in the AVOCON System. Data is maintained on line in the FAIS and is used in the indexing and search processes.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with Document Citation File.
DispAuthNumber:
NC1-059-83-04, item 11f
A-06-016-03b(5)(e)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in this handbook).
b. Post-1973 Files.
(5) FAIS Index File.
(e) Organization File. This Contains a listing of all organizations, including appropriate abbreviations and acronyms, provided in the organization Master in the AVOCON System. Data is maintained on line in the FAIS and is used in the indexing and search processes.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with Document Citation File.
DispAuthNumber:
NC1-059-83-04, item 11g
A-06-016-03b(5)(f)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index File.
(f) Personalities File. Contains a listing of all names and titles of persons provided in the Personalities Master in the AVOCON System. Data is maintained on line in the FAIS and is used in the indexing and search processes.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with Document Citation File.
DispAuthNumber:
NC1-059-83-04, item 11h
A-06-016-03b(5)(g)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in the records disposition schedules).
b. Post-1973 Files.
(5) FAIS Index File.
(g) Date Range File. This index file contains pointers to the (DO) date of origin data field in the FAIS Document Citations Index File records. It allows searches of the system by date, in which all documents within a specified date range can be identified.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with Document Citation File.
DispAuthNumber:
NC1-059-83-04, item 11e
A-06-016-03b(5)(h)
Central Foreign Policy File
Description:
This file constitutes the official Central Foreign Policy File of the Department of State. It includes ALL documents of a substantive nature, regardless of physical format, that establish, discuss, or define foreign policy. Included are telegrams and written documents: airgrams, congressional correspondence, general correspondence, diplomatic notes, intelligence reports, memorandums, memorandums of conversation, and operations memorandums. Excluded are records authorized to be maintained on a decentralized basis, and records authorized for separate disposition (identified elsewhere in this handbook).
b. Post-1973 Files.
(5) FAIS Index File.
(h) Posting File. This index file contains an alphabetical listing of all terms used to index documents in the FAIS. For each listing, data includes the term, how it was used (e.g.: as (AD) addressee, (OR) originator, (SC) subject concept, etc.), and the number of times the term was used in that way. The file is used in the search process to help identify terms for search statements.
Disposition:
Permanent. Transfer with related documentation to the National Archives annually with Document Citation File.
DispAuthNumber:
NC1-059-83-04, item 11d
A-06-016-03d
Central Foreign Policy File, 1973-Present
Description:
The official centralized file of the Department of State which incorporates records and documents of a substantive nature that establish, discuss, or define foreign policy and its development and implementation. Included are telegrams, written documents such as general correspondence, inter-agency correspondence, congressional correspondence, reports, memorandums, diplomatic notes, email messages, and other communications and documentation. Also included is metadata relating to all the documentation. (Located currently in the State Archiving System.)
a. Written Correspondence System. Text and citations to records in the Written Correspondence system or successor. Records may be on film, image, or other format.
Disposition:
PERMANENT: Transfer to the National Archives on an annual basis when no more than 25 (twenty-five) years older after declassification review.
DispAuthNumber:
N1-059-07-03, item 1a
A-06-016-03d(1)
Central Foreign Policy File, 1973-Present
Description:
The official centralized file of the Department of State which incorporates records and documents of a substantive nature that establish, discuss, or define foreign policy and its development and implementation. Included are telegrams, written documents such as general correspondence, inter-agency correspondence, congressional correspondence, reports, memorandums, diplomatic notes, email messages, and other communications and documentation. Also included is metadata relating to all the documentation. (Located currently in the State Archiving System.)
b1. Telegrams. Texts and header information of electronically transmitted communications. Records that are Subject TAGSed with only one or more of the Subject TAGS designated as "Temporary."
Disposition:
TEMPORARY: Destroy upon expiration of the longest retention period assigned to the Subject TAGS associated with a given record. See TAGS below:
2 Years - ADCO, ADPM, ATRN, AWPR, BPUB, OEXC, OSCI, OTRA.
5 Years - AART, ACKM, ACMS, ACOA, ACOM, ACOU, ADCO, ADTO, AFAC, AFOP, AFSI, AINT, ALIB, AMTC, ANET, APCO, APOU, APUB, AREC, AREG, ASCH, AVCE, AWRD.
10 Years - AADP, AAUD, ABLD, ABUD, AFIN, AFSN, AFSP, ALOW, AMED, APCS, ASAF, ASUP, BLIB.
15 Years - AOMS, APER, CPAS, CVIS.
DispAuthNumber:
N1-059-07-03, item 1b(1)
A-06-016-03d(2)
Central Foreign Policy File, 1973-Present
Description:
The official centralized file of the Department of State which incorporates records and documents of a substantive nature that establish, discuss, or define foreign policy and its development and implementation. Included are telegrams, written documents such as general correspondence, inter-agency correspondence, congressional correspondence, reports, memorandums, diplomatic notes, email messages, and other communications and documentation. Also included is metadata relating to all the documentation. (Located currently in the State Archiving System.)
b2. Telegrams. Texts and header information of electronically transmitted communications. All other records, including all messages and citations with one or more of the Subject TAGS designated as permanent.
Disposition:
PERMANENT: Transfer to the National Archives on an annual basis when no more than 25 years old after declassification review. See TAGS below. NOTE: Microfilm of telegrams shall be transferred to the National Archives to serve as a backup and to fill gaps in the electronic files.
Permanent Subject TAGS :
ACLM, ACMM, AEMR, AGAO, AINF, AINR, ALTR, AMGT, AODE, AORC, AORG, ASEC, ASIG, BAGB, BBAK, BBCP, BBSR, BDIS, BENC, BEXP, BFOL, BGEN, BMGT, BPRO, BTIO, BTOP, BTRA, CARR, CASC, CDES, CFED, CGEN, CJAN, CLOK, CMGT, CPRS, All "E" Subject TAGS, All "M" Subject TAGS, OCLR, OCON, ODIP, OFDP, OGEN, OIIP, OPDC, OPRC, OREP, OVIP, All "P" Subject TAGS, All "S" Subject TAGS, All "T" Subject TAGS.
DispAuthNumber:
N1-059-07-03, item 1b(2)
A-06-016-04a
Telegram Indexing Files
Description:
Memorandums, telegrams, and other related documentation on document indexing activities associated with the automated Foreign Affairs Information System covering biweekly reports, case files, correct command, indexing, post list, regulations, reports, systems development, text editing, training, Watch Officer, weekly reports, and other related subjects.
a. Automated Document System - Daily Reports - 38 DTD report, 89 DTD report, and 91 DTD.
Disposition:
Destroy when report is updated by the system or when no longer needed.
DispAuthNumber:
N1-059-95-04, item 31a
A-06-016-04b
Telegram Indexing Files
Description:
Memorandums, telegrams, and other related documentation on document indexing activities associated with the automated Foreign Affairs Information System covering biweekly reports, case files, correct command, indexing, post list, regulations, reports, systems development, text editing, training, Watch Officer, weekly reports, and other related subjects.
b. All other items.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 31b
A-06-016-05a
Written Communications Files
Description:
Correspondence, memorandums, and other documentation, on the receipt of Department correspondence and its indexing into the Central Foreign Affairs Policy File covering briefings, guidelines, projects, weekly activity reports, work load statistics, and other related subjects.
a. Automated Document System. Daily Reports - 38 DTD report, and 89 DTD report.
Disposition:
Destroy when report is updated by the system or when no longer needed.
DispAuthNumber:
N1-059-95-04, item 32a
A-06-016-05b
Written Communications Files
Description:
Correspondence, memorandums, and other documentation, on the receipt of Department correspondence and its indexing into the Central Foreign Affairs Policy File covering briefings, guidelines, projects, weekly activity reports, work load statistics, and other related subjects.
b. All other items.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 32b
A-06-016-07
Intermediary Records
Description:
Procedure Telegrams [State Archiving System]. Administrative messages containing information related to telegram corrected copy requests. The messages are used to correct telegrams previously issued with erroneous Traffic Analysis by Geography and Subject (TAGS), Terms or other minor errors.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-017-01
MMS Intranet Database (MMS - now GPS - Intranet Site)
Description:
The MMS (now GPS) Intranet site is the primary Intranet site for all matters pertaining to the Office of Global Publishing Solutions (GPS). It is an unclassified, OpenNet intranet site that contains Department resources such as the Telephone Directory, Department Notices, Post Reports, and GPS product and service information. From the MMS (now GPS) Intranet Site, customers can lease a copier using DS-1863, Request for Acquisition of Photocopier; obtain copier supplies; access the Certificates On-line application to produce certificates; download official photos of the President, Vice President and Secretary of State, and place an order for framing these photos; read Department Notices and Announcements, submit Notices/Announcements for posting, and obtain archived Notices/Announcements; obtain post information (key officers, holidays, phone numbers, etc.); and view and edit post reports.
Disposition:
Temporary. Delete or destroy when superseded or no longer needed.
DispAuthNumber:
N1-059-10-17, item 1
A-06-017-02
Department Notices/Announcements
Description:
Department Notices or Announcements (hereafter referred to as Notices) are used to disseminate general information to Department staff domestically and worldwide. Subjects that may be covered in a Notice are outlined in the Foreign Affairs Handbook (FAH), and include the following: (1) appointment or assignment of office directors or above; (2) interim organizational changes and/or office relocations; (3) establishment or discontinuance of general services; (4) reminders of operational processes and procedures; (5) announcements of products and services offered by Department elements; and (6) events or information of interest to the general Department population.
Disposition:
Temporary. Cut off at the end of the calendar year. Delete/destroy when 10 years old or no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-17, item 2
Description:
Each embassy prepares a Post Report that covers all posts within the embassy’s jurisdiction. Post Reports provide relevant facts and useful information regarding the diplomatic missions in each country. They are aimed at personnel transferring to an overseas post, but are also helpful to anyone wishing to learn more about a country and in particular the US missions in that country. Post reports were formerly published in bound paper copies that were updated every 3-5 years. GPS now publishes post reports as electronic documents that may be updated by post content managers in geographic bureaus as information changes, thus current post reports are "living documents."
Disposition:
Temporary. Destroy when superseded, obsolete, or no longer needed.
DispAuthNumber:
N1-059-10-17, item 3
A-06-017-04a
Electronic Printing Management System (EPMS)
Description:
a. EPMS Database
EPMS is an online job tracking system used to track printing jobs as they move through the production process. Data is manually entered into EPMS from the DS-5, Requisition for Publishing, Reproduction and Distribution Services. EPMS also provides billing and financial reporting for input into the Central Financial Management System (CFMS). EPMS tracks all jobs prepared by GPS, generates tickets for workflow, and maintains billing data. It is the only source for recording print jobs and fiscal data associated with each job.
Disposition:
Temporary. Destroy or delete when 7 years old, or 7 years after the date of latest entry, whichever is applicable.
DispAuthNumber:
N1-059-10-17, item 4a
A-06-017-04b
Electronic Printing Management System (EPMS)
Description:
b. Job Request Files
Includes all documents related to service requests received by the GPS Customer Service Center. Files are maintained by job number and are blocked by fiscal year.
Disposition:
Temporary. Retain proofs, requisitions, funding data, and Customer Service Tracking Sheet in GPS File, and return all other job-related materials to the requesting office upon completion of job, or when no longer needed. Destroy GPS File 7 years after completion of job.
DispAuthNumber:
N1-059-10-17, item 4b
A-06-017-04c
Electronic Printing Management System (EPMS)
Description:
c. Working Capital Fund Billing Files - Service Requests
Consists of copies of the DS-5, Requisition for Publishing, Reproduction and Distribution Services, showing approval and funding data for all jobs billed through the Working Capital Fund (WCF). A copy of the signed DS-5 and the Job Tracking Sheet are given to the billing department to collect payment. Documents are filed by Job Number in fiscal-year blocks.
Disposition:
Temporary. Cut off upon completion of job. Destroy 5 years after completion of job.
DispAuthNumber:
N1-059-10-17, item 4c
A-06-017-05
Procurement Files (AQM)
Description:
Copies of contracts, requisitions, purchase orders, invoices and related correspondence.
Disposition:
Temporary. Cut off upon final payment. Destroy 5 years after final payment, or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-17, item 5
A-06-017-06a
GPO Request Files
Description:
a. GPO Tracking System (GPO)
GPO tracks all routing and financial information associated with printing jobs sent to the Government Printing Office (GPO) for production. It provides an easy-to-use user interface, cost tracking, job tracking, pre-filled forms and reporting. It does not directly interface with any GPO electronic systems. The application generates Form SF-1, Printing and Binding Requisition to the Public Printer, and assigns a number for tracking purposes.
Disposition:
Temporary. Cut off upon completion of job. Delete or destroy 10 years after completion of job, or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-17, item 6a
A-06-017-06b
GPO Request Files
Description:
b. GPO Procurement Files
Consists of copies of Publishing Services Requisition, Purchase Order, Invoice, Receiving Report, Voucher (SF-1); and invoices, requisition, specifications, and related correspondence.
Disposition:
Temporary. Cut off upon completion or cancellation of requisition. Destroy 10 years after completion or cancellation of requisition, or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-17, item 6b
A-06-017-07a
Asset Management Files
Description:
a. Equipment Reports
Annual Inventory of Field Plant; Annual Plant Report; Report on Stored Equipment; reports on printing, processing, and distribution equipment; and reports to the Joint Committee on Printing.
Disposition:
Temporary. Cut off at the end of the calendar year. Destroy when 3 years old, except retain in agency as long as needed reports used for accounting purposes.
DispAuthNumber:
NC1-059-80-09, item 1
A-06-017-07b
Asset Management Files
Description:
b. Service Reports
Copies of inspection reports, inventory reports, invoices, maintenance, purchase orders, receiving, rentals, requisitions, supplies, and usage reports related to equipment.
Disposition:
Temporary. Cut off upon disposal of equipment. Destroy 2 years after disposal.
DispAuthNumber:
N1-059-10-17, item 7
A-06-017-08a
Copier Management Tracking System (C*Track)
Description:
a. Database
Client-server application used to track 900+ copiers bought and leased to offices throughout the Department of State. Used to track meter readings and generate invoices for billings.
Data includes copier inventory, billing records, usage data, and vendor data. C*Track provides job-related data on all customer jobs; connects to cost estimating package; provides workflow capability for job progression; generates reports showing job status as well as custom reports; records additional job information during production process; generates statistical reports on number of jobs, billed amounts, types of jobs, etc; and communicates job status to Customer Service.
Disposition:
Temporary. Cut off 2 years after the date of last entry or when equipment is surplussed. Destroy or delete 10 years after the date of the last entry or when equipment is surplussed, whichever is applicable.
DispAuthNumber:
N1-059-10-17, item 8a
A-06-017-08b
Copier Management Tracking System (C*Track)
Description:
b. Working Capital Fund Billing Files - Copiers
Includes Request for Acquisition of Copier (DS-1863) which provides funding authorization, and related correspondence.
Disposition:
Temporary. Cut off when copier is disposed of. Destroy 5 years after disposal of copier.
DispAuthNumber:
N1-059-10-17, item 8b
A-06-017-09
Distribution Database
Description:
Database includes addresses for all overseas embassies, consulates and missions, Department offices, and foreign embassies in the District where publications may be distributed. These lists are maintained by code and are used for distributing completed routine jobs. Lists for non-routine jobs are not retained.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation, but longer retention is authorized if required for business use. (Supersedes GRS 3, item 3a(2)(a))
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-017-10
Certificates On-Line (COLA)
Description:
COLA is an application used by personnel in Department offices to enter data for length-of-service and other awards for Certificates produced by GPS. Customers enter data via a browser at their desktop. COLA stores all information entered on the Certificate, generates a billing estimate, and serves as a portal for GPS to view all active jobs and process them. The application also generates usage, billing, and statistical information, and weekly/monthly reports. Data is exported to a financial application used to produce and bill customers for completed work.
Disposition:
Temporary. Destroy when no longer needed. (Supersedes GRS 23, item 8)
DispAuthNumber:
DAA-GRS-2013-0002-0016 (GRS 4.1, Item 010)
A-06-018-08a
Regulatory and Procedural Issuance
Description:
Series of regulatory and procedural issuances of the Department including the Foreign Affairs Manual, Foreign Affairs Handbooks, and Change Transmittal letters (CTs), organization charts of the Department of State, and numbered delegations of authority.
a. One complete hard copy master set of each series final issuances as of the last day of each calendar year, and all superseded versions of those issuances that were revised during that same calendar year including the Foreign Affairs Manual, Foreign Affairs Handbooks, Change Transmittal letters (CTs), organizational charts of the Department of State and numbered delegations of authority. Existing hard copy files have been retroactively scanned from 1961 through December 31, 2010. NOTE: Records dating from January 1, 2011 to present are all electronic and records dating from December 31, 2000 and back are hard copy only.
Disposition:
PERMANENT. Cutoff records of completed series at the end of the calendar year. Retire the hard copy files to RSC 10 years after cutoff for transfer to WNRC. Transfer electronic records to the National Archives for pre-accessioning 5 years(s) after cutoff. Transfer to National Archives in 10 years blocks 25 years after cutoff. (Supersedes N1-59-95-4, item 29a)
DispAuthNumber:
DAA-0059-2012-0006-0001
A-06-018-09a
Regulatory and Procedural Docket Files
Description:
a. Consists of docket files for each revision to issuances in the Foreign Affairs Manual, Foreign Affairs Handbooks, and organization charts of the Department of State; each containing request for issuance revisions (Form DS-809), working drafts of revised issuance, e-mail correspondence, clearances and clearers comments, final version for publication, and Change Transmittal letter (CT). Hard copy documents cover the period from start through December 31, 2010. All documents provided in electronic form beginning January 1, 2011.
Disposition:
PERMANENT. Cutoff at the end of the calendar year in which the records become 10 years old. Retire to RSC for transfer to WNRC. Transfer electronic records to the National Archives for pre-accessioning 5 years(s) after cutoff. Transfer to National Archives when 25 years old in a format acceptable to National Archives at the time of transfer. (Supersedes NC-59-95-4, item 29c)
DispAuthNumber:
DAA-0059-2012-0006-0002
A-06-018-10
Forms Control Files
Description:
Background docket materials, requisitions, specifications, processing data, control records and the form(s). Files in electronic format as of January 1, 2011.
Disposition:
TEMPORARY. Destroy/delete active docket material with prior revisions when 7 years old or when discontinued, whichever is sooner. (Supersedes NC-59-75-14, item 10a)
DispAuthNumber:
DAA-0059-2012-0006-0003
A-06-018-11
Department of State Information Collections
Description:
Docket files for Department of State Information Collections, one docket per Office of Management and Budget (OMB) submission. Docket file contains; supporting statement, legal authorities, working copies of all required documents, published Federal Register notices, Internal Clearance Sheet, Form 831, OMB Form 83c, the collection instrument, public comments, and copy of final package submitted to OMB, Service for Citizens sheet, and Notice of Action from OMB, and all correspondence pertaining to submission. All provided in electronic forma as of 01/01/11.
Disposition:
TEMPORARY. Cutoff completed files at the end of each calendar year. Retire hard copy files to RSC 7 years after cutoff. Destroy 25 years after cutoff.
DispAuthNumber:
DAA-0059-2012-0006-0004
A-06-018-12a
Department of State Initiated Rules
Description:
a. Docket files for Department of State Rules (Proposed, Interim and/or Final) Docket file contains: draft copy of Rule form originator, rules as published in Federal Register and all email and written correspondence between the Department, other agencies and the Office of Management and Budget, as well as public comments. All provided in electronic form as of 01/01/11.
Disposition:
PERMANENT. Cutoff records of completed series at the end of the calendar year. Retire the hard copy files to RSC 7 years after cutoff for transfer to WNRC. Transfer electronic records to the National Archives for pre-accessioning 5 years after cutoff. Transfer to the National Archives in 10 years blocks 25 years after cutoff in a medium and format acceptable to NARA in accordance with NARA regulations and guidance in effect at the time of transfer.
DispAuthNumber:
DAA-0059-2012-0006-0005
A-06-018-12b
Department of State Initiated Rules
Description:
b. Electronic copies
Disposition:
Permanent. Cutoff records of completed series at the end of the calendar year. Transfer electronic records to the National Archives for pre-accessioning 5 years after cutoff. Transfer records to the National Archives in 10 year blocks 25 years after cutoff in a medium and format acceptable to NARA in accordance with NARA regulations and guidance in effect at the time of transfer.
DispAuthNumber:
DAA-0059-2012-0006-0005
A-06-018-13
Other Agency Proposed Rules
Description:
Docket files for Rules proposed by other Agencies and commented on by the Department of State. Docket file contains: request for review from the Office of Management and Budget, copy of proposed Rule from originating Agency and all email and written correspondence between the Department, other agencies and the Office of Management and Budget. All rules proposed by other Agencies are received in electronic form as of 01/01/11.
Disposition:
TEMPORARY. Cutoff completed files at the end of each calendar year. Destroy 3 years after cutoff.
DispAuthNumber:
DAA-0059-2012-0006-0006
A-06-018-14
Regulations and Notice Published in the Federal Register
Description:
Contains docket files for documents published in the Federal Register; each containing original document submitted to A/GIS/DIR with signature page, final document sent to Federal Register, email correspondence, and copy of document as it was published in the Federal Register. Covers the period from start-up through December 31, 2010 in hard copy. All documents scanned and provided in electronic form beginning January 1, 2011.
Disposition:
TEMPORARY. Destroy when 2 years old. (Supersedes NC-59-75-14, item 2)
DispAuthNumber:
DAA-0059-2012-0006-0007
A-06-018-15
Office Operating Policies and Procedures Files
Description:
Office standard operating policies and procedures on producing the Foreign Affairs Manual, Foreign Affairs Handbooks, Delegations of Authorities, Centralized Forms, Information Collections, Rulemaking, and Federal Register submissions. All provided in electronic form beginning January 1, 2011.
Disposition:
TEMPORARY. Cutoff when superseded or obsolete. Destroy 15 years after cutoff. (Supersedes NC-59-75-14, item 3)
DispAuthNumber:
DAA-0059-2012-0006-0008
A-06-018-16
Publication Project Files
Description:
Correspondence, memoranda, reports and other papers on such projects as the U.S. Government Organization Manual or Executive Orders. All provided in electronic form beginning January 1, 2011.
Disposition:
TEMPORARY. Destroy when publication are reissued. (Supersedes NC-59-75-14, item 8)
DispAuthNumber:
DAA-0059-2012-0006-0009
A-06-018-17
Directives Management Website Web Content
Description:
The Directives Management website (Intranet) is intended for the purpose of supporting its user by publishing up-to-date copies (most recent version) of the Foreign Affairs Manual (FAM) and Foreign Affairs Handbook (FAH), maintaining a master list of relevant delegations of authority, Presidential determinations, Presidential memoranda, supervising the Departments of collection of information from the public, managing the Departments centralized forms program, and acting as the Department’s coordinator for Federal rulemaking and Federal Register liaison. The web content records consist of web pages that contain duplicate information captured and maintained in other directives recordkeeping systems. The content changes as needed and no privacy information is contained on the website.
Disposition:
TEMPORARY. Destroy/delete pages as they are superseded or no longer needed for reference.
DispAuthNumber:
DAA-0059-2012-0006-0010
A-06-018-18
OMB Reporting File
Description:
Routine reports submitted to OMB, or another oversight entity, which are not covered by another disposition authority. Reports contain information used by the receiving entity to perform oversight duties and track the status of Agency projects or activities.
Disposition:
TEMPORARY. Destroy 10 years after OMB or other oversight entity discontinues the reporting requirement for each report.
DispAuthNumber:
DAA-0059-2012-0006-0011
A-06-018-19
Administrative Management Report Requirements Records
Description:
Processing and submission files on mandatory management reports an agency creates or proposes. Includes:
• copies of authorizing directives
• preparation instructions
• descriptions of required or standardized formats
• clearance forms
• documents on evaluating, continuing, revising, and discontinuing reporting requirements
This item applies only to management reports related to administrative activities.
Exclusion: Final reports created using these requirements. Use GRS 5.7, item 050, for mandatory reports related to administrative matters.
Disposition:
Temporary. Destroy 2 years after the report is discontinued, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2020-0001-0002 (GRS 5.7, item 040)
Description:
Department of State centralized active/discontinued form files containing the request for form creation (DS-1855), any requests for form revisions, email or written correspondence, form design notes, approval to publish and approval to discontinue.
a. Maintained in hard copy/electronic format from start-up through December 31, 2010. Files provided in electronic format as of January 1, 2011.
Disposition:
Temporary. Destroy 3 years after form is discontinued, superseded, or cancelled, but longer retention is authorized if needed for business use. (Supersedes GRS 16, item 3a)
DispAuthNumber:
DAA-GRS-2013-0002-0009 (GRS 4.1, Item 040)
A-06-018-21
Web Site Management and Operation Records
Description:
Files consist of documents created or received in the development, design, implementation, operations, and maintenance of the Directives Management website. Statistical data is maintained in Net tracker by A Bureau recording data documenting user interaction with the site. Net tracker sees who views the site, what is viewed, and can determined the location of the users.
Disposition:
TEMPORAY. Destroy 3 years after agreement, control measures, procedures, project, activity, or transaction is obsolete, completed, terminated, or superseded. (Supersedes GRS 24, item 8a).
DispAuthNumber:
DAA-GRS-2013-0005-0004 (GRS 3.1, item 020)
A-06-018-22
Records Common to Most Organizational Areas
Description:
Chapter 3 of the U.S. Department of State Domestic Records Disposition Schedule, Records Common to Most Organizational Areas, provides for the disposal of certain records common to most offices in the Department. It covers administrative subject files; facilitative records such as suspense files, tracking and control records, calendars, information technology operations and management records, and indexes; and transitory documents. If records are not located here or elsewhere in these schedules contact Records and Archives Management Division (A/GIS/IPS/RA) for assistance.
A-06-018-23
Mandatory Reports to External Federal Entities Regarding Administrative Activities
Description:
Agency-level reports that external federal oversight entities such as the White House, Congress, OMB, the Office of Personnel Management (OPM), and General Services Administration (GSA), require under authorities such as (but not limited to) OMB Circular A-123, the Federal Managers Financial Integrity Act (FMFIA), the Chief Financial Officers Act (CFOA), the Paperwork Reduction Act (PRA), Joint Committee on Printing requirements, and the FAIR Act. Examples include:
● Agency Financial Report (AFR)
● Statement of Assurance (per FMFIA), or equivalent
● information collection clearances
● report on financial management systems’ compliance with requirements (per FMFIA), or equivalent
● report on internal controls for corporations covered by the Government Corporation Control Act (per CFOA)
● EEOC reports
● Analysis and Action Plans and other reports required by EEOC’s MD 715
● No FEAR Act reports
● service organization auditor report, or equivalent
● improper payments report
● premium class travel report
● report on property provided to non-federal recipients, schools, and nonprofit educational institutions
● feeder reports to the Status of Telework in the Federal Government Report to Congress
● feeder reports to GSA fleet reports
Includes ancillary records such as:
● background and research records
● submission packets and compilations
● related files
Exclusion 1: Oversight entities mandating the reports must separately schedule reports they receive.
Exclusion 2: Mandatory reports and records related to agency management and oversight that are not limited to administrative matters, such as agency Annual Performance Plans, Annual Performance Reports, Performance and Accountability Reports (PAR), and strategic planning records (agencies schedule these separately).
Exclusion 3: Mandatory external reports on finance matters (GRS 1.1, items 020 and 040, cover these); mandatory external reports on employee ethics (various items in GRS 2.8 cover these); mandatory external reports on information access and protection (GRS 4.2, item 080, covers these).
Disposition:
Temporary. Destroy 6 years after report submission or oversight entity notice of approval, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2020-0001-0003 (GRS 5.7, item 050)
A-06-018-24
Administrative Internal Control Management Records
Description:
Records related to internal evaluations of accounting and administrative controls, mandated or governed by: OMB Circulars A-123, A-130, and A-76; Government Accountability Office’s (GAO) Standards for Internal Control in the Federal Government (the “Green Book”); and similar requirements or directives. Includes:
● copies of internal and external directives outlining management control policy
● management control plans and records of the planning process
● comprehensive plans documenting agency efforts to comply with OMB Circular A-123 and similar requirements
● reports and supporting materials used to document review of program areas for susceptibility to loss or unauthorized use of resources, errors in reports and information, and illegal and unethical actions
● feeder reports and compliance statements from agency components contributing to consolidated reports the agency submits to the President/OMB or Congress (see Exclusion 2)
● records tracking assignments, tasks, and responsibilities
● related correspondence
Exclusion 1: Reports related to agency mission activities (agencies schedule these separately).
Exclusion 2: Consolidated final agency reports submitted to the President/OMB or Congress (agencies schedule these separately).
Exclusion 3: Reports that mandating agencies receive (these agencies must schedule them separately).
Disposition:
Temporary. Destroy 1 year after submission or when superseded, as appropriate, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2020-0001-0001 (GRS 5.7, item 010)
A-06-019-01a
Library Program - Subject Files
Description:
Correspondence, memorandums, reports, histories, speeches, and other documentation on the library covering items relating to acquisitions, audio cassettes recordings, books, cataloging, computerized check out, database research, electronic catalog, embassy commercial library program, facilities, foreign affairs, historical books, holdings, inter-library activities, library authors series, maps, microfilm and microfiche historical collections, monthly statistical workload reports, organizational moves, periodicals, policies, procedures, programs, publications, rare book program, reference services, resources, significant acquisitions, special collections, speeches, technical development, and other related subjects.
a. Historically Significant Topics - Arranged by TAGS and Terms.
Disposition:
Cut off at end of each calendar year. Retain in Library until obsolete or no longer needed for reference use. (ref. NC1-59-80-21, item 1a)
DispAuthNumber:
N1-059-95-04, item 30a
A-06-019-01b
Library Program - Subject Files
Description:
Correspondence, memorandums, reports, histories, speeches, and other documentation on the library covering items relating to acquisitions, audio cassettes recordings, books, cataloging, computerized check out, database research, electronic catalog, embassy commercial library program, facilities, foreign affairs, historical books, holdings, inter-library activities, library authors series, maps, microfilm and microfiche historical collections, monthly statistical workload reports, organizational moves, periodicals, policies, procedures, programs, publications, rare book program, reference services, resources, significant acquisitions, special collections, speeches, technical development, and other related subjects.
b. Other Program Subject Files - Arranged by TAGS and Terms.
Disposition:
Cut off at end of each calendar year. Destroy 3 years after cut off date.
DispAuthNumber:
N1-059-95-04, item 30b
A-06-019-02b
Procurement Files
Description:
Contracts, correspondence, purchase orders, requisitions, and other documentation on purchase orders covering administration, award, books, inspection, receipt, payment, periodicals, procurement, publishers, vendors, requisitions (Requisition for Equipment, Supplies, Furniture, Furnishings, or Services (OF-263)), and other related subjects.
b. Chronological Files. Arrange by Purchase Order Number.
Disposition:
Destroy when one year old or when no longer needed.
DispAuthNumber:
Non-Record
A-06-019-02c(1)
Procurement Files
Description:
c. Publications Procurement Files.
(1) General correspondence with organizational elements of the Department regarding purchase of books, periodicals, etc.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
NN-171-132, item 4a
A-06-019-02c(2)
Procurement Files
Description:
c. Publications Procurement Files.
(2) Contracts, requisitions, purchase orders and related papers pertaining to award, administration, receipt, inspection and payment.
Disposition:
Temporary. Destroy 6 years after final payment or cancellation. (Supersedes GRS 3, item 3a[2]).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-019-02d(1)
Procurement Files
Description:
d. Post Files.
(1) Foreign Publications. Correspondence with posts requesting them to acquire certain foreign publications with related invoices, vouchers, etc.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
NN-171-132, item 5
A-06-019-02d(2)
Procurement Files
Description:
d. Post Files.
(2) Library Service. Correspondence with posts regarding post requests for publications including related requisitions.
Disposition:
Destroy when 3 years old.
DispAuthNumber:
NN-171-132, item 6
A-06-019-02e
Library Administrative Records
Description:
Records documenting a library's planning and management. Records may document library policies, procedures, and statistics. Includes records such as:
• strategic plans, project plans
• policies and procedures for developing collections, acquisitions, patron privacy, loans, and restricting library material
• promotional material describing library services and resources
• correspondence and records on library staffing and relations with other libraries
• quick guides to library databases and resources, topical or customized reading lists, and bibliographies
Note: For records on purchasing licenses, subscriptions, vendor services, or interagency agreements, see GRS 1.1, Financial Management and Reporting Records.
Disposition:
Temporary. Destroy when 3 years old or 3 years after superseded or obsolete, whichever is applicable. Longer retention is authorized for business use.
DispAuthNumber:
DAA-GRS-2015-0003-0001 (GRS 4.4, Item 010)
A-06-019-02f
Library Operations Records
Description:
Records documenting the daily activities of running a library. Includes:
• reference inquiries and responses
• correspondence and records about normal cataloging, circulation, and document delivery activities
• visitor logs, sign-in sheets, computer sign-up sheets, and equipment or facility registration forms
• photocopying and digitization requests
Disposition:
Temporary. Destroy when business use ceases.
DispAuthNumber:
DAA_GRS-2015-0003-0002 (GRS 4.4, Item 020)
A-06-019-02g
Inter Library-Loan (ILL) Requests
Disposition:
Temporary. Destroy 5 years after completing the transaction.
DispAuthNumber:
DAA-GRS-2015-0003-0003 (GRS 4.4, Item 030)
A-06-020-01
Records Management Program - Subject Files
Description:
Correspondence, memorandums, telegrams, reports, studies, forms, and other documentation on records policies and management in the Department, field offices, and posts covering Authorization for the Removal of Personal Papers and Non-record Materials (DS-1904), classified information, consultations, electronic records, E-mail policy, fax policies, Inspector General reports, litigation, micro-records, Posts Reports, procedures, records maintenance and disposition, Records Management Handbook, Request for Records Disposition Authority (SF-115), Request to Transfer, Approval, and Receipt of Records to NARA (SF-258), Retirement of Records (DS-693B), security surveys, training, travel, and other related subjects.
Post files
Disposition:
TEMPORARY. Cut off at end of each calendar year. Destroy when 6 years old.
DispAuthNumber:
N1-059-95-04, item 34a
A-06-020-02
Records Management Program - Subject Files
Description:
Correspondence, memorandums, telegrams, reports, studies, forms, and other documentation on records policies and management in the Department, field offices, and posts covering Authorization for the Removal of Personal Papers and Non-record Materials (DS-1904), classified information, consultations, electronic records, E-mail policy, fax policies, Inspector General reports, litigation, micro-records, Posts Reports, procedures, records maintenance and disposition, Records Management Handbook, Request for Records Disposition Authority (SF-115), Request to Transfer, Approval, and Receipt of Records to NARA (SF-258), Retirement of Records (DS-693B), security surveys, training, travel, and other related subjects.
Domestic files
Disposition:
Temporary. Destroy no sooner than 6 years after the project, activity, or transaction is completed or superseded, but longer retention is authorized if needed for business use. (Supersedes GRS 16, item 7)
DispAuthNumber:
DAA-GRS-2013-0002-0007 (GRS 4.1, Item 020)
A-06-020-03
Records Disposition Files - Arranged by year, record group number, and NARA job number
Description:
Request for Authority to Dispose of Records (SF-115), Acknowledgement of Request for Action (NA-13084), copies of Retirement of Records (DS-693B), signed copies of memorandums of concurrence, correspondence, memorandums, and other documentation on the disposition of Departmental and post records.
Disposition:
Temporary. Destroy no sooner than 6 years after the project, activity, or transaction is completed or superseded, but longer retention is authorized if needed for business use. (Supersedes GRS 16, item 2a(1))
DispAuthNumber:
DAA-GRS-2013-0002-0007 (GRS 4.1, Item 020)
A-06-020-04
Record - Destruction Notices Files
Description:
Retired Department records which are schedule for destruction by WNRC: Notice of Intent to Destroy (NA-13001) with date of notice, records disposal date, records description, accession number, disposal authority, volume, and location; Records Transmittal and Receipt (SF-135) with accession numbers, volume, box numbers, series description, disposal authority, disposal date, and location; memorandum of approval authorizing the destruction of the records signed by the office that created the records or its appropriate successor; and annotated correspondence and memorandums.
Disposition:
Temporary. Destroy no sooner than 6 years after the project, activity, or transaction is completed or superseded, but longer retention is authorized if needed for business use. (Supersedes GRS 16, item 2a(2))
DispAuthNumber:
DAA-GRS-2013-0002-0007 (GRS 4.1, Item 020)
A-06-020-05
SF-135 Files - Record Transfers to WNRC or NPRC
Description:
Records Transmittal and Receipt (SF-135) with accession numbers, volume, box numbers, series description, disposal authority, disposal date, and location on records transferred to WNRC or the National Personal Records Center (NPRC) from RSC.
Copies of SF-135 used by the Department Central Research Staff, the Records Service Center, and the Records Management Staff.
Disposition:
Temporary. Destroy no sooner than 6 years after the project, activity, or transaction is completed or superseded, but longer retention is authorized if needed for business use. (Supersedes GRS 16, item 2a(2))
DispAuthNumber:
DAA-GRS-2013-0002-0007 (GRS 4.1, Item 020)
A-06-020-07
Microimage Records Files
Description:
Correspondence, memorandums, and other documentation on micro-records covering cameras, equipment, film, filming, microfiche, microfilm, Microfilm Library, photocopiers, quality controls, reader-printers, supplies, and other related subjects.
Disposition:
TEMPORARY. Destroy when 3 years old.
DispAuthNumber:
N1-059-95-04, item 37
A-06-021-01
Foreign Service Employee Emergency Locator Records
Description:
The purpose of this Employee Services Center database is to provide locator and emergency next of kin information that can be used when handling death cases for Foreign Service personnel, including liaison between the Department and surviving families. It can also be used for next of kin emergency notification in support of crisis and Task Force Operations and post evacuations, and for mail holding and forwarding information. Foreign Service personnel who wish to participate voluntarily provide all information. The database was recently opened to any U.S. Government employee who is assigned to a foreign post. Privacy restrictions apply. See State System 12, Foreign Service Employee Locator/Notification Records.
Disposition:
TEMPORARY: See sub sections 01a through 01c(2) for specific dispositions.
DispAuthNumber:
N1-059-02-05, item 1
A-06-021-01b
Foreign Service Employee Emergency Locator Records
Description:
b. Master file: Contains general locator, mail and package forwarding address, dependent, and emergency notification information. Updated as needed by individual employee or authorized Employee Service Center personnel.
Disposition:
TEMPORARY: Delete employee record 5 years after the employee resigns or retires.
DispAuthNumber:
N1-059-02-05, item 1b
A-06-021-01c(1)
Foreign Service Employee Emergency Locator Records
Description:
c. Outputs: Hardcopy and/or soft copy display of employee record for returning employee review and update, for crisis list of employees at a particular site, or, for receptionist to answer queries as to the location of employees who have given permission for release of information.
Disposition:
TEMPORARY: Destroy/delete when no longer needed by employee or Employee Services Center authorized personnel.
DispAuthNumber:
N1-059-02-05, item 1c(1)
A-06-021-01c(2)
Foreign Service Employee Emergency Locator Records
Description:
c. Output: CD-ROM containing employee records of those individuals who have not modified their master file record for a period of five years. Employee record is returned to the master file upon updating of the record.
Disposition:
TEMPORARY: Delete employee record 5 years after the employee resigns or retires.
DispAuthNumber:
N1-059-02-05, item 1c(2)
A-06-021-02a
Leave Data - Departure for Post (DS-1552) File
Description:
a. File contains paper copies of Form DS-1552 prepared and verified by the employee and Employee Services Center personnel. Form DS-1552 is submitted as the initial step in the process of transferring pay and leave authority from domestic payroll in Washington to the overseas payroll center in Charleston, SC upon employee departure for post. Forms are filed in alphabetical order by month.
Disposition:
TEMPORARY: Cutoff at end of calendar year. Maintain in current file area for 2 years and destroy.
DispAuthNumber:
N1-059-02-05, item 2a
A-06-021-03a
Leave, Travel, and Consultation Status (DS-1707) File
Description:
a. File contains paper copies of Form DS-1707, which are prepared and verified by the employee and Employee Services Center. This form is sent to the Personnel Technician and used to transfer the employee to domestic payroll, and initiate any appropriate locality pay. The DS-1707 also reconciles all leave and travel. Forms are filed in alphabetical order by month.
Disposition:
TEMPORARY: Cutoff at end of calendar year. Maintain in current file area for 2 years and destroy.
DispAuthNumber:
N1-059-02-05, item 3a
A-06-021-04a
Death Case File
Description:
a. File contains information used for handling death while in-service cases for both Foreign Service and Civil Service personnel, including notification of next of kin, and liaison between the Department and surviving families. Consists of copies of memorandums and letters for benefits, and life insurance forms.
Disposition:
TEMPORARY: Destroy 20 years after case is closed.
DispAuthNumber:
N1-059-02-05, item 4a
A-06-021-05
General Services Policy and Procedures File
Description:
Consists of memoranda, studies and reports on significant plans, decisions and problems concerning the buildings management program.
Disposition:
TEMPORARY: Hold in current file area and destroy previous versions when superseded or revised policies or procedures are received.
DispAuthNumber:
N1-059-03-10, item 1
A-06-021-11
General Administrative Subject Files.
Description:
Contains information about general program and administrative functions such as memoranda, inventory information, program history articles from State Newsletter and State Magazine.
Disposition:
DISPOSITION: Cutoff at end of calendar or fiscal year. Hold in current file area for 2 years and then retire to Records Service Center. Destroy 5 years after cutoff.
DispAuthNumber:
N1-059-03-10, item 6
A-06-021-12
Operations Support Correspondence File
Description:
Contains correspondence, forms and schedules pertaining to the use and control of all operations support, including but not limited to: auditoriums and conference rooms, parking and flag requests.
Disposition:
TEMPORARY: Cutoff at end of quarter. Delete/destroy 1 year after cutoff.
DispAuthNumber:
N1-059-03-10, item 5
A-06-021-15a
Statistical Reports
Description:
Daily reports concerning the activities of the office.
Disposition:
TEMPORARY: Cutoff at end of month. Delete/destroy one month after cutoff.
DispAuthNumber:
N1-059-03-10, item 4a
A-06-021-15b
Statistical Reports
Description:
Monthly reports concerning the activities of the office.
Disposition:
TEMPORARY: Cutoff at end of quarter. Delete/destroy one year after cutoff.
DispAuthNumber:
N1-059-03-10, item 4b
A-06-021-15c
Statistical Reports
Description:
Annual reports concerning the activities of the office.
Disposition:
TEMPORARY: Cutoff at end of calendar year. Delete/destroy 5 years after cutoff. (NN-171-66, item 11)
DispAuthNumber:
N1-059-03-10, item 4c
A-06-021-23a
AUDIOVISUAL SERVICES
Official State Department Photography
Description:
Contains negatives relating to the foreign affairs of the U.S., high level or significant State Department personnel and foreign officials. Arrange chronologically or numerically by date of negative and job number. File growth averages 334 negatives or two cubic feet per year with about 1670 negatives currently on hand. 1993 to present.
Disposition:
PERMANENT: Arrange in 5-year blocks. Retire to RSC 5 years after the last year in the block and transfer (with associated log) immediately to NARA.
DispAuthNumber:
N1-059-03-10, item 13a
A-06-021-23b
Official State Department Photography
Description:
Contains digital images generated (scanned) from negatives relating to the foreign affairs of the U.S., high level or significant State Department personnel and foreign officials. Arrange chronologically or numerically by date of negative and job number.
Disposition:
PERMANENT: Arrange in 5-year blocks. Retire to RSC 5 years after the last year in the block and transfer (with associated log) immediately to NARA.
DispAuthNumber:
N1-059-03-10, item 13b
A-06-021-23c
Official State Department Photography
Description:
Original digital (born digital) images relating to the foreign affairs to the U.S., high level or significant State Department personnel and foreign officials. Arrange chronologically and numerically by date of scanned image and job number.
Disposition:
PERMANENT: Arrange in 5-year blocks. Retire to RSC 5 years after the last year in the block and transfer (with associated log) immediately to NARA.
DispAuthNumber:
N1-059-03-10, item 13c
A-06-021-23d
Official State Department Photography
Description:
Assignment logs, indexes, or other finding aids in hard copy and/or in electronic form providing access to the negatives and digital images.
Disposition:
PERMANENT: Transfer to NARA with the corresponding negatives and/or digital images in items 23a through 23c.
DispAuthNumber:
N1-059-03-10, item 13d
A-06-021-23e
Official State Department Photography
Description:
Contains uncaptioned negative and/or digital images of routine award ceremonies, social events, activities, not related to the mission of the Department, personnel identification or passport images, and other routine administrative or personnel related to the Department mission. (N1-059-92-18, item 1c)
Disposition:
TEMPORARY: Distribute to requesting office or delete/destroy when no longer needed for reference.
DispAuthNumber:
N1-059-03-10, item 13e
A-06-021-24a
VIDEO PRODUCTION
Video Master File
Description:
Video master productions of internal communication programs that are informational, routine and non-substantive in content, such as "How to" -type and scripted event video productions. Masters are produced on Betacam SP, SVHS, digibeta tape format. Subject and/or events are arranged chronologically with number. 1995 to present.
Disposition:
TEMPORARY: Maintain master in current file area for 5 years, then degauss, and recycle tapes.
DispAuthNumber:
N1-059-03-10, item 14a
A-06-021-24b
Video Master File
Description:
Video master productions of internal communication programs that are substantive in content or document significant events such as Secretary Town Meetings in response to terrorist attackers. Masters (since 1995) are produced on Betacam SP, SVHS, digibeta tape format. Subject and/or events are arranged chronologically with number. 1995 to present.
Disposition:
PERMANENT: Maintain master in current file area for 10 years and then transfer the master and one copy to the National Archives in 2-year blocks.
DispAuthNumber:
N1-059-03-10, item 14b
A-06-021-24c
Video Master File
Description:
Duplicate Copy for Public Dissemination.
Disposition:
TEMPORARY: Transfer upon request to the National Technical Information Service (NTIS).
DispAuthNumber:
N1-059-03-10, item 14c
A-06-021-25a
Field Footage File
Significant Field Footage.
Description:
Contains material that may or may not have been used in production. Produced on Betacam SP, SVHS, digibeta tape format.
Material documenting significant people, places, or events.
Disposition:
PERMANENT: Maintain in current file area for 10 years. Then transfer to NARA in 2-year blocks.
DispAuthNumber:
N1-059-03-10, item 15a
A-06-021-25b
Field Footage File
Routine Field Footage File.
Description:
Contains material that may or may not have been used in production. Produced on Betacam SP, SVHS, digibeta tape format.
Material that does not document any significant people, place, or event.
Disposition:
TEMPORARY: Degauss and recycle tapes when no longer needed.
DispAuthNumber:
N1-059-03-10, item 15b
Description:
Consists of written specifications for video production. Includes such things as setting, action and camera coverage, dialogue, narration and an audio portion that addresses music and sound effects. Also includes script approvals signed by Department of State internal clients.
Disposition:
TEMPORARY: Destroy video production copy upon completion of project and transfer original script to internal client.
DispAuthNumber:
N1-059-03-10, item 16
A-06-021-27
Equipment Inventory Files
Description:
Contains copies of equipment requisitions and related documentation for current inventory.
Disposition:
TEMPORARY: Destroy 2 years after discontinuance of equipment item, 2 years after stock balance is transferred to new inventory or 2 years after equipment is removed from Department control.
DispAuthNumber:
N1-059-03-10, item 17
A-06-021-28
Finding Aids (Index)
Description:
Finding aids for identification, retrieval, or use of video master and raw footage records. Contains such information as name of tape, date produced, topic, domestic or overseas, tape format, and name of client.
Disposition:
PERMANENT: Transfer to NARA with disposition of video master and field footage files.
DispAuthNumber:
N1-059-03-10, item 18
A-06-021-29
ART BANK PROGRAM
Art Bank Program Vendor Files
Description:
Contains copies of documents related to the purchase of artwork and framing materials from vendors. Includes purchase orders, bank check/credit receipts for supplies, Art Bank Program vendor orders, shipping and receiving reports, vendor invoices, final credit card statements. Arranged alphabetically by vendor name in fiscal year order.
Disposition:
TEMPORARY: Cutoff at end of fiscal year. Delete/destroy 5 years after cutoff.
DispAuthNumber:
N1-059-03-10, item 19
Description:
Contains information about the artwork represented by source including brochures and visuals of art. Used only for reference purposes.
Disposition:
TEMPORARY: Maintain in current file area until no longer needed for informational purposes and then destroy.
DispAuthNumber:
N1-059-03-10, item 20
A-06-021-31
Artist Background and Appraisal Files
Description:
Loose leaf binders containing artist biographies, catalogues, articles, print documents, and other printed information about the art work. Files are provided to prospective clients and are used by art appraisers and Art Bank staff. Arranged alphabetically.
Disposition:
TEMPORARY: Destroy when superseded by updated information.
DispAuthNumber:
N1-059-03-10, item 21
Description:
Consists of Borrowers Activity File (location history), Condition and Conservation File, Bureaus and Image files. Electronic records are derived from hard copy documents or forms that are subsequently filed in the Vendor File, the Source File, or the Subject Files.
Disposition:
TEMPORARY: Retain for duration artwork is owned by GSM. When artwork is disposed, move data to inactive status. Delete when no longer needed for administrative, legal, audit, or other operational purposes, whichever is later.
DispAuthNumber:
N1-059-03-10, item 22b
A-06-021-32c(1)(a)
OUTPUTS
Fiscal Year Statistical Report.
Description:
Reports. Ad-hoc and scheduled system generated reports related to penalties for loss, the purchase and loan of artwork, borrowers of artwork, amount of financial contribution by components, title and location of art, and work activities.
Disposition:
TEMPORARY: Cutoff at end of fiscal year. Delete/destroy 3 years after cutoff.
DispAuthNumber:
N1-059-03-10, item 22c(1)(a)
A-06-021-32c(1)(b)
Semi-annual Inventory Report.
Description:
Used by Art Bank staff to conduct twice annual Department-wide inventory of the artworks on exhibit.
Disposition:
TEMPORARY: Delete/destroy when superseded by new inventory report or when no longer needed for administrative purposes.
DispAuthNumber:
N1-059-03-10, item 22c(1)(b)
Description:
System generated labels used for inventory and identification purposes.
Disposition:
TEMPORARY: Affix label to artwork. Destroy label when artwork is disposed of.
DispAuthNumber:
N1-059-03-10, item 22c(2)
A-06-021-32d
Documentation
Description:
Documents that provide a narrative description of the electronic system or physical and technical characteristics of the records, including a record layout that describes each field including its name, size, starting or relative position; and a description of the form of the data. Also includes a data dictionary or the equivalent information associated with a database management system., including a description of the relationship between data elements in databases, and any other technical information needed to read or process the records. System documentation may include such items as manuals and software update documentation.
Disposition:
TEMPORARY: Cutoff when the system is superseded and/or replaced. Delete/destroy 2 years after cutoff or when no longer needed for reference, whichever is later.
DispAuthNumber:
N1-059-03-10, item 22d
A-06-021-38
Boycott Requests
Description:
Requests which violate the Export Administrative Act of 1979.
Disposition:
Destroy when 7 years old.
DispAuthNumber:
N1-059-87-02, item 5
A-06-021-39
Parking Permit and Car Pool Records Information System
Description:
The Parking Permit and Car Pool Records information system contains data on Department of State, U.S. Agency for International Development (USAID) employees, and full-time employees of private organizations who have permits for Department parking facilities; individuals who car pool with employees holding permits; and persons interested in joining a car pool.
A-06-021-39b
Intermediary Records
Description:
Parking Permit and Car Pool Records Information System input source records and output adhoc reports.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-021-39d
Parking Permit and Car Pool Records Information System
Description:
d. System Backups:
Backup tapes maintained for potential system restoration in the event of a system failure or other unintentional loss of data.
Disposition:
TEMPORARY. Destroy when second subsequent backup is verified as successful or when no longer needed for system restoration, whichever is later. (Supersedes GRS 24, item 4a[2]).
DispAuthNumber:
DAA-GRS-2013-0006-0006 (GRS 3.2, item 041)
A-06-021-39e
Parking Permit and Car Pool Records Information System
Description:
e. Documentation:
Data systems specifications, file specifications, codebooks, records layouts, user guides, output specifications, and final reports relating to a master file or data base that has been authorized for destruction by the GRS or a NARA-approved disposition schedule.
Disposition:
TEMPORARY. Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (Supersedes GRS 20, item 11a[1]).
DispAuthNumber:
DAA-GRS-2013-0005-0003 (GRS 3.1, item 051)
A-06-025-01
Executive Director - Program Files
Description:
Includes reports, email messages, background material, and correspondence documenting the activities related to the unique, substantive functions for which the SPO is responsible. Arranged by subject.
Disposition:
TEMPORARY. Cut off at end of the Summit. Retain in office area until completion and publication of after action report and retire to Records Service Center. Delete/destroy 10 years after cut off.
DispAuthNumber:
N1-059-04-01, item 1
A-06-025-02
Executive Director - After-Action Report
Arranged by function
Description:
Report with annexes detailing the activities of each of the Summit Planning Organization functional areas (administration, liaison, communications, accommodations, etc.). The report which is organized by function, documents the activities of the SPO, and serves as a "lessons learned" resource for future summit planning.
Disposition:
TEMPORARY. Retire to the Records Service Center upon completion of the Summit and publication of the report. Delete/destroy when 10 years old or when superseded by report of the next U.S. hosted Summit, whichever is sooner.
DispAuthNumber:
N1-059-04-01, item 2
A-06-025-03
Administrative Records Maintained in any Agency Office
Description:
Executive Director Daily Activity Reports and Function Director Administrative Records.
Records accumulated by individual offices that relate to routine day-to-day administration and management of the office rather than the mission-specific activities for which the office exists. Records include:
• staff locators, unofficial organizational charts, and office seating charts (see
Exclusion 1)
• office-level administrative policies and procedures and files related to their
development (see Note 1)
• calendars or schedules of daily activities of non-high-level officials (high-level
officials are defined in GRS 6.1; this item covers those positions not defined as
high-level)
• informal requests and tracking of personnel training, travel, supplies, and
equipment, excluding procurement and payment records and forms requesting
training (e.g. SF-182)
• internal office activity and workload reports
• studies and analyses of office administrative functions and activities
• non-mission related management reviews and surveys
• minutes of meetings related to administrative activities
Exclusion 1: This item does not apply to recordkeeping copies of organizational charts, functional statements, and related records that document the mission-related organization, staffing, and procedures of the office. Agencies must schedule those records on an agency-specific schedule.
Note 1: This item covers administrative policies and procedures at the office/unit level. GRS 5.7 covers agency-level administrative issuances or directives.
Disposition:
Temporary. Destroy when business use ceases.
DispAuthNumber:
DAA-GRS-2016-0016-0001 (GRS 5.1, item 010)
A-06-025-04
Deputy Executive Director - Program Files
Description:
Includes reports, email messages, memoranda, background material, and general correspondence documenting the activities related to the unique, substantive functions for which the SPO is responsible. Topics include such things as Core Week Schedule, non-government organizations, special interest groups, action item follow-up, administration and internal SPO policy, personnel issues, etc. Arranged by subject.
Disposition:
TEMPORARY: Cut off at end of summit. Retain in office area until completion of after action report. Delete/destroy upon completion and publication of after action report.
DispAuthNumber:
N1-059-04-01, item 4
A-06-025-05
Deputy Executive Director - Meeting Minutes
Description:
File contains email, transcripts, or written copies of minutes, agenda, list of attendees, proposals submitted for consideration, action items and final recommendations of meetings with SPO staff, Interagency Governmental Task Force, and other forums involved in summit planning. Arranged by topic or organization.
Disposition:
TEMPORARY: Cut off at end of the Summit. Retain in office area until completion of after action report. Delete/destroy upon completion of after action report.
DispAuthNumber:
N1-059-04-01, item 5
A-06-025-06
General Counsel - Program Files
Description:
Includes reports, email messages memoranda, background material, and general correspondence documenting the legal advice provided SPO staff relative to the functions for which the SPO is responsible. Topics can include such areas as Host and Legacy Committee liaison, contract reviews, ethics questions, first amendment issues, Privacy Act statement for website, trademark issues related to G-8 logo, and interpretations of laws. Arranged by subject within each SPO function.
Disposition:
TEMPORARY: Cut off at end of the Summit. Retain in office area until completion of after action report. Delete/destroy upon completion of after action report.
DispAuthNumber:
N1-059-04-01, item 6
A-06-025-07
Functional Director - Functional Director Files
Description:
Files contain information about Director and staff officer activities related to domestic and international liaison, operations, communications, events, credentialing, accommodations, information technology, and administration, including liaison with State Bureau of Administration. Includes copies of correspondence, progress reports, publications, drafts of documents, background data and reference materials. Arranged by subject or country within each functional area.
Disposition:
TEMPORARY: Cut off at conclusion of project or assignment. At end of the Summit screen out documents for inclusion in the appropriate official file. Delete/destroy remainder of file when projects, assignments, and after action report are completed. (ref. N1-059-89-25, item 15)
DispAuthNumber:
N1-059-04-01, item 7
A-06-025-08
Functional Director - Video Recordings
Description:
Programs produced by and acquired from outside sources. Videos are to be used for the purpose of informing the public about the planning of events related to the G-8 Summit.
Disposition:
TEMPORARY: Cut off at end of the Summit. Retain in office area until completion and publication of after action report and retire to Records Service Center. Delete/destroy 10 years after cut off.
DispAuthNumber:
N1-059-04-01, item 8
Description:
The G-8 web site is intended to disseminate information (available in other forms) to the public, to report on the activity and operation of the web site, and to collect information needed to complete preparations for the Summit. The website will also collect information, including some personal information, required for the issuance of the Summit credentials. This information will be processed in accordance with the provisions set forth in Department of State Privacy Act System of Records, STATE-36, Security Records. In addition, information is collected for statistical purposes and software programs are used to monitor network traffic to identify unauthorized attempts to upload or change information or otherwise cause damage.
Disposition:
TEMPORARY: See sub sections 09a through d for specific dispositions.
DispAuthNumber:
N1-059-04-01, item 9
Description:
a. g8usa.gov Web site Archives
Includes a paper copy of all screen printouts of web site pages at any given point in time. The printouts are copies of content material as actually seen by a user as of a specific date. The web site serves as a static repository for summit planning information and will be taken down at the conclusion of the Summit.
Disposition:
TEMPORARY: Cut off at end of the Summit. Hold printouts in current file area until completion of after action report and retire to Records Service Center. Delete/destroy 10 years after cut off.
DispAuthNumber:
N1-059-04-01, item 9a
Description:
b. g8usa.gov Web site Content Records
Electronic records documenting the content of the g8usa.gov web site. This includes, but will not be limited to personal information on all individuals who have or seek credentials e.g., delegates, media, staff, vendors, etc. who need access to Summit venues (typically those that have designated as NSSE (National Special Security Event) venues). Other information collected includes data about a persons visit to the web site. Any personal information an individual provides in an email message will only be used to respond to the email.
Disposition:
TEMPORARY: Cut off at end of the Summit. Hold records until completion of after action report or superseded by updated information. Retire to Records Service Center upon completion of after action report and delete/destroy 3 years after cut off.
DispAuthNumber:
N1-059-04-01, item 9b
Description:
c. g8usa.gov Feedback and Statistical Reports
Electronic records that contain all comments and feedback from web site users. There is also another set of reports, which contain utilization statistics on the web site.
Disposition:
TEMPORARY: Cut off at end of the Summit. Upon completion of after action report retire to Records Service and delete/destroy data 3 years after cut off.
DispAuthNumber:
N1-059-04-01, item 9c
Description:
d. g8usa.gov Maintenance and Operations Records
Paper and electronic records documenting g8usa.gov web site maintenance, operations, and program administration.
Disposition:
TEMPORARY: Cut off at end of the Summit. Upon completion of after action report retire to Records Service Center and delete/destroy records 3 years after cut off.
DispAuthNumber:
N1-059-04-01, item 9d
A-06-025-10
Supervisors' Personnel Files
Description:
Records on positions, authorizations, pending actions, position descriptions, training records, individual development plans, telework agreements, award recommendations, and records on individual employees not duplicated in or not appropriate for the OPF. These records are sometimes called supervisors’ working files, unofficial personnel files (UPFs), and employee work folders or “drop” files.
Exclusion 1: Records that become part of a grievance file, an appeal or discrimination complaint file, a performance-based reduction-in-grade or removal action, or an adverse action. These records are covered under GRS 2.3, Employee Relations Records.
Exclusion 2: Employee medical documents, unless part of employee’s initial request for reasonable accommodation. Following approval, the agency’s reasonable accommodation decision replaces medical documentation and becomes the record. Reasonable accommodation employee case files are covered under GRS 2.3, Employee Relations Records.
Disposition:
Temporary. Review annually and destroy superseded documents. Destroy remaining documents 1 year after employee separation or transfer. (Supersedes GRS 1, item 18a and GRS 1, item 18b)
DispAuthNumber:
DAA-GRS-2017-0007-0012 (GRS 2.2, item 080)
A-06-025-11
Time and Attendance Records
Description:
Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records (i.e. DS1734, DS-7100) documenting employees’ presence at or absence from work.
Legal citation: 29 U.S.C. 516.5a
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0004-0002 (GRS 2.4, item 030)
A-06-025-13
Budget Preparation Background Records
Description:
Records held at all other offices. Preliminary budget estimates, justifications, cost statements, narrative statements, rough data, and similar materials from internal agency components (individual offices, divisions, programs, etc.) for use in preparing annual, agency-wide budget requests.
Disposition:
Temporary. Destroy when 2 years old, but longer retention is authorized if required for business use. (Supersedes GRS 5, item 2)
DispAuthNumber:
DAA-GRS-2015-0006-0006 (GRS 1.3, item 041)
A-06-025-15
Functional Director - Appropriation Allotment Files
Description:
Allotment records showing status of obligations and allotments under each authorized appropriation.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes GRS 7, item 3).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-025-16
Functional Director - Expenditure Accounting Posting and Control Files
Description:
Records such as distribution ledgers, registers of interoffice transfers, expenditure voucher file, liquidation memoranda and other series of posting and control media, subsidiary to the allotment ledgers, and not otherwise provided for in this schedule. Included are related communications, reports, tabulations, and worksheets.
Disposition:
TEMPORARY. Destroy 6 years after final payment or cancellation. (Supersedes GRS 7, item 4a).
DispAuthNumber:
DAA-GRS-2013-0003-0001 (GRS 1.1, item 010)
A-06-025-18
Functional Director - Routine Procurement and Contract Files
Description:
Files contain contracts, requisitions, purchase orders, leases, and bond and surety records, including correspondence and related papers pertaining to award, administration, receipt, inspection and payment.
Disposition:
Temporary. Destroy when business use ceases. (Supersedes GRS 3, item 3c)
DispAuthNumber:
DAA-GRS-2013-0003-0002 (GRS 1.1, item 011)
A-06-025-21
Functional Director - Travel Files
Description:
Includes records relating to routine and operational aspects of travel and visits by other than prominent individuals and congressmen. Included are travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting documents.
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if needed for business use. (Supersedes GRS 9, item 4a)
DispAuthNumber:
DAA-GRS-2016-0013-0001 (GRS 1.1, Item 001)
A-06-026-01
BNet Intranet Website
Description:
Website content and all related web management and operations records. Web content consists of information about the BNet TV schedules, search functionality of videos on demand, downloads of video programs, and information on using the video systems.
Disposition:
Temporary. Delete/destroy when superseded, obsolete, or no longer needed.
DispAuthNumber:
N1-059-10-21, item 1
A-06-026-02
BNet Weekly Program
Description:
Consists of a content management system that identifies, indexes, and schedules the video programs broadcast on BNet Live and on BNet TV.
Disposition:
Temporary. Destroy when 2 years old or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-21, item 2
A-06-026-03
BNet Video Clip Collection
Description:
Consists of BNet video clip programs that were shown on-air or on-line through the BNet broadcasting systems. Video programs come from a variety of sources, including C-SPAN video feeds of Congressional events and hearings, bureaus and posts videos of meetings and presentations, and video programs from the Department Public Affairs office.
Disposition:
Temporary. Destroy when 2 years old or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-21, item 3
A-06-026-04
EZ Virtual Time Card (EZ-VTC)
Description:
The Virtual Time Card application allows direct-hire government employees to submit their timecards for approval, first to their supervisor and then to their timekeeper(s) for entry into TATEL, without printing paper forms or leaving their desk. The application is scalable, requires no special license, and produces automatic reminders and metric reports as needed. Employees requesting leave (sick leave, annual leave, or any other type of leave requiring prior approval by their supervisor) can use the Department’s eForms program to fill out, sign, and submit form OPM-0071 electronically to their supervisor. Once the leave slip has been electronically signed by their supervisor, the employee may then save the electronically signed form and attach it to their virtual timecard submission.
A-06-026-04a
Time and Attendance Records
Description:
Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records (i.e. DS1734, DS-7100) documenting employees’ presence at or absence from work.
Legal citation: 29 U.S.C. 516.5a
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0004-0002 (GRS 2.4, item 030)
A-06-026-04b
Intermediary Records
Description:
EZ Virtual Time Card (EZ-VTC) including inputs generated from data entry from individual employees, scanned images and electronic documentation. Also includes adhoc reports for reference purposes or to meet day-to-day business needs.
Disposition:
Temporary. Destroy upon creation or update of the final record, or when no longer needed for business use, whichever is later.
DispAuthNumber:
DAA-GRS-2022-0009-0002 (GRS 5.2, item 020)
A-06-026-04d
EZ Virtual Time Card (EZ-VTC)
Description:
d. System Backup
Data file information is simultaneously mirrored on four 4node SQL Servers (clustered) and are backup daily within the DoS Enterprise Server Operations Center (ESOC).
Disposition:
Temporary. Destroy immediately after the identical records have been deleted or replaced by a subsequent backup file, but longer retention is authorized if required for business use. (Supersedes GRS 20, item 8b)
DispAuthNumber:
DAA-GRS-2013-0006-0008 (GRS 3.2, Item 051)
A-06-026-04e
EZ Virtual Time Card (EZ-VTC)
Description:
e. System Documentation
Data systems specifications, file specifications, codebooks, record layouts, user guides, output specifications and final reports relating to master file, database or other electronic records.
Disposition:
Temporary. Destroy 5 years after the project/activity/ transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2013-0005-0003 (GRS 3.1, item 051)
A-06-026-05
Records Related to myProfile Database
Description:
Records consisting of data of Department of State employees enterprise-wide, which includes business card information such as work location, telephone numbers, personal contact information for notifications, and address-list used to provide up-to-date data for communications and serving as a reliable, quality, reference source of the Department’s Global Address List and distribution lists such as Department Notices, ServiceNow, and related enterprise and administrative services for employee support.
Disposition:
Temporary. Destroy when 1 year old or when superseded or obsolete.
DispAuthNumber:
DAA-GRS-2016-0012-0002 (GRS 5.5, Item 020)
A-06-027-01
DAS Program Files
Description:
Consists of correspondence, memorandums, reports, project plans, position papers, briefing materials, and other records received or sent by the Deputy Assistant Secretary that pertain to the formulation and development of policy positions, set precedent, or reflect significant changes in organization and management of the Department global information services programs. Records document the management of information services and the planning and development of activities in the areas of directives and forms management, publishing services, Freedom of Information and Privacy Acts, records management, document classification, and library services.
Disposition:
PERMANENT. Cut off file at the end of the incumbent tenure and retire to the RSC. Transfer to the National Archives 25 years after cutoff.
DispAuthNumber:
N1-059-10-22, item 1
A-06-027-02
DAS Administrative Files
Description:
Consists of correspondence, memorandums, emails, reports, spreadsheets, workload reports, presentations and reference and background materials that relate to the management of the office but do not set precedent or reflect policy decisions. (For administrative files common to all offices, see Chapter 3.)
Disposition:
Temporary. Cut off file at the end of the incumbent tenure. Destroy 3 years after cutoff or when no longer needed, whichever is later.
DispAuthNumber:
N1-059-10-22, item 2
A-06-028-01
Student Employee Correspondence
Description:
Consists of general correspondence to include, but not limited to, requests for personal and academic documentation, students’ work plans, students’ schedules, instructional and guidance emails for current students, intake processes and program updates.
Disposition:
Temporary. Destroy 1 year after end of student employment.
DispAuthNumber:
DAA-0059-2012-0005-0001
A-06-028-02
Student Recruitment Files
Description:
Contains correspondence to Universities; candidates rankings and statistics; resumes; data call requests; interview instructions; posted job vacancies announcements; meeting notes; correspondence with new recruits; letters to Supervisors for new recruits; progress and issue reports; as well as program status reports.
Disposition:
Temporary. Destroy when 3 years old or when no longer needed, whichever is later.
DispAuthNumber:
DAA-0059-2012-0005-0002
A-06-028-03
Standard Operations Procedures -SOPs
Description:
Consists of established standard operational procedures and guidance for conducting day-to-day official business within the office. Annually updated and kept in hard copy.
Disposition:
Temporary. Cut off at end of calendar year and destroy when superseded.
DispAuthNumber:
DAA-0059-2012-0005-0003
A-06-028-04
Staff Assistants’ Files
Description:
Subject Files. Memorandums, reports, and taskers regarding IPS operations, such as those originating within various IPS divisions and requiring the IPS Director’s clearance, and the attendant notes, logs, and excel charts used by the IPS Front Office to monitor and organize those items.
Disposition:
Temporary. Destroy when no longer needed for operational purposes.
DispAuthNumber:
DAA-0059-2012-0005-0006
A-06-028-05
Tracking and Control System Records
Description:
Logs, registers, excel spreadsheets and other records used to control and document student employment programs, (i.e.; the Student Career Experience Program-SCEP and PATHWAYS). Included are statistical data reports, graphs, logs, recommendations and referrals and other similar records used solely to control work flow.
Disposition:
Temporary. Destroy when 3 years old or when no longer needed, whichever is sooner.
DispAuthNumber:
DAA-0059-2012-0005-0004
A-06-028-06
Policy and Procedures Files
Description:
Material regarding the development and implementation of internal organizational policies and procedures, such as materials pertaining to the realignment of organizational IT resources, and Memorandums of Agreement (MOAs) and Memorandums of Understanding (MOUs) which establish working arrangements involving IPS and other offices, divisions, bureaus, or agencies.
Disposition:
Temporary. Cutoff when superseded, updated, or no longer in effect. Destroy 10 years after cutoff.
DispAuthNumber:
DAA-0059-2012-0005-0005
A-06-028-07a
Job Vacancy Case Files
Description:
Records of one-time competitive and Senior Executive Service announcements/ selections.
Case files an agency creates when posting and filling competitive job vacancies. Also known as case examining, competitive examination, or merit case files. Includes:
• request for lists of eligible candidates
• job announcement
• examination announcement
• job analysis, assessment criteria, and crediting plan
• basis for certification
• applications, resumes, supplemental forms, other attachments
• list of eligible candidates or applicants screened, ranking or ratings assigned, and basis for certification
• certificates, registers or lists of eligible candidates issued to selecting officials
• job-related test records
• mandatory applicant drug test records
• annotated certificates of eligible candidates returned by selecting officials
• job offers
• records of job offer being accepted or declined
• correspondence/documentation of announcement or recruiting operation
Legal citation: 5 CFR 335.103
Disposition:
Temporary. Destroy 2 years after selection certificate is closed or final settlement of any associated litigation; whichever is later.
DispAuthNumber:
DAA-GRS-2017-0011-0001 (GRS 2.1, item 050)
A-06-028-07b
Job Application Packages
Description:
Application packages for competitive positions, in USAJobs or its successors, and other systems, whether electronic or analog. Includes:
• application
• resume
• supplemental forms
• other attachments
Includes declined offers for temporary or excepted appointment, when a name is received from certificate of eligibles; and all others.
Note: This item is only for copies of materials submitted to and maintained in systems that receive job applications. Copies of these records used to fill job vacancies are covered under job vacancy case files (Items 050 and 051).
Disposition:
Temporary. Destroy 1 year after date of submission. (Supersedes GRS 1, item 4b(1); GRS 1, item 4b(2); and GRS 1, item 4b(3))
DispAuthNumber:
DAA-GRS-2014-0002-0011 (GRS 2.1, item 060)
A-06-028-09
Position Descriptions
Description:
Official record copy of position description.
Copy held at Human Resources office.
Records relating to developing, editing, classifying, and evaluating position descriptions, including information on title, series, grade, duties, and responsibilities.
Disposition:
Temporary. Destroy 2 years after position is abolished or description is superseded, but longer retention is authorized if required for business use. (Supersedes GRS 1, item 7b)
DispAuthNumber:
DAA-GRS-2014-0002-0002 (GRS 2.1, item 020)
A-06-028-10
Employee Incentive Award Records
Description:
Agency awards files, including recommendations, approved nominations, correspondence, and reports about agency-sponsored cash and noncash awards (such as lump-sum cash awards, honorary awards, informal recognition awards, cost savings awards, and time off awards). Also, includes correspondence about awards from other Federal agencies or non-Federal organizations and to former employees.
Disposition:
Temporary. Destroy 2 years after final action, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2023-0002-0001 (GRS 2.2, item 030)
A-06-028-11
Supervisors' Personnel Files
Description:
Records on positions, authorizations, pending actions, position descriptions, training records, individual development plans, telework agreements, award recommendations, and records on individual employees not duplicated in or not appropriate for the OPF. These records are sometimes called supervisors’ working files, unofficial personnel files (UPFs), and employee work folders or “drop” files.
Exclusion 1: Records that become part of a grievance file, an appeal or discrimination complaint file, a performance-based reduction-in-grade or removal action, or an adverse action. These records are covered under GRS 2.3, Employee Relations Records.
Exclusion 2: Employee medical documents, unless part of employee’s initial request for reasonable accommodation. Following approval, the agency’s reasonable accommodation decision replaces medical documentation and becomes the record. Reasonable accommodation employee case files are covered under GRS 2.3, Employee Relations Records.
Disposition:
Temporary. Review annually and destroy superseded documents. Destroy remaining documents 1 year after employee separation or transfer. (Supersedes GRS 1, item 18a and GRS 1, item 18b)
DispAuthNumber:
DAA-GRS-2017-0007-0012 (GRS 2.2, item 080)
A-06-028-12
Transitory Records
Description:
Records that meet the following conditions:
● They are required for only a short time (generally less than 180 days) and
● They are not required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making.
For specific examples, see the GRS 5.2 Frequently Asked Questions (FAQs):
https://www.archives.gov/records-mgmt/grs/faqs-for-grs-5-2
Exclusion: This item does not include the following data output files, which must be scheduled on an agency-specific schedule:
● files created specifically for public access purposes
● summarized information from unscheduled electronic records or inaccessible permanent records
● data extracts produced by a process that significantly changes the content of the file from the source records’ content, effectively creating a new data file
Disposition:
Temporary. Destroy when no longer needed for business use, or according to an agency predetermined time period or business rule.
DispAuthNumber:
DAA-GRS-2022-0009-0001 (GRS 5.2, item 010)
A-06-028-13
Time and Attendance Records
Description:
Sign-in/sign-out records, time cards, leave applications and approvals of all types (annual, sick, family medical, military service, jury duty, leave donations, etc.); overtime, compensatory, and credit time requests and approvals; premium pay authorizations; and other records (i.e. DS1734, DS-7100) documenting employees’ presence at or absence from work.
Legal citation: 29 U.S.C. 516.5a
Disposition:
Temporary. Destroy when 3 years old, but longer retention is authorized if required for business use.
DispAuthNumber:
DAA-GRS-2019-0004-0002 (GRS 2.4, item 030)
A-06-028-14
Administrative Records Maintained in any Agency Office
Description:
Records accumulated by individual offices that relate to routine day-to-day administration and management of the office rather than the mission-specific activities for which the office exists. Records include:
• staff locators, unofficial organizational charts, and office seating charts (see Exclusion 1)
• office-level administrative policies and procedures and files related to their development (see Note 1)
• calendars or schedules of daily activities of non-high-level officials (high-level officials are defined in GRS 6.1; this item covers those positions not defined as high-level)
• informal requests and tracking of personnel training, travel, supplies, and equipment, excluding procurement and payment records and forms requesting training (e.g. SF-182)
• internal office activity and workload reports
• studies and analyses of office administrative functions and activities
• non-mission related management reviews and surveys
• minutes of meetings related to administrative activities
Exclusion 1: This item does not apply to recordkeeping copies of organizational charts, functional statements, and related records that document the mission-related organization, staffing, and procedures of the office. Agencies must schedule those records on an agency-specific schedule.
Note 1: This item covers administrative policies and procedures at the office/unit level. GRS 5.7 covers agency-level administrative issuances or directives.
Disposition:
Temporary. Destroy when business use ceases.
DispAuthNumber:
DAA-GRS-2016-0016-0001 (GRS 5.1, item 010)
