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Chapter 02 General Administration

October 31, 2008

These operational records relate to the general administrative activities of NARA. Items 201 through 211 describe records that generally serve facilitative or informational purposes common to most offices. Items 212 through 264 describe records relating to employee training programs, studies and reports of archival and management programs, information management activities, emergency planning, internal NARA records management, mail management, classified information controls, information security, and information resources management. Items 266 through 269 describe administrative records created and maintained at regional records services facilities. For other records maintained at regional records services facilities (those records which otherwise would have been covered in Chapter 2), see items 147 (Chapter 1), 1343 (Chapter 13), and 1474 (Chapter 14).

Office Administration

File #DescriptionDisposition
201 Files Plan
Files Plan (NA Form 2003) showing records maintained by an office.
201-1 Record copy of files plan maintained by the office responsible for the records. (Place Files Plan in first folder of file drawer or, in the case of nonstandard filing equipment, post the plan in a conspicuous location.) Cut off annually.
Destroy when 3 years old OR when no longer needed for reference OR administrative use. (N1-64-96-2, item 11)
201-2 Copies maintained by the NARA Records Officer, records liaison officers, and administrative officers. Cut off annually.
Destroy on receipt of a revised plan OR discontinuance of the plan. (N1-64-87-1)
202 Reading Files
Copies of outgoing communications which are maintained for review by staff members.
202-1 Reading files of the Archivist and Deputy Archivist/Chief of Staff. PERMANENT. Cut off in 6-month blocks.
Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
202-2 Reading files maintained by office heads, staff directors, or equivalent. Cut off in 6-month blocks.
Destroy when 3 years old. (N1-64-87-1)
202-3 All other reading files. Cut off in 6-month blocks.
Destroy when 6 months old. (These files may be retained for up to 2 years at the office's discretion.) (N1-64-87-1)
203 Suspense Files
Documents arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected and, if not received, should be traced to a given date.
203-1 A note or other reminder to take action. Destroy after action is taken. (GRS 23, item 6a)
203-2 The file copy or an extra of an outgoing communication filed by the date on which a reply is expected. Withdraw documents when reply is received.
If suspense copy is an extra copy, destroy immediately.
If suspense copy is the file copy, incorporate it into the official files. (GRS 23, item 6b)
204 Schedules of Daily Activities
Calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of NARA employees, EXCLUDING materials determined to be personal.

NOTE: Personal materials should be segregated from official records. If materials are intermixed, copy those portions that pertain to official business and place in official file.
204-1 Records containing substantive information relating to the official activities of the Archivist, Deputy Archivist, office heads, staff directors, and special assistants to the Archivist and Deputy Archivist. The substance of information in the schedules has NOT already been incorporated into reports, correspondence, or other records included in the official files. Cut off annually.
Destroy when 15 years old OR when no longer needed for reference, whichever is SOONER. (N1-64-90-1)

NOTE: Print out calendars and schedules maintained in electronic form and retain the printouts as the records.
204-2 Records of other NARA employees containing substantive information relating to their official activities. The substance of the information has NOT already been incorporated into the official files. Cut off annually.
Destroy/delete when 2 years old. (GRS 23, item 5a)

NOTE: Print out calendars and schedules maintained in electronic form and retain the printouts as the records.
204-3 Records documenting routine activities containing no substantive information and records containing substantive information, the substance of which has been incorporated into the official files. Destroy/delete when no longer needed for convenience of reference. (GRS 23, item 5b)
205 Office Administration Files
Records accumulated by individual offices that relate to the internal administration or housekeeping activities of the office rather than the functions for which the office exists. Includes records relating to office staffing, procedures, and communications; office budget and expenditures; and use of office space and facilities. See file nos. 208, 303-1, 503, 508, 509, and 701-2 for other housekeeping records. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
206 Administrative Tracking and Control Files
Logs, registers, and other records in hard copy or electronic form used to control or document the status of correspondence, reports, or other records that are scheduled for disposal in accordance with the NARA Records Schedule. Destroy/delete when 2 years old OR 2 years after the date of the latest entry, whichever is applicable. (GRS 23, item 8)
208 Designation Files
Correspondence and forms designating authority to certain employees to: sign time and attendance cards, property passes, and printing requisitions; certify invoices; control personal property; and undertake other duties and responsibilities as assigned. Cut off annually, bringing forward documents still in effect.
Destroy remaining file when 1 year old. (N1-64-96-2, item 12)
209 Employee Publication Review Files
Reviews by office heads, staff directors, or equivalent of publications authored by NARA employees. Included are requests for reviews, responses, and copies of the publications. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
211 Reference Publication Files
Copies of NARA internal and/or external directives, NARA publications, and publications issued by other Government agencies and non-Governmental organizations that are maintained for reference within an office. These files are normally kept in binders and filed in bookcase units. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)

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Training

File #DescriptionDisposition
212 Office Training Files
212-1 Individual Training Files. Documents maintained by individual offices relating to training of employees. See item 213 for training program files. Cut off annually.
Destroy when 2 years old. (N1-64-96-2, item 13a)
212-2 Individual Career Intern Development (CIDS) Files. Documents relating to trainee's completion of training, performance plans and evaluations, and certificates of training. Cut off after training is completed OR terminated.
Destroy when 5 years old. (N1-64-96-2, item 13b)
213 Training Program Files
Files accumulated in developing training programs for NARA employees. Included are files pertaining to CIDS and other employee training sponsored by the Organization and Staff Development Services Staff (NAO) and/or other NARA offices. Program records relating to NARA-sponsored training for employees of other agencies and/or the general public are described in other chapters of the NARA Records Schedule (e.g., item 1305, "Records Management Workshop, Conference, and Training Course Files"; item 1606, "Education Workshop Training Files"; and item 1607, "Teacher Workshop Files").
213-1 NARA Training Aids. One copy of each manual, syllabus, textbook, and other training aid developed or used by NARA. See Chapter 10, item 1028 for audiovisual materials. DISPOSAL NOT AUTHORIZED. Disposition to be determined at a later date.
213-2 NARA-sponsored training. Correspondence, agreements, authorizations, reports, requirement reviews, plans, and objectives relating to the establishment and operation of training courses and conferences. Cut off annually after completion of a specific program.
Destroy when 5 years old. (GRS 1, item 29a[1])
213-3 Background and working files. Cut off annually.
Destroy when 3 years old. (GRS 1, item 29a[2])
213-4 Routine operational records relating to support of training, such as room reservations and class lists. Cut off annually.
Destroy when 1 year old. (N1-64-96-2, item 14)
213-5 External training. Correspondence, reports, and other records relating to the availability of training and employee participation in training programs sponsored by other Government agencies or non-Government institutions. See file no. 212 for training records on individuals. Destroy when 5 years old OR when superseded OR obsolete, whichever is SOONER. (GRS 1, item 29b)
213-6 Course announcement files. Reference file of pamphlets, notices, catalogs, and other records which provide information on courses or programs offered by Government or non-Government organizations. Nonrecord. Destroy when superseded OR obsolete.

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Program Control

File #DescriptionDisposition
214 NARA Fee Schedule Files
Correspondence, studies, reports, working papers, and other records relating to preparing the NARA fee schedule.
214-1 Case file maintained by office responsible for coordinating or developing the fee schedule. Destroy when 15 years old OR when second update cycle of the fee schedule revision is completed. (N1-64-96-2, item 15)
214-2 Copies of the fee schedule maintained by all offices. Destroy when superseded OR obsolete. (N1-64-87-1)
214-3 Other records maintained by other offices. Destroy when no longer needed for reference. (N1-64-87-1)
215 Special Fee Projects
Cost analyses, correspondence, and reports relating to establishing fees for special reproduction projects. Cut off upon completion OR termination of project.
Destroy when 10 years old. (N1-64-87-1)
216 Federal Activities Inventory Reform (FAIR) Act Files
Records documenting the development and submission of the annual Commercial Activities Inventory and other requirements of the FAIR Act.
216-1 Correspondence and other records relating to the development of the Commercial Activities Inventory and its submission to the Office of Management and Budget (OMB) and Congress. Includes copies of inventories and background papers, records relating to the Archivist's review of the inventory, OMB's review, and challenges and appeals. Cut off annually.
Destroy 5 years after cutoff. (N1-64-00-8, item 12a)
216-2 Records relating to management reviews conducted pursuant to the FAIR Act. Cut off upon completion of review.
Retire to records center 3 years after cutoff. Destroy when 10 years old. (N1-64-00-8, item 12b)
216-3 Copies of OMB Circular A-76, implementing instructions, and related materials issued outside of NARA. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
217 OMB Circular A-76, Performance of Commercial Activities, Files
Records documenting NARA's implementation of OMB Circular A-76, Performance of Commercial Activities. Includes implementation procedures, reviews of NARA commercial activities, appeal procedures, other reviews required under A-76, and inventories of in-house commercial activities and those activities already contracted out. (File procurement records related to A-76 solicitations in individual case files under item 519, "General Procurement Files.")
217-1 Case files maintained by office having primary responsibility. Cut off when action is completed.
Retire to records center 3 years after cutoff. Destroy when 10 years old. (N1-64-00-8, item 13a)
217-2 Records maintained by the Office of the Inspector General (OIG) as part of independent review process. Cut off upon completion of study.
Retire to records center 1 year after cutoff.
Destroy when 10 years old. (N1-64-00-8, item 13b)
217-3 Records maintained by other offices, including information copies and background material. Cut off upon completion of study.
Destroy when 2 years old. (N1-64-90-1)
218 Management Control Policies and Procedures Files
Correspondence and other records relating to management (internal) control policies and procedures under OMB Circular A-123, Management Accountability and Control, and OMB Circular A-127, Financial Management Systems. Included are copies of office-level management control plans and IOPs (see file no. 104-4). Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
219 Risk Assessment Files
Correspondence, risk assessment forms, and other records relating to assessing the susceptibility of NARA and its programs to loss or unauthorized use of resources, errors in reports and information, illegal or unethical acts, and/or adverse or unfavorable public opinion. Cut off after assessment report.
Destroy 5 years after cutoff OR upon completion of subsequent assessment report, whichever is EARLIER. (N1-64-90-1)
220 Management Control Evaluation Files
Correspondence, reports, corrective action plans, and similar records relating to studies or formal evaluations of management controls (OMB Circular A-123) and financial subsystem reviews (OMB Circular A-127).
220-1 Records maintained by the Policy and Planning Staff (NPOL) and the office conducting evaluation (if NOT filed under a specific program or functional file number (e.g., 222 or 1318). Cut off annually.
Destroy when 5 years old. (N1-64-87-1)
220-2 Records maintained by other offices. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
220-3 Tracking files. Destroy/delete when 2 years old, OR 2 years after the date of the latest entry, whichever is applicable. (GRS 23, item 8)
221 Federal Managers' Financial Integrity Act (FMFIA) Annual Report
Annual FMFIA Report to Congress and the President concerning agency implementation of OMB Circulars A-123 and A-127.
221-1 Official record copy maintained by NPOL. Arranged by year. PERMANENT. Cut off annually.
Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
221-2 Documents, including assurance statements, accumulated in preparing the annual report. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
222 Management Improvement Study Files
Records accumulated in conducting studies which result in initiatives to change the manner or method of planning, directing, controlling, or doing work which results in increased effectiveness, efficiency, and economy.
222-1 Case Files. Contains studies, charts, coordination papers, recommendations, statistical data, and related records. Arranged by study.
a. Case files on substantive studies.
PERMANENT. Cut off annually upon completion of study.
Retire to records center 5 years after cutoff. Transfer to NARA in 10-year blocks when 20 years old. (N1-64-96-2, item 17a[1])
b. Case files on studies of routine administrative work or facilitative activities (e.g., work schedules, transportation, contractor services, or building services).
Cut off upon completion of study.
Destroy when 10 years old. (N1-64-96-2, item 17a[2])
222-2 Records used as background material in developing and completing management improvement studies. Included are analysis, notes, drafts, interim reports, and data used but NOT included in the official case file. Cut off after completion of the related study.
Destroy when 3 years old. (N1-64-87-1)

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Information Management

File #DescriptionDisposition
223 Clearance Comments Files
Comments on directives, plans, and similar publications prepared by another office, and comments on directives, regulations, and similar issuances prepared by another agency.
223-1 Office requesting comments. Place comments in appropriate functional file (e.g. directives case file).
223-2 Office submitting comments. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
224 Federal Register Liaison Records
224-1 Designation of liaison officer and certifying officer. Destroy when superseded. (N1-64-87-1)
224-2 NPOL records relating to liaison activities. Includes internal tracking log (paper and/or electronic) of published items; NPOL correspondence with the Office of the Federal Register relating to certifying documents for publication, requesting emergency publication of documents, and making corrections to previously published documents; and documents relating to other liaison responsibilities.

NOTE: Place published copy of correction document in case file of corrected regulation or notice.		 Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
225 Routine Federal Register Notices
Files (NOT related to liaison activities) documenting the processing of Federal Register notices that announce meetings, closure of research rooms, and other matters that are not codified in the Code of Federal Regulations.

NOTE: Agency files documenting the development, clearance, and processing of proposed and final rules for publication in the Federal Register are covered by item 102. 		Place in appropriate program file.
226 Unified Agenda and Regulatory Plan
NARA regulatory agenda materials developed for publication in the semiannual Unified Agenda of Federal Regulations.
226-1 Agenda materials maintained by all offices. Cut off annually.
Destroy when 2 years old. (GRS 16, item 13b)
226-2 Correspondence with OMB on regulatory plan and determinations of significant regulations. Records are maintained by NPOL. Cut off annually. Destroy when 4 years old OR when no longer needed, whichever is SOONER. (N1-64-96-2, item 18)
227 External Directory Updates
Records accumulated in providing information on NARA organizations, facilities, and services for publication in external directories, such as the Congressional Directory and the Catalog of Federal Domestic Assistance. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
228 External Questionnaires and Surveys
Copies of questionnaires, surveys, and other records relating to NARA policies, procedures, functions, organizations, and activities. Questionnaires and surveys are received and answered by NARA for external organizations and Federal entities and are NOT identified elsewhere in the NARA Records Schedule.
228-1 Records maintained by the office responsible for preparing NARA's response. Cut off annually.
Destroy when 4 years old. (N1-64-87-1)
228-2 Records maintained by other offices. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
229 Reports Control
Records accumulated in controlling internal and external reports.
229-1 NARA-generated reports and information collections. Case files maintained by the Information Technology Policy and Administration Division (NHP) for each agency report, survey, or application created or proposed, including public use reports. Included are:
  • Clearance forms, such as OMB Form 83 (formerly SF 83);
  • Copies of pertinent forms or descriptions of format;
  • Copies of authorizing directives;
  • Preparation instructions; and
  • Documents relating to the evaluation, continuation, revision, and discontinuance of reporting requirements.
 Place in inactive file after the report is discontinued.
Destroy when 2 years old. (GRS 16, item 6)
229-2 Interagency and Congressional Reports
a. Case files maintained by NPOL for purposes of tracking reporting requirements placed on NARA by other agencies, OMB, and Congress. Included are:
  • Notices reminding offices that reports are due;
  • Correspondence;
  • Copies of transmittal letters and reports sent to recipient agencies and/or Congress;
  • Copies of authorizing directives and regulations (including OMB Circulars) and pertinent forms or descriptions of format;
  • Preparation instructions;
  • Other documents relating to continuation, revision, or discontinuance of reporting requirements; and
  • Working papers.
Destroy when superseded OR when reporting requirement is discontinued. (N1-64-00-8, item 14a)
b. Files maintained by offices that are tasked with completing a report for NARA as required by other agencies, OMB, and Congress. Included are:
  • Notices reminding offices that reports are due;
  • Correspondence;
  • Copies of transmittal letters and reports sent to recipient agencies and/or Congress;
  • Copies of authorizing directives and regulations (including OMB Circulars) and pertinent forms or descriptions of format;
  • Preparation instructions;
  • Other documents relating to continuation, revision, or discontinuance of reporting requirements; and
  • Working papers.
File in appropriate program file. (N1-64-00-8, item 14b.)
229-3 Registers. Computer-generated registers and similar registers used to track reports. Destroy when superseded OR obsolete. (N1-64-87-1)
231 Forms Management Administration Files
231-1 Forms registers used to record and control the numbers and other identifying data assigned to each form. Destroy when no longer needed. (N1-64-87-1)
231-2 Forms Liaison Records. Correspondence and listings relating to appointment of forms liaison officers in NARA units. Destroy when superseded OR no longer needed. (N1-64-96-2, item 20)
232 Forms Case Files
232-1 Official case files consisting of the record copy of each NARA-originated form with related instructions and documentation showing inception, scope, and purpose of the form. Destroy 5 years after related form is discontinued, superseded, OR canceled. (GRS 16, item 3a)
232-2 Working papers, background materials, requisitions, specifications, and processing data. Destroy when related form is discontinued, superseded, OR canceled. (GRS 16, item 3b)
232-3 Files maintained by other offices. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
233 Stationery Files
Reports, correspondence, lists, printing specifications, master copies of stationery, and other records pertaining to NARA stationery. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
234 Printing Requisition Files
Requisitions and related background material sent to the Government Printing Office or other approved printing sources. Destroy 3 years after completion OR cancellation of requisition. (N1-64-87-1)

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Emergency Planning

File #DescriptionDisposition
235 Emergency Planning Administrative Correspondence Files
Correspondence files (NOT covered elsewhere in this chapter) relating to administration and operation of the NARA emergency planning program.

NOTE: This item does NOT cover records documenting policies and procedures accumulated in the office having agency-wide responsibility for emergency programs; See Chapter 1, item 109. 		Cut off annually.
Destroy when 2 years old. (GRS 18, item 26)
236 Emergency Planning Case Files
Case files containing a copy of each issued plan or directive with related background papers. Destroy 3 years after issuance of a new plan OR directive. (GRS 18, item 27)
237 Emergency Directives Reference Files
Copies of directives and plans issued by NARA, as well as those issued by the Federal Emergency Management Agency (FEMA), other Federal agencies, State and local governments, and the private sector. Nonrecord. Destroy when superseded OR obsolete.
238 Emergency Planning Reports
NARA reports of operations tests, consisting of consolidated or comprehensive reports reflecting agency-wide results of tests conducted under emergency plans. PERMANENT. Cut off when related plan or directive becomes obsolete OR is superseded.
Transfer to NARA in 10-year blocks when 15 years old. (N1-64-87-1)
239 Emergency Operations Test Files
Files accumulating from tests conducted under NARA emergency plans, such as instructions to members participating in test, staffing assignments, messages, tests of communications and facilities, and reports (EXCLUDING consolidated and comprehensive reports under file no. 238). Cut off annually.
Destroy when 3 years old. (GRS 18, item 28)

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Internal NARA Records Management

File #DescriptionDisposition
240 Records Management Survey and Evaluation Files
Documents relating to NARA surveys conducted to provide advice and assistance on, or to evaluate the effectiveness of, records management operations and programs. Included are notifications of visits, reports of surveys, reports of corrective action taken, and related documents.
240-1 Records maintained by the NARA Records Officer, records liaison officers, and administrative officers. Cut off annually.
Destroy when 6 years old. (GRS 16, item 7)
240-2 Records maintained by other offices. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
241 Internal NARA Records Management Function
Records created and maintained while planning, managing, evaluating, administering, and operating the function for internal NARA records management. This function is to manage operational records, which are those records that NARA staff members create in the course of conducting agency business. The NARA Records Management Staff (NHR) in the Office of Information Services (NH) performs this function for NARA. The records under item 241 are divided among three broad functional areas: Program Direction, Administrative, and Program Operation.
241-1 Program Direction. Records created in the planning, managing, and evaluating of the internal NARA records management program.
a. Includes, but NOT limited to, files relating to strategic planning, budget, and clearance comments (substantive program impact).
Carry over active files from previous fiscal year.
Cut off inactive files at end of fiscal year in which activity ceases.
Destroy 5 years after cutoff. (N1-64-03-5, item 1a)
b. Records management policy and vital records planning.
Carry over active files from previous fiscal year.
Destroy when superseded. (N1-64-03-5, item 1b)
241-2 Administrative. Records created by activities that facilitate the functioning of the internal NARA records management program.
a. Includes, but NOT limited to, files relating to clearance comments (no substantive program impact) and service requisitions/orders.
Cut off annually.
Destroy 2 years after cutoff. (N1-64-03-5, item 2a)
b. Records relating to performance planning/evaluation, including performance plans, performance appraisals, individual development plans, and any supporting documentation.
File records under file no. 303-1, "Unofficial Personnel Files." (N1-64-03-5, item 2b)
241-3 Program Operation. Records created in the course of operating the internal NARA records management program.
a. Includes, but NOT limited to, files relating to:
  • Providing oversight of entire records management program;
  • Retiring, destroying, and retrieving records stored in records centers;
  • Inventorying records and conducting records surveys;
  • Providing other records management services to NARA customer units (such as records storage/reference assistance in Archives II staging area, disaster recovery/incident response, and technical assistance with files plans and other records management questions);
  • Implementing and managing NARA's vital records program;
  • Conducting records "clean out" days; and
  • Conducting special projects.
Carry over active files from previous fiscal year.
Cut off inactive files at end of fiscal year in which activity ceases or project ends.
Destroy 5 years after cutoff. (N1-64-03-5, item 3a)
b. Scheduling Case Files. Includes: Standard Forms (SF) 115, Request for Records Disposition Authority, and attachments; correspondence; notes; and other supporting documentation.
Carry over active files from previous fiscal year.
Destroy when superseded. (N1-64-03-5, item 3b)
c. Accessioning Case Files. Includes: SF 258s, Agreement to Transfer Records to the National Archives of the United States, and folder/box lists; correspondence; notes; and other supporting documentation.
Carry over active files from previous fiscal year.
Destroy when no longer needed for administrative use. (N1-64-03-5, item 3c)
242 Feasibility Studies
Studies conducted before the installation of any technology or equipment associated with information management systems, such as copiers, micrographics, and communications but EXCLUDING IT systems (See Chapter 8). Studies and system analyses for the initial establishment and major changes of these systems. Such studies typically include a consideration of the alternatives of the proposed system and a cost/benefit analysis, including an analysis of the improved efficiency and effectiveness to be expected from the proposed system. Cut off when study is completed OR canceled.
Destroy 5 years after cutoff. (GRS 16, item 9)
244 Vital Records Policy and Procedures Files
Correspondence, inventories, and other records relating to the NARA Vital Records Program. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)

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Mail and Messenger

File #DescriptionDisposition
246 Distribution Lists
Records accumulated in establishing and maintaining automatic and specific purpose mailing lists for distribution of documents, such as the U.S. Government Manual, Code of Federal Regulations, Federal Register, Prologue, Calendar of Events, etc. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
247 Postal and Private Mail Service Records
United States Postal Service (USPS) and private mail company forms and supporting papers.
247-1 Records relating to incoming or outgoing registered mail pouches; and registered, certified, insured, overnight, express, and special delivery mail, including receipts and return receipts. Cut off annually.
Destroy when 1 year old. (GRS 12, item 5a)
247-2 Application for registration and certification of declared value mail. Cut off annually.
Destroy when 1 year old. (GRS 12, item 5b)
247-3 Report of loss, rifling, delayed or late delivery, wrong delivery, or other improper treatment of mail. Cut off annually.
Destroy when 1 year old. (GRS 12, item 5c)
247-4 Postal Irregularities Files. Memoranda, correspondence, reports, and other records relating to irregularities in the handling of mail, such as loss or shortage of postage stamps or money orders, or loss or destruction of mail. Cut off after completion of investigation.
Destroy 3 years after cutoff. (GRS 12, item 8)
248 Mail and Delivery Service Control Files
248-1 General files, including correspondence, memoranda, directives, and guides, relating to the administration of mail room operations. Cut off annually.
Destroy when 1 year old OR when superseded OR obsolete, whichever is applicable. (GRS 12, item 6g)
248-2 Statistical reports and data relating to handling of mail and volume of work performed. Cut off annually.
Destroy when 1 year old. (GRS 12, item 6d)
248-3 Statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post or packages over 4 pounds). Destroy when 6 months old. (GRS 12, item 6b)
248-4 Requisitions for stamps (exclusive of copies used as supporting documents to payment vouchers). Destroy when 6 months old. (GRS 12, item 6c)
248-5 Records relating to checks, cash, stamps, money orders, or any other valuables remitted to the agency by mail. Cut off annually.
Destroy when 1 year old. (GRS 12, item 6e)
248-6 Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, EXCLUDING those records covered by file nos. 247-1, 247-2, and 247-3, and those used as indexes to correspondence files. Cut off annually.
Destroy when 1 year old. (GRS 12, item 6a)
248-7 Locator cards, directories, indexes, and other records relating to mail delivery to individuals. Destroy 5 months after separation OR transfer of individual OR when obsolete, whichever is applicable. (GRS 12, item 6h)
249 Metered Mail Files
Official metered mail reports and all related papers. Cut off annually.
Destroy when 6 years old. (GRS 12, item 7)
250 Mail Service Program Management Files
Documents accumulated in overseeing mail management operations, including guidance, procedures, policy statements, and evaluations. EXCLUDES directives case files and management improvement studies (items 104 and 222 respectively). Destroy when superseded OR obsolete. (N1-64-96-2, item 21)
251 Messenger Service Files
Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records. Destroy when 2 months old. (GRS 12, item 1)

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Classified Information Accounting and Control

File #DescriptionDisposition
252 Classified Documents Administrative Correspondence Files
Correspondence files (NOT covered elsewhere in this chapter) pertaining to the administration of security classification, control, and accounting for classified documents.

NOTE: This item does NOT cover records documenting policies and procedures accumulated in the office having agency-wide responsibility for classified information programs. (See file no. 109.)

 Cut off annually.
Destroy when 2 years old. (GRS 18, item 1)
253 Classified Document Receipt Files
Records documenting the receipt and issuance of classified documents. Cut off annually.
Destroy when 2 years old. (GRS 18, item 2)
254 Classified Documents Destruction Certificates Files
Certificates relating to the destruction of classified documents. Cut off annually.
Destroy when 2 years old. (GRS 18, item 3)
255 Classified Documents Inventory Files
Forms, ledgers, or registers used to show identity, internal routing, and final disposition made of classified documents, but EXCLUSIVE of classified document receipts and destruction certificates and documents relating to Top Secret material covered elsewhere in this chapter. Cut off annually.
Destroy when 2 years old. (GRS 18, item 4)
256 Top Secret Document Accounting Files
Registers maintained at control points to indicate accountability over Top Secret documents, reflecting the receipt, dispatch, or destruction of the documents.

NOTE: Electronic master files and databases created to supplement or replace the records covered by file no. 256 are NOT authorized for disposal under General Records Schedule (GRS) 18 ("Security and Protective Services Records"), item 5. Such files must be scheduled on an SF 115.

 Destroy 5 years after documents shown on forms are downgraded, transferred, OR destroyed. (GRS 18, item 5a)
257 Top Secret Document Control Files
Forms accompanying documents to ensure continuing control, showing names of persons handling the documents, intra-office routing, and comparable data.

NOTE: Electronic master files and databases, created to supplement or replace the records covered by file no. 257, are NOT authorized for disposal under GRS 18, item 5. Such files must be scheduled on an SF 115.

 Destroy when related document is downgraded, transferred, OR destroyed. (GRS 18, item 5b)
258 Classified Documents Access Request Files
Requests and authorizations for individuals to have access to classified files. Destroy 2 years after authorization expires. (GRS 18, item 6)
259 Classified Document Container Security Files
259-1 Forms or lists used to record safe and padlock combinations, names of individuals knowing combinations, and comparable data used to control access into classified document containers. Destroy when superseded by a new form or list OR upon turn-in of container. (GRS 18, item 7a)
259-2 Forms placed on safes, cabinets, or vaults containing security classified documents that record opening, closing, and routine checking of the security of the container, such as locking doors and windows, and activating alarms. Included are such forms as SF 701, Activity Security Checklist, and SF 702, Security Container Check Sheet.

NOTE: Forms involved in investigations must be retained until completion of the investigation.

 Destroy 3 months following the last entry on the form (see "NOTE"). (GRS 18, item 7b)

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Information Security

File #DescriptionDisposition
261 Top Secret Inventory Requirements Files
Records relating to the annual inventory of accessioned Top Secret documents which have been processed and described for researcher access or reviewed for declassification.
261-1 Annual inventory reports originated by custodial units and sent to NARA Information Security Manager.
a. Reports maintained by custodial units.
Cut off annually.
Destroy when 3 years old. (N1-64-96-2, item 22)
b. Reports maintained by NARA Information Security Manager.
Cut off annually.
Destroy when 10 years old. (N1-64-90-1)
261-2 Waiver of inventory report files, including applications and responses. Destroy when superseded. (N1-64-90-1)
261-3 Top Secret Inventory Lists and Registers.
a. Lists of Top Secret documents disclosed to researchers.
Cut off annually.
Destroy when 2 years old. (N1-64-90-1)
b. Lists of withdrawn Top Secret documents (paper copy used in the Initial Processing/Declassification Division [NWMD] for accounting purposes) or registers to Top Secret materials at Presidential libraries.
Destroy when superseded. (N1-64-90-1)
c. Register of NATO Top Secret/COSMIC NATO documents.
Destroy when superseded. (N1-64-90-1)
262 Information Security Policy File
Records reflecting the formulation and establishment of policy, planning, and procedural developments governing information security matters. Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-90-1)
263 Information Security Inspection and Survey Files
Documents relating to inspections and surveys of safeguards employed for the protection of classified information. Included are copies of inspections and surveys conducted by the NARA Information Security Manager and by assistant information security managers.
263-1 Documents maintained by the NARA Information Security Manager. Cut off annually upon completion of the inspection or survey.
Destroy oldest report when 3 subsequent inspections OR surveys have been completed. (N1-64-90-1)
263-2 Documents maintained by the assistant information security managers. Cut off annually upon completion of the inspection or survey.
Destroy when 2 years old. (N1-64-90-1)
263-3 Vault certifications. Destroy when vault is terminated OR recertified. (N1-64-90-1)

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Information Resources Management (IRM)

File #DescriptionDisposition
264 IRM Review Files
Reports required by the General Services Administration concerning reviews of IRM practices. Included are associated correspondence, studies, directives, feeder reports, and monitoring surveys and reports. Cut off annually.
Destroy when 7 years old. (GRS 16, item 11)

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Administrative Functions - Regional Records Services Facilities

File #DescriptionDisposition
266 Administrative Functions
Records documenting most administrative functions as performed by staff at Regional Records Services facilities. EXCLUDES records of other administrative functions specifically described under items 267, 268, and 269. Cut off at the end of the fiscal year in which the project/activity/transaction was completed OR superseded.
Destroy when 3 years old. (N1-64-07-5, item 5)
267 Collections and Expenditures of Funds
267-1 Records that document collections and expenditures of funds, BUT EXCLUDING records relating to funds for buildings. Examples of administrative functions in this series include:
  • Time & Attendance;
  • Property Management Officer/Accountable Officers' personal property accounts;
  • Procurement actions exceeding the simplified acquisition threshold;
  • Contracts for construction projects exceeding $2000 (see 267-2 for records related to buildings); and
  • Travel.
 Cut off at the end of the fiscal year in which the project/activity/transaction was completed OR superseded.
Destroy 7 years after cutoff. (N1-64-07-5, item 6)
267-2 Records documenting collections and expenditures of funds for issues relating to facilities (e.g., acquisition, major maintenance/renovation/improvements, quality of environment). For ALL OTHER facility-related issues, use file no. 266. Retain for life of asset (i.e., building).
Transfer to purchaser OR dispose of 10 years after:
  • Unconditional sale of the mortgage by the Government; OR
  • Release by the Government of any conditions, restrictions, OR other liens related to the asset. (GRS 3, items 1a and 1b)
268 Federal Records Centers' (FRCs) Workload and Billing
Records include customer service requests and internal NARA-generated operational data used to process FRC service requests, track work accomplished, and support billing information entry into the Web Tally portion of the Records Center Program Billing System (RCPBS).
  • Hard copy supporting work documentation includes, but is not limited to: Optional Form 11s, Trust Fund Requests, IRS batch sheets, TASK Daily Work Logs, and completed hard copy Web Tally data entry sheets.
  • Electronic data sources include extracts from various operational sources, including but not limited to: Center-specific databases and barcode reader systems, Centers Information Processing System (CIPS) request summaries, the NARS-5 34 Report and Daily Transactions, and Web Tally.
 Cut off at the end of the fiscal year.
Destroy/delete when 3 years old. (N1-64-05-9, item 1)
269 Personnel
269-1 Unofficial Personnel Files (UPFs). Correspondence, forms, and other records, relating to individual employees that are duplicated in OR not appropriate for filing in Official Personnel Folders (OPFs). Arranged alphabetically by name of employee. (Also known as the "Supervisor's Files.")
  • Review annually AND destroy superseded OR obsolete documents, AND
  • Destroy the remaining file within 1 year after separation OR transfer of the employee. (GRS 1, item 18a)
NOTE: For employees reassigned to another NARA unit, performance-related files and statements of employment and financial interest must be transferred to the new NARA supervisor.
269-2 All other personnel-related records, including records pertaining to labor relations and occupational injuries. Cut off at the end of the fiscal year in which the project/activity/transaction was completed OR superseded.
Destroy when 4 years old. (N1-64-07-5, item 10)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
299 Word Processing Files and Electronic Mail (E-mail) Records
299-1 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating OR revision. (GRS 20, item 13; N1-64-00-8, item 15a; and N1-64-03-5, item 4a)
299-2 E-mail Records. Senders' and recipients' versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14; N1-64-00-8, item 15b; and N1-64-03-5, item 4b)

NOTE: Along with the message text, the recordkeeping system must capture the names of sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data when required.
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