Records Managers

Disposition of Federal Records: A Records Management Handbook



2000 Web Edition (of 1997 printed publication)

Disposition of Federal Records - Chapter IV

Figure 4-2. Examples of Disposition Instructions for Permanent Records

1. Unfair Labor Practices Official Case Files.

All papers relating to the agency's processing of charges of unfair labor practices ("C" cases). Arranged alphabetically by name of case while pending, by type of case and thereunder by case number after the case is closed.

Close case upon notification of final action by regional director, the National Labor Relations Board (NLRB), or the court, and place in closed case file. Cut off file at end of calendar year.

  1. Selected for permanent retention: Between 1 and 3 percent of all NLRB case files, these illustrate significant developments in the administration of the National Labor Relations Act or otherwise represent the most important cases considered by the Board in a given year and are selected according to the following factors:

(1) The nature of the substantive or procedural issues involved, as constituting a landmark or lead case.

(2) The intensity of public interest and comment.

(3) The impact upon the local or national economy of the actions giving rise to the case.

(4) The unique character of the issues or procedures involved, as demonstrating the agency's resourcefulness.

(5) The case's influence on the development of principles, precedents, policies, or standards of judgment in such matters as the definition of the jurisdiction of the Board and the limits of interstate commerce; the meaning of unfair practices; the implications of bargaining in good faith; the determination of what constitutes undue interference, restraint, or coercion; the unit appropriate for purposes of collective bargaining; and the problem of inclusion in bargaining units of fringe group or supervisory employees.

(6) The numbers of workers affected or the size of the establishment shall not be regarded alone as a criterion of importance, but attention should be given to the preservation of the history of the efforts to organize a given industry.

Permanent. Transfer to Headquarters Case Records Unit 2 years after cutoff. Case Records Unit will transfer merged cases to FRC 3 years after cutoff. Transfer to the National Archives in 5-year blocks 20 years after cutoff (e.g., transfer 198185 block in 2006).

  1. Not selected for permanent retention.
Transfer to FRC 2 years after cutoff. Destroy 6 years after cutoff.

2. Advisory Opinions.

Petitions for advisory opinions questioning National Labor Relations Board jurisdictional limits, the Board's response, and related papers. Arranged alphabetically.
Permanent. Cut off file at end of fiscal year. Transfer to FRC 2 years after cutoff. Transfer to the National Archives in 5-year blocks 20 years after cutoff (e.g., transfer 198185 block in 2006). Where representation petition or unfair labor practice charge is subsequently filed, place copy of documents in official case file.
3. Master File Photographs.

Color and black-and-white photographic prints acquired or produced by the agency for use in its information programs.
Permanent. Cut off file at end of fiscal year. Transfer to the National Archives in 5-year blocks when 10 years old (e.g., transfer 198185 block in 1996).
4. Environmental Support Group (E.G.) Vietnam Experience/Agent Orange Study.

Study tracks location of 23,000 U.S. Army military personnel in Vietnam. Study supports requirements by the Congress and the Centers for Disease Control (CDC) to research, abstract, and maintain information for CDC from U.S. military records relating to potential exposure of U.S. Army personnel to herbicide spray.
  1. Master file and historical data tapes.
Permanent. Record dates: 1984-87. 6 tapes. Transfer a copy to the National Archives immediately.
  1. Input data tapes and paper records.
Destroy after 5 years.
  1. Output data and reports.
Destroy after 5 years.
  1. System documentation.
Permanent. Record dates: 1984-87. 1 cubic foot. Transfer a copy to the National Archives along with the master file and historical data tapes.

Note: Web version may vary from the printed version.

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