Records Managers

Disposition of Federal Records: A Records Management Handbook



2000 Web Edition (of 1997 printed publication)

Disposition of Federal Records - Chapter IV

Figure 4-3. Examples of Disposition Instructions for Temporary Records
  1. Security Violation Files.

    Case files relating to investigations of alleged violations of Executive orders, laws, or agency regulations for the safeguarding of national security information.

    1. Files relating to alleged violations of a sufficiently serious nature that they are referred to the Departments of Justice or Defense for prosecutive determination, exclusive of files held by Department of Justice or Defense offices responsible for making such determinations.

      Cut off at end of fiscal year in which case is closed. Destroy 5 years after cutoff.

    1. All other files, exclusive of documents placed in official personnel folders.

      Cut off at end of fiscal year in which final action is taken. Destroy 2 years after cutoff.

  1. Budget Report Files.

    Periodic reports on the status of appropriation accounts and apportionment.

    1. Annual report (end of fiscal year).

      Destroy when 5 years old.

    1. All other reports.

      Destroy 3 years after the end of the fiscal year.
  1. 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 on a given date.

    1. A note or other reminder to take some other action.

      Destroy after action is taken.

    1. The file copy, or an extra copy, of an outgoing communication, filed by the date on which a reply is expected.

      Withdraw papers when reply is received. (1) If suspense copy is an extra copy, destroy immediately. (2) If the suspense copy is the file copy, incorporate it into the appropriate files.

  1. Word Processing Files.

    Documents such as letters, messages, memorandums, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes when used to produce a hard copy that is maintained in organized files.

      Delete when no longer needed to create a hard copy.

  1. Case Handling Information Processing System (CHIPS).

    This system is designed to provide management controls over all cases brought before the board. Categories of information include types of cases, case status, and regional distribution of cases. The system is used to manage the agency's resources, monitor the processing of cases, prepare the agency's budget, and publish the annual report to the Congress.

    1. Input forms.

      Destroy after data has been verified.

    1. Electronic data.

      Delete when superseded or no longer needed for administrative purposes.

    1. Computer printouts.Cut off at end of fiscal year.

      Destroy 2 years after cutoff.

Note: Web version may vary from the printed version.

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