e ..

Subj: Defense Nuclear Agtncy funct ional F l l l n g SysCecm (DWAFFS)

Ref: ( a ) T l t l e 44, U.S.C.. Chapters 21, 29. 31, rnd 33 (b) T i t l e 41, Code of Federal Regulations, Subchapter B -- Archives

and Records ( c ) T1t le 36, Code of Federal Regulations, Chapter 12 (d ) 6eneral Records Schedules 1 through 24, October 1982, wlchanges

( e ) 6SA Records Management Handbook, Disposl t lon o f Federal Records, 1981

( f 1 6SA Records Wlnagcannt Handbook, F f l e s Operations, 1981 (0) GSA Records Nanagemertt Handbook, F i l e s Stations, 1980 (r.1 6SA Records hlanagemnt HanCtock, federal Archlves and Recorc;

Centers, 1979 f t ) GSk Records Eanagencnt Handbook, SubJect F l l f n g , 1981 (j) 654 Records hnagement handbooks, F l l e s Equipment and Supplies,

1981 (k) - DOL Dircc t l ve 5t15.2, Records Ernagcmcnt Program, Septmtcr 1980 ( I ) -DHk I ns t ruc t i on 5010.26, Lnewctak Records Center, 19 August 1382

( 2 ) DNA Records Disposl t lon Schedules (excludlng the 1603 series

1-4

-

Encl: (1 1 Records System Operating Procedures

- gpe rn lng Enecntak Records)

1. PUWOSES. This Ins t ruc t ton

a. lmplenents the provis ions of references (a ) through ( d ) and ( k ) abovr which requlres agencles t o cs tab l l sh r n d n r l n t a l n actlve, cont lnulng programs f o r t h e economical r n d e f f i c i e n t panagemcnt o f agency records.

b. Provldes guldance f o r a standardized and cm'prehenslve records unagcnrnt program f o r the maintenance rnd d lspos l t lon o f DNA records.

e. Asslgns r c s p o n s i b l l i t i e s f o r imp la Ien t r t lon and mlntenance of the Records Management Program w l t h i n DNA.

d. D ls t r lbu tes revised records cont ro l schedules. .. - 2. CATELLATION. DNA I ns t ruc t i on 5015.4A, Defense Nueltar Agency Functional F i l i n g System (W FS), 18 A p r i l 1983.

3. APPLlCAB!LltY. The provis ions o f t h i s Ins t ruc t i on apply t o Headquarters, Defense Nuclear Agency (HQ DNA); F i e l d Comnand, Defense Wuc\ear Agency (FCP14A); and the Arned Forres Radioblology Research I n s t l t u t e ( A F R R I ) .

HRE--349

4. 6EYERAL. Responrfbft i ty f o r the management and dfSpOS41 o f Federal r e c o n b a s e d on s tatutory author i ty . Records accumulated by DNA I n the course o f the performance o f Of f i c i81 business become pub l ic ncords, and as such, may not be destroyed other than as provided f o r by th is Ins t ruc t ion and reference id) . Public law provides r t r t ngen t penal t ies f o r the w l l l f u l ana un l r r fu l destruction or removal o f publ ic records.

5. POLICY - a. The objectfves o f the DNA Records flanagement Program are to:

(11 Preserve a l l records o f continulng and h i s t o r i c a l value.

I21 Systemt ica l l y rrmove less act ive or noncurrent records f roc f i l e s to ensure that docuaent holdtngs are matntalned a t thr mlnlmum l e v e l necessary t o support current operatfons.

(3) Increase tn fomat ion n t r t e v a l c a p r b f l i t f e s through St8nd8rdfZed storage procedures.

b. The program w i l l provide f o r a continuous se t o f records re f l ec t tng the organtzatlonal functions, poltctes, procedures, operations, and other actions having h is to r ica l , legel, research, or pub l i c tnterest value.

c. The program w f l l a lso establ fsh pol lc fes, standards, c r i t e r i a , bnd procedures required t o ensure DNA compliance wf th the s tatutes applfcable t o the cnat lon . maintenance. use, preservatton, and disposal o f o f f i c i a l records.

d. The provisions of t h t s Jnst ruct ion sha l l a lso apply t o the nanagenent of DM machtne-readable records created or stored I n the Data Automation Pol lcy and Systems Dfvfs ion and i n microcomputers elswhere i n DNA.

e. A l l Offfces/Dfrectorates/Depattanents wf t h nsponsibf l i t i e s f o r records must rea l i ze t h a t records management functfons a n essent ia l i n t h e accmpllslmwnt o f the overa l l Agency afssion.

6. RESPONSIBILITIES. Records management o f f t c i a l s w i l l be appolnted I n w r i t 3 n g - a t a11 leve ls o f conanand to proper ly adntnfster the DNA Records Hanaggent Program. -

a. One copy o f the wr f t t en comnunication appofntlng a Records Admfnistrator f o r F fe ld Comnand (FCDNA) and Records Admtnfstrator f o r the Armed forces Radloblology Research I n s t i t u t e (AFRRI ) w i l l be forwarded t o Dlrector, DNA. Am: LESS, Washington, OC 20305-1000.

I

b. The Records Hanagement Of f icer , DNA, w i l l :

(1) Forowlate and publ ish po l i cy governfng the management o f records creatcd by DNA.

2

DNA 5015.4E 12 h Z C 5 1986

12) M a f n t a i n ltafson u f t h records menrgement of f tc la l s of the Netionel Archtves and Records 4 b i a t s t r a t i o n (WARA) and other rppropriate !Federe1 agency o f f t c i r l s for the purpose of procuring C u r r e n t ln fonnat ion concerning ncords mrnrgement pol lcy and procedures.

( 3 ) Otssmtnrte Federal policy recetved fi%h 'mu soverntng the :procurement and u t i l t r r t i on of f q l i n g equipment.

( 4 I Qevelop records dtsposftton strndards the t suppor t current operational requtrewnts for tnfonnatton and reduce rrcord holdings t o t h e

a i n i w n level tha t ut11 support those nwiracnts.

( 5 ) Serve as # o i n t of contect for obtatnlng infomation and f i l e s from the Yashtngton Mrttonrl Records Center (WRC) and the Yrtlonal Archfves. Take 'prtority actton t o a s s l r t concermd off lc la lc I n I r t r h v i n g records tn response t o such requirements as Freedom of 1nforntion Act requests or I n mppprt of pending I l t tgat ton.

( 6 ) Exerctse s t a f f tupervfsfon Over the records management 'program e t

( 7 ) Eveluate d r a f t DNA Instructtons whtch have records management hpl ica t ions or prescribe the Use Of fonns. Thfs wfll help rnhence the re qui wuten t t o :

l a ) Ensure th3t the proper dlspositlon ut11 be used for records created and malnteined by DNA.

( b ) Uonftor the use of forms, forn letters. and formats. lncludtng those Issued by DO0 rnd 6%

(8) Serve as Records Ab in t s t r r to r for Heedquarters, DNk w i t h rddttjonrl duties t o :

( a ) Conduct r trrtning progrrrn f o r personnel perfomfng records managanent duties.

(b ) Upprove (or disapprove) the telectlon and uttlir8tiOII of f i les equfpacnt.

(c ) :Conduct ncotds management ast ts~nce surveys & I s o n c e !every 2 years. The purpose o f the surveys ut11 be to:

- 1. IRevtcw the extent of rompliance vfth applicable Instructtons.

2. '€valuate the overell rffectlveness of the records mnagement program:

1 FCOUA and AFRRI.

(See Enclosure 1, Chapter 2, prrrgrrph 5. )

3

.

3LCI 5??5.48 12 .%=h 1966

nanagment proceduFes. 3. Offer assistance i n the appl icat ion o f r e c o r d s

f d ) Inc lude the folloufng W t h e surveys:

1. Inspection o f a l l f i l e s f o r proper organization, maintenance, and dTsposi t ion.

2. Inspection f o r proper u t i l i z a t i o n o f f f l e s equipment, supplies, and f i l i E g space.

(e ) Prepare repor ts o f f lnd ings upon completion o f each survey and forward copies t o the o f f l c e surveyed.

I f ) Maintain c lose l i a i s o n w i t h o f f i c i a l s responsible f o r any aspect o f records management n o t spec i f i ca l l y assigned.

(g) f ia in ta in l t a i s o n w i t h and provide Bevlce r n d r rs ts t rnce t o rccur t ty managers I n rxecut fng 8 program t o reduce . r l a s s i f i r d records holdings

"to the absolute mlnlwua n q u l r e d f o r current operrt lons.

( h ) Invest igate requests for new f l l f n g equipment and approve only i f eqofpnent cur ren t ly on hand i s befng properly and fu l l y u t i l i z e d .

e. The Records Administrator a t FCONA and AFRRl w i l l :

(1) D i rec t the records management programs f o r t h e i r respective comxnds t o Include the performance of surveys and inspections, as necessary.

(2) Par t i c ipa te i n the preparation and u t t l f t a t t o n o f recorGs management t ra in ing m a t e r i a l f o r DNA as a whole.

( 3 ) Haintaln l l a i s o n w i t h fonns. d i rec t i ves and reports managet.ient o f f i c i a l s i n order t o achieve mtnimum production i n the types and numbers of copies o f documents.

(4) Invest igate requests f o r new f t l i n g equipment Jnd approve only if equipment current ly on hand Is being proper ly and f u l l y u t f l i r e d .

-

-d. In addltlon, the

(1) Records Administrator, FCDNA w i l l operate a records holding area f o r the use o f FCDNA and r e t i r e records t o the UNRC or other records centers ( S t . Louis f o r personnel records), as approprlate.

(21 Records Administrator. AFRRI, w l l l r e t i r e records t o the WNRC ( O r S t . Louis) wi th accessfon numbers obtained from the DNA Records Mnagenent Officer.

4

DNA1 5015.48 12 Jkrch 1986

There lnd iv ldua ls hi11 a l t o provldc a copy o f SF 135s to t h e DNA Records Management O f f i c e r f o r each shlpnent sent t o the UNRC.

e. p l r e c t o r r t e M a d s . .and .Chiefs of $eprrate -0ff lccS ( a t Headquarters, DIIA. FCDNA. and AFRRil w i l l deslgnate, I n wr l t ing , I &Cords Ranageme

~ A s s l s t r n t . Such assignment should be given t o persons w i t h f i l e s or filz k p e r v i s i o n exper i twe. Addl-ly, the a s s l @ m n t must be given t o Someone whose other dut ies do not revent them from performing t h e i r records

w l l l be forrarded t o the rpp rop r l r t e Records Admlntstrator. Records Uanagement Assistants w l l l :

(1) D i r e c t the records management program w i t h l n t h e l r respective d i rectorate/seprrate o f f i ce/department.

(2 ) Circu late records management Inst ruct tons t o of f tces/ indiv lduals concerned.

( 3 ) Serve as coordinator between departnnntal /of f fce personnel aa ln t r i n ing f t Its and the Records Management Offtcer/Records Mmln ls t r r t o r .

(4 ) A s s i s t the Records knrgement Offlcer/Records A&njnlstratar l n preparing records a a n a g w n t t r a l n t n g materlals.

(5) N o t i f y the Records Management Offlcer/Records Admlnlstrator l n w r l t i n g o f any major organizat ional changes, o r change i n the o f f i c e o f record.

(6) Call t o the a t ten t i on o f the approprtate r c t l o n o f f l ce rs t h a t c l r r s l f i c d f i l e s should be d t c l r s s i f t c d or downgraded t o the greatest extent posslble before n t i r l n g them t o the UNRC. Documentation not pnv lous l y aarted because o f an admln ls t r r t i vc oversight should be marked properly.

(7) Ensure t h a t a l l r e c ~ r d s el igfble f o r n t l m w n t t o a records center a n proper ly rrranged rnd packed l n coordlnat lon w i t h the lndlv idual responsible f o r day-to-day maintenance o f the f i l e s . (See Chrptcr 5. Enclosure 1, t o t h i s l ns t ruc t l on fo r mcotds r e t i r e d Crm Headquarters, DNA. 1

( 8 ) Pmvldt two copter o f f t l e s p lan t o the appropriate Records AQninistrator. ( k c paragraph 8. Chapter 1, Enclosure 1, t o t h t s Instruct ion.)

I91 Ensum t h a t mraansl blc lnd lv ldua l r i n . t h e

management dut ies (reference paragrap 5 5e above). A copy Of the dcslgnatlon

.-. - -- - - - _ _ _ r _ - - - . - . . -- - . - .. Uinctorates/Departments include records a r ln ta lned by ac t ion o f f i c e r s on the o t f i c e f i l e s pian.

(10) Conduct records surveys of t h e i r rerpect lve elements durlng al ternate years from t h e l t nSpeCtIVe Records Management Off icer or Records Admlnlstrator . (Those o f f i c e s surveyed by the Headquarters Records Management O f f i ce r I n an even-numbered year should have t h e i r oyn asslstants per fom surveys I n an odd-numbered year.) A w r i t t en repo r t of deficiencfes, and those corrected. w l l l be forwarded t o the Records b n a g m n t Of f icer o r Records Adminlstrator. n

SUA1 5315.48 12 %rch 1986

f. Otrectorate HeadrKhtefs o f Separate Offices/Department Heads ( a t deadpuarters, DNA. FCDNA, and AFRRI) w i l l I s l g n a t e . I n rr l t lng those Ind i v tdu r l s responsfblr f o r W e day-to-day:upkeep o f ffles. The duttes w i l l i ncl ude

(11 F i l i n g o f records in, and r e t r i e v a l o f records from, o f f i c e record s.

(2 ) Maintatning a copy o f t h t s Ins t ruc t ton f o r ready reference.

(3 ) Attendlng t ra tn tng sesstons. as scheduled.

( 4 ) Providing f t l e s plans t o Records Banagement Asststants.

( 5 ) Destroying records a t end o f re tent ton perfods.

(6) Preparing SF 135s f o r those records t o be r e t i r e d ,

/7 ) Obtafnfng boxes, packing records, and marking the boxes t n xcordance vfth Chapter 5. Enclosure 1. t o t h l s Inst ruct ion.

(6) Advising the Records Uanagcnnnt Offlcer/Records Admlntstrator tna t records are properly packed and ready f o r f u r the r t ranspor tat ion t o the YNRC. -

g. - ALL DNA personnel a n nsponstb le fo r :

I (1) Belng famI l ta r w l t h the p o l t c i e r and procedures contained i n t n i s

(2) Dtsposfng o f mater ta l r on ly f n accordance w l t h the d isposi t ion

(31 IUfntaInfng personr l papers as fo l lows:

(a1 Federal regulations specify t h a t papers o f a pr ivate o r uno f f f c fa l character t h a t pe r ta in on ly t o an ind iv tdual 's persons7 a f f a f r s and tha t a r e kept i n the o f f i c e o f a Federal o f f i c l a l w i l l be clearly dertgnated as uno f f i c ta l and w i l l a t a l l t imes be f i l e d separately from the o f f i c i a l records o f the of f fce.

(b) Comspondence destgnated 'confidential", "private", o r 'personal reference". but re levant t o the conduct o f pub l i c bustness f s nonetheless an o f f i c l r l record subject t o the provlstons of Federal l a w pert inent t o the maintenance Jnd disposal o f such records. O f f t c i a l business menttoncd I n personal correspondence w f l l be extracted and made r par t o f the o f f i c t a l record. D f f t c i a l records are publ tc records and belong t o the o f f i ce rather than t o the of f iceholder.

Instruct ion.

s u n d a d s establ lshtd i n t h i s Inst ruct ton.

6

DNA1 5015.43 12 M 1986

P O 5 I n

( c ) President ia l appojntees end other officials l n pOlicymak4ng i t i o n s a r t encouraged t o donate personal papers c n e t e d durlng t h e i r tenure o f f i ce t o a President ia l l i b r a r y or NARA f o r h i s t o r i c a l re t tn t l on . A f t e r

r r t i rcment, t h e donor may heve regular access t o these dOCUYnts, lncludin; those which ere c less i f ied , and has the prerogative o f n S t r f C t l n g eccess Uiereto by others wi thout p r i o r authorization.

( 4 ) Removing from records only those Items l l s t e d herewlth:

( a ) Personal end p r i va te l e t t e r s t h a t do n o t contain eny o f f i c l a l business.

(b) Personal d iar les, logs. hendwrltten notes, and menoranduras or tapes o f personal telephone c a l l s , provided they contaln no C l a s s q f i e d I n f o m a t i o n o r any o f f i c l e l Information.

IC) Reference boobs and other personal l t e a s obtained f ron p r i va te sources.

( 5 ) Ensuring the fo l lowlng materials are not removed f ron DNA as personel o r p r i va te papers:

(a) The o f f i c l a l record copy o f eny document.

I b ) Any c l e s s i f i e d document.

(c) Any Rest r l c tcd Da ta o r Formerly Restr ic ted D a t a document.

(d) Diar ies t h a t contain o f f t c i a l schedules o f meetings, #ppofntments, f i e l d t t<ps , o r other o f f i c ( e 1 r c t i v l t i e s .

( e ) Any copies o f a document containing Informat ion exempted from publ tc release under the Freedom o f Informet ion Act o r the P r i v a c y A c t as well as my d o c w n t marked Tor O f f i c i a l Use Only".

I f ) Any aa te r le l , Inc lud ing nonrecord, whose absence would m e t e e gap i n t h e f i l e or l a p a i r the l og i cd l sequence o f essential dccumente tl on,

( 0 ) Any audiovisual mater ie l fncludlng sl ides. video tapes, photographs, and other S i m i l W materi41s which cons t i tu te the so le m o r d copy.

(h) Any document required t o t ransect o f f j c l a l business f o r DNA or required t o ass i s t i n the dec i s lonak ing process.

6. RECORDS CIANAGEMENT FOLDER. A f i l e f o lde r labeled "Records Menegement" wlll be es taDl lShea as the t i r s t l tem I n the current f i les , and w l l l contain the fo l lowing:

1. A copy o f t t i l s I ns t ruc t i on (If n o t m4intained I n e publ icat ion binder).

- -

7

.

D S ; aO15.4: 12 !latch 1986

b.

e. Other records management d i rect lvcs and correspondence pertaining t o mcords management lncludfng wrft tcn exceptfons t o dfspositfon fnstructfons o r retention pertodt.

FOR THE DIRECTOR:

A I f s t o f selected f l l e numbers ( f l l e s plan).

THOHAS P. JEFFERS Dlrector for Logt i t ics and Engincertng

DiSfRIBUTIOti: C

a

TITLE

A

Access t o Infomation Files Accident and Incident Case Files Accident Experience Files Accounting Classlficatfon A u d i t Files Accounting Document Files ACCOUNTING OFFICE FILES Accounting Reporting Files Accounts Receivable/Payable Files Acquisftlon Control Files Acquisftlon Correspondence Files Acquisftion Files Active Application Files Activity Reporting Files Address Indicating Group ( A I G )

Adninistrative and 142nagenent Financiel

AUlINISTRATIVE FIL€S Admi n i s t r a t i ve F i 1 es

- -

Case Files

Inventory Accounting Files

ACkINISTRATIVE KOTOR VEHICLE ACLi TRAFFIC

Adninlstra t ive Flo to r Vehicle AI. t h o r i za t i on F i 1 es MANAGEMENT FILES

Administrative Security/Protective Services Files

ADP Management Reportins Files ADP System and Program Design and Specification F i 1 es

ADP Test Files ADPE Acquisition Case Files ADPE Inventory Fi les ADPs Central Reference Files ADPs Specific Study Filcs Advanced Academic Degree Requirement Files Advanced Planning Procurement Fi les Advanced Ueapon Technology Adverse Action Files Adverse Suitability Infomation Files Advisory Allocations AER Organization Files Agreement Files A1 1 oca ti on F i 1 es A1 1 ocation ALLOCATION, DEPLOYMENT, RETIREMENT and

Allotment Files Annual Funding Program f i l e s Annual Historical Sumnary Files Appeals and Grievances

COlPOSITIOf! Files

File t Page C

208.02 201 -9 602.06 601 -3 602.07 601 -3 305.01 301 -7 302 -06 301 -5 305 301 -7 504 -03 501-3 303.03 301 -6

1501 -04 1501 -2 1501 4 3 1501 -1 1 5 G i - t j 15Gi-2 805.02 801 -9 902.04 901-3 .

1102.08 1101-3

140P.12 1401-?1

101 101-1 201 -01 200-1

1202 1201 -2

1202.01 1201 -2

101 .Os 101 -2 211.05 201 -1 9 21 i -06 201 -20

211.05 201 -1 9 211 -02 201 -18 21 1.07 201.-19 21 1.06 201 -1 9 21!.G? 201 -1 9 204.04 201 -3

1401.10 1401-6 212.122 201-21 8G4 -04 801 -5 703-07 -701-1 802 .os0 801 -2 725-05 701 -3 201 -02 200-2 5oC.07 501 -3 212.92 201 -21 212.91- 212:95 201 -21 303.01 301 -6 301.04 301 -3 210.05 201 -1 7 802.05 801 -6

AS1 -1

T I - . 7 - pp:licant Supply F i l es Appropriation A1 lotment f i le5 Approved N i l i t a r y Award Case F i l e s A m s Negotiation and Pol icy F i l e s Assessrble Uni t F i l e s Audio-Visual Equipment Repair/

Audio-visual F a c i l i t y Establ i stiment F i l e s Audio-Visual Service Technical

AUDIO-VISUAL SERVICES FILES Audio-Visual York Order F i l e s AUDITING SERVICES FILES Authorization Management Report F i l e s Auborized Supply Code F i l e s huthorized Timekeeper L i s t F i l e s Automatic Secure Voice Connunications

iAUTOSEVOCOt4) f e n i n a l F i l e s A I l A R C j AM? RECOGNITIONS FILES Acard; Ceremsny F i l e s

E

Background F i l e s Bid and Award Protest F i l e s Ricyapt.; F i l e s Blood Donor F i l e s altro Ribtcn Panels (Nuclear Stockpi le

re1 5 t.6) B Q f ! D I t f G FILES Booking Card F i l e s ariefinSs/Presentations F i l es Bddgetary Reporting F i l e s EJi lding and Ground Maintenance F l l e s Buy b e r i c a n A c t F i l e s

C

Catalogfng A c t i v i t y Reporting F i l e s Centralized Background Ins t ruc t i on F i l e s Charge-Out Suspense F i l e s Cn i r i t y Contr ibution F i l e s Cnronological Journal F i l e s C i v i l i a n Employee Medical F i l e s CIVILIAN EMPLOYMENT APPLICATION AND

C i v i l i a n Pay F i l e s C i v i l i a n Pay Inqui r ies CIVILIAN PERSONNEL ACTION, POSITION

C iv i l f an Personnel Career Nanagenent

tbdi f i c a t i o n

Assistance F i l e s

-

-

CAREER MANAGEMENT FILES

NID PAY FILES

Program F i l e s

F i l e :

805.026 302.04 603.01 202.01 214.01

1104.01

1104.01 11 04.02

1104 11 04,05 304 204.01

140b .01 303.05

11 02.05

601 691.02

Pa;e 7

801 -9 \ 301 -5 601 -4 201 -1 201 -24

1101-6

1101-5 1101 -6

1101-5 1101 -6 301 -7 201 -4

i 4 0 i - l b 301 -6

1101-3

601 -1 601 -1

604.03 601 -5 1401.06 1401-2 405.06 401 -4 902.03 901 -2

21 2.12; 201 -21 307 301 -8

1104.08 1101-7 201 . a i 200-2 306.01 301 -8

1502.03 1501-3 1401.04 1401-2

1406.02 1401-13 208.14 201 -1 3 208.06 201 -7 833.07 831 -7 - 802.02 801 -1 902.02 901 -2 805 801 -9

802.11 801 -5 802.11b 801-5 802 801-1

805.07 801 -9

ASI-2

TJTLC

Civilian Personnel Employment Programs c iv i l iar. Personnel Inspection Files CIVILIAX PERSONNEL PROGRAI-i FILES Civilian Personnel Program Reporting Files CIVILIAN PERSONNEL SERVICES, WELFARE At10 GRIEVANCE. AND REDKTION-IN-FORCE FILES

Civ i l i an Position Essentiality Statements Civilian Position Management Files C iv i l i an Service Emblem Control Files Civilian Training Program Fi les C i v i l Yorts P l a n n i n g Files CLAIM (IWESTIGATING AND PROCESSING)

AND LITI6ATION FILES Claim Investigation Reporting Files Classification Guides Classified Destruction Certificate Files Classified Document Register/Control Files Classified Haterial Access Files Cmand/&neral Inspection Files Cornnand Information General Files CW40I; WSSION FILES Cmunfcation Equfpment Record Fi les Cmwnication Facil l ty Lease Request Files Comwnications Accounts Files Cumnunications Correspondence, Reports and Reference Fi les

Company Pr i c ing Files Competency Certif icate Files Compi iz-,cE Records COMPOSIiiON COflSEC k z e r i a l Distribution Reporting Files

COHSEC Supply Correspondence Files Conference and Comnittee Records . Conference Travel Files Congressicnal Budget Justif ication Files Congressional Inquiry Files CONGRESSIONAL LIAISON FILES Congressional Testimony Fi les Congressienal Visits Files Conservation of Natural Resource Fi les CONSO.IDLTE0 FINANCIAL FILES Coordineting Comnittee Files Continuation of Pay (Workmen's Compensation1 Contract Appeal Files Contract Review Flles Contract Technlcal Manager's (CTM) Files Contrccting Officer Designation Files Contractor General Files Contractor Information Release Files Contracttr Reporting Files

-

(

ASI-3

F i l e =

805.07a 801.02 801 801.01 803

204.07 204.02 804.03 803.03

1505 402

402 .D1 505.10 101.17 101.15 505.03 207.03 405.07 201

1102.03 1101.02 1102.02 11 02.04

1401 .G3 1402.04 604.04 212.91 504.08

504.01 201.04

1201.03 301.03 404.01 404 404.03 404.02

1505.01 306

802.11d 1301.03

1401.07 1401.05 1301.01 1401.19 1401.0b 405.02

1402.06

Pa!. =

801 -9 801-1 801 -1 801-1 801 -5

201 -5 201 -3 801 -8 801 -6

1501 -8 401 -1

40i -1 5:: -i 101-5 101 -3 5Gl-6 201 -6 4ci-5 20t-1

1101-2 ,

1lGl-1 1101-2 11Gl-2

1401 -2 1 4 3 -7

6Gi -5 21i-21 501 -4

501 -3 -~ - 205-2

1201 -1 301 -2 4cli -3 401 -3 401-3 4Gl-3

1501 -6 3 3 -6

1301 -3 8Si -5

1401 -2 1401 -2 1301-2 1401 -6 1401-3 401 -4

145;-6

f :T1T

Control Form Accountabi 1 i ty/Identi f i cation

Controlled Uaterlals Allocation and

Cooperative fducati on Program Copies o f Coaplaint Case Ffles Copyright Authorization Ffles Correspondence Preparation Procedures Files COUtlfERIKTELLICENCE. PERSONNEL, AND

Counterlntelltgence Survey and

Course Announcement Files Crypto-Area Visitor Register Files Custodial Service Fi les Customer Agency 6eneral Messages

0

DA Selection Board Reporting Files DATA PROCESSIHG SYSTEMS, PROCEDURES.

At!O OPERATIONS FILES Daily Inventory Files W Forns 1555s Oetarred Bidder List Files Decoratlon and Award Issuance f i l e s Decoration and Award Stat is t ical Fi les DEFENSE Aft0 CRITICAL MATERIALS REQUIREMENT,

Departure Clearance Files DEPLOY MEtIT Determination and Ffndings Files Directives Development and Editing Files Disapproved Hilftary Auard Case Fi les DNA-Authored Information Clearance Files DIU Budget Estimate Files DNA Comnunity Relatlons Files DIM TRAINING F I L S Document Register Fjles DO0 Automated Career Management System (ACWS) ODD Prfority P lace ren t Prografi DOD Program for the Stabil i ty o f Civilian

Dosimetry Control Files Drug Abuse Files Due-In Docune3t Files Duty Reporti ng Fll es .

- CardsDadges

Reporting Files

INDUSTRIAL SECURITY FILES

Inspection Files

-

WItlVFAtTUR!C, AN0 M T E R I AL E N G I N E E R ! 1JG FILES

Employment and Overseas Registration Program

F?LE = PF.X =

501 -02 501 -1

1404.01 1401-9

805.07e 801-10 604.02 601 -5

101.10 101 -3 503 501 -1

503.02 501 -1

607.04 601 -1 3 504.04 501 -3

15G2 .G6 15'21 -5

* 208.21 201-14

1102.09b 1101-4

717-03 701-2 211 201 -1 7

504.02 501 -3 203.11.02 201-3 1401.05 1401-3 603.02 601 -4 603.03 601 -4

1404 1401 -5

705-02 701-1 212.93 201 -21

1401.02 1401-1 208.22 201 -1 2 603.04 601 -4 405.03 401 -C 301.02 301 -2 405.05 401 -4 607 601 -1 2

1408.07 1401-10 805.07 801 -1 1 802.1 Oa 801 -4 802.10 801 -4

606.03 601 -12 902.05 . 901 -3

1406-O8 1401 -1 5 101.08 101 -3

A S I - 4

r- 0 ATLE

E

EEO Afffnnative Action Plans ( A A P ) EEO General Files EfQ RGENC Y ACT I ON F I LE S Emergency Directives Reference Files Dnergency P1 ann1 ng Administrative Correspondence FI les

Emergency Planning and Reporting Files Emergency P1 ann1 ng and Trai n i ng Excrclses

Employee Record Files Employee Endebtedness/Overpayment Employee Service Record Files Enploynwnt of Experts ahG Consultants Employment Statistics Files Energy Conservation Files Enlisted Promotion Files Entomology Service Files Environmental Pollution Abatement Files EQUAL EMPLOYMENT AND OPPORTUNITY FILES Equipment Loan Files Equipment Record Files Equipment Survey and Disposal Fi les Ethics In 6ove rmnt -- 6eneral

Admf n i t tra ti ve F l 1 es Excess Property Reporting Files Exchanged Atomic Information Fi les Excercise Files (OPSl4)

Exerclse Ftles (PAD)

- -

Facil i t ies Engineering Correspondence Files Facil i t ies Engineering Project f i l e s Facl 1 1 t i e s Eng i neeri ng Project Estimate Files

Facfllties Englneerfng Service and Uork Order Files

Faci l i t ies Engineering Work Order Control Files

Feasi b f l i t y Studles Federal Junior Fellowship Program Federal Opportunfty Recruitment Program

Federal Hornen's Program Files Film and Video Tape Index Filmstrips FINAKE AND ACCOUNTINS GEHEPAL

Financial Inventory Accounting Files

(FEORP ) F l 1 es

OPERATIONS FILES

ASI-5

Fi le * Page i

604.07 601 -6 604-06 601 -5 - _. . . ~

21 3 201-22 213.03 201 -23 213.01 201 -21

213.02 201-21 213.04 201 -23

102.00 101-8 802.11C 801-5 804.02 801 -8 805.G:~ 801-1G 604.05 601 -5

1502.06 1501-4 71 7-06 701-3

1502.04 1501-3 1504.05 1501 -8 604 601 -4

1408.13 1401-21 1408.10 1401-20 101.22 101-6

203.11.02 201-4 1406.06 1401-15 1301. O i 1301 -4 21 2.1 G4- 212.119 201-22 405-09 401 -5

1503.05 1501-5 1503.11 1501-4 1503.07 1501-4

1503.08 1501-4

1503.09 1501-6 206.05 201 -7 805. G7g 801 -G

604.10 601 -7 604.08 601 -6

llOS.C7 1101-7 1104.10 1101-10 303 301 -6

1406.15 1401-21

*:-!!

FiRE PREVENTION AND ENVIRONMENTAL - POLLUTION FILES

T i r e Prevention F i l e s F i r e Reporting Case F i l e s FC:A Administrative F i l e s FOIA Appeal F i l e s F@:A Control F i l e s FOiA Report F i l e s FO:A Request F i l e s FOIA Request Denial F i l e s Form Numbers Register F i l e s F o m Hanagement Reportlng F i l e s Fums Management Survey F i l e s FEEDOM OF INFORHATION ACT FILES F..i;tioi,ai F i l es

6

G:3 Audit Reporting F i l e s General Accounting Ledgers Senera1 F I l e o f Agency-Sponsored Training General Information and Pol icy Guidance 6ENERAL LEGAL FILES General Message F i l e s 6e.wral Perfomance Appraisal System General Personnel F i l e s GEKERAL SUPPLY ACCOUNTING FILES General Yisual Information F i l e s Cor:rnnent-Furni shed l l a t e r i a1 and

Sraphics A r t s F i l e s i-'evazce:j

H

ik?.<iCaDDed F i l e ;

-

E;dlpnent F i l e s

- Handlcap'Progr& Yand Recelpt F i l e s HEWUARTERS MEOICAL UNIT FILES Yeaith Un i t Control F i l e s His tor ica l Inqui ry F i l e s His tor ica l Photographic File; His tor ica l Studies Concerning Radfobiological E f fec ts

Hispanic Employment Program F i l e s Hours o f Work F i l e s Human Response F I l e s

- i i Compl a i nt/Inve s t i g a t i ve F i 1 e s I l !Ustrdt ion and Drawing F i l e s

1504 1501 -7 1504.01 1501-7 1504.02 1501-7 406.06 401 -6 406.03 401 -5 406.04 401 -6 406.05 401-6 406.01 401 -5 406.02 401 -5 208.14 201 -1 1 208.10 201 -1 1 208.15 201 -1 2 406 401 -5 206.1; 2c1-11

304.01 301 -7 302.02 301 -5 607.02 601-12

401 401 -01 1102.09 1101-3 802.07a 801 -2 102.01 101 -8

1408 1401 -12 1104.03 1101-6

1408.12 1401-20 1104.06 1101-6

805.06a 801-9

803.05- 801-6

604.12 601 -7 805.071 801-11

1408.08 1401-20 902 901 -1 902.Gi 901 -2 210.03 201 -1 7

11 04.1 Ctl 1101-9

901.01 901 -1 604.09 601 -6 803.04 801 -6 901 -4 901 -1

207.04 201-8 206.20 201 -1 4

ASI-6

-::LE

Inprest Fund Account Files Incentive Award Case and Connittee Fi les Indemnity Bond Files INDIYIOUAL CIYILIAN PERSONNEL FILES I n d i v i d u a l Personnel Change Files Individual Item Pr ic ing FIles IWDIYIOUAL MILITARY PERSONNEL FILES INDIVIDUAL RADIATION PROTECTION FILES Industrial Defense Operating Files Industrial Equal Employment Compl iance

INFORMATIOR MANAGEMENT FILES Infomation Project Fi les INFORHATION SECURITY FILES

Infomation Personnel Files In i t ia l Distribution Requisition Files INSPECTOR GENERAL AND COFMND/GENERAL

Instal 1 a t i on H i s t o r i cal F i 1 es Instal l a t i on Maintenance Progress and

INSTALLATION SELECTION. EVALUATION, MASTER

Installation Status Evaluation Files Instrument and Source Calibration Files INTEGRATE0 FINANCE AN0 ACCOUNTING FILES !ntellectual Property Opin ion Files Interdepartmental Purchase Reguest Files Inter-6overmental Personnel Act I14TERHAL PANAGEMENT CONTROL PROGRAI; Internal bnagement Control Review Fi les Internal Management Control Report Files INTERNATIONAL PLANNING FILES Inventory Reporting Files Item Identification Card Files Item Testtng Files

J

JA Per Diem Files Job Oescrlption Files J o b Oescrtption Extra Copy Files Job Number Log Fi les Job Order Register Files Joint Wanpower Program Documents J o i n t Strategic Planning System Journal Files

-

Review Files

INFORWTIOI~ SERVICES AND COI'YW.ND INFOWATION FILES

INSPECTIOC FILES

Inspection Files

PLANNING AND REAL PROPERTY ACQUISITION FILES r ' i

-

FILE =

303.02 601.04 307.01 804 71 5-05

1401.21 706

- , 606 503.05

1403.04 ,208 .405.06 505

405 708-03

1410.01

207 21 0.06

1502.07

1501 1501.01 605.08 302 4E.01

14G1.16 805.076 21 5 214.03 214.04 202 1C1.25

1406.04 1301.11

PAGE * 301 -6 601 -1 301 -8 801 -7 701 -2

1401 -6 701 -1 601 -1 1 501 -2

1401 -9 201 -8 401-5 501 -5

401 -3 701-1 .

1401 -22

201 -7 201 -1 7

1501 -3

1501-1 1501 -1 . 601-9 301 -4 401 -2

1401 -5 801-10 201 -23 201 -24 201 -24 201 -1 101 -6

1401-14 1301-8

3t3.06 301 -6 102.05 101-9 802.01 801 -1 802.03 801 -1

1503.10 1501-4 204.06 201 -5 212.123 201.21 302.01 301 -5

ASI-7

Key f a c i l i t i e s L l s t F i l e s L

L i a r Relatlons and Equal Employment - Surveillance F i l e s _ _ ~

IAWU RELATIONS Ah INDUSTRIAL EQUAL ESLOYMENT OPPORTUNIN FILES

/-

I

FILE =

i 503.06

Labw Standard Exceptlon F i l e s Laboratory Notebook Ft l e s lecve Control Log F I l es Let-e o f Aosence F t l e s Legal Assistance Case F i l e s L€s&i Opinion Precedent F i i c i LEESLATIYE LIAISON FILES L q i s l a t f o n Not Enacted L q i s l a t i on Enacted L G i s l a t i o n Hot Enacted (Long-Term Enacted) LIZ?.XY SUPPLY FILES Library Voucher F i l e s L i e t a t i o n s on Hfr ing F i l es L i - c f Duty F i l e s Lir i 'sat ion Case FI les Leer: Travel F i l e s LCSP. Destruction, o r Expevl i ture o f Lce- Account Materiel

.: - kf? Control F i l e s ikf: Control Ff les tkiczenance Correspondence F i l e s !<C:T I t e n F i l e s WGr Item Forecasting F i l e s !%-.z;enent Improvenent Project F i l e s WXGEMENT IMPROVEMENT, SPACE MANAGEMENT,

Mcwgenent Survey Reports WF3UER AUTHORIZATION FILES kr;;ower Change Requests Xir.:wer Data F i l e s kczower Standard Reports I"G3WER STANDARD STUDY RECORDS I k z i f a c t u r i n g Qua l i t y Control F i l e s H?s'sr Job Description F i l es k s t e r Planning F i l e s %:E-ial Handling Equipment

! % x * i e l Q u a l i t y Control F i l es WTEZIEL STANDARDIZATION FILES x-- . i e l Standardization P l a n Files

xK= RESOURCES CONSERVATION FILES

(WE) Use F i l e s

. I . _ . *

ASI-8

-1 403 -1403.03 1301.15 716.08

401.03 401 .Ol 407 407.01 407.02 407.03

1409 1409.01 803.08

402.03 1201.04 1400.1 0

-716-02

708-10

1401 -8

1401 -8 1401 -9 1301 -9

701 -2 701 -2 401 -01 401 -01

401 -7 401 -7 401-7

1401 -22 1401-22

801 -7 701-1 401 -3

1201 -1 1401 -22

401 -07

101.18 101 -5 1103.03 1101-5 1 502.02 1501 -3 1407.01 1401-17 1407.02 1401-18 236.02 2c1-6

206 201 -6 101.07 101-3 204 201 -4 204.05 201-5 204.08 201 -4 205.01 201 -6 205 201 -5

1404.04 1401-10 802.04 801 -2

1501.02 1501-1

1406.12 1401-16 1404.07 1401 -1 0 1405 1401-11 1405.01 1401-11

Vjzterial Stockpile Reference Oata Files & r i t Pay Files & r i t Pay Performance Appraisal Files wr i t Promotion Program Message History Tape Files k thodr Improvement Reports HIL ITARY N A R D FILES Military Awards Poltcy Ftles Hilitary Characteristics/481~1 Report Files

Hilitmy Characteristics (MCs)

Military Construction Project Files Coordination Fi les

FiLES HILITARY HISTORY PROGRAF? AN0 OPERATIONS

KILITARY PERSONNEL ACCOUNTING FILES K i l i t a y Personnel Assignment Fi les MILITARY PERSONNEL DISTRIBUTION AND

KILITARY PERSONEL FILES M!LITARY PERSONNEL LEAVE AND ABSENCE FILES MILITARY PERSONNEL PROCESSING FILES MI L ITARY PERSONNEL PROMOT ION, EL IMI NATION,

Kilitafy Personnel Reg'l'ster Fi les

WiLITARY POLICE AN0 CIVILIAN GUARD

Ml i ta ry Strength Reporting Files Rilitary Supply Standard Files Kinor and Troop Construction Project Files Hotion Picture/Yideo Tape Files Motor Vehicle Correspondence Files' &tor Vehicle Cost Files Fotor Vehjcle Operating and Maintenance Files Mtor Vehlcle Operation Files Wotor Vehtcle Release Files &tor Vehtcle Report Files WPB Appeals

ASSIGNIENT FILES

AND DEMOTION FILES

I E!LITARY PLAhNING, DESIGN, CONSTRUCTION, AND FACILITIES ENGINEERING FILES

PROTECTIVE SERVICES FILES

rational Stockpile Account Files National Stockpi 1 e Reporting F i 1 es National Stockpile Voucher Register Fi les News Wcdia and Release Fi les K3IOWPROPRIATEO FUND ACCOUIJT FILES Nonappropriated Fund Accounting Files Monappropri ated Fund A u d i t F i l e s Noncombat Activity Claim Files Idnsafeguarded Information Release Files hontactical Telecomnunications Project Files

AS1 -5

802.07s 805.06s

11 02.1 5 205 -02 603 601.05 212.97- 212.108

1301.23 1503.03

21 G 71 5 ?14-02

71 4 700 71 6 706

71 7 71 6-05

1503

501 71 5-C4

1405.W 1 503. Gc 1104.04 1202.02 1202.05 1202.0e 1202.06 1202.07 1202.03 803.05

1406.1 5 1406.17 1406.1 6 405.01 308 . 308.01 304.05 402.02 208.C2

1101.c;

PA:: =

1401 -10 801 -3 801 -3 801 -9

1101-5 201 -6 601 -4 601-1

201 -21

1301 -1 1 1501 -5

201 -1 7 701 -2 701-1

701 -1 701 -1 701 -2 701 -1

701 -2 701 -2

1501 -4

501 -1 701 -2

1401 -1 2 1501 -5 1101-7 1201 -2 1201 -2 1201 -2 1201 -3 1201 -2 1201 -2 801 -6

1401 -1 7 1401-16 1401 -16 401 -3 301 -8 301 -8 301 -7 401 -2 201 -9

1101-1

-*TI r . . . L L - UFE

kuclear Surety Files nuclear Weapon Development Guidance Files Nuclear Weapons Quantitative History Files nuclear Yeapons Reporting Ffles

NUCLEAR W O N S STOCKPILE FILES WUUA

Nunerkal Files (External) Numerical Flles (Internal) NUREP

NU& WTI/DNSI Coordinatfon Ffles #UTI/OtiSI After-Action Flles

3

Office Office Office OFFICE Office Office Office

- Internal lnstructlon Files Military Personnel Files Organira ti on F i 1 es PERSONNEL FILES Personnel Register Files ProDertr Record Files

~ ~ Recbrds- Transmittal F i 1 es Office Service/Repair Files Office >Jpply/Expendfture Fi7es Official D i scrfmi natiofi tsnpl a:ct

Official Personnel F o l d i r Fiies Operatlng Agency Five Year Programing Files Operating Budget Files OPE1 Elgibiltty Certificate Files ’ Organization Roster Files Originated Message Flles Other RD Item Files Overnight Storage Control Files Overseas Registration Program

Case Files

P

PATENS, COPYRIGHT, TFUD3%RK, ALiI

- PROPRIETARY DATA FILES

Performance Apprai sal Systems Permanent Order Background Files Permanent Order Record Set Files Personnel Action Pending Files PERSOMNEL AFFAIRS FILES personnel Bioassay T i 1 e j Personnel Case Files

212.26- I 21 2.30 212-20 510.01 501 -7 212.121 201-22 212.96 201 -21 21 2-01 - 212.50 201 -20 21 2 201 -20 212.11- 212.20 201 -20 208.12 201 -1 1 208.1 1 201 -1 1 21 2.21 - 212.25 201-20 ~ ~~ -.

21 2.12i 2G1-21 207.01 201 -7 207.02 201 -7

101.09 101 -3 102.13 101 -9 101.11 101-4 102 101-8 102.02 101-8 101.23 101 -4 101.12 101 -4 ~~

101.21 101 -6 101.20 l t l -5

604.01 601-5 804.C1 631 -7 301.06 301 -3 301.07 301 -4 803.01 801 -6 715-02 701 -2

1102.12 1101-4 1301.22 1301-10 1102.07 1101-3 802.07 601 -4

403 401 -2 802.07 801 -3 208.25 201-is 208.26 201 -1 5 102.07 101-9 725 701 -3 606.04 601 -1 1 9Gl. 03 901 -1

A S I - l C

T : X E

Personnel D a t a Card Files Personnel Dosimetry Files Personnel locator Files PERSONNEL MOVEMENT AND TRAVEL FILES Personnel Training Personnel-Type Order Files PETROLEUl AN0 SOLID FUEL SUPPLY FLLES Petrolcm Supply Reporting Fi les Photographic York Order Files Placement Consideration Fi les Planning and Programing Files Policy and Precedent Files Port Extract Requisition Files PORT SUPPLY FILES Position Classification Appeals Position Classification Downgrades Position Classification Files Position C l assification Pol icy POSTAL AND HAIL SERVICES FILES Postal Directory Files Preservation and Packaging Files President's Youth Opportunity Program P r i n t i n g and Binding Requisition Files P r i n t i n g Equipment Control Files P r i n t i n g Officer File P r i n t i n g Plant Establisbent Fi les P r i n t i n g Plant Inspection Files Printing P l a n t Job Jacket Files P r i n t i n g Reporting Files Priority Rating Case Files Privacy Act Accounting of Oisclosure Files Privacy Act Anendment Case File; Privacy Act Control Files Privacy Act Files Privacy Act General Administrative Files Privacy Act Reports Files Privacy Act Requests Files Privacy Disclosure Accounting Files Procurement Action Reporting Files Procurement Directive Files Procurement Inspection Files

PROCUREHENT TRANSACTIOtJ FILES Program and Budget Guidance Files Program and Budget Input Files PROGRAMING AND BUOGETIWG FILES Programing Oocwnts Project Authorization Files Project Environmental Investigations and

Project Management Planning Fi les Project Register Files

-

f : r.

PROCUREMENT POLICY AND INOiVIDLAL

Reports Files

ASI-11

F I L E i

71 5-06 606.02 102.03

607.01 1201

208.17 1411 i4ii.01 1104.05 805.05 21 1.01 103.03

1412.01 1412 802.05d 802.05e 802.05 802.05~

1103 1103.01 1404.06 805.07f 208.24 204.02 209.05 209.01 209.04 ~~

208.23 209.03

1404.02 203.1 Oc 203.10~ 203.1 Od 203.10 203.1 Of 203.1 Oe 203.1 Oa 101.27

1401.16 1401.15 1401.18

1401 301.01 301 -05 301 2w .03

1503.02

1504.04 1301.24 1301.09

PAGE =

701 -2 601 -1 1 101 -8

1201-1 601 -1 2 201 -1 3

1401-23 1101-3 801 -9 201 -1 8 101-10

1401 -23 1401 -23 801 -2 801-2 801-2 .

801 -2 1101-5 1101-5 1401-10 801 -1 0 201 -1 5 201 -1 5 201 -1 6 201 -1 5 201 -1 6 201 -1 4 201 -1 6

1401-10 201 -2 201 -2 201 -3 201-1 201 -3 201 -3 201 -1 101-7

1401 -5 1401 -6 1401 -5

1401-1 301 -1 301 -3 301 -1 201 -3

1531 -4

1501 -E 1301 -1 1 1301 -7

1401 -23

;::LE

Promotion E l i g i b i l i t y Roster F i l e s Property Accounting Deviation F i l e s Property Book and Supporting Document F i l e s Property Disposal Account F i l e s Property Loss, Theft . and Recovery

Property Of f tcer Designatfon F i l e s Property Record F i l e s Property Record Inspection Reporting F i l e s Publfc Inqui ry F i l e s Pub1 i ca t l on D l s t r f butfon/Mailing L i s t Publication Record Set F i l e s Publicatlon Reference Set F i l e s Publication SupplyAl is t r ibut ion F i l e s P UBL ICAT IOWS FIANkXbE.iEkS FILES PUBLICATIONS SUPPLY FILES Pub l ic i t y F i l e s

-

Reporting F i l e s

pua l i f f ca t i on L i s t F i l e s Qua l i f i ca t i on Standard F i l e s Qua l i t y Assurance R e l i a b i l i t y Testing F i l e s

R

Radiation Analyses F i l e s Radiation F a c i l i t y F i l e s Radiation Incfdent Case F i l e s RAOIATION PROTECTION PROGRAM FILES Radiation Sources Accounting F i l e s Radioactfve Material Licensfng F i l e s Radiobiological Ef fects F i l e s Radio Frequency F f l e s Radf o i ogf cal I nspecti on ii 1 es Radiological Protection C m i t t e e F i l e s Radiological Protection Survey F i l e s Radfologlcal Protectlon Training F i l e s Radiologfcal SOP F i l e s R60 ComMnd Schedule F i l e s RAD I t e n Correspondence F i l e s R60 I t e m Meeting F i l e s RAD Item Report F i l e s R60 Procurement F i l e s R6O Program Plannin F i l e s

Rb3 Project Control R60 Project Control F i l e s R6D Project Reporting F i l e s .R6D S m a r y Progress Reports F i l es R&O Source D a t a F i l e s

-

R6D Project Case Ff 9 es

71 7-02 701 -2 1408.04 1401-19 1408.06 1401-19 1406.05 1401-14

1408.03 1401-18 1408.02 1101-18 101.23 301-6

1408.09 1401 -20 405.04 401 -4

1410.02 1401-22 208.16 201 -1 2 208.18 201 -13 101.22 101-6 205 2 t i -1 5

1410 1601 -22 101.03 101-2 .

1402.07 1401-8 805.01 801 -9 212.51- 212.90 201 -21

605.09 605.11 605.03 605 605.1'2 605.06 901.01

1101.03 605.02 605.01 605.04 605-05 605.07

1301.04 1301.20 1301.21 1301.19 1301.1 7 1301.02 1301.18 '1301.01 b 1301.08 1301.12 1301.26 1301.25

EO1 -1 D 601 -1 1 631 -8 601 -7 621-10 601 -9 921 -1

1101-1 X I - 8 601 -7 601 -8 601 -9 601-9

1301 -3 1301 -10 1301 -1 0 1301-10 1301 -9 1301 -3 1301-10 1331 -2 1301 -7 1301 -8 1301-11 1301-11

XSI-12

TITLE

R6D Supervisory Files RbD Technical Reference Files Reading/kssage Reference File REAL PROPERTY MNAGMENT , UTI LIZATIOI~ ,

AND GENERAL 13AINTENAKE FILES Real Property Utilization and Hanagcrnent Files

Received Messages Files . Record Access and Slgnature Authorization Files

Record of Trave? Payment Files Records Disposition Standard Exception Files

Records Disposition Standards and Oi sposal Files

Records Holding Reporting Files (no longer required)

Records Locator and Disposition Files Records Management Survey Files Recruitment, Selection and Placement Files Reduction-i n-Force Files

-

Reempl oynent F i 1 es REFEREWCE FILES Reference Files

Referral and Selection Files Report of Survey Files Report of Survey Control Register FSles Reportfng Files Reports Control Cases and Register Files Requisition Reference Files Reauisi tion Reaister Files

I - , Reference Publication Files

RESEARCH AND DEVELOPMENT LIFE CYCLE MNAGENENT FILES

ReSOUMCS Conservation Program Files Retention Registers RETIREWENT Routine Security Informatton Access

Routine Security Information Release Files Routine Security Regrading Case Files

S

Safety Ffles Safety Awareness Files Safety Hazard Fl1cs SAFETY PROGRAX AND ACCIDEtX FILES Safety Standard Files Safety Survey Files Salary Retentfon Sanitary Service Files

Case Flles

-

ASI-13

FILE f PAGE

1301.06 1301-4 1301.14 1301-8 103.02 101-10

1502 1501 -2

. 1502.01 1501 -2 1102.13 1101-4

101.13 101 -4 303.04 301-6

208.08 201 -7

206.G4 201 -1G

208.05 201 -10 208.01 201 -9 805.06 801 -10 803.02 801 -6 803.02b 801-3 103 101-10 201.05 200-2 103.01 101-10 805.04 801 -5

1408.16 1401-21 1408.17 1401.21 302.05 301 4 208.09 201 -7

1406.10 1401-10 1406.05 1401-10

1301 1301 -1 206.03 201 -5 803.02a 801-34 212.94 201 -21

505.04 501 -6 505.05 501 -6 505.02 501 -6

101.04 101-2 602.03 601 -2 602.02 601 -2 602. 601 -2 602.04 601 -3 602.01 601 -2

1502.05 1501-3 802.111 801-4

-.-. - . - . - Scient i f i c and Raw D a t a F i l es Secondary Item and Repair P a r t

Security Br ie f ing and Debrief ing F i l e s Security C lass i f i ca t ion F i l e s

forecasting F i l e s

S Securi C1 assi f i c a t l o n Regrading F i 1 Security Clearance I n f o m a t i o n F i l e s Securlty Container I n f o m a t i o n F i l e s Security I d e n t i f i c a t f o n Appl fcat ion F Security I n fomat ion Exchange F i l e s Security Inspection and Survey F i l e s Security Violat ions Case F i l e s Senior Employee Designations Annual

S in ior ExecGtive Service F i l e s Separation f o r M i l i t a r y Service F i l e s SES Classi f icat ion, Pay, and Pos i t ion

Review F i l e s

l e s

Management SES General Information/Policy Guidance SES Performance Appraisal System SES Ranks, Stipends, and Bonus

In fomat ion SES R e c r u i w n t and Placement 5;' 2785 -.

SIGNAL COCWNICATI ONS REO31 REME:;X FILES S!ttlAL COWJNICATIONS SERVICES FILES Signal Security Approval F i l e s SIGNA- S X U K T Y FILES Signrl Security Inspectior; F i l e s Sriall Business Informat ion F i l e s SMALL BUSIf!ESS PROGRAM FILES Snall Business Program Survey F i i e s % a l l Business Q u a l i f i c a t i o n F i l e s Snzl l Busfness Reportins Fi le; Source Message F i l e s Space Manag~~ent Control F i l e s Specfal Acnievement Award F i l e s Special Nuclear Mater ia l Special Projects (Nuclear Stockpi le Related)

Special Project F i l e s S p e c i a l Reference F i l e s Special Repor ts (Contractors)

Standard Design Reference F i l e s Standardization O o c w n t Collaboration F i l e s Standardtzatlon Document Fonnulation F i l e s Standarof zct ion Reporting F i 1 E S Standards o f Conduct -Fi les Standards o f Conduct F i l e s Standards of Conduct F i l e s - General Stat ion 'Sup2ly Reporting F i l e s

ASI -14

FILE =

1301.16

1407.03 503.04 505.01 101 -26 503.03 101.14 505.01 505.06 505.09 505.08

203.1 1.04 8Ci.03 102.06

802.09~ 802.04a 802./07c

802.09d 802.09b

203.1 1.05 1101 1102 504.05 5G4 504.06

1402.01 1402 14C2.02 1402.03 1402.05 11 02.14 2C6.04 601.03 21 2.1 20 21 2.124- 212.1 30 205.03 30i. 08

212.50 1503.01 1405.03 1405.02 1405.05

21 2.41 -

PAC! =

1301 -9 \

1401-18 501 -2 501 -5 101-6 501 -1 101-3 501 -1 501 -6 501 -7 501 -7

201 -4 &: -3 101-9

801 -3 801 -3 801 -3

801 -4 801 -3 201 -4

1101-1 1101-2 '

501 -3 501-2 501 -4

1401 -6 1SSi -7 1401 -7 1401 -8 1101-4 201 -7 601 -1 201 -21

201-21 201 -6 201 -4

14Gi -7

2G1.20 1501-4 1401 -1 2 1401-11

~ ~ . .

102.08 203.11

203.11.01 201-2 14t6.11 1SC1-15

1401-1 2 101-9 201 -2

S t i l l Picture Files Stockpile Emergency Verification ( S E V ) Files

Stopper Lists Storage Reporting Fi les S m e r Employment Program Supply Cablogfng Advisory Group Fi les SUPPLY CATALOGING AND DISPOSITION, STOCK

SUPPLY CONTROL AND QUALITATIVE MATERIEL

Supply Item Identification Fi les Supply or Equipment Authorization Fi les Surplus Salable Property Reporting Files Survey Reports Fi les Suspense Files System Status Files

CONTROL AND REQUISITION, AND STORAGE FILES

REQUIREMENTS FILES

T

Tax Exemption Certif icate Files TCC General Messages Technical Data Package Fi les Technical Reference Files Technfcal/Scientific Report Recor Telecmunlcations Operational F i Telecomnunications Performance

Telecommunications Service Reqses Temporary Duty Files Temporary Internal Receipt Files

-

Record Files

Files es

s (TSR)

Tentative Positlon Clsssificarion and

Test Scheduling Files Tool Drawing Files TOP SECRET Material Accountz>ility Files Tracer Action Case Files Trainlng Aids Trainlng Amnunition Control Card Files Transaction Files Transactions for S25.000 o r Less Transactions for More t h a r , $25,000 Transfer of Loan Account Rateriel Transitory Files Transportation Officer Appointment Files Travel Expenditure Files Travel Request Files T r i a l Balance Files

Qualification Standards

FILE = PAS: 1

1104.10 1101-9

212.40 201 -20 802.10t 801-4

1406.14 1401-16 805.07b 801-10

1406.01 1401-13

212.31-

1406 1401-13

1407 1401-16 1406.03 1401-14 1'908.05 1401.19 1406.07 1401-15 101.06 101 -3 101.01 101 -1 504.09 501 -5

1401 * 20 1401 -6

1401.10 1401-3 1102.09a 1101-3

103.04 101-10 1301.13 1301-8 1102.11 1101-4

1102.10 1101-4 1102.0k 1101-2 102.09 107-9 101.16 101 -5

802.05a 801 -2 1301.10 1301-8 1404.05 1401-10

505.07 501 -6 1102.06 1101-3 607.02 601 -1 3

1408.11 1401-21 504.1G 501 -5

1401.12 1401-4 1401.14 1401-4 1408.15 1401-22 10?.02 101-1

1201.04 1201 -01 101.19 101-5

1201.01 1201 -01 302.03 301 -5

ASI-15

U n i t Award Case Files U n i t MtlrOom Accountable Mail

Unsolfcfted Proposal Files Unsuccessful ZIid Ff les Upward b b i l t t y Program Upurrd Mobility Program Files User L i s t i n g Files Utilitles Operation Files

aeceipt Files

Vrnicle Identification ;;a:€ f i l e s Voluntary Applications Files Vulnerability Assessment Files

liarehouse P l a n n j n g and Layout Files k'wkoder Re9ister Files YlQECS

F I L E = PAC5

601 01 601 -01

1103.02 1101-5 1301.05 1301-4 1401.13 1101-4 805.07h 801 -1 1 604.11 601 -7 606.01 601 -1 1

1503.06 1501-5

1202.04 l2Gi-E 805.02a 801-8 214.02 201-23

1406.13 1401-16 1503.10 1501-6 212.01- 212.10 201 -20

A S I - 1 6

'.

CliF.tStF. 1

RECORDS SYSTEK OPfRA71Nt PRDCEDURES

INTR0DU:TION

1. APPLICATIOI: O f DNAFFS. DNAFFS w i l l be applted t o a l l unclaSsffied ant t l a s s f f i e a f i i es t reated or received by the Defense Nuclear Agency.

2. ABBREYIATIOKS. Comon abbrevlrt fons used u f t h ONWfS 4nd fntende? espec'laiiy for use on labe ls are as follows:

CFA ---current f i l e s area CDFF - -cutof f DES7 --destroy DNAfFS --DrfensE Iiuclear Agency Functlonal F i l l n n System WARA P I f --place tn fnact tve f l l e REFP --ref ere nce paper RET --ret I re ; r e t l nment RHX --rtcords holdfng are3 TRF --transfer UURC --Yashington Natlonal Records Center

--National Archi ves-and- Records Mml nl s t r i t l o n

1. RECORDS RAUAGEEI~'T COlitEPT

1. Every actton. dcclsfon, or p o l t c y resu l t s I n some t i n t of As defined I n the Records Dfsposal Act

.... books, Papers, maps, photographs, machlne-readable u t e r i a l s , or other docranntary materials, r tgard less o f physlcal tomi or characterlst ics, aade or received by an agency o f the United States Coverrrmnt under Federal law o r I n conncctlon w i t h the t ransact ion o f pub l i c bustnerr m d pnserved 'o r appropriate for preserv r t lon by t h a t agency or I t s l eg t t ima te successor as evidence o f the orgrnlsation, functlons. po l l r tes . declsions, procedures, operations. or other a c t i v i t i e s o f the S o v e r m n t or bccause o f the l n f o m t i o n a l value o f the data i n them...."

d o c m n t a t f o n I n the form of records. of 1943 (now 44 U.S.C. 3301). records are

8

I n short. records are the memory of the agency, m d as such, must be properly unaged to ensure. t h a t valuable I n f o m t f o n Is r v r l l r b l c to support bo th Current operrtfons and h i s t o r i c a l research. This goal I s only r t f l l nab le through contlnuous. systematfc, and ef fect ive cont ro ls over the cna t fon , Baintenancc. and d i spos i t i on of records I n accordance d t h established princlples. 1.e.. r records mmgenent ptogrm. Records can only hrve value If they can be l d e n t l f i e d and located.

b. Records created by each DNA 0 1 n c t o r a t e l t l m n t w i l l be m i n t a i n e d and n f l t n e d as prescrlbed I n thtr Inst ruct ion. The records d l t p o s l t l o n standards rpec t f fed I n Enclosure 2 conc t l tu te r u t h o r f t y for retentton, transfer, tmporary or p e m n e n t retirement, and/or deStrUCtlOn o f records and nonrecord materjal.

(ENCLOSURE 1 t o OW INS7 5015.18)

1-1

a. 6encmT. The prime feeture of a f i l i n g systm 1s t h e t i t must f e c 1 1 i t a t ~ i s p O s i t l : o n of records. DNAFFS I s based Upon t h i s premise end the rccognitfon thet eech Directorrte/Offlce/Dcpertncnt mefntatns records documcntlng perfomnce of their off ic ia l functions.

b. Flles Plannin F i l i n g systems are r&inis t r r t lve tools designed t o afd an O M ; effectively mnrging the m o r d s I t a c c w l r t e s . To accomplish t h i s task. f i l e s must be carefully planned. The following points a n pertinent t o good f i l e s planning:

(1) Office f i l e s should be convenlently located so as to offer meximum uti l i ty t o the user.

(21 Users should be consulted when establishing f i l e s so t h a t um:Ecesse(Y duplication of recordkeeping can be reduced o r rllmineted.

(31 Flles should be arranged and assembled In a mnner t h a t facil i tates retrteval of information.

(41 Materials should be properly Identifled fo r f l l l n g ; addittonally, avoid placlng rouftne, temporary Items i n the same folders wlth substantive program or mission records. T h i s practice reduces the possfbillty of losfng i q o r t a n t record .a te r ia l when cleaning out f i l e s for systematic disposition.

( 5 ) Yritten procedures on the f i l e s operation b d t h i n the office should be published.

c. Dfffce of Record Designation. I t Is cssentlal t h a t an .office of record. a 0 eslgnatec for m e i n t a i n i n g the off ic ia l record copy of t h e meteriels accumulated In the perfornance of a function. By doing so, possible confuslon as to the retentlon of a given document can k avoided; duplicate f i les are usually unnecessary when I t I s known tha t a certein office i s msponsible for the record copy. Dependlng upon the sire and complexity of the operation, I functlonal aaaager any e lec t t o designate more than one office of record for 'the different types of records I t mlntains. However, t t I s strongly recomncnded tha t the number be kept t o a mtnloum and the designation be widely publicltrd through w r i t t e n pollcles stating the msponslblllty. Each offlce of rccord I s mponslb le f o r the custody, mlntenance, and retirement or disposal of the records I t holds. In selecting an offtce of record, these factors should be considered:

I l l - Records must be readily rccesslble t o users, thus reducing t h e need t o keep dup l l ca t t f i l e s elsewhere.

(2) Classffled material must be maintained In securlty containers or secure areas I n acordance w l t h DO0 Regulation S200.1-R.

(3) F i l i n g equipment and supplies should be arranged t o provide control, m o t h workflow, and convenience t o the maximum number of users. Clesslfied f i l e containers w i l l be located so as t o prevent unauthorized access to elassffled infomatton.

-

- - - - -

1-2

d. Declrr*cntrt4on. The docrrmtntatton process Concerns the creatior., rrsenbly, rnd consol fdr t lon o f bckground u t w l r l s t h a t f u l l y explain or support a spcc l f ic ac t lon f s t o I l o p ~ c r l sepuence f o r the f t l e . Incomplete record crses Can lead t o n i s tn te tp re ta t l on or mlrurdcrStandtng*; therefore, ef fec t l ve d o c m n t r t l o n p r rc t l ces are e r s e n t l r l t o ensure t h a t the f i l e s contaln c m p l e t e rccounts of r c t l o n r taken, camlmnts mdr. md thc m s u l t s thereof. These support in u t e r i r l s should k lncorpor~ted tnto the record

dependence on the n r d t n g f t l c and not on the furntWu1 rubJect f f l e . Offlces rhlch &re maUlng t i l t s very mfwn do n o t include 6 copy of a l l WulOsuns rnd backup u t e r l r l u t t h n r d t n g f f l t documents when tha t u t c r t r l I s c l r ss l f l ed . nwnfore, U t e absolutely ce r ta tn t h a t legal mferrrl 1s made only t o r r co rd coples. 1

copy f i l e of t h e action.( 4 OTE: t h l s lwppens uhen an offlcr plrces too much

e. C l r r r t f l r d F i les. ClrsSf f led r t e r l r l ulll be nfegur rded I n rccordrnce ulth DDD R egulrtlon 5200.1-R and DUAI S200.16.

I1 1 The i n t c m l n g t l n g o f c l r s s f f l c d r n d u n c ~ r s s f f l c d u t r r t r l should be kept to r mlnhum rnd r e s t r l c t e d t o those papers thrt directly support, r xp l r l n , or doclnant the record o f an action.

( 2 ) The front and back of folders cont r tn lng c l r s s l f h d r t r r l r l . should be stunpad utth the hlghcst c l r s s l f l c r t l o n o f the papers f l l e d

t k r e t n . ( fh ls ut11 he lp ensure proper p ro tec t lon of the f i l e and contents when m o v e d from t he contalner.)

(3 ) Folders cont r ln fng c l r s s l f l e d d o c m n t s Rust k f l l e d and stored I n approved c l r s s l f l e d c o n t r f n r r r or secure v u l t rmas e-nsdrrte r l t h the C l r s s l f f c r t l o n o f the m r t e r l r l t o be protected. : (

S. FWC,flONAL FILES SISTftr. DNWFS Is b u l l t princlprl ly along funct lonal l ines. & cordinply. t h i s Ins t ruc t fon groups those func t l on r l areas i n t o M j O r crtegor les of r d W d types o f records. i h t r l l r d Instructions on operr t ion Of t h e f l l l n g system r n r e f l e c t e d fn Chapters 2-3.) t n c l o s u n 2 eontr lns the DNA Records -0 lspos l t lon Schedules r h l c h s ta te the und8tory r u l e s for the n t e n t t o n and d lspos t t lon o f 811 o r g r n f u t t o n r l records.

a. DNAFFS 1s brsed on the concept t h e t 84Ch DNA r l w n t or o f f l ce m f n t r t n s records documcnttng the p c r f o r u n c e o f OM or .ore spec l f fc functtonr or subfunctlons.

I n r d d t t f o n to records ( funct ional f i l e s ) doclncntlng the perfomonce of mtsston r c t l v t t t e s , the o f f l c e w i l l generrte c e r k t n rvcords on the a b l n l r t r # t l o n of- the offlce. These records r e l a t e t o such w t t e r s as requests for furnt ture, equtpmnt, r n d rupp l l cs n q u f r e d t o operr tc the offlce; lns t ruc t lons on o f f l c e operr t fng procedures r n d s t a f f duty r s s l g m n t s ; p r r t l c l p a t l o n I n c h r r l t r b l e fund drives; and a l l o c r t l o n o f funds and personnel t o operate the off lce. These matters a n not d t n c t l y r e l r t e d to t h e of f fce's nisslon. Therefore, the records on these u t t e r s are hwsetecpfng l n nature.

r

gb.

6. FflING EQUIPMENT AND SUPPLIES. k e Enclosure 1, Chrpter 2 t o t h i s lnstruc t 5 on.

1-3

7. FILtS MANAGEMENT CHECKLIST. To a s s i s t I n the management o f o f f i c e f f l e s , L c f , sch l lS t on tl ICs unr j cmen t i s provided a t Sy losuye - :];Chapter-.l, I A t t b C a n t 2.

8 . LIST OF SELECTED FILE WLMBERS (FILES PLAN)

a. A l i s t o f f l l e nuberr used I n an o f f i c e dll be prepared t o f a c i l i t a t e f i l i n g rnd reference, to a i d I n t r a i n i n g MY perwnM1, rnd t o eliminate the constant r e f e r r a l t o t h l s Inst ruct ion. The l i s t I s r n efficient vehicle f o r manbglng o f f i c e records as It provides r n at-a-glance uRarry o f t h e f f l e s within a storage cabinet and contalns the d lspos l t lon lns t ruc t ions f o r the mcords.

b. Tau copies o f the l i s t o f selected f i l e numbers ( f l l e s p l r n ) d11 be provided t o the DWA Records Hbnagement Off icer. FCONA Records Adnrinistrator, o r AFRRI Records Aidafnirtrator by the Records Ilrnrgcwnt Ass fs tmts f o r nvlew. Once the l j s t has been n v l w d . t h e approved o r l g l n a l (DNA Form 5%) w i l l Be returned f o r placement as the f i r s t document I n a f i l e drawer or, i n the case o f nonstrndard f i l i n g wutpment, post lng to the container I n a conspicuous location. The l i s t I s t o be reviewed rnnua l ly m d updated I n suf f lc fent t i m e so t h a t when new f i l e s are Created a t t h e beginnlng o f a ra lendrr o r f i s c a l year t h e forns are on hand.

c. Figure 1 i s a Colnpleted sample o f a DNA Fom 552R. The l i s t w l l l contBin t h e f l l e numbers, f i l e t l t l e ( s ) and dlsposlt lon, and i f des lnd , a b r i e f descrfpt ion of each f l l e n a t n t r i M d i n the o f f i ce . I n o f f t ces having many cubic fee t o f case f i l e s such as contracts. the f i l e s l i s t can I d e n t i f y lncluslve case &err.

..

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DEF I N 1 T I ONS

ACCESS - (1) The ava l l ab l1 f t y Of o r the ptnniSSlOn to Consult records, ZSiiYes. or ornuscrlpts.

The a b i l i t y and opportunl ty to obta in security ClaSSified or ahr in i s t ra t l ve l y cont ro l led l n f o m a t l o n or records.

ACCESSIONS - 11) The a c t and procedures involved I n a t rans fer o f lega l mle ana the tak ing o f records or papers I n t o the phySlCa1 Custody of an archival agency o r a records center. I n records center operations, transfer o f legal t i t l e my not be involved.

( 2 )

L21 The m t e r i a l s Involved i n such a t rans fe r o f custody.

AtCRfTION - accersroned series.

An accession t h a t I s an addi t ional rcQmnt o f an already

ACTION COPY - That copy o f a comunicat ion dlrected t o a p a r t l c u l a r agency, off ice. o r ind iv idue l responsible f o r action; as opposed to an l n f o m t l o n COPY - m.lINISTRATIVE VALUE - I n appraisr l , the usefulness o f records t o the ot rg lnat ing o r succeeding agency I n the conduct o f cur ren t business.

A M W I S T R A T I V L L Y CONTROLLED INFORMTlOf~ - Pr fv i l eged o r other mnsecura t p c l as sf f l ea i nfoma tl on 1 n records sanetimes k a r l ng desi gnati ons

: such as .For O f f i c i a l Use Only" o r 'Llnited O f f l c l a l Use' to p n v e n t i t s . , unauthorized diSClOSUre.

ALPHABETIC INDEX - A f i l l n g and f i n d i n a i d f o r subject f i l e s t h a t

usually contains many addi t ional subjects under which papers a i g h t be looked for. Lhch entry shows the f l l e designatton f o r papers on t h a t subject.

. ALPHUETIC NUIE INDEX - A f l nd ing a i d t h a t p e m l t s d o c w n t s f l l e d by SUDJeCt t0 D e located a lso by the name o f an Ind lv ldua l or organization

, mentioned I n t h e documents. Usually consists o f ex t ra coples o f outgoing correspondence, cross-reference foms, or c0mbl:nrtions o f both.

a iphrbc t rc r i i y l i s t s each of the top ics I n c 0 uded i n a subject ou t l ine and

ALPHUETIC-SUBJECT F I L I N G SYSTEM - A subject c l a s s i t l c a t i o n system i n which subjects are arrrnaea i n rlDnaDctic order renrrd lcss o f thelr re l r t ionsh iD to - - ow-another.

APPRAISAL - The process o f detennlning the value and thus the d isposi t ion o f w o r a s based upon t h e l r admin is t ra t ive and other uses, t h e i r ev ident ia l and I n f o n a t i o n a l or research value, t h e l r arrangement, and t h e i r re la t ionship t o other records.

ATTACMCNT 1 t o EWXOS.UK I , DNA1 5015.48

1-1-1

ARCHIVAL VALUE - The dctcnination by appraisal t h a t records arc worthy o f pemnent preservation by an archival agency.

ARCHIYES - (1) The noncurrent =cords of an organltatlon or lnstftutton preserved because of thefr pernrmnt vaTue; also referred t o , I n t h i s sense, as archival materials or archival holdings.

(2 ) The agency responslble for u l ec t lng , preserving. and mking rvailrble archival r t e r f r l s ; also referred to I S an archival agency.

(31 The bulldina o r a Dart of 4 bulldinn rhcm auCh r t e r i a l s aw located; i l r o &fermd to' as an i rch iva l mposito;) or deposltoy. NATIONAL ARCHIVES.)

(See

ARCHIVES ADMINISTRATION - The o rnagmnt Or d i n c t l o n of the program of an arcnrval rpency. including the followinp b a s k .functions: rppralsal. disposition,- rccessloning, ' p n s e n a t l o n , rrkangaent, description, reference service. exhibltlon, and publication.

ARCHIVIST - A person responslble f o r or engaged In one or more of the Toiiwrng ac t l r l t l e s i n rn archival reposltoy: rppratsrl and dlsposltlon, acccssloning, preservation, brrangmnt, descrlptton, reference service, exhtbltlon, me publication.

ARMNG&NT - (1) The process and results of orpanlrlng archives, records. and menuscripts t n accordance wl t h accepted archival pdnclples.

(2) The order In which docucnts are fi led. 13) A logical plan for organizing records, such as

ntmerically or a lphrk t ic r l ly by name of subject.

AUDIOVISUAL RECORDS/ARCHIVES - Program and lnformatlon w t l o n pfctures, sllaes ana fr ansparenctes, presentation materials. stlll photographs and negatives, sound recordings, video recordings, and related documentation.

AUTOrYlfEO OATA PROCESSING - System for recordtng and processing data on bagnetic m e a n .

BREAKOOyIt - (1) The separation. o f f i l e s l n t o such basic types as General torrerpondence (Subject) Files, ~Trans i toy Correspondence, Case Flles. Case Working Papers. Technic41 Reference )b te r i r l s , Convenience Coples, and the l ike.

(2) The Internal rrrrngcannt of brslc f i l e types by such f i l i ng features as names, places, numbers, dates, o r subject categories.

(3) The $ivfsfon or subdivision o f subject categories lnto successively +re specific classes.

C A X FILE - A folder o r other f i l e u n f t containlng matertal relating to a specific action, transaction, event, person, place, project, or other Subject. A Case f i l e Ray cover one or many subjects t h a t relate to the case; for example, a contract f i l e contains records on a specific contract, such as the application, correspondence, addenda, reports, and processing documents. Other types of case f i l e r include officfal personnel folders, surveys, Studies, and the Itke.

CCNTUL FILES - The f i l e of several offices or organizational untts physically and/or functionally centralized m d supervlsed I n one location.

1-1-2

CHARGEOUT - The action of ncordlng t h o reDIDvr1 and loan Of papers from 3 V i l e or the loan of an ent i re f l l e t o 1ndtcat.e i t s uhereabouts, Usually done on a speclficrlly designed card.

CLISSWIED INfORCIATION - Records or infornation r e p u i r l n g , In the Interests o f national security or for the protection of indivldualr, Ufrguards against unauthorlted disclosure.

CLOSED FILE - (1) A f t l e u n i t or rer les containing d o c u n t s on whjch action nas been cmpleted and t o which additional docuwnts are not llkely t o be added.

(2) A f l l e u n l t or ser ies t o whlch access 4s l lnited or denfed.

CMPREHENSIVE RECORDS CONTROL SCHEDULE - A docucnt descrlblng a l l records of an awnw or lnstltutl on. mecitYI;ng records to be Dnrerved as havtna arrhlvrl-vaiue, and r u t h o r l z l n g ; on-a conttnuing basls,' the dlsposttlon 07 specffled recurrlng sertes of records. A coqdtensfvc schedule canblnts approved agency schedules w i t h applicable portlons of the k n e r r l Records khedul es.

COWYEW!ENCE FILE - Extra Copies of records, personal papers, or publlcatlons u fn ta in ra tor ease of access rnd reference.

COPY - A reproductfon of the contents of an orlgtnal docunnt, prepared ~ t l n e o u s l y or reparrtely. usually identlfled by function or by wthod of crcatlon. Copies ldentlfied by function mry Include actlon copy, comeback copy, f l le o r record copy. lnfomrtlon or reference copy, o f f l c l r l copy, and tickler copy. Copies Identlfled by method of c n a t l o n tncluoe carbon copyj miwogrrph copy. rfbbon copy, and e lec t ros t r t tc copy.

CORRESPONDENCE - Letters, postcards, memorandums, notes, teleconmuntcatlons, 4 M any omer form o f addressed, w r i t t e n colaawnicatton sent and recelvcd.

CROSS-REFERENCE - A f ind ing a ld , such as an Optlonal Fora 21. Cross-Refenncc. t dl n e t s vie user from one place In the f l l e to another when 8 prrt icular

document my be requested by more t h a n one nrmc, nrrabtr, or subject.

CUBIC fEn - A aeasurCIDCnt o f volume f o r mcords, archives, rnd unuscrlpts.

CURRENT RECORDS - Records necessary for conductlng the curmnt business of an OItlcc +nu, therefore, generally u f n t a l m d In offlce space and rqufpment.

- C W O D Y '0 The .guardtrnshlp of records, archlves, and manuscripts t h a t , In a Sfr7cS-sense, Includes both phystcal posresslon (protective r t spons lb i l i ty ) and legal t i t l e (legal responslbility).

CUTOFF - The teminatlon of 8 f i l e a t speclfled periodic intervals o f t lme m l t transfer, rcttrelocnt, o r disposal i n a complete block.

DECENTRALIZED FILES - Files o f I n a tmy o r agency component t h a t arc

subject t o centralized lntel lectur l and admlnlstratlve contrels.

- . .

mfntalned a t several locrtlons. Physlcr 9 ly decentralfred files can be made

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DESCRIPTION - The process of es t rb l tsh ing Control over holdings through the pnparat lon o f f tnd ing alds.

DIRECTIVE - Any Issuance o f an organtzatton that guides, inst ructs , and Tnfomr rp loyees i n t h e l r work. Included are f o r u l t z e d S t 4 m n t S O f pol lcy and procedure. D t n c t t v e s are issued under many names, such as Notices, Orders, Procedures, Bu l le t ins , N n u a l s. Handbooks. Regulatlons, Clmulars, 6ufdcs. Instruct ions. and the I l k e .

DISPOSAL - Physlcal destruct ton o f p~cords , n o t Synor(y.ous w i t h dfrposttton.

DISPOSAL AUTHORITY - The lega l au thor i ta t ton f o r the disposal o f rtcords. obtalmd from the Archtv ts t o f the Untted States and, f o r c e r t a i n series. from the Carptrol ler 6eneral. I n i t l a t e d by agencles on Standard Fonn 115, Request f o r Records D i rpos l t lon Authority, or granted I n the 6tmral Records Schedules.

DISPOSAL LIST - A document prov id ing one- t iu author tzat ion for the legal h t r u c t i o n o f spec i f ied nonrecurrt ng ser les o f ncords .

DISPOSITIIIW - The act ions taken w i t h regard t o noncurrent records fo l lowing f l i a i s a l . The act tons Inelude t rans fer t o a mcords center f o r temporary storage, t rans fer t o an a r c h t v r l agency, donation to an e l t g t b l e reposltory, Image reproduction. or destructton. The te rn tneludes. b u t 1s n o t synonymus wlth, disposal.

DISPOSITION INSTRUCTIONS - P n c t s e d lspos i t ion Inst ruct tons whlch rpec t fy the aate o r event f o r cutofr , destructton, transfer, retirement, or eventual o f f e r (and transfer) t o the Nattonal Archives and Records A b t n l s t r a t t o n (NARA) o f a record series.

DISPOSITION PROGRAM - A management system resu l t i ng i n the e f f t c t e n t and economlcrl dl spor l f ton o f records by developtng and Implementing standards, procedures. and techniques. Includes con t ro l l i ng o f f i c e f i l i n g e q u t p n t , schedultng ,ncords f o r d tsposf t fon and admintstering t h e i r storage, docuncnting agency b e m f l t s accruing f r o m the program, and undertahing surveys

. and audits o f d ispos i t ton operations.

DISPOSITIOli SCHEDULE - A document governfng, on a contlnutng basls, the wnaatory olsposrtron o f recur r lng records r r r f e r of an organt ta t fon o r agency.

DISPOSITION 5 M N D A R O - The t ime per fod fo r the cutoff, t rans fer t o 4 =cords center, oestructlon, o r o f f e r (and t rans fer ) t o the Nattonal Archives and

Oktktfl - '(1 1 Recorded I n f o m a t i o n regardless o f medium or character lst tcs, m y used Interchangeably w i th record.

(2) A stngle record o r manuscript Item.

DOCUHEKlATION - (1) The nco rd tng o f an agency's lega l misston, functions. organ1 z i t 1 on. po l 1 e l es, deci s t on 5. procedures , essentt a1 t ransact i ons. and

'

. Records A&~nlstt 'at lon ()LAW) o f a records series.

accompl i shnrnts . (2 ) The body o f records that resu l t s f rom such ncord lng.

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EI1iRGEN:Y DESTRUCTION - Eltmlnat ing records under rbnonnal Cl%mstances, 8s proviaea by IW or regulat ions.

EVIDENTIAL VALUE - The value o f rgency records, uh lch provfde docUWItatton of I t s organlzatron and functlonlng. - FILE - (1) An rccunu l r t ion o f records maintained I n I pred t t rm lnad physical arrangement. used Pr lmar t ly l n rr ference to current n C O r d S . the t e r n i n

. J tchtva l usaQe my re fer t o e l t h r r r scrles or A f i l t unit, such as r fo lder or dossier.

(2) To place documents I n a predetemtned l o c r t l o n rccordfng t o an overa l l p lan o f c l r s s l f l c a t l o n .

. ( 3 ) l n Fachine-readable records/rrchives. two or more data mcords o f Ident ica l l r y o u t t reated as a un i t . The u n l t I s larger than a data record but mallet than r data system and I s sanetlmes k n m as r data Se t .

(4) Storage eguipnwnt. such 8s 8 f i l i n g crblnet.

FILE AUDIT - A syrtematlc r r a l u r t l o n of f f l c s operations, lncludlng such matters as subject c l a s s i f i c r t f o n , codlng, cross-nfemncing. n t r l e v a l tlme. accuracy o f f l l l n g . use o f cutof fs . and layout. Also c a l l e d Ffle Inspectton.

FILE BREAK - Temlnat lon o f a f l l e r t r tgu l r r per lod lc I n t e r v a l s t o f r c i l l t r t e continuous disposal or t rans fer o f the f f l e s serles.

FILE CODES - Nunbets or symbols used t o abbreviate lengthy f l l e destgnatlons Dirt wuid othcntfre be expressed as words.

I FILE COPY - The o f f l c l r l o r record document t h a t I s so aark rd or recognized, complete with enclosurts o r r e l a t e d papers. Also known as Record Copy.

FILE CUSTODIAN - A person given o f f l c l r l r e r p o n s i b f l l t y f o r the contro1,of rccoras a t a f t l t r t a t l o n .

FILE DESIGNATION - A d l r t f ngu f rh fng symbol, subject, nitre, number, or date cont ro l i rng t h t placement o f a document i n r f l l f n g system.

FILE CROUP - A c o l l e c t i o n o f papers t h a t have slnllrr cha r rc te r l s t l cs r n d b a t Detd t o be kept r p r r t from other groups of r tcords rt a f l l c stat lon. Also ca l l ed File lype. -

FILE STRTION - Any l oca t i on I n the organizat ion rt which docrnwnts are parnU1ned rbi current use. A f t l e s t a t i o n my be large, servlng I n en t l re - dlvislon; or i t may be M a l l , w i t h on l y one or t w o f l l c cabinets, sewlng a s lngle branch or section.

- FILES - A co l l ec t i ve term usual ly r p p l l e d t o a l l records of an o f f l c e or agency.

FILES ADMINISTMTION - The r p p l f c r t f o n o f records a a n r g m n t techniques t o I l l n pract ices i n order t o Qaintaln r tcords c a s l l y and t o n t r l e v e them

nonconcurrent records.

.

rapld s y, t o ensure t h e l r completeness, and t o frcilltrte the d ispo r l t l on of

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FILES OPERATIOtrS - The rac t i ca l appl icat ion of f i l i n g pr inc ip les; the

order f o r purposes Of preservation and reference.

FILES PLAN - A plan designating the physical locat Ion(s) a t uhtch the rglncy's T i les a n t o be maintained, the spec i f i c types of f i l e s t o be D l l n u l n e d there. and the organlzational e lcnwnt(s j having custodial n r p o n s i b I l I t I e s .

-e pract ica P work o f arranging current records I n Systematic

FILING - Tne a c t o f pu t t i ng documents l n t o t h e i r place I n accorbance r l t h an ~ f s h e d system.

FILING FEATURE - The charac ter is t i c by which a docment I s f i l e d rnd found, n t r . date, t i t l e , O m , or subject.

FILING HNUAL - A guide t o cont ro l and f a c l l l t a t e filing. which prescribes and cxpl r lns p r r t i c u h r SyStg l .

FILING S Y n M - A p lan f o r organizing and Iden t i f y i ng records so t h a t they can M f o w e w l c k l y when needed. Most f i l i n g systems are based on e l t h e r an a l p h a k t l c o r numeric arrangement.

FINDING -AIDS - The descr ip t ive w d i a , published and unpublished, created by an or ig inat ing o f f i ce , an arch iva l agency, o r u n u s c r l p t repository t o establ ish physical o r rdmin ls t ra t l ve cont ro l over records and other holdings. Basic f ind ing aids Include guides (general or reposi tory and subject or topfcal 1, Inventories o r registers, l oca t i on registers, card catalogs, special l i s t s , shel f and box l i s t s , Indexes, calendars, and f o r machine-readable records. sof tuam docuawntatlon.

FISCAL VALVE - the usefulness o f records f o r i n f o m a t i o n about the f lnanc ia l transactions and obl igat ions o f agencies and organizations.

FOLLOU-UP F I L E - A f l l c used as (1) a mans o f checking on borrowsd records and ef tect lng t h e i r re tu rn t o t h e f i l e s and

(2) a reminder t o o f f i c i a l s o f the s tatus o f actions. which u s t be completed by a spec i f i c date. Also ca l l ed a

FUNCTIONAL CLASSIFICATION - Successively d i v id ing records i n t o classes and subciasses to conform to the programs, a c t i v i t i e s , and transactions car r ied out by the o rgan fu t l on r c c m l a t i n g the records.

, Suspense f i l e .

- 6EtXERAL CORdfSPOwotNCE f I L E - A f i l e cons is t lng o f correspondence on a number o f subjects. as dfst inauished from a edse f i l e tha t contains correspondence ibout - rpect f tc t r a n k t i o n s o r projects.

6ENERAL RECORDS SCHEDULE - A schedule, Issued by NARA, governlng the disposit lon of speciffed recurr ing ser ies c m o n t o several o r a l l agencies. Use of dispositions I n L General Records Schedule i s mandatory. unless wr i t t en exceptlon I s granted by NAR4.

HISTORICAL VALUE - The usefulness o f records f o r h i s t o r i c a l research Concernlng the agency o f o r f g i n o r for i n f o m a t i o n about persons, places, events, o r things.

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HOLDING A E . 4 - Agency Space assigned f o r the temporary storage Of current or ' tmicurmnt-records and for m o r d s w l t h r e l a t l v e l y shor t re ten t lon perlods. Also kncun as Staging Area.

HOUSEKEEPING RECORDS - Records o f an organization that relate b budget, kCOUntlng, personnel, supply, an8 r i n f l r r r d n i n t s t r a t l v e O r f a c i l i t a t < v e operations nonually common t o c o s t agencies, as distinguishtd fnw program OT substantive records t h a t r e l a t e to an agency's pr i lury functions. (sa PROGRM RECORDS.)

- INDEX - A separate c o l l e c t i o n o f cards, ex t ra copies Of documents, cross-reference sheets, or other forms arranged i n a d i f f e r e n t Sewence from t h a t o f the r e l r t e d main f l l e . An index provides another way o f f ind ing a d o c w n t other than by I t s f l l e designation. For example,, a cont r rc t f i l e t h a t i s arranged numerical ly might nave an index arranged alphabettcal ly by t h e rime o f t h e contract.

INFORK4TION COPY - An ex t ra copy other than the o f f i c i a l f i l e copy. k y be sent t o o f f i c e s u i t h I n I n t e r e s t i n the subject'discussed.

IMORI44TIONAL V A L E - The value o f records t h a t der ive from the information they contain on mafters w i th which pub l ic agencies deal, ra ther than from the In fomat ion t h a t I s I n such records on t h e agencies thnse lves .

IWPECTION - The review of any Federal rgency's records o r records unagemenf pract ices o r programs u f t h respect t o e f f e c t i W M s s and conpliance with mcords u n a g m n t laws and u k l n g necessary recoanndations f o r correct ion o r lnprovclwnt of rccords management.

INVENTORY - A survey o f records ser ies p r i o r t o the development o f schedules. k n e r a i i y Includes data such as ser ies t l t l e s , I nc lus i ve dates, use, guantl ty, arrrngn#nt, dupl icat ion, and other pertinent Information. An Inventory that

.. I s an arch iva l f i nd ing a i d may inclu8e a history o f the orpanIrat ion and funct ions . of the agency, f o lde r headings, and o ther de ta i led 8 ~ t a t o f r c i l l u t t research.

LEG& VALUE - The use o f n c o r d s conta(ning evidence o f l e g a l l y enforceable rights or obl igat ions o f S o v e m n t s and/or p r i v a t e persons.

WHIN-READABLE RECOROS/ARCH!VLS - Records and archives whose In fomat lona l content 1s usually l n c08e &nd has k e n recorded on r d l r . such as OIgnetiC

, disks, drums. tapes, punched paper cards, o r punched paper -tapes, rccormianied by findlng rids known as software documentation. The coded ln fomat lon i s re t r ievable only by machine.

MAINTENANCE OF RECORDS - A l l operations inc identa l to the upkeep of an organized f i 11 ng system, inc lud ing Cl&SSlfylnQ, Indexing, ro r t l ng , f i l i ng , an8 reference service.

WNDATORY RECORDS - Records, the maintenance of which i s ' absolutely necessay f o r minlmal documentation of t h e perfomance o f the of f ice functlon.

IIAWSCRIPT - A handwritten o r typed docment, Inc lud ing I le t terpress o r ' carbon copy. A Dechanlcally produced f o m completed I n h n d u r f t i n g or

typescr ipt I s also considered a manuscript.

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PtICROtARD - An opaque card contalnlng a ln ta tu r i red pages photogrr h i c t l l y

Microcards can be pr fnted on one o r two sides. They are used p r l m r l l y f o r d i rec t nadfng o r when only a few p e m n e n t enlargcmcnts rre nrtded.

MICROFICHE - Mlnlaturfzed lu s arranged I n rows t h a t form # gr(d pattern

MICROFILM - A nrgattve or a pos l t l ve ntcrophotograph on f i l m . The term I s usur l l y applied t o a sheet of f t ln o r t o 4 long s t r i p or roll o f f i l a t h a t t r 16m. 3 h , 7Cu1n. or lOsDm l n wldth and on whlch were i s a series o f mtcrophotogrrphs.

HICRCFORM' - A n i a l n i r t u r l z e d f o m r o n t r l n i n g s l c r o imges, such 4s mlcrOctrdsD I tcrof iche. mkmfllm, m d rpertun cards.

MICROGRAPHICS - A records aanrgtmcnt technology using r i c r o f o m s t o reduce storage spaceD provide o r U b l l l t y to 14rge quant t t les o f paper, o r to be used

WlCROPHDTffiRAPH - A photographic reproductton so w c h raa l lc r M a n M e object photographed that op t l ca l r l d Is necessrry to m a d or view the Image. The usual range o f n d u c t t o n i s from 8 t o 25 dlmnters. Also ca l l ed alcfocopy.

reproduced i n a g r t d pc t te rn by rows (ltke the rnnbrrs on a Ea P endar).

on caraslte t r ansp rnn t sheet f l T Q.

wi th automsted re t r leva P systems.

NATIONAL ARCHIVES OF THE UNITED STATES - Those o f f i c l a l w o r d s t h a t have been deteminea by tne Arcnlvisz t o have s u f f l c t e n t h f s t o r t c a l o r other value to warrant the l r -cont lnued pnse rva t l on by the Unlted fktes 60verment. and have been accepted by the Arch tv ls t f o r deposlt I n h l s custody.

NATIONAL ARCHIVES AND RECORDS ADHINISTRATION (NARA) - An Independent rgency ffomeriy a p a r t of t h e General Se rv ices ani n i t f r a t t o n ) responslble f o r opcrdtlng the Archlvcs o f the Unlted States and develo tng p o l i c y regardtng

NONCURRENT RECORDS - Records that are no longer n q u l r e d t o the conduct of current business and, therefore, t an be rcccssiomd by an arch lva l deposttory o r destroyed.

WfflRECORD HATERIM - b t e r l a l excluded from the d e f l n l t t o n o f records, such IS uno f f i c i a l coples of documents t h a t r n kept only f o r convenlence of referenceD stocks o f publ lcatfons and processed d o e w n t s , and lfbrry or

- werun u te_ r la l Intended s o l e l y f o r n f e n n c e or r xh ib l t l on .

OFFICE OF RECORD - (1) Orgmlrat lonal level where e f f e c t t v e documentatton of rsstgnea functions and n s p o n s i b l l l t i e s can be assured.

(2 ) Of f l ce (deslgnated a t the o f f l c l a l custodian o f records) which has pr la ry l n t r n s t I n the subject mat ter (programs, r c t t v l t l es , o r trrnsactlons) documented by the records and the pr laary w e d t o use the fllcs.

tne records aanagemnt programs o f rgenclrs o f the Federa P b o v e r m n t .

OFFICIAL FILES - An accumulatlon o f o f f l c l a l n c o r d s documenting an r c t i o n or provrarng valuable I n f o m t l o n . The o f f l c l a l f l l e s Include the or ig ina ls Of lncmtng correspondence and the l n l t t r l e d , coples o f the outgolng and in te ro f f l ce correspondenceD the o r l g l n a l or ac t lon coples of reports. foms, aaps. photographs, and other documents.

1-1 -8

PAPERYDRK MNAGEiih'T . fc .t$ve' . th technjques t aanagira the creation. mi ntenrnce. and c s l t i c o f trcords. Also ncy programs incorporating such teChniQues. Once general ly tynOrWloUS t h t h e t e r n *wcords aanagmnt " before the advent o f as mny W C h r 641 wans of record1 ng Inf omat f on.

PEWWENT RECORDS - I n US f ovenncn t usage. records rpp ra l r cd by WRn a s htvrng enautrng value because they document the organlzr t ton and functfons of the rgency t k d t cr ted or q c e i v e d them and/or because they contain sfgnif1;ant i r ' o m a t on 1 ons, thtras, problems, r n d conditions w i t h whjch the age -y de . Mor ly t he r. w d s 8-e deposited I n the Uational Archives. ( k c ARCH i . 1 PERSONAL PAPERS - Those records personally purchased, or accunulated from p r l v r t e sources, which be t te r enable an l n d t v l b u r l to perform hts duties, bu t which must be maintained separately from o f f i c i a l rwords . These papers do not document the conduct o f o f f j c i a l business. For a discussion o f 'personal reference' aa te t i a l , see paragraph 69 o f the bastc Inst ruct fon.

PHOTOGRAPHIC RECORDS/ARCHIVES - Records o r archives t h a t take t h e fonn o f p ic tures o r paotographs, sometimes wi th r e l i t e d textual =cords.

PRACTICAL UTILITY - The a b i l i t y o f an agency to use In format ion I t col lects, pa r t l cu la r i y t h e capab i l i t y t o process such 1n fomat ion I n 1 t l r l y and useful fashion.

PRESERyAfIOt! - (1) The basic respons ib i l i t y t o provide adequate f a c i l i t i e s ' for the protectlon, c a e , and maintenance af rrchtves, records, and M n u K t( p t r .

(2 ) Spec i f i c acasuns. Ind iv idua l and co l lect ive, under+rkcn f o r the repair, mrintenance, restorat ion, or protect ion o f docments . PROCRAM (MISSION) RECORDS - Records created or recelved and maintained by an agency i n VI e conduct o f t h e substantive funct ions for which It I s responsfblc. Tne tern I s used fn cont ras t wlth houwkeepfng or f r c l l i t a t i v e rccords.

PRWECT FILE - A type of case f i le t h a t contalns ncords r e l a t i n g t o an asscgned task o r problem.

PUBLlC RICORDS --1 (1) I n general Usage, w o r d s accumulated by 6owrrnnent rgencrcs.

READING FILE - A f f l c contninlng coptcs o f documents arranged I n chmnoiogicaCorder. Soactires known as r con t inu i t y f i l e .

RECORD COPY - The f i l e copy created by t h e ac t ion o f f i c e 1s M e o f f i c i a l o r ~ C O M copy, camplete w i t h coordination, enclosures o r e l a t e d papers o f an action. Such coplet a r e t o be spec l f i ca l l y I d e n t i f i e d as the ncord copy by tlie c w a t l n g o f f l ce .

(2) Records open t o pub l i c inspect ion by law or custom.

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RECORD GROUP - A body o f organizat ional ly m l a t e d recores establtshed w i t h regard t o the e b l n i s t r a t i v e history, t he complexity, and the r o l u c o f the records Of the organization involved.

RECORD 6ROW W W R - That number assigned t o the records of a par t i cu la r agency tnat ta ent t f ies those records i n a Federal Records Conter o r the Yatfonal Amhives as belonging t o t h a t agency and t o no O t h e r . (fhc Record Group Ylabcr f o r the Defense Nuclear Agency Is 374.)

RECORD SERIES - (1) F i l e u n i t s or documents arranged i n accordance w i t h a T m n g system o r u f n t a i n e d as a u n i t because they r e l a t e to a par t fcu la r subject o r function, r e s u l t f r o m the L u n e a c t i v i t y , have a p a r t i c u l a r form, o r k c r u s e o f some othSr n l a t i o n s h i p a r l s i n g o u t of t h e i r creation, n c e i p t , o r use.

(2) A group o f documents described under a f i l e nmkr .

RECORD SET - OfffCfal I W O r d Coplet O f published B J b d a l S , I S 'distinguished h l n extra copies kept I n stock.

#CORDKEEPING REQUIREMENT - A r e q u i n a c n t imposed by an agency on persons to u i n t a t n specir iee records.

RECORDS - A l l books, papers, mps. photographs, uch lm- rehdab le mater(als, =her doc r rn ta ry m t e r i a l s , regardless o f physical fom or- characterist lcs. u d e o r received by an agency o f the US Government under Federal law or in connection w i t h the t ransact ion o f pub l i c business and ,

preserved o r appmprlate f o r preservat ion by t h a t agency or i t s l e g i t i o l t e successor as evldence of the organfrat ion, functions, po l i c ies . decisions. pmcedures, operations, o r o ther a c t i v i t i e s o f the bvermnent o r because o f the informational value o f data I n them. L ib rary and museum m t e r f a l made o r acpuired and preserved so le ly f o r reference or exh ib i t i on purposes, ex t ra copies o f documents preserved only f o r convenlence o f reference. and stocks o f pub1 tcat ions and of processed documents are n o t included.

RECORD CENTER - (1) A f a c i l i t y , rw ie t iacs especfa l ly deslgned and constructed, f o r the l owcos t , e f f i c i e n t storage and furn ish ing o f mference service on semicurrent records pending t h e l r u l t t n a t e disposi t ion.

(2) An e s t a b l i s h w n t maintr lned by the Arch iv is t o f the Unlted fates or by a Federal agency p r i m a r i l y f o r t h e storage, servicing, security, and processing o f records t h a t wst be preserved f o r varying periods o f t i m e .and need no t I . be - t r ine8 I n o f f i c e equipment and space.

RECORDS C E N i R COWfAINER/CARTON - A Cormgated cardboard box designed to ho ld 1 cubic too t o f records, e l t n e r lega l o r l e t t e r slze, and used exclusively f o r sending records to n c o r d s centers.

*

i

RECORDS DISPOSITION OFFICER - The agency o f f i c l a l responsible for operation o f r n agencywree records e lspos i t ion program.

RECORDS MINTEWANCE AND USE - Any a c t i v i t y invo lv ing (1) loca t i on o f records o f a Federal agency.

( 2 ) storage, re t r ieva l , and handling o f records kept a t o f f l c e f i l e locat ions by o r for a Federal agency. L

1-1-10

( 3 ) ProceSSfnQ Of mail by a Federal agency.

(4 1 Selection a nd a t f l i z a t i o n of equlpmcnt and Supplies rssoclated w i th records r n d Copylng.

RICOROS IUNAGEHENT - That area o f p n e r r l rdmlnistr4tive Wnagement concerned w i t n rct i fevfng economy and ef f i c fency I n the creation, use and mfntenance. and d lspos i t lon o f records. Includes f u l f l l l h g r r ch l va l requlrrmcnts and ensuring ef fect ive documentrtion ( fo twer ly I tern synomous only wlth Papeworti Ilrnrgcl#nt, b u t n o w recognlzed as a fu l l - f ledged mnrgrmcnt function).

RECORDS W N A G M E N T ASSISTANT (RECORDS LIAISON OFFICER) - The person m c i a i i y oesignatea t o DC r tsponsibre r o r or engagea i n a records wnrgement program as r coordinator k k n e n the Agency records o f f i c e r and the Ind l v ldu r l s responsiOle f o r day-to-day wln tenrnce o f Mc M o d s wl th ln an o f f t ce.

RECORDS W N A G M E N T STUDY An I n v e s t i g a t i o i end r n a l y s l s o f my Febcral rgency records, or records u n r g c a c n t prrct lces or programs W e t h e r u n u a l o r rutanated), w i t h a vlew toward renderlng f ind ings rnd recocmndatlons w l th respect thereto.

RECORDS MANAGER - The person o f f l c l a l l y derlgnated t o be responsible f o r aanrnister ing the po l l c les , procedures, and standards o f the records management program uithln t h e A#ency. Also known rs I mcords o f f i c e r o r

WFEREKf COPY - Organlzed co l lec t ions o f records used f o r ready reference; Q e of t i c ia1 . record copy o f the Uocrnncnts l s u i n t r l n e d elsewhere.

RCPOSITORY - A place where r ~ h l v e s , records, or mrnuscrlpts are t r p t . The w o r d 'aeposltoy' Is sometlmcs used as I synonym f o r repor l tory .

RESEARCH VALUE - The usefulness o f records f o r research by the b o v e r m n t , busmess rnd other p r l v r t e organlzr t lons, rnd by scholars i n the k m n f t f e s , soc ia l and physical sciences, rdmln is t r r t ton , rnd other d lsc lp l lnes.

I l fTfKIIOW STANDARD (PERIOD) - The tlm per iod f o r records (notmrlly r destroyed. Thfs may be based on I p a r t l c u l a r

event. (See e PERMANENT lept RECORDS. series] to D

RETIREMENT - Transfer o f semicurrent and noncurrent records t o I records center or some other authorized drposltory f o r storage.

tLIpIpLlNG - Select ion f o r re ten t lon o f p a r t o f a bo@ o f s l m i l a r records t o serve as 4 representatlon o f the whole body.

SCREENING - The exrmlnation o f records t o detemlne the presence of QOcUments e l l g l b l c f o r dest ruct ion and t h e m o v a l o f such documents from the fl les.

SELF-INDEXING FILES - A c o l l e c t i o n of records I n whlch requested informatlon c rn nonnally be searched f o r and found d t h o u t recourse t o 4 separate index.

-

. , i m o r a s rdmlntstrator. -

1-1-11

SE!:I-CURRENT RECORDS - Records required S O in fmquent ly i n the conduct o f current Duslness m a t they should be moved t o a holding area o r d i r e c t l y t o a records center.

SERIES - b w t i w s tnom as a Record Series.

SERYICING - Wlking r va f l ab le f o r use informat ion i n records and other

11) by furn ish ing the r r co rds or other materials, or infomat ion f r o m them. o r copies or reproductions thereof, t o rgencies o f the 6ovenncnt f o r o f f t c i a l use, and t o t h e publ ic; rnd

(2) by rak ing rnd furn ish ing ru thent ic r ted o r unauthenticated copies or reproductions of the records and other m t e r i a l s .

SORTING - The process o f separating papers into groups f o r f i l i n g according ~ a s s l f i c a t i o n system. A second and third sor t ing o f ind iv idual groups may be m # l r e d t o achieve the necessary f i n a l breakdown.

- I n the custody of the A rch i v i s t o f t he United s tates

-

SOURCE DOtUENTS - Documents prov id ing i npu t data fo r machine-readable m o r a s systems.

SPECIAL. INFORWRJION - That k ind o f informat ion which requires ext ra o r special protect ion (i.e. Privacy Act) such as being mrintalned I n a locked container or separately f r o m other docmentation.

SWECT CLASSIFICATION SYSTEM - Various plans used f o r i den t i f y l ng and coarn; Qocumcnts by topfc t o provide an order ly rnd rccurate way of f i l i n g and finding.

SUNKT FILES - Records arranged and f i l e d according t o t h e i r eneral 3ntomdtionai content. A l s o known as Correspondence F i les , tenera1 Lomspondence Fi les. or Central F i les . Consist mainly o f general correspondence bu t my also include foms, reports, and other a a t e r i r l t ha t re late to programs and functions and n o t t o a speci f ic case o r r par t i cu la r person or organization. The purpose o f establ ish ing Subject F i l e s I s to b r ing w t h e r a l l papers on the same top ic t o f a c i l i t a t e in format ion re t r ieva l .

SWECT OUTLINE - A w r i t t e n 1 i s i o f top ics arranged I n r hierarch ica l aanner 'tr.e., prlmary, secondrry, t e r t i a r y , quaternary) and serving as the source f o r selecting f t l e designations ( fo lde r labe l captions) f o r arranging, o r classifying, the d o c w n t s o f a subject f i l e . F i l e codes are normally lncluded with the subject out l ine.

TECHiICAL REFERENCE MTERIAL - Copies o f reports, studies, compilrt ions o f data. drawlngs. perlodlcals, c l ippings, etc., t h a t a n needed fo r reference and tnformrtion but are not made a p a r t o f the o f f i c i a l f i l e s . Such nonncord .a te r ia l 4s to be kept only as long as needed and may be pe r iod i ca l l y replaced w i t h wn current material.

TDPORARY RECORDS - Records tha t have a l i m i t e d I l f espan due t o the nature Of the business they document. They are retained for a speci f ied per iod then disposed o f i n accordance w i th establ ished procedures.

-

._ - . - -

1-1-12

TEXTUAL R E C O R D S / A R C H I V E S - The tern USUSlly rpplled to a 6 n u S C r f p t mdterialr, a s ais t inct from cbrtogrrphlc. rudlovisual, and mrch~ne-read6ble records and archives.

TICKLER F I L E - A f t l c arranged by dr te t o f r c t l + t a t e sclcctlon of records Tor airposri when they become due.

TRANSACTIOt; FILE - A type o f case f t l e t h a t doctnnents the conducting of negotiations, Buslners n r t t e r r , and the l ike to a particular COMlusion or settlement. (See CASE FILE. 1

T R A W f R - The movement of records out of office sprce and cqu<pmtnt t o a v r y . TRANSITORY RECORDS - A pentrrl term for those types of records t h a t lose fheir value N t h f n a short pcrtod of time and t h a t s h o u l d be separated during f i l i n g from records mqulrtng longer retcntton.

UXfCHEDULfD RECORDS - Any record tha t hr r no t ' ken apprrlsed by the Uatlonrl arcnlves. $.e. , r record tha t has nelther been approved fo r disposal nor desfgMted as pemanent by the Archfvlst of the United States.

VITAL RECORDS - Rec Foverment r c t l v i t t c s

(1 1 rssentlal functfons

:ords tssentlrl f o r malntalntng the continulty o f Federrl d w l n g r nrtlonal emergency. Consist of two crtegorles:

emergency optrrt tng records. uhfch ootllne the of the 6 o v e m n t for the duratfon o f u r g e n c y

condtttonr, and (2 ) rlghts and interest rrcords, wblch are reguired f o r the

pmservatlon o f the rights and Interests of Indlvtdutl c i t t t ens bnd the Coverrmen t .

(

YORKING P A P E R S - Documents, such as rough notes, crlculrt lons, or draf t s , arsm51ta or Crebted and used l n the preprrrtion or rnrlysls of other documents .

1-1-13

FILES MAtJAGfMEtJl CHECKLIST

Selectlng F4le Numbers 1.

2.

Preparing Papers f o r F i l i n l 1. - 2.

3.

4.

I

Waintainfng the F f l e s

5.

1.

2.

3.

4:

5.

Choose the most deSCrlPtlVe category numbers from Enclosure 2 f o r each f i l e .

Use subdlvlsions t o reflnt contents o f a f l l e (e.g., subject, date t h e periods, r t c . )

P n p a n a l l s t o f selected f i l e numbers on DNA fom SSZR.

Prepare gulde cards, fo lders, and labels.

Screen the mater ia l to ensure completeness and t o remove dupl lcate/extraneous ma t t r l a l .

Assemble the document, se lect the appropriate f l l e nuPber, and mark f o r f t l tng . Use r d l r t l n c t l v e .ark, stamp, o r co lo r code t o deslgnate the o f f i c i a l r e c o r d copy from others.

Cross-reference t o the extent necessary t o f a c i 1 I U t e n t r l e v a l . F i l e papers loosely; r v o f d overcrowdtng.

Use charge-out forms f o r mater ia ls removed from the f i l e s .

F l l e d a l l y t o w o l d backlogs.

Cut o f f files f n a t ime ly manner and retlre, transfer, or destroy mater ia ls accordlng t o the d l spos l t l on ru les I n Enclosure 2.

S t r i c t l y observe c l a s s l f l e d matertal handllng and storage requirements.

Attachment 2. Enclosure 1, DNA1 5015.48

1-2-1

I LESS. DNA lrcordr IAtnirtratot I aullm E. Korpanty. r57131. 108 m: raa llo. -

W D l ?

Recor

101

101.0

-

101 .o -

101.0

801 .t

101 .l

101.1

. . - 101.1

101.1

101.1

1 -mal

- I

k n a @ e a e n t Folder

GENERAL AIWNInRATIVE FILES

SUSPCNSC'FILES (Accordton Folder on Desk) DES1 Ow RECEIPT OF UESPDWSES OR PREPARATION OF UWUR RPT - .. ADMINISTRATIVE FILES CWF 11 D l c 85; PIF; DER Jan 87

llDUfEKEtPING INSTRUTION FILES (MR on superwsslon or obrolercenceY

CORRTSPOUDENCf PREPARC;TION PROCEDURES FILES ( D E S on supersession or obsolescence)

WFICE ORMWIUTION FILES (utntalned I n Olncbrrte folders I n funct(onr1 sectton) (MST on urprrurrlon or obsolescence)

CUSSIFIED DbcuONT RE61SERICOWTROL FILLS (85) (MST 2 yrr after tranrf, DEST, DtCUS, or RcTrpE) (CDFF 31 Dcc 85; PIF; OEST Jan 861

'ID(POR4RY IWTERNAL RECEIPT FILES (85) LINE T H R O W XHTIKS ON RETURN OF DotulENl

. . - .

CLASSIFIED OESTRUtlfON CERTIFICATE FILES (85) C W F 31 DCC 85; PIF; DEST Jan 118

MIL CONlROL FILES (85) eccountable -- COFF 31 Dec 85; PIF; DES1 Jan 68 other 0- COFF ~th1y;'DESl 1 am 8ftW CDFF In athly blockg . . Enclosure 1.

5.4B 1a (13 J un 65) (PRf VlOUf m-1

1-2-1

- I A h yo,

- 101.1

101.1

101.2

102

102.0

. -

102.0

102.c

1OZ.C

103

103.t (DE3

103.1

103.1

-

i

axh ma

I

TRAVEL EXPEUDZWRES (85) COFF 31 Dec I S ; - PIF; DtST Jan 87

O f f ICE S(RPLY/LXPEWDITURf FILES (85) DES1 1 y r a f ter ltra I s furnished or r e w e s t dlsrpprortd

OfFICt SERVICE/MPAIR FILES (851 DEST 1 y r r f t e r - s t r v k e I s furnished or rrquest dlsapprorrd

OFFICE PERSONNEL FILES

SENEIUL PERSONNEL FILES (85) COFF 31 k c 05; PIF; DfST Jan 87

JOB DESCRIPTION FILES WEST WEN PDSITIOK IS ABOLISHED OR DESCRIPTION IS SUPERSEDED) (bucket drawer of desk)

STANDARDS OF CONOUT FILES . D E S rfter mxt prr lodlc 8ppl.Icrtion o f procedure)

T W O M R Y DUTY FILES (85) CCFF 31 olc 85; PIF; MST Jrn 87

R E f E P k E F I L E S

RfFERENCf IUBLICATIONS FILES cn superseded, obsolete, or no longer needed for nfenncc)

DO0 Olrectlves

DNA Instructions

?i P t - 1 2zt I

! j

I

I

- r u e yo.

- 103.t

1m.c

103.0

103.0

103.0 -

103.0

103.0

to1

201 .o

201 .a

-

2or.a

201 .o

I mDn

POLICY AND PRECEDENT FILLS (85) DEST when obsolete, wpcrubrd, or no longer -e for nfrnnce

TECHNICAL REfERtNCf FILES (85) (bucket drsk dtlwer) DEST when ruperredcd, obsolete, or no longer mded for rrferrnce

-

. runr,quAmRlY . ..

WFICE SYSlEHS

C W O N WISSION FILES

SUGGESTION NALUATIOUS (85) COFF 31 Dee 65; PIF; DEST Jan 88

FOIA COORDIMATlONS ( 8 s ) COFF 31 Dec 85; PlF; OEfT Jan 88

Ffg 1 fcont) 11 (13 J un 85) ( I R E VIOUS E E l

= - 201 .os

201 .OS

201 .os 201 .os

208

m.m/ 201.051 208.11

208.02

- ..

208.04

208.05

208.10

- DYL m a

REFEREME FILES 185) DEST r h n superseded, obsolete, or no longer needed fo r n fer rnce

6% lMoMyoA FOR WWtY RECORDS OFFICERS

WVEIIyoyI'DoclwKTATION STANDARDS (VICE 6RS)

.WRC.LXSTIY& .OF AEtKY HOLDINGS

INFORMTION MlUtDEyI FILES (Drawer ) . - -

&CORDS W E r O W T SURVEY FfLES/(by Dlrectotrtc) REFEREME FILES/ Y M R f U L FILES (IWTERNAL)

ACCESS TO INFWTION FILES (FILED BY COCIPANY AND AGENCY) K f f F ON EXPIRATION OF AUTHORIZATION; D E R 6 YRS AFTER COFF) (COFF 30 %p 85; PIF; DER Oct 91)

(ACTIVE SECTION)

I(fC0RDf OlSPOSfTlOW STANDARDS AND OISPOUL FILES DES1 when related rrcords &re destroyed or rhen no longer nedcd for rdmlnlstrrtfve or mference purposes

#CORDS LOCATOR MO DISPOSITION FILES (LATE 40s t o Present) (MST after mlatcd records are destroyed) (ft1ed by calendar or f l s c r l year and I n rcccsslon'nuber repuence)

FORMS MUACMEKT REPORTING FILES 185) (CM 31 h c 85; PIF; OLST Jan 921

Fig 1 (cont) 1 -24

5 2 1 (13 J un 65) WUVIWS EPP

109.1

208.1

2m.1 . .

2W.1

W.1

t08.2

WVlERICM FILES (INTERNM)(stond l n Orrnr 4 ) DES1 3 years rftcr crncel lat ion o f form)

IIMERICAL FILES (EXlERffl)(rtorrd I n Dmnr 4) (DEST 1 yr a f t e r crncel l r t lon o f form)

t4lcrr-Rerdy Copy (DD Foms)

Orcrprlnts o f Outslk-DWA Fomr

Fom Nunbcr Regfrter F l l c s (Notebooks on Bootcrsc)

mlCL EQUIPWENT FILES [Docunrnts Indicating rpprovrl/dirrpprortl for purchase and/or use o f f f l l n g equlprnt / rccur l ty cont r lmrs for thc ulntcnancc o f rgcncy mords APPROVALS: Retain u n t i l turn-In o f rqulpacnt DISAPPROVALS: DEST when 1 year o ld .. . -

12R (13 J un 85) (PRL VIOUS E N

CHADTER 2

FIL ING EQUIPHEAT, SUPPLIES, AND LABELING PROCEDURES

Section 1

1. CENERAL. F i l i n g equipment Includes a l l contalners. machlites. devtces, m d f u r n r t u r e u s e d f o r maintaining r n d servicing f i l es , exclusive of records storage boxes.

2. EQUIPHEWT CONSERVATIOIJ

The use o f proper e q u l p e n t Jnd supplies i r v e s time f o r professional and c l e r f c r l personnel. F i l i n g equtpment w i l l be the most e f f i c i e n t and economical possible t o meet r r q u i n w n t s . Do not request f i l i n g equipmnt solely t o i.prove rpperrrnce or have the h t e s t design. Used o r Wondft ioned equipment r l l l be u t i l i z e d uhen r v r i l r b l e . Excess equipment w i l l be returned to supply f o r red is t r ibu t ion .

b. F l l l n g ewlprnent will n o t be used t o store blank foms, publications, o f f l c e supplies. o r other such m a t e r i r l t . Such u t e r f t l s should only be stored I n wll amounts using sprce t h a t i s n o t meded f o r records.

3. STANDARD FILING EQUIPKahT

r .

a. f trndard equtpnnnt l i s t e d I n the 6SA S t o n Cr t r log. Federal Supply / Schedules, and the Defense Services Fund C r t r l o g w i l l be used. Yonstandard

equlpclcnt w i l l be obtained only when cap le te l y just i f ied r n d the r c q u l s l t i o n .rpproved & the rpproprirte Records Adainlstrator.

b. Careful cons iderr t fon w i l l be gfven t o se lect lng the f i l e cabinet f o r . 8 par t i cu la r f i l e s operation. The Edrrwer f l l l n g c r b l m t s r r c prefer red over 9 UH 4-drrlrer cabinet k c r u s e o f l i m i t e d f l o o r space r v r l l r b l c .

c. C l r s s l f l e d d o c w n t s r n d a r t e r i a l d l l be stored I n secur i ty containers and f i l i n g equtpfnent as ru tho r i red by OW Regulation 5200.1-R and supplemental ins t ruc t ions I n DNA I ns t ruc t i on 5200.R.

d. & e l f f i l i n g e p u l p c n t cos ts less Olrn f i l e c r b i n t s , rrqvins less o f f i c e sprce, and permits ease o f t l t i n g operrtions. St rndrrd she l f f i l i n g euuipcnt u y be more r p p r o p r i r t e than f i l i n g crbimts f o r records t h a t &re

. r lphabe l ica l l y or numcr icr l ly arranged, such 4s case or p r o j e c t f l l e s . They i r e n o t ru thor i red f o r storage o f c l a s s i f i e d u t e r i r l unless the u n i t s are lorr-d r l t h i n secure vaulted areas establ ished rnd protected I n rccotdance w i th DOD Regulation 5200.1-R. S h e l f f i l i n g equipment should be considered when records t o t a l 50 cubic f e e t o r more and when:

(1) The purchrse o f f i l i n g cgulpmcnt i s contcmplrted.

1 2 ) ~ hddftfona1 sprce fo r f i l i n g operrt ions 1s r e q u l n d and only 3

(3) The f i l i n g s t a t i o n 1s I n r r e l a t i v e l y peraanent locat ion.

l im i ted m n t o f sprce I s r v r i l r b l e .

ENCLOSURE 1 t o ma IUST 5015.4~

2-1

( 4 ) Rhe 8-b f s r e l a t l v e l y free frw excessive dust and other adverse kondi tions.

( 5 ) :he area provides the degree o f secur l ty r tqu i red.

4. R L W S T I Y G At40 CONTROLLING SPECIALIZED FILING ECJUIPNNT. RtqueSts for specCalized. nonstandard f l l es equlpmcnt not l l s t e d I n 6SA o r other bvernncnt catalogs w i l l be submitted t o t h e appropriate Records A&ninistrator f o r revied o f the request and the f i l e s operation involved.

5. REQUESTING F I L E CABINETS. Requisit ions f o r addi t ional f i l e s equipment w i l l be submitted through the appropriate Records A h l n i s t r a t o r t o the ( H a l support Services D lv is lbn (LESS). '(FCDNA) Log is t i cs Directorate. and t h e (AFRRI) l o g i s t i c s Dtpartacnt. @evlw of the r c w e s t dll Include:

a. A survey of the f i l e s of the n q u e s t i n g o f f i c e to dtterm4ne whether t;:r re;uiremtnt f o r addi t ional space may be obtained by disposal o f e l i g i b l e records and to ensure tha t e x i s t i n g equ ipwnt I s proper ly and f u l l y u t i l l Zed .

b. A deteminatton t h a t a l l records are t o be included i n the DNA Cmprehensfve Records Disposi t ion Schedule and maintained i n accordance w l t n the provisions o f t h l s Inst ruct ion.

c. A determination t h a t a l l e l i g i b l e oermanent records have been r e t i r e d to tne Easninyton ttatlonal Records Center.

d. A de temi ru t ion that Becure f i l i n g rqulpcmnt i s n o t used to store ll~m mounts of u n c l r s s l f l e d mater ia l . Smal l amounts o f unc lass i f ied m a t e r i a l may be stored i n otherwise empty space within c l a s s l f l e d containers. Classj f led containers used t o maintain unc lass i f ied mater ia l w i l l be exchanged f o r f i l e containers su i tab le f o r unc lass l f ted material.

6: F I L E SUPPLIES

a. Standard F i l i n g Supplies. The standard f i l e s suppl ies l l s t e d below w l l l be u t i l i z e d t o the maxlmum extent pract icable. Avai lable nonstandard

, I tcat w f l l be used unt l l r u p p l i c s m e exhausted.

(1) K r a f t fo lders w i l l meet the majority o f f i l i n g requimDents slnce most records are current f o r a r e l a t i v e l y shor t per iod o f t ime before they are re t i red or destroyed. K r a f t fo lders are square cut. bottom scored f o r one Inch expansion. and are avai lab le i n lega l and l e t t e r sizes.

(2) Pressboard fo lders are recancnded ONLY f o r use I n SPECIAL case or project f i l es .

(3) 6ulde cards are gray pressboard, avai lab le i n lega l and l e t t e r sizes.

( 4 ) Standard l abe ls are pressure-sensitive, self-adhesive. and available i n p l a i n uh l te w i th colored i d e n t i f l c a t l o n s t r lps.

b. Conservation. Folders and guides w i l l be conserved by

2-2

(1) L i r t t i n g the volume o f m a t e r i a l placed I n folders and f l l g drawers So t ha t n e w o r t e r l r l a6y be tnserted and/or wtthdrrm Without dmrpfng folders.

t2) P1rctng fo lders and guldes f n drawers SO t h b t thrlr bottom edger res t f l a t On the drawer bottom.

(3) Rcuslng fo lders and gutdes uhencver posstble.

7. PRNUREMNT. The IHQ) Support k r v l c e s D lv l s lon ILESS), (nDWA) Logls t tcs Dlrectorr te. and ( A F R R I ) Logts t j cc Departuttnt w l l l process for procurrnnnt/lssue ONLY those f t l l n p epulpncnt requests approved by the rppropr l r tc RecoWs A5nt nt s t r r t o r .

Sectton 11

1. ’ L M L ENTRIES UNDER D P K F S

a. Sencral. F I l e drruers, bookcrses, shelves, o ther f l l e containers, rnd folders labeled to f r c l l l t r t e f l l l n g , rearchlng, and dtsposft lon. $ev r r r l types and co lo rs o f f t l e l abe ls @re r v a l l r b l e through supply channels and b y be used on a preference basls I S long as they are used t o s u t t the needs o f t h e lnd tv ldua l o f f f c e and the type o f contalner/ fo lder used. In fomat ton nay be p l r ccd d t n c t l y on fo lders when done neatly mnd when fewer than s i x fo lders are being prepared. Labels must be o f the same color f o r an en t i re year o f f i l e s and must n o t exceed 1’ x 3 1/2”.

.

b. Crptions

(1) Folder l abe ls w f l l bear the f i l e number. f l l c t l t l e , and dtsposi t lon Ins t ruc t tons f o r the f l l e . I n 4ddlt lonI t he year the f l l e was ’ created will be shown r f t e r the t l t l c when the d t r p o r l t l o n Inst ruct tons prescribe c u t o f f a f te r a ttm pertod (e.g., cut o f f annually). The f l l e d e r and f l l e t t t l e are entered on the l r b e l 8s they appear i n Enclosure 2 .to t h f s Inst ruct ion. The d tspos l t ton Ins t ruc t tons an those I n prr rgr rph 5 k l o w whtch are r p p l f c r b l e t o th’e spec f f l c re ten t i on perf08 f o r the f l l e as Shawn f n the d lspos f t lon colunn f n r p e c l f f c scct lons o f Enclosure 2 t o t h l s lnstruct lon. The examples t n Ffgure 1 f l l u s t r r t e the proper ent ry o f l n fomat lon on labels. For c l a r i t y f l l e t f t l e s have n o t been abbnv f r ted I n the i 1 l u r t r r t t pns. I N P *

1 FCDNA 001-81-C-DP99 (85)

CDFF; TRF TO MA; DEST JAN 92

i201.01 -TRAVEL REPUEST FILES (8s) I Pec 83; P I F - I

DEST Jan 89

J Flgure 1 - Routlne Label Ent r ies

(2) When a f i l e serfes C O n S l S t S o f r number of fo lders i den t i f f ed by the same f f l e number, only the labe l on the gulde card a t the k g l n n f n g o f the series must show the f i l e number. f i l e t l t l e , year of the f l l e (when approprtate), and dtsposl t ton fnstruct lons. (See Ftgure 2.) Labels on the folders I n the srw ScrfeS nay show Only the f l l e number, an I d ~ n t t f i c a t l O n of fo lder contents, and t h e year o f t h e f i l e .

2-3

I!! ! P C ^ 8 fSlr d*aw?- :$ntZi?is E y e thav one f i l e series, i n f o i a s t I o n ?n the drawer label may be l r n l t e d t o a b r i e f i d e n t l f f c r t f o n o f the contents of t h e drawer. (See Figure 3 . )

When the d isposi t ion o f a f i l e I s governed by the occurrence of an event o r completion of an action. complete d ispos i t ion lns t ruc t lons of ten cennot be detemfned I n advance. Therefore. only the f i l e n U k r r f l l e t i t l e and Instruct ions S t r t i ng when t o place the docments I n an l n r c t l r e f i l e are shown on the act ive f i l e fo lder. Upon Occurrence o f the event or conplet ion of t h e actfon. the documents becane tnac t lve and are t r a n r f a r m d t o an Inactive f i l e . The complete d ispost t lon Ins t ruc t ions can then be determined and a te placed on the fo lder cont r ln lng the Inac t i ve document.

(6)

603.01 APPROVED MILITARY N A R D CASE FILES (85) 101.12 185)

, JI uec ba; P I F ; ESI Jan BI J ' [-) 101.19 (85)

101.23 (85)

Figure 3 - Drawer (1

Figure 2 - Guide Card Label

208.19

I REYIEY ANNALLY AND DESTROY MATERIAL OF NO I FURTHER REFERENCE VALUE DNA XNSTRIJCTIONS

P n men cancellea. superseded or obsolete U U

f r ju re 4 - Draner Label #2 Figure S - Bookcase Label

2-4

SEt K T A P Y 'S O Y E R N I GVl STORP G!

c US; tRf TO RHA

OFFER TO MRA 20 YRS !%!k hw& &phMD TO UHRC 10 YRS AFTER COFF.

101.12 (85) 101.15 ' F S ) 101.19 (65) 101.23 (85)

FY 1985 COFF 30 Sep 85; PIT;

DES? Oct 90 .

PRIOR YEAR FILLS

f 83 - 85 1

OYERF LOU STORAGE OF HATERI'AL AWAITING

PROCESSING c

204.02 I CIYILIAN PERSONNEL W E W N T FILES

F l a r e 6-Cabinet Lrkls /

RSESSION; RET To '

UNRC 7 YRS AFTER C M F ; OFFER TO NAM 20 YRS AffER COFF.

I (CKIZ. LESS to VSP. 17 h g 85) I

L AFTER COFF OR ON DISC. J

Figure 7-Labels I n d i c r t l n g Lxceptions t o Di rposi t i o n Ins t ruc t ions

2. L k L ENTRIES FOR EXCEPTIONS TO DISPDSITION flStRUCTIONS. Where w r i t t e n exceptions to 6 i s p o s l t l o n l ns t ruc t l ons O r re ten t ion perfods hrve been granted, r r t f e n n c c t o the docwent au tho r l r l ng the exception will be included on the folder l a b e l etther a f t e r the f i l e nmber or a f t e r the d lspos i t lon fnstructions. A s l m l e way to do t h t s i s to serirlly number a l l exceptions m e i v e d and then use the rppropr ia te exception number I n rnn theses as par t

enter 8 reference to t h e r v t h o r i z i n g documcnt a f t e r t h e d i rpos l t l on Instruct ions. See FIgure 7, above.

of the f i l e number. Another my to record the au tho r l t y 1 o r exception i s t o

3. FILES CUTOFF PROCEDURES

a. F i l e s c u t o f f I s the segregation o f r c t l v e and lnae t l ve fl lrr and/or the t t m i n a t i o n .of r t i m e r f t e r r spec i f ied t l m e or event. Pertodic fl ler cu to f f i s essent t r l t o e f f e c t i v e l y c o n t r o l l i n g the r c c w l r t t o n of d o c w n t a t t o n and e c o n m k a l l y dlsposlng o f mater ia l i n conventent blocks. F i l e s rlll be c u t o f f and r c t i v e f i l e s t e p r r r t r d from i n a c t i v e oms; e l l g i b l c aaterirl re t i red , t r rns fc r red , o r destroyed I n accordrnce v l th the dtspostt ion Standards; m d wvln 8nd destroy a l l noncurnnt technica l or cancelled reference m t e r l a l s on an annual basis.

b. Ftles maintained as case, r c t ton , o r p r o j e c t files am c u t o f f upon the occurrence o f a cer ta tn event, kept i n the I n a c t i v e tiles m a , and disposed o f ( re t i red , t r rns fe r red , or destroyed) I n accordance w i t h the df rpos i t ion standards i n t h i s Ins t ruc t ion .

2-5

1. Y i t k the exception of pernanently valuable records tthfch on rare occrslons a re cont r lbu t rd d t r e c t l y t o the Yatfonal Archlves. *cords deslgnated f o r ret irement w i l l be r c t t r e d on a calendar or flSCa1 yeat basis to the Yashington Y r t l on r l Records Center, WARA.

b. For most fIleS, the d i q o s i t l o n colunn I n Enclosure 2 t o t h t r Instruct ion provides Only the n t e n t i o n per lod for the f l l e (e.&, destroy uhen 2 years old, dtrtroy when 10 years old, destroy when tmd I s f f l l e d , etE.1. I n these instrnces, the dtsposi t ion ins t ruc t lons I n paragraph 5 below w f l l bc used t o detmnnlm the exact cu to f f , t ransfer, r c t f m n t , and dfspasal dates. (For further explanation, see Chapter 3 o f t h i s Enclosure.)

5. OISPOSITION MSTRUCTIONS. Unless otherwise indicated I n spect f tc d f r p o ~ t r o n inst ruct ions i n t h i s Inst ruct lon. re tent ton Periods beafn on cutof f of the f l l e s . Tne fo l lowtng a n exakples of s p e d f l c i n s t r i c t t o n s contafnlng excepttons t o the general tfnc perfods and events: Destroy when part lc lpant becaws 21 years o f age; withdraw and destroy on departure o f the Individual; destroy when urptrseded; destroy a f t e r next survey; and destroy the day fol lowlng the l a s t e n t q on the form. A f te r each l n s t r u c t l o n l l s t e d below, examples arc shown on how d lspos f t fon lns t ruc t lons should mad on f l l e 1-1s f o r calendar year and f t s c a l year f i l e s .

a. One month or 30 days. Cut o f f a t t h e end o f the month, ho ld 1 month I n the currant f t ~ es ana, and destroy. (Suspense f i l e s - review for possfble destruction or re f l l l ng ) . Example: COFF 31 Mar 86; DES1 May 86

b. Thne Mnths o r 90 days. Cut o f f a t the end o f each quarter, ho ld 3 months fn the current flles area. and destroy. (Transi tory f l l e s - mview f o r possible destruction o r r e f f l i n g ) . Example: COFF 30 Jun 86, OEST Dct E6

i c. One ear. Cut o f f a t the end o f the ca lendw year (parklng control and acnerr + secur i ty not ices) or f l s c a l year. ho ld 1 year I n the current f l l e s -- - - --- rna. and destroy. Ex les: Calendar year f l l e . C-OFF 31 Dec 86; PIT; DESl - Jan 88. Fiscal y t l r T % 7 t O F F 30 5 Cp 86; P IF ; UEST Oct R I .

d. Two ears. Cut o f f a t t h e end o f t h e calendar year ( c lass i f i ed o r f l s c a l w a r . ho ld I n the current fllrt a n a unt{l the dOcunYnt + n c e o s - - _ - - - - - - - . I-- I - - .. -

explrat lon o f -the re tent ion per iod and destroy. f f le. COFF 31 Dee 86; PIF; DES1 Jan 89. Fiscal ec --

(1) Herdquarters. DNA and AFRRI. Cut o f f a t the end o f the calendar Year (indust-) o r fircal year I f w r e s t fund account f f les l , hold i n the current f i l e s area un t l l the exp l ra t lon o f the re tent ion pertod, and destroy. Exam lcs: calendar year f i l e . COFF 31 h c 86; PIF; DES1 Jan 93. FtscaT year Cm 30 Scp 86; PIF ; DES7 Oct 69.

2-6

f ? ) FCDIA h t c f f f l l e s (sans as 5eIt ) above) W i l l be he15 2 e a r s They w i l l be t ransferred to the P I C O M S ho T dtng f n the c u r r e n t e r area.

area t o be he ld u n t l l the exo f ra t ion af the retention M r l o d and dertraurd

f. f f x Years. (Contractor I n f o m a t i o n Release Flles)

(1) Meadquarters, DNA 4nd AfRRI . Cutof f f l l e S w l l l be held 2 years i n the cumn’t r i l e t a n a . TII CY r111 n t i n d t o the Uarh lwton Yatlontl Records Center by the r p p l l c r b l e Records Adnjn is t r r tor . held unt i l expiratton of the m t e n t l o n per iod and destroyed. Exam ICs: Calendar year f l l e . COFF 31 Dec 86; PIF; llE1 WRC Jan 89; DES1 Jan*rcr7 year f i l e . cOF7 30-

(21 FCDNA. Cutoff f i l e s w i l l be h e l d 2 years In t he current f i l e s area, transfe?i?bto the records holding area, he ld unt i l r x p f r a t l o n o f the retent ion period and destroyed. Exam le$: Calendar year f i le . COFF 31 DK 86; PIF; TRF MA Jan 89; DES7 Jan d ~ ~ ~ c . 1 year t i l e . c m 0 k p 66;

:1 mL Ptt U6;- O c t YZ.

1 g. Yonpemanent F f l e s Y l t h a Retention Perlod o f 8 Vears or Wore

(Herdpuafiers. WA or AFR 0 es w n curnn es area 2 years. i h ey w i l l w % k r e ~ ~ ~ ~ ~ kash iE to? $::oial Recods f::nter by the applicabl’e Records Adninlstrator, he ld unt i l exp i ra t i on o f the re tent lcn period and destroyed. Exam ICs: 10-year calendar year f l l e . WFF 31 Dcc 86. PIF; RET bWRC Jan 89; 6 n 97. & - ear f lsca1 year rl le i e i d and & a d Fro t e s t F I 1 es).

- i h. t 88;- 96. C9fF 30 5cp 86; FfF;

h. Yonpemnent F i l e s W i t h a Retentlon P e r W of 8-10 Years (FCDlik). Cutoff mes wlll be h e l d 2 years I n the current f i i es area, t r rnsfcr reC t o

. thc W o r d s hold ing @rea, he1 destroyed. Ex& ICs: 14-yea RHX Jan 89; +an p i . b c r r w n t F t l et ) . COFF 30 h p

. 1. Yonpemrnent F t l e s Y l th a Retention Period o f More Than 10 rears IFCDWAI. Cutof f f i l es will b e he ld 2 years l n the cur ren t f i l es are&. m m d to the records hold ing ana t o be he ld f o r 3 years, r e t i r e d to the Yashfngton Uat ionr l Records Cent t r by t h t FCONA Records Administrator, held u n t i l e ~ p f r r t l o n of the re ten t lon per lod and destroyed. Exam les: 20- ear calendar yew f l l e . COFF 31 Dec 86; TRF RHA Jan 89; RET I&&; D&

e. COFF 3D Scp Ub; PIT; TRF RHA et 68; c t ZDO’ t.

j. Event or k t l o n . Documents which 4 r t disposable upon the occurrcnce of an event, such as supersession or obsolescence. or upon the accomplishment of an rc t lon. wlll be wlthdrawn f r o m the ac t lve f i l e upon the occurrence of the event or accomplishment o f the ac t ion and destroyed. Reference Publication F l l e s - Destroy on supersession o r o b s o l e s c e n c ~ ~ ~ n ~ ~ Destroy when response has been made.

2-7

L. 11% Perfod Af ter an Event o r Actfon. F t l e r tha t are dlrposable a f t e - a specitrc re ten t ion r i o a TOII owing fhe occurmnce o f an event or r c c a a p l t s h n t o f an act!&,, such a t rudtt, t t n r l payment. or collpletton of a project, d11 be t e m l r a t e d on the occurrent o f the event or r c c W 1 r h c n t o f the Jctton. The fnact lve or t ~ m i n a t r d f i l e r ut11 then be cut off. and dtSpOSltfOII w i l l be J f fected I n the SJlW manner JS for other fi ler 4 t h t h e sane retent ion period. Exam les: Destroy 5 years a f t e r d a t t Of =ply. ACTIVE. P l F on colPpletion +% o pro e c t 3 f o r ac t i ve CJ. c 66, Plf; DEST JJn 92 ( P r i v a c y Act Repuest Fil?(request ?:r nOn&%% &ord; I n 1986) t h a t J ~ C not appealed). Destroy 6 years a f t e r f i n a l pl nt. ACTIVE. PIF on f f n a l p-nt ( for the ac t ive t r i e ) . P 86; RM Oct 88; DESI Oct 92 [ f t l e fo r rh ich ffflJ1 pJ&?J?m% I n (Trrnractions fo r $10.000 or Lets)

1. h r r r n e n t ti les. Unless othenlre specl f led t n the d lspost t lon colunns 07 Enclosure z t o th is fnstruct ion, pe runen t f i l e s rill be c u t o f f a t the end o f the CJlendar year o r f f sca t year and the fol1owlng d isposl t ton ma&:

(1) Headquarters, DNA Jnd AFRRI. F i l e s ulll be held 2 years i n the

Center by the r m l l c r b l e Records AQntnistrator for n t r n t l o n unt i l they 4 r ~ current f i l e s m a . Tn CY Will be W t l n d t o the Y J S h l ~ t o n UJtfOna1 Records

offered i o the Ubtfonal Archives. EXJ l e i : Calendar year f i l e . CWF 31 Dec Jn m

v r s tr o 86; PIF; RET UNRC Jan 89; Of fe r a f te r TJ Fiscal year t i l e . COFF veirs after

I21 FCDNA. F l l e s w i l l be held 2 years i n the c u m n t f i l e s area, transferred t o j r c c o r d s holdtng JW t o be he ld 2 years. r e t i r e d t o the Mashinaton National Records Center f o r re ten t i on u n t i l they re of fe red t o the Yat ion i l Archlves. Exam les: Calendar year flle. COW 31 Dcc 86; PIF; TRF MA Jrn 89; ET wRc&er t o t i A u ears after- ( J an z o i z ) . FI scar

c O E t 91; O f f c r t o E K + & a r K t e ? A ? IoC; zo1; 1. ab, D 1 K t

CHAPTER 3

APPLlCATlON OF RECORDS RETENTION PERIODS

1. OBJECTIVES. JQM o f the object ives o f the DNA records N n r m n t program are t o preserve m o r d s of cont inuing vrlue, s y s t c u t i c r l l y 8 I h f N t e a l l other records, r n d remove less ac t ive c u r m n t records from o f f i c e space t o low cost storage sprce.

2. RETENTION AND D I S P O S L AUTHDRIUTION. Approvrl of proposed n t e n t i o n and disposr l authortzat lons IS nques?.ea 7 r o ~ the Arch iv i s t of the United States. Appraval by the A rch i v i s t provfdes lega l au tho r l t y f o r r r t e n t i o n and disposal of r l l DNA f i l e ser ies (44 U.S.C. 3301-3303). These l ega l au thor l t les are I d e n t i f l e d I n f i b s u l n t r n r n c e and d l t p O S l t l O n proceduns published by t h i s Ins t ruc t ion (Enclosure 2) .

3. CHANGES TO RETENTION P E R I O D S . . Retentlon p r i o d s an chrnpes per lod i ca l l y 1s a result O f tne cont inuing e v r l u r t l o n o f files and rhaqts I n statutory. legal, f inanc ia l , and r d a l n l s t r r t i v e repuircncnts. The changes are appl ied when economical and p rac t i ca l to do so.

a. l n c r k e d Retention Perfod. I f the chr e lncnrsrs the rc ten t l on ’

w r i o d . -the n e w re ten t ion period‘ rill k rppl 7 r d to rll f f l es o f the A descr ipt ion rcgardlesr of h e r e they are malnfr lned or when they were created. I nac t i ve and cutoff f l l e r ull l be brought under the n e w re ten t ion petiod. (MOTE: .lf the velum i n question i s extensive (e.g. several cabinets ’ i n the RHA a t FCDtU), updated f i l e drawer labels rlBh3hLncw_Pt5po_r_ttions aay

i

~ ,.;, of-the cabinets 4n l l e u o f p o l q the trblnet. . L,, L-

4 t f r m r n m b c r s ~ . . ana MY . dIsposl%%?l - . .- - ~-

b. Change from Vcmanent” t o I Retentfon Pedod. Xnstructlons I n 7.a. above apply.

c. Reduced Retention Perlod: I f the change mduces the re ten t i on peHod, -’ the n e w re ten t i on per ioa w r l l be rpp l l rd r t t r o r c t l v e l y unless i t I s

Impractical or uneconomical t o do EO. For example. I f the new re ten t ion pcrlod can be appl ied to I n r c t i v e files only by u m n i n g f l l e s rnd u r k i n g fo lders on r n l n d i v i d u r l brsfs. It n o m a l l y would be more e c o n a i c a l t o mtrin the f i l e s f o r - t h e longer period than to rttmpt t o apply the change.

4. DEVIATIONS FROM DISPOSITION INSTRUCT~ONS

- r . f l l e s Less Than 25 Years Old

(11 A l l repuests f o r d rv ia t lons from ru thor lzed mcords disposition standards prescrfbed i n t h f s Ins t ruc t fon requl re rpp rov r l of the Chief. Support Servlces Div isfon, Headquarters. DNA (through the DW Records l b n a p m n t Off icer) . Approve1 sha l l be requested by l e t t e r addressed t o Headquatters, DNA, ATTN: L E S S , Yashlngton, DC 20305-1000. .The request shal l Include:

(EKLOSURE 1 t o DNA I n s t 5015.481

3-1

( a ) The DNAFFS f i l e number, and a concise description o f the retoros f o r which an extension of the re ten t ion per iod i s requested.

(b) A statement o f the per lod of tfme t h a t the records will continue t o be Of use t o the requester.

(c) A statement provldlng evidence o f the r p e d f ~ c need f o r the records, fncludlng l n f o m a t l o n on t h e l r cont lnulng rQalnistrr t l re, legal , or f l s c a l value t o Covarnant operatlons; and

(d) A statement o f the current and proposed phys l c r l loca t ion of Uie records, Inc lud lng informat ion on whether the records have been o r will be transferred t o t h e Uashlngton National Records Center.

(2) Colmander, ‘FCDNA f s ru tho r f red t o ho ld records I n the RHA up t o 10 yews r f t e r cutoff and then destroy them I n rrer ra ther than r h f p t h e m t o the Uashlngton Yatlonal Records Center. (See parrgrrph I h , Sectlon 11,

b. F f l es 25 Years Old o r Older. The DNA Records Mnagmcnt O f f l ce r w i l l be no t f f l ea when f i l e s , 25 years old o r older, are found, w i t h the exception of those author l ied f o r n t e n t l o n I n the accumulatlng o f f i c e I n accordance dth prescribed d ispos l t ion Inst ruct ions. I f the rccords found do n o t have approved re ten t lon perlods, the A rch i v l s t of the Unlted States w l l l be no t i f i ed by t h e DKA Records Unagencnt O f f i ce r f o r approval of e l t h e r (1) 1.mediate disposal o f the records, o r (2 ) cont r lbu t lon o f t h e records t o the

c. Transfer o f Functlons. When a func t ion f s t rans fer red from one DNA organizational eleoCnt/off lce t o another, the cur ren t f l l c s r e l a t l n g t o the transferred funct lon w l l l be t rans fer red t o the paln ing organizat ion where they rlll be malntalned as a separate e n t i t y t o preserve t h e l r rdmln is t ra t i ve origin. Snrct lve ( cu to f f ) f i l e s n l a t l n g t o the t r r n s f t r n d functlon which have l i t t l e o r no reference value w i l l be t ransferred t o the records holdlng area (FCONA). Elements o f Headquarters. DNA and AFRRI wlll t r ans fe r the f l l c s to the Washington National Records Center. A l l s t o f the f l l e s t ransferred dl1 be furnlshed t o the records manrgcawnt r s r l s t a n t o f the gainlng e l a e n t and to the DNA Records Clrnagement Off lcer.

5. DIKONlIWUhNCE W HQ DNA AND AFRRI fLWNTS. On discontlnuance wl thout transfer o f functlons, f l l es not autnorized f o r inned$Jte dlsposal w l l l be r e t l T d t o the Yashlrgton Natlonal Records Center.

- .* ’;r v .i 1 3 I / ‘\ I \ < 1 Chapter 2. t h i s Instruct ion.) 2;

h t i O M 1 Archives.

’

-

,

3-2

CHAPTEP 4

CIAIh‘lENAtKE AND REFERENCE PROCEDURES

1 . 6ENFR4L. The procedures I n t h i s chap.Wr w e designed to provide naxlrnum efflc-in preparlng documents f o r f l l e . malntalnlng records, and using anC label lng f l l e fo lders, Quldes. and contalners.

2. DUAL RESPONSIBILITIES. Officirls who perfonn dut ies fo r more than one

i d e n t l f l e d rnd malnt t ined separr te ly. Physlcal segregation o f the f i l e s w i l l be rccompl lskd by the l o s t e f f l c l e n t r n d c c o n m i c r l method, such as the use o f r c p r r t e f i l e folders, drawers, or other contalners.

3. IYSPECTZON OF DOCUMENTS. Documents rccc lvcd f o r f i l e ut11 be Inspected t o insure coq ie tcness ~ I * G e r m l n a t e unnrcessbry uttrirl.

DOCumentS r rce ived f o r ’ f i l e w i l l be checked t o Insure

organiratron w i l l 1 nsure t h b t the records C n b t e d I n r i c h CrpJCfty art

Com lcteness. t h a t ’- a1 A rc ons ve been completed, r n d I f so, t h a t a l l documents which should be included be included t o f u l l y document t h e bc t l on am r t t b c k d .

(1) Incomplete Action. I f i t appears t h a t al l necessry act ions hrve n o t been conpietea, the dOCLMntS w i l l be placed I n suspense or o thew lse contro l led t o p e r n l t fol low-up rCtlOn as necessary m d t o insure t h a t the case rill not be c u t o f f p r l o r t o cotnplctlon o f f ina l r c t l on .

(2) t n s u f f f c i c n t k w n t r t i o n . I f r c t t o n i s cmplc te, but r s s e n t l r l documentation i s missing, an r r t m p r ut11 be mbde to obtrln r i s s l n g documents or copies of them. If t h e at tempt f r t l s , r nota t ion o f the ac t ion t rken t o obta in the alsslng documents, r n d the resu l t , will be p l rced on the f i l e copy.

b. Unnecessary Waterlal. Unnecessay mbter la l such as used envelopes which provide tne sue l n f o r n b t l o n I s t h b t uhlch appears on letterheads,

s l i p s uhfch bear no ecsentirl fnformbtion, mat1 cont ro l forms,

rues r s s e n t l r l f o r documentation purposes w i l l be discarded. When the o r lg inb l o f b document 1s returned (e.9.. a rep ly t o a l e t t e r by endorsement Is repulnd) and f i l e d , the f i r s t f i l e copy (usual ly the green tlsruel need n o t be m o v e d t o comply u l th t h i s requirement.

4. ASSEMBLY OF D O C M N T S . Correspondence wlll be r s s w b l e d and f t l e d under - -+he abte-of the l a t e s t bc f i on 8s Ind icated below:

.

rlrssi -t’nf i c d Cover sheets, and ex t ra copies whlch do n o t bcbr s i g n l f l c a n t

- b . Separate Correspondence. A separate ‘chain. of correspondence

nomal lu develODs I n CoplpletinQ r n r c t l on . It consis ts of the basic document (uhlch i t b r t s the action), any-numbered or unnuDbcred replles i n continuatlon o f the actlon, enclosures, and supporting documents forrtng p b e of the whole correspondence action. These documents wlll be rssmb led I n top to bottan order as fol lows:

EELOSURE 1 to OHA Xnst 5015.46

e 4-1

( 1 ) The l a t e s t ac t ion (numbered or unnumbered).

(21 The basic document (e.g., l e t t e r , dlsposition form, or

13) Letter endorsements or nuabered c o m n t s i n numerical order.

(41 Other U n n u k n d replies i n chronological order.

(5 ) inclosures i n numerical order.

(6) Internal actions which support the numbered o r unnubemd actions

memorandum).

(e.9.. studies and COOrdfMt ing actfons). - b. Related Docuwnts. Oocwnts uhich are d i m t l y related or contain

specific reference t o ear l le r documents on t h e s m subject u l l l be combined s i t t t%t docmen?: crly I f reference requirements clearly necessitate such action. A refrmnce t o ea r l i e r papers does not autocnrtkally mean tha t papers snould be combined. I f combination i s deemed necessary, the related documents will k assembled separately under the wthod described above. The related docwnts wlll then k stapled on t o p of the r a r l l e r docucnts and wlll be f i led by date of the l a t e s t action. In such cases, It may be desirable t o make a cross-reference t o be f l l e d under the date of the l a t e s t action; or, I t m y be desirable t o make a cross-reference t o be f l l ee under the date the ear ' lkr docuatnts uere filed. /-.

a. General. Tne fasteners described i n 5.b. through 5.d. below will be used tohOldocumentS together. Straight pins and paper c l ips will no t be used for,faStening documents t h a t are f l led , except tha t paper clips may be used i n a suspense f i le . Documents Will not be attached t o folders, except for doclmcnts f i led i n special folders designed for f i l ing on both sides, such as personnel and contract folders.

b. Sta les. Y i n staples w i l l be used t o fasten r e l a t ed loose papers together. -%r re staples a re lnexpenslve, easy to apply and remove, cause l i t t l e dmage t o f i l e oaterial , and can hold a f a i r ly large number of papers wfthout Increaslng their bulk.

t.J \ I c. Prong Fasteners. Prong fasteners may be used i n the following

(11 Mhcn f i l e material on an action i s too thick t o fasten u i t h wire stapler.

(21 When a f i l e containing several separate but related actions i s frequently used outslde the h n e d i a t e f i l e s a n a . Tape will be pu t over fattener backs t o prevent cut fingers.

(31 When a f i l e I s loaned for use outside the f i l e s a n a .

d. S t t f n and l a e. S t r l n g and cloth tape w i l l be used to hold bulky material -€-e-+ oge er on y when the use of fasteners i s not practicable. or when an Inpmssion seal i s requlred over the fastening.

u

\ ' sltuations: I

' !v \

i 4

b \ I

I . 4-2

\...

8 . The f i l e number and t i t l e ( a n d d a t c , i f desired) 411 be placed on a docMent a t the t fne I t t s fi led. It will be placed In the r ight u r g i c , lengthwise on the paper. o r In the upper r i g h t corner, -king Care t h a t i t does n o t obscure the content of the page.

b. Yhen the physlcal charactertst lcs of r docunnt aake i t ..- self-ldcntffyfng for f i l t ng p u ~ o s e s , the posting of the file number t o the

f i l e number are reference copies of publications, mil control fonns, an6 s l ~ docwent I s unnecessary. Examples of documents not n q u i r t n g the postlng of a

bills of l a d i n g .

e. Uhen the Content, volume, o r reference needs rcqulrc the subdivision J

of a f l l e series. r brief ldent l f icr t ton of the rubdivision should be used t o s u p p l m c n t the f i l e number on the docwnt s . An abbreviated reference t o t h e subdivision of tne f i l e wulo be rddeo to M e f i l e number on t h o i n d i v i d u a l document t o tnsurc t h a t I t 4s f i l ed and n f t l e g properly.

7. U C K I N G SHEETS. Backtng sheets wfll be used only when the f i l e material I s *sufficiently thick t o requtre a prong fastener, o r when protection i s reputred for d o c w n t s whtch have begun t o fray or war due to frequent handling. Yhen backtng sheets a re used, 220 w i g h t paper stock I s sufficiently durable. Heavier beckfng sheets waste space I n f f l e contatnets.

8. FILING DOCMNTS. The following methods my be used once the f i l e &stgnation (number) has been determined. Sometlnns a combination of aethods may be necessary.

I?!. 0

1 i a. Alphabetical. / \

b. Chrvnologfcal.

c. Yumef3cal.

d. Ceograpbicel.

e. Organizational.

f. Subjective. /' /'

a. 6eneral. A cross-reference Is a fora flled under one ftlc number or s u b d i v f s l o n o show the l O C & t l O n of material f i l ed elsewhere. Cross-references. such as OptlOnal Form 22, wfll be prepared only when essential to flnding needs. Cross-nferencts m y be used when

I t i s probable t h a t reference t o the doccnent DW be by any of the functions or actions to which I t perteins.

. (2) I t i s l ikely t h a t the Original documents are f i l ed i n numerical sets elsewhere.

(1)

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‘? 1 A Ccmr;?n? ;?-:air.: t c indfv iducls, ctjca!tctIcrs , or gees-a;':; locations, an6 i s not f i l e d by the name or names under which requests are aat fc tp tcd .

( 4 ) Classff ted documents have a d t r e c t re la t tonshfp t o u n c l a s r t f i e j matertal. Care w l l l be t r ken t o ensure t h a t c l r s s t f l r d infonutton Is not placed on cross-references t o be f l l e d I n unc lass l f led f l l e s .

(51 D o c m n t s 4 t h varlous dates whtch doc rwn t r wbfunct lon or action. uhlch a n d f rec t l y related. are f l l e d together.

1 6 ) A documnt I s r c c l a s s i t t c d from one f t l e number o r rubdlv ts ion t o another f i l e number o r tubdiv ls lon.

b. Senerat teoss-Refennce. l o r v o t d making r e p e t l t l v e c*oss-rcfrmnte, a gcncra’l cross-reretence will be made when a l l references to r name or subject a r t t o be mde t o another name or subject. The cross-reference ut11 Indicate the f i l e c l a s s l f l c a t l o n o f the cross-reference and the words .Filed Under” fol lowed by the f i l e c l a s s i f l c a t l o n t o be re fe r red to.

e. Indexfng I s cssent la l t o loca t fng papers f t l e d I n rolcrmlnous f l l e s o r f t l t s havlng s t m t l a r type documents such as messages. An Index should provtde enough data on the f l l e d ltms to make ready l d e n t l f l c a t l o n b u t should not be ss de:alled t h a t r considerable r m u n t o f t lme 1s nqulred I n I t s preparr t lon.

d. Cross-Reference forms. Cross-reference forms, designed f o r I n t t r f t l l n g w i t h correspondence or other records o f canprr rb le t l f e , are rvet table f r o a GSA and Servtce sources.

1Q. Ft les Charge-Out Procedures. D o c m n t s o r f l l e fo lders borrowed o r pensnently withdrawn from the storage cabfnet w f l l be so noted by prepartng Opttonal Form 23, Charge-Out Record. The card 1s Inser ted I n the f t l e a t the exact pos l t l on *here the fo lde r was removed so t h a t the ’OUT” por t l on o f the t a r d is v ls tb le . This f a c i l i t a t e s l d e n t t f l c r t t o n o f papers removed from the f t l e t and expedltes r e f l l f n g when returned. Upon return, the charge-out entry I s l tned through and the card n t h l n e d f o r future use.

11. Consolldated Cross-Reference Sheet. I n most f l l l n g operrtlons, a separate sheel 1s used for each cross-reference. This n q u t n s a separate f i l l n g actlon to place each cross-reference I n I t s proper l oca t l on I n the f l l e . The conrolldated cross-reference sheet provtdes for cross-referencing o f Ident ica l c lass l f lcdt lons entered t n consecutlvc order on a sheet ra ln ta tned for t h a t class1 f l e a t t on.

12. Use o f 6 u l d e s and Folders

a. General. To the ~ x l o u m extent pract tcrb le , l e t t e r slre folders and guldes u r n u s e d for l e t t e r strc material, whether l e t t e r or lega l s l z e f f l c cablnets are used. Folders and gutdes w l l l be used t o the maxllwn extent practicable, except that they w l l l no t be salvaged from f l l e s be in j transferred o r re t i red.

- . -

b. G G i d e s . Guides a r t useC t o C i v f d r f i l e s rnd l d e n t l f y each d f v f r i c - 5: tha t fi-nd f l nd lng p r r t l c u l a r folders, papers, cards. Or other file m a t e r i a l can be f a c l l i t r t e d . I n addit lon, guides provlde SUPPOf? for the mterirl i n the f l l e .

f o lde rs c. - (11 fo lde rs are used t o keep re la ted docucnts together. provide a

guide t o t h e papers by the labe l lden t t f i ca t fon , and p ro tec t Ole clac-nts.

(2) M e n the meterla1 I n any folder rtrches 3/4 Inch, second folder w t l l be pnparcd and p l rced k h l n d t h r t fo lder.

. (31 K:)aft fo lders w l l l be used. Exceptions must be rpproved I n n l t i n g by the r p p l f c r b l e Records Mmlnlstrrtor.

13. POSITIOh’ OF CUlDCS

a. b i d e s w l l l be arranged I n f l l e s so t h a t t he tabs are I n u n l f o m p o t t t l o n to the l e f t slde (flrrt pos l t l on ) o f the f l l e drruer.

b. Culdes normally are placed I n a f l l e a t the beglnnlng o f each major funct ional f i l e s category. The guides ufl l be l r k l r d wfth the functional f t l e CAtCgOy n m r l c r l c l r s s l f l c a t t o n .

C. M e n the rolw o f mater ia l necessltrtes guldes f o r primary rubdlvislons, t he guldes should be placed a t l og fcb l b n a k l n pofnts and, as

subdtvlsion Is the subfunctlonal category, represented by the two d i g l t s precedlng t h e petlods. The Quldes l d e n t l f y l n g these subdlvislons would be labeled using the t w o element construction.

d . If r more de f tn l t l ve breakdown f s required, t he f u n c t l o n r l f i l e number

e. Ifhen large v o l m s o f iccords @re accumulated under a s ing le f i l e d e r . r f u r t h e r subdlv ls ion may be necessrry. I f necesury, guides may be

As an exception t o 0 3.8. above, guides u l t h tabs i n other t h r n t h e f i r s t pos l t l on my be used i n U lhd lv ldhg large volmes o f f i l e s accunulrted under r s ing le f t l e nmber.

j7/+. nearly as possible, a t 4- t o 6-Inch l n t cn r l s . Under OH AR S, the prlmary 1 i t.

1 - I ” ;

7

. ldent l fy ing t h e h d l v l d u r l f i l e s ser ies w u l d be used.

repared t o r e f l e c t f u r t h e r subdivisions o f the records.

/

IS. POSITION Of FOLDER LABELS. The fol lowing ru les sovern the posi t ion lng of folder Ube ls : - - . -

1. Ftrs t Post t fon (Le f t of Center). Flles t o be destroyed I n the current f f l e s area.

b. Second Posft ton (Center). Flles t o be destroyed I n r records holding area (not rpp l l cab le t o Headquarters, DNA and MRRI).

E. fhtrd Pos l t ion (Right o f Center). F i l e s t o be ‘ r a t l r c d ’ t o I records cente r .

4-5

C. C x n Ske l f F i l t na . As an exceptlor: t o t h ~ abovc, a l l f i l e labe ls r:i be placetl I n tne r l r s t o r t h l r d posit fon, wtilchevcr i s nearer the f i l e aisle .

15. CLaSIFIED DOtllFlENTS.' C l r r s f f l e d documents w i l l be f i l e d I n separate f l l e s and I n separate f i l e containers from unc l r ss l f l ed d o c w n t s . Exceptior: Is permitted when (1) the record o f an ac t ion consists o f both c l r s s i f l e d and unclasslfled d o c w n t s and i t i s essen t i r l f o r reference purposes t h a t both be f i l e d together. o r (2) It I s unfeaslble t o have a separate f i l e container f o r c las r l f i ed documents due t o the m a l l moun t on hand. The l n t e r f i l l n g o f unclasslfled and c l a s s i f l e d d o c w n t s Is r e s t r i c t e d t o those docWentS which d l rec t l y support, explain, o r d o c m n t the record o f the r c t i o n Gr trrnsrctfon. Each-folder should be stamped w i t h the highest c l r s s l f l c a t t o n c f the contents on the top and bottom, both front and back.

16. COVER SWEETS. C lass l f ied doc rwn t cover sheets and s im i la r cover sheets w i l l be removed befon d o c w n t s are placed I n f l lc . Exception i s pennltted wien d o c w n t s an TOP SLCitET, placed I n suspense f l l e s , o r cases an placed i n f i l i n g equlpment pending completion o f the action.

17. FILING BULKY MATERIAL. Bulky u t e r t a l vlll be f i l e d separately I n .storage equlpnent sultea t o I t s s l re . This a t e r i a 1 may be m i n t a l n e d I n f i l e nunber, serlal nunber, o r date order. A cross-reference t o the bulky n r t e t l a l w i l l be prepared and f i l e d w l t h the f l l e documents, or 8 nota t ion lnd ica t lng locut ion o f the bulky material w l l l be placed i n a conspfcuous loca t i on on the f l l e documents. The bulky n a t e r l r l should be marked t o show storage location. f i l e c la rs l f i ca t lon , and s u f f i c i e n t l d e n t l f y i n g infotmat lon t o associate I t wlth thc re la ted f i l e documents. A copy of the cross-reference prepared f o r the re3ulrt f l l e can be attached t o the bulky mateda l to $ewe t h l s purpose.

18. MCHINE READABLE/CIAGNETIC RECORD STORAGE DISKS (HARD OR FLOPPY). These cords w l l l b e maintained I n c lean contalners/cabinets tha t w l l l ri eep dust f m damaging e i the r the medlum on whlch the i n f o m a t i o n i s stored o r the ewiprnn t necessay f o r reading the In fomat ion . As a mininum, a11 boxes, cablnett. o r other containers I n which machine-readable records an stored w i l l be I d e n t i f l e d r l t h t he appropriate f f l e number, t l t l e , and disposl t lon.

4-6

CHAPTER 5

RECORDS TRANSFER/RClIRtNEh'T , REFERENCE AND RETRIEVAL PRMEDURES

1. The guidanct i n t h i s chapter i s t a i l o r e d s p e c i f i c a l l y t0 t h e needs of Headquarters, DIJL. The Records Adnfnistrator, AFRRI and t h e Records hUmin.lstrator. FCDNA w l l l adapt t h i s guidrnce f o r t h e i r spec i f ic needs, as appl Icable.

2. RET1REtOt;T PROCEDURES

a. Ceneral. Cal rnbrr y e w records w i l l be &rad 1n January. F isca l year r e c O i d r 1 be r e t i r e d $n October. Ear ly r e t i n n c n t (out-of-cycle) o f efther type of records (ca lendar / f lsca l ] I s authorized *hen retent ion o f the documnts i n the current f f l e s area would u k e I t necessary t o acquire rdd f t jona l f j lSng equipment.

b. Preparation o f Records f o r Retirement

(1) fne Records Clrnagemen: Assistants wlll coordinate anrrual records retirement within t h e i r areas of responsib l l l ty .

(a) Records containlng c l a s s l f l e d and unc lass l f ied f i l e s l n t e r f f l c d because mdtersal i s c losely re la ted W i l l be r e t t r e d as they have been u l n t a l n e d ; the hlghest c l a s s l f i c a t i o n f o r the rerfes w i l l k Q l w n the w o r d s , r n d they w l l l be r e t i r e d as c l a s s i f i e d records. WRt procedures require tha t I f several boxes are Letn r e t l r e d w i th c l a s s l f i c d mdter ia l

(b) f r y t o scgrc ate, t o the greatest extent possible,

'Vi11 br n q v i r e d for t h e c l a s s l f l r d rhlpment. By so l l n l t t n g the number o f boxes containing c l r s s f f i e d records, the WRC wfll be able t o reserve i t s special vaul ts for rrcords mt are r h o s t t o t a l l y c lass l f ied .

(E) P r l o r t o t rans fe r r i ng c l a s s i f f e d u t e r t a l , I t rhould be rscertafned whether or not the materid1 can be l eg i t imd te l y downgrrded I n accordance Wi th DO0 Regulation 5200.1-R.

(2) A l l records I n a g i v r n box Will have the same disposal date. Pe-m.nent f i l e s and t l l e s h rv lng a dfsposal date w i l l be packed l n separate boxes unller separate 'accesslon numbers when t ransferrcd t o a records center.

(3) Screening Records. Before packing any records, the f i l e s should be screened fo remove those e l i g i b l e for disposal as author l red I n Enclosurt 2. Other items which should be m o v e d and destroyed are extra carbon or nproduced copies, obsolete reference material, and blank foms.

(4) Records shtpmcnt contalnerr m y be ob ta lmd fron Support Services Divisfon (LESS) (FSN-8115-00-117-8249). Tne bottoms o f cartons

const i tu t lng on ly one box, the mater ia l wf 9 1 be d iv lded i n t o two shlpments.

c lass t f fed records from unclassi ? k d records. :A separate accesr~on number ,

rNCLosURE 1 t o DM I n t t 5015.48

5- 1

~ ‘ 1 1 51? secured hy f i k r tlry r t leas? 2 Inches w i d e . The tape Sl10uld extor.’ I\ a t l e i s t i Inches up t h e t w j of tne l o x f o r ext ra strength. Place the f i l e \ :folders I n the box I n an upr lght posit ion.

( 5 ) Boxes w i l l be f i l l e d tci capacity whenever s u f f i c l e n t f i l e s a r e avaflable. However, care w i l l be exercised t o ensure t h a t boxer an not packed so t i g h t t ha t f f l e s cannot be servlced whi le I n the contalner. or t h a t jt prevents the box from being canpletely closed w l th the f l aps fo lded f l a t .

, \

( 6 ) Marking the Boxes. The fo l lowing tnfonnatton w i l l be marked on t:t mstspled end of the carton u t t h a black f e l t t l p navker. Boxes w i l l be packed So that the f laps w l t h preprtnted fnfonnatlon i r e on the bottom. (The Infomation i n ( a ) and (b) w i l l be w r l t t e n a t l e a s t 1’ nlgh, beginning 2’ from t9e t o p o f the box.

( a ) Accession number asslgned by the HQ DNA Records

(0 ) Number o f carton and number I n ser lcs ( o f cw tons ) .

K....iLi itr’a;ot .

5 ( c l Offtce r e t t r t n g the f i l e s .

( d l Agency.

374-86-0001 ( a l - S A M P L E

B O X E N D

U: k l HQ DNA ( d )

e. i rdnsni t t a I Documents

11) P r i o r t o r e t i r i n g c l a s s i f i e d records, mcords c le rks r u s t coordinate the t ransact lon w l t h t h e i r document custodians. Ret l rab le records w i l l be I d e n t i f i e d by contro l and co y number (when avai lable). b r l e f subject and date ( o f uncontrol led documents P . and box number I n which document i s ?laced f o r re t l nmen t (Attachnent 1).

12) C e r t i f l c a t l o n statements w i l l be placed on the l a s t page o f the I t s t i n g (Attachment 2).

3. USE OF Y 135. Standard Foms 135 and 135-A (Records Ttansmlt ta l and Recerpt) w i l l b e used t o Ident i f y records t o be r e t i r e d t o the WRC. I n addition t o serving a s a packing l i s t for t ransfer and r t t i r emen t of f t les,

. the SF 135 serves as a w d i u m f o r Cont ro l l ing the loca t ion and d ispost t ion of

5-2

f f l c r l r t recc-Ls h o l d f n s areas, an6 a s a receip? f o r t h e t r a n s r c t f o c . ~t,: fom ut11 be provided t o the Records AdITdnlSttAtOr f o r review p r i o r t o movement o f the boxer. Tnis w l l l provide for .ore Orderly scheduling of records rhlpncnts. F lve copter are requtred by t h e Records Adr fn ls t ra to r for proper d is t r lbu t lon .

4. SPECIA. INSTRKTIONS (SEE SAMPLE SF 135) ( A l T A C W t I T 3 ) . The ins t ruct ions coincide urtn rpec ia l i y n w e r r a Diocas on the sunpie.

a. Block 1 -- Complete u l t h .YashIngton, DC 20409".

b. Blocks 2 - 4 -- Leave Blank.

c. Block 5 -- Headwafterr. ' Defense Nuclear Agency, ATTN: LESS. Y a s h i n g t o ~ 3 0 5 - 1 DOG.

8. Block 6 -- Tne rccesslon ndmoer I s entered I n three parts, consist ing of:

(1) Block 7 - RG (a ) . Record Croup Umber - 374. l h l s number dlst lngulsher t h e records o f ufiA from the records o f a11 otner Igcncies and bureaus.

(21 Block 8 - FY ( b l . The l a s t two d t g l t s o f the cur ren t f t sca l year.

(3) Block 9 - NWBER (c) . The f o u r - d i g i t secquentlal number assigned by t he kadquar te r r Recoms Aaninistrator.

Each carton w i l l be marked u l t h the accessfon number i n the upper l e f t corner.

-

e. Block 10 - (dl . Enter t he volume of each ser ies o f records being . t ransferno.

f. Block 11 - (e). Show t he l nc lus l ve box numbers f o r each serler o f rrcords being transtcrred. DNA sha l l number each carton r c q u e n t l r l l y I n the upper r i g h t comer IS fo l lous: l ' o f 75, 2 o f 75, 3 of 75, e k .

g. Block 12 - (f). Show t h e organizr t lonal element t h a t created the mcord, t n e Inc lus ive dates o f the records, and the year the mcor8s w r e closed out. NOTE: The YNRC ut11 r e j e c t papenork I f the Inc lus l ve dates and closeout year are n o t Indicated. I t It r l s o important t o note that separate

. accession nrrnbcrs a re r e q u l n d f o r each series of records I l t t e d . I n t h l s - 'context, 8 seder re fe rs t o a l l records under an i nd l v idua l f l l c nuaber t h a t

are r h l p p d together under the SIIPC 8 ispos l t l on schedule r u t h o r l t y and t h a t

.

have tht 8lsposal date.

h. Block 13 - (9 ) . Enter one of t h e fo l low ing codes t o show a n r t r t c t l o n on use OT the records.

Code Restr lc t lons

T TOP SECRET secur i ty c l r s s l f i c a t t o n 5 SECRET secud ty c l a s s ~ f l c a t l o n C CDNFIDENTIAL sccurlty ChSSf fkb t fOn N No r e s t r i c t i o n s

- /

5-3

aestr lct lons other tnan (or IC add i t ion t o ) secur l ty c l r s s i f l c a t i o n r , Such as 1fntiting access to ce r ta in agency o f f f c i a l s . are t o be r p r c t f t e d by a statement I n the k r t e s Descr ipt ion colunn ( f) . For example: 'KSTRICTED DATA; CNUDI; Restrtcted t o use of Director, DNA, personnel o f the k q u l s t t i o n I(snagcment Directorate. and DNA Records Management Offlcer."

1. 8lock 14 - ( f l 1 (91. Par t i cu la r a t ten t ion should be #lW t o these i tems. R I s Important t o r'ndtcate the HIGHEST c l a s s l f i c a t i o n o f u t e r i a l i n tne serfes, along 4 t h spectal M r k l n g s o r categortes.

j. Block 15 - (h). For each ser ies o f records, c t t e the agency Instruct ion an0 Specit ic f t l e number au thor l t ing dlspostt ion. 'DNA I n s t 9999.18, 208.10"

k. 81ock 16 - (1) . Applylng the disposal author i ty prevtously c i t e d I n column (mi), enter tne month and year i n which the records nay be destroyed, o r 'PEWNENT, o f f e r t o Nat lonr l AKh l res rhen X years old", i f applicable.

1. Block 17 - COHPLETED BY THE RECORDS CENTER

5. The WRC revlews the Y 135 f o r CmplrtcncSS and t o detennfne the propriety o f the t ransfer. For those records covered by por t lons o f the DNA mcords d isposi t ion schedules n o t y e t approved by the National Archives and Records Adnlnlstratlon, o f f i c e s @ay reference a General Records Schedule and Zwm Nuabet (obtainable from the DNA R e c o r d s hnagement Of f i cer ) . For those records not covered b u t e l t g t b l e f o r r e t l m e n t , the DNA Records A4nintstrator will have t o request a special exceptlon through the use o f an SF 115 (Request for Disposlt ion kthorlty).

6. DNA nas t o de l i ve r I t s own records t o the UNRC, since most shipments contt tn RESTRICTED DATA. upon de l i very o f the records shlpncnt t o the YNRC, Ute cartons a r t matched agalnst the copy o f the SF 135 submitted w f t h the accession. That copy 1s stgned by the Chlef, Accession and Dtrposal Branch, and r t turned t o the agency f o r I t s f i l e s . Any changes I n loca t i on numbers 'ul l l be noted on t h t s n c e i p t copy.brfore It Is returned t o DNA.

, 7. SPECIAL CAUTION. UNDER NO C~RCUMSTAKES WILL CLASSIFIED INFOMATION BE E N l E V OR 135-A OR TME CLASSIFIED DOtUMNT L I S T I N G ATTACHED TO IT. MEITHER WILL ANY CLASSIFICATION HARKINGS BE PLACED Ow - ANY CARTON.

8. PDST-RETiREtENT REFERENCE PROCEDURES. Personnel der1 r l n g records t h a t h a v e h e n r e t i r e d rill provide tne ecords Management O f f i c e r I n fomat ton concerning the rccords d o t t e d . Thls I n f o m a t t o n b d l l Include, as 4 aininum, ore l oc r t lon number, rccesslon number, box number, folder t l t l e , and whatever other' Ident i fy lnp data the requester nay conslder he lp fu l tn loca t i ng the records. Only the DNA Records Management Of f icer , or a deslgnated al ternate, may place urgent requests.

9. MACHINE-READABLE RECORDS AND AUDIO-YISUAL RECORDS. There Is addlt lonal processing necessary aue t o tn e Decuilar storage and Inventorying regutmmnts. 6uidaice can be obtalned f r o m the National Archives and Records A6minlstratton. The same baslc paper (SF 135s) I S repulred, hwever, t o r e t i r e these kfnds o f n c o r d s t o a Federal Records Center.

5-4

I CERTIFr THAT I HAVE PLACED THE DOCUFONTS LISTED ON PAGES c THROUGH - ff Of& FORI: 92 IN THE RETIREMENT PACKAGES NLMBERED - THROUGH - .

L VATt

I CiRTIFY TttkT I HAVE UITNESSED THE PLAXl4EkT OF THE ABOVE I X N T I O U E G 00CUHEfiTS

I N TWf RETIREMENT PACKAGES NWBERED - THROUGH - .

1 CERIFI THAT I HAVE RECEIVED THE ABOVE PACKAGES NUMBERED THROUGH - . THESE PACMGES ARE BEING TRANSFERRED TH!S DATE TO THE UASHINSTON NATIONAL

RECORDS CENTER.

-

SI-t OF [ 1 - I A L -DATL

CUA FORM 160 4 tht 06

Attdctn!Ien: 2 , Chapter 5, Encloture 1. DNA Xnst 5015.48

OFFICE: DOCUMEN?S t l T E D FDR RETIREMENT DATE :

COlifROL C - COPY ? BRIEF SUBJECT

- -

. -.

DNA FORH 92 (19 Apr 65) (Supersedes Previous Edition)

A t t a e h n t 1. Chapter 5, Enclosure 1, D?rA Inst 5015.46

I !If .

.

ENPLOSUX 2

DEFEKSE NUCLEAR AGENCY FUNCTIONAL FILING SYSTEM

1. I n t h e Defense Nuclesr Agency Functional F i l i n g Systen (DNWFS) the neb) f i l i n g nmber i s ind ica ted above the l i n e a t the l e f t o f each f i l e description. The o l d f i l i n g number ( i f there i s one) i s indfcated below the l ine. A conversion tab le i s included a t the end of each major funct lonal area.

2. Regulations o f t h e National Archives and Records Administrat ion requi re t h a t Agency manuals i d e n t i f y those por t ions

a. t h a t have been approved by the A rch i v i s t o f the United States (Kl-374-78-1, 4 AUg 78).

b. which are i d e n t i f i e d w i t h i n a General Records Schedule (GRS 23, dl, Oct 82).

ENCLOSURE 2 t o DNA I n s t 5015.4B

2-1

100 -- OFFICE AD!I!C!STRATIVE FILES (Agencywide Records)

1. The f j l e s described here re la te p r lmr l ly t o the perfonnance of administrative operations w i t h t n the hned i r t e of f ice 8nd not to the perfomdnce of the mission functions of the office. Spectfica1ly, the f i les

a. Accumulate a s a result of following procedures uhlch In? R q U I r e d i n , o r are an Inherent p a r t of. n o m 1 housekeeping operattons of any offfice.

b. Provide a source of general rtfemnce .itcrlal ' f o r the office, as distinguished from record copies of materlal docupcnting the performance of the airsion functions of the offtce. ..

2. The term 'offjce' as used here means d l m t o n t e ; dlvislon, branch, section, or u n i t of DNA organizational eleB2nts a t agency headquarters and f i e ld Installetions m d activities. Office housekcepfng ffles most frequently accumulate i n offices of administrative asslstants, clerks, or other Individuals responsible fo r administrative aa t t e r s of the office.

* - .

1 01 ADMINISTRATIVE FILES. The f i l e s described In this sectlon relate t o m t h e performance of routine adminlstrative operations and t o obtainina housekeeping-type services from the offices and s t a f f section; responsible fo r provid ing them. (K1-374-78-2. 4 k g 78)

101.01 SUSPENSE FILES, Papers arranged i n chronological order, examples o f whfch are: (m -374-76-2. 4 Aug 78) (GRS 23, C3, Oet 82)

a. A note or other reminder t o submit a report.

OESTROY LliEli FtEP3T.T HAS BEEK SU6KITTEC.

/ i

b. A copy of an outgoing comnunication f i l e d by the date on which a reply i s expected.

I F FILE COPY, ItCORPORATE I T WITH RESPONSES IN APPROPRIATE SUWECT FILE; IF AN EKlRA COPY, DESTROY I T WEN RESPONSES HAVE BEEN REC E IVEO .

c. A note o r other communication f i led by the date on which action i s expected t o be taken.

DESTROY YHEN IETIDI! HAS BEEN TAKEN.

NOTES: (11 Papers i n subparagraphs a and c above may be refi led t n suspense f i l e i f the report o r action i s of a recurring nature . ( 2 ) File numbers are n o t required on suspense papers or on folders i n which t h e y are f i l ed unleSS the r e q u i r e d rPport o r action i s of a recurring nature.

101.02 TRANSITORY FILES. Papers of short-tern' inte*st which have no documentary or evidential value and normally need not be kept mow than 90 days. Examples of transitory correspondence are shorn below. ( G R S 23, $4, Oct 82)

101 -1

*ques:s f o r in fomat ion o r publ icat ions. Routine requests f o r Information or Dublications and conies o f reDl ies which r e w i r e no . _ _ _ admlnlr t rat ive &tion. no po l i cy decision, and no rpecta l c m b i l a t i o n or research f o r reply, such as requests f o r publ fcat fons o r other p r in ted material.

b. letters o f t ransmit ta l . Or ig inat ing o f f f c e copies of l e t t e r s o f tranmittal th a t do n o t add any informat ion t o t h a t contdned i n the t r a n m l t t e d m t e r l a l , and receiv ing o f f i c e copy I f f i l e d separately fra t r anml t kd u t e r 4 a l .

E. Quasi-of f lc ia l notices. Memoranda and other papers t h a t do not serve-la1 actions. such as not lces o f h o l l d w s o r cha r i t y and welfare fund appeals. bond cmpaigns, and s f a i l s r papers.

DESTROY 30-90 DAYS FROM DATE PLKED I N FILE IN BLOCKS OF 1 RONTH. UHEN THE RETEhTION PERXi; IS FGT. 3C GAYS 06 LESS,- THE D0CW:EtiT !XY BE KEPT I N THE SUSPENSE FILE.

MOTE: If the document becomes p a r t o f an action. i t w i l l be withdrawn from the Transitory F i l e and r e f i l e d f n the appropriate funct ional (subject) f l l e .

re la t ions and informat ion a c t i v i t i e s such as open house programs ( including papers concerning proposed a r t i c l e s , news *leases. o r s lm l la r coamunlcationc used t o promote o r pub l i c i ze the agency's n iss lon functions). Excluded are records he ld by DNA o f f i ces responsible for infonnat ional and/or pub l l c re la t i ons a c t i v i t i e s .

DESTROY WHEN 1 YEAR OLD.

wi th fn the of f ice. such as not ices o f safe o r unsafe practices, reports o f In jur ies, an& tes ts o f c l v f l defense, f l r e , and other emergency procedures. (K1-374-78-2, 4 Aug 78) (GRS 23, # I . Dct 82)

DESTROY YHEN 1 YEAR OLD.

101.03' PUBLICITY FILES. Documents concerning o f f i c e p a r t i c i p a t l o n f n pub l i c

(1~1-374-7n-?. z xug 78) ~ G R S 23, ii, o c t 82)

101.0P SAFETY FILES. Gocunents concerning safety pract ices and procedwes

101.05+ ADMINISTRATIVE SECURITY/PROTKTIVE SERVICES FILES. Documents re la t i ng t o protect ive services, aDDointment o f secur i ty o f f i ce rs . Darkina. and

\

t r a f f i c control, as wel l . a s secur i ty not ices hnd other bdininistFative security matters. (Exception t o GRS 18, $9, O c t 821

DESTROY WEEN 1 Y U R OLD.

IKl-374-78-2. 4 Aug 78)

'Review a t end o f year and br ing appropriate ftems t o current year.

101 -2

.

! 101 -06‘ SURVEY REPORTS FILES. Documents r e l a t i n g t o o f f i c e inVOlVemetit i n

reports, records, publ icat ions, and foms wnag-nt Including submission o f data f o r survey repor ts (exclusive of papers re la t i ng t o i n i t i a t i o n o f spec i f i c reports, publ icat ions. and *Oms t h a t pertain t o the perfomance o f the o f f i c e mission functions). (NC1-374-7E-2, 4 Aug 78)

DESTROY WEN 1 7EAR OLD.

101.07 MANAGEHEKT SURVEY REPORTS. Documents per ta in ing to suneying and inspecting o t t i c e management procedures, lnc lud lng announcemtents of impending inspectfons. ex t rac ts o f IC, GAO, safety, security, and other n g u l arly scheduled 1 nspecti ons and surveys, and re1 ated documents. WC1-374-78-2, 4 Aug 78)

DESTROY AFTER NEXT COMPARABLE SURVEY OR INSPECTIOK, OR Ot\’ DISCONTXNUANt E.

101.08 DUTY REPORTING FILES. Documents prepared by duty o f f i ce r , Including TFO?/ da i l y a c t i v i t y or j ourna l sheets. 102-39

DESTROY WHEN 6 MONTHS OLD.

are applicable only t o i n te rna l admin is t ra t ive pract ices and de ta i l s I ’, such as hours o f duty and temporary du t ies w i t h i n the preparin

o f f i ce . Included are copies o f the i ns t ruc t i ons and re la te cmun ica t i ons . (NC1-374-78-2, 4.Aug 78) (GRS 16, I lc , Oct 62; GR 23, Y1. Oct 62)

DESTROY ON SUPERSESSIOP OR OBSOLESCENCE.

NOTE: This f t l e number l s n o t appl lcable t o i ns t ruc t i ons prepared by the o f f i ce t h a t are issued on an agency- or headquarters-wide basis. Nefther i s i t applicable t o Ins t ruc t ions concerning performance of nfssion functions.

(NCl-374-78-2, 4 Aug 78)

101 -09 OFFICE INTERNAL INSTRUCTION FILES. Continuing i ns t ruc t i ons t h a t

- 101.10 CORRESPONDENCE PREPARATION PROCEDURES FILES. Documents re la t i ng t o t h e preparatjon or correspondence [ lncluerno cur ren t s l mature blocks and signature au thor i ty a t Agency l eve l 1, c f f l c e memoraGdc. messages, and other media o f comnunication. (GRS 16,

DESTROY ON SUPERSESSION OR OBSOLESCENCE,

NOTE: This ftem i so la tes often sought a f t e r i n fomat ion .

(NC1-374-78-2, 4 Aug 76) * le. O c t 82)

‘Review a t end oC year and forward approprlate ftems t o cur ren t year.

101-3

,-. - 1 . _ . Tcxz

li.. l2 rn

1C1.:3 l(i1;8

lCi.14 m

101.15 m/ 1L1-12

ZFFICE ORGAN!ZP?:O!I FILES. func t lon of an o t t i ce . such as ex t ra copies o f documents which are

Oownents m e l a t i r l 3 t o the orga i i za t i cn a i r '

prepared i n the o f f i c e charged w i t h dete.rminfng the organfzation and functions o f the agency. Included are copies o f funct ional charts and statements; copies of documents r e l a t i n g t o o f f i c e Staffing and personnel strength, such as ex t rac ts from manpower surveys and manpower authorization vouchers; copies o f tables o f d i s t r i b u t i o n and allowances; and s im i la r papers. Also included are documents re f lec t ing minor changes i n the organization o f t he o f f i c e which are made by the o f f i c e chfef. Excluded, are the record copies o f organization charts and re la ted documents he ld by the a f f i c e s responsible f o r determfning DNA organization and functions.

DESTROY ON SUPERSESSION OR OBSOLESCENCE; HOUEVER. I F THERE I S READY ACCESS TO THE RECORD COPY, INFORNATION COPIES MAY BE DESTROYED UHEN 1

BASIS.

(NCI-374-78-2, 4 Aug 78)

YEAfi GLD I F TtiE SUBJECT D S C U I Z K IS UPDATED OIi k LESS THXi; AHUUAL

OFFICE RECORDS TRAMIIITTAL FILES. Copies o f records t ransmi t ta l l i s t s 135s) re f l ec t i ng t i l e s re t i red . (NC1-374-78-2. 4 Aug 78)

DESTROY UHEN RECORDS LISTED THEREON HAVE BEEN DESTROYED.

RECORD ACCESS AN0 SIGNATURE AUTHORIZATION FILES. (NC1-374-78-2. 4 Aug )Documents ind ica t ing name, grade, and other i d e n t i f i c a t i o n o f

ind iv fduals authorized a. Access t o o f f i c i a l records, p a r t i c u l a r l y C lass i f ied na ter ia l . Included are requests f o r and approval o f access and rosters o f ind iv iduals authorized access. b. To handcarry sealed packages; c. To c a r r y c l a s s i f i e d m a t e r i a l on commercial a i r c r a f t ; d. To sign t i m e and attendance cards. e. To sign f o r keys. f. To sign other type documents f o r which a signature o f record i s required by regulatfon. .

(GRS 18, 17, Oct 82)

DESTROY ON SUPERSESS?OL OR OESOLESCEKE OF THE AUTHCRIZATION DOCLIMENT.

SECURITY CONTAINER INFORMATION FILES. o f f i c e safe/securitu container combinations. toaether w i t h o t h e r

Up-to-date records o f a l l

information necessary t o I d e n t i f y and locate t h e sa feshecur i ty containers and the ind iv idua ls having knowledge o f the con'ination. (NC1-374-78-2. 4 AUg 78)

DESTROY ON SUPERSESSION OR ON TURN-IN OF THE CONTAINER.

CLASSIFIED DOCUMENT REGISTER/CONTROL FILES. Documents which r e f l e c t the i den t i t y and loca t ion o f c l a s s i f i e d documents f o r which t h f o f f i c e i s accountable, and which also serve as receipts f o r C lass i f ied documents issued o r transferred. Included are DNA Forms 500 and 501 and s i m i l a r forms used f o r control. (NC1-374-78-2, 4 Aug 781 (GRS 18. r5. O c t 82)

101-4

DESTROY 2 YEARS AFTER ALL CLASSIFIED DOCUMENTS RECORDED THEREOE HAYE SEEN TRANSFERRED, DESTROYED, DECLASSIFIED, OR ENTERED ON A NEU FORf,:.

101.16 TEMPORARY INTERNAL RECEIPT FILES. Documents used i n -king tmporary mT-73 l o a n o f c l a s s i f i e d d ocuments w l th in the o f f i c e rather than

t rans fer r ing c l a s s i f i e d documents o r issu ing c l a s s i f i e d documents t o other o f f i c e s u i t h i n the Headquarters. Such loans are normally o f short durat ion and the borrowed documents are o f t e n returned wi th in the same workday. ( E l - 3 7 4 - 7 8 - 2 , 4 Aug 78)

LINE 'THROUGH ,THE . ENTRY 014 RETURN OF THE CLASSIFIED DOCWENT TO THE IIIDIVIDUAL M K I N G THE LOAN. THE LINE IS THEN INITIALED BY THE CUSTODIAN. SIGNIFYING RETURN OF THE DOCUMENT. DESTROY FORI4 YHEN ALL LINES HAVE BEEN USED.

101.17 CLASSIFIED DESTRUCTlOtJ CERTIFICATE FILES. Foms or other documents accuniulated by an o f f i c e wnich r e f l e c t the dest ruct ion of c lass i f ied documents.

DESTROY YHEN 2 YEARS OLD.

(NU-374-78-2, 4 Aug 781 (FRS 18, #3 & 94, Oct 82)

101.18 HAIL CONTROL FILES. Documents which re la te t o the cont ro l o f incoming and outgoing m a i l by o f f i c e s other than o f f i c i a l mai l rooms and postal a c t i v i t i e s . Included are records o f messenger t r i ps ; receipts f o r accountable m a i l , e.g., registered, c e r t i f i e d , and numbered Insured m a i l ; and s im i la r documents. (NC1-374-78-2. 4 Aug 78)

a. Accountable m a i l receipts:

DESTROY UHEN 2 YEARS OLD.

b. Other documents:

DESTRCY WHEN G MONTHS OLD.

101.19 TRAVEL EXPENDITURE FILES. Oocuments t h a t r e l a t e t o the pa r t i c i pa t i on TmTT O t t h e o t t r c e in matters concerning the expenditure o f funds

Inc identa l t o the performance o f the mlssion o f the o f f i ce , such a s i t i n e r a r i e s and cos t estimates f o r t rave l and n o t i f i c a t i o n t o budget o f f l c e s o f funds required f o r t rave l .

DESTROY WHEN 1 YEAR OLD.

(NU-374-78-2, 4 Aug 78)

101.20 OFFICE SUPPLY/EXPENDITURE FILES. Documents r e l a t i n g t o supplies furn ished an o f f i ce , inc lud ing requests and receipts. (NCl-374-78-2, 4 Aug 7 8 )

CUT OFF AT END FY. DESTROY 1 YEAR AFTER CUTOFF.

101-5

1:1.? SFICE SERVICES/REPAIRS FILES. Documents r e l a t i i ; t o requests fov l o c a l t ranrpor ta t i on, custodial services, o f f i c e space, i n s t a l l a t i o n and repa i r O f telephones; change t o telephone d i n c t o r f e s ; changes t o o f f i ce physical structure, inc lud ing paint ing, r e p a i ~ n g . and par t i t ion ing; changes t o o f f l ce heating, l l gh t i ng , ventf lat ion, cooling. c lec t r l ca l , and plunbing systaas; and space ifIageEjent w i th in a Dcpartacnt/Dlrectorate. (El-374-78-2. 4 Aug 78)

DESTROY 1 YEAR #TER SERVICE IS’FURNISHED, HOVE IS COIIPLmD. OR REQUEST IS DISAPPROVED.

61ank fonns, and other papers r e l a t r n g t o the supply and d i s t r i b u t i o n of publlcatlons t o the of f lce. (Cl-374-78-2, 4 Aug 78)

lDl.22 PlNlLiCATION SUPPLY/DISfRIBUTION FILES. Requests for pub1 l c r t l o n s and

DESTROY 1 YEAR AFTER CDMPLETION OF KTION. EXCEPT PINPOINT DISTRIBUTIOH FILES (DA FORI4 12 SERIES) WILL BE OESTROYEC L16EI; SUPERSEDED OR OBSOLETE.

101.23 PROPERTY RECORD FILES. Cards, l i s t s , hand receipts, o r comparable mT-T8 documents shoring accountable property (other than equipment). (This

includes t h a t a. sfgned f o r since l a t e s t Inventory; o r b. signed out.) (El-374-78-2, 4 Aug 781

DESTP.OY WEN SUPERSEDED OR OBSOLETE.

( including approvals) o f o f f i c e equipment charged t o the off ice. .

DESTROY WHEN SUPERSEDED OR OBSOLETE.

ptlysical inventories conducted t o assure the fo l low ing are accounted for: a. a11 c l a s s i f i e d documents; b. cont ro l led substances; c. core elements; d. rad ia t ion sources; e. drugs (i.e. morphine maintained on departmental l nven toy ) ; and f. rad ioact ive chemlcals. (Kl-374-78-2.

DESTROY AFTER UEXT INYENTORY OR UPON DISCOWTINUAKE.

Th is does not Include those {terns which are the respons ib i l i t y o f t h e Property Book Of f i ce r o r the Contro l led Substance Of f icer . Items b through f are mainly held w i t h i n AFRRI.

101.24 EQUIPMENT SURVEY AND DISPOSAL FILES. Documents n l a t l n g t o use

(El-374-78-2. 4 h g 78)

101.25 INYENTORY REPORTING FILES. Documents used t o repo r t the resu l ts of

4 hg 78)

ti2E:

l t l . 2 6 SECURITY CLASSIFICATION REGRADING FILES. Documents authorizing the regrading o f security c l a s s i f i e d documents. (NC1-374-78-2. 4 Aug 78)

DESTROY 3 YEARS AFTER RELATED DOCUMENTS HAVE BEEN ANNOTATED.

101-6

101.27 PRIVACY DISCLOSURE ACCOUNTING F I L E S . Documents used i n accounting l"%23 Tor. and recordin5 the date. nature, and purpose of each disclosure

made from a system o f records pursuant t o the Prtvacy Program; and sharing the subject i nd i v idua l ' s name, the nmne and address o f the agency or person t o whom the disclosure was made, and whether o r not Ind iv idua l ' s consent uas given. when applicable. Included are foms. cormspondence and other papers used fo r accounting, r t a t c w n t s o f mss disclosures, dtsclosure consent 4u thOr lZa t IO~S. and re la ted d o c w n t s . (To the extent practicable. dtsclosum/account<ng records

, will be maintained and t ransferred with the records t o which they pertain.) (Kl-374-78-2, 4 Aug 78) ( 6 R S 14, 125, Oct 82)

a. Accounttng records f o r disclosures f r o m ADP tape o r disks t h a t are pe r iod i ca l l y updated and retained coptes of accounting records t h a t r e s u l t from t rans fer o f f i l e s t o another agency.

DESTROY 5 YEARS AFTER DISCLOSURE OR T R A K Y C k . OG FOR TEE L I F E OF

Accounting records f o r mass disclosures -de on a c y c l i c basis.

DESTROY 5 YEARS AFTER DISCONTINUANCE O F THE POLICY OR PROCEDURES PRESCRIBING THE CYCLIC DISCLOSURES. OR FOR THE L I F E OF THE RECORD, UHICHEVER If LONGER.

c. Accounting records f o r f i l e s having a re ten t i on period of l ess than 5 years and accounting records maintained separately from and appl icable t o f i l e s scheduled f o r des tmct ion a f t e r 5 o r more years.

DESTROY 5 YEARS AFTER LAST DISCLOSURE OR UPON D E S T R E T I O N OF THE RECORD, UHICHEVER IS LONGER.

d. Accounting records appl icable to, and fncluded in , f i l e s scheduled f o r dest ruct ion a f t e r 5 o r more years.

THE RECORD, WHICHEVER IS LONGER. *

b.

DESTROY 5 YEARS AFTER DESTRUCTION OF THE F I L E TO WHICH THE ACCOUNTING RECORD PERTAINS. THE ACCOUNTXNG RECORD MAY BE H k I h 7 A I N E O SEPARATELY OR UITH THE FILE DURING THE L I F E CYCLE OF THE F I L E ; THEREAFTER I T WILL BE MAINTAINED SEPARATELY AN0 HELD FOR 5 YEARS.

(1) Disposi t ion o f accounting records included i n f i l e s scheduled f o r permanent re ten t ion w f l l be I n accordance with the d ispos i t ion tnst ruct tons f o r the f i l e concerned. (2 ) Accounting f o r one-time dfsclosures i n which the request and rep l y serve as both the disclosure accounting and the record disclosed, w i l l be maintained and disposed o f I n accordance w i th the d ispos i t ion Ins t ruc t ions for the f i l e Concerned, pmvtded the scheduled dest ruct ion i s a f t e r 5 years o r more.

N3TES:

101-7

1 C? 3;cF:CF PfRSR!tIEL FILES. The f i les descrihed i n t h i s se t t ion are Tu7 maintained by Operating o f f i c i a l s and are used i n administering

m f l f t a y and c f v i l i a n personnel matters of the organizational segments ubtch a n under thetr control . (Wcl-374-78-2, 4 k g 78)

administrat ion of c l v i l f a n employes i n indtv tdual Off ices. Included are papers that relate t o

a; attendance ' a t wrL, copier o f reports o f attendance and overtime (On Fom 4395--Tlme and Attendance Report (ffw Cards) 1, and notices o f holidays;

b. nottces about p a r t i c i p a t i o n i n a t h l e t l c events and employee unions;

c. n o t i f i c a t i o n lists o f employees t o receive Government m d i c a l servtces, fncluding X-rays and imuntrat tons;

d. nottces and l l s t s o f i nd i v idua ls t o receive t ra in ing ;

e. and cunparable or re la ted papers.

(

102.01 GLWERAL PERSONNEL FILES. D o c e n t s t h a t r e l a t e t o the dw-to-dqy

(NCI-374-78-2. 4 Aug 78)(Devfatton from GRS 1. 1130~. Oct 82)

DESTROY WHEN 1 YEAR OLD.

102.02 OFFICE PERSONNEL RE61STEP FILES. Documents used i n accounting for o f f i c e v i s i t o rs . r e t l e c t l n a oerronnel a r r t v a l s and deDartures. (Xl-374-78-2, 4 Aus 781 (GR; 18, $18. Oct 82)

DESTROY YHEN 6 MONTE? OLD.

NOTE: An example i s the reg i s te r s ign-fn sheet maintained a t the n a i n reccptton desk o f Headquarters and subordinate elements.

102.03 PERSONNEL LOCATOR FILES. k u n e n t s r e f l e c t i n g the niune, address. tcleuhone number. and s lm t la r data for each ind i v idua l assigned t o the of f ice. (Ntl-374-78-2, 4 Aug 78)

DESTROY 1 YEAR N T E R SEPARATION OR TRANSFER OF THE INDIVIDUAL.

102.04 EMPLOYEE RECORD FILES. (Halntatned by supewtror of tnd lv tdual TUZU?/ civilian employee) documents containing tnfonnatton per ta in ing to 102-08 lnd iv ldual c t v t l i a n employees, inc lud ing assigned respons ib i l t t i es of

individuals. copies o f perfonnance appraisal s, and l e t t e r s of apprectatton and conmendatton.

OFFER TU TRANSFERRING INDIVIDUAL FOR HIS/HER OW DISPOSITION; OR (El-374-78-2, 4 Aug 78)

PSYIEU AT ENQ OF YEAR ANI! DESTROY DOCUMENTS WHICH HAVE BEEN SUPERSEDED OR WHICH PERTAIN TO INDIVIDUALS NO LONGER ASSIGNED TO THE OFFICE, YHICHEVER IS THE EARLIER.

101 -8

102.0'. JCE DESCR:FTIOE FILES. Documents describing positions irr an off lce mT-u5 t h a t are used i n day-to-day suDervisorv relationships. Included are

supervisor's copies of OF 8' (Position Description). SF 52, Request for Personnel Action, DNA Form 482, Civilian Personnel Certification, D N A Form 122 (General Performance Appraisal System Rat lng) , and similar documents. (NC1-374-78-2, 4 Aug 78) (GRS 1, #7b(2). Oct 82)

DESTROY WEN POSITION IS ABOLISHED OR DESCRIPTION IS SUPERSEDED.

102.06 SEPARATION FOR MILITARY SERVICE FILES. Standard Fom .7B (Employee Record Card) used i n considering employees separated for military service for posltion change actions i n absentia. (NCl-374-78-2.. 4 Aug .

. . . . 78 1 . .

DESTROY ON SEPARATION OR TRANSFER OF EMPLOYEE.

102.07 PERSONNEL ACTIOW PENDING FILES. Operating off ic ia l 5 ' or suspense T U 7 7 7 copies o f sF7ZTRe quest for Personnel .Action) for various categories

of. c iv i l ian personnel actinns. such as- accessions. posltion changes, ra te of pay changes, and separatlons.

DESTROY ON RECEIPT OF NOTIFICATION OF COMPLETION OF REQUESTED PERSONNEL ACTION.

(El-374-78-2. 4 Aug 78)

102.08 STANDARDS OF CONDUCT FILES. Documents relating t o procedures used t o assure that a l l Dersonnei fu l ly understand the standards of conduct and ethics requiied of then. included are periodic statements signed by a l l personnel t h a t they have read applicable directfves, and related documents.

DESTROY AFTER THE NEXT PERIODIC APPLICATIOR OF THE PROCEDURE, OR 1 YEAR AFTER OBSOLESCENCE OF THE PROCEDURE.

102.09 TEMPDRARY DUTY FILES. Copies of requests and authorizat iox for TDY lT2=l7 'for military and c ivi l ian personnel and related documents.

DESTROY YHEN 1 YEA2 OLD, OR I F SEPARATE FILE MAINTAINED OIJ EACH INDIVIDUAL, DESTROY ON DEPARTURE OF INDIVIDUAL FROM AGENCY.

Documentation a t classes or meetings i n the local area for whlch no TDY orders (DO 1610s) are approprlate.

DESTROY WHEN 1 YEAR OLD, OR I F SEPARATE FILE MAINTAINED ON EACH INDIVIDUAL. DESTROY ON DEPARTURE OF INDIVIDUAL FROM AGENCY.

(El-374-78-2, 4 Aug 78)(GRS 1, 128. Oct 82)

[Wtl-374-78-2, 4 Avg 78) IGRS 9, P4 & #S. Oct 82)

102.10 LOCAL TRAVEL FILES.

102.11 -- 102.12 not used

102.13 OFFICE MILITARY PERSONNEL FILES. Documents relatfng t o t h e supervisim o f military personnel perfomance/duty i n a s t a f f office. Included are papers pertaining to- classification, promotion. orders, sponsors, indebtedness, leave, enlistment, waivers, statements of service, bonus, evaluations. identification, group 1 i f e insurance,

101-9

app1i:ations for a>pointrent, ap3lication for outside employment, academic and lndfvidual training reports and instructor evaluations, and related documents. (NC1-374-78-2. 4 hug 78)

DESTROY 1 YEAR A n E R TRANSFER OR SEPARATION OF INDIVIDUAL OR OFFER TO INDIVIDUAL PRIOR TO TRANSFER OR SEPARATIDN.

103 REFERENCE FILES. This section descrfbes files nafntained t o provide a mJ source of reference materials readily avallable t o the office.

103.01 REFfREKf PUBLICATION FILES. Copies of publications issued by any mJm element o f PHA , other Government agencies, and -non-Govennent

oqanfzatfons maintalned for reference within the office.

DESTROY UHEN SUPERSEDED OR OBSOLETE, OR NO LONGER NEEDED.

(NCl-374-78-2, 4 kg 78)

(NC1-374-78-2, 4 Aug 781

103.02 READING/HESSAGE REFERENCE FILES. Copies of outgoin9 conmrnfcations =/ vncluding messages). arrangedchronologically and maintained for 10364 periodic review by s taff officers. (NU-374-78-2, 4 Aug 78)

DESTRDY UHEN I YEAR OLD. EARLIER DISPOSITION NAY BE AUTHORIZED.

NOTE: Copf ts of incoming correspondence/messages w i l l be placed i n the appropriate mission files.

103.03 POLICY AND PRECEDEKT FILES. Extra copies of documents ertablishfng DolicY o r Drecedent for future and continulna action. Nonnallr such i s l e i are .maintained a t t h e operating leve i and consist solely of statements of policy or procedure. (GRS 23. ‘6, Dct 821

(Ntl-374-78-2, 4 Aug 78)

DESTROY IND!YIDUAL DOtUt.El5S YHEN SUPERSEDED OR OBSOLETE.

103.04 TECHNICAL REFERENCE FILESYGRS 23, #6, Oct 821 lmm a. Mottan pictures, sound recordings, photographs. negatives, slfdes. video tapes, vugraphs, magnetic cards. or tapes retafned for reference purposes. It4edia source data)

DESTROY UHEN SUPERSEOEO, OBSOLETE, OR N@ LONGER NEEDED FOR REFERENCE.

b. Printed matertal. special compflations of data, drawings, periodicals, books, clippings. brochures, catalogs, vendor price l i s t s , and similar material maintained i n notebooks o r folders.

REVIEH ANNUALLY ND DESTROY MATERIAL OF NO FURTHER REFERENCE VALUE.

c. Computef tapes or disks. floppy disks o r other medium used t o store or manipulate data.

IF I N STILL USABLE CC!IDITIOI!, REISSUE FOR USE AFTER DATA HAS BEEN TRANSFERRED TO OTHER MEDIUM OR OTHERWISE DISPOSED OF.

101-10

DNAFFS [ 5C15.4B I*

101 101.01 m - 101.03 m m 101.06

101.07 m -

101.09

101.10 mT;TT m

1C1.13

no t used 101.14

1P1.15

101.16

101.17

101.18

FILE YITLE PRE-

DNAFFS

ADt.IINISTR4llVE FILES 1 01 -01

- Office General Management Fi les . . Publicity Files

m v e kcurity/Protective services

k y Report Files

Management Suwey Reports buty Reporting Fi les

Housekeeping Instruction Files Directorate Internal Instruction Files

Correspondence Preparati on Procedures F i 1 es brf ice Organization k i ies D p Files

Records Access Files Records Access (Addi t iona l Duties) Files Record Access and Signature Authorization Files

Security Container Record Fi les Security Container Infornation FIles

Office Classified Document Receipt Files Off ice Classified Document Regi ster/Control

Classlfiel Docmen: Register/Control Files

Temporary Internal Receipt Files

Office Nonregistered Classified Document Destruction cer t i f icate Files

. . es

Files

Nonregistered Classified Document Destructton Certificate Files

C1 assiffed Destruction Certif icate FIles

Office Ma$l Control Files Ha51 Control Files

101 -02

101-03 101-04 .

101 -05

101 -06 101 -07

101 -08

1 D1-0; 101 -1 0

101-11 101-12

101 -1 3

101-14

101-14

101-15

*The most recent version of f i l e nunbers and/or t i t l e s i s underscored.

CT-1

Office Flnancial 'Files iJ1.14 Travel ExpenGi ture Files

Office Service and Supply F i les 101.20 Office Supply/Expenditure Fi les TOnT m i c e Services/Repair Files m Pub1 ication suppiy/o is t r lbufion Fi les

Office Property Record Fi les 101.23 Property Record Ftlcs

Offtcc Equipment Approval and Utfliration Fi les 121.24 Equipment Survey and Disposal Files

Classified Hatter Inventory Reportfng Files ?01.25 Inventory Reporting Files

-

-

.-

iG1.26 Security Classification Regrading Fi les

101.27 Privacy Disclosure Accounting Files - 122 OFFICE PERSOWEL FILES

Office General Personnel Fi les 102.0! General Personnel Fi les

lC2.L: Office Personnel Register Fi les

!C2.C3 Personnel Locator F i l e s Office Persennel Locator Files

Supervisor/Kanager Employee Record F i les

1CZ.G: Employee Record Files

1c2.05 Job Oescriptlon Files m2-n Separation for Military Service Fi les

Pending Request F i les Personnel Action Pece'ng Files - 1 C Z . G 7

nct used Duty Roster Files 102.08 Standard of Conduct Files m e d Security Awareness b i l e s

1emoorarv.Outr Travel Files

PRE- ONAFFS

101-16

101-17

101-18

~ 101-19

101 -20

101 -21

101 -25

102-01 !

lC2-02

i S2-03

132-04 6 102-08

102-05 102-06

132-07

102-05 102-1 0 102-1 1

102-1 2 102.09 TemporaG O u t > Files m Local Travel k i les

CT-2

OIJkCFS (5015.481’ FILE TITLE

102.11 - 102-12 n o t used

102.13 Office Military Personnel Files

103 REFERENCE FILES 103.01 Reference Publications Fjles -

Reading Files Office Message Reference Files - 103.02 Reading/Message Reference Files

103.03 Polfcy and Precedent Files rn Technical Reference Files

PRE- DtiAFFS - 102-1 3

103-01

103-03 103-04

103-05 103-02

CT-3

- 2c1 COW1Ot.I t.lISSION FILES (Aaencywide Records) encompass adninistrativc f i l e s related soecificallv t o the office mission rather t h a n general a&inist;atIve matiers described i n the 101, 102. and 103 sections. (See Conversion Tables.) (NCl-374-78-1, 4 AUg 78)

201 .01 ADMINISTRATIVE FILES. (Ntl-374-78-1, 4 Aug 78) Docwnts relating to t h e overall routfne adnlnistration of office d S S ~ 0 n rc t lvl t ies , but excluslve o f rpeclflc nisslon flles. These f i l m Include, b u t are not l l m l t e d t o -- a. 'Routlne cannents/coordlnatlon on ngulatfons. directives, or other publicatlons prepared by mother office w i t h primary responsibility. I f cments result In addl t ional action affecting the mission of t h e office, documents should be f i le6 w l t h the appropriate misslon f i les .

- .. i.

DESTROY kYEC A?F;ICASLE INSTRUCTIOK IS PJSCIh'E: CK IS SUPERSEDED.

b. Messages use6 f o r expeditious fnterlm changes t o instructions.

DESTROY WHEN APPLICABLE INSTRUCTION IS RESCINDEC OF. IS SUPERSEDED. EARLIER DISPOSAL IS AUTHORIZED.

c. E v a l u a t i o n by office of suggestions t h a t do not result I n issuing a n instruction or e s t a b l i s h i n g a project.

DESTROY WHEN 2 YEARS OLD.

d. Program and budget documents, cost reduction repcrts. Directorate submissions f o r annual historical sum.t*ies, and conparable management reports prepared t o submit data tc offices responslble for these management functions.

DESTROY WHEN 2 YEARS OLD.

e. operatlons u i t h l n the offlce functional area.

Documents relrtlng generally t o the appl icat ion of UPS and PCH

DESTROY WHEN 2 YEARS OLD.

f . Annual historical summaries (Directorate submissions)ldeleted - see item 201.d. above)

f. General administrative matters n o t Identified elsewhere i n comon mission f i l e s .

DESTROY WHEN SUPERSEDED OR OBSOLETE,

200-1

FY. 02 #FPFFF'E*'T CYLES. PrCmeits r e l s t i n g t o a f reewnts between eleron:_r ween DllA -and other K i l i t a r y Services O r Federal ot DNA. bet

a9encfes. or between DNA and other non-federal Organizations or agencies; bu t not wi th fore ign countr ies. These agreements are negotiated t o provic'e f o r continued understanding between rrcognfzed o w r n f u t i o n s and DNA f o r the purpose of providing o r obtaining vr r lous types o f support servfces. The services include log is t fc . medical. rdmfnfstrat lve. fin protect lon. f 4 c i l l t t e s , payrol l . and s im i la r support on a one-time or contfnulng basis; and on a relobursable or nonreimbursable barfs. Included are agmements, agreement checkl ists, rmendrPents, review cements, and r e h t c d correspondence.

a. Of f i ce requesting support and

-

(Kl-374-78-1. 4 A u g 78)

(1) AGREEMENTS INVOLVING TRANSFER O F PERSONNEL SPACES AND W.T.TEF.IEL K I L L BE DESTRGYEG C YEAFS PFTEI: SUPERS&SS!X. CANCELLATION, OR TERMINATIOE O F AGREEMENT.

( 2 ) AGREEMNTS HOT INVOLVEC I!! TRAESFEE OF PERSONNEL SPACES AND HATERIEL UILL BE DESTROYED 3 YEARS AFTER SUPERSESSION, C M E L L A T I O E , OF TERI!IIXT!C!! OF THE AGPECtEWT. EARLIER DISPOSAL IS AUTHORIZED.

b. Reviewlng of f ices;

DESTROY 1 YEAR AFTER SUPEPSESSIOW, CAt!CELLATION, OR TERI!INATIf!tl O F THE AGREEMENT. EARLIER D!SPOSAL IS AUTHORIZED.

201. @3 RRIEFIHGS/PRESEN~ATIONS F I L E S . Docments used by DNA personnel f o r Dart ic iDat ion i n svmDosrums/bresentations a t outside aaencies and non-Federal i n s t l t i t i o n s , as' WE;? a s (nliouse brief jngs: Include< i s documentation on the general agency mission and spec i f i c prpjects i n which DNA takes part . i n the f c m o f spec ia l ly preparel handouts, vu-graphs, 35mn sl ldes. and s i m i l a r documents.

DESTROY ON SUPERSESSION OR O B S O L E S C E E E .

(Kl-374-78-1, .! Attg 78) ' .

- 201 .04 CONFERENCE AND CObt t ITTEE RECOROS (Kl-372-78-1, 4 AUg 78) (GRS 16. #IZ, O c t 821

a. pol i c y o f in ternal comnittees.

DESTROY 2 YEARS AFTER TERILINATION OF C O W T T E E .

b. Agenda. minutes. f i n a l reports, and re la ted records documenting accomplirhnents o f the comni t tee.

Records re la t i ng t o establishment, organization, membership and

DESTROY WHEN 3 YEARS OLD OR WHEK N O LONGER NEEDED FOR REFERENCE.

c. Information copies of per iodic interagency repor ts received by DNA members of interagency corn i t tees (members other than chaiman o r recording secretary):

2@@-?

DESTPOY VVFV SUPERSEND. OBSOLETE, OR NO LONGER )‘CEDED F@R REFERENCE, OR TRANSFERRED TO REPLACEMENT 01: cOt::ITTEE OR DESTROY ON TEWINATXOh’ O f COMUTTEE.

201.05 REFERENCE FILES. Documents used t o FACILITATE the perfonnance o f the office mission a s distinguished from those Official records necessary to DOCUMEtIT perfonnance of the m i srion. (Kl-374-78-1, 4 Aug 78)

a. Cards ltsttngs, indices, and similar documents used. t o factlitate or control work:

DESTROY WHEN 110 LONGER NEEDED.

Copfes o f ntssion-related and similar reproduced materials t h a t

DESTROY WHEN SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED FOR REFEPE NC E.

(GRS 23, # 5 , OCT 82)

b. do not fal l w i t h t n the descriptton for reference publications:

20&?

zi: m

202.01 m=m

20?.10 -

20?.lOa

-

1h 'TiPt :C.TIWl PLAt:!::tX FILES. These f i l e s re la te t o fornulat ion of t h e DNA Dosi t ion on arms neootiat lons and re la ted matters. (KCI - m - e i - i , 6 rar 81

ARNS NEG?TlATIOli AKD POLICY FILES. Documents resu l t i ng from the d r a f t i n g of l n temat lona l agreements o r other instrcraents which ha ye i n t e r m t i onal m i l i t a r y , a i l f try-economic, O f n ~ l l t a r y - p o l i t f c a l Implications. They a lso Include documents r e f l e c t i n g m i l i t a r y consideratlons I n the r r l r t i o n s h i p o f the United States t o the United Nations. Prmanent f i les Include f f na l verslons o f reports and po l i cy papers as w e l l as r e l a t e d background materials. such as memorandums, aiessages, correspondence, drafts, concurrences, and other records. (NC1-374-81-1, 6 Mar 81 1

PERMANENT. LONGER I E E M C FCP CVRREWT OPERATIOI!S.

OFFER TO N4TIONAL ARCHIVES YHEN 30 Y E N S Ou1 OR WEN NO

PRIVACY ACT FILES (maintained f n o f f i c e o f General Counsel, Readquarters, DNA) IGPS 14, C c t 82)

PRIVACY ACT REQUESTS FILES. F i l e s created i n response t o requests from ind iv idua ls t o ga in access t o t h e i r records or t o any fnfonnation i n the records per ta fn ing t o them, as provided f o r under 5 U.S.C. 552all). F f l e s contain o r i g i n a l request, copy o f r e p l y thereto. and u l l re la ted supporting documents, which may Include the o f f k i a l f i l e copy of records nquested of copy thereof.

(1 1 Correspondence and supporting docwn ts (EXCLUDING the o f f l c i a l f i l e copy o f the records requested f f f i l e d hemin).

(6RS 14, 125, &t 82)

( a ) Granting access t o a l l the requested records:

DESTROY 2 YEARS AFTER DATE OF REPLY.

(b) Responding t o ' requests fo r nonexistent records; t o requestors who provide Inadequate descr ipt ions; and t o those who f a i l to pay agency reproduction fees:

- 1. Requests NOT appealed.

DESTROY 2 YEAPS AFTER DATE OF REPLY.

2. Requests appealed.

DESTP.OY AS AUTHORIZED UNDER 203.10b.

(c ) DeQ'ing access t o 311 o r part o f the records requested:

- 1. Requests NOT appealed.

DESTROY 5 YEARS AFTER DATE OF REPLY.

-

201-1

- 2. Requests appealed.

DESTROY AS AUTHORIZED UNDER 203.10b.

( 2 1 O f f i c i a l f l l e copy o f requested records:

DISPOSE OF IN ACCORDAHCE YITH APPROVED AGEKY DISPOSITION ImTRllCTIONS FOR THE RELATED RECORDS, OR WITH THE RELATED PRIVXY ACT REQUEST, WHICHEVER IS LATER.

203.1Ob PRIVACY ACT AMENDENT CASE FILES. Flles r e l a t i n g t o an -Individual's request to amend a record per ta fn ing t o t h a t indiv idual as p m v f d t d f o r under 5 U.S.C. 552a(d)(2); t o the Ind iv idual 's request f o r a review o f an agency's refusal to the Ind lv ldual 's request t o mend a record as provided f o r under 552afd)(3); and t o any c i v i l ac t ion brought by the ind iv idual against the refuslng agency as provided under 5 U.S.C. 552a(g). (GRS 14. t26, Dct 82)

(1) Includes i nd i v idua l ' s requests t o amend and/or review n f u s a t o amend. copies o f

Requests t o amend agreed t o by agenc . agency's rep l tes thereto, and *elated materials.

DISPOSE OF IN KCORDACE WITH THE APPROVED DISPOSITION INSTRLKTIONS FOR THE RELATED SUBJECT INDIVIDUAL'S RECORD OR 4 YEARS AFTER AGEKY'S AGREEMENT TO AMEND. WHICHEVER IS LATER.

(2) Requests t o amend refused by agencx. Includes Ind iv idual 's nauests t o amend and t o review refusal t o amend, copies of agency's rep l ies thereto, statement o f disagreement, agency j u s t i f i c a t i o n f o r re fusa l t o amend a record, and re la ted materiai 5.

DISPOSE OF IN KCOROAhCE WITH THE APPROVED DISPOSITION -._ _ _ - ~ ... .

INSTRlKTIDtk FOR THE RELATED SUWECT INDIVIDUAL'S RECORD; 4 YEARS AFTER DETERMXNATIOII BY AGEKY; OR 3 YEARS AFTER FINAL ADJUDICATION BY COURTS, WHICHEVER IS LATER.

(31 Appealed requests t o amend. Includes a l l f i l e s created i n responding t o appeals under the Privacy Act f o r refusal by an agency t o a n d a record.

DISPOSE OF IN ACCORDANCE WITH THE APPROVE0 DISPOSlTIOt~ INSTRKTIONS FOR THE RELATED SUBJECT INDIVIDUAL'S RECORD OR 3 YEARS AFTER FINAL ADJUDICATION BY COURTS, WHICHEVER IS LATER.

203.10~ PRIVKY ACT ACCOUNTING OF DISCLOSURE FILES. F i l e s maintalned under the provisions o f 5 U . . . S C 552( a l (c1 f o r an accurate accounting of the date, nature, and purpose o f each disclosure o f a record to - any person o r t o m o t h e r agency, inc lud ing forms, f o r showing the subject Ind iv idual ' 5 name, requestor 's name and address, purpose and date o f disclosure, and proof o f subject ind iv idua l ' s consent when applicable. (GRS 14, 627, Oct 82)

201 -2

203.10d

203.1 De

203.1 O f

203.11

DISPOSE OF IN ACCORCAKE KITH THE APPP.OVED D I S P O S f T I O G 1I:STRKTIOI;S FOR THE RELATED SUBJECT INDIVIDUAL'S RECORDS, OR 5 YURS AFTER THE

LATER. DISCLOSURE FOR WHICH THE A C C O U ~ B I L I T ~ WAS MADE. WHICHEVER IS

PRIVACY KT CONTROL F I L E S . F i les maintained for control purposes 3n responding to requsts, including n g l s t e r s and Slmilar records l i s t i ng date, nature of PB est. and name and address of requestor. ( 6 R S 14, 128, (kt 8 8

(1 ) Registers or l ts t ings:

DESTROY 5 YEARS AFTER DATE O F LAST ENTRY.

12) Other files:

DCSTRCY 5 YEARS AFTER fItiAL ACTION BY THE A G E K Y OR FINAL ALhlUDItATIDN BY COURTS, WHICHEVER* IS LATER.

PRIVACY KT REPORTS F I L E S . Recurring reports and onetime 3 n f o m t i o n requirements relating t o agency implementatton, Including annual reports t o OOD. (GRS 14, #24. Oct 82)

HAINTAIN UKTIL SUPERSEDED BY CURRENT REPORT.

PRIVACY KT GENERAL ADIIINISTRATIVE FILES. R e c o r d s relating t o the general agency implementation of t h e Privacy A c t , Including notices, memoranda. mutine correspondence. and related records. (GRS 14. k30, Dct 82)

11) Syster Notices:

RETAIN M LONG AS SYSTEM OF RECORDS EXISTS. (SUPERSEDED C O P I E S MUST ALSO BE VAINTAINEO.)

( 2 ) Other:

DESTROY WHEN 2 YEARS OLD OR SOOIJER IF NO LONGER NEEDED FOT: ADMINISTRATIVE USE.

STANDARDS OF CONDLCT FILES. These f i l e s are maintained primarily I n the o f f i c e of t h e DNA ke neral Counsel. (El-374-81-63, 16 Apr 81 )

203.11.01 STANDARDS DF C O N D X T F I L E S -- GENERAL (DOD/DNA Insts -- 5500.7. Pr 81) etc.) ( N c - 1 374 - 81 - 63, 16 A

203.11.02 DD FORN 1555s (K1-374-81-63. 16 Apr 8 1 ) f G R S 1, 12 Apr 84)

PIF UPON DEPARTURE Of INDIVIDUAL C O K E R N E D ; DESTROY 6 YEARS AFTER DEPARTURE.

201 -3

2C3.11.03 ETHICS I N GOVERNMENT - GENERAL AOMINISTRATIVE FILES ( E t h i c s i n 8 16 Apr 611- , 225b. Oct Govercawnt Act , etc. I (KI - - 314 81-63

82 1

DESTROY WHEN - SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED FOR ADnIYISTRATIVE PURPOSES.

16 Ap r BiI-TFRS 1 e 4 m, O c t 821

P I F UPON DEPARTURE OF INDIVIOUAL(S) SO DESIGNATED. DESTROY 2 YEARS AFTER DEPARTURE.

203.11.04 SENIOR -' LOYEE DESIGNATIONS ANNUM REVIEY F I L E S (Kl-374-81-63,

203.11.05 SF 278s (Kl-374-31-63, 16 Apr 81) (GRS 1. #25(8)(2),.0ct 82)

204 -

204.01

2G0.02

204.03

204.04

DESTROY WHEN 6 YEARS OLD; EXCEPT THAT W C M N T S NEEOEO ON AN ONGOING INVESTIGATIOIC MILL B m h E D Ut lTIL YO LONGER NEEOEO FOR THE INVESTIGATION.

MANPOUER AUTHORIZATION FILES. These f i l e s are maintained p r imar i l y i n the Hanpower and Organization Division, Headauarters. DNA. w i th a small po r t i on being -maintained i n the Personnel Div is ion, -F ie ld Comwnd, DNA.

AUTHORIZATION MANAGEMENT REPORT FILES. Contains f i l e copies o f reports generated by the Wnpwer and Organtrat ion Divtsion. Reports deal wi th such subjects as au thor f ra t ion strength by program elment . C i v i l t a n High Grade. and o ther reports required.

CUT OFF AT THE END OF E K l i FY; OESTRGY 5 YEARS AFTER CUTOFF.

(SI-374-81-3, 21 Oct 81)

(K1-374-81-3. 21 O E t 81)

C I V I L I A N POSITION MANAGEMENT FILES. Contafns correspondence re la t i ng t o the management of c i v i l i a n authorizations, t o include cef l ings. reductions-in-force, etc. (K1-374-81-3. 21 O c t 81)

CUT OFF AT THE CLOSE OF'EACH FY; DESTROY WHEN 5 YEARS OLD.

PROGRM4ING DOCUMENTS. Contains only those programing documents dealing w i th manpower ce i l ings/s t rengths such as Dectsion Package Sets (OPS). Program Decision b r a n d a (PDH), and Program Objective Memoranda (POM), and background, source, and feeder mater ia ls generated I n the Manpower and Organization Division. (K1-374-81-3. 21 Oct 81)

DESTROY WHEN SUPERSEGED OR NO LONGER NEEDED FOR AOhINISTFATIVE PURPOSES.

AOVAKEO ALAOEMIC DEGREE REQUIREMENT FILES. Includes documents which support t h e establishment o f advanced academic degree requiremen'ts f o r m i l i t a r y manpower authorizations. (Kl-374-81-3, 21 Oct 81)

201 -4

DXTROY WEt! SUPERSEDED OR NO LONGER WEEDED FOR ADIlINISTRP.Ti\rE USE.

204.05 IUNPOWER CHANGE REQUESTS. Includes correspondence, DNA Forms 107, and machine 11 stings which i d e n t i f y the 4uthOrfZatiOns and organizational chanies rcqucsted and contain jUSt i f icat ion, cootdinrt fon. bnd approval/dfsrpproval statements. fK1-374-81-3, 21 Oct 81 1

b. Approved requests:

PERMANENT; CUT OFF AT THE CLOSE OF EACH FY; RETIRE TO UNRC III 5-YEAR BLOCKS; OFFER TO NATIONAL ARCHIVES 20 YEARS AFTER CUTOFF.

b. Dtsrpproved requests:

CUT O F F AT THE CLOSE OF WH FY; DESTROY WHEN 1 YEAR OLD. r

J O I N T MNPOWER PROGRAM DOtUMENTS. Includes Par t 1 (0 anization o i n t Table o f D i s t r i b u t i o n '3 for a l l and Functions) and P a r t X I ( J

a c t i v i t i e s o f DNA.

204.M

(K1-374-81-3, 21 Dct 81)

a. Monthly and quar te r ly reports:

(1) MONTHLY - CUT O F F THE LAST DAY W E K H CALENDAR MONTH, D L S T R ~ l YEAR OLD.

(2) QUARTCRlY - CUT O F F THE LAST DAY DF EACH FISCAL QUARTER. DESTR- YEARS OLD.

b. Annual reports: ( G R S l€ , #13b, Oct 82)

PERMANENT; CUT OFF THE LAST DAY OF EACH FY; R E T I R E TO WNRC.

CUTOFF. OFFER TO NATIONAL ARCHIVES IN 5-YEAR BLOCKS 20 YEARS AFTER

204.07 C I V I L I A N P O S I T I O N ESSENTIALITY STATEMENTS. Contalns DNA Form 482, Request t o F I l l C i v i l i a n Pos i t ion o r Change Pos i t ion Description. and the most current copy o f the pos i t ion 's descr ip t ion o f duties. (wtl-374-81-3, 21 Oct 81)

DESTROY WHEN SUPERSEDED. OBSOLETE, OR NO LON6ER NEEDEC FOR ADMINISTRATIVE PURPOSES.

204. DB WANPOWER DATA F I L E S . Contains recap i tu la t i on o f manpower author izat ion data used i n the day-to-dw nanaaement o f aoency e - - - manpower resources. (K1-374-81-3, 21 O c t 81)

DESTROY UHEN SUPERSEDED. OBSOLETE, OR NO LONGER NEEDED FOR ADHINISTRATIVE PURPOSES.

- 205 HANPDWER STANDARD STUDY RECORDS. These f i l e s accunulate mainly i n the Ma npower and 0 rganizat ion D i v i s i o n , Headquarters. DNA. 1K1-374-81-3. 21 O c t 81)

201 -5

27’.?1 -

205.02

205.03 -

206 ZITI21 5

t!AW”~.TP STAWPPP PEPPPTS. Tncludes docwents deal in; ,I! t h t h e development of manpower standards from Prelirninarv Renorts t o F i n a l Reports. requirements. (NC1’-374-81-3. Oct 81)

DESTROY WHEN SUPERSEDED OR NO LONGER NEEDED FOR REFERENCE.

METHODS IWROVEHENT REPORTS. Includes d o c w n t s resultlng from the examination of present operatlng methods with a vfcu toward lmplemntatlon of more e f f ic ien t work u t h o d r . mnaaempnt

Standard‘ reports deal w i t h t h e detenhiat ion of staffing

1-----..- -. . . - ~ . .. _ _ ___, tkhniques, and reduction of costs o f operatlon. Dct 81) (6RS 16, n4. Oct 82, w/changetl

(NC1-374-81-3, 21 . .

DESTROY WHEN CO1VLETED STUDY IS 5 YEARS OLD.

SPECIAL PROJECT FILES. Includes documents developed In less structured way than for 205.01 and 205.02. Reauests may be of a one-time nature o r f g i n a t i n g fran elther i n t e r n a l or- external organlzational elements.

DESTROY WHEN SUPERSEDED OR NO LONGER NEEDEL! FOR REFERENCE.

MNACMENT IMPROVMNT. SPACE HANAGMENT, AND RESOURCES ES . lhese f i l e s S U l t f rom p l a n n l n g and

-rating methods, organlzatlonal structures, and misslons. In addl t ion . the f i l e s cover flndlng and implementing more eff ic lent work methods and management techniques. a n d nductlon of costs of operatlons. Y l t h the cxceptlon of Space Management Control Files, wh ich are malntalned largely In Logistics and Engineering Offlces a t various levels I n DNA, these f i l e s accumulate i n varlous offices throughout DNA. (RETA!N--PEtIDIliG APPROVAL OF OISPOSITION STANDARDS BY NATIONAL ARCHIVES AHD RECORDS AMlINI STRATION 1

(NCl-374-81-3, 21 Dct 81 )

206.01 -- no t used

206.02 MAHAGMEKT IMPPOVEMEIIT PROJECT FILES. Documents covering projects m which result i n ln t roduct ion of different manners and methods of plannlng and dolng work which results In increased effectlveness and efficiency. Included ape studies, charts. coordinations, s ta t i s t ica l data. and similar documents.

,

206.03 RESOURCES CONSERVATION PROGRAM FILES. Documents relatlng t o m s e t t i n g of goals and time-phased schedules for accamplithment Of approved goals. Included are schedules, goals. recccmndations, approvals/disapprovaIs, changes, and related documents. ,

201 -6

206.04 m

206 .OS -

207 ( m / 2 2 4 i

207.01 rn

207.02 m/ 223-04

SUPERSESSION.

SPACE CUNAGMENT CONTROL FILES. Documents r e l a t i n g to the control and a11ocation of o f f ice space. Included a n surveys o f space requirements; requests f o r addi t ional space O r Changes i n space locat ions; space al locat ions. releases. and npo f t s ; o f f ice layouts; requests for aoves, a l terat ions, and repairs; and slmilar documents.

sUmRSEDED, OBSOLETE, OR NO LONGER NEEDED FC: REFERENCE.

FEASIBILITY STUDIES. Studies conducted before the I n s t r l l a t i o n o f any technology o r equfpment associated bdth f n f o m a t i o n Qanagement systems, such as word processing, copiers, micrographics, and comnunlcations; studies rnd s y s t m analyses fo r the i n i t i a l c s t a b l f s h e n t and major changes o f these systems. Such studles t y p i c a l l y Include a conslderat ion of the a l te rna t ives t o the proposed s y s t m and a cost /benef i t analysfs, Inc lud ing an analysis o f the Improved e f f i c i a n c y and ef fect iveness t o be expected from the proposed system. (GRS 16, 114, Oct 82)

DESTROY WHEN THE COMPLETED STUDY IS 5 YEARS DLD.

INSPECTOR GENERAL AND CMND/GENERAL INSPECTION FILES. These mles r e l a t e t o tne planning rnd execution o f Nuclear Weapons Technical Inspections (NUTI )(DNA's Defense Nuclear Surety Inspecttons (DNSIs) o f varlous Service organfrat ions by Inspector General NUT1 team members, and ColrPand/General Inspections conducted by the Inspector 6encral. NUTI f i les accumulate exc lus ive ly i n FCONA (FCZ) and i n t h e DNA I G Off lce. Ccamand/kmral Inspect ion f i l e s acclmwlate e rc lus fve l y i n the DNA I6 Off ice. (NCl-774-81-6, 30 Mar 81)

NUWDNSI COORDINATION FILES. Docuncnts re la ted t o coordinating and consol iaat lng planned l'nspections. Included are not i f i ca t ions o f fnpendtng tnspectton dates, f t inc rar fes , and d o c w n t s requesting rdmin l s t ra t i ve support. (NC1-374-81-6, 30 Chr 81 1

DESTROY AFT€R 2 YEARS I N CFA.

NUTI/ONSI AFTER-ACTION FILES. Included are the copies o f the l e t t e r report sent to th e Inspected organlzct fon fo r correct ive action, rupporttng p ipers essent ia l t o and f i l e d with the report, and correspondence from the lnspected organlzat ion Ind icat ing cor rec t ive ac t i on taken. Quarterly, Semf-Annual, Annual reports t o JCS, 000, rnd Services are a lso f l l e d l n thls section. (NCl-374-81-6, 30 Mar 81

201-7

207.03 ZnTr

207.01 Zm5

208

2 1 ~ 2 2 7 m, '219/

PERMANENT. CUT OFF Oh' COMPLCTIOI4 OF INSPECTION, RETIRE TO UNRC 2 YEARS AFTER CUTOFF. (FCDtlA I t - TRANSFER TO FCONA RHA FOR 3 YEARS SDORE RETIREMENT TO UNRC); WFER TO NATIONAL ARCHIVES I N 10-YEAR BLOCKS 20-30 YEARS AFTER CUTOFF.

WWANDlGENERAL INSPECTION FILES. bC~If tent5 re la ted to planned 7nspections of SUDoralnate e l rncn ts o f HQ DNA (WRRI, FCDNA). Included are n o t i f i c a t f o n of lmpendlng lnrpectlon, rupport lng papers essential t o Inspection, and the repo r t of c o m c t i v e acttot i requlred a f t e r Inspection, and correspondence from the lnspected organization Ind i ca t i ng the correct ive Action taken. (Kl-374-81-6, 30 thr 81)

PERWNENT. CUT OFF ON COMPLETION OF INSPECTION. RETIRE TO UNRC 2 YEARS AFTER CUTOFF. (FCDNA It - TRANSFER TO FCDWA RHA FOR 3 YEARS BEFORE RETIREMENT TO WNRC); OFFER 70 NATIONAL ARCHIVES l N 10-YEAR SLOCLS 25-3G YEARS AFTER CUTOFF.

IG COIfPUINT/IUVESTIGATfVE FILES. Documents accrnwrlated by Ynspectors general aurtng tne processing o f complaints and requests f o r advfce, arsf stance, o r fnfomation/bocullents conterning a l legat ions n q u i r i n g exminat ion and evaluat ion o f sworn t c s t f m n y and docrwntary evidence. (NC1-374-81-6, 30 Hat 81)

a. Inves t iga t ive f i l e s (widespread pub l ic o r congressional in terest , fnvo lv ing tnvestfgatton o f al leged v to la t fons o f laws, EOs and d i rec t i ves de f in ing the p e m i r s l b l e scope of US l n te l l l pence a c t l v l t l t s ; develops I n t o Inves t iga t ion o f espionage. sabotage, o r subversion; involves systemic problams of DNA admin is t ra t ion or r e s u l t s i n s i g n i f i c a n t changes i n DNA organtzr t lon o r po l i c ies ; are deemed t o be h i s t o r i c a l l y s i g n i f i c a n t by the DNA IG):

PERMANENT. CUT OFF ON CO1,WLETION OF ICVESTIGATIOF(. RETIRE TO M R C 2 YEARS AFTER CUTOFF. LFCONA 16 - TUNSFER TO FCONA RHA

ARCHIYES IN 10-YEAR 'BlMKS 20-30 YEARS AFTER CUTOFF. FOR 3 YEARS BEFORE RE7lREMENT 70 WRC); O F F E R TO NATIONAL

b. All other Inves t iga t ive fi les:

DESTROY 1 YEAR AFTER COMPLETION AND CLOSE OF CASE.

INFORWTION MANAGEMENT FILES. These f i l e s r e s u l t from the p1 annrng, pub11 shl ng, and rnplementatlon o f procedures f o r managing the creation, maintenance, use, and d ispos l t lon o f DNA records; operation o f the DNA reports cont ro l system which Is designed t o cont ro l reports, c rea t lon of addi t i ona l repor t ing requirements, and the e l i n l n a t l o n of unnecessary reports; procedures t o design and cont ro l the use, numbering, and d i s t r i b u t f o n of fomr; and preparation, review, and issue o f pub l l ca t ion t and maintenance of record and reference sets o f publ icat ions. These f l l e s accumulate p r imar f l y i n the Off ices of the DNA Records Management Officer/HO Fonns Management Offfccr, and Publ lcat fonr Control O f f i c e r of the HQ Support Services O i v t s i o n and the l!ijltary PgrSgnnel D W f J i O n ;

-

201 -8

the Reports Planagement Officer, Headquarters. DNA; the Records Admintstrator and FomS Mnagcacnt Offtcer. fCDNA; and the Records M n a g m n t Offtcer/Prtnting Control Officer, AFRRI. (Kl-374-81-7, 30 Ibr 81)

208.01 RECORDS W\NAGE#NT SURVEY FILES. Oocurncnts +clit(ng t o preparation m/ f o r , ana conduct of, surveys t o provide 8dvtce and asststance on, 220-02 or t o evaluate the effectiveness of , -cords management

opcratlons. Included are notiffcations of and reports on. surveys, reports. or correcttve action taken, Orglnitat~Onal char t s , statements of function, copies of d tnc t ives , I lStS Of personnel responsible for records management, vollnnc of records data , copies of training materials, authorhe6 deviations, drafts, and related d o c m e n t i .

Records Administrators. HQ'DNA, FCDNA and AFRRI:

CUT OFF ANNUALLY. DESTROY WHEN 6 YEARS OLD. EARLIER DISPOSAL IS AUTHORIZED I F RECORDS ARE SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED FOR REFERENCE.

NGTE: The Directorate/Department copy of t h e survey ( f t lcd under 101.G6) may be retained u n t i l superseded by n e x t survey report, f f survey i s conducted on a less t h a n annual basis.

(NC1-374-81-7, 30 Mar 81) (6RS 16, /11, Oct 82)

208.02 ACCESS TO INFORtU\TION FILES. Documents r e l a t i n g t o DNA procedures and restr ic t tons on the release o f c l rss l f led and unclassified f n f o m t i o n from f i l e s , release o f coples, and the grant ing o f access t o records fo r off ic ia l or unofffclal research. Included are case f t l e s ui t h requests, approvalr/disapproval E, and related papers.

Offtce responsible for controlling access t o DNA records i n the custody of the YNRC and the National Archtves:

CUT OFF ON EXPIRATION OF AUTHORIZATION. DESTROY 6 YEARS MTER CUTOFF.

specrtrc instances o f t u r n r r n l n g or aenylng copies of, access t o . or fnformation from records uhlch do not contain safeguarded o r privlleged Infornation. Included are requests for records or approving or denying access. (tU1-374-81-7, 30 Mar 81) lGRS 18,

DESTROY WHEN 2 YEARS OLD.

NOTE: These f t l e s normally accumulate In offices or rctivitles having custody o f extensive f i l e s relating to nurterous functional areas, such a s records h o l d i n g areas m d certain centralized f i l e arcas.

(NCl-374-81-7, 30 Mar 81 l(Exceptlon to 6RS 18, Y7. Oct 821

208.03 NONSAFEGUARDED INFORMATlDN RELEASE FILES. Docuncnts e l attng t o Zzv-vs

Y ? , Oct 82)

201-9

w

208.05 mrm

208.06 72um

208.07

208.08 m

NOTE:

208.09 m/ 21 9-02

RECORDS DISPOSITIDN STANDARDS AND DISPOSAL FILES. D o c w n t s re la t i ng to recomenaattons for at SDOSltlOn StabrfUS f o r DNA records: Included are appraisals, author t ta t ions by Congress - o r the Archfv ls t o f t he Unttcd States f o r Iuned i r te disposal of closed Out records o r Archival moroval f o r d i seos i t i on standards far current m o r d s ; or dlsrppr&ls. (NC1-374181-7, 30 Mar 81) (GAS 16. C3a. Apr 84)

DESTROY WHEN RELATED RECORDS ARE DESTROYED. TRANSFERRED TO THE NATIONAL ARCHIVES OR WEN NO LONGER NEEDED FOR W I N I S T R A T I V E OR REFEREKE PURPOSES.

RECORDS LEATOR AND DISPOSITION FILES. Documents r e f l e c t i n g f l l e s mar nav* M en re t i red . incluoea are records th l rmcnt l l s t s (SF 13551, c l a s s l f t e d document l t s t i ngs , and r c l i t e d d o c w n t s . (NU-374-81-7, 30 Mar 81) (GRS 16. t3a, Oct 82)

Offfces o f Records A&lntstrators, HQ DNA, FCDNA, and M R R I :

DESTROY AFTER RELATED RECORDS ARE DESTROYED, OR WHEN NO LONGER NEEDED FOR ADMINISTRATIVE OR REFERENCE PURPOSES.

CHARGE-OUT SUSPENSE FILES. Docurn ts mal ntalned I n records holding areas r c f l e c t l n g Charge-out and date f i les a n t o be returned. Included are suspense s l l p s o r authorfred charge-out forms. INCl-374-81-7. 30 tbr 81 1

DESTROY WEN LAST ENTRY HAS BEEN W E .

RECORDS HOLDING REPORTING FILES. (REPORT NO LONGER REQUIRED)

RECORDS DISPOSITION STANDARD EXCEPTION FILES. Documents re f l ec t1 ng e x t eD t t on t o records d i sDoS1 tton Standards authorized by responsible records managcmeni o f f l c f a l s . Included are requests, rpprovals/dlsapprovals, and re la ted documents maintained by the Records Arh in ls t ra tors ; HQ DNA, FCDNA, and AFRRI. (NC1-374-81-7, 30 Mar 81) (6RS 16. #6r, Oct 82)

DESTROY WEN RELATED RECORDS ARE DESTROYED OR WHEN NO LONGER NEEDED FOR ADMINISTRATIVE OR REFERENCE PURPOSES.

Off ices t h a t have been granted excepttons w i l l f i l e the exceptions I n t h e Records hnagement Folder.

REPORTS CONTROL CASES AND REGISTER FILES. Documents used t o contro l asstgnment o f reports contro l symbols, approval o f one-time repor t ing requtrements, and re la ted documents. (NC1-374-81-7, 30 Hat 81)(GRS 16, #B, Oct 82)

DESTROY 2 YEARS AFTER THE REPORT IS DISCOkTINUED.

201-10

208.10 m

208.11 mm

208.12 m

208.13 2TE=m

208.14 -

FORMS MANAGEMENT REPORTING FILES. Docucnts r e l a t f n ~ t o r r p ~ r t ~ on progress I n forms management, Including worksheets and re la ted correspondence. (NCl-374-81-7, 30 Mar 81) (Exception t o GRS 16, ill. Oct 82)

a. DNA F o n s Management Of f lcer :

DESTROY YHEN 5 YEARS OLD.

b. FCDNA 6 AFRRI Forms Management Of f icers :

DESTROY YHEN 2 YEARS OLD.

W W R I C A L FILES (INTERNAL). Documents accumulattng i n o f f i ces having r u t n o r l t y t o approve foms and resu l t i ng from contideratton, approval/disapproval, cont ro l o f use, and updating o r rescission o f spec l f i c forms. Included rre requests f o r approval, ins t ruct ions govemtng use o f the fonn. and a copy o f each e d i t l o n o f the forn. (NC1-374-81-7, 30 Mar 81) (Exception t o 6RS 16, #4a, Dct 82)

D U , FCDNA. and AFRRI Foms bnagement Of f icers :

DESTROY 3 YEARS AFTER CANCELLATION OF FORM.

NUERICAL FILES (EXTERNAL). Documents used w l t h i n the 3u r l sd i c t i ona l area of the f o m s aanagcment office but approved by other agencies or of f l ces . Included a n copies o f forms. ins t ruc t tons f o r use, and coordination papers. (NCl-374-81-7. 30 Mar 81 1

DESTROY 1 YEAR AFTER CANCELLATION of FORMS.

FUNCTIONAL FILES. A c o l l e c t i o n o f fonns, arranged by functtonal c l r s s l f i c a t l o n , used t o a s s i s t i n tak ing foms management acttons, such as dekrmln ing whether new forns should be developed and approved and whether e x i s t i n g foms should be consolidated o r reDlaced by other fonns. Included are c o d e s o f each form used wtihtn thi area served by the f o r k management o f f i ce . (NC1-374-81-7, 30 Mar 81)

DESTROY WHEN DISCONTINUEO, SUPERSEDED, OR OBSOLETE.

FORMS NLMBER REGISTER FILES. Documents used to record and control 'fhe arrlgnmtnt of fonn numbers, cons is t ing o f an entry i n the reg ts te r f o r each asslgned f o m number. INCl-374-81-7, 30 Har 81 1

OETROY ON DISCONTINUANCE OR OBSOLESCENCE OF ALL FORMS ENTERED ON THE PAGE OR WHEN A REVISED PAGE HCJ BEEN PREPARED.

201 -1 1

23E.15 FORKS UANAGCKKT SURVEY FILES. -/ conducting form unrgcnwnt surveys to provlde r ss l s t rnce rnd 218-07 evaluate the ef fect lveness o f foms ianagcraent progrms. Included

r r e n o t i f i c a t i o n ' o f v i s l t s . organlzatlonal charts, W t a v n t s of functions. appl icable forms management d l rect lves, fOmS control and usage data, survey schedules, reports o f c o r n c t f v e rc t ton taken. and re la ted documents. (Kl-374-61-7, 30 Cur 81)(GRS 16, 111. O c t 821

a. OM Foms Management Of f icer :

DESTROY 5 YEARS AFTER NEXT COMPARABLE SURVEY.

b. FCDNA rnd AFRRI Foms Managmnt Off icers:

DESTROY YHEN 2 YEARS OLD.

Documents used i n preparing f c r and

208.16 na-m PUBLICATION RECORD SET FILES. These w l l l cons is t o f one o r lg lna l slgned copy o f each Ins t ruc t i on or change Issued a t the l eve l s o f camnand specl f ied below. Publ lcat lons w i t h i n t h t s s e t w l l l be f i l e d numerically. Documents described I n a rnd b below w l l l not be charged out o r posted. Responsible officials w l l 1 Insure t h a t each record se t Is complete and that I t I s r e t i r e d t o the WNRC. The Headquarters Support k r v l c e s D iv l s lon ruthenttcates and matntalns record sets o f DNA Instruct ions. Publ lcat lons t o be fncluded I n pub l lca t lon record sets are l i m i t e d t o those described I n a and b below. Items I d e n t i f i e d i n c and d below are categorles t o be malntalncd I n r p e c f a l l y designated o f f i ces . (NCI-374-81-7, 30 Mar 81) (GRS 16, #la. Oct 82)

a . Inst ruct tons re la ted t o Agency program ( m i s s t o n ) functfons (GRS

(1). Inst ruct fons published f n HQ w i t h DNA-wfde apy l t cab t l f t y and I n AFRRI ufth Institute-wide r p p l l c a b i l f t y :

PEREUXENT. CUT OFF OM SUPERSESSION OR OBSOLESCE%€. RETIRE TO WNRC 2 YEARS AFTER CUTOFF. OFFER TO NATIOI4AL ARCHIVES I N 5-YEAR BLOCKS WEN 20-25 YEARS OLD.

(2). FCONA Inst ruct tons and FCDNA Supplements t o DNA

PERMANENT. CUT OFF ON SUPERSESSION OR OBSOLESCENCE. TRANSFER TO FCONA RHA 2 YEARS AFTER CUTOFF AND TO THE WNRC 5 YEARS AFTER CUTOFF. OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS YHEN 20-25 YEARS OLD.

b. Ins t ruc t ions re la ted t o rout ine Administrat ive functions (e.9. payrol l , procurement, personnel )(GRS 16. Ylc):

16, bias oc t 82. w m ) :

- Instruct lons:

DESTROY YHEN SUPERSEDED OR OBSOLETE.

201 -1 2

c. Operational HanUdlS (i.e. J o l n t Nuclear Weapons Pub l fca t ion System (JNWPS).

PERHANENT. CUT OFF ON SUPERSESSION OR OBSOLESCENCE. TRAtlSFER TO FCDNA RHA 2 YEARS AFTER CUTOFF AND TO THE WRC 5 YEARS NTER CUTOFF. YEARS OLD (1.E. 1980-1984 BLOCK I N 2005).

OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS YHEN 20 (CRS 16s I l A ) .

d. Director, DNA Po l i cy Le t te rs

Pro osed O i sposi t t o n RETIRE TO

$%%LE%R%AR BLOCKS YHEN TOTAL VOLUME REACHES 1 CUBIC FOOT. OFFER TO NATIONAL ARCHIVES 20 YEARS AFTER DATE OF LCST I T W IN SHIPMENT.

ON SUPERSESSION OR OBSOLESCENCE.

208.17 PERSONNEL-TYPE ORDER FILES. Publ icat ions tssued t o disseminate 2mm In fo rmat ion and Ins t ruc t ions a f fec t i ng the s t r t u s o f m i l i t a r y

personnel.

CUT OFF ANNUALLY.

DIsposl t lon l ns t ruc t l ons covering orders a f f e c t i n g nll i tay members o f J o i n t k r v t c e agencies a r e governed by ind iv idua l Service r r g u l ations.

( A t q y personnel only) (NC1-374-81-7, 30 Cbr 81)

RETAIN I N CFA 5 YEARS AND DESTROY.

NOTE:

.. i, ! 208.18 PUBLICATION REFERENCE SET FILES. O f f i c i a l s responsible f o r Issuing

1zT-as Dubl icat lons w111 M i n t a l n one se t f o r reference Durooses. T h i s - . _ _ _ s e t w i l l Include:

a. A copy o f those publ lcat fons included I n the 'Record Set";

b. A copy o f o ther publ icat lons f o r which a "Record Set i s not r e q u f n d (weekly bu l l e t tns , etc.1; and

e. A current copy o f operat ional u n u r l s such as JNUPS.

Each fo lde r (o r binder) w i l l be d l s t f n c t l y marked "Reference Set" and w i l l be cu r ren t l y posted.

(NCl-374-81-7, 30 Har 81)

DESTROY YHEN SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED FOR REFERENCE.

208.19 CENTRALIZED BACKGROUND INSTRUCTION FILES. Documents re la t i ng t o 7%m i h e DreDaratlon. nvfcw. and 1 ssue o f DNA o r cmandwide

Inst ruct ions. Included a& ncarmendatlons, coordinating actions. concurrences, and s i m i l a r documents t h a t provfde a basis f o r Issuance o r t h a t con t r ibu te t o the content of the publicattons. (NC1-374-81-7, 30 Mar 81)

a. Pemanent Inst ruct ions:

201 -1 3

i l j H3 Dlik and AFRR::

CUT OFF ON SUPERSESSION OR OBSOLESCENCE. YEARS AFTER CUTOFF.

RETIRE TO YNRC 2 DESTROY 10 YEARS AFTER CUTOFF.

( 2 ) FCDM:

208.20 rn

206.21 22mn

208.22 m

NOTE:

208.23 m

CUT OFF ON SUPERSESSION OR OBSOLESCEKE. TRANSFER TO fCDNA RHA 2 YEARS AFTER CUTOFF. DESTROY 10 YEARS AFTER CUTOFF.

b. Routine Ins t ruc t ions (GRS 16, #Id):

DESTROY YHEN INSTRUCTION IS CANCELLED OR SUPERSEDED.

ILLUSTRATION AND DRAWING FILES. Blueprints, drawtngs. specifications. and artwork' used i n p n p a r i n I l l us t ra t i ons , fncludlng photographlc negatives o f forns. (FCDNA! ' (NCl-374-81-7, 30 Har 81 1

DESTROY ON PRINTING OF THE PUBLICATION, EXCEPT THAT ARTWORK WHICH H b S CONTItlUING USEFULkESS WILL BE RETAINED UNTIL NO LONGER NEEDED.

COPYRIGHT AUTHORIZATICI~ FILES. Docunents author iz ing the use o f c o w r l g h t material. such as i e t t e r s and aweewnts from Publishers. rugiors, o r copyright owners.

OESTWY WHEN 56 YEARS OLD.

(NCl-374-61-7, 30 Mar 81 ) '

RETAIN I N CFA OR RHA.

DIRECTIVES DEVELOPMENT AND EOITING FILES. Documents r e l a t i n g t o the ImDtovement and dWelODIWnt o f DNA d i rec t i ves through edi t ina. changing, and r e w r i t i n g o f ' f i r s t draf ts . Included are &quests f i r wr i te r -ed i to r service; copfes o f f i r s t and f inal d r a f t manuscripts; notes Jnd nmorrndums for record pe:rtalning t o conferences w i th the author, caordi nation,. and research; copies o f related correspondence; and a p r i n t e d copy o f the basic d i r e c t i v e and each change thereto. (NCl-374-81-7. 30 Mar 81

Office nspons lb le f o r edf ttng, developing, and inprovlng the di rect lve: (FCDNA)

DESTROY ON REVISION OR OBSOLESCEKE OF THE RELATED DIRECTIVE.

Documents maintained by proponent o f f i c e s rill be f i l e d w l th re la ted records documenting the preparation o f the d i rec t i ve .

PRINTING PLANT JOB JACKET FILES. Productlon and c o s t records and re la ted processing data. ( t m N A ) (NCl-374-81-2, 30 Mar 81) (GRS 13, #3b, Oct 82)

c

DESTROY WHEN 3 YEARS OLD OR ON INSPECTION, UHICHEVER I S FIRST.

201 -1 4

zoe .24 PRINTING 4ND BINDING REOUISITION FILES. Requistttons, work orders, m and L aIIIDICS ot each unc lass l t led o r tn t tna j o b Droduccd hv ~ - _ _ _ l e t t e r p r i s s o f f s e t and photo d i r e c t process& h eic tss of 1%

DESTROY 1 YEAR AFTER COMPLETION OF JOB.

208.25 PERMANENT ORDER BACKGROUND FILES. Documents r e l a t i n g t o the preparation, n v i t u , and issue o f pcmanent orders. Included a t e documents r e f l c c t t n g coordinattng acttons. recmnendatfons, o r concurrences and s tmt lar documents t h a t provtde a basts for i s s u e o r contr tbute t o the content.

CUT- OFF ON SUPERSESSION OR OBSOLESCENCE. RETIRE TO YNRC 2 YEARS U T E R CUTOFF.

20E. 26 PERIUJXI;: ORDER RECORC SET FILES. m Issued by neaaquarters UNA t or r11,DNA elements. Each folder or binder w i l l be d t s t i n c t l y marked 'Record Set" and documents u l l l n o t be charged ou t o r posted.

PERI.\ANEI~T. CUT OFF AT END OF CALENDAR YEkR. RETIRE TO W1:RC 2 YEARS AFTER CUTOFF. OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS WHEN 20-25 YEARS OLD.

COPICS. (FCONA) (NCl-374-81-7, 30 Cbr 81) (US 13*,13b, Dct 82)

(NC1-374-81-7, 30 FIar 81)

DESTROY 10 YEARS AFTER CUTOFF.

"Record Set" o f penanen; o r c e r s

Ortl-374-81-7. 30 Mar 81)

209 PUBLICATIONS HANAGEMENT FILES. These f t l e s r e l a t e t o the m app l ica t ion o f management pract lces and supervisory contro ls t o the i n i t t a t l o n and preparat ion o f publ icat ions; t o p r in t ing , reproductton, b jnd lng operatjons, plants, and cqujpment; t o contract p r in t tng ; and s tmt la r mdtters. They are rccumuldteC by the FCDNA P r l n t j n g Plant.

t i

(NCl-374-81-8, 21 Oct 801

209 I O 1 PRINTING PLANT ESTABLISHMENT FILES. Documents r r l r t l n g t o the 7253.5 establlshment. relocatron. o r d lsest rb l ls tment o f f i e l d p r i n t i ng

209.02 m

p lan ts and dup l ica t ing f r c l l l t l e s . Included are requests f o i establ i rhmcnt w i t h j u s t i f l c a t l o n data, fnventor les o f equtpfnrnt on hand, Congress~onal and h lgher l e v e l ru thor l ra t tons , and related papers. b u t no t requests and j u s t f f i c a t i o n s for i tems o f p r in t tng equipment. InCl-374-81-8. 21 OEt BO)(Devirt lon ftom 6RS 13, 12, Oct 82)

DESTROY AFTER 2 YEARS OR ON DISCONTINUANCE, YHICHEVER IS EARLIER.

PRINTING EQUIPMENT CONTROL FILES. Documents related t o granting #u tho r i t y t o issue, purchase. rent, exchange. t ransfer, or dispose of p r i n t i ng , btnding, and re la ted a u x i l i a r y equipment. Included are requests f o r and approval o f and j u r t l f l c a t i o n for pr tn t jng bnd reproductton equipment, Congnsr lonal and hfghtr l e v e l approval 5, ru thor tza t tons fo r excess equipment t o .be turned I n t o supply channels fo r disposal, and r e l a b d papers. (NCl-374-81-8, 21 oct 80)

DESTROY 3 YEARS AFTER DISPOSAL OF EQUIPPlENT OR DISAPPROVAL OF bLCQUISITION REQUEST.

201 -1 5

209.03 PRINTING REPORTING FILES. Reports n f l e c t t n g Informat ion on rn Drfnt lna/duDlIcat ion oDcratlons and c a u l m n t mau l red by hlaher _- ~

8uthor i iy i nd /o r t he - ' Jo ln t - Congrestionai C m t t tce on Print ing. Included are cont rac t p r t n t l n g reports, expendlture Statements. pr tn t tng/dupl tcat ing n g t s t e r s . comparable reports m d e l a t e d papers. (NCl-374-81-8, 21 Oct 80)

a. Of f i ce requ i r ing report:

DESTROY YHEN 5 YEARS OLD.

b. Other o f f lces:

OESTROY YHEN 2 YEARS OLD, OR ON DISCONTINUAKE. WHICHEVER IS EARL1 ER.

209.04 PRINTING P L W INSPECTION FILES. Docimntr r e l a t l n g t o Inspecttons 2zm o f f i e l d p r i n t l n g p lan ts and other nproduc t lon f a c t l i t t e s by approprlate comand au tho r l t l es f o r purposes o f recoamending or d i rec t i ng act ions t o increase e f f fc iency and reduce cost o f opcratlons. Included are lnspect lon reports and papers d i r e c t l y re la ted t o them.

a. Inspecting and Inspected Off ices:

(WC1-374-81-8, 21 Dct 80)

DESTROY 1 YEAR AFTER COHPLETION OF THE NEXT COHPARABLE VISIT.

b. Other o f f ices:

DESTROY YHEN 2 YEARS OLD OR OM DISCONTIIUANCE, WHICHEVER IS EARLIER.

209.05 PRiNTING OFFICER FILE - a. Pr tn t i ng and B l n d l q F t l e Requests (DNA Fonn 77s)

OLD.

b. Xopler/Dupl l c r t o r F i l e s

OLD.

c. Other Reproduction Reports

201 -1 6

21 0 m

270.01

210.02

210.03 zzm3

- -

210.04

210.05 226x

-

UOTE:

210.06 22Em

. 21 1 m 1. These automatic described

LD. OR YHEN NO LOUGER NEEDED.

MILITARY HISTORY PROGRAH AND OPERATIONS FILES. These f i l e s tnclude ?.portant hi storlcal docwnts tna t aCcMU1AtC I n offices which have the overall agency responsibility for thr al1ltay hlstory program. (UCl-374-81-9. 30 Mar 81)

HISTORICAL BACKGROUND WTERIAL FILES. (WITHDRWN)

HISTORIANS SOURCE FILES. (WITHDRAUN)

HISTORICAL I Q U I R Y FILES. Data accusulated In answerlng inquiries &out nr stoflcal events or persons. (Kl-374-81-9, 30 Mar Bl)(Exception t o 6RS 14, #3. Oct 82)

DESTROY WHEN OBSOLETE OR NO LONGER NEEDED. MOWEVER. DOCUMENTS THAT POSSESS VALUE TO OTHER 0RGAWIUfIONS.OR OFFICES HAY BE TRANSFERRED.

HISTORICAL PHOTOGRAPHIC FILES. (NOW FILED UNDER 1104.04)

ANNUAL HISTORICAL SUWIRY FILES. Docmnts r e l a t i n g to annual historical smmarles prepared by DUA s t i f f elements and subordinate cmands. Included are annual hlstorlcal smaries ut t h annexes and a t tac tmnts and other directly related documents. (K1-374-81-9, 30 Har 81)

YEARS OLD.

(GRS 16, l lbc , Oct 82)

FERMENT. OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLbCKS YHEN 25-30

ANNUAL HISTORICAL SUllPARIES FOR IUDIVIDUAL DIRECTORATES/DFFICES ARE UOT TO BE FILED I N THIS SERIES, BUT SHOULD BE FILED I N THE COMlOK MISSION FILES, UNDER 201.01. d.

INSTALLATION HISTORICAL FILES. . OoEuwntr ma ln t r ln rd to ref lect a ChrOnolOgIcal rrcord of noteworthy events of (ntenst from an hlstorlcal or statistical standpoint uhlch occur a t an installation or activity.

YEARS OLD.

(Ntl-374-81-9, 30 Har Ell)

PERIWENT. WFER TO WTIONAL ARCHIVES I N 5-YEAR BLOCKS YHEN 25-30

DATA PROCESSING SYSTEMS, PROCEDURES, AND OPERATIONS FILES. '1accumulated 1 n the Ut11 cr O f u, e SUbOrdfMte cmnands of DNA) (NC1-3~81-ID. 5 Feb 81)

troller a t neaaquarters and

fflcs relate to the S t u d y , selectlon, use, and management control of data processlng (ADPI equipment, operations, and systems. A l s o

are f i l e s r e l a t ing to uchine room operatlons rnd to Infomiation and da ta produced through ADP operations.

201-1 7

2. Due t o storage IimIta:!cn;, A3P f a c i l i t i e s n o n a l l y are responslb!e f o - storfng or oainta ln ing data contained on analog and d i g i t a l aagnetic tapes, d isk Packs. data ce l l s , drums, ( c o l l e c t i v e l y re fer red t o here in as nagncttc media), and punched cards 'only. Record and reference copies o f -ports, PrintOUtS, aicrofonns, and s i m i l a r hard copy format containtng lnfonnatlon produced by ADP r c t i v l t i e s should be u i n t a i n e d by the organl rat ional element f o r which i t i s produced.

211.01 PLANNING AND PROGRAMING FILES. Documents r e l a t i n g t o the m aeveiopncnt of plans. poirc ies. and procedures f o r agency and C m a n d automatic data processing systems (AOPS) and program, conversion t o ADPs; and supervision thereof. Included are master P l m S , f e a s l b l l i t y studles. coordinating documents, approvals, disapprovals, charts, dtagruns. and s i m i l a r documents. (El-374-81-10. 5 Feb 81)

a. Approvals and re la ted documents:

CUT OFF ON SUPERSESSION OR TERHINATION OF SYSTEMS OR PROGRAIi. DESTROY 5 YEARS AFTER CUTOFF.

b. Disapprovals m d re la ted documents:

DESTROY WHEN 2 YEARS OLD.

211.02 ADPE ACOUISITION CASE FILES. Documents re la ted t o planning and preparing f o r i n i t l a 1 acqu7si t ion ( inc lud ing selection, evaluation, procurtmcnt, and I n s t a l l a t i o n ) o f ADP equtpfnent, m u l t l p l c equipment when p a r t o f a system, a u x i l i a r y equipment, and rttachmcnts f o r ex i s t i ng equlpmcnt. Included are f e a s i b i l i t y and appl icat ion studles, system spec l f i ca t ton and repor ts o f t h e i r rev4eu. canufacturer 's proposal s and evaluations thereof, docunen;s r e l a t i n g t o i n s t a l l a t i o n o f equipment o r systems. reports of readiness reviews and performance evaluations, benchmark computation I n f o m a t t o n outputs, benclmark accountlng information outputs. and re la ted papers.

a. Of f i ce performing DNA-wide s t a f f respons ib i l i t y f o r the functional area o f AOPS app l ica t ion and equipment se lect lon:

DESTROY 5 YEMS AFTER PEWORWANCE EVALUATION OR 5 YEARS AFTER DETEWIIINATION THAT SUCH AN EVALUATION WILL NOT BE HADE OR THAT THE SYSTM WILL NOT BE INSTALLED. MYEVER, BENCHMARK,

- COMPUTATION INFORMATION OUTPUTS FRON YINNING VENDORS AND VENWRS DECLARED NONRESPONSIVE DUE TO BENCHMARK PERFORHANCE MILL BE DESTROYED 1 YEAR AFTER COMPLETION OF THE PERFORMAIJCE EVALUATION. BENCHNARK COHPUTATION I W O W T I O N OUTPUTS FROM LOSING VENDORS WILL BE DESTROYED 1 YEAR AFTER ACCEPTANCE OF THE SYSTM.

b. Office responsible f o r evaluating the equipment and systems; and acquir ing off lces:

(Ntl-374-81-10, 5 Feb 81 1

DESTROY WHEN 2 YEARS OLD.

201 -1 0

\

217.03 A D P s S P E C I F I C S T U D Y F I L E S . Documents related t o studying spcclffc z?mT Tuncrionai areas t o eezemtne advrntaoes tha t would result frm thc - - - .- use of ADP systems already avallable. Included are Studies, Source data. so1utlons, rdvantrgcs. regulryawnts, kntfl ts , COSt da t a , and related documents (NCl-374-81-10, 5 Feb 81)(6RS 20. Part I , *4 & e5, Dct 82)

DESTROY WHEN 10 YEARS OLD OR WEN SUPERSEDED. OBSOLETE OR NO LONPJEP. WEEDED FOR GUIDANCE, WHICHEVER IS LATER.

211.04 ADP TEST F I L E S . Documents related t o the t e s t i n g of ADPE equipment analor data processing methods and procedures rnd t o t h e t r f a l appllcatton of existtng or proposed d l t a processing systems. Included are requests f o r t e s t s , approvals o r dts~pprovsl s. t e s t reports. and caamunications relating t o the tests. (NC1-374-81-10, 5 Feb 81)

a. Approvals:

DISPOSE OF 1 YEAR AFTER COWLETION W TESTING.

b. Dtsapprovals:

DISPOSE OF WEN NO LONGER NEEDED.

21 1.05 ADP MANAGEMENT REPORTING F I L E S . Documents containing management 225-vG a a w on c o s t s , equipment, staffing. workload crpactties, and

overall rffectlveness of ADP operatfont and docments used t o evaluate rental. DUrChaSe. oDiration. and maintenance costs. Included are reports, briefs, i n d relrted documents. INCl-374-81-10, 5 Feb 81 1

DESTROY 5 YEARS AFTER COMPLETIOIJ OF REPORT.

211.06 ADPs CENTRAL REFERENCE F I L E S . Documents reflecting thc rcquisitfon 2 2 3 m 3 7 I W s t or nonbustness type o f appllcatlons whlch are maintained

as a source of reference. Included are copies of feasibi l i ty and appltcatlons Studies, system speclffcationr, procurement proporats, procurcmnt documents, and related docments. (Kl-374-81-10, 5 Feb 81 1

DESTROY ON SUPERSESSION, OBSOLESCENCE, OR WHEN NO LONGER NEEDED FOR REFERENCE.

211.07 ADPE INVENTORY F I L E S ; Documents reflecting an tnventory o f ADP e a u l m n t avallaole In DNA and t h a t which may becane avatlable In the event of aobf l i r d t i o n or emergency conditions. 5 Feb 81)

(~1-374-81-10,

DESTROY ON SUPERSESSION, OBSOLESCENCE,' OR VH& 10 LONGER WEEDED FOR REFERENCE.

201 -1 9

iil.0f m

21 2 -

21 2 - 212.01- rn -

272.Cl- m 212.11- 2Tmr

- - 21 2.21 - m - 212.26- m - 212.31 m -

ADP SYSTEI A!:[! PR35RAK OESIGC AND SPECIFICATEN FILES. Docunen:s, caras. o r maonettc mema eesqonAtca AS -master tl lcs". " l l b ~ ~ r v -. _. _ _ - _ _ _ f i les ' , o r '&cord copy ftless w h i c h include cmplete ' n e c e s s a ~ documentation and fnst ruct lons f o r operatton of ADP Systems. programs. and jobs. Included are user requests; analyt ical reports; design requirements; system in r t ruct fons; user guides and manuals; I ut , output, and repor t spec i f icat lons and Sops; block

t o o r copies o f appl lcable software and n f e n n c e u t e r i a l s ; job instruct ions; and re la tea f i l e s . (NCl-374-81-10, 5 Feb 8l)lGRS 20, Part I , #6 1 1 7 , Oct 82)

DESTROY AS IN PROGRAM IS RECEIVED, SUPERSEDES PREVIOUS COPY.

dlagrms; 1p ow charts; coding inst ruct ions; t t s t plans; reference

NUCLEAR KAPONS STOCKPILE FILES. The s p e c l r l i t c d tubfunctlonal areas I r e ill c n t l f l e8 under 212.01-212.130 below. S t r i c t l v

~ ~~~ . .. ~~ - . _ ~ ~ ~~

reference k e r f a l my be Segregated 0) on one side of the-foide;, or ( 2 ) I n a fo lde r I m d i a t c l y fo l lowfng the record fo lder. These records are d n t a i n e d almost exc lus ive ly by the Stockpile Management Dlvlsion, Operations Directorate, Headquarters, DNA.

ARCHIVES AND RECORDS ADMIWISTRATION. 1

Polnt Papers (OPYI)

(RETAIH -- PENDING APPROVAL DF DISPOSITION STANDARDS BY NATIONAL

NKLEAR UEAPONS REPORTING FILES. F i l e s per ta ln ing t o DNA's nanage- ment and survel l iance ot tne tvstcn by whlch t h e worldwide status and loca t ion of nuclear weapoir are -accounted f o r and reported. Includes i n f o m a t l o n r e l a t l n g t o prov id lng nuclear weapons s t a t l s t l c a l repo r t s on a n c u r r l n g and spec i r l basis t o o f f i c e s i n OSO, X S , Service haadquarters and contractors. Included are nuclear weapons repor ts (28M). speclal reports, NUREP management group ln fomat lon, YUMtCS, HUtWA, and other re la ted data.

m o r o u DISCONTINUANCE OF AGENCY.

YWMCCS

NUCWA - NUREP

WPE

STOCKPILE EnERGEKY VERIFICATION (SEY) FILES. F l l e s re la t i ng to m's COOrdln~tiOn and act ion f o r Do l ic ies and nrocedurcs on r - - ~ Stockpi le Emergency Ver i f i ca t i on (SEV): SEV tests , SEV agreements, and other re la ted documents.

Included are SEY h i s t o v .

201 -20

212.41- SPECIAL REPORTS (CONTRACTORS) m - 212.51- QUALITV ASSURANCE RELIABILITY TESTING FILES. Files relating to ZlZW s t a f f surveil lance, coorainatron rne policy guidance i n matters

pertaining to nuclear weapons qualtty assurance and r e i t a b i l i t y assessment progrms. Included are program Control documents, stockpile cvaluatton reports , cycles tests, and other related docunents.

-

D m O Y ON DISCONTINUANCE OF AGENCY.

212.91- ALLOCATIOh, DEPLOYMENT, RETIREMENT AND COMPOSITION FILES. m Documents relatlng t o t h e Control. advlce. asststance end implementat+on o f plans and policies of JCS for rllocatlon, canposltlon. deployment and ntfrement of nuclear weapons. Included are deployment plans, nuclear wapons stockplle memorandums, altocation papers, rettrefnent papers and other related documents.

-

CfA. DLmOY ON DISCONTINUANCE OF AGENCY.

212.91 CWOSITION

212.92 ALLOCATION

212.93 DEPLOYMENT

212.94 RETIREHE Nl

\ - - - - 212.96 NUCLEAR YEAPONS QUANTITATIVE HISTORY FILES. Documents which

consist of nuclear weapons quantitative lnfolrrtlon. Included are nuclear weapon stockptle reports from 1947, napons history, deployment reportsu storage lacattons. and other related historical documents.

PERMANENT. RETAIN IN CFA AS LONG AS AGENCY EXISTS. DO NOT DESTROY. OFFER TO NATIONAL ARCHIVES ON DISCOWTI~UANCE AND WHEN CONSISTENT YITH NATIONAL SECURITY.

212.97- MILITARY CHARACTERISTICS/48M REPORT FILES. Files relating t o the preparation of n l l r t ary Char8Cter lZt lCS ‘ I K s ) for approval by the Wflltary Liatson Conmfttee o(LC) and .publication of Nuclear Weapon Character(stics Report (48M). Included are UCs (current end retired). 48M reportsu ntnuter o f HLC wctinps. and Other related documents.

201 -21

21 2.97- m 7 - 212.106 - 212.109- rn 7

212.1 20

212.1 21

212.122

212.123

- - - 212.1 24- 2lm-30- - 212.1 24

213 - 21 3.01

213.02 -

cd Gisposlt ion JY L t A . -0Y ON SUPERSESSION OR OBSOLESCEWCE.

H i 1 I t a r y Charac t e r l s t l c s

4814

EXERCISE FILES (OPSM). Documents re la ted t o planning and execution Of JCS exercises. Included are schedules, scenarios, coordination, and d l m c t l v e docunents.

ION, OBSOLESCENCE, OR YHEN NO LONGER NEEDED FOR REFERENCE.

,

SPECIAL NUCLEAR MATERIAL

wffi

ADVANCED UEAPON TECHNOLOGY

JOINT STRATEGIC PLANNING SYSTEM

SPECIAL PROJECTS

-

BLUE RIBBON PANELS

-RCHIVES AND RECORDS ADMINISTRATION1 EMERGEtCY ACTION FILES (RETAIN -- PENDING APPROVAL OF DISPOSITION

MERGEKY PLANNING ADMINISTRATIVE CORRESPONDENCE FILES. torrespondence f i l e s r e l a t i n g t o administrat ion and ooeration o f the emkrgency plannlng prograti.

EMERGENCY PLANNING AND REPORTING FILES. Documents n l a t l n g t o emergency plannlng, lnc lud lng planning f o r con t inu l t y o f operations and other mrgenc les requl r l n g pnconcef ved p l ans. I n c l uded are plans. f n t t i uc t l ons , changes t o plans, coordlnatlng actions, l n l t l a l , dal ly. fnterfm, and f t na l emergency operatfons reports, and re la ted documents.

a. Record CoplCS o f plans, changes, f i n a l reports, rnd d i r e c t l y re la ted correspondence:

Pro osed D i sposl t i o n

NATIOtlAL ARCHIVES 25 YEARS AFTER CUTOFF OR ON DISCONTINUANCE.

YHEN SUPERSEDED BY A NEW PLAN OR 2 YEARS

201 -22

b. Qcrnalnlng f l les :

d 01s os i t l on PN k I O N , OBSOLESCENCE, OR WHEN 10 LONGLR NEEDED

FOR CURRENT OPERATIONS.

- 213.03 EMERGENCY DIRECTIVES REFERENCE FILES. COpleS Of d lnc t lues and plans rssuea oy t h e Agency [other than those wlntalned i n case f l l e s ) , as well as those issued by F W , other Federal agenclesi State and local governments, rnd the prfvate sector.

OR SUPERSEDED.

- 213.04 EMERGENCY PLANIIING AN0 TRAINING EXERCISES. Reports and other d a t a used f n evaluating capabili t t es demonsfrated during a t r a i n i n g cxerci se.

OLD.

- 214 IU7ERNAL WNAGEHENT CONTROL PROGRAM. The f i l e s drrcrtbed In thls section r t l a t e t o the Internal Ha n a g r r n t Control Program as Implemented i n the Defense Nuclear Agency. Included are f i l e s accumulated as a result of t h e identlficatlon of Assessable Unlts. the conduct of Vulnerablllty Assessments and Internal Management Control Revlews and management of the Progrun. Also Included are requlnments and reporting f i l e s and documents related t o Program Implmntatlon and cxecutlon. These records $ccmulate i n a l l offices w i t h i n DNA, a l t hough t h e OPRs are as follows: Comptroller In Headquarters, DNA; Manpower Mana Cmcnt Office i n FCONA; and Admlnlstratlve Department i n AFRRI. fRETA1N -- PENDING APPROVAL OF

ADMIWISTRATION). DISPDSlTlON STANDARDS BY .NATIONAL ARCHIVES ANI. RECORDS

- 214.01 ASSESSABLE UNIT FILES. Documents accumulated as a result of conductine inventories o f DNA Drograms. r c t lv l t i e s . and projects whfch r e s h t In identlflcatlon vof-Assessable Units- as defined by DODO 5010.38 and DNAl 7040.6, 'Internal Uanagcannt Control Program".

3 YEARS OLO OR YHEN NO LONGER WEEDED, WHICHEVER IS LATER.

214.02 VULNERABILITY ASSESSMENT FILES. Documents accumulated as a result o f conaucting Vulnerablllty A SsessInentS of Assessable Unlts 4s deftned by DODO 50'10.38 and DNAl 7040.6, %tarnal Nanagmnt Control Program".

-

Pro osed O l s oslt lon -3 YEARS OLD OR WEN N O LONGER NEEDED, WHICHEVER IS LATER.

201 -23

214.03 INTERNAL M N A G M E N T COIiTROL REVIEW FILES. Do'crrntnts accumulated a s a r e s u l t o f conductlng o r pa r t l c i pa t l ng i n the conduct of Internal - bbnagmnt Control Re;lews,- Abbreviated In te rna l Management Control Revtews. o r other unaQcacnt reviews conducted for the urpose o f assessing the qua l i t y , effectiveness, or e f f i c i ency o f in ternal management cont ro ls f o r any purpose. Included are documents resu l t l ng from the reviews such as reports. s a t m e n t s o f cor rec t ive actions. v e r i f i c a t i o n s of completion o f correct lve actions. and c o n f l m a t i o n o f completions o f c o r n c t t v e actions.

3 YEARS OLD OR WHEN NO LONGER NEEDED, YHICHEVER I S LATER;

214.04 INTERNAL MNAGEMENT CONTROL REPORT FILES. Documents accumul r t ed a s a r e s u l t of gatnerlng tne data, preparlng, and submitttng reports a s reauired by DODD 5010.38 and DNA1 7W0.6. ' Internal Manaaement t o n t r o i Pro&-am". Included are I n s t k t i o n s , supportt ng docmentatton, copies o f rubmi t t e d reports. and analyses thereof.

3 YEARS OLD OR W E N NO LONGER NEEDED, YHICHEVER IS LATER.

,

201 -24

CONVERSION TARLE ( 2 0 0 s )

OUAff 5 (501 S. 48 )*

202 - 202.01 -

203.11 m. 01

204 -

205

205.01 m37 mn3

- -

PRE - DNAFFS - FILE TITLE

INTERNATIDN4L PLANNING FILES not used

In ternat ional Treaty Ftles Anns k p o t t a t l o n and Poltcy Ftlcs

n o t used

PRIVACY ACT FILES Privacy A c t Request Fflrs Pr ivacy kt ~ n c nament u s e Fllcs Prfvacy kt AC counting o f Dlsclorun’ Ftles Pr ivacy &t co n t r o l F I I cs Pr ivacy &t R cports FIICS Pr ivacy kt 6~ neral ldml n l s t r a t t v c F i les

STANDARDS OF CONDUCT FILES R a n d w a s of Conduct v i 1 es -- General 1 Om m r c s I n Government - 6eneral Admfnistrat ive F i l e s k n c o r u p 1 oyce msjgnatrons knnua1 RevIew F i l e s

%%ATIONAL PLANNING FILES MANPOWER UTIILIZATION FILES k4UPOKR AUTHORIZATIOEl FILES

~UWPOWER STMOARO STUDY RECOROS (mfs rec t fon tncluded tn l n s t r u c t l o n p r i o r tb DNAFFSl Manpower Standard Reports hethoas I n p r o v m n t Reports Specla1 Pro ject F i 1 e t

202 202-01

202-02

202-03- 202-06

207 603

covers m t e r l r l not

*The nost recent version e t t i le nunbc rS and/or titles i s underscorrd.

CT-2-1

ONAfFS (501 5.48 1

206 - 206.01 206.02 - 206.03 -

206.04 -

206.05

2 07 - 207.C1

207.C2 -

_______~

WANAGEMENT IMPROVEMENT, YORK SIMPLIFICATION. AND SPACE ~ G E C I E N T FILES RESOURCES CONSERVATION, ZERO DEFECTS, AWD COrmNICATIWS WITH AND SERVICE TO THE PUBLIC PROGRAn FILES

_. not used M n a g m n t Inpmvcmcnt Projet F i l e s

Resources tonserrat ion Program 6041 rnd Schedule F i l e s Resources Conservatlon Program F i l e s

no t used

Space Mnagement Control F i l e s

not used

Fe rs ib l l i t y Studies

C W D IMSPECTIW AND V IS IT FILES INSPECTOR GENERAL INSPECTION FILES INSPECTOR GENERAL AND CWND/GENERAL INSPECTION FILES

Inspection Coordination F i l es NUT I/ONSI Coordi nati on F i 1 es

not used

Headquarters CollMnd Inspection F i l e s F i e l d Conarnd Inspection Fl lcs HKTI/DNSI After-Action F i l e s

Cormnd/&mral Inspection F i l e s 207.03 Cocnrnd/Gcneral Inspection F i l e s

I6 Colplrtnt Files 207.01 I G colnp l r i n t / I nves t fgs t i vc F i l e s

RECORDS MANAGEMENT FILES REPORTS IUWAGEMENT FILES FORnS MANAGEMENT FILES PUBLICATIONS OPERATIONS AND PROCEDURES FILES

208 INFORMATION MNAGEMENT FILES -

PRE- OWAFFS - 21 6

21 5

21 6-01

21 5-01

21 5-02- 21 5-05

21 6-04

21 6-01 - 216-03

223 L 224

223-01

223-02

223-038 223-04

224-01

224-05

22 0 21 9 21 8 227

CT-2-2

ONAFFS (501 5.46)

208.07

208.02

208.03

- - - 208.04 - 208.05 *mm5 - 208.07

208.08

208.09

- -

208.20 - 208.21 mrzz - 208.23 - 208.24 mKz5 T u n 5 - 209 - 209.01 m mm -

FILE TXTLE

Records Management Survey F i les

kcess t o Informotton F i l e s not used ~. - - - - - - Monsrfe9urtdcd Z n f o r u t i o n Release F i l e s no t used

Records Dtsposit lon Authorization Fllcr Records Dtsposltfon Strndards and Disposal F i l e s

n o t used Records Locator and Dlsposltton F t l es t h r q e - 0 v t s uspensc Files not urea

Records Holdfng Reporting F i l e s (no' longer required1 no t used Records Olspot i t fon Standard Exception F i l e s not utea Reports Control Cater and Register F i l e s

Forns M n a g m n t ReportJng Fflcr Plrnrrrcrl ~ $ 1 cs I Internal 1 . ._ ... - . . - - . . . . - - . -. . . . . - ,

'Rumerlcal F I I es (txternsl l ' Vunritnnnl F ~ I .C .-.._-.-.._. . .._- Fms llunb e r Register F i l e s forms Management Survey Ffl es

I l l u s t r a t i o n and Drawing F i l e s not utea Copyright Author i ta t ton Flles Di rec t l ves Development and a i t t n g F i l e s not ured Prfnting P lan t Job Jacket Fl1es mot Used Pr in t l ng and Bfndjng Requl r l t ton Files Permanent ora e r Backgrouna F11 es k m n e n t Order Record at es

PUBLICATIWS IWNAGOENT FILES not used

R ln t l ng Plrnt Establishment F i l e s Printing Equfpmcnt Control Fi1 es P r i n t l n g Reporttng F11 es

PPE- _D)(AFFS

220-@1 h 220-02 220-03 220-04 220-05 220-05

220-07

220-08 220-09 220-10 220-1 1 1 220-1 2 220-1 3 220-14 220-15 220-16 21 9-01 h 21 9-02 218-01 21 8-02 218-03) 218-04 218-05 218-06h P18-07 220-01 227-02 227-03 227-04 227-05- 227-06 227-07 227-00 221-09 227-1 0 227-1 1 227-12 227-13 227-11 227-15 227-16

226 226-01- 226-05 226-06 226-07 226-08

CT-2-3

SI;AFFS JSOl5.46 )

209.04

210 m. 01 210.02 210.03

1104.10 mT;llh

210.05

-

-

- 210.06 - n7 m. 01 m m m rn m37 m

- ni .03

- 21 2 m m.01- 7KW m- 7nm- m- 2Tmr m- m m- mm- m- mm- -

PRE- DNAFCS FILE TITLE -

Prlnt ing P lan t Inspectlon F t l es not used

MILITARY HISTORY PROGRAM bND OPERATIONS FILES k r s t o r f c a l Background Wtr r i a l f l l es (wiWrawn1 Historians Sour& F t l c s (withdrawn) H is to r ica l Inqutry F i l e s

H is to r fca l Photographic F i l e s

not used Annual Hts to r ica l Stnunary F i l e s not used

Ins ta l 1 a t i on ffl r t o r f cal F i 1 es not used

DATA PROCESSINt SYSTDIS, PRDCEDU..,,, AND OPE.ATl,NS f ILES manning and Programfng k 1 I es

not used m w i s i t f o n case Ff les

not- used

NUCLEAR WEAPONS STOCKPILE FILES Po in t Papers (OPSM) UucIear Ucapons Reporting F t l es

WCS

NUCUA

NUREP

WPE

- - - - Stockpile Emergency Ver i f i ca t i on (SEV) F t l c s

226-09 226-1 0

228 228-01 228-02 228-03

228-04

228-05 228-06 228-07- 228-09 228-1 0 228-1 1 - 228-13

225 225-01 225-02 225-03 225-04 225-05 225-06 225-07 225-08 225-09 225-10- 225-1 3

..

‘3-2-4

DHAFFS PfX- DNAFFS - 1501 5.48) FILE TITLE

212.41- Speclrl Reports (Contrrctors) 2Tmr m- rn m- rn m Coy;a;;;n n-237 m- 112;v4 m m- m ?Em rn m 481! m- = E l s e Flles (OPSH) m m ccial Nuclear Hatcrirl m ffi m E n c e d Weapon Technolopy m m- m m Blue Ribbon Panels

21 3 EWERGENCY ACTION FILES m. 01 m m b r p e n c y Dinct lves Reference Files 7nm -

Nrllty Assurance Rellrbtl l ty festlng Flles

Allocation. Deployment, R e t i r m n t and Composition Flles

Nuclear Weapons Ourntltrttve History Files 111uy Ch aracter is t icsI4m R eport ~ 1 1 es

W l 1 I taw thrrrc te r i s t i c s

3 o i n t st rr t rgrc P i a n n r n g !&stem Spec i a] Pro j ec t r

- Emergency PI rnnlng Adm I n i s t r a t i w Corm spondence Fi 1 es b r g e n c y Planning rnd Reporting F I I es

tncrgcncy PI rnnrng and Trbln lng Exercises

21 4 117.01 Isscssrbie un l t F I ~ cs

INTERIIAL HANAGDENT CONTROL PROGRAM . _..___ ~ ~ - . . . . . - - mraz Vu 1 ne rabf 1 1 t v Arsessmcnt F4lcr _ _ - -- . ~ . .- - - - - - - . . - - m Internr l ~1 nageme n t Control Revtew Files

m - l n t e tn r l M n a g m n t Control Report Fi1 CS

These subject t i t l e s arc no longer used by DNA and included here a t the end of the teblc a i a reminder o f tha t whlch can no longer be used.

STRATEGIC, CUSABILITIES, AND MOBILIUTION PLANNING FILES 203 EMERGENCY PLANNING FILES 204 OPERATIONAL PLANNING AND PROCEDURES FILES 208 PRODUCTION PLANNING AND INDUSTRIAL MOBILIZATION FILES 1406 MOBILIZATION, OPERATIONAL, AND EMERGENCY PLANNING FILES 21 2

203-01 6 203-02

CT-2-5

DIMFS I501 5.48 ) FILE TITLE

212.01 Agency and C m n d Planning F i l e s

Emergency Planning F i l e s Emergency Reporting F i l e s Emergency Plrnnfng and Reporting F f l es Emergency Test and Exercise F l l e s n o t used

212.05 21 2.06

UNCONVENTIONM WARFARE PLANNING FILES

PSYCHOLOGICAL WERATIONS FILES

Organf z r t l ona l Plannlng Ff les Act lvat ion and Status Change F i l e s TDA, CTA, and TMDS Ffles

OPERATIOWL READINESS FILES

MANAGEMENT SURVEY FILES GENERAL CWHBAT DEVELOPMENT FILES COHBAT DEVELOPHEKT STUDY FILES CQIBAT DEVELOPMENT PUTERIAL REQUIRE#NT FILES CU7EAT DEVELOPMN'T TEST Am EXPERIMENTATION FILES COHBAT DEVELOPSENT INTERNATIOWAL STANDARDIZATION FILES OPGANIZATIOflM AN0 DOCTRINAL K D I A FILES

PRE- DNAFFS

20303 203046 20395

20441 20402

204-03 204-046 204-05

205

206

207-01 _ . 207-02

207-04- 20743

207-06

209

21 7 229 230 231 232 233 234

CT-2-6

301 PROGRAMING AMD BUDGETING FILES. (RETAIN--PENDING APPRDVAL OF m ARCHIVES AWD RECORDS ~ I N I S T R A T I O N )

1. These d o c w n t s are created i n the development of time-phased Schedules f o r obtaining f r c i l i t i e s and u t e r i r l required t o meet ObJWtivtS eSbblished by HQ DNA plans. They f u r t h e r relate t o t o m u l a t i o n and executfon of accompanyi ng budgets.

2. The d o c m n t s concern the continuous nViw/@n@lYSfS Of progress i n the fo rnu la t ion and execution o f approved programs and budgets. Revin/analysi s i s concerned w i t h the q u a l i t r t i v e and q u r n t i t r t l v e evaluation of accompl1slmnent of prev ious ly establ ished dSSlOn poals and Include W m n d e d o r suggested changes/revlslons.

3. These f i l e s accuurulete i n the Program and Budget D iv i s ion of the HI) DNA Comptroller. I n addition, they r c c w l r t e i n program and budget elements of AFRRI and FCDNA.

4. F i l e s accumulated by other organizational elements (within HO/AFRRI/FCDNAI I n aeveloping ana executrng programs ana oudgets f o r t h e i r functional awes rre not acscribea I n t h i s sectlon. A l th OUgh Such f l l es r e l a t e to programing ana Duagetlng, TUnCtlOnally they r e l a t e t o the p r i u r y n i r s ions o f the accuewlrting o f f i ces .

5. Di rectorate submissions t o the overallf DNA budget are maintained under 20i.rn~1. to IN a cstroyea 2 years a l t e r Cutof . 301.01 PROGRAI4 AND BUDGET GUIDANCE FXLES. Documents r e l a t i n g to the m d e v e i o w n t . revlew. rmrova l . and issue o f oroaram and budaet

guldanie by a11 rchelon' i o f DNA. sumnary budgets; and d l rec t i ves from OSD Comptroller requ i r i ng HQ DNA preparation, r e v i s i o n and/or updating o f p r o g r m and budget docrnnnts; AFRRI/FCDNA program rnd budget guidance (may be Issued i n the tom of markups t o operating budgets); coord inat ing actions; oper r t fng Schedules; and -related papers.

Proposed D ispos i t ion

a. D f f l c e o f DNA Cooptro l ler responsible f o r preparation, approval. L issue:

Included are rpm-gram o b j e c t i v k ; .

PERMANENT.

20 YEARS AFTER CUTOFF.

CUT OFF AT THE END OF THE CURRENT FY, HOLD 2 YEARS. RETIRE TO WRC: OFFER TO THE NATIONAL ARCHIVES I N 5-YEAR BLOCKS

b. AFRRI/FCONA:

(1) Guidance issued:

DESTROY 6 YEARS AFTER CUTOFF.

301 -1

( 2 ) 6uidance received:

DESTROY ON INCORPORATION I N THE MRRI/FCDNA ~-YEAR'PRoGRAI: OR ON SUPERSESSION OR RECESSION.

301.02 2mm

301.03 Tm=v5

NOTE:

-

DNA BUDGET ESTIMATE FILES. Docurn ts crcated I n HQ DNA preparation, revfew. m e consolieatlon o f budnet est iaates and i n t h e f r w h i r s f o n t o OSD for incorporat ion i n tt% DOD budget. Included @re budget estimates prepared by DNA s t a f f elements fo r t h e i r functional areas o f responsib i l i ty , mlnutes o f budget cam1ttee r e t i n s, Consolidated DNA budget t s t i u t e s , 8pprOVal s, Defense wrkups 9 subjcct/issues) upon which the President's budget I s based, br ie f ings, and presentations on the budget r s t f u t e s f o r n v i c w o f f i c e s l n DOD and W; and re la ted papers.

Proposed Dlsposftton

a. Of f ices responsible f o r preparation, consolidation, m d rpproval:

PERMNENT. CUT OFF AT THE END OF CURRENT FY, HOLD 2 YEARS, RETIRE TO WRC, OFFER TO THE NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS AFTER CUTOFF.

b. AfRRIlfCDNA:

DESfR3Y WHEN 2 YEARS OLD OR WHEN NO LONGER NEEDED FOR ADMINISTRATIVE PURPOSES, YHICHEVER IS EARLIER.

CONGRESSIONAL BUDGET JUSTIFICATION FILES. DocMnnts accumulated by

DNA budget estimates before Congress and Congressional Corm1 t teer. Included arc copies o f revised i n i t i a l budget submissions and re la ted documents.

S im i la r d o c r a n t s r c c u u l a t r d I n nonprogruing and nonbudgeting channels ( f .e. , o f f i c e s 'wsponslble f o r s t a f f supervision o f the program being j u s t i f i e d t o Congress) should be f i l e d i n the appropriate functional f t l e s for that program.

Proposed Dt sposf t t on

j u s t l f i c a t i o n o r testimony:

DNA e lmen ts and t o a lesser extent by AFRRI/FCDNA i n defending

* a . Off ice o f DNA Comptroller 6 o f f i c e responsible f o r presenting

PEWNENT. CUT OFF 'AT THE END OF CURRENT FY, HOLD 2 YEARS,

YEARS AFTER CUTOFF. RETIRE TO WNRC, OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20

b. AFRRI/FCDNA:

DESTROY WHEN 2 YEARS OLD OR ON DISCONTINUANCE.

301 -2

301.04 m

301.05 m

301 .Ob m

ANNUAL FUNDING PROGRAM FILES. Docunents used t o au thor i te HQ A to l n C U r ob l igat ions nccesSaW O c W t ODeratton

whtle Congress and One complete, rppropr t r t ions and r p p o f l i o h n t of funds f o r the n e w fIK8l y8ar. Included are r n m l funding programs and docmrnts d i r e c t l y re la ted t o thtm.

Proposed Dt sposit lon

CUT OFF AT THE END of EACH FY. DESTROY 10 YEARS AFTER THE CLOSE OF THE FY INVOLVED.

PROGW AND BUDGET INPUT FILES. Docuntnts r e l a t l n g t o the furntshing or aata T or DNA program and budget gufdrnce, ' f o r u l a t i o n . and execution. These f i l e s r c c m u l a t e i n HQ DNA/AFRRI/FCDNA.

Proposed D I sport t t on

a. HQ DNA:

(1) Red Books:

PEWNENT. WOLD 2 YEARS I N CFA. RETIRE TO UNRC. OFFER TO . HATIOW. ARCHIVES I N 5-YEAR BLDCKS 20 YEARS A n E R CUTOFF.

( 2 ) White Books:

PERMANENT. HOLD 2 YEARS I N CFA, RETIRE TO MNRC. OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS AFTER CUTOFF.

b. Other o f f i ces :

DESTROY 2 YEARS AFTER END OF TARGET FY OR ON DISCONTINUANCE.

OPERATING AGENCY F I V E YEAR PROGRAMING FILES. Docuacnts re la t tng t o ornarration. review. issue. and charm o f opcratlna ~PCIKY f i v e Year -r- -_ - - programs. These rbgrims -ref lect tn' & t a l i the planned -a p l i c i t t o n o f ?esourtes !programed by DNA f o r r v a l l a b i l f t y ~ towwd accmpl i r lmnnt o f t h e asstgned mission, goals. and workloads o f HQ or f i e l d agencies. DNA program guidance m p l i f l e d , extended. published by operating aQencies cons t i tu tes the f t v e year programs.

Propired D lspos l t ion

a. O f f t c t responstble f o r preparation L Issue:

(1) Cut o f f background papers a t end o f current FY:

(2) Cut o f f pa e t or p a r t s o f program docment h e n superseded.

PEWNENT. HOLD 2 YEARS I N CFA. RETIRE TO HNRC, OFFER 10 NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS AFTER CUTOFF.

rescinded, o r de f eted.

b. Other o f f i ces :

301 -3

DESTROY PRDGRAH DOCUMENTS WHEN SUPERSEDED OR NO LONGER NEEDED FOR WERENCE NO DESTROY OTHER PAPERS WHEN 2 YEARS OLD OR -ON DISCONTINUANCE.

e

301.07 DPERATING BUDGET FILES. D o c w n t s n l a t l n g t o the execution o f ZlDTU current P T D uagets and proprams. Included are backup Papers f o r

current and projected prodrank and budgets.

Proposed D l sposl t i o n

a. HQ of f ices:

PE-NT. CUT OFF AT END OF THE CURRENT FY, HDLD 2 YEARS, RETIRE TO MNRC, OFFER TO YATIWAL ARCHIVES I N 5-VEAR BLOCKS 20 YEARS AFTER CUTOFF.

b. f l e k l o f f lces:

(11 F ina l published budgets:

PERMNEKI. CUT OFF AT THE END OF THE CURRENT FY, HOLD 2

AFTER CUTDFF.

YEARS I N CFA, (FCDNA-TRANSFER TO RHA FOR 3 YEARS), RETIRE TO NNRC, OFFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS

(2) Other records:

DESTROY WEN 3 YEARS OLD.

- 301.08 SPECIAL REFERENCE FILES. ( U D Branch, Program and Budget Diviston. romptroll er. HO DNA)

a. POLICY AND GUIDANCE. Docments rccmula ted by Headquarters DNA re la t i ng t O POD po l l cy and DNA i a p l m n t a t l o n thereof. Documents consist- o f SECDEF. Pollcy Guidance i n d D i n c t f v e s and DNA's camnents and m a w n d a t l o n s and re la ted documents.

b. PLANNING AND PRDGRAPIING. Docunents accumulated i n the l . p l a n t a t l o n , plannlng, progrrnlng, and j u s t i f y i n g o f programs and f i s c a l l e v e l s t o higher echelons and Congress.

c. P R & W EXECLITION. Documents accumulated f n the processing of contracts. HIPR 5. Os. f o r i n i t l a t l o n purposes, as w e l l as those docucnts received per td in lng t o the s tatus o f resources.

Proposed D i sposl t lon

CUT OFF AT END DF EACH FY. DESTROY 3 YEARS AFTER CUTOFF.

302 XNTESRATED FINANCE AND ACCOUNTING FILES. These f i l e s r e l a t e t o m operations o f f i nance and accountlng o f f i ces operattng under t h e lnhgrated accounting system. They a c c m l a t e I n the Hcadquatters DNA &counting and Reports D iv i s fon and the A m d Forces RadlobfolOgY Research Inst i tute Finance and Accountlng Div is ion. (GRS 7 )

l i

302.01 JOURNAL FILES. Documents r e l a t i n g to, and I n c l ~ d i n g . books o f Jm-m or tg lna l en t ry maintained t o record a l l f i nanc ia l transactlons and t o

s u m r r i z e accounttng fo r monthly post lng to the TI' ledger consis t ing o f the w n e r a l journal , and specla1 Journa s such as fun; receipt , fund dlsbursemcnt, and ob l iga t ion journals.

DESTROY 3 YEARS AFTER POSTIN6 JOURNAL DATA TO WE JOURNM LEDGER.

302.02 GENERAL ACCOUNTING LEDGERS. 6eneral Accounts ledgers, rhowlng deb1 t 3tJZTZ ana Cred i t entries ana n f l c c t l n g expenditures i n s u n * y .

12 . Apr 04) (GRS 7,

CUT OFF AT END OF EACH FISCAL YEAR. CLOSE OF ME FISCAL YEAR INVOLVED.

DESTROY 6 YEARS, 3 HDNTHS AFTER

302.03 TRIM BALANCE FILES. T r i a l balances prepared from general ledger 3tZUT accounts.

DESTROY WHEN 3 YEARS OLD OR ON DISCONTINUANCE.

302.04 APPROPRIATION M L O T M N T FILES. A l l o k n t records showtng status o f Jm-v6 ObllQatlOnS ana a l l o tacn ts under each authorized aDDr0DtjItjOn. IGRS .. .

7, r3, Apr 8 4 )

DESTROY 6 YEARS AND 3 MONTHS AFTER THE CLOSE OF THE ,FISAL YEAR INVOLVED.

302.05 REPORTING FILES. Copies o f repor ts forwarded t o h igher echelons such as Department of Defense. Included are the f o l l ow ing reports and re la ted documents: s ta tus o f a1 lo tnents and suballo-nts; schedule of obt lgat lons by a c t i v i t y accounts; status o f r e l d u r s n e n t s ; - miscellaneous n e t d4sbursements and n e t co l lect lons; t ransact ions f o r others; t ransact ions f o r decentral ized rccount lng o f f i ces ; special open allotments; statement o f accountabi l i ty ; slrmary schedule o f transactlons; schedule o f t ransact ion for others; net expenditures, nlnbuscaents. and m l a t e d cash transactlons; s ta tus o f advance payments f o r contracts; s ta tus o f pmgress p I y r n t s for contracts; ob l iga t ions by ob jec t class; repo r t of appropr ia t ion reimbursements; f a f l y housing operat ion and maintenance costs; and s l n l l a r reports.

DESTROY 3 YEARS AFTER DISCONTINUAKE OF ACCOUNT.

302.06 ACCOUNTING D O C W N T FILES. Documents posted to books o f o r i g i n a l entry. TII ey inc lude a l l o t n c n t documents. ob l i na t l on documents,

XEJJF dupl icate copies o f d f sbu rsncn t vouchers; c o l l e c t i o n d k u m n t s ( Inc lud ing cash co l lec t lons) , adjustment d o c w n t s (Including adjustments re la ted t o de f ic ienc ies and lm ulrritles), and re la ted

Statements; check Copies, Coples of outskndlng depository checks; not ices o f exception, and c e r t i f i c a t e s o f deposit; and comparable documents.

b lock ing t i cke ts ; check l l s t lngs for card chec 1 I ; check reconc l l i a t l on

301 -5

Proposed Disposi t ion

303 =/305 306

303.01 mm

303.02 JW-TT

303.03 3r47-6

303.04 m/ 304-15

303.05 Ju6-v6

303.06 -

CUT OFF AT CLOSE OF PERIOD COVERED BY ACCOUNT, WOLD 2 YEARS IN CFA.. RETIRE TO MNRC, DESTROY 6 YEARS, 3 MONTHS AFTER CLOSE OF FISCAL YEAR INVOLVED.

FINANCE AND ACCOUNTING GENERAL OPERATIONS FILES. These f i l e s r e l a t e to general o r mfscei ianeous finance and rccounfing functions inc lud ing al locat ion. r l lotncnt, co l lect ion, and the management of mtscel lamous funds and rcccmulrte I n (1) the C a p t r o l l e r Off ice, AFRRI, which services bo th Heaquarters. DW, and AFRRI; as wel l a s ( 2 ) Colaptroller, F4eld Cospand.

ALLOTMENT FIiES. Documents r e l a t i n g t o t ransact ions making SpeClftc Tunas ai iocared t o a f i s c a l operat ing apcncy r v a l l a b l e f o r ob l iga t ion t o f i e l d ins ta l la t lons . e i t h e r through al lotment o r suballotnwnt, and accumulated by f i s c a l rdm in i s t ra t i ve elements o f DNh. (NCl-374-81-13, NOV 80)IGRS 7, #31, Oct 82)

DESTROY 6 YEARS AND 3 MONTHS AFTER CLOSE OF FISCAL YEAR INVOLVED.

WREST FUND ACCOUNT FILES. Documents r c c w l a t e d by i l p r e s t fund cashiers which r e f l e c t t he rece tp t and accounting for i a p r e s t funds. Included are copies o f retntbursement vouchers and r r c e l p t s f o r funds entrusted t o agent o f f i c e r which a lso d l e c t acknowledgment of re tu rn o f funds and statement o f balance. (Kl-374-81-13, 12 Hov SOI(GRS 7, 14a. Oct 82)

DESTROY WHEN 3 YEARS OLD.

(Kl-371-81-13, 12 Yov 80)

ACCOUNlS/RECEIVABLE PAYABLE FILES. C a r d s and s i n t l s r dOCWntS l n d i cat ina t h e mount n c e l v e d I n o r disbursed t o payees. ~ c ~ 3 7 4 - 8 i - 1 3 , 12 NOV ~ O ) ( G R 7, +4a, Oct 82)

DESTROY 3 YEARS AFTER LAST ENTRY ON CARD OR SIMILAR DOCUMNT.

RECORD OF TRAVEL PAYMENT FILES. Docrrnrnts used t o provide In format lon concerning navaenf t o ind tv ldua ls f o r o f f t c i a l t ravel . (Kl-374-81-13, 12 NO; bo-) DESTROY 1 YEAR AFTER TRANSFER OF INDIVIDUAL OR TERMINATION OF SERV ICE.

AllTHORIZED TIMEKEEPER L I S T FILES. Documents i nd i ca t i ng ind tv ldua ls resoonslble t o r tlmekeeDing. Included are I t s t s . memorandums. and cimkunications. (NCI-37i-8i-13. 12 NOV BO)

DESTROY YHEW SUPERSEDED OR W E N OBSOLETE FOR ANY REASON.

J A PER DIM. Established by the Per Diem and Al lowance Comn i t tee upon tne request of DNA.

301-6

304 m

304. Of m

NOTE :

308.02 3nm

305 * 3l7

305.01 m

i

AUDITING SERVICES FILES. These f l l e s m l a t e to r u d l t s perforned p r ina f l l y by t h e e mrrl Accwnt lng Wf lCe I n perfonwnce o f I t s Qeslgnattd mirs lons rnd t o i n t e r n a l review, i n t e r n a l control, nonrpproprlated fund audlts, r n d other revfews, surreys, rtudtes, and reports. The 6AO-related u t e r l a l r c c w l a t e s u l n l y I n the Herquarters Comptroller Off ice, k c w n t l n g and Reports Div is ion.

UO AUDIT WPORTING FILES. w e by MU . i w i u a e a a n not ices of I n t e n t t o audlt. coptes o f documents furnished 6A0 representatlvrs, coples o f t e n t r t l v e f lndlngs and reconmendattons, advance no t lce of major f indings, reports o f major f indings. repo r t o f e x l t Confemnces, d r a f t mpor ts , f t n r l reports, fol lowup progress reports, c o a r n t s r e l a t l n g to the reports, and canprrable documents.

D o c a n t s accumulated by o f f l c e s o ther than those deslgnated as p o i n t o f contact should be l d e n t l f l e d d t h the function o f the rcculaulattng o f f i ce . .

O f f i c e servtng as 6AO p o l n t o f contact:

a. Flnrl 6AO repor ts r n d f l n a l rep l fes t o 6 A O d r a f t reports:

DESTROY AFTER 10 YEARS I N CFA.

(el-374-81-14, 21 O c t 801

Oocrnncnts mlatlng to repor ts o f r u d l t

(NCl-378-81-14. 21 Oct 80)

b. Ramalnlng documents:

DESTROY ON RECEIPT OF FINAL REPORT.

WONAPPROPRIATED FUND AUDIT FILES. Docucnts r e l a t l n g to the nerfomance o f scheauiea ana sDecia1 aud l t s o f nOnaDDroDrtrted fund i c t l v l t l e s . Included am a u d l t reports, aud l to rs ' '&&papers, and r e l a t t d bocumnts. [E l -37441-14, 21 Oc t 80)

DESTROY M E R CWLETION OF NEXT AUDIT. - ACCOUNTING OFFICE FILES. These f l l e s r e l a t e t o disbursement. Coiiect lon, ana accounting r c t l v l t l r s and accumulate malnly i n the Finance and Accounts 0 4 v i r l o n s Amed Forces Radloblo1ogy Research I n s t i t u t e . oltl-374-81-15, 21 O c t 80)

ACCOUNTING CLASSIFICATION AUDIT FILES. Documents used i n v e r i f y i n g i h e correctness o t rccount lng c l r s s l f i c a t l o n s c l t e d on co l lec t ton , d i s b u r s m n t , and a d j u t k n t docucnts . Included an master n w r l c r 1 l i s t s o f u a l t d accounting c l a s s i f i c r t i o n s and re la ted papers. (El-374-81-15, 21 O c t 80)

DESTROY ALL LAPSED ACCOUNTING CLASSIFICATIONS AT THE END OF EACH FISCAL YEAR.

301-7 .

30'. CONSOllOATED FINANCIAL FILES. These f i l e s accumulate i n the JTEi Accounting ana Reports Division, Headquarters DNA Cmpt ro l le r

Dfflce. They rtlrte t o the consolldrted budgetay. t i n a n c l r l and s t a t f s t f c a l records and reports o f a l l e l g c n t s Of Mc Dcfense Nuclear Agency. (NAURA approval not required)

a l m c t i y relatea a ocuwnts uhich n f l e c t the s-tus o f rppropriat$ons and/or fund accounts. These repor ts are prepared pursuant t o m q u i r r m n t s o f law o r as prescribed by d l rec t l ves issued by OM, the Treasury Department, CAO, Dtit, and Haadquarters, Defense Nuclear -Agency. Included are such r r p o r t s as Budget Status, Analysis o f Appropr l r t lon Status by A c t l v l t y and/or Project, Annual Certification of Unliquidated Obligations and Unobligated Balances. and Reimbursement Reports. F i l e by repo r t month.

a. September reports:

306.01 BUDGETARY REPORTING FILES. Consolidated budgetary repor ts and m

CUT O f f ANNUALLY. DESTROY WHEN 5 YEARS OLO.

b. Other reports: . CUT Off AT END OF FISCAL YEAR, HOLD I N CFA 3 YEARS AND DESTROY.

307 BOtlDING FILES m (RETAIN -- PENDING APPROVAL OF DISPOSITION STANDARDS BY NATIONAL ARCHIVES AIJD RECORDS AOMINISTRATION)

- 307.01 I N D O U U T Y BOND FILES. Or lg ina l indemnity bonds and re la ted documents furn lshea by eaucational i n s t t t u t i o n s f o r care and SsfekeeDfnQ o f 6overment property and tem lna ted by the re tu rn o f the prbpeky by the I n s t i t u t l o n t o DNA.

Proposed Of tpos i t ion

DESTROY 3 YEARS AFTER T E R M I N A T I D N Df BOND.

308 NONAPPROPRIATED FUND ACCOUNTING FILES. These f f les accumulate from m cer ta in revenue proaucrng ana wel fare a c t i v i t i e s deslgned t o contr ibute t o t h e pleasure, comfort, Contentment, and mental and physlcal I r p r o V e m W I t o f m l l l t r y personnel o f the Defense Nuclear Agency. These f l l e s accuDlulatc I n the Of f i ce o f the Unit Fund Custodian, Chief M i l i t a r y .Personnel Dlvislon, Manpower Management and Personnel D l r t c to ra te , HQ, DNA.

308.01 WOWAPPROPRIATED FUND ACCOUNT FILES. Documents on the receipt, 3TcW a1 sbursement, and aMl ln l s t ra t l on o f nonappropriated funds such as

Yel f r re , Unit, and s l m l l a r funds. Included an:

301 -6

a. b. C . d . e. f . 9. h. 1. 3 . k.

Councll books. Cash recetpts. Check books . Cancelled checks.

Bank statements. Vouchers. Invotces.

Dcposft slfps.

Financial statements and reports. Authorisatton control records. Other documents constituting an lntcgral part o f the accounting

system for such funds.

OLD.

301 -9

COWVERSION TABLE (300s)

DNAFFS PRE- DNAFFS - (5015.4B)* FILE TITLE

- 301 PROGRAMING AND BUDGETING FILES 21 0 n o t used 210-01 &

301.01 m. m 3 m m h n u a l Fundlng Progrm ~ 1 1 e s

Program and Budget Guidance F i l e s Budget L i t i n a t e F l l e s tongressional Budget J u s t i f i c a t i o n F i l e s

not used .. _._~

301.05 3u%7K rn Bperating Budget F I 1 es

Program and Budget Input F t l e s bperatfng Agency Five-Year Programing F i l e s

- 301 .OO Special Reference F t l e s a. Pollcy and Guldance

c. Program fxecutlon Piannlng ana Programing

302 m. 01 Journal F l l es

), k n e r a l Accounting Ledger F i l e s ( - 302.02 k n e r a l Ledger F i l e s

INTEGRATED FINANCE AND ACCOUNTING FILES

not used 302.03 T r i a l Balance F l l e s

no t used 302.04 rn - Reportrng F I I es

Approprl a t t on A1 1 otmcnt F i 1 es

302.06 Accounting Document F i l e s 3mm

n o t used

FINANCE AND ACCOUNTING GENERAL OPERATIONS FILES - MILITARY PAY FILES CIVILIAN PERSONNEL PAY AN0 ACCOUNTING FILES FINANCE AND ACCOUNTING GENERAL OPERATIONS FILES - 303

n o t used

n o t used 303.01 Allotment F i l e s

303.02 Imprest Fund Account F l l e s no t usee

21 0-02- 210-03 210-04 21 0-05 210-06 210-07 21 0-08 301 -06 21 0-1 0

302 302-01

302-02

302-03 302-04 302-05

302-07

302 -06

302-08

304 305 306

304-01 304-02 304-03- 304-10 304-11 304-1 2- 304-1 5

+The most recent verslon of f t l e numbers and/or t l t les I s underscored.

CT-3-1

Ol:ArF5 PRE- DNAFFS - (501 5.48 1 FILE TITLE

303.03 - 303.04 -

303.05 - 303.M

304 m.01

304.02

- - - 305 - 305. Of

306 - - 306.01 - 307 -

307. D l

Accounts Payable F l l c Cards Accounts Recclvable/Payablc F I l e s

C i v i l i a n Record o f Travel Payment F l l e s C n l l t d r y Record o f Travel Payment F i l e s Record of Travel Payment F i l e s

n o t used

no t used

n o t used

Authorfted Timekeeper L i s t F i l e s no t usea

JA Per Dim

AUDITING SERV I C E FILES

not usea Audlt R eport lng Files

Nonrpproprlated Fund Audit F i l e s no t used

ACCOUNTING OFFICE FILES ACCOUNTS OFFICE FILES

n o t used

Accounting C l r s s i f i c a t i o n Audl t F i l e s

CONSOLIDATED FINAKIAL FILES not used .

Budgetary Reporting F l l e s no t used

BONDING FILES not used

l n d m n f t y Bond F l l e s

304-16

304-1 9 305-1 5

304-20

305-01 * 305-1 4

306-01 * 306-05 306-06 306-07- 306-23

316-01 31 6-02- 316-13 31 6-1 4 316-1 5

31 7

317-01- 31 7-1 7 317-18

31 8 381 -01 - 318-03 318-04 316-05- 318-25

31 0 310-01 - 31 0-06

310-07

CT-3-2

Old AFFS PRE- DNMFS - ( 501 5.48 1 FILE TITLE

308 WONAPPROPRIATED FUND ACCOUNTING FILES - n o t used

308.01 Nonapproprfated Fund Account F l l e s - not used

31 4

31 4-01 - 314-08

31 4-09

31 4-1 0- 31 4-29

These subject are6s no longer used by DNA arc included here a t the end o f the table as a reminder of t h 6 t whlch can no longer be used.

NONINTEGRATED DISBURSING FILES 303

ARMY STOCK FUND ACCOUNTING FILES 307

PROPERTY AND FUND ACCOUNTING AN0 AWUSTMENT FILES 308 - COST ACCOUNTING FILES 309

6UARANTEED LOAN PROGRAM FILES 31 1

OCE CIVIL WORKS FINANCE AND FISCAL FILES 31 2

FIELD OFFICE CXVIL WRKS FINANCE AND FISCAL FILES 31 3

ARMY AND AIR FORCE MOTION PICTURE SERVICE ACCOUNTING 31 5 FILES

US ARMY FINANCE AND ACCOUNTING CENTER OPEMTIONS FILES

FINANCE AND ACCOUNTING SUBSYSTEM OF CORPS OF ENGINEERS- MANAGDENT INFMWATION SYSTM (COEHIS, FLA)

31 9

320

CT-3-3

401 'ipz r ss i sunce u t t e r s , and flnrnclrl Interest statements and rccimulite

SWEPAL LFGAL FILES. These f l?es re l r te t o lege1 opfnlons, legal

In the offtce of the DNA Gcnrrl Counsel. (NCl-374-81-16, SO br 81)

401.01 LEGAL OPINI@N PRECEDENT F I L E S . Documnts reflecting lege1 opinions comermd Wlth 1 nttrnretatlont of statutes. lwr. troulrtians. . .~ . .. - . . -. . - lnvestlgrtlons~. rnd sln ' l lrr legal r t t e r s , but- excluslh of-document; relrt ing to I specific clrtm. investigrtton, or case. The excluded documents wlll be dlsposed of r l t h the clrlm, inwstlgrtlon, or c u e f l l e to uhlch they pemln. (Ntl-374-81-?6, 30 k r 81)

P E W E N T . WFER TO NATIWN ARCHIYES I N 5-YEAR #OCKS WHEN 20-25 YEARS OLD.

401.02 -- not used

401.03 LEGAL ASSISTANCE CASE F I L E S . Oocments perteining t o personal legal Utters o f n l i i t r y personnel or the l r dependents. Included &re correspondence, morrndums, and oplnlons of legal rsslstance offlcers. (W-374-81-16, 30 #r 811

DESTROY 1 'YEAR AFTER COMPLETION OF THE CASE. EXCEPT THAT SELECTEI! OPINIONS AWD MEHORA~DU~S YITHDRAWW FOR USE AS-PRECEDENTS MY B ~ H E L D UHTIL 10 LONGER IDEOEO FOR REFERENCE.

402 CLAIR (INVESTIGATIllG AHD PROCESSING) AND LITIGIITION FILES. m i 4 1 0 kc rnu l r t ea primrrily by t h e DNA 6 cnerrl co unse1. r w u 3 - 74-81-17, 24

Dec 00)

1. The f l l e s n l r t e t o the investfgr t lon of rccldents or ineldents uhlch my r t su l t In rlrlns i n frvor of or rgalnst the k w r m e n t , rnd the subsequent proccsslnp and settlement of clrfns.

2. A %aster f l l e ' should be p n p r n d when a nmkr of clrlas may result from 4 tlngle Incident or dtuster. The master f i le will contrln the complete r e p o r t of lnvettlgrtlon, a l l exhlbl ts 8f1d r llstlng of all co-clrlaents m d possible clrlmrnts. to-claimant f i l e s need only refer to the 'master clrlm fl le ' and Include only those documents pertrlnlng t o the po r t l cu l r t co-clrlunt not contrlmd i n the 'uster clrfm file'.

3. These f l l e s also rclrte t o rcturl or potentlrl l i t igr t lon i n uhfch the Unltrd States her rn ln t e re t t before clvll courts, rdmtnlstrrtlvc t r ibunals , and rcgulrtoty bodies; to the rclersc of lnfomrtfon fron DWA records for use In privrte l l t lgr t lon, and l l t l g r t l o n In uhlch the Unlted States has an Interest; m d t o t h e rpperrrnce of a l l l t ry personnel w d c lvf l lm employees of the kfense Nuclert Agency as w l t n t S S e S In private l l t lgr t lon In uhlch the Unlted S a t e s has m Interest.

402.01 CLAIH I W E S T I G A T I O N REPORTIWG F I L E S . Docrmcnts reflecting the TLKU? results o t investlgrtion of rcclaents and incidents which could but

do no t result I n the f l l lng of r clrln. Included rm Inns t igr t lon reports, m r l n e crsur l ty reports. statements o f witnesses, m d related papers. (CC1-374-81-17, 24 Dcc 80)

401 -1

....

a. t?eprrtr re la t fnc t c pPSS!!l€ claims q a t n s t the Grvernnent:

OESTPOY YHEI' 10 YEAPS OLD. CUT OFF ON EXPIRATION OF THE PERTICIEMT SATUIOPY PERIOD FOP FILING A CLAIM.

b. Reports re la t tng t o posslble c l a l a s I n favor o f thc Sovemncnt on which nc c la im ex is ts :

DESTROY WHEN 10 YEARS OLD.

NCICCIBAT ACTIVITY CLAI?: FILES. Case f l l e s r e l a t i n g t o c la lns apalnst the Govermnnt r o r aiTath and personal i n ju ry . or f o r dmaqe. loss or destruct ton o f personal and e a 1 property caused by nilltsry personnel and c l v l l l a n employees o f the US 6overnment lnvolved i n noncomCat a c t i v i t i e s . (NCl-374-81-17, 24 Dec 80)

DESTROY 15 YEARS AFTER F i W ACTION ON THE CASE.

LITIthIOI! CASE FILES. b o c m n t s n l a t l n g to actual ob potent ta l legal proceedings i n uh lch DNA, inc ludtng i t s ins tnnnent r l l t ies , has an Interest . I nc lud r t a re a d v l s c y reports; fnv rs t tga t lve reports; l l t i g a t l o n reports; coples o f processes and plcadlngs; c m u n t c a t l o n t w i th DtM agenctes; cmmuntcattons with the Department o f Just ice and Untted States Attorneys, and ut t h other organtrat lons, ac t t v t t l es , and ind iv idua ls both w f th in and wi thout the Federal k v e r m n t ; and relatee papers.

! k w m n t s r e l a t l n g t o 1 t t i g a t t o n m a t t e r s invo lv inq patents, copyrlghts, trademarks. and propr te tary data, and rea l property acaustttons. an proper ly considered a p a r t o f and w l l l be f i l e d i n these f l l e s .

AFTEI? CASES ARE CLOSED.

(NC1-374-81-17, 24 Dec 80)

PEP!'Ab!EII'. OFFER TO tlATIOtIAL ARCHIVES IN 5-YEAP BLOCKS 2@-25 YEAPS

PATENT, CCPYEIGHT. IRADC!ARK, ,All0 PROPRIETARY ORT# F I L E S . These mcs r e l a t e t o c e r t a i n general patent, copyrfght, trademark, proprtetary data and n l a t e d i n t e l l e c t u a l property ac t i v f t t es ; and the I lcenslng. and a s s l g m n t o f such r l g h t by o r f o r the Govermnt. They are accumulated by the D t n c t o r a t r o f ACQUtSltt On I(anagencnt,He&dquattcrs, DNA. (NCl-374-81-18, 30 War 81 1

X.01 - INTELLECTUAL PROPERTY @PINION FILES. Documents n l a t l n g to KDT ? n t e r p n t l n g or renderrng oplnlons on a l l matters r e l a t t n g t o

lnventton, patent, copyright, data, and other f n t e l l e c t u a l property r l g h t s whlch am n o t descrlbed elsewhem I n t h i s sectton. ( ~ : i - 3 7 ~ - t n - i e , 30 m e i ) DESTROY WEE! NO LONGER WEEDED FOR REFERENCE. .

4C1-2

. .

4 04 m CONGRESSIONAL LIAISON FILES. The f i l e s descrlbed i n thls section mllfc to Vlc C OMrCSSlOn41 LIrIson Actlvltles of the O I f @ W Nuclear AgCnCy. Included am f i l & 8CClMlU1ltcd by t h e Wrdwrrter t DNA tanptroller 's Office ' In rrsponding to Congnssiorul l w l r i e s (on behalf of constituents or otherwise). Also lncluded are f i l e s a c c m l r t e d rs a result of corunlcrtlons with and l r w s t s from Congnsslonrl cornlttees such as preparrtlon fo r hear(ngs, staff discussions and meetings, and rrlrted CorrerpOndCnCC and docmntatlon. Also Included are f i l e s accwlrted of officirl Congressionrl d o c u n t a t l o n such as -ittee Reports. Congresrlonal Records. r d Calendars. (Istl-374-81-19. 24 Dcc 80)

404.01 CONGRESSIONAL IQUIRY FILES. Oocunts rccwlrted as r m u t t of '1m45 'tonnrrssionrl Inwi r i e s on a11 matters nlrted to the Defense Nuclear

Agency. Included are letters/docucnts from Congresspersons and their staffs rrqucsting lnfomrtlon fo r themselves or thelr constituents, and documentation reflecting dlsposition of those requests. (NCl-374-81-19. 24 Dec 801 . DESTROY IN CFA WEN 6 YEARS OLD OR WEN Yo LONGER NEEDED. YHICHNER IS LATER.

CONGRESSIONAL VISITS FILES. 404.02 Oocucnts rccwlatcd 8s 1 result of a '2rT-715 V l S l t t h the Def ense Nuclear Agency or r y of Its frcllltles by a

mbcr of Congress or (I Congresrlonrl s ta f f wmkr. Included am 1 documents relrting to thc initirl rewaft or lnvltrt lon, subjects,

schedules, results. mports, ctc. (NCl-374-81-YP. 24 0.c 80)

CUT OFF AT END OF FY. WICHNER IS LATER.

HOLD IN CFA 5 Y W S OR UNTIL NO LONGER NEEDED,

- 404.03 CONGRESSIONAL HEARING FILES. DocuMnts r c c w l @ t e d 8s a t ' t tu l t of he uefense ~ u c ~ e r r Agency's mwrrrnce k f o n rw Cormmssionrl -

Comnlttee for m y rearch. Included are f i l e s r e l a t l i to ichedules, . meetings, And Instruct~onrl uterirlr; otficir! strtacnts;

transcripts; and staffing 6nd coordlnrtion docunwntatlon. (Not t o be confused r l t h f l l r s accuulrted In section 301.03. Congressional Budget Jus t l f lc r t ion Files. 1

. llOL0 IN CFA 5 YEARS OR UNTIL YO LONGER NEEDED. YHICLlEVER IS IATER.

405 I N F O l P U f I O N SERVICES AND COmAND INFO&4ATION FILES. These f i l e s TKl413 rccu~ulate from vlc Dropram es ianea to R eeD the public Infomed of

confidence. m d respect for DNA. Spedf lc r l ly they m T i t a support* t o the DNA rctivlties. the-mby acquiring publ ic . under i tmdi

rclerse of infomatlon to the publlc. rctlon taken i n . coNunction dth civic groups t o Imrove DM co#lnlty nlrtlons, prttlclpation In local. nrtionrl , and internatlonal events, industrial cooperatives, and similar actions which am taken to maintain rnd laprove poblic mlrtlons. In rddltion, these f i l e s nlrte to the

401 -3

p:-yrar: teslgned t o keep t k c scrvlce member lnfcnned c f tk ntlttat;. and c t r l l t a n events, condttlons, po l l c les , and u t lons M ich nay a f fec t hin as an Ind i r tdual . They are r c c m l a t e d by the Public A f fa i r s Of f tce a t Headquarters, DNA. M t c h i s mponsible for s t a f f supervision o f the DNA-wide program. Wl-376-81-20, 21 Oct 8@)

15.01 %D5 coordlnatlon, clearance. and release of 4nfornatlon to. Vlr publ ic

NEVS MEDIA AND RELEASE FILES. Oocucnts n l a t i n g to the pmparatton,

through newspapers, per lodtca l s, fbdf0, t e l e v l sfon, mtfira p i c t u n s publ lc Jppearanccr. 8nd other media of d lsHmiMt lon . m l u d e d are pr tn ted o r processed press releases; speeches; Mdto, te lev is ion, aad not ion ~ l c t u r c scr in ts : and coordinatina documents accrraulated i n - -. - o b t r t n i i g clcarmnccs f o r the releases. (Kl-374-81-20,' 21 Oc t Bo1 (6RS 14. f l . Dct 82)

PtRt'ANEtll. CUT OFF AT ClnSE OF EACH YEAR. RETIRE TO NNRC 2 YEARS KTER CUTOFF. (1 ) OFFER TEXTUAL RECORDS T@ NATIONAL ARCHIYES WEN 20 YEARS OLD

( 2 ) OFFER AUOIOVISUAL RECORDS TO NATIONAL ARCHIVES I N ACCORDCNCE YITH 6PJ 21.

procedures governing the release of I n f o m a t i o n by m u f a c t u r e r s , colleges, un lvers t t le r . rdve r t l s tng agencies, and rfnllrr carmcrcial en t f t f es r e l a t i v e t o DHA contracts o r a c t t v t t t c s rccompltshed by contract. They further r e l a t e t o the c lear ing of l n f o m t l o n a l mater ia ls depict ing DNA themes whlch are w l u n t a r t l y submttted f o r clearance by comereta1 organltat lons. Included are pmposeC arttclcs, technical papers and presentattons, brochures, m t l o n p t c t u n and t e l e v i slon f t lms, photographs and transprrencles, 4nd s imi la r aa tc r l a l s proposed f o r pub l i ca t ton o r n lease ; coordtnating actlons thereon, and s lmf l~r papers.

CUT WF AT THE END OF EACH CY., DESTROY WHEW 6 YEARS OLD.

(E.G., OFFER 1980-1984 BLOCK IN 2E05).

E.CZ COtJl'PACTDR 1NFORIU;lION RELEASE FILES. DoCkmntS n l a t l n g t o

(K1-374-81-20, 21 Oct 80)

X . O ? DNA-ALrTHORED INFORPATION CLEARANCE FILES. Documents m l a t t f g t o the r e v i e w and Clearance f o r DUbllCatfOn o f raaat lnc and book mnuscripts, a r t l c les . abstracts. o r presentations h l c h are authored by DNA mtlttafy 4nd c l v i l i a n personnel on subjects based on o f f t c t a l duttes/functions. Included a r t copies o f the manuscrfptr. text . serjpt, and coordinating act ions on the u n u s c r t p t s and re la ted papers. (NCl-374-81-20. 21 O c t 80)

CUT OFF AT THE END OF EACH CY.

nonrafeguwded o r nonprivf legcd I n f o m a t i o n l n response t o requests or inqut r tes f r o m the publlc. (Ncl-374-81-20, 21 Dct 80)(Exceptton to GRS 14, 13, &t 82)

CUT OFF AT THE END OF EACH CY.

DESTROY WHEN 6 YEARS OLD.

05.04 PUBLIC xnOuIRY FILES. Documents n l a t t n g t o release of

DESTROY WEN 2 YEARS OLD.

I

401 -4

4!5.@5 DNA t M V N I T Y RELhT1Ot4S flLLS. Documents nlrtlna t o the mlntcnance TlTlT ana i ~ r o v e a e n t or nirrront k t rcen DNA and the clvlltrn coamunlty.

Included 8pc papers r e l a t l n g t o the w* of coaarnlty relrttons i n d c l v i l l a n rdvlsoy cm,ittees, mt lngs 4 t h rrpnsentrtlver o f other n l l l t a y rttlvltlrr located i n the tomunfty. open house programs, j o l n t toclrl rctlvltlrs. and other cooperattve endeavors of DNA and the ccanunlty.

CUT OFF AT ME END OF EACH CY.

405.06 BIOGRAPHY FILES. Blogrrphles, photographs, newspaper cllpplngs and relatea doclmcntr p e r t r l n l n g t o leading m l l i t a y . and civlllrn personrl~ttet. Arrrngc r lphrkt lcr l ly . (SI-374-81-20. 21 Oct 80)

(Wtl-374-81-20, 21 Oct 80)

DESTROY WEN 5 YEARS OLD.

405.07 n-m

DESTROY 2 YEARS AFTER RETIREMENT, W S F E R , SEPARATION, OR DEATH OF THE IMfUVIDUAL COKERNEP, OR @N DI!XOtKIMJANCE, WHICHEVER IS EMLIER.

COHHAND IWFORIUTIDH 6E)IERAL FILES. Docucnts rc la t lng t o the general a@mlnlstratlon of t h e cQnMnd rn?omatlon progrrms, such as docmnts nlrti ng to reviews o f cmmnd newspapers. obsarvrtlon m d rnrlysls o f troop oplnlon, prepwatton of infornational Mterlals, and docunnt t concerned wlth Infowntng troops of ms events, pollcles, and of f tc la l rctlons, but exclurlve of tpactflc . f l lcs descrlbed elsewhere. (K1-374-61-20. 21 Oct 80)

CUT OFF AT END OF EACH CY; DEnROY I)! CFA 6 YEARS AFTER CUTOFF.

405.08 IUFCWTXON PRWECT FILES -- WfWS MEDIA -

Proposed Dlsposltlon

405.09 EXERCISE FILES -

Proposed Dt sporl ti on -

406 279 J D D r O V I l . and/or aisawroval o f mauettr for release of fnfomt lon

FEEM)’ OF INFWMTIOP ACT FILES. These f t l e s = l a t e to the vevlew,

f r o m DNA records under t h e Freedm’ o f Infomatlon Act (F@IF.). The f i l e s rre maintained l n the office of thc Publlc Affrirt O f f t C W , Headquarters, DN4. (GPS 14, 116 -- 120, Oct 82)

401 -5

16.01 FOIA REQUEST FILES. Documents r e l a t l n g t o reguests f c r i n fomat ion ITiI'T under tne F O M . lncluded are the o r i g l n a l -quest; a Copy o f the

reply thereto granting rccess. s ta t ing l n r b i l l t y to i d c n t l f y or nonexistence of requested records, and ind ica t tng fees Charged; and w la ted documents.

DESTROY AFTER 2 YEARS I F UOT APPEALED. I F APPEALED. YITHDRAW AND FILE UNDER 406.03.

3 n f o m t l o n under the F U I A . f o r which access t o all or part o f the rcgcs ted record - i s denied. Included art the o r ig ina l request, copies o f the rep ly there to and supporting documentation f o r denial, and r e l i t e d dacumcnts.

DESTROY AFTER 5 Y W . S IF NOT APPEALED.

under the provrsfons o f the F O X Zncluded are the appellant's l e t te r , copy o f rep ly thereto, ant! re la ted supportlng d o c w n t s , which aay Include the o f f i c i a l f i l e copy o f records under appeal or copy thereof. (GRS 14, t l 7 , Oct R 2 1

a. Correspondence and tuppor t lng d o c w n t s (EXCLUDING the f i l e copy o f the records under appeal i f f i l e d thereln).

DESTROY 4 YEARS AFTER FINAL DENIAL EY AGENCY, OR 3 YEARS AFTER FI t iAL ANUDICATION BY COUPTS.

b. O f f l c i a l f l l e copy o f records under appeal.

D!SPOSC: OF I N ACCCFDAtlCE WITH APPROVEC F.GEfKY OISPOSITION INSTRUCTIONS FOR THE RECCRD, OR UITH THE RELATED FOIA REQUESTS, UHICHEVER IS LATEP..

(6P.S 14, *16a, Dct 92)

16.32 FOIA REOUEST DENIAL FILES. Documents r e l a t i n g t o requests for

(GRS 14. #16a(3)(a), Oct 821

S.03 FFIA CPPFAL FILES. Documents re la t l ng t o r d r i n i s t r r t i v e appeals

16.04 fdIA CEIITP.OL FILFS. nocunents nafntained f o r cont ro l purposes i n mv4 responding t o requests for r r lease o f fnfomat lon. Included are

mg ls te rs and s i m i l a r records, l l t t i n g , date, nature and purpose of request. and name and address of requestor.

a. Registers o r l i s t i n g s :

(GRS 14, 118. Dct 82)

DESTROY 5 YEARS' AFTER DATE OF LAST ENTRY.

b. Other f i l e s :

DESTRW 5 YEARS AFTEP FINAL ACTION BY A G E K Y OP f I N A L AWUDICATIDN BY COURTS, YHICHEVER IS LATER.

C6.05 FFIA PEPORT FILES. Documents r e l a t t n g t o recurr ing r i p a r t s and 3533 one-tfme i n f o m a t i o n requirements r e l a t i n g t o f m lcmentation o f the

FCIA, including annual repor ts t o Congress. (GRS !4. t19, Oct 82)

401 -6

,... " ...,,

a. Annual reports o f o f f i c e performing OM-wide rcsponslb l l l ty :

PERWNENT. CUT OFF AT END O f REPORTING PERIOD AWo TRANSFER TO WRC 2 YEARS AFTER CUTOFF; OFFER TO HATIDNAL ARCHIYES WITn RELATED RECORDS APPROVED FOR PEWNENT RETENTION IN THIS INSTRUCTlON OR I S YEARS AFTER CUTOFF, WHICHEVER If SoOKP..

b. Other reports:

DESfROY WHEN 2 YEARS OLD.

106.06 FOIA ADMINISTRATIVE FILES. Doclnmnts relating t o the general 235U6 Imiementat ron of t h e FOIA. Included am rout lne corNsD0ndence.

neinoranduns, notlces, and rclated d o c w n t t . (6RS 14, #20, &t 82)

DESTROY WEN 2 YEARS OLD OR SO@YP IF NO LbGER NEtDED F@F ADCZINISTRATIYE USE.

407 LEGISLATIVE LIAISOII FILES. The f i l e s described I n t h i s tcc t lon r e l a t e t o DroDosed and Dending l e d s l a t i o n of f n t e l r s t t o the Defense Nuclear Agency to 1K lude pmposd cmnents, testimony, coordination. and correspondence. these f f t e s b C C r P U l a t t p r l n r r i l y i n t h e o f f l c e o f the DNA General Counsel.

Lcg l s la t i on which I s no t enacted I n t o law. 407.01 - Proposed Ol tpos i t lon Destroy a t the end o f a Congress.

- 407.02 Leg ls la t lon uhlch I t enacted into law.

Pro oscd Dls o s l t f o n h S l O N OF FIRST REPORT OR FIRST PRESENTATION OF fESTIMOWY REQUIRE0 BY THE UU.

407.03 Leq ls la t i on which, though'not enacted I n t o law, I s 8n item of contfnufng (annual) i n t e r e s t by, and controversy before, the US Senate and House o f Repnsentatlvcs. The meterla1 I s nalntrlned I n case f i l e s arranged a lphabet ica l ly by subject And chronologtcr l ly thereafter. 1

-

ed Of sposl t i o n ALL D-ATION UWTIL XWTERFST IN THE TOPIC DIES AND TWf

FILE MY BE DISPOSED OF IN TNE WE MANNER AS FOR FILE N W E R 407.01 MOVE.

401 -7

... .. . .... .

COWERSION TABLE (400s)

DNAFFS (5015.48 I* 401 mr. 01

401.02 rn

- -

402 -

402.01

402.02

402.03

- 7

- 403

403.01

- -

404 - 404.01

408.02

- - 408.03

405

- -

FILE TITLE

GENERAL LEUL FILES l e g a l opi nion Precedent F i l e s n o t used

no t used -ststance Crse F i l e s not used

CLAIM (INVESTIMTING AND PROCESSING) FILES LIfI6ATION FILES CLAIM IINVESTI64TING AND PROCESSING) AND

not used

-

Claim Inves t iga t ing Reportlng F f l e s no t used

Noncombat A c t i v i t y C l a h F i l e s not used

l l t l g a t f o n Care Files n o t used

PATENT, COPYRIGHT, TRAOEMARK, AND PROPRIETARY

In te ’ l l r c tua l Property Oplnton F i l e s not used ,. LEGISLATIVE AND CONGRESSIONAL LIAISON FILES CONGRESSIONAL LIAISON FILES n o t used

Congresslonrl Inqulry F i l e s n o t used Congressional V I s i t r Files n o t used

Congressional Hcarlng F i l e s

INFOW3ATION SERVICES AND 7 s n o t used

PRE- DUFFS

402 402-01 402-02- 402-05

402-06 402 -07 - 402-09

403 41 0

--

403-01 - 403-03 403-04 403-05- 403-06 403-07 403-08- 403-20 410-01 410-02- 41 046

406

406.01 mm- 406-1 2

41 1

41 1-02 411-03 411-04 41 1-05

411-07

41141-

41 1-06-

412 1 41 3 41 2-01 - 412-04

*The most recent version o f f l l e numbers and/or t l t l e S Is underscored.

CT-4-1

FILE TITLE

News Media rnd Release F i l e s no t used

Charity Contr lbutlon F t l e s

tomand Informatlon General F t l e s not used

Intonnation Pro ject F l l e s -- News Hedla txerclse F i l e s

FREEDW OF INFORMATION ACT FILES P r m P S t F l 1 P S

LEGISLATIVE LIAISON FILES Leg is la t ion Not Enacted b g l s l a t r o n Enacted Lcg ls la t fon Not Enacted (Long Term In te res t )

PEE- ONAFFS

41 2-05 41 2-06- 412-07 412-08 41 2-09 41 2-1 0 41 2-1 1 41 2-1 2- 41 2-1 3 41 2-1 4 41 2-1 5- 41 2-1 6

41 2-1 7

41 3-01 41 3-02- 41 3-1 1

-

239 239-01 239-02

239-04 239-05 239-06

239-03

ose subject areas no longer used by DNA a n Included here a t the end of the b l c as r rrmlnder o f t h a t which can no longer be used.

COURT-MARTIAL FILES 404 - FOREIGN JURISDICTION FILES 405

PATENT, COPYRIGHT, AND TRADEMARK SOLICITING FILES 407 PATENT, COPYRIGHT AN@ DATA LICENSE PROFFERS, 408 INFRINGMENT CLAIMS AN0 LITIGATION FILES PATENT, DATA, AN0 RELATED ASPECTS OF PROCUREMENT FILES 409

CT-4-2

E01 m

501 . O l 5trm-r

501 .02 nmaz

502 -

IIILITAPY POLICE A N ' CIVILIAt! G U M PROTECT:'.'E SEPVKES FILES. These m a c t i v i t i e s m i e s nirt e t o niiitary po l i ce m a c i v f I 1

Concemed with the pro tec t ion and r r c u r l t y 0 (ns t r l la t ions , Inc lud ing personnel f d e n t l f l c r t f o n m d -gin9 docmentatton. These f l l e t an maintained by the A W d Forces Radiobiology Research Ins t i tu te . (6RS 18, O c t 82)

an r

SECURITY IDEHTIFICATION APPLICATION FILES. Doclrncnts r e l a t i n g t o the Issue o f securrty i d e n t l t l c r t l o n c a d s o r brdges. tncluded ITC

~

r pp l fca t ions and k l r t e d docunents. (6RS 18, Oct 621

DESTROY 3 fflKTHS AfTER N R N - I N OF CARD OR 8-E.

CONTROL fORH ACCOUl~~ILI~/IDEKTIFICATION CARDS/BADGES. Documents used t o maintain r c ~ ~ ~ n t r b l l l t y f o r id^ n t l f i c r t l o n c r r d s and badges. Included are r t g i s t e r s and slnilrr docments. (6RS 18, Oct 82)

DESTROY UPON DISCONTINUANCE OF USE OF W E OR SYm.

INTELLIGENCE FILES. (NO-374-81-21, Scp 80, Y I T H I W 4 )

503 COUHTERIMELLIGEWCE, PERSOINEL, AND INDUSTRIAL SECURITY FILES. These =/506/ mrs are a c c w l a t e a fm l n v r s t l g a t l v e r c t r v r t l r r l n connection L 507 w l t h M i l i t a r y r n d C l v f l i a n Personnel. A d d l t i o n 4 l l ~ . forms are

503.01

503.02

-

mquirrd t o be completed pr4or t o rccess t o c l a s s i f i e d - infornatjon. They a lso r e l a t e t o the I n d u s t r l r l Defense Program designed pr imar i l y t o encourage and ass i s t management o f a I l m i t c d number o f facilities considered o f rltrl importance t o the defense of the United States, t o strengthen the defense o f t h e i r f a c i l l t l e s . The obJectlve o f the progrrm i s to minimize the loss of v i a l production c a p r b i l f t y ( f o r any reason) o f l n d u t t r l a l f r C l l l t i e S on the DDD Key F r c i l i t l e s L is t . The f i l e s rccumulrte mainly I n the o f f i ces o f the Intell igence/Securt ty D l r e c t k a te, Headquarters, DWA. (NCl-374-8142. 30 Mar 81)

COUNTERJNTELLIGENCE COLLECTIOl4 FILES. (YIWRAUN)

COUNTERINTELLlGENCE SURVEY AND INSPECTIOK FILES. Oocuncnts re la t i ng t o surveys and inspections o f I n s t a l l r t i o n s t o deternine necessaty secur i ty measures against sabotage, espionage, rubversfon. and unruthorlzed use or i c c e s t to c l r s s l f l e d ln fomat lon , t o deternine l y 8 S U r C S n e c e s r r y t o deter or neut ra l i ze clandestine audio and v isua l r u m l t l r n c e I n lotr t lons *re c l r r s i f l ed ln fo rna t lon Is present; and to deternine the effectiveness of establ ished technical survey pol ic ies. Include& are n w e s t s fo r surveys and inspections, survey and fnspection r tpor ts , coaounicrtlons concernlng surveys and Inspections, r n d comparable papers. (Kl-374-81-22. M b r 81 1 (Exception t o 6RS 18, 110, O c t 82)

DESTROY AFTER NEXT CDHPAPABLE SURVEY OR INSPECTIOH.

501 -1

- ...... . .....,..,

I ~ 2 . 0 ~ SEClWTY CLEARAKE 1tfFoPMATION FILES. Docunents contr in fng j n t o m t i o n concerning cierrance of ind iv idua l personnel and t h e repor ts o f l n v c s t i g a t ~ o n used t o deternine e l ig lb f1 i t .Y Of personnel f o r secur i ty c l rarance and special access authorization. (Wtl-374-81-22, 30 thr B l ) ( G P S 18, C24. Oct 82)

DESTROY ON SEPARATION OF INDIVIDUAL.

593.04 SECURITY BRIEFING AND DEBRIEFING FILES. D o c w n t s r e l a t i n g t o 3UGD7 secur l ty b r l e f i n g and debr ie f ing o f personnel authorized access t o

c l a s s i f i e d nater fa l . Included are br le f lng statunents. debrfeffng statements and ce r t i f i ca tes , and re la ted papers. (NCl-374-81-22. 30 Mar 81)

BRIEFING WeLMENTS WILL BE DESTROYED UPON TERMINATION OF ASSIGNMENT/EHPLOYUENT W I T H DNA EXCEPT THAT SECURITY TERMINATION

TERRINATION STATEHENT BE RETAINED AT LEAST 2 YEARS). STATEEN1 SHALL BE RETAINED FOR (DO0 5200.1-R REQUIRES TKAT

503.05 IHOUSTRIAL DEFENSE OPERATING FILES. Doccmcnts r e l a t i n g t o the operation o f the I ndust r la l defense program by o f f i c e s assigned i n d u s t r i a l defense program r e s p o n s i b f i i ~ . Included are su;vey schedules, per iod ic reports, f a c i l i t i e s l i s t s rnd general re la ted correspondence. (Kl-374-81-22, 30 Har 81 )(Exception t o GRS 18, 111, Dct 82)

DESTROY WEN 3 YEARS OLD.

50Z.06 KEY FACILITIES L I S T FILES. D o c w n t s l i s t i n g the f a c i l i t i e s ?JJ73'3 recoiwnenaea ana approved f o r i nc lus ion i n the Key F a c i l i t i e s L i s t .

Included are publlshed l i s t s and DD Fonns 451. (Kl-374-81-22, 30 tlar 81 1

a. I n f o n a t i o n copies o f publfshed l i s t s :

DESTROY WHEN SUPERSED,m BY A NEW LIST.

b. Agency input t o nm l i s t :

W I N T A I N IN CFA UNTIL NEU LIST IS PUBLISHED. THEN DESTROY.

503.07 Y 189, CLASSIFIED INFORMATION NONDISCLOSURE AGREEMENTS. (ref 32 CFR 3lJ7=m r n 3 ) (1) SF 189 1 s a nondlsclosure agreement between the United

States and an ind iv idual . tha t i s t o be executed as a condi t ion p r fo r t o the United States G o v e r m n t author iz ing t h a t Ind iv idua l access t o c l a s s i f i e d lnfornatlon.g Copies o f nondisclosure agreements, such as SF 189, are signed by employees w i t h rccess to i n f o m a t i o n uhlch i s c lass l f f ed o r c l a s s i f i a b l e under standards se t f o r t h by Executive Order 12356.

DESTROY WHEN 50 YEARS OLD.

(6RS 18, 126, 12 Apr 84)

501 -2

SlGW SECURITY FILES. Jhese f i l e s r e l a t e t o $1 nal secur i ty and MR 5 W m consis t ot recorns, reports. and cormspo nce Concerned wl th cyptosecur i ty , physfcr l . secur i ty of C W C w t c r l a l , transmission recur l ty , e lec t ron ic security, Red/Black u l r l ng . rad ia t ion security (TOVEST), and COVSEC l og i s t i cs . Access to cryptographfc records, lnc lud lng prccesslng f o r storage and destruction ull l be I n accordance td t h appropriate Instruct ions. A l l ff1cS accumulated through admlnfstrat ion o f slgnal secur i ty u l th in the Defense Nuclear Agency w f l l be destroyed as indtcated i n t h i s wc t lon . Cormanders o f organizations which are ordered t o be lnac t lva ted o r which hrve no f u r t h e r need f o r C W E C n r t e r i a l o r sfgnal secur l ty f f l c s rill, pr to r t o dfsposi t fon o f COMSEC a a t e r i a l accountfng ncords , secure r u t h o d t a t i o n from approprlate o f f i c e o f issue to close t h e f r account and dispose o f holdtngs. These f i l e s a c c w l a t e In cormunicrttons elements a t a l l l e v e l s o f DNA as wel l as I n selected secur i ty units. (NCl-374-81-23. 23 Oct 80)

504.01 COMSEC SUPPLY CORRESPONDENCE FILES. Oocunwnts r e l r t f n g t o the mm mut1ne supply O f CdASEt mater l r l , such IS rewests f o r rdv ice o f the s ta tus o f sh lpmnt o f COPSEC Atds, r e w e s t s f o r r rduc t l on i n copy count o r cancel la t lon i n distribution o f CDnSEC Afds, and requests f o r d tsposf t ion o f COMSEC &ids.

DESrROY WEN 1 YEAR OLD.

(NCl-374-61-23, 23 Oct 80)

504.02 DAILY INVEllTORY FILES. Reports o f d a l l y inventor ies r e r i f y l n g the I ! Continued Drotectlon and cont ro l o f COMSEC u t e r l a l and u d e once

each workday o r between sh l f ts . (RETAIN--PENDING APPROVAL OF DISPOSITION STANDARDS BY NATIONAL ARCHIVES AND RECORDS AHINISTRATION)

Proposed Ofsposftfon

DESTROY ON RECEIPT OF THE CERTIFICATION OF VERIFICATION FOR THE PREVIOUS REPORT PERIOD.

possession, inventory, transfer, dest ruct ion and re l le f fm accountabi l i ty f o r accountable CWSEC u t e r l r l and documents. Xncluded are destruction, transfer. Inventory and posscsslon mports. docrncnt vouchers, c e r t l f i c a t e s o f w v i f i c a t f o n . r e l i e f fm accountabfl lty, and r c l r t e d m u t f n e COnSEC accounting correspondence. (Kl-374-81-23, 23 Oct 80)

a. Change o f custodian .transfer repor ts and possessfon reports:

DESTROY WHEN 1 YEAR OLD.

504.02 ACCOUNTING REPORTING FILES.. Docunnnts r e f l e c t i n g the n c c i p t ,

b. Other documents:

DESTROY WHEN 2 YEARS OLD.

501 -3

5W.04 CRYPTO-AREA REGISTEP F I L E S . Regtrters used f o r recordlng er t fnent lXKKJ6 7 n r o r w t i o n on #nons r n t c r l n o the crypt0 f a c i l i t v . L t r af a - - - -. -

reg is te r fnvolved I n r c c u r l t y t i p o r t o r - i n fnves t i g i t f on d l l k c m an In teg ra l part o f the repor t or I n r r t t f ga t l on . These s M t s *1ii have the same dtsposi t fon #r t h e repor t o r I n W r t t g i t l o n . (RETAIN--PENDIffi APPROVAL OF D I S P O S I T I O N STANDARDS BY MTIONk ARCHIVES AWI, RECORDS ADMINISTRATION)

Proposed Dlsposl t ion

DESTRnY AFTER 1 YEAR. YEAR.

504.05 S I G F U L SECURITY APPROVAL F I L E S m=lV

CUT O F F EACH SHEET AT THE EKD O F EACH CKENDAR

a. Requests for-- ( 1 ) Approval t o establ ish. a l t e r . expand, o r re locate a f a c l l l t y . (21 Exceptions t o prov is ions o f AR 530-4.

(1 1 Ouestionnrlrat. ( 2 ) Rrportr of approval. (3) Related papers.

b. Included #re--

(ETAIt!--PENDItlG APPROVAL O F D I S P O S I T I O C STANDARDS BY NATIONAL ARCHIVES AND RECORDS AC!MINISTRATION)

Proposed Disposi t ion

a. Approving of f ices:

DESTROY 1 VEAR AFTER R E C E I P T O F RELATED SUPERSEDING CSPROVAL OR AFTER CLOSING OF ACCOUNT OR FACILITY.

b. Requcstlng off ice:

DESTROY ON E C E I P T O F RELATED SUPERSEOICG APPROVAL OR AFTER CLOSING OF ACCOUNT OR F A C I L I T Y .

5W.06 SIGNAL SECURITY INSPECTION F I L E S . Inspection repor ts and re la ted corresponaencc, such JS a c r y p t o f a c f l l t y Inspection, Red/Black w i r i ng Inspection. TEMPEST t e s t report , pertodlc carmand Inspection, and r l m i l a r fnspectlons. ( N C l - 3 7 4 - 8 1 - 2 3 , 23 O c t 801

a. Inspecting off lces:

DESTROY 1 YEAR AFTER R E C E I P T O F RELATED SUPERSEDED INSPECTION OR AFTER CLOSING OF ACCOUNT OR F A C I L I T Y , WHICHEVER IS EARLIER.

b. Inspected of f tces:

DESTROY ON R E C E I P T OF RELATED SUPERSEDING INSPECTION OR UPON CLOSItJG O F ACCOUNT OR F A C I L I T Y , WHICHEVER IS EARLIER.

501 -4

W4.07 ALLOCATION FILES. Docmnts reflectlng a l l O C l t l O n of CMISEC material he16 f or 6istrfiution. (wtl-374-81-23. 23 Oct 80)

a. Allocatton cards: J

.f DESTROY 1 YEAR AFTER F I W DISTRIBUTION O F ALL W T E R I A L TO WICH THE FORM RELATES.

b. ADP printouts:

DESTROY AFTER VERIFICATION OF ALLOCATION RECORD.

504.08 COMSEC MATERIAL D I S T R I B U T I O N REPORTING FILES. Ooclrrcnts Suknltted to m lJlmmmc entral O f f ice o f Record t o repor t allocatton, assets, a n d holder l n f o m t t o n f o r spectfled I h s of COnSEC material (equtpment and asrocfated material 1. (NCl-374-81-23, 23 Dct BO)

DESTROY YHEN 1 YEAR OLD. EARLIER D I S P O W IS AUTHORIZED IF F I L E S HAVE SERVED T H E I R INTENDED PURPOSE.

504.09 mm-6

SYSTEE STATUS F I L E S . Documents aalntrlned by the C a u n t c r t i o n s Securi ty- Iattonal Inventory Control Polnt ( N I C P ) relattng t o the procurement r n d issuance of lndfvidual lteas o f COMSEC materlal whtch includes data such as productton status, stocks, demand d a t a , quant t ty issued, m d effective date of matertal. (El-374-81-23, 23 Oct 80)

a. Documents related t o CGHSEC material other than Atds:

DESTROY IN CFA 6 UONTHS AFTER OBSOLESCENCE O F THE RELATED SYSTER.

b. Docments related t o C O l 3 E C Atds:

DESTROY YHEN 2 YEARS OLD OR YHEN MATERIAL INVOLVED IS SUPERSEDED OR REMOVED FROM THE SYSTEH, WHICHEVER IS F I R S T .

P

504.10 TRANSACTION F I L E S . An ADP or Ut4 produced record o f COMSEC . 8ccounting transactions whtch shows recetpt. Issue. transfer.

destruction. or adjustments (plus o r minus) of C m s C C material;

a. CU4SEC N I C P and ACCOR:

(NCl-374-81-23, 23 Oct 80)

DESTROY UHEN 2 YEARS OLD.

b. K O R m d other offices:

DESTROY WEN 1 YEAR OLD.

505 I N F O R M T I O N SECURITY F I L E S . These records are created from the ?as proccsslng o f safeguarding defense Infomatton i n the Interest of

nattonal securtty. These processes re la te t o the disscmtnation of classifted infornation; the systems for classlfication, -grading.

501 -5

4nC declassificatlon; and the safekeeping and control o f classified Infornution. These records are accumulated i n the Inte11fgence/kcurlty Directorate m d the Vtsual Infomation Divt S fon , LOgIstlcs 'and Engtneering Dlrectorate, H c a d q u a ~ r s , DNA. (Ncl-314-81-24, 11 Feb 81 )

505.01 SECURIN CLASSIFICATION FILES. Docunents r e l a t ing t o the security classification or grading system involvina the classlflcrtlon or downgrrdtng of docuknts. - Iricludcd are cortkpondencc or memorandums on downgrrdtng m d reports on security clrssiffcatlon, but exclusive o f other f i l e s described In t h f r kc t lon . Also included are f i l e s rrlatlng t o spcctfic release, access, or downgrading cases t h a t establlsh policy or are othenlse slgnlflcant. (Kl-374-81-24, 11 Feb 81 )

Office responsfble for DNA-wldc policy:

PERPUNENT. RETZRE TO WNRC YHEN VOLUME H A R M S (MORE THAN 1 CUBIC FOOT). OLD.

OFFER TO NATIONAL ARCHIVES IN IO-YEAR BLOCKS WEN 20-30 YEARS

505.C2 RnLTITI#E SECURITY REGRADING CASE FILES. Documents rtlrtlng t o t he review o f specific classified documents or eauimnt fo r the DurPoSe of ngrrdik the documents or equipment, exclitsfvc o f t hose f i l ed under File Ilo. 505.01.

DESTROY A F E R 5 YEARS. EARLIER DISPOSAL IS AUTHORIZED.

[El-374-81-24, 11 Feb 81)

- 505.03 CLASSIFIED MATERIAL ACCESS FILES. Docun*nts reflecttng authorfratton t o have access t o classified fllcs. They Include fonns containing i n d t v i d u r l ' s name and signature. clrsstffcation of files concerned. tnfomrtton desired, acd s lgnature of an cff lcfal ru thor tz fng access.

DESTROY ON TRANSFER, REASSIGNMENT. OR SEPARATION OF THE ZNDIVIDUAL, OR YHEN OBSOLETE.

(NC1-34-81-24. 1lFeb Bl)(ExceptIon t o GRS 18. #7, Oct 82)

505.04 ROUTINE SECURITY IhFORHATION ACCESS CASE FILES. Documents relatlng ?DSZ8 t o the review of mecir ic reauests for access t o tlrssified f l l e s or .

equipmrnt for pudoses of dsearch and study, cxcluslve of records filed under File No. 505.01.

CUT WF ON COMPLETION OF ACTION ON REQUEST FOR ACCESS. MAINTAIN IN CFA AND DESTROY I 5 YEARS AFTER CUTOFF.

t h e review o f ClaSSl f lCd or potentlrtly clrtstfied documentary natertrls fo r purposes of dissemination or release of $nfomation t o sources out t lde DNA. such 6s the review o f manuscrlptt, photography, lecture, radlo, televlslon scripts, and other nater ta l t , exclustve o f records ftlcd under File No. 505.01. (Kl-374-81-24, 11 Feb 81)

DESTROY AFTER 5 YEAPS.

(NCl-374-81-24, 11 Feb 81)

505.05 ROUTINE SECURITY INFORMATION RELEASE FILES. Documents relattng t o

EARLIER DISPOSAL IS AUTHORIZED.

501 -6

I

50E.07 3mm

505.08 m5-78

505.09 m

505.10 rn

SECURITY IfJFOl?).IATIOC EXCHANGE FILES. Docunents f d a t f n g t o the exchange o f secur i ty c iass i f i ea i n f o r u t i o n d t h other Covcmnt agencies, industry. and foretgn Qovermnts , exclusive o f record; f i l e d under F i l e No. 505.01. Included i s corfesPondence re la t ing t o the exchange o f In fomat ion , exchange agfemntS, and related

DESTROY WHEN 20 YEARS OLD, OR WHEN NO LONGER NEEDED FOR REFEREttCE, WHICHEVER IS LATER.

TOP SECRET MTERIAL ACCOWllABILITY FILES. DoclnnntS re f lec t ing the 3aent i ty . receipt, aispatcn, aowngraaing, s o u m . m v m n t from one o f f i c e to mother, destructlon, and current custodian of a l l TOP SECRET u t e r l r l f o r which the TOP SECRET control o f f i c e r i s responslble.

DESTROY 2 YEARS AFTER ALL ITEClS ON INDIVIDUAL PAGES HAVE BEEN DESTROYED. DWGRADED, DISPATCHED, OR LNTRIES W TRANSFERRED TO A NEW PAGE.

1 documents. (NC1-374-81-24. 11 Feb 81) 'f'

(NCl-374-81-24, 11 Feb 81 )

SECURITY VIOLATIONS CASE FILES, Docurtents r r l r t f n g t o Investigations O f a l l t Q e d Security v lo la t ionr . such as missinQ documents. unauthorized disclosure o f I n f o k a t i o n , unattended &en w c u r i ~ containers. documents n o t properly safeguarded and u t t e r s o f a s i m i l a r nature.

a. (6P.S 18. 125. Oc t 8 2 )

DESTROY 2 YEARS AFTER COMPLETION OF FINAL CORRECTIVE OR DISCIPLINARY ACTION, EXCEPT THAT

(6RS 18. t 2 6 , O c t 82)

RECOP.DS OF VIOLATIOtJS DF A SUFFICIENTLY SERIOUS tlANP.€ TO RE CLASSED AS FELONIES WILL BE DISPOSED OF I N ACCORDANCE WITH

(K l -374-81-24, 11 Feb 81)

b.

NC1-330-76-1.

SECURITY INSPECTIOb' AND SURVEY FILES. Docurn ts r e l r t l n g t o 7nspecttons m a surveys pr lmrl ly conducted by secur f tv o f f i c e r s Inc lud ing rou t ine afGr-duty-hours secur l ty Inspections- conducted under the supewlsion of a secur i ty o f f l c e r t o deternine the adequacy o f aeasures taken t o p ro tec t secur i ty i n f o m a t i o n against the hazards of fire, explosion, sabotage, and unauthorized access. Included are mports, reconmcndationl, and re la ted documents. (NCl-374-81-24, 11 Feb 81) (Exception t o 6RS 18, 110, O c t 82)

DESTROY AFTER NEXT COWARABLE INSPECTION OR SURVEY.

CLASSIFICATION GUIDES. Fonnal c l r s s i f i c a t i o n guidance publlshed by OE. DOD . and Hili ta ry Services r e l a t l n i t o s p e c i f l c Dronrams and

pro jec ts under their j u r i s d i c t i o n and whlch a14 require'd 6y DNA or I t s contractors t o properly c l a s s i f y repor ts prepared fo r use and d i s t r i b u t t o n by DNA. (NCl-374-81-24, 11 Feb 81)

501 -7

CESTRCY WE!: SUPERSE3Eb. OESOLETE, 07. N9 LOIJGEF l!EEDED FOR REFEREKE.

505.11 CLASSIFICATION REVIEY (DNA BUDGET) - Proposed Disposl t lon

510.01 NUCLW! SURETY FILES. Cornspondenca, #nrorandms, mpor ts , t t u d l e s . d l s ~ o s i t l o n forms. aessrgcs and o ther records r e l r t f n a t o nuclear - s u r i t y programs. -Record< m l r t e to the r s s l g m n t o f 6 s p o n s l b i l l t y f o r nuclear surety r r l t h l n DO0 and OM; the r va lua t fon and overslght o f nuclear surety progrrns w f t h l n DO0 and DNA; the establlstnnent o f p o l l c l e s and the pmpara t lon of Issuances n l & t l n g t o nuclear surety; rnd the overa l l planntng, lmplementatlon. and cvr lu r t4on o f spec i f i c nuclear surety program and projects.

8 . Off lce u l t h DNA-wlde n s p o n s l b l l l t y :

(Wcl-374-8140. Apr 811

PEWUNENT. OFFER TO MTlONAL ARCHIVES IN 5-YEAR BLOCKS YHEN 25-30 YEAPS OLE OP, WHEW CORSISTEIIT WITH ('ATIONAL SECURITY, YHICHNER I f LATER.

b. Other of f tces:

DESTROY WEN NO LONGER NEEDED FOP. CURRENT OPERATIONS.

501 -E

DNAFFS (5015.46 1’’

501

501.01 3m-m

- -

503 -

503.02

503.03 m - 503.05 ?mm m - 504

504.01

-

504.07 - 504.08 3nm rn 505 m. 01

FILE TITLE

MILITARY POLICE AND C I V I L I A N 6UARD PROTECTIVE LES

Secur i ty I den t t f l ca t ton Appllcatton F l l e s secu r i t y I a ent i f rca t ron Accountrbi l iW r17 cs not used

COUNTERINTELLIGENCE INVESTIGATIVE FILES PERSONNEL SECURITY FILES INDUSTRIACDEFENSE F i iEs COUNTERINTELLIGENCE, PERSONNEL. AND INDUSTRIAL

LES

INDUSTRIACDEFENSE F i iEs COUNTERINTELLIGENCE, PERSONNEL. AND INDUSTRIAL

L E S

not used

Counter tn te l l lgence Survey and Inrpect lon F l l e s no t used

Securlty Clearance Infonnatlon F l l c s Securi t y u r l e f i n g and Debrlef lng F l l es

n o t used I n d u s t r i a l Dcfcnst Operatlng F l l e s Re f a c i l i t l es L i s t FI I es 6 5 , Class l f ied Information Nondlsclosure Agreements

SIGNAL SECURITY FILES not usee COMSEC Supply Corrcspokdence F1 l e s no t usee Dally Inventory F l l e s Accountlnp R eport i ng F I l e r trypto-Area V l s l t o r Reglstcr F t l e s 51gnai ~e c u r l ty ~ p p roval r i ~ es Signal Security I nspection Frr‘es n o t usee

Al locat fon F i l e s nat used . . - - - - - - COMSEC Matertal D ts t r tbu t l on Reporttng F l l c s System Status t i l e s Transaction t i ies

INFORMATION SECURITY FILES Secur i ty c1 ass t f i ca t i on m e s

PRE- DtIkf f S

509

509-01 509 -02 50S-03- 509-20

-

503 506 507

503-01 - 503-06 503-07 50348- 503-1 5 506-01 506-02

507-01 507-02 507 -03

507-04

504 504-01 504-02 504 -03 504-04 5 0 4 4 5 504-06 504-07 504-08 504-09- 504-1 2 504-1 3 504-1 4 504-1 5 504-1 6 504-1 7

505 505-01

+The most recent versfon o f f i l e numbers and/or t l t l t s Is underscorcd.

CT-5-1

0I:AFFS (501 5 . 4 8 )*

5CS. 02

53F.PJ

505.04

505.C5

505.06

-

-

505.67 5uTm m

505.1C m 510.01

-

-

FILE TITLE

Security Regrading Case Flles Routine Securtty Regrad:ng Case Files

Classified Material Access Fi les

Security Information Access Case Files Routine Security Infomation Access Case Files Securtw I nformat1on ReIease r t les Routine Security Information Release Fi les

Security Infomation Exchange Files not used

TOP SECRET Material Accountabllity Files Securlty VI olatlons case F I I C S Security I nspectron ana Survey Files not used

Classf fication Gufdes Classrfication Rcvlew ( D N A Budget)

NUCLEAR SURETY FILES

PRE- DNAFFS

505-02

505-02

505-04

505-05

505-06 505-07- 505-1 3 505-1 4 505-1 5 505-1 6 505-1 7- 505-1 E 505-1 4

Those subject areas no longer used by DNA are included h e n a t the end of the table as a reminder of that which can no longer be used.

INTELLIGENCE FILES (withdrawn 1 502 MILITARY POLICE INVESTIGATIVE AND COftPLAINT FILES 508 I:iL!TARY CENSORSHIP FILES 51 C PRISONER OF WAR AM0 CIVILIAN INTERNEE/DETAINEE FILES 51 1 FOREIGN LIAISON FILES 51 2 MILITARY WPING AND GEODETIC FILES 51 3 RAP SPECIFICATION Atlo OESIGN FILES 51 4 W PREPARATION FILES . 51 5 CAR7OGRPPHIC AND GEODETIC SOURCE ti4TERiALS FILES 51 6

CT-5-2

~~ ........ . . . .,,,

601 buv/605

601 . 01 aw-m

601.02 Smm

601.03 Emu7

601.04 =/ 605-06 -

601.05 -

A!!AROS AND P.ECOGNIfIONS FILES. There f l l c s r e l r t e to rwards a n d other toms Of recognition given to civil ian employees and m i l i t a r y personnel. The f l l c s accumulate mainly i n t h e Clvllian Personnd Management Dlvlslon and the Military Personnel Dlvfsion o f the Manpower Uanagcacnt and Personnel Dinctorate. &&dquarters. DNA and Personnel Divlsion, Field Cannrnd, DNA. (Kl-374-81-25, 21 Oct 80)

UNIT AUARD CASE FILES. Documents rrflectfng the mcamendation and revlew of WINS t o units. Included In each case are approved/di sapproved requests, ce r t i f l c a k s , and re1 ated documents. (NC1-374-8145. 21 Oct 80)

Offices whlch process awards fo r approv~l/dlsapprova1 by k rv ices (HQ DNA 6 FCDNA):

DESTROY UHEN 1 YEAR OLD. OR ON DI.SCONTINUANCE, WHICHEVER IS EARLIER.

AUARDS CEREMONY FILES. Docuannts n l a t l n g to cemonles arranged for t he presentation o f awards. including reauests for PhotooraDhfc support . citations, and relaGd documenti. (NCl-374-81-25; 21 &t'eoI DESTROY UHEN 2 YEARS OLD, OR ON DISCONTINWME, UHICHEVER IS EARLIER.

SPECIAL ACHIEVEMENT AWARD FILES. Documents nflectlng the reconmtndation. rev iew, and- approval/disapproval of awards t o l n d l v l d u a l s who have attended sewlce schools, and to Indivlduals and groups for achlevements such as participation i n operational exerclses. Included are requests, cer t l f ica tes , citations. and related docunents.

a. Offices exerclsing awardlng authority for participation In operational exerclse:

fNC1-374-81-25, 21 Oct 80)

CUT OFF A7 END OF CY. DESTROY IN CFA UHEN 5 YEARS OLD.

b. Offtces coordinating processing of .wards for attendance a t Service schools:

DESTROY WEN 2 YEARS OLD OR ON DISCONTINUANCE.

INCENTIVE AUARD CASE AND COmITfEE FILES. Docutnts related to suoni tti ng, evaluating. and approvlng or dlsapproving each Incentive award$ case. Included are approved and rejected suggestlons and award nminat~ons and minutes of coanlttee meetings. (NCl-374-81-25,21 Oct 8O)(GRS 1, 1121[1), Oct 82)

DESTROY 2 YEARS AFTER FINAL ACTION OR ON DISCONTINUANCE, UHICHEVER IS EARL1 ER.

ffILITARY AWARDS POLICY FILES. Oocmntatlon, i n c l h l l n g le t ters , messages, and other ~nstructronal media uhlch announce or dlstrlbute agency/comnd level declslons on the Issuance of awards d t h l n their purv l ew.

601 -1

602 =/607

NOTE :

602.01 mm

HrllE:

602.02 limn3

602.03 mFm

SAFETY PROGRAM Aft0 ACCXDEIT FILES. These f l l e s resu1t from a progra? t o prevent or reduce personnel l n j u y , occuMtIona1 diseases, and property damage from accldentail causes. Ae: I t tonally, they re la te t o DNA accidents m d lnctdents, lnc lud lng aotor vehicle and marine accidents; f l n s and cxplostons; buflding collapses; harmful ehemlcal rnd blological exposures; occupattonal InJuries, Illnesses. and deaths; and other accidents rrtslng from cqulpnwnt and personnel failures. Such f t l e s are accumulated i n the Safety Office a t each level of c o r u n d . (Kl-374-21-26, 30 Mar el)

Subfunctional category 605 should be used for files r e l a t i n g t o the radiological protection pmgrun and radiatlon-related aecldents.

SAFETY SURVEY FILES. Documents re la t ing to surveys u d e to evaluate t h e effutlvenest of safety programs and safety standards and procedures. Included a n survey reports. m o r d of changes made as a result of the findings of the suweys, and slnllar documents. (Kl-34-81-26. 30 Her 61) (6RS 18, /lo, Oct 82)

a. &ll safety of f ices:

-

DESTROY UHEI! 3 YEAPS OLI! OR ON DISCONTINUANCE OF FACILITY, YHICWEVER IS SOONER.

b. Offices surveyed:

(See 101.04.)

Use 605.04 for safety surveys pertatning t o radiologlcal protection.

SAFETY HAZARD FILES. Documents r e l a t i n g t o technlcal review. advice, and guldrnce for identifying and eliminating or controlling Safe tY hazards. Included are hazard rcports and tlmtlar documents. (Kl-374-8146. 20 tar 81)

DESTROY WEN 5 YEARS OLD.

SAFETY AUAREIIESS FILES. Documents r e l a t e d t o developtng or selecting mrtrrlair, such as posters, placards. cartoons, literature, or other mans o f maktng personnel award o f sa fe ty hrrards. Included 8re copies of posters. placards, and cartoons; newspaper items; photographs; letters; and similar documents.[NCl-374-83-26, 30 Hat 81

DESTROY WEN 2 YEARS OLD.

601 -2

602.04 SAFETY STANDARD FILES. h c w n t s n f l e c t i n g the developnent o f satetv standards and Dracttces fn: developanntal and Drariur*inn operittons; the s r f e l k r t i on . deslgn, IryOUt, and Construction of f a c t l f t f e s uhere explosfves r n handled o r operations r r e exposed to explosfvc standards; the safe handling, Stwage, and mvcmcnt of exPlostves and other dangerous m t e r f r l s ; and OMer a r m s requir ing safety standards. Included rre ncormrndrtions. Coordination >'

actions. studies, r n d s imi la r docmnts .

a. Approved standards:

I * (Ntl-374-81-26, 30 k r 81)

DESTROY YHEN SUPERSEDED OR OBSOLETE.

b. Other records:

DESTROY YHEN 2 YEARS OLD.

602.05 AVIATION SAFETY COUNCIL FILES. (UITHDRAUN) - 602.06 ACCIDENT AND INCIDENT CASE FILES. Doclwnts r e l r t f n g t o individual rm)Tm rcc ldents r n d Incidents, inc lud ing the repor ts and invest ior t ions

thereof, Invo lv ing D N A - and non-DNA motor vehicles; DNA -marfne equipment, f i r e s , exploslves, r n d dmrge t o DNA property; hannful chemtcal and b io log i ca l exposures; occupational i n ju r i es , i l lnesses, o r death o f n f l i t a r y and d v l l l r n personnel; r n d s t m i l a t docrnents. (L1-374-81-26. 30 )hr 81) (6RS 1, 132, O c t 82)

Office perfonnfng DNAUride s t a f f respons ib f l l t y f o r r a f e t y function and reviewing o f f i c e s a t lower echelons:

DESTROY WEN 5 YEARS OLD.

Use 605.03a o r 605.03b f o r a l l radtat fon inc idents o r accidents. NOTE:

602.07 ACCIDENT EXPERIENCE FILES. Oocuncnts re la ted to the s t a t i s t i c a l renor t ino o f DNA rcc ldents and swn4r lz lna and r n r l v r l n a DNA rcctdent experfence and trends . lnvo lv lng motor ;chicles, -fir&, damge t o property, rnd n c o r d r h l e accidents resu l t i ng from occupational I n j u r y end I l lness . Included arc exposure reports, l i s t i n g s , rnd s i m t l t r d o c w n t s . UC1-374-81-26, SO Mar 81)

DESTROY WEN 6 YEARS OLD OR M E N NO LONGER WEEDED FOR CURRENT OPERATIONS, WJICHEVER I S LATER.

NOTE: This d e f l n i t l o n docs not i m l u d e docuncnts r e l r t l n g t o the lnves t lga t lon o f rpec l f i c rcctdents, rcctdent c la fns f i les , nor the cont ro l documents r c c m ~ ~ l r t e d by data proccsslng r c t i v l t i e s f o r the prepatatton o f s t r t l s t l c r l reports, nor records re la ted t o nuclear incidents and a c t i v t t l e s .

._ 601-3

6Ci m

6i3.01 xgsm

HOTE:

603.02 m

603.03 m

603.06 m

6@4*f m

t;ILITAP.Y WARD FILES. D l i l t a r y personnel and a n natntained i n the Military Personnel Diviston. hnpowr hnrgement and Personnel Dlmctorate, Headquarters, DNA; Personnel Dtvls ton, Field Connand; and the Admintstrrtive Offtce, Anned Forccs Radtobidlogy Rereatch Institute. (El-374-81-27, 21 &t 82)

These f t les relate to tstctng awar'ds t o

APPROVED MILITARY UARD CASE FILES. DOCWJI~S reconmendation. review. and aDDrova1 of lnd lv tdua l s . Included are approved requests

DESTROY Wtl 1 YEAR OLD.

(Kl-374-81-27, 21 O c t 82)

-

r e l a t i n g t o the n t l t t a y aurrds for

and re la ted documents.

Essential documents whtch am the basts for issulng orders will be f i led i n the approprlate background Instructions f l l e s .

DECORATION AND AUARD ISSUAKE FILES. Oocuncnts related t o provtdlng 'Infomation concerning awards afien t o ind tv tdua l s . Included ate announcements, l ists , -cards, ani simllar documents. .(IE1-375-81-:;, 21 Oct 82)

DE7r.Y #:EN 2 YEARS OLD OR OIJ DISC0NlII;UAltE. NHICHNER IS EARLIER.

DECORATION AKD N A R D STATISfiCAL FILES. Documents r e l a t t n g t o s ta t i s t ica l information on t h e numLet of awrrds issued. Included .ire cards and tabulations, reports comptltd fro& the cards and similar documents. (K1-37441-27* 21 Oct 821

C U T O f f ANNUALLY. DESTROY UHEN 10 YEARS OLD I N CFA UNLESS YDLUElE (r!opI TMII I ~ I C FOOT) u m m s RETIREMENT TO UNK.

DISAPPROVED MILITARY AUARD CASE FILES. Documents e l a t i n g t o the review and dismDrova1 o f e l l l t a rv awards for Individuals. Included a r e disapproved rtiquests and ml&d documents.

CUT OFF ANNUALLY. DESTROY WHEN 6 YEARS OLD IN CFA, UNLESS VOLUllE (MOPS WAN 1 CUBIC FOOT) NARPANTS PXTIREHENT TO NNRC.

ECUAL EMPLDYtENT AND OPPORTUNITT FILES. These f i l e s result from DtIA programs estrbll shed t o fnsure equal opportunl ty for, and treatment of. a l l personnel and t o guarantee equal employment opportuni ty t o a11 clvl l lan employees. Also Included t s docuncntatlon of Agency par t tc lpat ion In the Federdl Women's Program ( F U P ) . These f i l e s rccuulate almost excluslvely i n the Offkc of the EEO Offtcer and Federal Nmn's Program Representatlve a t Headquarters DtiA and a t each subordinate clement. (K1-34-81-28, 23 Oct 80)

*Additionally, cerLain f t l e s are also matntatned by Headquarters pNA C i v i l i a n Personnel Management Dtvlston (604.06 and 604.10). **Tlic dtspostt tons for 6C4.09--6C4.12 are tentatibe and not y e t approved by the Yational Archlves and Records Admint st tation.

6G1-4

604.01 OFFICIAL DISCRJHINATIO~ COMPLAINT CASE FILES. ComPlafntS With re la ted correSDOndence. rmor ts . exh ib i t s. r l thdrawal notices. cories o f decisions. BCCeptdnce. s t r t k n t s . and records Of hearings 'and u c t l n g s . (NCl-374-81-28, 23 O c t 80)

a. Cases resolved w l th ln the Agency: (GRS1, #2&, kt 82)

DESTROY 4 YEARS AFTER RESOLUTION OF CASE.

b. Cases resolved by the Of f i ce o f Personnel Wlnrgcncnt (formerly CSC) o r a US Court:

FILES ARE CONTROLLED BY US OFFICE OF PERSONNEL W A G M N T RECORDS SCHEDULE.

604.02 COPIES OF COMPLAINT CASE FILES. Duplicate Case t i l e s or documents es r e t r l n e d fn O f f l c l a l Dfscrlmlnatfon per ta fntng t o case f i l

Complaint Case File. -

(NC1-374-81-28, 23 Oct 80)(6RS 1, #26b, Oct 82)

DESTROY 2 YEARS AFTER F l W RESOLUTION DF CASE.

D tsc r ln ina t l on C a p l r l n t Case Flles.(NCl-374-81-28. 23 Oct BO)(GRS 1. #26c, Oct 82)

DESTROY 2 YEARS AFTER FINAL RESOLUTION W CASE.

604.03 BACKGROUND FILES. Background records no t W e d f n the W f i c l a l

604.04 COMPLIANCE RECORDS (WCl-374-81-28, 23 O c t 60) flv-az

a. Cbmpllance Revlew Fl les. bclnncnts re la ted t o tonductlng surveys on €h e lnplrmentatlon and c f fcct fvcness o f programs f o r equal opportunlty f o r ntl l tary personnel and equal employment opportunity f o r c i v l t i r n employees. Included a n n v l c w r . apprafsals, nconmndatlons, and f l n r l survey reports.

DESTROY WEN 7 YEARS OLD.

b. EEO Cap 1 lance Reports:

DESTROY WHEW 3 YEARS OLD OR OW DISCWTXWWCE, WHICHEVER IS CARL I ER.

604.05 MPLOWENT STATISTICS FILES. Employnent/opportunity s t r t f s t l c s m4-aT n l r t f n n t o race. sex. age. o r bndfcap. Included are s t c t i s t l c a l

and n i r r r t f v e reports, - t ra ln ing repor t fnfomat lon, rumnaries, consolldations, and re la ted d o c m n t s . (UC1-374-81-28, 23 O c t 80)

DESTROY WHEN 5 YEARS OLD.

EEO 6ENERM FILES. bcnerrl cornspondcnce and. copies of regulatlOnS w i th re la ted reports pe r t r l n lng t o the C l v l l Rlghts &t o f 1964, the EEO kt o f 1972, and any per t inent fu tu re l e g l s l r t i o n ; and agency EEO Comnlttee r e t f n g and records tncludlng minutes and reports.

- 604.06

(El-374-81-28, 23 Oct 80)

601 -5

DESTROY UHEA' 3 YEARS OLD, OR WHEN SUPERSEDED, OR CBSOLETE, UHICHEVER IS EARLIER.

6Ca.07 EEO AFFIRMATIVE ACTION PLANS ( M P ) (NCl-374-81-28, 23 Oct 60)

a. Agency copy o f consoltdated AAP(S):

DESTROY 5 YEARS FRW DATE OF PLAN.

b. Agency feeder p lan t o consoltdate M P l S ) :

DESTROY 5 YEARS FROM DATE OF FEEDER PLAN OR WHEN AOMINISTRATIVE PURPOSES HAVE BEEN SERVED, WHICHEVER IS -EARLIER.

- 604.08 FEDERAL YOCIEN' PROGRAFI FILES. Docunnntatlon o f the plannlng and mnaaement o f t h e DNA F eeeral Yamn's Proaram t o Include ooltcv docuknts, Publlc Laws, Executlve Orders, Fedba l Standards, ntanuali, etc.; planned and Sponsored Federal Women's Programs; meetlngs w l th DNA managmnt and ccnployccs. DOD personnel, and Federal Women's Interagency Board; Federal Women's Program Newsletter; Upward Hob i l t t y and Equal Dnployment Opportuntty k t i o n Plans; p a r t i d p a t t o o I n DOD Federal Women's Week observances; and other re la ted aspects o f the management o f the program. (NC1-374-81-28. 23 Oct 80)

a. Federal/DOO l e v e l poltcy:

DESTROY WHEN SUPERSEDED OR OBSOLETE OR ON DISCDNTINUANCE OF PROGRM, WHICHEVER IS EARLIER.

b. DNA Comandwlde Pollcy:

DESTROY WHEN 5 YEARS OLD.

- 604.09 HISPANIC WLOWEHT PROGRAM FILES. Documentatlon o f the planning and management o f the DNA W i spanlc hployment Program t o Include po l i cy docmnts , Federal standards, manuals. etc: ncettngs w l th DNA management and employees; ps r t i c l pa t fon I n special observances comnemorattng the program; and re la ted documents.

a. Federal/DoD Level Poltcy:

DESTROY WHEN SUPERSEDEO OR OBSOLETE OR ON DISCONTINUANCE OF THE PROCRAn, WHICHEVER IS EARLIER.

b. DNA Cmnandwlde Policy: (GRS 1. I26f. Oct 82)

DESTROY WHEN 5 YEARS OLD.

601 -6

!

605.10 FEDEUL O P P O R X U I T Y RECRUIMENT PRDGRAbi (FEOW) FILES. Records documenting tne A9ency.s e f f o r t s t o provide OalafKed employment based on the d i ve rs i t y o f the Carrnunitv DODUlatiOn. Included 1%

- - - - . -

tn fomat ion on -recruttment sources (general organfzations and comnittees. women's organizations ( i nc lud in educatlonal)s minority organizations ( Inc lud ing educatlonal) P ; current employment s ta t i s t i cs ; recruitment announceu!ents; rad io and N ads; newspaper ads and other evidence as t o e f fo r t s toward recru l tncnt . I n addit ion there Is documentation on s t a f f l n f l e x i b i l l t y , d i r e c t h f r e authority

coordination w l t h upward m o b l l i t y program managers, and Veterans Recruit ing Program rppolntments.

DESTROY WEN 5 YEARS OLD.

604.11 UPIIARD t10BILITY PROGRAM FILES. Records docrmnt lng a systemat ic management e f f o r t on the p a r t of DNA whlch focuses on t h e development and implementation o f spec l f tc career- opportuntttes f o r lower grade employees. These ind iv idua ls are I n dead-end pos l t lons and have po ten t ia l t o p e r f o m higher l e v e l work.

a. Hater la l which applles to Ind iv idua l posit fons:

(where applicable), writ pronot f on, cooperative education e f fo r ts ,

(See also 805.05.)

-

CUT OFF ON DEPARTURE OF INDIVIDUAL HOLDING POSITION; DESTROY 2 YEARS AFTER CUTOFF.

b. Pol tcy m a t e r i a l :

DESTROY 2 YEARS AFTER OBSOLESCENCE OF MATERIAL OR 5 YEARS AFTER DISCONTINUANCE OF PROGRAM, WHICHEVER IS EARLIER.

604.12 HANDICAPPED FILES. Records r e l a t i n g to general admtnistrat ion and operation o f t h e program, se lec t ive placement, pa ld recruitment advertising, and re la ted documents.

DESTROY 2 YEARS AFTER bBSOLESCENCE OF NATERIAL OR 5 YEARS AFTER DISCONTINUANCE OF PROGRAM, WHICHEVER IS EARLIER.

t o ninlmize the hazards t o personnel and property rasu l t l ng from the - use o f sources o f rad la t l on and to document the effectiveness of the e f f o r t s t o t h a t end. Such records accmulate primarily a t the Armed Forces Radloblology Research Ins t i t u te .

0

605 RADIATION PROTECTION PROGRAM FILES. These f i les r e s u l t from ef for ts m (NCl-374-8162. 21 Nay 81

605.01 mw-aT

RADIOLOGICAL PROTECTION COMMITTEE FILES. Documents o f DNA connittees concerned w i th rad lo log lca l p ro tec t ion Inc lud ing documents re la t i ng t o the r e v i m , evaluatlon, and approval (or d lsrpproval ) o f t h e use o f sources o f l on tz inn rad iat ion; the procedures and conditions con t ro l l l ng such uses; and the qualff lcat lont of lndlvldual users. ._ Included are minutes of meetings, recmendat ions per ta in ing t o i tens considend by the c m i t t e e . and re la ted docwnts. (NC1-374-81-62, 21 Hay 81)

601 -7

a. DtlA o f f i ce o f record:

PERHANENT. CUT OFF ANNUALLY. OFFER TO M4TfONAL ARCHIVES I N 5-YEAR BLOCKS YHEN 25-30 YEARS OLD.

b. Other o f f i ces :

DESTROY UHEN NO LONGER NEEDED.

605.02 RADIOLOGICAL INSPECTIOW FILES. Oocurents accuaulated by Inspected FOETZ offtces, r t \ r t tng to I ntpectqons conducted by WRC. the DNA IC. OSD.

spectal and r o u d n e rad to log ica l protect fon iurveys conducted by DNA t o supplcraent surveys r v a l l a b l e a t t h e loca l r n d regtonal leve l which evaluate and provlde gutdance on el tmtnat lng po ten t ta l hazards I n using sources o f rad iat ion. Included are no t t f i ca t lons . Inspection reports, s t a f f assistance documents, and correspondence re la ted t o

21 May e l ) DESTROY WHEN NO LONGER HEEDED.

correct ive r c t l ons trwen, and s4milar documents. (NCl-374-81-62,

605.03 RADIA?ION INCIOEhT CASE FILES. Documents re la ted t o Inves t lga t ing and nDor t i na cases o f OverexDosure o f Ind iv idua ls and the cnv t romknt o f l o n f t i n g r a d i r t t o n 'or canparrble lnc ldents lnvo lv ing rad ioact ive materials. Included a n telegraphlc repor ts o f Incidents, reports o f overexposures. l a b o r a t o y s p i l l s ; reports of loss o r t h e f t o f r rd loac t t ve nater la ls ; repor ts o f accelerator, X-ray, nuclear reactor, o r comparable incidents; and s i m i l a r dotunents. (NU-374-81-62. 21 Hay 81)

a. Major tnctdents (1.e.. i nvo l v lng loss o f l t f e , a t t rac t tng media o r tongresstonal I n t e r e s t ) :

PERIUNENT. CUT OFF ON COMPLETION OF THE INVESTIGATIOfI OR OPERATION. OFFER TO NATIONAL ARCHIVES WHEN 30 YEARS OLD OR CONSISTENT USTH HAT!ONAL SECURITY , WHICHEVER IS LATER.

b. AT1 others:

Revtsed D ispos i t ion CUT OFF ON dOMPLETION DF THE INVESTIGATION OR

OPERATION. 00 NOT RETIRE. MAINTAIN IN CFA. OFFER TO NATIOliAL ARCHIVES ON DISCONTINUANCE OF THE AGENCY.- (REF: PART 20. PARAGRAPH 20.401(~)(2\(10.)

TITLE 10. CFR,

605.04 RADIOLOGICAL PROTECTION SURVEY FILES. Documents accumulated by rad io loa lca l orotect lon o f f i c e r s f r o r loca l surveys t o a s s u n tha t p.rotect?ve p r i c t t c e s and procedures are betng fo l l o imd by Indtv iduals handling soupfes o f l o n t r t n g radiatqon or rad ioact fve ersterials. Included are l oca l X-ray pro tec t ton surveys; rpec ta l work penni t s ; radto isotopt l a b o r a t o y surveys; and s i m t l a r documents. (NC1-374-81-62, 21 Hay 81 1

601 -8

Pro osed Revt sed Dt sposl t t on

AGENCY. (REF: TITLE 10, CFR, PART 20, PARGRAPH 20.40l lc ) (2) [ i i ) .

DHPLETIDN OF SURVEY. DO MOT RETIRE. &ER% L T I O N A L ARCHIVES ON DISCONTINUANCE OF THE

4 605.05 RADIOLOGICAL PROTECTION TRAINING FILES. OocuRwnts re la ted t o ;I bVF-06 preparing ana presenting l oca l t ra ln tng courses on methods of c o n t r o ~ l i n g , preventing, and deal lng u t t h exposure o f peoplt* and the envtrorment t o l on tz lng radlat ton. Included arc locally developed t r a l n l n g w t e r l a l s r n d r ids , n o t l t l c a t l o n s of t r a l n l n g sessfons, and t l m i l a r documents. INC1-374-81-62, 21 Hay 81 1

a. Tralnlng course m t e r l a l L alds:

DESTROY WEN SUPERSEDED OR OBSOLETE.

b. Other documents:

CUT OFF ANNUALLY. RETAIN PERMANENTLY IN ACCORDANCE WITH NRC/DOD AND OTHER FEDERAL REQUIREMfNlS.(~.e. ODD1 6055.5, 30 Apr 80, paragraph F2.1

WME: f h l s Includes l n d l v l d u a l t operr t tng r a d l r t l o n sources.

605.06 RAOIOACTIVE MATERIAL LICENSING FILES. Documents re la ted t o obtainfng W proper i icensrng ana l lcense t o procure and use sources o f i o n i t t n g

i radtat ton. Included arc I lcense rppl lcat lons, coordtnatlng acttons, au thor l ta t lons or pemlts, l l cen res and anenbents thereto. and s lm i la r docrments.

DESTROY 2 VEARS AFTER CANCELLATION OR FINAL EXPIRATIDII OF THE LICENSE AND AHENONENTS THERETO, OR 2 VURS AFTER DISAPPROVAL OF THE APPLICATION, UHICHEVER IS APPLICABLE.

(NU-374-81-62, 21 k y 81)

605.07 RADIOLOGICAL SOP FILES. Documents m l n t a l n e d by rad io log lca l bIJ8=08 protect ton o f f l e e r s tha t . prescr ibe procedures f o r procurement, use,

disposal, and control of each source o f rad l r t l on . Included are standtng operating procedures and s lm t la r docunents. (NCl-374-81-62,

DESTRDY WHEN SOP IS SUPERSEDED OR WHEN NO L W E R NEEDED TO PRDTECT RIGHTS OF US GDVERNPDKT, YHICHEVER IS LATER.

21 may 81)

605.08 INSTRUFENT AN0 SOURCE CALIBRATION FILES. Documents re la ted t o ca l l b ra t l ng sources of raa ia t lon an6 Instrumcnts used to measure - radiat ion. Included are c a l l b r a t i o n logs, nmnufa&&r's and l o c a l l y developed c r l l b r r t l o n standards, and s l m l l a r documents.

a. Cal lbrat ton Cer t i f i ca tes :

(NCl-374-81-62, 21 13ay 81)

601-9

Pr&s&d Revised Disposi t ion N1. CUI OFF ON SUPERSESSION OF CERTIFICATES WHICH

INDICATE DISPOSAL, OR TURN IN, OF SWRCE/INSTRUMNT OF RADIATION. RETIRE TO YWRC IN CY BLOCKS W E N VOLUME REACHES 1 CUBIC FOOT. OFFER TO NATIONAL ARCHIVES W O N DISCONTINUANCE OF AGENCY.

b. Logs and other prpers:

m D M E W I T H tIRC/DOD AND OTHER FEDERAL

NOTE: Refer t o 1503.12 f o r c a l i b r a t i o n o f equtpment and tao l s no t used t o measure radiat ion.

605.05 RADiATION ANALYSlS FILES. Documents r e l a t i n g to detecting and rmB-7v recomrng levels or rdd' iat ion o r r a d i o a c t l r i t y I n mater ia l SdmDleS.

objects, and the environment when rad ioact ive m d t t r i r l s dre used; Included are chemical and rad io log ica l analysis reports; process cont ro l rna l ys l s reports; leak tes t , v lpe tests, a i r samples. b io log i ca l samples, water samples, s o i l smples, vegetation samples; s im i l a r reports, logs, rnd S imi la r documents. (RETAIN - PENDING APPROVAL OF DISPOSITION STANDARDS BY NATIONAL ARCHIVES AND RECORDS ADMINISfRATION).

Proposed D f s o s i t l o n (ref T l t l e 10, CFR, Part 20, pardgraph C CUT OFF AT THE CLOSE OF THE FY. RETIRE TO k?Ik k!%A!ktOR POSSIBLE EVIDENCE IN LITIMTION. OFFER TO

NATIONAL ARCHIVES ON DISCONTINUANCE OF AGENCY.

NRC I s the au tho r f ta t i v r agency I n t h l s matter. I t has not y e t been dctemined what I s the rppropr la te d l spos i t l on standard f o r t h i s type o f record. The d ispos i t ion w t l l be included i n po l i cy published as p a r t o f the CFR.

WO'E:

605.10 RAOIATION SOURCES ACCOUNTIWG FILES. D o c w n t S accmul ated by 5 U 6 T r a d i o ~ o g ~ c a ~ Drotect lon o t f i c e s i n c o n t r o l l i n a the receipt. transfer,

use, sb r rge , and disposal o f r a d l o a c t l k u k t l r l s -and other rad ia t i on sources. Included are records o f mater ia l novcments. l ns t ruc t l ons concerntng aovements, regfsters, issue recelpts, inventory and w t e r i r l accounting records, dmaged shipment reports, waste dlrposal reports, and s i n l l a r documents. (These documents are maintained e i t h e r i n the Radiat ion Safety Department o r Rddiation Sciences D e p r r t v n t o f AFORI.) (NCl-374-81-62, 21 May 81)

a. Documents r e l a t i n g to sources:

601 -1 0

DESTROY 7 YEARS AFTER FINAL DISPOSITION W SOURCE.

i

b. OOCWntS r e l a t l n g t o dtsposl t ton O f SOUr€cCS: (RETAIN - PENDING APPROVAL OF DISPOSITION STANDARDS BY NATIONAL ARCHIVES AND RECORDS ADMINI STRATION)

d Disposi t ion (Tltle 10, CFR, P a r t 20, paragraph CJ(3) 1'R CCOrdS O f diSpOS81 O f l icensed W t c r l a l S .... 8 r e

t o be malntalncd un t i l t h e taaaisrlon author(2cr t h e i r _- disposition.' (cFR) NRC- IS - m i ~ ~~oRITATIvE-A;CENCV--IN THIS FIATTER. I T HAS NOT YET DETERMINED M A T IS THE APPROPRIATE OISPOSITION STANDARD FOR THIS TYPE OF RECORD.

E. Other doctnnents:

DESTROY I N CFA WHEN 5 YEARS OLD OR 5 YEARS AFTER LOG OR CARD IS FILLED. YHICHEYER IS APPLICABLE.

605.11 RADIATION FACILITY FILES. Plans and speci f icat lons o f the location, aes lm. layout. construction. o r m d l f t c r t i o n o f f r c f l l t t e s f n which rourtei o f rad ia t i on are received, r torcd. used, or produced. These f i l e s accumulate i n o f f i c e s o f the rad io log ica l p ro tec t ion o f f i cers . Included rre design analysis, drrwings, sketches, calculat ions. studlcs, recamendatlonr. coordlnat lon actions, and s lmt la r d o c m n t s . (NO-374-81-62, 21 Uay 81)

PERMANENT.

I n s t r u c t i on (501 5.4B).

OFFER TO NATIONAL ARCHIVES ON DISCONTINUANCE DF FACILITY.

NOTE: R e v l m d l spos i t l on 10 years a f t e r issuance o f the covering

606 INDIVIDUAL RADIATION PROTECTION FILES. These f i l e s r e s u l t fron bcm e f f o r t s t o mtnrmrze tne hazards o t i o n i t i n n r a d i r t i o n t o Ind iv idual -

personnel. (El-374-81-64. 12 b y 81)

ana c e r t l f l c a t l o n o f i nd i v tdua ls authorlzed to handle SOurCeS of ton lz lng radiat ion. Included are l i s t l n g s o f approved users and thetr experience and t r a l n i n g and s l o l l r r docucnts. (Kl-374-81-64, 12 b y 81)

DESTROY 5 YEARS AFTER TRANSFER OR SEPARATION OF THE INOIVIDUAL COWRNEO.

repor f lng external exposures o f lnd lv idua ls t o i o n i z i n g radfat ion. Included are c a l i b r a t i o n cont ro l doslwters and a l l dosimeters processed f o r evaluation, dosimeter logs, COnSol ldr td reports of dosimeter readlngs, NRC Fanas 5 or equivalent, 4116 s imi la r documents. (RETAIN - PENDING APPROVM OF DISPOSITION STANDARDS BY NATIONAL ARCHIVES AND RECORDS ADMINISTRATXON)

606.01 USER LISTING FILES. Documents r c f l e c t t n g the t ra in ing, experience,

606.02 PERSONNEL DOSIMETRY FILES. Documents re la ted t o recording rnd

..

601 -1 1

Praposed Clsposltlon

RETAIN A WRKING FICHE COPY ON SITE AN0 A RECORD COPY OFF SITE UNTIL DISCONTINUANCE OF FACILITY.

RETIRE PAPER COPY TO WNRC 5 YEARS AFTER TRANSFER OF INDIVIDUAL; DESTROY 50 YEARS AFTER RETIREMENT.

NRC I s the authoritattve agency In this matter. These records are t o be retafned u n t t l the Cornnitsfon authorfzes thetr dfspos i t lon

NOX:

(disposal). (Wf: Tltle 10, CFR, Part 20. pardgraph 20.401c.)

606.03 DOSIMETRY CONTROL FILES. Documents mflectlng the Issue and control of dosrmeters. Included are requests for issue and t u r n - i n of dosimeters. documents used to record Issues and turn-Ins, and similar documents. (NU-374-81-64. 12 May 81)

BLOCKS. PERMANENT. CUT OFF AT THE END O f FY. RETIRE TO MNRC I N 5-YEAR

OFFER TO NATIONAL ARCHIVES ON OIfCONTINUANCE OF AGENCY.

606.04 PERSONNEL BIOASSAY FILES. Docunents related t o rrcordtng and 5U3T? reportlng Internal exposures of Individua~s t o radioactive

materlals. Included are analysts of blologtcal speclaens, whole-body counts, and rlnllar documants.

W E : RRC IS THE AUTHORITATIVE AGEKY I N THIS HATTER. THESE RECORUS ARE TO BE MAINTAINED UNTIL THE CWISSION AUTHORIZES THEIR DISPOSAL. (TITLE 10, CFR. PART 20, SECTION 20.401(c) 1

- 607 DNA TRAINING FILES. Maintalned by the Manpower C h n a g m n t and Personnel Directorate, as well a s the Support Services Divis ton, iogtstics and Engineering Directorate, Headquarters, DNZ. GRS 1, $30. Oct 82)

- 607.01 PERSONNEL TRAINING. Correspondence, u e m r a n d d . reports and other records reletlng t o t h e avaflabll i ty of tratning (quotas) and par tkipat ton tn t ra lnrng programs spbnsored by other government agencies or nongovernment Insti tutlons.

DESTROY WHEN 5 YEARS OLD OR YHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS SOONER.

GENERAL f I L E OF AGENCY-SPONSORED TRAINING (GRS 1, #30b, Oct 82)

a. Correspondence, memoranda, agreements, authorlsattons, reports, requirement reviews, plans, and objectives relattng t o the establishment and operatton of t ra tn lng courses, and conferences.

DESTROY WEN 5 YEARS OLD OR 5 YEARS AFTER COWLETION OF A SPECIFIC TRAINING PROGRAM.

t. Background d n d workpapers:

(GRS 1, #3[ic, Oct E21

607.02

DESTROY WHEN 3 YEARS OLD.

601 -1 2

60?. 03 - a. One COPY of each manual , syllabus, textbook, and other t r a l n j n g rlds developed by t h e agency: (GRS 1, 130aIl). kt 82)

DESTROY 5 YEARS AFTER SUPERSESSION OR OBSOLESCEWE.

b. T r a l n j n g rids from other rgencles or prlvrte institutlons. (GRS 1, 130a(2), Oct 82)

DESTROY YHEN OBSOLETE OR SUPERSEDED.

607.04 COURSE AWNOUNCMENT FILES. Refennce f l lr of prwhlets, notices, crtalogs and otner records whlch provide Infornation on courses or programs offered by sovermnt or nongovrrmnt organizrtlons. (GRS 1, 130d. Oct 82)

DESTROY UHEN SUPERSEDED OR OBSOLETE. ,

601 -1 3

CONVERSION TABLE (600s)

ONAFFS (501 5.48)'

631 -

601.01 rn - 601.03 -

601 .W

631.05

6C2

602. C1

602.02 rn birmw

-

602 06

602.07 -

6G3 m . 0 1 m m3T3 mm -

FILE TITLE

AUARDS AND RECOGNITION FILES INtENTIYE AUARDS CUWITTEE FILES AUAROS AND RECOGNITION FILES

n o t used

Unit Award Case F i l e s Awards Ceremony F11 es no t usca

Special Achievement A w a r d F i l e s

n o t used

Incent ive Award Case F i l e s Incent ive Award C m i t t e e F i l e s Incentive Award Case and Comnittee F i l e s

n o t used

K i l i t a r y Awards P c l i c y F i l e s

Safety Program F i l e s Accident F i l e s SAFETY PRffiRAF: AND ACCIDENT FILES

Safety Survey F i l e s not used _ _ - _ _ _ Safety Hazard F i l e s Safety Awareness F f l es Satety s t anaara r i I es, no t used

Accident and Incfdent Case F i l e s n o t used .Accident Experience F i l e s n o t used

MILITARY AYARD FILES . . - . . .. . . - .__

'Approved M i l i t a r y Award Case F i l e s Decoration ana Awara issuance f i l e s Decoration and Award St a t i s t r c a l ~ i l es DI sapproved Mi 1 i t a ry Award Case F l 1 es

*?ne n o s t recent version o f f i l e numbers and/or t f t l e s I s underscored.

CT-6-1

PRE- DNAFFS

604 605

-

604-01 d 604-02 604-03 604-04 604-056 604-06 604-07

605-01 6 605-02

605 4 3 605-06

605-046 605-05

606 607

606-01 606-02

606-04 606-05 606-06- 606-1 3

607-01 607-02 607 -03 607-046 607-05

606-03

71 8

71 8-02

718-04

718-01

718-03

DMAFFS P R i - DNAFFS FILE TITLE - (501 5.4B)

RACE RELATIONS. EQUAL OPPORTUNITY, AND EQUAL EMPLOYMENT OPPORTUN 1 TY EQUAL EMPLOYMENT AND OPPORTUWITY FILES

61 4 604 -

. RR/EO and EEO Complaint F i l e s 604.01 O f f i c i a l Discrimination Case F l l e s - 604.02 Copies o f Complaint Case F i l e s mro3 Backgrouna p i I es

RR/EO and EEO Survey F i l e s 604.04 Compliance Records -

RWEO and EEO Reporting F i l e s 604.05 Employnent S t a t l s t i c s F i l e s -

EEO General F i l e s

Federal Yamen's Prooram f l l es At f lnna t lve Kct ion Plans ( A N )

- - . - - - - . I - . - - hispanlc rn I oymcntaprograms T i l e s Fcacral O p p k m l t y Recrultnent Program F i l e s (FEORP 1 Dpwaro n O B l t l f y Y rogram p i l e t F land ica~~ea f i l ts

605 RADIATION PROTECTION PROGRAM F I L E S m . 0 1 Raaioiogicai Protect ion cornnittee F i l e s m n z Raaiologrcal Inspectlon FI tes - not use0

Radiation Inc ident Case Ftles Raaioiogrcai Protection survey Ftles

tect ron Tra ln lng FI res rrai Licensing ~ $ 1 es

Raaio1ogical SOP F l l es Instrument ana source C i l i b r a t f o n Files Raaiation Analyses F l les Rrarrtron sources Accountfng F f l e s Raolatron F a c l l l t y F l 1 es

FILES -

614-03

614-02

614-01

608 608-01 608-02 608-03 608-04 608-05 608-06 608-07 608-08 608-09 608-1 0 608-1 1 608-1 2

609 609-01 609-02 609-03 609-03

607 DNA TRAINING FILES m.01 Personnel I t a i n i n m%m srrr;m bmrzm

General FII e of A:ency-Sponsored Tralning

'%%%%cement F i l e s - CT-6-2

:hose sg!ject a f t a s no longer used by DNA are lncluded here a t the end o f the tab le 4s a reminder Of t h a t whfch can no longer be used.

PUNPOWER RESOURCES F I L E S 602 HERALDIC F I L E S 61 0 OECEASED PERSONNEL Y R V S C E S F I L E S 61 1 ALCOHOL AND DRUG ABUSE PREVENTION AND CONTROL FILES 61 2 DEFENSE RELATED EMPLOYMENT F I L E S SYSTEM SAFETY ENGIMEERING FILES

61 3 61 5

CT-6-3

70: KILITARY PERSONNEL FILES. The Defense Nuclear Apency I s r Jolnt k r v l c e rnenCY. Th e n f l l t k r v wrsonntl f l l e s a r t POVernCd by the L

r - _. &gulrt lois of t h e . crspec6ve &nicer. The f f i e runberi and descrlptlons c l ted b e l w m exmplrry of those found i n the al l l t r ry personnel f l l t s o f each k w l c e . (Ntl-174-8l-W, 24 Drc MI

processing inaividuris who are rnt t r rng the allltary rwvlce. l r rv ing the service, or chngfng status or location d u r W service.

706-02 DEPARTURE CLEARANCE FILES. OocHcnts ref lect ing c l r r r r c e procedures respect to departing m l l t t k r y lndlrldurls. rccmpl IShCd W t h

Included are clearance ctrtlfltrtcs, c k k l l s t s . and rlnllrr docwnts rlth rupportlng papers wch as COpleS of ncelpts or doclwnts tvldenclng payment o f cannirsrry or telephone b l l l s . return of wterirls held on rmorrndum ncelpt , and rlnflrr clearrncr aatters.

DESTROY WEN 1 YEAR OLD.

706 MILITARY PERSONNEL PROCESSING FILES. These f l lM r e l a t e t o 1 *' - -

7 OB INDIYIDUAL RILITARY PERSOWNEL FILES. These f l l e s n f l t c t the ry servlce rnd other personnei data o f indtvldurl al l l tkry miiitk

personnel. - - 708-D3 I N F O ~ l I O w A L PERSWNEL FILES. Documents rccuul r ted a t the rrrlous

c m m d l e v e l s exerclslno rdmfnlstrrtlve jurlsdlctton or as r r e s u l t of routlng cornspondence thrwgh noma1 a l l l t k y ckrnnels. Included

I ' w e coples o f docwnts f l l e d I n the a l l l t r y personnel ncordr jacket, trrnsmltttng docmenti. rnd docunents n f l t c t l n g duty rsslgnmnts and rppolnmnts, chrnges I n personnel data, branch

L

trrnsfers rnd detr l ls , ruthorltatlon for reprrrte rrtlons, quarters. or n r r l n g c l v t l l r n clothlng. m d s lmi l r r rctlons.

DESTROY 1 YEAR H E R TRANSFER OR SEPLiiUTIOW OF TIE INDIVIDUAL.

708-07 ADVERSE SUITABILfTY I N F ~ T I O ) : FILES. Docwnts contalnlng adverse l n f o m t f o n that 1s untrue, unsubstantlrted8 mspoorted, SUftlblll

or i s r%lsfrctort ly n b u t t t d or nsotvee by the indivldutl. Included are &aments n f l t c t l n g r l l rged overdue debts, nonsupport, and r l m l l r t acts of rrongdolng art, i f true, uould reflect onfrvorrbly or adversely on thc character o f r n indlr ldurl .

-

W E N 1 YEAR OLD.

NOTE: Adverse su l tab l l l ty infomution t h a t I s supported, substrntirted, or othenlse detemlned t o be t r u e w i l l be f i l e d i n rccordrnce with rpproprlrte ngulrtlons.

LINE W DUTY FILES. Oocrncnts t r l r t e d to cktemlnlng line of duty status and InvertQatlng Incidents concernlng indlvfdual members of DNA npul r lng l i ne o f duty dternlnrtlon. Included statements o f w d t c r l rxrntnktlon rnd duty stktus, npor ts of fnvestlgrtion--llm of duty and nlsconduct status8 not l f lc r t lon of findings, and rlnllrr documents.

- 708-18

701 -1

CLiT OFF ANNUALLY; DESTROY 5 YEARS AFTER CUTOFF.

714-02 -

71 5 - 71 5-02 -

71 5-04 -

71 5-05 -

71 6 - 716-02 -

--. . - _ _ _ .. - . - . . -- . - . - nqulrmnts; and - ~ s s i ~ n i n g , t r a n s f e r r i n g , or d e t r i l i n g InbiVldurls f o r duty rlth spcclflc u n i t s or r c t i v i t i e s . MLXTARY KRSONWEL &SSlWEtll FILES. Oocments re la ted to r s r i#n ing or nrssfgning specific officers, warrant officers, and e n l i s t e d personnel to thclr places and/or types of duty. Included are requis i t ions; n m i M t i o n s ; appllcationr and p n f e n n c e S t a t # n t S of Indivldurls ; ass+ m n t orders or l n s t r u c t l o n s ; drfrmnts, dclws,

t e m f n r t i o n s or extensions t h e n o f ; and similar d o c w n t s .

DESTROY 1 YEAR AfTfR TRANSFER OR SEPARATION OF IWDIVIDUAL. H I L I T A R Y PERSOWNtL ACCWWTING FILES. These files relate to recording and n p o r t l n g the loca t lon 8nd t h e duty or nonduty status of m i l i t a r y personnel.

ORGANIZPTION R O S E P TILES. Documents r e f l e c t i n g mflltrry personnel on duty r l t n each o r g r n l r r t l o n and used f o r ve r i fy ing and n c o n c l l i n g personnel accounting. Included a r t rosters and tiailrr doclrmcnts.

DESTR9Y HOW 1 YEAR OLD. RILITARY SlRDscTW REPORTING FILES. Documents t a p i l t d t o report a c t u r i o r projected sire of t n e DkA m i l i t a r y contingent. Included a r t printouts , l i t t l n g s , and rimflar docunents

DESTROY WHEN NO LOJIGER WEEDED FOR REFERENCE.

I N D W O U A L PERSONNEL CHWGE FILES. Documents pnprred for r epor t ing r change t o and Updrtlnp. of the da ta processing a c t i v i t y f i le . IncluUed are punched cards, DA Fomr 1-1. and rlmtlar d o c w n t s .

MINTAIN IN CFA IN ACCORDANCE YITH DA P M 600-8 SERIES.

WRSML DATA CARD FILES. DA Foms 2475-2 (Personnel Datr k r 8 4 DITRs 1 n f l e c t r n g n4storlcal and legal data and other

~ prrsbnnel in fomat ion and a c t i o n s r e f l e c t i n g SIDPERS change r e p o r t m t r t s on members assfgnedhttrchrd to a un i t . Included w e personnel drtr cards and r e l a t e d d o c w n t s . RETIRE TO WPRC. DESTROY 75 YEARS WR DATE OF CUTOFF.

)IlLITARY PERSONNEL LEAVE AND ABSENCE FILES, These files relbte t o She grrntrng of ~ e r v e and passes to all I trry personnel . and t o UMuthorIzed absences Of duty.

LEAK OF ABSENCE FILES. Copies o f DA Fom 31 used I n request ing and granting 1e8W tor ailltrry personnel.

or r r s t r W t o n s I f lke sole s u n l r l n g son or consc len t lous objec tors ) ;

.

701-2

.

DESTROY WHCf: 6 MONTES OLD.

716-04 -

n 7 -

717-02 -

MILITARY PERSONNEL REGISTER FILES. Doclnnts (such aS n g f r t e r r ) used t o record absences ~ r ~ m all1tirv l n s t a l l r t l o n r or actlrltier on other than leave conta in ing 8lpnatur;s; t l m e o f depar turn Or a r r i v a l ; MW, grade, rank of lndlv ldua l ; c k s t l n a t i o n and .ddnSs Mllc absent ; l eng th o f absence; and s l m i l a r In fom8t lon .

DESTROY WEN 6 MOUTHS OLD.

LEAVE CONTROL LOG FILES. DA Fom 4179-R, used t o con t ro l absences ?rom u n l t cont iqnlnp name, grade. SSW o f l nd lv ldua l au thor ized for absence; c o n t r o l umber; d a t e of departure and r e t u r n ; length o f absence; md r e l a t e d l n f o n u t i o n .

DESTROY UHEN 1 YEAR OLD.

RILITARY PERSONUEL PRCHDTION, LLI)IINATION. AND DMOTION FILES. These mer re l te t o p r t s c r l b l n g Condltlons and procedures for t h e pronot ion or drmation of ailltary personnel and thr a p p l l c r t i o n of these p r t n c l p l e s t o s p e c l f l c cases.

PRWOTION ELIGIBILITY ROSTER FILES. D o c u c n t r m l a t l n g t o indiv16uals e l l g l b l e Tor cons loe ra t ion for promotion. Included are recoamcndattons and t i m t l a r or related docurncnts.

DESTROY WHEY 2 YEARS OLD. . DA SfLEtTIDh’ BOARD REPORTlYG FILES. Doccwnts r e l a t i n g t o r o n s r d e r r t i o n o f officers. u r r r n t oflcers. and enllrtcd Pcnonnel for promotlon and c l lmln r t lon . Included are r e l r c t i o n board proceedings, Ifsts of offlcerr and cnllsted personnel recommended for promotion, and s imi la r docwnts.

DESTROY M U 2 YEARS OLD.

tNL1SfLD PROMOTION FILES. Ooclrncnts related t o conr fde t lng enlfrted personnel Tor promotlon. Zncluded arc approved nquerts , dlsapproved requests, orders, proaot lon llsts, and rlatlrr d a u c n t s .

DESTROY ON PROC#)TION OF INOIVIDUAL.

PERSONAL M F A I R S FILES. These flles relate to provld ing guidance and a s s l s t e n c e t o rmbers o f t h e Am concernlng such personal u t t e r s or clvlc dutler and n r p o n r l b l l i t i e s as taxes, (nsurance, vot ing , urrlage, frmtly a s s l t t & n c e and p o l l t l c r l rctlvitles.

AER ORGANIZATIOU FILES. Oocurncnts r e l a t i n g t o the barfs for ruthortzlng. organ l t rng , and P re rc r lb lng procedures for the o w r r t i o n of the AER o r g i n l z r t i o n t o r e l l e v e dlstress o f mbers of the Am and the i r dependents.

DESTROY UHEN 2 YEARS OLD.

.

801.01 amm

801.02 aumz

802 wB/s03

002. 01 mm

002.02 wIB=m

802.03 Bm-m -

aciunulatr almost =cxcluslveiy I n the nd DNA CIvlllrn Prrsonnei Clmagcncnt Dlvlsion. (K1-374-81-29,. 23 Oct Io)

CIV IL IAN PERSONIXL PROGRAM REPORTING FILES. OocrcntS which provlde 8 a U concerning various civii ian prrSonne1 wnrprwnt activit ies. Included are r t a t l s t l c r l and narrative mports* WIIIUdes. extracts Of -ports. and related docwnts . (Kl-374-81-29. 23 &t BO) (GRS 1, f3b. oct 81)

OESTRDY IN CFA W E N 5 YEARS OLD.

crvrrwi PERSONNEL IKSPECTION FILES. Docurntr nflrcting inspections conduetee by me us Of fice of Prrsonnel Mnnagrwnt and other ruthorlted rgcncles. lncluded am r rpor ts of inspection; reclamas, corrective action taken, and related documents.

DESTROY IN CFA WHEN 5 YEARS OLD.

CIVILIAW PEPMNWL ACTIOtl, Pf!SITION AN0 PAY FILES. These f i l e s @CCUmUlitC 1 n civil ian personnel offices ana relate t o processing personnel acttons and docrmnntlng pay n t t s an6 other monetary benefits for clvlllan roployres. inc luding the detemlfutfon of job classlflcatlon for pay purposes. (NCl-374-8140, 23 Oct 80)

JOB DESCRIPTION EXTRA COPY FILES. Extra copies of j o b descrlptlons usee for dist r ibut ion t o rnployrcs and for flllnp In o f f l c f r l personnel folders when personnel actions we processed.

DESTROY W E N SUPERSDED OR WEN 308 IS ABOLISHED.

(NCl-374-81-29, 23 Oct e@)

(UCl-374-81-10, 23 Dct 80) (6PS 1, itb(21, Oct 82)

CHRONMCWCAL JOURNAL FILES. Doclncnts used for pmparing reports, mvicu of acttons orevrouslu processed. and OPM (CSC) @nd DNA lnspectlons. tnclud(d are as (copy 6) and rclrtrd docmwnts.

CUT OFF AT END DF EACH IOWTH. DESTROY MI 4 VEARS OLD.

JOB WUHBER LOG FILES. Doccwnts reflecting r continuing list of nunbcrs rssigned and other Identifying dr- pertaining ta cvrluated jobs. Included are re Wers. logbooks, m d related docwnts .

DESTROY Ow D1SCOWfINUAUCE OR WEN A NEU NUMBERING SYSTEM IS PRESCRIBED, WHICHEVER IS EARLIER.

(NCl-37441-30, 23 Oct BO) l6RS ID # I 4 a ~ Dct 82)

(El-374-81-30, 23 Oct 80 P ..

801 -1

BOZ.04 M4STER JOB DESCRIPTION FILES. O-;mrnts used $ n rnrlytl rpecif IwJ-Tlil position to Q C ~ C ~ I ne mthe r the position delcrlptloK n w h e s rn

eXlStlnD job. Included are OF 8, Positlon prrcrl t l O n , SF 52.

Certfflcrtlon. and rlaflrr docuncnts. (K1-374-81-30, 23 Oct 8 0 ) (Exception to 6Rf 1, #7b(l), Oct 82)

Reputst for krronnel k t f o n , 482, C i v i l r rn Personnel

R E V I N AT LEAST W E EVERY 2 YEARS AN0 DESTROY fl(AtTfVE M#AIPTIOkS mICH W UNLIKELY TO BE REUSED.

602.05 POSITION CLASSIFICATION FILES m/ 802.06 1. tentative Posltlon Clrsrlflcrt ion and Qurllflcrtlon Standards. -/ Incluaea rn a r m WR te ntrt ive s t m i w a s ana aocurtentr reiatea 8 0 3 4 4 thereto.

Praposed Dl sposl t lcn

I. Advlsory Allocrtlons. ' Included are Agency and 0PI.l rdvfsory rllocrtions, 1nttrpntrtTve guldmcc and related guidance.

?reposed Dfsporftlon

E. Posltlon Clrsslflcatlon Policy. Ineluded a n Agency, OPH, and DO0 guicrrnce ana Interprttr t lon of position c l r s r l f lc r t lon issues.

Proposed Disposltton

. d. Posltlon Clrsslflcatlon e r l r . Included ar t c l r r s l f lc r t lon rppcr1s. rrg ency ana WM ? p G m f i l e s should contaln porttlon descrlptlon, orgrnitrtlonrl cherts, evrlurtlon reports, declslon letters, m d similar docuaentr.

- Proposed Dfsposttlon

e. POSlt lOn Clesrlflcatlon Downgrrdes. Included a n l e t t e r s of downgrrarngs ana grrae ana pay n ten t lon cn t t t l ewnts , as approprfste.

Proposed Dlsposttton

801 -2

.

832.OG (not used)

802.07 PERFORMANCE APPRAISAL SYSTCNS

- -

a. General Performance Appraisal System. InclUdcd am WH, 000. and Agency po l i cy ana m t e r p n t a t \ v e suidance, reports, and re la ted documents on the General Perfomrnce Appr r l s r l SystCIp.

Proposed Disposi t ion

b. &it pay Performance Appr r ls r l System. xnctudea are OPH. DOD. and ’Agency po l i cy ana l n t e r p r e t r t l v e gulaance, repotts, m d r c l r t e d m r t c r i a l s on the krl t Pay Pcrfomrnce Systco.

Proposed Dfsposl t lon

e. SES Perfomance Appraisal System. Included arc OPH, 000, and Agency pol lcy , l n t e r p n t a t r v e guCdrnce. reports, And re la ted docments on the SES Perfomrnce Appraisal Systam.

Proposed Dlsposl t ion

.W2.08 HERIT PAY FILES -

Proposed 01 sposl t lon

802.09 ‘SENIOR EXECUTIVE SERVICE FILES - a. SES General ~nfonnat ion/Pol lcy Gufdance. Included are OPEI, DOD. and AaencY DolIcY. l n te rDre ta t l ve nulaance. d r a f t DPM and DO0 SES - - _ _ . matteGs a i d igen&-canments thento , -and s f n i l r r boc lmnts.

Proposed Df sposl t l o n

C. SCS Recruitment and Placement

Proposed Of sposl ti on

c. SES Classfffcatfon, Pay, and Posft lon Ibnagtmcnt

Proposid 01 sposl t l o n

d. SfS Ranks, Stlpends, and Bonus Information

Proposed D i sposf ti on

802.10 000 PRO[;RAM FOR THE STABILITY OF CIVILIAN EMPLOYMENT AMD OVERSEAS - ~ ~

a. DOE P r l o t i ty P1 rcement Program. Include documents n g a t d f ng policy or i n te rpre ta t i ve guiaance not f i l e d I n the basic manual, as well as l e t k t r / d e c l s i o n s on qual I f f c a t i o n disputes and expanded a n i s o f consideration f o r r e g i t t r s t l o n purposes.

Proposed D l sposi t t on . ,

b. Stopper L1 s t s

Proposed D l sposl t l o n

e. Overseas Regf s t t s t fon Program

I

801 -4

802.11 C I V I L I A N PAY FILES 7

a. Salary Rctcntton

Proposed D l sport tlon

b. Civiltan Pay Inqutrles

Proposed D i spoti tton

c. Employee Indebtedness/Ovcrpayment

h'ODOSed bf SDOSf t l on

c

.

d. Conttnuatton of Pay (Workmen's Conpenratton) -

. Proposed Of sporf t l on

803 CIVILIAN PERSONNEL SERVICES, WELFARE AND GRIEVANCE, Am m/810/ 0 0 IN F D R C f E S . T m e s relate to docuolcntfng the 812/813 seiection/mtention of employees, wet f a n rnd grtevamt procedures,

o f employees, and other personnel u t t e r s . (SI-374-81-31 ,

i 801 -5

803.C? rn

803.02 BFl3/ 803.06 -/ 81 3-03

op!.! E L M B I L I T Y CERTIFICATE FILES. Docuncnts provldlng 8 rtcord of requests to t n e WII t o r certrtlcrtion of elf#lbles rnd npor t r o f rCttOn trken on those certificates. Included rre SF 39s (Copy 31, SF 62, and OPU (CSC) Forms 1844A r n d retrted documents. (El-374-81-31, 23 Oct 80)

DESTROY m t W 2 YEARS OLD.

REDUtfION-IN-FORCE FILES. Includes letters n g a r d i n gemrrt and

(GRS 1, 1.5, Oct 82)

specific notices of RI'lr rnd j o b offers, and other r e P rted documents. (NC1-374-81-31, 23 Oct 80)

r . Retcntlon Rcgf stcrs

Proposed 01 sporl t l o n

. b. Reemployment Ffles

Proposed Of sposl t f on

803.03 CIVILIAN TRAINING PROGRAM FILES. Documents nf lcct lng t h e status o f 81T)-96/ C i v i l i a n tralnfng i n 60vernnnt rnd non-6ovemncnt frcillties. 810-07 Included r n trrlntng phns, revlews of trrlnlng nquinments, rnd

3Oc, Oct 62)

DESTROY 5 TEARS AFTER COMPLETION OF A TRAINING PROGRAM, OR OH DISCOWTPNUAWCE.

nlrted docunrtntr. (NClk374-81-31, 23 Oct 80) (GRS 1, #s 30b(l) and

803.04 HQURS ai YORK FILES. Documents nlr t lng to the estrbllrhncnt o f Working hours, rnifts, rnd other matters rffectlng the work schedule o f c l v i l ~ m employees. Included are coordlnrtlng actions, studies, lntcrpntatlons, rnd published record copies o f Instructions; letters; messages; rnd related documents. (NCl-374-81-31 , 23 Oct 80)

DESTROY I YEAR AFTER NO LONGER EFFECTIVE. 803.05 APPEALS AND GRIEVANCES ma3

0

801 -6

a. HSPB Appeals

Proposed 01 sposi t l o n

b. 6rtevances

Proposed Disposl t ion

103.06 (not used) - 803.07 CHARITY CONTRIBUTION FILES. 'Docurn ts r e l a t i n g t o contr ibut ions by W an agency, comnand, i ns ta l l a t i on , or r c t i v f t y to l rcognized health,

w l f a r e , and voluntary fund r a i s l n g organltat lons, such as the American Red Cross rnd the Combined Federal Cmpaign. ( T t ~ i s f l l e should be maintained by thrt I n d l v l d u r l rppolnted (by the Director, DNA, tomunder. F I e l d Connrnd, or Dlmctor, AFRRI, as appropriate) t o k in charge o f any annual cmpalgn.

OLD.

- 803.08 LIMITATIONS ON HIRING FILES

Proposed 01 sposl t i o n

804 INDIVIDUAL CIVILIAN PERSONNEL FILES. These f i l e s r e l a t e to WT - documenting the service o f ercn i n d l v i d u r l e m ~ l o ~ e e o f the Defense

Nuclear Agency and I t s consul t rnts. Such ' f l i e s am u i n t i l n e d exc lus ive ly by the C i v i l i a n Personnel u n l t which services erch leve l o f comnand. (Kl-374-81-32, 23 Oct 80)

804.01 OFFICIAL PERSONNEL FOLDER FILES. Docucnts which r e f l e c t Bmm/ qua l i f i ca t ions , e f f i c iency , pronotlons, awards, c e r t f f i c a t e s o f 80701 clearance and/or secur i ty de tera(Mt i0n under EO 10150. and s l a i l a r

i n f o m r t i o n on a c l v l l serv ice CarplOYCC o r consultants. Included are

I l b ( 2 ) ; Oct 82) I n d l v l d ~ r l personnel folders. (MI-374-81-32, 23 kt 80) (GRS 1,

801 -7

For purposcs o f t h l s de f i n l t i on , the r a t e r t b l discussed I n Book V I Table 8, kc 3, FPN krpplement 293-31 (records containing Infomation O f b pr iv i leged nature n o t deemed approprite f o r tK1USiOn I n the m p l o p e ' s O f f i c i a l personnel folder during k p l o p n t ) t S Considered b par t of t h l s f i l e although i t i s u i n t b i m d separately under the personal supervision of the c i v i l i a n personnel o f f i ce r .

a. Transfer o f employee:

TRANSfER FOLDER TO NEW EMPLOYING OFFICE.

b. k p e r a t i o n o f employee:

RETIRE TO NATIONAL PERSONNEL RECORDS CENTER (CIVILIAN), 111 Y I N N E W O STREET, ST. LOUIS, MISSOURI 63118, 30 DAYS AFTER SEPARATION UNLESS RETENTION I S INDICATED BY SUBPARAGRAPH 56-7. APPENDIX A, FPM SUPPLEMENT 296-31. NPRC ( C I V ) YILL DESTROY 75 YEARS AFTER DATE OF BIRTH OR 60 YEARS AFTER DATE OF EARLIEST DbcuFfyT I N THE FOLDER I F DATE OF BIRTH CANNOT BE ASCERTAINED, PROVIDED EMPLOYEE HAS BEEN SEPARATED OR RETIRED FOR AT L E S T 5 IEARS.

E. Consultant and Expert F i les :

DESTROY 2 YEARS AFTER COKLUSION OF SERVICES PERFORMED.

804.02 EWLOYEE SERVICE RECORD FILES. Documnts r e f l e c t i n g the service o f ctui l ServIce employees. documents. (Kl-374-81-32, 23 Dct 80)

a. Cbintained by Personnel Offices: (GRS 1, IZb, Dct 82)

Included are SF f s , and s l m i l a r or re la ted

PLACE f l INACTIVE FILE AFTER TMNSFER OR SEPARATION DF EMPLOYEE. DESTROY I N CFA 3 YEARS AFTER CUTOFF.

b. Haintbtned outside o f Personnel Offlces: (GRS 1, 46, Oct 821

DESTROY ON SEPARATION OR TRANSFER OF EIiPLOYEE.

804.03 CIVILIAN SERVICE EMBLEM CONTROL FILES. Ooclmcnts n f l e c t l n g c l r g l b l i l t y f or, an6 auam of, c r v l l i a n service emblclns. Included a n cards, printouts, and n l a t c d docuncnts. (Kl-374-81-31, 23 Oct 80)

DESTROY mW 1 YEAR OLD.

(6RS 1. I12b. Q c t 82)

808.04 m=U§

AODYERSE ACTION FILES. Documents r e l a t i n g to a proposed adverse personnel actlon, such as r cwva l , ruspenslon furlough r f t h o u t payI and nduc t ton I n rank or pay f o r cause Other than reduction-in-force. Included are not ice o f proposed 8dvetse action, employee's reply, s t a k a n n t of witnesses, no t lce o f decls?on. and s imi la r or re la ted dOCUWntS. (Letters o f rcprimand are not (ncluded.1 (Kl-374-81-32, 23 Oct 80) (GRS 1, 131b. Oct 82)

801 -8

,

805 - w5/811

605.01 xumz

805.02 mm3

.

805.03 - .

IOTE:

805.05 amm

DESTROY WEN 4 YEARS OLD UNLESS EMPLOYEE APPEALS, I N WICH CASE I T IS TRAIISFERREO TO 803.05.

C I V I L I A N EWLOYMEN'T APPLICATION AND CAREER WNAGEEWI FILLS. n e s accumulate i n c i v i I i a n Dersonne1 o f f i c e r ana r e l a t e t o

These

conslderlng. r r t i n g , and p r o c e r r h g r p p l l c r t l o n s f o r aployment, a s wel l as documenting placement cont fder r t lon m d the r r f e r r r l ana select lon process. (NC1-374-81-33, 23 Oct 80)

QUALIFICATION STANDARD FILES. Ooclrrnts used i n r a t i n g rpp l l ca t l ons t o r rppolntawnts and rpprovlng nonco lac t l t l v t rctionr. Included are index t o standards. OPH (CSC) Handbook X-118, exunlnr t lon r n n o u n c ~ m ~ n t ~ , special standards, such bS p m t l o n and t ra tn ing rgrtwcn'ts; and re la ted docwentr. (W-37441-33, 23 O c t 80)

DESTROY WEN QUALIFICATION STANDARD IS SUPERSEDED.

ACTIVE APPLICATION FILES. Oocumcntr pc.rtalnlng t o l n d i v l d u r l s rho can be COnSldereU f o r rppolntncnt, inc lud ing r p p l i c r t l o n r and r e l r k d documtnts. (YO-374-81-33, 43 Oct 80) (CRS 1, 115, O c t 82)

r . Voluntary App l l c r t l o n s F l les :

DESTROY OR RETURN TO APPLICANTS AS DEEUED APPROPRIATE.

b. App l i c r n t Supply F l l e t :

DESTROY WEN 2 YEARS OLD OR ON RECEIPT OF OPH INSPECTION REPORT, WICHEVER IS EARLIER, PROVIDED THE REQUIREMENTS OF FPM, CHAPTER 333, SECTION A 4 ARE OBSERVED.

(not used)

REFERRAL AND SELECTION FSUS. Doclmrnts r e f l e c t i n g plbccncnt and promotions act lons under the brit Plrcement r n d Pmmotlon Pmgrrm. Included are DNA Forms 433 and re la ted docucnts. (Ul-374-81-33, 23 Oct 80) (6RS 1, 114r. Oct 82)

Halnta in I n chronologfcr l order by e f fec t i ve date of personnel rc t lon .

DESTROY WEN 2 YEARS OLD.

PLACEMENT CONSIDERATION FILES. Documents e r t r l n l n g to caployees

cons1 derr ti on o f tmpl o p n t . Included a n requests f o r consideration, vouchers, resu l t s o f in te rvkws. aua l l f l ca t ion

( F i l e copy 5 o f SF 50 under 802.02.)

consiaerea t o f i I I I vacrncy b u t not se 0 e c k d and he ld for future

sumnwles, cop l t s of not ices of e l l g t b l l i t y , and mirbrb documents. . . (wtl-374-81-33, 23 O c t 80)

DESTROY WEN 2 YEARS OLD.

801-9

BC5.06 RECRUInENT, SElECTION AND PLACEMENT FILES

a. tienerr1 Infonnatlon and Pol lcy 6uldrnce. Include OPN. DOD, and DNA pollcy ana procraural guidance ana re lated u ter ia l s .

Proposed Dtsposltfon

b. H e r f t Promotion Propram. Include matters related t o DNA H e t i t . Promotion Pian.

Proposed Dlspasft ion

805.C7 C I V I L I A N PERSONNEL CAREER CUNAGEIENT PRffiR4M FILES - a. C I v i l l a n Personnel Employment Programs

Proposed D I sposit ion

b. Summer Employment Program

Proposed Disposl t lon

- - -

c. Employment o f Experts and Consultants

Proposed D i sposi t l o n

801-10

d ,

e.

f.

0.

h.

- 1.

I n t e r - b v c t m n t r l Personnel A c t

Proposed D i s p o s i t i o n

Cooperat I ve Educe tl on Program

Proposed D l s p o s l t l o n

P r e s i d e n t ' s Youth Opportunf ty Program

Proposed D l s p o s l t l o n

Federa l J u n f o r Fe l lowshtp Program

Proposed D i s p o s l t f o n

Upward l ~ l o b f l l t y Program

-Proposed Dtspost t ton

Handtcap Program

Proposed D l s p o s i t i o n

!

801 -1 1

j. DCC Autmmated :ewer Ilrnrgtnent Systen (KMS)

Proposed Dlsposltion

.

CONVERSION TABLE (BOOS 1

DNAFFS (5015.48 I*

801 m. 01 wr;rm -

. 802 - 802.01 w2Tm - 802.03 m m2-m -

802.11 -

FILE TITLE

CIVILIAN PERSONNEL PROGRAM FILES t l v l l t r n Personnel Program Reporting Fi les nv i l i rn Personnel inspectton riles not used

CIVILIAN PERSONNEL POSITION AND PAY FILES CIVILIAN PERSONNEL ACTION FILES CIVILIAN PERSONNEL ACTION, POSITION AND

LES

not used Job Descriptlon Extra Copy Flles hronologicr l Journal F t I es not used

Job Number Log Flles Raster Job Descrlpt<on Fi les Posltion ciassiflcrtion flies

not used

not used Performance Appralrrl Syttms

o f Clvllirn k%%%%%e Servlce Flles

D PrOgrm for M e s t h b l l l t y Employment and overseas Regtstrrtion program nvriirn pry F ~ I es

EMPLOYMENT SERVICES ClVILlAW PERSONNEL TRA~NING CIVILIAN PERSONNEL YELFARE AND GRZfVAWCE CIVILIAN PERSONNEL REDUCTIOW-Ill-FORCE CIVILIAN PERSO -

D

803

803;Ol 8o3.m Reduction-in-rorce r i l e s

. . OR! f l l g i b l l i t y Certlflcrte Files - n o t used not used

not used

Civtllrn Tr r ln lng Repottlng Flles Ctvfllrn trrtntng Program Flles

803.03 C l v l l l a n frrlntng Progrrm Flles -

PRE- DUAFFS

802 802-01 802-02 802-0?

803 808

-

806-01 808-02 606-03

808-04- 808-05 803-01 803-02

803-03- 803-04 803-05- 803-1 3

804 81 0 81 2 81 3

804-01 804-02- 813-03 804-03

81 0-01 - 81 0-05 81 0 9 6 810-07

I +The most recent rerslon o f f l le numbers and/or t i t l es I s underscored.

CT-8-1

-. , ..... I

DUAFFS PPE- DNAFFS - (501 5.48 I* FILE TITLE

003.04 Hours of Work Flles - M t UlC6 ..-- -r--

803.05 Appeals and 6rievrnces not used -

803.06 not used 803.07 Charity Contrlbutlon Flles m3-6 int atlons on n i r i n g FII es - not used

804 - 804.C1 - e04. GZ - 804.03 Imam - 805 - 605.01 mnz m -

XWDIVIDUAL CIVI'.:AN PERSONNEL FILES mflCl81 Personnel Folder Exyrt rnd Consultant Data Offlcial Personnel Folder Files

Enploptent krvfce Record Ffles not used

CIrlllan krvfce Emplem Control Files bverse kt1 on Flles

ElPLWltENT APPLXCATION FILES PRWTION, PLACCnfNT AW CAREER WHAGEMEUT FILES CIVILIAN EWLOYUENT APPLICATIOU AND CAREER

not used

t S

Referral rnd SelcctfonFf1es Placement Conslderrt~on Flles not used

81 2-01 812-02

812-04- 812-05

41 2-07

81 3-01 - 813-02

m 2-03

807 807-01 807-04

807-02 807-03 807-05- 801-07 807-08 807-09

805 81 1

805-01 805-02 805-03 805-04 805-05 811-01 81 1-02 81 1-03- 811-13

805.06 R e m m. - R r i l j a n Personnel Career Management Program Files

Those subject rreas no longer used by DNA arc lncluded here a t the end o f the table as a reminder of thr t which c m no longer be used.

CIVILIAN PERSONNEL IDENTIFICATION FILES LABOR-MANAGEMEW1 RELATIONS FILES

809 81 4

. CT-8-2

i-. m.01 IUDIOBIOLOGICM EFFECTS IIEStARCH ?RQW FILES. h m n t r rh fch

n i o p r n t of meawri mserrcn p r o g m nlrting to r n f l e c t un .) nuclear rcrpons ef fects; p m t e t l o n of f r l e n d l y personnel fmm hrmfu l n u c l r r r e f fec ts rnd safety o f nuclear s l k s tram hmful e f fec ts on b l o l o g l c r l aystrr . mi8 * a l u d e t t f lcS/rccordr WSOClrtd dth r p p m w d m & r r c h rork u n l t s (usks) and nwrrch l rboratofy notebooks.*

8. IERMWfNT. CUT ffF Dw C O P L ~ I O W ff ME ?Ro&WWRK UNIT. RETIRE to WRC 0 VEARS AFTER CUTOFF. OFFER TO WTIOML ARCHIVES 20 YEARS AFTER CUTCFF.

b. (OTHER): CUl OFF Ow COWLFTXW ff PRaGMWORK UNIT. DESTROY THOSE RECORDS W I C H ARE WERSEOED, @SOLEE OR YO LOkER HEEDED FOR E F W W C E .

Upon d c p r r t u n o f an I n d l v l d u r l nsecrrtlmr ( u l e n t l f l c Inrcst lgr tor ) . the & i c n t l f l c kprrtrnt C h i r u n rlll t n n s f e r those laboratory notebooks d a m e n t l n g msermh pmceduns (end p u b l i r h d conclusions) b the AFRRI L l b n t y for n k n t l o n .

M . 0 2 HISTORICAL nUOItS COWeERNIHb M O I O B I W ~ l C M EFFECTS. Studlet rnd rviws and other

ncotds ~CCUYI rted I n connection with the p n p m t l o n o f h is tor tes m l r t i n g to the at.orphctlc t es t i ne of nuelerr wrpons rnd I t s ef fects.

FEERmwENl. #FER TO UTIOKU ARCHIVES 20 YEkRS #lER CWLETION.

SO1.03 VERSOWWEL CASE FILES. Case f l l e s n l a t i n g to lndir(dua1 p l r L i c i p r n t s I n tes ts and excmues I n r h k h nuclear n r on8 n r e uwd. Records, which lmlude cornrpondence r l t h the MI itrry Swvlces rnd the Vetemns Ad . ln l r tm t ion , u c v w l r t e I n t o n m t l o n w l t h DNA's m l c I n the adjudicat ion o f c l r ims s t u t i n g fm the exposure, real o r a l l e w , t o n d l r t i o n .

TEWOIURY. *-MSTROY 50 YEARS AFTER CLOSE OT CASE.

NOTE: This d i ~ o s i t l o n should be n c v r l u r t e d a f t e r 10 yeam (1988) wl th a poss lb lJ l ty o f wkfng sate o f these mordr p e m n n t .

- 901.01 H W N WSPONSE FILES. Oocmcnts which r r f l e c t n s e r r c h p g r r m s . r e i r t i n g t o tne c r f u t s o f nuclear weapons on persons or mups of

Permnnel bvlw Pmgrm).

CUT OFF Ow COWLETION OF PRWECT. RETIRE TO W E 2 YEARS AFTER CUTOFF.

-

-

YOTE:

- mrtea Wnccc. W t ' 8 M L l l l S . WtCS O f 1nU

P -

persons (docs no t Include l n f o n r t l o n re la ted to tJe NUC P ear Test

DESTROY 6 YEARS AFTER CmOFF.

..

I

901 -1

902 MUQUARTERS MEDICAL WIT FILES. These flles Include ind tv tdur l v[12/914/ mrdicrl recorns for mfn civr l ' ian bnd m i l l t a r ) , personnel; mcord of 922- . blood donor drfves and Indivfdual donom; I n ~ e f t l g 8 t i O n of

m h r r l t h f u l conditions; and r v a i l r b i l l t y O f drvg &buW p n w n t t o n In fomi t i on . They ammulate sole ly I n the Nerdpurrters DNA & C U p 4 t i O M l Health Unit. (Kl-374-81-36. 98 kt a)

902.01 HEALTH UNIT WllTRoL FILES. Lops or nplStcm m f l W t l n p dal ly unit. (11c1-374.81-36, 28 at 80) KRS - wllbers OT v is i ts to me

1, Izo, b c t 821 a. If I n f o m a t i o n I t t m r l u d , on t t r t l s t l c a l -ports:

DESTROY 3 WOWTHS W l t R LAST ENTRY.

b. If I n f o r u t i o n 1s no t wnnrrlrtd:

DESTROY 2 YEARS AFTER LAST ENTRY.

902.02 CIVILI4N DIpLOYfE lZDICAL FXLES. Docu tn ts n f l e c t i n g r d i c r l care IM tn r#nt rurnisned to f ndivfdual c l v i l l m employees by DNA r d i c r l personnel. Included are the r q l o y e e ' s medical histor), uhfch dll cover oecrrfonrl r d f c r l caplrints, m d e x r f n r t l o n s , launirrtlons. r l l e lgy ln j rc t fons , blood pressure Checks, OcCuprtioMl l n j u r l e s or diseases, w d l c r l t n r k n t given, I f any; and mferrals to medical f r e i l i t i r s and/or s ic fms, I f required.

a. On transfer o f l employee:

FORUARD TO IEDIUL WIT SERYICING E C f I V I N G AGENCY.

(lCl-374=81-36D 28 Oct 80) (6RS 'I, 121, kt t Y 2

b. On tetmfrutfon of m p l o y m t :

DESTROY 6 Y W AFTER DATE OF LAST ENTRY.

WE: (1) These f i l e s exclude pre-cnplopent physical exmin r t i ons and d i u b l l i t y n t t n a c n t mnd fltness for duty r x u l n a t l o n s uhtch a n filed I n the o f f l c l r l personnel f o l d e r (OW) upon reparation o f l q l o y w (ref: FPMS 293-311, Those records not required f o r f i l i n g I n the Wf, I f no t refrlnad by the agency, may be transferred t o the Urshington Wltional Records Center. Under no c i remst rnces should - these f i l e r be sent t o the H r t i o M l personnel Records k n t e r .

(2) n i l l u ~ heal th n c o r d f i l e s are Oovemcd by rpp rop r ia t t service regulr t lons and rm disposed o f rccor'dingly.

(3) A f i l e deslgnation for medical f i l e s o f personnel exposed t o radiat ion vlll be developed la te r .

c iv i l ian , that have donated blood rt m i l l t a y hosp i ta ls or c i v i l i a n fac i l i t i es . Included are blood donor record cards, announcement of scheduled blood donor d ~ s , and re la ted documnts. (GRS 23, 17. Oct 821

-

902.03 BLOOD DONOR FILES. Oocumentr r e f l e c t i n g - lnd iv ldur ls , r l l l f r r y or 9TW5

901 -2

1. Blood donor record crrds:

c'

Proposed Of spot1 tlon Fonard w i t h t rrnsfcrrlnp Indivldual'r r d i c r l -Cord t o rece iv lnp personnel office or t o wdlcr l u n l t uhlch r cn lces the J receiving agency. p.

Many r enclcr have an rctlve blood donor progrrm ad need te have r comp cte f f l e for emergencies LO t h a t they will not have t o 90 rerrchlng through Individual f i l e s .

P NOTE:

b. Other mordr: - CUT OFF AT END OF CY AND DESTROY 6 KlNlHS AFTER CUTOFF.

902.04 A C T I V I T Y REPORTING FILES. Documents reflcctlng the rctlvltics of the m=UztlAA occupr t i onal ncrlth Nurse i K l u d i n g lnvestlgatlon of

srnltrry/herlth conditions a t Hcrdqurrterr m d other subjects of professional r d f c r l l n t c m t . (Kl-374-6146. 28 Oct 80)

CUT OFF AT THE CLOSE aF THE CY, EXCEPT CASES W I N I N G OPEN SHOULD BE BROUGHT FORUM0 TO CURRENT K A R FILES. DESTROY CLOSED CASES 2 YEARS AfTER B E I N G CLOSED.

902.05 DRUG. ABUSE FILES. There f i l e r relate to the rvr l lab i l l ty of pcrronncl rrslancd to and emloved by the Defense 3 n r o r u t i o n to 7

Nuclerr bency conccrnlng the nvrntion and control of drug rbure.

treatment rvrllrble, r t a t l r t i c r l hlrtorlrs, and e l a t e d docuaents.

DESTROY WEN SUPERSEDED, OBSOLETE, OR WHEN NO LONGER NEEDED FOR U m I N I S T R A T l V E PURPOSES.

This Includes puphlets derc r-t binp ldentlficrt ion of the problem.

(CRS I. w b . Oct a21

8

901 -3

W F S (501 5.45 1

CONVCRSION TABLE (SOOS)

FILE TITLE

902 - MDICAL ?ROCRAM FILES USOUTDRY U D PATHOLSICAL SERVICES FILES CCCUPATIONAL HEALTH SERVICES FILES HEADQUARTERS EDICAL UNIT FILES

902.01 m2.m - W2.05 - 902.03 -

902.02 -

Drvp Abuse F i l e s

not used

Blood Donor F l l e s not used

not used t l v i l l r n Enployee Medlcil Ff l c t

PRE- DUFFS -

902

922

9 0 2 4 1

9D2-02 W2-03- 90247

914

91 4-01 - 91 4 4 91 4-05 91 4-06- 91448

922-01 922-02

fhose subject rmrs no lower urcd by Mu are h c l u d e d here rt the end o f the table as r m l n d e r o f thrt which can no longer be used.

MDICAL 5MTIsIICS FILES MDICAL I I I F m T I O N FILES OEPINDENlS WEDIML CARE FILES N D I C A L STANDARDS FILES EDICAL EMMINATION FILES MDICAL fREAMNT FACILIlV REPORTING FILES INPATIENT ACCOUNTABILITT AND STATUS FILES PATIENT FUWD, PROPERTY, MID FIIUHCIAL FILES fODD SERVICE FILES PROFESSIONAL RDICAL SERVICES FILES P W C Y SERVICES FILES NURSING SERVICE FILES XNDDEXES AND DUPLICATE KDICAL RECORDS FILES E O I C A L RECORD FILES ON INDIVIDUALS CLIWICM RECORD FILES OUlPATIENT RECORD FILES CONSULTANT SERVICE FILES EDICAL X-RAY FIUI FILES

903 904 905 906 907 908 909 91 0 91 1 91 2 91 3 91 5 91 6 91 7 91 6 91 9 920 921

CT-9-1

PREVENTIVE CEDICIE FILES ARMY ENTAL !

HEALTH NURSE FILES CERVICES FILES

W D I V I D W DENTAL F ILES ENTAL X-RAY FILM FILES m R I M R Y SUBSISTENCE SERVICE FILES VETERIWY A Y I W SERVICE FILES

923 924 925 926 92 7

929 ea

i

.

CT-9-2

1101 rn

1101.01 fmTv4

1101.02 m2a5

IKH(TACT1CAl TELECOrmRllCATIONS PRWECT FILES. D o c u n t s r r l r t t ng t o B e DnDrrrtlon. rrl ldation. m a amroval of nontrcttcrl k lec to iu i ica t lon -rcwlrrrnts ilncluding 'COMSEC requlrcunts); and the desi engineering. construction, m d lnstalletion o f montactica?"D t e l r l a i c r t t o n s wwices, w t t p l n t , facilities. MWrks. and systrms. Included a n proJr t case flles con ta in ing r r q u l m n t statements, project approval letters. bllls of u te r i r l , design and englneerlng datr, rptclftcatlons. Installed cacunicrtion equipment property Cards. 8nd related domments. (Wl-374-81-39, 2E et 80)

a. Office petformlng O W A ~ ~ s ta f f responslbflity:

MSTROY 1 YEARS KTER DISAPPROVAL OF PRQIECT OR 5 YEARS AFTER COWLflION OF hN APPROVE0 PROJECT.

.

b. Offices of subordinate elwnts:

DESTROY 1 YEAR llFTER 0ISAPPROVAL.ff THE REQlJIlrwNT OR 1 YFXR K T f R DISCONTINWE OF FACILITY OR IWSTALUTION.

COWWWICATIOW FACILITY LEASE REQUEST FILES. rewes ts fo r Drovlalno. rearranolno. and ~ v l n o caaunici t ions

Oocucntr -1itlng to

cfirutts, eqvfpicnt. a'd sentces i e i i i d fra Come-riirl companies t o support approved nontactlcrl trlrcomunicatlons requirements. Included art requests f o r leased f ~ c l l l t l e t . just l f lcat ion data, and related d o c u r n t t . W1-374-8149. 28 kt 80)

DESTROY 2 YEARS AFTER TERWIWATION OF LEASE.

MDIO FREQUENCY FILES. Oocrvnts n l a t l n g to the authorization. allccatlon. ass1 n r n t . comle t lon . m d use of radio frequencies and ca l l signs. d 4 7 4 - 8 1 - 3 9 . 28 Oct 80)

a. brrespondence r e l a t ing to cofuurnnt o f tk FCC:

DESTROY YHEN 1 YEAR OLD.

b. Other doclarnts:

DESTROY ON SUPERSESSION. CANCELUTIOll, OR OISCWINUAWCE W THE ASSIGWNT OR USE, YHICHEVER IS EARLIER. ' ..

1101-1

.

11 02 SIolAL CDUWNICATIONS SERVICES FILES. These f i l e s accmulr tc from m a a i n i s t r a t i o n . use n m e of r i g n r l c-nicrtfons

1102.01 mmm 3 m f c ~ WORK m O € R FILES. D o c l r n t r used to m w s t and llDGU7 a u f h o ~ z e teleDhone s e ~ ( c e on b v e m r n t - o m r d wttWs. Included

a n r r p w s t s fir telephonr wrv i ce , rork orders, and W r k d papers. (El-37C(II-IOD Z8 O c t 60)

DfSTRW 1 Iw AFI'ER CCUPLETION W WRK.

1102.02 ColwlNIUTIowf ACCOUNTS FILES. O o c l r n t s nlrtlng to telrphone, TIUGlT Lietype, ana tei rpraph accounting. Included @re vouchers, vendors

lnvolcet, and comspondrncc on camunlcat lonr accounts.

MSTROY WEN 2 YEARS OLD. PRIOR TO DISPOSAL, FILES WHICH ARE RELATE0 TO U l t o u f t T E D ACCOUNTS WILL BE WXTHDrUYW MU RETAINED UNTIL COLLECTED.

(Wc1-3744l40, 28 Oct 80)

1102.03 COrmNICATfOW EPVIMNT RECORD FILES. O o c u n t s rclrtfng to the ITMTZ mal f l ca t l on , test , m e coaprrable action p e r t r l n i n g to i nd i v ldu r l

Itrat o f r q u t m n t used l n f l x a d c o l u n l c a t t o n s systems. (lC1-3744l40, t 8 Oct 80)

OLSSRDI ow DISWUL OF THE MUTED EQU~WENT.

- 1102.04 CbblUWICAlIMSS CORRESPONDENCE, REPORTS, AND REFERENCE FILES

a. Corn ondrnce and n t r t e d records p e r t r l n l n g t o fn ternal

Oct 82) a&tn is t ra t 'p on and operatlon. (proposed & v l r t l o n fm 6RS 12, 12r.

b. le lccomunlcr t lons general f l l e s I n d u d l n g plans, reports, and other records per t r l n lng to equipment mquests, telephone servtce. and l i t e utters. (CRS 12, 12b, O c t 82)

. DESIROT WN 3 YEARS OLD. -

- c. Telephone s t & t l s t l c r l records l m l u d f n g number. type o f phone, type of l ine, and o f f k e Insta l led. -

EDED OR OBSOLETE.

d. Messrge Rout fw 6ulde. Thlr gulde I s used by Message Dlst-ss messages addressed t o HQ DNA. This guide provides d l s t r t bu t fon l n r t ruc t fons by AIG, o f f l ce symbol, and number o f copies n q u l r c d for erch rddresree.

1101-2 -

Pro ored Ots ost t lon -0 OR msam.

e. Telecomunicationr Service Requests (TSR). These records r e l a t e to l n r t r i i r t i o n . CMnge. mmovr1. and r e w l c t n g of oqulpmnt. ,

rocma. f. Copter o f r g n r m n t s w i t h background data and other records r e l a t i n g to r g m r n t s for t a l e c a w n i c r t l o n s services.

Pro osed D i s o r i t i o n EXPIRATION OR CANCELUTIOH OF ACREWNT.

1102.05 AUmeUfIC SECURE VOICE CQ+IUNICATIONS (AUTOSEV#W) lEII)(INAL FILES. mrr f i i e contarns corresponance, e l e c t r l c r 1 messages. approvals. rnd n l r t e d h l s t o r i c r l Qtr on c e r t i f i c a t i o n o f AuroSEVOCOn t e m t n r l r .

ATION OF CIRCUIT OR W E N NO -6ER IOiOtD. WHICHEVER IS SOONER.

1102.06 TRACER ACTION CASE FILES. This f i l e contr fns r s s r g e s and re la ted correspondence p c r u l n r n g to all actions taken to t race rssrger . -

. 1102.07 OVERNIGHT R O M G E CONTROL FILES. Record o f rece ip t and pickup f o r

C l ~ S S l f ~ e a u t e r l r l and packager stored I n the Telecormnicrttons Center overnight.

. 1102.08 This f i l e contains a

OR W E L L E D . - 1102.09 SENERAL #$SAGE FILES. These are messages designed t o r e t the

recurr ing rcqulrements for the d i s s m i n r t l o n o f In fomat ion or l ns t ruo t l on to a p n k ~ m l m d r lde standrrd d fs t r ibu t lon .

EO OR CANCELLED BY ISS~ING UJTHORITT.

1101-3

b. Customer Agency Ccneral Messages. Htssages addressed to and used to pmvidc a i s t r i b u t f o n t o customer agencies. (CRS 12. 13b, O c t 82)

MslRDY AFTER 2 Mom. 1102.10 TELECWWICATIONS PERFWNCE RECORD FILES. ThcSe f i l e s provide

s t a t l s t t c r and other i n f o n u t i o n r e l a t l v e to stat ion, c i r c u i t , t r a f f i c status, and operator pcr forunce. These d o c u r n t s may be used t o evaluate and l d a n t l f y anas f o r co r rec t i ve or llprovement actions. These f i l e s cons is t o f uster s t a t i o n logs (OD Fonn 1753). message . r rg is te rs , sh i f t supervisor checkl ists, dally t r a f f l c figures, t r a f f i c r n r l y s l s documents, r e c o v e y documents, and s fmi la r docun_ts.

DESTROY WEN 6 MONTHS OLD.

(6RS 12, 13a. O c t 82)

- 1102.11 TELECWNICATIONS OPERATIONAL FILES. lhese f i les provide a ~ h r o l l ~ i w i c a i m o r a of events relrtina to the o m r a t i o n o f a specific- func t lon within the Teleconniunlcations h n t e r . F i l e s consist of service logs, service messages, and similar docuncnts. ( U S 12. I3b. O c t 82)

DESTROY UHEN 2 MONTHS OLD.

1102.12 ORIGINATED E S U G E FILES. These files conta in o r i g ina to r ' s message CODY and the hard Daw CODY o f the transmit ted message. I n the D N ~ T e i e c a u n i c r t i o n s ~Center,'-thesc filer are separated fnto the AUTODIN teletype r s s a g c f i l e and the k l e c o p y message f i l e . The k l e c o p y messages are fu r ther separated Into two categories, c l a s s i f i e d and unclasslfied, since these wssages are t r a n u f t t e d over a c l a s s i f i e d c i r cu i t or an unclassif ied c i r c u f t dependtng upon t h e i r c lass I f l c r t i on .

DESTROY UHEN 2 MONTHS OLD.

1102.13 RECEIVED IIESSGE FILES. These f i l e s contain hard page copies o f recelved messages. rn the DNA Telecolmtunicatlons Center, these f i l e s 8re separated into AUTODIN received Hssrges and those n c c l v e d v i a telecopy. Since telecopy messages are received on e i the r a c l a s s i f i e d or an unc lass i f i ed c i r c u i t , these messages are f u r t h e r sew-rated by c lass i f i ca t ion . (US 12. I lb , Oct 82)

(6RS 12, #3b, O c t 82)

T102.14 SERVICE MESSAGE FILES. These an short c o K I s e messages used t o exchange I n f o m a t i o n and ins t ruc t i ons concerninp the conduct o f conmunjcations. These messages expedite t r r f f f c , corrections, retransmt sslons, v e r i f i c a t i ons, acknwl edgements , tracer actions, and other matters r e l a t i v e to AUTODIN Telecomnunications management and operations. k r v f C e mssagcs an separated '4 the incoming and outgoing f i les.

DESTROY WEN 2 MONTHS OLD.

(6RS 12, 13b. O c t 82)

1101-4

,

1102.15 - 1103 m 1 1 03.01 mw=m

1103.02 TmmY

11 03.03 Tm2r

1104 m

I

1104.01 TmTm

MESSAGE HISTORY TAPE FILES. l'hls f i l e contrtns history tapes o f a l l teletype rssrges. Mistory Uws are Swmkd by those thrt

O H p f M U d rnd those t h a t WetVed. (ORs 12. 13b. Oct 82)

# W S S UHEN t 10YTHS OLD. POSTAL AND MIL SERVICES FILES. These ftles am n l r t e d to the postal ana mil functlon p e r f o n d by u n i t and u t l v l t y ullroms.

POnAL DIRECTORY FILES. Locrtor cards used i n mlntr tntng r l w r t o r 4s-m to f rc119 tat e the dellvery of mil to Indtwtduals. ( E l - 3 7 4 4 , 28 Oct 80) (Cxceptlon to SRS l Z , f i b , Oct 82)

- I ,'

fK1-37441-41, 28 bct 60) '

AN IKUTIYI FILE UfU NOT BE fSTABLISllED. U X m W W D DESfRDY LOCATOR CARDS FOR RllllAllfwT ~O!Ww(fL 1 YEAR K T E R DEPARTURE OF THE IYDIVIOUAL. Y I ~ I U Y AUO DESTROY LOUTOR CARDS FOR OTHER PERSONNEL 6

WIT WILRoo1 AtCWISTABLE MIL RECEIPT FZLES. Oowcnts r r f lect ing %e receipt ana a i S P r k h of rtglsterrb, m r b c n d Insured. and cer t i f ied Uil by mlt 8nd I C t t d t y o l l r o a s . Included rm DO Forn 434 (kcord of Accountable )Irll), ?OD Form 3883 /Fim.Dellvry Book Record--Regtstered, CWtlffed, and Y u k n d Insured), m d POD fern 3877.fFim wllllng bok) . (El-3744141. 26 Oct 801 (CRS 12, 19 , kt 82)

AFTER DEPARTURE OF THE IWIVIWAL.

OtfTROY WEN 1 EAR OLD.

MIL COWTRQ FXLES. Docmcnts re la t ing t o the control of incmlng m a outgolng Y Included am rout lng and tusptnst s l ips , dellvery Tecelpts, m c k of messenger t r i p s , and siatlrr papers. (El-374-1114, 28 Oct Sol (trceptlon to W 12, fit, Oct 82)

DESTROY WEN 3 rmriTHS OLD.

AWIO-VISUAL SERVICES FILES. TRese filer relate to the operation and rant ni stration of ruaio-vlsurl rctlvltits ,and the furnlshtng of pictor(r1 and audio-vlsual support. Audio-vlrurl sewices imlude the production, storrge. m d ltsue or lorn o f stfll pfcturer, color trrnsprrcncies. motion ptctures and/or vldco rrcordings. These f t h S rccmulrte .wirily i n the krdpurrterr DIU Visual Infomt lon Division: the rPDrODd&& Off fCeS l n OK4 Field Commnd m d thc A m d Forcis lbdiobio\6gy' Research Institute, and the fila r t p o s i t o y a t ADWIN]: STRATION 1 DASIAC. (RETAIN--PENOINC APPROVAL BY MATIOW ARCHIVES AN0 RECORDS

AVDIO-V1SUM FACILITY LSTABLISH(EwT FILES. Docuntr re l r t lng to the lDDrOWI1 Or alS@PD).OWII O f - estab1 I- rhcnt. mlrsslftcrtion. or

1. diicontlnurnce of- still icture, mtfon picture, and ttlevtston Included we nquests

for r s t rb l i s b n t , reel rssi ficrtl on.' or dl scontt nurnce; justi fl crtt on at&; plpers reflecting ruthorltrtlon or dtsrpprovrl; and docunents rpprodng rddt tlonrl photographic equfpaent.

frctltties m d audio-vlsur P support centers.

1101-5

,

a. Office nsponslb le for approval i n np 8 rrprrrk e l n e n t s :

1101.02 - t 7 m m

1104.03 -

sed D t s ost t fon m 2 b M T E R DISCWfINUANCE C f THE FACILITY OR

DISAPPROVAL OF ESTABLIUENT.

b. Other r*rleulnp 8 c o l r n t l n g offlces:

OLD.

AUD10-YISW SERVICE TECWICAL ASSISTANCE FILES. n t iec t fna technfcr l ravfce DrOvfded on r r t s t l n g o r orODored

Docucnts

rudt o - v i s i r l rrwi cts. systems .- f r c i 1 I tl es . r q u t pw6 t , o p e h ti ons , r n d tcchniqws. but not papers of r d i n c t i v , or r r g u l r t o y nature. Included #m c o r c n t s or r e c m n d a t l o n s concerning rudlo-visual R8D pra ject r and proposrls, r d v l t e on thc r p p l i c r t l o n of rudto-visual systems for trrlnlng or other purposes. reports of technlcal v l s i t s and inspecttons, and nlrtrd papen.

Offlee glrfomlllg DNA&& technlcr l ?Wponslbll iQ:

OLD. GENERAL VISUAL I N F ~ T I O W FILES. .Fi les uhtch docuwnt or lg ln, k v e l o # c n t . rcautstt ton. use and . c m c n h i p o f rocclflc types o f v isual- reiords,' as rill as f ind ing rids f o r I d e n t f f l c r t l o n . . r e t r l c v r l . and use of the f i l es . Speci f lc i t e n s are t c r l p t s , contracts, t r rn rc r tp ts , copyrfghts, rclc#scs. l nv rs lon r o f pr lvrcy; lndtces. CrUlogs. l o g books, c r p t l o n sheets and s l r i l r r documents i n bard copy or wchln nrdrblc format. (SRS 21, 162

DXSPOS OF In ~ t c o m ~ m ~ u m sw STANDARDS AS RELATED VISUAL RECORDS.

t63, Oct 82)

AV EQUIR3EtK R E P A I I R ~ I F I U T X OM. Records of Inhouse or contracted requests fo I nsUl1. repr l r , or modify AV e q u l g r n t and/or f r c l l l t t c r .

Y; DESTROY WEN 2 YEARS OLD. . . AV WRK ORDER FILES. -ther grrphlc sewices work r n d record uork performed. Included rre photographic w r k orders.

Dotucnts used t o request photographic. vldeo.

; DESTROT KTER SUBMISSION OF REPORT.

GRAPHICS ARTS FILES.

a. Vlnprrphs. slfdcr, rout lne artwork f o r r l n t t n g and other

Records r h l c h include:

graphics ( including P o t t e r s ~ , As watt as or ig lna P artwork: (GRS 2 1 , 19 IlD. O c t 82)

1101-6

.

DESTROY 1 YEAR AFTER USE, F I W IUBLlCATION, OR YHEN YO LONGER YEEDED.

b. Llnc cophs of grrphs r n d ch~rts.(CRS t l . i l 2 . kt 821

DESTROY 1 YEAR AFTER FINAL PUBLICATION OR M E N W R NEEDED.

c. Orlginal rrtwrk for prlntlmg publlcrtlons, transpannctcs, rlldes and posters.

R UEDEO.

d. Colpubr-gtnrrted f418t for tnnSpmfCI8S. SlfdcS and posters and stored on floppy dtsks.

)reposed D i sposl tlon .

1104.07 Flu1 AND VIDEO W E IWDEX FILES. Docucnts pror(dI Infomation on nm-D31 equlpment; m d rrlrted utters. I ~ l u d e d @m f l h newsletters and Il'KOT new f l i m s a v i t u b i e ; m aveiopaents t n audio-vlwa 7 techniques m d

n l r t e d wpen. (6RS 21, #6. Oct 82)

DESTROY OM SUPERSESSIW OR OBS#tSCEEt. i f . 5

t . TlOKO m e fii as or Omr UIdiO-ViSU~l WtWll l lWMd O U t and to dcttmlne 1104.08 #COKING CARD FILES. Cards used to mod loans of nqucsted apes

the @ ~ ~ l l ~ b l l l ~ Of ulc rrpuested UfcHJl. lmludtd booklag cards or c o q r r r b l r f0-S used f o r t h f S purpose.

a. F l 1 ~ m d vldco a p e :

TION W ANNUAL AUDIOVISUAL REPORT, OR YHEN NO LWER YtEDtD.

b. fquipaent:

TlON ff ANNUAL AUDIOYISW REPORT, OR M E N N D - 1lM.OO mlTION PICW/VIDEO TAPE FILES. mesa fllrs consist of notion

photogrrphfc f&f l i t l8S , tht OffjCfJl DHA prculre. fila rxposeo mtlon picture fllBS.wmd 9rJphlc fllas. They also consist o f teleVlSlOn V I 6 8 0 tJpC W O r d f h g S mlch were produced @S OffiCiJl DNA fila or ruthorired d d e r dfstribution thrn those produced for local use.

-

1101-7

a. Original negatives:

Pro sed Dlsposltlon LASSIFIED F I W TO NAT1Q)LCIL ARCHIVES YHEN 5 &%. & % ? k S S I F I E D FILMS IN DNA UNTIL CLASSIFICATION

IS LIFTED, THEN OFFER TO NATIONAL ARCHIVES. - c. Stock fOOtagl, outtakes 8 trlm t m k d during the course o f an age~y=qonsond pm.oductlon: (CRS 21, 127, Oct 82).

WFER MEDIATELY FOR DEPOSIT I N THE m K FILM COLLECTION, SPECIAL ARCHIVES DIVISION, WATIDW ARCHIVES.

d. Television rldco tape mord lngs (agency-sponsored news n l e a r e t and Inforut ion reports); rpeclflcally, the O d Q f M 1 or err1 j e s t generation of ncording, and a dubbing, i f one exlsts.

?ro sed Dlsposltlon LASSIFXED # C O R k TO NATIONAL ARCHIVES .

e m T A I N CUSSIFIED VIDEO TAPES IN DNA UNTIL CUSSIFIUTION IS LIFTED, THEN OFFER TO UTIONM ARCHIVES.

e. loutlm rclentlflc, r d l c a l or research footage for use i s 1 drk:(6RS 21. 118, Oct 821

DESTROY 2 XARS AFTER END OF RESEARCH PRRlECT OR WHEN DATA IS NO LONGER MEDEO.

f. Duplicate prints I n excess o f those r e q u i r e d for preservation by

DESTROY WHEN YO LOtlGER NEEDED.

Q. Documentary footage (except tha t footage l d m t l f i r d In e above) shot for research and development, factflndlng, recording lncldentr or other studles:

41 CFR 101-11.411-4. (6RS 21, #IO. Dct 82)

- . m f s p o s i tlon . FO-LASSIFIED FILH OFFER TO SPECIAL ARCHIVES DIVISION, IUTIDNAL ARCHIVES UHEN NO LONGER NEEDED FOR AC4tlNISTRATIVE PURPOSES OR 10 YEARS AFTER PRODUCTION. RETAIN CLASSIFIED FILM IN DNA UNTIL CLASSIFICATION IS LIFTED, THEN OFFER TO NATXDNAL ARCHIVES.

h. Seminars and lectures (acquired. from outside sources for personnel and management training). (GRS 21, 115, Oct 82)

DESTROY 1 YEAR AFTER CWLETION OF TRAINING PRDGRM. h

1101-8

i

1'104.10 STILL PICTURE FILES (GRS 21. I1-18, kt 82) nU7m

a. Photographs o f rou t ine award eerwmonles, soc ia l events, and a c t i v i t i e s mot m l a t c d b the misrlon of .tht IgllKy. O c t 82)

(CRS 21, #I, I

1

,. ~

PRINTS AM) UEUTIVES CIVEN TO SUBJECT INDIVIWS.

b. Personnel l d r n t l f l c a t l o n photographs: ( fRS 21, 42, OEt 82)

=PLACE WEN 5 YEARS OLD OR IF DIMED. OESTROY UPON DEPARTURE OF XNDIVIDUAL COKERISEO.

c. O i f i c l a l p o r t r a f t s o f senfor agency o f f i c i a l s :

Pm osed Dls o s l t l o n *R DEPARTURE OF IYDIVXOUAL.

d. A l l other black-and-uhlte photoghph f l l e s (not i d e n t i f l e d I n a I b above). Ext ra prints for TO1 mWCStS. publ lcat lons and manuscripts. (These a n b p l l c a t e i t m s i n OXCISL o f record elements r e q u l n d for p n r e n a t l o n by 41 CFR 101-11.411-7b.) (CRS 21. #4, Oct 82 1

.

IUIWTAIN UNlIL YO LONGER YEEDED FOR ADWINXSTRATIVE PURPOSES.

e. A l l other co lo r wgat lve , la rge f o r u t or 15.m transparency f l l e s (not l d t n t l f i e d I n a o r b above):

ARS OLD OR YHfN YO LONGER NEEDED FOR ~ I N I S T R A T I V E PURPDSES.

f. Stock footroe:

MIWTAIN I N OASIAC DEPOSITORY I W ACCORDANCE WITH OASD(PA1 #MOB DTD 1-29-81. (TEUPDRARY)

g. Orlg lna l 1 negatives u l n t r i m d by DASIAC: (SEE f. above1

h: HISTORICAL PHOTOGRAPHIC FILES mum 22Bm- (1 1 Orlglnal 1 dupl icate negatives o f photographs covering

events of h f s t o r l c a l importance Inc lud ing those o f In te res t because of studies o f shot c loud dust 1 co lo r photography:

AT DASIAC. OFFER 10 NAlIONU ARCHIVES

(2) Orlg lna l ne at ives o f photographs taken to document m i l i t a V construct ton pro s ects, rad ia t ion f a c i l l t y modlf icat lon, or repair.

1101-9

I (3) b p l r s (rorking ~ t r r ( r 1 ) : (6RS 21, W. Oct 82)

DESTROY WHEN NO LONGER NEEDED.

1. -. O f f i c i a l DNA t l lmstr lps made f o r other than l o c a l use:

Pro ostd Disporlt lon

& % N C s U l I O M IS IOIIOVED. M4lIONAl ARCHIVES WHEN RECORDS ARE 5 YEARS

.

1101 -1 0

CONVERSION TABLE I11OOS)

W F S ORE- DNWFS - J5015.481* FILE T x n E

.

1101 SI6NAL CWUWICATIWS ILEQUI-WTS FILES not usee -

1101.01 mol37

Wontact 1 cal T e l e c a r n i c r tlons Pmjcc t Flles tomunrcattont F a c i i t t y L ease uequ est TW es not usea -

1101.03

1102 - - 1102.01 - 1102.02 nu233 - 1102.04

11 02.05

1102.06

- -

lkd lo Frequency Files

f 1 6 W COWNICATIONS SERVICES FILES not usea

-

Telephone krvlce York Order F l l q not urea

Cmunitrt ions kcounts Files torPunrcrtlon ~ p u t p c n t Record tiles not usea

Coraunicrtions Comspondtnce. Reports. and lbrference Flles ktmtic secure Volce Coanuntcrttons -I Jeminal F ~ I et Tracer mtl on u s e r i l e s bvernfpht sto rage control Files & z a m se Files k n e t r l rrsrrge Flles hlecOamUn%ations ~erfonunce Record F41er ~e1ecaanonfcrtlons OperrtlOnrl F l t cs . Prigrnatea ey ssage t i l e s Recervea nrssrge FI tes krvfce rrcssrge riles kssaw n1 Stow T ape ffles

1102 _1 - 110241- : c,

11 02-03 110244 1102-05 110246- 1102-07 110248

1104 110441- 1104-06 110447 1104-08- l?OI-lO 1104-11 1101-12 1104-13- 1104-15

1103 POSTAL All0 MIL SERVICES FILES 1108 - 1108-01- not used 11 08-1 5

1103.M . . ? Q S U l M n C t D l y fl’ltr 1100-16 1108-17- not Used 1108-18

1103.02 Unit kilroam Accountable M i l Rccelpt Flles 1108-19 not usee 1108-20

1103.03 k i t Control Files 11 08-21

.The most recent version o f f l l e numbers and/or titles i s underscored.

-

-

0-1 1-1

W S F S PRE- (501 5.4B !* FILE TITLE - 1104 AUOIO-VISUM SERVICES FILES 1107 mu. 01 lmm

O W F S

110791

1107-03

kldlO-VlSUI1 F4Cl l l fv E s u b 1 i s ) r n t F f l e r Audio-visual Sewlce Technlcal AssfSt4Me Ff les not uwa

11 07-02 - I

Ff lr Project Case Ff l e r 1107-04 1104.03 General Visual f n f o m r t f o n F i les -

not used 1107-05 11 07-06

1104.04 AV Equfpcnt Reprlr/Wodf f i c @ t l o n not usea 1107-1 6- -

11 07-1 7

Phobgrrphfc York Order F f l e r 1107-18 1104.05 AV York Order F f l e s nBm6 Erapnics ~ r t s F i l e s

1104.07

- Fflm Y m l e t t e r F f l e r 110799 Fi lm and Vfdro Trpc Index F i l e s not uwa - 1107-1 0-

11 07-1 4 1104.08 Motfng Urd F I l e r 11 07-1 5

lbt ion PictumRV Fflm F f l e s 1107-22 1 1104.09 lb t lon PIctunlVIdeo Tape F i l e s

1107-1 9- 11 07-20

1104.10 S t i l l Picture F f l e r 11 07-21 not usee 1107-23

- not used

11M.lOh Hf t t o r l c a l Photographic Ff l c s 928 4 4

Those sub ja t am&r no longer, used by DNA am included here 8 t the end of the table 4s a mmlnder o f t h a t which can no l o w r be used.

TELECOWNICATIONS fWGINEERIffi REPORTING FILES 1103 TELECQWlNICATIONS CENTER OPERATIOMS FILES 1105 MILITARY WFILIATE RAOIO SYSTEII FILES 1106 - POST OFFICE OEPARTMNT FILES 1109 M O FORCES COURIER SERVICES FILES 1110

- AIRCRAFT AND AIRFIELD OPERATIONS FILES 1111 AIRSPACE FILES 1112

4

CT-11-2

COINERSIO?! TABLE (1 200s

WAFS - ORE- (5015.4B)* FILE TITLE - MUFFS

1205 1205-01 - 1205-1 3

- 1201 PERSONNEL NDVEHENT AWD TRAVEL FILES not used

9205-1 4, 1205-22

bvermnnt Trrvel Request Files Travel Request Flles 1201 . 01 not used 1205-1 6-

1205-21 1201.02 - local Trrrel Files

not used 1205-23- '1205-31 1205-1 5 Canfemme frrvel Fl les

h n s p o r ~ t ~ on Off1 cer Appolntncnt FI 1 es 1 201.03 lmm

1202 I 1207 1207.01

N E NOTOR VEHICLE AND TRAFFIC ES 12cz m. 01

T2uruz

---- -tor Vehicle Authotltrtlon Flles le Correspondence Flles ve noto r vehicle Requriltlon Flles le Re a r t Fl le t

ion Flles (wlthdrrwn) itlflcation Plate Files

nrgcmcn t survey

A m nr swat Mor Vehl el Xminwrrtl rnd Inspect1 Vehicle Ider Rotor renrcl Rotor vehl cl hotor vcnrcl

1202.03 mm3 1207-03

1207-05

1202-07 120746

- 1202.04 m 1292.96 m T2u!m- 1202.08

. _ _ _ hotor Vehicle Operrtfon Fllet

trrnspottrtlon Reportlng Fi les (wi thd rm)

not used . 1202-04

1 202-01 - 1202-03

ThoSt.Subject 8rers no longer used by DNA ire lncluded here a t the end of the table 8s 8 rmtnder of th8t whtch crn no longer be used.

1203 1204 1206 1208

FRf16HT )IoVMENT PILES TERMIWAL AND VATER TRANSPORTATION FILES HIGHUAY SYSTEMS FILES A I R TRANSPORTATION FILES

-

*The most recent version o f f i l e numbers rnd/or t l t l e t Is underscored.

1202.08 MOTOR VEHICLE OPfRAflOtl FILES. Records relrtlng t o Indiv idual employee operrti on 07 Eovernment-ouned vehlcl t s ; 4uthorftrtlons t o use, i n d s l a t e d correspondence.

DESTROY 3 YEARS AFTER SEPARATION OF EWLOYEE OR 3 V U R S AFTER RECISION OF AUTHORIUTION TO OPERATE UWERMEBK-WNED VEHICLE, WHICHEVER IS SOONER.

1202.08 TRANSPORTATION REPORTING FILES. (ul thdrrwn) mm?

.

1201 -3

..

12c1 Tzvs

1201 . 01 m/ 1205-22

.- .I

1201.02 4 - -

PERSONNEL MOVfKfNT AND TRAVEL FILES. These f l l t S t o the 2ontroi , @ani n i strrtion, rna operrtlons Involved f n mvgcnt of ~ I l f t a y . and tlvlllm personnel m d ~ c w h t a d rlmost excluslvely l n the hrdqurtters DNA Support krvfces Dlvlsfon, LoglstIcs Brrnch, 8nd t h e AFRRI Ahlnlstrrtfvt k W f C t S Dlvisfon.

TRAVEL REQUEST FILES. Ooculnnts p t r k l n l n g to -quests 8nd ruthortat tons for personnel to perform tuporuy duty m d permanent chrngc of strtlon travel; coples of lssued or cmcelled travel documents (Covemnent Trrnsportrtlon Requests (CTRs), MAC trrnsportrti on ruthorf rrtl ons, r l rl1 ne tl cktts, t l cktts for 1 oca1 trrvel, ncelpts for unused or cancelled tickets); reports p e r t r f n i n g to the n c a l p t m d Issuance of travel docucnts. (6RS 9, #38 & #4a, Oct 82).

8. Offlce or iglnr t ing requests fo r orders: (WlnUfn under Flle Uo. 102.09)

DESTROY UHEN 1 YEAR OLD.

b. Offlce ruthentlcrtlng orders:

DESTROY UHEN 3 YEARS OLD.

c. Offlce Issuing travel documents:

DESTROY W E N 3 YEARS OLD.

LOCAL TRAVEL FILES. Docrnncnts pertrlnlng to the mquest, rpprovrl, mb/or dlsapprova~ for travel In and 8 r w n d wnunent duty statlon; rpprovrl t o use prl vrtely-owned convayince; certl f i c r t c o f nonrvrllrbfl lty of Covermnnt-furnlshed transportation. (6RS 9, #Sa, Oct 82)

&. Offict requesting approval: ( u f n t a l n u n h r Fl le HO. i02.10)

DESTROY WEN 1 YEAR OLD. bo Offlce rpprovlng requests:

DESTROY WEN 2 YEARS OLD.

f201.03' CONF~RENCE TRAVEL FILES. Documents ralnklmd for the purpose of plrnnlng, r e v w l n g , rnd fu rn l sh lng In fomt lon In connection w l t h travel of ruthorlted personnel to W e n d wct lngs of technfcrl, scfentlfic, professlonrl, and slmflrr organltrtlont. (6RS 9, #5, Oct 82 1

DESTROY W E N 2 YEARS OLD. 1201 0 0 4 TRANSPORTATION OFFICER APPOINTMENT FILES. Docrmcnts appointing

Tnai vidual s 1 5 rransportrtion off I car , ttrnsporktton Agent, or Actlng Trrnsportrtlon Offlcer.

DESTROY 1 YEAR AFTER TERMNATION OF APPOIWTMNT.

1201 -1

_.__ - - - - - - - 1207 8d -tor pools and t o - t h e - - r f h c t i v e and r O m 1 c r 1 Use o f

transp9rt4t(on service$. The files are c c l m u l r t r d utnly i n t h e Headwarterr DN4 t r rnspor ta t l on Branch. (NCl-371-81-38, 16 tlrr 82)

1202.Ol M1mmTIVE MOTOR YEHfCLE A U T M O R I U T I ~ FILES. R r p u r S t for T2m-m 5llmmnces of venicies lnarcatrng neuirements, $ t s t i f i c @ t i o n s , 8nd

appror8ls or d i s r p p m v r l r thereof. (6RS 10, #I. Oct 821

DESTROY YHEN 2 YEARS OLD OR ON DISCOWTIYUANCE. - 1202.02 HOTDR VEHICLE CORRESPONDENCE FILES. Correspondence i n the operating

u n i t nsponsrble for rrrntenance and operatlon o f aotor vehlcles n o t othewfse covered i n t h i s schedule. (6RS 10, #4, O c t 82)

ZES7.tY K%iC r YEA7.S o c . ItC?.O? UmIUInRATfVE ROTOR VEHICLE REQUISITIOI FILES. (withdrawn)

1202.03 ROTOR VEHICLE REPORT F I L E S . Reports on =tor veh fc l t s (other than acctdcnt. opcrattng and rufntenmce reports). (GRS 10, 14, Oct 82)

DfSTRDY 3 YEARS AFTER DATE O f REPORT.

1202.04 VEHICLE IDEUllFlCA?IOtJ PLATE FILES. Documents accvmvlrted $ n connection w l t n requestrng. trrnrferrjng, Issuing, and disposing o f US o r l o c a l i d e n t l f i c a t f o n p la tes or l icense plater.

MSTROY S YEARS M E R DISPOSAL OF PLATES.

provroing cost ana expense data.

DESTROY 3 Y'EIRS AFTER DISCONTIWUANCE OF LEDGER OR DATE OF WORK SHEET.

1202.05 W G R VEHICLE CDSl F I L E S . t l o to t vehlc le ledger m d ucrk sheets (GRS 10, 13, O c t 82)

1202.06 BOTOR VEHICLE OPERATING AND MINTENANCE FILES. 'RE37

(6RS 10. #Z, Oct 82) _._ -.

a. Dally dispatch logs.

DESTROY YHEN 6 W O W OLD.

b. -mnihly s m r i e s . - DESTROY YHEN 1 YEAR OLD.

- 1202.07 MITOR VEHICLE RELEASE F I L E S . R e c o r d s r e l a t i n g t o transfer, sale, donation o r exchange o f vthlctcs.

DESTROY 4 YEARS AFTER VEHICLE LEAVES AGENCY CUSTODY.

(GRS 10, #6, Oct 82)

1201 -2

1301 l3UZ/l304i' 1305n30: 4 1300

NOT€: (RETAIW--PfWDIWG APPROVAL OF DISPOSITION S T U S BY Ul1OWAL

RESEARCV ClWD DWELORKKT LIFE CYCLE tMWiDEh7 FILES.

ARCHIVES AND RECORDS AOFIIWISlMTlW)(EXCEPl 1301.07 mfcH NU ALREADY BCEfi APPROVE0 BY YARA)

1. mese r rcords provide long-range guidmee for U D bred on a i l i t r ty requirements. These are records cnrted dur in the Conduct O f technical and

equ ipnn t and u t e r i a l s , or modlfy those i n rx ls tmce. The m o r d s W a t t to such pltases o f IO 85 t he cstabl lshncnt o f r r g u l m c n t s and prel int jnrry ch rac te r l s t l cs , e x p r r i r n t a t i o n , design, e n g i m r l n g , modification, test lng, and acceptance. they r l s o cover the developeent o f proceduns f o r the RLD programs, c o n t r o l / a ~ i n l r t r a t i o n over RLD projects, and the dlssemination of s c i e n t i f i c l n f o m t i o n .

2. Sc fen t l f f c data a c c w l a t l n g during the conduct of a spec i f i c pro ject are generally recorded i n laboratory notebooks, and l a t e r a m 8 r i t e d I n technic81 reports. mtle the technical reports w l l l normally show the progressive and

. m s u l t s e r e achieved. or when a theoy; &vice, or process urs f i r s t conceived or reduced to practice. The laborrtoy notrbooks and other subsidiary s c i e n t i f i c papers record t h e methods and procedures used drily by the s c i e n t i s t i n reseirch perfomnce, r n d porsess p o k n t I 4 1 re fennce value f o r fu ture s c i t n t i f i c research, as w e l l as f o r the e s t r b l i s h c n t o f w t e n t or invention r ights.

3. A unique part o f the f i l e s covers s t rnd r rd i ra t i on and col laboratlon t o obtain economy l n the use O f combined resOUftes o f the United S a t e s and f r tend ly fo re ign countries.

4. R&D 1s accomplished both by agency personnel and by p r i v a t e c o m r r c l r l or -search organizations uhose services are contracted f o r by DNA. Yhen t h e lrttrr i s used, the contractor i s required t o fu rn i sh the rrsultr of mseaKh t o the agency I n the form of technical reports, r x p e r l m t r l data, or emparable aedfr. A l l records furnished by the contractor pursuant t o the terns o f the c o n t r r c t k c o n Ute property o f the O o v e a n t , rnd the ProVWOnS O f t h f S schedult apply ta 8UCh records.

5. York on a u j o r i lLD pro jec t or s y s t m .4y be rssfgned to various ofgani ta t lonr l elements of DNA. These uork r s s l g m n t s MY be designated as 'subproJectsg. * tasksg , or .phases'. They are generally l d e n t i f i e d with the major p r o j e c t or systca through the agency p ro jec t numbering o r c lass i f l ca t ion system. fhr tern mproject" as used i n t h i s schedule includes any related subprojects, t r rks, o r phases. I t I s desirable t h a t these r t l a t e d records be consolidated into a s ing le p r o j e c t f i l e prior to t rans fer to the YashlngWn Wrtlonrl Records Center. However, on pro jec ts of long duration. where v o l m or other factors preclude the re ten t ion o f m o r d s u n t i l carp le t ion of the en t i re project, records r e l r t l n g t o i n d i v i d u r l subprojects, tasks, or phases any be transferred i n blocks uhen the p ro jec t passes from one ujor phase another.

s c i e n t i f i c RU, a c t l v l t i e s i n order to deve P op new concepts, Ochniquet,

fiM1 + r S U l t S Of thc C.MapCh ef for t . tky do not b l w S ShW hW these

" 'I

' (

1301-1

6. These records rccwla te minty i n offices under the operational dlrectlon of the Deputy Dfrector for Science and Technology both a t Hcadqurrters and subordinate elmenti. These am offlces rcsponslble for proprrm direction. These mcords may also rccmulrk In offtces under the opttrtIOnrl dlmctton of the kfentfftc Director 8t IVRRI and o f the Deputy Dimtor for Operattons and AMalstratIon It hbdquarters, DNA.

1301.01 -

.

-

the prigrtss i n testiig,-development of 1 tart i epor t , or ncetpt 07 end I-. f W l W d bJtIc (9UIdJnCe) fi les, prwnss rcportc.

draf t reports, notes from contract perfoluncc aonitorlng trlps, -ftnrl reports, and nlrtrd documents.

&. b s i c gUidrMe (BS found i n CTM Handbook):

D TO mXT FISCAL YEAR PROVIDE0 THE RULES COt(fAfKf[r THEREIN W STILL APPLICABLE; OTHERUSE, DESTROY SUPERSEDED SCIDANCE AUD REPLACE YITH REVISED WIWCE.

b. RID Project Control. Coples of documents contrlned l n project spec1 f lcatlons , and cast t l l es. pmlmlnary sketches,

photqrrphs drtemlnrd by competent sc cntiftc me trchnlcal personnel not to be o f rufftcient rrluc for lmorporatlon l n t o project case files, m d correspondence toncernlng such abnlnlstrrtlvc u t t e r s as t ravel , conferences. consultations, and trrnmitul o f docmnts. 16RS 19, I10, Oct 82)

DESTRDY WON C W U T I O W OR CANCELLATION OF PRWECT, WPROVAL OF FINAL REPORT, OR EARLIER IF NO LONGER USED.

err*in!r.

c. Flnrl report:

(1 I

(21

9 .

(31

DDIC.

Proposed Df sposi t ion

STTI. Pro osed Dis otltIon

&%&% DISCONTINUANCE OF AGENCY. IN CFA. DO NOT RETXRE. OFFER TO

DUlAC.

Proposed Disposition

1301 -2

1331.02 R6D PROGRAI: PLANNNG FILES. Tt.ese f t l e s include RLD Ion -rang€ plans and forecasts rS well as docucnts contributlnl to tht P r drve~oaent -. . - . . - - . . . - and the fornulrtlon of new concepts and n{uu(mrntS i n R 6 i f& planning purposes.

a. Offlce perfomtng DNA-rtde nsponsibi l iQ:

?ro orcd Dtsposition

& % F F F u & F T O NATIOluL ARCHIVES 20 YEARS KTtR CUTOFF. ON SUPERSESSION. etfIE fo WR 2 YEARS

. b. Offlcc responsible fo r preparation of plan or forecast:

Pro ored Dtsposttton

&%FFf&?TO NATIONAL ARCHIVES 20 YEARS AnER CUTOFF. ON SUPERSESSION. RETIRE TO UNRC 2 YEARS

c. Contrtbutlng offtces:

Pro oscZ Dir orit ion OLD.

d. t o m m t l n g offices:

LD OR ON SUPERSESSION.

1301.03 COORDINATING C D W 4 l m E FILES. Oocuwntr relating t o D IU 'S prrtrciprtron I n , or reirtionshtps wi th , the various coordfnattng colmittcer of the USDRLE, Offlce of the Secretary of Defense. Included are agenda and mlnutes o f meetings, morandr reflccttng DNA's position on subjects conrtdcred by the carmtttees, 4s well as conmunicrtlons contatntng the ncmlnrtlon of DNA -err of the camtt tees .

8. Documents reflecting DNA positions o r of 8 DNA Chatman of a cmnl t t ee :

( (

Pro oscd Disposition TO UNRC 3 YEARS AFfER DISCWTINUANCE OF *: fo NATION& ARCHIVES 20 YEARS AFTER - . D1 SCONTINUARE.

Other documents such as coptcs of comaittee flles dtstributed t o

DESTROY WHEN SUPERSEDED OR OBSOLETE OR WON TERHIWATION OF

b. mders: (CRS 19, 12b. Oct 821

EMBERSHIP, WHICHEVER IS SDONER.

!

1301.04 RLD C W N U SCHEDULE FILES. Documents relating to cost projecttons Tor R4D p r o w t r , tnclual'ng Information about p w r m objecttves i n terns of projects. tasksD status and t i m e phasing for development, and funds -@red.

1301 -3

. 1301.05 UNSOLICITED PRWOSAL FILES. Oocurnnts r e l r t l n g t o the n c e i p t and nm-T5 eva~ur t l on of u n s o i i c i t e a ruggestlonr, ideas, drauings, dlSCOverlcs,

m d d s . O r comparable invent ive proposals, but llOt roposrls

research, o r Subrnttted by m i l f t a personnel I n l i n e O f duty or under the tmcn t iue awards program. 7 ncluded are ptoposrlr from prtvate fndivldua1s. m o r a n d a o f understrndlng. corrmnlcations Wi th Y l b . l t t e r S , evaluations, and s f a l l a r u t t e r s .

a. Proposals resu l t i ng i n ru thor lzed projects:

respondfng to requests f o r quotation or mquests f o r bids ! or brslc

(GRS 19, 112, Oct 82)

ISPOSITION AS RECORDS CREATED AS A RESULT OF APPRCVAL OF ItJDIVID?.'AL PROPOSAL.

b. Rejected proposa1t:lGRS 19. # l a , Oct 82)

DESTROY 5 YEARS &TER COMPLETION OF IWEST16ATION.

1301.06 ILD SUPERVISORY FILES. Doclnrnts r e l a t i n g to the overa l l aminrs t ra t ron o f KDTLE a c t i v i t i e s whtch, due to thetr general mturc, cannot l o g i c a l l y be f i l e d with papers rclat lng to 8 spec i f i c pro ject o r task.

a. Off ice perfonnlng DNA s t a f f respons ib i l i t y and WRRI:

Proposed Dfspcslt ion

b. FCDNA: . Proposed Oispositfon

-

1301i07 EXHANGED ATOHIC INFORMATION FILES. Security c l a s s i f i e d records fJohrllz relrtrng t o the exchange of atomfc i n f o m t f o n , tncluding m i l i t a r y

reactor Infomatton. pursuant t o Unlted States agreements f o r cooperation f o r mutual defense purposes with foretgn g o v e r m n t s and rrglonal defense OrgantZrtlOnS made t n accordance with the Atomrc Encrgy Act o f 1954, as amended. H a t e r i r l includes US/UK/NATO member stater secur l ty c lass l f i ed research and development reports, weapon system t c c h n k a l publications. dnUteS of i n f o m a t i o n exchanged durlng approved v t r l t s , proceedlngs of meetings and conferences, JCS

1301 -4

planning documents, atonic weapons productton h f O m t { O n , rtockplle rcports, m d cornspondtncc relating to the foregotng. There records are mintrinrd by t h e Joint Atomic XnfOmbtlOn Exchange Croup (JAIEG), Mrdqurrters, DNA.

(kcords n l r t t n g t o thc cooprrrtion In the .ilftrr)l -actor f ie ld conducted solely by the k p r r t m r n t of Emr~y ( W E ) We excluded from t h i s request.)

rdlesr of pllyskrl lorn, mccfved fron the UK contrtning security * T c rss l f ied u c n t or COIIffdcntial rtonfc a. Docuntary uter lr l

lnf o m t i on. PERM4WEKI. RETIRE TO WNRC 3 YEARS AFTER CUTOFF. OFFER 70 THE UllOyAL ARCHIVES IN 6-YEAR BLOCKS YHEN 30 YEARS OLD OR WEN RECORDS ARE DECUSSIFIED AS DClEWiItXD BY THE OR16INATING COVERIEOM. YHICHEVER IS SOONER.

(WRA Job NCl-374a-1. 16 &r 84)

NOTE:

CUT'OFF AT THE END OF EACH CY.

b. UK docmenution meived, mprrdless of physical form. containing t o p secret rtomtc Inforutton:

PERHl\)lfKJ. MINTAIN IN CFA. OFFER 70 THE Y A T I W ARCHIVES I N 6-YEAR BLOCKS WEN 30 YEARS OLD OR If YQT DECLASSIFIED, REVIEW FOR DECUSSI~ ICATION THEREAFTER AT S-YEAR XYTERVALS AND TRANSFER 70 K4RA YHEN M C U S S I F I E D .

c. Infomation copter of records ncatved from NATO regional defense orprnitrtions (NATO Illlitary Colsndr-SACEUR, UCUWT. CXNCHAU. CUSWG, 1958- 1.

* TLHPORUY. MSTROY IWEDIATELY.

d. C(icr0foms (aicrofiche) of US k w r m c n t Agency records containing SecurIV ClaSSlfled atomic Inforu t ion tmnmlt ted t o NATO member s ta tes rnd other foreign @wmarnts. and regional defense orgrnirrtions (19563rnurry 1984).

(11 Wster fiche (s i lver OFfgfMl) plus OM d i r t o copy:

--

PERIWEM. IUINTAIW I N CFA. WFER TD THE YATlOWAL ARCHIVES I N &YEAR BLOCKS Y K I 30 YEARS OLD OR I F NOT DECUSSIfIEO, AND TRANSFER TO NARh WEN DECUSSIFIED. REVIEW FOR DECLASSIFICATION M W E R AT 6-YEAR INTERVALS

(2) Yorklng copy (diazo)

TWORMY. DESTROY WHEN NO LONGER WEEDED.

e. US Covertment Agency security clrssiflrd records. rcgrrdlesr of physfa l fom. containing rtanic Infomation transmitted t o NATO member r t r t e s and Other fonign governwnts and nglonrl defense organizations (februrry 1984- ).

1301 -5

-.

(1) Textual copy (txcludlng top w e n t docurrnts) and a l l drmftngs, and other doc l rmtr t lon msuitablr for r(croformlng (1958- I . .- - -

'IDIPORARY.

DETERMIWED AN ADEQUATE SUBSTITUTE FOP. THE PAPER RECORDS.

Wcroforr master (silver origlnal 1 plus one dlrto COPY

WISROFDRJI I N ACCORDANCE UXTH n-S PECIFIED IN 41 CFR 101-11.6. OEsfROY ((ARD COPY nafl MIcROFORn IS

~-

PERMNEWT. WAINTAIN IN CFA. - OFFER TO THE NATIOML ARtHIVES IN 5-YEAR lLOCKS WHEN 30 YEARS OLD OR IF NOT DECLASSIFIED, #VIEW FOR DECLASSIFICATIDN THEREAFTER AT &YEAR INTERVALS WD TRAXSFER TO YARA.YIIEN DECLASSIFIED.

yorking COPY (aiazo) TUPORARY. DESTROY W E N NO LOWGER NEEDED.

Top Secret doCU.Cnts, and al l drrwlngs, and other

PEWWEKT. MINTAIN I# CFA. OTrR TO TIE NATIONAL ARCHIVES I N 5-YEAR BLOCKS WHEN 30 YEARS OLD OR IF NOT DtCUSSIFIfD. EVIEW FOR DECUSSIFICATION THEREAFTER AT 5 - Y U INTERVALS AND TRANSFER TO NARA WHEW DECLASSIFIED.

docrentat ion unsuitable f o r a l c m f o m f n g (1958- 1.

(5) krdlovlsual records \ PERIUNENT. WINTAIN XN CFA. OFFER TO NARA ALONG YITH

ELATE0 DDCUI(ENTAT1ON IN PERMANENT ITEMS ABOVE. f. Infonwtion copies o f JCS (SIOP) documents rrcelved for which JCS Is agency o f rccord f o r SIOP tnforautlon provlded to NATO:

TDPDIURY. MAINTAIN IN CFA FOR 1 YURS. M E N DESTROY.

E. Correspondence conhlnlng security class1 f l e d ATQIIIC/ATUlAL infonut ion I n records, nflirdless of physical fom, r r c r t v t d from and transmitted t o NATO m e e r rtrtes, other foreign goverrncnts and n g l o n ~ l defense organizations. -

t?).: Orlglnal. or -cord copy

PERIUINENT. CUT OFF AT THE END OF EACH CY. MAINTAIN IN

TOGETHER WITH RELATED RECORDS ABOVE YHEN 30 YEARS OLD OR IF NOT DECLASSIFIED, REVIEW FOR MCLMSIFICATZON THEREAFTER AT &YEAR INTERVALS AN0 TRANSFER TO MRA WHEN DECUSSIFIEO.

CFA. OFfER TO THE NATIONAL ARCHIVES IN 5-YEAR BLOCKS

(21 Reference copy

TD4PORARY. DESTROY WHEN NO LONGER NEEDED. 1301 -6

UCTES: (1 ) T h i s Ctrtlffet t h a t the records described I n t h i s form wlll bQ atcrofomcd In rccordancc rlth the sbndrrds set forth t n 41 CFR

(2) The f l r r t fntpectton of mtcrofomr npu1-d bu 41 CFR 101-11.SO7-2, will be conducted 2 p a r s 4 f t t r the 4pprOvr1 date of t h i s rrquttt and r t 2 year intewrls t h t r t r f t t r . . (tnrprction C1, 16 ApHl 1986)

101-1 1.606.

1301.08 RD PROJECT CONTROL FILES. Docments rccuulrtlng fm the TmRls sunervision. mnrmmnt. m u rbtnirtrrtfon of W T L E orojectt a t

rubordinrtt- instrTlrtfonr, rctlvftfes Md elements. inciUdcd are d o c m n t s rrlrtln to proJtct rpprrltris; mvndat ions for project

speclfic RD projects; and other pipers n l a t l n g t o the projects, but exclusive of docucnts k l o n g t n g i n the UD proJect case fl lcs. Arrrnge by pro j tc t strfrl m e r 4nd nmenclrture, or t l t lc.

a. HQ OW 1 N R R I :

Init tation, tern P nation. or crnctllrtion; r t v l r w rnd analysts of

Pro oted 01s or i t t on 0 WRC 2 YEWS AFTER C W L E T I O N , TEWIIW;IION,

& ? k h T k T H E PROJECT. WFER TO NATIONAL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS AFTER CUTOFF,

b. RONA:

Pro oscd Dtrposltton ON COHPLETION, 7ERU1NAfIOND OR CANCELLATION

&%klEk!' & F E R TO RHA 2 YEARS AFTER CUTOFF AND TO YHRC 5 YEARS AFTER CUTOFF. W F E R TO NATIOUAl ARCHIVES I N &YEAR BLOCKS 20 YEARS AFTER CUTOFF.

c. Officer of lrborrtoty chlcfr 1 dfrrctorr rupewfslng RD projects conducted by project offlccrs f n rlmentr of thetr inrtallrtlon or lrborrtoty :

Pro oscd Dis oslt ton *R COlPLETION, CANCELUTlON, OR TERhlINATlOti OF THE PRWECT. msvm, CORRESPONDENCE UID oocull~ns YHICH I N F L U E K E THE COURSE OF ACTION TAKEN ON A PROJECT AND UHICH ARE

JOT DUPLICATED I N THE ID PROJECT CASE FILE YILL BE YITHORAW AND - . ~.COISOLIDATU YITH TIUT FILE PRIOR TO ITS TRANSFER TO THE RHA.

1301.09 PROJECT RfbISlER FILES. Rtglrttrr, llrtlngs, lndex cards, and TJw-v6 reirted docmtntt used to record fnfomrtfon on Drojtcts rnd trtks.

such as project or task nmbcr 4nd tltlc, project 6;-task office, and Contract ntanbcr.

cd Dls orttfon F ON h I O N . W E N REGISTER IS FILLED, OR ON C&PLETZON OF

THE P R a E C T . DESTROY WEN 5 YEARS OLD DR OW D I S C W I N U A N C E .

I 1301 -I

13r1.1C lTST SCHEDULING FILES. Doclmnts crer ted fn the developnen: o f T3UGUE coordmrtea. in fcnrr fed. c u n d w i d e tes t i nn rchtdules. Included are

reports o r minutes o f t e s t scheduling conferences, t e s t progrrn documents. coordinating actions, and r r l a t e d papers.

Office +rrponslble f o r p n p r r r t i o n o f the conro l idr ted schedule (FCDNA (Test Opsl 1:

Proposed D i spot it ion PERHINENT. CUT OFF AFTER EACH FY, EXCEPT THAT APPROPR1ATE:PAPERS SHOULD BE BROUGHT FORUARD TO THE CURRENT FILE. TRANSFER TO nrf RHA 2

-YEARS AFTER CUTOFF AND TO WRC 5 YEARS AFTER CUTOFF. OFFER TO THE WTIOYIU. yrCHIVES IN 5-YEAR M#KS 20 YEARS AFTER CUTOFF.

1301.17 ITM TESTING FILES. Documents r e l a t i n g t o the t e s t i n g and evaluation m Of w tteal s (ma i n coat cases omductton Itcar) to u k e r u n t h a t design, technical, and n i l i t a r y c h r r r c t e r l s t i c s and n q u l n n c n t s are a e t and t o provide design agencies w i t h In fomt ion f o r correct ive action. Included r n nserrch, enviromwntrl , engineering, service, and other test d i r e c t i r t s ; p l rn t and pnl lminrry and f i n a l n p o r t s ; f i r i n g reports; re la ted correspondence; m d canprrrble t e s t data.

4. Testing organlzrt ion:

Proposed D ispot l t ion

CUTOFF. OFF ON -OF FINAL TEST REPORT. DESTROY f YEARS AFTER

b. Testlng element o f t es t i ng organization:

ND L m E R NEEDED FOR CONDUCT OF TESTING.

1301.12 RLD PROJECT REPORTING FILES. Rtports prepared by developing agencies contr ln ing I n f o m r t l o n about ind iv idual RDTLE pro jec ts and p r o j e c t tasks, including the l d e n t i f i c r t i o n , time phasing, requireaents and . objectives, and other 4 n f o m r t i o n about the project or task.

- Included are r e s e r q h and technology resumes (DD Form 1498). development plans. o r simtlrr reports.

Prnaascd D l s w s l t l a n . _r _ _ _ _ - - ._ ..-

-ti OR CNICELUTION OF THE PROJECT, OR REVISION OF THE CARD OR PLAN, OR W E N NO LONGER HEEDED FOR REFERENCE.

1301.13 TEcHNIcAL/SCIENTIFIC CONTRACT REPORT RECORD FILES. (See 1301.01~(21, m c s , for re tent ion o f agency copy.)

- 1301.14 RAD TECHNICAL REFERENCE FILES. Copies o f technical reports. p e r technical . and rcientj f ic data received from other 6overment rgencier ( a s we11 as DNA sources), romnercir l concerns, O r other SOurCts, us td as 4 n f e n n c t source I n the performance of the R6D function. b u t exclusive o f o f f i c l r l f i l e copies of these documents. (6RS 19, 114. O c t 82)

1301 -8

DESTROY WE): SUPERSEDED OR OBSOLETE. 1301.15 LABOR4TORY NOTEBOOK FILES. (dthdrarn)

1301.16 SCIENTIFIC AND R A W DATA FILES. Notebooks contalnlng drt.4 detemtned I by cocapctent sc len t l f lc or technical nrronnl olther to be duplicated f n technical reports or elsrrrheit In project case file;; or t o be o f such a routine or fragwntwy nature tha t Mclr retentton would not add rigniflcrntly to the project f i l e . (CRS 19, #6&, Oct 82 1

DESTROY 6 MONTHS AFTER COWPLETION OR T E M I M T I O N OF THE RELATED PRCJECZ-OR PRUECTS.

1301.17 RLD PROCURMfNT FILES. These tlles conslst of a copy of the RLD -contract or w a n t a a m a e n t ( I f the oroject Includes om). w l t h .~

changes. modiflcrtloni. or rddenbrms theicto-.

Pro ored Dts orl t fon b N ff THE PRWECT. DESTROY 2 YEARS AFTER CWffF.

1301.18 RID PRWLCT CASE FILES. Records wintrlmd a t Ikadpurrterr and Field n[153m elLlaents. reflectina I colllplete hlstoru of each Project from

l n f t l a t t o n through i tsearch,. drve1ogmt.- &sign. and- t e h n g , to CanplettOn. They Include (when crcrted by agency personnel or ncelved fm contractors) p m u n r n t ffles. consisting of a copy o f each contract o r agreement for r u e a r c h servlces ufth related mdtflcatlons, changes or addenda; project iuthorltatfon documents; project cards; technical CharacUrltttcs; trst and t r i a l results; drawings, rpeclflcatlons, and phowgraphs consfdemd to be essenttrl t o docunwnt design, modifications. and engineering developvent; technical m d pr res) reports; notice of cmpletlon or cancellatton;

too bulky for Inclusion In thrse f l l e s ; and cwmspondencc lnfluenclng the course o f actlon taken on a project.

refennce to the 7 ocation of prototype models. fllms, or other ltrms

I. kterlrl other than final nport:

N ff PRUECT. DESTROY 3 ‘IEAPS A R E R CUTOFF.

b. f i n a l wort: -

(See 1301.01c.1

. 1301.19 RLI, XTEn REPORT FILES. Documents consfrttng of I copy of each hChnlCal, progress, or test report issued or received In connectton u f t h a project, b S k , Or subtrsk. Included are feasibllltv, CDSt effectfveness. and state-of-the-art rw&y repom; w e t l y , quarterly, and final progress reports; contrrctor reports; research, engineer{ ng and servlcc test plans and reports ; m d reprfnu frolp #lenttflc journals uhlch pcrtrtn t o brslc research projects supported by DN4.

1301 -9

1301.20 R I D ITEM CORRESPONDENCE FILES. Retained copter of COrnSpOndtKe ml8tinQ to 8 praect, task, or UbtrSk.

h osed 01s osltion *N OF THE PRCJECT. DESTROY 2 YEARS AFTER CUTOFF.

1301.21 M D ITEM EFTING FXLES. Hinutes of w t lngs , conferrnce rtports. trip reports. -ports of consultations. and rlallrr prpers pettainfng to b e jroject, bsk, or subflsk.

. . Pro osed Dis osttlon *N OF THE PRWJECT. DESTROY 2 EARS AFTER CUTOFF.

l f 1 . ? 2 ORlfP RCP Xm! FILES. These fl lcs conslst of other documents 8s T3D!TS kteminee DY the project, task or subflsk offlter 1 s betng necessary

for lnclut lon In the Item ftles.

Pro sed D!s osition b OF THE PRWECT. DESTROY 2 YEARS AFTER CUTOFF.

1301.23 MILITARY CHAIUCTERISTICS (HCr) COORDINATIDN FILES. OoClncntS nlrtrng to UI e coordinrtIon of US , Brltlsh, Unadlm and Austrrlim mllttary chrrrcterlstics f o r i tems of equipment. Included r n coples of the u f l l t r y chrrrctertstics, chrnges to those documents, COmnentS on them, and rl8ilrr docucntrtlon.

Pro osed Dtrposltlon RETIRE

*C% Y&%R CUTOFF. W f E R TO NATIOUL ARCHIVES I N 5-YEAR BLOCKS 20 YEARS MTER CUTOFF.

011 COWLETIOII OF STANDARDIZATION ACTION.

1301.24 P R W E C T M N A G M E N T PUNNING FILES. Documents reflecting the project mnaocr's master plan. for nserrch. devtlomnt. Proeuenent. prodhion, dtstrlbutlon, m d logltttcrl s u p p a i t of i destgnated weapon or equipment system. These plrns a n usee 8s mnagmnt tools and as r Wan$ of Infornlng hfgher ruthortty of the system's status. Included are a s t e r plrns, reports keeping the plan current, and s l ~ f l a r docmentrtton.

a Dirposftlon ON ~ S S I O I I . OBSOLESCENCE, OR NO LONGER NEEDED FOR

REFERENCE. - 1301.25 R6D SOURCE DATA FILES. Punch c4rdsr electronic tape, or comparable neeir usee to collect and asscable datr o f 8 prelininrn or tntemedtrte chrrrctrr generttrd frm such processes -as experiments or observatlons of a routine, repetitive nature, and. used for reference In rrrivtn It determinrtlons In the conduct of research projects. (6RS 19, t!, Oct 82)

1301 -1 0

DiSPOSE OF WHEN DETERNNED BY CWETENT AGENCY RESEARCH PERSON!~EL THAT THE FILES HAVE SERVED ALL RESEARCH PURPOSES. (GUS 20, M4CHINE-READABLE RECORDS, PROVIDES DlSPOSITION 6UfDELlNtS.

1301.26 R6D S W A R Y PROGRESS REPORTS FXLES. . Reports Wuknttttd by - ~ r ~ o r r t o r l e r or other project off ices t o show the I n l t l r t i O n and degree of completion o f projects, end conSOl(btd mPO*S prepared thcrefron. (GRS 19. #ll . Oct 82)

a. topfes o f contolldrted reports r t fr tned by n p o r t l n p off lccs:

DESTROY 1 YEAR AFTER t4HpLtlXON OR UUCELUTXON ff RELATED PROJECTS. -

b. Feeder reports used for c m p t l r t l o n o f COnSolldrhd rrports:

DESTROY UPDti S4JBt:ISfIOU OF CONSOLIDAfED REPORT.

1301 -1 1

.

WNYERSIOfI TABLE (1300~)

MUFFS (5015.48)'

1301

l301.01 m 1301.03

1301.04

13C1.05

1301.05

1301.07

-

-

-

1301.08 l3mm 1301.10

1301.11

1301.12 T3Ul3-3 m nul33

- -

1301.16

1301.17 -

FILE TITLE

R E W C H AWD DEVELOPUENT. PROPOW, AND REQUIRMEIITt FILES RESEARCH UID DEYELOPHENT CONTROL FILES RESEARCH AND DEVELWCONT CASE FILES INTEUNATIOYAL RESEARCH, DEVELOPMENT, AN0 STAMDARDIUTION FILES PROJECT AND COWODITY WAGEmNl FILES RESEARCH MD DEVELOPllEWT LIFE CYCLE

Contract Technical Ilrnager's F I l e s

not used annrn

I

Coordl na t f ng Coami t t e c Fl 1 es not used

RLD C m i n 4 Schedule F i l es n o t utea

foreign Sclencc Information F i l e s Exchanged Atonic In fomat (on F i l e s

not used

R I D Project Control F l l e s Pro jec t Reglster F l i e s not Used Test Schcdullng F l l q n o t used

Item Testing Flles not used P6n P m f r c t Rraarttna Ftlcs ..-- . . _ l _ _ _ - -. . _.

h c h n r c r l f Sci e n t l f t c Report Record F i l e s Yecnnicai/KI e n t l f l c Report Reference F f l e s fiofusea ~ ~

no t used

Sc len t t f l c and Raw D i t 0 Ff les

R6D Procurement F i l e s not used

q h e most n c e n t verslon of file numbers and/or t i t l e s i s underscored.

CT-13-1

PRE- DNAFFS

1302 1304 1 3 8

1307 1308

-

1302-01 1302-02 110293

130266

1302-04- 1302-05

130247- 1302-1 4 1302-1 5

1304 -91

1304-02 1304-02

130443- 1304-04 1304-05 1304-06 1304-07 1304-00 1 304 -09 - 1304-1 0 1304-11 1304-1 2 1304-1 3 1304-14 1304-1 5 1304-1 6- 1304-1 7 1304-18- 1304-20 1304-21

1305-03 1305-02

.

i

DNA'FS (501 5.48 ) *

1301.1 8

1301.?9 m m 1301.22

-

- - 1301.23

1301.24 -

FILE TITLE

RL? P r o j e c t Crse Ft les not used

RbD Item Report F i les

m I t em M e t i n g F I I CL not usee

Item Correspondence Ffles

Other R40 Item Fi les

not used - Milltrry Charrctertsttcs (MC 1 toordinatton F f l e S not used

Project Rnrpement Plrnntng Ft les not used

PRf - 1305-01 1305-04- 1305-06 1305-07 1305-08 1305-09 1305-1 0- 1305-14 1305-1 5

1307-01 -

PWAFFs

1 307 -08

1307-09 1307-1 0- 1307-28

130841 1308-02- 130843

Those subject 8 n & s no longer used by DNA r n tncluded hen a t M e end o f t h e trble I S 8 nmindcr o f t h a t vhtch crn no longer be used.

TECMNICAL CWJTTEE FILES HlftMN FACTORS AND OPERATIONS RESEARCH PROJECT FILES MfEORDLbtlCAL f ILfS

1303

1306 1309

CT-13-2

CIVIL DEFENSE PUIIWING AM) P R I # W I N G SWPORT FILES Civii~iioitZ-imxci t~wsrnucrrow FILES CONSTRUCTION CONTRACT FILES CIVIL YOWS PRWtCT OPEMTIOU CIWO IUIWrtYAIlCL FILES CIVIL YORKS PUWT F I L S NAVIGABLE WATERWAYS FILES WTERBORNE C O m R C E STATlSlltS FILES MISCELUIIEOUS CIVIL WRKS ACfIVXlIES FILES CMffERY FILES POSTAL PuIIWIW6. DESICN. AND CONSTRUCTION FILES

1516 tsts lS19

1620 1521 1522 '1625 1624 1525

1526

,

Cf-15-3

DNAFfS (5015.48)*

1401 7

1401 .01 1401.02 - 1401.03

1401.04 n u l 3 5 mmrr; nmTFI

-

- 1401.08

1401.09 7

-

1401.15 nmTTli - 1401.17 m VRmY - 1401.20

1401.21

1402 m. 01 TbU237 rranrJ lmm

CON\'ERSIOh' TABLE (140-5)

PRE- DWAFFS FILE TITLE -

PROCUREMENT POLICY AND tNDIVXOUAL

-1es ont r rc (uithdrm) k t c m i n r t i o n and Findings Files nor used

Company Pr ic ing Files not usee

Contractor kntrrl Files 'iiot used Debarred Bidder L i s t Files n o t used Technicrl Data Package Files 'IFavrnced Plrnnlng P rocumnent Fil cs ' I r rnsrct lons for S73,UW or Less Dnsuccessf u1 81 d r f 1 es Trrnsactrons For More Th in $25,000 not usee

Procumrent Di r c c t i r c Files Procuremnt ACElon Reportrng Files not used

Interdeplr tmcntal Purchase Rcwest Fllcs Procurement Inspection F l I C s t o n t r r c t r n g uttl cer wsrgna t ion F i l e s no t used t a x Exemption C e r t i f i c a t e Files not used

Xndlvldurl Item Pr ic ing Files

WLl BUSINESS PROCRAn FILES 1 1 Bustnesr I n f o m t 1 o n files

h a i i Business Proprun Survey rTr es h a 1 1 Buslness pua1mcat ron F l leS

=tmpetency C c r t l f l c a t e F l l c s

w e n t version of f i l e Msnbcrr and/or tltlrl 1s underscored.

1402 1 1403 1402-01 1402 -02 140293- 1402-06, 1402-08 1402-09 1192-1 0 1402-11 1402-1 2 1402-1 3 1402-1 4 1402-15- 1402-1 6 1402-1 7 1402-1 8 1402-1 9 1402-20 1402-21 1402-22 140391 140392 1403-03 140340- 140399 1403-10 1403-1 1 1403-1 2- 1403-1 5 1403-1 6 1403-1 7 1403-1 8 1403-1 9 1403-20 1403-21 - 1403-27 1402-07

1404 1404-01 1404-02 1400-03 140094

tl-14-1

PRE- DNAFFS

DNAFFS (501 5.4B I* FILL TITLE - 1402 .OS rn 'Contractor ueporting FII es lam37 P v a ~ i r i c a t i o n ~ 1 s t F I I es

-11 Business Rcporttng F l l e s

- 1404-05 140446 1404-07

LABOR RtUTIWS AND INDUSIRIAL EQUL

tabor Relations an4 Equ a1 Eap loymrnt Zurvciilrncc F1IeS

1405 1403

1403.01 -

1405-01 1403.02 Laboranagcmcnt Dlspute F i l e s (withdrawn) 1405-02 1403.03 Labor Standard Exceptlon F l l c s 1405-03

- ~ n o t used 140544

Review F l l C S 1405-05

1405-08

1403.04 Indust r ia l Equal Employment l i ancc

not used 1405-06-

DEFENSE IUTERIMS SYSTEM FILES 1407 SlRATE6IC AND CRITICAL MATERIALS REQUIRMfWT FILES 1408 llANUFACflRIWG FILES 1409 MTERIM LffiINEERING FILES 1410

1404 DEFENSE Am C R I T I C AND

- Allocatfon F i l e s Reportlng F l l e s

Reportlng Fll cs

not used

1404.01 Controlled Material A l loca t lon and

1404.02 P r l o r l t y h t l n g Case F l l c s not used

. aot used

Raterfel Stockpflc Reference Data F f l c s

not 4se4

1404.03

- 1404.04 Rinufacturing Quality Control F l l e s

1404.05 Tool Drawing FIlcs

n o t uwa

- not used

1404.06 Prescrvatfon and Packaglng F l l c s mam Rater ie l plality C ont ro l F11 CS

1407-018 1 407 -04

1407-02 1407-03 1407-05- 1407-08

1408-01 - 1408-02 1408-03

1409-01 - 1409-W 1409-05- 1409-1 0 1409-1 1

1409-03

141 0-01 - 1410-02 1410-03 1410-04

CT-14-2

1401 PROCULD!EYT POLICY A N IL'DIVIDUA? PROCURECONT TRANSACf~OH FILES. m/ me f i l e s accwiate rimst exciusiveiy i n me rwaopuancrs 1403 AcpuISttlOn Clrnagement Dlnctorate, the AFRRI LOglStfCS Dcpartment,

and the FCDNA kqulsltlon Mnagcncnt Offtce.) -11 Vdvcs may be utntrlned however. I n other oftlces. (y;1-37461-44. 30 b r 81 1

a. These f l les relate t o the wpewision and rdnlnlrtratlon of DNA procurtrent of supplles, equlplcnt, and senlces.

b. They also n l r t e t o the r&lnlrtratlon of lndlvldurl procurement trrnsacttons whtch Include documents d a t i n g to the mgottatlon, colnrntuent, end placement of contracts. purchase orders, and canparabl e l nstruments . e. Fller n p u l n d for doctmntrtlon of indivldual p rocumnt transacttons r n l i s t e d and Idcntlfled i n the FAR. Also Included. when rppllcrble. r n contract ternination f l lcs , contract rrnegotlatlon flles. contract appeal f l lcs , and other documents as speclfled by the rpproprlate c m n d hedquarters as essentlrl t o ranpletlon of the l nd lv ldu r l transaction fllcs. These f i les accur;ulate In rrrlous operrtln elements of a procumnt offlce.

a part7cular f t l e wlll be kslgnated rs the offlce of record and tdll be rcsponstble for complete docmentatton of t h a t functlon In order t h a t dupllcrte u k r l r l ulnt l lmd bu other o l r m t s can be destroyed without extenrlre checklng to bkrrlne the extent of dupllcrtlon. Flles of each operatlng elrwnt will be transferred t o the RHA or appropriate mcords C t n k P S r l t h o u t conrolldrtlon w l t h f l les of other elements n la t lng to the same contract. No

of f l les tdll be eccorpllstted f n RHIIs or records centers. umminO Fi es that are t n o m to be consol ldatlon or paper-by-paper

pertlncnt t o an unsettled clatm. Incmplete investlgatlon, or pendlng lltigrtlon w l l l not be destroyed unttl settlement of the clalm or completton of the lnwrtlgatlon or l l t l g a t l o n . In rdditlon. ncords n l a t l n g t o contracts Involved In rppeals handled by r Board of Contrrct.Apperls w l l l be ntrined for a period of 7 years from the date of the dcclslon of the Board.

d. The dlsposltlon Instructions below do r o t apply to spectflc . types of contracts descrlkd In other rectlons for whlch dlfferfng

dlsposltion lnrtructlons r n prcscrlkd.

fhe elemrnt nrponslble for r P unction whlch rrrultr In cnatton of

1401.01 CONTRACT STATUTORY RESTRICTION FILES. (Urll0RAHN)

1401.02 DETEIFIINATION AND FINDINGS FILES. Docuncnts r r l a k d to detenainrtions and f l ndlngs n a i l r e d prior to Mgottatfon of contracts. Included arc -&teminrtlonr; flndlngs, i n d dlrectly related cormsponknce. (Kl-374-81-44. 30 Mr 81 )

DESTROY WEN 6 YEARS OLD.

NOTE: Offlcers ablntsterlng contracts which result from t h e determlnatlons and flndlngs vlll f l l c the documents v l t h the nsultlng contract.

1401 -1

1SOi. C? nmm

1401.04 lamm

1401.Of T 4 m n

1401.06 lamm

1401.07 lawn

CUPANY PRICIf f i FILES. Doclrpcnts r e l r t e d t o negPtiatrn concerns as to future p r i c i n g

p r i c ing On cont r rc ts and m p o t l r t i n g p d c e contract clruses. such -8s price esca l r t i on -0nd p r i ce ndeteminr t ions . Included are reports, p r l c fng agl+rawnts, fiMnCir1 S t r k r n t s , production records, r n d S l M l l 8 r b c u r n t s . F l l e s rrlrtlng to 8 speclfk contract d l l k f i l e d t l r m i t h . (El-374-8144, 30 Mar 81)

DESTROY 4 YEARS AFTER ESTABLISMNT OF A REVISE0 PRICIWG AGRfDENT OR WEN 1)IE C W R C I M CONCERN IS NO LONGER CONSIDERED A SOURCE OF SUPPLY. WICHEVER IS EARLIER.

BUY NlERICAIl ACT FILES. D o c w n t s r e l a t l n g t o Inp lcn tn ta t ion o f the BUY r l can &t . Included ore detem(nations. r e w e s t s for exceptions with n l r t e d r p p r o r r l s o r disapprovals, l i s t s o f excepted l*ms and utedrls, m p o r t s o f v io lat tons, sfai lar documents, rnc! r c l r t e d comspondence. F i les t v l r t i n g t o spec i f i c contracts w i l l be destroyed theml th . (Wcl-374-8144, 10 Har 81)

CUT OFF AWWWLY. RETIRE TO WRC 3 YEARS AFTER CUTWF 1F VOLUK UARi?ANlS (HORE 'THIUI 1 CUBIC FOOT); DESTROY 10 YEARS AFTER CUTOFF.

COVTlWT REVIEW FILES. Docuncnts used by s u p e w l s o y hcrdqui r tcrs revrewing contracts f o r such aspects as 1,911 suff ic iency. rpproprlrteness o f ruacd, reasonableness o f p r l c c m d cost, rnd siml l r r Ytters. Included rre copies o f ~ ~ n t r r ~ t s , worksheets, and n l r t e d correspondence. [El-374-81-44, SO Mar 81)

DESTROY I N KCORDANCE YITH DISPOSITION INSTRUCTIONS FOR THE RELATED COYrrUCT FILE.

610 AIWD AWARD PROTEST FILES. Documents r e l a t i n g t o r c t i o n s taken w f t h respect t o correctrnp mistrkes I n b ids r n d i n s e t t l i n g protests o f WWd. Included COpleS O f bids, contrrcts, 8nd not ices Of 8W8rdS; decisions; coles of strtutes; r n d re la ted papers. Wl-374-6144, 30 tar 81)

Off ice ruthorfzed to perform f i n81 review:

DESTROY 10 YURS AFTER FINAL ACTION OR DECISION.

.

CONTRACT APPEAL FILES (documents c m p l l c d by contract ing o f f i c e r s m d tr i nsn l t ted through chrnnels by the A m d Services Board o f Conttrct Appeals]. f k s e f i l e s d a t e t o rppeals by contractors from decisions on disputed questions by contract ing o f f f c e r s o r t h e l r authorized npresent8 t lve pursurnt t o Appendix A, FAR. Included 811 documents per t inent t o the appeal. such as finCfngs o f facts; rnd the dcCfSfOn from which the appeal Is taken; the contract and per t inent plans, speci f i ca t ionr . amendments; and change orders; correspondence between the part ies; ' t r rnscr ip ts o f testimony taken during the course of the proceedings on the r a t t e r I n dispute

1401 -2

prior to f i l ing t h e notice of rppctl w i t h the lorrd; r n d such rddi t ionrl d o c w n t s as the contracting off icer UY Consider essentirl or as may be designated by t h e Borrd. (Kl-374-81-44. 30 Mar 61)

I

CUT OFF ON F I W DECISION OF 1% B W . DESTROY 10 YEARf AFTER '

FIW ACTION OR DECISION.

1401.OB CONTRACTOR 6ENER4L FILES. Docunents u l n t r i n c d for the laU277 purpose of oete mining contractors responslbility IS defined In TlU%Z'Z the Federal Acauisition Uegulatlon (FAR). lncluded are brochures;

replier to qurstionnrlns; h w u l a l - data, Such I S brllncr rheets; prof i t rnd loss statements, crsh forwists, flMnClrl h i s t o y of contrrctor and rfflltrtrd concerns; current and past production records; perronnel drtr; l l r ts of tools. equlpunt. and facllitles rnrtyses of operrtfonal control procrdurcs; m d riallrr documents. Afflmative deterninations of rerponslbillty 8lpmd by the rpproprlate contracting off tcer rn $0 be flled In the pn-rwrrd portion o f the rppllcable contract fller.

Pro oscd Dis oslt ion *EDED OR OBSOLETE. EXCEPT TNAT Am DOCUENTS PERTAINING TO SPECIFIC CONTRACTS YILL BE WSTROYEO 6 YEARS AFTER FINAL PAYMENT OF RELATED COWTUCT(S).

1401.09 DEBARRED BIDDER LIST FILES. Oocracnts mlrtlng to the ruspenslon o f b l d d err t h a t D t O h l b f t s contrrcturl tctatfonshfD dth DOD. lncluded

TWZlT rn lists o f debarred, lncllglble or wrpknded bidders; status reports and recanmbtions rclrting to bidders rpperrfng on the Ilrts; modiftcrtlons. deletlonr, m d rdditlonr to M e lists; and s l n i l r r documents.

8. Office' nrponslble for flnrl deterrlnrtton I S to whether or not 1 bldder i s placed on the llst:

DESTROY YHEN NO LON6ER NEEMD FOR CURRENT OPERATIONS.

(Wtl-374-8144. 30 llrr 81 1

b. Other (nsintrining llstr):

-DESTROY WEN SUPERSEDED OR OBSOLETE. - 1401.10 TECHNICAL DATA PACKAGE FILES. Copies of documents or microf i lm

T4UZ?T complete lnformrtlon rclrtive t o matertel requfred. (NCl-374-8144, tmpcr asremito f o r tne purpose of providing prospective bidders

30 lhr 81 )

8 . The PERFWNCE-TYPE technical drta prckrge includes docmnts t h a t establish rfomance requirements supplemente4 by quality

There documents express i n narrative form, the ou tpu t , function, or operation and leave the detailed deslgn. fabrfcrtion, and Internal worklng to the asnufrctunr's option.

rssurancc provir v ons and fora and flt limits.

1401-3

b. Tnt DESIGN-TYPL tcchntcal d r t r package includes data neCeSaV t o manufacture a product conforming to estrbl ished design. These packages contaln data essential to l n s u n proper p r d o v n c e and t o p e m i t w n u f a c t u n o f the l tem by a c a p e t e n t unufacturer . Included are l t s t s o f contents, l i s t s of drawing n m k r s , 1 l S t s of parts l i s t s . l i s t s o f WE. l i s t s of package data I f S b of supplrarntary quality assurance provisions, l i s t s o f puw nmbcrs, l i s t s o f gauge l l s t s , engineering drawings, l l s t s o f spec i f~cat ions and standards l i s t s , #auge drawings, pickage dau sleets. speci f lcr t ions and standards, purchase drrcr lpt ions, and s i n t l r r data.

DESTROY UHFW SWERSEDED, oasam, OR WD LONGER WEEDED FOR CURRENT OPERATION$

7 the 1401.11 ADVANCE P W l I W t PROCURDENT F I L E S . Documents r e l a t i

release of ravance planning i n t o m a t i o n to industrial l r n s f o r t h e i r use I n future planning and t o a id I n rubmit t tng btds f o r r c w f r e d u t e r i r l . Included are &ynopses of advance pr#umrent

- plrnnlng Infomat ion, l i s t s o f btdders, l n q u l r i e s f r o m l n d u s t r t r l tlms and answers thereto, reports, and related papers. (Kl-374-8144. 30 br 81

DESTROY WHEN 6 YEARS OLD.

1401.12 T M N S 4 C f I O N S FOR S25,WO OR LESS. Contracts, pUKhJSe orders, m eel1 very orders o r comparable l n s t n a a n t s f o r $25,000 or less. (Cl-37441-44, M Wr 81)(6Rf 3, #I, O c t 82)

DESTROY 3 rLw NTER FINAL PAYMENT, EXCEPT nul RECORDS RELATING TO CONTRACTS INVOLVED I N APPEALS HANDLED BY A BOARD OF CONfRACT APPEALS YILL BE DESTROYED 7 YEARS AFTER DATE OF DECISICN OF THE BOARD.

1401.13 UNSlltCESSFUL BID FILES. OocMcnts n l r t l n g t o unsuccessful bids VT6lX 7lncluelng the bids), and a l l unsuccessful proposals or quotations lXEZ!? f o r contracts o f $25,000.or less. (Kl-374-81-44, 30 br 81 1

DESTR3Y IN ACCORDANCE UITH D I S P O S I T I W I U S T R X T I O N S FOR RELATED CONTRACT.

NOTE: Unsuccessful bids f i l e d w i th the contract f i l e s ull l be destroyed with the contract.

1401.14 ~U~UCTIOIIS FOR HORE THAN $25,000. Contracts, d e l l v e y orders, ITDl33 T4IUW $2s,ooo. (Kl-374-81-44. 30 Mar 81)(6RS 3, #4r( l ) , Oc t 82)

purcnase orders o r comparable t n s t m n t s fo r amounts o f l o re than

a. HQ DIU and KRRI:

1401-4

. .

!

NOLO I N CFA 2 YEARS AFTER CUTOFF; #TIRE TO WE; MSTROY 6 'YEARS AWD 3 wwIT)Is AFTER t1W IAYMNT. EXCEPT t l u T RECORDS RELATING TO CWMC'TS IWOLVtD I N A P P W NMDLED 8Y A BMRD OF CONTRACT CPPEALS YILL BE DESTROYED 7 WARS WTER MTE OF , DECISION DF THE BOARD. EARLIER SHIPMENT ff CULSED CONTRACTS -, TO UNRC N A Y BE AUTHORIZfO IF I T PRECLUDES WE 1ICQUZfIflO)l OF NEU FILING EQUIPIENT IN CFA.

b. FCDNA:

HOLD IN CFA 2 YEARS #TfR CUTOFF; T R 4 N P E R TO Iw; MSTROY 6 YEARS AND 3 MONTHS AFTER FINM PAIIQWT, EXCEPT THAT RECORDS REtATING 10 CONTRACTS INVOLVED IN APPULS UMDLED BY A BOAR0 OF CONTMCT APPEALS YILL BE DESTROYED 7 YEARS AFTER DATE OF DECISION OF TIE BMRD.

1401 . t S PROCUREMENT DIRECTIVE FILES. Documents used In I n i t i r t i n g lTUl3Z wocumment or Droductlon action. Included arc wocurrccnt 7ZU3TD directives. pu icbse ordersr purehsi ruthoriiitions. wquisitions

(when used as a di rec t basis for purrtusc), consolidated bidders lists, wr t t ten bids, umaries of ptoposrlr. abstracts of bids, cost antlyres reports. and related prpen. (El-374-8144, 30 Wr 81 1

r . Direct ives cmcelled prlor to award of contrrct or purchase order:

DESTROY UHEN 2 YEARS OLD.

b. Other ffles:

DESTROY UHEN 6 EARS OLD. W YQT RETIRE.

1401.16 PROCUREFIENT ACTION REPORTING FZLES. Oocucntr relating t o the TZU3Tf

b e p o r t i n g system esrgnea t o provfdc strtlstics concernlng p l r c m n t , status, delivery, m d rcttlment of procurement acttons. Included are specirl eurrterly, procumcnt activity. status, reports. and directly n l r ted cormsponknce. A l l the above reports, except consolidrkd n p o r t s m d u r r i e s , d l 1 be f l led and disposed of with the relr ted contrrcts.(UCl-374-81-44, 30 k r 81 1

MSTROY 2 YEARS AFTER THE END OF THE FY OF PREPAMTIOW.

. monthly. contrrct rctt\mnt. rcnirnnurl, consolldatrd, and rwnary

1401.17 INTERDFPARMENTAL PURCHASE REQUEST FILES. Docunents accuawrlating i n mrr;mmu S t a f f offices ana natronri Inventory Control Polnts nlrt ing t o lTD33T procumnent of supply i tems by DNA for other deprrtrrnts or

procunwnt by other elements of OM. Included are copier of purchase requests. amenbents thereto, and r r l r t e d tornspondcncc. (El-374-8144. 30 Wlr 81)

DESTROY W E N 5 YEARS OLD.

1401 -5

1401.18 PRDClREwENT INSPECTION F I L E S . Documents n lo t lng t o the InSpeCtlOn nmTn ana & # I f Of :procummen uf' ten m d contrrcts. tncludrd r m copter

or otracts o f mpoA wdc I n w t o r s ~ m r a l . ( the OSD w r p a r t t o the. A m y k d l t Agency). GAD, and superrlsory offtces; a u n t s Indicating c o m c t l v e rctlon taken; and reloted Lormpondmcr. 4NO-374-6144. SO Mor 61)

DESTROY W E N 6 I E M S OLD OR 6 YEARS AFTER FINAL PAIILYT OF RELATED COKTUCI, WHICHEVER ZS LATER. -

1401.19 C-CTING OFFICER DESIGNATION F I L E S . Docrncnts nf leCtIng the lTJl78 - m r w t i o n ana recession o f contracflng officers rnd contracttng

trchdCl1 .YM=CIY rrhich IMlUk the . SDWiftC P r O C U m n t rutbotlths drleiated. (El-374-111a. 36 k r 61 1 OaROT 6 YEARS AFTER RECESSION OR TEWINATION.

1401.20 TAX D W P T I O N CtRTIFICATE F I L E S . Oocunts relating t o the Issue of TTFlTY t r x exemtion c e r t j f i cites mich Indlcate Dmof of exemtion of

UxeS excluded fm the contract prlce under procurement regnlatlons. Included @re US Sovermtnt t a x emption crrt l f lcates, US 6ovemwnt t a x rxemptlon or Ibn t l f l ca t ion cards. m d related QcPcnts. (EI-374-614. 30 Mor 811 ( 6 6 3, #13, Oct 82)

DEmOT 3 YLARS N T E R PERIOD COVERED EY RELATED ACCOUNT.

1401.21 INDIVIDUAL ITEM PRICING F I L E S . Docucnts used In determining

tlcing puvposes. and for rnalyrlng price trends. Included are !edger sheets, card records, rnd r e l a t e d papers. (RETAIN--PEHDING APPROVAL OF DISPDSITION STANDARDS EY NATIONAL ARCHIVES AND RECORDS AIMDSTRATZON 1

stondord prlces for use i n otkainlng lqroved prlcing on purchoses and rcounttng f o r the sale rnd Issue of Items, f o r comparative %\

1

a. Writs used In establlshing n v l t c d rtandord prices:

DESTROY M Y 4 Y W S OLD. b. Oocmints used for canprrotlvr prlclng and w a l u a t i q prtcc -:-

DESTROY WHEN OBSOLETE OR WHEN NO LONGER REQUIRED FOR CURRENT QPEIUTIONS.

1402 SMU BUSIWESS PROGRAM F I L E S . . These f i l e s nsu l t fma DNA's program rn -to assure uxlm prrtlcrpatfon o f moll business concerns I n the ml l f t l ry procurertent of SUpplleS and sentces. The f i l e s r c c w l e t e In offtces of small business advtsors or speclalists, contracttng officers, and i n other offtces engoged i n these act ivi t ies . (m-374-81-45. 27 & t 82)

1401 -6

. .

1402.01 mam

1402.02 mam

L

1402.03 Tm4=m

SULL BUSINESS SWDR: 'ION F I L E S . Docrawnts r e l a t i n g t o CQnaUnlCrtlOns o r QlscusSiOns h i c h provide -11 k s l n e s s concerns wtth t n f o r u t f o n rbout o(u requ lmien ts f o r m p p l l e r r on btdders l is ts, adapting thttr production f a c i l l t i e s to Co.peU for prhe c o n t r r c t r o f subcontracts, cha es t n rpeci f icat fonS rrhfch ukr I t possible f o r productlon by 8~83 business concerns to r e t future procurement, and other matters concerning the p r r t l c l p a t i o n o f small business concerns I n t h e m f l f t a r y p rocu r rwn t progrm. tK luded are i nqu i r tes from mall business concerns, memoranduns rrcordtng dlscursion ulth rrpresentatives of lull concerns. r n d simtlrr documcntr. IW-574-81-45, 27 Oct 82)

- DESTROY M E N 6 YEARS OLD.

SWLL BUSINESS PRffiRAH SURVEY F I L E S . Documents m l r t f n g t o surveys O f f f c i a purchasing offtcers to rnalyze the r f f w t l m n c s s of the mall business program i n order t h a t mall business concerns are affordeC equal oppor tun fv t o cmpete for procuments. Xncluded a n d r t r accumulated f o r the purpose 6f making surveys. reports f r o m procuring of f ices, survey reports, Ins t ruc t ions or changes ude as a r e s u l t o f t h e survey, m d re la ted papers. (Kl-374-8145. 27 O c t 82)

4. Offrcc per fominp survey:

DESTROY WHEN 6 YEARS OLD E X C D T THAT DATA ACCWLATED III PREPARATION FOR THE SURVEY WILL BE DESTROYED ON CWPLETION OF THE SURVEY.

b. Of f i ce surveyed:

DESTROY ON COPlPLETION OF UEXT COWARABLE SURVEY, OR W E N NO LONGER NEEDED FOR REFERENCE, YHICHEYER IS LATER.

$PULL B U S I N E S S QUALIfICATION F I L E S . Case f i l e s containfng docuncnts m a t i n g c n d f t . resources. and sioitrr drt8 about rull buslntss concerns rccmrulrted i n order to prov td t l n f o t w t i o n rbout the r v a i l r b i l i $ v of a d d l t i o n r l sa811 business sources t o r e t current o r r n t f c i r k d nquiNlncnts o f the c f l i t t r y p r o c u m n t progrra. (NC1-374-81-!5, 27 kt 82)

. DESTROY W E N SUPERSEDED, OBSOLETE, OR YHEN THE CONCERN If 10 LONGER CONSIOERED AS A SOURCE OF SUPPLY FOR ANY WO)I, UHICHEVER IS LATER.

1402.04 CdHPETENCY CERTIFICATf F I L E S . Documents r r l r t l n g to the issuance or wlthd rrwr1 o f certificates o f the competency o f small business concerns as t o t h e i r c rpac i ty and c n d t t i t m d i n g furnished t o contracting off icer. Included are copies of the cc r t i f i c r tes . comnunlcrttons concerntng the c r p r c i t v and c r e d i t o f speci f ic small business concerns, m d S l l a i l r r docuscntr. (Nl-374-6145. 27 et 82)

DESTROY. W E N 6 YEARS OLD.

1401 -7

1021.05 %LL BUSINESS REPORTING FILES. Oocumnts accumulated by ma11 business rdvlsors for rcvleu and 4MlySiS of or11 bsimss activity. P r i u r i l y these are rrports rrcefved fmn. procuranent off ices on such subjects rs proposed pmcummnt rctfons, procurewent action tunnrries. and \ndlvldual~ p rocumrn t rctlons. (Y1-374-8145. 27 Oct 82)

a. ConsoliQted and swmry reports:

DESTROY WEN NO LONGER NEEOED FOR CURRENT OPERATIONS.

b. Other documents:

DESTROY YHEN 2 YDRS OLD.

1402.06 COWTRACTOR REPORTING FILES. RtportS received ftom COnt?ACtOrS partlclpatrag i n the mall business procurement program, nlrted Correspondence, and rlnmarles prepand from the report.

a. Consolldrted and tugnwy reports:

(El-374-8145. 27 Oct 02)

DESTROI UHEN NO LONGER NEEDED FOR CURRENT OPERATIONS.

b. Other documents:

DESTROY YHEN 2 YEARS OLD.

1402.07 QUiuIFICATIW LIST FILES. Lists of busfmsses determined t o be TKITU7 qua1ifre articcppate f n the mall business program.

(yC1-37&1$, O! Oct 82)

DESTROY WHEN SUPERSEDED, OBSOLETE, OR NO LONGER WEEDED FOR REFERENCE.

1403 Tm5 %ere t i les Dertaln t o labor relatlonr ana ewa1 emDlomCnt matters

LABOR RELATIONS AN0 INOUSTRIAL EQUAL ECIPLOYHENT OPPORTUNITY FILES.

i n DNA pmcurcmcnt and, construction contrac'ting furitlons. They a c c w l r t e In offices o f labor advisors, legal officers, Industrial rploymcnt l lcy officers, contracting officers, 4nd other offices engaged i n P abor n l r t i o n s activities. (NCl-374-81-46, 30 Mar 81 1

docwnts. (El-374-01-46, 30 Ihr 01 3

1403.01 LABOR RELATIONS AND EQUAL EMPLOYMENT SURVEILLANCE FILES. Documents rm5-BT rel8tlng . gerwral surveillance procedures performed In

r & ~ i n i r t e r i ~ ' the DNA labor relattons and Industrial equal employment opportunity programs. Imluded am copies of contractors' payrolls, statements rc arding compliance, and related

a. Contrvtlng Offlcer:

DESTROY YHEN 6 YEARS OLD.

. b. Other:

1401 -9

14Q3.02

1403.03 7zmu3

-

NOTE:

1403.04 rmssm

1404 mrr/ 1W/

-1409 I 1410

1404.01 -/ 140744

DESTROY AT END OF YEAR.

UBOR-)UWAtLnENT DISPUTE FILES (UlTHDR4NN)

LUOR SIAUDARO EXCEPTmJ F I L E S . Docwnts pr tUlnlng to nquertr t o roln rtlntl@Ms re t by DaL, eSSetSmnt Of thc ht-Hour law mviate f

)sM1tfeS, Malrh-Icily Act, and slmilar requtmntS. nCludcd are mquests for mxceptlons or deviations, detemfnrtlons, rtudtcs, opinfonr, e provals, dfrapprovals, end r r la ted documents. Wtl-3744148, SO Mr 81 1

DESTROY WEN 10 YEARS OLD.

Files' related to rpecfflc contracts wlll be '.disposed of i n accordance w l t h the dispDsltion lnstrvctlons for the contract.

f

INDUSTRIAL EQUAL O W L W E N T C W L I A H C E REVIFU FILLS. D o c w n t t eccIIpuiatca In wring compliance wiws to dtte mtne the extent to which contractors canply w i t h the nondircrlmlMtion i n employment contract clauses. fncludrd are cmpllance reports subi t tea by contractors. reports of routlne and rprclrl compliance revinus eude by DM conpllrncc officers, follow-up reports, words of rtccmendatlons, certfficater of writ, and rrlated papers. (NO-374-81 -46, 30 Wlr 81 1

DESTROY WEN 10 YEARS OLD.

YCTE: Files mlrtlng zo specific contracts will k disposed of In accordance w i t h the disposftton instructions for t h e contract.

construction, IUD and the productlon of hard goods by ldintlfying, ursuring, and overninp the distrtbution of controlled materials

Vhey are created In establishtng curnnt and robl l i ra t ion requinwnts for strategic and cr i t lcr l uterirls. Also, they relate to the unufacture of y f o r and wconday end ltclnr neeessay for DNA mfsslon projects and t o the program &signed to obtain rdequrk, masonrble end economicrl . . preservation. and packaging of materiel. Accumulation of such fi les I s privr i ly l n the Yuclerr wlterlel Divislon, Logistlcs Directorate, DNA Field Carnund. (RETAIN -- PENDING A P P R O W OF DISPOSITION STNDARDS BY luTIowM UlCHIYES AN0 RECORDS AWNXSTMTION)

nccssrry i n 0 f l l l n g defense orders.

CONTROLLED MTERIALS ALLOCATION AND REPORTING FILES. Oocunts r t n t c t i n n tne oistrlbutlon of controiica utariais frm WD to WE and furiher al1ocations d t h t n DNA to cubordinrtt- elements. Included a n docunents Indicatin m k r l e l nquin#nts, allocation

concurrence, allocations, allotwnts, return of controlled aaterlals, allocrttng unused balances, and sfnilrr data.

decisions, tentative rllocrt f ons, nqucrts for atlocrtion

1401 -9

i I

.

1404.02 m7T3

OLD.

PRIORITY RATIS CASE FILES. D o c w n t s used i n r s U b l f s h i n g the p r r o r r t y use of c o n t r o i i r d uterlrls by contractors and producers. I m l u d r d @re mquer ts fo r f t l l rq r p p l l c r t i o n r f o r ?lor l t r rat ings,

constructlon u t e r l r l s m d rqutpaent dth mpport fng r l ocu tn ts and r r c o a n d r t l o n s , r a t i n g ter t i f lc r ter and disapprovals of r a t f ng, requests for r p c c l r l p r i o r f t i e s and rsstrtrnce ulth re la ted dentals or approvals. and s lo i l r r docucnts.

bPpllcrttons tor p r l o r l w ra t i ngs for d8llvery o ! p f o b c t i o n and

DLD.

1404.03 IUTERXAL STOCKPILE REfERENCE DATA FILES. 00C(IYnts, a r tn f r tned 4s I lZE33 source of, d iL t r ibUt lon of. q u r n t i t i t s of, bnd conprr rb l t data on

. r t r r t e g t c m d c r i t i c a l u t e r l r l s in. o r to be tncluded in, t h e n r t l o n r l r tockptle. Included r n data sheets, changes thereto, and re la ted paperr.

ION OR OBSOLESCEKE.

1404.04 WNFACTURING QUALITY COWTROL FILES. Documents maintained tor ‘detection, pnvcnt lon, and control o f unufrcturlnnp defects. Included are tn-process Inspection sheets. mork records. n p o r t s re f l ec t i ng frequency d t s t r l b u t i o n of wnuf rc tu r tng defects, and mlrted pbperr.

d Dtsposition 2 Y-ER COIWLETION OF F I W PRODUCT ORDER FOR THE

REUIED CUVONEWT.

1404.05 To(11 DWWIMG FILLS. V e l l m r , ortginrl drrutngs. bnd t r r c tngs used t n m n u f u t u r e o f i n d t f i d u r l c#ponents, w i t h re la ted records, or colparrblc docucnts u t n t r l n e d as I w o r d of tool design and t o fac t l i ta te . reference to the drrwtngs.

BECON SUPERSEDED OR OBSOLETE.

1404.06 lXllSD3

PIIESCR~ATIOW AND PACKAGING FILES. Docuents n l r t t n g t o the preservation r n u prckrging of u t e r t e l .

Pr ored D i t ost t ion -10" OR OBSOLESCEWCE, OR ON IMCORPOIUllON OF DATA I N IIETHOOS AND PROCEDURES, DIRECTIVES OR A SIHILAR SYSTEM.

1105.07 MTERIEL QUALITY COKIRdL FILES. Documents used for. the control o f - WlIV O f DNA utcrlel which include data tor the detection. prevention. and control of defects I n n r t e r l e l . Included are lnspectlon sheets, reports. nwork drta, charts. graphs, s t a t i s t i c a l data, and s t m t l r r documents.

1401-10

I

Pro osed Dit osltlon m!&h%R CUIDELIMS, OR ON COWLETION

DED, OBSaETE, WEN DATA IS INCLUDED IN ?RDCUREWT

OR PRODUCTION DF ?ERTINENT I T M , UHICHHNER IS FIRST. 1405 MATERIEL STANDARD1UTION f ILfS m .-.-

r . These f i les relate to nrtionrl r tmbrdiu t ion of r t e r l e l i t a n s , technical teminolopy, processes, methods, and prrctlces t o assure rdoptlon of the m i n i m MdCr of sizes, t lnds and types of i t e m s and Iewlces; and to assure Camon U n d c r r t a n d t n g , Interpretrtlon, and presentation o f technlcrl datr.

b. f Files n l r t lng to natlonrl materle1 rtrndrrdlzrtlon are rccu#rlrted by preprring r t t lv l t les lofflcer responstble for study, preprrrtion, and ulntenrnce of the strndrrdlzrtlon document). rsslgncc rctlvltles (officcs nrponslble for the rtrndrrdlzrtlon of rn FSC c l r r s Or rrer), prrtlciprting rc t i r l t l r s (offices drslgnrted t o represent DNA In Interdeplrtrntal Collaborrtion of r strnbrdlzrtion effort] , ~ I l l t r ~ toordlnating activities (offfces nsponsible for coordlnrtlng, recomillng, and tollrtlng the Amed Services' Stmdrrdlzrtlon Office (office mrponslble f o r coordinating 4 t h W D m d wnrglng DNA-alde partlciprtion In the strndrrdlzrtlon function), and fntercrted and rrvleu u t lv l t i e t (offlces nqui r lng an opportunity to C Q Y n t on proposed rtrndrrdlzrtlon documents 8s I rrrult of urlng or planning to use then In connection w i t h r ocumnt , t t ock lng , nserrch, devel opatnt , or cngl mer1 ng 1. Ley my also accurr~rte In other offlces from prrticlpatlon In the developlcnt of, or cOmncnt on, proposed rtrnbrdlzrtlon rctlons. (RETAIN--PENDING APPROVAL OF DISPOSITION STANDARDS 8Y WTIONAL ARCHIVES AND RECORDS ADMINISfRATIOW 1

&velopaent of forma1 plans for stmdrrdlzrtion of FSC clrsses of u t d e l or broad enginerin areas. Stmdrrdlzrtlon plrns reflect

engt mer1 ng consl drrrtions for 1 ndl v i durl projects Khcdul ed therein. Xncluded ere let ters wtirrtlng plannlng and working proups, requests f o r specific lnfomtlon, rgendr, and minutes of group ret lngs. CWrdlMtlng actions, and pnllmlnry and f i n a l rtandrrdizrtlon plrns and cowtnicrtlons r e l a t i n g to t h e rccmulrtlon on 4 CY basis.

1405.01 MATERIEL STANDARDIZATION PLAN FILES. Docuawntr related t o the

methods of operrtlon, time sc R dule, and pertinent wpply and

- (Agency Stmbrdlu t lon Mftcc - FCL)

1405.02 mm3

I

STAND~RDIZATION DOCVHENT FDWULATION FILES. Documents rclrtlng t o the preprrrtlon, coordlnrtlon, approval , ulntLnrnce, nvlslon, m d cancellation of Federal and milltry ttmdrrds, speciflcrtions, and strndirdlzrtion handbooks; m d docrnnnts rclrtlng to the adopHon of indus t ry rtrndrrdizrtlon documents .when DNA 1s rsslgned mrponslblllty for completing the action. Included are project lni t l r t lon letters or rsslgrwnts; nports of prellnlnary

1401-11

confcrcnccs; d r a f t s tandard i r r t ton d o c w n t s and c m n t s on then; necessafy &wings; nottces, awnda, and minutes o f m t t n g S ; study p ro jec t reports; coo rd tn r t i n actions; and copies of Qe publtshed

Ptoposcd D l spoi l t l o n

a. PERMANENT:

s t rnda rd tu t i on U w n t s w t t 0, coraunicattons n l a t t n g to thcrm.

CUT OFF ON PUBLICATION OF THE STANDARDIZATION DOCUQNT. TRANSFER TO RHA 2 YEARS AFTER CUTOFF &NO TO UNRC 5 Y W S AFTER CUTOFF. OFFER TO YATIOML ARCHIVES 20 YEARS AFTER CUTOFF.

b. Other:

DESTROY WEN 2 YEARS OLD.

1405.03 STAIIOARDXUTION DOCWENT COLLhBORATION FILES. DocHcnts r e l a t i n g t o art1cipatfon l n the fomuiat ion, rev l i i on , or cancel la t ion o f mA

spec f icat ions, standards, s t rndard l ra t ion plans, and handbooks prepared by U i l t t a y Dcpartaentr or other Federal agencies, or I n ttit adoptlon of i n d u s t r i a l s t rnda rd l r r t l on docunnts by Uilitaty Dcpartrrnts and other Federal agencies. Included are copies of proposcd standardtratton docunents and c o n c n t s on them; notices, agcnda, M d minutes o f wc t l ngc , and r e l a t e d papers p m p r r t d on a CY basts.

P

,

OLD.

1405.04 ClILITARY SUPPLY STANDARD FILES. Documents created i n preparing T4T77E h i i r t a r y Supply Standards and Supply Supplements uh lch respecttvely

show standard items and items which a n nonstandard. They are used t o prevent the u n j u s t i f i e d m n t y l n t o the supply system o f those i t e m s uhtch are no longcr required. Included a n l t s t s and tabulottons of I tems, repor ts o f s imp l i f i ca t i on studies, and techntcal analysts, and re la ted papers.

- OR SUPERSESSION OF THE RELATED MILITARY SUPPLY STANDARD OR SUPPLEMENT.

1405.05 STANDARDIZATION REPORTING FILES. D o c w n t s r t f l e c t t n g t n f o m t i o n or strndardirat ion actions, such as indextng changes, status o f standrrdizat lon p l ans and projects, and s i g n i f i c a n t rccompl ishments e f f c c t t d through standardtzatlon. Includcd are consolldatcd and

-- feeder reports r n d r c l r t e d papers.

OF THE CY. DESTROY WEN 2 YEARS OLD.

1401 -1 2

. .

1436

l434/1415 ‘wc’ ”‘ 8149 1421

SUPPLY CATALOGING AND DISPOSITION, STOCK CONTROL AND RTQUISITIOliL m/ - - 29 J an 81)

a. These flles r n created as a result of #(A prrtlciprtion i n the d e v e l o p n t rnd maintenance o f a cataloging stem &signed t o

purchased, stocked, or dlstrlbuted by the Amcd krvlces m d other kvernnnnt rgencies. Cataloging filer are accurlrWd by Buubnftting act ivi t ies (an rc t lv t ty deslgnrted by DNA or DOD as ruthorirtd to rubmtt lten ident$flcation d l n c t l y to Defense logistics Services Center (DLSC))D u n r g l n g activities (an activlty assigned p r i m w responslbility for the manrOcvnt of an Item of tupply uh tch I s ruthorlred to be put i n the Federal k k l o g System), other interested offices, and offtces a t the DNA t t a f f and haquarters of subordinate CQlDInds responsible for directing participation i n t h e program.

b. these f i les ( 8 c c w l a t r d on 8 CY br t is ) -1atr b stock control 8nd ~ , p u f S l t f O n l n g Of SUppliet fm depots. and Installations and rctivitfes concerned 4 t h dimct 1OCBl $Upply.

e. These files relate t o the storr#e of supplies and eyipmt, and t o t h e ttockplle of strategic and critical materials. d. these files are rccwlrkd incident to the program for the dlsposition of surplus, u l v a g t . and rcrrp property, and the redistrlbution o f excess property. Specifically, the f i l e s pertrlnlng t o the dlsposrl of prope detenfmd surplus t o the nteds of the r i l i t a r y esublishcnt, scrapping or other steps taken for the disposal o f condmrd, diwarded, or rbrndoncd property, or of utcrlals contrlned u l m l n , and the redistribution of rupplles which exceed those authorized for the particular organitation or supply component. flles de8crlkd I n t h i s category t h a t we involved i n Claims, litigatlons. or Investlgatlons will be withdrawn on expiration of p n K r l k d nUnt1on periods for disposal a f t e r proper stttlement of We clalm, l i t igat ion, or lnvestlgation.

identify. nhm, a n d classify each $tea n p c t i t i r c Y y

1406.01 SWPLY CATALOGING ADVISORY CROUP FILES. Documents relat ing to D M ~r r t l c lmt lon on rdvlson grOuDs or caanfttrcs concerned utth

s issistfng and 8dVlSfng I n th divtlopacnt of cataloging o l k i e s ,

- rlnutes of group r e t i n g s , and mlatad papers. (El-374-8149. 29 rules, procedures, m d schedules. Included a n copies o P agenda, Jan 811

DESTROY ON SWERSESS1ON. OBSOLESCEWCE, OR WEN 110 LOWGER UfDED.

it& idcntffications processed -ana nunber of- supply manuals i n exlsttnce, under preparatlon, or n q u i n d . Included are catrloglng rc t lv i ty reports and related papers. (NCI-374-81-49, 29 Jan 81 1

1401-13 (

I‘ i

a. Office requi r ing t h e report:

(1 1 Consolidated or sunnrrtred reports:

DESTROY WHEN 5 YEARS OLD OR NO LONGER NEEDED FOR REFEREIlCE, WHICHEVER IS LATER.

(2) feeder mports:

CUT OFF AT THE CLOSE OF THE CY, - DESTROY WHEN 2 Y U R S OLD.

b. Other officer:

CUT OFF AT THE CLOSE OF THE CY. DESTROY WEN 2 Y W S OLD.

1406.03 nl3m

SUPPLY ITM lDENTIFICATfON FILES. Docuacnts r e l a t i n g t o proposed original lte rn i d entification or proposed changes, pcvlrions, transfers, and camellatfons of basic names, definitions, descriptions, mferences, and illustrations for lnclusfon i n supply crtrlogs. Included are re,qucsts tor narnclrture 8nd Federal stock nunber, nube and description trmmittal foms, reference drawings or t l lustrat lon sketches, coordinating or collaborating actions, cancellation reweits, jus t i f ic r t fon daw, and rfnilar documents pertaining to the proposed (tea ldcntlficatlons. Wl-374-6149, 29 JDn 811

CUT WF AT 7HE CLOSE OF THE FY. ACTION OM THE PARTICULAR T W T I O N .

1406.04 IfM IOEWTIFICATION CARD FILES. Interim 8nd approved supply iten l-4mo3 3de ntification cards contrining t h e basfc source of catalog data for

each Item o f supply. such as itcm name, nunkr, and descrfptfon; I l lustratlng sketches; references to 8pp1fCable drawings, specificrtlons, and standards; and name of arnufactumr. fdentlflcation cards serve as an r i d In establishing Interchangeability and subs t l t u t ab l l f ty between items of supply, as an a i d In elimlnatlng duplicate i t e m s , or as standard teminology f o r use I n supply operations. (El-374-8149, 29 Jan 81 1 DESTROY #I-SWERSESSION, OBSOLESCEKE. OR WHEN NO LONGER NEEDED.

DESTROY 4 YEARS AFTER CQ4PLETION OF '

1406.05 PROPE~CTY DISPOUL A C C O I J ~ FILES. Ooctments u in t a ined to account TT3ZUT 'tor the rCtefctt ana afrctosltlon of oroctcrtv for whfch the DmDerw

disposal officer 1s actountrble. inciuded are voucher registeri, vouchers and supporting documents, fnvcntory adjustment reports. stock record cards or equivalent forms (jacket f i l e s ) used for the same purpose, and other documents supporting the account. Unfilled s tock record cards will be retained In the actlve f i l e u n t l l f i l l e d or f i n a l entry I s mde thereon. (IC1-374-81-.49, 29 Jan 81)

CUT OFF AT THE END OF THE CY. DESTROY WHEN 2 YEARS OLD.

b

1401-14

I

NOT E :

1406.06 n3a-m

1406.07 mam

1406.08 mT-m

1406.09 m337

1406.10 m33E

? 406.11 nTs-7T

1406.1 2 ln5l-5

f h f s descrlptfon does no t include accounts uhlch Involve the n c e l p t of surplus. salvage. or scrap properby fran contractors; or ptoperty r e l a t e d t o contract property accounts. EXCESS PROPERTY REPORTING FlLES. Reports usred t o d l r u l i n a t e Tnfomition concerning r v ~ l l a b l l l t y of excess V'WW. lncluded a n rrports of excess personal property, llrttngs, Crrd fomt, and slnllar documents. (NU-374-81-49, 29 Jan 81)

SURPLUS S L A B L f CRDPfRlY RfPORTING FIUS. Reports rubai t ted to s e l l i n g actlvitles surplus property for salt . Included are pro erty lists. tranmlttal letters, and nlrt td doc lun t s . (El-374-8f-49, 29 Jan 811

MSTRW 1 YEAR AFTER DISPOSAL OF ?RDPERTY.

DUE-IN DOtUFlEWT FILLS. Doeuwntr reflrctlng quantltr m d tvpe o f miterlei Que In mlch rrc used as record of due-ln rhtplcnts, as a notiftcation o f rhlpment .or for purports of warnhouse spice ut l l i ra t lon planning. Included are copies of requlsitlont, purchase orders, rhipplng and dellvery orders, and rldlar Wurnts; but excluding such documntr when fllrd ulth vouchers to the stock m o d rccount. (El-374-8149. 29 Jan 81)

DESTROY 6 MONTHS AftER RECfIPT OF WIPKNT. OR WEN THEY HAVE SERVED THEIR INTENDED PURPOSE.

REQUISITION RE6ISTER FILES. Registers u t n t a i n e d to mcord maul s i tions rubtnl tt ea for sumlies to be fumlshed DNA by other biermnent agencies.

DESTROY WEN 1 YEAR OLD.

[NC1-374~81-49, 29 Jan 81 1

RfQUIfITION REFERENCE FILfS. trtrr copies o f nqufsltlons tha t 4m maintained b Y m e rctlvfty rerponslble f o r inlt ir t tng the requtrltlonr. (Kl-374-8149, 29 Jan 81)

DESTROY WEN NO LONGfR NfEOEO, 8lR NOT UTER THAN 6 cK)MlHS L V T E R DISAPPROVAL W REQUISITION OR COWLETION OF SUPPLY ACTfON. . - ST&TION SUPPLY RfPORTlW6 FILff. Reports concerning the strtus of IUDD'IY. excess stock. and the redlstrlbution of stock. lmludfnn s t i t i i i stock status rtport , m d n p o r t on the ttatut ofequipmcnt: (El-374-8149. 29 Jan 81)

DESTROY WHEN P YEARS OLD.

)LATERIAL HANDLING EQUIPMENT (PMEI USE FILES. Documents rontdlnlng aau f or use In t skbl i sh ing uttiltrtTon nqulmrnts for HHE. Included we dr i ly records of WHE opcratlonr, copter o f HHE u t i l 4 u t i o n reports, m d rlmllrr docutnts.(NC1-3?46149, 29 Jan 81 1

1401-15

J

..

1406-1 3 rm-ar

1406.14 lm=m

1406.15 l-mm Tm=K

1406.1 6 m K l 3 rmsrs

,

1406.17 T m K r m

1401 m

a. Offices of the DNA ruff:

DESTROY WEN 1 YEAR OLD.

b. Other offices:

DESTROY W E N 2 YEARS OLD.

WAREHOUSE PLANNING AND LAYOUT FILES. Warehouse, shed, or open storage space plannlng and layout dla runs, or canparable apers r e l a t lng t o space planntnp and lryout. P El-3744149, 29 Jan 1 1 )

?

CUT OFF 41 THE END OF +HE CY. DESTROY ow SUPERSESSION OR aBsatsctWtE.

STORAGE REPORTING FILES. Reports d a t i n g to overall storage operations which arc made t o hlgher headquarters. Included are depot space and operattng reports, mnthly u t e d B l S handltng reports, m d similar n p o r t s . (Kl-3744149, 29 Jan 81)

DESTROY W E N 2 YEARS OLD.

NATIOKAL STOCKPILE ACCOUNT FILES. Docucnts n l r t i n g to the receipt, storage, and lnventory of strateglc and crlttcrl u t e r f r l r s tored by the DNA for CSA, Defense Hatertalc Service. Included are inventoy record cards rhtch reflect the pmgrm destgnatlon o f material stored, c m d l t y MIY, commdity grade, u n i t of measure used, and lllnber rsstgned t o conwdtty type, m d vouchers u f t h

adjustwnt dOCwnts. md related prperc. (Wcl-374-8149, 29 Jan 81)

DESTROY 2 YEARS AFTER OUT SHIPHENT OF MATERIAL.

I supporting documents such as receivlng and shlpplng rcpofts , ._

MTIONAL STOCKPILE VOUCHER REGISTER FILES. Registers u t n t a l n e d to arslan voucher nunbers i n nunerlcrl seauence to vouchers r e l a t t n g t o the -receipt, storage, . and shipment' of strategic and criiical uterlrls for the account o f the GSA, Defense Haterials krvtce. (utl-374-8140, 29 Jan 81)

DESTROY 6 YEARS W T E R INDIVIDUAL SHEETS OR INDIVIDUALLY BOUND BOOKS ARE FILLEO. MATlONk STOCKPILE REPORTING FILES. Documents reflecttng the stora e space allocated and occup7cd by the strategic and critlctl

These reports also reflect the quantlty of each comodity stored and the last receiving r e p o r t number and outbound r e p o r t number used by the stortng actlvtty.

DESTROY UHEN 3 YEARS OLD.

mater P als stored by the DNA fo r the 6SA, Defense Hatertals krvlct .

(NCl-374-8149. 29 Jan 81)

SUPPLY CONTROL AND QUANTITATIVE MTERIEL REQUIREMENTS FILES. A I N ARDS -- 8p NATIONAL

E I V E S AND RECORDS ADMINISTRATION) 1401-16

.

.

1. The f i les described i n thls c r t c p o r y r t l 8 t C t o the funct ton of supply control which consists of c a p u t i n g the Wrntitctlve nqulnwnts for major Items, wconby t t n s , and repair parts; directing t h e accomplishrnt of p r o c u n m t , C&talOging, m b u l l d t n g , and airposal of Itens; detemining o p t t u n Inventow levrls and rconmic reorder points; and trking other e l o n Irmlning t o the rnrgunent of items. gurntiwttve nquinmts foot Wor Items i r e detemined p r iwr i ly by the strategic and trctlcrl mllltry outlook as set forth i n ailitrry plannlng docucnts.

2. Qurntlt8tlve rrouimcnts for &condry t U . s and reprlr prrts In thc tom of supply Control studies) are drternlned

Ptrr tqic 8nd kct ier1 m i ~ i w y rrquimcnts am Considrmd t n these coaputrtlons. kcondlry l m e s and wrir parts, although purchased by t h e stock fund, arc neverthrlcss budgeted for by comand operrtlng budgets of, and firunced by Wut portion of the 06f: rpproprirtion rlloerted or rlloted by the consuming tamand.

Pertinent drtr diwctly relrting to each Item of wterlel and supply are assembled In a single folder, or t n reveral folders when the volume or procedures necessitate use of mom than a slngle folder. Colderr are f i led by Item nlllPbcr or rlphrktlcall by nomnclrture.

88ch docrrmnt Is n o r u l l y rrviwed at thls tlr, Since v r y i n g disposal standards a n rppllcrble to the docvwnts . P f n t r l r e d i n these folders, those docucnts ellglble for destruction, as lndicrted b1#, d l l k d t S t w 8 d a t fhr Vr Individurl d o c w n t s are nv i rwcd .

(urwllf rirr l y by @ntlClp8trd consuption H t l s and replrcrwnt factors.

. NOTE:

P K W d U r t t npul r t th8t 8aCh 1- dl1 bc 8tUdie i! a t InteWrlS rnd

1407.01 Tmm

MAJOR ITEM FILES. Docucnts which possess Continuing vrlue for the period of tm ihrt t h e item mains In the supply system. Included are act ivi ty journal rheets, identlficrt lon crrds, nomcnclrtum descrlptlons, stock nuakrln actions, llalted selection family

specificrtlons drtr, statements of ag-nt, excess declaration notices, rnd nlrted papers.

actions, catalog and rupp P y drta. Tech Connlttee actions,

Pro osrd D i s orition

SUPPLY ITDI. OBSOLESCENCE, D I S C O N T J ~ C E , OR REMOVAL OF THE

1407.02 R U O R I’TM FORECASTING FILES. Docmwttr cmrted In forwasting rnd computing the ross qurntI%4tlVe nqulnnrnts for hd lv idu i l mjor

studies, distribution planning studies, and other studies on the - and selected ? tcas of uteriel. Included am uterlel planning

i t e m ; analyses of rtplrccarrnt 8nd consumption rates, nrdiness status, asset &ti, and t#nprrrble lnforautlon on the Item; rebuild and overhaul schedules; rnrlyses of D M plrnnt doccwnts which provide pUld8nCe In canputlng the nquimcnts 7 or the Item and n l 8 t 8 d p8pefS.

1401-17

R SUPERSESSION OF SPECIFIC DOCUIEKIS, OR 1 YEAR AFTER OBSOLESCENCE, DISCOtITINUAWCE, OR WVAL OF THE Im.

1407.03 SECONDARY ITD! AN0 REPAIR PART FORECASlIwC FILES. OocwntS Created maW 3 n fo ruast ina tne aurntity of an inarviaarl ~ ~ m b r r ~ Item or

1408 m

1408.01 Imm

-1 408.02 mm5

1408.03 mm6

reprlr plrt kpuired' t o 6kt mticlpr ted dmands on thc supply systam, and l n drteminlng the most r o n a i c a l and effrctlve tlme for the procurement. Included are supply control study fonns; p m u n m t d lnc t ive data; requlsition; supply control analyses; consolldrted rrquirement sheets; procurement dotuacnts; stock level change sheets: data on &llrrrles against contracts; status reports and avallrbil l ty rcports; mpalr. fabricrtlon, and Set assmnbly data; r)lipplng lnstructions; overhaul .directives: erncellrtlon notices; demands and Issues; -&sheets: and related pipers.

WRIHG N NEXT REVIEW AFTER THE DOCUEN'TS HAVE BEEN RETAINED FOR A PERIOD OF 3 Y U R S . OR 1 Y U R K f E R OBSOLESCENCE. DXSCOfiIYUANCED OR REHOVAL OF THE SUPPLY ItM.

6MRM SUPPLY ACCOVNTIIIG FILES. These files rccuPulate as r result o f accwntrng for supplres and ryipaent, a responsibllity o f accountable supply officers and other responslble lndlvidurls a t Headpurrfcrs and subordinate comands of the Defense Nuclear Agency. (NCl-371-81-51. 27 Oct 80)

AmRIZED SUPPLY CODE FILES. Doclrncnts relating to the assignment o f authorized organization supply codes to each u n i t , organizrtlon, or ic t lv l ty authorized t o m r f n t a f n property on an orgrnlzatfon and/or Installation property book. Included a n regfsters and related papers u ln t r lned on a CY basis. (NCl-374-81-51, 27 Oct 80)

a. Registers:

DESfROY 1 Y U U AFTER CANCELLATION OF ALL SUPPLY CODES LISTED 014 THE SHEET OR I N THE BOUND REGISTER.

b. Other:

DESTROY WEN 2 YEARS OLD. mOPERTV OFFICER DESIGNATION FILES. Doclmcnts n f l ec t lng the derignrtion of property offlccrs. Included a n letters o f appolntrnt and revocation. (Kl-374-81-51, 27 Oct 80)

DESTROY 2 YEARS AFTER TERnIMTION OF NPOINTHEKT.

PROPERTY LOSS, Mn, AND RECOVERY REPORTING FILES. Reports maintained on a CY b rsls n l r t l n g t o t h e loss, thef t , m d recovery of ffmrms, m u n i t i o n , and n l r ted ikms.(NCl-374-81-51, 27 Oct 80)

RFTAIN IN CFA. DESTROY 1 YEAR AFTER RECOVERY OF ITEM OR WHEN 5 YEARS OLD, WHICHEYER IS EARLIER.

1401-1 8

c

j .

1406.04 PRDPEkTY ACCOUhING DEVIATION FILES. Docuncnts re1 a t l n g t o TFma7 v la t lOnL from pro r v rccounthg ) rooduns mrankd under the

&iSlOnS Of AR g5-5. Included a n npuet tS for d W a t i o n , j u t t l f i c a t t o n for devlation, toordtnation, C o a e n t S , approval S, dtrapprovals, rnd mlrted doclncntr u l n t a t n r d on r CI brtlr. (Kl-371-61-51. 97 G t 80)

DESTROY 2 YfARS AFTER EXPIRATION OR DIfAPPROVM W MVIATlON.

1408.05 SUPPLY OR EQUIPMENT AUnrORIUTlON FILES. W c u n t r r r l a t l n g t o lWZTU reouestt fo r authorizations for allowances or 4 U t h O t l t V to excttd ar . - . - - -.

chinge existing authorizations. (El -374-81 -51, 27 Ocf 80)

DESTROY WHEN IKORPOPATED I N A W E R E D PUBL1UTION. OR ON RECISSION OR DlfCDNtINUANCE. WHICHEVER IS EARLIER.

1408.06 PROPERTY BOOK AND SUPPDRTSNG WtWEKl FILES. Oocuarnts rtf lecting nm-ra-th e eetcrlDtton. Nce'IDt. and tu m-rn 07 DmertY for rhlch the property book oi f icer is-accwntable: 1mli1deb a& property books (instal Iatlon/organl sation property -,cord), receipts. turn- in slips. reports of suwey, lnvmtoy rdjusknt p ~ p o r t s , and other documents supportlng entries to the paperty book. (El-374-81-51, 27 Oct 80) (6RS 3, IlOb. Oct 82)

a. Property books:

DESTROY 2 YEARS K T E R PACE IS FILLED AND I N I T I A L ACCOUKTXNG ENTRY IS CARRIED FORWARD TO A Y E W PAGE, OR 4 YEARS AFTER PROPERTY WANCE BECOMES ZERO AND THERE WILL BE NO ACTIVITY ON THE ITDI, WHICHEVER IS EARLIER.

b. Remaining doclnnts :

CUT DFF AT END OF CY. DESTROY WHEN 2 YEARS OLD. NOTE: Upon receipt of notlce' t h a t an rctlvlty or rubactivlty Is t o be

discontinued, the 1nsUllatlon corrnder wlll cause the pertlnent property books t o be examined by a QIrl l f t rd npnsentrt lve t o deternine Mat the roperty books hrvc been reduced to & tern

rpproprlate supply offlcer or othcmdse u t l s f a c t o r t l y accounted for - i n ' accordance w i t h appllcable instructfont. If the officer conductlng the examination Is u t l s f i c d t h a t the requind action has been taken and tha t formal rudl t Is unnetessrry, the commander referred b above d l 1 direct l l w d i a t e destruction of the records upon completion of examination or discontinuance of the acttvity or subrctlvlty.

balance, m d to veri ! y t h a t all p r o p e w has &en turned I n to the

1408.07 DOCUPWl REGISTER FILES. Regltters l l r t l n g the document number and VlTT5 tvDe of SUDDIY actton taken on documents t h a t rLDDort cntrler t o the

pioperty book-. and comparable forns.

CUT OFF AT END Of CY.

Sncluded are docment rep1sten"for supply actions (WCl-374-81d1, 27 Oct BO)

DESTROY WEN 2 YEARS OLD.

1401-19

14C6.06 nlrn

1408.09 lmmr

1408.10 m

MOTES:

1408.11 T m 7 5

-

1408.12 Tm-ml

HAND RECEIPT FILES. Recefpts r e f l e c t i n rcceptrncc of

individual Z e l p t s r n d l l s t l ngs . (K1-374-8141. 27 Ott 80)

WHEN SUPERSEDED BY A HEY RECEIPT OR LISTIYG, UHICHfVER IS EARLIER.

rrsponsrbl lr f o r I tems o f property 0 fsted t k r n o n . h c h & d are

DESTROY OH TURN-11 OR OTHER COMPLETE ACCOUUTIH6 FOR THE mROPERTI, OR

PROPERTY RECORD INSPECTlW REPORTING FILES. Reports of l n rp rc t i on 01 property records and re la ted papers r e f l e c t f n g resu l ts o f swfannual inspection u l n t r i n e d on r CY brsls. (W-374-81-51, 27 O c t 80)

a. Of f ice conducting lnspcctfon:

DESTROY WHEN 3 YEARS OLD. -

b. Of f i ces inspected:

DESTROY WEN 1 YEAR OLD.

EQUIPMENT RECORD FILES. I n v e n t o y of r e l e c t e d u j o r or end i tems o f equlpmnt r n d f o r the purpose o f n t r t n f n g t lmely data fo r n q u l r e d equlplent mports. Included rre i n s t a l l a t i o n equfpmcnt Inventory n c o r d cardsD record o f e n g l m r l n g equtpmcnt requ i r fng n p a l r parts support cards, and s lmi la r forms. Also Included rre e q u f p n n t repa i r records u l n t r f n c d by CEDn (MRRI). Englneer equipment r r q u l r f n g repa i r parts support records dll be t ransferred 8s r c q u l n d by TI4 38-150.

DESTROY 6 MNTW AFTER TRANSFER (UNLESS RECORDS ARE ALSO TRANSFERRED

1. See F l l e No. 605.08 f o r records l d c n t f f y l n g c a l f b r r t i o n o f equfpnnt having t o do with r r d i a t l o n sources.

2. See F l l e No. 1503.42 fo r w o r d s l den t f f y lng c a l f b r r t f o n o f equipment havlng to do wlth nonradiation sources.

Documents u f n k l n e d to pfWfdc a perpetual

1 (Kl-374-6141, 27 Ott 80) -

AS REQUIRED BY TI4 38-750) OR OTHER DISPOSITION OF RELATED EPUIPHEKI.

.

TRAINING W W N I T I O N CONTROL CARD FILES. D o c m n t s m l n t r f n e d by mJor CQIIYna headquarters to contro l t h e d l s t r l b u t f o n o f mmunit lon and explosives al located fo r t r r l n f n g purposes. (NCl-374-81-51 27 O c t 80)

DESTROY ON FIffl ENTRY ON CARD.

GOVERNMENT-FURNISHED MATERIAL AND EqUIPMEUT FILES. Oocuments reflecting Government-owned m t e r l r l s , tools, and equipment fumlshed to contractors. f h l s descr ip t ion d l l n o t be construed to include reports or other documents c o n t t i t u t l n g o r requi red t o be f i l e d r l t h r voucher t o r contract property account. (yCl-374-81-5lD 27 O C t 80)

1401 -20

1408.13 lal-678

1408.14 nm--2v

1408.15 mm5

1408.16 TaTG3r

1408.17 m-6=3.z

DESTROY 2 YEARS AFTER TURN-IN, OF! OTHER SATISFACTORY ACCOUNTING FOR ITEnS IWOLYEO.

EQUIPFENT LOAN FILES. Documents reflectfng l o r n Of O W f p m t , b o i s . or arterlrl t o or from other foverment BprWkS. Included are requests. approvrls. -ports, rg-nts, and rclrted documents. Thls descrlptfon docs not Include b t u n t s mqutred to be filed In property rccounts. (NCl-374-8141, 27 Oct 80)

DESTROY 2 YEARS W R TURN-IN, OR OTHER S A T I S F ~ R Y &cWNlING FOR ITMS INVOLVED. - ADMINISfRATIVE AND WANAGEPENT FINAKIAL INVENTORY ACCOUNTING FILES. kcunents relrtfng to th e rdPlnlstrrtfon I n d vnrgeaent O f f1MnCfal InvenCory accounting systems a t tlmnts In the cpaund. Included r m consolldatrd -ports, supply unrgoaent mports, source wterlrl, posting wdlr. and rc l r ted papers u ln t r lmd on a FY brtls. (El-374-8141, 27 kt bo) DESTROY WEN 3 YEARS OLD.

FINANCIAL INVENTORY ACCOUNTING FILES. Doclrrmnts crctted rnd rrrntacnea by oftices rcrponslble for finrndr’l Inventory accounting for e Imnt and su plies In their curto@. fncluded ere cite ory

coplcs of firuncial supply wnrgment -ports, tlrunclrl statements. consolidated rorJrsheets, analyses of change In operating stock on hand, runnmries of Inventory posltlon. postlng w d l r , cormspoiidente r n d n l r t e d rtcords. General ledgers suaur l t fng these data are maintained by F U offlcerr. (Wl-374-81-51, 27 Oct 80)

CUT OFF AT THE END OF THE FY. DESTROY YHEN 1 K A R OLD.

REPORT OF SURVEY FILES. Reports thrt descrlk the clrcmstrncer, and reccmnend rctlon, concerning the loss, 6 u g t . or destruction of bvermnent property. Included r n reports of survey m d supporting d o c w n t s u t n t r l n e d by the off lce wlth f ina l r t v l c w ruthorlty.

a. Reports lnvolvlng pecuniry l l r b t l i t y :

journr Y s, category !edgers. Inventory control mcords. r t ta 0 ned

(El-374-81-51, 27 DEt 80)

DESTROY 10 YEARS AFTER COFIPLETION DF FINM ACTION.

6. Other reports:

DESTROY 3 YEARS AFTER C W L E T I O N W F I W ACTION.

REPORT OF SURVEY CONTROL REGISTER FILES. Registers and ml r t ed aocuments w n t a r n e d t o control reporfs of survey. (11~1-374-81-51, 27 Oct 80)

CUT off AT END OF CY. DESTROY WEN 10 YEARS OLD.

1401 -21

1408.18 TRANSFER OF LOAN ACCOUIJT WTEPIEL. Copies of DOUNRC Forms 741 ransfer o f Lorn Gcount I(rtertr1 from WE to the v w e c t i n g tne t -

hPPoscd D l spot1 t I o n DESTROY 1 UAR AFTER COMPLETION OF FXW ACTION.

E S T R K T I W OR EXPENDINRE OF LOAN ACCOUNT C(IITERIEL. b p l e s A FOmS 265 -R r e f l e c t i n g the loss, dcst ruct lon or expenditure

o f loan account w t e r i e l . -Proposed Dlsposlt lon DESTROY 1 YEAR AFTER COIIPLETTIOW OF FXW ACTION.

1409 m Officia11Y destnnated l l b r a r l r s m d a c C W l & t r d by tk KRRI LIBRARY SUPPLY FILES. These f i l e s r e l a t e to the operation o f

Llbrrv. - (E l - f74 -8142 , 27 Dct 80)

reg is te r rna Snventory balance record o f books. Dct 80)

CUT DFF AT 1% EM OF THE CY. DESTROY WEW 2 YEARS OLD.

?UBLICATIONS SUPPLY FILES. These f i l e s &re u l n t r l n c d l n o f f l c e s o f

p b l l c a t l o n s or blank o m .

-

1409.01 LIBRARY VOUCHER FILES. Vouchers. rupport lng pipers. m d voucher (El-37441-52, 27

1410 a I n the recclpt, storbge. and Issue of engllpc rn and FCDNA

1410.01 INITIAL DISTRIBUTION REQUISITION FILES. F o m s r e f l e c t l n g the aurn t l t v m d tv De O f D U b l l C l t l O n S and blank foras n w l n d for i u t o d l c d i s t r i h t i o n . - A current copy o f DA Fom 12 ser ies will be m t r l n c d In the CFA.

DESTROY FOR% INDICATING CUNGES UPON CQBLETXON OF POSTING TO THE CURRENT SERIES.

DESTROY SUPERSEDED FORMS W E N REPLACED BY CURRENT FORMS.

DESTROY ALL FORHS ON DISCONTINUANCE OF FUNCTION.

PUBLICATlON DISTRIBUTIDNlllAILING L IS1 141 0.02 - _ -

Proposed Dispositlon

1411 m receipt ana issue o f VCt rOlCURl products and solfd fue l s and PETROLELM AN9 SOLID FUEL SUPPLY FILES. These f l l e s .relate t o the

acclrmirlrte i n the Logis t ics i n d En ineering D lnc tora te . Headquarters. DNA. (NCl-374-8143, 2' O c t 803

1401 -22

1411.01 rsjr-m

1612 m

141 2:Ol l?32a7

PETRDLEUT: S U P P L Y REPORTING FILES. Pc t ro lem supply progrrm *ports re r tec t rng consumption, requinmcnts. stock S U U S , conrervatfon drtr, r n d stnflrt t n f o m t t o n . (NC1-374-81-53, 27 Oct 80)

CUT OFF AT THE END OF THE CY. DESTROY WEN NO W 6 E R NEEDED FOR CURREWT OPERATIONS. PORT S U P P L Y F I L E S . There f t l c r n l r t e t o the reputs l t ion ing o f r u p p l ~ r s by cammrndcrs o f por ts and the fo l lw-up and recctpt o f such supplies. They recmu la te I n the Log~st tCS m n c t o r r t r , DNA F M d tomand. (NC1-374-8144. 27 Oct 80)

PORT E m C T REQUlSllION FXLLS. Docuaents uhtch m l r t e t o the requls l t lon, n o t l f l c a t t o n of r v r t l r b t l f t y , release. and rhlpment of ruppl lcs. Included are e x t r a c t rwqu t r i t i on r or rhfpping orders, repor ts of r v r i l r b i 1 t t y purchrsc orders, vendor shlpptng d o c w n t s , shlppfng d o c w n t r . n p o r t r of suppl ies re1crred and muted. supply repor ts or r a t t o n mqmts, nottces o f dtsrpprovrl , c w p t r a b l r documents r e l a t i n g t o the p tocr r r tng of requtsltlons on depots, procurcscnt offtccr, and t tock control potntr , rnd correspondence, reports, m d other docuacnts r e l r t l n p to t h e fol low-up o f r v r t l a b t l i t y and shtpsnnt. (Kl-374-8114. 27 O c t 80)

CUT OFF AT THE END OF THE CY. MSlROY WEN 1 YEARS OLD.

1401-23

DNWFS (5015.4B)*

1501

1501 .Dl

- - 1501.02

1501.03 mlm mlm -

1502.01 -

1502.02

1502.03 - 1502.04 TmnK T5Uz-m

1502.07

CONVERSION TABLE (1 500s

PRE- DNAFFS FILE TITLE -

Instal la t ion Status E V J l U W O n Flles not used - h s i e r Plrnntng f t t e s n o t usee

Acquisltion Cornsponderne F i l e s k q u l s l t i o n control Fll e t k q u t s i t i o n F11es not usee

W 6 E E N l AN0 UTILIZATION FILES GENERAL WINTENANCE FILES

VTILIUTION LE5

Rerl Estate Correspondence Fi les Real Property Uttllzctlon F i l e s Real Property Utllftrtlon and bnrgement ~ i l es not usee

not used

ebintenrnce Cornspondence F i l e s not used

bull dl ng hi ntmance F i 1 ts Cround hlntcnrncc F l l e s 8 u l l d l n g and Eround Ihlntmanct F I l e t

tntmiology k n l c e Flles 3anitrry Servlce Flles tustoarai se rvice f l s not used

Instr l l r t lon ebtntenrnce Progress and Inspection Files not usee

1502 1503

1502-01 150292- 150295 1 5 0 2 4 6 1502-07- 1502-1 1

150391 150392 1503-03 150394- 1503-1 3

1504 1508

150441 I 1 5W-20

1504-02- 1 504-1 9 lW4-21- 1504-23

1508-01 1508-02

1508-034 1508-04

1508-05 1508-06 1508-07 150898-

. 1508-11

1508-1 2 1508-1 3- 1508-29

*The most recent verslon o f f t l e numbers and/or t l t les I s underscored. CT-15-1

DNaFFs (5015.461*

1502.w

1503 - - 1503.01

1503.02 m nU3m

-

- 1503.05

1503.06

1504

- - - 1504.01 - 1504.02

1504.03

1504.04

1505

1505.Dl

- - - - -

FILE THLE

tntw Constnation F i l t s

CONSTRUCTION. AND ES

not usea

S a n 6 r d & s i g n Rtferencr Ffl ts noc usea

h jec t k thor l ra t lon Files

Hlnor and Troop Constructton Project Ffles Rot usta

f tr ty Construction Profect Fi ler

Facl l i t i rs Engfnter lnp Cornspondenct Fi les Rot usea

Utilltics Optratlon Files

FIRE PREVENTION AND -ION FILES Rre Prevention F I I es . . .

D O ~ u w a

fin Reporting Case Filer not utea

Enrfmmntrl Pol lu t fon A b r t m n t Files not used

Pmject t n v l r o m n t r l Investigations ana &port S

CIVIL WORKS PUNNXNG FILES n o t used tonservrtfon o f Natural Resources fi les

-

PRE- W F S - 1515 k 1509

1515-05 151 5-06

1515-01-

1515-07- 1515-11 151 5-1 2 1515-1 3 151 5-1 4 1515-1 5- 151 5-22

150991 154942- 1509-03 150944

1510 I 1512 151 DO1

1510-04 151095 151046

151 2-01

1512-05

157 092-

151 2-02-

1517 151791 151 7-02

Those subiect .4rcas no longer used by M I A Included k r e 4 t t h t end of the table as rtmindtr of t ha t rhlch can no longer be used.

REAL P.ROPERTY DISPOSAL FILES HOHOUNERS ASSISTANCE P R f f i W FILES ARM AND A I R FORCE EXCHANGE SERVICE FACILITIES FILES ARMY HOUSING FILES MSIC ENGINEERING FILES ENGINEERING IWESTI6ATIONS AND STUDIES FILES

1505 1506

1507 1511 1513

1514

Cf-15-2

DIMFS (501 5.48 I* FILE TITLE

- 1405 MATERIEL STANMRDILATION FILES

1405.01 Rater ie l Strndrrdt zrtt on Files lmm Strndrra izr t lon POcLnent F O W ? l t f O n Ftlet mom3 m?rm iury supply su naira F I I es

not use6

J f r n d r r d l t r t i o n Document Go1 l rborr t ion mies

not usee - 1405.05 Strndwdtzrt lon Reportinp Files - . not used

SUPPLY CATALOGING FILES SUPPLIES DISPOSlTlON FILES STOCK CONTROL AND REQUISIfION FILES, STOUGE FILES

1406 - 1406.01 m%m Tau673 pply Item Ident l f lca t lon riles

Supply Cataloging Advisory froup Files t r t r l c q l n g Mtl v i t y R eporting F11 es

n o t used - 1406.M Item Ident l f ica t ton Crrd Ftles -- . - 1406.05 Waperty Dtsposrl Account Ftlcs V i m K Excess Property Reporting FII es

not used

-i

1406.07 Surplus Salable Property Reporting Files not Used

1406.08 O u t - I n D o c w n t Files not used

- 1406.09 Rcqufsltton Regfster Ffles lm3U Reqursitlon Reference Flles

not usea . .

i406.11 Station Supply Reporting Files

1406.12

not used

Watertel Handling Equtpmnt (WE) Use Ftlcs not use6

PRE- DNAFFS

1412 --

1412-01 141 2-02 1412-03 141 2-04

141 246- 141 2-08

1412-10- 141 2-1 3

141 2-05

1412-09

141 3 1434 1415 1421

141 3-01 141 3-02 141 3-03

141 3-05

1434-01 1434-02 1434-03- 1434-10 1434-1 1 1434-1 2- 1434-1 5

141 3-04

1415-01

1415-06 141547 141 5-08

1415-02-

141549- 1415-10 1415-11 141 5-1 2- 1415-18 141 5-1 9 141 5-20- 141 5-23

CT-14-3

PRE- O W F S

1421-01

?4214? 1421 4 8

- 1421 -02-

1421-09- 1421-11 1421-12 1421-13 1421-14 1421-15- 1421-18

ONAfFS (501 5.48 1

1406.1 3

FILE TITLE

Yarehouse Plannfng and Layout Files n o t use8

1406 .14 - Storage Ilcport~mg F i l e s n o t used

1406.1 5 mm-5 nix37 - National Stoctp l le Account F l l e s Thtronai StcKRpll e Voucher Reglster F i l e s &trona1 stoctpri e Reportlng FII es n c t used .'

1407 - SUPPLY CCWROL AND QUANTJTATIVE HATERIEL ES 1414

141441 Basic Item F i l e s Major Item FI lcs 1407.01

1407.02

140?.-03

141 4-02 1414-03 141 4-04 141445- 141 4-07

1416

141 6 4 3 1416-04

141 6-01 - 141 6-05

141 6-06

141 6-08-

141 6 -1 0 1416-11- 1416-13 141 6-14 1416-1 5 1416-16 1416-17 141 6-1 8 141 6-1 9- 1416-23 141 6-24 141 6-25 141 6-26

1416-27 1416-28

1416-07

1416-09

Major I t e m Forecasting F l l t s no t used . ~. - . ~ ~

Secondary Ita r n d Repair P a r t Forecasting F i l e s not use0

1408 - GENERAL SWPLY ACCOUNTING FILES not use8

1408.01 lamm num3 Authorized Supply Code F i l e s Property off i ce r Desrgnation F i l e s Property L oss, Thef t . 4n8 Recovery

R m t l n g Deviat ion F i l e s n o t used

1408.04

Supply or EquQrwi t h i h o r i z a t f o n F i l e s n o t usea

- 1408.05

1408.06 Tam7 lmm

Property b o k rnd Supporting Document F i l e s Document Reg1 ster F ~ I e t h n d ReCelpt.Fllas nat used ~. - - - - - Property Record Inspection Reportfng F i l e s n o t used

1408.09

1408.10 m Equi pmnt Record F11 es Train ing Anrau n i t l o n Control Card F i l e s m t used .-- - _ ~ ~ k v c m n t - F u r n i s h e d Haterfa1 rnd aqufpment F l 1 e t E ~ f l e s

1408.12

1408.13 - Cf-14-4

. DIIAFFS

(Sol 5.4BP

1408.14

1408.15 Tman Tam77

- - 1408.18 lxm3-Y

1409 m. 01 - 1410 - 141 0.01 - 141 0.02

.

141 1 m. 01 - 1412

141 2.01 -

FILE TITLE

Admintstratlve rnd Wlnagcmcnt Ftnancta1 lnvtntoty Accounting Ffl cs Ffnanctbi inventory AC countinp F4les Report o f Survey F11 e t Report o f survey Control Reglster Files not utea

Trrnrfer o f Loan Account Materiel toss, wstructlon or Cxpena1tun of Loan kcoun t nat erieI

LIBRARY SLPPLY PILES n r r y Youchcr F11es not used

-

PUBLICATIONS SUPPLY FILES not used

In l t ta l Dttttlbutton Requtsition Ftles not used

Pub1 Icrtion/Oistrl button W l l i n g List

Pmam AND SOLID FUEL SUPPLY FILES Petroleum supply R eporting F11 cs not used

PORT SUPPLY FILES no t used Port Extract Rcqulsitton Ffles not used

DNA pRf- FS --

those subject w e a s no l o ~ t rb l8 as a mmfndtr of t h a

PRODUCTIOW PL VALUE ENGIWEE SELF-SERVICE IDNAPPRDPRI A1 - INTERNATIONN MAINTENANCE F AmUNITlON St FOOD PRDGRM CWISSARY Ah FIELD RATION TROOP SUPPLY . __. LAUNDRY AND ORYCLEANXNG FILES

n1 It .I :e 5 'E 'I IF

It F

c F

ier used by DNA @re Included hen r t the ;which can no longer be used. W I N G AND INDUSTRIAL llOBILlUTION FILES LING FILES UPPLY CENTER FILES :D FUND SUPPLY FlLES LOGISTICS FILES .LES 'PLY FILES 'ILES 1 CLOTHING SALES STORE FILES rCCOUN1 FILES 'ILES

no16R. .VEWjCLE. .4UPpi~y-FiLts

CIVIL WORKS SUPPLY FILES

141 6-29 141 6-30 1416-31 1416-32 1416-33- 141 6-36

1428 1428-01 1428-02- 1428-03

1430

1430-03 1 4 3 0 4 4

143049

1431

1431 96

1432 143291

143246

end of the

1430-01 - 1430-05-

1431 -01 143142-

143242 1432-03-

1406 1411 1417 1418 1419 1420 1422 1423 1424 1425 1426 1427 1429 1433

,

CT-14-5

1 so1 m/ 1503

1NSTKLATION SELECTION, CVUUATION, M T E R R A N N X W G AND REM ?RDPERTY mete n l r t i r u to uw e vrlurtron rno for lnstallr tfons: the master ~ l r n n l n f i ONrrt$ons

for contlnurnce and use of Instr l l r t lons, and td fhr Gpriisrl and rcpulsltton of mal pmperty fo r DIU. flles rr'litlnp to Unsettled clrfms. lncaplete lnrrsttgrtlons. or pending lltlgrtfon r l l l not be destroyed untll settlement of the clrim or capletlon, of the Investlgrtlon or l i t igat ion. The Logistics and tnginetrtng Dlnctorrtc of UIrdqurrters,' DIU. and Logistics Dinctorrter o f SubordiMtc r lunts are largely responsible for the mnlntenrnce of these flles. (NCl-374-81-55, 16 Oct 81 1

.

-1501.01 IW5MLUTIW STATUS CVALUATION FILES. Dacucnts mlrting to t h e .TRfZX DrOCess o f select t lnn t n s ~ ~ ~ a t l o n s for activation. IMctivrtlon.

ikrlgnrtlon as gcmrnent, or other change In -s ta tus of 8; lnstrllrtlon. lncluded am studies evrlurting the sui tabl l l ty of l n s t r l l r t l ons as n rrds l#rtlOn, use of rvrl lrble constructlon,

chrrrcter is t lcs ; CY'nl t r t lons cunt lng about the r u l t r b i l l t y o f rpeclflc Instr l l r t lons; approval of selection; and other r d r t e d docucnts. (Kl-374-6145, 15 at 81 1 a. Fllcs nlrtlng to ins ta l l r t ions thrt hrve =actors or where

trrnsportrtlon f u l l P ties, urUr supply, health, and other ptlyslcrl

aucterr M t W i i l S 8- housed or tcstcd:

?ERNUENT. CUT OFf AT CLOSE OF CY. RETIRE 10 WRC. OFFER TO YATIONK ARCHIVES I N S-YEAR BLOCKS UHEN NOST RECENl RECORDS ARE ZO YEARS OLD (E.6., 1970-1974 BLOCK IN 19951.

b. A l l others: CUT OFF AT CLOSE OF CY. DESTROY UHEN 3 YEARS OLD.

1501.02 MASTER PLANWIK FILES. Oocucnts mlating to the pnprrr t ion. develomnt. mvlew. artrtf~~rl. and revlslon o f u s t e r rtlrns f o r prrwfhnt DNA inrtillrtions. - lncluded i s the utter plan whlch consists o f brslc lnfomrtlon U p s ; anrlysis o f existing f rc l l l t ter =port; tabulation of existing and n q u i n d f r c l l i t l r s ; nltmfnrry

general s l te plrn, anrlytlcrl =port, background u t e r l r l , and re1 ated cornspondencr. (El - 3 7 4 4 -55, 16 Oct 81 )

PERWJENl.. CUT WF ON SUPERSESSION, OBSOLESCENCE, OR DISCONTINUANCE OF t10 FACILITY. RETIRE TO WRC. OFFER TO NATIONAL ARCHIVES 20 YEARS AFTER CUTWF. IN 5 - Y U BLOCKS. ..

l4nd use plms; and plant fo r futun develop#nt a l c h P nclude the

. .

lbOl.03 ACQUISITION CORRESPONDENCE FILES. Correspondence ralr t ing to the overall rcauls~t lon of mal ~topcrtv for DNA and by rnreement for other Federr1 rgencies, but eicluslve o f speclflc fifes -&scribed i n t h i s uct lon. (Kl-374-8145, 15 Oct 81)

CUT OFF AT THE CLOSE OF THE CY. DESTROY WEN 6 YEARS OLD.

1501 -1

1501.01 KWISITIOW Coma FILES. Docurn ts used l n conttolllng rcqu is l t lon u t l o n s . I I K I U ~ ( I a n u p u i r l t l o n docket rheets, c a p r r a b l e fonnt,

MlROY KTER F I W AUDIT W BEEN APPROVED.

ud f l l r t e d comspondmce. (W1-37441-55, 16 Oct 81)

1501.05 TRlsw

AC ISITION FILES. Oocucnts r r l a t l n g t o the r c p u i s l t l o n o f rea l * ns l l r t i o n s or. projects by purchase, condemnation, transfer, donation, e r s r m t , llcense, p e m l t , and l r a s e (exclusive d f i l e s r e l a t i n g to r c q u i s l t f o n wholly by l r r sc ) . Included are optlons acceptances, appralsal reports, easaent documents, c e r t l f i c r t e s o f lnspection, t r a c t omerrhip drtr. c e r t i f i c a t e s o f t i t l e s , t i t l e guarantees. paynnt and r l o s l n g sheets, n p o r t s on vacating o f propert#, Consent to option, a g m w n t s for mtual cancellat ion o f contract, n p o r t s o f a11 r e a l estate acquired, and copr r (b le docucnts.

e. Papers for property acpuired rlnce 1 Jrnuay 1921, other than d s t r a c t or ce r t i f l c r te o f t i t l e :

(NCl-374-81-55. 15 Oct 81) *

DISPOSE OF 10 YEARS AFTER UWCONDITIWL SALE OR RELEASE BY THE COVERWEKT OF CONDITIDNS, RESTRICTIONS, MORTCAGES OR OTHER LIEKS.

b. Abstract or ccr t i f lcate or t l t l c :

TRANSFER TO PURCHASER AFTER UNCONDITIONAL SALE OR RELEASE BY THE COVEWENT OF CWDITIOWS, RESTRICTIONS, IYIRTWES. OR OTHER LIENS.

- 1502 lcAL PROPERTY W G E H E H T , UTILIUTIDW, AND GENERAL MkIllTENANCE TRII:I 1508

ese flles r e l a t e t o the unrgccoent and use o f mal property %or?eased by the Defense Ylclear A ency, lnc lud lng I t s proper

mintename and repa i r of Coverfment rea l property (exclusive o f 8 t f l i t y plants and systems) end the relrted a c t i r l t i e s o f custodial servlcrr; rnta#logy; and landscape g lan t l ng t and beaut i f icat ion, w l p n e n t u t l l i u t i o n , and shop operattons. The Logls t lcs and Engineering D i r u t d r a t e o f Headquarters, W, and Logist ics O lnc tora tes o f rubordlnate r l e r e n t s are la rge ly responsible fo r the r l n t e n a c e o f these f i les.

1502.01 EAL PRWERTY UfILIUlIOW MID MNAGMEWT FILES. D o c w n t s n l a t l n g b the ~ t l l l z a t i o n and status o f n r l property, tncluding space

. 1501-2 r t i l l z a t i o n c r l t o d r the use o f space I n p m b l r areas such as r t r o p o l i t r n areas, Inspection or surveys o t space u t l l l z a t l o n , and related. u t t e r s . Included also am mal property u t i l i z a t i o n repor ts md d l r e c t l y related correspondence, reports o f s t a f f v l s l t s on s p m w g c , recaantndations as t o the better use o f rea l estate, and studies to use. (NC1-174-8146. 31 O c t 80) a. Correspondence r e l a t i n g t o the overal l u n a g e r n t and use o f real property owned and leased by DKA:

WT OFF AT THE CLOSE OF EACH CY.

and e c o n a l c r l use. Xn addltion, dl ey inc lude t h e general

- (NCl-374-8146. 31 O c t 80)

.

DESTROY WHEN 6 YEARS OLD.

,

1501 -2

b. Other:

DfSTROY Ow SPERSESSION BY A WEY REPDRT OR #I TRUSFER OF RELATED INSTMUTION (OR BUILDING) non #u cma, UHICHEVER IS EARLIER.

1502.02 M I U E W E WRRESPOWDENCE FILES. Correspondence rrlrtlng t o TSOCOT supewlrfon rnd performance of rrrl ~ropcttv wlntmrncc. but

excluslvt of spcctfic fi ler dcscrlkd i n MIS crtigo6; (El-374-8146. 31 Oct 80)

CUT OFF'AT THE CLOSE OF THE CY. W E R TD THE RHA I F THE VOLWE MARRNTS (WDRE THAN 1 CUBIC FOOT). DESTROY WN 6 YEARS OLD. -

1.kW.03 WILDItlG AND 6RWD MIWENNICE FILES. ' bocurnts rrlrtlng b the TRRF=LIs/ criterlr, stanams, prrcticrs, me rppllcrtlon of mrures for the lsQuH wintenrnce, repair and Ilpro*rcnt of bulldings for structures e t

mlliby lnsbllrtlonr and devel n t 8nd lgrorrwnt of lands under DNA control. (ytl374-81-56. 31 r t OD)

DESTROY WN SUPERSOU), #u)LETE, OR BO LOIGER NEEDED FOR REFERENCE.

1502.04 T5mE

1502.06 mw-m

1502.0P T5umz

M C M O L O G Y SERVICE FILES. Docmenk rrlrtlng to the crltcrlr, prrctlces, r n d rppiicrtion of mrsures for Insect and rodtnt control for the protectton of personnel, wterlrl, buildings, and other : frcillttcr. Wl-374-81-56, 31 Oct 801

DESTROY W E N SUPERSEDED, OBSOLETE. OR Ik LOIGER NEEDED FOR REFERENCE.

SANITARY SERVICE FILES. O o c l w n t s rrlrtlng to s t r n b r d s and prrctlces I n the collection and disposal o f refuse, and the collection o f refuse. (NCl374-81-56, 31 O c t 0)

DESTRDY WEN WPERSEMD, oBsam, OR YO LWGER HEEDED FOR REFERENCE.

CUSTODIAL SERVICE FILES. Docuwntr relating to the crlterlr and procedures for the perforunce of clemlng, jrnitorlrl, and preventive wintenrnce rtmbrdr wwlces a t DNA Insb l l r t lons . (El-374-8146. 31 Oct 80)

DESTROY YHEW SWERSEOED, OBSOLETE, OR YO LQIGER NEEOD.

INSTALLATION CUIIIITENANCE PROGRESS AND INSPECTION FILES. Reports n l r t lng to th e progress end lnspectfon of ulntenrnec and n p r t r rctivtt j i n connection dth the -post real and lnsb l lcd r o city, includtag progress, work and Inspectton reports. (El-374-&-!6. 31 Oct 80)

CUT OFF AT THE END OF EACH FY. DESTROY 2 W S MER PRQIECT COMPLETED. ON DISCONTINUANCE OF THE INSTMUTIOW, OR Yo LONGER WEEDED FOR REFERENCE.

I

1501 -3

. I

1502.08 UIERGY CONSERVATION FILES. Files relrtlng t o f e d e r a l l y ~ n d a t e d fuel consewtion mrsures i n federrl bulldlngs. as wll ?s W e s of fuels to be used or prehlblted f t w use. Includtd 8- mportr to and correspondence with upper echelons, . policy on iglementrtion, and d a t e d dements . (RETAIN - ?EIOIffi APPROVAL OF DISPOSXTXDW STMMRDS 8Y NATXDKU ARCHIVES AND RECORDS ~ I Y I S T R A T I O N )

Proposed D l $post tion CUT OFF AT END OF EACH CY. DESTROY WEM SUPERSEDED OR NO LONGER NEEDED FOR ADMIYISTMTIVE PURPOSES.

-

1503 Tm/ 1509

1503.01 m?xI6

t503.02 m - -

MILITMY PWMING, DESIGN, CONSTRUCTlOll, AND FACILITIES ENGINEERING

'Ms oY a c t i ~ t i e s firl1ng with mittwry c o Z L t i o n m i / the repair, .IlnteMnce, 8nd 8 l t . n t l O n t of S t n K t u n s m d buildings on

se flles relate to provldlng caplete r work on a

DM IruUllatlons, and other Gowrnnt agency construction. -They Include tiles u in ta ined by f ie ld d r m t s which relate to Bfl f tWy

hPPPRovAL BY NATIOffl AReHIYES AND RECORDS rurwrwInrurIDN) STANDARD DESIGN REFEREKE FILES. Qw f u l l rlre nproduclbte copy or microfilm mg8trrc o f StrnQIrd draulnps; rtrndrtd sprclflcations; and

Pmpoted Disposttion . a. Files re lat ing t o ins ta l l r t ions that have nrctorr or where w 1 0 ~ W b r i r l S bused or t a t t e d :

PEWNENT. CUT OFF AT CLOSE OF CY. WIRE TO WRC. OFFER TO NATIONAL ARCHIVES XN 5-YCAR 6LOCKS WHEN HOST RECENT RECORDS ARE 20 W A S OLD (E.6.. 1970-1974 BLOCK XN 1995).

C W l S t W C t f ~ PWjKtS . (6RS 22, &t 82) (RETAIN -- PENDING

&Sf* NlIlySfS.

l

b. A l l others:

CUT SF AT CLOSE b CY. DESTROY WEN SUPERSEDED, w s a t n , OR NO

PROJECT nUlHORXUTION FILES. Documents dercrfbfng work b be perfomd, cost 11 mltrtlons, and authorlzlng funds for obligatfon. Included a n desi n and constructton d l n c t l v e r Issued to f ie ld

Proposed Disposltlon

a. Design dlnCt tVeS:

LONGER NEEDED FOR REFEREICE.

officer uta d l m t 0 y n l a t e d papers.

DESTROY AFTER 5 YEARS.

b. Construction directives: \ DESTROY 10 YEARS AFTER PHYSICAL COMPLETION OF THE LAST

CONSTRUCTION PROJECT COVERED BY A DIRECTIVE SERIES.

1501 -4

. . . ... . ...

NOTE: Copies O f d imc t t ves gathered by f i e l d o f f i ces or t h a t support Other funct ions are f i l e d under other proper f i l e w k r s .

1503.03 rrTs-'TJ

MILXTARY MNSTRUCTION PROJECT FILES. OocWntS - 1 l t l n g b thc plmnlng, dcslgn r n d construct ion o f r p r c l f l c projects. Included are ruthorl za t 1 ons, jus ti f l c r t l o n s , tests. l a v r s t l g a t l o n r . -1 ogi cr1 investlgattons. c a e n t vuports. foundrtlon nports, logbooks, construct ton f l e l d 1 out boots. c a p u t r t l o n and cmss-sectlon

tracings, 'as b u l l t ' drwlngs, ro#nss photographs. lnspectlons

Proposed D(sposlt1on

r r l oc r t l ons . malyres o Y design, r p r c l f l c r t l o n m d rdbndr. o r i g f n t l

reports, c m p l e t i o n reports, and )+ ! ated comspondeme. -

1. Uadtr t lon F r c l l i t t r s :

IEWNENT. CUT OFF AT THE EN0 OF WH CY. TMNSFER TO RHA 2 YEbRS AFTER CUTOFF AND TO UNRC 4 YEARS AFTER CUTOFF. OFFER TO YATIOWAL ARCHIVES 20 YEARS AFTER CUTOFF.

0. Other:

IOTE: Ftles not Included under I21 o f CRS 22 rs k i n g perrrnant w i l l be dtsposed o f when no longer needed f o r r6 in l s t r r t l r r purposes.

1503.01 MINOR AN0 TROOP CONSTRUCTION PROJECT FILES. Oocuvnts r r l a t l n g to T5l'GlT mrnor construct lon pro jec ts acc~mpllshed by troop u n i t s i n overseas

m a s . (See 1503.03 for I l s t l n g of wtrrlrl included.)

?ro orad D l s o s l t t o n -R COllPLETIOU W PROJECT.

-1503.05 FACIL IT IES ENGIWEERIWG CORRESPOMDEWCE FILES. Oocucnt r r e l a t i n g t o B e crltefta. StmdrrQs, pr(lctlces, and r p p l l c r t i o n o f t h e lvlntenance, rrprir. operation, contwvat lon. and I r o v w n t o f f a c l l l t l e s m g l n e e r i n r c t l v f t i e r rt rllltrry l n r k 7 l a t i ons but - exclusive o f r p f f l f l c 1 l l e s described h8min.

Pro osrd Dts o s l t t o n - e €hCH CY. DESTROY AFTER 20 YLARS IN ETA.

1503.06 UTILITIES OPERATION FILES. Docucnts rccurlrtrd rt i n s t r l l a t l o n r operatlon.of l r n t s and systems, such rs water, and n l r t l n g to the

S m r . deCtr lC, gar heating, bo ler, ice l v n u f r c t u r l n g and cold storage. r e f r t # e r r t l o n m d a i r condttlonlng. and fuel storage and dts t r lbu t lon . Included am r t r v l c e :econap. mporls of fuel consumption, and lrboratoy t e s t reports.

0

1501 -5

1503.07 FACILITIES tSIYEERIW6 ?R&lECT tfTWTE FILES. Oocrrntr n l r t l w t o mmz a t s f o r ttm wfntenrnce. r t p r i r r or m d l f i c r t l o n of bulldlngs, grounds, improved r n r s , or other frcllltirs on lmrrlng p t a j w t s . Included am I n d i v l d o r l

docurnts.

Proposed Dlsposl t lon

a. Approvrls:

p ro jec t w t l r t e s l 8 -quests, rppmrr ls /d l r rpprovr ls , and n l r t e d

DESTROY WEN 3 YEARS OLD OR OW DISCOHTINUANCE. b. Dfrrpprovals:

DESTROY 2 VEMS AFTER DISAPPROVAL W PRWECT OR ON DIKMIWUANtE.

1503.06 FACILITIES EYGIWEERING SERVICE &NO WRK ORDER FILES. O r i g l n r l s rnd ED937 copjes of sewtce orders, work ordersr m e n l a t e d papers ua ln t l l ned ,

by the post rnglneer lor q I l v r l m t ) rctldty r h l c h i s ru thor lzcd to p c r f o n n p r f r , u ln te runce. mfnor construct fon and oper r t l on r l work.

troposcd DI sposltfon

a. O t l g I M l foms and r t l r t e d papers:

CUT OFF AT END OF CY. DESTROY 2 YEARS AFTER COCIPLEIION OF WORK.

b. topfcs o f toms:

DESTROY 1 m m AFTER COWLETION OF WORK, OR EARLIER WEN NOT REQUIRED FUR L U U MkWDlENl PURPOSES.

1503.09 FACILITIES EN61NEERING WORK ORDER Coma FILES. Copfcs o f work orders used for such purposes as f o l l a rup o f ru thor lzed work by s y t i o n f o r e m .

CaClPLETXON OF WORK.

1503.10 WORK D R k R REGISTER FILES. Docrwcnts'used In t h e contro l of work TmV-70 opdcr n w b ~ rs. Such docuslnts normally consls t o f ledgers,

mgfsters, or fastened sheets. n f l t c t t n g such d r t r as job numbers, dates of rccelpt, rppprOVrl disapproval, schcdullnn. rnd cmplet ion; k t c r l p t l o n , and cost. Also Includes cqu lpmnt c r r i b r r t l o n , ' repair. mdf f l c r t i on. and c v r l u r t l on.

1501 -6

Pro osrd D i o r i t t o n DATE OF LAST ENTRY.

1503.11 FACILITIES EYCIEERIYG ?RWECT FILES. t h r s t f l1eS Conu fn d x w n t s amv le lnn c ~ ~ ~ e t e staf f work, u g u i s l t i o n . ~ u s t l f l c a t i o n s . Ystrr - j tans. comipondrwe on 811 Wrcs of construt t ion, -pair, maintenance. r l t e r& t lons , rpgradlng. etc. of OW f a c f l l t i r s englmrlng projects, b u t n o t e l l g l b l e f o r inclusion under speci f jc w d e r s f d m t l f l e d above.

Pro osrd Ois o s l t i o n

I YSTALUTION. OF THE PRNECT. DESTROY ON DISCONTINUMCE OF

1503.12 CALIBRATION EQUIMKI RECORDS

a. c a l l b r a t i o n and t e s t 8pu ipcn t .

Proposed Dl sposl t l o n

Oocucnts used to record reprlr, w f n t m m c e o r modi f ic r t lon o f

b. Era lu r t i on studies p r i o r to purchase, repalf. 8nd modif lcat lon ( e q u l p c n t or system)

Proposed 01 spot1 t i o n

- 1sw FIRE PRI?YENTION AM, EWVIROWEKIAl P#LVTION FILES. These f l l e s ma/ n1rte to act ion t l k e n to m a c e loss w fl rc through use o f 1512' prevention and pro tec t lon mersums -and to ebate envlrornrntal

po l lu t ion . Such f l l e s are w l n t r l n t d by the Logls t lcs rnd Englneerlng D l r e c t o r r k of Headpuarters. DNA, and Logistics

- Directorates o f f l e l d elements. ( E l - 3 7 4 4 - 5 8 , 31 Oct 80)

1504.01 FIRE PREVENTION FILES. Docucnts m l r t l n g to the criteria. standarer, practlces, and r p p l l c r t l o n of f lm prrvent lon and - protect lon pract lces and methods. (El-374-81-58. 31 O c t 80)

MINTAIN IN CFA. DESTRC" 2 YEARS .nER SUPERSESSIW, OBSMESCENCE. OR NO LONGER NEEDED FOR T'FERENCL. .'.

1504.02 FIRE REPORTING CASE FILES. Repor$s'of f i r e s or explosloni ,llowed l5TGClS by f l n resu l t1 i n loss o f 1-lfe. wterlal, and S~WCUIN+, recelved

from f l e l d organ t r t l ons , including re la ted mpofls of fnvest lgr t lons and carmunlcrtions. (NCl-374-81-58, 31 Oct 80)

1501 -7

CUT O f f AT THE CLOSE OF EACH CY. MSTRW W E N 3 V U R S OLD, OR UPON OISCWINUAWCE W FACILITY, WHICHEVER IS EARLIER. .

noise. o r h n d pollut ionvir to abate wch llutlon as u y exist;

describing progress i n accaplishing objectives of rnvlromnenkl pollution abateaent plans, and rclated docunts. (Wl-374-81-58, 31 Oct 80)

CUT OFF AT THE CLOSE OF THE CY. DESTROY W E N 5 YEARS OLD.

f ~ l u d r d are Irventorlrs of sources of po P lutlon, annual =port

1504.04 PRWEC? EWIROWEWTAL IWESTI64TIONS AND . REPORTS FILES. investrgattn reports. a s s r s w n t s ana aete minations related t 0 envlromntal utters. Includes m o d s of public cOlwnts, and deteminrtions of requirement for enrlronntll assesments. flndlngs of no significant lmpact. and rnviromntal Impact statements. (RETAIN -- PENDIMG APPROVAL OF DISPOSITION STANDARDS BY WTIOW ARCHIVES Also RECORDS IrrmINISTluTXON)

P r o sed D i osltlon OF THE PRWECT. DESTROY ON DISCOllTINUANCE OF

1505 nn 1wALuT1ow.

C I V I L WORKS PUNNING FILES. These f i l e s r e l a t e to the development o f long-range comprehensive plans for effrctive conservation; devrlopcnt and use of water and crlrted l rnd resources, cclnprehensive river basin studies; planning. research, and development In the areas of f i s h and wi ld l i fe conservation, forest and mtershcd u n a g n n t , and envlromntrl kaut i f icat lon; and planning for protection of shorn areas f r# erosion and hurricane. Such flles rccur la te i n the Logistics Dinctorate, FCDM. (wtl-374-8149. 30 Mar 81 I’

1505.01 CONSERVATION OF NATURAL RESOURCE FILES.. -cia1 studies, f8pOrtS, 3nvestlgations. ma ~ C I J U ~ doc ucnts dealing dth conservation o f resources and pertaining to power developncnt, flood arnrgrunt, fish and d l d l i f e , forests, soil erosion control. brrch erosion control, pollution, public health and sanitation, water hyacinths, and other aquatic plants, and agricultural land use. (K1-374-81-59, 30 Mar 81 1

a; Fi les 614ting t o sites involved In nuclear @sting:

PERMNEWT. CUT OFF ON COMPt~TION ff REPORT, STUDY. OR INVESTIGATION. TRANSFER TO THE W 2 YE&S AFTER CUTOFF AND TO THE WRC 5 YEARS AFTER CUTOFF. OFFER TO NATIONAL ARCHIVES I N 1O-YUR BLOCKS WHEN 20-30 VEARS OLD.

b. Other files:

DESTROY WHEN NO LONGER NEEDED. (ANNUAL ACCUHULATION IS MINIMAL.

1501 -8