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Chapter 06 Facilities

November 06, 2008

These operational records relate to programs to provide NARA with needed facilities and space and to conduct facilities support functions (e.g., building maintenance, mechanical operation and maintenance, communications, and physical security). EXCLUDED from Chapter 6 are records created and maintained at regional records services facilities (see items 147 in Chapter 1 and 266 and 267 in Chapter 2).

Facilities Management

File #DescriptionDisposition
601 Data Books
Data books composed of documents prescribed by the General Services Administration's (GSA) Handbook, Operation and Maintenance of Real Property (PBS P 5800.18A). These documents are used as reference files. Destroy when superseded OR obsolete. (N1-64-87-1)
602 Agency Space Files
Records relating to the allocation, utilization, and release of space under agency control. Also included are related reports to GSA.
602-1 Building plan files and related agency records utilized in space planning, assignment, and adjustment. Destroy 2 years after termination of assignment, when lease is cancelled, OR when plans are superseded OR obsolete. (GRS 11, item 2a)
602-2 Correspondence and reports relating to agency space holdings and requirements.
a. Agency reports to GSA regarding space occupied in "Metropolitan Washington" and "outside the District of Columbia," and related papers.
Cut off annually.
Destroy when 2 years old. (GRS 11, item 2b[1])
b. Copies in subordinate reporting units and related work papers.
Cut off annually.
Destroy when 1 year old. (GRS 11, item 2b[2])
603 Permit, License, and Easement Files
Records relating to and used in controlling the issuance of licenses, permits, easements, and similar instruments. This series is limited to instruments that do NOT relate to, and which consequently CANNOT be filed with, specific case files described elsewhere in this chapter of the NARA Records Schedule.
603-1 Files relating to documents issued by the Assistant Archivist for Administration (NA) or other senior officials. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
603-2 Files relating to documents issued by the building manager. Cut off annually following denial, revocation, OR expiration.
Destroy when 3 years old. (N1-64-87-1)
604 Posting File
Documents related to posting or displaying of printed, graphic, or other material on building premises and bulletin boards. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
605 Community Activities Files
Documents created in approving, controlling, and ensuring removal of community exhibits and advertisements in Government-owned and -occupied buildings. EXCLUDES documents relating to Federally-recognized charitable campaigns (see file no. 331-2, "Charitable Contribution Campaigns"). Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
606 Health Unit Files
Documents relating to the establishment and operation of health units. Included are occupant requests for establishments, interagency agreements, justifications, communications regarding operation, and related records.
606-1 Agreements. Destroy when superseded OR obsolete. (N1-64-87-1)
606-2 Other records. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
607 Management Information Reports
Reports containing quantitative data received by building manager's office. These reports are used to determine current program performance and historical trends. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
608 Office Requirements Files
Documents from offices reflecting requirements for and information about services, particularly those of a continuing or nonstandard nature. Destroy when superseded OR obsolete. (N1-64-87-1)
609 Facilities Management Requisition Control Files
609-1 Incoming requisitions. Documents accounting for all requisitions received by the Facilities Management Branch (NAFM), including date received, date completed, action taken, inspection reports, facilities staff' project assignments, and the original copy of the NA Form 5007, Requisition for Equipment, Supplies, and Services. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
609-2 NAFM-initiated requisitions. Documents accounting for all requisitions for supplies and services, including: cost data sent to the Acquisition Services Division (NAA), a copy of the original NA Form 5007, and date of completion. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)

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Building Design and Construction

File #DescriptionDisposition
610 Federal Structures Design Files
Preliminary and presentation drawings and models of Federal structures and engineering projects.
610-1 Files selected for architectural, historical, and technological significance.
a. Drawings.
PERMANENT. Transfer to NARA within 5 years after completion of project. (N1-64-87-1)
b. Models.
DISPOSAL NOT AUTHORIZED. Consult with the NARA Records Officer to prepare an SF 115, Request for Records Disposition Authority. (N1-64-87-1)
610-2 All other files. DISPOSAL NOT AUTHORIZED. Disposition to be determined at a later date.
611 Federal Structures Construction Files
611-1 Intermediate and pre-final, final working, as-built, shop, repair and alteration, contract, and standard drawings; project specifications, with documents relating to their preparation; and engineering projects. DISPOSAL NOT AUTHORIZED. Consult with the NARA Records Officer to prepare an SF 115.
611-2 Space assignment plans. Outline floor plans indicating occupancy of a building. (See item 602 for other "Agency Space Files.") Destroy when superseded OR after the structure or object has been retired from service. (GRS 17, item 6)
612 Other Architectural and Engineering Files
Original manuscript and duplicate drawings submitted to NARA by private firms or other Federal agencies for planning and research purposes.
612-1 Drawings interfiled with related materials. Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part. (N1-64-87-1)
612-2 Drawings filed separately from related records. See file nos. 612-3 through 612-5 for disposition instructions.
612-3 Contract Negotiation Drawings. Drawings prepared during contract negotiation for buildings or objects lacking historical, architectural, or technological significance; drawings related to electrical, plumbing, heating, or air conditioning projects; or drawings superseded by final working/as-built drawings. Destroy when the final working/as-built drawings have been produced. (GRS 17, item 5)
612-4 Drawings of Electrical, Plumbing, Heating, or Air Conditioning Systems. Destroy when superseded OR after the structure or object has been retired from service. (GRS 17, item 4)
612-5 Architectural Drawings of Temporary Structures and Buildings or of Buildings NOT Critical to the Mission of the Agency. Drawings of structures and buildings such as telephone and electric lines, storage sheds, parking lots, and comfort stations. Destroy when superseded OR after the structure or object has been retired from service. (GRS 17, item 3)
613 Paint Plans and Samples
Plans and paint samples for painting all areas of buildings lacking historical, architectural, or technological significance and plans and samples for painting appliances, elevators, and other mechanical parts of buildings.

NOTE: Paint plans and samples for the interior and exterior walls of buildings significant for historical, architectural, or technological reasons are NOT disposable under file no. 613. Consult with the NARA Records Officer to prepare an SF 115.
Destroy when superseded OR after the structure or object has been retired from service. (GRS 17, item 10)
614 Finding Aids
Indexes and other finding aids for design and construction files. Dispose of in accordance with the disposition instructions covering the related design and construction records. (N1-64-87-1)

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Building Services

File #DescriptionDisposition
615 Grounds Improvement Project Files
Documents accumulated in coordinating the operation, maintenance, and improvement of grounds, sidewalks, on-street parking areas, approaches, and roads with local officials, civic groups, and community organizations. This file category is limited to documents that are NOT identifiable with a specific repair and improvement project. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
616 Painting Program Files
Documents created to continuously plan and schedule interior and exterior painting, identify painting requirements, and report progress. Included are painting program documents, coded drawings, card files identifying paintable units, work accomplishment schedules, approvals, progress reports, and related records.
616-1 Progress reports. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
616-2 Other records. Destroy when superseded OR obsolete. (N1-64-87-1)
617 Snow Removal Records
Documents accumulated in preparing snow removal plans, assigning employees to snow removal teams, and controlling and reporting on snow removal operations. Included are communications with local road officials, snow removal plans, assignment letters, operation reports, weather reports, and related records.
617-1 Plans and related records. Destroy when superseded OR obsolete. (N1-64-87-1)
617-2 Other records. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
618 Cleaning and Sanitation Files
618-1 Routine records relating to cleaning and sanitation, EXCLUSIVE of files described elsewhere in this chapter. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
618-2 Surveys. Copies of coded floor plans, cleaning survey summary sheets, completed building cleaning survey forms, and related records accumulated in the surveying of building space to: (1) identify cleaning categories and the frequency of cleaning for each category and (2) determine manpower and fund requirements. Destroy when superseded OR obsolete. (N1-64-87-1)
618-3 Cleaning staff organization. Charts and related records depicting the organization, functions, and responsibilities of the cleaning force. Destroy when superseded OR obsolete. (N1-64-87-1)
618-4 Schedules, layouts, and related records showing areas and items to be cleaned and the dates thereof. Destroy when superseded OR obsolete. (N1-64-87-1)
618-5 Assignment, report, and inspection files. Assignment and work accomplishment forms, various inspection reports, complaints, notices of cleaning work required, and related records used to assign cleaners, report work accomplished, and verify and evaluate work accomplishment.
a. Permanent work assignments.
Destroy when superseded OR obsolete. (N1-64-87-1)
b. Periodic work assignments and inspections.
Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
c. Other records.
Cut off every 2 months.
Destroy when 2 months old. (N1-64-87-1)
619 Carpet Program Files
Documents created to plan and schedule carpet cleaning and replacement. Included are carpet program documents, code drawings, work accomplishment reports, approvals, progress reports, and replacement and cleaning schedules.
619-1 Progress reports. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
619-2 Other records. Destroy when superseded OR obsolete. (N1-64-87-1)
620 Uniform Allowance Controls
Records established to make sure that requests are submitted when employee uniform allowances are due. EXCLUDES Standard Form 78, Employee Records, when it is used as a uniform allowance control in addition to its prescribed use. Transfer with employee when he/she transfers to another office.
Destroy upon transfer of employee to a job within NARA that does NOT require a uniform OR upon separation of employee from NARA, OR when the record is superseded OR obsolete. (N1-64-87-1)
621 General Storeroom Files
Documents relating to the general administration of storerooms, warehouses, and similar supply activities. Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
622 Parking Controls
Correspondence, permits, cards, and other documents related to assigning and controlling parking areas and spaces. Cut off when permit is returned OR expires.
Destroy 3 years after cutoff. (N1-64-87-1)
623 Concession Files
623-1 Documents relating to the establishment, operation, modification, or discontinuance of concessions, including vending machines and pay telephone stations. Included are: requests for concessions; copies of contracts, agreements, licenses, and other authorization documents, including modifications thereto; concession records cards; floor plans; inspection reports; space assignments; photographs; communications about sale items or services; utility surveys; reports; agreements; and related records. Place in inactive file on expiration OR termination of the contract, license, agreement, or authorization documents, OR upon disapproval of establishment.
Cut off the inactive file annually.
Destroy when 1 year old. (N1-64-87-1)
623-2 Concession operation files. Documents accumulated in evaluating concession services, surveying existing concession facilities, monitoring and coordinating interior decorations, arranging for procurement of furnishings and equipment, authorizing social functions, and for similar concession activities NOT directly related to contract administration. Included are survey reports, service requests, copies of work orders, questionnaires, correspondence, and related records. Cut off annually.
Destroy when 3 years old, EXCEPT that the service questionnaires may be destroyed when they have served their purpose. (N1-64-87-1)
623-3 Concession operation reports. Documents accumulated in recording and reporting fees paid to the Government as a result of concession operations, vending machine commissions, and related collection activities. Included are GSA Form 2817, Monthly (or 4-week) Profit/Loss Pro Forma Operating Statement, and related records. Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
623-4 Concession equipment cards. Data cards used to control the installation and removal of concession equipment, such as vending machines. Destroy when superseded OR obsolete OR 2 years after removal of the related item of equipment. (N1-64-87-1)

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Mechanical Operation and Maintenance

File #DescriptionDisposition
624 Building and Equipment Service Files
GSA Form 283, Notice of Work Required, and other documents requesting building and equipment maintenance services, EXCLUDING fiscal copies. Cut off after work is performed OR requisition is canceled.
Destroy when 3 months old. (GRS 11, item 5)
625 Service Call Work Authorizations
GSA Form 1897, Maintenance Authorizations, and other documents used to record calls for nonreimbursable services and authorize and report completion of work thereon.
625-1 Suspense copies. Destroy on return of original, reflecting completion of work. (N1-64-87-1)
625-2 Originals. Place in inactive file at end of each month.
Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
626 Work Authorization Files
626-1 Orders. Documents used to authorize, control, and account for work required in managing buildings. Included are requests, justifications, approvals, job orders, work orders, and related records. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
626-2 Registers. Documents used to record information on the receipt of, work called for by, numbers assigned to, and other data about, job and work orders. Destroy 2 years after registration sheet OR book is filled. (N1-64-87-1)
626-3 Controls. Forms, normally maintained by shop supervisors, showing job order estimates by shop and labor and material expended to date. Destroy upon completion of job. (N1-64-87-1)
627 Preventive Maintenance Control Cards
Preventive maintenance control cards used to notify supervisors when preventive maintenance is due on a particular item and to record date of and staff hours devoted to accomplishment of preventive maintenance. Destroy when card is filled AND identifying information is brought forward to new card, OR upon disposition of the item or building. (N1-64-87-1)
628 Building Equipment History Files
628-1 Guaranty and warranty files. Guarantees and warranties (including records relating to them) obtained with, and applicable to, materials and equipment. Destroy upon expiration of the guaranty OR warranty. (N1-64-87-1)
628-2 Building equipment history cards. Cards used to record a history of the maintenance and repair of selected items of equipment. Transfer with the equipment OR destroy upon final disposition of the equipment. (N1-64-87-1)
628-3 Mechanical equipment data forms. Records that provide identification data on a building's mechanical equipment and which are used as an aid in inspection. Destroy when superseded OR obsolete. (N1-64-87-1)
629 Operating Equipment Inspection Files
629-1 Documents used to record maintenance inspection of storage batteries. Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
629-2 Other records. Documents created in reporting and certifying inspection of mechanical equipment other than elevators and storage batteries. Included are boiler and unfired vessel inspection reports, chemical inspection reports on boilers, inspection certificates, reports on shutdowns, lubrication schedules and inspection records, sprinkler test reports, fire extinguisher test reports, and related records. Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
630 Repair Cards and Notices
630-1 Cards used by shop employees to identify, account for, and control equipment received for repair. Destroy upon pickup OR return of equipment. (N1-64-87-1)
630-2 Tags used as notification of the conduct of maintenance and repair operations, such as completed danger tags, open valve tags, follow-up forms, and comparable documents. Destroy upon completion of work. (N1-64-87-1)
631 Craft Records
631-1 Craft requirement books. Documents accumulated in developing and submitting work force account and staff-hour requirements for tour and watch assignment, maintenance and operation, preventive maintenance, repair and improvement, and service calls. These documents are maintained in looseleaf notebooks. Destroy when superseded OR obsolete. (N1-64-87-1)
631-2 Tour and watch assignments. Documents reflecting tours of duty and watch assignments for craft personnel, along with descriptions of the required work and the staff time needed for the work to be done. Destroy when superseded OR obsolete. (N1-64-87-1)
631-3 Craft productive staff-hour summaries. Daily, monthly, or other periodic summaries of productive staff-hours programmed and expended. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
632 Environmental Condition Operating Records
Documents, such as Hygrothermograph Data Sheets, used to record daily operating data relative to heating, air conditioning, and refrigeration systems. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)

NOTE: Selected reference copies may be retained for as long as needed to provide a record of operating conditions.
633 Plant Operation Logs
Logs used to record equipment operation and condition, action taken, and occurrences during the shift. Destroy 5 years after log book OR sheet is filled, OR upon disposition of the equipment. (N1-64-87-1)
634 Heating and Air Conditioning Schedules
Schedules and other records relating to operating heating and air conditioning plants. Destroy when superseded OR obsolete. (N1-64-87-1)
635 Water Treatment Files
Documents accumulated in arranging for or conducting tests and treatment of water used for boilers and other mechanical equipment, EXCLUSIVE of official contract files created as a result of the commercial procurement of such services. Included are questionnaire forms, testing instructions, test results and records, and related records.
635-1 Testing instructions. Destroy when superseded OR obsolete. (N1-64-87-1)
635-2 Other records. Cut off annually.
Destroy when 5 years old. (N1-64-87-1)
636 Vertical Transportation Files
Documents related to the operation of elevators, escalators, and dumbwaiters.
636-1 Authorizations to operate elevators. Destroy when superseded OR obsolete. (N1-64-87-1)
636-2 Traffic survey data, schedules, and related records created in developing, maintaining, and revising schedules for the operation of elevators and escalators.
a. Schedules.
Destroy when superseded OR obsolete. (N1-64-87-1)
b. Other records.
Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
636-3 Inspection and maintenance files.
a. Certificates of inspection.
Destroy when spaces thereon are filled OR when a new form is required due to wear. (N1-64-87-1)
b. Acknowledgment of inspection.
Destroy upon receipt of next inspection acknowledgment. (N1-64-87-1)
c. Schedules, reports, and other records.
Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
636-4 Data cards used to record identification, location, operation, repair, and alteration data pertinent to each elevator. Destroy upon replacement OR removal of the elevator. (N1-64-87-1)
637 Lighting Files
Reports of lighting surveys that did NOT result in preparation of an order for, or installation of, new or altered lighting; logs recording burnouts and replacements; and related records. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)
638 Utility Consumption Records
Documents accumulated in recording, analyzing, certifying bills for, and otherwise taking action on matters concerned with the consumption of utility services. Included are copies of bills and certifications; records of utility consumption; submeter readings; demand and cost figures; communications about consumption, service, and meters; and related records. EXCLUDES payment copies of bills. Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
639 Key Accountability Files
Files relating to accountability for keys issued.
639-1 For areas under maximum security. Destroy 3 years after turn-in of key. (GRS 18, item 16a)
639-2 For other areas. Destroy 6 months after turn-in of key. (GRS 18, item 16b)

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Communications

File #DescriptionDisposition
640 Directory Service Files
Correspondence, forms, and other records relating to the compilation of directory listings. Cut off after issuance of listing.
Destroy when 2 months old. (GRS 11, item 3)
641 Communication Correspondence, Reports, and Reference Files
641-1 Correspondence and related records pertaining to internal administration and operation. Cut off annually.
Destroy when 2 years old. (GRS 12, item 2a)
641-2 Telecommunications general files, including plans, reports, and other records pertaining to equipment requests, telephone service, and like matters. Cut off annually.
Destroy when 3 years old. (GRS 12, item 2b)
641-3 Telecommunications statistical reports, including cost and volume data. Cut off annually.
Destroy when 1 year old. (GRS 12, item 2c)
641-4 Telecommunications reference voucher files.
a. Reference copies of vouchers, bills, invoices, and related records.
Cut off annually.
Destroy when 1 year old. (GRS 12, item 2d[1])
b. Records relating to installation, change, removal, and servicing of equipment.
Destroy 1 year after audit OR when 3 years old, whichever is SOONER. (GRS 12, item 2d[2])
641-5 Copies of agreements with background data and other records relating to agreements for telecommunications services. Destroy 2 years after expiration OR cancellation of agreement. (GRS 12, item 2e)
642 Telecommunications Operational Files
642-1 Message registers, logs, performance reports, daily load reports, and similar records. Cut off semiannually.
Destroy when 6 months old. (GRS 12, item 3a)
642-2 Copies of incoming and original copies of outgoing messages, including SF 14, Telegraphic Message, maintained by communication offices or centers, but EXCLUDING the copies maintained by the originating program office. Cut off annually.
Destroy when 2 years old. (GRS 12, item 3b)
642-3 Machine copies (hard copies), discs, and tapes of outgoing messages. Destroy/delete after transmission. (N1-64-87-1)
643 Telephone Use (Call Detail) Records
643-1 Initial reports of use of telephone lines (e.g., telephone calls, facsimile transmissions, and electronic mail) during a specified period, as well as records generated from initial reports from administrative, technical, or investigative follow-up. Included is such information as the originating number, destination number, destination city and state, date and time of use, duration of use, and estimated or actual cost of use. EXCLUDED are records accumulated in connection with substantive investigations, audits, or Accountable Officers' Accounts Records. Destroy when 3 years old. Initial reports may be destroyed earlier IF the information needed to identify abuse has been captured in other records. (GRS 12, item 4)
643-2 Telephone call data maintained by individual offices to document prior approval for official long distance telephone calls. Destroy after verification of calls that were approved OR made. (N1-64-87-1)

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Security and Protective Services

File #DescriptionDisposition
644 Security and Protective Services Administrative Correspondence Files
Correspondence files (NOT covered elsewhere in this chapter of the NARA Records Schedule) relating to administration and operation of facilities' security and protective services programs.

NOTE: This item does NOT cover records documenting policies and procedures accumulated in the office having agency-wide responsibility for security and protective services programs. See item 109.
Cut off annually.
Destroy when 2 years old. (GRS 18, item 8)
645 Accident and Fire Prevention Promotion Files
Documents accumulated as a result of conducting or participating in contests or other incentive-type activities designed to promote accident and fire prevention programs. Included are notices, activity reports, award notices and reports, and related records. Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
646 Survey and Inspection Files
646-1 Government-owned facilities. Reports of surveys and inspections of Government-owned facilities conducted to ensure adequacy of protective and preventive measures taken against hazards of fire, explosion, and accidents, and to safeguard information and facilities against sabotage and unauthorized entry. DISPOSAL NOT AUTHORIZED. Disposition to be determined at a later date.
646-2 Privately owned facilities. Reports and related records, including surveys and inspections of privately owned facilities assigned security cognizance by Government agencies. Cut off annually.
Destroy when 4 years old OR when security cognizance is terminated, whichever is SOONER. (GRS 18, item 10)
647 Investigative Files
Investigative files accumulated from investigations of fires, explosions, and accidents. Records consist of:
  • Copies of reports and related documents when the original reports are submitted for review and filing in other agencies or organizational elements, and
  • Reports and related papers concerning occurrences of such a minor nature that they are settled locally without referral to other organizational elements.
Cut off annually.
Destroy when 2 years old. (GRS 18, item 11)
648 Physical Security Devices Files
Documents developed or received pertaining to tangible physical devices in use, or planned or proposed for the protection of Federal real and personal property. EXCLUDED are documents relating to special storage systems for important accessioned and historical records. (See file no. 1442-1.) Destroy when superseded OR obsolete. (N1-64-87-1)
649 Credentials Files
649-1 Identification credentials including: cards, badges, photographs, and property; visitors' passes; and other identification credentials. Destroy credentials 3 months after return to issuing office. (GRS 11, item 4a)
649-2 Receipts, indices, listings, and accountable records. Destroy after all listed credentials are accounted for. (GRS 11, item 4b)
650 Visitor Control Files
Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to areas; and reports on automobiles and passengers.
650-1 For areas under maximum security. Destroy 5 years after final entry OR 5 years after date of document, as appropriate. (GRS 18, item 17a)
650-2 For other areas. Destroy 2 years after final entry OR 2 years after date of document, as appropriate. (GRS 18, item 17b)
651 Property Pass Files
Property pass files, authorizing removal of property or materials. Destroy 3 months after expiration OR revocation. (GRS 18, item 12)
652 Police Functions Files
Files relating to exercising of police functions.
652-1 Ledger records of arrest, cars ticketed, and outside police contacts. Destroy 3 years after final entry. (GRS 18, item 14a)
652-2 Reports, statements of witnesses, warning notices, and other documents relating to arrests, commitments, and traffic violations. Cut off annually.
Destroy when 2 years old. (GRS 18, item 14b)
652-3 Reports on contact of outside police with building occupants. Cut off annually.
Destroy when 1 year old. (GRS 18, item 14c)
653 Lost and Found Files
Files relating to accountability for personal property lost or stolen.
653-1 Ledger files. Destroy 3 years after final entry. (GRS 18, item 15a)
653-2 Reports, loss statements, receipts, and other documents relating to lost and found articles. Cut off annually.
Destroy when 1 year old. (GRS 18, item 15b)

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Guard Service

File #DescriptionDisposition
654 Special Orders
Documents created in issuing special instructions and guidance governing guard action. Included are special orders, standing operating procedures, and related papers. Destroy when superseded OR obsolete. (N1-64-87-1)
655 Emergency Action Files
Copies of drawings, layouts, and similar documents depicting switches, valves, or points that require attention in case of emergencies; and other documents prescribing or controlling action to be taken in emergencies. Destroy when superseded, obsolete, OR no longer needed. (N1-64-87-1)
656 Guard Assignment Files
Files relating to guard assignments and strength.
656-1 Ledger records. Destroy 3 years after final entry. (GRS 18, item 13a)
656-2 Requests, analyses, reports, change notices, and other papers relating to post assignments and strength requirements. Cut off annually.
Destroy when 2 years old. (GRS 18, item 13b)
657 Guard Service Control Files
657-1 Control center key or code records, emergency call cards, and building record and employee identification cards. Destroy when superseded OR obsolete. (GRS 18, item 19a)
657-2 Round reports, service reports on interruptions and tests, and punch clock dial sheets. Cut off annually.
Destroy when 1 year old. (GRS 18, item 19b)
657-3 Automatic machine patrol charts and registers of patrol and alarm services. Cut off annually.
Destroy when 1 year old. (GRS 18, item 19c)
657-4 Arms distribution sheets, charge records, and receipts. Destroy 3 months after return of arms. (GRS 18, item 19d)
658 Guard Logs and Registers
Guards logs and registers NOT covered elsewhere in this chapter of the NARA Records Schedule.
658-1 Central guard office master logs. Destroy 2 years after final entry. (GRS 18, item 20a)
658-2 Individual guard post logs of occurrences entered in master logs. Destroy 1 year after final entry. (GRS 18, item 20b)
659 Facilities Checks Files
Files relating to periodic guard force facility checks.
659-1 Data sheets, door slip summaries, check sheets, and guard reports on security violations (EXCEPT copies filed under item 314, "Security Violations Files"). Cut off annually.
Destroy when 1 year old. (GRS 18, item 18a)
659-2 Reports of routine after-hours security checks that either do NOT reflect security violations OR for which the information contained therein is documented in the Security Violations Files (no. 314). Destroy when 1 month old. (GRS 18, item 18b)

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Access Control Systems

File #DescriptionDisposition
660 Physical Access Control System (PACS)
Automated system that provides individuals access to areas in NARA facilities (currently Archives II only). PACS contains personally identifiable information (PII) on those individuals authorized to hold passes and their entry and exit through authorized areas with an access card.
660-1 Profile data. Includes cardholders' PII such as: name, badge number, physical description, and other required PII. Delete an individual's profile 1 year after individual separates from the agency. (N1-64-08-6, item 1)
660-2 Badging and access control activity data. Records of individuals' entry and exit through authorized areas with an access card. Cut off semiannually.
Delete 6 months after cutoff. (N1-64-08-6, item 2)
660-3 System documentation. Files include manufacturer's operations and technical manuals for installed software and equipment. Destroy when revised OR superseded. (N1-64-08-6, item 3)
660-4 Disaster recovery backup files. Delete when 60 days old. (N1-64-08-6, item 4)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
699 Word Processing Files and Electronic Mail (E-mail) Records
699-1 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating OR revision. (GRS 20, item 13)
699-2 E-mail Records. Senders' and recipients' versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14)

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