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June 19, 2015

These operational records relate to employee travel and the movement of goods and services under Government orders; management, maintenance, and operation of motor vehicles used by NARA; and the transit subsidy program. Excluded from Chapter 7 are records created and maintained at Federal Records Centers, field support offices, and archival facilities (see Chapter 2, items 266 and 267).

Travel

File #DescriptionDisposition
701 General Travel and Transportation Files
Correspondence and related records pertaining to agency travel and transportation functions. Includes agency-wide policy and guidance concerning travel, relocation, passports, Government credit card programs, eTravel Service, travel plans, and travel reports.  
701-1 Records maintained by the Accounting Policy and Operations Branch (BCA). Cut off annually.
Destroy when 5 years old. (N1-64-87-1)
701-2 Records maintained by individual offices. Excludes records regarding specific travel (maintained in eTravel system) or shipment activity (see file no. 705). Cut off annually.
Destroy when 2 years old. (GRS 23, item 1)
702 Passport Controls
Documents, accumulated by the officially designated custodian, relating to the issuance of official passports and visas for NARA employees. Included are the master register, requests for passports, transmittal letters, copies of covers of passports, receipts, and related records.  
702-1 Master register. Cut off annually.
Destroy when 10 years old. (N1-64-87-1)
702-2 Application files. Destroy when 3 years old or upon separation of the bearer, whichever is sooner. (GRS 9, item 5a)
702-3 Reports to the Department of State concerning the number of official passports issued and related matters. Cut off annually.
Destroy when 1 year old. (GRS 9, item 5b)
703 Reserved (as of March 28, 2007 Update)
704 Reserved (as of June 19, 2015)

Shipping

File #DescriptionDisposition
705 Freight Files
Records relating to freight consisting of Government or commercial bills of lading, shortage and demurrage reports, transit certificates, demurrage care record books, shipping documents pertinent to freight classification, and all supporting documents.   
705-1

All bills of lading, vouchers, and other control documents except records maintained in the Lost or Damaged Shipments Files (705-2). Included are originals and copies covering commercial freight charges of settled fiscal accounts and of those transactions for which the following conditions prevent settling of the account:

  • Notice of overcharge has been or is expected to be issued, or a rail freight overpayment is involved;
  • Deduction or collection action has been taken;
  • Voucher contains inbound transit shipment(s);
  • Parent voucher has print of paid supplemental bill associated;
  • Voucher has become involved in litigation; or
  • Any other condition arises, such as detection of overcharge, that prevents settling of the fiscal account.
Destroy when 7 years old. (GRS 1.1, item 010 [DAA-GRS-2013-0003-0001]; supersedes GRS 9, items 1a, 1b, and 1c, and N1-64-90-1 [item 705-2]).
705-2 Lost or Damaged Shipments Files. Includes schedules of valuables shipped, correspondence, reports, and other records relating to the administration of the Government Losses in Shipment Act. Cut off annually.
Destroy when 6 years old. (GRS 9, item 2)

Motor Vehicles

File #DescriptionDisposition
706 Motor Vehicle Correspondence Files
Correspondence (not otherwise covered in this chapter) maintained in the operating unit responsible for maintenance and operation of motor vehicles. Cut off annually.
Destroy when 2 years old. (GRS 10, item 1)
707 Motor Vehicle Operating and Maintenance Files
707-1 Operating records including those relating to gas and oil consumption, dispatching, and scheduling. Cut off every 3 months.
Destroy when 3 months old. (GRS 10, item 2a)
707-2 Maintenance records, including those relating to service and repair. Cut off annually.
Destroy when 1 year old. (GRS 10, item 2b)
708 Motor Vehicle Cost Files
Motor vehicle ledger and worksheets providing cost and expense data. Destroy 3 years after discontinuance of ledger or date of worksheet. (GRS 10, item 3)
709 Motor Vehicle Report Files
Reports on motor vehicles (other than accident, operating, and maintenance reports), including SF 82, Agency Report of Motor Vehicle Data. Destroy 3 years after date of report. (GRS 10, item 4)
710 Motor Vehicle Accidents Files
Records relating to motor vehicle accidents maintained by transportation offices, including: SF 91, Motor Vehicle Accident Report; investigative reports; and SF 94, Statement of Witness. Place in inactive file after case is closed.
Cut off inactive file annually.
Destroy 6 years after cutoff. (GRS 10, item 5)
711 Motor Vehicle Release Files
Records relating to transfer, sale, donation, or exchange of vehicles, including SF 97, The United States Government Certificate to Obtain Title to a Motor Vehicle. Destroy 4 years after vehicle leaves agency custody. (GRS 10, item 6)
712 Motor Vehicle Operation Files
Records relating to individual employees' operations of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence. Destroy 3 years after separation of employee or 3 years after rescission of authorization to operate Government-owned vehicle, whichever is sooner. (GRS 10, item 7)

Transit Subsidy

File #DescriptionDisposition
713 Public Transit Subsidy Program (PTSP) Records
Documents in either paper or electronic form relating to disbursements of transit subsidies to employees. These records may also include: applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets, and other forms used to document disbursements of subsidies. Cut off annually.
Destroy when 3 years old. (GRS 9, item 7)

RESERVED (714 - 798)

Non-Recordkeeping Copies of Electronic Records Covered in Chapter 7

File #DescriptionDisposition
799 Non-Recordkeeping Copies of Electronic Records Covered in Chapter 7 

Non-recordkeeping copies of electronic records maintained in email systems, computer hard drives or networks, web servers, or other location after the recordkeeping copy has been copied to a recordkeeping system or otherwise preserved. This includes:

  • Documents such as letters, memoranda, reports, handbooks, directives, manuals, briefings, or presentations created on office applications, including Portable Document Format (PDF) or its equivalent;
  • Senders' and recipients' versions of electronic mail messages that meet the definition of Federal records and any related attachments after they have been copied to a recordkeeping system or otherwise preserved;
  • Electronic spreadsheets;
  • Digital video or audio files;
  • Digital maps or architectural drawings; and
  • Copies of the above electronic records maintained on websites or web servers, but excluding web pages themselves.

Destroy immediately after copying to a recordkeeping system or otherwise preserving, but longer retention is authorized if required for business use. (GRS 4.3, item 040 [DAA-GRS-2013-0001-0007]; supersedes GRS 20, items 13 and 14).

 

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