About the National Archives

Search the
Records Schedule

  

Chapter 10 Public Information

March 28, 2007

These operational records relate to developing, coordinating, and disseminating information to the media and the public about NARA programs, policies, and activities. Included are publications, audiovisual records, and Freedom of Information Act (FOIA) and Privacy Act requests and replies regarding operational records. For records on responding to FOIA requests for accessioned records, see Chapter 14.

Public Relations

File #DescriptionDisposition
1001 Speech Files

Speechess, addresses, and comments. Remarks made at formal ceremonies and during interviews by the Archivist and Deputy Archivist, or by persons officially designated (asked by the Archivist or Deputy Archivist) to represent them, concerning NARA programs. The speeches and addresses may be presented to executives of other Federal agencies, representatives of State and local governments, or private groups, such as college and university students, business associations, and cultural news media commentators. The format selected may be paper, audio or videotape, or motion picture film.

1001-1 Record copy maintained by the Office of the Archivist. For disposition instructions, see file no. 108.
1001-2 Other copies. Destroy when no longer needed for reference. (N1-64-87-1)
1002 News Releases
Records created by the releasing offices coordinating with and disseminating information to any public communications media. Included are drafts, clearance actions, copies of the formal news releases or radio spots, and related records.
1002-1 Record copies of news releases or radio spots.
a. Textual records arranged chronologically by date of event.
PERMANENT. Cut off annually. Hold 5 years and retire to records center. Transfer to NARA in 5-year blocks when 20 years old. (N1-64-87-1)
b. Audiovisual records. Original and one dubbing of each audio tape used for radio or TV spots.
PERMANENT. Transfer to NARA when 5 years old. (N1-64-87-1)
1002-2 Other copies. Destroy when no longer needed for reference purposes. (N1-64-87-1)
1002-3 Other records. Cut off annually. Destroy when 3 years old. (N1-64-87-1)
1003 Press Clippings
Press clippings from magazines and newspapers pertaining to NARA and its holdings. Included are copies and originals of press clippings and related records. Arranged chronologically. PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when 20 years old. (N1-64-87-1)
1004 Biographies
Biographical sketches, photographs, and related documents concerning leading NARA personalities and non-NARA personalities of significance to NARA.
1004-1 Record set maintained by the Congressional Affairs and Communications Staff (NCON). Arranged by person's name. PERMANENT. Place in inactive file when superseded or obsolete. Transfer to NARA in 5-year blocks when 20 years old. (N1-64-87-1)
1004-2 All other copies. Destroy when no longer needed. (N1-64-87-1)

Top of Page

Publications

File #DescriptionDisposition
1005 NARA Publications
Records accumulated in editing, printing, and publishing NARA publications, including books, microfilm publications, archival and records management guides, General Information Leaflets, special lists, handbooks, booklets, brochures, Calendar of Events, and periodic publications such as Prologue. These publications may be in hard copy or electronic form. (Maintenance and disposition instructions for regulations, directives, speeches, news releases, and posters are described elsewhere in the NARA Records Schedule.)
1005-1 Record copy of each publication. PERMANENT. Transfer 2 copies of each publication to NARA immediately upon publication. Consult the NARA Records Officer for specific transfer procedures.

Electronic publications must be transferred in a format and on a medium acceptable to NARA at the time of transfer. (N1-64-02-6, item 1)

1005-2 Copy of each publication maintained for reference use. Immediately after publication, originating office must send 2 copies of the publication to the Archives Library Information Center.
1005-3 Printers' galleys, graphics, working papers, copies of publications, and related records. Place in inactive file after publication has been printed. Cut off inactive file annually. Destroy when 2 years old. (N1-64-87-1)
1005-4 Photographs, negatives, and prints used in publications, EXCLUDING original photography in file no. 1027. Destroy when superseded or obsolete. (N1-64-87-1)
1006 Freelance Editorial Vendors File
Documents relating to freelance editorial vendor services, including indexing.
1006-1 Invoices, log of current budgetary balance, mailing lists, and related records. Cut off annually. Destroy when 2 years old. (N1-64-87-1)
1006-2 Resumes, examples of work, and evaluations. Destroy when superseded or obsolete. (N1-64-87-1)
1007 Employee Newsletters
Documents accumulated in editing, publishing, and distributing NARA employee newsletters. Included are record copies of each publication, notes, editorial materials, and related records.
1007-1 Record copies of each newsletter maintained by the office originating the publication. Arranged by name of publication and chronologically thereunder. For disposition instructions, see file no. 1005-1, "Record copy of each [NARA] publication."
1007-2 Background materials. Cut off after publication of each newsletter. Destroy when 1 year old. (N1-64-87-1)

Top of Page

Freedom of Information Act (FOIA) Administration for Operational Records

File #DescriptionDisposition
1009 FOIA Requests Files
Files created in response to requests for information under the FOIA, consisting of the original request, a copy of the reply, and all related supporting files which may include the official file copy of the requested records or copies thereof. For FOIA requests for accessioned records, see file no. 1422, "FOIA and Mandatory Review Request Files."
1009-1 Correspondence and supporting documents (EXCLUDING the official file copy of the records requested if filed herein). See file no. 1010 for FOIA appeals files.
a. Granting access to all of the requested records.
Destroy 2 years after date of reply. (GRS 14, item 11a[1])
b. Responding to: requests for nonexistent records, requesters who provide inadequate descriptions, and those who fail to pay NARA reproduction fees.
Destroy 2 years after date of reply. (GRS 14, item 11a[2][a])
c. Denying access to all or part of the records requested.
Destroy 6 years after date of reply. (GRS 14, item 11a[3][a])
1009-2 Official file copy of requested records. Dispose of in accordance with approved NARA disposition instructions for the related records, or with the related FOIA request, whichever is later. (GRS 14, item 11b)
1010 FOIA Appeals Files
Files, created in responding to administrative appeals under the FOIA for release of information denied by NARA, consisting of the appellant's letter, a copy of the reply thereto, and related supporting documents, which may include the official file copy of records under appeal or copy thereof.
1010-1 Correspondence and supporting documents (EXCLUDING the file copy of the records under appeal if filed herein). Destroy 6 years after final determination by NARA, 6 years after the time at which a requester could file suit, or 3 years after final adjudication by the courts, whichever is later. (GRS 14, item 12a)
1010-2 Official file copy of records under appeal. Dispose of in accordance with approved disposition instructions for the related records, or with the related FOIA request, whichever is later. (GRS 14, item 12b)
1011 FOIA Control Files
Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature, and purpose of request, and name and address of requester.
1011-1 Registers or listing. Cut off annually. Destroy 6 years after date of last entry. (GRS 14, item 13a)
1011-2 Other files. Destroy 6 years after final action by NARA or after final adjudication by courts, whichever is later. (GRS 14, Item 13b)
1012 FOIA Reports Files
Recurring reports and one-time information requirements relating to NARA implementation of the FOIA, including annual reports to Congress.
1012-1 NARA's annual report. PERMANENT. Cut off annually. Transfer to NARA when 15 years old. (N1-64-87-1)
1012-2 Feeder and other reports. Destroy when 2 years old. (GRS 14, item 14)
1013 FOIA Administrative Files
1013-1 Records relating to general NARA implementation of the FOIA, including notices, memoranda, routine correspondence, and related records. Cut off annually. Destroy when 2 years old. (GRS 14, item 15)
1013-2 NARA FOIA Indexes and Check Lists. Bibliographies, check lists, and indexes of NARA publications and releases, EXCLUDING those relating to record sets scheduled as permanent. Destroy when superseded or obsolete. (GRS 14, item 6)

Top of Page

Privacy Act Administration for Operational Records

File #DescriptionDisposition
1014 Privacy Act Requests Files
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of the records requested or copy thereof.
1014-1 Correspondence and supporting documents (EXCLUDING the official file copy of the records requested if filed herein).
a. Granting access to all of the requested records.
Cut off annually. Destroy 2 years after date of reply. (GRS 14, item 21a[1])
b. Responding to: requests for nonexistent records, requesters who provide inadequate descriptions, and those who fail to pay agency reproduction fees.
(1) Requests NOT appealed.
Cut off annually. Destroy 2 years after date of reply. (GRS 14, item 21a[2][a])
(2) Requests appealed.
Destroy as authorized under file no. 1015, "Privacy Act Amendment Case Files." (GRS 14, item 21a[2][b])
c. Denying access to all or part of the records requested.
(1) Requests NOT appealed.
Cut off annually. Destroy 5 years after date of reply. (GRS 14, item 21a[3][a])
(2) Requests appealed.
Destroy as authorized under file no. 1015. (GRS 14, item 21a[3][b])
1014-2 Official file copy of requested records. Dispose of in accordance with approved NARA disposition instructions for the related records, or with the related Privacy Act request, whichever is later. (GRS 14, item 21b)
1015 Privacy Act Amendment Case Files
Files relating to:
  • An individual's request to amend a record pertaining to the individual, as provided for under 5 U.S.C. 552a(d)(2);
  • The individual's request for a review of NARA's refusal of the individual's request to amend a record, as provided for under 552a(d)(3); and
  • Any civil action brought by the individual against NARA (as "refusing agency"), as provided under 5 U.S.C. 552a(g).
1015-1 Requests to amend agreed to by NARA. Includes individual's requests to amend, copies of NARA's replies thereto, and related materials. Dispose of in accordance with approved disposition instructions for the related subject individual's record or 4 years after NARA's agreement to amend, whichever is later. (GRS 14, item 22a)
1015-2 Requests to amend refused by NARA. Includes individual's requests to amend and/or to review NARA refusal to amend, copies of NARA's replies thereto, statement of disagreement, NARA justification for refusal to amend a record, and related materials. Dispose of in accordance with approved disposition instructions for the related subject individual's record, 4 years after final determination by NARA, or 3 years after final adjudication by courts, whichever is later. (GRS 14, item 22b)
1015-3 Appealed requests to amend. Includes all files created in responding to appeals under the Privacy Act for refusal by NARA to amend a record. Dispose of in accordance with approved disposition instructions for related subject individual's record or 3 years after final adjudication by courts, whichever is later. (GRS 14, item 22c)
1016 Privacy Act Accounting of Disclosure Files
Files maintained under the provisions of 5 U.S.C. 552a(c) for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or another agency, including forms showing the subject individual's name, requester's name and address, purpose and date of disclosure, and proof of subject individual's consent when applicable. Dispose of in accordance with approved disposition instructions for the related subject individual's records, or 5 years after the disclosure for which the accountability was made, whichever is later. (GRS 14, item 23)
1017 Privacy Act Control Files
Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature of request, and name and address of requester.
1017-1 Register or listings. Cut off annually. Destroy 5 years after date of last entry. (GRS 14, item 24a)
1017-2 Other files. Destroy 5 years after final action by NARA or final adjudication by courts, whichever is later. (GRS 14, item 24b)
1018 Privacy Act Reports Files
Recurring reports and one-time information requirement relating to NARA implementation, including biennial reports to the Office of Management and Budget, and the Report on New Systems at all levels.
1018-1 NARA's annual report. PERMANENT. Cut off annually. Transfer to NARA when 15 years old. (N1-64-87-1)
1018-2 Other reports. Cut off annually. Destroy when 2 years old. (GRS 14, item 25)
1019 Privacy Act General Administrative Files
Records relating to general NARA implementation of the Privacy Act, including notices, memoranda, routine correspondence, and related records. Cut off annually. Destroy when 2 years old. (GRS 14, item 26)
1020 Erroneous Release Files
Files relating to the inadvertent release of privileged information to unauthorized parties, containing information the disclosure of which would constitute an unwarranted invasion of personal privacy. Files contain requests for information, copies of replies thereto, and all related supporting documents, and may include the official copy of records requested or copies thereof.
1020-1 Files that include the official file copy of the released records. Follow the disposition instructions approved for the released official file copy, or destroy 6 years after the erroneous release, whichever is later. (GRS 14, item 36a)
1020-2 Files that do NOT include the official file copy of the released records. Cut off annually. Destroy 6 years after the erroneous release. (GRS 14, item 36b)

Top of Page

Information Services

File #DescriptionDisposition
1021 Information Project Files
Information service project case files maintained in formally designated information offices. Place in inactive file upon completion of project. Cut off annually. Destroy when 1 year old. (GRS 14, item 4)
1022 Information Request Files
Requests for information and copies of replies thereto, involving no administrative actions, no policy decisions, and no special compilations or research and requests for and transmittals of publications, photographs, and other informational literature. Destroy when 3 months old. (GRS 14, item 1)
1023 Acknowledgement File
Acknowledgement and transmittals of inquiries and requests that have been referred elsewhere for reply. Destroy 3 months after acknowledgement and referral. (GRS 14, item 2)

Top of Page

Audiovisuals

File #DescriptionDisposition
1027 Still Photography
For each type of photographic print, negative, and slide designated as permanent, the specific record components required by 36 CFR 1228.184 are listed below.

Black-and-white photographs: An original negative and a captioned print, or the caption information can be maintained in another file such as a database if the photo file number is clearly correlated.

Color photography: The original color negative, color transparency, or color slide; a captioned print of the original color negative and/or captioning information as described above for an original color transparency or slide; and a duplicate negative, slide, or transparency if one exists.

Slide sets: The original and a reference set and related audio recordings and script.

Filmstrips: The original and a reference set.

NOTE: See file no. 1029 for disposition of finding aids, production files, or similar files (related documentation).
1027-1 Photographs which depict significant events, personalities, and other subjects relating to the mission and activities of NARA in particular and American history in general. Included are photographs of dedication ceremonies and official events; visits from officials and significant citizens, and major program activities. EXCLUDED are photographs filed in the "Exhibit Case Files," file no. 1610. PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
1027-2 Photographs of routine award ceremonies, social events (e.g., retirement parties), and activities NOT related to the mission of the agency. Destroy when 1 year old. (GRS 21, item 1)
1027-3 Official portraits of the Archivist, Deputy Archivist, and other senior NARA officials. PERMANENT. Transfer to NARA when no longer needed for current operations. (N1-64-87-1)
1027-4 Passport photographs. Destroy when 5 years old or when superseded or obsolete, whichever is later. (GRS 21, item 2)
1027-5 Internal personnel and administrative training filmstrips and slides of programs that do NOT reflect NARA's mission. Destroy 1 year after completion of training program. (GRS 21, item 3)
1027-6 Duplicate photographs and negatives. (Nonrecord). Destroy when no longer needed.
1028 Motion Pictures, Sound Recordings, Videotapes, and other Audiovisual Records
Motion picture films, sound recordings, videotapes, and equivalent or related records created or produced by NARA or acquired from outside sources. For each type of audiovisual record designated as permanent, the specific record components required by 36 CFR 1228.184 are listed below.

Motion pictures:
NARA-sponsored films for distribution (informational films): The original negative or color original plus separate optical sound track; an intermediate master positive or duplicate negative plus optical sound track; and a sound projection print.

Films made for internal use (program films): The original negative or color original plus sound, and a projection print.

Acquired films: Two projection prints.

Unedited footage, out takes, and trims, showing unrehearsed historical events or historically significant phenomena: The original negative or color original and a work print, properly arranged, labeled, and described.

Sound recordings: The original tape or earliest available generation of the recording, and a subsequent generation copy for reference.

Compact discs: The origination recording (regardless of form) and two compact discs.

Video recordings:
Videotape: The original or earliest generation videotape and a reference copy. Industrial-quality or professional videotapes shall be used as originals (e.g., BetaCam). Reference copies can be on VHS.

Videodisc: The pre-master videotape used to manufacture the disc and two copies of the disc. (For videodiscs that run on interactive software and nonstandard equipment, contact the NARA Records Officer at the time of transfer. Certain formats may NOT be acceptable for transfer to NARA.)

NOTE: See file no. 1029 for disposition of finding aids, production files, or similar files (related documentation).
1028-1 Official record set. The original master sound or video recording, or the original film negative and one print of motion picture film that document NARA's mission, programs, and activities. Includes NARA-sponsored productions intended for public distribution; NARA-sponsored training productions that explain agency functions or activities (other than those identified in file no. 1028-5); recordings of public meetings or speeches, NARA-sponsored conferences, guest speakers, testimony of agency officials before Congress and at other hearings, and interviews with NARA officials and staff; and other productions created to disseminate information to the public regarding NARA operations and programs. PERMANENT. Transfer to NARA when 5 years old. (N1-64-96-2, item 9a)
1028-2 All other copies. Destroy when no longer needed for current agency business. (N1-64-96-2, item 9b)
1028-3 Items acquired from outside sources for personnel and management training. Destroy 1 year after completion of training program. (GRS 21, item 9)
1028-4 Internal personnel and administrative training programs that do NOT reflect the mission of the agency. These include "role-play" sessions, management and supervisory instruction, etc.) Destroy 1 year after completion of training program. (GRS 21, item 17)
1028-5 Recordings that document routine meetings and award presentations. Destroy when 2 years old. (GRS 21, item 20)
1028-6 Duplicate dubbings and pre-mix elements. DISPOSAL NOT AUTHORIZED. Disposition to be determined at a later date.
1029 Related Documentation for Audiovisual Records
1029-1 Permanent records - related documentation. Covers finding aids and production documentation (if any) for photography, motion pictures, sound recordings, videotapes, and other audiovisual records. See file nos. 1027 and 1028 for the actual records.
a. Finding aids. These may include existing finding aids such as: data sheets, shot lists, continuities, review sheets, catalogs, indexes, and list of captions; and other documentation that are helpful or necessary for proper identification or retrieval. May be in text, card, microform, or electronic format.
Transfer to NARA at the same time the related records are transferred. (N1-64-96-2, item 10a)
b. Production case files or similar files that include copies of production contracts, scripts, transcripts, and appropriate documentation bearing on the origin, acquisition, release, and ownership of the production.
Transfer to NARA at the same time the related records are transferred. (N1-64-96-2, item 10b)
1029-2 Temporary records - related documentation. Covers finding aids and production documentation (if any) for photography, motion pictures, sound recordings, videotapes, and other audiovisual records. See file nos. 1027 and 1028 for the actual records.
a. Finding aids for identification, retrieval, or use of temporary audiovisual records.
Dispose of according to instructions covering the related audiovisual records. (GRS 21, item 29)
b. Production files or similar files that document origin, development, acquisition, use, and ownership of temporary audiovisual records.
Dispose of according to instructions covering the related audiovisual records. (GRS 21, item 28)
1030 Posters
Posters created by NARA for distribution Government-wide or to the public. PERMANENT. Transfer 2 copies to NARA upon publication. (N1-64-90-1)

Top of Page

Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
1099 Word Processing Files and Electronic Mail (E-mail) Records
1099-1 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)
1099-2 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.
About the National Archives >

The U.S. National Archives and Records Administration
1-86-NARA-NARA or 1-866-272-6272

.