| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1601 |
Professional and Scholarly Conferences and Symposia Files | |
|
Records accumulated by NARA staff while planning, managing, and publishing the proceedings of professional and scholarly conferences and symposia (lasting one or more days in duration) and any associated receptions. Conferences and symposia may be sponsored or co-sponsored by NARA or Presidential library support organizations, and may also be co-sponsored with not-for-profit corporations. EXCLUDES records created and maintained exclusively by Presidential library support organizations and not-for-profit corporations.
NOTE: See the following items (in Chapter 13 and this chapter) for records of similar programs:
- 1305 - RACO and other records management conferences; and
- 1602 - Ceremonies and events (includes lectures, forums, seminars, and panel presentations that last less than 1 day in duration).
| |
| 1601-1 |
Administrative records associated with the logistics of planning, scheduling, and managing conferences, symposia, and associated receptions. Records may include any of the following: correspondence, forms, notes, mailing lists, invoices, receipts, advertisements, and other related records. Also may include records related to publishing the proceedings in textual and/or electronic formats. |
Cut off upon completion of the conference or symposium OR upon publication of proceedings in textual and/or electronic formats. Destroy 3 years after cutoff OR when no longer needed for administrative or reference purposes, whichever is later. (N1-64-02-1, item 1a) |
| 1601-2 |
Published and unpublished program proceedings and related records. | |
|
a. Textual and electronic records and supporting nontextual items pertaining to program proceedings. Records may include any of the following: programs; invitations; speeches; presentations; handouts; conference volumes or videotapes, with accompanying transcripts, intended to substitute for volumes; copyright releases and authorizations; and material relating to press coverage. |
PERMANENT. Cut off upon completion of the conference or symposium OR upon publication of proceedings in textual and/or electronic formats. Transfer to NARA 5 years after cutoff. (N1-64-02-1, item 1b[1])
NOTE: Audiovisual and electronic records must be transferred to NARA in accordance with 36 CFR 1228.266 and 36 CFR 1228.270 respectively. Electronic files must be transferred in a format that is acceptable to NARA at the time of transfer. |
|
b. Video and audio recordings of proceedings, reception speeches, and interviews, copyright releases and authorizations, and any other related documentation. | |
|
(1) Video and audio recordings and related documentation that significantly enhance knowledge and understanding of the proceedings and other related information. (See file no. 1601-2a for videotapes that are intended to substitute for conference volumes.) |
PERMANENT. Transfer to NARA in accordance with file no. 1601-2a. (N1-64-02-1, item 1b[2][a]) |
|
(2) Video and audio recordings and related documentation that do NOT significantly enhance knowledge and understanding of the proceedings and other related information. |
Destroy when 10 years old OR when no longer needed for reference, whichever is later. (N1-64-02-1, item 1b[2][b]) |
| 1602 |
Ceremonies and Events Files | |
|
Records accumulated by NARA staff while planning and managing ceremonies, events, and associated receptions sponsored or co-sponsored by NARA or Presidential library support organizations. Ceremonies and events may also be co-sponsored with not-for-profit corporations. EXCLUDES records created and maintained exclusively by Presidential library support organizations and not-for-profit corporations.
NOTE: See the following items (in Chapter 13 and this chapter) for records of other programs:
- 1305 - RACO and other records management conferences;
- 1601 - Professional and scholarly conferences and symposia;
- 1603 - Tours;
- 1606 - Archival and genealogical workshops;
- 1607 - Teacher workshops; and
- 1608 - School programs.
| |
| 1602-1 |
Unique ceremonies, events, and associated receptions, and those that occur annually, periodically, or frequently and are considered to be "historically significant." May also include "milestone" and "gala" ceremonies and events that otherwise would be covered under 1602-2. | |
|
a. Administrative records associated with the logistics of planning, scheduling, and managing ceremonies, events, and receptions. Records may include any of the following: correspondence, forms, notes, mailing lists, invoices, receipts, advertisements, and other related records. |
Cut off after all historical documentation of the ceremony or event has been collected. Destroy 5 years after cutoff OR when no longer needed for administrative or reference purposes, whichever is later. (N1-64-02-1, item 2a[1]) |
|
b. Textual and electronic records and supporting nontextual items maintained for historical documentation. Records may include any of the following: programs or schedules, speeches, presentations, handouts, invitations and lists of guests, lists and biographies of speakers, copyright releases and authorizations, material relating to press coverage, substantive correspondence, video and/or audio recordings, photographs, and posters. |
PERMANENT. Cut off after all historical documentation of the ceremony or event has been collected. Transfer to NARA 5 years after cutoff. (N1-64-02-1, item 2a[2])
NOTE: Audiovisual and electronic records must be transferred to NARA in accordance with 36 CFR 1228.266 and 36 CFR 1228.270 respectively. Electronic files must be transferred in a format that is acceptable to NARA at the time of transfer. |
| 1602-2 |
Ceremonies, events, and associated receptions that occur routinely and are NOT considered to be "historically significant," "milestone," or "gala."
- Administrative records pertaining to the logistics of planning, scheduling, and managing ceremonies, events, and receptions may include: correspondence, forms, notes, mailing lists, invoices, receipts, advertisements, and other related records.
- Textual and electronic records and supporting nontextual items maintained for historical documentation may include:
- Programs or schedules;
- Speeches, presentations, and handouts;
- Invitations and lists of guests;
- Lists and biographies of speakers;
- Copyright releases and authorizations;
- Material relating to press coverage;
- Substantive correspondence;
- Video and/or audio recordings; and
- Photographs and posters.
|
Cut off annually. Destroy 3 years after cutoff OR when no longer needed for administrative or reference purposes, whichever is later. (N1-64-02-1, item 2b) |
| 1603 |
Study Tour Files | |
|
Documents accumulated in arranging tours for college groups, professional organizations, and other interested groups. Included are lists of these groups, program outlines, and related records. |
Cut off annually. Destroy when 5 years old. (N1-64-87-1) |
| 1604 |
International Visitors File | |
|
Documents accumulated pertaining to the arrangement of tours, special education, and education internships for foreign visitors. Included are lists of foreign visitors, training materials, and related records. |
Cut off annually. Destroy when 5 years old. (N1-64-87-1) |
| 1605 |
Volunteer and Tour Program Files | |
|
Documents created in developing and administering the volunteer and tour programs for the National Archives. Included are papers on the development and administration of the Volunteer Associations, tour programs, community and school relations, and related records. | |
| 1605-1 |
Development papers, brochures, and plans for program promotion and membership activities. Arranged by subject. |
PERMANENT. Cut off every 5 years, hold 2 years, and retire to records center. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1) |
| 1605-2 |
Correspondence, memoranda, and other records relating to the administration of these programs. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1605-3 |
Individual volunteer files. Includes application, record of hours worked, and other records pertaining to the volunteer's service. |
Cut off when volunteer departs program. Destroy when 4 years old. (N1-64-92-3) |
| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1606 |
Education Workshop Training Files | |
| 1606-1 |
Correspondence, memoranda, notices, mailing lists, and other records relating to archival and genealogical workshops. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1606-2 |
Training materials, including workshop outlines, handouts, and audiovisual materials. |
Destroy when superseded or obsolete. (N1-64-87-1) |
| 1607 |
Teacher Workshop Files | |
| 1607-1 |
Correspondence, memoranda, notices, mailing lists, and other records relating to workshops for teachers. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1607-2 |
Training materials, including workshop outlines, handouts, and audiovisual materials. |
Destroy when superseded or obsolete. (N1-64-87-1) |
| 1608 |
School Program Training Materials Files | |
| 1608-1 |
Correspondence, memoranda, notices, mailing lists, and other records relating to school programs. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1608-2 |
Training materials, including workshop outlines, handouts, and audiovisual materials. |
Destroy when superseded or obsolete. (N1-64-87-1) |
| 1609 |
Modern Archives Institute Files | |
|
Records related to developing, planning, administering, conducting, and evaluating the Modern Archives Institute, a program for persons working in the fields of archives, manuscripts, special collections management, and records management. NARA offers this 2-week course, in partnership with the Library of Congress, to provide an introduction to archival theory and practice and the responsibilities of archival work. | |
| 1609-1 |
Files maintained by the Institute Director. | |
|
a. Lists of class participants; class profiles; aggregated evaluation data; and curriculum plans, notes, and other records documenting major changes in course structure, direction, and/or content. Also includes, for every third year (starting with the 70th Institute in January 1992), the final brochure and a complete binder of instructional materials provided to participants. Records are arranged chronologically. |
PERMANENT. Cut off after closeout of each Institute. Transfer to NARA in 10-year blocks when newest records are 10 years old. (N1-64-02-11, item 1) |
|
b. Photographic materials for brochures; individual evaluation forms; and curriculum plans, notes, and other records documenting routine plans for and changes to semiannual Institutes. Also includes final brochures and complete binders of instructional materials that are NOT covered under 1609-1a. Records are arranged chronologically. |
Cut off after closeout of each Institute. Destroy when 5 years old. (GRS 1, item 29a[1]) |
| 1609-2 |
Records relating to logistics and other administrative functions. Arranged chronologically by Institute. |
Cut off after closeout of each Institute. Destroy 2 years after cutoff. (N1-64-02-11, item 3) |
| 1609-3 |
Files maintained by NARA staff members who serve as instructors for Institute sessions. |
Destroy when superseded, obsolete, or no longer needed for reference. (N1-64-02-11, item 4) |
| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1610 |
Exhibit Case Files | |
|
Documents related to exhibits prepared in the National Archives Building, National Archives at College Park, records centers, regional archives, Presidential libraries and museums, and other archives facilities. Included are lists of exhibited items, captions for exhibit cases, photographs, background materials, correspondence relating to items borrowed for exhibit, loan agreements for incoming documents, contracts, news clippings, and related records. Arranged by exhibit title. | |
| 1610-1 |
Documents relating to the planning and preparation of exhibits, including photographs, correspondence, and lists of exhibit items. |
PERMANENT. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1) |
| 1610-2 |
Records of an administrative nature, such as copies of contracts and agreements, and records covered elsewhere in the NARA Records Schedule. |
Destroy when 10 years old OR sooner if no longer needed. (N1-64-87-1) |
| 1611 |
Graphic Record Files | |
| 1611-1 |
Exhibit-related graphics. Documents accumulated in the production of exhibits. Included are blueprints, typeset proofsheets of text, specifications for fabrication, and samples of exhibits as installed. |
Cut off upon termination of exhibit. Destroy when 10 years old. (N1-64-87-1) |
| 1611-2 |
All other graphics. Documents accumulated in the preparation of graphics for National Archives programs and events. Included are production boards for NARA publications, type and specifications for NARA signs, record copy of materials such as graphics, posters, etc., and educational program posters and brochures. |
Cut off after project is completed. Destroy when 10 years old. (N1-64-87-1) |
| 1612 |
Photographic Security Copies | |
|
Documents accumulated as security copies of original documents exhibited or loaned. Included are black and white or color negatives, prints, transparencies, and photographs.
| |
| 1612-1 |
Facsimiles accumulated by Exhibits Programs. |
Transfer to the custodial unit when no longer needed. (N1-64-87-1) |
| 1612-2 |
Facsimiles accumulated by custodial units. |
Destroy when superseded or obsolete. (N1-64-87-1) |
| 1613 |
Exhibit Loan File | |
|
Documents accumulated in the administration of loans for exhibition by Federal agencies, museums, historical societies, and educational institutions.
| |
| 1613-1 |
Documents relating to the preparation and administration of loans (whether approved or denied), including correspondence, lists of borrowers and items loaned, loan agreements, insurance policies, condition reports, news clippings, and related records. Arranged by assigned number. |
PERMANENT. Cut off after termination or disapproval of loan. Transfer to NARA in 5 year blocks when 10 years old. (N1-64-90-1) |
| 1613-2 |
Documents relating to withdrawn loan requests. |
Cut off annually. Destroy when 10 years old. (N1-64-90-1) |
| 1613-3 |
Records of an administrative nature, such as copies of agreements and records covered elsewhere in the NARA Records Schedule. |
Destroy when 10 years old OR sooner if no longer needed.
(N1-64-90-1) |
| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1614 |
Museum Shop Records | |
|
Documents accumulated for the purpose of developing purchasing history, including: copies of purchase orders/agreements; samples of products; and vendor files that show products ordered, data, quantity, price, terms, frequency, etc. Also accumulated are records relating to sales history, sales promotions, and product development specifications.
| |
| 1614-1 |
Documents used to post history file. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1614-2 |
History file. |
Destroy when obsolete. (N1-64-87-1) |
| 1614-3 |
Inventory records. |
Cut off annually. Destroy when 3 years old. (N1-64-90-1) |
| 1615 |
Marketing Files | |
|
Documents accumulated relating to broad marketing plans, specific marketing campaigns for products (copies of space ads, direct mail pieces, etc.), mail lists and record of sources, and analytical reports. |
Cut off after life cycle of campaign. Destroy when 4 years old. (N1-64-87-1)
|
| 1616 |
Reciprocal Advertising File | |
|
Documents accumulated in arranging reciprocal agreements with historical societies, educational institutions, and other organizations in printing advertisements. Included are copies of advertisements, contracts, and related records. |
Cut off annually. Destroy when 4 years old. Earlier disposal authorized IF no longer needed. (N1-64-87-1)
|
| 1617 |
Conference Exhibitions | |
|
Documents accumulated in the preparation and scheduling of conference exhibits, including files containing conference names, purpose for attendance, arrangements for booth and shipment of materials, and lists or samples of materials displayed. |
Cut off annually. Destroy when 4 years old. (N1-64-87-1)
|
| 1618 - 1698 |
Reserved
| |
