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Chapter 17 National Historical Publications and Records Commission

July 12, 2000

These operational records relate to National Historical Publications and Records Commission (NHPRC) programs to promote, encourage, and support private and public sector documentary projects and programs that preserve and make available for use historical records. Included are files pertaining to Commission meetings, grant case files, final products, finding aids, training materials, and NHPRC publications.

Commission

File #DescriptionDisposition
1701 Commission Membership Files
Documents accumulated in recording appointments to NHPRC and other official actions affecting Commission membership. Included are correspondence, appointment orders, letters of resignation, other official actions, and related records. Files are arranged alphabetically by member. PERMANENT. Cut off in 5-year blocks. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1)
1702 Commission Meeting Files
1702-1 Documents created in recording NHPRC proceedings. Included are agenda, minutes, policy papers, committee reports, typed transcripts, tape recordings of meeting proceedings, and related records. Arranged by subject. PERMANENT. Transfer to NARA when no longer needed for current operations. (N1-64-87-1)
1702-2 Circular letters, containing routine information (e.g., copies of agenda, minutes, etc.), sent from the Executive Director to Commission members. Cut off annually. Destroy when 3 years old. (N1-64-87-1)
1703 NHPRC Annual Report
Documents accumulated in compiling NHPRC Annual Report to Congress. Included are copies of the report, summary data on NHPRC activities and achievements, and related records.
1703-1 Record copy of reports submitted prior to 1985. (File record copy of annual reports submitted in 1985 and thereafter in file no. 121, NARA Annual Report to Congress.) Arranged chronologically. PERMANENT. Transfer complete set to NARA in 1990. (N1-64-87-1)
1703-2 Background materials. Cut off annually. Destroy when 3 years old. (N1-64-87-1)

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Grant Administration

File #DescriptionDisposition
1704 Program Correspondence and Subject Files
1704-1 Correspondence and/or subject files, including memoranda, reports, forms, and other records relating to legal establishment of the NHPRC grant programs, their policies and basic procedures, and the management and evaluation of the grants. Arranged by subject. PERMANENT. Cut off annually. Transfer to NARA in 10-year blocks when 20 years old. (N1-64-87-1)
1704-2 Correspondence and/or subject files relating to routine operations and daily activities in administration of the NHPRC grant programs.
a. Records Program Correspondence.
Cut off annually. Destroy when 2 years old. (GRS 3, item 14)
b. Publications Program Correspondence.
Cut off annually. Destroy when 2 years old. (GRS 3, item 14)
1705 Grant Administration Study Files
Documents accumulated by the staff in studying special problems relating to the administration of grants. Included are studies and related background records.
1705-1 Record copy of study. Arranged alphabetically by subject. PERMANENT. Place in inactive file upon completion of study. Cut off inactive files every 5 years. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
1705-2 Other materials. Cut off annually upon completion of study. Destroy when 3 years old. (N1-64-87-1)
1706 Gift Fund Files
Documents accumulated as a result of NHPRC activities to raise private funds to support NHPRC-sponsored projects. Included are correspondence, reports of income and disbursement, and related records. Cut off annually, hold 5 years, and retire to records center. Destroy when 20 years old. (N1-64-87-1)
1707 Grant Control Files
Indexes, registers, logs, or other records related to the control of assigning numbers or identifying projects, applications, and grants. Destroy or delete when 2 years old, OR 2 years after the date of the latest entry, whichever is applicable. (GRS 23, item 8)
1708 Fellowship Application Files
Documents accumulated in accepting, declining, and administering annual fellowships. Included are applications, background materials, listings of proposed projects and prospective candidates, correspondence with candidates, and related records.
1708-1 Accepted applications.
a. Applications relating to the Records Program.
Upon approval, transfer documents to file no. 1710, Records Program Grant Case Files. (N1-64-87-1)
b. Applications relating to the Publications Program.
Upon approval, transfer documents to file no. 1711, Publications Program Grant Files. (N1-64-87-1)
1708-2 Unsuccessful (rejected or withdrawn) applications. Cut off annually. Destroy when 5 years old. (N1-64-87-1)
1709 Grant Application Files
Applications, memoranda, correspondence, and other records (e.g., staff, reviewer, and panelist comments) relating to the decision to accept or reject grant proposals; and correspondence between the staff and applicant. Files are arranged by type of grant (Records Program grant or Publications Program grant). Records Program files are arranged alphabetically by state, and within state by proposal number. Publications Program files are arranged alphabetically by title of project.
1709-1 Accepted applications.
a. Applications relating to the Records Program.
Upon approval, transfer documents to file no. 1710, Records Program Grant Case Files. (N1-64-87-1)
b. Applications relating to the Publications Program.
Upon approval, transfer documents to file no. 1711, Publications Program Grant Files. (N1-64-87-1)
1709-2 Unsuccessful (rejected or withdrawn) applications. Cut off annually. Destroy when 5 years old. (N1-64-00-1)
1710 Records Program Grant Case Files
Case files consisting of the grant or fellowship application, correspondence concerning program and fiscal matters, grant instrument, payment vouchers, approved budget with any amendments, interim and final narrative and expenditure reports, evaluation materials from reviewers and panelists, newspaper clippings, and related records. Files are arranged alphabetically by state and within state by grant number.
1710-1 Grant case files selected annually by the Records Program Director for permanent retention. Files selected must meet one or more of the following criteria:
  • The grant established a precedent for changing Commission policy or procedures;
  • The grant received widespread attention from the news media;
  • The grant was widely recognized for its excellence by historians, archivists, records managers, or others active in the field;
  • The grant was reviewed at length in the narrative portions of the Commission's annual report; or
  • The grant was the subject of extensive litigation.
PERMANENT. Cut off annually following completion of project, hold 5 years, and retire to records center. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1)
1710-2 All other Records Program Grant Case Files. Cut off annually following completion of project, hold 5 years, and retire to records center. Destroy when 15 years old. (N1-64-87-1)
1711 Publications Program Grant Files
Case files consisting of the grant or fellowship application, correspondence concerning program and fiscal matters, grant instrument, payment vouchers, approved budget with any amendments, interim and final narrative and expenditure reports, evaluation materials from reviewers and panelists, reference reports, newspaper clippings, and related records. Although a separate Project Correspondence File is maintained for informal correspondence between the project director and the Publications Program staff, these files are consolidated with the grant case file when the grant is completed (correspondence concerning editing techniques and related materials are filed in 1704). PERMANENT. Cut off upon completion of the grant. Consolidate with Grant Case File. Destroy all duplicates. Schedule in accordance with file no. 1710, Records Program Grant Case Files. (N1-64-87-1)
1712 Final Product Files
Published reports, books, studies, audiovisual materials, or any other final grant products and related records in textual or machine-readable form.
1712-1 Final products submitted on or before September 30, 1985. Arranged numerically by project. PERMANENT. Transfer to NARA when no longer needed for reference OR when 30 years old, whichever is sooner. (N1-64-87-1)
1712-2 Final products submitted after September 30, 1985.
a. Record copy. Arranged numerically by project.
PERMANENT. Upon completion of the project, place final product in inactive file. Cut off inactive files in 5-year blocks. Transfer final products to NARA in 5-year blocks when 20 years old. (N1-64-87-1)
b. Reference copy of final product.
Destroy when no longer needed. (N1-64-87-1)
1713 Finding Aid Files
Lists of documents at NARA, the Library of Congress, and other repositories relating to NHPRC projects. Lists are compiled by NHPRC staff. Arranged alphabetically by project name. PERMANENT. Transfer to NARA when no longer needed for current operations OR when 30 years old, whichever is sooner. (N1-64-87-1)
1714 Institute for Documentary Editing
Documents created in preparing, organizing, and administering training sessions in the field of documentary editing.
1714-1 Schedules, class lists, correspondence, and related records. Cut off annually, hold 2 years, and retire to records center. Destroy when 7 years old. (N1-64-87-1)
1714-2 Handouts, reference files, and similar documents. Destroy when superseded or obsolete. (N1-64-87-1)
1714-3 Records selected for historical and technical significance in documenting the status and progress of documentary editing. PERMANENT. Cut off in 5-year blocks. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-90-1)

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Publications

File #DescriptionDisposition
1715 Publications Catalog
Record copy of Publications Catalog and background materials used to compile listing of NHPRC Publications Program projects.
1715-1 Record copy. PERMANENT. Transfer to NARA when 10 years old. (N1-64-87-1)
1715-2 Background materials. Destroy 2 years after publication. (N1-64-87-1)
1716 Annotation Newsletter
Record copy of each NHPRC newsletter, Annotation, and background materials used to compile the newsletter.
1716-1 Record set of newsletters. Arranged chronologically. PERMANENT. Place in inactive file upon publication. Cut off inactive files in 5-year blocks. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
1716-2 Background materials. Destroy 2 years after publication. (N1-64-87-1)
1717 NHPRC Directory Files
Documents created in the preparation of the Directory of Archives and Manuscript Repositories in the United States. Included are survey questionnaires (Repository Information Forms), machine-readable data base, record copy of Directory, and related policy papers concerning the overall development of the Directory.
1717-1 Record copy of Directory and related policy papers. Arranged by subject. PERMANENT. Transfer to NARA when 10 years old. (N1-64-87-1)
1717-2 Survey questionnaires and other records. Destroy when superseded or obsolete. (N1-64-87-1)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
1799 Word Processing Files and Electronic Mail (E-mail) Records
1799-1 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)
1799-2 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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