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Chapter 18 National Archives Trust Fund

August 07, 2007

These operational records relate to the National Archives Trust Fund Board, its meetings and bylaws, and its administration of the Trust Fund and Gift Fund which support various archival programs.

Trust Fund Board

File #DescriptionDisposition
1801 Bylaws, Rules, and Regulations File
Documents created by the Trust Fund to record amendments, repeals, revisions, and deletions to the bylaws. Included are approved copies of the bylaws, amendments, background papers, and related records. PERMANENT. Cut off when superseded or no longer needed, hold 5 years, and transfer to NARA. (N1-64-87-1)
1802 Trust Fund Board Files
Documents created and accumulated by the Trust Fund Board in recording Board meetings, proceedings, and decisions. Included are agenda, minutes, resolutions, correspondence, memorandums, and copies of representational budgets.
1802-1 Records maintained by the Secretary of the Trust Fund. Arranged chronologically. PERMANENT. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1)
1802-2 Other copies. Destroy when no longer needed for reference. (N1-64-87-1)
1803 Trust Fund Annual Report
Documents accumulated in compiling the Trust Fund's annual report. Included are copies of the report, summary data on Trust Fund expenditures, and related records.
1803-1 Record copy of reports maintained by the Secretary of the Trust Fund. Arranged chronologically. PERMANENT. Cut off in 10-year blocks. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1)
1803-2 Background materials and other copies. Cut off annually. Destroy when 3 years old. (N1-64-87-1)

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Financial Records

File #DescriptionDisposition
1804 Gift Fund File
Documents created by the Trust Fund to record the programs of the Gift Fund: the grant program administered by the National Historical Publications and Records Commission (NHPRC); and cultural and archival programs sponsored by the Offices of Records Services - Washington, DC (NW), Regional Records Services (NR), and Presidential Libraries (NL). Included are grant applications, correspondence, copies of the representational budget, publications, plans of programs, lists of speakers, receipts, and related records. PERMANENT. Cut off upon completion of program or grant. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
1805 Order Fulfillment and Accounting System (OFAS) and Related Records
Records documenting customer orders for products and services, and related reports and summaries for administration of the National Archives Trust Fund. Orders include those for researching and reproducing records, publications of popular documents (e.g., Census microfilm), and merchandise. Records document order entry, order fulfillment tracking, and payment. Includes orders placed at "point of sale" (walk-in), by phone, fax and mail, and those received via NARA's web-based Order Online! system. The auditable copies of these records are maintained by NARA's financial services bureau (currently the Bureau of the Public Debt, Administrative Resources Center).
1805-1 Order history file (OFAS) Cut off annually. Delete when 3 years old. (N1-64-07-3, item 1b)
1805-2 Order transaction files (regardless of source: Point-of-sale entry, phone, mail or fax order, or from the online ordering system).
a. Unpaid BillMe orders and unapproved credit card orders that remain outstanding for more than 90 days.
Cut off at end of quarter. Delete 3 years after cutoff. (N1-64-07-3, item 2a)
b. Paid Orders (Paid BillMe orders and approved credit card orders) and all other transaction records. Includes, but not limited to:
  • Customer Payments (Lockbox) - Customer Payment data, database, and text files on the local network drive;
  • Point of Sale - Records of walk-in (cash and carry) transactions (includes orders mailed to a regional office);
  • Transaction History (Receivables Management and Customers) - Includes transaction and distribution history, receivables distribution history, period history and journal history;
  • General Ledger - Records of all posted (completed) transactions; and:
  • Sales Order Processing History
Cut off at end of quarter. Delete 3 years after cutoff. (N1-64-07-3, item 2b)
1805-3 Summaries and statistical reports derived from data on the system. This information does not include individual identification of customers. Cut off annually. Destroy when 3 years old or when no longer needed. (N1-64-07-3, item 3)
1805-4 System documentation (OFAS). Date, file and output specifications and user guides. Cut off at end of year in which system documentation is superseded or obsolete. Destroy/delete 2 years after cutoff. (N1-64-07-3, item 4)
1806 Purchase and Contract Case Files
Documents accumulated by the Trust Fund in procuring supplies and services. Included are rejected bids, mailing lists, invitations for bids, abstracts of bids and tabulations, records of receipts for bids and responses, notices of award, contracts and amendments, contract summaries, purchase orders, procurement source documents, laboratory test records, purchase case progress records, purchase file transmittals, correspondence, and related records.
1806-1 Case files maintained by the National Archives Trust Fund Division (NAT).
a. Transactions that exceed the simplified acquisition threshold ($100,000) and all construction contracts exceeding $2,000.
Cut off inactive files annually and retire to records center 2 years thereafter. Destroy 6 years and 3 months after final payment. (GRS 3, item 3a[1][a])
b. Transactions at or below the simplified acquisition threshold ($100,000) and all construction contracts at or below $2,000.
Place in inactive files upon final payment. Cut off inactive files annually. Destroy 3 years after final payment. (GRS 3, item 3a[1][b])
1806-2 Copies maintained by other offices. Cut off at close of contract. Destroy when 2 years old. (N1-64-90-1)
1807 NARA Online Ordering System (Order Online! / SOFA) and Related Records
Records documenting web-based customer orders for products and services. Orders are for reproductions of popular documents (e.g. Census), and researching and copying records. Includes records enabling customers to track and smart-fill online orders, initiate financial transactions, and for staff to track and fulfill orders. May include orders paid by other than credit card originating with the Order Fulfillment and Accounting System (OFAS) (mail, fax, phone, or Point of Sale).
1807-1 Customer profile data Delete when no longer needed for administrative or financial purposes. (N1-64-07-2, item 1)
1807-2 Order transaction files (NATF Form 72, Order for Reproduction Services)
a. Form 72 Quotes.
Cut off at end of fiscal year. Delete or destroy when 2 years old. (N1-64-07-2, item 2a)
b. Form 72 Orders.
Cut off at end of fiscal year. Destroy when 1 year old. (N1-64-07-2, item 2b)
c. Canceled orders.
Cut off at end of fiscal year. Delete or destroy when 1 year old. (N1-64-07-2, item 2c)
1807-3 Fulfillment-related records created and received by custodial/reference units and the authorized contractor:
a. Originals of requests (e.g. Form 80's) scanned into the order fulfillment system.
File after verifying readability of scan and attachment to correct order number. Cut off at end of FY. Destroy 3 years after cutoff. (N1-64-07-2, item 3a)
b. Pull slips, NA form 14001's (Reference Service Slips) and copies of packing slips. (NOTE: Because these NA form 14001's are used internally, they are marked to distinguish them from public research room 14001's.)
Cut off at end of FY. Destroy when 3 years old. (N1-64-07-2, item 3b)
c. Other hardcopy records.
Cut of at end of FY. Destroy when 3 years old. (N1-64-07-2, item 3c)
1807-4 System documentation. Data, file, and output specifications and user guides. Cut off at end of year in which system documentation is superseded or obsolete. Destroy/delete 2 years after cutoff. (N1-64-07-2, item 4)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
1899 Word Processing Files and Electronic Mail (E-mail) Records
1899-1 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)
1899-2 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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