Disposition of Federal Records: A Records Management Handbook
2000 Web Edition (of 1997 printed publication)
Disposition of Federal Records - Chapter IV
Figure 4-3. Examples of Disposition Instructions for Temporary Records
Security Violation Files.
Case files relating to investigations of alleged violations of Executive orders, laws, or agency regulations for the safeguarding of national security information.
Files relating to alleged
violations of a sufficiently
serious nature that
they are referred to
the Departments of
Justice or Defense
for prosecutive determination,
exclusive of files
held by Department
of Justice or Defense
for making such determinations.
Cut off at end of fiscal year in which case is closed. Destroy 5 years after cutoff.
All other files, exclusive
of documents placed
in official personnel
Cut off at end of fiscal year in which final action is taken. Destroy 2 years after cutoff.
- Files relating to alleged violations of a sufficiently serious nature that they are referred to the Departments of Justice or Defense for prosecutive determination, exclusive of files held by Department of Justice or Defense offices responsible for making such determinations.
Budget Report Files.
Periodic reports on the status of appropriation accounts and apportionment.
- Annual report (end of fiscal year).
- Destroy when
5 years old.
- All other reports.
- Destroy 3 years after the end of the fiscal year.
Documents arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected and, if not received, should be traced on a given date.
- A note or other reminder to take some other action.
- Destroy after
action is taken.
- The file copy, or an extra copy, of an outgoing communication, filed by the date on which a reply is expected.
- Withdraw papers when reply is received. (1) If suspense copy is an extra copy, destroy immediately. (2) If the suspense copy is the file copy, incorporate it into the appropriate files.
Word Processing Files.
Documents such as letters, messages, memorandums, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes when used to produce a hard copy that is maintained in organized files.
- Delete when no longer needed to create a hard copy.
Case Handling Information
Processing System (CHIPS).
This system is designed to provide management controls over all cases brought before the board. Categories of information include types of cases, case status, and regional distribution of cases. The system is used to manage the agency's resources, monitor the processing of cases, prepare the agency's budget, and publish the annual report to the Congress.
- Input forms.
- Destroy after
data has been verified.
- Electronic data.
- Delete when
superseded or no longer
needed for administrative
- Computer printouts.Cut off at end of fiscal year.
- Destroy 2 years after cutoff.
Note: Web version may vary from the printed version.