RFQ Amendment 0001 (GAO Records Retention Schedules - Space Management Services).pdf

2014 Revision 11/12/2015

Administrative Schedule Page 1

GAO Records Retention Schedules

With 2015 NARA-Approved Pen and Ink Changes

(Approved by the National Archives and Records Administration in FY07. Effective October 1, 2007, applies to all records of all formats currently in GAO offices, regardless of creation date.)

Schedule 1: Administrative Schedule (N1-411-06-1)

The Administrative Schedule covers common housekeeping and administrative program management functions carried out across the agency that support GAO’s mission and routine operations, but do not directly document the performance of mission functions. Administrative records relate to common agency-wide functions such as: budget and finance, communications, facilities, health and safety, information technology and services, payroll and benefits, personnel, procurement and supply, public and congressional relations, security and protective services, and travel. This records schedule covers administrative support records represented and not represented by the General Records Schedules (GRS), and covers records in all formats.

As these records are created and maintained in different media and formats, this records schedule is written to authorize the disposition of the records in any media (media neutral).

GAO would maintain these records throughout their life cycle. The permanent records will be transferred to NARA when 20 years old in accordance with regulations and procedures in place at the time of transfer.

Item 1.1: Administrative support

General administrative support records, consolidated under one common, temporary retention.

Exclusions/Exceptions are noted. These records include:

Administrative – General Budget – General (Excluding historically significant information identified in item 1.8) Building Management – General (Excluding historically significant information identified in item 1.8) Employee Organizations Employee Suggestion Program Equal Employment Opportunity Field Operations Finance Freedom of Information/Public Access Human Capital Management (Excluding Official Personnel Folders – see exception below) Records Management Information Services/Libraries Information Systems/Technology Inspector General (Excluding Inspector General Final Reports – see item 1.4) Mail and Couriers Pay and Benefits Personnel Appeals Board (Including EEO Oversight and PAB OGC) Procurement

Administrative Schedule Page 2

Property Management Public Affairs – General (Excluding historically significant information identified in item

1.8) Publication, Graphic & Video Services – General (Excluding historically significant information identified in item 1.8) Security Telecommunications Training (Including Appropriations Law Forum and Training) Travel Vehicle Management Workforce Planning and Staffing

Disposition: TEMPORARY. Destroy or Delete after 7 years.

Exception:

Human Capital - Official Personnel Folders travel with the employee or transfer to the National Personnel Records Center, St. Louis, MO, when staff retire or separate from Federal service, in accordance with Office of Personnel Management regulations and GRS 1.

Item 1.2. Special Investigations – Moved to Mission Schedule; See Item 2.4

Item 1.3. Environmental Health and Safety

Records that support the general policies, procedures, program management, and operation of GAO’s Environmental Health and Safety program. These records document routine facility and equipment safety inspections, investigations that involve health and safety, fire protection and prevention, and safety training. They include, but are not limited to, reports, memoranda, briefing files, problem reports and inspection surveys, property and accident investigation case files, complaints from GAO personnel about potential safety hazards, special studies, interagency agreements and liaison information, and program policies and guidance.

Disposition: TEMPORARY. Destroy or delete after 15 years.

Item 1.4. Inspector General Final Reports

Office of the Inspector General’s final audit, investigation, evaluation, and other final OIG report.

These records include, but are not limited to, the final audit or evaluation report, initiation papers, audit methodology and guidelines, and rebuttals and other comments on the reports.

Disposition: TEMPORARY. Destroy or delete after 20 years.

Remove Budget Administration (see new Policy item 3.8) and Special Investigation Case Files (see Mission item 2.4)

Item 1.5. Personnel Appeals Board

Administrative Schedule Page 3

Records supporting the investigation and adjudication functions of the Personnel Appeals Board (PAB) and the PAB Office of General Counsel (OGC). Adjudicatory materials include docketed case files consisting of pleadings and administrative judge orders, findings and Board decisions.

PAB OGC records include investigations and litigation case files, case tracking systems, and contact files.

Disposition: TEMPORARY. Destroy or delete 30 years after case is closed.

Item 1.6. Security Clearance Statements

Security Clearance Statements (GAO Form 71 or equivalent) for consultants, contractors, and non-GAO employees issued GAO secret or Top Secret security clearances. The last or most recent statement is maintained for 70 years after contract is terminated or the employee separates. (GAO employees’ statements are transferred to Human Capital Office and filed with the employee’s Official Personnel Folder.)

Disposition: TEMPORARY. Destroy or Delete after 70 years.

Item 1.7. Environmental Health and Safety Compliance Monitoring and Oversight

Records pertaining to indoor air quality, water quality, lead monitoring, and oversight of activities relating to asbestos and hazardous materials, including abatement and demolitions, as well as information pertaining to personnel protection and fitness testing. This category also includes fire, safety, health, and industrial hygiene contract files. Records include, but are not limited to, monitoring and oversight records, hazardous waste manifests, safety data sheets, medical exams, and medical records.

Disposition: TEMPORARY. Destroy or Delete after 75 years.

Exception:

Records containing information about the presence, location and quantity of asbestos in the building are kept for the duration of building ownership and are transferred to successive owners.

Item 1.8. Historically significant records to be transferred to the National Archives of the United States:

GAO budget submission and testimony Building Management - historically significant building construction and renovation information, including but not limited to As-Built Drawings, Architectural Renderings, and Photographic records.

Public Affairs – Press Releases Publication, Graphic & Video Services – GAO publications, posters, and historically significant audio-visual records

Administrative Schedule Page 4

Disposition: PERMANENT. Retain for 20 years, then transfer to the National Archives in 5 year blocks when the most recent record in the block is 20 years old, in accordance with NARA regulations and procedures in place at the time of transfer.

Note: Publication, Graphics, and Video Services records may be transferred to NARA in 5 years.

NEW ITEM:

Item 1.9: Transitory Records

Records of short-term interest that have minimal or no documentary or evidential value.

Included are such records as: routine notifications of meetings, requests for information or publications and copies of replies which require no administrative action or decision, transmittal information that does not add any information to that contained in the transmitted materials, suspense files or to-do lists that serve as reminders, and extra copies of documents when the record copy is filed in the agency recordkeeping system. Also included are non-record emails not filed in the electronic recordkeeping system, computer system transaction logs, and video surveillance tapes.

Disposition: TEMPORARY. Destroy or delete after one year or sooner if no longer needed for business purposes.

Item 1.10: Data Backups

Backup files maintained for the purpose of restoring information lost as a result of system failure or other unintentional loss of data.

Disposition: TEMPORARY. Retain for 6 months, then delete, overwrite, or recycle.

Mission Schedule Page 5

GAO Records Retention Schedules - With 2015 NARA-Approved Pen and Ink Changes

Schedule 2: Mission Schedule (N1-411-06-2)

The mission of the GAO is to support the Congress in meeting its constitutional responsibilities and to help improve the performance and ensure the accountability of the federal government for the benefit of the American people. GAO performs a wide-range of audits in the agency’s work and the majority of these engagements are conducted in response to congressional mandates or requests. The engagements include evaluations of federal programs and performance, financial and management audits, and policy analyses. GAO policies and procedures define the records that make up the Mission Schedule. They include audit documentation, data collected from the agencies, research tools, and systems to track and inventory the engagement process and product as well as communications with Congress.

As these records are created and maintained in different media and formats, this records schedule is written to authorize the disposition of the records in any media (media neutral).

GAO would maintain these records throughout their life cycle. Those engagements that are historically significant will be transferred to NARA when 20 years old. If the Archives accepts the transfer as an accession, the information would be transferred to NARA electronically.

Item 2.1: Audit Documentation and Engagement Management

Records that include all relevant material (excluding the final report) obtained or developed in connection with managing and conducting an audit assignment, including the evidence (evidentiary files) and documentation to support findings, actions taken, steps and analyses performed, conditions encountered, conclusions reached, recommendations made, and follow-up activities. The records are comprised of two pieces – evidentiary files and the Engagement Management Product Files (EMPF). Engagement documentation may consist of electronic and paper documents, data, databases, data models, artifacts, audio or video materials, photographs, maps, and other evidentiary items.

In addition, GAO follows up on federal agency actions in response to GAO recommendations, and creates case files supporting the accomplishment reports.

Disposition: TEMPORARY. Destroy or delete 5 years after engagement is closed.

NOTE: Records for audits that include an investigative component are retained for 10 years (see Item 2.4).

Exception:

Engagement Confidential Respondent Identification Files, consisting of the identity of individuals or organizations providing very sensitive personal or commercial information to GAO in audits where respondents have been given an assurance of confidentiality and any findings, conclusions, and reports will be made at an aggregated level so that no information is attributable to any individual.

Disposition: TEMPORARY. Upon verification of non-identifiable information relevant to the audit, the identifying information will be destroyed. (N1-411-03-1, approved 9/23/03)

Mission Schedule Page 6

Item 2.2: Congressional Relations

2.2.a: Records documenting interaction with Congress, such as engagement request and acceptance letters, other correspondence with members and committees, staff details to Congress, schedules of hearings and testimony, and the systems that track significant contact and activities.

Disposition: TEMPORARY. Destroy or delete after 7 years.

2.2.b: Records documenting scheduled GAO appearances at Congressional Hearings.

Disposition: TEMPORARY. Destroy or delete after 10 years.

Item 2.3: Historically significant engagements, based on the following criteria –

Established a primary source of information on an issue of far-reaching national or international importance;

Collected information on matters that are less far-reaching but significant to America’s heritage or culture;

Had a significant impact on GAO, pioneered GAO’s entry into an issue of national importance, or laid the groundwork for applying new and/or advanced evaluation methodologies;

Resulted in extensive national media attention; or Resulted in the approval of new legislation by Congress, or substantive changes to existing legislation.

Represented the primary and only source of government-wide information and data on the results of federal agency financial audits, such as the procedures, analyses, and conclusions maintained in GAO’s Financial Audit System.

Special investigations files selected based on significant Comptroller General, public, and/or Congressional scrutiny.

blocks when the most recent record in the block is 20 years old, in accordance with regulations and procedures in place at the time of transfer.

ITEM MOVED FROM ADMINISTRATIVE TO MISSION SCHEDULE – old 1.2

Item 2.4: Special Investigations

Investigative case files relating to special investigations of fraud, waste, and abuse; evaluations of security vulnerabilities; and other investigative services. Also included are audit documentation records for engagements that include an investigative component. Records include, but are not limited to, requests from Congress, investigation plans, background checks, correspondence, memorandums, reports, background materials, case disposition or referral, and related records.

Disposition: TEMPORARY. Destroy or delete 10 years after case is closed.

Mission Schedule Page 7

ITEM MOVED FROM POLICY TO MISSION SCHEDULE – Old 3.2 and part of 3.3

Item 2.5: FraudNet

Records relating to the FraudNet hotline for reporting allegations of fraud, waste, and abuse, including mismanagement of federal funds. Records include information related to individual complaints or matters, as well as tracking information, reports, correspondence, and other records that support the management and operation of FraudNet.

Disposition: TEMPORARY. Destroy or delete after 5 years.

Item 2.6: Mission-related Data Sets

Mission-related data obtained from agencies or other entities that are maintained by GAO for data analysis that support multiple engagements, longitudinal studies, or other long-term engagement-related analytical studies.

Disposition: TEMPORARY. Destroy or delete data 5 years after termination of data use.

NOTES:

(1) Original data sets obtained from agencies for use in a specific engagement and are no longer needed should be returned to the originating agency.

(2) Survey-based data issued with GAO products as Technical Appendices or E-Supplements are Permanent records (see Schedule 3, Item 3.6).

Item 2.7: Engagement Management Systems

Management information systems that support the lifecycle of GAO’s engagement process, from Congressional request and acceptance, through product issuance and engagement closeout.

Disposition: TEMPORARY. Destroy or delete 10 years after engagement is closed, or when associated engagement documentation has been dispositioned, whichever is later.

Policy Schedule Page 8

GAO Records Retention Schedules - With 2015 NARA-Approved Pen and Ink Changes

Schedule 3: Policy and Special Collections Schedule (N1-411-06-3)

Policy records document agency policies and policy development, agency origin and organization (including delegations of authority), and decisions and activities of senior executives. By their very nature, they have historical or other value to warrant their continued preservation by the federal government. The Policy Schedule covers GAO directives/orders, GAO decisions (e.g., bid protests and legal opinions, decisions for Congress and decisions on availability and use of appropriated funds), legislative histories, publications, final products and special collections, strategic planning, and agency-wide management initiatives. Publications include GAO reports, testimonies, manuals, Management News, and published legal decisions.

As these records are created and maintained in different media and formats, this records schedule is written to authorize the disposition of the records in any media (media neutral). GAO would maintain these records throughout their life cycle. The permanent records will be transferred to NARA when 20 years old in accordance with regulations and procedures in place at the time of transfer. Certain categories of permanent records, such as publications, may be transferred sooner than 20 years.

Item 3.1: Legal Decisions and Opinions – Consolidated with item 3.5

Item 3.2: Fraud – Moved to Mission Schedule; see item 2.5

Item 3.3: Fraud, Regulatory and Oversight Records

Remove item. Fraud moved to Mission Schedule; Regulatory and Oversight functions obsolete

Item 3.4: Comptroller General Memberships and Meetings

Remove item. Maintained with other CG records – all are Permanent; see item 3.6

Item 3.5a: Legal Decisions and Opinions, Bid Protests, Federal Rules Tracking, General Counsel Docket Tracking, and Policy Support Files

Legal case files (B-files) supporting GAO’s legal decisions, opinions, and reports on bid protests, Contract Appeals Board cases, Congressional Review Act Federal Rules Tracking, and other matters of federal law issued by GAO’s Office of General Counsel (OGC). Also included are case files for OGC’s legal services, legal assistance to engagement work, and General Counsel Docket Tracking.

Policy support files are records related to the development of engagement-related policies and guidance, GAO’s quality assurance system, performance measurement, and other special projects related to the engagement management process. These records include draft policy and guidance documents; analysis, discussion, and summary documents that inform policy and guidance enhancements or development;

and proposed updates to the Quality Assurance Framework and EAGLE.

Policy Schedule Page 9

Disposition: TEMPORARY. Destroy or Delete after 80 years

Item 3.5b: Legal Decisions and Opinions and records supporting Appropriations Law, the Anti- Deficiency Act, the Impoundment Control Act, and Federal Vacancies Reform Act; and Legislative Histories.

Appropriations Law and Anti-Deficiency Act - Case files (B-files) supporting GAO’s legal decisions, opinions, and reports relating to matters of federal appropriations law; and records relating to federal agency violations of the Anti-Deficiency Act and GAO’s summary reports.

Federal Vacancies Reform Act – Records that support GAO’s responsibilities under the Federal Vacancies Reform Act to track and report on vacancies in executive department and agencies positions that require Presidential appointment with Senate confirmation.

Impoundment Control Act – Records relating to GAO’s responsibilities and activities monitoring executive branch compliance with the Impoundment Control Act of 1974.

Legislative Histories – a special collection of approximately 20,000 legislative histories for public laws enacted primarily between 1921 and 1995 and selected public laws enacted beginning in 1996. In addition to public laws, committee reports, excerpts from the Congressional Record, bills, and hearings, the legislative histories in this collection may also include internal GAO materials such as comments on bills, internal memoranda, and letters.

Disposition: TEMPORARY. Destroy or Delete when no longer needed for GAO business.

Notes: 1) GAO serves as the sole official government repository of records relating to Appropriations decisions and opinions, the Anti-Deficiency Act, the Impoundment Control Act, and Federal Vacancies Reform Act. For this reason, these records are retained indefinitely at GAO. 2) Legislative histories are retained at GAO indefinitely for reference and public access.

Item 3.6: Claims; Comptroller General and Senior Executive Committee Business; GAO History; GAO Products; Orders, Directives, and Manuals; and GAO Management News.

Claims – Case files and other records supporting GAO’s settlement of claims filed under the Davis-Bacon Act, Contract Work Hours and Safety Standards Act, and related responsibilities. This item also includes Indian Tribal claims files that are on legal hold.

Comptroller General and Executive Committee Business – Records that document the activities of the Comptroller General (CG) and members of the GAO Executive Committee (EC), and that reflect policy decisions affecting agency planning, programs, and operations. The EC is comprised of the CG, Chief Operating Officer, Chief Administrative/Chief Financial Officer, and General Counsel. Also included are calendars and daily activity schedules of the Executive Committee.

This item also includes records relating to GAO’s sponsorship and participation in national and international auditing organizations (e.g., INTOSAI), as well as Congressional, intergovernmental, and other special task forces, advisory committees, and forums relating to the mission of GAO.

Policy Schedule Page 10

GAO History – Publications, papers, research project files, and other archival materials maintained in the History Program Archives collections.

GAO Products and Publications – GAO reports, testimonies, guidance documents, federal agency major rules reports, published Comptroller General Decisions, opinions, letters, speeches, and other publications and products issued by the GAO.

Orders, Directives, and Policy Manuals – Case files supporting the development, review, and approval of GAO’s orders, operational directives, and policy manuals and communications (i.e., EAGLE, policy memos, Quality Assurance Framework).

GAO Management News - An agency publication for the communication of official news to GAO staff.

blocks when the most recent record in the block is 20 years old, in accordance with regulations and procedures in place at the time of transfer.

Item 3.7: Policy Boards, Committees, GAO-wide Special Projects

Records that document the activities and decisions of internal policy advisory boards and committees, such as the Professional Practices Advisory Board and the Information Technology Investment Committee. Also included are records related to GAO-wide special projects and management initiatives that affect significant aspects of GAO policies and practices. Records include, but are not limited to, project charters, correspondence, reports, studies, and meeting minutes.

Disposition: TEMPORARY. Destroy or Delete after 20 years.

NEW ITEM: (Expanded from old Item 1.4 Budget component)

Item 3.8: Planning, Budgeting, and Performance Accountability

Records that document GAO’s strategic planning, budgeting, and performance and accountability processes. These activities include long-range planning; annual performance, budget, and resource planning and allocations; performance measurements and accomplishments, and financial information supporting results.

Disposition: TEMPORARY. Destroy or Delete after 20 years.

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impostazioni per creare documenti Adobe PDF adatti per visualizzare e stampare documenti aziendali in modo affidabile. I documenti PDF creati possono essere aperti con Acrobat e Adobe Reader 6.0 e versioni successive.)

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/NOR /POL /PTB /RUM /RUS /SKY /SLV /SUO /SVE /TUR /UKR /ENU (Use these settings to create Adobe PDF documents suitable for reliable viewing and printing of business documents. Created PDF documents can be opened with Acrobat and Adobe Reader 5.0 and…