app12.pdf

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NI 8040.1R10 Appendix 12 Records and Information Life-Cycle Management

12-1

Appendix 12 1200 Series—Logistics, Supply, Maintenance, and Transportation Files

(Approved by the Archivist of the United States December 22, 2000, #NI-537-01-1)

Logistics, supply maintenance, and transportation files relate to the procurement, storage, issue, disposition, maintenance, and accountability of all types of supplies and equipment. These files also relate to motor vehicles, such as the direction, control, and supervision of transportation functions; expediting supply shipments; the use of bills of lading, and the protective maintenance of all elements of NGA.

1201—Procurement Files. These files relate to the supervision and administration of procurement of supplies, equipment, and services.

SERIES TYPE OF FILE DISPOSITION

1201-01 OFFICIAL CONTRACT FILES

The contract files document the basis for the acquisition and the award, the assignment of contract administration (including payment responsibilities) and any subsequent actions taken by the contracting office. In addition, files that document actions reflecting the basis for and the performance of contract administration responsibilities; and the paying office contract file that documents actions prerequisite to, substantiating, and reflecting contract payments. For examples of records normally contained and/or maybe applicable, refer to the Federal Acquisition Regulation subpart 4.8 – Government Contract Files, section 4.803 “Contents of contract files”.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

TEMPORARY

a. Follow retention periods set forth in the FAR, 48 CFR 4.805.

b. Destroy/delete within 180 days after the recordkeeping copy has been produced.

12-2

1201-02

CONTRACT DISPUTES AND

APPEALS

Contract Appeals Case files arising under the Contract Dispute Act, consisting of notices of appeal and acknowledgments thereof;

correspondence between parties;

copies of contracts, plans, specifications, exhibits, change orders, and amendments;

transcripts of hearings; documents received from parties concerned;

finial decision and all other related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 6 years, 3 months after the final action on the decision.

b. Destroy when 180 days old.

c. Destroy/delete within 180 days

1201-03

PROCUREMENT DIRECTIVE

AND GUIDANCE

Records used in initiating procurement or production action designed to provide statistics concerning placement, status, delivery, and settlement of procurement actions.

a. retain until superseded.

12-3

1201-04

INTERNAL PROCUREMENT

INSPECTION

Records relating to the inspection and audit of procurement matters and contracts.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and used solely to generate

a. Destroy/delete when 6 years old after contract closing.

1201-05

(approved NI 537-09-1,4 June 2009)

CONTRACTING OFFICER

WARRANT PROGRAM

(Privacy Act applies)

Records reflecting the designation of contracting officer’s that include the specific procurement authorities delegated.

systems and electronic mail and used solely to generate

a. Destroy/delete three years after employee’s termination of Contracting Officer’s position.

b. Destroy/delete within 180 days

12-4

1201-06

(approved NI 537-09-1,4 June 2009)

CONTRACTING OFFICER

REPRESENTATIVE (COR) FILES

(Privacy Act applies)

Records reflecting the designation and rescission of contracting officer’s representative that include the specific authorities delegated.

electronic, or both)

b. Electronic copies of records using word processing system and electronic mail used solely to generate recordkeeping copies.

a. Destroy/delete three years after employee’s termination of Contracting Officer Representative’s position.

b. Destroy/delete within 180 days

1201-07

INDIVIDUAL PROCUREMENT

APPOINTMENT FILES

These files contain letters of appointment to the purchase card program; the cardholder’s or billing official’s training records, correspondence relating to their involvement in the program, and survey results.

a. Recordkeeping copies systems and electronic mail and

a. Cut off 1 year after the cardholder or billing official is no longer on active status.

Destroy/delete 3 years after cutoff.

b. Destroy/delete within 180 days after recordkeeping copy has been produced.

12-5

1202—Solid Waste Management Files. These files relate to the collection, control and disposal of solid waste production residue as defined in NI 4165.60R6, NGA Instruction for Solid Waste Management and Waste Reduction

1202-01

REPORTS

Reports covering statistics for disposition of paper, film, aluminum plates, scrap metal, and classified materials.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 3 years old.

b. Destroy/delete within 180 days after the recordkeeping copy has

1202-02

CONTRACTS AND

AGREEMENTS

Contracts and agreements that are used to manage the recycling or destruction of the production residue.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when superseded or obsolete.

b. Destroy/delete within 180 days

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1202-03

RECYCLABLE PAPER,

ALUMINUM PLATES, SCRAP

METAL, AND FILM

Records include delivery orders, receipts, weight tickets, and associated documentation.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-7

1203—Stock Control and Requisition Files. These files relate to stock control and requisitioning of supplies for depots and bulk storage supply.

1203-01

DUE-IN DOCUMENT/REGISTER

Records reflecting quantities and type of material due-in that are used as a record of due-in shipments, as a notification of shipment, or for purposes of warehouse space utilization planning. Included are copies of requisitions, purchase orders, shipping and delivery orders, and similar records. Excluded are such records, when filed with vouchers to the stock record account.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days after the recordkeeping copy has

1203-02

REQUISITION SUSPENSE AND

STATUS

Records maintained by the requisitioning office that reflect the supply status of requisitions.

Included are copies of requisitions, supply status, follow-up data, and reconciliation of open requisitions.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 2 years.

b. Destroy/delete within 180 days

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1203-03

ISSUE FILES

Issue files reflect the record of each material request release order and all supply actions taken on the request.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and used solely to generate

a. Destroy/delete when 2 years

b. Destroy/delete within 180 days after the recordkeeping copy has

1203-04

PRIORITY REQUISITION

Requisition records containing priority designators in the 1 through 8 categories that are maintained in a separate file.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and used solely to generate

a. Destroy/delete when 1 year old.

after the recordkeeping copy has

1203-05

REQUISITION REGISTER

Registers maintained to record requisitions submitted to other Government agencies for supplies to furnish to NGA.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

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1203-06

PACKAGING AND HANDLING

DEFICIENCY REPORTS

Reports submitted by receiving activities concerning deficiencies in the preservation, packaging, marking, or handling of supplies, equipment, or materials. Included are reports of packaging and handling deficiencies, reports of corrective action, and related data.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

1203-07

STOCK INVENTORY AND

RECONCILIATION

Stock balance sheets or comparable work papers used for purposes of inventory, reconciliation, or adjustment of stock balances.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 2 years from date of list.

b. Destroy/delete within 180 days

12-10

1203-08

SUPPLY OPERATIONS

Reports and directly related records pertaining to supply operations.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete after 5 years.

1203-09

MATERIALS HANDLING

EQUIPMENT USE

Records containing data for use in establishing utilization requirements for materials handling equipment. Included are daily records of materials handling equipment operations, copies of materials handling equipment utilization reports, and similar records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-11

1203-10

FOREIGN GOVERNMENT

RECEIPT

Records bearing the signature of a representative of a foreign government or other duly authorized representative, such as freight forwarder carrier or in-country representative. Normally, files consist of, but are not limited to, signed supply manifests including supporting manifest copies of shipping records, U.S.

Postal Service receipt forms, and other types of documentation evidencing receipt of material from NGA by a foreign country.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 10 years

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1204—General Supply Accounting Files. These files accumulate as a result of accounting for supplies and equipment done by accountable supply officers.

1204-01

STOCK RECORD ACCOUNT

SERIAL NUMBER REGISTER

AND LIST

Registers or lists recording stock record account serial numbers indicating each organization to which assigned.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 2 years old or when superseded.

b. Destroy/delete within 180 days

1204-02

STOCK RECORD ACCOUNT

AUTHORIZATION CONTROL

Background material consisting of requests for, authorization and assignment of, or cancellation of stock record account serial numbers, and information concerning audit status, accountability, and transfer of accountability.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete 2 years after termination of account.

b. Destroy/delete within 180 days

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1204-03

AUTHORIZATION SUPPLY

ACCOUNTS

Records relating to the assignment of authorized organization supply accounts to each organizational element authorized to maintain property.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete 1 year after cancellation of all supply accounts.

b. Destroy/delete within 180 days

1204-04

PROPERTY OFFICER

DESIGNATION

(Privacy Act applies)

Records reflecting the designation of property officers. Included are letters of appointment and revocation.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and termination of appointment.

b. Destroy/delete within 180 days

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1204-05

PROPERTY LOSS, THEFT, AND

RECOVERY REPORTS

Reports relating to the loss, theft, and recovery of firearms, ammunition, and related items.

systems and electronic mail and recovery of the item or when 5 years old, whichever is first.

b. Destroy/delete within 180 days

1204-06

SUPPLY OR EQUIPMENT

AUTHORIZATION

Records relating to requests for authorizations for allowances or authority to exceed or change existing authorizations.

systems and electronic mail and incorporated in a numbered publication or on rescission, whichever is first.

b. Destroy/delete within 180 days

12-15

1204-07

SUPPLY MANAGEMENT FILES

Files of reports on supply requirements and procurement matters submitted for supply management purposes (excluding those incorporated in case files or other files of a general nature).

Exclusive of DoD reports reflecting procurement under exemptions authorized under Section 201(a) of the Federal Property and Administrative Services Act of

1949(40 USC 481).

a. Copies received from other units for internal purposes or for transmission to staff agencies:

Recordkeeping copies (paper, electronic, or both).

b. Copies in other reporting units and related working documents:

Recordkeeping copies (paper, electronic, or both).

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 2 years old.

b. Destroy when 1 year old.

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1204-08

MEMORANDUM RECEIPT

JACKETS

Records that may be accumulated by responsible officers which reflect property held on memo receipts consisting of property issue slips, property turn-in slips, individual and consolidated memo receipts, and related papers filed with memo receipts.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete upon reconciliation of account.

b. Destroy/delete within 180 days

1204-09

CONTRACT PROPERTY

ACCOUNT

Stock record cards or their equivalent, vouchers, and related papers maintained to account for Government materials furnished to contractors.

systems and electronic mail and

a. The disposition instruction applicable to the related contract file will also apply to these contract property account files.

b. Destroy/delete within 180 days

12-17

1204-10

ACCOUNTABLE RECORDS AND

SUPPORTING DOCUMENTS

Records reflecting the description, receipt, and turn-in of accountable property. Included are property books, receipts, turn-in slips, survey reports, inventory adjustment reports, and other comparable records.

a. Accountable records:

Recordkeeping copies (paper,

b. Other records: Recordkeeping copies (paper, electronic, or both).

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 2 years old or after the page is filled and the initial accounting entry is carried forward to a new page.

b. Destroy/delete when 2 years old.

c. Destroy/delete within 180 days

1204-11

HAND RECEIPT

Receipts reflecting acceptance of responsibility for items of property listed. Included are individual receipts and listings.

systems and electronic mail and

a. Destroy/delete on turn-in or other complete accounting for the property, or when superseded by a new receipt or listing.

b. Destroy/delete within 180 days

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1204-12

OFFICE NONACCOUNTABLE

PROPERTY

Records relating to the receipt and issue of Government property that is not recorded on an accountable stock account, such as stock cards, property issue and turn-in slips, copies of purchase orders, and shipping records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 2 years old or on turn-in of equipment.

b. Destroy/delete within 180 days

1204-13

PROPERTY ACCOUNTABILITY

TRANSFER

Records attesting to the transfer of property accountability from one accountable officer to another.

Included are certificates of transfer, inventory lists, and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-19

1204-14

RETURNABLE CONTAINER

Records reflecting the receipt, transfer, and return to vendor of accountable containers. Included may be copies of inspection and receiving reports, reports of survey, shipping records, stock cards, memorandum receipts, reports, and similar papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete 3 years after return of the container.

b. Destroy/delete within 180 days

1204-15

EQUIPMENT RECORD

CARD/LOAN

Records maintained to provide an inventory of selected major or end items of equipment, tools and material for the purpose of retaining timely data for required equipment reports. Included are equipment inventory cards, record support cards of repair parts, reports and agreements and related records. Excluded are documents required to be filed in property accounts.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-20

1204-16

PROPERTY INSPECTION AND

INVESTIGATION REPORTS

(Privacy Act applies)

Reports of inspection of property records and related papers reflecting results of semiannual inspections; also reports that describe the circumstances and recommend action, concerning the loss, damage, or destruction of Government property. Included are financial liability investigations of property loss.

systems and electronic mail and

a. Destroy/delete 3 years after the date of survey action or the date of posting medium.

b. Destroy/delete within 180 days

1204-17

INVENTORY ADJUSTMENT

REPORTING

Approving authority copies of reports used to adjust inventory discrepancies disclosed as a result of physical inventory. Included are inventory adjustment reports, inventory count cards, copies of reports of survey, and related records.

systems and electronic mail and

a. Destroy/delete 2 years after the date of the survey action or the date of posting medium.

b. Destroy/delete within 180 days

12-21

1205—Self-Service Supply Files. These files accumulate in connection with self-service supply operations and relate to the receipt of, storage of, distribution of, issue of, and responsibility for supplies under this system.

1205-01

ACCOUNT AUTHORIZATION

Records relating to the establishment of monetary credit authorizations for parent accounts and sub-accounts drawing supplies from a self-service supply center.

systems and electronic mail and posting authorization to customers’ ledger and ledger card.

b. Destroy/delete within 180 days

1205-02

AUTHORIZED SUPPLY

REPRESENTATIVE

Authorization identifying individuals as supply representatives, requests for issuance of correspondence concerning lost and found authorization, and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-22

1205-03

AUTHORIZED SUPPLY

REPRESENTATIVE REGISTER

Registers reflecting receipt, issue, and disposition of authorized supply representative cards.

systems and electronic mail and

a. Destroy/delete after the list of current cards has been forwarded to a new sheet.

b. Destroy/delete within 180 days

1205-04

PRINCIPAL ACCOUNTING

Records constituting principal accounting data for self-service supply centers. Included are inventory receipts, general ledger, voucher register, customers’ ledger cards, sales and sales return journals, and comparable records.

a. Customers’ ledger cards:

Recordkeeping copies (paper, electronic, or both).

b. Other records: Recordkeeping copies (paper, electronic, or both).

c. Electronic copies of records created using word processing systems and electronic mail and filed and balances are brought forward to new card.

b. Destroy/delete when 2 years old.

c. Destroy/delete within 180 days

12-23

1205-05

MISCELLANEOUS STOCK

CONTROL

Records used to control stock in self-service supply centers.

Included are want slips, merchandise control books, restricted item slips, and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1205-06

Reports relating to self-service supply center operations. Included are statements of operations, statements of customer accounts, and similar reports.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-24

1206—Concessionaire Files. These files relate to concessionaire activities servicing of

NGA.

1206-01

CONCESSIONAIRE OPERATION

Copies of agreements with concessionaires and records reflecting the performance of concessionaires. Included are current agreement and associated records; records concerning compliance or noncompliance with standards of service, sanitation, and safety; patron complaints and commendations; and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and termination of the agreement.

b. Destroy/delete within 180 days

1206-02

CONCESSIONAIRE OPEN

APPLICATION

Applications submitted by persons desiring to operate a concession.

systems and electronic mail and concession is no longer considered for operation.

b. Destroy/delete within 180 days

12-25

1207—Maintenance Files. These files relate to the program designed to keep equipment in working condition. They accumulate incident to the receipt, operation, maintenance, management modification, reporting, transfer, and disposal of equipment. They relate only to items of supply, not real or installed property.

1207-01

CALIBRATION DATA

Cards used to record each standard, or item of test and measuring equipment requiring a calibration service, and to record calibration accomplishment.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete 10 years after no longer needed.

1207-02

HISTORICAL RECORD OR

LOGBOOK

Equipment logbooks and maintenance historical records begin at the time of delivery of the equipment by the manufacturer.

These records are identified, are maintained, and accompany the item of equipment until it is dropped from the NGA inventory.

Historical maintenance records provide maintenance personnel with up-to-date information concerning the readiness and condition of equipment, and maintenance accomplished and required.

12-26 systems and electronic mail and

a. Retain for the life of the equipment or dispose of when it is no longer a part of the NGA inventory.

b. Destroy/delete within 180 days

1207-03

MAINTENANCE SUMMARY AND

MANAGEMENT

summarization of data to the general management of maintenance operations and functions, such as various operational forms containing detailed data of value in managing aspects of maintenance, forecasting workloads, work-time standards, parts supply, cost, quality control, and operational improvement. Included are reports, summaries, listings, tabulations, and machine runs.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 5 years

12-27

1207-04

MAINTENANCE MANAGEMENT

INSPECTION

Records relating to inspections of maintenance management of equipment. Included are forms used as worksheets for recording shortcomings, deficiencies, or faults; recommendations; various reports, and related data.

systems and electronic mail and completion of the next comparable inspection.

b. Destroy/delete within 180 days

1207-05

MAINTENANCE TECHNICAL

ASSISTANCE

Reports and related data accumulating from the conduct of technical assistance programs designed to furnish technical assistance and advice to improve the performance of organizational maintenance.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 5 years

12-28

1207-06

EQUIPMENT OPERATORS’

PERMITS AND REGISTERS

Permits and registers authorizing individuals to operate Government equipment.

systems and electronic mail and

a. Destroy/delete 3 years from date of issue or when revoked by proper authority, whichever is first.

b. Destroy/delete within 180 days

1207-07

MAINTENANCE REQUEST AND

EXCHANGE TAG

Records used to request maintenance services, report accomplishment of modification work orders, record maintenance performed, report receipt of defective material, and submit equipment improvement recommendations. Also, records or register used to record and control maintenance work. Related records include transfer and rejection memorandums, property issue and turn-in slips, labor time tickets, tags used as receipts for replacement of parts or equipment, and similar data.

systems and electronic mail and

a. Destroy/delete when 6 months old or upon the return or issue of related equipment.

b. Destroy/delete within 180 days

12-29

1207-08

SHOP PROPERTY ACCOUNT

Records accumulating in tool and parts rooms and exchange points in making maintenance items more accessible to maintenance personnel. Included are stock record cards, vouchers, registers, direct exchange cards, property issue and turn-in slips, and similar records reflecting the issue, turn-in, and usage of items, such as repair parts, kits, tools, and assemblies. These records may also constitute a section of the accountable officer stock record account.

a. Stock records cards and direct exchange cards: Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Continue to use until filled or final entry is made thereon.

Destroy/delete after 1 year.

b. Destroy/delete within 180 days

1207-09

SHOP LOCATOR RECORD

Location sheets, cards, tags, and other records constituting a part of a location’s inventory, or an identification system for equipment sent to shops, or utilized as a check or inventory for such equipment.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/destroy on return or reissue of related equipment.

b. Destroy/delete within 180 days

12-30

1207-10

PREVENTIVE MAINTENANCE

SCHEDULE

Records used for scheduling periodic preventive maintenance services, load tests, and calibration of assigned equipment.

This schedule will accompany related equipment when it is transferred.

systems and electronic mail and

a. Destroy/delete after transferring the required information to other records or on disposition of the related equipment, whichever is first.

b. Destroy/delete within 180 days

1207-11

EQUIPMENT INSPECTION AND

MAINTENANCE WORKSHEET

Records reflecting the performance of preventive maintenance inspection, services, diagnostic checkouts, and spot-check inspection of equipment.

systems and electronic mail and

a. Destroy/delete upon posting to related equipment logbook, upon entering deficiencies on a new form, or upon completion of next serviceability test or check, as applicable.

b. Destroy/delete within 180 days

12-31

1208—Storage Files. These files relate to storage of supplies and equipment and to the stockpiling of strategic and critical materials.

1208-01

WAREHOUSE PLANNING AND

LAYOUT

Warehouse, shed, or open-storage space planning and layout diagrams, or comparable papers relating to space planning and layout.

systems and electronic mail and termination of assignment or when base is cancelled, or when plans are superseded or obsolete.

b. Destroy/delete within 180 days after the recordkeeping copy has been produced.

1208-02

STORAGE REGISTER

Voucher assignment registers, shipping control registers, tally numbers registers, and comparable devices maintained for storage control purposes.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-32

1208-03

STORAGE IDENTIFICATION

AND INSPECTION REPORTS

identification, classification, and inspection of items in storage or received for storage from sources other than contractors. Records reflect the physical condition of the items, packing procedures used, and the examination and testing of items, for the general purpose of determining the suitability of storage methods and conditions, and to ensure that the supplies and equipment will be in usable condition at all times. Included are surveillance inspection reports, quality history records, test data sheets, stock discrepancy reports, classification reports, and comparable data.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

12-33

1208-04

WAREHOUSE SHIPPING AND

RECEIVING

Arrival reports, shipping records, tallies, stock or packing tags, or comparable records retained for the purpose of car spotting, the assignment of labor and equipment, the unloading of supplies, packing and loading stock for shipment, and other purposes connected with the receipt of supplies at warehouses.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete 3 months after shipment.

b. Destroy/delete within 180 days

1208-05

GASOLINE AND LUBRICANT

TICKETS/ISSUE

Records relating to the issue of gasoline and lubricants. Included are sales tickets and abstracts of gasoline and lubricants issued.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy after GAO audit or when 3 years old, whichever is sooner.

b. Destroy/delete within 180 days

12-34

1208-06

SOLID FUEL CONTROL

Records relating to the receipt, storage, and use of solid fuels.

Included are copies of annual and supplemental requisitions, copies of contracts, shipping notices, receiving reports, analysis reports, reports of burning tests, rejection reports, similar records, and related data.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-35

1209—Library Supply Files. These files relate to the operation of officially designated libraries.

1209-01

LIBRARY CATALOG

A library catalog is a list enumerating authors, titles, cross-references, and subjects arranged in alphabetical order and indicating descriptive details including location of books, maps, charts, and photos on the shelves.

systems and electronic mail and

a. Destroy/delete when related books, maps, charts, and photos have been permanently removed from the library collection.

b. Destroy/delete within 180 days

12-36

1210—Personnel Travel and Transportation Files. These files relate to the control, administration, and operations involved in the travel and transportation of NGA personnel.

1210-01

TEMPORARY DUTY TRAVEL

Records maintained for the purpose of planning, reviewing, and furnishing information in connection with travel of authorized personnel to attend meetings of technical, scientific, professional, and similar organizations.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 6 years after the period of the account.

b. Destroy/delete within 180 days

1210-02

PASSPORT FILES

a. Application: Documents relating to the issuance of official passports, including requests for passports, transmittal letters, receipts, and copies of travel authorizations. Recordkeeping copies (paper, electronic, or both).

b. Annual reports concerning official passports: Reports to the Department of State concerning the number of official passports issued and related matters:

Recordkeeping copies (paper,

a. Destroy when 3 years old or upon separation of the bearer, whichever is sooner.

12-37

c. Electronic copies of records systems and electronic mail and used solely to generate recordkeeping copies.

Note: Official passports should be returned to the Department of State upon expiration or upon the separation of the employee from

NGA.

1210-03

PASSENGER WARRANT

Copies of used and cancelled passenger warrants, transportation certificates, travel orders, similar records serving the same purpose issued for travel of personnel in overseas areas, registers, and related correspondence.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-38

1210-04

CUSTOMS DECLARATION

Copies of certificates or other forms prepared for the purpose of enabling NGA personnel and freight to pass customs inspections and to prevent import into the United States of unauthorized items.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 6 months

b. Destroy/delete within 180 days

1210-05

GOVERNMENT

TRANSPORTATION REQUEST

(Privacy Act applies)

Copies of issued and cancelled transportation requests, transportation certificates, and AMC transportation authorizations, travel orders, and other pertinent correspondence and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-39

1210-06

LOCAL TRANSPORTATION

AUTHORIZATION

Records pertaining to the issuance of local ferry tickets, commercial bus tokens, and toll bridge or tunnel tickets for official travel of Government personnel.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1210-07

INDIVIDUAL TRAVEL

Records pertaining to the processing of individual dependents prior to travel to and from authorized destinations.

Included are requests for travel for dependents; letters notifying dependents of eligibility to travel to authorized destinations and authorizations to obtain passports;

questionnaires and information sheets used for issuance of travel authorizations; port calls; and related correspondence.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 6 years old.

12-40

1211—Property Disposal Files. These files relate to the program for disposition of surplus, salvage, scrap, and excess property.

SERIES TYPE OF FILES DISPOSITION

1211-01

PROPERTY DISPOSAL

ACCOUNT

Records maintained to account for the receipt and disposition of property for which the property disposal officer is accountable.

Included are voucher registers, vouchers and supporting records, inventory adjustment reports, stock record cards or equivalent forms used for the same purpose, and other records supporting the account. Unfilled stock record cards will be retained in the active file until filled or final entry is made thereon. Excluded are accounts that involve the receipt of surplus, salvage, or scrap property from contractors; or property related to contract property accounts.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-41

1211-02

EXCESS PROPERTY REPORTS

Reports used to disseminate information concerning availability of excess personal property, listings, card forms, and similar records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 3 years old.

1211-03

SURPLUS PROPERTY CASE

FILES

Case files on sales of surplus personal property, comprising invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

a. Transactions of more than $25,000: Recordkeeping copies (paper, electronic, or both).

b. Transactions of $25,000 or less:

Recordkeeping copies (paper, electronic, or both).

c. Paper records maintained separately from the recordkeeping system.

d. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 6 years after final payment.

b. Destroy 3 years after the final payment.

c. Destroy when 180 days old.

d. Destroy/delete within 180 days

12-42

1211-04

EXCESS PROPERTY DONATION

Records reflecting the donation of obsolete maps, charts, photos, books, manuscripts, works of art, drawing plans, and models not needed by NGA or veterans organizations, state museums, educational museums operating under charters forbidding the accumulation of profit, and municipal corporations. Included are shipping orders and records, schedules of collections, and related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-43

1212—Motor Vehicle Management Files. These files relate to the control and management of administrative vehicles, motor pool operations, and the supply and control of motor vehicles.

1212-01

MOTOR VEHICLE

CORRESPONDENCE FILES

Correspondence in the operating unit responsible for maintenance and operation of motor vehicles not otherwise covered in this schedule.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 2 years old.

1212-02

MOTOR VEHICLE OPERATING

AND MAINTENANCE

a. Operating records including those relating to gas and oil consumption, dispatching, and scheduling: Recordkeeping copies (paper, electronic, or both).

b. Maintenance records, including those relating to service and repair: Recordkeeping copies (paper, electronic, or both).

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 3 months old.

12-44

1212-03

MOTOR VEHICLE SERVICE

Reports reflecting cost and performance data relative to the operation of administrative vehicles.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and date of report.

b. Destroy/delete within 180 days

1212-04

MOTOR VEHICLE RELEASE

Records accumulated in connection with a transfer, sale, donation, or exchange of vehicles, including SF-97, The United States Government Certificate to Obtain Title to a Motor Vehicle.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 4 years after the vehicle leaves Agency custody.

12-45

1212-05

MOTOR VEHICLE OPERATOR

REPORT

Records relating to individual employee operation of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence.

systems and electronic mail and

a. Destroy 3 years after separation of the employee or 3 years after rescission of authorization to operate Government-owned vehicle, whichever is sooner.

b. Destroy/delete within 180 days

1212-06

MOTOR VEHICLE ACCIDENT

Reports relating to motor vehicle accidents and maintained by transportation offices, including SF-91, Operator’s Report of Motor Vehicle Accident; SF91A, Investigation Report of Motor Vehicle Accident; and SF 94, Statement of Witness.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records systems and electronic mail and

a. Destroy 6 years after case is closed.

12-46

1212-07

VEHICLE TITLE FILES

Records relating to the registration of vehicles. Included are titles, manufacturers’ and dealers’ statements of origin, and related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy 4 years after vehicle leaves agency custody.

12-47

1213—Small Business Program Files. These files result from the NGA program to ensure maximum participation of small business concerns in the procurement of supplies and services. The files accumulate in offices of small business advisors or specialists, contracting officers, and in other professionals engaged in these activities.

1213-01

SMALL BUSINESS

INFORMATION

Records relating to communications or discussions that provide small business concerns with competency certificates and information about requirements for suppliers on bidder lists, adapting their production facilities, competing for prime contracts or subcontracts, changes in specifications that make it possible for them to meet future procurement, and other matters concerning the participation of small business concerns in the procurement program. Included are inquiries from small business concerns, issuance or withdrawal of certificates of competency as to their capacity and credit standing, memorandums recording discussion with representatives of small business concerns, and similar records.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 6 years 3 months old.

12-48

1213-02

SMALL BUSINESS REPORTING

Records accumulated by small business advisors for review and analysis of small business activity.

Primarily these are reports received from procurement offices on such subjects as proposed procurement actions, procurement action summaries, and individual procurement actions.

a. Recordkeeping copies (paper, electronic, or both).

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 6 years

1213-03

SMALL BUSINESS DATABASE

Lists of businesses determined to be qualified to participate in the small business program.

systems and electronic mail and superseded, obsolete, or no longer needed.

b. Destroy/delete within 180 days

12-49

1213-04

APPOINTMENT NOTICES

Letters of appointment of Small And Disadvantaged Business Specialists (SADBS).

systems and electronic mail and superseded, obsolete, or no longer needed.

b. Destroy/delete within 180 days

1214—Traffic Management and Freight Movement Files. These files relate to the direction, control, and supervision of functions incident to the effective and economical use of transportation services and the control and administration of the operations involved in moving freight primarily by rail and highway transport.

1214-01

TRAFFIC ENGINEERING

SURVEY AND STUDY

Records relating to transportation engineering studies and traffic surveys that normally cover all aspects of transportation and traffic. The surveys and studies are performed by traffic engineering teams. Included are requests for surveys and survey reports, and related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-50

1214-02

MATERIEL TRANSPORTABILITY

Records relating to transportability of oversize or cumbrous materiel having characteristics that make transportation difficult or hazardous. These records reflect liaison with other technical agencies during the planning, developing, and initial production stages. Included are proposals, concurrence, photographs, charts, reports, publications, specifications, sketches, and similar or related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1214-03

TRANSPORTATION REPORTS

AND CONTROL NUMBER INDEX

FILES

Reports reflecting tonnage shipped, shipments made, personnel moved, and inquiries that cite the transportation control number on the Transportation Control Movement Records.

Included are reports, consolidated reports, and related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete when 3 years old

12-51

1214-04

TARIFFS AND TENDERS

establishment, modification, and acceptance of tariffs and tenders for the carriage, storage, or handling of NGA materiel.

Included are proposals, study data, tariff and tender records, and related papers.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy/delete on cancellation or termination.

b. Destroy/delete within 180 days

1214-05

ROUTING ORDERS

Records that relate to the authorization and routing of freight shipments destined for any point in the United States or overseas.

Included are requests for routing, route orders, and confirmation of route orders, reports of routing, permit authorizations, and correspondence about routing.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-52

1214-06

FREIGHT ACCOUNTS

Records relating to inquiries concerning carrier charges for transportation services performed;

claims against carriers for losses, damages, and shortages relative to shipments; investigations, reviews, and recommendations pertaining to the settlement of disputed carriers’ bills for freight services; and similar matters.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1214-07

CAR RECORD FILES

Books or registers reflecting each car handled and containing information necessary to check demurrage bills and agreement abstracts submitted by carriers in support of bills.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-53

1214-08

MOTOR CARRIER FILES

Records maintained for use in selecting proper carriers. Included are questionnaires completed by commercial motor carriers indicating their facilities for handling freight, operating authority, photographs showing types of equipment available for utilization, related correspondence, and similar records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1214-09

BILLS OF LADING

Records relating to inbound and outbound shipments. Included are property received and property-shipped bills of lading, freight bills, shipping records, shipment planning worksheets, express receipts, tally sheets, waybills, dray tickets, holding orders, switching orders, demurrage reports, transit privilege bills of lading cross-reference sheets, and similar and related records.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

12-54

1214-10

SHIPMENT DISCREPANCY

Records used to report discrepancies in shipments such as over, short, astray, loss of, or damage to NGA freight; improper handling by carrier; misdirected shipments; documentation errors;

nonobservance of carrier tariff requirements; and other discrepancies.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 10 years old.

1214-11

PARCEL POST AND PRIVATE

DELIVERY SHIPMENTS

Shipping instructions or other records identifying items shipped via parcel post or private delivery companies. Included are item release-receipt records and other records containing similar data.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

a. Destroy when 1 year old.

12-55

1214-12

TERMINAL FACILITIES

Records maintained to aid in making routing determinations.

They reflect facilities for cargo handling at terminals, including types most suitable, storage available, rail facilities available, photographs showing loading and unloading processes, and similar data.

a. Recordkeeping copies (paper, electronic, or both).

b. Electronic copies of records created using word processing systems and electronic mail and

b. Destroy/delete within 180 days

1214-13

PORT OF ENTRY CUSTOMS

Records accumulated at ports of entry that relate to free-of-duty entry and admission of material procured abroad or returned from abroad by NGA.