VA Handbook_6300.1.pdf

Department of Veterans Affairs VA HANDBOOK 6300.1 Washington, DC 20420 Transmittal Sheet

March 24, 2010

RECORDS MANAGEMENT PROCEDURES

1. REASON FOR ISSUE: To revise Department-wide records and information management procedures that implement the policies contained in VA Directive 6300, Records and Information Management.

2. SUMMARY OF CONTENTS: This handbook describes procedures for carrying out the records management program. These procedures have been developed based on records management requirements contained in various Federal regulations, guides, bulletins, and memoranda published and disseminated by the National Archives and Records Administration (NARA).

3. RESPONSIBLE OFFICE(S): Office of the Assistant Secretary for Information and Technology (005), Office of Information Protection & Risk Management (005R), Office of Privacy & Records Management (005R1), Enterprise Records Service (005R1B).

4. RELATED DIRECTIVE: VA Directive 6300, Records and Information Management.

5. RESCISSIONS: VA Handbook 6300.1, dated January 12, 1998.

CERTIFIED BY: BY DIRECTION OF THE SECRETARY

OF VETERANS AFFAIRS

/s/ /s/ Roger W. Baker Roger W. Baker Assistant Secretary for Assistant Secretary for Information and Technology Information and Technology

Distribution: Electronic Only

MARCH 24, 2010 VA HANDBOOK 6300.1

RECORDS MANAGEMENT PROCEDURES

CONTENTS

PARAGRAPH PAGE

CHAPTER 1 – OVERVIEW

1. PURPOSE

2. GENERAL

CHAPTER 2 - FEDERAL RECORDS MANAGEMENT ROLES AND

RESPONSIBILITIES

1. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA)

2. OFFICE OF MANAGEMENT AND BUDGET (OMB)

3. GOVERNMENT ACCOUNTABILITY OFFICE (GAO)

CHAPTER 3 - RESPONSIBILITIES

1. RESPONSIBILITIES OF VA RECORDS OFFICER

2. RESPONSIBILITIES OF ADMINISTRATION AND STAFF OFFICE RECORDS

OFFICERS

CHAPTER 4 - MAINTAINING AND USING RECORDS AND INFORMATION

1. RECORDS LIFE CYCLE

2. USE OF INFORMATION AND RECORDS

3. DOCUMENTING OFFICIAL ACTIONS AND ACTIVITIES

CHAPTER 5 - FILES MANAGEMENT

1. GENERAL

2. REVIEW OF OFFICIAL FILES

CHAPTER 6 - RECORDS DISPOSITION PROGRAM

VA HANDBOOK 6300.1 MARCH 24, 2010

1. GOALS AND FUNCTIONS OF THE PROGRAM

2. RECORDS DISPOSITION SCHEDULES

3. INVENTORY AND REVIEW OF RECORDS

4. PROCEDURES FOR RETIREMENT/TRANSFER OF RECORDS TO OFFSITE

STORAGE FACILITIES

5. PROCEDURES FOR RECALL OF RECORDS FROM FEDERAL RECORDS

CENTERS

6. TRANSFER OF RECORDS TO THE NATIONAL PERSONNEL RECORDS

CENTER (NPRC) IN ST. LOUIS, MISSOURI

7. DESTRUCTION OF RECORDS

8. TRANSFER OF PERMANENT RECORDS

9. TRANSFERRED RECORDS SUBJECT TO RESTRICTIONS

10. TEMPORARY EXTENSION OF AN APPROVED DISPOSITION AUTHORITY

11. RECORDS DISPOSITION PROCEDURES WHEN TERMINATING A VA

COMPONENT

Illustration 1. SF-135, Records Transmittal and Receipt

Illustration 2. Instructions for Completion of SF-135, Records Transmittal and Receipt

Illustration 3. Sample – Labeling and Arrangement of Boxes When Pallets Are Used to

Ship Records

Illustration 4. VA Form 7575, Request for Retired Records or Information

Illustration 5. SF-127, Request for Official Personnel Folder (Separated Employee)

Illustration 6. SF-184, Request for Medical Folder (Separated Employee)

Illustration 7. SF-258, Agreement to Transfer Records to the National Archives of the

United States

Illustration 8. Instructions for Completion of SF-258, Agreement to Transfer Records to the National Archives of the United States

CHAPTER 7 - TYPES OF RECORDS

1. GENERAL

2. NON RECORD MATERIAL

3. RECORD MATERIAL

4. ELECTRONIC MAIL RECORDS

5. ELECTRONIC RECORDS

6. AUDIOVISUAL, CARTOGRAPHIC AND ARCHITECTURAL RECORDS

7. MICROFORM RECORDS

8. VITAL RECORDS

9. FACSIMILE TRANSMISSION RECORDS

10. PERSONAL PAPERS

CHAPTER 8 - SUBMISSION AND APPROVAL OF REQUESTS FOR DISPOSITION

AUTHORITY

1. PREPARATION OF RECORDS APPRAISAL

2. PREPARATION AND SUBMISSION OF SF-115, REQUEST FOR RECORDS

DISPOSITION AUTHORITY

Illustration 8-1. Sample Example of a Records Appraisal

Illustration 8-1. Sample Example of a Records Appraisal (Continued)

Illustration 8-1. Sample Example of a Records Appraisal (Continued)

Illustration 8-2. SF-115, Request for Records Disposition Authority

Illustration 8-3. Instructions for Completion of SF-115, Request for Records Disposition

Authority Continuation

CHAPTER 9 - TRANSFER OR LOAN OF VA RECORDS

1. LOAN OR TRANSFER OF PERMANENT AND UNSCHEDULED RECORDS TO

NON-FEDERAL RECIPIENTS

2. TRANSFER OF RECORDS FROM VA CUSTODY TO ANOTHER FEDERAL

AGENCY

APPENDICES

DEFINITIONS .................................................................................................................... A-1

ADMINISTRATION AND STAFF OFFICE RECORDS CONTROL SCHEDULES ............. B-1

LISTING OF NARA REGIONAL/NATIONAL RECORDS STORAGE FACILITIES AND

AREAS SERVED ............................................................................................................... C-1

RECORDS MANAGEMENT PROCEDURES

CHAPTER 1 – OVERVIEW

1. PURPOSE.

This handbook contains mandatory Department of Veterans Affairs (VA) procedures for managing records effectively and efficiently throughout their life cycle. These procedures will facilitate accomplishment of VA’s programmatic and administrative missions, preserve official records in accordance with applicable statutory and regulatory requirements, and promote access to information by VA staff and the public as appropriate. In addition specific procedures concerning records disposition, use, maintenance and filing standards for VA Central Office records are contained within this handbook.

2. GENERAL

a. The Federal Records Act of 1950, as amended, requires Federal agencies to make and preserve records containing adequate and proper documentation of their organizations, functions, policies, decisions, procedures, and essential transactions.

These records are public property and must be managed according to applicable laws and regulations.

b. Records are broadly defined by statute and regulation to include all recorded information, regardless of medium or format, made or received by VA under Federal law or in connection with the transaction of public business, either preserved or appropriate for preservation because of their administrative, legal, fiscal, or informational value. Records serve as VA’s memory; they are of critical importance in ensuring that VA continues to function effectively and efficiently.

c. VA records will be managed as assets throughout their information life cycle, which consists of three basic stages: creation, active maintenance and use, and disposition. The records life cycle is initiated by the creation, collection, or receipt of records in the form of data or documents in the course of carrying out administrative and programmatic responsibilities. The life cycle continues through the processing and active use of the information in the record, until the record is determined to be inactive.

The final stage in the life cycle is disposition, which means they are no longer needed in office space for current VA business.

d. As records move through the information life cycle, they require management by “sponsors” who create them, or cause them to be created. “Sponsors” are responsible for: (1) the continued maintenance and disposition of the records; (2) users who have a need for the information in the records; and (3) custodians who have physical custody of the records at various stages in the life cycle.

e. Descriptions of records management terms used throughout this handbook are contained in Appendix A.

f. The National Archives and Records Administration (NARA) publishes records management guides and handbooks to assist Federal agencies in establishing and maintaining a records management program. The guides and handbooks are listed in Appendix B and are available in limited quantities, at no cost, from the National Archives, Attention: Publications Distribution Staff, (NECD), Room G-9, 7th Street and Pennsylvania Avenue, NW, Washington, DC 20408. Orders of more than five copies should be sent to the Agency Services Division (NIA), Room 2200, National Archives at College Park, 8601, Adelphi Road, College Park, Maryland 20740-6001. Several of these publications are posted in electronic form on the Internet at http://www.nara.gov.

g. Descriptions of records management terms used throughout this handbook are contained in the Definitions portion of the handbook.

CHAPTER 2 - FEDERAL RECORDS MANAGEMENT ROLES AND

RESPONSIBILITIES

1. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA). NARA is the oversight agency responsible for all Federal records, approving their disposition, providing program assistance and Federal records storage, evaluating agency records management programs, and serving as the final custodian of permanent records.

NARA operates two different types of records facilities:

a. Regional/National Records Storage Facilities. These facilities provide temporary storage and reference service for records that are needed infrequently by the creating agency but are not yet eligible for disposal or transfer to the National Archives for permanent retention. Records stored in these facilities remain in the legal custody of the creating agency. NARA also maintains a National Personnel Records Center in St. Louis, Missouri, which maintains and services personnel records of separated Federal employees and designated records of the military departments and the U.S.

Coast Guard.

b. National Archives of the United States. This facility stores the Federal Government’s permanent records. When permanent records are transferred to National Archives, agencies also transfer legal custody of the records. The National Archives takes measures needed to preserve the records and also provides reference service, including service to the creating agency.

2. OFFICE OF MANAGEMENT AND BUDGET (OMB). This agency is responsible for:

a. Developing and implementing uniform and consistent information resources management policies.

b. Overseeing the development and promotion of the use of information management principles, standards and guidelines.

c. Evaluating agency information resources management practices to determine their adequacy and efficiency.

d. Determining compliance of such practices with policy, principles, standards, and guidelines that they issue.

3. GOVERNMENT ACCOUNTABILITY OFFICE (GAO). This agency issues the GAO Policy and Procedures Manual, Title 8, Records Management, which pertains to accounting and fiscal records. GAO must be included in the approval of records retention relating to claims or demands by or against the Government. GAO also conducts audits and performs evaluations of agency programs.

CHAPTER 3 - RESPONSIBILITIES

1. RESPONSIBILITIES OF VA RECORDS OFFICER. The Assistant Secretary for Information and Technology Management (OI&T) (005) has designated the Director, Privacy and Records Management Service (005R1B), as the VA Records Officer who will:

a. Lead and manage the VA records management program.

b. Establish policy and procedures for administering the records management program.

c. Issue changes to this handbook that are necessary to implement and manage the program.

d. Coordinate records management issues with other Federal agencies, as appropriate.

e. Provide technical advice and training, as appropriate, to VA administrations and staff offices on establishing and maintaining effective records management programs.

f. Serve as the VA liaison with NARA on micrographics management.

g. Conduct periodic reviews of records management programs through the OI&T Review Program as required by Federal regulations.

h. Serve as VA liaison officer with the Department of Defense, the uniformed services, NARA and other Government agencies on records management matters.

i. Serve as authorized agency approving official for the SF-115, Request for Records Disposition Authority, and SF-258, Agreement to Transfer Records to the National Archives of the United States.

2. RESPONSIBILITIES OF ADMINISTRATION AND STAFF OFFICE RECORDS

OFFICERS. Under Secretaries, Administration Heads, Assistant Secretaries, Other Key Officials, and Deputy Assistant Secretaries will designate one or more Records Officers (ROs) to serve as staff office ROs. They will manage and coordinate the records management program for their organizations. The responsibilities of these ROs are:

a. Identifying recordkeeping requirements for major programmatic and administrative record series in all media.

b. Evaluating the value of records within their span of responsibility to serve as a basis for assigning records retention and disposition instructions and implementing the most responsive and cost-effective means for managing them.

c. Developing standardized file plans and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization.

d. Inventorying and scheduling records created and maintained for their respective organization.

e. Implementing approved records dispositions, while ensuring that no records are destroyed without proper authorization as specified in the Federal Records Act.

f. Systematically reviewing records control schedules, file plans and procedures to ensure that they are current and updating them as necessary.

g. Conducting a program of regular internal records management reviews to assist offices within the organization in implementing appropriate records management procedures.

h. Assisting in the planning and implementing of automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization’s records control schedule.

i. Implementing a vital records program in accordance with the VA-wide program (see VA Handbook 6300.2).

j. Apprising organizational managers on matters related to records management activities.

k. Developing records management oversight roles and communication networks with all program offices and field facilities to ensure that the records management program is carried out in accordance with VA policy and the procedures contained in this handbook.

l. Developing and disseminating procedures, as needed, to supplement VA-wide procedures to meet the records management needs of their program offices and to support a records management program within their respective organizations.

CHAPTER 4 - MAINTAINING AND USING RECORDS AND INFORMATION

1. RECORDS LIFE CYCLE. VA will manage records throughout their information life cycle, which includes the following components:

a. Records Creation/Collection. This is the first stage of the life cycle of records.

An official record will be created to appropriately document all VA functions, policies, decisions, procedures and essential transactions. Administration and staff office Records Officers will develop recordkeeping requirements for all official VA records for which they are responsible. Records usually may be created in the recording medium and format that meets VA’s administrative needs. Consideration must be given, however, to the length of time the records will be maintained to ensure that the information, and the technological methods and devices necessary to decipher it, will be available for its expected life.

b. Records Maintenance and Use. This is the second stage of the life cycle of records. Phases of this stage of the life cycle include filing, retrieving, use, duplication, printing, dissemination, release, and exchange of the records.

c. Records Disposition. This is the final stage of the life cycle of records. This means that records are no longer needed in office space for current VA business.

Phases of this stage of the life cycle include storage, transfer, preservation and destruction of the records.

2. USE OF INFORMATION AND RECORDS

a. The records and information collected and created by VA personnel in the conduct of official business belong to the Federal Government and not to the employee(s) who initiated their collection or creation. The legal authorization to destroy, sell, reassign, erase or otherwise remove records and information from VA control must be obtained from the Archivist of the United States, NARA.

b. If records or information are collected or created by VA in any form, manual or automated, they may not be disposed of (destroyed, erased, loaned, or otherwise removed from VA's custody) without authorization from NARA. The disposal of accountable officers' accounts records, records needed for GAO audit purposes, and records relating to claims or demands by or against the government may not be disposed of without GAO approval.

c. If records or information proposed for collection or creation pertain to individuals, the requirements of VA Directive 6300, VA Handbook 6300.3, and VA Regulations 38 CFR 1.500 (series) apply.

d. If records or information being collected or created involve a computer matching program, the OMB Guidelines for Computer Matching Programs and VA Handbook

6300.7 apply.

e. If records or information being collected or created will be received from or provided to other agencies, it may be necessary to establish formal agreements with the agencies involved. Refer to 36 CFR 1228.70 for guidance.

f. If information may eventually be transferred to an archival agency for permanent custody because it has been determined to have permanent and enduring value, the record medium must meet the standards of and be approved by the Archivist of the United States, NARA. Refer to 36 CFR, chapter XII, subchapter B.

g. If VA records or information are to be turned over to, or collected, created, maintained, used, processed, or handled in any way by a contractor, Title 41, United States Code, Public Contracts, and 36 CFR, chapter XII, subchapter B, apply.

h. The records and information of VA must be protected and used, or disseminated or released only in accordance with applicable Federal laws and regulations.

i. Duplication, copying, and printing of records, information, and informational products will be in accordance with applicable Federal and VA regulations and policies.

Refer to MP-1, Part II, Chapter 9, Printing and Reproduction.

j. The emergency-preparedness needs of VA will be met through the identification of vital records and pre-positioning copies of them at strategic locations for ready accessibility in the event of a national or local natural or technological disaster. Refer to VA Handbook 6300.2, Procedures for the Vital Records Program and VA Handbook 0320.1, Emergency Preparedness Planning Procedures and Operational Requirements.

k. The dissemination or release of any records and information within and outside VA must be in accordance with Federal statutes and VA policy. In some instances it may be necessary to maintain sensitive records and information in locked or password-protected files or restricted-access areas for reasons of security. Refer to MP-l, Part I, Chapter 5, Security; and MP H-003-1 entitled, "Information Resources Security Handbook."

l. Electronic media information systems may require special design to maintain appropriate security and confidentiality, particularly when sensitive information is transmitted via standard telecommunications networks. VA officials must be aware of the sensitivity levels of the information for which they are responsible and must also be aware of the security capabilities of the technologies being used.

m. Information about an individual that is retrieved by means of that individual’s name or personal identifier must be maintained in a system of records in accordance with a published Privacy Act System of Records Notice that describes the maintenance of that system. Notices of new proposed routine uses, including proposed computer matching activities, must be published in the Federal Register for public comment prior to implementation. The new use of the information cannot be implemented until at least 30 days after publication of the Notice. Refer to VA Handbooks 6300.4, Procedures for Processing Request for Records Subject to The Privacy Act, 6300.5, Procedures for Establishing and Managing Privacy Act Systems of Records, and 6300.7, Procedures for Computer Matching Programs for guidance.

3. DOCUMENTING OFFICIAL ACTIONS AND ACTIVITIES

a. VA officials are responsible for incorporating into the records of the Department all essential information on their major actions. Significant decisions and commitments reached orally or by informal electronic mail should be documented and included in the record. Minutes should be taken at important meetings, and these, together with a copy of the agenda and all documents considered at or resulting from such meetings, should be made part of the record.

b. The programs, policies and procedures of VA should be adequately documented in appropriate directives. A record copy of each such directive and supporting documentation, including those superseded, should be maintained as a part of the official files. Refer to VA Directive 6330, Directives Management and VA Handbook 6330, Directives Management Procedures, for guidance.

c. Papers of a private or nonofficial character that pertain only to an individual's personal affairs that are kept in the office of a VA official shall be clearly designated by him or her as nonofficial and shall at all times be filed separately from the official records of the office. In cases where matters requiring the transaction of official business are received in private personal correspondence, the portion of such correspondence that pertains to official business shall be extracted and made a part of the official files.

d. In planning automated or manual information systems, the life cycle of the records and information must be considered. The administration and staff office Records Officers must be included in the initial planning to ensure the records and information created or generated are properly scheduled.

CHAPTER 5 - FILES MANAGEMENT

1. GENERAL

a. The records and information collected and created by VA must be maintained in a manner that allows their ready retrieval whenever necessary throughout the approved life cycle of the information. The records maintenance process must include the application of authorized disposal requirements, including the identification and retention of records of permanent value. This is accomplished through the establishment and implementation of files management standards and procedures. VA will make reasonable efforts to maintain records in formats or media that are reproducible for purposes of Freedom of Information Act (FOIA) actions. Files management includes the following:

(1) Standards and procedures for classifying, indexing, labeling, and filing the records and information to ensure their ready access and retrievability for the conduct of VA business;

(2) Establishing and documenting official file locations to the extent that the maintenance of official files in unofficial locations is not permitted; and

(3) Standardized procedures for retrieval, charge-out, and refiling records and information.

b. To the extent possible, standard equipment and supplies stocked by the General Services Administration (GSA), Office of Federal Supply Service, will be used.

c. File personal papers and nonrecord materials separately from official VA records.

d. Record filing, indexing and storage systems will be designed and documented to the extent appropriate and necessary to maximize the usefulness of the records and allow retrieval throughout their life cycle.

e. For specific guidance on files management, refer to NARA Records Management Handbooks, “Files Operations,” “File Stations,” and “Subject Filing.”

2. REVIEW OF OFFICIAL FILES. Official files are to be reviewed periodically by the administration and staff office Records Officers to ensure that:

a. There is no duplication of material, misclassification, and misfiles.

b. Non record material is not interfiled with record material, and permanent records are not interfiled with temporary records.

c. The adequacy of the filing system and its effectiveness in providing the records and information needed in a timely manner is sufficient for conducting VA business.

CHAPTER 6 - RECORDS DISPOSITION PROGRAM

1. GOALS AND FUNCTIONS OF THE PROGRAM

a. An effective records disposition program is essential to successful records management and is an integral part of VA’s information resources management program. The goals of the records disposition program are to:

(1) Maintain adequate and proper documentation and evidence of VA activities for the time required to meet programmatic needs.

(2) Retire records requiring longer retention to economical storage facilities, providing savings in space and equipment.

(3) Provide timely disposal of records no longer needed for current VA business.

(4) Preserve records of continuing or enduring value through transfer to the National Archives.

b. VA's records disposition program consists of the following functions:

(1) Inventory by record series all records and information held in VA offices and in facilities of contractors.

(2) Appraise each series of records and formulate specific disposition instructions, including retention periods for temporary records, disposal of non record material, instructions for the retirement of inactive records to offsite storage facilities, and time periods for transfer of permanent records to the National Archives, when applicable.

(3) Obtain approval of the disposition instructions from NARA.

(4) Publish disposition instructions in a series of comprehensive records control schedules.

(5) Apply the approved records disposition instructions to the records of VA.

2. RECORDS DISPOSITION SCHEDULES

a. A records disposition schedule, also called a records control schedule or records schedule, is a document providing mandatory instructions for what to do with records no longer needed for current VA use. Records disposition schedules are required by statute. All VA records and information must be identified by records series and be listed in a records control schedule.

b. Each series of records, regardless of medium, maintained by VA must have a current records disposition schedule. In addition to paper, records may be in other media, including electronic, microform, audio or video recordings, photographs, motion pictures, charts, maps or other non paper formats. Proper and timely records disposition is the key to management of records and other documentary materials. The following are the two basic types of records disposition schedules:

(1) NARA General Records Schedule (GRS). Disposition requirements for records and information that are common to two or more Federal agencies are listed in the GRS published by NARA. The disposition requirements of the GRS, including records retention periods, are mandatory VA-wide unless an exception is obtained from NARA. The GRS does not cover all VA records.

(2) VA Records Control Schedules. The GRS must be supplemented by VA-specific schedules covering records that are unique to program administrations and staff offices. Disposition requirements authorized for records and information maintained by VA are listed in comprehensive records control schedules that are developed and published by administration and staff office Records Officers. The records series contained in these records schedules are unique to their organization.

Refer to Appendix B for a listing of the approved records control schedules and the offices that are responsible for them. Disposition instructions and retention periods cited in these schedules are mandatory. Citations from the GRS will be used in VA records control schedules as the authority for disposition of VA records whenever applicable.

c. Administration and staff office Records Officers may direct their questions regarding development of records control schedules to the Enterprise Records Service (005R1B). Field facilities should direct their questions to their respective administration or program office Records Officer.

3. INVENTORY AND REVIEW OF RECORDS

a. All records maintained by VA will be reviewed annually by the office holding them, and action will be taken to:

(1) Remove less-active records to local storage;

(2) Transfer inactive records to an approved records offsite storage facility;

(3) Transfer permanent records to the National Archives; and;

(4) Destroy and document the destruction of records which have reached the term of their authorized retention period.

b. Administrations and staff office Records Officers will review their records control schedules annually to ensure that they are kept current, accurately reflect program office needs, and meet all statutory requirements. As a result of each review, administration and staff office Records Officers will submit changes through the records appraisal process procedures contained in Chapter 8, or new records schedules to the VA Records Officer (005R1B) for submission to NARA for approval.

4. PROCEDURES FOR RETIREMENT/TRANSFER OF RECORDS TO OFFSITE

STORAGE FACILITIES

a. Records that can be retired may be relocated to the following offsite record storage facilities. The disposition authority for retirement must be cited in appropriate records control schedules:

(1) The VA Records Center and Vault (RC&V), is located at 11693 Lime Kiln Drive, Neosho, Missouri 64850-1959. The records center is managed and operated by the Austin Information Technology Center.

(2) NARA Records Storage Facilities are located throughout the United States.

These facilities are managed and operated by NARA. (See Appendix C for a listing of these facilities and the geographical area that they serve.)

b. The storage facilities referenced above are specifically designed and equipped to store records in an efficient and economical manner saving both space and money. VA retains custody and controls access to and destruction of records stored at Federal Records Centers.

c. Field facilities, administrations and staff offices interested in retiring/transferring records to the RC&V should refer to VA Handbook 6300.8, Procedures for Shipment of Records to the VA Records Center and Vault in Neosho, Missouri.

d. The following procedures will be used to retire/transfer records to NARA records storage facilities:

(1) Preparing Records for Transfer. Records transferred to NARA records storage facilities must have their final disposition established by a NARA-approved records disposition authority. Before preparing the records for transfer, remove all non record material and extra copies. Separate records into series. A series is defined as a “block of records having the same disposition authority and same disposition date.”

Each item or subordinate item in the records control schedule represents a series.

Identify and sort the records into blocks (series) by item number and cut-off date.

Records whose disposal date has passed must not be sent to a NARA records storage facility. Such records must be disposed of locally. Each series of records must be transferred as a separate accession. Mixed series cannot be accepted.

(2) Required Supplies for Packing Records. The following standard supply items must be used for packing and shipping of records to NARA records storage facilities.

They are available from the General Services Administration (GSA) Federal Supply Service:

Item GSA Stock Item No.

Standard-size Record Boxes 14-3/4” x 12” x 9-1/2” White exterior, lock bottom

NSN 8115-00-117-8249

Special-purpose boxes:

Half-size Size: 14-3/4” x 9-1/2” x 4-7/8”

NSN 8115-00-117-8338

Magnetic Tape Box Size: 14-3/4” x 11-3/4” x 11-3/4”

NSN 8115-00-117-8347

Microfiche Box Size: 14-3/4” x 6-1/2” x 4-1/2

NSN 8115-01-025-3254

Microfiche Box Size: 14-3/4” x 6-1/2” x 5”

NSN 8115-01-132-1923

X-ray Box Size: 18” x 15” x 5-1/2”

NSN 8115-00-290-3386

Filament Tape, l” Wide NSN 7510-00-582-4772

Clear Packaging Tape, 4” Wide NSN 7510-00-073-6094

Felt Tip Marker (Black) NSN 7520-00-973-1059

(3) Packing the Records

(a) Facilities retiring records must use the standard-size box identified above when packing letter- and legal-size records for shipment to a NARA records storage facility.

The facility will reject records shipped in boxes other than the standard size.

(b) Letter-size records will be placed in the box with tabs facing the numbered end.

The numbered end will be opposite the stapled end. Legal-size records will be placed in the box so that the tabs face to the left of the box facing the numbered end. Leave approximately one inch of space in each box for working the files--more if interfiles will be added later. This prevents separation of file papers and reduces the amount of vacant space in boxes. Leave all guides and tabs in records if they will help staff at the NARA records storage facility service the records.

(c) Do not over pack the boxes. Never add additional files on the bottom, side or top of the records in the box. If the last box of the accession is not completely full, add packing material to strengthen the box during shipping.

(4) Preparing Standard Form 135, Records Transmittal and Receipt and SF-135-A, Continuation

(a) An SF-135, Records Transmittal and Receipt, must be completed and forwarded to the appropriate NARA records storage facility for approval before shipping the records. Use SF-135-A, Continuation, if more space is required. The SF-135 documents the physical transfer of the records to a NARA records storage facility and provides information such as the accession number and location of where the records are stored at the facility. (See Illustrations 6-1 and 6-2 for a sample of the SF-135 and the instructions for completion. See Illustration 6-3 for a sample of the SF-135-A.) The Records Officer who has jurisdiction over the records will prepare the SF-135.

(b) Complete all blocks on the SF-135 and 135-A except Item 4; Items 6(a)-(c), the accession number; and Item 6 (j)-(m). These items will be completed by NARA records storage facility. The Records Officer must sign and date the form in Item 2. In Item 3, show the name and commercial telephone number, including area code, of the person to contact concerning the records. Show the complete mailing address in Item 5.

(c) For Item 6(d), a standard-size box equals one cubic foot. Show agency box numbers in Item 6(e).

(d) In Item 6(f) Series Description, describe the records in sufficient detail to allow Federal Record Center (FRC) personnel to verify compliance with the appropriate records control schedule. Show closing or inclusive dates. Non-textual records; e.g., photographs, file, sound recordings, microform, magnetic tapes, computer disks, etc., should be identified and listed as a separate series on the SF-135.

(e) Detailed box listings are required for records scheduled for permanent retention, and/or records which are scheduled for sampling by either VA or NARA prior to their disposition for the purpose of selecting files for permanent retention. In these cases, a detailed box listing must be submitted for review with the SF-135. In all cases, including transfers of temporary records, the originating VA facility must retain a detailed box list with the file copy of the SF-135, so that box numbers can be provided to the NARA records storage facility when requesting reference service. In addition, in all cases, place a copy of the detailed box listing in the first box of each accession.

This action will serve as a back-up file in the event the files are lost or damaged and as a finding aid for NARA records storage facility staff in cases of difficult reference searches.

(f) Complete Item 6(g), Restrictions, using one of the codes listed on the back of the SF-135. Explain any special restrictions at the bottom of the page if necessary.

(g) Complete Item 6(h) by citing the records control schedule and the item number for each record series.

(h) Compute the disposition date in Item 6(i) by using instructions in the records control schedule. Since disposition at the NARA records storage facility is accomplished in quarterly cycles, the date may be advanced to the beginning of the next calendar quarter; e.g., (l/12010, 4/2010, 7/2010, 10/2010).

(i) Forward an original and one copy of the completed SF-135 to the NARA records storage facility. The originating VA facility will hold one copy in suspense. The NARA records storage facility will review the SF-135 for completeness and accuracy. If acceptable, the NARA records storage facility will assign the accession number and return one copy of the form to the originating facility authorizing shipment of the boxes.

Place one copy of the SF-135 in the first box of each accession before shipment.

(j) Upon receipt of the record shipments at the NARA records storage facility, the boxes will be matched against the copy of the SF-135 submitted with the shipment.

That copy will be signed by a NARA records storage facility official and returned to the originating VA facility for filing. This is the only receipt the NARA records storage facility will provide for the transferred material. Therefore, this copy must be retained should future reference service be required from the NARA records storage facility.

(5) Labeling the Boxes for Shipment

(a) After receipt of the approved SF-135 from the servicing NARA records storage facility, follow the instructions printed on the standard size boxes for labeling boxes for shipment.

(b) Do not use glued-on labels to supply additional identifying information. No standard method of affixing labels is effective in long-term center storage. Accession number and box number must be written directly onto the box with a felt-tip marker.

Numbering will be approximately 1-1/2” high. Provide any additional identifying information in the same manner.

(c) See Illustration 6-4 for a sample of labeling and arrangement of boxes when pallets are used to ship records.

(6) Shipment of Records

(a) If the records are being transported a short distance by government vehicle, 50 miles or less, the top flaps of the box may be tucked. In all other instances, especially including commercial transportation or shipment via the U.S. Postal Service, the boxes must be sealed with filament or other strong sealing tape. Masking tape is not acceptable. Do not tape over the accession number or the agency box numbers.

(b) Shipping arrangements and costs are the responsibility of the originating facility.

(c) For shipments of 20 cartons or more, make all arrangements necessary to ensure that the boxes arrive at the NARA records storage facility in numerical order on pallets. Shipments that are out of order, improperly taped, or improperly marked upon arrival at the storage facility may not be accepted. Any return freight charges will be the responsibility of the originating VA facility.

(d) It is not economical to mail large shipments. If shipments of 20 cartons or more must be mailed, they may be sent in a postal container or bulk mail container available from the Postal Service.

(e) For shipments of 200 cartons or more, call the NARA records storage facility to schedule a shipping date. Instruct commercial carriers to contact the FRC 24 hours before delivery. This instruction should be noted on the bill of lading.

(f) The boxes should be received by the NARA records storage facility within 90 days after receipt of the authorization to ship. If boxes are not received within 90 days, the FRC will return the SF-135 and the accession number assigned will be canceled.

(g) Relocation of Records within a NARA Records Storage Facility. Occasionally, it may be necessary for a NARA records storage facility to move records within the facility. When this occurs, the originating VA facility will be notified of the relocation through NARA Form 13016, Notice of FRC Transfer Location Change. This form will be mailed the month following the relocation. The originating VA facility Records Officer must annotate copies of the SF-135 to show the new location numbers and must update any other location indexes for use in securing future reference service from the NARA records storage facility. The Veterans Benefits Administration field facilities Records Officers must also provide notification to their administration’s Records Officer.

5. PROCEDURES FOR RECALL OF RECORDS FROM FEDERAL RECORDS

CENTERS

a. Boxes or files may be retrieved from a NARA records storage facility by using the Centers Information Processing System (CIPS), the Beneficiary Identification and Records Locator System (BIRLS) (for recall of XC-folders only), or VA Form 7575, Request for Retired Records or Information. (See Illustration 6 for a sample of this form.)

b. Access to CIPS can be arranged by contacting the NARA records storage facility that services the VA facility. CIPS is an on-line, interactive, electronic link between

Federal agencies and NARA records storage facilities. Use of CIPS eliminates the initial mail or courier time, reduces administrative and paperwork costs and provides tracking capability for individual requests.

c. Access to BIRLS to recall XC-folders from NARA records storage facilities can be arranged through the Adjudication Officer of the requesting VA field facility.

d. If necessary to prevent unauthorized access to records, arrangements can be made with the servicing NARA records storage facility to maintain a list of VA staff authorized to request retrievals. The originating VA facility will need to contact the servicing NARA records storage facility to establish this list. If such a list is established, the originating VA facility will be responsible for keeping the list updated, and all VA Forms 7575 prepared must be signed by the authorized person before the NARA records storage facility will honor the request.

e. Records must be clearly identified when they are returned to a NARA records storage facility to be refiled. When an entire box has been withdrawn, do not obscure the original box markings upon its return. Contents of entire box refiles are assumed to be the same as when withdrawn; contents are not checked before refiling the box. Do not add or delete records in a box unless properly documented. An individual folder should normally be returned for refile accompanied by the original request form containing the necessary identifying information. To further ensure availability of this information essential to refiling, the NARA records storage facility will transcribe the location information on the folder when it is pulled. If it is necessary to replace damaged folders or boxes before return to a NARA records storage facility for refiling, all original markings and writing from the original folder or box must be copied onto the new container.

6. TRANSFER OF RECORDS TO THE NATIONAL PERSONNEL RECORDS

CENTER (NPRC) IN ST. LOUIS, MISSOURI

a. NARA General Records Schedules 1 and 2 specify that the following Federal civilian personnel, medical, and pay records must be centrally stored at the National Personnel Records Center (NPRC) (Civilian Personnel Records) at 111 Winnebago Street in St. Louis, Missouri:

(1) Official personnel folders of separated Federal civilian employees.

(2) Service record cards of employees who separated or transferred on or before December 31, 1947.

(3) Audited individual earnings and pay cards and comprehensive payrolls.

(4) Medical folders of separated Federal civilian employees.

b. An SF-135, Records Transmittal and Receipt, will be prepared to transfer any of the above types of records to the NPRC. (See paragraph 4d (4) for guidance on preparation of the SF-135.) The NPRC requires no advance notification and no receipt will be furnished to the originating facility.

c. An SF-127, Request for Official Personnel Folder (Separated Employee), will be completed and forwarded to the NPRC to request recalls of official personnel folders from the NPRC. (Note: Use of the SF 127 is restricted to authorized representatives of Federal personnel offices.)

d. An SF-184, Request for Employee Medical Folder (Separated Employee), will be completed and forwarded to the NPRC to request recalls of medical folders. (Note:

Use of the SF 184 is restricted to authorized agency medical offices and requires a signature of an agency medical officer.)

e. The above referenced forms will be completed by the Records Officer of the office that has jurisdiction over the records.

7. DESTRUCTION OF RECORDS

a. Most temporary records are authorized for destruction when their retention periods expire. Most paper records may be recycled and sold as wastepaper.

Nonpaper records, such as audiovisual or electronic, should be salvaged for reuse whenever possible.

b. Records with restrictions, such as national security classified, exempted from disclosure by statute, including Privacy Act (PA) or VA regulations, require special procedures. They must be segregated from non restricted records and shredded or otherwise definitively destroyed, with witnessed disposal for records destroyed by contractors.

c. The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as PA or Title 38 U.S.C., must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose of restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contract of sale should state that a contractor employee is authorized to witness destruction of the records. The destruction of restricted records must be by pulping, macerating, shredding, or otherwise definitively destroying the information contained in the records. In VA the destruction of national security information, including the method of destruction, must be approved by the VA Security Officer, Office of the Assistant Secretary for Security and Law Enforcement. Any contract for sale of VA records must prohibit their resale for use as records or documents.

d. When the retention period expires on temporary records that are stored at an FRC, the appropriate center will forward a NA Form 13001, Notice of Eligibility for

Disposal, to the VA facility that retired the records 90 days prior to the scheduled destruction. The VA facility must respond to the notice if the records are to be maintained beyond the scheduled destruction date. If a NARA records storage facility does not hear from the VA facility, the records will be destroyed as scheduled.

e. Temporary records whose retention standard has been approved by NARA may be stored on any medium, including optical disks, that ensures maintenance of the information until expiration of the authorized retention period. This means that conversion of such temporary records to optical disks and disposal of the original paper records or other media, do not require NARA’s approval.

f. Records that are not restricted for classified reasons or exempted from disclosure by statute and which are authorized for destruction will be sold or salvaged. Paper records will be sold as wastepaper. Silver film records, including photographic film, microfilm, and x-rays, will be sold or salvaged through VA's precious metals recovery program. Records in other media, such as audio, visual, and data tapes, disks, and diskettes, may be sold or may be salvaged by erasing, degaussing, or over-writing, as appropriate, so that the medium may be reused. If the records cannot be sold advantageously or otherwise salvaged, they may be destroyed by VA personnel by burning, pulping, shredding, macerating, or other suitable means.

g. Any unlawful or accidental destruction, defacing, alteration or removal of VA records must be reported to the Director, Enterprise Records Service (005R1B) who must notify NARA in accordance with (36 CFR 1228.104). Field facilities will submit reports to their respective administration and staff office Records Officers. The following information must be provided under Interagency Report Control Number 0285-

NAR-AR:

(1) A complete description of the records with volume and dates if known.

(2) The office of origin.

(3) A statement of the exact circumstances surrounding the alienation, defacing, or destruction of the records.

(4) A statement of the safeguards established to prevent further loss of documentation.

(5) When appropriate, details of the action taken to salvage, retrieve, or reconstruct the records.

h. The penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a fine under the provisions of Title 18, U.S.C., or 3 years in prison, or both (18 U.S.C. 2071).

8. TRANSFER OF PERMANENT RECORDS

a. Permanent records are those determined by VA and approved by NARA to have sufficient historical or other value to warrant continued preservation by the Federal government. Permanent records require special attention. Permanent records must be created on archival-quality media, kept properly and in good order.

Microform, audiovisual, and electronic records must be stored in conditions that meet Federal requirements contained in 36 CFR 1230, 1232, and 1234.

b. The records control schedules will contain information for transferring permanent records to the National Archives. Inactive permanent records may reside in a NARA records storage facility for a period of time before transfer to the National Archives or they may be transferred to National Archives as soon as they become inactive.

c. Records approved as permanent by the National Archives are transferred as directed by the approved records control schedule when:

(1) VA no longer needs them for current business.

(2) VA needs are satisfied by use of the records in NARA research rooms or by copies of the records.

(3) They are 30 years old.

d. Once records are transferred to the National Archives, both legal and physical custody passes from VA to the National Archives. The form documenting the legal transfer of permanent records to the National Archives is Standard Form 258, Agreement to Transfer Records to the National Archives of the United States. If the records are at a NARA records storage facility awaiting transfer, NARA will prepare the SF-258 and forward it to the VA Records Officer for approval. The VA Records Officer will forward the SF-258 to the responsible administration and staff office Records Officer.