U.S. Geological Survey Manual

Chapter 1000. Property Management.

Records contained in this section pertain to responsibilities associated with the planning, direction, and administration of bureau personal property; motor vehicle, aircraft, and watercraft management; energy conservation management; museum management; and real property management and maintenance (including space and facilities management).

Chapter 1000 Topics	This section provides for the disposition of the following USGS Property Management records:
	1001.	Personal Property Management Program.
	1002.	Motor Vehicle, Aircraft, and Watercraft Management Files.
	1003.	Energy Conservation Management Files.
	1004.	Museum Management Files.
	1005.	Real Property Management Program.
	1006.	Electronic Mail (E-mail) and Word Processing System Copies of Property Management records.

1001. Personal Property Management Program files include the following records:

1001-01	General Personal Property Management Files.
1001-02	Personal Property Management Policies and Procedures Files.
1001-03	Personal Property Management Reports.
1001-04	Personal Property Classification.
1001-05	Personal Property Accountability Files.
1001-06	Personal Property Loan Activities.
1001-07	Personal Property Disposal Case Files.
1001-08	Bureau Board of Survey Files.

1002. Motor Vehicle, Aircraft, and Watercraft Management files include the following records:

1002-01	General Motor Vehicle, Aircraft, and Watercraft Management Files.
1002-02	Motor Vehicle, Aircraft, and Watercraft Management Policies and Procedures Files.
1002-03	Motor Vehicle, Aircraft, and Watercraft Management Reports.
1002-04	Motor Vehicle, Aircraft, and Watercraft Alleged Misuse Files.
1002-05	Motor Vehicle, Aircraft, and Watercraft Operation and Maintenance Files.

1003. Energy Conservation Management files include the following records:

1003-01	General Energy Conservation Management Files.
1003-02	Energy Conservation Management Policies and Procedures.
1003-03	Energy Conservation Management Reports.

1004. Museum Management files include the following records:

1004-01	General Museum Management Files.
1004-02	Museum Management Policies and Procedures.
1004-03	Museum Management Reports.
1004-04	Museum Accountability Files.
1004-05	Museum Preservation Maintenance Files.
1004-06	Loan and Exhibits Correspondence.

1005. Real Property Management Program files include the following records:

1005-01	General Real Property Management Files.
1005-02	Real Property Management Policies and Procedures.
1005-03	Real Property Reports.
1005-04	Bureau-Owned Real Property.
1005-05	Real Property Maintenance Records.
1005-06	Building Operations Plans.
1005-07	General Services Administration (GSA) and Bureau Leased Space Files.
1005-08	Federal Real Property Management (FRPM) System.

1006. E-mail and Word Processing System Copy records for the Property Management files include the following records:

1006-01	Electronic copies of e-mail and word processing records created solely to produce the recordkeeping copy and electronic copies of e-mail and word processing records that are needed in addition to the recordkeeping copy for dissemination, revision, or updating.

What files in this section are important or considered permanent USGS records?	•   Fixed Assets Subsystem (FAS) master file history table. •   Museum administrative accountability files. •   Records relating to bureau-owned real property. •   GSA and bureau leased space files. •   Real property historical records maintained in FRPM.

What files in this section are considered temporary USGS records?

•   General files, policies, procedures, and reports in all areas of this chapter. •   Personal property classification, accountability, loan, and disposal case files. •   Bureau Board of Survey files. •   Motor vehicle, aircraft, and watercraft files. •   Energy conservation management files. •   Museum preservation maintenance files. •   Loan and exhibits correspondence. •   Exhibits for other agencies. •   Copies of bureau-owned real property files. •   Excess real property files. •   Real property maintenance files. •   Building and equipment service records. •   Building operations plans. •   Copies of GSA and bureau leased space files. •   FRPM system files.

Questions?	Contact the USGS Records Manager or your discipline or regional Records Liaison Officer.

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1000. Property Management.

Item No.	Description of Records	Disposition Instructions
1001	Personal Property Management Program.
1001-01	General Personal Property Management Files. General correspondence and other records relating to personal property management topics not otherwise covered in this schedule.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1001-02	Personal Property Management Policies and Procedures Files. Policies and procedures pertinent to future and continuing actions for personal property management activities.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1001-03	Personal Property Management Reports. Miscellaneous reports pertaining to personal property management.	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.
1001-04	Personal Property Classification. Correspondence and documentation relating to identification numbers or other nomenclatures that are assigned and affixed to controlled personal property. Includes, but not limited to, manufacture codes, Federal Supply Classification Identification, and vehicle license plate records.	Cut-off at the end of the fiscal year. Destroy when superseded, revoked, or 3 years after cut-off, whichever is later.
1001-05	Personal Property Accountability Files.
1001-05a	Official personal property custodian files and supporting documentation establishing accountability and responsibility for all property items in USGS custodians' care.	Retain until the custodian leaves the bureau, at which time the file is destroyed since all personal property in the custodian's possession will have been transferred to another individual.
1001-05b	Fixed Assets Subsystem. Fixed Assets Subsystem (FAS) of the Federal Financial System (FFS) is the official property system of the bureau. The FAS consists of electronic tables, which support the bureau's general ledger capitalized asset account in the FFS, as well as accountability information about all capitalized accountable and non-capitalized accountable property which the USGS is required to track. The accountability data in the FAS is supported by paper records in the official file (Item 1001-05a).
1001-05b(1)	Inputs. Electronic inputs consist of each property item's description location, Custodial Property Officer (CPO), serial number, and cost.	Delete or destroy after input and verification of data into master file or when no longer needed to support the reconstruction of the master file, whichever is later.
1001-05b(2)	Master File. Data pertaining to all active accountable property presently owned or leased by the USGS, with history of changes to such records from 1987 to the present. The keys are Fixed Asset Type, Fixed Asset Number, and Fixed Asset Betterment Number, although some FAS tables are keyed differently.	Delete individual record upon receipt of approved property disposition documentation; records are maintained in the history table indefinitely for audit purposes.
1001-05b(3)	Outputs. Property Receipt and Accountability Report (form RFA-65) is produced on demand and sent to CPO for verification of information, signature, and equipment serial number.
1001-05b(3)(a)	Electronic copy.	Temporary. Database back-ups are done twice nightly (before and after processing) and are deleted after 5 working days. Electronic copy only exists while user is reviewing an on-line query. Deleted upon system exit.
1001-05b(3)(b)	Recordkeeping Copy (paper).	Keep in accountability files until the CPO leaves the bureau.
1001-05b(4)	System Documentation. Consists of Fixed Assets Subsystem Requirements Analysis, user guide, and other system documentation.	Cut-off when system is replaced. Destroy 6 years 3 months after cut-off.
1001-05c	Property Management Interface System (PMIS). This system duplicates the accountable property records in the FAS and allows bureau CPO's to update and track the building, room number, and Cognizant Employee (CE) for each item of property under the CPO's control. Also allows CPO's to track non-accountable property, which is not tracked in the FAS.
1001-05c(1)	Inputs. Electronic inputs consist of building, room number, and CE for accountable property; the official accountable property item records are established in the FAS and then downloaded electronically to the PMIS in batch mode. Non-accountable property inputs consist of item description, serial number, cost, and other information the CPO thinks is pertinent.	Delete or destroy after input and verification of data into master file or when no longer needed to support the reconstruction of the master file, whichever is later.
1001-05c(2)	Master File. Consists of two databases: one database contains accountable property records and the other contains non-accountable property records. There is no interface between the non-accountable database and any others.	Accountable records are modified to show change in status when item is disposed of and deleted in the FAS.
1001-05c(3)	Outputs. Provides CPO's and other managers with on-line queries and reports that show what items a CPO or CE is responsible for; these reports are needed to conduct the required annual inventory of accountable property. Also consists of various other ad hoc queries and reports that can be modified as needed for unusual data calls. Some reports include a signature line that can be signed by the responsible employee.
1001-05c(3)(a)	Electronic Copy.	Temporary. Electronic copy only exists while user is reviewing an on-line query. Deleted upon system exit.
1001-05c(3)(b)	Recordkeeping Copy (paper).	For reports submitted by the CPO to the Property Management Branch, maintain in accountability files until CPO separates from the bureau. Destroy upon separation.
1001-05c(4)	System Documentation. Consists of PMIS User Guide.	Cut-off when system is replaced. Destroy 6 years 3 months after cut-off.
1001-06	Personal Property Loan Activities. Material accumulated as a result of property loans. Includes, but not limited to, loan agreements and any associated documentation.	Cut-off when property is returned. Destroy 2 years after property is returned.
1001-07	Personal Property Disposal Case Files. Case files maintained on donations, Reports of Survey, unserviceable property, cannibalization, and excess personal property. Include all related correspondence with file.
1001-07a	Record Copy.	Move to inactive file upon disposal. Destroy 7 years after disposal.
1001-07b	All other copies.	Move to inactive file upon disposal. Destroy 1 year after disposal.
1001-08	Bureau Board of Survey Files. Actions taken by the Bureau Board of Survey for items that are lost, stolen, or damaged beyond repair. Includes, but not limited to, findings, recommendations, and appeals.	Destroy 6 years after case is closed.

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Item No.	Description of Records	Disposition Instructions
1002	Motor Vehicle, Aircraft, and Watercraft Management Files.
1002-01	General Motor Vehicle, Aircraft, and Watercraft Management Files. General correspondence and other records relating to motor vehicle, aircraft, and watercraft management topics not otherwise covered in this schedule.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1002-02	Motor Vehicle, Aircraft, and Watercraft Management Policies and Procedures Files. Policies and procedures pertinent to future and continuing actions for motor vehicle, aircraft, and watercraft management activities.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1002-03	Motor Vehicle, Aircraft, and Watercraft Management Reports. Miscellaneous reports pertaining to motor vehicle, aircraft, and watercraft management. (Excludes accident files, see Item 904-05).	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.
1002-04	Motor Vehicle, Aircraft, and Watercraft Alleged Misuse Files. Documents created in reviewing reports of alleged or observed misuse of motor vehicles, aircraft, watercraft, or their facilities. They include such things as copies of allegations, correspondence, supporting data, investigative reports, recommendations, reports of actions taken, and any related records.	Cut-off when all recommendations or actions have been implemented or taken. Destroy 3 years after cut-off.
1002-05	Motor Vehicle, Aircraft, and Watercraft Operation and Maintenance Files.
1002-05a	Motor Vehicle, Aircraft, and Watercraft History and Use Files. Case files, documenting information on motor vehicle, aircraft, or watercraft operations from acquisition to disposal. Includes, but not limited to, gas and oil consumption, use requests and schedules, approval(s) and justifications if necessary, cost files, hazard analysis, registration documentation, manuals, maintenance records, inspections, and other related use documentation. Includes summary reports of use and activity. (Excludes accident files, see Item 904-05).	Cut-off when vehicle is removed from the fleet. Destroy 4 years after motor vehicle, aircraft, or watercraft disposal.
1002-05b	Motor Vehicle, Aircraft, and Watercraft Release and Transfer Files. Material relating to transfer, sale, donation, or exchange of motor vehicles, aircraft, or watercrafts.	Cut-off at the end of the fiscal year. Destroy 7 years after motor vehicle, aircraft, or watercraft disposal.
1002-05c	Motor Vehicle, Aircraft, and Watercraft Operator Files. Records relating to individual employee operations of Government-owned motor vehicles, aircraft, or watercraft including driver tests, authorization to use, road test examiner files, watercraft use training, pilot training, and related correspondence.	Destroy 3 years after separation of employee or 3 years after rescission of authorization to operate government-owned motor vehicle, aircraft, or watercraft, whichever is sooner.

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Item No.	Description of Records	Disposition Instructions
1003	Energy Conservation Management Files.
1003-01	General Energy Conservation Management Files. General correspondence and other records relating to energy conservation management topics not otherwise covered in this schedule.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1003-02	Energy Conservation Management Policies and Procedures. Policies and procedures pertinent to future and continuing actions for energy conservation management activities.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1003-03	Energy Conservation Management Reports. Miscellaneous reports pertaining to energy conservation management.	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.

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Item No.	Description of Records	Disposition Instructions
1004	Museum Management Files. Includes records of museum property, artifacts, artwork, archeological, and historical collections, and all aspects of museum management. NOTE: These files may also contain photographs of the collections.
1004-01	General Museum Management Files. General correspondence and other records relating to museum management topics not otherwise covered in this schedule.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1004-02	Museum Management Policies and Procedures. Policies and procedures pertinent to future and continuing actions for museum management activities.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1004-03	Museum Management Reports. Miscellaneous reports pertaining to museum management.	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.
1004-04	Museum Accountability Files. Administrative accountability records documenting accessioning, cataloguing, loans, conservation, preservation and includes inventories of museum property, artifacts, artwork, archeological and historical collections and renderings.	Maintain records with museum property, artifacts, artwork, or collection until transferred or deaccessioned. If transferred, include records with transfer. If deaccessioned, place records in inactive file. Cut-off inactive file annually. Destroy inactive file 5 years after cut-off.
1004-05	Museum Preservation Maintenance Files. Planning, preparation, maintenance, rehabilitation, and preservation of museum objects on exhibit.	Place in inactive file upon termination of assignment or when plans are superseded or obsolete. Cut-off at the end of the fiscal year. Destroy inactive files 5 years after property is deaccessioned.
1004-06	Loan and Exhibits Correspondence. Correspondence relating to objects on outgoing loan for study, exhibit, and conservation.	Cut-off at the end of the fiscal year. Destroy correspondence 2 years after loan is returned. NOTE: Retain history of records related to loan in museum accountability files (Item 1004-04).

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Item No.	Description of Records	Disposition Instructions
1005	Real Property Management Program.
1005-01	General Real Property Management Files. General correspondence and other records relating to bureau real property management, including space and facility management.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1005-02	Real Property Management Policies and Procedures. Policies and procedures pertinent to bureau real property management, including space and facility management.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1005-03	Real Property Reports. Miscellaneous reports relating to bureau real property management, including space and facility management.	Cut-off at the end of the fiscal year. Destroy when 2 years old.
1005-04	Bureau-Owned Real Property. Miscellaneous documents relating to bureau-owned real property, including condition assessment results, deeds, purchases, exchanges, donations, surveys of real property, records on valuations, capital improvements, and renovation/construction specifications. (Excludes records relating to property acquired prior to January 1, 1921.) (See Section 907 for filing of Environmental Impact Statements required by the National Environmental Policy Act of 1969.)
1005-04a	Records relating to property acquired after December 31, 1920, other than abstract or certificate of title.	Dispose of 10 years after unconditional sale or release by the government of conditions, restrictions, mortgages, or other liens.
1005-04b	Abstract or certificate of title.	Transfer to purchaser after unconditional sale or release by the government of conditions, restrictions, mortgages, or other liens.
1005-04c	Copies of real property and related work papers held in subordinate reporting units.	Cut-off at the end of the fiscal year. Destroy when superseded, obsolete, or no longer needed.
1005-04d	Records necessary or convenient for the use of real property sold, donated, or traded to non-Federal ownership, including, if pertinent as determined by the releasing agency, site maps and surveys, plot plans, architect's sketches, working diagrams, preliminary drawings, blueprints, master tracings, utility outlet plans, equipment location plans, specifications, construction progress photographs, inspection reports, building and equipment management and maintenance records, allowance lists as well as duplicate copies of title papers, provided (a) that the records can be segregated without harm to other documents of enduring value, (b) that no responsibility attaches to the government because of disagreement between the transferred documents and the physical condition of the property at the time of conveyance, and (c) that if the property is released for historical use or purpose, the user agrees to retain it and return it to the Federal Government immediately upon the discontinuance of its use for historical purposes.	Transfer to new custodian upon completion of sale, trade, or donation proceedings, or acceptance of purchase money mortgage.
1005-04e	Excess Real Property Files. Reports of excess real property.	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.
1005-05	Real Property Maintenance Records. Miscellaneous documents relating to real property and deferred maintenance.
1005-05a	General Real Property Maintenance Files. General correspondence and other records relating to bureau real property maintenance and deferred maintenance activities.	Cut-off at the end of the fiscal year. Destroy 2 years after cut-off.
1005-05b	Real Property Maintenance Policies and Procedures. Policies and procedures pertinent to bureau real property maintenance and deferred maintenance activities.	Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes.
1005-05c	Real Property Maintenance Reports. Miscellaneous reports and assessments relating to USGS real property maintenance and deferred maintenance activities.	Cut-off at the end of the fiscal year. Destroy when 3 years old.
1005-05d	Real Property Maintenance Plans and Projects. Miscellaneous bureau real property maintenance and deferred maintenance plans and projects. Includes drawings, schematics, and other related records.	Retain 5-year deferred maintenance plans for project tracking through full cycle until completed. Destroy other files when 10 years old or when plans are canceled, superseded, or obsolete.
1005-05e	Building and Equipment Service Records. Requests for building and equipment maintenance services, excluding fiscal copies.	Destroy 3 months after work is performed or requisition is canceled. If manufacturer's or contractor's warranty is acquired, retain purchase or required documents until expired.
1005-06	Building Operations Plans. Miscellaneous bureau building plan files, workspace layouts, monthly General Services Administration (GSA) rent bills, surveys, and related agency records used in space planning.	Destroy 2 years after space is vacated, or when lease is canceled or when plans are superseded or obsolete, whichever is later.
1005-07	GSA and Bureau-Leased Space Files. Correspondence relating to bureau space holdings and requirements.
1005-07a	Requests to GSA, including SF-81, Request for Space, and related documents, occupancy agreements (OAs), GSA and USGS leases, and supplemental lease agreements (SLAs).	Destroy 2 years after space is vacated, or when lease is canceled or when plans are superseded or obsolete, whichever is later.
1005-07b	Copies in subordinate units and related work papers.	Cut-off at the end of the fiscal year. Destroy when superseded, obsolete, or no longer needed.
1005-08	Federal Real Property Management (FRPM) System. A system used to process the monthly GSA rent bill, maintain the databases of GSA-provided space and bureau-owned and -leased real property, and produce the Annual Report of Real Property Owned by or Leased to the United States, GSA Form 1166. The system allows bureau real property and space management staff to maintain an up-to-date inventory of GSA-provided space and USGS-owned and -leased real property and to run monthly and ad hoc reports of GSA space and USGS real property.
1005-08a	Inputs. Owned and leased real property data, consisting of each installation, including location, original Government acquisition information such as date and cost, and inventory data including square feet and predominant use of buildings and structures is manually inputted. Electronic file of monthly GSA rent bill is imported.	Input information is retained with the official real property management file until the property is disposed of, and then deleted. Electronic files of GSA data are retained until no longer needed.
1005-08b	Master File. The system includes an inventory of GSA-provided and USGS-owned and -leased space. There is a monthly interface between the Federal Financial System (FFS) and this database to process the monthly GSA Rent Bill.	Records are maintained, in an electronic file, until no longer needed.
1005-08c	Outputs. FRPM provides real property and space management staffs with on-line queries and batch reports of GSA-provided and USGS-owned and -leased space.
1005-08c(1)	Electronic Copy.	Delete after recordkeeping copy is produced or no longer needed for operational purposes, whichever is later.
1005-08c(2)	Recordkeeping Copy (paper).	Cut-off at the end of the fiscal year. Retire records to storage facility 1 year after real property installation is disposed of by excessing, donating, etc. Destroy 3 years after disposal.
1005-08c(3)	GSA Rent Bill Summaries (paper).	Cut-off at the end of the fiscal year. Destroy 3 years after cut-off.
1005-08d	System Documentation. Consists of FRPM user guide and data dictionary.	Cut-off when system is replaced. Destroy 1 year after cut-off.

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Item No.	Description of Records	Disposition Instructions
1006	Electronic Mail and Word Processing System Copies
1006-01	Electronic Copies of Records. Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this chapter. Also includes electronic copies of records created on electronic mail, spreadsheet, and word processing systems that are maintained for updating, revision, or dissemination.
1006-01a	Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives and copies on shared network drives that are used only to produce the recordkeeping copy.	Destroy/delete within 180 days after the recordkeeping copy has been produced.
1006-01b	Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.	Destroy/delete when dissemination, revision, or updating is completed.

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