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U.S. Geological Survey Manual

U.S. Geological Survey

General Records Disposition Schedule

Prepared by the Geospatial Information Office

432-1-S1

May 2009

U.S. Department of the Interior
U.S.Geological Survey


Foreword and Table of Contents | Record of Posted Changes | Information on Official Records | How to use Records Disposition Schedules | Changes in this Issuance | Chapter 100 | Chapter 200 | Chapter 300 | Chapter 400 | Chapter 500 | Chapter 600 | Chapter 700 | Chapter 800 | Chapter 900 | Chapter 1000 | Chapter 1100 | Chapter 1200 | Chapter 1300 | Appendix 1 | Appendix 2

Chapter 1000. Property Management

Records contained in this section pertain to responsibilities associated with 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:

1001. Personal Property Management Program

1002. Motor Vehicle, Aircraft, and Watercraft Management Files

1003. Energy Conservation Case Files

1004. Museum Property Files

1005. Real Property Management Program


1001. Personal Property Management Program Files include the following records:
1001-01 General Personal Property Management Files - General records relating to personal property management topics not otherwise covered in this schedule.
1001-02 Personal Property Custodian Files - Supporting documentation for property in USGS custodians' care.
1001-03 Fixed Assets Subsystem - Electronic tables and accountability information about capitalized and not-capitalized accountable property that the USGS is required to track.
1001-04 Property Management Interface System (PMIS) - Duplicates the accountable property records in the Fixed Assets Subsystem (FAS) and allows bureau Custodial Property Officer's (CPO's) to update and track property.
1001-05 Personal Property Loan Activities - Files on property loans.
1001-06 Personal Property Disposal Case Files - Files maintained on donations, Reports of Survey, unserviceable property, cannibalization, and excess personal property.
1001-07 Bureau Board of Survey Files - Findings, recommendations, and appeals for property that are lost, stolen, or damaged beyond their repair.


1002. Motor Vehicle, Aircraft, and Watercraft Management Files include the following records:
1002-01 General Motor Vehicle, Aircraft, and Watercraft Management Files - Records not otherwise covered in this schedule.
1002-02 Motor Vehicle, Aircraft, and Watercraft Alleged Misuse Files - Copies of allegations, investigative reports, and any other related records.
1002-03 Motor Vehicle, Aircraft, and Watercraft History, Operation and Use, Maintenance, and Release and Transfer Files - Case files documenting operations from acquisition to disposal.
1002-04 Motor Vehicle, Aircraft, and Watercraft Operator Files - Records relating to employee operations of Government-owned motor vehicles, aircraft, or watercraft.


1003. Energy Conservation Case Files include the following records:
1003-01 General Energy Conservation Management Files - Correspondence, policies, reports, and other records not otherwise covered in this schedule.
1003-02 Long-Term Statistical and Trend Data Compilations and Summaries - Periodic analysis reports and summaries.


1004. Museum Property Files include the following records:
1004-01 Museum General Management Files - Correspondence, policies, reports, and other records on museum management not otherwise covered in this schedule.
1004-02 Museum Accountability Files - Case history files.


1005. Real Property Management Program Files include the following records:
1005-01 General Real Property Management Files - Correspondence and other records relating to bureau real property management, including space and facility management.
1005-02 Real Property Management Policies and Procedures - Policies and procedures and related files.
1005-03 Real Property Reports - Miscellaneous reports relating to bureau real property management, including space and facility management
1005-04 Bureau-Owned Real Property - Miscellaneous documents relating to bureau-owned real property.
1005-05 Real Property Maintenance Records - Miscellaneous documents relating to real property maintenance and deferred maintenance.
1005-06 Building Operations Plans - Miscellaneous records used in space planning.
1005-07 GSA and Bureau-Leased Space Files - Correspondence related to bureau space holdings and requirements.
1005-08 Federal Real Property Management (FRPM) System - System records related to maintaining the bureau inventory of GSA-provided space and USGS-owned and leased real property.


What records in this chapter are important or considered permanent USGS records? •   Personal Property Custodian Files.
•   Data in the Fixed Assets Subsystem
•   Museum Accountability Files.
•   Real Property Management and Maintenance Policies and Procedures.
•   Bureau-owned Real Property Documents.
•   Real Property Maintenance Plans and Projects.
•   Building Operations Plans and Space Holdings.
•   Data contained in the FRPM used to Process the Monthly GSA Bill.


What records in this section are considered temporary USGS records? •   General Personal Property Management Files and Disposal Case Files.
•   PMIS System Files.
•   Bureau Board of Survey Files.
•   General Motor Vehicle, Aircraft, and Watercraft; Alleged Misuse Files; Management Files; History, Operation and Use, Maintenance, Release and Transfer Files; and Operator Files.
•   General Energy Conservation Case Files and Long-term Data Summaries.
•   Museum General Management Files.
•   Real Property Management and Maintenance General Files and Reports.
•   Excess Real Property Files.
•   Building and Equipment Service Records.


Questions? Contact the USGS Records Manager or your discipline or regional Records Liaison Officer - http://internal.usgs.gov/gio/irm/fmassis2.html.


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Chapter 1000. Property Management

1001 Personal Property Management Program || 1002 Motor Vehicle, Aircraft, and Watercraft Management Files || 1003 Energy Conservation Case Files || 1004 Museum Property Files || 1005 Real Property Management Program

Item No. Record Item / Description of Records Disposition Instructions Authority
1001 Personal Property Management Program.

1001-01 General Personal Property Management Files. General correspondence, classification identification, policies, procedures, reports, and other records relating to personal property management topics not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff or when superseded, revoked, canceled, or no longer needed, whichever is sooner. N1-57-02-04, Item 1001-03
1001-02 Personal Property Custodian Files. Includes supporting documentation establishing accountability and responsibility for all property items in USGS custodians' care. Retain until the custodian leaves the bureau. Move to inactive file upon separation. Destroy when no longer needed for reference purposes. RCS/Item 307-10a and NC1-57-87-1, Item 1a
1001-03 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 1001-02).

1001-03a 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. N1-57-02-04, Item 1001-05b(1) and GRS 20, Item 3b
1001-03b 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. N1-57-02-04, Item 1001-05b(2) and GRS 20, Item 3b
1001-03c 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.

1001-03c(1) Electronic Copy. 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. N1-57-02-04, Item 1001-05b(3)(a) and GRS 20, Item 3b
1001-03c(2) Recordkeeping Copy (Paper). Keep in accountability files until the CPO leaves the bureau. NC1-57-87-1, Item 10a
1001-03d System Documentation. Consists of Fixed Assets Subsystem Requirements Analysis, user guide, and other system documentation. Cutoff when system is replaced. Destroy 6 years 3 months after cutoff. N1-57-02-04, Item 1001-05b(4)
1001-04 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.

1001-04a 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. N1-57-02-04, Item 1001-05c(1) and GRS 20, Item 3b
1001-04b 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. N1-57-02-04, Item 1001-05c(2) and GRS 20, Item 3b
1001-04c 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.

1001-04c(1) Electronic Copy. Electronic copy only exists while user is reviewing an on-line query. Deleted upon system exit. N1-57-02-04, Item 1001-05c(3)(a) and GRS 20, Item 3b
1001-04c(2) 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. NC1-57-87-1, Item 10a
1001-04d System Documentation. Consists of PMIS User Guide. Cutoff when system is replaced. Destroy 6 years 3 months after cutoff. N1-57-02-04, Item 1001-05c(4)
1001-05 Personal Property Loan Activities. Material accumulated as a result of property loans. Includes, but not limited to, loan agreements and any associated documentation. Cutoff when property is returned. Destroy 2 years after property is returned. N1-57-02-04, Item 1001-06
1001-06 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.

1001-06a Record Copy. Move to inactive file upon disposal. Destroy 7 years after disposal. RCS/Item 307-02 and NC1-57-81-4, Item 23
1001-06b All Other Copies. Move to inactive file upon disposal. Destroy 1 year after disposal. N1-57-02-04, Item 1001-07b
1001-07 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. N1-57-02-04, Item 1001-08

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Item No. Record Item / Description of Records Disposition Instructions Authority
1002 Motor Vehicle, Aircraft, and Watercraft Management Files.

1002-01 General Motor Vehicle, Aircraft, and Watercraft Management Files. General correspondence, policies, procedures, reports, and other records relating to motor vehicle, aircraft, and watercraft management topics not otherwise covered in this schedule. (Excludes accident files, see Item 904-05). Cutoff at the end of the fiscal year. Destroy 3 years after cutoff or when superseded, revoked, canceled, or no longer needed, whichever is sooner. N1-57-02-04, Item 1002-03
1002-02 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. Cutoff when all recommendations or actions have been implemented or taken. Destroy 3 years after cutoff. N1-57-02-04, Item 1002-04
1002-03 Motor Vehicle, Aircraft, and Watercraft History, Operation and Use, Maintenance, and Release and Transfer 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 and all information relating to the transfer, sale, donation, or exchange. (Excludes accident files, see Item 904-05). Cutoff at the end of the fiscal year. Destroy 7 years after motor vehicle, aircraft, or watercraft disposal. N1-57-02-04, Item 1002-05b
1002-04 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. N1-57-02-04, Item 1002-05c

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Item No. Record Item / Description of Records Disposition Instructions Authority
1003 Energy Conservation Case Files.

1003-01 General Energy Conservation Management Files. General correspondence, policies, procedures, reports, and other records relating to energy conservation management topics not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff or when superseded, revoked, canceled, or no longer needed, whichever is sooner. N1-57-02-04, Item 1003-03
1003-02 Long-term Statistical and Trend Data Compilations and Summaries. Periodic analysis reports and summaries. Destroy when 15 years old. N1-57-08-06, Item 1003-02

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Item No. Record Item / Description of Records Disposition Instructions Authority
1004 Museum Property Files.

1004-01 Museum General Management Files. General correspondence, policies, procedures, reports, and other records on all aspects of museum management not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff or when superseded, revoked, canceled, or no longer needed, whichever is sooner. N1-57-02-04, Item 1004-03
1004-02 Museum Accountability Files. Case history files, including a photograph, documenting accessioning, cataloguing, loans, conservation, preservation, and maintenance of museum property, artifacts, artwork, archeological, and historical collections and renderings. Files also include planning, preparation, rehabilitation, and preservation of museum objects as well as information on location of property, i.e., in storage, on exhibit, or on loan. If applicable, contains construction and reconstruction projects. 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. Cutoff inactive file annually. Destroy inactive file 5 years after cutoff. N1-57-02-04, Item 1004-04

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Item No. Record Item / Description of Records Disposition Instructions Authority
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. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 1005-01
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. N1-57-02-04, Item 1005-02
1005-03 Real Property Reports. Miscellaneous reports relating to bureau real property management, including space and facility management. Cutoff at the end of the fiscal year. Destroy when 2 years old. N1-57-02-04, Item 1005-03
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. RCS/Item 307-05a and GRS 3, Item 1a
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. RCS/Item 307-05b and GRS 3, Item 1b
1005-04c Copies of real property and related work papers held in subordinate reporting units. Cutoff at the end of the fiscal year. Destroy when superseded, obsolete, or no longer needed. N1-57-02-04, Item 1005-04c
1005-04d Records Necessary or Convenient for the Use of Real Property Sold, Donated, or Traded to Non-Federal Ownership. Include, 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. RCS/Item 307-05c and GRS 4, Item 4
1005-04e Excess Real Property Files. Reports of excess real property. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. RCS/Item 307-04 and GRS 4, Item 2
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. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 1005-05a
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. N1-57-02-04, Item 1005-05b
1005-05c Real Property Maintenance Reports. Miscellaneous reports and assessments relating to USGS real property maintenance and deferred maintenance activities. Cutoff at the end of the fiscal year. Destroy when 3 years old. N1-57-02-04, Item 1005-05c
1005-05d Real Property Maintenance Plans and Projects. Miscellaneous bureau real property maintenance and deferred maintenance plans and projects. Includes studies, 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. N1-57-02-04, Item 1005-05d
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. N1-57-02-04, Item 1005-05e and GRS 11, Item 5
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. N1-57-02-04, Item 1005-06
1005-07 GSA and Bureau-Leased Space Files. Correspondence relating to bureau space holdings and requirements. Includes requests to GSA, such as the 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. N1-57-02-04, Item 1005-07a
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. Records are maintained, in an electronic file, until no longer needed. N1-57-02-04, Item 1005-08a
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. Delete electronic file when no longer needed. N1-57-02-04, Item 1005-08b
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. N1-57-02-04, Item 1005-08c(1)
1005-08c(2) Recordkeeping Copy (Paper). Cutoff 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. N1-57-02-04, Item 1005-08c(2)
1005-08c(3) GSA Rent Bill Summaries (Paper). Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 1005-08c(3)
1005-08d System Documentation. Consists of FRPM user guide and data dictionary. Cutoff when system is replaced. Destroy 1 year after cutoff. N1-57-02-04, Item 1005-08d

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