U.S. Geological Survey - General Records Disposition Schedule

U.S. Geological Survey

General Records Disposition Schedule

Prepared by the Geographic Information Office

432-1-S1

April 2003

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

Chapter 1100. Audiovisual Records.

All USGS offices and bureau activities will provide to the USGS Office of Communications, 12201 Sunrise Valley Drive, MS 119, Reston, Virginia 20192, an annual list of all new audiovisual products that are available to the public for viewing and/or purchase and note the location where that product is available.


Chapter 1100 Topics	This section provides for the disposition of the following USGS Audiovisual records:
	1101.	Official Portraits of USGS Directors and Other High-Ranking USGS Officials.
	1102.	General Photography Records.
	1103.	Motion Picture Records.
	1104.	Video Recordings.
	1105.	Audio (Sound) Recordings.
	1106.	Miscellaneous Records.
	1107.	Electronic Mail (E-mail) and Word Processing System Copies of Audiovisual records.

**1101. Official Portraits of USGS Directors and Other High-Ranking USGS Officials include the following records:**

1101-01	Official Portrait Photographs.
1101-02	Portrait Photographs of Other USGS Personnel.

**1102. General Photography files include the following records:**

1102-01	Documentary and Research Photography - USGS Mission-Related Records.
1102-02	Photography - USGS Non-Mission Related Records.

**1103. Motion Picture files include the following records:**

1103-01	Motion Pictures - USGS-Sponsored and Mission-Related Records.
1103-02	Motion Pictures - Non-Mission Related Records.

**1104. Video Recordings include the following records:**

1104-01	Video Recordings - USGS-Sponsored and Mission-Related Records.
1104-02	Video Recordings - USGS-Sponsored and Non-Mission Related Records.

**1105. Audio (Sound) Recordings include the following records:**

1105-01	Audio Recordings - USGS-Sponsored and Mission-Related Records.

**1106. Miscellaneous records include the following records:**

1106-01	Related Documentation.

**1106. E-mail and Word Processing System Copy records for the Audiovisual records include the following records:**

1106-01	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?	• USGS Photographic Library in Denver, Colorado, official portrait photographs of USGS Directors and other high-ranking USGS officials and portrait photographs of other USGS personnel. • Bureauwide official portraits of USGS Directors and high-level USGS personnel. • Portraits of lower-level USGS personnel that are represented in photographic albums or notebooks that also contain portraits of high-level officials. • Documentary and Research Photography - USGS mission-related photographs, i.e., USGS photographs that appear in USGS publications, exhibitions, or other media productions; documentary photographs; and photographs that depict the mission of the USGS. In addition to the original being sent to the National Archives, a master copy of all USGS photographs must be sent to the USGS's central collection point - USGS Central Region Library, Photo Library, Mail Stop 914, Denver, Colorado 80225. Each photograph should include a caption, original negative and corresponding print, and name of the photographer. Photo size 5 x 7 preferred, if possible. • USGS-sponsored and mission related motion pictures, which include acquired USGS-sponsored and mission related motion pictures. • USGS-sponsored and mission related video recordings including unedited stock footage. • A master copy of USGS-sponsored and mission related motion pictures and video recordings must be sent to the USGS Audiovisual Archive, EROS Data Center, Attention Don Becker, Sioux Falls, South Dakota 57198. • USGS-sponsored and mission related official USGS audio recordings such as press conferences, speeches, broadcast spots, and special emergency management feeds to broadcasters.

What files in this section are important or considered permanent USGS records?

•   USGS Photographic Library in Denver, Colorado, official portrait photographs of USGS Directors and other high-ranking USGS officials and portrait photographs of other USGS personnel.
•   Bureauwide official portraits of USGS Directors and high-level USGS personnel.
•   Portraits of lower-level USGS personnel that are represented in photographic albums or notebooks that also contain portraits of high-level officials.
•   Documentary and Research Photography - USGS mission-related photographs, i.e., USGS photographs that appear in USGS publications, exhibitions, or other media productions; documentary photographs; and photographs that depict the mission of the USGS. In addition to the original being sent to the National Archives, a master copy of all USGS photographs must be sent to the USGS's central collection point - USGS Central Region Library, Photo Library, Mail Stop 914, Denver, Colorado 80225. Each photograph should include a caption, original negative and corresponding print, and name of the photographer. Photo size 5 x 7 preferred, if possible.
•   USGS-sponsored and mission related motion pictures, which include acquired USGS-sponsored and mission related motion pictures.
•   USGS-sponsored and mission related video recordings including unedited stock footage.
•   A master copy of USGS-sponsored and mission related motion pictures and video recordings must be sent to the USGS Audiovisual Archive, EROS Data Center, Attention Don Becker, Sioux Falls, South Dakota 57198.
•   USGS-sponsored and mission related official USGS audio recordings such as press conferences, speeches, broadcast spots, and special emergency management feeds to broadcasters.


What files in this section are considered temporary USGS records?	• Routine photographs, such as taken at awards ceremonies, retirement, social events; passport photographs; and all other non-mission related photographs. • Internal personnel and administrative non-mission related training filmstrips and slides. • Routine and non-mission related motion pictures such as scientific footage, training films, and routine surveillance footage. • Routine and non-mission related video footage such as rehearsal tapes, recordings of award ceremonies or routine meetings, outside training recordings or non-mission training records, and routine surveillance recordings. • Routine and non-mission related audio recordings such as dictation tapes, recordings of meetings made exclusively for note taking, premix sound elements created during the course of a motion picture, and library sound recordings. • Scripts, transcripts, releases, and finding aids used in such things as productions.

What files in this section are considered temporary USGS records?

•   Routine photographs, such as taken at awards ceremonies, retirement, social events; passport photographs; and all other non-mission related photographs.
•   Internal personnel and administrative non-mission related training filmstrips and slides.
•   Routine and non-mission related motion pictures such as scientific footage, training films, and routine surveillance footage.
•   Routine and non-mission related video footage such as rehearsal tapes, recordings of award ceremonies or routine meetings, outside training recordings or non-mission training records, and routine surveillance recordings.
•   Routine and non-mission related audio recordings such as dictation tapes, recordings of meetings made exclusively for note taking, premix sound elements created during the course of a motion picture, and library sound recordings.
•   Scripts, transcripts, releases, and finding aids used in such things as productions.


Miscellaneous	• All audiovisual records must have storage facilities that are secure from unauthorized access and safe from fire, flood, chemical or gas damage, and from other harmful conditions. Generally, the temperature should not exceed 70 degrees Fahrenheit and relative humidity should be maintained between 30-40 percent and not exceed 50 percent. Avoid fluctuating temperatures and humidity. Cooler temperatures and lower relative humidity are recommended for the storage of all film to prolong the useful life of the film base and image. Cold temperatures combined with 30-35 percent relative humidity are especially recommended to retard the fading of color film.• For the storage of permanent or unscheduled records, use audiovisual storage containers or enclosures made of non-corroding metal, inert plastics, paper products, and other safe materials that are recommended by the American National Standards Institute (ANSI).• Silver-bearing photographic film must be destroyed in accordance with 41 CFR 101-45.10, #Recovery of Precious Metals.#• All audiovisual records should be handled in accordance with commonly accepted industry practices because of their extreme vulnerability to damage. A continuous custody of permanent or unscheduled audiovisual records must be maintained at all times. Ensure that all steps have been taken to prevent accidental or deliberate alteration or erasure of audiovisual records.• Do not loan audiovisual records outside of the USGS unless there is a record copy maintained at the USGS.• Never erase information recorded on permanent or unscheduled magnetic sound or video media.• If different versions of audiovisual productions (e.g., short, long, or foreign-language versions) are prepared, keep an unaltered copy of each version for record purposes.• Always maintain the association between audiovisual records and the finding aids for them, such as captions and published and unpublished catalogues, and production files and similar documentation created in the course of the audiovisual production.• All audiovisual products will be reviewed by the responsible USGS office at least once annually, and those deemed unsuitable for further circulation should be disposed of in accordance with the dispositions as defined in this records schedule.

Miscellaneous

•   All audiovisual records must have storage facilities that are secure from unauthorized access and safe from fire, flood, chemical or gas damage, and from other harmful conditions. Generally, the temperature should not exceed 70 degrees Fahrenheit and relative humidity should be maintained between 30-40 percent and not exceed 50 percent. Avoid fluctuating temperatures and humidity. Cooler temperatures and lower relative humidity are recommended for the storage of all film to prolong the useful life of the film base and image. Cold temperatures combined with 30-35 percent relative humidity are especially recommended to retard the fading of color film.•
For the storage of permanent or unscheduled records, use audiovisual storage containers or enclosures made of non-corroding metal, inert plastics, paper products, and other safe materials that are recommended by the American National Standards Institute (ANSI).•
Silver-bearing photographic film must be destroyed in accordance with 41 CFR 101-45.10, #Recovery of Precious Metals.#•
All audiovisual records should be handled in accordance with commonly accepted industry practices because of their extreme vulnerability to damage. A continuous custody of permanent or unscheduled audiovisual records must be maintained at all times. Ensure that all steps have been taken to prevent accidental or deliberate alteration or erasure of audiovisual records.•
Do not loan audiovisual records outside of the USGS unless there is a record copy maintained at the USGS.•
Never erase information recorded on permanent or unscheduled magnetic sound or video media.•
If different versions of audiovisual productions (e.g., short, long, or foreign-language versions) are prepared, keep an unaltered copy of each version for record purposes.•
Always maintain the association between audiovisual records and the finding aids for them, such as captions and published and unpublished catalogues, and production files and similar documentation created in the course of the audiovisual production.•
All audiovisual products will be reviewed by the responsible USGS office at least once annually, and those deemed unsuitable for further circulation should be disposed of in accordance with the dispositions as defined in this records schedule.


References	• National Fire Protection Association, Batterymarch Park, Quincy, MA 02269 - NFPA 232A-1995 - Guide for Fire Protection for Archives and Records Centers.#• ANSI Standards: ANSI/NAPM IT9.11-1993, Imaging Media-Processed Safety Photographic Films-Storage and ANSI IT 9.2-1991, Imaging Media-Photographic Processed Films, Plates, and Papers-Filing Enclosures and Storage Containers.#• National Archives and Records Administration publication, #Managing Audiovisual Records: An Instructional Guide.#

References

• National Fire Protection Association, Batterymarch Park, Quincy, MA 02269 - NFPA 232A-1995 - Guide for Fire Protection for Archives and Records Centers.#•
ANSI Standards: ANSI/NAPM IT9.11-1993, Imaging Media-Processed Safety Photographic Films-Storage and ANSI IT 9.2-1991, Imaging Media-Photographic Processed Films, Plates, and Papers-Filing Enclosures and Storage Containers.#•
National Archives and Records Administration publication, #Managing Audiovisual Records: An Instructional Guide.#


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

1100. Audiovisual Records.

Item No.	Description of Records	Disposition Instructions
1101	Official Portraits of USGS Directors and Other High-Ranking USGS Officials.
1101-01	Official Portrait Photographs. Official portrait photographs of USGS Directors and other high-ranking USGS officials. Media can include black-and-white and color negative photography or slides.
1101-01a	For all post-2002 formal and candid portraits maintained at the USGS Photographic Library in Denver, Colorado, of USGS Directors and other high-level USGS personnel.	Permanent. Transfer captioned photographic portrait prints and corresponding original negatives, or captioned original slides (plus a duplicate slide or duplicate negative for each item, if duplicates exist), along with corresponding indexing, to National Archives and Records Administration (NARA) in 5-year blocks when the most recent records are 5-years old. Transfer all additional information regarding each photograph, e.g., the name of the photographer or source, any copyright restrictions, position/job title of portrait subject, and date of photograph.
1101-01b	For all 2002-and-earlier formal and candid portraits, maintained at the USGS Photographic Library in Denver, Colorado, of USGS Directors and other high-level USGS personnel.	Permanent. Transfer captioned photographic portrait prints and corresponding original negatives, or captioned original slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, to NARA by the end of the year 2003. If available, transfer additional information regarding each photograph, e.g., the name of the photographer or source, any copyright restrictions, position/job title of portrait subject, and date of photograph.
1101-01c	Other bureauwide formal and candid portraits of USGS Directors and high-level USGS personnel.	Permanent. Transfer captioned photographic portrait prints and corresponding original negatives, or captioned original slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, to NARA in 5-year blocks when the most recent records are 5-years old. (Example: All 1995 and earlier images are to be transferred to NARA immediately; 1996-2000 images are to be transferred to NARA by the end of 2005; 2001-2005 images are to be transferred to NARA by the end of 2010). If available, transfer all additional information regarding each photograph, e.g., the name of the photographer or source, any copyright restrictions, position/job title of portrait subject, and date of photograph.
1101-02	Portrait Photographs of Other USGS Personnel. Portrait photographs of USGS personnel or office staff other than the high-ranking officials addressed in Item 1101-01. Format can include black and white and color negative photography or slides.
1101-02a	For such portraits of lower-level USGS personnel, maintained in the USGS Photographic Library in Denver, Colorado, that are represented in photographic albums or notebooks also containing portraits of high-level officials:	Permanent. Transfer captioned photographic portrait prints and corresponding original negatives, or captioned original slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, to NARA in accordance with provisions of 1101-01a (for post-2002 portraits) or 1101-01b (for 2002-and-earlier portraits). Transfer all additional information regarding each photograph, e.g., the name of the photographer or source, any copyright restrictions, position/job title of portrait subject, office name/location, and date of photograph.
1101-02b	For such portraits of lower-level USGS personnel, maintained in the USGS Photographic Library in Denver, Colorado, that are housed separately from the portraits of high-level officials.	Destroy when 5 years old, or when no longer needed for USGS use.
1101-02c	For such portraits of lower-level USGS personnel, maintained in locations other than the USGS Photographic Library in Denver, Colorado, that are represented in photographic albums or notebooks also containing portraits of high-level officials:	Permanent. Transfer captioned photographic portrait prints and corresponding original negatives, or captioned original slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, to NARA in accordance with provisions of 1101-01a (for post-2002 portraits) or 1101-01b (for 2002-and-earlier portraits). Transfer all additional information regarding each photograph, e.g., the name of the photographer or source, any copyright restrictions, position/job title of portrait subject, office name/location, and date of photograph.
1101-02d	For such portraits of lower-level USGS personnel, maintained in locations other than the USGS Photographic Library in Denver, Colorado, that are housed separately from the portraits of high-level officials.	Destroy when 5 years old, or when no longer needed for USGS use.

Item No.	Description of Records	Disposition Instructions
1102	General Photography Records. Media can include black-and-white and color negative photography (negative and print files may be maintained in separate agency offices; in these cases, elements should be scheduled as distinct series); color transparency and slide photography; slide sets or filmstrips; and accompanying audio recordings or scripts.
1102-01	Documentary and Research Photography - USGS Mission-Related Records.
1102-01a	Photographs produced or collected for use in USGS publications, exhibitions, or other media productions; documentary photographs, generated or acquired by USGS, that were shot for fact finding purposes, research and development, or other studies; photographs that depict the mission of the USGS.	Permanent. For such photographs maintained by the USGS Photographic Library in Denver, Colorado, see transfer instructions under 1102-01b, below. For such photographs maintained by the USGS Office of Communications in Reston, Virginia, and other USGS sites besides the Denver Photographic Library: Cut-off at the end of the fiscal year. Transfer original negatives, corresponding captioned prints, or captioned original slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, directly to the NARA in 5-year blocks when the most recent records are 5-years old. (Example: All 1995 and earlier images are to be transferred to NARA immediately; 1996-2000 images are to be transferred to NARA by the end of 2005; 2001-2005 images are to be transferred to NARA by the end of 2010). NOTE: One master copy of all USGS photographs which appear in USGS publications will also be stored at the USGS's central collection point - USGS Central Region Library, Photographic Library, Mail Stop 914, Denver, Colorado 80225. Send each photograph, including a caption, original negative and corresponding print, and the name of the photographer. Photo size 5 x 7 is preferred, if possible.
1102-01b	Photographs maintained by the USGS Photographic Library in Denver, Colorado. Photographic records document the geological, geomorphological, geophysical, hydrological, topographical, mineralogical, biological, and administrative activities of the USGS beginning in the mid-1860's up to the present and continuing. Records range from photomicrographs to glass plate negatives, and encompass published as well as unpublished items. Media include black and white prints and negatives (glass, nitrate, acetate, and polyester bases), color prints and negatives (acetate and polyester negative bases), and color/black and white slides and transparencies.
1102-01b(1)	For all post-2002 images.	Permanent. Transfer original negatives, corresponding captioned prints or original captioned slides, (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, directly to NARA in 5-year blocks when the most recent records are 5-years old. NOTE: Indexing generated in electronic database form must be transferred to NARA in a form compatible with 36 CFR 1228.270 when the corresponding images are transferred.
1102-01b(2)	All 1994-2002 images (and earlier images processed by the Library after 1993):	Permanent. Transfer original negatives, corresponding captioned prints or original captioned slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding indexing, directly to NARA by the end of the year 2012. NOTE: Indexing for this segment of the Denver holdings exists only in electronic database form, and accordingly, must be transferred to NARA in a form compatible with 36 CFR 1228.270 when the corresponding images are transferred.
1102-01b(3)	All 1955-1993 images processed by the Library before 1994:	Permanent. Transfer captioned prints, corresponding original negatives, and original captioned slides (plus a duplicate slide or duplicate negative for each color item, if duplicates exist), along with corresponding card indexes, to NARA by the end of the year 2010.
1102-01b(4)	All pre-1955 images.	Permanent. Transfer captioned prints, corresponding original negatives, along with corresponding pre-1955 index card segment, to NARA by the end of the year 2005. NOTE: Includes modern prints of pre-USGS (pre-1879) views from the Hayden, Wheeler, and King Surveys and the Darien Expedition. Albumen prints from these early projects were transferred to NARA in 1997, in accordance with Item 1900-81a of the former USGS schedule, N1-57-93-3).
1102-02	Photography - USGS Non-Mission Related Records.
1102-02a	Photographs of routine award ceremonies, retirement ceremonies, social events, and other activities not related to the mission of the USGS.	Destroy when 1 year old.
1102-02b	Personnel identification or passport photographs.	Destroy when 5 years old or when no longer needed.
1102-02c	Internal personnel and administrative training filmstrips and slides of programs that do not reflect the mission of the USGS.	Destroy 1 year after completion of training program.
1102-02d	Miscellaneous photographs of general interest that are not related to a specific project scheduled in the mission specific area.	Destroy when no longer needed.

Item No.	Description of Records	Disposition Instructions
1103	Motion Picture Records. Agency sponsored or produced motion picture films (e.g., public information films) whether for the public or internal use: (1) the original negative or color original plus separate sound track, (2) an intermediate master positive or duplicate negative plus optical sound track, and (3) a sound projection print or a video recording. For acquired films (two projection prints or one projection print and a video recording); unedited footage (the original negative or color original, work print, and an intermediate master positive or duplicate negative if one exists, appropriately arranged, labeled, and described).
1103-01	Motion Pictures - USGS-Sponsored and Mission-Related Records.
1103-01a	USGS-sponsored informational, educational, and recruiting films intended for public distribution; USGS-sponsored television news releases and information reports; USGS-sponsored television public service or spot announcements; USGS-sponsored training films that explain USGS's functions or activities intended for internal or external distribution; documentary footage shot for research and development, fact finding, or other studies; and films produced under contract or grant that are submitted to the USGS.	Permanent. One master copy must be sent to the USGS Audiovisual Archive, EROS Data Center, Attention: Don Becker, Sioux Falls, South Dakota 57198, upon completion of production. The USGS Audiovisual Archive will document archived motion picture films in a USGS media asset management system. The USGS Audiovisual Archive will transfer the original negative or color original plus separate sound track, an intermediate master positive or duplicate negative plus optical sound track, and a sound projection print or a video recording to NARA in 5-year blocks when most recent records are 5 years old.
1103-01b	Routine scientific, medical, or engineering footage.	Destroy when 2 years old.
1103-01c	Unedited stock footage. Created during the course of a USGS-sponsored production that shows unstaged and unrehearsed events of historical interest.	Permanent. One master copy must be sent to the USGS Audiovisual Archive upon completion of the production. The USGS Audiovisual Archive will transfer original negative or color original, work print, and an intermediate master positive or duplicate negative, if one exists, appropriately arranged, labeled, and described to NARA in 5-year blocks when most recent records are 5 years old.
1103-01d	Acquired motion pictures. Films acquired from outside sources that document or are used to carry out USGS programs (other than those acquired for personnel and management training).	Permanent. Transfer two projection prints or one projection print and a video recording to NARA in 5-year blocks when most recent records are 5 years old.
1103-02	Motion Pictures - Non-Mission Related Records.
1103-02a	Training Films. Agency sponsored films or films acquired from outside sources for bureau personnel and management training.	Destroy 1 year after completion of training program.
1103-02b	Routine surveillance footage.	Destroy when 6 months old.

Item No.	Description of Records	Disposition Instructions
1104	Video Recordings. Agency sponsored videos (original and duplicate copy); acquired videos (original and duplicate copy plus sound track); and unedited footage (the original footage including b-roll plus sound track, if it exists).
1104-01	Video Recordings - USGS-Sponsored and Mission-Related Records.
1104-01a	USGS-sponsored informational, educational, and recruiting videos intended for public distribution; USGS-sponsored television news releases and information reports; USGS-sponsored television public service or spot announcements; USGS-sponsored training videos that explain USGS's functions or activities intended for internal or external distribution; documentary footage shot for research and development, fact finding, or other studies; and videos produced under contract or grant that are submitted to the USGS.	Permanent. One master copy must be sent to the USGS Audiovisual Archive upon completion of production. The USGS Audiovisual Archive will document archived video products in a USGS media asset management system. The USGS Audiovisual Archive will transfer original to NARA in 5-year blocks when most recent records are 5 years old.
1104-01b	Unedited stock footage. Created during the course of a USGS-sponsored production that shows unstaged and unrehearsed events of historical interest or scenery or action that is retained for future use in other productions.	Permanent. One master copy must be sent to the USGS Audiovisual Archive upon completion of the production. The USGS Audiovisual Archive will transfer the original video tape recording, appropriately arranged, labeled, and described to NARA in 5-year blocks when most recent records are 5 years old.
1104-01c	Routine scientific, medical, or engineering recordings.	Destroy when 2 years old.
1104-01d	Rehearsal or practice tapes.	Rewind so that tapes may be reused or destroy them immediately.
1104-01e	Recordings that document routine meetings and award presentations.	Destroy when 2 years old.
1104-01f	Duplicate prints and pre-print elements in excess of those elements required for preservation by 36 CFR 1228.184.	Destroy when no longer needed.
1104-02	Video Recordings - USGS-Sponsored and Non-Mission Related Records.
1104-02a	Programs acquired from outside sources for training.	Destroy 1 year after completion of training program.
1104-02b	Internal personnel and administrative training programs that do not reflect the mission of the USGS. (These include such things as role-play sessions and management and supervisory instruction.)	Destroy 1 year after completion of training program.
1104-02c	Surveillance recordings.
1104-02c(1)	Surveillance recordings involved in administrative or law enforcement actions. Original surveillance recordings that provide evidence in an ongoing investigation such as theft or other illegal activities are given to appropriate law enforcement agencies, i.e., U.S. Attorney or police, and become part of the records of that investigation. For administrative actions, the USGS Office of Personnel or others as authorized are provided only a viewing of the tape with the tape being retained by security.	Destroy when 2 years old.
1104-02c(2)	Routine surveillance recordings.	Reissue or destroy when 1 month old.
1104-02d	Duplicate prints and pre-print elements in excess of those elements required for preservation by 36 CFR 1228.184.	Destroy when no longer needed.

Item No.	Description of Records	Disposition Instructions
1105	Audio (Sound) Recordings. Optical or magnetic audio tape recordings, either analog or digital (reel-to-reel, cassette, or CD-R): the original or earliest generation of each recording, and a duplicate copy.
1105-01	Audio Recordings - USGS-Sponsored and Mission-Related Records.
1105-01a	Official USGS Audio Recordings. Audio recordings of USGS activities including speeches, press conferences, broadcast spots, and special emergency management feeds to broadcasters. Arrange chronologically.	Permanent. Transfer original or earliest generation and a duplicate copy directly to NARA in 5-year blocks when 5 years old.
1105-01b	Daily or spot news recordings available to local radio stations on a call-in basis.	Destroy when 6 months old.
1105-01c	Recordings of meetings made exclusively for note taking or transcription.	Destroy immediately after use.
1105-01d	Dictation belts or tapes.	Reuse or destroy immediately after use.
1105-01e	Premix sound elements created during the course of a motion picture, television, or radio production.	Destroy immediately after use.
1105-01f	Library sound recordings (e.g., effects, music).	Destroy when no longer needed.

Item No.	Description of Records	Disposition Instructions
1106	Miscellaneous Records.
1106-01	Related Documentation.
1106-01a	Production files or similar files that document origin, development, acquisition, use, and ownership of temporary audiovisual records. May include scripts, contracts, transcripts, and releases.	Dispose of according to instructions covering the related audiovisual records.
1106-01b	Finding aids for identification, retrieval, or use of temporary audiovisual records. May include, but not limited to, indexes, catalogs, shelf lists, log books, caption sheets, shotlists, and continuities and may be in text, card, microform, or machine-readable format.	Dispose of according to instructions covering the related audiovisual records.

Item No.	Description of Records	Disposition Instructions
1107	Electronic Mail and Word Processing System Copies
1107-01	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 and word processing systems that are maintained for updating, revision, or dissemination.
1107-01a	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.
1107-01b	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.

U.S. Geological Survey Manual

Chapter 1100. Audiovisual Records.

1100. Audiovisual Records.