U.S. Geological Survey Manual
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
This chapter authorizes the disposition of the record copy in any media (media neutral). Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
| Chapter 1100 Topics | This section provides for the disposition of the following: | |
| 1101. | Official Portraits of USGS Directors and Other High-Ranking USGS Officials | |
| 1102. | General Photography Records | |
| 1103. | Motion Picture Records | |
| 1104. | Video Recordings and Other Media Records | |
| 1105. | Audio (Sound) Recordings | |
| 1106. | Miscellaneous Records | |
| 1101-01 | Official Portrait Photographs - Official photographs of USGS Directors and other high-ranking USGS officials. |
| 1101-02 | Portrait Photographs of Other USGS Personnel - Portrait photographs of USGS personnel or office staff other than the high-ranking officials. |
| 1102-01 | Documentary and Research Photography - USGS Mission-Related Records - Photographs used in USGS publications, exhibitions, or other media as well as documentary photographs. |
| 1102-02 | Photography - USGS Non-Mission Related Records - Photographs of routine award ceremonies, social events, and other activities not related to the USGS mission. |
| 1103-01 | Motion Pictures - USGS-Sponsored and Mission Related Records - Informational, educational films; television news releases and announcements; and training films that explain USGS's functions or activities. |
| 1103-02 | Motion Pictures - Non-Mission Related Records - Training films and routine surveillance footage. |
| 1104-01 | Video Recordings and Other Media - USGS-Sponsored and Mission Related Records - Informational, educational videos; television news releases and announcements; and training videos that explain USGS's functions or activities. |
| 1104-02 | Video Recordings and Other Media - Non-Mission Related Records - Training and surveillance recordings. |
| 1105-01 | Audio Recordings - USGS-Sponsored and Mission Related Records - Speeches, press conferences, broadcast spots, and special emergency management feeds to broadcasters. |
| 1106-01 | Related Documentation - Production files, scripts, contracts, transcripts, releases, and finding aids. |
| 1106-02 | Audiovisual Administrative General Files - Correspondence of a general nature pertaining to the administration and oversight of audiovisual materials. |
| What records in this chapter are important or considered permanent USGS records?USGS Central Region Library, Photo Library, Mail Stop 914, Denver, Colorado 80225http://libraryphoto.cr.usgs.gov/USGS Audiovisual Archive Contact Don Beckerhttp://gallery.usgs.gov/ |
• 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, video recordings, and other media which include informational, educational, recruiting, television releases, documentaries, and training that explain USGS's functions or activities. • A master copy of USGS-sponsored and mission related motion pictures and video recordings must be sent to the USGS Audiovisual Archive. Contact Don Becker for information. • USGS-sponsored and mission related official USGS audio recordings such as press conferences, speeches, broadcast spots, and special emergency management feeds to broadcasters. |
| What records in this section are considered temporary USGS records? | • Routine photographs, such as taken at awards ceremonies, retirements, 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 recordings, 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. • General audiovisual records. |
| Questions? | Contact the USGS Records Manager or your discipline or regional Records Liaison Officer - http://internal.usgs.gov/gio/irm/fmassis2.html. |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 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. Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html |
N1-57-93-3 |
| 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. Non-Digital. 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html). |
N1-57-93-3 |
| 1101-01c | Other bureauwide formal and candid portraits of USGS Directors and high-level USGS personnel. | PERMANENT. Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html). |
N1-57-03-01, Item 1101-01c |
| 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. Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html). |
N1-57-93-3 |
| 1101-02b | For such portraits of lower-level USGS personnel, maintained in the USGS Photographic Library in Denver, Colorado, which are housed separately from the portraits of high-level officials. | Destroy when 5 years old, or when no longer needed for USGS use. | N1-57-03-01, Item 1101-02b |
| 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. Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html). |
N1-57-03-01, Item 1101-02c |
| 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. | N1-57-03-01, Item 1101-02d |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 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. 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. |
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: Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html |
N1-57-03-01, Item 1102-01a |
| 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. 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. |
PERMANENT. Non-Digital. 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 any related documentation and external finding aids (hard copy or electronic), as well as any 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. Digital. Cutoff at the end of the fiscal year. Transfer to NARA in 3 year blocks one year after the end of the last year of the block (e.g., FY 2006-2008 block transfer to NARA at the end of FY 2009), along with any related documentation and external finding aids in electronic form. Electronic transfers must be in accordance with NARA's Transfer Instructions for Permanent Electronic Records - Digital Photographic Records (http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html). |
N1-57-93-3 |
| 1102-01b(2) | All 1994-2002 Images (and earlier images processed by the Library after 1993). 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. |
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. | N1-57-93-3 |
| 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. | N1-57-93-3 |
| 1102-01b(4) | All Pre-1955 Images. 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). |
PERMANENT. Transfer captioned prints, corresponding original negatives, along with corresponding pre-1955 index card segment, to NARA by the end of the year 2005. | 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. | N1-57-03-01, Item 1102-02a and GRS 21, Item 1 |
| 1102-02b | Personnel Identification or Passport Photographs. | Destroy when 5 years old or when no longer needed. | N1-57-03-01, Item 1102-02b and GRS 21, Item 2 |
| 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. | N1-57-03-01, Item 1102-02c and GRS 21, Item 3 |
| 1102-02d | Miscellaneous Photographs of General Interest. Not related to a specific project scheduled in the mission specific area. | Destroy when no longer needed. | N1-57-03-01, Item 1102-02d |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 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. The motion picture films are tracked through a media asset management database and maintained in the USGS Audiovisual Archive, attention Don Becker. | PERMANENT. The USGS Audiovisual Archive will transfer their entire collection of 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 along with any related documentation and finding aids directly to NARA by the end of FY 2013. | N1-57-03-01, Item 1103-01a |
| 1103-01b | Routine Scientific, Medical, or Engineering Footage. | Destroy when 2 years old. | N1-57-03-01, Item 1103-01b and GRS 21, Item 12 |
| 1103-01c | Unedited Stock Footage. Created during the course of a USGS-sponsored production that shows unstaged and unrehearsed events of historical interest. Master copy maintained at the USGS Audiovisual Archive. | PERMANENT. The USGS Audiovisual Archive will transfer their entire collection of original negative or color original, work print, and an intermediate master positive or duplicate negative, if one exists, appropriately arranged, labeled, and described along with any related documentation and finding aids directly to NARA by the end of FY 2013. | N1-57-03-01, Item 1103-01c |
| 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. The USGS Audiovisual Archive will transfer their entire collection of acquired motion pictures consisting of two projection prints or one projection print and a video recording along with any related documentation and finding aids directly to NARA by the end of FY 2013. | N1-57-03-01, Item 1103-01d |
| 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. | N1-57-03-01, Item 1103-02a and GRS 21, Item 9 |
| 1103-02b | Routine Surveillance Footage. | Destroy when 6 months old. | N1-57-03-01, Item 1103-02b |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 1104 | Video Recordings and Other Media Records. 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) and other media such as optical (CD/DVDs) and digital media. | ||
| 1104-01 | Video Recordings and Other Media - 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 or other media products produced under contract or grant that are submitted to the USGS. All items are tracked through a media asset management database and maintained in the USGS Audiovisual Archive, attention Don Becker. | ||
| 1104-01a(1) | For all ¾" U-matic and ¾" U-matic SP videotapes. | PERMANENT. The USGS Audiovisual Archive will transfer all originals or best copy available from their collection along with any related documentation and finding aids directly to NARA by the end of FY 2010. | N1-57-08-06, Item 1104-01a(1) |
| 1104-01a(2) | For all 1" Type C videotapes - Open Reel. | PERMANENT. The USGS Audiovisual Archive will transfer all originals or best copy available from their collection along with any related documentation and finding aids directly to NARA by the end of FY 2011. | N1-57-08-06, Item 1104-01a(2) |
| 1104-01a(3) | For all VHS, S-VHS, 8mm, and Hi-8mm videotapes in NTSC, PAL, or SECAM. | PERMANENT. The USGS Audiovisual Archive will transfer all originals or best copy available from their collection along with any related documentation and finding aids directly to NARA by the end of FY 2012. | N1-57-08-06, Item 1104-01a(3) |
| 1104-01a(4) | For all Betacam, Betacam SP, Betacam SX, DVCAM, and MII videotapes in NTSC, PAL, or SECAM. | PERMANENT. The USGS Audiovisual Archive will transfer all originals or best copy available from their collection along with any related documentation and finding aids directly to NARA by the end of FY 2013. | N1-57-08-06, Item 1104-01a(4) |
| 1104-01a(5) | For CD/DVD optical media. | PERMANENT. The USGS Audiovisual Archive will transfer all originals or best copy available from their collection along with any related documentation and finding aids directly to NARA in accordance with NARA regulations cited in 36 CFR 1228 by the end of FY 2012. | N1-57-08-06, Item 1104-01a(5) |
| 1104-01a(6) | For videos on any current digital or future medium. | PERMANENT. Beginning in FY 2010, transfer electronic data on any format, with related documentation and external finding aids, as applicable, to NARA, as specified in 36 CFR 1228.270 or standards applicable at the time, every 2 years. | N1-57-08-06, Item 1104-01a(6) |
| 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. The USGS Audiovisual Archive will transfer their entire collection of original or best copy available video tape recordings, appropriately arranged, labeled, and described to NARA by the end of FY 2013. | N1-57-03-01, Item 1104-01b |
| 1104-01c | Routine Scientific, Medical, or Engineering Recordings. | Destroy when 2 years old. | N1-57-03-01, Item 1104-01c and GRS 21, Item 19 |
| 1104-01d | Rehearsal or Practice Tapes. | Rewind so that tapes may be reused or destroy them immediately. | N1-57-03-01, Item 1104-01d and GRS 21, Item 16 |
| 1104-01e | Recordings that document routine meetings and award presentations. | Destroy when 2 years old. | N1-57-03-01, Item 1104-01e and GRS 21, Item 20 |
| 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. | N1-57-03-01, Item 1104-01f |
| 1104-02 | Video Recordings and Other Media - USGS-Sponsored and Non-Mission-Related Records. | ||
| 1104-02a | Programs acquired from outside sources for training. | Destroy 1 year after completion of training program. | N1-57-03-01, Item 1104-02a and GRS 21, Item 14 |
| 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. | N1-57-03-01, Item 1104-02b and GRS 21, Item 17 |
| 1104-02c | Surveillance recordings involved in any administrative or law enforcement actions. Original surveillance recordings that provide evidence in the 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 6 months after an administrative action has been completed. | N1-57-03-01, Item 1104-02c(1) |
| 1104-02d | Routine Surveillance Recordings. | Reuse or destroy when 1 month old. | N1-57-03-01, Item 1104-02c(2) |
| 1104-02e | Duplicate prints and pre-print elements in excess of those elements required for preservation by 36 CFR 1228.184. | Destroy when no longer needed. | N1-57-03-01, Item 1104-02d |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 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 best copy available or earliest generation and a duplicate copy directly to NARA in 5-year blocks when 5 years old. | N1-57-03-01, Item 1105-01a |
| 1105-01b | Daily or spot news recordings available to local radio stations on a call-in basis. | Destroy when 6 months old. | N1-57-03-01, Item 1105-01b and GRS 21, Item 26 |
| 1105-01c | Recordings of meetings made exclusively for note taking or transcription; dictation belts or tapes; and premix sound elements created during the course of a motion picture, television, or radio production. | Destroy immediately after use. | N1-57-03-01, Item 1105-01c and GRS 21, Items 22, 23, and 24 |
| 1105-01d | Library Sound Recordings (e.g., effects, music). | Destroy when no longer needed. | N1-57-03-01, Item 1105-01f |
| Item No. | Record Item / Description of Records | Disposition Instructions | Authority |
|---|---|---|---|
| 1106 | Miscellaneous Records. | ||
| 1106-01 | Related Documentation. Includes, but not limited to, production files or similar files that document origin, development, acquisition, use, and ownership of temporary audiovisual records; scripts; contracts; transcripts; releases; and finding aids for identification, retrieval, or use of temporary audiovisual records. May also include: 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. | N1-57-03-01, Item 1106-01a and GRS 21, Items 28 and 29 |
| 1106-02 | Audiovisual Administrative General Files. Correspondence of a general nature pertaining to the administration and oversight of audiovisual materials or related items. | Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. | N1-57-08-06, Item 1106-02 |
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