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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 1200. Digital and Geospatial Data, Cartographic, and Architectural Drawings

Many of these records have continuing historical value after they have served their original USGS purpose.

Chapter 1200 Topics This section provides for the disposition of the following:

1201. Digital Geospatial Data

1202. Cartographic Records

1203. Architectural Drawings

1204. Miscellaneous Records


1201. Digital Geospatial Data include the following records:
1201-01 Geospatial Data Sets - Unaltered or minimally altered data layers, data layers received from other Federal, State, and local agencies and commercial sources, and data layers unique to USGS.


1202. Cartographic Records include the following records:
1202-01 Printed Maps - One copy of the original map to be sent to NARA. Refer to the Geography Discipline and the Geospatial Information Office Mission-Specific Records Disposition Schedules for more detailed records series' in the cartographic/mapping area.
1202-02 Cartographic Records Prepared During Intermediate Stages of Publications - Scribed plastic sheets, color separation sheets, composites prepared as a step in making color separation sheets, photographic negatives, and other similar items whose information content is duplicated by final published map.


1203. Architectural Drawings include the following records:
1203-01 Architectural Drawings of Temporary Structures and Buildings or of Buildings not Critical to the Mission of USGS.
1203-02 Contract Negotiation Drawings - Drawings prepared during contract negotiations.
1203-03 Space Assignment Plans - Outline floor plans indicating occupancy of a building.
1203-04 Architectural Models - Models prepared for illustrative or presentation purposes.
1203-05 Engineering Drawings of Routine Minor Parts - Drawings of such objects as fasteners, nuts, bolts, and other similar objects.
1203-06 Drawings Reflecting Minor Modifications - Repetitive engineer drawings showing minor modifications.


1204. Miscellaneous Records include the following records:
1204-01 Paint Plans and Samples - For painting all areas of buildings.


What records in this chapter are important or considered permanent USGS records? •   Geospatial data.
•   Printed maps.
•   Architectural models may be offered for donation to museums or similar organizations.


What records in this section are considered temporary USGS records? •   Cartographic records prepared during intermediate stages of publication.
•   Architectural drawings.
•   Contract negotiation drawings.
•   Space assignment plans.
•   Engineering drawings of routine minor parts or drawings that reflect minor modifications.
•   Paint plans and samples.


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 1200. Digital Geospatial Data, Cartographic, and Architectural Drawings

1201 Digital Geospatial Data || 1202 Cartographic Records || 1203 Architectural Drawings || 1204 Miscellaneous Records

Item No. Record Item / Description of Records Disposition Instructions Authority
1201 Digital Geospatial Data. Digital information that identifies the geographic location and characteristics of natural or constructed features and boundaries on the Earth. This information may be derived from, among other things, remote sensing, mapping, and surveying technologies.

1201-01 Geospatial Data Sets.

1201-01a Unaltered or Minimally Altered Data Layers. Received from other Federal, State, or local agencies and commercial sources (i.e., no significant additions to data content of unique USGS data or not maintained in support of significant ongoing projects or significant specific decisions). Delete when no longer needed for current business. N1-57-03-01, Item 1201-01a
1201-01b Data layers received from other Federal, State, and local agencies and commercial sources with significant additions to data content of unique USGS data (i.e., significantly altered data). These layers are maintained in support of significant ongoing projects or significant specific decisions. These significant projects or decisions should be clearly in support of the basic mission of the USGS. PERMANENT. Cutoff at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of data to NARA (in the case of commercial data, to the extent permitted by license agreements) at the end of the fiscal year after project is completed or 5 years after origination, whichever is sooner. Transfer in accordance with 36 CFR 1228.270, along with appropriate documentation (see Item 1201-01e below). N1-57-03-01, Item 1201-01b
1201-01c Data layers uniquely created by USGS and maintained in support of significant ongoing projects or significant specific decisions. These significant specific decisions should be clearly in support of the basic mission of the USGS. PERMANENT. Cutoff at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of data to NARA 5 years after origination and transfer in accordance with 36 CFR 1228.270, along with appropriate documentation (see Item 1201-01e below). N1-57-03-01, Item 1201-01c
1201-01d All other data layers uniquely created by USGS (i.e., layers not covered by Items 1201-01b and 01c and not in support of significant ongoing projects or decisions). Delete when no longer needed for current business. N1-57-03-01, Item 1201-01d
1201-01e Documentation for Items 1201-01b and 01c. Documentation must be in the form of a metadata file compliant with the Content Standard for Digital Spatial Metadata Version 2, (CSDGM Version 2 - FGDC-STD-001-1998) maintained by the Federal Geographic Data Committee (FGDC). CSDGM includes copies of instructions on interpretation of source data, application of data standards, data entry instructions, and similar documentation (regardless of media) necessary for servicing and interpreting the data layer. PERMANENT. Cutoff at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of documentation, regardless of media, to NARA at the time the associated data layer is transferred. Documentation must be in the form of FGDC-compliant metadata and should be transferred in accordance with 36 CFR 1228.270. N1-57-03-01, Item 1201-01e

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Item No. Record Item / Description of Records Disposition Instructions Authority
1202 Cartographic Records.

1202-01 Printed Maps.

NOTE: Refer to the Geography Discipline and the Geospatial Information Office Mission-Specific Records Disposition Schedules for more detailed records series' in the cartographic/mapping area.

PERMANENT. The originating discipline or region will forward one copy of the map to the Cartographic and Architectural Branch, National Archives and Records Administration, 8601 Adelphi Road, College Park, Maryland 20740-6001. RCS/Item 204-02 and N1-57-94-1, Item 204-02
1202-02 Cartographic Records Prepared During Intermediate Stages of Publication. Scribed plastic sheets, color separation sheets, composites prepared as a step in the making of color separation sheets, photographic negatives, glass plates negatives, enlargement or reductions, color pulls, proof copies subject to final revision, "correction file" maps annotated to show corrections to be incorporated into the next edition of the published maps, electronic forms of draft graphical files, and similar items whose information content is duplicated by final published map. Destroy when no longer needed for revision. N1-57-03-01, Item 1202-02 and GRS 17, Item 1

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Item No. Record Item / Description of Records Disposition Instructions Authority
1203 Architectural Drawings

1203-01 Architectural Drawings of Temporary Structures and Buildings or of Buildings not Critical to the Mission of the USGS.

1203-01a Drawings of structures and buildings such as telephone and electric lines, storage sheds, parking lots, and comfort stations. Destroy when superseded or after the structure or object has been retired from service. N1-57-03-01, Item 1204-01a and GRS 17, Item 3
1203-01b Drawings of Electrical, Plumbing, Heating, or Air Conditioning Systems. Destroy when superseded or after the structure or object has been retired from service. RCS/Item 311-01 and GRS 17, Item 4
1203-02 Contract Negotiation Drawings. Drawings prepared during contract negotiation for buildings or objects lacking historical, architectural, or technological significance; drawings related to electrical, plumbing, heating, or air conditioning projects; or drawing superseded by final working/as-built drawings.

1203-02a Drawings from facilities that produce or store hazardous materials. Cutoff when no longer needed for administrative purposes. Destroy 15 years after cutoff. N1-57-03-01, Item 1204-02a
1203-02b All other facilities. Destroy when superseded by as-built drawings. N1-57-03-01, Item 1204-02b and GRS 17, Item 5
1203-03 Space Assignment Plans. Outline floor plans indicating occupancy of a building. Destroy when superseded or after the structure or object has been retired from service. RCS/Item 311-02 and GRS 17, Item 6
1203-04 Architectural Models. Models prepared for illustrative or presentation purposes.

NOTE: These models may be offered for donation to museums or similar organizations.

Destroy when no longer needed for administrative purposes or when 10 years old, whichever is sooner. N1-57-03-01, Item 1204-04
1203-05 Engineering Drawings of Routine Minor Parts. Drawings of such objects as fasteners, nuts, bolts, wires, screws, nails, pipefittings, brackets, struts, plates, and beams, if maintained separately; or they can be segregated to a larger file. Destroy when superseded or after structure or object has been retired from service. N1-57-03-01, Item 1204-05 and GRS 17, Item 8
1203-06 Drawings Reflecting Minor Modifications. Repetitive engineering drawings showing minor modifications made during research and development and superseded by final drawings, if filed separately; or they are readily segregated from a larger file. Destroy when superseded or after structure or object has been retired from service. N1-57-03-01, Item 1204-06 and GRS 17, Item 9

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Item No. Record Item / Description of Records Disposition Instructions Authority
1204 Miscellaneous Records.

1204-01 Paint Plans and Samples. Paint plans and samples for painting all areas of building lacking historical, architectural, or technological significance; and plans and samples for painting appliances, elevators, and other mechanical parts of buildings.

NOTE: Paint plans and samples for the interior and exterior walls of buildings significant for historical, architectural, or technological reasons are not disposable under this item and must be scheduled by submitting an SF 115 to the NARA.

Destroy when superseded or after the structure or object has been retired from service. RCS/Item 311-03 and GRS 17, Item 10

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