USGS - science for a changing world

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 200. Chief Information Officer, Security Program, Information Resources Management, Telecommunications, Computer, and Electronic Records

All aspects of the Chief Information Officer’s activities, including information technology, enterprise architecture, capital planning, IT security, and management control are covered. In addition, records for the bureau security program, competitive sourcing activities, information resources management responsibilities, telecommunications program, and computer and electronic files.

Chapter 200 Topics This section provides for the disposition of the following:
  201. Federal Chief Information Officer’s Files
  202. Information Technology (IT) Oversight and Compliance Files
  203. Management Control Records
  204. Security Program Support Records
  205. A-76 (Performance of Commercial Activities) Competitive Sourcing Records
  206. IRM Files
  207. Records Management, Forms, and Information Collection Budget Files
  208. Telecommunications Files
  209. Computer Files
  210. Electronic Records


201. Federal Chief Information Officer’s Files include the following records:
201-01 IT Program Planning Records – Records relating to the development of agency IT programs.
201-02 Enterprise Architecture Records – Records identifying the IT systems and networks required to perform the agency’s mission.
201-03

IT Capital Investment Records – Records documenting the integration of IT investments with agencywide strategic planning, budgeting, procurement, and management.

201-04 Legal and Regulatory Compliance Records – Records documenting agency compliance with Federal IRM laws and regulations.
201-05

CIO Committee Records – Records maintained to document CIO designated committees, councils, and other such policy bodies.

201-06

CIO Subject and Office Records – Other CIO records not identified in this schedule.


202. IT Oversight and Compliance Files include the following records:
202-01 Oversight and Compliance Files – Records for managing IT operations relating to compliance with IT policies, directives, and plans.
202-02 IT Facility, Site Management, and Equipment Support Services Records – Records for offices maintaining IT equipment, systems, and storage media.
202-03

IT Asset and Configuration Management Files – Includes all records for IT maintenance, planning, and management.

202-04

System Backups – Backups maintained for potential restoration.

202-05

Files Related to Maintaining the Security of Systems and Data – Includes system security and disaster recovery plans, and records associated with identifying and analyzing IT risks.

202-06

User Identification, Profiles, Authorizations, and Password Files, Excluding Records Relating to Electronic Signatures – includes systems requiring special accountability.

202-07

IT Operations Records – Consists of records related to IT operations.

202-08

IT Customer Service Files – Includes records related to providing help desk support.

202-09 IT Infrastructure Design and Implementation Files – Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services.
202-10

IT Security Data Files – Covers program assurances that adequate security is provided.


203. Management Control Records include the following records:
203-01 Management Control Records – Records created to perform evaluations of agency accounting and administrative controls to prevent waste, fraud, and mismanagement.
203-01 Policy, Procedure, and Guidance Files – Copies of internal directives outlining policy and procedure for performing management reviews.
203-02 Management Control Plans – Records documenting efforts to ensure compliance.
203-03

Risk Analyses – Files documenting review of program areas.

203-04

Annual Reports and Assurance Statements – Copies of USGS reports.

203-05 Tracking Files – Files used to ensure the completion of reports.
203-06

Review Files – Records that identify program internal control weaknesses and corrective actions taken.

203-07

Management Control General Files – Records relating to the general administration of the mandate.


204. Security Program Support Records include the following records:
204-01

Federal Information Security Management Act (FISMA) Files – Includes records on the implementation of IT security to safeguard Federal information.

204-02 Security Program System Certification and Accreditation (C&A) Files – Records on USGS systems for C&A certifications.
204-03

Patch, Change, and Configuration Management Files – Records that provide patch management capabilities and bureau configuration management files.

204-04 Program Plan of Action and Milestones (POA&M) Files – Files used to manage and track all IT security weaknesses and activities.
204-05 Security Program Support Files – Files to support enterprise security architecture.
204-06 IT Security Scorecard Files – Files that measure the effectiveness of agency implementation of FISMA.
204-07 Computer Incident Response Team Files – Files of events of suspected incidents.
204-08 Security Program General Files – Records relating to the general administration and oversight of the bureau security program.


205. A-76 (Performance of Commercial Activities) Competitive Sourcing Records include the following records:
205-01

Reviews and Studies – Records relating to reviews of USGS activities.

205-02 Records Documenting the USGS Implementation of A-76 – Records on bureau implementation procedures.


206. Information Resources Management (IRM) Files include the following records:
206-01 IRM Oversight Files – Records relating to oversight of the bureau IRM program
206-02 IRM Policies and Procedures – Records pertaining to policies and procedures governing the IRM program.
206-03

IRM Feasibility Studies and Program Files – Records of studies conducted to analyze improvements before the installation of technologies or equipment associated with information management systems.

206-04 General IRM Files – Records relating to the general administration and oversight of the IRM program.


207. Records Management, Forms, and Information Collection Budget Files include the following records:
207-01 Records Management Filing Systems – Any materials used to assist the bureau in numbering and filing of official records.
207-02

Records Management Files – Records containing information on scheduling, records storage, and dispositions.

207-03 Records Holding Files – Reports of agency holdings.
207-04 Microform Inspection Records – Copies of bureau inventories, logs, and reports documenting microform record inspections.
207-05

Vital Records – Inventories of vital record holdings.

207-06

Forms Case Files – Record copies of bureau forms.

207-07

Information Collection Budget Files – Reports and associated records for project oversight.


208. Telecommunications Files include the following records:
208-01 General Telecommunications Management Files - Records relating to the general administration and oversight of the bureau telecommunications program.
208-02 Telecommunications Management Policies and Procedures Files – Policies and procedures relating to telecommunications management activities.
208-03 Telecommunications Equipment Management Files – Records related to the installation, operation, maintenance, and management of telecommunication equipment.
208-04

Telephone Use (Call Detail) Records – Copies of telephone listings of called numbers.

208-05

Telephone Calling Card Records – Records relating to the allocation, use, and distribution of agency telephone calling cards.

208-06 Radio Communications Systems – Records related to the installation, operation, maintenance, and management of radio equipment.


209. Computer Files include the following records:
209-01 Bureau-level Software, Hardware, and Computer System Files – Records related to bureau-level software development, hardware physical equipment and components, office computer system operations, maintenance, installation, and operation.
209-02 User Support and Liaison Files – Records relating to user support and liaison.


210. Electronic Records include the following records:
210-01 Files and Records Relating to the Creation, Use, and Maintenance of Computer Systems, Applications, or Electronic Records – Disposable records created or received by the bureau. Covers certain master files and certain files created from master files.
210-02 Input/Source Records – Electronic records used to create, update, or modify the records.
210-03 Electronic Records that Replace Temporary Hard-copy Records – Electronic versions of records.
210-04 Data Files Consisting of Summarized Information – Records that contain summarized or aggregated information.
210-05 Records Consisting of Extracted Information – Records extracted from a single master file or database.
210-06 Print File – Used to produce hard-copy printouts.
210-07 Technical Reformat File – Consists of data copied from a complete or master file or database for information interchange.
210-08 Backups of Files – Record retained in case of the master file or database being damaged or inadvertently erased.
210-09 Finding Aids (or Indexes) – Used to provide access to records.
210-10 Special Purpose Programs – Application software to use or maintain a master file or database.
210-11 Documentation – Documentation relating to a master file or database.
210-12 Downloaded and Copied Data – Derived data and data files which are copied, extracted, merged and/or calculated from other data.
210-13 Word Processing Files – Documents recorded on electronic media.
210-14 Electronic Mail Records – Employee versions of e-mail messages that meet the definition of a Federal record.
210-15 Electronic Spreadsheets – Supports administrative functions.
210-16 Hard-copy Printouts Created to Meet Ad Hoc Business Needs – Derived from electronic records for reference purposes.


What records in this chapter are important or considered permanent USGS records?
  • A-76 or Competitive Sourcing study records.
  • Records management filing systems.
  • Records management files containing information on location or storage of records.
  • Electronic records which NARA has designated as permanent records.


What records in this section are considered temporary USGS records?
  • Federal Chief Information Officer’s files.
  • IT oversight and compliance files.
  • IT facility, site management, and equipment support services records.
  • IT asset, configuration management, planning, and system backup files.
  • Files related to maintaining the security of systems and data.
  • IT operation, customer service, infrastructure design and implementation, and security data files.
  • Management control records.
  • Security program support files.
  • Records documenting the USGS implementation of A-76.
  • IRM files.
  • Records management, forms, and information collection budget files.
  • Telecommunications, telephone, and radio communications files.
  • Computer files.
  • Disposable electronic 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 200. Chief Information Officer, Security Program, Information Resources Management, Telecommunications, Computer, and Electronic Records.

201 Federal Chief Information Officer’s Files || 202 Information Technology (IT) Oversight and Compliance Files || 203 Management Control Records || 204 Security Program Support Records || 205 A-76 (Performance of Commercial Activities) Competitive Sourcing Records || 206 IRM Files || 207 Records Management, Forms, and Information Collection Budget Files || 208 Telecommunications File || 209 Computer Files || 210 Electronic Records

Item No. Record Item / Description of Records Disposition Instructions Authority
201 Federal Chief Information Officer’s Files
 
201-01 Information Technology (IT) Program Planning Records. Records relating to the development of agency IT programs. Included are records that document agencywide IT goals; specify milestones to be achieved; identify performance measures for the agency’s IT portfolio; or summarize the underlying principles and approach by which the agency will plan for and manage its IT resources. Records may include strategic and tactical plans documenting the implementation and maintenance of IT systems in support of the agency mission and also may include records supporting formally issued plans, such as records of concurrence, comments, clearances, justifications, and other issuance records.

NOTE: This item does not apply to the data content or design of individual IT systems.
Cutoff at the end of the fiscal year. Destroy when 7 years old or when no longer needed, whichever is later. N1-57-08-1, Item 201-01 and GRS 27/1
201-02 Enterprise Architecture Records. Records identifying the IT systems and networks required to perform the agency’s mission and the transitional processes required to implement comprehensive programs to support that mission. Records may include technical reference models, diagrams, graphics, models, and narratives that describe the agency’s baseline architecture, target architecture, and related sequencing plans. Cutoff when superseded by a new iteration of the enterprise architecture. Destroy when 7 years old or when no longer needed, whichever is later. N1-57-08-1, Item 201-02 and GRS 27/2
201-03 IT Capital Investment Records. Records documenting the integration of IT investments with agencywide strategic planning, budgeting, procurement, and management. Records include routine and periodic reports on IT capital investments; capital asset plans; privacy impact assessments; business cases for major investments, systems, acquisitions, or operational assets identified in the agency’s capital investment portfolio; and clearance and review records.

NOTE: Records needed to support contracts are scheduled in Chapter 800.
Cutoff at the end of the fiscal year. Destroy when 7 years old or when no longer needed, whichever is later. N1-57-08-1, Item 201-03 and GRS 27/3
201-04 Legal and Regulatory Compliance Records. Records documenting agency compliance with Federal Information Resources Management (IRM) laws and regulations, including systems and reports created to support compliance with the mandates of Office of Management and Budget (OMB), General Accounting Office (GAO), and other Federal IRM and IT oversight agencies. Cutoff at the end of the fiscal year. Destroy when 5 years old. N1-57-08-1, Item 201-04 and GRS 27/4
201-05 CIO Committee Records. Records maintained by committees, boards, task forces, conferences, or other IT advisory, governing, or policy bodies for which the CIO has designated sponsorship, leadership, or recordkeeping responsibilities. Records include meeting minutes, summaries, agendas, and transcripts; reports, studies, and publications; membership records; correspondence, mailing, and distribution records; and other administrative committee records. Examples include IT Management Council and Investment Review Boards. Cutoff at the end of the fiscal year. Destroy when 5 years old. N1-57-08-1, Item 201-05 and GRS 27/5
201-06 CIO Subject and Office Records. Records not otherwise identified in this schedule that include briefings, reports, presentations, studies, correspondence, and other documents created to support IT program objectives; responses to and decisions on matters affecting the IT program; or operational and managerial guidance to all organizational segments of the agency.

NOTE: Official agency policy records generated by the CIO are not covered by this item.
Cutoff at the end of the fiscal year. Destroy when 5 years old. N1-57-08-1, Item 201-06 and GRS 27/6

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Item No. Record Item / Description of Records Disposition Instructions Authority
202 IT Oversight and Compliance Files.    
202-01 Oversight and Compliance Files. Records in offices with bureauwide responsibility for managing IT operations relating to compliance with IT policies, directives, and plans including recurring and special reports, responses to findings and recommendations, and reports of follow-up activities.    
202-01a Performance Measures and Benchmarks. Destroy when 5 years old or 1 year after responsible office determines there are no unresolved issues, whichever is longer. N1-57-08-1, Item 202-01a and GRS 24/1a
202-01b All Other Oversight and Compliance Records. Includes certification and accreditation of equipment, quality assurance reviews and reports, reports on implementation of plans, compliance reviews, and data measuring or estimating impact and compliance. Destroy when 3 years old or 1 year after responsible office determines there are no unresolved issues, whichever is longer. N1-57-08-1, Item 202-01b and GRS 24/1b
202-01c General IT Files. General correspondence, miscellaneous reports, newsletters, and other records relating to IT topics not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-08-1, Item 202-01c
202-02 IT Facility, Site Management, and Equipment Support Services Records. Records maintained by offices responsible for the control and operation of buildings and rooms where IT equipment, systems, and storage media are located, including files identifying IT facilities and sites, and files concerning implementation of IT facility and site management and equipment support services provided to specific sites, including reviews, site visit reports, trouble reports, equipment service histories, reports of follow-up actions, and related correspondence. Destroy when 3 years old or when superseded or obsolete, whichever is longer.
N1-57-08-1, Item 202-02 and GRS 24/2
202-03 IT Asset and Configuration Management Files.    
202-03a Inventories of IT Assets, Network Circuits, and Building or Circuitry Diagrams. Includes equipment control systems such as databases of barcodes affixed to IT physical assets. Destroy 1 year after completion of the next inventory. N1-57-08-1, Item 202-03a and GRS 24/3a
202-03b Management and Planning Records. Records created and retained for asset management, performance and capacity management, system management, configuration and change management, and planning, follow-up, and impact assessment of operational networks and systems. Includes, but is not limited to:    
202-03b(1) Data and detailed reports on implementation of systems, applications, and modifications; application sizing, resource and demand management; documents identifying, requesting, and analyzing possible changes, authorizing changes, and documenting implementation of changes; documentation of software distribution and release or version management. Destroy 1 year after termination of the system. N1-57-08-1, Item 202-03b(1) and GRS 24/3b(1)
202-03b(2) Records of routine IT maintenance on the network infrastructure documenting preventative, corrective, adaptive, and perfective (enhancement) maintenance actions, including requests for service, work orders, service histories, and related records. Destroy when 3 years old or 1 year after termination of system, whichever is sooner N1-57-08-1, Item 202-03b(2) and GRS 24/3b(2)
202-04 System Backups. Backups maintained for potential restoration in the event of a system failure or other unintentional loss of data (excludes Lotus Notes backups).

NOTE: Lotus Notes backups are maintained according to the policy set up by the USGS Collaborative Communication Infrastructure Team.

See 210-08 for backups of master files and databases.
Destroy backups when superseded by a backup or when backup is verified as successful, or when no longer needed for system restoration, whichever is later. N1-57-08-1, Item 202-04 and GRS 24/4a(1)(2)
202-05 Files Related to Maintaining the Security of Systems and Data.    
202-05a System Security Plans and Disaster Recovery Plans. Destroy when superseded or obsolete. N1-57-08-1, Item 202-05a and GRS 24/5a
202-05b IT Risks. Documents identifying IT risks and analyzing their impact, risk measurements, and assessments, actions to mitigate risks, implementation of risk action plan, service test plans, test files, and data. Destroy 1 year after system is superseded. N1-57-08-1, Item 202-05b and GRS 24/5b
202-06 User Identification, Profiles, Authorizations, and Password Files, Excluding Records Relating to Electronic Signatures.    
202-06a Systems requiring special accountability, e.g., those containing information that may be needed for audit or investigative purposes and those that contain classified records. Destroy inactive file 6 years after user account is terminated or password is altered, or when no longer needed for investigative or security purposes, whichever is later. N1-57-08-1, Item 202-06a and GRS 24/6a
202-06b Routine systems, i.e., those not covered by 202-06a above. Destroy when the bureau determines they are no longer needed for administrative, legal, audit, or other operational purposes. N1-57-08-1, Item 202-06b and GRS 20/1c
202-07 IT Operations Records.    
202-07a Consists of records related to IT operations, including workload schedules, run reports, schedules of maintenance and support activities, problem reports, reports on operations, and related records. Destroy when 1 year old. N1-57-08-1, Item 202-07a and GRS 24/8a
202-07b Problem reports and related decision documents relating to the software infrastructure of the network or system. Destroy 1 year after problem is resolved. N1-57-08-1, Item 202-07b and GRS 24/8b
202-07c Reports on operations, including measures of benchmarks, performance indicators, and critical success factors, error and exception reporting, self-assessments, performance monitoring; and management reports. Destroy when 3 years old. N1-57-08-1, Item 202-07c and GRS 24/8c
202-08 IT Customer Service Files. Records related to providing help desk information to customers; help desk logs and reports, and other files related to customer query and problem response; query monitoring and clearance; and customer feedback records; and related trend analysis and reporting. Destroy when 1 year old or when superseded, obsolete, or no longer needed, whichever is later. N1-57-08-1, Item 202-08 and GRS 24/10a and 10b
202-09 IT Infrastructure Design and Implementation Files. Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services. Includes records documenting (1) requirements for and implementation of functions such as maintaining network servers, desktop computers, and other hardware, installing and upgrading network operating systems and shared applications, and providing data telecommunications; (2) infrastructure development and maintenance such as acceptance/accreditation of infrastructure components, analysis of component options, feasibility, costs and benefits, and work associated with implementation, modification, and troubleshooting; (3) models, diagrams, schematics, and technical documentation; and (4) quality assurance reviews and test plans, data, and results.    
202-09a Records for Projects that are not Implemented. Destroy 1 year after final decision is made. N1-57-08-1, Item 202-09a and GRS 24/11a
202-09b Records for Projects that are Implemented. Destroy 5 years after project is terminated. N1-57-08-1, Item 202-09b and GRS 24/11b
202-09c Installation and Testing Records. Destroy 3 years after final decision on acceptance is made. N1-57-08-1, Item 202-09c and GRS 24/11c
202-10 IT Security Data Files. Security program assures that adequate security is provided for all bureauwide information collected, processed, transmitted, stored, or disseminated in general support systems and major application systems.    
202-10a Statements of Responsibility. Signed original to be filed on the left side of the Official Personnel Folder. All other copies to be maintained by the local IT Security Officer. Destroy 1 year after separation or transfer of employee. N1-57-02-02, Item 201-10a
202-10b Computer Security Incident Reports. Used to document and report all IT security incidents. Incidents involving physical and personnel complaints and violations are reported to the local IT Security Officer. Incidents involving IT resources that result in the loss of technology, fraud, compromise, or disclosure of sensitive material are reported to the Bureau IT Security Manager. Cutoff at the end of the fiscal year in which the incident occurs. Destroy 5 years after cutoff. N1-57-02-02, Item 201-10c
202-10c Access to IT Systems. Documentation of requests for access, changes to access, deletion of users, and revocations. Destroy 1 year after separation or transfer of employee. N1-57-02-02, Item 201-10d
202-10d Firewall Access Requests. Forms and supporting documentation for access through USGS firewalls to the USGS internal networks and systems. Cutoff at the end of the fiscal year upon termination of access. Destroy 1 year after cutoff. N1-57-02-02, Item 201-10e
202-10e Secure Room Sign-in Sheets. Documentation showing authorized entry to a computer installation by individuals who are not directly involved in managing or operating the facility. Destroy 6 months after last entry on sign-in sheet. N1-57-02-02, Item 201-10f
202-10f IT Security, Contingency Plans, and Risk Assessments. Security plans providing an overview of the security and privacy requirements of a sensitive system or major application and contingency plans which document actions following a major disaster to ensure that all the IT resources needed for mission and business critical functions will be available. Risk assessments which evaluate the IT assets and vulnerabilities of a system, identify potential threats to the system, and propose safeguards for the system. Destroy when replaced by an updated plan. N1-57-02-02, Item 201-10g
202-10g IT Policies and Procedures. Policies and procedures pertinent to future and continuing actions for IT activities. Cutoff at the end of the fiscal year. Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes. N1-57-08-1, Item 202-10g
202-10h IT Audit Logs. Audit trails of activity sufficient to reconstruct security relevant events. Includes the identity of each entity accessing the system, time and date of access (including activities performed using a system administrator’s identification), and activities that could modify, bypass, or negate the system’s security controls. Retain for 90 days or for the period specified in your System Security Plan (SSP), whichever is longer. N1-57-08-1, Item 202-10h

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Item No. Record Item / Description of Records Disposition Instructions Authority
203 Management Control Records. Records created in accordance with procedures mandated by the Office of Management and Budget (OMB) Circular A-123, Internal Control Systems, and Public Law 97-255, the Federal Managers’ Financial Integrity Act. Under these authorities, agencies are required to perform evaluations of their accounting and administrative controls to prevent waste, fraud, and mismanagement.    
203-01 Policy, Procedure, and Guidance Files. Copies of internal directives maintained by the agency’s internal control staff (but not those copies maintained in the agency’s official file of internal directives); external directives such as OMB Circular A-123; and correspondence outlining policy and procedure for performing management reviews. Destroy when superseded, obsolete, or no longer needed. RCS/Item 202-10a and GRS 16, Item 14a
203-02 Management Control Plans. Comprehensive plans documenting the agency’s efforts to ensure compliance with OMB Circular A-123. Destroy when superseded. RCS/Item 202-10b and GRS 16, Item 14b
203-03 Risk Analyses. Reports and supporting materials used to document review of program areas for susceptibility to loss or unauthorized use of resources, errors in reports and information, and illegal and unethical actions. Cutoff closed files at the end of the fiscal year. Destroy after next review cycle. RCS/Item 202-10c and GRS 16, Item 14c
203-04 Annual Reports and Assurance Statements. Created by USGS organizational components and compiled by the USGS into a single unified report for direct submission to the President and Congress. Cutoff closed files at the end of the fiscal year. Destroy after next reporting cycle. RCS/Item 202-10d and GRS 16, Item 14d
203-05 Tracking Files. Files used to ensure the completion and timeliness of submission of feeder reports, including schedules of evaluations, interim reporting, lists of units required to report, and correspondence relating to the performance of the reviews. Destroy 1 year after report is completed. RCS/Item 202-10e and GRS 16, Item 14e
203-06 Review Files. Correspondence, reports, action copies of audit findings, and other records that identify program internal control weaknesses, and corrective actions taken to resolve such problems. Since OMB Circular A-123 provides for alternative internal control reviews under OMB Circulars A-76, A-127, or A-130, this item also applies to copies of these reviews, provided they are identified as alternative reviews in the management control plan.  
 
203-06a Review files maintained by office with responsibility for coordinating internal control functions. Cutoff when no further corrective action is necessary. Destroy 5 years after cutoff. RCS/Item 202-10f(1) and GRS 16, Item 14f(1)
203-06b Copies maintained by other offices as internal reviews. Cutoff when no further corrective action is necessary. Destroy 1 year after cutoff.

Note: Alternative reviews such as computer security reviews and management and consultant studies should be cutoff when no further corrective action is necessary. They should be destroyed when no longer needed. This applies only to copies maintained as internal reviews.
RCS/Item 202-10f(2) and GRS 16, Item 14f(2)
203-07 Management Control General Records. Correspondence, memoranda, and other records relating to the performance of evaluations. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff.
N1-57-08-1, Item 203-07

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Item No. Record Item / Description of Records Disposition Instructions Authority
204 Security Program Support Records.    
204-01 Federal Information Security Management Act (FISMA) Files. The FISMA sets forth the minimum requirements for implementing IT security for safeguarding Federal information and information assets. Includes, but not limited to, bureau inputs to DOI on specific action plans. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff or when no longer needed, whichever is later. N1-57-08-1, Item 204-01
204-02 Security Program System Certification and Accreditation (C&A) Files. Files on USGS systems with accompanying documentation such as system inventory, system security plans, C&A packages, contingency plans, assessments, and authorizations for the system to operate. Often arranged by system. Cutoff at the end of the fiscal year. Destroy 7 years after cutoff or when the files are no longer needed, whichever is later. N1-57-08-1, Item 204-02
204-03 Patch, Change, and Configuration Management Files. Files include, but not limited to, use, test, and other assets that provide patch management capabilities; results of scans of internal networks for vulnerabilities; and bureau configuration management procedure files for operating system software, server, mainframe, desktop, laptop, network devices and other infrastructure components. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff or when no longer needed, whichever is later. N1-57-08-1, Item 204-03
204-04 Program Plan of Action and Milestones (POA&M) Files. Files which manage and track all IT security weaknesses and activities. Includes, but not limited to, reports to DOI and Exhibit 300 reviews and supporting documentation. Cutoff at the end of the fiscal year. Destroy when 3 years old or when no longer needed, whichever is later. N1-57-08-1, Item 204-04
204-05 Security Program Support Files. Files such as waiver requests, e-authentication files, and DOI guidance and informational documents. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff or when superseded or no longer needed, whichever is later. N1-57-08-1, Item 204-05
204-06 IT Security Scorecard Files. Measures the effectiveness of agency implementation of the FISMA. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-08-1, Item 204-06
204-07 Computer Incident Response Team Files. Files of events of suspected incidents. Cutoff at the closure of the suspected incident. Destroy when no longer needed. N1-57-08-1, Item 204-07
204-08 Security Program General Files. Correspondence, memoranda, and other records relating to the general administration and oversight of the security program. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-08-1, Item 204-08

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Item No. Record Item / Description of Records Disposition Instructions Authority
205 A-76 (Performance of Commercial Activities) Competitive Sourcing Records.    
205-01 Reviews and Studies. Correspondence, working papers, tabulations, team records, and any other records relating to individual reviews of USGS activities and to productivity reviews required under OMB Circular A-76.    
205-01a Case Files. Maintained by the office conducting the study. Cutoff at the completion of the study. Records should be maintained as long as the function being studied is performed at the USGS. Destroy at the end of the fiscal year in which the function is no longer performed. N1-57-08-1, Item 205-01a and GRS 3/18
205-01b Records Maintained by Other Offices, Including Information Copies and Background Material. Cutoff at the end of the study. Destroy 2 years after cutoff. N1-57-08-1, Item 205-01b and GRS 3/18b
205-02 Records Documenting the USGS Implementation of A-76. Records consist of bureau implementation procedures, including appeals procedures, inventory of in-house commercial activities, inventory of activities already contracted out, documentation for various A-76 reviews conducted, reports, plans, and submissions to DOI and OMB. Cutoff at the end of the fiscal year. Destroy 10 years after cutoff or when superseded, obsolete, or no longer needed, whichever is later. N1-57-08-1, Item 205-02

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Item No. Record Item / Description of Records Disposition Instructions Authority
206 IRM Files.    
206-01 IRM Oversight Files. Correspondence and related materials pertaining to IRM oversight. Includes, but not limited to, internal and/or external correspondence; records on areas of oversight (organized by subject); and general records relating to oversight responsibilities. Cutoff at the end of the fiscal year. Destroy when 5 years old or when no longer needed, whichever is later. N1-57-02-02, Item 201-06
206-02 IRM Policies and Procedures. Policies and procedures pertinent to future and continuing actions for IRM activities. Cutoff at the end of the fiscal year. Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes. N1-57-02-02, Item 201-02
206-03 IRM Feasibility Studies and Program Files. Studies conducted before the installation of any technology or equipment associated with information management systems, such as word processing and communications. These studies typically include a consideration of the alternatives to the proposed system and cost benefit analysis of the improved efficiency and effectiveness to be expected from the proposed system. Program records include correspondence and related materials pertaining to overall program promotion and improvement. Cutoff at the end of the fiscal year or project. Destroy 6 years after cutoff. N1-57-02-02, Item 201-05a
206-04 General IRM Files. General correspondence, miscellaneous reports, newsletters, and other records relating to IRM topics not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 201-01

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Item No. Record Item / Description of Records Disposition Instructions Authority
207 Records Management, Forms, and Information Collection Budget Files.    
207-01 Records Management Filing Systems. Correspondence, handbooks, index or guides, and other material related to systems developed and prescribed by the USGS for the numbering and filing of correspondence, reports, publications, and other formats such as drawings, maps, field books, audio visual, electronic files, microfilm and directives. PERMANENT. Place in inactive file when superseded, canceled, or revoked. Cutoff inactive file at the end of the fiscal year. Transfer to the Federal Records Center (FRC) 10 years after cutoff. Transfers to the National Archives and Records Administration (NARA) 30 years after cutoff. N1-57-02-02, Item 201-05b
207-02 Records Management Files. Files containing information on records scheduling, location/details of records storage, record inventories, records receipts, and disposal authorizations. Includes copies of completed forms such as the SF-115, Request for Records Disposition Authority; SF-135s and SF-135a, Records Transmittal and Receipt; Optional Form 11, NARA Reference Requests, Federal Records Centers; NA 13000, Agency Review for Contingent Disposal; NA 13001, Intent to Destroy Records; NA 13016, Notice of Accession Location Change, and related documentation.

NOTE : Although this item has a temporary retention, it is suggested all documents under item be kept indefinitely for reference purposes.
Destroy 6 years after the related records are destroyed or transferred to NARA, whichever is applicable. (See Note) N1-57-02-02, Item 205-06a(2)
207-03 Records Holding Files. Statistical reports of agency holdings, including feeder reports from all offices and data on the volume of records disposed of by destruction and transfer. Cutoff at the end of the fiscal year. Destroy when 3 years old. N1-05-02-02, Item 205-07a
207-04 Microform Inspection Records. Bureau copy of inventories, logs, and reports documenting the inspection of microform records, as required by 36 CFR Part 1230. For inspection of permanent microform records, destroy 1 year after the records are transferred to NARA. For inspection of temporary microform records, destroy when 2 years old or when superseded, whichever is later. RCS/Item 203-06b and GRS 16, Item 10b
207-05 Vital Records. Inventories of vital records data, relating to the identification and protection of records vital to the operation of USGS during emergencies or which protect the legal or financial rights of individuals or the Federal Government. Inventories cite the cycle during which the vital records data will be refreshed. Updates to the inventory should occur as necessary to keep the inventory current. The entire inventory should be reviewed and revised at least once every six years. Destroy and replace with current inventories as superseded, or when 6 years old, whichever is sooner. N1-05-02-02, Item 205-10
207-06 Forms Case Files. One record copy of each form created and approved for use by the bureau with related instructions, documentation, and background materials. Maintained by the office issuing the form. Destroy 5 years after related form is discontinued, superseded, or canceled. RCS/Item 203-02a and GRS 16 Item 3a
207-07 Information Collection Budget Files. Reports required by Office of Management and Budget (OMB) under the Paperwork Reduction Act regarding the number of hours the public spends fulfilling agency reporting requirements. Included are associated feeder reports, report exhibits, correspondence, directives, and statistical compilations. Cutoff at the end of the fiscal year. Destroy 7 years after cutoff. RCS/Item 203-10 and GRS 16, Item 12

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Item No. Record Item / Description of Records Disposition Instructions Authority
208 Telecommunications Files.    
208-01 General Telecommunications Management Files. General correspondence and other records relating to communications management topics not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-02, Item 203-01
208-02 Telecommunications Management Polices and Procedures Files. Policies and procedures pertinent to future and continuing actions for telecommunications management activities. Cutoff at the end of the fiscal year. Place in inactive file when canceled, superseded, or revoked. Destroy when no longer needed for reference purposes. N1-57-02-02, Item 203-02
208-03 Telecommunications Equipment Management Files. Correspondence and related materials pertaining to the installation, operation, maintenance, and management of telecommunications equipment used for the transmission of voice and data signals over hard wire or via satellite. Includes such records as requirements for acquisition, usage, consolidation, disposition of equipment; leased facilities, equipment, or lines; frequency materials, line changes, traffic, and service reports; inventories; recurring charges; work orders; plans, and studies. Cutoff at the end of the fiscal year. Destroy 10 years after cutoff or if replaced before then, destroy 2 years after replacement. N1-57-02-02, Item 203-05
208-04 Telephone Use (Call Detail) Records. Telephone detail call records and facsimile transmissions.    
208-04a Telephone listings of called telephone numbers, dates, and specifics of calls.    
208-04a(1) Computer-generated listings. Telephone call accounting data generated by the telephone system, automatically collected, and maintained on a standalone computer. Records maintained electronically are the official record. Delete when 3 years old. N1-57-02-02, Item 203-07a(1)
208-04a(2) Paper copies. Destroy when no longer needed. N1-57-02-02, Item 203-07a(2)
208-04b Records relating to the location of telephones and records indicating assignment of employee telephone numbers. Included is Directory Service (includes telephone directories) that are maintained in electronic form. Include any records relating to the compilation of the directory service listings. The designated official electronic record copy of these records should be maintained for 1 year with accessibility to a back-up copy. N1-57-02-02, Item 203-07b
208-05 Telephone Calling Card Records.    
208-05a General records relating to the allocation, use, and distribution of agency telephone calling cards. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 203-08a
208-05b Lists or rosters showing the current allocation of agency telephone calling cards issued. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 203-08b
208-05c Case files relating to investigations of alleged lost, stolen, or misused telephone calling cards. Cutoff at the end of the fiscal year. Destroy 3 years after the close of the investigation. N1-57-02-02, Item 203-08c
208-06 Radio Communications Systems.    
208-06a Correspondence and related materials pertaining to the installation, operation, maintenance, and management of equipment used for direct communication, automation, or remote control of either voice or data transmissions. Includes, but not limited to, microwave, satellite systems, 2-way fixed or mobile radios, leased services, and cellular telephones. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-02, Item 203-09a
208-06b Lists or rosters showing the current allocation of agency radios. Cutoff at the end of the fiscal year. Destroy when 3 years old. N1-57-02-02, Item 203-09b
208-06c Radio Frequency Authorization Files. Includes radio frequency authorizations and frequency use agreements. Authorizations and use agreements are reviewed every 5 years. Destroy when replaced by a new authorization/ agreement. N1-57-02-02, Item 203-10a

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Item No. Record Item / Description of Records Disposition Instructions Authority
209 Computer Files    
209-01 Bureau-Level Software, Hardware, and Computer System Files. Correspondence and related material pertaining to bureau-level software development, hardware physical equipment and components in a computer system, office computer systems technical operations and maintenance, and installation, operation, and maintenance of equipment used in the supervision and control of USGS systems by either direct communication, automation, or remote control.    
209-01a Key Maintenance Information. Cutoff at the end of the fiscal year. Retain key maintenance information for the life of the system. N1-57-02-02, Item 201-07a(1)
209-01b Key System Documentation. Cutoff at the end of the fiscal year. Retain key system documentation for 5 years after the system is replaced. N1-57-02-02, Item 201-07a(2)
209-02 User Support and Liaison Files. Correspondence and related material pertaining to user support and liaison. Includes computer user technical assistance, establishing user support groups, articles for newsletters, user meetings data and notes, and technical notes. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 201-09

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Item No. Record Item / Description of Records Disposition Instructions Authority
210 Electronic Records    
210-01 Files and Records Relating to the Creation, Use, and Maintenance of Computer Systems, Applications, or Electronic Records.    
210-01a Electronic files or records created solely to test system performance, as well as hard-copy printouts and related documentation for the electronic files or records. Delete or destroy when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 1a
210-01b Electronic files or records used to create or update a master file, including, but not limited to, work files, valid transaction files, and intermediate input/output records. Delete after information has been transferred to the master file and verified. GRS 20, Item 1b
210-01c Electronic files and hard-copy printouts created to monitor system usage, including, but not limited to, log-in files, password files, audit trail files, system usage files, and cost-back files used to assess charges for system use. Delete or destroy when 1 year old or when no longer needed for administrative, legal, audit, or other operational purposes, whichever is later. GRS 20, Item 1c
210-02 Input/Source Records    
210-02a Hard-copy (non-electronic) documents used to create, update, or modify electronic records when the electronic records are retained to meet recordkeeping requirements and are covered by a NARA-approved schedule. Included are such records as hard-copy forms used for data input as well as hard-copy documents that are scanned into an electronic recordkeeping system (e.g., correspondence, reports, still pictures, maps, etc.).

NOTE: The term hard-copy records or non-electronic records as used in this schedule includes, in addition to traditional textual files: still picture negatives, prints, slides, and transparencies; aerial photography, maps, charts, and drawings; motion picture film and analog videotape; and analog sound recordings.
   
210-02a(1) Hard-copy documents that NARA has specifically designated as permanent records that must be transferred to NARA in hard-copy format, even if records have been copied or converted to an electronic format. PERMANENT. Transfer to NARA in accordance with previously approved schedule. GRS 20, Item 2a(1)
210-02a(2) Hard-copy records previously approved as permanent that are converted to electronic records where the electronic records do not meet NARA’s transfer standards for permanent electronic records in effect at the time of conversion. PERMANENT. Transfer to NARA in accordance with previously approved schedule. GRS 20, Item 2a(2)
210-02a(3) Hard-copy documents that contain information that is not or cannot be captured in the electronic version of the records (e.g., certain handwritten annotations). Apply previously approved schedule. GRS 20, Item 2a(3)
210-02a(4) Hard-copy documents other than those covered by Items 210-02(a)(1) through 210-02a(3). Destroy after the information has been converted to an electronic medium and verified, when no longer needed for legal or audit purposes, or to support the reconstruction of, or serve as a backup to, the electronic records, or 60 days after NARA has been provided the notification required by 36 CFR 1228.31(b)(1)(i), whichever is later. GRS 20, Item 2a(4)
210-02b Electronic records, except as noted in 210-02c, entered into the system during an update process and not required for audit and legal purposes. Delete when data have been entered into the master file or database and verified, or when no longer required to support reconstruction of, or serve as backup to, a master file or database, whichever is later. GRS 20, Item 2b
210-02c Electronic records received from another agency and used as input/source records by the receiving agency, excluding records produced by another agency under the terms of an Interagency Agreement, or records created by another agency in response to the specific information needs of the receiving agency. Delete when data have been entered into the master file or database and verified, or when no longer needed to support reconstruction of, or serve as backup to, the master file or database, whichever is later. GRS 20, Item 2c
210-02d Computer files or records containing uncalibrated and unvalidated digital or analog data collected during observation or measurement activities or research and development programs and used as input for a digital master file or database. Delete after the necessary data have been incorporated into a master file. GRS 20, Item 2d
210-03 Electronic Records that Replace Temporary Hard-copy Records. Electronic records that replace temporary hard-copy records covered by previously approved schedules that do not explicitly exclude electronic records. (If a previously approved schedule explicitly excludes electronic records, an SF-115 must be submitted to NARA. None of the authorities provided below may be applied)    
210-03a Scanned Images. Delete after the expiration of the retention period authorized for the hard-copy records. GRS 20, Item 3a
210-03b Electronic Formats other than Scanned Images.

NOTE: Items 210-03b(1) and 210-03b(3) may be applied to electronic records consisting of information drawn from multiple previously scheduled hard-copy series of administrative housekeeping records. In such instances, the electronic records must be retained for the longest retention period specified in the previously approved schedules.

Disposition authorities included in Item 210-03 may be applied to copies of records maintained on agency web sites only in the case of administrative housekeeping records. These items may not be applied to web site copies of program records, which must be scheduled separately.
   
210-03b(1) Records covered by temporary items in the GRS other than GRS 1, Item 21 (Employee Medical Folders); GRS 1, Item 22 (Statistical Summaries); GRS 1, Item 25f (Equal Employment Opportunity Statistics Files); GRS 12, Item 3 (Telecommunications Operational Files); and GRS 18, Item 5 (Top Secret Accounting and Control Files) OR records covered by temporary items in an agency-specific schedule that pertain to administrative or housekeeping activities. Delete after the expiration of the retention period authorized for the hard-copy records. GRS 20, Item 3b(1)
210-03b(2) Records covered by GRS 1, Item 21 (Employee Medical Folders); GRS 1, Item 22 (Statistical Summaries); GRS 1, Item 25f (Equal Employment Opportunity Statistics Files); GRS 12, Item 3 (Telecommunications Operational Files); and GRS 18, Item 5 (Top Secret Accounting and Control Files) Submit SF-115 to NARA. GRS 20, Item 3b(2)
210-03b(3) Digital versions of temporary still pictures, sound recordings, motion picture film, and video recordings. Delete after the expiration of the retention period authorized for the hard-copy records. GRS 20, Item 3b(3)
210-03b(4) Program records approved for destruction in a previously approved schedule that is media neutral and does not explicitly exclude electronic records. Delete after the expiration of the retention period specified in the previously approved schedule. GRS 20, Item 3b(4)
210-03b(5) Program records maintained in an electronic format that are not covered by Items 210-03a, 210-03b(1), 210-03b(3), or 210-03b(4). Submit SF-115 to NARA. GRS 20, Item 3b(5)
210-03c Electronic Records that Replace Permanent Hard-Copy Records. Electronic records that replace hard-copy records approved as permanent in a previously approved schedule.

NOTE: Electronic versions of permanent records that are retained as recordkeeping copies must meet the standards contained in NARA guidance concerning the creation, maintenance, and transfer of permanent electronic records.

Item 210-03c may be applied if the electronic records consist of information drawn from multiple previously scheduled permanent series. In cases where the electronic records include information drawn from both temporary and permanent hard-copy series, an agency may apply Item 210-03c or submit an SF-115 that proposes disposal of the records if the agency believes the electronic records do not warrant permanent retention.

This item does not cover copies of permanent records maintained on agency web sites, which must be scheduled separately.
PERMANENT. Submit notification to NARA in accordance with 36 CFR 1228.31(b)(1)(i). GRS 20, Item 3.1
210-04 Data Files Consisting of Summarized Information. Records that contain summarized or aggregated information created by combining data elements or individual observations from a single master file or database that is disposable under a GRS item or is authorized for deletion by a disposition job approved by NARA after January 1, 1988, excluding data files that are created as disclosure-free files to allow public access to the data which may not be destroyed before securing NARA approval.

NOTE: Data files consisting of summarized information which were created from a master file or database that is unscheduled, or that was scheduled as permanent but no longer exists or can no longer be accessed, may not be destroyed before securing NARA approval.
Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 4
210-05 Records Consisting of Extracted Information. Electronic files consisting solely of records extracted from a single master file or database that is disposable under the GRS or approved for deletion by a NARA-approved disposition schedule, excluding extracts that are:

a. produced as disclosure-free files to allow public access to the data; or

b. produced by an extraction process which changes the informational content of the source master file or database; which may not be destroyed before securing NARA approval. For print and technical reformat files see items 210-06 and 210-07 of this schedule respectively.

NOTES: (1) Records consisting of extracted information that was created from a master file or database that is unscheduled, or that was scheduled as permanent but no longer exists or can no longer be accessed may not be destroyed before securing NARA approval. (2) See Item 210-12 of this schedule for other extracted data.
Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 5
210-06 Print File. Electronic file extracted from a master file or database without changing it and used solely to produce hard-copy publications and/or printouts of tabulations, ledgers, registers, and statistical reports. Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 6
210-07 Technical Reformat File. Electronic file consisting of data copied from a complete or partial master file or database made for the specific purpose of information interchange and written with varying technical specifications, excluding files created for transfer to the NARA. Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 7
210-08 Backups of Files. Electronic copy, considered by the agency to be a Federal record, of the master copy of an electronic record or file and retained in case the master file or database is damaged or inadvertently erased.    
210-08a File identical to records scheduled for transfer to the NARA. Delete when the identical records have been captured in a subsequent backup file or when the identical records have been transferred to NARA and successfully copied. GRS 20, Item 8a
210-08b File identical to records authorized for disposal in a NARA-approved records schedule. Delete when the identical records have been deleted or when replaced by a subsequent backup file. GRS 20, Item 8b
210-09 Finding Aids (or Indexes). Electronic indexes, lists, registers, and other finding aids used only to provide access to records authorized for destruction in this records schedule, in the GRS, or a NARA-approved SF-115, excluding records containing abstracts or other information that can be used as an information source apart from the related records. Delete with related records or when no longer needed for administrative, legal, audit, or other operational purposes, whichever is later. GRS 20, Item 9
210-10 Special Purpose Programs. Application software necessary solely to use or maintain a master file or database authorized for disposal in a GRS item or in a NARA-approved records schedule, excluding special purpose software necessary to use or maintain any unscheduled master file or database or any master file or database scheduled for transfer to NARA. Delete when related master file or database has been deleted. GRS 20, Item 10
210-11 Documentation.    
210-11a Data systems specifications, file specifications, codebooks, record layouts, user guides, output specifications, and final reports (regardless of medium), relating to a master file, database, or other electronic records.    
210-11a(1) Documentation relating to electronic records that are scheduled for destruction in the GRS or in a NARA-approved agency schedule. Destroy or delete upon authorized deletion of the related electronic records or upon the destruction of the output of the system if the output is needed to protect legal rights, whichever is later. GRS 20, Item 11a(1)
210-11a(2) Documentation relating to electronic records that are scheduled for permanent retention in the GRS or in a NARA-approved agency schedule. PERMANENT. Transfer to NARA with the permanent electronic records to which the documentation relates. GRS 20, Item 11a(2)
210-11b Copies of Records Relating to System Security. Refer to Item 202-05 GRS 20, Item 11b
210-12 Downloaded and Copied Data. Derived data and data files that are copied, extracted, merged and/or calculated from other data generated within the bureau when the original data is retained.    
210-12a Derived data used for ad hoc or one-time inspection, analysis, or review, if the derived data are not needed to support the results of the inspection, analysis, or review. Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 12a
210-12b Derived data that provide user access in lieu of hard-copy reports that are authorized for disposal. Delete when no longer needed for administrative, legal, audit, or other operational purposes. GRS 20, Item 12b
210-12c Metadata or reference data, such as format, range, or domain specifications which is transferred from a host computer or server to another computer for input, updating, or transaction processing operations.

NOTE: See Item 210-05 for other extracted data.
Delete from the receiving system or device when no longer needed for processing. GRS 20, Item 12c
210-13 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating or revision. GRS 20, Item 13
210-14 Electronic Mail Records. Senders’ and recipients’ versions of electronic mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes.

NOTE: Along with the message text, the recordkeeping system must capture the names of the sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data, when required.
Delete from the e-mail system after copying to a recordkeeping system. GRS 20, Item 14
210-15 Electronic Spreadsheets. Electronic spreadsheets generated to support administrative functions or generated by an individual as background materials or feeder reports.    
210-15a When used to produce hard-copy that is maintained in organized files. Delete when no longer needed to update or produce hard-copy. GRS 20, Item 15a
210-15b When maintained only in electronic form. Delete after the expiration of the retention period authorized for the hard-copy by the GRS or a NARA-approved SF-115. If the electronic version replaces hard-copy records with differing retention periods and agency software does not readily permit selective deletion, delete after the longest retention period has expired. GRS 20, Item 15b
210-16 Hard-copy Printouts Created to Meet Ad Hoc Business Needs. Printouts derived from electronic records created on an ad hoc basis for reference purposes or to meet day-to-day business needs. Destroy when the agency determines that they are no longer needed for administrative, legal, audit, or other operational purposes, provided the printouts do not contain substantive information, such as substantive annotations, that is not included in the electronic records. (Printouts that contain substantive information should be disposed of in accordance with the NARA-approved schedule that covers the series in which they are filed). GRS 20, Item 16

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