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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 300. Administrative Support Records

Records relating to various aspects of bureau administrative support and records common to most offices.

Chapter 300 Topics This section provides for the disposition of the following:
  301. USGS.GOV Web Site
  302. Mail, Messenger, and Distribution Files
  303. Travel and Transportation Files
  304. Self-Service Store Operations Files
  305. National Science Network (NSN) Program
  306. Library Records
  307. Internal and External Audits
  308. Schedules of Daily Activities
  309. Records Common to Most Offices
  310. Administrative Databases

301. USGS.GOV Web Site records include the following records:
301-01 USGS.GOV Web Content – Web site change requests, developments documents, feedback from Web site users, electronic code, and access logs.
301-02 USGS.GOV Reports, Statistics, Policies, Guidance, and Planning Records – Reports, statistics, policy, guidelines, and planning records.
301-03 USGS.GOV General Files – Correspondence of a general nature and other related items not found elsewhere in the schedule.

302. Mail, Messenger, and Distribution Files include the following records:
302-01 Messenger Service Files – Daily logs, assignment records, dispatch records, delivery receipts, route schedules, and related records.
302-02 Post Office and Private Mail Company Records – Forms and supporting papers, exclusive of records held by the United States Postal Service.
302-03 Mail and Delivery Service Control Files – Statistical and general files relating to the administration of mail room operations and mail delivery.
302-04 Metered Mail Files – Reports and related papers.
302-05 Postal Irregularities Files – Records relating to irregularities in the handling of mail.

303. Travel and Transportation Files include the following records:
303-01 Commercial Freight and Passenger Transportation Files – Supporting documents covering commercial freight and passenger transportation charges.
303-02 Lost or Damaged Shipments Files – Records relating to the administration of the Government Losses in Shipment Act.
303-03 Foreign Travel Records – Records created related to foreign travel.
303-04 Reimbursable Travel Files – Records relating to reimbursing individuals and other supporting documents relating to official travel.
303-05 General Travel and Transportation Files – Records pertaining to commercial and foreign travel and transportation and freight functions not covered elsewhere in the schedule.
303-06 Non-Federally Funded Travel Files – Records on payments made to the agency from non-Federal sources for travel, subsistence, and related expenses.
303-07 Federal Employee Transportation Subsidy Records – Records relating to the disbursement of transportation subsidies.
303-08 Records Relating to Official Passports – Documents relating to issuance of official passports.

304. Self-Service Store Operations Files include the following records:
304-01 Self-Service Store Operations General Files – Routine records relating to bureau self-service store stock, operations, or other areas not covered in the schedule.
304-02 Stores Invoice Files – Records used for stores accounting.
304-03 Inventory Requisition Files – For supplies and equipment inventories.
304-04 Inventory Files – Records on inventories.
304-05 Stores Accounting Files – Includes reports and records on returns.
304-06 Stores Accounting Background Files – Working files used in accumulating stores accounting data.

305. Natural Science Network (NSN) Program Files include the following records:
305-01 NSN Program Operations Files – Records on the management of NSN.
305-02 NSN Program Planning Files – Records which support the program planning such as studies, analysis, reports, and other related documents.
305-03 NSN Finding Aids – Inventories, indexes and other documents used to assist the researcher.
305-04 NSN Information Requests, Referrals, and Acknowledgement Files – General requests for information, acknowledgements, or referrals for reply.
305-05 NSN State Agreements – Case files to monitor and track agreements.
305-06 IBiS System – Supports in the distribution of all USGS published materials.

306. Library Records include the following records:
306-01 Library Operations – Records related to general library activities.
306-02 Library Materials – Reference circulating materials.
306-03 Interlibrary Borrowing Requests – Requests for interlibrary loans.
306-04 Library Purchase Transactions – Records from time of order to receipt.
306-05 Library Reference Inquiries and Document Delivery Field Requests – Files on reference inquiries and deliveries.
306-06 Library Management Records – Records related to overall management of the library.
306-07 Library Statistical Reports – Compilations of library activities.
306-08 Library Historical Records – Summary records of events of historical importance to the library.
306-09 Library Catalog – Database records for books, journals, maps, microforms, videocassettes, CD-ROMs, and pamphlets.

307. Internal and External Audit Records include the following records:
307-01 Audit Files – Case files.
307-02 Office of the Inspector General Contact Reports Files – Employee reports of contacts or meetings with the Inspector General personnel.
307-03 General Audit Files – Routine administrative records not covered elsewhere in the schedule.

308. Schedules of Daily Activities Records include the following records:
308-01 Schedules of Daily Activities – Calendars, appointment books, and other records documenting meetings, appointments, telephone calls, trips, visits, and other such activities.

309. Records Common to Most Offices include the following records:
309-01 Files Maintenance and Disposition Plans – File plan that documents records held in an office or individual’s files.
309-02 Reading or Chronological Files – Extra copies of correspondence maintained solely as a reading or reference file.
309-03 Policy and Precedent Reference Files – Copies of policy or other such documents maintained only for convenience.
309-04 Temporary Files – Short-term interest files.
309-05 Routine Tracking and Control Files – Documents used to track work flow, recording of actions taken, or other processes.
309-06 Agency Directives and Publications – Reference and/or Circulating Copies – Extra copies of local internal and external releases.
309-07 Administrative Announcements – Copies of short-term guidance and information concerning operating procedures.
309-08 Directives and Publications of Other Government Agencies – Copies of other Government publications maintained for reference.
309-09 Non-Government Publications – Copies of non-government publications maintained for reference.
309-10 Office Administrative Files – General records of an administrative nature and not covered elsewhere in the schedule.
309-11 Delegations of Authority Files – Delegations designating coverage of individuals.

310. Administrative Databases and Electronic Spreadsheets include the following records:
310-01 Administrative Databases – Databases that support administrative or housekeeping functions.

What records in this chapter are important or considered permanent USGS records?
  • Official Government Passports — they must be returned to the Department of State upon expiration or upon the separation of the employee.
  • Historical Records of the Library.
  • Schedules of USGS officials including the Director, Deputy Director, Assistant Directors, and may include other high-level USGS officials who report to either the Director or the Deputy Director.

What records in this section are considered temporary USGS records?
  • USGS.GOV Web site records.
  • Mail, messenger, mail delivery, and postal files.
  • Travel and transportation files.
  • Lost or damaged shipments files.
  • Routine relocation files.
  • Non-federally funded travel files.
  • Federal Employee Transportation Subsidy files.
  • Official passport application files.
  • Self-service store operations files.
  • National Science Network (NSN) program, information requests, referrals, acknowledgements, and agreements files.
  • IBiS System files.
  • Original machine-readable records of the Inventory of Cartographic Databases.
  • Library records, including operations, borrowing and purchase requests, inquiries, management, statistical and catalog records.
  • Internal and external audit files.
  • Schedules of daily activities.
  • Records common to most offices.
  • Administrative databases.

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 300. Administrative Support Records

301 USGS.GOV Web Site || 302 Mail, Messenger, and Distribution Files || 303 Travel and Transportation Files || 304 Self-Service Store Operations Files || 305 Natural Science Network (NSN) Program || 306 Library Records || 307 Internal and External Audits || 308 Schedules of Daily Activities || 309 Records Common to Most Offices || 310 Administrative Databases and Electronic Spreadsheets

Item No. Record Item / Description of Records Disposition Instructions Authority
301 USGS.GOV Web Site. The USGS web site is a highly complex site with many sub-sites and sub-sub-sites emerging. It contains ephemeral bulletin board postings, official agency publications, original materials not captured elsewhere in the recordkeeping systems, and other USGS business created interactively in real time.    
301-01 USGS.GOV Web Content    
301-01a Records that contain Web site change requests from USGS content providers and management, and all clearances. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 302-01a
301-01b Electronic Records that Contain USGS.GOV Web Site Development Documents. Examples include specifications, list of change items, and steps for migrating the Web site from the test server to the production server. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 302-01b
301-01c User Feedback. Records that contain all comments, questions, and feedback from Web site users. Correspondence and related material pertaining to user support and liaison. Included are Web site user technical assistance, help files, and technical notes. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 302-01c
301-01d USGS.GOV Web Site Electronic Code. Electronic code (HTML, JavaScript, ASP, etc.) that contains the information to produce the USGS.GOV web site at any given point in time. Files uploaded through local Andrew File System (AFS) servers then replicated to the USGS Web. All part of the USGS National Web Server System (NATWEB) which manages web hosting. Current code is superseded on an ongoing basis as new information is put on the Web site. The code will be deleted when no longer needed for agency business. N1-57-02-02, Item 302-01d
301-01e USGS.GOV Web Site Access Logs. Web access logs, including all the information that Web browsers send when they request a Web page, such as name, domain, and numerical Internet address of the host computer; date and time of the access; Internet address of the referring Web page; page requested; User Agent Information; and so forth. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-08-1, Item 301-01e
301-02 USGS.GOV Reports, Statistics, Policies, Guidance, and Planning Records. Reports, statistics, policy, guidelines, and planning records pertaining to the USGS.GOV Web sites.

301-02a USGS.GOV Reports. All reports that pertain to the USGS .GOV Web sites. Examples include, but not limited to, web log analysis reports, statistical reports, compliance reports with OMB, DOI, USGS and other Federal agencies regarding Web sites, AccMonitor accessibility reports, Web certification reports, and performance, usability, and daily load reports. Cutoff at the end of the fiscal year. Destroy when 3 years old or when no longer needed, whichever is later. N1-57-02-02, Item 302-04a
301-02b USGS.GOV Policy and Planning Records. Records created or approved by the USGS leadership or designated officials that document efforts taken to identify strategies, plans, criteria, etc., for improvements or upgrades of the USGS.GOV Web site. Examples are search engine planning and USGS.GOV design planning. 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 302-04c
301-02c USGS.GOV Guidance and Instructional Records. Correspondence, handbooks, guidelines, and other instructional material related to the publication of USGS information on the USGS.GOV Web sites. Included are such things as Visual identity instructions and guidelines, bureau guidelines for presenting USGS data, guidelines for serving information from Web servers, and guidelines for complying with OMB, Department of the Interior, USGS, and other Federal policies regarding Web sites. Cutoff at the end of the fiscal year. Destroy when superseded, obsolete, or no longer needed. N1-57-02-02, Item 302-05a
301-03 USGS.GOV General Files. Correspondence of a general nature pertaining to the USGS.GOV Web site (internal or external Web sites), accepted bureau rules of behavior for the Web, and other related items not found anywhere else in this schedule. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 302-05b

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Item No. Record Item / Description of Records Disposition Instructions Authority
302 Mail, Messenger, and Distribution Files.    
302-01 Messenger Service Files. Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records. Destroy when 2 months old. RCS/Item 305-01 and GRS 12, Item 1
302-02 Post Office and Private Mail Company Records. Post Office and private mail company forms and supporting papers, exclusive of records held by the United States Postal Service.    
302-02a Records relating to incoming or outgoing registered mail pouches, registered, certified, insured, overnight, express, and special delivery mail including receipts and return receipts. Destroy when 1 year old. RCS/Item 305-02a and GRS 12, Item 5a
302-02b Application for registration and certification of declared value mail. Destroy when 1 year old. RCS/Item 305-02b and GRS 12, Item 5b
302-02c Reports of loss, rifling, delayed, wrong delivery, or other improper treatment of mail. Destroy when 1 year old. RCS/Item 305-02c and GRS 12, Item 5c
302-03 Mail and Delivery Service Control Files.    
302-03a Statistical Reports and General Files. Statistical reports, records of receipts for mail and packages, and any other general correspondence, memoranda, directives, and guidelines relating to the administration of mail room operations. Destroy when 1 year old or when superseded or obsolete, whichever is applicable. RCS/Item 305-03g and GRS 12, Item 6d and 6g
302-03b Directories and other records relating to mail delivery to individuals. Destroy 5 months after separation or transfer of individual or when obsolete, whichever is applicable. RCS/Item 305-03h and GRS 12, Item 6b
302-04 Metered Mail Files. Official metered mail reports and all related papers. Destroy when 6 years old. RCS/Item 305-04 and GRS 12, Item 7
302-05 Postal Irregularities Files. Memoranda, correspondence, reports, and other records relating to irregularities in the handling of mail, such as loss or shortage of postage stamps or money orders, loss or destruction of mail, or evidence of tampering. Destroy 3 years after completion of investigation. RCS/Item 305-05 and GRS 12, Item 8

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Item No. Record Item / Description of Records Disposition Instructions Authority
303 Travel and Transportation Files. Originals should be filed in the office responsible for paying the voucher. Copies of records may also be cross-filed in the bureau, discipline, division, or office budget and accounting files if expenditure or receipt of funds is involved within their area.    
303-01 Commercial Freight and Passenger Transportation Files.    
303-01a Original Vouchers (Domestic, Foreign, and Relocation Travel). Supporting documents covering commercial freight and passenger transportation charges of settled fiscal accounts, including registers and other control documents (except for those in 304-01b). Destroy 6 years 3 months after the period of the account. RCS/Item 308-01a and GRS 9, Item 1a
303-01b Records Covering Payments. For commercial freight and passenger transportation charges for services for which (1) notice of overcharge has been or is expected to be issued, or if a rail freight overpayment is involved, (2) deduction or collection action has been taken, (3) voucher contains inbound transit shipment(s), (4) parent voucher has print of paid supplemental bill associated, (5) the voucher has become involved in litigation, or (6) any other condition arises that prevents the settling of the account, requiring the voucher to be retained beyond the 6-years, 3 months retention period, such as detection of overcharge. Destroy when 10 years old. RCS/Item 308-01b and GRS 9, Item 1b
303-01c Issuing Office Copies. Consists of government or commercial bills of lading, commercial passenger transportation vouchers, and transportation requests, travel authorizations, and supporting documents. Destroy 6 years after period of the account. RCS/Item 308-01c and GRS 9, Item 1c
303-01d Obligation Copy of Commercial Passenger Transportation Vouchers. Destroy when funds are obligated. RCS/Item 308-01d and GRS 9, Item 1d
303-01e Unused Ticket Redemption Forms. Destroy 3 years after the year in which the transaction is completed. RCS/Item 308-01e and GRS 9, Item 1e
303-02 Lost or Damaged Shipments Files. Schedules of valuables shipped, correspondence, memoranda, reports, and other records relating to the administration of the Government Losses in Shipment Act. Destroy when 6 years old. RCS/Item 308-02 and GRS 9, Item 2
303-03 Foreign Travel Records. Forms, reports, briefing statements, correspondence, and other records created for programmatic, national security, or personal reasons. Cutoff at the end of the fiscal year. Destroy 7 years after cut-off. N1-57-02-02, Item 304-03a
303-04 Reimbursable Travel Files. Copies of records relating to reimbursing individuals, such as travel orders, per diem vouchers (domestic, foreign, and relocation), and all other supporting documents relating to official travel by employees, dependents, or others authorized by law to travel.    
303-04a Travel Administrative Office Files. Destroy when 6 years old. RCS/Item 308-04a and GRS 9, Item 3a
303-04b Obligation Copies. Destroy when funds are obligated. RCS/Item 308-04b and GRS 9, Item 3b
303-05 General Travel and Transportation Files.    
303-05a Routine Administrative Records. Relating to travel, including correspondence, notices, memorandums, reports, and related records pertaining to commercial and foreign travel and transportation and freight functions not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy when 2 years old. RCS/Item 308-05a and GRS 9, Item 4a
303-05b Accountability Records. Includes individual employee travel case files, containing copies of per diem vouchers and related receipts, maintained by other offices such as field offices, for accountability purposes. NOTE: For routine relocation (permanent change of duty station) records see 305-05c below. Destroy 1 year after all entries are cleared. RCS/Item 308-05b and GRS 9, Item 4b
303-05c Routine Relocation Records. Contains copies maintained for fiscal or accountability purposes. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff N1-57-08-1, Item 303-05c
303-06 Non-Federally Funded Travel Files.    
303-06a Agency Copies of Semiannual Expense Reports for Non-Federally Funded Travel. Submitted by all Executive Branch agencies to the Office of Government Ethics. Reports summarize payments made to the agency from non-Federal sources for travel, subsistence, and related expenses for an employee who attends a meeting or similar function relating to official duties. Destroy when 4 years old. N1-57-02-02, Item 304-06a
303-06b Compilation Records. Statements, forms, and other records used to compile Semiannual Expense Reports for Non-Federally Funded Travel. Destroy 1 year after submission of report to the Office of Government Ethics. N1-57-02-02, Item 304-06b
303-07 Federal Employee Transportation Subsidy Records. Documents in either paper or electronic form relating to the disbursement of transportation subsidies to employees, including applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets, and other forms used to document the disbursement of subsidies. Destroy when 3 years old. N1-57-02-02, Item 304-07 and GRS 9, Item 7
303-08 Records Relating to Official Passports.    
303-08a Application Files. Documents relating to the issuance of official passports, including requests for passports and transmittal letters.

NOTE: Official passports should be returned to the Department of State upon expiration or upon the separation of the employee. 		Destroy when 3 years old. RCS/Item 308-05c and GRS 9, Item 5a
303-08b Passport Registers. Registers and lists of agency personnel who have official passports. Destroy when superseded or obsolete. RCS/Item 308-05e and GRS 9, Item 5c

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Item No. Record Item / Description of Records Disposition Instructions Authority
304 Self-Service Store Operations Files.    
304-01 Self-Service Store Operations General Files. Routine administrative records including any correspondence or announcements relating to bureau self-service store stock, operations, or other areas not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 305-10
304-02 Stores Invoice Files. Invoices or equivalent papers used for stores accounting, including receiving reports. Destroy when 3 years old. RCS/Item 309-02 and GRS 8, Item 2
304-03 Inventory Requisition Files. Requisitions for supplies and equipment for current inventory.    
304-03a Reston Supply Service Center (RSSC) Copy. Destroy 2 years after completion of requisition. N1-57-02-02, Item 305-03a
304-03b All Other Copies. Destroy when 6 months old. N1-57-02-02, Item 305-03b
304-04 Inventory Files.
 
304-04a Inventory Records. Destroy 2 years from date of list. N1-57-02-02, Item 305-04a
304-04b Report of Survey Files and Other Papers. Used as evidence for adjustment of inventory records, not otherwise covered in this schedule. Destroy 2 years after date of survey action or date of posting medium. N1-57-02-02, Item 305-04c
304-05 Stores Accounting Files. Stores accounting returns and reports. Destroy when 3 years old. RCS/Item 309-03 and GRS 8, Item 3
304-06 Stores Accounting Background Files. Working files used in accumulating stores accounting data. Destroy when 2 years old. RCS/Item 309-04 and GRS 8, Item 4

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Item No. Record Item / Description of Records Disposition Instructions Authority
305 Natural Science Network (NSN) Program. A nationally linked network of USGS data, information, and knowledge.    
305-01 NSN Program Operations Files. Relates to the management of the NSN. Includes correspondence, reports, evaluations, working papers, reference materials, and related papers. Cutoff at the end of the fiscal year. Destroy when 3 years old. N1-57-08-1, Item 305-01
305-02 NSN Program Planning Files. Includes program objectives, projections for future activities, and program planning which support the agency’s mission. Includes studies, analysis, statistical data, correspondence which documents current and long-range plans, and working papers preliminary to final reports. Cutoff at the end of the fiscal year. Destroy when 7 years old. N1-57-08-1, Item 305-02
305-03 NSN Finding Aids. Destroy in agency when no longer needed for reference. N1-57-08-1, Item 305-03
305-04 NSN Information Requests, Referrals, and Acknowledgement Files. Requests for information and copies of replies thereto, involving no administrative actions, and no policy decisions. Acknowledgements and transmittals of inquiries and requests that have been referred elsewhere for reply. May include chronological list and electronic index to the records and may be maintained in different media and formats. Therefore, this series is written to authorize the disposition of records in any media (media neutral). Electronic systems in use include the Customer Inquiry System (CIS), Customer Inquiry Label System, and the GSanswers e-mail application. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-08-1, Item 305-04
305-05 NSN State Agreements. Case files maintained to monitor and track agreements. A typical file contains the agreement, correspondence, progress reports, agreement amendments and renewals, and similar records. Cutoff at expiration of the agreement. Place in inactive file. Destroy when no longer needed for reference purposes. N1-57-08-1, Item 305-05
305-06 IBiS System. Supports the NSN in the distribution of all USGS published materials such as maps, books, and scientific reports. Other Federal agencies such as the Bureau of Land Management, Forest Service, and the National Geospatial-Intelligence Agency provide products that are also distributed from the IBiS System. Files consist of the scanned original customer correspondence for orders, copies of checks, and deposit slips. Cutoff at the end of the fiscal year. Destroy 6 years and 3 months after cutoff. N1-57-08-1, Item 305-06

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Item No. Record Item / Description of Records Disposition Instructions Authority
306 Library Records.    
306-01 Library Operations. Correspondence and records related to normal activities performed for acquisitions, cataloguing, serial records, reference, circulation, and document delivery. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 309-10
306-02 Library Materials. Reference circulating copies of books, pamphlets, journals, catalogues, and similar materials. Arrangement as appropriate. This material should not be kept in the office files. Destroy when superseded, obsolete, or no longer needed for reference. Refer items of potential value to librarian for disposition. N1-57-02-02, Item 309-11
306-03 Interlibrary Borrowing Requests. Cutoff at the end of the calendar year. Destroy 3 years after cutoff. N1-57-08-01, Item 306-03
306-04 Library Purchase Transactions. Transactions for books, periodicals, and databases from time of order to receipt. Destroy when 5 years old. N1-57-08-01, Item 306-04
306-05 Library Reference Inquiries and Document Delivery Field Requests. Destroy after 6 months. N1-57-08-01, Item 306-05
306-06 Library Management Records. Correspondence and records related to the policies, procedures, and staffing of the library and its relations with other libraries, committees, and organizations. Cutoff at the end of the fiscal year. Destroy when 5 years old or when obsolete, superseded, or no longer needed, whichever is later. N1-57-08-01, Item 306-06
306-07 Library Statistical Reports. Yearly compilations, including but not limited to, monthly reference service, document delivery, circulation, cataloging, and serials check-in activities Cutoff at the end of the fiscal year. Destroy 20 years after cutoff. N1-57-08-01, Item 306-07
306-08 Library Historical Records. Summary records of events of historical importance to the Library. Examples include, but not limited to, open houses, dedications, significant donations, and disasters. Cutoff at the end of the event. Destroy when no longer needed for reference.

NOTE: For historical purposes, it is suggested that all documents be retained indefinitely. 		N1-57-08-01, Item 306-08
306-09 Library Catalog. Database containing over 325,000 records for books, journals, maps, microforms, videocassettes, CD-ROMs, and pamphlets. Online citations describe items that have been added to the library since 1975 plus all of the publications of the USGS. The catalog identifies how many copies of each title are in the collection, where the copies are located, and whether they are currently charged out or available. Destroy when obsolete, superseded, or no longer needed, whichever is later. N1-57-08-01, Item 306-09

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Item No. Record Item / Description of Records Disposition Instructions Authority
307 Internal and External Audits.    
307-01 Audit Files.    
307-01a Audit Case Files. Case files of internal audits of agency programs, operations, administrative and technical procedures reviews, and other reviews of USGS programs and of external audits of contractors and grantees. Consists of the official audit reports, correspondence, memoranda, and supporting working papers maintained by the office conducting the audit, review, or evaluation. Also, includes records created by streamlining and other teams established to evaluate processes and procedures. Cutoff at the end of the fiscal year in which case is closed. Destroy 8 years after cut-off. N1-57-02-02, Item 306-01a
307-01b 307-01b. All Other Copies. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff or when no longer needed for reference value, whichever is sooner. N1-57-02-02, Item 306-01b
307-02 Office of the Inspector General Contact Reports Files. Employee reports of contacts or meetings with Inspector General personnel, including contact report forms or memorandums, and related correspondence. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-02, Item 306-02
307-03 General Audit Files. Routine administrative records including correspondence and related records pertaining to bureau internal or external audits or inspector general information, not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy when 2 years old or when no longer needed, whichever is later. N1-57-02-02, Item 306-03

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Item No. Record Item / Description of Records Disposition Instructions Authority
308 Schedules of Daily Activities.    
308-01 Schedules of Daily Activities. Paper and/or electronic copies of calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities by Federal employees while serving in the positions of bureau Director, Deputy Director, Regional Directors, Associate Directors, and may include other high-level bureau personnel who report to the Director or Deputy Director. Files should not include materials determined to be personal or non-record.    
308-01a Records containing substantive information relating to official activities, the substance of which has not been incorporated into official files, excluding records relating to the official activities of high government officials (see 308-01c below). Destroy or delete when 2 years old. RCS/Item 102-04a and GRS 23, Item 5a
308-01b Records documenting routine activities containing no substantive information and records containing substantive information, the substance of which has been incorporated into organized files. Destroy or delete when no longer needed. RCS/Item 102-04b and GRS 23, Item 5b
308-01c Records containing substantive information relating to the official activities of high-level officials, the substance of which has not been incorporated in the official files. High-level bureau officials include the Director, Deputy Director, and other high-level USGS officials who report to the Director or Deputy Director. PERMANENT. Cutoff at the end of the calendar year. Offer to NARA 4 years after cutoff or immediately upon leaving position. NC1-57-89-1, Item 102-04c

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Item No. Record Item / Description of Records Disposition Instructions Authority
309 Records Common to Most Offices    
309-01 Files Maintenance and Disposition Plans. Documents that reflect file categories, disposal instructions, and other information about the files accumulated at an individual file station. Destroy upon receipt of a revised plan or discontinuance of the plan. N1-57-02-02, Item 309-01
309-02 Reading or Chronological Files. Extra copies of correspondence prepared and maintained by the originating office used solely as a reading or reference file for the convenience of personnel. Cutoff at the end of the fiscal year. Destroy 1 year after cutoff or after reference value has been exhausted, whichever is sooner. N1-57-02-02, Item 309-02
309-03 Policy and Precedent Reference Files. Copies of documents, establishing policy or precedents pertinent to future and continuing actions, are filed here. Normally, policy and precedent files are maintained at operating levels and consist of extra copies of operating procedures, statements of policy or procedure, examples of typical cases, and other documents duplicated in official files. Original or official record copies will not be placed in this file. This file consists of non-official copies maintained only for convenience of reference such as USGS policy memorandums or a copy of the USGS Strategic Plan. Destroy when organizational unit is discontinued or when documents become obsolete or are no longer needed for operating or reference purposes. N1-57-02-02, Item 309-03
309-04 Temporary Files. Papers, transmittal letters, and quasi-official notices (e.g., e-mail messages) of short-term interest that have no documentary or evidential value and normally need not be kept more than 180 days. Destroy immediately or when no longer needed for reference. N1-57-02-02, Item 309-04
309-05 Routine Tracking and Control Files. Hard copy or electronic copy of records and/or papers used to facilitate or control work in progress, such as job control records, status cards, routing slips, work processing sheets, and records that control work flow and record action taken or serve as receipts for records charged out. Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable. RCS/Item 101-07 and GRS 23, Item 8
309-06 Agency Directives and Publications — Reference and/or Circulating Copies. Extra copies, either received electronically or on paper, of local internal and external regulations, directives, and publications; bureau and Department of the Interior manual releases, bulletins, circulars, pamphlets, and public relations material, are filed here. Examples to include, but not limited to, USGS Survey Manual Chapters, the USGS Yearbook, or a copy of the USGS Customer Service Plan. Keep copies at minimum necessary for official reference use. Destroy when 2 years old, or when superseded, obsolete, or no longer needed for reference. N1-57-02-02, Item 309-06
309-07 Administrative Announcements. Includes bureau, regional, and discipline all employee memorandums and similar announcements. These are issuances used for short-term guidance and information on policy or changes concerning operating procedures. Destroy when superseded, obsolete, or no longer needed for reference. NC1-57-81-2, Item 4a
309-08 Directives and Publications of Other Government Agencies. Copies of such things as Congressional documents, Office of Management and Budget Circulars, Code of Federal Regulations, Federal Register notices, General Services and Administration publications. Destroy when superseded, obsolete, or, when in the case of bound volumes, when not needed for library purposes. N1-57-02-02, Item 309-08
309-09 Non-Government Publications. Publications of commercial firms, private institutions, and vendors, including catalogs, brochures, price lists, and similar publications. Arrangement as appropriate. This material should not be kept in the office files. Destroy when superseded or obsolete. N1-57-02-02, Item 309-09
309-10 Office Administrative Files. Only for records not covered elsewhere in this schedule. Consists of correspondence, reports, forms, and other materials of a general nature on a wide variety of subjects. Cutoff at the end of the fiscal year. Destroy when 2 years old or earlier if purpose has been served. NC1-57-81-2, Item 1
309-11 Delegations of Authority Files.    
309-11a Approving office. Destroy 6 years after expiration of delegation. NC1-57-84-4, Item 03a
309-11b All other offices. Destroy upon expiration. NC1-57-84-4, Item 03b

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Item No. Record Item / Description of Records Disposition Instructions Authority
310 Administrative Databases and Electronic Spreadsheets.    
310-01 Administrative Databases. Databases that support administrative or housekeeping functions, containing information derived from hard-copy records authorized for destruction herein. Examples of these databases include accounting, supply management, excess property management, and museum property management.

NOTE: Electronic Information System with long-term or permanent retention are scheduled separately. Some of the items covered under this schedule item include: USGS Web Suite of Applications (GS Answers, About USGS, and the such), Federal Document Imaging System (FDI), Personnel Resource Utilization System (PRUS), Personnel Security Clearance System (PSCS), Facility Maintenance Management System (FMMS), Excess Property System (XSP), Reston Supply Service Center Inventory Control (RSSCIC), Vehicle Reporting: Odometer or Maintenance (VROOM), Aperture, National Center Badging Identification System (NCBIS), Facilities Budget Activity Online (FBA Online), USGS Mail Management System (WinMMS), Museum Property Database Re: Discovery, Federal Transportation Subsidy Program, BASIS+, Training Management System, and IDEAS. 		   
310-01a When hard-copy records are retained in order to meet recordkeeping requirements. Delete information from the database when no longer needed. N1-57-02-02, Item 308-01a and GRS 20, Item 3b(1)
310-01b When the database takes the place of hard-copy records. Delete after the expiration of the retention period authorized for the hard-copy file, or when no longer needed, whichever is later. N1-57-02-02, Item 308-01b and GRS 20, Item 3b(2)
310-01c Hard-copy printouts created for short-term administrative purposes. Destroy when no longer needed. N1-57-02-02, Item 308-01c and GRS 20, Item 3b(3)

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U.S. Department of the Interior, U.S. Geological Survey, Reston, VA, USA
URL: http://www.usgs.gov/usgs-manual/schedule/432-1-s1/ch300a.html
Contact: APS, Office of Policy and Analysis
Content Information Contact: Carol Wippich
Last modification: 11-Jan-2013@11:00(cjw)
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