U.S. Geological Survey Manual

Chapter 500. Information Services Records.

This section provides for disposal of records relating to informational services performed by the bureau in our day-to-day affairs and in our relations with the public.

Chapter 500 Topics	This section provides for the disposition of the following USGS Information Services records:
	501.	Electronic Freedom of Information Act (E-FOIA), Freedom of Information Act (FOIA), and Privacy Act Files.
	502.	Communications Files.
	503.	Electronic Mail (E-mail) and Word Processing System Copies.

501. E-FOIA, FOIA, and Privacy Act files include the following records:

501-01	E-FOIA and FOIA Request and Appeals Files.
501-02	E-FOIA and FOIA Control Files.
501-03	E-FOIA and FOIA Reports and Administrative Files.
501-04	Privacy Act Requests Files.
501-05	Privacy Act Amendment Case Files.
501-06	Privacy Act Accounting of Disclosure Files.
501-07	Privacy Act Control Files.
501-08	Privacy Act Reports Files.
501-09	Privacy Act General Administrative Files.
501-10	Mandatory Review for Declassification Requests Files.
501-11	Mandatory Review for Declassification Appeals Files.
501-12	Mandatory Review for Declassification Control Files.
501-13	Mandatory Review for Declassification Reports Files.
501-14	Mandatory Review for Declassification Administrative Files.
501-15	Erroneous Release Files.

502. Communications files include the following records:

502-01	Communications General Correspondence.
502-02	Presentation and Official Speeches.
502-03	Information Requests Files.
502-04	Acknowledgment Files.
502-05	News Media Files.
502-06	Information Project Files.
502-07	Commendation and Complaint Correspondence Files.
502-08	Non-Government Briefings.
502-09	Community Relations.
502-10	Public Ceremonies.

503. E-mail and Word Processing System Copies for Information Services files include the following records:

503-01	Electronic copies of e-mail and word processing records created solely to produce the recordkeeping copy and electronic copies of e-mail and word processing records that are needed in addition to the recordkeeping copy for dissemination, revision, or updating.

What files in this section are important or considered permanent USGS records?	•   E-FOIA, FOIA, and Privacy Act records that are appealed should be retained until final adjudication by the courts. •   Presentations and official speeches by top-level USGS officials relating to bureau and program activities.

What files in this section are considered temporary USGS records?

•   E-FOIA, FOIA, and Privacy request records that have not been appealed or repeals that have received final adjudication by the courts. •   E-FOIA and FOIA control files, reports, and administrative files. •   Privacy Act requests, amendments, accounting, control, reports, and administrative files. •   Mandatory review for declassification requests, appeals, control, reports, and administrative files. •   Erroneous release files. •   Press and news release files. •   Copies of speeches and presentations. •   Information request files. •   Acknowledgement files. •   News media files. •   Information service project files. •   Commendation and complaint correspondence files. •   Non-government briefings. •   Documents relating to promoting good relations between USGS activities and local communities and documents relating to participation in public ceremonies and affairs.

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

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500. Information Services Records.

Item No.	Description of Records	Disposition Instructions
501	Electronic Freedom of Information Act (E-FOIA), Freedom of Information Act (FOIA), and Privacy Act Files.
501-01	E-FOIA and FOIA Request and Appeals Files. Files created in response to requests for information under the Freedom of Information Act (FOIA) or under the Electronic Freedom of Information Act (E-FOIA) consisting of the original request, a copy of the reply, paper copies of the electronic replies, and all related supporting files which may include official file copy of requested record.
501-01a	E-FOIA and FOIA Requests Case Files. Case files, containing the request, reply, other correspondence, and supporting documents, arranged by request number. Exclude the official file copy of the records requested if filed under Item 501-01b below.
501-01a(1)	Granting access to all the requested records.	Destroy 2 years after date of reply.
501-01a(2)	Responding to requests for non-existent records, to requestors who provide inadequate descriptions, and to those who fail to pay bureau reproduction fees.
501-01a(2)(a)	Request not appealed.	Destroy 2 years after date of reply.
501-01a(2)(b)	Request appealed.	Destroy 6 years after final determination by bureau or 3 years after final adjudication by courts, whichever is later.
501-01a(3)	Denying access to all or part of the records requested.
501-01a(3)(a)	Request not appealed.	Destroy 6 years after date of reply.
501-01a(3)(b)	Request appealed.	Destroy 6 years after final determination by bureau or 3 years after final adjudication by courts, whichever is later.
501-01b	Official file copy of requested records.	Dispose of in accordance with approved bureau disposition instructions for the related records, or with the related E-FOIA and FOIA request, whichever is later.
501-01c	E-FOIA and FOIA Appeals Files. Files created in responding to administrative appeals under the E-FOIA and FOIA for release of information denied by the agency, consisting of the appellant's letter, a copy of the reply, and related supporting documents, which may include the official file copy of records under appeal.
501-01c(1)	Correspondence and supporting documents (excluding the file copy of the records under appeal).	Destroy 6 years after final determination by bureau, 6 years after the time at which a requester could file suit, or 3 years after final adjudication by the courts, whichever is later.
501-01c(2)	Official file copy of records under appeal.	Dispose of in accordance with approved bureau disposition instructions for the related record or with the related E-FOIA and FOIA request, whichever is later.
501-02	E-FOIA and FOIA Control Files. Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature, and purpose of request and name and address of requestor.
501-02a	Registers or listing.	Destroy 6 years after date of last entry.
501-02b	Other files.	Destroy 6 years after final action by the agency or after final adjudication by courts, whichever is later.
501-03	E-FOIA and FOIA Reports and Administrative Files.
501-03a	E-FOIA and FOIA Reports Files. Recurring reports and one-time information requirements relating to the bureau implementation of the E-FOIA and FOIA.	Destroy when 2 years old.
501-03b	E-FOIA and FOIA Administrative Files. Correspondence, memoranda, notices, and related materials showing USGS efforts to be in compliance to the E-FOIA (5 U.S.C. 552(a)(2)(D) and to the FOIA.	Destroy when 2 years old.
501-04	Privacy Act Requests Files. Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1). Files contain original request, copy of reply, and all related supporting documents, which may include the official file copy of records requested.
501-04a	Supporting Documents. Correspondence and supporting documents, excluding the official file copy of the records requested if filed here.
501-04a(1)	Granting access to all the requested records.	Destroy 2 years after date of reply.
501-04a(2)	Responses. Responding to requests for non-existent records; to requestors who provide inadequate descriptions; and to those who fail to pay bureau reproduction fees.
501-04a(2)(a)	Requests not appealed.	Destroy 2 years after date of reply.
501-04a(2)(b)	Requests appealed.	Destroy as authorized under Item 501-05.
501-04a(3)	Denials. Denying access to all or part of the records requested.
501-04a(3)(a)	Requests not appealed.	Destroy 5 years after date of reply.
501-04a(3)(b)	Requests appealed.	Destroy as authorized under Item 501-05.
501-04b	Official file copy of requested records.	Dispose of in accordance with approved bureau disposition instructions for the related records, or with the related Privacy Act request, whichever is later.
501-05	Privacy Act Amendment Case Files. Files relating to an individual's request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the individual's request for a review of the bureau's refusal of the individual&339;s request to amend a record as provided for under 5 U.S.C. 552a(d)(3); and to any civil action brought by the individual against the Bureau as provided under 5 U.S.C. 552a(g).
501-05a	Requests to amend agreed to by the bureau. Includes individual's requests to amend and/or review refusal to amend, copies of bureau&339;s replies, and related materials.	Dispose of in accordance with the approved disposition instructions for the related subject individual's record or 4 years after bureau's agreement to amend, whichever is later.
501-05b	Requests to amend refused by bureau. Includes individual's requests to amend and/or review refusal to amend, copies of bureaus replies, statement of disagreement, bureau justification for refusal to amend a record, and related materials.	Dispose of in accordance with the approved disposition instructions for the related subject individual's record, 4 years after final determination by bureau, or 3 years after final adjudication by courts, whichever is later.
501-05c	Appealed requests to amend. Includes all files created in responding to appeals under the Privacy Act for refusal by the bureau to amend a record.	Dispose of in accordance with the approved disposition instructions for the related subject individual's record or 3 years after final adjudication by courts, whichever is later.
501-06	Privacy Act Accounting of Disclosure Files. Files maintained under the provisions of 5 U.S.C. 552a(c) for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or to another agency, including forms for showing the subject individual's name, requestor's name and address, purpose and date of disclosure, and proof of subject individual's consent when applicable.	Dispose of in accordance with the approved disposition instructions for the related subject individual's records or 5 years after the disclosure for which the accountability was made, whichever is later.
501-07	Privacy Act Control Files. Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature of request, and name and address of requestor.
501-07a	Registers or listings.	Destroy 5 years after date of last entry.
501-07b	Other files.	Destroy 5 years after final action by the bureau or final adjudication by courts, whichever is later.
501-08	Privacy Act Reports Files. Recurring reports and one-time information requirement relating to bureau implementation, including submission to the Department of the Interior for biennial reports to the Office of Management and Budget (OMB) and the Report on New Systems at all levels.	Destroy when 2 years old.
501-09	Privacy Act General Administrative Files. Records relating to the general bureau implementation of the Privacy Act, including notices, memoranda, routine correspondence, and related records.	Destroy when 2 years old.
501-10	Mandatory Review for Declassification Requests Files. Files created in response to requests for information under the mandatory review provisions of Executive Order 12356 consisting of the original request, a copy of the reply thereto, and all related supporting files, which may include the official file copy of requested records.
501-10a	Correspondence and supporting documents (excluding the official file copy of the records, and sanitizing instructions, if applicable).
501-10a(1)	Granting access to all the requested records.	Destroy 2 years after date of reply.
501-10a(2)	Responses. Responding to requests for non-existent records, to requesters who provide inadequate descriptions, and to those who fail to pay agency reproduction fees
501-10a(2)a	Request not appealed.	Destroy 2 years after date of reply.
501-10a(2)b	Request appealed.	Destroy as authorized under Item 501-11.
501-10a(3)	Denials. Denying access to all or part of the records requested.
501-10a(3)a	Request not appealed.	Destroy 5 years after date of reply.
501-10a(3)(b)	Request appealed.	Destroy as authorized under Item 501-11.
501-10b	Official file copy of requested records.	Dispose of in accordance with approved disposition instructions for the related records or with the related mandatory review request, whichever is sooner.
501-10c	Sanitizing instructions.	Destroy when superseded or when requested documents are declassified or destroyed.
501-11	Mandatory Review for Declassification Appeals Files. Files created in responding to administrative appeals under the mandatory review provisions of Executive Order 12356 and its predecessors for release of information denied by the agency. Files consist of the appellant's letter, a copy of the reply, and related supporting documents, which may include the official file copy of records under appeal.
501-11a	Correspondence and supporting documents (excluding the official file copy of the records under appeal).	Destroy 4 years after final determination by agency.
501-11b	Official file copy of records under appeal.	Dispose of in accordance with approved disposition instructions for the related records or with the related mandatory review request, whichever is later.
501-12	Mandatory Review for Declassification Control Files. Files maintained for control purposes in responding to requests, including registers and similar records listing nature, purpose of request, and name and address of requester.
501-12a	Registers or listing.	Destroy 5 years after date.
501-12b	Other files.	Destroy 5 years after final action by the bureau.
501-13	Mandatory Review for Declassification Reports Files. Reports relating to bureau implementation of the mandatory review provisions of the current Executive Order on classified national security information, including annual reports submitted to the Information Security Oversight Office.	Destroy when 2 years old.
501-14	Mandatory Review for Declassification Administrative Files. Records relating to the general bureau implementation of the mandatory review provisions of the current Executive Order on classified national security information, including notices, memoranda, correspondence, and related records.	Destroy when 2 years old.
501-15	Erroneous Release Files. Files relating to the inadvertent release of privileged information to unauthorized parties, containing information whose disclosure would constitute an unwarranted invasion of personal privacy. Files contain requests for information, copies of replies, and all related supporting documents and may include the official copy of records requested.
501-15a	Files that include the official file copy of the released records.	Follow the disposition instructions approved for the released official file copy or destroy 6 years after the erroneous release, whichever is later.
501-15b	Files that do not include the official file copy of the released records.	Destroy 6 years after the erroneous release.

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Item No.	Description of Records	Disposition Instructions
502	Communications Files.
502-01	Communications General Correspondence. These record series consist of files pertaining to the Bureau Office of Communications including correspondence to internal and external audiences including the news media, Congress, the general public, intergovernmental, and non-governmental audiences. (Does not include files of the Earth Science Information Center, the EROS Data Center, or its Applications Assistance Facilities.)
502-01a	Official Press Release Files. Consists of one original copy of each informational release and publication including press releases, media advisories, press conference transcripts, official speeches, and graphic presentations. (See Chapter 1100 for Audiovisual files).	Cut-off at the end of the fiscal year. Transfer to the Federal Records Center (FRC) 5 years after cut-off. Destroy when 20 years old.
502-01b	Public Information Reference Files. Contains files, either paper or electronic, created in connection with the preparation or review of press releases and may be composed of clearance sheets, photographs, correspondence, memoranda, clippings, and related papers which are either non-record material or duplicated in files maintained elsewhere.	Destroy 1 year after release of press release.
502-01c	All other copies.	Destroy when no longer needed for reference.
502-02	Presentations and Official Speeches.
502-02a	Official Record Set. Paper copies of presentations made by top-level USGS officials relating to program activities. Arranged chronologically by name of speaker. (See Chapter 1100 for audiovisual presentations).	Permanent. Cut-off at the end of the fiscal year. Hold 2 years or until volume warrants and retire to FRC. Transfer to National Archives and Records Administration (NARA) in 5 year blocks when 20 years old.
502-02b	All other copies.	Destroy in agency when no longer needed for reference.
502-02c	Copies of all other official USGS presentations and speeches by bureau employees, other than top-level officials.	Destroy in agency when no longer needed for reference.
502-03	Information Requests Files. Requests for information and copies of replies, involving no administrative actions, no policy decisions, and no special compilations or research and requests for and transmittals of publications, photographs, and other informational literature.	Destroy when 3 months old.
502-04	Acknowledgment Files. Acknowledgment and transmittals of inquiries and requests that have been referred elsewhere for reply.	Destroy 3 months after acknowledgment and referral.
502-05	News Media Files. Press service teletype news clips and similar materials. Includes news clippings and "informational only" copies of press releases and speeches from other offices.	Destroy when 3 months old.
502-06	Information Project Files. Informational service project case files maintained in formally designated information offices.	Destroy 1 year after close of file or 1 year after completion of project.
502-07	Commendation and Complaint Correspondence Files. Anonymous letters, letters of commendation, complaint, criticism and suggestion, and replies, excluding those on the basis of which investigations were made or administrative action taken and those incorporated into individual personnel records.	Destroy when 3 months old.
502-08	Non-Government Briefings. Documents accumulated in the process of providing briefings of the mission and functions of the USGS to private organizations and individuals, including representatives of foreign governments.	Destroy when no longer needed for current agency business or when 3 years old, whichever is later.
502-09	Community Relations. Documents relating to measures taken to promote good relations between USGS activities and local communities.	Destroy when no longer needed for current agency business or when 3 years old, whichever is later.
502-10	Public Ceremonies. Documents relating to participation in public ceremonies and affairs, such as parades, public displays, fairs, celebrations, and observances of local and national holidays and comparable events.	Destroy when no longer needed for current agency business or when 3 years old, whichever is later.

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Item No.	Description of Records	Disposition Instructions
503	Electronic Mail and Word Processing System Copies
503-01	Electronic Copies of Records. Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this chapter. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
503-01a	Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives and copies on shared network drives that are used only to produce the recordkeeping copy.	Destroy/delete within 180 days after the recordkeeping copy has been produced.
503-01b	Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.	Destroy/delete when dissemination, revision, or updating is completed.

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