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 900. Emergency Planning, Safety, Security, and Environmental Records

Emergency preparedness files, for the protection of life and property under emergency conditions, are vital records to the USGS. Safety, security, and environmental records pertain to all aspects of the program.

Chapter 900 Topics This section provides for the disposition of the following:

901. Classified Information Records

902. Protection Program Administrative Records

903. Personnel Security Records

904. Safety Management Records

905. Emergency Planning Files

906. Environmental Management, Permitting, and Compliance Records

907. National Environmental Policy Act (NEPA) Records


901. Classified Information Records include the following records:
901-01 Program and Policy Guides Classification Manual Policy Files - Included are records that document policy, programs, and procedures for the classification/declassification program.
901-02 General Files - Correspondence, reports, and receipts and other general documents not covered elsewhere in this schedule.
901-03 Destruction Certificates Files - Certificates relating to the destruction of classified documents.
901-04 Classified Document Inventory Files - Forms, ledgers, or registers used to show identity, internal routing, and final disposition made of classified documents.
901-05 Top Secret Accounting and Control Files - Registers and forms to ensure control continuing to indicate accountability over top secret documents.
901-06 Access Request Files - Requests and authorizations for individuals to have access to classified files.
901-07 Security Container Records - Forms to control access to classified records.


902. Protection Program Administrative Records include the following records:
902-01 Security and Protective Services Administrative Correspondence Files - Correspondence files relating to administration and operation of the facilities security and protective services programs.
902-02 Technical Surveillance Countermeasures Files - Threat files, hazard, and penetration files.
902-03 Security Alarm and Access Control System Files - System manufacturer's documentation, operations files, open storage approval records, activity journals, and maintenance records.
902-04 Master Safeguards and Security Agreements and Security Plans - Records establishing the acceptable level of risk to a facility and any measures employed to mitigate unacceptable risk.
902-05 Physical Security Files - Files for the physical protection and location of equipment and facilities vital to safety.
902-06 Foreign Ownership, Control, or Influence Files - Pertains to foreign control or influence.
902-07 Facilities Survey and Inspection Files (Government-owned Facilities) - Records of USGS-owned facilities to ensure adequacy of protective and preventive measures taken against hazards.
902-08 Facilities Survey and Inspection Files (Privately-owned Facilities) - Records of privately-owned facilities assigned security cognizance by Government agencies.
902-09 Investigative Files - Records from investigations of fires, explosions, and accidents.
902-10 Misuse of Government Property - Records documenting the misuse and abuse of government property.
902-11 Incident of Security Concern Inquiry and Investigation Files - Records not covered elsewhere in this schedule that pertain to inquiries or investigations into incidents of security concern.
902-12 Property Pass Files - Property pass files authorizing removal of property or materials.
902-13 Key Accountability Files - Files relating to accountability for keys issued.
902-14 Guard and Security Police Officer Assignment Files - Files relating to guard and security police officer assignments and strength.
902-15 Guard and Security Service Control Files - Control center records.
902-16 Police Functions Files - Files relating to the exercise of police functions.
902-17 Trespass Investigative Files - Case files documenting the unlawful and/or unwarranted entrance, use, destruction, and possession of USGS facilities, lands, or resources.
902-18 Visitor Control Files - Visitor records.
902-19 Visitor Access Approval Files - Records documenting visitor access to classified and/or unclassified sensitive information and/or security controlled areas.
902-20 Facilities Check Files - Files relating to periodic guard force facility checks.
902-21 Logs and Registers - Security logs and registers not covered elsewhere in this schedule.
902-22 Credentials Files - Identification credentials and related papers.


903. Personnel Security Records include the following records:
903-01 Security Clearance and Access Authorization Administrative Subject Files - Files for managing operations of personnel security.
903-02 Security Clearance and Access Authorization Administrative Policy Subject Files - Files for the administration of the USGS personnel access authorization program.
903-03 Administration and Operation Files - Files relating to administration and operation of the personnel access authorization program, not covered elsewhere in this schedule.
903-04 Contractor Investigative Records Maintenance (HSPD-12 Credentialing Records) - Case files including pre-employment investigations, interview transcripts, and other document relevant to the processing of the contractor.
903-05 Security Clearance and Access Authorization Case Records - Personnel security and administrative review files.
903-06 Security Clearance and Access Authorization Status Files - Files showing the current access authorization status of individuals
903-07 Security Violations Files - Copies of Reports and other records.
903-08 Classified Information Non-Disclosure Agreements - Copies of non-disclosure agreements.


904. Safety Management Records include the following records:
904-01 Safety Files - Safety files and safety award records.
904-02 Safety and Statistical Reports - Reports concerning safety activities of the USGS.
904-03 Safety Procedures and Programs - Documents pertaining to safety programs and procedures.
904-04 Safety Policies - Material that serves to establish policy for safety activities.
904-05 Accident Files - Motor vehicle, aircraft, watercraft, contractor employee, and public accident files.
904-06 Records that Demonstrate the Capability for Safe Operations - Records to ensure safe operations.
904-07 Records that Verify the Performance of Safe Operations - Records verifying safe operations.
904-08 Safety and Security Training Records - Documents pertaining to bureau safety or security training and any specialized program training.
904-09 Occupational Safety and Health Administration (OSHA) Files - Records relating to chemicals, exposures, industrial hygiene, protective clothing, citations and penalties as well as general and communication files.
904-10 Equipment Records - Records related to equipment including maintenance and repairs.
904-11 General Work Permits - Files relating to requests for permits for purposes of research.
904-12 Asbestos Records - Files pertaining to drawings, qualifications of personnel, abatement procedures, notices of needed work, and reports.


905. Emergency Planning Files include the following records:
905-01 Emergency Planning Administrative Correspondence Files - General files relating to administration and operation of the emergency planning program.
905-02 Emergency Planning Program Correspondence Files - Records that document the policy, program, standards, and procedures.
905-03 Emergency Planning Case Files - Case files accumulated by offices responsible for the preparation and issuance of plans and directives.
905-04 Emergency Operations Test Files - Files accumulating from tests conducted under USGS emergency plans.
905-05 Fire Management Files - Fire records relating to fire logs and alarms.


906. Environmental Management, Permitting, and Compliance Records include the following records:
906-01 Environmental Management, Permitting, and Compliance Policy and Guidance Files - Policy or guidance for environmental management, permitting, and compliance activities.
906-02 Environmental Management, Permitting, and Compliance Case Files - Correspondence, meeting notes, audit, and training records.


907. National Environmental Policy Act (NEPA) Records include the following records:
907-01 NEPA Regulations, Policy, Procedures, and Guidance Documents - NEPA related policy and other guidance documents.
907-02 USGS Environmental Impact Statements (EIS), Environmental Assessments (EA), and Cooperating Agency Records - Records related to the preparation, publication, and public review of EISs and EAs prepared by the USGS.
907-03 Records Associated with USGS Review of NEPA and other Environmental Documents Prepared by Other Agencies - Records associated with USGS reviews.
907-04 Document Review Status Reports and General Files - Periodic reports and general NEPA files.


What records in this chapter are important or considered permanent USGS records? •   Trespass investigative case files.
•   Visitor files retained by sites with potential for exposure to hazardous materials.
•   All official policy documents used as guides in administering the security program.
•   All safety policy, precedent files, and safe work permits.
•   Copies of non-disclosure agreements if filed separately from the individual's Official Personnel Folder.
•   Exposure records.
•   Asbestos records.
•   Environmental permit and compliance records.
•   Environmental Management System and Compliance/Conformance Audit records.
•   USGS Environmental Impact Statements, Environmental Assessments, and Cooperating Agency records.


What records in this section are considered temporary USGS records? •   Records establishing and documenting policy, standards, and procedures for the administration of the classification and declassification program.
•   General files, correspondence, and reports and other documents not covered in this chapter.
•   Records documenting destruction, inventory, accounting, access requests, and security containers for classified documents.
•   Records related to the protection of USGS-owner or contractor-operated facilities from unauthorized entry, sabotage, or loss.
•   Threat, hazard, and penetration files.
•   Security alarm, access control files, safeguards, and security protection files.
•   Physical security files.
•   Foreign ownership, control, and influence files.
•   Facilities survey and inspection files.
•   Investigative files.
•   Misuse of government property and incident inquiry files.
•   Property pass and key accountability files.
•   Guard, security, and police files.
•   Visitor control and access files.
•   Facilities and security check files.
•   Identification credentials.
•   Personnel security and access files including such files as access authorization rosters and security violation files.
•   Background investigations for access authorizations.
•   Safety management records such as general correspondence, reports, procedures, program, and award files.
•   Accident files including motor vehicle, aircraft, and watercraft.
•   Safe operation and safety training files.
•   Chemical files.
•   Industrial hygiene files.
•   Protective clothing reviews and approvals.
•   Citation and notifications of penalties files from the U.S. Department of Labor
•   OSHA general and communication files of personnel who work with hazardous materials.
•   Equipment records and general work permits.
•   Emergency planning program procedures, administrative, operations, general, testing, and case files.
•   Fire logs and alarm records.
•   Environmental management, permitting, and compliance policy, guidance, meeting, training, and general files and reports.
•   NEPA regulations, policy, procedures, guidance documents, reports, general files and records associated with USGS reviews.


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 900. Emergency Planning, Safety, Security, and Environmental Records

901 Classified Information Records || 902 Protection Program Administrative Records || 903 Personnel Security Records || 904 Safety Management Records || 905 Emergency Planning Files || 906 Environmental Management, Permitting, and Compliance Records || 907 National Environmental Policy Act (NEPA) Records

Item No. Record Item / Description of Records Disposition Instructions Authority
901 Classified Information Records. Files pertaining to the administration of security classification and declassification, control, and accounting for classified documents. Included are records that document policy, programs, and procedures for the classification/ declassification program, including information recorded by personnel who are trained to identify, classify, or declassify documents for sensitive and classified information.

901-01 Program and Policy Guides and Classification Manual Policy Files. Records that serve to establish and document policy, standards, and procedures for the administration of USGS's classification and declassification program. Cutoff when superseded, canceled, or revoked. Destroy when no longer needed for reference purposes. N1-57-02-04, Item 901-01a(1)
901-02 General Files. Files pertaining to the administration of security classification, control and accounting for classified documents, and control of sensitive documents such as correspondence, reports, receipts, and not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 901-01c and GRS 18, Item 1
901-03 Destruction Certificates Files. Certificates relating to the destruction of classified documents. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. RCS/Item 306-03 and GRS 18, Item 3
901-04 Classified Document Inventory Files. Forms, ledgers, or registers used to show identity, internal routing, and final disposition made of classified documents, but exclusive of classified document receipts and destruction certificates and documents relating to top secret material covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. RCS/Item 306-04 and GRS 18, Item 4
901-05 Top Secret Accounting and Control Files.

901-05a Registers maintained at control points to indicate accountability over top secret documents, reflecting the receipt, dispatch, or destruction of the documents. Destroy 5 years after documents shown on forms are downgraded, transferred, or destroyed. RCS/Item 306-05a and GRS 18, Item 5a
901-05b Forms accompanying documents to ensure continuing control and showing names of persons handling the documents, intra-office routing, and comparable data. Destroy when related document is downgraded, transferred, or destroyed. RCS/Item 306-05b and GRS 18, Item 5b
901-06 Access Request Files. Requests and authorizations for individuals to have access to classified files. Place in inactive file when the authorization expires. Destroy 2 years after authorization expires. RCS/Item 306-06 and GRS 18, Item 6
901-07 Security Container Records

901-07a Forms or lists used to record safe and padlock combinations, names of individuals knowing combinations, and comparable data used to control access into classified document containers. Destroy when superseded by a new form or list or upon turn-in of containers. RCS/Item 306-07a and GRS 18, Item 7a
901-07b Forms Placed on Safes, Cabinets, or Vaults. Forms contain classified documents that record opening, closing, and routine checking of the security of the container, such as locking doors and windows and activating alarms. Included are such forms as SF-701, Activity Security Checklist and SF-702, Security Container Check Sheet. Destroy 3 months following the last entry on the form (See Note).

NOTE: Forms involved in investigations will be retained until completion of the investigation.

RCS/Item 306-07b and GRS 18, Item 7b

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Item No. Record Item / Description of Records Disposition Instructions Authority
902 Protection Program Administrative Records. Records relating to measures taken for the protection of USGS-owned, contractor-operated facilities from unauthorized entry, sabotage, or loss.

902-01 Security and Protective Services Administrative Correspondence Files. Correspondence files relating to administration and operation of the facilities security and protective services programs such as, but not limited to, Departmental or contracting officer guidance, project management records, and program feedback.

NOTE: This item does not cover records documenting policies and procedures accumulated in offices having USGS-wide responsibilities for security and protective services program.

Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 902-01 and GRS 18, Item 8
902-02 Technical Surveillance Countermeasures Files.

902-02a Threat Files. Files contain reports of known or suspected technical and non-technical security information, methodology, technologies used, suspected individual(s) or groups, reports of actions directed against U.S. Government and commercial interest and/or personnel. Cutoff at the end of the fiscal year. Destroy when superseded or obsolete. N1-57-02-04, Item 902-02a
902-02b Hazard and Penetration Files. Files provide general and specific design information on known or suspected surveillance devices, electronic anomalies, methodology, and historical technical data. These files are used for technical surveillance threat reference. Review every 2 years. Destroy when no longer needed. N1-57-02-04, Item 902-02b
902-03 Security Alarm and Access Control System Files.

902-03a System Manufacturers Documentation. Files include manufacturer's operations and technical manuals for the equipment installed as part of the Security Alarm System. These records include information on individual components for both the security alarm systems and the electronic access control systems. Destroy when current system is upgraded or replaced. N1-57-02-04, Item 902-03a
902-03b Systems Operations Files. Files include on-site configuration files for systems operations. Includes information on individual components, systems operations, and how the systems are currently installed for both the security alarm systems and the electronic access control system. Destroy when current system is upgraded or replaced. N1-57-02-04, Item 902-03b
902-03c Open Storage Approval Records. Files contain on-site records of areas approved for the open storage of classified information. Includes information concerning the motion detection and alarm devices within specific areas. Destroy when superseded. N1-57-02-04, Item 902-03c
902-03d Activity Journals. These records include all of the user activity and alarm activity for all portions of the alarm and access control system. User activity includes operations of Day/Night mode access of alarmed rooms and access/exit through card reader controlled doors or access points. Alarm activity includes alarm devices, line supervision, and administrative alarms as they occur. Files consist of system activity journals containing the on-site records for alarm system activity. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 902-03d
902-03e Maintenance Records. These records contain all activity concerning preventive and corrective maintenance performed on the alarm system and the sub-components. Files consist of maintenance requests, test reports, schedules, notification letters, and maintenance activity journals containing the on-site records for alarm system maintenance activity. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 902-03e
902-04 Master Safeguards and Security Agreements and Security Plans. Records establish the baseline safeguards and security protection strategy and programs for a facility and are an agreement between the cognizant program office and other headquarters and field elements as to the acceptable level of risk to a facility and any measures employed to mitigate unacceptable risk. The Master Safeguards and Security Agreement, Site Safeguards and Security Plan, or Site Security Plan also provides a historical perspective on facility operations and configuration. In addition, Master Safeguards and Security Agreement, Site Safeguards and Security Plan, or Site Security Plan provides short and long-term planning profiles for safeguards and security operations at a facility. Destroy 10 years after termination of the facility as a security interest. N1-57-02-04, Item 902-04
902-05 Physical Security Files. Detailed security measures for the physical protection and location of equipment and facilities vital to safety. The files include physical security plans, drawings of the physical protection system, alarm system details, and safeguards procedures.

902-05a Facilities Subject to Licensing (Nuclear Regulatory Commission or Environmental Protection Agency).

902-05a(1) If license is granted. Retain until the termination of the license. At termination of license, apply the disposition cited in Item 902-05b below. N1-57-02-04, Item 902-05a(1)
902-05a(2) If license is not granted. Retain until the determination is made not to license the facility, then apply the disposition cited in Item 902-05b below. N1-57-02-04, Item 902-05a(2)
902-05b Facilities not subject to licensing. Destroy when superseded or obsolete, or 5 years after facility closes, whichever is sooner. N1-57-02-04, Item 902-05b
902-06 Foreign Ownership, Control, or Influence Files.

902-06a Unsuccessful Bidder Files. Contains their representations as to their ownership and any foreign control or influence and other information pertaining to foreign ownership, control, or influence and whether anything that has been provided by the unsuccessful bidder or otherwise gathered may pose an undue risk to national security. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 902-06a
902-06b Successful Bidder (Contractor) Files. Contains original and subsequent representations as to their ownership and any foreign control or influence, and other information pertaining to foreign ownership, control, or influence and whether anything that has been provided by the contractor or otherwise gathered may pose an undue risk to national security. Files relating to contract eligibility determinations when foreign ownership, control, or influence issues are present. Cutoff 5 years after determination date. Destroy 5 years after cutoff. N1-57-02-04, Item 902-06b
902-07 Facilities Survey and Inspection Files (Government-owned Facilities). Reports of surveys, inspections, and self-assessments of USGS-owned facilities conducted to ensure adequacy of protective and preventive measures taken against hazards of fire, explosion, and accidents and to safeguard information and facilities against sabotage and unauthorized entry. Cutoff at the end of the fiscal year. Destroy when 3 years old or upon discontinuance of facility, whichever is sooner. RCS/Item 306-09 and GRS 18, Item 9
902-08 Facilities Survey and Inspection Files (Privately-owned Facilities). Reports of surveys, inspections, and self-assessment reports, facility information, and correspondence of privately-owned facilities assigned security cognizance by Government agencies and related papers. Cutoff at the end of the fiscal year. Destroy when 4 years old or when security cognizance is terminated, whichever is sooner. RCS/Item 306-10 and GRS 18, Item 10
902-09 Investigative Files. Investigative files accumulating from investigations of fires, explosions, and accidents, consisting of retained copies of reports and related documents when the original reports are submitted for review and filing in other agencies or organizational elements, and reports and related papers concerning occurrences of such a minor nature that they are settled locally without referral to other organizational elements. Not included here are records related to misuse of Government property (see Item 902-10 below) or incidents of security concern (see Item 902-11 below). Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. RCS/Item 306-11 and GRS 18, Item 11
902-10 Misuse of Government Property. Records, correspondence, and related working papers which document the misuse and abuse of government property, equipment, vehicles, or systems while in the custody of government or contractor employees. Records may include information on infractions of Federal, State, or local laws or ordinances, and penalties levied against government or contractor employees.

902-10a Records maintained by USGS elements. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 902-10a
902-10b Records maintained by USGS contractors. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 902-10b
902-11 Incident of Security Concern Inquiry and Investigation Files. Records not covered elsewhere in this schedule that pertain to inquiries or investigations into incidents of security concern (e.g., suspected infractions and violations; loss, compromise, or unauthorized disclosure of classified information; unaccounted-for classified matter), and to the corrective measures recommended and/or taken. Cutoff upon termination of inquiry or investigation and case is closed. Destroy 5 years after cutoff. N1-57-02-04, Item 902-11
902-12 Property Pass Files. Property pass files authorizing removal of property or materials. Destroy 3 months after expiration or revocation. RCS/Item 306-12 and GRS 18, Item 12
902-13 Key Accountability Files. Files relating to accountability for keys issued.

902-13a For Areas Under Maximum Security. Destroy 3 years after key was turned in. RCS/Item 306-13a and GRS 18, Item 16a
902-13b For Other Areas. Destroy 6 months after key was turned in. RCS/Item 306-13b and GRS 18, Item 16b
902-14 Guard and Security Police Officer Assignment Files. Files relating to guard and security police officer assignments and strength.

902-14a Ledger records. Destroy 3 years after final entry. RCS/Item 306-19a and GRS 18, Item 13a
902-14b Requests, analyses, reports, change notices, and other papers relating to post assignments and strength requirements. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. RCS/Item 306-19b and GRS 18, Item 13b
902-15 Guard and Security Service Control Files

902-15a Control center key or code records, emergency call cards, and building record and employee identification cards. Destroy when superseded or obsolete. RCS/Item 306-22 and GRS 18, Item 19a
902-15b Round reports, service reports on interruptions and tests, and punch clock dial sheets. Destroy when 1 year old. N1-57-02-04, Item 902-15b and GRS 18, Item 19b
902-15c Automatic machine patrol charts and registers of patrol and alarm services. Destroy when 1 year old. N1-57-02-04, Item 902-15c and GRS 18, Item 19c
902-15d Arms distribution sheets, charge records, and receipts. Destroy 3 months after return of arms. N1-57-02-04, Item 902-15d and GRS 18, Item 19d
902-16 Police Functions Files. Files relating to the exercise of police functions.

902-16a Ledger records of arrests, cars ticketed, and outside police contacts. Destroy 3 years after final entry. N1-57-02-04, Item 902-16a and GRS 18, Item 14a
902-16b Reports, statements of witnesses, warning notices, and other documents relating to arrests, commitments, and traffic violations. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 902-16b and GRS 18, Item 14b
902-16c Reports on contact of outside police with building occupants. Cutoff at the end of the fiscal year. Destroy 1 year after cutoff. N1-57-02-04, Item 902-16c and GRS 18, Item 14c
902-17 Trespass Investigative Files. Case files documenting the unlawful and/or unwarranted entrance, use, destruction, and possession of USGS facilities, lands, or resources. Contains the initial report of unauthorized use, trespass investigation report, notice of trespass, location maps, other land status and location data, damage assessment, notice to remove structures, notice of impoundment, trespass bond, record of interviews and phone conversations, field notes, sketch maps, measurements, bills/invoices, reimbursable project log, related photos, correspondence, and other documents. Exclude record copies of financial documents related to collection of compensation. Cutoff at the end of the fiscal year in which case is settled or abandoned. Transfer to the Federal Records Center (FRC) 1 year after cutoff. FRC destroys 51 years after cutoff. N1-57-02-04, Item 902-17
902-18 Visitor Control Files. Registers or logs used to record names of outside contractors, service personnel, visitors, employees admitted to areas, and reports on automobiles and passengers.

902-18a For Areas Under Maximum Security. Destroy 5 years after final entry or 5 years after date of document, as appropriate. N1-57-02-04, Item 902-18a and GRS 18, Item 17a
902-18b For Other Areas. Destroy 2 years after final entry or 2 years after date of document, as appropriate. N1-57-02-04, Item 902-18b and GRS 18, Item 17b
902-19 Visitor Access Approval Files. Correspondence and forms created to document that visitors are authorized access to classified and/or unclassified sensitive information and/or security controlled areas. Files contain data for each visit to a USGS facility, consisting of access approvals together with related correspondence.

902-19a Files retained by sites (incoming visitor control) with potential for exposure to hazardous materials. Cutoff at the end of the fiscal year. Destroy 75 years after cutoff. N1-57-02-04, Item 902-19a
902-19b Files retained by sites (incoming visitor control) without potential for exposure to hazardous materials. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 902-19b
902-19c Files retained by requesting office (outgoing visitor control). Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 902-19c
902-19d Duplicate copies used to notify other on-site offices of the intended visit. Cutoff at the end of the fiscal year. Destroy 1 year after cutoff. N1-57-02-04, Item 902-19d
902-20 Facilities Check Files. Files relating to periodic guard force facility checks.

902-20a Data sheets, door slip summaries, check sheets, and guard reports on security violations (except copies in files of agency security offices covered by Item 903-07 of this schedule). Destroy when 1 year old. RCS/Item 306-21 and GRS 18, Item 18a
902-20b Reports of routine after-hours security checks which either do not reflect security violations or for which the information contained therein is documented in the files referenced in Item 902-11. Destroy when 1 month old. N1-57-02-04, Item 902-20b and GRS 18, Item 18b
902-21 Logs and Registers. Security logs and registers not covered elsewhere in this schedule.

902-21a Central Guard Office Master Logs. Destroy 2 years after final entry. RCS/Item 306-23a and GRS 18, Item 20a
902-21b Individual security post logs of occurrences entered in master logs. Destroy 1 year after final entry. RCS/Item 306-23b and GRS 18, Item 20b
902-22 Credential Files. Identification credentials and related papers.

902-22a Identification Credentials. Includes cards, badges, parking permits, photographs, agency permits to operate motor vehicles, visitor passes, and other identification credentials. Destroy credentials 3 months after return to issuing office. RCS/Item 307-08a and GRS 11, Item 4a
902-22b Receipts, indexes, listings, and accountable records Destroy after all listed credentials are accounted for. RCS/Item 307-08b and GRS 11, Item 4b

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Item No. Record Item / Description of Records Disposition Instructions Authority
903 Personnel Security Records. Records accumulating from investigations of personnel conducted under statutory, Presidential, or Departmental directive requirements.

903-01 Security Clearance and Access Authorization Administrative Subject Files. Files maintained by individual security offices for purposes of managing operations of personnel security. Files include, but are not limited to, forms, lists, and correspondence documenting the type of clearance/access authorization and date it was granted and subsequent actions were taken; briefing and debriefing statements; and lists of individuals granted access authorizations by assigned numbers.

903-01a Correspondence granting access authorizations not maintained in official personnel files. (Clearance Visitation Letters). Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 903-01a
903-01b Briefing and debriefing statements including related correspondence. (Example: Foreign Influence Briefings) Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 903-01b
903-01c Termination statements or correspondence not maintained in official personnel files. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 903-01c
903-01d Lists identifying employees by assigned number used for indexing or references. Cutoff at the end of the fiscal year. Destroy when related records are destroyed or when no longer needed for reference, whichever is later. N1-57-02-04, Item 903-01d
903-01e Reports related to personnel security issues. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 903-01e
903-01f Outgoing transfer record tracking files for personnel security files sent to other USGS facilities. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 903-01f
903-02 Security Clearance and Access Authorization Administrative Policy Subject Files. Files, which document the official policy, standards, and procedures for the administration of the USGS personnel access authorization program.

903-02a Program and policy guides, access authorization manuals, and documents used as guides in administering the security program. Includes USGS correspondence concerning access authorization policy. 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. N1-57-02-04, Item 903-02a
903-02b Files documenting the development of access authorization policy, includes policy studies. Cutoff when superseded. Destroy 20 years after cutoff. N1-57-02-04, Item 903-02b
903-02c Procedures implementing USGS access authorization policy and guides. Cutoff at the end of the fiscal year. Destroy 10 years after cutoff. N1-57-02-04, Item 903-02c
903-03 Administration and Operation Files. Correspondence, reports, and other records relating to administration and operation of the personnel access authorization program, not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 903-03
903-04 Contractor Investigative Records Maintenance (HSPD-12 Credentialing Records).

903-04a Contractor HSPD-12 Credentialing Files. Documents the processing of individuals for HSPD-12 credentialing authorizations, regardless of whether credentialing authorizations are granted. These files may include copies of items such as pre-employment investigations; requests and justifications for credentialing authorizations; security forms (SF-85 and SF-85P); personnel security interview transcripts and/or summaries; case evaluation sheets; security incident/infraction report forms; correspondence with the individuals, the individuals' employers, and other agencies; security badge information; medical evaluations; security termination statements; and other material relevant to the credentialing authorization process. Destroy upon notification of death or not later than 5 years after separation or transfer of contractor employee. N1-57-08-06, Item 903-04a
903-04a(1) Investigative reports and related papers returned from OPM with no issues or with Minor (A) issues and receive a favorable adjudication. Destroy investigative reports and related papers upon favorable adjudication. N1-57-08-06, Item 903-04a(1)
903-04a(2) Investigative reports and related papers returned from OPM with Moderate (B), Major (C), or Substantial (D) issues and/or those cases not favorably adjudicated. Destroy investigative reports and related papers with non-substantial issues and favorable adjudication. Retain investigative reports and related papers containing serious issues with either a favorable or unfavorable adjudication, and destroy upon notification of death or no later than 5 years after separation or transfer of contractor employee. N1-57-08-06, Item 903-04a(2)
903-05 Security Clearance and Access Authorization Case Records. Personnel security and administrative review files created under Executive Order, Code of Federal Regulations, Department of the Interior and agency directive requirements and procedures, and related indices maintained by bureau personnel security offices at USGS headquarters and field offices.

903-05a Personnel Security Files. Documents the processing of individuals for USGS access authorizations (security clearances), regardless of whether access authorizations are granted. These files may include copies of items such as pre-employment investigations; requests and justifications for access authorizations; security forms (SF-86); reports of background investigation(s); personnel security interview transcripts and/or summaries; case evaluation sheets; security incident/infraction report forms; correspondence with the individuals, the individuals' employers, and other agencies; security badge information; medical evaluations; security termination statements; and other material relevant to the access authorization process. Destroy upon notification of death or not later than 5 years after separation or transfer of employee. RCS/Item 306-15a and GRS 18, Item 22a
903-05a(1) Investigative reports and related papers returned from OPM with no issues or with Minor (A) issues and receive a favorable adjudication. Destroy investigative reports and related papers upon favorable adjudication. N1-57-08-06, Item 903-05a(1)
903-05a(2) Investigative reports and related papers returned from OPM with Moderate (B), Major (C), or Substantial (D) issues and/or those cases not favorably adjudicated. Destroy investigative reports and related papers with non-substantial issues and favorable adjudication. Retain investigative reports and related papers containing serious issues with either a favorable or unfavorable adjudication, and destroy upon notification of death or no later than 5 years after separation or transfer of contractor employee. N1-57-08-06, Item 903-05a(2)
903-06 Security Clearance and Access Authorization Status Files. Lists or rosters showing the current access authorization status of individuals. Destroy when superseded or obsolete. RCS/Item 306-16 and GRS 18, Item 23
903-07 Security Violations Files. Copies of Report of Security Incident/Infraction, or similar forms or reports that are placed in Personnel Security Files are handled in accordance with Item 903-05 above. Other documentation relating to infractions or violations is handled in accordance with Item 902-11 above.
N1-57-02-04, Item 903-07 and GRS 18, Item 24
903-08 Classified Information Non-Disclosure Agreements. Copies of non-disclosure agreements, such as SF-312, Classified Information Non-Disclosure Agreement, signed by personnel with access to information that is classified under standards put forth by Executive Orders governing security classification. These forms are maintained in the personnel security file until separation or transfer of employee. Pull the SF-312 from security personnel folder after separation or transfer of employee. File in separate SF-312 alphabetical folder. Destroy SF-312 when 70 years old. RCS/Item 306-18a and GRS 18, Item 25a

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Item No. Record Item / Description of Records Disposition Instructions Authority
904 Safety Management Records.

904-01 Safety Files.

904-01a Correspondence of a general nature pertaining to safety subjects relating to the causes, investigations, and prevention of accidents. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 904-01a
904-01b Safety issues, complaints, and inquires received by USGS personnel. Included in the file are responses to all inquiries and noted follow-on steps, if any, to correct any noted deficiencies. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 904-01b
904-01c Safety Awards. Files, including recommendations, approved nominations, memoranda, correspondence, reports and any related materials pertaining to agency safety awards such as the safe driving award. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 904-01c
904-02 Safety and Statistical Reports. Periodic reports concerning safety activities of the USGS, including annual program plans, minutes of monthly safety meetings, accident data analysis, safety and health program assessments, trend or accident analysis reports, and any similar or related reports. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 904-02
904-03 Safety Procedures and Programs. Documents pertaining to safety programs and procedures for such things as the protection of individuals, elimination of hazardous working conditions, public safety awareness programs, and inspections of safety measures. Cutoff at the end of the fiscal year. Destroy 5 years after cutoff. N1-57-02-04, Item 904-03
904-04 Safety Policies. Material that serves to establish policy or precedents pertinent to future and continuing actions for safety activities. These may not be included in the USGS master set of directives. 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. N1-57-02-04, Item 904-04
904-05 Accident Files.

904-05a Motor Vehicle, Aircraft, and Watercraft Accident Files. Records relating to any motor vehicle, aircraft, or watercraft accident, including accident forms, safety alerts, initial, preliminary, and final reports, and any other related records. Cutoff at the end of the fiscal year. Destroy 7 years after cutoff. N1-57-02-04, Item 904-05a
904-05b General Accident Files. Materials pertaining to contractor, public, or any other accident, injury, or fatality and disability not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy 6 years after date of incident or 3 years after the Release of Settlement of any claim, whichever is earlier. N1-57-02-04, Item 904-05e
904-06 Records that Demonstrate the Capability for Safe Operations. Authorizing documents, training certificates, procedures, and other records of a similar or related nature that demonstrate that individuals or control systems that will be used in operations, have the capability for engaging in, performing in, or otherwise conducting safe operations. Cutoff at the end of the fiscal year. Destroy when 10 years old. N1-57-02-04, Item 904-06a
904-07 Records that Verify the Performance of Safe Operations. Records that verify that an activity was performed in accordance with applicable requirements for safe operations, but need not be retained for the working life of the individual or for the life of the item, or discrete part thereof. Items as used here include sites, facilities, structures, plants, materials, machinery, equipment, and systems. Comply with the requirements for recording in Department of the Interior orders and schedules and their items. In the absence of these requirements, apply the following: Cutoff at the end of the fiscal year. Destroy 5 years after the date of completion of the task. N1-57-02-04, Item 904-07
904-08 Safety and Security Training Records. Any materials pertaining to participation and information relating to bureau safety or security training and any specialized program training such as watercraft, firearms, diving, radiation, and aviation.

904-08a General Training Records. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff or when no longer needed, whichever is later. N1-57-02-04, Item 904-09a
904-08b Federal Employee and Contractor Training Records. Cutoff at the end of the fiscal year. Destroy 1 year after termination of the employee or the contractor. N1-57-02-04, Item 904-09a
904-09 Occupational Safety and Health Administration (OSHA) Files.

904-09a Chemical Files. Documentation related to chemical inventories and reports. Cutoff at the end of the fiscal year. Destroy when 10 years old. N1-57-02-04, Item 904-10b
904-09b Exposure Records. Records of personal exposures, including radiation exposure (dosimetry), required to be maintained by the agency that has conducted or contracted for the monitoring. In most cases records such as personal exposure samples for chemicals, ionizing radiation, asbestos, lead, and noise; wipe samples to determine surface contamination; bulk samples to analyze for asbestos content; and reports or inspections or surveys of activities related to actual or potential occupational exposures, are to be kept for 30 years post employment and in certain cases longer to comply with OSHA 29 CFR 1910/1926. Cutoff at the end of the calendar year. Destroy 75 years after cutoff or when no longer needed for reference purposes, whichever is longer.

NOTE: A review of the records by the USGS Industrial Hygienist must be conducted prior to destruction.

N1-57-08-06, Item 904-09b
904-09c Industrial Hygiene. General records associated with pre-placement, periodic and termination medical exams; control measures that protect employees from chemical, physical and/or biological stressors, such as noise, chemical exposures, excessive temperatures, dusts, mists, and vapors, and air quality evaluations/results. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff or when no longer needed, whichever is later. N1-57-08-06, Item 904-09c
904-09d Protective Clothing Reviews and Approvals. Correspondence and files relating to protective clothing, gloves, boots, suits, and other related components to be used to prevent employee exposures. Cutoff at the end of the fiscal year. Destroy 10 years after cutoff. N1-57-02-04, Item 908-09
904-09e General Correspondence. Files consist of original letters, council committee minutes, working group's policy, guidelines, and reports. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-08-06, Item 904-09e
904-09f Citation and Notifications. Citations and notifications of penalties, from the U.S. Department of Labor; Results of Investigations; Modification Abatement Plan Requests; and final Abatement Plan Documentation. Destroy 10 years after date of abatement/resolution. N1-57-08-06, Item 904-09f
904-09g Communication Files. Records related to USGS government and contract personnel who work with hazardous materials as a part of their assigned job duties or who may otherwise have the potential for hazardous exposure to chemicals or materials that pose either a physical or health hazard. This supplements those requirements established by OSHA, 29 CFR 1910, 1200. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff or when no longer needed, whichever is later. N1-57-08-06, Item 904-09g
904-10 Equipment Records. Records include, but not limited to, inventories, checkout logs, maintenance records, warranties, calibration, and repair records. Destroy upon disposal/ surplus or discarding of equipment. N1-57-08-06, Item 904-10
904-11 General Work Permits. Files include copies of all permit applications sent to the bureau by Federal, State, and private organizations, conservation groups, private parties, and others who request permits for purposes of research. Files also include correspondence, internal and external, dealing with the application process. Examples include, but not limited to, laboratory, safety, air, and fire burn permits. Destroy 3 years after expiration of permit or termination date of latest applicable condition. N1-57-08-06, Item 904-11
904-12 Asbestos Records. Includes drawings, qualifications of personnel, and abatement procedures; notification of the work to be done to the regulatory agency; analytical reports from the laboratory verifying the levels of asbestos exposure; and the final report by the abatement contractor. Destroy 50 years after completion of abatement/ resolution. N1-57-08-06, Item 904-12

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Item No. Record Item / Description of Records Disposition Instructions Authority
905 Emergency Planning Files. Records accumulating from the formulation and implementation of plans, such as evacuation plans, for protection of life and property during emergency conditions. Records are vital if they are essential to the continued functioning of an organization during and after an emergency. Vital records and information can be protected at any point in the life cycle - from creation to destruction. Four methods for protecting vital records are: 1) routine distribution of vital information to various locations for use and reference; 2) reproducing records and information specifically for vital records protection; 3) store in fire-resistant media; and 4) store or safeguard vital records at an off-site facility (far enough away to not be affected by a disaster in the immediate area of the office concerned). Records should be updated annually and reviewed for practicality and effectiveness without imposing severe financial burdens.

905-01 Emergency Planning Administrative Correspondence Files. Correspondence files relating to administration and operation of the emergency planning program, not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Destroy 2 years after cutoff. N1-57-02-04, Item 905-01 and GRS 18, Item 26
905-02 Emergency Planning Program Correspondence Files. Records that document the policy, program, standards, and procedures pertaining to the administration of the emergency planning program.

905-02a Program and policy guides, information papers, operational manuals, and documents used as guides for determining appropriate agency action. Unless issued as a USGS directive, a record copy of Departmental emergency plans. 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. N1-57-02-04, Item 905-01b(1)
905-02b Emergency planning reports of operations tests, consisting of consolidated or comprehensive reports reflecting bureauwide results of tests conducted under emergency plans. Cutoff at the end of the fiscal year. Destroy 25 years after cutoff or when superseded, canceled, or obsolete, whichever is soonest. N1-57-02-04, Item 905-01b(2)
905-02c Files documenting the development of policy, including policy studies. Cutoff when superseded. Destroy 10 years after cutoff. N1-57-02-04, Item 905-01b(3)
905-02d Procedures and activities implementing USGS policy and guides. Cutoff at the end of the fiscal year. Destroy 6 years after cutoff. N1-57-02-04, Item 905-01b(4)
905-03 Emergency Planning Case Files. Case files accumulated by offices responsible for the preparation and issuance of plans and directives, consisting of a copy of each plan or directive issued, with related background documents. Exclude bureauwide policies and directives filed in Item 905-02a above. Examples include, but not limited to, USGS evacuation or disaster recovery plans. Cutoff at the end of the fiscal year. Destroy 3 years after issuance of a new plan or directive. N1-57-02-04, Item 905-01c and GRS 18, Item 27
905-04 Emergency Operations Test Files. Files accumulating from tests conducted under USGS emergency plans, such as instructions to members participating in test, staffing assignments, messages, tests of communications and facilities, and reports excluding consolidated and comprehensive reports. See Item 905-02b above. Cutoff at the end of the fiscal year. Destroy when 3 years old. N1-57-02-04, Item 905-01d and GRS 18, Item 28
905-05 Fire Management Files.

905-05a Fire Logs. Maintained at fire control panels and checked at least daily. Cutoff at the end of the fiscal year. Destroy 3 years after cutoff. N1-57-02-04, Item 908-10c
905-05b Fire Alarms. Files and relating documentation that document fire alarms, of which there was no fire or major investigation, such as accidental alarms and testing of the alarm system. Cutoff at the end of the year. Destroy when 5 years old or when no longer needed, whichever is later. N1-57-02-04, Item 908-10e

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Item No. Record Item / Description of Records Disposition Instructions Authority
906 Environmental Management, Permitting, and Compliance Records.

906-01 Environmental Management, Permitting, and Compliance Policy and Guidance Files. Correspondence, guidance, and other records that pertain to corporate environmental management, permitting, and compliance activities. Cutoff at the end of the fiscal year. Review every 5 years and destroy records that are superseded, obsolete, or no longer needed. N1-57-08-06, Item 906-01
906-02 Environmental Management, Permitting, and Compliance Case Files.

NOTE: A review of records managed under 906-02b and 906-02c must be conducted by the USGS Environmental Program Manager prior to destruction and concurrence obtained by the USGS Deputy Director (or their designee) to ensure there are no outstanding environmental liability issues that would require that the records be maintained beyond the 100 year disposition period.



906-02a Correspondence and Meeting Notes. Correspondence and meeting notes of a general nature pertaining to corporate environmental management, permitting, and compliance topics not covered elsewhere in this schedule. Cutoff at the end of the fiscal year. Review every 5 years and destroy records that are superseded, obsolete, or no longer needed. N1-57-08-06, Item 906-02a
906-02b Environmental Permit and Compliance Records. Correspondence; responses to regulatory data calls and notices; permit applications including plans, specifications, and supporting technical documents and study reports (engineering, geotechnical, and environmental); permit documents; compliance and monitoring reports; technical documents related to contracts for professional environmental services and system operation, maintenance, inspection, and monitoring; compliance orders and notices of violation; and other records associated with environmental permits, variances, species take actions, and consultations that specify requirements for USGS facilities and programs to achieve and maintain compliance with applicable Federal, State, Tribal, and local environmental laws, regulations, and ordinances.

Records are organized by media, activity, or program, including but not limited to: public water supply; air emissions; wastewater collection, treatment, reuse, and disposal; stormwater management and disposal; spill prevention, control, and countermeasures (SPCC); oil and chemical storage tanks, above and below ground; resource recovery and recycling; solid waste collection and disposal; hazardous waste storage, treatment, and disposal, including manifest tracking records; pest management, including integrated pest management plans and pesticide and disposal use records; toxic substances control and disposal, including polychlorinated biphenyls (PCBs) and asbestos; Superfund; threatened or endangered species and other biological and habitat consultations and take actions; dredge and fill; and floodplain and land use variances.

Cutoff on close of case. Transfer to FRC. Destroy 100 years after close of case. N1-57-08-06, Item 906-02b
906-02c Environmental Management System (EMS) and Compliance/Conformance Audit Records. Records documenting the development, implementation, and review of EMS and environmental compliance/conformance audits at USGS facilities. Records include associated guidance memorandum, status reports, audit reports, and corrective action reports. Cutoff on close of case. Transfer to FRC. Destroy 100 years after close of case N1-57-08-06, Item 906-02c
906-02d Environmental Training Records. Records documenting training of Bureau environmental staff, some of which is required under Federal and/or State regulations. Records include guidance memoranda, copies of training completion records, and status reports. Cutoff at the end of the fiscal year. Destroy when 10 years old or when superseded or obsolete, whichever is sooner. N1-57-08-06, Item 906-02d

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Item No. Record Item / Description of Records Disposition Instructions Authority
907 National Environmental Policy Act (NEPA) Records.

907-01 NEPA Regulations, Policy, Procedures, and Guidance Documents. Records documenting USGS NEPA policies and procedures in compliance with Chapter 9, Part 516 of the Department of the Interior's (DOI) Manual (DM 516) and NEPA policy memorandums and other guidance documents prepared by the Council on Environmental Quality (CEQ), DOI, and the Bureau. Cutoff at the end of the fiscal year. Destroy when 5 years old or when canceled, superseded, or obsolete, whichever is sooner. N1-57-08-06, Item 907-01
907-02 USGS Environmental Impact Statements (EIS), Environmental Assessments (EA), and Cooperating Agency Records. Records related to the preparation, publication, and public review and comment of EISs and EAs prepared by the USGS for proposed activities that may impact the environment or when the USGS is a cooperating agency on another agency's NEPA document. EISs and EAs are developed consistent with Chapter 9 of DM 516. Records arranged by project. Records include: public notices, scoping meeting announcements, and meeting minutes; environmental data and analysis documents; draft and final EISs and EAs; public comment correspondence and documents; decision documents; mitigation plans, activities, and progress reports (transfer to Item 906-02c when mitigation plans and activities are incorporated into a facility-specific environmental management system); cooperating agency correspondence, agreements, and related records; and other related correspondence. Cutoff when project-specific NEPA mitigation activities have been completed. Transfer to FRC 20 years after cutoff or when volume warrants. Destroy 100 years after cutoff.

NOTE: A review of the records by the USGS Chief of Environmental Affairs Program must be conducted prior to destruction and concurrence obtained by the USGS Senior Advisor for Science Applications (or other representative from the Director's Office that oversees NEPA activities) to ensure there are no outstanding environmental liability issues.

RCS/Item 202-08a and N1-57-83-3, Item 38a
907-03 Records Associated with USGS Review of NEPA and Other Environmental Documents Prepared by Other Agencies. Records associated with USGS review of EISs, EAs, and other environmental documents prepared by another agency. Records are retained only when the USGS submits comments to another agency. Records are arranged by project number. Cutoff at the end of the calendar year after release of review comments. Destroy 10 years after cutoff. RCS/Item 202-08b and N1-57-83-3, Item 38b
907-04 Document Review Status Reports and General Files. Records include periodic reports on the status of Bureau review of NEPA and other environmental documents prepared by other agencies, and general correspondence and other records relating to NEPA, not otherwise covered in this schedule. Cutoff at the end of the fiscal year. Destroy when 5 years old or when superseded or obsolete, whichever is sooner. N1-57-08-06, Item 907-04

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