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U.S. Geological Survey Manual

U.S. Geological Survey

Water Resources Discipline Scientific Records Disposition Schedule

Prepared by the Water Resources Discipline

432-1-S2

May 13, 2006

(** Annotates additional approved or changed records items - approved July 3, 2007)
(*** Annotates additional approved items - approved March 24, 2008)
(**** Annotates additional approved items - approved April 14, 2008)

U.S. Department of the Interior
U.S. Geological Survey

ITEM NUMBER INDEX OF MAJOR CATEGORIES OF HYDROLOGIC RECORDS
1400-01**** National Water Information System
1400-02 Research and Investigative Project Case Files
1400-03 Technical Reviews
1400-04 Water Data Sources
1400-10 Discharge Gaging Station Case Files
1400-20 Ground-Water Case Files
1400-30 Water Quality/Environmental Media Case Files
1400-31 Laboratory Records
1400-40 Sediment Case Files
1400-50 Biological Case Files
1400-60 Stream-Channel and Geomorphology Case Files
1400-70 Water-Use Case Files
1400-80 Miscellaneous Hydrologic Records
1400-81 Specimens
1400-82 International Border Activity Records
1400-83 Boards of Control Reports
1400-84 Compacts and Commissions Records
1400-85 Equipment Plans and Specifications
1400-86** Delaware River Master Historical Records
1400-87*** Yellowstone River Compact Commission Historical Records
1400-90 Electronic Copies of Records

ITEM NUMBER DESCRIPTION OF RECORD DISPOSAL INSTRUCTIONS DISPOSAL AUTHORITIES

****1400-01

National Water Information System (NWIS). As part of the program of disseminating water data to the public, the U.S. Geological Survey (USGS) maintains a distributed network of computers and fileservers for the acquisition, processing, review, storage, and dissemination of water data collected by its water resources programs and projects. The USGS's National Water Information System (NWIS) contains water data collected at approximately 1.5 million sites from all 50 States, as well as Puerto Rico, Guam, and many other countries. Data date back to the formation of the USGS in 1879 and includes hydrologic data collected by the Army Corps of Engineers prior to the creation of the agency.



****1400-01a

Inputs: Inputs to NWIS include a wide range of electronic data and other records that describe the condition of the nation's water resources over time:

  • Site and owner information, including well and spring schedules.
  • Hydrologic project information.
  • Hydrologic monitoring networks.
  • Time-series measurements of water-level, discharge, water-quality, sediment, meteorological conditions and other types of data.
  • Instantaneous measurements of water-level, discharge, water-quality, sediment concentration and chemistry, biological characteristics (taxonomy, tissue analysis, microbiology) and other types of data.
  • Metadata describing the environmental data, including methods, precision, collecting agency, analyzing entity, data qualifiers, laboratory and field comment, hydrologic conditions, field observation data and notes.
  • Acoustic and other types of velocity measurement data.
  • Tracer-dilution discharge-measurement data.
  • Historical records used in correcting or adjusting raw data for computing final values.
  • Well log, geophysical, aquifer test, and physical core analysis data.
  • Field and laboratory quality assurance/quality control data.
  • Site, owner, and contact information, site identification, type of site, and geographic location of site.
  • Permit information associated with a site including permit numbers, permit assigners, and pumping limits.
  • Water conveyances, point-to-point locations and direction of flow, the conveyance type, and capacity.
  • Water use data for public supply, domestic, industrial, commercial, mining, livestock, aquaculture, irrigation, hydroelectric, and thermoelectric uses.
  • Annual and monthly, water-quantity information, amount of water flowing along a conveyance, such as a pipe.
  • Annual and monthly, quantity of water withdrawn from a hydrologic source.
  • Annual and monthly, quantity of water returned to a hydrologic source.
  • Ancillary data associated with a site, such as power generation, count of livestock, acres irrigated, number of employees, or production data.
  • Consumptive use, instream use, or quantity-of-water recycled at a site.
  • Count of population that receives water from its own source, such as number of domestic users on private wells or number of domestic users on septic systems.
  • Count of population that was served by a public-supply system.
  • Annual summary of water-use data aggregated by use-of-water, county, hydrologic unit code, and national aquifer code.
  • Wastewater discharge records.

Apply disposition instructions for each type of input data or record as specified in USGS Water Resources Discipline's (WRD) Scientific Records Disposition Schedule 1400.

N1-057-08-04, Item 1400-01a

****1400-01b

Master Data File: NWIS consists of two major subsystems: the distributed core-NWIS databases, which are restricted to internal USGS use only and are not web-based, and the NWISWeb system. The distributed core-NWIS databases constitute the master data file for NWIS serving as agency's permanent repository for all input data and records that have been reviewed and approved for public distribution. The raw uncorrected data also are preserved in the database. NWISWeb provides the public web-based Internet access to an aggregated database created from the master database. All data and information temporarily served to the public by NWISWeb is obtained from the core-NWIS databases; therefore, data in NWISWeb are duplicate records. The NWIS master file contains more than 850,000 station years of time-series data; monthly, annual, and period-of-record statistics based on these time-series data; more than 3.5 million physical, chemical, biological, and radiological field and laboratory analyses; and other data and records. Also included are summary data on water use throughout the Nation and includes both site-specific and aggregated water-use data.

Summary of data types in master data file:

  • Site information - inventory and location information about sites at stream reaches, lakes, reservoirs, ponds, wells, springs, test holes, tunnels, drains, and excavations. Also includes information for water-use sites. Site information is common to all other categories of data stored within NWIS.
  • Site owner - information about site owners and water users.
  • Time-series data - continuous water level, streamflow (discharge), water quality, and rainfall data.
  • Peak flow data - instantaneous maximum (peak) stream discharge and associated water level data at stream sites.
  • Ground-water data - includes well construction, non-continuous water level, well or spring discharge, hydrogeologic and aquifer hydraulic, geophysical, and site-visit data.
  • Water-quality data - results from field and laboratory physical, chemical, biological, and radiochemical analysis of water and other samples.
  • Sediment data - results from physical and chemical analysis of sediment samples.
  • Water use data - measurements and estimates of water use at a site or location.

Core-NWIS: PERMANENT. The data stored in the distributed core-NWIS databases are permanent records. Transfer to NARA after the NWIS database is discontinued and active reference ceases.
N1-057-08-04, Item 1400-01b

****1400-01c

Outputs: Outputs range from pre-defined to user-specified. Both pre-defined and user-specified outputs retrieve data from the distributed core-NWIS databases in a format that can be used to generate pre-defined reports or as inputs to other software packages. Tabular outputs include:

  • Daily Values Tables (time-series data)
  • Unit Values Tables (time-series data)
  • Expanded Rating Tables
  • Expanded Shift Tables
  • Time-series RDB output
  • Data Quality Assurance Report
  • Ground Water Retrieval Report
  • Hydrologic Networks Report
  • Hydrologic Project Report
  • Water Quality Tables (instantaneous data)
  • Water Quality Summary Statistics Table
  • Water Quality Summary Statistics Table
  • Water Quality Detection Limits Table
  • Water Quality files (RDB, fixed-column)
  • Water Quality metadata (parameter and method information)
  • Inventories of sampling events, ionic-balance report, water-quality standard exceedances
  • Site-specific Water-Use Data System (SWUDS) Retrieval System Tables
    • Site, owner, and contact information, site identification, type of site, and geographic location of site.
    • Permit information associated with a site including permit numbers, permit assigners, and pumping limits.
    • Water conveyances, point-to-point locations and direction of flow, the conveyance type, and capacity.
    • Water use data for public supply, domestic, industrial, commercial, mining, livestock, aquaculture, irrigation, hydroelectric, and thermoelectric uses.
    • Annual and monthly, water-quantity information, amount of water flowing along a conveyance, such as a pipe.
    • Annual and monthly, quantity of water withdrawn from a hydrologic source.
    • Annual and monthly, quantity of water returned to a hydrologic source.
    • Ancillary data associated with a site, such as power generation, count of livestock, acres irrigated, number of employees, or production data.
    • Consumptive use, instream use, or quantity-of-water recycled at a site.
    • Count of population that receives water from its own source, such as number of domestic users on private wells or number of domestic users on septic systems.
    • Count of population that was served by a public-supply system.
    • Annual summary of water-use data aggregated by use-of-water, county, hydrologic unit code, and national aquifer code.
    • Quality assurance reports used to verify aggregate water-use data.
    • Site and ground-water data in Ground-water Site Inventory (GWSI) transaction record format.

Graphic outputs present the data in formats easier to understand and interpret. An X, Y hydrograph plot, for example, depicts related sets of hydrologic data on the Y-axis and the date/time on the X-axis. This allows the user to visualize trends and anomalies in the data.

A variety of graphs can be output from core-NWIS. Some graphs are specifically designed for the data types being examined, while other graphics are user-selectable. The graphing routines automate unit conversions and rounding routines to present the data in a common frame of reference. Graphic outputs include:

  • Hydrographs of time-series data
  • Rating Graphs
  • Ground Water hydrograph
  • Water Quality X, Y Plot
  • Water Quality Boxplot
  • Water Quality Stiff Diagram
  • Water Quality Piper Diagram
  • Water Quality Regression Plot

Another important NWIS output is NWISWeb, the public interface to the distributed core-NWIS databases. NWISWeb provides copies of data in NWIS to the public in a variety of formats. All data in NWISWeb comes from the distributed core-NWIS databases. Outputs from NWISWeb are tabular (ASCII-delimited files), HTML, and graphic representations of the data. The tabular outputs are designed for use in applications that support data in row and column format.

Outputs are not stored within NWIS. However, outputs that support scientific interpretations may be retained as specified in the Water Resources Discipline's Scientific Records Disposition Schedule 1400. For example, time series data output could be maintained with a project case file (Item 1400-02). N1-057-08-04, Item 1400-01c

****1400-01d

Documentation: Technical documentation adequate to identify, service, and interpret electronic records, such as data modeling documentation, data system specifications, data element descriptions, data dictionaries, code books, record layouts, user guides, output specifications, and similar documentation necessary for servicing and interpreting the system-generated records.

Core-NWIS: PERMANENT. Transfer to NARA with 1400-01b, the master data file, after NWIS is discontinued and active reference ceases. N1-057-08-04, Item 1400-01d

****1400-01e

System Backup Duplicate copies of the core-NWIS master data file created on a recurring basis to ensure the continued operation of NWIS in case the system is damaged or data inadvertently deleted.

Destroy when the identical record has been deleted from the 1400-01b master data file or when replaced by a subsequent backup master data file. N1-057-08-04, Item 1400-01e

****1400-01f

Vital Records Backup Vital records backed up from core-NWIS are kept for disaster recovery purposes only. Inventory of vital records are kept in accordance with the USGS General Records Disposition Schedule (GRDS).

Destroy and replace when superseded by a newer copy. N1-057-08-04, Item 1400-01f

1400-02

Research and Investigative Project Case Files.  Records that document the scientific research and data collection that was conducted during the project, including original data, computations and analyses, ancillary data, and other records that support the scientific interpretations and conclusions. This includes all records associated with computer models, surface geophysical surveys, subsurface dye traces, and other interpretative products.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the project or at the end of the fiscal year for continuing projects. Transfer records to Federal Records Center (FRC) after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-02

1400-03

Technical Reviews. Documentation from technical reviews of cost center programs, projects, and procedures to assure uniformity, quality and completeness of scientific activities.



1400-03a

Discipline Reviews. Periodic technical reviews led by National Discipline offices of District and Science Center procedures to assure uniformity, quality, and completeness of scientific activities.

Cut-off when no further corrective action is necessary. Destroy 10 years after cut-off.

RCS/Item 1400-09 & NC1-57-83-5, Item 09

1400-03b

Project Reviews. Periodic internal technical reviews of the originating office's programs, projects, and procedures to assure quality and completeness of scientific activities.

Cut-off when no further corrective action is necessary. Destroy 10 years after cut-off.

N1-057-05-01, Item 1400-03b

1400-04

Water Data Sources. Records identifying governmental and private organizations involved in the collection of water data. Also includes information on the type and quality of the data and how the data may be obtained.

Cut-off at the end of the fiscal year. Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

RCS/Item 1400-13 & NC1-57-83-5, Item 13


SURFACE WATER



1400-10

Discharge Gaging Station Case Files. These records document data collection activities at discharge gaging stations along streams, reservoirs, wetlands, diversions, and estuaries.



1400-10a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting permission to install a gaging station, changes made to a site, or termination of a gaging station.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

RCS/Item 1400-01 & NC1-57-83-5, Item 01

1400-10b

Continuous Stage Measurements. Stage measurement (unit value) data collected from digital field recording instruments such as electronic data loggers, satellite data-collection platforms (DCPs), and other telemetry systems, or Automatic Digital Recorders (ADRs) as part of a monitoring network or investigation.



****1400-10b(1)

Original Digital Time-Series Data. Original digital periodic (time-series) data that have been processed, reviewed, corrected as needed, and stored using the ADAPS subsystem of NWIS.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-10b(2)

Raw Electronic Data. The raw electronic data collected from the digital field recording instrument. The raw data are processed to produce the original digital time-series data stored in NWIS.

Destroy one year after the raw data have been inspected, verified, and published and/or stored in NWIS.

N1-057-08-04, Item 1400-01b

1400-10b(3)

Digital Punched Paper Tapes and Paper Charts. Discrete (unit value) data collected using ADRs or other recording devices the use of which was discontinued in the late 1990's. Paper records are converted to digital files on a case-by-case basis to support future use.

Unit values recorded on tapes and charts are converted to digital files and entered into NWIS as funding allows. Destroy original paper records after conversion to digital files. Transfer remaining tapes and charts to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10b(3)

1400-10b(4)

Primary Computations {unit values stored in NWIS or unit values are retrievable from original source material 1400-10b(1)}. Computer printouts of unit values from NWIS at each recording interval.

Destroy one year after the data have been published.

N1-057-05-01, Item 1400-10b(4)

1400-10b(5)

Primary Computations {unit values not stored in NWIS or are not retrievable from original source material 1400-10b(1)}. Computer printouts of unit values at each recording interval.

Transfer remaining to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10b(5)

1400-10c

Discharge Measurement Records. Data and other supportive information collected in the field during discharge measurements at streams, rivers, reservoirs, diversions, and estuaries.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10c

1400-10d

Indirect Determination Files. These records are original field data relating to peak discharges. They are used in flood studies and document the roughness of channel, water elevation, and channel cross-sections. Records include correspondence and photographs of channels showing actual conditions after recession of the flood.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10d

1400-10e

Level Notes. Result of surveys made to check elevation of measuring points, reference points, and benchmarks at discharge measurement sites.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10e

1400-10f

Historical Records Used to Compute Discharge Information.  Hand-drawn stage-discharge rating curves relating stage to discharge, work hydrographs made for estimating daily discharges, worksheets and checklists for tracking computational progress, and shift documentation that are not currently available from NWIS.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10f

1400-10g

Tracer-Dilution Discharge-Measurement Data. Field and laboratory data associated with a dilution-type discharge measurement. This includes field notes, results of laboratory analysis, and data analysis documents.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10g

1400-10h

Verification of Manning's Roughness Coefficient (n) Values or Other Indirect Methods. Computations for pre-determining or verifying the roughness coefficient value at sites for investigative or other purposes.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10h

1400-10i

Station Analysis. Documentation concerning factors that affect the analysis of a station record of stage and/or discharge for a water year.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10i

1400-10j

Site Inspection Reports. Reports submitted by local observers or agency staff containing data on the operation of the recorder and the stage of the stream.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10j

1400-10k

Current Meter Records. Includes rating tables, and correspondence concerning current meter procurement, maintenance, defects, property number, location, rating, repairs, and rating after repairs.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10k

1400-10l

Acoustics and Other Types of Velocity Measurements. Measurements taken at streams, rivers, reservoirs, diversions, and estuaries using acoustic meters or other technology.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10l

1400-10m

Station Description and History. These records describe the physical characteristics and functions of the gaging station. They provide such information as date of establishment, location by map coordinates, types of recording equipment used, drainage area served, channel and control, cooperative agreements, regulations, and accuracy. Annotated maps and photographs also may be included.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-10m

**1400-10n

Technical Memoranda. Technical memoranda issued by the Office of Surface Water that provide national guidance on the collection, processing, interpretation, and publication of surface-water data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-10n


GROUND WATER



1400-20

Ground-Water Case Files. These records document hydrologic data collection activities at wells and springs.



1400-20a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting permission to install a well, changes made to a site, the deepening or re-drilling of a well, or termination of a monitoring site. 

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-20a

1400-20b

County Ground-Water Information Files. Maps and other general information about the ground-water resources in a county, including but not limited to annotated county maps, aquifer test results, well logs, water analyses, lists of registered wells in the county, and other information.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

RCS/Item 1400-23 & NC1-57-83-5, Item 23

1400-20c

Well Permits. Copies of permit documents created by state or local agencies.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

RCS/Item 1400-24a & NC1-57-83-5, Item 24a

1400-20d

Well and Spring Schedules. Information concerning wells or springs including a description, location, ownership, sketches, lithology, specific yield, water levels, discharge, and other information. Data are entered into Ground-Water Site Inventory (GWSI) database, a subsystem of NWIS.



1400-20d(1)

Active Well and Spring Schedules. Includes water-level measurement forms, field notebooks, and inspection reports.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20d(1)

1400-20d(2)

Inactive Well and Spring Schedules. Includes water-level measurement forms, field notebooks, and inspection reports for capped wells or springs no longer being monitored.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20d(2)

****1400-20e

Non-Continuous Water-Level Measurements. Individual measurements made as part of a monitoring network or investigation, or for verification of data at a continuous record site.  Data are entered into GWSI.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-20f

Continuous Water-Level Measurements. Water-level measurements (unit values) made using digital field recording instruments or Automatic Digital Recorders (ADR) as part of a monitoring network or investigation. Also includes data from satellite telemetry.


N1-057-08-04, Item 1400-01b

****1400-20f(1)

Original Digital Time-Series Data. Original digital time-series data that have been processed, reviewed, corrected as needed, and stored using the ADAPS subsystem of NWIS.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-20f(2)

Raw Electronic Data. The raw electronic data collected from the digital field recording instrument. The raw data are processed to produce the original digital time-series data stored in NWIS.

Destroy one year after the raw data have been inspected, verified, and published and/or stored in NWIS.

N1-057-08-04, Item 1400-01b

1400-20f(3)

Digital Punched Paper Tapes and Paper Charts. Unit value data collected using ADRs or other recording devices the use of which was discontinued in the late 1990's. Paper records are converted to digital files on a case-by-case basis to support future use.

Unit values recorded on tapes and charts are converted to digital files and entered into NWIS as funding allows. Destroy original paper records after conversion to digital files. Transfer remaining tapes and charts to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20f(3)

**1400-20f(4)

Primary Computations of Water Level. {unit values stored in NWIS or unit values retrievable from original source material 1400-20f(1)}. Computer printouts of unit values from NWIS at each recording interval.

Destroy one year after the data have been published.

N1-057-06-01, Item 1400-20f(4)

**1400-20f(5)

Primary Computations of Water Level. {unit values not stored in NWIS or are not retrievable from original source material 1400-20f(1)}. Computer printouts of unit values at each recording interval.

Transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-06-01, Item 1400-20f(5)

1400-20g

Level Notes. Result of surveys to check elevation of measuring points, reference points, and benchmarks at wells or springs.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20g

1400-20h

Aquifer Test Reports. Records documenting results from single or multiple aquifer tests conducted to determine hydraulic properties of aquifer or confining units.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20h

1400-20i

Well Logs (Driller's Logs, Lithologic Schedules, and Geophysical Logs) and Core Analyses for Scheduled Wells. Records documenting location, lithology, core and grain size analyses, and stratigraphy of drill or bore sites incorporating paleontological data, driller's logs, and electric logs. Some records cannot be entered into GWSI, such as borehole geophysical logs.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20i

1400-20j

Station Analysis. Documentation concerning factors that affect the analysis of a continuous record of water levels in a monitoring well for a water year.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-20j

**1400-20k

Meter Calibration Records. Notebooks or other records documenting the calibration of field and laboratory instruments used to collect ground-water data.

Cutoff when notebook is full or when meter is taken out of service. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-06-01, Item 1400-20k

**1400-20l

Technical Memoranda. Technical memoranda issued by the Office of Ground Water that provide national guidance on the collection, processing, interpretation, and publication of ground-water data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-20l


WATER QUALITY AND OTHER ENVIRONMENTAL MEDIA



1400-30

Water Quality/Environmental Media Case Files. These records document data collection activities at water-quality monitoring stations at streams, rivers, reservoirs, wetlands, diversions, estuaries, springs, lysimeters, and wells. Includes the chemical and microbial properties of water, soil and sediment, biological tissues, and atmospheric deposition.



1400-30a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting permission to install a water-quality monitor or well, changes made to a site, the deepening or re-drilling of a well, or termination of a station. 

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-30a

1400-30b

Station Description. These records describe the physical characteristics and functions of the sampling station. They provide such information as date of establishment, location, types of equipment used, and drainage area served. Annotated maps and photographs may support these records.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30b

1400-30c

Site Inspection Reports. Forms or reports submitted by local observers or USGS personnel containing data on the operation of instrumentation, calibration of the instrumentation, and condition of the sampling site.

Cut-off after 10 years and transfer to FRC. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30c

1400-30d

Non-Continuous Water-Quality Records. Individual measurements made as part of a monitoring network or investigation, or for verification of data at a continuous record site.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30d

1400-30e

WATLIST Printouts. Computer printouts of measurement data generated by the USGS National Water Quality Laboratory.

Destroy one year after the project is completed or the data have been published.

N1-057-05-01, Item 1400-30e

1400-30f

Continuous Water-Quality Records. Continuous water-quality measurements (unit values for water temperature, pH, conductivity, dissolved oxygen, and turbidity) made using data loggers or Automatic Digital Recorders (ADR) as part of a monitoring network or investigation. Also includes data from satellite telemetry.



****1400-30f(1)

Original Digital Time-Series Data. Original digital time-series data that have been processed, reviewed, corrected as needed, and stored using the ADAPS subsystem of NWIS.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-30f(2)

Raw Electronic Data. The raw electronic data collected from the digital field recording instrument. The raw data are processed to produce the original digital time-series data stored in NWIS.

Destroy one year after the raw data have been inspected, verified, and published.

N1-057-08-04, Item 1400-01a

1400-30f(3)

Digital Punched Paper Tapes and Paper Charts. Unit value data collected using ADRs or other recording devices the use of which was discontinued in the late 1990's. Paper records are converted to digital files on a case-by-case basis to support future use.

Unit values recorded on tapes and charts are converted to digital files and entered into NWIS as funding allows. Destroy original paper records after conversion to digital files. Transfer remaining tapes and charts to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30f(3)

**1400-30f(4)

Primary Computations {unit values stored in NWIS or unit values retrievable from original source material 1400-30f(1)}. Computer printouts of unit values from NWIS at each recording interval.

Destroy one year after the data have been published.

N1-057-06-01, Item 1400-30f(4)

**1400-30f(5)

Primary Computations {unit values not stored in NWIS or are not retrievable from original source material 1400-30f(1)}. Computer printouts of unit values at each recording interval.

Transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-06-01, Item 1400-30f(5)

1400-30g

Discharge Measurement Notes. Instantaneous discharge measurements taken at ungaged sites at the time of water-quality sample collection. These notes should be added to the research or investigative project case file.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the project or at the end of the fiscal year for continuing projects. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30g

1400-30h

Sample History File. Contains field sheets; other field analysis and measurement results not included on the field sheet, such as ancillary data and alkalinity calculations; and Analytical Services Request (ASR) and rerun request forms.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30h

1400-30i

Field Quality Assurance (QA) / Quality Control (QC) Records. Includes but is not limited to Quality Assurance Project Plan (QAPP), supplemental QA field sheets, chain-of-custody forms, field QC measurements, and laboratory analysis of field QC samples.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30i

1400-30j

Meter Calibration Records. Notebooks or other records documenting the calibration of field and laboratory instruments used to collect water-quality data.

Cutoff when notebook is full or when meter is taken out of service. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30j

1400-30k

Sample Management. Includes sample-preservation test results and records on sample acceptance or rejection, storage and tracking, and disposal.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30k

1400-30l

Station Analysis. Documentation concerning factors that affect the analysis of a continuous record of water-quality data for a water year where the instrumentation is not associated with a streamflow gaging station or monitoring well.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-30l

**1400-30m

Technical Memoranda. Technical memoranda issued by the Office of Water Quality that provide national guidance on the collection, processing, interpretation, and publication of water-quality data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-30m


LABORATORY RECORDS



1400-31

Laboratory Records. Include, but are not limited to, processed and unprocessed data and calculated results for physical, chemical, and biological analyses of samples and specimens.  These data and results characterize rock, soil, sediment, water, and biota.  Included are impurities, volatiles, and contaminants in water, sediment, and other environmental media samples; sample-preservation test results; quality assurance (QA) / quality control (QC) data; calibration and method records; laboratory notebooks; and training records. Laboratories include the National Water-Quality Laboratory (NWQL), USGS research laboratories, and USGS District water-quality, sediment, and bacteriological laboratories. Includes taxonomic results generated by the NWQL. Also includes data and other records provided by non-USGS laboratories.



1400-31a 

Instrument and other Output. Original laboratory data generated by  the physical, chemical, or biological analysis of water, sediment, or other environmental media samples, including instrument output that not been fully exploited. Also includes data characterizing particle sizes, mineralogy, organic content, and other descriptors of samples of bedload, bed and bank sediment, and soil.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years or at the end of the project. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31a

****1400-31b

Laboratory Information Management System (LIMS). Used to store, track, and release analytical test results requested by the National Water Quality Laboratory (NWQL) customers through USGS National Program Offices and Science Centers. The database includes statistical process control information, data capture utility files, instrumentation results, Federal Financial System (FFS) information and account numbers, change sheets, Analytical Services Request (ASR) information, manual data entry forms, prep logbook information, analyst's quality control (QC) information, and daily e-mail reports to customers with sample login information. Tables in the LIMS are separated into three main categories - reference tables, working tables, and LIMS processing tables. LIMS database contains approximately 340 tables/4000 fields out of which 208 tables/2620 fields are scientific, 49 tables/532 columns are administrative (non-scientific), and 83 tables/832 columns are LIMS processing tables.



****1400-31b(1)

Inputs: Comes from two sources: electronic and manual input. Electronic input consists of reference data that comes from legacy information transferred from previous LIMS installations, reference data from the USGS National Water Information System (NWIS), user information from the Lotus Notes national server, and laboratory results transferred from analytical instrumentation; however, only records of scientific nature are transferred from LIMS into NWIS. Other electronic information comes from users within the NWQL in the form of word processing, spreadsheet, comma separated, and tab separated files generated from personal computers and containing setup and reference information for the LIMS. Manual input is generally entered directly into the LIMS database, but in the case of customer requested reruns, the manual data entry is directed at an intermediate database and then transferred electronically to the primary LIMS database. Manual input consists of data entered from ASR forms, which is the method used to initiate analytical requests from the NWQL; data from instrumentation that cannot be transferred electronically; requests for authorization to update results; and other various manual types of LIMS reference data and setup information using LIMS applications. ASR mandatory fields consist of: station ID, start date, start time, medium code, sample type, user code and district contact.

Apply disposition instructions for each type of input data or record as specified in USGS Water Resources Discipline's (WRD) Scientific Records Disposition Schedule 1400. N1-057-06-01, Item 1400-31b(1)

****1400-31b(2)

Master Data File: LIMS data are stored and accessed on several databases. Data are physically located on a production server, and a replicated database is available for web displays and reports with access by both internal and external sources. There is a production database which consists of a working database and an archive database. The working database contains historical LIMS data dating back to 1998; the archive database contains data generated between 1992 and 1997. Several other databases are used for development, maintenance, and testing of LIMS projects. Reference tables, which are fairly static, contain either information used for LIMS configuration and maintenance, or contain supporting reference information for the data contained in the working tables. The working tables are dynamic tables that contain information pertaining to the analytical requests of the laboratory and are used to store, monitor, and report information about those requests. Reference data includes information about analytical methods and analytes available, calculations, reporting data, rounding and censoring rules, prices, quality-control setup, instrument configuration, special projects, and laboratory structure. Out of these, 80% of the fields are scientific and 20% are non-scientific fields. Working data includes information about the samples, customers, requested analyses, status of requests, billing, analytical results, quality-control results, analytical batches, preparation results, sample containers, container condition, field test data, data release, laboratory reruns, and custom requested reruns. Working data contains 83% scientific fields, and 17% non-combination of the station identification number, sample start date, sample start time, sample medium, user code, sample end date, and sample end time. This information is then used to create a unique folder identification, which is then used as the initial linking field for information tied to that logical key.

Scientific data files are PERMANENT records. Transfer to NARA after LIMS database is discontinued and active reference ceases. For administrative information, delete 6 years after active reference ceases. N1-057-06-01, Item 1400-31b(2)

****1400-31b(3)

Outputs: Outputs for the LIMS can consist of a variety of formats and media including database export files, backup files, tape backup, e-mail, fixed format files, custom crystal reports, web pages, web reports, ad-hoc reports, LIMS screen displays, instrument control files, and printed reports. Output of completed analytical results can occur through LIMS displays, e-mail, and electronic file transfer to NWIS, or downloads from the User Sample Status web page. Billing information is sent monthly via a fixed format file to the FFS and billing summary information is posted weekly and monthly on the USGS visible NWQL web system. Reports can be generated in a variety of manners either by sending reports directly to a printer or by viewing the report using a crystal reports interface that allows users to either view, print, or export reports in variety of formats including spreadsheets, word processing files, csv, html, and straight text. The mandatory fields transferred from LIMS to NWIS include: sample integer, user code, agency code, station ID number, sample start date, sample end date, medium code, lab ID number, project code, aquifer code, sample type, analysis status, analysis source, hydrologic condition, hydrologic event, tissue sample ID, body part code, lab sample comment, field sample comment, sample time datum, time datum reliability code, parameter code, result value, quality assurance code, method code, rounding code, value qualifiers, report level, report level type, data quality indicator, null value qualifier, preparation set number, analytical set number, analysis date, preparation date, lab result comment, field result comment, and lab standard deviation. These transfers take place on a daily basis. Outputs of information to instruments consist of files that contain sample sequence information, instrument settings, sample information, preparation information, and field information.

Outputs are not stored within LIMS. However, outputs that support scientific interpretations should be retained as specified in the Water Resources Discipline's Scientific Records Disposition Schedule 1400. N1-057-06-01, Item 1400-31b(3)

****1400-31b(4)

Documentation: This consists of information relating to the data and the development and functionality of the data systems. This includes any testing procedures, quality checking guidelines, government or contractor created manuals and handbooks, records layouts, data elements definitions, code translation tables (codebooks) for coded data, and other related materials needed to interpret the system.

PERMANENT. Transfer to NARA with 1400-31b(2), the master data file, after LIMS is discontinued and active reference ceases.

N1-057-06-01, Item 1400-31b(4)

****1400-31b(5)

Backup Tapes: Backup is accomplished by loading on the test server first; then, compatibility is verified with the operating system. A thorough testing is then done against the supported applications using test data to verify that functionality is consistent. Backup is done nightly on all servers. Nightly system back-up dumps are done by a system administrator Monday through Thursday. Nightly hot back-ups are done for each data base; cold back-ups are done every Friday. These backup tapes are stored offsite.


Destroy when the identical record has been deleted from the 1400-31b(2) master data file or when replaced by a subsequent backup master data file.
N1-057-06-01, Item 1400-31b(5)

****1400-31b(6)

Vital Records Backup Vital records backed up from LIMS are kept for disaster recovery purposes only. Inventories of vital records are kept in accordance with USGS General Records Disposition Schedule, dated April 2003, Item 205-10.

Destroy and replace when superseded by newer copy. N1-057-06-01, Item 1400-31b(6)

1400-31c

Sample Management. Includes sample preservation test results, and records on sample acceptance or rejection, storage and tracking, and disposal.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31c

1400-31d

Laboratory QA/QC. Long-term monitoring of method performance, bias and variability, and data reviews.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31d

1400-31e

Laboratory Review. Reviews and corrective action responses, including but not limited to, performance evaluation studies, blind sample assessments, and audits.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31e

1400-31f

Material Records. Includes, but not limited to, results of testing sample preservatives, containers, lot numbers for reagents and standards, and contaminant-free water.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31f

1400-31g

Laboratory Notebooks. Records of the method performance, maintenance, and repair.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31g

1400-31h

Training Records. Training records and demonstration of capability specific for technical operations in a laboratory.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31h

1400-31i

Laboratory Certification Records. Documentation associated with attaining certification by international, national, or state agencies or organizations.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31i

1400-31j

Methods Validation Records. Documentation associated with development of new methods or demonstration that a laboratory can perform a published method.

Records are entered into NWIS if appropriate data fields are available. Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31j

1400-31k

Approval of Non-USGS Laboratories. Records pertaining to the approval and periodic review of non-USGS laboratories providing analytical services to USGS programs.

Cut-off after three years. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-31k

**1400-31l

Technical Memoranda. Technical memoranda issued by the NWQL that provide national guidance on the shipping, processing, and laboratory analysis of samples.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-31l


SEDIMENT RECORDS



1400-40

Sediment Case Files. These records document data-collection activities at sediment-monitoring stations and sites at streams, stream beds, stream banks, reservoirs, wetlands, diversions, estuaries, and springs.  Includes the physical, chemical, and biological properties of sediment, water/sediment mixtures, and soil.



1400-40a

Technical correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting permission to install a sediment-sampling station, changes made to a site, or termination of a station.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-40a

1400-40b

Station Description. These records describe the physical characteristics and functions of the sediment-sampling station. They provide such information as date of establishment, location, types of equipment used, and drainage area served. Annotated maps and photographs may support these records.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40b

1400-40c

Site Inspection Reports. Forms or reports submitted by local observers or USGS personnel containing data on the operation of instrumentation, calibration of the instrumentation, and condition of the sampling site.

Cut-off after 10 years and transfer to FRC. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40c

****1400-40d

Non-Continuous Sediment Records. Individual measurements made as part of a monitoring network or investigation, or for verification of data at a continuous record site.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-40e

Continuous Suspended-Sediment Records. Continuous measurements of suspended-sediment concentration made using automatic sampling devices and data loggers as part of a monitoring network or investigation.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

1400-40f

Discharge Measurement Notes. Instantaneous measurements taken at ungaged sites at the time of sample collection for the purpose of determining sediment discharge. These notes should be added to the research or investigative project case file.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the project or at the end of the fiscal year for continuing projects. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40f

1400-40g

Sample History File. Contains field sheets and notes, other field analysis and measurement results not included on the field sheet, and Analytical Services Request (ASR) and rerun request forms.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40g

1400-40h

Field Quality Assurance (QA) / Quality Control (QC) Records. Includes but is not limited to Quality Assurance Project Plan (QAPP), supplemental QA field sheets, chain-of-custody forms, field QC measurements, and laboratory analysis of field QC samples.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40h

1400-40i

Meter Calibration Records: Notebooks documenting the calibration of field and laboratory instruments used to collect data.

Cutoff when notebook is full or when meter is taken out of service. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40i

1400-40j

Sample Management. Includes sample-preservation test results, and records on sample acceptance or rejection, storage and tracking, and disposal.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-40j

**1400-40k

Technical Memoranda. Technical memoranda issued by the Office of Surface Water that provide national guidance on the collection, processing, interpretation, and publication of sediment data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-40k


BIOLOGICAL RECORDS



1400-50

Biological Case Files. These records document biological data collection activities at stations located at streams, rivers, lakes, reservoirs, wetlands, and estuaries. Includes algae, invertebrate, and fish community sampling information and results, and other information related to biological processes (i.e. stream metabolism). Includes taxonomic identification and enumeration conducted by project staff and including contracts therefor.



1400-50a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting sources of biological and other data, and notes from technical and other meetings.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-50a

1400-50b

Station Description. These records describe the physical characteristics and functions of the biological sampling station. They provide such information as date of establishment, location, types of equipment used, and drainage area served. Reconnaissance notes, site selection and cooperator information, annotated maps, and photographs may support these records.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50b

1400-50c

Site Inspection Reports. Reports submitted by local observers or USGS personnel containing data on the operation of instrumentation and condition of the sampling site.

Cut-off after 10 years and transfer to FRC. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50c

1400-50d

Permits/Permissions/Certifications. These records include collecting permits obtained to satisfy private, state, or Federal regulations; permissions from landowners to cross onto private property; and certifications to document technical capabilities for sampling methods and equipment.

Cut-off at the end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50d

1400-50e

Field Sheets. Field notes and environmental measurements taken at the biological sampling station or site, including station name and identification number, sample collector's name, date, time, environmental conditions, sample purpose, type of biota or medium sampled, sampling activities, types of habitat sampled, sampling methods, field water-quality measurements, solar path finder records, and the types of analyses requested.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50e

1400-50f

Discharge Measurement Notes. Instantaneous measurements taken at ungaged sites at the time of biological sample collection for the purpose of determining velocity and discharge.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the project or at the end of the fiscal year for continuing projects. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50f

1400-50g

Biological Data. Results of biological analyses, and taxonomic identification and enumeration conducted on-site or at the originating office. NWIS cannot accommodate most algae, invertebrate, fish, habitat, and associated ancillary data and metadata. Consequently, a separate computerized database, such as the Biological Transactional Database (BioTDB), is used to manage biological data.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50g

1400-50h

Field Quality Assurance (QA) / Quality Control (QC) Records. Includes but is not limited to Quality Assurance Project Plan (QAPP), supplemental QA field sheets, chain-of-custody forms, field QC measurements, laboratory analysis of field QC samples, and meter calibration records.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50h

1400-50i

Collection and Identification/Enumeration Methods. These records describe and document the sample collection methods, and if the identification and enumeration work is performed by project staff or contractors, the records describe the methods used, the classification system used, the taxonomist that did the work, and document the existence and location of voucher specimens. (Note: For the disposition of biological specimens see 1400-81.)

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50i

1400-50j

Sample Management. Includes sample-preservation test results, and records on sample acceptance or rejection, storage and tracking, and disposal.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-50j

1400-50k

Meter Calibration Records. Notebooks or other records documenting the calibration of field and laboratory instruments used to collect biological data.

Cutoff when notebook is full or when meter is taken out of service. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer .

N1-057-05-01, Item 1400-50k

**1400-50l

Technical Memoranda. Technical memoranda issued by the Office of Water Quality that provide national guidance on the collection, processing, interpretation, and publication of biological data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-50l


STREAM-CHANNEL AND GEOMORPHOLOGY RECORDS



1400-60

Stream-Channel and Geomorphology Case Files. These records document observations and data-collection activities conducted to characterize geomorphic surfaces, stream and stream-corridor morphologies, and the substrates and soils underlying each.  Where appropriate, includes information of biota that typifies ecological conditions.



1400-60a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting sources of data, and notes from technical and other meetings.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-60a

1400-60b

Site Description. Those documents that record and describe the physical characteristics and functions of the sampling site.  They provide information including date of initial records, location, types of equipment, markers, and monuments used, and drainage area.  Reconnaissance notes, site-selection criteria and land-ownership information, annotated maps, and photographs may provide supporting information.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60b

1400-60c

Site Inspection Reports. Reports submitted by USGS personnel and any other observers that contain data or observations on the characteristics of site features, such as surfaces, morphologies, hydrologic processes, and biota; changes in those features; and conditions of site equipment and monuments.  

Cut-off after 10 years and transfer to FRC. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60c

1400-60d

Permits/Permissions/Certifications. Records include collecting and measurement permits obtained to satisfy private, state, or Federal regulations; permission documents from landowners to cross onto private property; and certifications to document technical capabilities for sampling methods and equipment.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-60d

1400-60e

Field Sheets. Field notes made at the sampling site or stream reach, including site designation; location and description; observer's name; date; time; environmental conditions and habitat evaluation; purpose of measurements, samples, and observations; type of samples and biota collected or observed; sampling methods,  transect, section, and other field measurements; and types of analyses requested.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60e

1400-60f

Field Quality Assurance (QA) / Quality Control (QC) Records. Includes but is not limited to Quality Assurance Project Plan (QAPP), supplemental QA field sheets, chain-of-custody forms, field QC measurements, laboratory analysis of field QC samples, and meter calibration records.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60f

1400-60g

Laboratory- and Field-Analysis Results.  Include results of sieve analyses of sediment, soil, and substrate samples; pebble counts; transect and quadrant vegetation data; geometry measurements of landforms, channels, and channel bedforms; and dendrochronological observations and data that identify geomorphic and hydrologic processes and ages of surfaces, landforms, events, and plant cohorts.  Also included are soil-chemistry analyses, pollen analyses, isotope analyses, and related analyses of biotic matter.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60g

1400-60h

Sample Management. Includes sample-preservation test results and records on sample acceptance or rejection, storage and tracking, and disposal.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60h

1400-60i

Meter Calibration Records. Notebooks or other records documenting the calibration of field and laboratory instruments used to collect stream-channel and geomorphology data.

Cutoff when notebook is full or when meter is taken out of service. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-60i

**1400-60j

Technical Memoranda. Technical memoranda issued by national discipline offices that provide guidance on the collection, processing, interpretation, and publication of stream-channel and geomorphology data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-60j


WATER USE



1400-70


Water-Use Case Files. These records document water-use data collection activities. The data are used by other projects and are used to populate the aggregated database needed for periodic national, state, or regional water projects.



1400-70a

Technical Correspondence and Meeting Notes. These records may include, but are not limited to, letters or notes documenting sources of water-use data and notes from technical and other meetings.

Cut-off at the end of the fiscal year. Review every 10 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-05-01, Item 1400-70a

****1400-70b

Site-Specific and Aggregate Water-Use Data. Water-use data from hundreds of thousands of sites across the nation are managed using the Site-Specific Water Use Database System (SWUDS) subsystem of NWIS.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

1400-70c

Aggregate Water-Use Data. Water-use data from hundreds of thousands of sites and aggregated at the county, state, and national levels. Data are managed using the PC-based Aggregated Water Use Database System (AWUDS).

Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70c

1400-70d

Public Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage and withdrawal data, energy data files, quality-assurance (QA) / quality control (QC) records, questionnaires, and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70d

1400-70e

Domestic Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage and withdrawal data, energy data files, QA/QC records, questionnaires, and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70e

1400-70f

Industrial Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70f

1400-70g

Commercial Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70g

1400-70h

Mining Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70h

1400-70i

Livestock Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70i

1400-70j

Aquaculture Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70j

1400-70k

Irrigation Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, discharge, and energy data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70k

1400-70l

Hydroelectric Power Generation Water-Use Records. Records include field notes, data sources and other documentation, copies of turbine discharge data, QA/QC records, questionnaires, and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70l

1400-70m

Thermoelectric Power Generation Water-Use Records. Records include field notes, data sources and other documentation, copies of pumpage, withdrawal, and discharge data files; QA/QC records; questionnaires; and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70m

1400-70n

Wastewater Discharge Records. Records include field notes, data sources and other documentation, copies of discharge data, energy data files, QA/QC records, questionnaires, and location maps.

Records are entered into NWIS if appropriate data fields are available. Cut-off records at 5 year intervals. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-70n

**1400-70o

Technical Memoranda. Technical memoranda issued by national discipline offices that provide guidance on the collection, processing, interpretation, and publication of water-use data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-70o


MISCELLANEOUS HYDROLOGIC RECORDS



1400-80

Miscellaneous Hydrologic Records. Includes, but not limited, to precipitation, snow, humidity, evapotranspiration, air temperature, wind direction and speed, solar radiation, and soil moisture, or data from lysimeters, seepage meters, and extensiometers. The records may be continuous or periodic.



1400-80a

Station Description. These records describe the physical characteristics and functions of the hydrologic station for both continuous and non-continuous sites. They provide such information as date of establishment, location, equipment used, purpose of data collection, and area served. Annotated maps and photographs may support these records. Some of this information is entered into NWIS.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-80a

1400-80b

Non-continuous measurements. Individual measurements made as part of a monitoring network or investigation, or for verification of data at a continuous record site.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-80b

1400-80c

Continuous Measurements.  Measurement (unit value) data collected from digital field recording instruments such as electronic data loggers, satellite data-collection platforms (DCPs), and other telemetry systems, or Automatic Digital Recorders (ADRs) as part of a monitoring network or investigation.



****1400-80c(1)

Original Digital Time-Series Data. Original digital time-series data that have been processed, reviewed, corrected as needed, and stored using the ADAPS subsystem of NWIS.

PERMANENT. Maintained in NWIS.

N1-057-08-04, Item 1400-01b

****1400-80c(2)

Raw Electronic Data. The raw electronic data collected from the digital field recording instrument. The raw data are processed to produce the original digital time-series data stored in NWIS.

Destroy in agency one year after the raw data have been inspected, verified, and published.

N1-057-08-04, Item 1400-01a

1400-80c(3)

Digital Punched Paper Tapes and Paper Charts. Unit value data collected using ADRs or other recording devices the use of which was discontinued in the late 1999's. Paper records are converted to digital files on a case-by-case basis to support future use.

Unit values are entered into NWIS as funding allows. Transfer tapes to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-80c(3)

**1400-80c(4)

Primary Computations {unit values stored in NWIS or unit values retrieved from original source material 1400-80c(1)}. Computer printouts of unit values from NWIS at each recording interval.

Destroy one year after the data have been published.

N1-057-06-01, Item 1400-80c(4)

**1400-80c(5)

Primary Computations {unit values not stored in NWIS or are not retrievable from original source material 1400-80c(1)}. Computer printouts of unit values at each recording interval.

Transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-06-01, Item 1400-80c(5)

1400-80d

Measurement Records. Field data and other records collected during miscellaneous measurements.

Records are entered into NWIS if appropriate data fields are available. Cut-off at end of the fiscal year. Transfer records to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-80d

1400-80e

Station Analysis. Documentation concerning factors that affect the analysis of a continuous record of miscellaneous hydrologic data for a water year where the instrumentation is not associated with a streamflow gaging station or monitoring well.

Cut-off after 10 years and transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-80e

**1400-80f

Technical Memoranda. Technical memoranda issued by national discipline offices that provide guidance on the collection, processing, interpretation, and publication of miscellaneous hydrologic data.

Review every 3 years and destroy records that are superseded, obsolete, or no longer needed.

N1-057-06-01, Item 1400-80f

1400-81

Specimens. An individual item, part, or quantity typical of a larger mass, volume, group, or populations that has characteristics which categorize it as representative of part of a larger feature, element, or landscape process, and which, owing to susceptibility to deterioration, lacks permanence.  Specimens of water, ice, rock, soil, gases, and organic matter characterize the hydrologic, geologic, biological, and related environmental conditions at a site or area.  Examples include water containing volatiles or organic matter, soil distinguished by degradable chemical compounds or short-lived radionuclides, and preserved diatoms, macroinvertebrates , or soft animal tissue.

Store at originating office. Destroy or transfer to a non-USGS institution or venue when, owing to specimen deterioration or change in study needs, the specimen is determined to have no scientific value.

N1-057-05-01, Item 1400-81

1400-82

International Border Activity Records. Records documenting the activities of personnel conducting research, investigations, or data collection along the international border areas of the United States. Records may include minutes of meetings, technical reports, and the exchange and interpretation of data.

Cut-off at the end of the fiscal year. Transfer to FRC after active reference ceases. Destroy 100 years after transfer.

RCS/Item 1400-18a & NC1-57-83-5, Item 18a

1400-83

Boards of Control Reports. Annual reports of operations submitted by the Boards of Control established on a regional basis for compliance with the orders of the International Joint Commission and to ensure that agreements are fulfilled. These reports contain unpublished technical data of continuing value.

Cut-off at the end of the fiscal year. Destroy 10 years after cut-off.

RCS/Item 1400-19 & NC1-57-83-51, Item 19

1400-84

Compacts and Commissions Records. Annual reports of operations by interstate commissions established by multi-state compacts or Supreme Court Decree. These reports contain unpublished technical data of continuing value.

Cut-off at the end of the fiscal year. Transfer to FRC after active reference ceases. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-84

1400-85

Equipment Plans and Specifications. Narrative specifications for equipment with accompanying drawings, tracings, and blueprints for equipment developed by the USGS.

Cut-off at the end of the fiscal year. Transfer to FRC after equipment is superseded or obsolete. Destroy 100 years after transfer.

N1-057-05-01, Item 1400-85

**1400-86

Delaware River Master Historical Records. Includes any documents or records that relate to: 1) the establishment of the office, such as Supreme Court transcripts and decrees; 2) later state petition court records and decrees; 3) maps or other records used in court room presentations; 4) operation records of the Office of the Delaware River Master; 5) records on the appointment of the office to administer the provisions of the decree; and 6) copies of periodic reports to the U.S. Supreme Court.

PERMANENT. Cut-off at the end of the fiscal year or if accumulation is limited; cut off every 20 years. Transfer to NARA 30 years after cut-off.

N1-057-06-01, Item 1400-86

***1400-87

Yellowstone River Compact Commission Historical Records. Includes any documents or records that relate to: 1) the establishment of the Compact, such as Federal statues, Compact documents, and transcripts; 2) records on the appointment of Commissioners and technical committee members; 3) reports, maps, or other records presented to and/or used by Compact Commissioners and technical committee members; and 4) copies of periodic Compact meeting minutes, reports, and decisions.

PERMANENT. Cut-off at the end of the fiscal year or if accumulation is limited; cut off every 20 years. Transfer to NARA 30 years after cut-off.

N1-057-08-3, Item 1400-87


ELECTRONIC COPIES OF RECORDS



1400-90

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.



1400-90a

Copies that have no further 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.

N1-057-05-01, Item 1400-90a

1400-90b

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.

N1-057-05-01, Item 1400-90b

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