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NASA Procedures and Guidelines

This Document is Obsolete and Is No Longer Used.
Check the NODIS Library to access the current version:
http://nodis3.gsfc.nasa.gov


NPR 1441.1D
Effective Date: February 24, 2003
Cancellation Date:
Responsible Office: JA

NASA Records Retention Schedules (w/Change 5, 6/26/09)


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Table of Contents

This document is updated frequently; therefore, printed copies may be obsolete. Refer to the Change History Log at the beginning of NPR 1441.1 in the NASA Online Directives Information System (NODIS) for current version.

Pending New and Revised Schedules

Change History

Preface

P.1 Purpose
P.2 Applicability
P.3 Authority
P.4 References
P.5 Cancellation

Introduction

I.1 Records Management Required
I.2 Records Defined
I.3 NASA Records Retention Schedules
I.4 Managing Federal Records
I.5 Making Changes to the NRRS
I.6 Retiring Records
I.7 Electronic Records xxi
I.8 Primary Files Subject Identification Codes

NASA Records Retention Schedules (NRRS):

1. Chapter NRRS 1 Organization and Administrative Records
2. Chapter NRRS 2 Legal and Technical Records
3. Chapter NRRS 3 Human Resources (Personnel) Records
4. Chapter NRRS 4 Property and Supply Records
5. Chapter NRRS 5 Industrial Relations and Procurement
6. Chapter NRRS 6 Transportation
7. Chapter NRRS 7 Program Formulation Records
8. Chapter NRRS 8 Program Management Records
9. Chapter NRRS 9 Financial Management and Inspector General Records
10. Chapter NRRS 10 Records Common to Most Offices

Appendix A: Glossary
Appendix B: Subject Index to NRRS
Appendix C: Cross-Reference Index
Appendix D: Agency Filing Scheme
Appendix E: Crosswalk of NRRS 7 and 8 to New Program/Project Schedule Items July 9, 2004


Preface

P.1 Purpose

a. This NPR sets forth the retention periods of Federal records of the National Aeronautics and Space Administration (NASA). This revised edition has been correlated with the Agency Filing Scheme (Appendix A), which is the filing scheme for NASA, and the General Records Schedules (GRS) produced by the National Archives and Records Administration (NARA). The scope includes Privacy Act Systems of Records and record series previously omitted. Guidance has been provided in the areas of records retirements, transfers, and retrievals from Federal Records Centers (FRC), and disposal actions. Included are procedures for making changes to these schedules by addition of new items or revisions of current items.

b. The NASA Records Retention Schedules (NRRS) are a controlled publication and are revised continuously by record series title and item number changes. The most current approved version of this NPR is in the NASA Online Directives Information System (NODIS).

P.2 Applicability

The procedures and guidelines contained in this NPR are applicable to NASA Headquarters and NASA Centers, including component facilities, the Jet Propulsion Laboratory, and other contractors to the extent specified in their contracts.

P.3 Authority

a. 36 CFR, Chapter XII -- National Archives and Records Administration, Subchapter B -- Records Management.

b. 44 U.S.C., Chapters 29, 31, 33.

c. 44 U.S.C. Section 3501, et seq., the Paperwork Reduction Act of 1995 (Public Law 104-13), as amended.

d. 5 U.S.C. Section 552a, The Privacy Act of 1974, as amended.

P.4 References

a. NPD 1400.6F, NASA Records Management.

b. NPR 1600.1, Security Program Procedural Requirements

P.5 Cancellation

NPR 1441.1C, dated March 17, 1997.

/a/ Paul A. Strassmann
Acting Chief Information Officer


NASA Records Retention Schedules
Change History

Change Number

AFS

Schedule

Approved

Description/Comments

5.a 1216 1/23 06/26/2009 Item discontinued. Now covered under Schedule 1, Item 22.
5.b 1442 1/78A1 06/26/2009 Item discontinued. Now covered under Schedule 1, Item 78A1.
5.c 1600 1/97 06/26/2009 Added sub-item C, Emergency Data Records. Updated the retention authority for sub-items B and D to reflect the proper schedule for the records sighted.
5.d 1600 1/97.5 06/26/2009 Added newly approved NRRS 1/97.5, Protective Service Criminal Matter Records. Incorporated in this item is Traffic Management Records.
5.e 2000 2/2.3 06/26/2009 Added newly approved NRRS 2/2.3, Trademark Files.
5.f 2410 2/14D3 06/26/2009 Revised item 3 to add sub-items (a) and (b) to reflect the updated verbiage of GRS 20-11a(1) and a(2).
5.g 2800 2/27J2 06/26/2009 Administrative addition of verbiage to the item description to cover customer requests not covered elsewhere.
5.h 8730 8/41.5 06/26/2009 Added newly approved NRRS 8/41.5, Calibration and Metrology Records
5.i 9010 06/26/2009 Replaced the current AFS 9010, Introduction to the NASA Financial Management Manual with NASA Financial Management Requirements.
5.j 9090 06/26/2009 Replaced the current AFS 9090, Guidelines Applicable to Reimbursable Agreements with Reimbursable Agreements.
5.k 9095 06/26/2009 Added new AFS 9095, Working Capital Funds
5.l 9100 06/26/2009 Replaced the current AFS 9100, Agencywide Coding Structure (AWCS) with Financial Management and Budgeting Systems.
5.m 9130 06/26/2009 Replaced the current AFS 9130, AWCS Automated System or UPN (Unique Project Number) with Financial Management System
5.n 9140 06/26/2009 Added new AFS 9140, Budget Formulation System
5.o 9260 06/26/2009 Replaced the current AFS 9260, Revenue Accounting with Revenue and Liability Accounting
5.p 9310 06/26/2009 Replaced the current AFS 9310, Agency Reports with External Reports - Accounting
5.q 9311 06/26/2009 Added new AFS 9311, External Reports - Budget
5.r 9312 06/26/2009 Added new AFS 9312, External Reports - Miscellaneous
5.s 9315 06/26/2009 Added new AFS 9315, Internal Reports
5.t 9410 06/26/2009 Replaced the current AFS 9410, Budget Formulation and Execution - General with Planning, Programming, Budgeting, and Execution - General
5.u 9420 06/26/2009 Replaced the current AFS 9420, Preliminary Budget (Budget Review) with Budget Formulation
5v 9470 06/26/2009 Added new AFS 9470, Budget Execution
5.w 9500 06/26/2009 Replaced the current AFS 9500, Contractor Financial Management Reporting with Contractor Financial Management
5.x 9610 06/26/2009 Added new AFS 9610, Accounts Receivable
5.y 9615 06/26/2009 Added new AFS 9615, Accounts Payable
5.z 9631 06/26/2009 Added new AFS 9631, Disbursements
5.aa 9635 06/26/2009 Added new AFS 9635, Billing and collections
5.bb 9680 06/26/2009 Added new AFS 9680, Grants Financial Management
5.cc 9690 06/26/2009 Added new AFS 9690, Investments
4.a -- Introduction 01/31/2008 Additional procedural requirements for managing e-records have been added to I.7 to replace the placeholder that -more specific policy +for identifying and managing electronic records are under development by the Office of the NASA Chief Information Officer.+
4.b -- -- 01/31/2008 To update any references to UFI to AFS.
4.c 1216 1/22 01/31/2008 Added newly approved NRRS 1/22, Records of Management, Sub-item A2. Replaced the current NRRS 1/22 Sub-items B and C in their entirety with the newly revised and approved Sub-items B and C.
4.d 1380 1/39 01/3/2008 Replaced the current Schedule Item, NRRS 1/39, in its entirety with the newly revised and approved Schedule 1/39, House Organs. Job Citation: N1-255-94-1 was superseded by approved Job Citation: N-255-05-01.
4.e 1900 1/133J 01/31/2008 Removed NRRS 1/133, Sub-item J - Ethics Program Procedures Files in its entirety. Sub-item J was a duplication of Sub-item F. Sub-item K - Electronic Mail & Word Processing System Copies is now Sub-item J - Electronic Mail & Word Processing System Copes.
4.f 2031 2 01/31/2008 Added back in AFS 2031 - Subpoenas.
4.g 2032 2 01/31/2008 Added back in AFS 2032 - Expert Witness.
4.h 2033 2 01/31/2008 Added back in AFS 2033 - Depositions.
4.i 2040 2 01/31/2008 Added back in AFS 2040 - Taxes, Customs, & Duties.
4.j 2800 2/26D 01/31/2006 Updated the description to NRRS 2-26D - Legal & Regulatory Compliance Records, to reflect the correct description as stated in GRS 27-4.

3.a

1216

1/24

01/31/2006

Deleted NRRS 1/24. Item covered by NRRS 1/78G.

3.b

1380

1/38.5

01/31/2006

Revised the Retention Authority for NRRS 1/38.5 to incorporate changes made to the GRS 23-7.

3.c

1441

1/76.5

01/31/2006

Moved NRRS 1/76.5 back into NRRS 1/75A, Records Disposition, where it had originally been located.

3.d

1442

1/78G

01/31/2006

Added sub-items 4 & 5 and revised the Retention Authority for NRRS 1/78G to incorporate changes made to the GRS 23-7 to include e-mail messages.

3.e

1442

1/78G4 & G5

01/31/2006

Added Sub items NRRS 1/78G4 &G5 to incorporate changes made to the GRS 23-7.

3.f

1900

1/133A1 & A2

01/31/2006

Updated Sub item NRRS 1/133A1 & 2 to incorporate GRS 25-1(a) & (b). Title changed to "Ethics Program Implementation, Interpretation, Counseling, and Development Files." Sub-items A1 and A2 added to NRRS 1/133A.

3.g

1900

1/133C and D

01/31/2006

Added Sub-item C and D to NRRS 1/133 to incorporate GRS 25-3 and 25-4. NRRS 1/133C is "Ethic's Agreement Records." NRRS 1/133D is "Referrals and Notifications of Violations of Criminal Conflict of Interest Statutes and Other Potential Violations Files."

3.h

1900

1/133E1 & E2

01/31/2006

Added Sub-items E 1-2 to NRRS 1/133 to incorporate GRS 25-6(a) & (b). NRRS 1/133E is "Ethic's Program Review Files."

3.i

1900

1/133E3

01/31/2006

Added newly approved Sub-item for NRRS 1/133E3, "Agency Program Review Files." Describes specific NASA Ethics review records. GRS 25-6(b).

3.j

1900

1/133F-K

01/31/2006

Added Sub-items F-K to NRRS 1/133 to incorporate GRS 25-5, 25-7, 25-8, 25-9 & 25-10.

3.k

1900

1/134A1

01/31/2006

Updated wording to match GRS 1-2a(1).

3.l

1900

1/134B & C

01/31/2006

Added Sub-items B1 & 2 and C1& 2 to NRRS 1/134 to incorporate GRS 25-2b(1) & (2) and 25-2c(1) & (2). NRRS 1/134B is "Executive Branch Confidential Financial Disclosure Reports, Certificates, and related records." NRRS 1/134C is "Alternative or Additional Financial Disclosure Reports and related records."

3.m

2000

2/2A

01/31/2006

Updated descriptive language to include invention disclosure dockets and logs. No change in retention.

3.n

2000

2/2.5A & B

01/31/2006

Added Items 2.5A & B to NRRS 2 to incorporate GRS 1-27.

3.o

2081

2

01/31/2006

Updated Agency Filing Scheme to add AFS 2081--"Equal Opportunity Compliance."

3.p

2100

2/7A

01/31/2006

Series closed.

3.q

2100

2/7C

01/31/2006

Series closed.

3.r

2170

2/7G1(b)

01/31/2006

Series closed.

3.s

2170

2/7I2(a) and (b)

01/31/2006

Series closed.

3.t

2170

2/7I2(c)

01/31/2006

Added newly approved Sub-item NRRS 2/7I2(c), "Spinoff Publication, 2003 and continuing."

3.u

2190

2/7.5

01/31/2006

Added newly approved Item NRRS 2/7.5, "Export Control Program Records."

3.v

2220

2/8C1(a) and (b)

01/31/2006

Series closed.

3.w

2220

2/8C1(c)

01/31/2006

Added newly approved Sub-item for NRRS 2/8C1(c), "Publications and Materials Held/Maintained at CASI", Portable Document Format (PDF) copies.

3.x

2220

2/9A-C

01/31/2006

Series closed.

3.y

2220

2/9D

01/31/2006

Added newly approved Sub-item for NRRS 2/9D, "NASA STI Database".

3.z

2800

2/26

01/31/2006

Added NRRS 2/26, "Records of the Chief Information Officer" to incorporate GRS 27, items 1-5 and 8.

3.aa

2800

2/27

01/31/2006

Added NRRS 2/27, "Information Technology Operations and Management Records" to incorporate GRS 24.

3.bb

2830

2

01/31/2006

Added AFS 2830--"NASA Enterprise Architecture"

3.cc

2840

2

01/31/2006

Added AFS 2840--"IT Outsourcing"

3.dd

3940

3/61A

01/31/2006

Revised the Retention Authority for NRRS 3/61A to incorporate changes made to GRS 23-7.

3.ee

7123

7

01/31/2006

Added AFS 7123--"Systems Engineering".

3.ff

8600

8/27B and C

01/31/2006

Changed Sub-item 2 to B, "FDF Records Prior to STS-1". Changed Sub-item 3 to C, "ISS Operational records".

3.gg

8600

8/27C2 and C3

01/31/2006

Added approved Retention Authority for NRRS 8/27C2 and 3, "ISS Operational Records".

3.hh

8730

8/41.5

01/31/2006

Revised record description for NRRS 8/41.5, "Calibration and Metrology Records".

3.ii

8/101 thru 8/113

01/31/2006

Added newly approved Items NRRS 8/101 thru 8/113, "Program and Project Records".

3.jj

1000

10/4B

01/31/2006

Revised the Retention Authority for NRRS 10/4B to incorporate changes made to the GRS 23-7.

3.kk

1000

10/7A2 & B1

01/31/2006

Revised the Retention Authority for NRRS 10/7A2 & 10/7B1 to incorporate changes made to the GRS 23-7.

3.ll

AFS

01/31/2006

To better reflect records NASA actually generates and maintains, the subject descriptions were removed from the AFS for 2023, 2024, 2031, 2032, 2033, and 2040. The subject description was changed for AFS 2025 to "Alternative Dispute Resolution" and the subject description was added for AFS 2081, "Equal Opportunity Compliance".

3.mm

Appendix E

01/31/2006

Added Appendix E, "Crosswalk of NRRS 7 and 8 to New Program/Project Schedule Items".

2

--

--

5/7/04

To correct responsible office code per Change 55 to NPR 1000.3, The NASA Organization.

1.a

1170

1/16

11/24/03

Two Sub-items under Item 16 were noted as "A", changed the second Sub-item to "B. Copies of documents/records created by the Board...".

1.b

1180

1/18

11/24/03

Two Sub-items under Item 18 were noted as "B", changed the second Sub-item to "C. Records created after September 30, 1979...".

1.c

1216

1/25

11/24/03

Modified wording in Retention. Removed "or 2 years after the date years old". Wording was repeated and made the retention unclear.

1.d

1380

1/39/D1

11/24/03

Added information on publication name change from "HQ Bulletin" to "NASA Vision."

1.e

1380

1/39/I3

11/24/03

Added the following information back into the schedule, "[9/19/75 Combined Federal Campaign Issue]", after the line "01/10/75 - 9/19/75 Vol. 12, No. 1- No. 19".

1.f

1394

1/71D4

11/24/03

Added NRRS Sub-item 1/71/D4, "Library copies of films". Omitted of previous edition.

1.g

1394

1/71

11/24/03

Second Sub-item "D. Copies of this material..." and Sub-item "E. All other offices/copies..." of NRRS Item 1/72 were listed as part of NRRS Item 1/71. Corrected when NRRS Item 1/72 was added back into the Schedule.

1.h

1410

1/72

11/24/03

Added NRRS Item 1/72, "Formal Directives, NASA Management Instruction (NMI), Procedural, and Operating Manuals", and Sub-items "A. Headquarters - Agency Level", "B. Centers", and "C. Offices promulgating polices..." Omitted of previous edition.

1.i

AFS

1

11/24/03

Added AFS 1394 - Educational Services

Added AFS 1395 - Foreign Government Awards

Added AFS 1400 - Administrative Management

Programs

Added AFS 1410 - Directives Management Programs

Items omitted off previous edition.

1.j

1520

1/86

11/24/03

Two Sub-items under Item 86 were noted as "C", changed second Sub-item to "D. Line Art / Negatives / Plates".

1.k

1620

1/104

11/24/03

Modified wording in the Retention. Took out second occurrence of "disposed of when superseded" and added "or when no longer"

1.l

1800

1/126

11/24/03

Removed section which applied to Item 1/39/I3, "[9/19/75 Combined Federal Campaign Issue]".

1.m

1800

1/126

11/24/03

Added description for NRRS Item 1/126, "Health and Medical Reports". Omitted of previous edition.

1.n

1900

1/134

11/24/03

Modified wording in the Retention. Added wording

'...retained until no longer needed in" the investigation.

1.o

2000

2/1C

11/24/03

Deleted second occurrence of 2/1C, "Surety bond review files...".

1.p

2630

2/23B1(c)

11/24/03

Deleted second occurrence of NRRS 2/23B1(c), "Installation originating the photograph or slide...".

1.q

2630

2/23B1(d)

11/24/03

New Sub-item NRRS 2/23B1(d), "Damaged NASA Headquarters Still Photograph Collection", schedule approval pending.

1.r

3630

3/49

11/24/03

Changed Sub-item "D" to Sub-item "C. Donated Leave Program".

1.s

4210

4/8/C

11/24/03

New Sub-items 1 and 4 under NRRS 4/8C, Property Shipping Records.

1.t

4320

4/9/B/3

11/24/03

Changed "precedence" to "precedent", two occurrences noted.

1.u

Intro

5

11/24/03

Changed date in Introductory Paragraph from 1895 to 1958.

1.v

AFS

5

11/24/03

Added AFS 5138 - Federal Supply Schedule Contracting. Omitted of previous edition.

1.w

5101

5/6

11/24/03

Corrected typo in the Retention of "when to "with".

1.x

5330

5/35A2

11/24/03

Updated description wording on NRRS Item 5/35A2 from "manufacturing processes" to "manufactured components".

1.y

6110

6/3

11/24/03

Added the word "year" in the Retention. "Destroy 1 year after..."

1.z

6710

6/11

11/24/03

Two Sub-items were noted as "E", changed the first to "D. Vehicle Report Files".

1.aa

7000

7/1

11/24/03

Added final disposition instructions, approved but inadvertently omitted from previous versions.

1.bb

7020

7/4 A, B, &C

11/24/03

Modified wording in the Retention, changed "supersession" to "superseded" and "completion" to "completed".

1.cc

7900

7/25/B

11/24/03

Modified wording in the Retention. Took out "close of file or when no", added "longer needed. Records will be kept..." Words were repeated and omitted.

1.dd

8000

8/5/A1

11/24/03

Removed Sub-item letter "F" from Meeting Files

1.ee

8000

8/5/A1

11/24/03

Removed Sub-item letter "G" from Data Location Files

1.ff

8000

8/7

11/24/03

Removed sections that did not apply to this Item. Added NRRS Sub-item B1, Office of Primary Responsibility, omitted of previous edition. Deleted second occurrence of Sub-item 8/7B1 (a), "Paper Records" and (b), "Microfilm Records".

1.gg

8040

8/9

11/24/03

Added Sub-items "A. Program level" and "B. Project office level". Omitted of previous edition.

1.hh

8040

8/10

11/24/03

Removed sections that did not apply to this Item.

1.ii

8040

8/10

11/24/03

Changed items 3-7 to bulleted items.

1.jj

8100

8/13

11/24/03

Removed second occurrence of Item 13, "Advanced Manned and Unmanned Mission Studies".

1.kk

8100

8/14

11/24/03

Removed second occurrence of Item 14 "Summary Progress Reports (R&D)" with description.

1.ll

8100

8/15

11/24/03

Removed first set of Sub-items A-C, items belonged in NRRS Item 8/14.

1.mm

8100

8/15

11/24/03

Added NRRS Sub-item A2, "Pioneer 10". Omitted of previous edition.

1.nn

8100

8/15A3

11/24/03

Removed second occurrence of Sub-items 15A3, Pioneer 11 and 15A3(a), "Records consisting of progress reports...".

1.oo

8100

8/15B2

11/24/03

Removed second occurrence of Sub-item 8/15B2 "Pioneer 11".

1.pp

8100

8/15B3(b)

11/24/03

Changed items B-F to bulleted items.

1.qq

8100

8/15B3

11/24/03

Removed second occurrence of Sub-items 15B3 (a), "Ephemeris tape records..." and (b) "1978-1992 Records".

1.rr

8120

8/16

11/24/03

Added Item 16, "Project Control Files" and Item description.

1.ss

8200

8/18/B

11/24/03

Removed the three extra occurrences of this Sub-item 18B, "LDAR Records".

1.tt

8600

8/26B

11/24/03

Newly approved retention periods for NRRS 8/26B.

1.uu

8600

8/27

11/24/03

Series title and description wording revised for NRRS 8/27, and new sub-item 8/27/C added, to provide for ISS records.

1.ww

8600

8/27B

11/24/03

Changed items A-D to bulleted items.

1.xx

8600

8/27C

11/24/03

New Sub-item NRRS 8/27C, "ISS Operational Records", schedule approval pending.

1.yy

8680

8/36B

11/24/03

Removed retention from Sub-item B, retention already stated in Sub-items B1 and B2.

1.zz

8700

8/36.5

11/24/03

Newly approved retention periods for NRRS 8/36.5, "Safety and Mission Assurance."

1.aaa

8800

8/43B

11/24/03

Added Sub-item B.2 "Hazardous Waste Generators Report and Manifests," omitted from previous version.

1.bbb

8810

8/48B4 & (a)

11/24/03

Removed second occurrences of Sub-items 8/48B4 and 8/48B4(a).

1.ccc

8810

8/48D

11/24/03

Removed second occurrence of Sub-item 8/48D, "Master Plans".

1.ddd

9620

9/17

11/24/03

Updated lettering on Sub-Items from b-E to B-F. NRRS Item 9/17 had a Sub-item 'b' and "B".

1.eee

9800

9/26

11/24/03

Changed NRRS Item number from 9/23 back to 9/26, "Semiannual Report to Congress" and moved Item 9/26 from AFS 9910 to AFS 9800.

1.fff

9800

9/27

11/24/03

Changed NRRS Item number from 9/23 back to 9/27, "Indexes to Case Files" and moved Item 9/27 from AFS 9910 to AFS 9800.

1.ggg

9890

9/24.5

11/24/03

Changed NRRS Item number from 9/24 to 9/24.5, "Inspections and Assessments Files" and changed Sub-items from 1-5 to A-E.

1.hhh

9960

9/27

11/24/03

Changed NRRS Item number 9/27 back to 9/29, "Audits of Contractors".

1.iii

1 through 10

11/24/03

Various typos corrected.

Formatting updated to correct fonts and spacing.

Shading added to AFS numbers that are currently unscheduled.

Cell lines turned off within Item and Sub-items.

Global completed to replace all instances of "superceded" with "superseded".

Global completed to replace all instances of "CRF" with "CFR".


Introduction

I.1 Records Management Required

All Federal employees are required by law and Agency policy to maintain and preserve records. Federal Regulations 36 CFR Part 1220 and 1222, along with NASA Policy Directive (NPD) 1440.6F, NASA Records Management, state the requirement. The heads of Federal agencies are responsible for preventing any unlawful alienation, alteration, removal, or any accidental or unauthorized destruction of records, including all forms of mutilations. In addition, they are responsible for ensuring that all employees are aware of these provisions in the law and that any such action be reported to them or the Agency Records Officer.

I.2 Records Defined

The statutory definition of Federal records is contained in 44 U.S.C. Section 3301 and is referred to in the National Archives and Records Administration (NARA) Regulations: 36 CFR Part 1220.14 and 1222.12. The Definition of Federal records in 44 U.S.C. Section 3301 is--

As used in this chapter, "records" includes all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an Agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that Agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included.

a. Federal Record and Nonrecord Differentiated

Each person needs to determine if material (e.g., book, papers, documents, records) is "record" or "nonrecord."

(1) "Nonrecord materials are those Federally owned informational materials that do not meet the statutory definition of records (44 U.S.C. Section 3301) or that have been excluded from coverage by the definition. Excluded materials are extra copies of documents kept only for reference, stocks of publications and processed documents, and library or museum materials intended solely for reference or exhibit." (36 CFR1220.14)

(2) Documentary materials are records when they meet both of the following conditions.

(i) They are made or received by an agency of the United States Government under Federal law or in connection with the transaction of agency business; and (ii) They are preserved or are appropriate for preservation as evidence of agency organization and activities or because of the value of the information they contain.

(3) Some nonrecord examples are vendor catalogs and trade journals, copies of agency directives maintained by other than the issuing component(s) of the agency, a letter received by an employee concerning his/her personal business.

b. "Permanent" and "Temporary" Federal Records Differentiated

(1) Permanent record means any Federal record that has been determined by NARA to have sufficient value to warrant its preservation in the National Archives of the United States. Permanent records include all records accessioned by NARA into the National Archives of the United States and those for which the disposition is permanent as approved by NARA via a Standard Form (SF) 115, Request for Records Disposition Authority. Permanent records are those appraised by NARA as having sufficient historical or other value to warrant continued preservation by the Federal Government beyond the time they are needed for administrative, legal or fiscal purposes.

(2) A temporary record is any record which has been determined by the Archivist of the United States to have insufficient value (on the basis of current standards) to warrant its preservation by the National Archives of the United States. Temporary records are approved by NARA for disposal, either immediately or after a specified retention period. NARA determination may take two forms.

(i) A series of records designated as disposable in an Agency records disposition schedule approved by NARA (via SF 115); or

(ii) A series of records designated as disposable in a NARA General Records Schedule (GRS).

NOTE: Procedures in this NPR and the dispositions set forth are not applicable to library materials or reference documents normally housed in libraries. Such materials, contained in a library, are considered to be nonrecord.

I.3 NASA Records Retention Schedules

The NASA Records Retention Schedules (NRRS) are divided into the following 10 subject categories, which are correlated, to the Agency Filing Scheme (AFS).

• Organization and Administrative
• Legal and Technical
• Human Resources - Personnel
• Property and Supply
• Industrial Relations and Procurement
• Transportation
• Program Formulation
• Program Management
• Financial Management and Inspector General
• Common Records

Schedule 1, "Organization and Administrative Records" and, Schedule 10, "Miscellaneous Records Common to Most Offices," will be used by all offices. Schedules 2 through 9 will be used according to office function/operation. The schedules are arranged into four separate, distinct, columns:

AFS # ITEM SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORDS SERIES
RETENTION
<Authority>
COLUMN ONE AFS # is the number for the Subject Area in column three. This column will also show the AFS # for the Record Series described in column three.
COLUMN TWO ITEM is a reference number given to the series of records descriptions in the third column. These numbers are used when completing SF 135, Records Transmittal and Receipt, for transferring records to a Federal Records Center (FRC).
COLUMN THREE DESCRIPTION OF RECORD SERIES identifies each category and series of records. The Office of Primary Responsibility (OPR) is also indicated along with specific center instructions, if necessary.
COLUMN FOUR RETENTION indicates the required period of time the records must be maintained by NASA and by the FRC's. Authority provides the NARA Job Number that approved the disposition and retention for the Records Series described. NOTE: the statement "RETIRE TO FRC" can be interpreted as "MAY RETIRE TO FRC OR APPROVED FACILITY." The Center Records Manager approves the storage Facility.

I.4 Managing Federal Records

It should be understood that NASA, as a Federal Agency, is responsible for managing its records, subject to statutory and regulatory restraints. Good records management requires that as soon as records are no longer needed, archival needs must be recognized and the NASA installation records management program must be followed to ensure that records are appraised, transferred, and disposed of efficiently and economically.

a. Two major record categories.

All Agency records (Federal Records) fall into one of two categories as follows:

(1) Administrative Records

These records document administrative functions common to all agencies, regardless of Agency programs, such as personnel, payroll activities, supply and procurement, space, and communications management. Also, they may be involved in General Accounting Office (GAO) audits of accountable officers' accounts when they shed additional light on collection and disbursement transactions or are part of the "audit trail." For example, in an Agency industrial activity, time cards may be used to examine questionable payroll transactions. Administrative records may also be involved in GAO audits that relate to larger Agency programs or administrative activities.

(2) Program Records

These records reflect the substantive missions and programs of the Agency consisting of standard internal management controls, including those relating to policies, organization, duties, functions, planning, procedures, information systems, and expenditure controls. These records also relate to specific activities carried out by the Agency, such as "Mission" records that relate to decisions about the Space Shuttle program and its operations.

b. Cutoff

The cutoff date is an important part of the retention period because it is the date of the record or document that starts the calculation of the retention period. It is the date to use to start calculating the disposal period (years, months, days). Breaking or ending files at regular intervals, usually at the close of a fiscal or calendar year or date of an action, permits their disposal or transfer in complete blocks and, for correspondences files, facilitates the establishment of new files. Case files are generally cut off at the end of the year in which the case is closed. Cutoff is sometimes referred to as file cutoff or file break.

c. Records disposition

Inactive records, which have a long retention time, can be transferred to a FRC for safekeeping. Material will be transferred to installation staging areas, if appropriate, and ultimately to the FRC in accordance with the procedures and instructions set forth at each Center. Medium requiring special conditions, i.e., temperature, humidity, or handling, does not need to go to a staging area prior to shipment if such area will compromise the special conditions required.

d. Retention deviations

The "RETENTION" period shown in the Schedules for a record or series of records is the approved retention period that NASA has received from NARA. If your records need to be kept longer or need to be destroyed sooner than the retention period authorized, you must contact your Center Records Manager (RM) to discuss the requirements for an exception to the authorized retention period. There is no standard procedure for requesting an exception. The Center RM will need to assist you.

I.5 Making Changes to the NRRS:

Occasionally the creation of new record types and changes to current record descriptions and retention periods occurs. When this occurs, NPR 1441.1 needs to be updated. Updates need to be made to the NPR quickly and as often as needed to keep the NPR accurate in providing guidance to the Agency's personnel. To facilitate the timely updating of the NPR, a process of submitting and reviewing proposed schedules that does not utilize the full Directives Management System review and approval process for each change will be followed. The steps below describe this process and identify the actions and action officer for each step. After the proposed schedules pass the review process, an update entry will be made to NPR 1441.1 including an entry in the Change History log. It should be noted that periodically the complete NPR will be submitted and processed through the full Directives review process for formal approval.

NRRS Change Proposal Process

This process should be followed when a record or records series cannot be identified in either NPR 1441.1, as revised, or the NARA GRS. Records of this nature are considered "unscheduled." Unscheduled records stay in the unscheduled state until approval from NARA is granted. Unscheduled records are managed as though "Permanent," meaning they cannot be destroyed until NARA has appraised them and a new schedule has been established.

When the Record Owner determines that a type or series of records either does not exist in this NPR or needs modification, the Record Owner is to contact the NASA Center RM to help develop a proposed schedule for the records. The RM will assist the Record Owner in completing a NASA Form 1418.

All proposed changes and recommendations must be submitted on NASA Form (NF) 1418, Proposed Change to NASA Records Retention Schedules, through the Installation Records Manager to the NASA Records Officer, NASA Headquarters. See Figure 1 for example; use current version of form for submittal.

Each Center may have its own supplemental procedures for developing proposed schedules, but should at least follow the steps below.

Step Action Officer Action
1 Record Owner Coordinate with Center Records Manager to develop the proposal to either revise an existing schedule or create a new schedule. This includes determining the functions and activities documented by the records to be scheduled, developing an inventory of the records including a description of the records, informational content, their use, medium, location, volume and inclusive dates. In addition, evaluate the period of time the Agency requires use of each specific record series or system by reference to its uses and value to operations or legal obligations. Based on Agency needs, formulate specific recommended disposition instructions for each record series or each part of an automated information system. Include file breaks, retention periods including length of time to retain onsite, instructions for retirement of records to a FRC, when appropriate, retention period before destruction of temporary records or transfer of permanent records to the National Archives. Recommend retention periods taking into account the rights of the Government and the rights of those directly affected by Agency actions. The above information is used to submit a NASA Form 1418 with supplemental attachments, if necessary.
2 Record Owner Submit NASA Form (NF) 1418 to the Center Records Manager for review and approval.
3 Center Records Manager (RM) Review the NF1418. This review includes checking the GRS for an already established retention schedule appropriate for the records. RM should also coordinate all proposed changes with other officials and offices creating and maintaining similar records at the Center.
4 Center RM If a GRS schedule exists, notify the Record Owner and determine whether the current retention period is adequate for the records.
5 Center RM If a GRS schedule does not exist or is inadequate for Agency needs, coordinate a review of the proposed change to the NRRS by the Center Chief Counsel or legal organization.
6 Center RM If the proposal is disapproved, the Center RM notifies the Record Owner and works with the Record Owner to correct the problem.
7 Center RM If the proposal is approved, forward the completed NF1418 and any attachments to the other Center RM(s) for review and comments (3-4 week review period).
8 Other RM(s) Each Center RM should determine if the records described in the proposal are applicable to that Center. If they are, that RM should have the appropriate organization review and provide comment on the proposal.
9 Originat-ing Center RM Consolidate all Center comments into one response and send to the NASA Records Officer with the completed NF1418 and attachments. If a Center has no comments, a "no comments" notice will be included in the package.
10 NASA Records Officer Review the proposal, making any modifications needed based on current NARA and/or Government Accounting Office general guidance.
11 NASA Records Officer Send the revised schedule to the Headquarters General Counsel Office for review.
12 HQS General Counsel Office Review proposed schedule and submit comments to the NASA Records Office. If the General Counsel has no comments, a "no comments" reply should be sent to the NASA Records Officer.
13 NASA Records Officer Disposition comments, if any, and finalize the schedule, complete Standard Form 115, and forward the package to NARA for review and approval.
14 NASA Records Officer While NARA is reviewing the proposed schedule, the NASA Records Officer will add the proposed schedule, as a change to NPR 1441.1 with a "Handle as Permanent Pending Retention Approval" label on the records series. Adding the proposed schedule to NPR 1441.1 indicate to NASA personnel that the series of records has been identified, that the record disposition or retention is awaiting approval (records cannot be destroyed), and (with Center RM approval) the records may be sent to an FRC for storage as unscheduled records. In addition, the entry to the NPR will act as a reminder for the NASA Records Officer of schedules that are at NARA for review, facilitating periodic follow up with NARA.
15 NASA Records Officer If the proposed schedule is a modification to the Retention area of a current approved schedule the Records Officer may leave the current approved schedule in NPR 1441.1 until the new modified schedule is reviewed by NARA. Or the Records Officer may replace the current schedule with the proposed schedule as a change to NPR 1441.1 with a "Handle as Permanent Pending Retention Approval" label on the records series.
16 NARA Review the proposed schedule and either approve or disapprove it.
17 NASA Records Officer If NARA disapproves the proposed schedule, work with NARA and submitting Center to make necessary modifications to obtain NARA approval. Coordinate any additional NASA reviews required because of the changes.
18 NASA Records Officer Upon NARA approval of the proposed schedule, replace the "Handle As Permanent Pending Retention Approval" label with approved retention. Provide notice of NARA approval to all Center Records Managers. Update the NPR Change History page accordingly. The updated NPR does not have to go through the full NODIS approval process at this time.
19 NASA Records Officer If the schedule approved by NARA, was a modification to an existing approved schedule, the Records Officer will replace the current schedule with the new version approved by NARA and update the Change History page. The updated NPR does not have to go through the full NODIS approval process at this time.
20 NASA Records Officer Every 2 years, analyze NPR 1441.1 to determine the number of updated/new record series changes to the NPR. If more than 50 have been made, submit a revision to NPR 1441.1 for formal processing and approval. At a minimum, a submit a revised NPR for formal approval every 10 years.

Submit proposed changes and recommendations on NASA Form 1418, Proposed Change to NASA Records Retention Schedules, through the Center Records Manager who will forward it to the NASA Records Officer, NASA Headquarters. See Figure 1 for example; use current version of form for submittal.

Fig. 1 NASA Form 1418
PDF -- ftp://ftp.hq.nasa.gov/forms/pdf/nf1418.pdf
Informed -- ftp://ftp.hq.nasa.gov/forms/form/nf1418.itp

I.6 Retiring Records

a. When to retire records

Inactive or semi active records that have a minimum retention period of at least 3 years should be retired. Files referred to not more than once a month are considered to be inactive and should be retired to less expensive storage space at either a center staging area, if available, or to one of the approved FRC. NOTE: Transitory or nonrecords items cannot be retired to an FRC.

b. Starting the process

Contact the Center RM who will assist in the preparation of the necessary paperwork, i.e., center forms, SF 135, SF 115. The required form will be completed for every group of records retired to staging areas, FRC's, another centers, another Federal Agency, and for records transferred directly to the NARA.

Sufficient copies of the appropriate forms will be made to meet local, shipping, and FRC/NARA requirements. One copy of all SF 135's documenting permanent records will be forwarded to the NASA Records Officer. SF 135's sent to the NASA Records Officer must include the Accession Number and the records group number. [See Figure 2 for sample SF 135 for NASA Headquarters.]

Note that the only record that NASA retains to describe records either retired or transferred to an FRC or NARA is the SF 135 and SF 115 [See Figure 3]. This document is vital to retrieving documents/materials at a later time. The records must be accurately and adequately described on the SF 135/115 to ensure proper scheduling and potential retrieval.

c. Packing instructions

Records are retired in special record boxes, each holding approximately one cubic foot, and may be obtained through the Center RM. Boxes will accommodate letter or legal sized material. There are special boxes which will accommodate magnetic tapes, microfiche, or flat drawings, see your Center RM for these boxes. Boxes other than records boxes cannot be used because of shelving restrictions and specifications at FRC's.

Fig. 2 - SF-135
Current version at:
Informed -- ftp://ftp.hq.nasa.gov/forms/form/sf0135.itp
PDF -- ftp://ftp.hq.nasa.gov/forms/pdf/sf0135.pdf

Fig. 3 - SF-115
Current version at:
Informed -- ftp://ftp.hq.nasa.gov/forms/form/sf0115.itp
PDF -- ftp://ftp.hq.nasa.gov/forms/pdf/sf00115.pdf

d. Basic guidance

Before any efforts are undertaken to retire records, contact the Center RM for instructions and assistance.

(1) Preparing records for transfer:

(i) Remove all nonrecord material and extra copies;

(ii) Separate records into appropriate series/collections. A series is "a block of records having the same disposition authority and date." Each item or sub item in this schedule represents a series.

(iii) Retire each series as a separate accession. Mixed series are not to be accepted without an approved exception letter generated by the NASA Records Officer. Accessions must consist of at least one box.

(2) Packing records:

(i) Use the proper size box when packing records. Consult the Center RM for boxes.

(ii) Follow assembly instructions provided with boxes. Leave approximately one inch of space in each box for working with the files more if additional files will be added later. Send only completed or closed files. This prevents separation of file documentation and reduces the amount of vacant space in the box. Leave all guides and tabs in the records if they will assist FRC staff in servicing or retrieving the records.

(iii) Do not overpack boxes. NEVER place records/material on the bottom, side, or on top, of other records in the box. NOTE: FRC's will not accept boxes that are not full or padded. This prevents records from sliding or falling out of folders during shipment.

(iv) Pack records, in existing file arrangement, in the box with the folders in an upright position.

(v) Do not seal the boxes with tape. Fold flaps as instructed.

(3) Labeling and shipping

(i) After receipt of an approved SF 135 by the Center Records manager, the Accession Number given is written on the upper left corner of each box in the accession.

(ii) The Agency box number is written on the upper right corner, beginning with Box Number 1 and includes the total number of boxes in the accession (see Labeling and Box Markings for Shipment figure).

(iii) Do not use labels to supply additional information. Accession numbers and box number must be written directly onto the box with a felt tip marker.

(iv) Center RM will arrange for shipment within 90 days after receipt of the approved SF 135. If retirement cannot be made within this period, contact the RM. Unexplained delays of more than 90 days will result in the FRC canceling the accession number and returning the SF 135. The entire approval process will have to be started over. This requires the resubmission of paperwork, obtaining approval for shipment and renumbering the boxes with a new accession number.

Labeling and Box Markings for Shipment

(4) Restrictions

SECRET and CONFIDENTIAL records, coming under the General Declassification Schedule, can and should be retired to FRC's whenever the records are eligible.

TOP SECRET or EXEMPT records from the General Declassification Schedule are NOT eligible for retirement.

CLASSIFIED material may not be retired mixed with unclassified material. Folders or records containing classified material must be segregated from those containing unclassified material and must be retired in separate boxes under different accession numbers.

Consult Chapter 5 of NPR 1600.1, Security Procedures and Guidelines for minimum standards, procedures, specifications, and guidelines for the protection of classified information in NASA's possession.

* Accessioning Security Classified Records:

a. When the SF 135 is filled out, Item 1 will show the highest level of classification of any of the records in any box included in the accession.

b. In the column "Description of Records with Inclusive Dates," the following certification will be typed and signed by the head of the office retiring the records:

This certifies that the records in this accession are subject to the General Declassification Schedule, and all automatic downgrading actions possible have been taken and the documents re marked accordingly. Based on the most recent date of publication of the highest classified document in this accession, all of the contents of the boxes become unclassified on December 31, XXXX.

--------------------------------------------------------------
Typed name and signature of Office Head or authorized designee.

c. Care must be taken in describing classified records on the SF 135 to be sure to exclude classified information from the description.

(5) Retrieval

Records can be retrieved from both Center staging areas and FRCs. Requests should be made by completing Optional Form 11 (OF 11), Reference Request Federal Records Center [see Figure 4].

When completing an OF 11, provide complete delivery information, your name and telephone number, building name, and street address. Always furnish the accession number, Agency box number, location (if known), and the nature of the service, i.e., temporary withdrawal, search, permanent withdrawal. The original copy of the OF 11 is used to service the request and the last copy is used to charge out the records. This middle copy is used as a suspense copy for the Agency, except when the records are security classified. NOTE: Records classified "Secret" or higher, the Agency will send all copies of the OF-11 and will retain a photocopy of the form for suspense purposes.

Boxes or individual folders (if properly identified) may be obtained. Use a separate OF 11 for each folder or box requested from a different accession. Two or more contiguous items, folders, or boxes, however, may be treated as one item and requested on one OF 11.

If records are being requested under the provisions of the Freedom of Information Act or the Privacy Act, make a notation to that effect in the "Remarks" section of the OF 11 to ensure priority handling and immediate return.

Any records withdrawn from an FRC should be returned. When boxes or records are withdrawn, all folders should be refiled in their proper place in the boxes before being returned. The borrower is responsible for returning the records as soon as they are no longer needed. If records (boxes or folders) are withdrawn and are not to be returned, the borrower must notify the Center RM, who will so notify the FRC, so that records can be annotated that it is a "permanent" withdrawal. This permits the FRC to reuse shelf space if the withdrawal involves boxes.

Fig. 4 OF 11
Current version available at:
Informed -- ftp://ftp.hq.nasa.gov/forms/form/of0011.itp
PDF -- ftp://ftp.hq.nasa.gov/forms/pdf/of0011.pdf

I.7 Electronic Records

a. Electronic records and records systems

(1) Electronic record defined

An electronic record (e-record) is any information (including e-mail or a digitized copy of a paper record) that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record in 44 U.S.C. 3301.

(2) Electronic records systems defined

Electronic record systems are those information systems that produce, process, or store records by using a computer.

b. Managing and disposing of e-records

(1) Requirement

All e-records (regardless of physical format or electronic/computer file format) shall be scheduled, managed and dispositioned in accordance with approved retention schedules, just as any other record. The same policies and procedures that apply to other record mediums also apply to electronic records with a few exceptions. These exceptions are based on the need to have information about the system, the media being used, and the data being acquired.

(2) Responsibility for managing e-records

Until the Agency implements a records management application for automated capture and management of e-records, individual employees and organizations shall be responsible for the appropriate capture, storage, and disposition of records they receive and create.

(3) Using the NASA Records Retention Schedules (NRRS) for e-records disposition

Many NRRS items, including those with retentions authorized under NARA General Records Schedules (GRS), are considered media-neutral allowing use with all formats, including e-records. Exceptions are outlined in 36 CFR 1228.31 and GRS 20, Items 2 and 3. Authority for each NRRS item may be found at the end of its disposition instructions.

(4) Disposition of hard copy records used to create e-records

Hard copy records may be captured in part or in whole through data entry from paper forms or converting documents into e-record format. Disposition of the hard copy source records shall be dispositioned in accordance with GRS 20, Item 2.

(5) Managing electronic mail messages

(a) Electronic mail (e-mail) messages as records. E-mail is simply a different format for the communication method known as -correspondence.+ Depending on their subject matter, e-mail messages may qualify as unique NASA records. E-mail messages that qualify as Federal records shall be managed as such.

(b) Scheduling e-mail messages. The important -first cut+ of determining substantive (as described below) vs. non-substantive e-mail messages needs to be made with careful judgment.

(i) Some e-mail messages contain important information: NASA business discussion, decisions/direction, annotation, opinion, debate, and commentary. Such messages should be considered substantive in nature. Manage substantive e-mail in one of two ways: either according to the retention schedule for other records on that subject, or, in the case of NASA management e-mail, as management correspondence under NRRS 1/22 -Records of Management.+

(ii) Other e-mail messages are transient in nature or non-substantive in content. Many messages simply transmit attachments. In such cases, the attachments may be records, but the e-mail message itself may be similar to a paper routing slip. Manage and dispose of all non-substantive e-mail in accordance with NRRS 1/78G -Transitory Files.+

(6) Transferring permanent e-records to the National Archives

(a) Record transfer instructions. NARA continually broadens the scope of formats in, and electronic methods by, which permanent records may be transferred to the National Archives. At publication of this document revision, acceptable electronic formats and methods for transfer to the Archives include:

(b) Record transfer media. At present, acceptable media by which to transfer records to the Archives are:

(c) Further records transfer information. Detailed transfer standards and methods are available at CFR 1228.270 -Electronic records,+ particularly subparagraphs (c)(1), (2) and (3). See http://www.archives.gov/about/regulations/part-1228/l.html.

Watch for information about future standards and acceptable transfer formats at NARA+s Web site for electronic records guidance http://www.archives.gov/records-mgmt/initiatives/erm-guidance.html. When NASA electronic permanent records are due for transfer to the National Archives, contact your Center Records Manager who will check the most recent requirements from NARA and work with you and the Archives to reach agreeable transfer format and process instructions.

Fig. 5 SF 258, "Agreement To Transfer Records To
The National Archives of the United States"
Current version at:
Informed -- ftp://ftp.hq.nasa.gov/forms/form/sf0258.itp

I.8 Primary Files Subject Identification Codes

1000-1999 ORGANIZATION 5000-5999 PROCUREMENT
General 1000 Procurement/Small Business/Industrial 5000
Organizational Structure 1100 Procurement (Contracts) 5100
Internal Management Controls 1200 Contractor Labor Relations 5200
External Relationships 1300 Reliability and Quality Assurance 5300
Administrative Management Programs 1400 Contractor-Held Government Property 5400
Administrative Services 1500 Patent Waiver 5500
Security 1600 Statement of Work 5600
Safety 1700 Awards, Inventions, and Contributions 5700
Occupational Health 1800 Grants and Cooperative Agreements 5800
Standards of Conduct 1900 Contractor Financial Management & Reporting 5900
2000-2999 LEGAL AND TECHNICAL 6000-6999 TRANSPORTATION
Law and Legal Matters 2000 General 6000
Technology Utilization 2100 Commercial Freight Services 6100
Scientific and Technical Information 2200 Traffic Management Programs 6200
Management Information Systems 2300 Transportation of Unusual or
Automatic Data Processing Management 2400 Hazardous Cargo 6300
Communications 2500 Preparation and Handling of Cargo 6400
Photographic Services Management 2600 Special Airlift Services 6500
Information Technology Management 2800 Transportation & Transport Engineering 6600
Motor Vehicle Operations and Management 6700
Passenger Transportation 6800
3000-3999 PERSONNEL 7000-7999 PROGRAM FORMULATION
Human Resources/Personnel General 3000 General 7000
Executive Human Resources Management 3100 Research & Development Planning & Approval 7100
Personnel Provisions 3200 Institutional Planning & Approval 7200
Employment 3300 Facility Planning & Approval 7300
Employee Performance and Utilization 3400 Approval, Mgt. of Financial Reports (R&D) 7400
Position Classification, Pay, and Allowances 3500 Commercialization 7500
Time and Attendance 3600 Program Operating Plans 7600
Personnel Relations and Services 3700 Human Resources Utilization 7700
Insurance and Annuities 3800 Resources Authority Allocation System 7800
General and Miscellaneous 3900 Aircraft Operations & Management 7900
4000-4999 PROPERTY AND SUPPLY 8000-8999 PROGRAM MANAGEMENT
Property and Supply 4000 General 8000
Inventory Management 4100 Advanced Studies 8100
Equipment Management 4200 Supporting Research & Technology 8200
Utilization and Disposal 4300 Grants & Research Contracts 8300
Supply Cataloging 4400 Tracking & Data Acquisition 8400
Storage and Distribution 4500 Environmental Management 8500
Expanded Supply Control 4600 Operations 8600
Safety & Mission Assurance 8700
Real Property & Facilities 8800
Program Medical Support 8900
9000-9799 FINANCIAL MANAGEMENT 9800-9999 INSPECTOR GENERAL FILES -- AUDITS & INVESTIGATIONS
Principles & General Policies 9000 Investigations Program 9800
Agencywide Coding Structure 9100 Audit Program 9900
Accounting 9200
Financial Reports 9300
Budget Formulation and Execution 9400
Contractor Financial Management Reporting 9500
Fiscal Operations 9600
NASA Travel Regulations 9700

Chapter 1. NRRS 1

Organization and Administrative Records

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices.

This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in Schedule 1 are the general, management, and administrative types of records essential to ordinary office operations but distinct from the records of functional activities as set forth in other NASA Records Retention Schedules. Some of the records categorized and listed are found only in offices at the upper management levels; others are found at almost every organizational level. Offices with functional management responsibilities will usually need to consult at least one other schedule, in addition to NRRS 1, in order to effectively control the disposition of their records.

AFS # ITEM SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
1000-1999       
ORGANIZATION AND GENERAL ADMINISTRATION
(see below)
  0.1
ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES
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 schedule.  Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination. This disposition applies to electronic copies of all items covered under Disposition Jobs N1-255-90-8, N1-255-92-4, and N1-255-94-1, in the NASA Records Retention Schedule 1, with the following exceptions: · Item 22 (Records Of Top Management Officials)
  • Item 72E (Formal Directives, NASA Management Instructions (NMI), Procedural, and Operating Manuals)
  • Item 77 (Finding Aids)
  • Item 78C (General Office Files, Tracking and Control Records)
  • Item 78E (General Office Files, Schedules or Daily Activities)
  • Item 78F (General Office Files, Administrative Data Bases);
  • Item 86E (Visual Aids Requisition/Register Files)
  • Item 86F(Finding Aids For Visual Media/Graphic Arts)
In addition, this disposition does not apply to any item already covered by the General Records Schedules.  A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made.

B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.  
DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N9-255-00-01>

DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-01>
1000  
General (e.g., NASA Strategic Plan)
Contact Center Records Mgr.
1010  
Agency Establishment
Contact Center Records Mgr.
1011  
Legislative Authority
Contact Center Records Mgr.
1012  
Executive Authority
Contact Center Records Mgr.
1020  
NASA Seal, Insignia, Logotype, Identifiers, Flags
Contact Center Records Mgr.
1022  
Names, Symbols
Contact Center Records Mgr.
1030  
Honors and Ceremonies (Acceptance)
Contact Center Records Mgr.
1040  
Emergency Preparedness / Planning and Mobilization
(see below)
1040 1
EMERGENCY DIRECTIVES REFERENCE FILES
  1 Copies of Emergency Operating Directives, plans, and procedures issued by the agency, including delegations of authority, emergency assignments, functions, and instructions (other than those issued in case files), as well as those issued by FEMA, other Federal agencies, state and local governments, and the private sector.  (NON-RECORD COPIES) DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-94-1>
(N 1-21)
1040 2 EMERGENCY PREPAREDNESS POLICY FILES

Record copy of each agencywide or center emergency directive, plan, and procedure issued by the responsible office, including related background papers and program development reports consisting of a copy of each plan or directive issued.
   
    A. One record copy of each plan or directive issued, if NOT included in the agency's permanent set of master directives.   * PERMANENT *
CUT OFF WHEN SUPERSEDED AND RETIRE TO FRC WHEN 3 YEARS OLD.
TRANSFER TO NARA WHEN 15 YEARS OLD
IN 10 YEAR BLOCKS.
(e.g., offer 1970-79 block in 1995).
<DA: N1-255-94-1>    
(N 1-20) 
    B. File copy of plan or directive if agency record copy is maintained in a master directives file and all related background materials.   DESTROY 3 YEARS AFTER ISSUANCE OF A NEW PLAN OR DIRECTIVE.
[GRS 18-27]
    C. All other copies. DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-94-1> 
1040
3   EMERGENCY PLANNING ADMINISTRATIVE CORRESPONDENCE

Correspondence files relating to administration and operation of the emergency planning program, not covered elsewhere in these schedules.
DESTROY WHEN 2 YEARS OLD.
[GRS 18-26] 
1040
4   EMERGENCY PLANNING AND READINESS REPORTS

Agency reports of operator's tests, consisting of consolidated or comprehensive reports reflecting agencywide results of tests conducted under emergency plans, including exercises and trial tests.
DESTROY WHEN 3 YEARS OLD, OR 1 YEAR AFTER COMPLETION OF NEXT EXERCISE WHICHEVER IS LATER.
<DA: N1-255-94-1>
(N 1-22) 
1040
5   OPERATIONS TEST FILES

Files accumulating from tests conducted under agency 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).
DESTROY WHEN 3 YEARS OLD.
[GRS 18-28]
(N 1-23)
1041   Civil Defense Contact Center Records Mgr.
1042   Emergency Warden Organization Contact Center Records Mgr.
1043   Fallout and Fallout Shelter Contact Center Records Mgr.
1044   Casualty Reporting Contact Center Records Mgr.
1046   Mobilization Readiness Contact Center Records Mgr.
1050   Agreements/Memoranda of Understanding

(see below)

1050 6   AGREEMENTS: MEMORANDA OF UNDERSTANDING (MOU)

Signed, original MOUs and Letter Agreements between NASA and others with correspondence and all documents concerning the agreement matters, such as interagency, intra-agency, or international affairs.

A. RECORD COPIES

HQ:  Office of External Relations keeps record copies for International MOUs.  Record copies for domestic MOUs are kept by the Office having primary responsibility.
* PERMANENT * RETIRE TO THE CUSTODY OF THE NASA ARCHIVIST OR HISTORIAN.  THEY WILL TRANSFER TO NARA WHEN NO LONGER NEEDED TO PREPARE NASA HISTORIES OR WHEN 10 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
    B. CENTERS:  OFFICE OF PRIMARY RESPONSIBILITY * PERMANENT * RETIRE TO FRC 2 YEARS AFTER EXPIRATION. TRANSFER TO NARA 10 YEARS AFTER EXPIRATION.
<DA: N1-255-94-1, 6>
    C. ALL OTHER COPIES DESTROY WHEN OBSOLETE ORSUPERSEDED.
<DA: N1-255-94-1>
1054   Foreign Governments Contact Center Records Mgr.
1056   Non-Government Contact Center Records Mgr.
1058   Intra – Agency Agreements (see below)
1050 1058
7   AGREEMENTS:   INTERAGENCY AND INTRA-AGENCY WITH OTHER GOVERNMENT AGENCIES

Case files on agreements between NASA and other Government agencies.  Includes correspondence and all documents/materials concerning the agreement.
    A. OFFICE OF PRIMARY RESPONSIBILITY   * PERMANENT *
RETIRE TO FRC 2 YEARS AFTER COMPLETION OR EXPIRATION.  TRANSFER TO NARA 10 YEARS AFTER COMPLETION/EXPIRATION.
<DA: N1-255-94-1>
(N 1-4)
  7 B. ALL OTHER OFFICES/COPIES   DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-94-1, 7> 
1060   Consultants Contact Center Records Mgr.
1070   History Program (see below)
1070 8   HISTORICAL ITEMS/SOURCE FILES

Documents that have unusual or immediately recognizable historical significance and are filed among other documents that are scheduled for disposal will be noted and removed from the file before transfer or destruction.  Agency histories and selected background materials.  Narrative agency histories, including oral history projects prepared by agency historians or public affairs officers or by private historians under contract to the agency.  Some background materials (such as interviews with past and present personnel) generated during the research stage may also be selected for permanent retention.
 
    A. HISTORY SUBJECT FILES  (Located in Agency/Center History Offices, including any indexes or finding aids if available.)  
    1. 1945 - 1989

Material in this collection dates from 1945 to 1989 and may be contained in boxes, lektrievers, or file cabinets.  Material is marked and accounted for in two categories:  (1) Dated/marked when material is added to collection; and (2) Dated/marked when material is accessed for research purposes.
* PERMANENT *
RETAIN RECORDS IN AGENCY FOR 5 YEARS, STARTING JANUARY 1993. TRANSFER TO NARA NO LATER THAN DECEMBER 31, 1998, UNLESS THERE IS AN AGENCY REQUEST CERTIFYING ACTIVE AGENCY USE AND NEED.  SUCH REQUEST WILL SPECIFY NEW TRANSFER DATE FOR MATERIAL SO CERTIFIED.
<DA: N1-255-94-1, 8>
(N 1-8)
    2. 1990 and Continuing. [Note: Excluded are electronic copies of agency documents made for convenient reference.]   * PERMANENT * RETAIN IN AGENCY SPACE UNTIL NO LONGER NEEDED OR WHEN 25 YEARS OLD WITH 5 YEARS CONSECUTIVE INACTIVE AGENCY USE OR UNTIL 30 YEARS OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1, 8>
    B. READY REFERENCE MATERIAL

Reference material published/sponsored by NASA (Shelf documentation/books).
RETAIN INDEFINITELY IN AGENCY SPACE UNTIL NO LONGER NEEDED, OR DESTROY WHEN 75 YEARS OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1>
1070 9   HISTORY OFFICE CONTRACTOR DELIVERABLES (BOOKS)

Copies of documents collected and used as source data in preparation of historical volumes.  Included are duplicates or copies of correspondence, reports, directives, pamphlets, publications or other official records; preliminary or partial drafts; authors' outline(s); authors' original notes; responses from readers; reviews; and comparable documents.
 
    A. MATERIALS RELATED TO COMPLETED VOLUMES

(After publication of the finished book.)
RETIRE TO FRC ONE YEAR AFTER PUBLICATION. DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-1>
(N 1-29) 
    B. MATERIALS ACCUMULATED FOR FUTURE VOLUMES DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
    C. PUBLISHED MATERIALS/BOOKS * PERMANENT * TRANSFER ONE COPY ANNUALLY TO NARA.
<DA: N1-255-94-1>
1070
10
PASR
HISTORY ARCHIVES BIOGRAPHICAL FILES - NASA 10 HABC

Biographical data, speeches, and articles by individuals who are of historical significance in aeronautics, astronautics, space science, and other concerns of NASA; correspondence, interviews, and various other tapes and transcripts of program activities.
MOST FILES ARE RETAINED INDEFINITELY IN AGENCY REFERENCE COLLECTIONS HISTORY OFFICES/ARCHIVES.
DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1> 
1070
11 HISTORY OFFICE FILES – ADMINISTRATIVE

Routine office files, general correspondence, and other materials related to the day-to-day operations and management of the history office and its programs.
RETIRE TO FRC WHEN 2 YEARS OLD.  DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-1, 11>
1080   Generate Knowledge Contact Center Records Mgr.
1090   Communicate, Engage, Inspire Process Contact Center Records Mgr.
1100   Organizational Structure Contact Center Records Mgr.
1101   NASA Organization and Definition of Terms

(see below)

1101
1410
12 ORGANIZATIONAL FILES  
    A. Organizational charts, NASA Directives, and reorganization studies, graphic illustrations, which provide a detailed description of the arrangement and administrative structure of the functional units of an agency.  Reorganization studies are conducted to design an efficient organizational framework most suited to carrying out the agency's programs and include materials such as final recommendations, proposals, and staff evaluations.  These files also contain administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent of limits of an agency's programs and projects.

[NOTE: Excluded from this series are those Organization Charts included in the NASA Directives System -- See Item 72 of this Schedule.]
* PERMANENT *
RETIRE TO FRC WHEN 5 YEARS OLD.  TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 1-3)
    B. Management appraisal files, narrative and statistical reports on significant accomplishments, accounts of and rationale for reorganizations, establishment or disestablishment of field centers; special reports on key planning studies, with related papers showing inception, scope, procedure, results, and case files on approved plans, policies, mission, and programs.  
    1. Office of Primary Responsibility, including the signatory and the office responsible for studying and developing the document. * PERMANENT *
RETIRE TO FRC WHEN 5 YEARS OLD.  TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
    2. All other offices/copies.   DESTROY WHEN OBSOLETE, SUPERSEDED, OR WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>  
1102   HQ Institutional Program Office(s) Organization Contact Center Records Mgr.
1103   HQ Enterprise Office(s) Contact Center Records Mgr.
1104   HQ Functional Office(s) Contact Center Records Mgr.
1107   Field Center Organization Contact Center Records Mgr.
1120   General Organization Responsibilities Contact Center Records Mgr.
1130   Operating Relationships (see below)
1130
1410
13   FUNCTIONAL STATEMENTS

Formally prepared descriptions of the responsibilities assigned to the senior executive officers of the agency at the division level or higher.  If the functional statements are printed in the Code of Federal Regulations (CFR), they are not designated for preservation as a separate series.
 
    A. RECORD COPIES

HQ:  OFFICE OF MANAGEMENT OPERATIONS, NASA DIRECTIVES & FEDERAL REGULATIONS (Record copy is included in NMI, NPD/NPR System)
* PERMANENT *
See ITEM 72.
<DA: N1-255-94-1>
(N 1-2)
    B. CENTERS

Office of Primary Responsibility 
* PERMANENT *
See Above.
<DA: N1-255-94-1, 13>
    C. ALL OTHER COPIES DESTROY WHEN OBSOLETE, SUPERSEDED, OR NO LONGER NEEDED.
<DA: N1-255-94-1> 
1150   Committees/Boards/Councils/Panels/Working Groups (see below)
1150 14   COMMITTEES, BOARDS, COUNCILS, PANELS, AND CONFERENCES
    [NOTE: Excluded from this series are those records created by the Inventions and Contributions Board -- See Item 16 of this Schedule. NOTE: For Routine and Ad Hoc Conferences and Meetings -- See Item 19 of this Schedule.]
    A. RECORDS RELATING TO ESTABLISHMENT, ORGANIZATION, MEMBERSHIP, AND POLICY
    1. Intra-agency, advisory, or international. * PERMANENT *
RETIRE TO FRC WHEN 2 YEARS OLD.  TRANSFER TO NARA WHEN 20 YEARS OLD.
<DA: N1-255-94-1, 14>
(N 1-6, N 1-7, N 24-12, N 24-13)
    2. Internal or interagency. DESTROY 2 YEARS AFTER TERMINATION OR DISSOLVEMENT OF COMMITTEE.
[GRS 16-8a]
    B. RECORDS CREATED BY COMMITTEES . . . AND CONFERENCES  
    1. Agendas, directives, minutes, reports (interim and final), reports covering general operations of the group, records relating to establishment, revision, or termination of a program/project, and records documenting the accomplishments of the group.  
    (a) Office file of the group maintained by the sponsor, to the group, Chairperson, or other designee. * PERMANENT *
RETIRE TO FRC WHEN 2 YEARS OLD.  TRANSFER TO NARA WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
    (b) All other copies. DESTROY WHEN 3 YEARS OLD OR WHEN NO LONGER NEEDED FOR REFERENCE, WHICHEVER IS SOONER.
[GRS 16-8b(1)]
    2. All other records produced by the group. DESTROY WHEN 3 YEARS OLD OR WHEN NO LONGER NEEDED FOR REFERENCE, WHICHEVER IS SOONER.
[GRS 16-8b(2)]
    3. Records maintained by individual members. DESTROY UPON TERMINATION OF MEMBERSHIP, OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
1150 15 CONGRESSIONAL FILES

A. Congressional Committee Files

Combined with AFS 1311, Item 1/27 from NPR 1441.1C

  1. Files pertaining to correspondence to and from Congressional Committees.  This includes letters, hearings (including questions and material for the record), testimony, edited transcripts.  Cutoff date is end of Congressional session. *PERMANENT*
RETIRE TO FRC 5 YEARS AFTER CUTOFF. TRANSFER TO NARA 15 YEARS AFTER CUTOFF.
<DA: N1-255-00-6>
    2. Reports to Congress - consists of statutory and other reports requested by Congress pertaining to NASA activities.   
    (a) HQ Office of Legislative Affairs (Office of Primary Responsibility) Cutoff date is end of Congressional session. *PERMANENT*
RETIRE TO FRC 5 YEARS AFTER CUTOFF. TRANSFER TO NARA 15 YEARS AFTER CUTOFF.
<DA: N1-255-00-6>
    (b) All other offices and copies. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-00-6> 
    B. Congressional Correspondence Files

Correspondence with Members of Congress concerning information about NASA programs and projects; includes correspondence with Members of Congress pertaining to constituent requests.  Cutoff date is end of Congressional session.
RETIRE TO FRC 5 YEARS AFTER CUTOFF. DESTROY 15 YEARS AFTER CUTOFF.
<DA: N1-255-00-6>
    C. Congressional Briefings

Briefings provided to Members of Congress regarding NASA programs, projects and activities.
RETAIN FOR ONE YEAR. DESTROY WHEN NO LONGER NEEDED AT THE CONCLUSION OF THE ONE YEAR RETENTION.
<DA: N1-255-00-6> 
    D. Publications requests from Congressmen for copies of NASA publications which required no formal reply. DESTROY 1 YEAR AFTER PUBLICATION IS SENT.
<DA: N1-255-00-6>
    E. Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy.  Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating,  revision, or dissemination.  
    1. Copies that have no further administrative value after the recordkeeping copy is made.  Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives. DESTROY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-00-6>
  15 2. Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DESTROY/DELETE AFTER DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N1-255-00-6>
1150 15.1 LEGISLATION FILES – PROPOSED  
    A. Documents accumulated in the preparation and processing of legislation proposed by or in the interest of NASA.  Includes drafts of legislation, reports to committees on introduced legislation, and comments on, including coordination through Center legal office(s) with final submissions to Headquarters, on legislative proposals.  This series includes case files on each proposed item of legislation and files are kept and maintained, and broken in this fashion.

OPR:  NASA Headquarters, Office of Legislative Affairs 
RETIRE TO FRC 5 YEARS AFTER PROPOSAL IS ENACTED INTO LAW OR IS KILLED.  DESTROY WHEN 15 YEARS OLD. 
<DA: N1-255-94-1>
    B. Offices providing information, feeder reports, or pertinent documentation to cognizant Headquarters office concerning the proposed legislation. DESTROY WHEN 10 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER. 
<DA: N1-255-94-1>
    C. All other offices/copies. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE PURPOSES. 
<DA: N1-255-94-1> 
1152   Intra-Agency Contact Center Records Mgr.
1154   Inter-Agency Contact Center Records Mgr.
1156   Advisory Committees/Groups Contact Center Records Mgr.
1160   Special Lines of Succession Contact Center Records Mgr.
1162   Delegation of Authority To Act For The Administrator Contact Center Records Mgr.
1170   Inventions and Contributions Board

(see below)

1170 16   INVENTIONS AND CONTRIBUTIONS BOARD RECORDS AND FILES  
    A. Minutes of meetings of the Inventions and Contributions Board.  
    1.   Record copy.

HQ:  BOARD OF CONTRACT APPEALS
* PERMANENT *
TRANSFER TO NARA WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
    2. Centers.

Monetary Awards Only (Significant).
RECORDS ARE SUBMITTED TO NASA HQ BY COGNIZANT TU PROGRAM OR PATENT PROGRAM AS APPLICABLE. 
<DA: N1-255-94-1>
    3. All other copies. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
  16 B. Copies of documents/records created by the Board that are maintained at centers or by Board members. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
    C. Alphabetical files, by contributor, on contributions NOT considered for award; files include correspondence, evaluations, and all related papers/records. RETIRE TO FRC WHEN 2 YEARS OLD.  DESTROY WHEN 23 YEARS OLD.
<DA: N1-255-94-1>
(N 13-17)
    D. Alphabetical files, by contributor, on contributions considered for award; files include correspondence, evaluations, recommendations by the Inventions and Contributions Board and the Administrator Board and the Administrator and all related records/documentation. RETIRE TO FRC WHEN 3 YEARS OLD.  DESTROY WHEN 22 YEARS OLD.
<DA: N1-255-94-1> 
(N 13-17)
    E. Denied Award Hearings Files.  Case files on hearings evolving from denied awards from the Inventions and Contributions Board. RETIRE TO FRC AFTER CASE IS CLOSED. DESTROY WHEN 25 YEARS OLD.
<DA: N1-255-94-1>
(N 13-18)
    F. Award case files/applications that have been microfilmed.  
    1. Paper Records. DESTROY WHEN MICROFILM/MICROFICHE HAS BEEN VERIFIED.
<DA: N1-255-94-1> 
    2. Microfilm/microfiche Records. DESTROY WHEN NO LONGER NEEDED OR WHEN 25 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-94-1>
1180   NASA Board of Contract Appeals

(see below)

1180 17   NASA BOARD OF CONTRACT APPEALS CASE FILES—GOVERNMENT COUNSEL'S CASE FILES

Appeals before the NASA Board of Contract Appeals consisting of Notices of Appeal, complaint, answer and/or motion, correspondence, transcripts of proceedings before the Board, exhibits, briefs in support of the parties positions taken under the disputes clause of a NASA contract, and Board decisions, together with working papers of the trial attorney charged with representing NASA before the Board. 
RETIRE TO FRC 2 YEARS AFTER BOARD HAS RENDERED ITS DECISION OR CASE IS SETTLED. DESTROY WHEN 6 YEARS OLD. 
<DA: N1-255-94-1>
(N 13-22)
1180 18 BOARD OF CONTRACT APPEALS CASE FILES  
    Records of appeals of NASA contractors under the disputes clause of a NASA contract, including findings and final decisions of NASA contracting officers, pleadings, transcripts of hearings, briefs, exhibits, and related correspondence, memoranda, working papers, Board decisions, and other related papers/documentation.  
  18 A. Records created prior to October 1, 1979.  Case in which the appeal was withdrawn or settled.  RETIRE TO FRC 2 YEARS AFTER YEAR IN WHICH APPEAL WAS WITHDRAWN OR SETTLED. DESTROY 6 YEARS, 3 MONTHS, AFTER FINAL ACTION ON DECISION. 
[GRS 3-15a]
    B. Cases in which the Board rendered a decision. RETIRE TO FRC 6 YEARS AFTER YEAR IN WHICH DECISION WAS RENDERED. DESTROY WHEN 11 YEARS OLD.
<DA: N1-255-94-1>  
(N 17-49)
    C. Records created after September 30, 1979.  Cases in which the appeal was withdrawn or settled.  DESTROY 1 YEAR AFTER FINAL ACTION ON DECISION.
[GRS 3-15b]
1200   Internal Management Controls

(see below)

1200
19   SYMPOSIA AND CONFERENCE FILES – MANAGEMENT

Files (including invitations, attendance records, agenda, minutes, reports, etc.) of routine and ad hoc conferences and meetings, such as meetings of non-project working groups and task groups, included are staff meetings related largely to administrative matters.
RETIRE TO FRC WHEN 1 YEAR OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1> 
(N 1-39, N 24-14)
1200
20 COMMITTEE MANAGEMENT OFFICERS - FEDERAL ADVISORY COMMITTEE ACT FILES

Records maintained by agency Committee Management Officers for committees established under the Federal Advisory Committee Act, including copies of charters, membership lists, agendas, policy statements, and material required to be available for public information.
DESTROY 5 YEARS AFTER TERMINATION OF COMMITTEE.
[GRS 16-8c]
1210   Fundamental Principles Contact Center Records Mgr.
1216
1220
22 RECORDS OF TOP MANAGEMENT OFFICIALS
RECORDS OF MANAGEMENT

Records created and received by NASA management not included in a specific case file (see Note 1).

A. Records created and received in any and all media that substantially document the development and management of NASA policy, operations, and programs. Often arranged as general subject files, they typically include briefings; reports; presentations; studies; substantive correspondence, email, and informal notes; and other documents that respond to and decide matters affecting the office+s operation and guidance. Also included are calendars, appointment books, schedules, logs, diaries, and journals that document appointments, telephone calls, conferences, meetings, trips, and other activities and communications while serving in an official capacity. These records document substantive work carried on by the office. [Program and Project Managers see Note 1.]
1. Administrator, Center Directors, their deputies and associates who help execute the functions of the Administrator and Center Directors; and heads of Agency or Center Mission Directorates or other direct mission support offices. * PERMANENT *
CUT OFF AT END OF FISCAL OR CALENDAR YEAR. RETIRE TO FRC WHEN 5 YEARS OLD IN 5 YEAR BLOCKS. TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-06-1> (N 1-1)
2. Heads of all other offices (functional offices concerned with Agency or Center infrastructure and administration) such as CIO, CFO, Human Capital, Facility Operations organizations, etc. TEMPORARY. CUT OFF AT END OF FISCAL OR CALENDAR YEAR. DESTROY OR DELETE BETWEEN 5 AND 15 YEARS AFTER CUTOFF.
B. Records in any and all media created or received at any management office relating to internal administration or housekeeping activities rather than the functions for which the office exists. Includes, but is not limited to: office organization, procedures, and communications; funds expenditure; personnel administration including training and travel; and office space, supplies, services, equipment and utilities. Also includes correspondence, email and other material lacking long-term value. TEMPORARY. CUT OFF AT END OF FISCAL OR CALENDAR YEAR. DESTROY OR DELETE BETWEEN 2 AND 5 YEARS AFTER CUTOFF.
22 C. All other copies of records described in A or B above.

Note 1: Records described by items 22A and 22B that are specific to individual programs or projects are covered by Schedule 8, items 101-113.

Note 2: Other general records-transitory files, suspense files, etc.-are covered by Schedule 1, item 78.
NON-RECORD. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-06-1>
1216 23 LANGLEY CENTRAL CORRESPONDENCE FILES  
(LaRC ONLY)
 
  23 A. NACA/NASA CORRESPONDENCE SYSTEM
(Dated:  1940 to December 1984)

These files consist of general administrative, project, and program incoming and outgoing correspondence received at LaRC maintained in microfilm format.  Records include the associated "File Code Log Books" (paper copy only).  This record series also includes the computer printouts containing the roll number for image on file (paper copy). Document is considered a finding aid.  Documents were filmed by subject code vs. date therefore documentation is intermixed.
ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 22.
    B. DOCUMENT LOCATOR NUMBER CENTRAL CORRESPONDENCE FILE (DLN FILE)

These files start with the period January 1985 and consist of general administrative, project, and program incoming and outgoing correspondence received at LaRC maintained in microfilm format. 
    1. Paper originals as received. ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 22.
    2. Microfilm Copies 

These records are in microfilm format and are operated on an IBM or compatible system and documents/records are located on this system via the use of a "Keyword" search program.

(SEE ITEM 3.)
 
  23 (a) DLN copy. ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 22.
    (b) Original and duplicate. ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 22.
    3. LaRC Correspondence System.

This system serves as the finding aid to the DLN Central Correspondence Files. (This system was established in 1985.) [Covers 1985 to Present.]
ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 22.
1216
24   TRANSITORY OR TEMPORARY INTERNAL ADMINISTRATIVE FILES ITEM DISCOUNTINUED.  RECORDS COVERED BY ITEM 1/78G.
[GRS 23-7]
1216
25   ROUTINE CONTROL FILES

Job control records, status cards, routing slips, work processing sheets, correspondence control forms, receipts for records charge-out, and other similar records used solely to control or document the status of correspondence, reports, or other records that are authorized for destruction. 
REMOVE FROM RELATED RECORDS AND DESTROY OR DELETE WHEN 2 YEARS OLD OR 2 YEARS AFTER THE DATE APPLICABLE.
[GRS 23-8]     
(N 24-18)
1220   Role of General Management Contact Center Records Mgr.
1230   Program Management Contact Center Records Mgr.
1240   Functional Management

(see below)

1240 26   INTERNAL MANAGEMENT FILES

Records relating to internal management and operation of the unit.
DESTROY WHEN 2 YEARS OLD. 
[GRS 13-6]
1250   Institutional Management Contact Center Records Mgr.
1260   Budget (Management of) Contact Center Records Mgr.
1270   Productivity and Quality Enhancement – TQM Contact Center Records Mgr.
1271   National Partnership for Reinventing Government Contact Center Records Mgr.
1272   Government Performance Results Act (GPRA) Contact Center Records Mgr.
1280   Quality Management Systems

(see below)

1280 26.5   QUALITY MANAGEMENT FILES

Files related to the status of the overall effectiveness of the Quality System at the NASA installations. Records include audits, oversight of corrective action, management review activities, quality system metrics evaluations, and correspondence with external auditor.
 
    A. CENTER-OFFICE OF PRIMARY RESPONSIBILITY  Recordkeeping copy (paper) DESTROY WHEN 7 YEARS OLD.
<DA: N1-255-99-3>
    B. ALL OTHER OFFICES  Recordkeeping copy (paper)

(When not covered elsewhere in these schedules.)
DESTROY WHEN 3 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER.
<DA: N1-255-99-3>
    C. ELECTRONIC COPIES generated on office automation applications such as E-mail and word processing applications. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-99-3>
1300   External Relationships Contact Center Records Mgr.
1305   Escort Services Contact Center Records Mgr.
1310   Legislative Branch Contact Center Records Mgr.
1311   Congress

(see below)

1311

See
AFS 1150
27 CONGRESSIONAL CORRESPONDENCE FILES

A. and B.  See Item 15/B Congressional Correspondence Files.  (New item replaced N1-255-94-1 and N 1-15 in April 2001.)
 
    C. See Item 15/D Publications requests from Congressmen.  (New item replaced N1-255-94-1 and N 1-16 in April 2001.  
1311 28 REPORTS TO CONGRESS  
  A. See Item 15/A/2/(a) HQ Office of Legislative Affairs.  (New Item replaced N1-255-94-1 and N 1-12 in April 2001.)
B. See Item 15/A/2/(b) All other offices and copies.  (New item replaced N1-255-94-1 in April 2001.)

1312   General Accounting Office (GAO)

(see below)

1312 29 GENERAL ACCOUNTING OFFICE (GAO) EXCEPTIONS FILES/NOTICES

GAO notices of exceptions, such as Standard Form 1100, formal or informal, and related correspondence.
DESTROY 1 YEAR AFTER EXCEPTION HAS BEEN REPORTED AS CLEARED BY GAO. 
[GRS 6-2]
(N 2-2)
1313   Government Printing Office (GPO) Contact Center Records Mgr.
1314   Library of Congress Contact Center Records Mgr.
1315   Judicial Branch Contact Center Records Mgr.
1316   Supreme Court of the United States Contact Center Records Mgr.
1320   Executive Branch

(see below)

1320 30 LEGISLATION FILES – PROPOSED

See Item 15.1 Legislation Files – Proposed 
 
1321   White House Referrals Contact Center Records Mgr.
1322   Executive Office of the President (EOP) Contact Center Records Mgr.
1323   Office of Management and Budget (OMB) Contact Center Records Mgr.
1324   Office of Personnel Management (OPM) Contact Center Records Mgr.
1325   Executive Agencies / Departments Contact Center Records Mgr.
1328   Department of Defense

(see below)

1328 31 MILITARY REPORTS

Reports and copies of documents from the Departments of the Army, Navy, Air Force, and Defense.
DESTROY WHEN NO LONGER NEEDED. 
<DA: N1-255-94-1>    (N 1-33)
1330   Independent Establishments and Government Corporations Contact Center Records Mgr.
1340   State and Local Government Contact Center Records Mgr.
1350   Nongovernmental Organizations Contact Center Records Mgr.
1355   University Affairs

(see below)

1355 32 UNIVERSITY AFFAIRS PROGRAM FILES

These are case files kept alphabetically by individual, by program.  Case files will typically include, but not be limited to, application forms, transcripts, proposals, and letters of recommendations, as appropriate for each program.  Records in this series may include any other associated correspondence or documentation related to the operation and functions of the program.

Programs include, but are not limited to:

Advanced Designee Program NASA/USRA
ASEE Summer Faculty Fellowship Program
Graduate Program in Aeronautics
Graduate Student Researchers Program (GSRP)
Graduate Student Researchers Program/UMF
Historically Black Colleges and Universities (HBCU)
Space Technology Development and Utilization Program (STDP)
Joint Institute for Advancement of Flight Sciences (JIAFS)
Langley Aerospace Research Summer Scholars Program (LARSS)
NASA Space Engineering Research Center Program
National Research Council (NRC) Resident Research Associateship Program
National Space Grant College and Fellowship Program
Other Minority University Programs
    A. OFFICE OF PRIMARY RESPONSIBILITY:  University Affairs RETAIN ON-SITE.  DESTROY 5 YEARS AFTER COMPLETION OF RESPECTIVE PROGRAM.
<DA: N1-255-94-1>
    B. ALL OTHER OFFICES/COPIES

 

DESTROY WHEN NO LONGER NEEDED OR WHEN REFERENCE VALUE CEASES. <DA: N1-255-94-1>
  32 C. ROSTERS OR LISTS OF PARTICIPANTS/INDIVIDUALS IN RESPECTIVE PROGRAMS DESTROY WHEN NO LONGER NEEDED. <DA: N1-255-94-1>  
1356   General NASA University Policy and Relationships Contact Center Records Mgr.
1357   Unsolicited Proposals from Universities Contact Center Records Mgr.
1358   Functional Management of University Programs Contact Center Records Mgr.
1359   University R&D Support Contact Center Records Mgr.
1360   International Affairs/Programs

(see below)

1360 33   INTERNATIONAL CORRESPONDENCE

Correspondence with private individuals outside of the U.S. requesting information or publications. 
DESTROY 2 YEARS AFTER RESPONSE TO REQUEST.
<DA: N1-255-94-1>    (N 1-11)
1362   Cooperative Projects

(see below)

1362 34   INTERNATIONAL ACTIVITIES FILES 

Case files on NASA international activities; includes correspondence, reports, agreements, and all related papers. 
* PERMANENT *
TRANSFER TO NARA WHEN ACTIVITY CEASES, OR WHEN 30 YEARS OLD.
<DA: N1-255-94-1>
(N 1-10)
1365   International Organizations Contact Center Records Mgr.
1367   Support of Overseas Operations Contact Center Records Mgr.
1370   Foreign Visits and Visitors

(see below)

1370 35 FOREIGN NATIONAL VISITORS FILES

Documents relating to the visits of foreign nationals, including authorizations, security clearances, itineraries, correspondence, and reports.
DESTROY 2 YEARS AFTER TERMINATION OF VISIT.
<DA: N1-255-94-1>
(N 19-17)
1370 36 VISITOR OPINION CARDS

Forms completed by visitors to centers showing their opinion of the facilities.
DESTROY 6 MONTHS AFTER VISIT.
<DA: N1-255-94-1>
(N 19-20)
1371   Foreign National Access to NASA Contact Center Records Mgr.
1373   NASA Travel Abroad Contact Center Records Mgr.
1374   International Fellowships Contact Center Records Mgr.
1376   Resident Research Associateships Contact Center Records Mgr.
1378   Training of Foreign Nationals Contact Center Records Mgr.
1380   Public Affairs

(see below)

1380 37 COMMUNITY RELATIONS FILES
A. Documentation showing the development, maintenance, and improvement of relations between NASA and the community.

GSFC: These are meetings between local leaders in business/political areas to show/demonstrate what GSFC is doing in the local community, rotary clubs, Chamber of Commerce, etc.
DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 19-19)
37 B. Records relating to speeches, tours, personal appearances, and other such routine activities. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N 19-19)
1380 38   STATISTICAL REPORTS FILES

Statistics regarding public affairs activities of Centers for use in compiling semiannual report, including statistics regarding dissemination of publications and number of publications in stock.
A. HQ:  PUBLIC AFFAIRS (OPR) DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 19-8)
B. CENTERS:  Office of Primary Responsibility  DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-94-1>
(N 19-8)
C. ALL OTHER OFFICES/COPIES DESTROY WHEN 1 YEAR OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 19-8)
1380 38.5 TRANSITORY BULLETINS AND NOTICES

Documents of short-term interest, including in electronic form (e.g., e-mail messages), which have no documentary or evidential value and normally need not be kept more than 90 days.  This series consists of bulletins, newsletters, and notices, published via hard copy distribution or electronic Web page posting which provide routine information of a transitory nature to Center personnel on notifications of meetings (internal and external), onsite activities, and operational information for the Center such as notices of holidays, bond campaigns, charity and welfare fund appeals.
DESTROY IMMEDIATELY, OR WHEN NO LONGER NEEDED FOR REFERENCE, OR UNDER A PREDETERMINED SCHEDULE OR BUSINESS RULE (E.G., IMPLEMENTING THE AUTO-DELETE FEATURE OF “LIVE” ELECTRONIC MAIL SYSTEMS).
[GRS 23-7]
1380 39 NASA PERIODIC INFORMATION SERIES - HOUSE ORGANS

Periodic newsletter, bulletins, or similar types of official Center publications that contain information relating to Center facilities, operations, significant projects, mission development, personnel, social fabric, and any other information of interest to NASA employees.
A. Record Copy. *PERMANENT*
TRANSFER ONE COPY OF EACH ISSUE TO NARA ANNUALLY IN ONE-YEAR BLOCKS AT THE END OF EACH CALENDAR YEAR. IF IN ELECTRONIC FORMAT, TRANSFER IN ACCORDANCE WITH 36 CFR 1228.270 AND CURRENT NARA GUIDANCE. <DA: N1-255-05-01>
B. Record Copy. TEMPORARY.
TRANSFER A SECOND COPY OF EACH ISSUE TO LOCAL CENTER HISTORY OFFICE. DESTROY WHEN NO LONGER NEEDED. <DA: N1-255-05-01>
C. Hard copy originals used to create imaged record copy on electronic media. TEMPORARY.
DESTROY/DELETE AFTER VERIFICATION OF ELECTRONIC RECORD COPY. <DA: N1-255-05-01>
1380 40

PASR
BIOGRAPHICAL RECORDS FOR PUBLIC AFFAIRS - NASA 10 BRPA

Current biographical information about principal and prominent management and staff officials, program and project managers, scientists, engineers, speakers, other selected employees, involved in newsworthy activities, and other participants in agency programs, with a recent photograph when available.  Data items are those generally required by NASA or the news media in preparing news or feature stories about the individual and/or the individual's activity with NASA.
1380 41 AUDIENCE REPORT FORMS
1382   Release of Information (see below)
1382 42 PRIVACY ACT REQUEST FILES

Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(1).  Files contain original request, copy of reply thereto, and all related supporting documents, which may include the official file copy of records requested or a copy thereof.
    A. Correspondence and supporting documents (EXCLUDING the official file copy of the records requested if filed herein).  
    1. Granting access to all the requested records. DESTROY 2 YEARS AFTER DATE OF REPLY.
[GRS 14-21a(1)]
    2. Responding to requests for non-existent records; to requestors who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.  
    (a) Requests NOT appealed. DESTROY 2 YEARS AFTER DATE OF REPLY. 
[GRS 14-21a(2)(a)]
    (b) Requests appealed.  DESTROY AS AUTHORIZED UNDER ITEM 43.
[GRS 14-21a(2)(b)]
    3. Denying access to all or part of the records requested.   
    (a) Requests NOT appealed.  DESTROY 5 YEARS AFTER DATE OF REPLY. 
[GRS 14-21a(3)(a)]
    (b) Requests appealed. DESTROY AS AUTHORIZED UNDER ITEM 43.
[GRS 14-21-a(3)(b)]
    B. Official file copy of requested records. DISPOSE OF IN ACCORDANCE WITH APPROVED AGENCY DISPOSITION INSTRUCTIONS FOR THE RELATED RECORDS, OR WITH THE RELATED PRIVACY ACT REQUEST, WHICHEVER IS LATER.
[GRS 14-21(b)]
1382 43  PRIVACY ACT AMENDMENT CASE FILES  
    Files relating to an individual's request to amend a record pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the individual's request for a review of an agency's refusal of the individual's request to amend a record as provided for under 552a(d)(3); and to any civil action brought by the individual against the refusing agency as provided for under 5 U.S.C. 552a(g). 
    A. Requests to amend agreed to by agency.  Includes individual's requests to amend and/or review refusal to amend, copies of agency's replies thereto, and related materials. DISPOSE OF IN ACCORDANCE WITH THE APPROVED DISPOSITION INSTRUCTIONS FOR THE RELATED SUBJECT INDIVIDUAL'S RECORD OR 4 YEARS AFTER AGENCY'S AGREEMENT TO AMEND, WHICHEVER IS LATER.
[GRS 14-22a]
    B. Requests to amend refused by agency.  Includes individual's requests to amend and to review refusal to amend, copies of agency's replies thereto, statement of disagreement, agency justification for refusal to amend a record, and related materials. DISPOSE OF IN ACCORDANCE WITH THE APPROVED DISPOSITION INSTRUCTIONS FOR THE RELATED SUBJECT INDIVIDUAL'S RECORD, OR 4 YEARS AFTER FINAL DETERMINATION BY THE AGENCY, OR 3 YEARS AFTER FINAL ADJUDICATION BY COURTS, WHICHEVER IS LATER.
[GRS 14-22b]
    C. Appealed requests to amend.  Includes all files created in responding to appeals under the Privacy Act for refusal by any agency to amend a record. DISPOSE OF IN ACCORDANCE WITH THE APPROVED DISPOSITION INSTRUCTIONS FOR RELATED SUBJECT INDIVIDUAL'S RECORD OR 3 YEARS AFTER FINAL ADJUDICATION BY COURTS, WHICHEVER IS LATER. 
[GRS 14-22c]
1382 44 PRIVACY ACT ACCOUNTING OF DISCLOSURE FILES

Files maintained under the provisions of 5 U.S.C. 552a(c) for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or to another agency, including forms for showing the subject individual's name, requestor's name and address, purpose and date of disclosure, and proof of subject individual's consent when applicable.
DISPOSE OF IN ACCORDANCE WITH THE APPROVED DISPOSITION INSTRUCTIONS FOR THE RELATED SUBJECT INDIVIDUAL'S RECORDS OR 5 YEARS AFTER THE DISCLOSURE FOR WHICH THE ACCOUNTABILITY WAS MADE, WHICHEVER IS LATER.
[GRS 14-23]
1382 45 PRIVACY ACT CONTROL FILES  
    Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature of request, and name and address of the requestor.
    A. REGISTERS OR LISTINGS DESTROY 5 YEARS AFTER DATE OF LAST ENTRY.
[GRS 14-24(a)]
    B. ALL OTHER OFFICE/COPIES  DESTROY 5 YEARS AFTER FINAL ACTION BY THE AGENCY OR FINAL ADJUDICATION BY COURTS, WHICHEVER IS LATER.
[GRS 14-24(b)]
1382 46 PRIVACY ACT REPORTS FILES  
  46 Recurring reports and one-time information requirement relating to agency implementation, including annual reports to the Congress of the United States, the Office of Management and Budget, and the Report on New Systems.
    A. NASA ANNUAL REPORTS TO CONGRESS MAINTAINED AT AGENCY LEVEL OFFICE AT HEADQUARTERS * PERMANENT *
RETIRE TO FRC WHEN 5 YEARS OLD. TRANSFER TO NARA WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
  B. ALL OTHER REPORTS/COPIES DESTROY WHEN 2 YEARS OLD.
[GRS 14-25]
1382 47 PRIVACY ACT GENERAL ADMINISTRATIVE FILES

Records relating to the general agency implementation of the Privacy Act, including notices, memoranda, routine correspondence, and related records.
DESTROY WHEN 2 YEARS OLD.
[GRS 14-26]
1382 48 PRESS SERVICE FILES

Press service teletype news and similar materials. 
DESTROY WHEN 3 MONTHS OLD.
[GRS 14-3]  
1382 49 FREEDOM OF INFORMATION ACT (FOIA) REQUESTS FILES

Files created in response to requests for information under the Freedom of Information Act consisting of the original request, a copy of the reply thereto, and all related supporting files which may include official file copy of requested record or copy thereof.
 
    A. CORRESPONDENCE AND SUPPORTING DOCUMENTS (EXCLUDING the official file copy of the copy of the records requested if filed herein).   
    1. Granting access to all the requested records. DESTROY 2 YEARS AFTER DATE OF REPLY.
[GRS 14-11a(1)]
    2. Responding to requests for non-existent records; to requestors who provide inadequate descriptions; and to those who fail to pay agency reproduction fees.  
    (a) Requests NOT appealed. DESTROY 2 YEARS AFTER DATE OF REPLY.
[GRS 14-11a(2)(a)]
    (b) Requests appealed. DESTROY 6 YEARS AFTER FINAL DETERMINATION BY AGENCY OR 6 YEARS AFTER THE TIME AT WHICH A REQUESTER COULD FILE SUIT OR 3 YEARS AFTER FINAL ADJUDICATION BY THE COURTS, WHICHEVER IS LATER.
[GRS 14-11a(2)(b)]
 

49

3. Denying access to all or part of the records requested.  
    (a) Requests NOT appealed. DESTROY 6 YEARS AFTER DATE OF REPLY.
[GRS 14-11a(3)(a)]
    (b) Requests appealed.  DESTROY 6 YEARS AFTER FINAL DETERMINATION BY AGENCY OR 6 YEARS AFTER THE TIME AT WHICH A REQUESTER COULD FILE SUIT OR 3 YEARS AFTER FINAL ADJUDICATION BY THE COURTS, WHICHEVER IS LATER.
[GRS 14-11a(3)(b)]
    B. OFFICIAL FILE COPY OF REQUESTED RECORDS DISPOSE OF IN ACCORDANCE WITH PROPER SCHEDULE ITEM OR WITH THE RELATED FOIA REQUEST, WHICHEVER IS LATER.
[GRS 14-11b]
1382 50 FOIA REPORTS

Recurring reports and one-time information requirements relating to the agency implementation of the Freedom of Information Act, including annual reports to the Congress.
 
    A. NASA ANNUAL REPORTS TO CONGRESS MAINTAINED AT THE AGENCY LEVEL

Record Copies:  HQ ONLY
* PERMANENT *
RETIRE TO FRC WHEN 3 YEARS OLD. TRANSFER TO NARA WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
    B. RECURRING REPORTS AND . . . INFORMATION ACT, EXCLUDING ANNUAL REPORTS TO THE CONGRESS DESTROY WHEN 2 YEARS OLD.
[GRS 14-14]
    C. ALL OTHER COPIES/REPORTS DESTROY WHEN 2 YEARS OLD OR SOONER IF NO LONGER NEEDED FOR ADMINISTRATIVE USE. 
<DA: N1-255-94-1>
1382 51   FOIA ADMINISTRATIVE FILES

Records relating to the general agency implementation of the FOIA, including notices, memoranda, routine correspondence, and related records.
DESTROY WHEN 2 YEARS OLD.
[GRS 14-15]
1382 52   FOIA APPEALS FILES

Files created in responding to administrative appeals under the FOIA for release of information denied by the agency, consisting of the appellant's letter, a copy of the reply thereto, and related supporting documents, which may include the official file copy of records under appeal or copy thereof.
  52 A. CORRESPONDENCE AND SUPPORTING DOCUMENTS (EXCLUDING the file copy of the records under appeal if filed herein). DESTROY 6 YEARS AFTER FINAL DETERMINATION BY AGENCY OR 6 YEARS AFTER THE TIME AT WHICH A REQUESTER COULD FILE SUIT OR 3 YEARS AFTER FINAL ADJUDICATION BY THE COURTS, WHICHEVER IS LATER.
[GRS 14-12(a)]
    B. OFFICIAL FILE COPY OF RECORDS UNDER APPEAL DISPOSE OF IN ACCORDANCE WITH SCHEDULE ITEM OR WITH THE RELATED FOIA REQUEST, WHICHEVER IS LATER.
[GRS 14-12(b)]
1382 53   FOIA CONTROL FILES

Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature, and purpose of request and name and address of requestor.
    A. REGISTERS OR LISTINGS  DESTROY 6 YEARS AFTER DATE OF LAST ENTRY.
[GRS 14-13a]
    B. ALL OTHER FILES/COPIES DESTROY 6 YEARS AFTER FINAL ACTION BY THE AGENCY OR AFTER FINAL ADJUDICATION BY THE COURTS WHICHEVER IS LATER.
[GRS 14-13b]
1382 54   NEW RELEASES

One copy of each prepared statement or announcement issued for distribution to the news media.  Published or processed documents, such as "Press Kits," "Fact Sheets," "Current News," and all other materials used mainly for news media.

News releases that announce events such as adoption of new programs, terminations of old programs, major shifts in policy, and changes in senior agency personnel and may be a textual record such as a formal press release or non-textual, such as films, video, or sound recordings (typically cleared through HQ).
    A. OFFICE OF PRIMARY RESPONSIBILITY

HQ:        Office of Public Affairs (Will maintain ONE record copy of each document)
* PERMANENT *
RETIRE TEXTUAL RECORDS TO FRC WHEN 5 YEARS OLD.  TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 19-1)

AUDIO VISUAL RECORDS ARE TO BE TRANSFERRED TO NARA IN ACCORDANCE WITH MEDIUM OF CREATION.  RETIRE IN 5 YEAR BLOCKS WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 19-1)
  54 B. STENNIS SPACE CENTER ONLY

The following items as originally produced and distributed by SSC both on-site and locally by the Office of Public Affairs:  News Releases - Fact Sheets – Brochures
* PERMANENT *
TRANSFER ANNUALLY TO NARA, SOUTHEAST REGION, 1557 ST. JOSEPH AVE., EAST POINT, GA 30344, WITH ANY ASSOCIATED LOGS OR INDEXES.
<DA: N1-255-94-1>
    C. ALL OTHER CENTERS, OFFICES, OR COPIES DESTROY WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
1382 55   INFORMATION REQUEST FILES

Requests for information and copies of replies thereto, involving no administrative actions, no policy decision, and no special compilations or research and requests for transmittals of publications, photographs, and other informational literature.
DESTROY WHEN 3 MONTHS OLD.
[GRS 14-1]
(N 19-21)
1382 56   INFORMATION SERVICE REPORTS

Routine requests for exhibits, speakers, tours, and personal appearances by NASA officials and astronauts.
DESTROY WHEN 5 YEARS OLD, OR WHEN NO LONGER NEEDED FOR REFERENCE WHICHEVER IS FIRST.
<DA: N1-255-94-1>
1382 57   NASA RADIO PRESENTATIONS

Office of Primary Responsibility:  HQ  (Office of Public Affairs / Code PMD)
 
    A. 1992 AND EARLIER

One copy of each radio program as created by NASA and provided to the general public and radio stations.  Formats can consist of, but are not limited to: NASA Radio Special Reports; Audio News Features; and Space Notes.  (Mediums of transfer consist of: Reel-to-reel; cassettes; transcripts; etc.)
* PERMANENT *
RETIRE TO FRC 1 YEAR AFTER RELEASE OR DELIVERY. TRANSFER TO NARA WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 19-3)
    B. 1993 AND CONTINUING  
    1. NASA Space Stories.

These are stories of interest about NASA programs/projects. Stories are created as weekly radio shows and are distributed every 4 weeks.  Masters consist of 4 stories approximately 4 1/2 minutes in length and 4 items entitled "Frontiers" each is a 90 second version of the Space Story.  English" and "Spanish" versions of each program, including a written translation, if one exists.
* PERMANENT *
TRANSFER 1 PRODUCTION MASTER (1/4" OPEN REEL-TO-REEL TAPE) AND 1 DUBBED CASSETTE COPY TO NARA ANNUALLY, ALONG WITH 1 HARD COPY OF THE LABEL INFORMATION FOR EACH CASSETTE.
<DA: N1-255-94-1>
(N 19-3)
    NOTE: Spanish versions of the NASA Radio programs consist of the NASA Space Stories produced approximately every 1-2 weeks every 4 weeks with one 4 1/2 minute and one 90 second story which duplicate/copy an English story.  
  57 2. NASA Special Reports.  * PERMANENT *
SEE ABOVE DISPOSITION B.1.
<DA: N1-255-94-1>
    3. NASA Space Notes.

Radio programs created by NASA and provided to the general public and radio stations.
* PERMANENT *
SEE ABOVE DISPOSITION B.1.
<DA: N1-255-94-1>
    C. NASA OFFICIAL INTERVIEWS  
    1. Raw and Routine interviews.

These are interviews done for research and background information for production of NASA Space Stories and Frontiers.  (These interviews have been produced on DAT Tapes, cassettes, and 1/4" reel-to-reel tapes.)
DESTROY WHEN 2 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
    2. Special Interest Interviews.

These are unique interviews with NASA officials concerning current items, issues, or research programs/projects of interest or of special significance to NASA.
* PERMANENT *
TRANSFER 1 PRODUCTION MASTER AND 1 DUBBED CASSETTE COPY TO NARA ANNUALLY ALONG WITH 1 HARD COPY OF ANY LABEL OR BACKGROUND INFORMATION CREATED.
<DA: N1-255-94-1>
    D. SOUND EFFECTS

These consist of noises used in the production of NASA's radio programs, i.e., telemetry sounds; rocket blast-offs; shuttle launches; etc.
DESTROY WHEN NO LONGER IN ACTIVE AGENCY USE.
[GRS 21-24]
1382 58   PAO CLIPPING FILES  (SSC ONLY)

Files of articles appearing in technical, trade, commercial publications or magazines on NASA and/or the space program in general.  Files may include information collected, which pertains to specific programs being conducted at Stennis or any other center with regard to space and aeronautics research.
DESTROY WHEN NO LONGER NEEDED FOR REFERENCE VALUE OR TRANSFER TO SSC HISTORIAN'S OFFICE.  IF TRANSFERRED TO THE HISTORIAN, THAT OFFICE WILL DESTROY WHEN NO LONGER NEEDED.  RECORDS CANNOT BE RETIRED TO AN FRC. 
<DA: N1-255-94-1>
1383   Audio Visual News Material

(see below)

1383 59 POSTERS - EDUCATIONAL

Wall Sheets, posters, educational materials, relating to the programs and mission of the Agency done at NASA's request.  (This series does not include contractor generated and produced material over which NASA has no control; or incidental posters such as blood drives, Combined Federal Campaign, Thrift Savings Program, etc.)
* PERMANENT *
TRANSFER 2 COPIES ANNUALLY DIRECTLY TO NARA.
<DA: N1-255-94-1>
1383 60 POCKET STATISTICS

Contains in summary format agency data on activities, events, personnel, financial data, employment statistics, and other data used in the operation and functioning of the Agency.
* PERMANENT *
TRANSFER 2 COPIES ANNUALLY
OR IN-YEAR-OF CREATION IF NOT PUBLISHED ON AN ANNUAL BASIS, DIRECTLY TO NARA.
<DA: N1-255-94-1>
1384   Public Appearances

(see below)

1384 61 EVENTS CALENDAR FILES  
    A. Calendars showing when and where special events concerning NASA take place, such as speeches, exhibits, tours, conferences, and other major events. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 19-4)
    B. All other offices/copies. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 19-4)
1385   Speeches and Speakers

(see below)

1385 62 SPEECH FILES

Official speeches by NASA personnel.  Speeches, addresses, comments, and remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies.  The speeches and addresses may be presented to executives from other Federal agencies, representatives of state and local governments, or private groups.
    A. OFFICE OF PRIMARY RESPONSIBILITY * PERMANENT *
RETIRE TO FRC 1 YEAR AFTER RELEASE. TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 19-2)
    B. ALL OTHER OFFICES/COPIES  DESTROY WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
1385 63 SCRIPT FILES

Official film, radio, and television scripts.
    A. OFFICE OF PRIMARY RESPONSIBILITY * PERMANENT *
RETIRE TO FRC 1 YEAR AFTER RELEASE OR DELIVERY.  TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 19-3)
    B. ALL OTHER OFFICES/COPIES DESTROY WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
(N 19-3)
1387   Exhibits

(see below)

1387 64 PUBLICATIONS  
  64 A. ONE COPY OF EACH OFFICIAL NASA PUBLICATION * PERMANENT *
TRANSFER 1 COPY ANNUALLY OF ALL PUBLICATIONS CREATED TO NARA.
<DA: N1-255-94-1>
(N 19-10)
    B. PRE-PUBLICATION MATERIAL

(General publication files, i.e. STI, R&D, publications held at CASI - See Schedule 2, AFS 2220)
RETIRE TO FRC WHEN 1 YEAR OLD.  DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 19-10)
1387 65 EXHIBITS
    A. SMALL ROUTINE EXHIBITS

Files consist of case records and related documentation/materials, pictures of set-up/design, and specification sheets.
DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
    B. LARGE MAJOR EXHIBITS

Files include visitor centers and major off-site exhibits including pictures of set-up/design, specifications sheets and related papers.
* PERMANENT *
RETAIN EXHIBIT MATERIAL/ DOCUMENTATION ON-SITE FOR 2 YEARS AFTER EXHIBIT IS CLOSED OR REMOVED, THEN TRANSFER TO NARA.
<DA: N1-255-94-1>
    C. SPECIAL EXHIBITS

Files consist of case files on special project/exhibits, unique programs, including photographs of the project/exhibit.  Examples of such exhibits are, but not limited to:
World Fairs
Air Show(s)
Exhibits for the Blind
* PERMANENT * TRANSFER TO NARA 5 YEARS AFTER COMPLETION OF PROJECT/ EXHIBIT OR WHEN 20 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
1387 66 FILM FILES (JSC ONLY)

Records created with regard to films, comprised of contractor cost records and contain contractor-proprietary information.
RECORDS ARE RETAINED AT JOHNSON SPACE CENTER FOR 5 YEARS AFTER TERMINATION OF CONTRACT; THEN DESTROY.
<DA: N1-255-94-1>
1389   Conferences Contact Center Records Mgr.
1390   Education Programs General Contact Center Records Mgr.
1392   Educational Programs

(see below)

1392 67 PRE-PUBLICATION MATERIAL - EDUCATIONAL

Files consist basically of separations, photographs, camera-ready artwork used primarily to produce final educational publications.
RETIRE TO FRC WHEN 2 YEARS OLD.  DESTROY WHEN 10 YEARS OLD, EARLIER DESTRUCTION IS AUTHORIZED IF MATERIAL IS NO LONGER NEEDED OR USEFUL.
<DA: N1-255-94-1>
1392 68 EDUCATIONAL PROGRAMS

Files of the Spacemobile Operations, schedules, attendance, contract files.  Files also know as "AESP" Aerospace Education Services Program, are included in this series.  In addition, records of school attendance/ visits are filed in this category.  Other records that are considered similar and are included in this series are:

- Governor School Program:
Program designed for gifted students; run by the State Department.

- Explorer Scouts Program:
Program for high school students during the regular school year.

- NEWEST Program:
Workshop for teachers; taught 2-weeks every year.

NOTE:  These records may also be a part of the SHARP system of records (NASA 10 SPER--PASR). 
RETIRE TO FRC WHEN 2 YEARS OLD, DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 19-7)
1392 69 EDUCATIONAL PUBLICATIONS

A quarterly publication containing information for teachers on NASA's recent, past, and future educational activities/programs, such as:

"Report to Educators" and "Educational Horizons;" etc.
PERMANENT *
TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
1392 70 TEACHER WORKSHOP FILES

Files of teacher workshops showing number of seminars, location, attendance, and brief outlines of programs.  Included in these records are requests for services and teacher resource files.
RETIRE TO FRC WHEN 5 YEARS OLD.  DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
1394   Educational Services

(see below)

1394 71 MOTION PICTURE FILMS

NOTE:  The following dispositions are for FILM ONLY.  VIDEO productions are in SCHEDULE 2 and SCHEDULE 8 of this handbook.

FILM FOOTAGE THAT MAY BE DISPOSED OF:

- Extra copies (master positives; duplicate negatives or prints) of original materials, which have been forwarded to NARA or the appropriate FRC.
- Original film footage, which is unusable because of inferior quality.
- Copies of motion pictures which were made by other agencies and  which are no longer useful or do not pertain to NASA activities.
 
  71 A. GENERAL:  
    1. Films acquired from outside sources for personnel and management training. DESTROY 1 YEAR AFTER COMPLETION OF TRAINING PROGRAM.
[GRS 21-9]
    2. Films acquired from outside sources for personnel entertainment and recreation. DESTROY WHEN NO LONGER NEEDED.
[GRS 21-10 (88)]
    3. Routine surveillance footage. DESTROY WHEN 6 MONTHS OLD.
[GRS 21-11]
    4. Routine scientific, medical, or engineering footage. DESTROY WHEN 2 YEARS OLD.
[GRS 21-12]
    5. Duplicate prints and pre-print elements not required for preservation. DESTROY WHEN NO LONGER NEEDED.
[GRS 21-13 (88)]
    B. R&D PROJECTS:

Film produced by centers or contractors for research and development projects/programs which require photographic (film) support.
    1. Complete film reports.

(Finished Productions Only)  
* PERMANENT *
RETAIN ON-SITE FOR 5 YEARS. TRANSFER TO NARA (COLLEGE PARK, MD) WHEN 5 YEARS OLD. MATERIALS TO BE INCLUDED: ORIGINAL NEGATIVE OR COLOR ORIGINAL PLUS SOUND AND ONE PROJECTION PRINT. COORDINATE THIS TRANSFER WITH NASA HQ BEFORE SHIPMENT.
<DA: N1-255-94-1>
    2. Engineering film - which has documentary (historical) value as well as technical value. SEE AND APPLY ABOVE DISPOSITION.
    3. Other engineering film footage necessary for development and performance testing, which has been documented in project reports. TRANSFER TO FRC 1 YEAR AFTER PROJECT COMPLETION, CANCELLATION, OR TERMINATION. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
    C. SOUND TRACKS  
    1. Sound tracks created with agency sponsored films or R&D projects. (See Also B. and D. of this item.)  * PERMANENT *
TRANSFER WITH ORIGINAL FILM ALONG WITH IDENTIFYING INFORMATION IF POSSIBLE.
<DA: N1-255-94-1>
    2. Sound tracks that are pre-mix sound elements created during the course of a motion picture, television, or radio production. DESTROY IMMEDIATELY AFTER USE.
[GRS 21-24]
    3. Library sound recordings (e.g., effects, music).  DESTROY WHEN NO LONGER NEEDED.
[GRS 21-25  (88)]
  71 D. AGENCY SPONSORED FILMS - OTHER:  
    1. Films used for the visual presentation of information to the public.  
    (a) Office of Primary Responsibility:

Examples of such films are, but not limited to:

Television news releases and information reports, i.e., "NASA Highlights" - Press conf. mission reports "Resource Tape" - Rough cut edit with sound track "Post Launch Briefing Clip"
* PERMANENT *
RETAIN FILM ON-SITE FOR 5 YEARS.  TRANSFER TO NARA (COLLEGE PARK, MD) WHEN 5 YEARS OLD.  MATERIAL TO BE INCLUDED: ORIGINAL NEGATIVE OR COLOR ORIGINAL PLUS SOUND TRACK; AND INTERMEDIATE MASTER POSITIVE OR DUPLICATE NEGATIVE PLUS SOUND TRACK; AND SOUND PROJECTION PRINT, ALONG WITH COMPLETE IDENTIFYING INFORMATION.  COORDINATE WITH NASA HQ BEFORE SHIPMENT.
<DA: N1-255-94-1>
    (b) All other offices/copies. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE PURPOSES.
<DA: N1-255-94-1>
    (c) Original film used to create the "Highlights" and "Resource Tape". TRANSFER TO FRC WHEN 2 YEARS OLD.  DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
                  2. Films (internal) such as training films that explain agency   functions or activities intended for internal or external distribution. * PERMANENT *
RETAIN ON-SITE FOR 5 YEARS. TRANSFER TO NARA (COLLEGE PARK, MD) WHEN 5 YEARS OLD.  MATERIALS INCLUDED: ORIGINAL NEGATIVE OR COLOR ORIGINAL PLUS SOUND TRACK, AND ONE PROJECTION PRINT.  COORDINATE WITH NASA HQ BEFORE SHIPMENT.
<DA: N1-255-94-1>
    3. Films of sponsored television news releases, public service (or "spot") announcements and information reports other than those identified in B., D.1. and D.2. above.  * PERMANENT *
RETAIN ON-SITE FOR 5 YEARS. TRANSFER TO NARA (COLLEGE PARK, MD) WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
    4. Library copies of films. DESTROY WHEN FILM BECOMES INACTIVE OR DAMAGED.
<DA:N1-255-94-1>
1395   Foreign Government Awards Contact Center Records Mgr.
1400   Administrative Management Programs Contact Center Records Mgr.
1410   Directives Management Programs

(see below)

1410 72 FORMAL DIRECTIVES, NASA MANAGEMENT INSTRUCTIONS (NMI), PROCEDURAL, AND OPERATING MANUALS

Formal directives distributed as orders, circulars, or in loose-leaf manual form announcing major changes in the Agency’s policies and procedures.  Normally these are issued by authority of the head of the agency.  Extensive procedures are frequently detailed in operating manuals.
 
  72 A. HEADQUARTERS - AGENCY LEVEL

OPR: Management Operations Division, NASA Headquarters

Issuances related to agency program functions.  Management issuance office Responsible for maintaining all records and background material pertaining to each published instruction, handbook, policy directive, etc.  Included in this series is the case files related to the issuance which document aspects of the development of the issuance, including significant backup, comments; original signature pages; etc.
* PERMANENT *
RETIRE TO FRC 1 YEAR AFTER BECOMING OBSOLETE OR SUPERSEDED.  TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD. 
<DA: N1-255-94-1>
(N 1-2)
    B. CENTERS    
    1. FORMAL ISSUANCES – SEE ABOVE DESCRIPTION * PERMANENT *
RETIRE TO FRC 5 YEARS AFTER CANCELLATION OR WHEN SUPERSEDED.  TRANSFER TO NARA REGIONAL ARCHIVE IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
    2. ROUTINE ISSUANCES Issuances related to routine administration functions (i.e., payroll, procurement, personnel, etc.)   DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 16-1a]
     Case files related to the above documents.   DESTROY WHEN ISSUANCE IS DESTROYED.
[GRS 16-1b]
    C. OFFICES PROMULGATING POLICIES, PROCEDURES, INSTRUCTIONS, ETC. TO BE PUBLISHED TRANSFER BACKGROUND AND RELATED MATERIAL TO AGENCY LEVEL ISSUANCE OFFICE (ITEM A.)
<DA: N1-255-94-1>
    D. COPIES OF THIS MATERIAL RETAINED IN PROMULGATING OFFICE DESTROY COPIES OF RECORD MATERIAL WHEN NO LONGER NEEDED. 
<DA: N1-255-94-1>
    E. ALL OTHER OFFICES/COPIES, INCLUDING ELECTRONIC VERSIONS DESTROY WHEN SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED.
<DA: N1-255-94-1>
1412   Office of the Federal Register  
1412 72.5 DOCUMENTS PUBLISHED IN THE FEDERAL REGISTER

NOTE: Agency files documenting the development, clearance, and processing of proposed and final rules for publication in the Federal Register are not covered by this item.  They must be scheduled individually so that NARA can conduct an analysis and appraisal to determine their appropriate disposition.
  72.5 A. Files documenting the processing of notices announcing committee meetings, including meetings open to the public under the Government in Sunshine Act (5 U.S.C. 552b(e)(3); hearings and investigations; filing of petitions and applications; issuance or revocation of a license; grant application deadlines, the availability of certain environmental impact statements; delegations of authority; and other matters that are not codified in the Code of Federal Regulations. DESTROY WHEN 1 YEAR OLD.
[GRS 16-13a]
    B. Files documenting the processing of semiannual regulatory agenda. DESTROY WHEN 2 YEARS OLD.
[GRS 16-13b]
1415   Reports Management

(see below)

1415 73   REPORTS CONTROL FILES

Case files and documents used to control and maintain assignment of reports control symbols, including reports on studies, decisions, registers, ledgers, and correspondence.  Files are maintained for each Agency report created or proposed, including public use reports.  Included are clearance forms, including OMB 83 (formerly SF 83); copies of pertinent forms or descriptions of format; copies of authorizing directives; preparation instructions; and documents relating to the evaluation, continuation, revision, and discontinuance of reporting requirements.
DESTROY 2 YEARS AFTER THE REPORT IS DISCONTINUED.
[GRS 16-6]
(N 1-30)
1420   Forms Management (see below)
1420 74   FORMS MANAGEMENT FILES

A. The master file copy of each form designed at each Center, including the NASA series maintained at NASA Headquarters, showing inception, scope, and purpose of the form, including facsimile copies and revisions thereof.  Included in this series are any documents used to record and control the assignment of form numbers, consisting of sequential entries; including a copy of published listings or indexes. 
DESTROY 5 YEARS AFTER RELATED FORM IS DISCONTINUED, SUPERSEDED, OR CANCELLED.
[GRS 16-3a]
(N  1-27)
    B. Functional files, background materials, specifications, requisitions, processing data, control records, and materials used to determine if a new form should be developed or whether existing forms should be replaced or consolidated. DESTROY WHEN RELATED FORM IS DISCONTINUED, SUPERSEDED, OR CANCELLED.
[GRS 16-3b]
1430   Visual Aids Management Contact Center Records Mgr.
1440   Records Management

(see below)

1440 75 RECORDS MANAGEMENT FILES

NOTE:  These records cannot be retired to an FRC.

 

    A. Records Dispositions

Descriptive inventories, disposal authorizations, schedules and reports.

 

  75 1. Basic documentation of records description and disposition programs, including SF 115, Request for Records Disposition Authority; SF 135, Records Transmittal and Receipt; SF 258, Request to Transfer, Approval, and Receipt of Records to the National Archives of the United States; and, related documentation.

 

    (a) Agency Records Officer.  RETAIN ON-SITE INDEFINITELY UNTIL NO LONGER NEEDED FOR ADMINISTRATIVE PURPOSES.  DESTROY AFTER NEXT COMPLETE REVISION OF SCHEDULES HAS BEEN PUBLISHED OR WHEN 50 YEARS OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1>
(N 1-25)
    (b) Center Records Managers (OPR).  RETAIN ON-SITE AND DESTROY WHEN NO LONGER NEEDED FOR REFERENCE OR WHEN 75 YEARS OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1>
          (c) All other offices/copies.  DESTROY 6 YEARS AFTER THE RELATED RECORDS ARE DESTROYED OR TRANSFERRED TO NARA, WHICHEVER IS APPLICABLE.
[GRS 16-2a (2)]
    2. Routine correspondence, memoranda, and extra copies of documentation concerning records dispositions and associated activities. DESTROY WHEN 2 YEARS OLD.
[GRS 16-2b]
    B. Records Holdings Files

Statistical reports of agency holdings, cleanup campaigns, including feeder reports from all offices and data on the volume of records disposed of by destruction or transfer to NARA.
 
    1. Records held by offices that prepare reports on Agencywide records holdings. DESTROY WHEN 3 YEARS OLD.
[GRS 16-4a]
`     2. Records held by other offices. DESTROY WHEN 1 YEAR OLD.
[GRS 16-4b]
    C. Correspondence, reports, authorizations, and other records that relate to the management of agency records, including such matters as forms, correspondence, reports, mail, and file management; the use of microforms, ADP systems, and word processing; records management surveys; vital records programs; and all other aspects of records management not covered elsewhere in this schedule. DESTROY WHEN 6 YEARS OLD.
[GRS 16-7]
    D. Local instructions on records management, including surveys, inventories, studies, feeder reports, and general correspondence. DESTROY WHEN 6 YEARS OLD.
[GRS 16-7]
  75 E. Office record locator files, indexes, or listings that are used to locate records in current files, or files that have been transferred to staging areas or retired to FRC; including file plans and office copies of shipping lists.  DESTROY FILE PLANS/INDEXES WHEN SUPERSEDED.  DESTROY LISTS (SHIPPING/TRANSFER) WHEN RECORDS THEREON HAVE BEEN DESTROYED, OR WHEN THE LIST IS NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
    F. NASA Form 1418, Proposed Change to NASA Records Control Schedules.  
    1. Agency Records Officer.   
    (a) Approved NF 1418. FILE WITH SF 115 OR SF 258 CASE FILE AS APPROPRIATE.  DESTROY AS DIRECTED IN ITEM A.1. ABOVE.
<DA: N1-255-94-1>
    (b) Disapproved NF 1418.  RETURN ORIGINAL TO INSTALLATION OR OPR.  DESTROY COPY ONE YEAR LATER.
<DA: N1-255-94-1>
    2. Center Records Managers. DESTROY 1 YEAR AFTER PUBLICATION OF DISPOSITION STANDARD OR 1 YEAR AFTER DISAPPROVAL, WHICHEVER IS FIRST.
<DA: N1-255-94-1>
    3. All other offices/copies.  DESTROY WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
1440 76   MICROFORM INSPECTION RECORDS

A. Logs documenting the inspection of permanent microform records, as required by 36 CFR 1230, including description of the records tested, record category date, elements of inspection, results, and if defects are found, corrective action taken.
DESTROY 1 YEAR AFTER THE RECORDS ARE TRANSFERRED TO NARA.
[GRS 16-10 (a)]
    NOTE:  (1) These items do not cover the copy of logs and reports that are attached to the SF 135 when records are transferred to a Federal records center or the SF 258 when records are transferred to the National Archives of the United States. (2) Inspection records for unscheduled records that are converted to microform are also unscheduled and may not be destroyed.  
    B. Logs and other records documenting the inspection of temporary microform records, as recommended by 36 CFR 1230. DESTROY WHEN 2 YEARS OLD OR WHEN SUPERSEDED, WHICHEVER IS LATER.
[GRS 16-10 (b)]
    C. Reports made to the National Archives and Records Administration on the results of microform inspection, as required by 36 CFR 1230, and related correspondence.  DESTROY WHEN 2 YEARS OLD.
[GRS 16-10(b)]
1441 76.5 Records Disposition

Note:  Records Disposition—see Item 75A.
 
1442   Files Maintenance

(see below)

1442 77   FINDING AIDS

A. ndexes, lists, registers, and other finding aids in hard copy or electronic form used only to provide access to records authorized for destruction by the GRS or an approved item in this schedule.

NOTE:  EXCLUDED from this series are records containing abstracts or other information that can be used as an information source APART from the related records.  An SF-115 MUST BE SUBMITTED by the Agency Records Officer PRIOR TO DISPOSAL of these records--Contact the local Center Records Manager for guidance on this process.
DESTROY OR DELETE WITH THE RELATED RECORDS.
[GRS 23-9]
    B. Finding aids for series of records that HAVE BEEN accessioned by the National Archives and Records Administration and those relating to major program case files not previously authorized for disposal.  * PERMANENT *
TRANSFER TO NARA WITH RELATED RECORDS.
<DA: N1-255-94-1>
    C. All other finding aids/copies. FOLLOW DISPOSITION INSTRUCTIONS FOR THE RECORDS TO WHICH THEY RELATE, OR DESTROY WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
1442 78 GENERAL OFFICE FILES   

 

  A. CHRON FILES - READING FILES

Files that are extra copies, convenience copies, reference copies, which are filed and maintained in chronological order.  These are duplicates and ARE NOT the official record copy (yellow).
TRANSFER TO HISTORIAN'S OFFICE WHEN 1 YEAR OLD OR WHEN NO LONGER NEEDED FOR REFERENCE. HISTORIAN WILL DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
(N 1-9f)

 

  1. AMES RESEARCH CENTER ONLY ITEM DISCONTINUED. RECORDS NOW COVERED BY SCHEDULE 1/ITEM 78A..

 

 

B. SUSPENSE FILES 

Papers/records arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected and, if not received, should be traced on a given date.
    1. A note or other reminder to take some action. DESTROY AFTER ACTION TAKEN.
[GRS 23-6a]  (N 1-9g)
  78 2. The file copy or an extra copy of an outgoing communication, filed by date on which a reply is expected. WITHDRAW DOCUMENTS WHEN REPLY IS RECEIVED.  NOTE: IF SUSPENSE COPY IS AN EXTRA, DESTROY IMMEDIATELY; IF COPY IS THE FILE COPY, INCORPORATE IT INTO THE OFFICIAL FILES. [GRS 23-6b]  
    C. TRACKING AND CONTROL RECORDS

Logs, registers, and other records in hard copy or electronic form used to control or document the status of correspondence, reports, or other records that are authorized for destruction by the GRS or this schedule.  
DESTROY OR DELETE WHEN 2 YEARS OLD, OR 2 YEARS AFTER THE DATE OF THE LATEST ENTRY, WHICHEVER IS APPLICABLE.
[GRS 23-8]
    D. INFORMATION COPIES 

Copies of correspondence, reports, or other documents that are for reference use and are not made a part of an official subject or case file. 
DESTROY WHEN 1 YEAR OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 1-9h)
    E. SCHEDULES OF DAILY ACTIVITIES 

Calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities by Federal employees while serving in an official capacity, created and maintained in hard copy or electronic form, EXCLUDING materials determined to be personal.
 
    1. Records containing substantive information relating to official activities, the substance of which has not been incorporated into official files, EXCLUDING records relating to the official activities of high government officials.  (See Item 22, "Records of Management " of this Schedule.) DESTROY OR DELETE WHEN 2 YEARS OLD.
[GRS 23-5a]
    2. Records documenting routine activities containing no substantive information and records containing substantive information, the substance of which has been incorporated into organized files. DESTROY OR DELETE WHEN NO LONGER NEEDED.
[GRS 23-5b]
    F. OFFICE ADMINISTRATIVE DATA BASES

Data bases that support administrative or housekeeping functions, information derived from hard copy records authorized for destruction by the GRS or these schedules, if the hard copy records are maintained in organized files, and hard copy printouts from these databases created for short-term administrative purposes.
DELETE INFORMATION IN THE DATA BASE WHEN 2 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER.
[GRS 23-1]
  78 G. TRANSITORY FILES 

Documents of short-term interest (180 days or less), including in electronic form (e.g., e-mail messages), which have minimal or no documentary or evidential value. Examples of transitory correspondence are shown below. 

1. Routine requests for information or publications and copies of replies that require no administrative action, no policy decision, and no special compilation or research for reply.
DESTROY IMMEDIATELY, OR WHEN NO LONGER NEEDED FOR REFERENCE, OR UNDER A PREDETERMINED SCHEDULE OR BUSINESS RULE (E.G., IMPLEMENTING THE AUTO-DELETE FEATURE OF “LIVE” ELECTRONIC MAIL SYSTEMS).
[GRS 23-7]
    2. Originating office copies of letters of transmittal that do not add any information to that contained in the transmitted material, and receiving office copy if filed separately from transmitted material. 

3. Quasi-official notices including memoranda and other records that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals, bond campaigns, and similar records.

4. Records documenting routine activities containing no substantive information, such as routine notifications of meetings, scheduling or work-related trips and visits, and other scheduling related activities.

5. Suspense and tickler files or ‘to-do’ and task lists that serve as a reminder that an action is required on a given date or that a reply to action is expected, and if not received, should be traced on a given date.
 
    H. WORD PROCESSING and ELECTRONIC MAIL FILES-GENERAL GUIDANCE

(Also see specific record series for dispositions)

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.  Documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes:
 
  78 1. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. DESTROY/DELETE WITHIN 180 DAYS AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
[GRS 23-10(a)]
    2.   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.
[GRS 23-10 (B)]
    3. When maintained only in electronic form, and duplicate the information in and take the place of records that would otherwise be maintained in hard copy provided that the hard copy has been authorized for destruction by the GRS or these schedules.  DELETE AFTER THE EXPIRATION OF THE RETENTION PERIOD AUTHORIZED FOR THE HARD COPY.
    I. ADMINISTRATIVE OFFICE FILES

Records accumulated by individual offices that relate to the internal administration or housekeeping activities of the office rather than the functions for which the office exists.  In general, these records relate to the office organization, staffing, procedures, and communications; the expenditure of funds, including budget records; day-to-day administration of office personnel including training and travel; supplies and office services and equipment requests and receipts; and the use of office space and utilities.  They may also include copies of internal activity and workload reports (including work progress, statistical, and narrative reports prepared in the office and forwarded to higher levels) and other materials that do not serve as unique documentation of the programs of the office.
DESTROY WHEN 2 YEARS OLD.
[GRS 23-1]
1450   Correspondence Management Contact Center Records Mgr.
1451   Executive Instructions on Correspondence Contact Center Records Mgr.
1460   Mail Management Contact Center Records Mgr.
1470   Management Improvement

(see below)

1470 79 MANAGEMENT IMPROVEMENT REPORTS

 

    Management improvement reports submitted to the Office of Management and Budget (i.e., A-76 Reports) and related analyses.  This includes Government Performance and Results Act (GPRA) development and final records. (N 1-5)
    A. OFFICE OF PRIMARY RESPONSIBILITY RETIRE TO FRC WHEN 5 YEARS OLD.  DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
    B. ALL OTHER OFFICES/COPIES DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
1472   Work Measurement & Simplification Contact Center Records Mgr.
1480   Publications Management Contact Center Records Mgr.
1490   Printing Management (see below)
1490 80 OFFICE COPYING EQUIPMENT FILES  
    A. Procurement requests, NASA Form 51, justifications, approvals or disapprovals, located in offices (not the office procuring the equipment) whether purchase or rental equipment (except equipment in printing, duplicating, or reproduction facilities). DESTROY 2 YEARS AFTER ACQUISITION OF EQUIPMENT OR AFTER DISAPPROVAL.
<DA: N1-255-94-1>
    B. Daily production reports/records.  DESTROY 90 DAYS AFTER INCLUSION OF DATA IN MONTHLY (OR OTHER CONSOLIDATED) REPORT.
<DA: N1-255-94-1>
(N 16-7)
      C. Production reports (other than daily), cost records (including repairs, maintenance, supplies, operating labor, depreciation) and studies. DESTROY WHEN 5 YEARS OLD. (IF RECORDS ARE KEPT SEPARATELY FOR EACH MACHINE, DESTROY WHEN MACHINE IS DISPOSED OF OR TRANSFER WITH MACHINE.)
}<DA: N1-255-94-1>
1490 81 REQUISITIONS ON THE PUBLIC PRINTER

Records relating to requisitions on the Printer (outside the agency) and all supporting papers.
    A. Printing procurement unit copy of requisitions, invoice, specifications, and related papers, e.g., SF 1, SF 1C, and GPO Forms 2511, GPO 1026A. DESTROY 3 YEARS AFTER COMPLETION OR CANCELLATION OF REQUISITION.
[GRS 3-6a]
(N 16-1a)
    B. Accounting copy of requisition, Government Printing Office Invoice, transfer of funds voucher, and receiving report.  DESTROY 3 YEARS AFTER PERIOD COVERED BY RELATED ACCOUNT.
[GRS 3-6b]
(N 16-1b)
    C. Administrative correspondence pertaining to the administration and operation of the unit responsible for printing, binding, and duplication, and distribution matters, and related papers. DESTROY WHEN 2 YEARS OLD.
[GRS 13-1]
(N 17-20)
1490 82 JOB OR PROJECT FILES - PRINTING

Job or project records containing all papers and data pertaining to the planning and execution of duplication, and distribution of jobs (in-house):
(N 16-2)
  A. Files pertaining to the accomplishment of the job, containing requisitions, bills, samples, manuscript clearances, and related papers, exclusive of:
- Requisitions on the Public Printer and related records; and,
- Records relating to services obtained outside the Agency. 
DESTROY 1 YEAR AFTER COMPLETION OF JOB.
<DA: N1-255-94-1>
  B. Files pertaining to planning and other technical matters concerning these services. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-94-1>
  82 C. NASA Headquarters Duplicating Center - in-house duplication only, records relating to the operation, execution, reproduction (i.e., Form 51 - HQ Printing and Reproduction Requisition/Request) and distribution. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
1490 83 CONTROL REGISTERS - PRINTING

Control registers pertaining to requisitions and work orders.
DESTROY 1 YEAR AFTER CLOSE OF FISCAL YEAR IN WHICH COMPILED OR 1 YEAR AFTER FILLING OF REGISTER, WHICHEVER IS APPLICABLE.
[GRS 13-3]
(N 16-3)
1490 84 JOINT COMMITTEE ON PRINTING - REPORTS TO / AUTHORIZATIONS
    A. Agency reports to the Joint Committee on Printing regarding the operation of Class A and B plants and inventories of printing, binding, and related equipment in Class A and B plants or in storage. DESTROY WHEN 3 YEARS OLD.
[GRS 13-5a]
(N 16-4)
    B. Copies of reports in subordinate reporting units and their related work papers. DESTROY 1 YEAR AFTER DATE OF REPORT.
[GRS 13-5b]
(N 16-4)
    C. Correspondence and authorizations by the JCP and related papers concerning establishment, relocation, and disestablishment of printing plants. RETIRE TO FRC WHEN 5 YEARS OLD.  DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 16-5)
    D. Records/reports concerning the acquisition, transfer, and disposal of equipment. DESTROY 2 YEARS AFTER DISPOSAL OF THE EQUIPMENT.
<DA: N1-255-94-1>
(N 16-5)
    E. All other miscellaneous documentation, e.g., inclusion of printing in contracts or grants. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 16-5)
1500   Administrative Services

(see below)

1500 85   LOCATOR RECORD FILES

Locator sheets, cards, tags, such as space control sheets, location sheets, location cards, bin tags, and other papers utilized as a check or inventory of stock location.
DESTROY WHEN SUPERSEDED OR OBSOLETE.
<DA: N1-255-94-1>
(N 17-25)
1520   Graphics

(see below)

1520 86 GRAPHIC ARTS - VISUAL MEDIA

    Materials prepared for the purpose of assisting NASA officials in presentations, such as Congressional Hearings, program reviews, technical briefings, public lectures, publications, exhibits, and in-house activities.

    A. ORIGINAL ART WORK - NASA ART PROGRAM

 

  86 1. Art work (non-record artifact) commissioned by NASA to depict/represent a particular event or concept of space and/or NASA missions. RETAIN INDEFINITELY WITHIN AGENCY CUSTODY AS PART OF THE NASA ART PROGRAM OPERATED BY CODE P AT NASA HQ.
<DA: N1-255-94-1>
    2. NASA Portraits - High-level NASA officials (i.e., Administrator; Center Directors, Deputy Administrators, Deputy Center Directors) (Office of Record at NASA Headquarters).  * PERMANENT *
TRANSFER ONE 3x5 TRANSPARENCY AND PRINT TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
    3. STENNIS SPACE CENTER ONLY (Graphics Office) Artwork developed and used in hearings, presentations, reviews, conferences, briefings, and presentations of information to the general public such as speeches, news releases, educational briefs, and exhibits.  (Official file copies are maintained by another office at Stennis Space Center.) DESTROY WHEN NO LONGER NEEDED BY THE INSTALLATION OR WHEN REFERENCE VALUE CEASES.
<DA: N1-255-94-1>
    B. BOARD ART - COMPUTER GENERATED GRAPHICS   
    1. Presentations to the Public

Artwork used in Congressional Hearings; budget presentations; summary review conferences; technical briefings; and presentations to the public such as speeches, releases to news media, educational briefs, and exhibits.
RETURN ORIGINAL BOARD ART TO THE REQUESTING OFFICE. DESTROY WHEN NO LONGER NEEDED. 
<DA: N1-255-94-1>
(N 91a(1))
    2. NASA Internal Use

Artwork used in fund drives, posters for employee-sponsored activities, illustrations used in administrative function activities, and other routine in-house activities, including routine handbills, flyers, posters, letterheads, and other graphics.
DESTROY WHEN NO LONGER NEEDED FOR PUBLICATION OR REPRINTING.
[GRS 21-6]
(N 9-1a(2))
    C. VIEWGRAPHS/TRANSPARENCY  
    1. Master photographic negatives - such as those used in the production of visual aids (slides, viewgraphs, and photographs) from original art. NASA HQ:  OPR - CODE JOB-2 ONLY RETIRE ORIGINAL TO FRC WHEN NO LONGER NEEDED TO REPRODUCE ADDITIONAL VISUAL AIDS, WORKING COPIES, OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.  DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 91b)
    2. Slides and viewgraphs/transparencies used by program, staff, and project offices for presentations.  DESTROY 1 YEAR AFTER USE.
[GRS 21-5]
(N 9-1c)
    3. All other offices/copies.  DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
    4. STENNIS SPACE CENTER ONLY

Records consist of master photographic negative/transparency files, graphic arts, and line art, including any material maintained in electronic/magnetic format.  Collection includes black & white half tones, color photos, negatives and paper line art.  This collection may include duplicate files that exist in other offices of the same presentation. 
DESTROY OR DISPOSE OF RECORDS WHEN NO LONGER NEEDED BY THE AGENCY OR WHEN REFERENCE VALUE CEASES.
<DA: N1-255-94-1>
  86 (Some work is generated by use of photo-typesetting equipment.)  
    D. LINE ART / NEGATIVES / PLATES  
    1. Line and halftone negatives, screened paper prints and offset lithographic plates used for photomechanical reproduction.  DESTROY WHEN NO LONGER NEEDED FOR PUBLICATION OR REPRINTING.
[GRS 21-7]
    2. Line copies of graphs and charts.     DESTROY WHEN NO LONGER NEEDED FOR PUBLICATION OR REPRINTING.
[GRS 21-8] 
    VISUAL AIDS REQUISITION/REGISTER FILES  
    1.   Requests and instructions for the preparation of the visual aids described under this item b., whether in hard copy or electronic. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N  9-2)
    2.   Registers showing receipt of requisition and control number assigned to it.

NOTE:  These records may be included in an automated "Action Tracking System."
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N  9-3)
    F. FINDING AIDS FOR VISUAL MEDIA/GRAPHIC ARTS

Finding aids for identification, retrieval, or use of temporary audiovisual, visual records. May include indexes, catalogs, shelf lists, logbooks, caption sheets, shot lists, etc., and may be in text, card, microform, or electronic.
DISPOSE OF ACCORDING TO THE INSTRUCTION COVERING THE RELATED AUDIOVISUAL RECORD.
[GRS 21-29]
1521   Visual Aids Contact Center Records Mgr.
1530   Postal Records (see below)
1530 87 POSTAL RECORDS
    A Post office forms and supporting papers, exclusive of records held by the United States Postal Service.  
    1. Records relating to incoming or outgoing registered mail pouches, registered, certified, insured, and special delivery mail including receipts and return receipts. DESTROY WHEN 1 YEAR OLD.
[GRS 12-5a]
(N 10-17)
    2. Application for postal registration and certificates of declared value mail.  DESTROY WHEN 1 YEAR OLD.
[GRS 12-5b]
    3. Report of loss, rifling, delay, wrong delivery, or other improper treatment of mail.  DESTROY WHEN 1 YEAR OLD.
[GRS 12-5c]
(N 10-22)
    B. Post irregularities files, such as correspondence, reports, and other records relating to irregularities in the handling of mail, such as loss or shortage of postage stamps or money orders, or loss or destruction of mail. DESTROY 3 YEARS AFTER COMPLETION OF INVESTIGATION.
[GRS 12-8]
  87 C. Postal statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post or packages over 4 pounds). DESTROY WHEN 6 MONTHS OLD.
[GRS 12-6b]
(N 10-18)
    D. Production and statistical reports and data relating to the handling of mail and volume of work performed. DESTROY WHEN 1 YEAR OLD.
[GRS 12-6b]
(N 10-19)
    E. Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, excluding both those covered by item a. of this schedule and those used as indexes to correspondence files. DESTROY WHEN 1 YEAR OLD.
[GRS 12-6a]
(N 10-23)
    F. Records relating to checks, cash, stamps, money orders, or any other valuables remitted to the Agency by mail.  DESTROY WHEN 1 YEAR OLD.
[GRS 12-6e]
(N 10-20)
    G. Metered Mail Files (Annual official penalty mail, metered mail reports and all related papers). RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 6 YEARS OLD. [GRS 12-7]           (N 10-24)  
1530 88   MAILING OR DISTRIBUTION LISTS    
    A. CORRESPONDENCE, REQUEST FORMS, AND OTHER RECORDS RELATING TO CHANGES IN MAILING LISTS   DESTROY AFTER APPROPRIATE REVISION OF LIST OR AFTER 3 MONTHS, WHICHEVER IS SOONER.
[GRS 13-4a]
(N 16-6)
    B. CARD LISTS DESTROY INDIVIDUAL CARDS WHEN CANCELLED OR REVISED.
[GRS 13-4b]
    C. PLATE OR STENCIL MAILING LISTS  DESTROY PLATES OR STENCILS WHEN CANCELLED OR REVISED.
<DA: N1-255-94-1>
    D. ALL OTHER LISTS KEPT BY OFFICES OTHER THAN THE OFFICIAL MAIL ROOM/OFFICE DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
1540   Building and Grounds Management (see below)
1540 89 AGENCY SPACE FILES

Records relating to the allocation, utilization, and release of space under agency control, and related reports to the General Services Administration.
(N 8-3)
    A. Building plan files and related agency records utilized in space planning, assignment, and adjustment. DESTROY 2 YEARS AFTER TERMINATION OF ASSIGNMENT, OR WHEN LEASE IS CANCELLED, OR WHEN PLANS ARE SUPERSEDED OR OBSOLETE.
[GRS 11-2a]
    B. Correspondence with and reports to staff agencies relating to agency space holdings and requirements.   
  89 1. Agency reports to the General Services Administration regarding space occupied in "Metropolitan Washington" and "Outside the District of Columbia," and related papers. DESTROY WHEN 2 YEARS OLD.
[GRS 11-2b(1)]
    2. Copies in subordinate reporting units and related work papers. DESTROY WHEN 1 YEAR OLD.
[GRS 11-2b(2)]
    C. General correspondence of the unit responsible for space and maintenance matters, pertaining to its own administration and operation, and related papers. DESTROY WHEN 2 YEARS OLD.
[GRS 11-1]
1540 90 BUILDING AND EQUIPMENT SERVICE FILES

Requests for building and equipment maintenance services, excluding fiscal copies.
DESTROY 3 MONTHS AFTER WORK PERFORMED OR REQUISITION IS CANCELLED.
[GRS 11-5]
(N  8-1)
1541   Transportation and Parking Services Contact Center Records Mgr.
1542   Conference Rooms and Auditoriums Contact Center Records Mgr.
1550   General Office Services

(see below)

1550 91 DIRECTORY LISTINGS - BUILDING / TELEPHONE

Correspondence, forms, and other records relating to the compilation of building and telephone directory service listings.
DESTROY 2 MONTHS AFTER ISSUANCE OF LISTING.
[GRS 11-3]
(N 1-32)
1551   Internal Mail/Messenger Service (see below)
1551 92 NASA INTERNAL MAIL AND MESSENGER SERVICE RECORDS

Records of and receipts for mail and packages received through the official mail and messenger service.
DESTROY WHEN 6 MONTHS OLD.
[GRS 12-6f]
(N 10-21)
1551 93 MESSENGER SERVICE - MOTOR

Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records.
DESTROY WHEN 2 MONTHS OLD.
[GRS 12-1]
(N 10-25)
1552   Clerical and Stenographic Contact Center Records Mgr.
1553   Moving and Labor Contact Center Records Mgr.
1570   Office Supplies

(see below)

1570 94 INVENTORY REQUISITION FILES - STOCK / SUPPLY

Requisitions for supplies and equipment for/from current inventory.
    A. STOCKROOM COPY DESTROY 2 YEARS AFTER COMPLETION OR CANCELLATION OF REQUISITION.
[GRS 3-8a]
(N 17-22)
  94 B. COMPLETED REQUISITIONS FOR SERVICE, SUPPLIES, AND EQUIPMENT, AND TRAVEL DOCUMENTS

(Official file copies are maintained by the office rendering service.)
DESTROY 1 YEAR AFTER ACTION IS COMPLETED.
<DA: N1-255-94-1>
    C. ALL OTHER OFFICES/COPIES   DESTROY WHEN 6 MONTHS OLD.
[GRS 3-8b]
1571   Office Equipment and Furnishings Contact Center Records Mgr.
1580   Telephone (Local)

(see below)

1580 95 TELEPHONE SERVICE RECORDS
    Requests from operating units for installation, alterations, relocation, or removal of telephone facilities, excluding fiscal copy.  General files including plans, reports, and other records pertaining to equipment requests, telephone service and like matters. DESTROY WHEN 3 YEARS OLD.
[GRS 12-2(b)/(d)]
(N 8-2, N 10-16)
1590   Miscellaneous Matters Contact Center Records Mgr.
1600   Security

(see below)

1600 96   SECURITY PROGRAM FILES    
    A. SIGNIFICANT POLICY AND PROGRAM RECORDS

Documents, manuals, directives, plans, reports and correspondence that document significant and/or unique security program functions, including NACA security program files.
* PERMANENT *
RETIRE TO FRC 5 YEARS AFTER SUPERSEDED.  TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 12-30)
    B. OTHER POLICY AND PROGRAM FILES

Records that reflect the administration and direction of security and protective services programs relating to routine classified information accounting and control, facilities security and program and protective services, personnel security clearances, and emergency planning.
DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
    C. CLEARANCE SUBJECT FILES - ADMINISTRATIVE

Correspondence, reports, and other records relating to the routine administration and operations of the personnel security program, not covered by this item, or elsewhere in this schedule.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
1600 97

PASR
SECURITY RECORDS SYSTEM - NASA 10 SECR

Records contained in this system/category consist of (1) Personnel Security Records, (2) Criminal Matter Records, and (3) Traffic Management Records.
SEE SPECIFIC RECORD SERIES FOR AUTHORIZED DISPOSITION. 
    A. PERSONNEL SECURITY RECORDS SEE NRRS 1/103 AND 1/114.
  B. CRIMINAL MATTER RECORDS SEE NRRS 21//97.5A & B .
  C. EMERGENCY DATA RECORDS SEE NRRS 1/100B1
    D. TRAFFIC MANAGEMENT RECORDS SEE NRRS 1/97.5C.
1600 97.5 PROTECTIVE SERVICE CRIMINAL MATTER RECORDS
Records in any format and media resulting from criminal investigations related to crimes against NASA personnel or property, or related to any criminal investigative activity, Law Enforcement actions, or Law Enforcement documented incidents that occur on NASA property. Excludes investigation records of the Inspector General which are covered under Schedule 9.
A. CRITICAL INCIDENT CASE FILES
Case files for criminal investigation of critical incidents, offenses, and citation reports. Includes death from suicide, natural causes, and traffic fatalities; sex-related crimes involving violence or force (actual or implied), threats, or weapons; arson; bombing; kidnapping; attempted arson, bombing, kidnapping, homicide and suicide; any crime or incident resulting in grievous bodily harm to any person; and cases identified for extended retention by the NASA Protective Services Office. Grievous bodily harm is defined as the loss of a limb, permanent loss of any senses (sight, hearing, etc.), any fractured bones, or permanent damage to any body organ. CUT OFF FILE AFTER CASE CLOSES. DESTROY 45 YEARS AFTER CUTOFF.
<DA: N1-255-07-2>
B. SERIOUS INCIDENT CASE FILES
Case files for criminal investigation of incidents not meeting the criteria for Item A but which involve violence (or the threat of violence) resulting in serious bodily harm, or theft of government, contractor, or personal property. Serious bodily harm is defined as any injuries not meeting the criteria for grievous bodily harm, but requires medical transport, and can involve injury not requiring hospitalization. Also includes burglary, workplace violence, alcohol/drug related offenses, weapons violations, non-fatal traffic accidents, and suspicious incidents. CUT OFF FILE AFTER CASE CLOSES. DESTROY 25 YEARS AFTER CUTOFF.
<DA: N1-255-07-2*>
C. ROUTINE CASE FILES
Case files for routine incidents, offenses, or citation reports involving routine traffic citations, assistance to outside agencies, executive protective services, trespass warnings, and other non-injury related reports. CUT OFF FILE AFTER CASE CLOSES. DESTROY 3 YEARS AFTER CUTOFF.
<DA: N1-255-07-2>
D. BACKGROUND AND OUTPUT MATERIAL
1. Feeder or background documents: working copies, summary sheets, copies of information, input forms, and other materials used as source data for the records in items above. DESTROY/DELETE AFTER ASSOCIATED OFFICIAL RECORDS HAVE BEEN CREATED.
<DA: N1-255-07-2>
2. Excerpts from or copies of records above; reports, summaries or statistical analyses produced from records above and used for convenience, reference or distribution. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-07-2>
1600 98   NONPERSONAL REQUISITION FILES

Requisitions for nonpersonal services, such as duplicating, laundry, binding, and other services (EXCLUDING records associated with Accountable Officers' Accounts (Schedule 9).
DESTROY WHEN 1 YEAR OLD.
[GRS 3-7]
(N 17-21)
1600 99   KEY ACCOUNTABILITY FILES

Files relating to the accountability for keys, door cards, etc. issued.
 
    A. AREAS UNDER MAXIMUM SECURITY DESTROY 3 YEARS AFTER TURN-IN OF KEY.
[GRS 18-16a]
(N 12-14)
    B. ALL OTHER AREAS  DESTROY 6 MONTHS AFTER TURN-IN OF KEY.
[GRS 18-16b]
(N 12-14)
1600 100 GUARD SERVICE FILES  
    A. ASSIGNMENT FILES  
    1. Files relating to guard assignment and strength.  
    (a) Ledger records. DESTROY 3 YEARS AFTER FINAL ENTRY.
[GRS 18-13a]
(N 12-13)
    (b) Requests, analyses, reports, change notices, and other papers relating to assignments and strength requirements.   DESTROY WHEN 2 YEARS OLD.
[GRS 18-13b]
    B. CONTROL FILES  
    1. Control center key or code records, emergency call cards, and building record and employee identification cards. DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 18-19a]
(N 12-10, N 12-17)
    2.   Round reports, service reports on interruptions and tests, and punch clock daily sheets.  DESTROY WHEN 1 YEAR OLD.
[GRS 18-19b]
    3.   Automatic machine patrol charts and registers of patrol and alarm services. DESTROY WHEN 1 YEAR OLD.
[GRS 18-19c]
    4.   Arms distribution sheets, logs, charge records, transfer sheets and receipts. DESTROY 3 MONTHS AFTER RETURN OF ARMS.
[GRS 18-19d]
1600 101 CLASSIFIED DOCUMENTS INVENTORY REPORTING FILES

Correspondence or documents used to report the results of inventories conducted under local requirements to assure proper accounting for all classified matter, including files pertaining to the administration of security classification, control, and accounting for classified documents, not covered elsewhere in this schedule.
DESTROY WHEN 2 YEARS OLD.
[GRS 18-1]
(N 1-9k)
1610   Personnel Security (see below)
1610 102 CLASSIFIED INFORMATION NONDISCLOSURE AGREEMENTS

Copies of nondisclosure agreements, such as SF 312, Classified Information Nondisclosure Agreement, signed by employees with access to information which is classified or classifiable under standards put forth by Executive orders governing security classification.  These forms should be maintained separately from personnel security clearance files.
DESTROY WHEN 70 YEARS OLD.
[GRS 18-25]
1610 103 PERSONNEL SECURITY CLEARANCE FILES

Personnel security clearance case files and related indexes maintained by the personnel security office.
    A. Files documenting the processing of investigations on Federal employees or applicants for Federal employment, whether or not a security clearance is granted, and other persons, such as those performing work for a Federal agency under contract, who require an approval before having access to Government facilities or to sensitive data.  These files include questionnaires, summaries of reports prepared by the investigating agency and other records reflecting the processing of the investigation and the status of the clearance, exclusive of copies of investigative reports furnished by the investigating agency. DESTROY UPON NOTIFICATION OF DEATH OR NOT LATER THAN 5 YEARS AFTER SEPARATION OR TRANSFER OF EMPLOYEE OR NO LATER THAN 5 YEARS AFTER CONTRACT RELATIONSHIP EXPIRES, WHICHEVER IS APPLICABLE.
[GRS 18-22a]
(N 12-19)
    B. Investigative reports and related papers furnished to agencies by investigative organizations for use in making security/suitability determinations. DESTROY IN ACCORDANCE WITH THE INVESTIGATING AGENCY INSTRUCTIONS.
[GRS 18-22b]
    C. Index to the Personnel Security Case Files. DESTROY WITH RELATED CASE FILE.
[GRS 18-22c]
    D. Status files, lists, or rosters maintained in security units showing the current security clearance status of individuals.  DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 18-23]
1620   Physical Security

(see below)

1620 104

PASR
GODDARD SPACE FLIGHT CENTER (GSFC) LOCATOR AND INFORMATION SERVICES TRACKING SYSTEM (LISTS) - NASA 51 LIST 

Employee identification cards/information. Records contained in the system will consist of privacy and personal information for all onsite and off-site NASA/GSFC civil servants and onsite and near-site contractors, tenants, and other guest workers possessing or requiring badge identifications.  LISTS is a comprehensive and accurate source of information for institutional services and planning, general and personal information in order to assist the Security office in issuing picture badge identifications and in coordinating clearance requests; to establish for the Library an authorization for use of its printed materials; to identify the listed emergency contact in case of an emergency to a center employee or guest worker; and to provide a home address in case an employee or guest worker must be contacted during off hours or for official mailings to a home address.
RECORDS ARE RETAINED FOR VARYING PERIODS OF TIME DEPENDING ON THE NEED FOR USE OF THE FILES, AND ARE DESTROYED OR OTHERWISE DISPOSED OF WHEN SUPERSEDED OR NO LONGER NEEDED.
[GRS 18-19a]
1620 105   IDENTIFICATION CREDENTIALS FILES

Identification credentials and related papers.
   
    A. Identification credentials including cards, badges, parking permits, photographs, agency permits to operate motor vehicles, and property, dining room, and visitor passes, and any other similar identification credentials. DESTROY CREDENTIALS 3 MONTHS AFTER RETURN TO ISSUING OFFICE.
[GRS 11-4a]
(N 12-24a, N 8-4)
    B. Receipts, indices, listings, and accountable records. DESTROY AFTER ALL LISTED CREDENTIALS ARE ACCOUNTED FOR. 
[GRS 11-4b]
(N 12-24b, N 8-4b)
1620 106 FIREARMS - ACCOUNTABILITY / QUALIFICATION   
    A. Records of acquisitions of firearms. DESTROY 1 YEAR AFTER FIREARM IS DESTROYED OR TRANSFERRED.
<DA: N1-255-94-1>
(N 12-10)
    B. Certificate to carry firearms (NASA Form 699a and 699b). DESTROY 1 YEAR AFTER TERMINATION OF CERTIFICATE.
<DA: N1-255-94-1>
(N 12-11)
    C. Data relating to individual qualifications, training, and maintenance of proficiency in the use of firearms. DESTROY 1 YEAR AFTER TERMINATION OF INDIVIDUAL.
<DA: N1-255-94-1>
(N 12-12)
1620 107 FACILITIES CHECKS  (BY GUARD FORCE)

Files relating to periodic guard force facility checks.
    A. Data sheets, door slip summaries, check sheets, and guard reports on security violations (except copies in files of agency security offices covered by Item 79 of this schedule). DESTROY WHEN 1 YEAR OLD.
[GRS 18-18a]
(N 12-16)
  107 B. Reports of routine after-hour security checks which either does not reflect security violations, or for which the information contained therein is documented in the files defined in Item 79 of this schedule. DESTROY WHEN 1 MONTH OLD. [GRS 18-18b] 
1620 108 SECURITY VIOLATION FILES

Case files relating to investigations of alleged violations of Executive Orders, laws or agency regulations for the safeguarding of national security information.
    A. Files relating to alleged violations of a sufficiently serious nature that they are referred to the Departments of Justice or Defense for prosecutive determination, exclusive of files held by the Department of Justice or Defense offices responsible for making such determinations.   DESTROY 5 YEARS AFTER CLOSE OF CASE. [GRS 18-24a] (N 12-22, N 12-21)  
    B. All other offices and files, EXCLUSIVE of papers placed in official personnel folders. DESTROY 2 YEARS AFTER COMPLETION OF FINAL ACTION.
[GRS 18-24b]
1620 109 CONTAINER FILES  
    A. CLASSIFIED DOCUMENT SECURITY

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.
[GRS 18-7a]
(N 1-42)
    B. RETURNABLE

Documents reflecting the receipt, transfer, and return to vendor of receiving reports, reports of survey, shipping documents, reports, or similar documents.
DESTROY 3 YEARS AFTER RETURN OF CONTAINER OR PURCHASE OF CONTAINER, WHICHEVER IS APPLICABLE.
<DA: N1-255-94-1>
(N 17-23)
1630   Control of Classified Information  
1630 110 ACCESS REQUEST FILES

Requests and authorizations for individuals to have access to classified files.
DESTROY 2 YEARS AFTER AUTHORIZATION EXPIRES.
[GRS 18-6]
(N 12-5)
1630 111 DOCUMENTS:  ACCOUNTABILITY / INVENTORY  FILES
    A. TOP SECRET DOCUMENTS  
    1. Registers maintained at control points to indicate accountability over Top Secret documents, reflecting the receipt, dispatch, or destruction. DESTROY 5 YEARS AFTER DOCUMENTS SHOWN ON FORMS ARE DOWNGRADED, TRANSFERRED, OR DESTROYED.
[GRS 18-5a]
(N 12-2a)
  111 2. Forms accompanying documents to ensure continuing control, showing names of persons handling the documents, intra-office routing, and comparable data. DESTROY WHEN RELATED DOCUMENT IS DOWNGRADED, TRANSFERRED, OR DESTROYED.
[GRS 18-5b]
(N 12-2b)
    B. CLASSIFIED DOCUMENTS

 

    1. 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. DESTROY WHEN 2 YEARS OLD.
[GRS 18-4]
(N 12-3
    2. Receipt files and records documenting the receipt and issuance of classified documents. DESTROY WHEN 2 YEARS OLD.
[GRS 18-2]
    3. Destruction certificates relating to the destruction of classified documents. DESTROY WHEN 2 YEARS OLD.
[GRS 18-3]
1640   Security Classifications

(see below)

1640 112 SECURITY CLASSIFICATION SYSTEMS

Authorization documents for upgrading, downgrading, and declassifying documents or equipment.
    A. OFFICE OF PRIMARY RESPONSIBILITY DESTORY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N 12-4)
    B. ALL OTHER OFFICES/COPIES DESTROY AFTER THE DOCUMENT TO WHICH THE CLASSIFICATION ACTION APPLIES HAS BEEN REGRADED OR DECLASSIFIED BY SUITABLE MARKINGS.
<DA: N1-255-94-1>
    NOTE:  Records that document program policy or security classification and grading systems should be included in Item 96A of this Schedule.

 

1650   Industrial Security

(see below)

1650 113   INDUSTRIAL SECURITY FILES

Documents relating to the security classification or changes thereto, of a contract with industry.
       
    A. Precedent and unusual cases selected by pertinent NASA Officials, i.e., Director, Security, Logistics & Industrial Relations Division; Chief, NASA Security. DESTROY AFTER THE DOCUMENT TO WHICH THE CLASSIFICATION ACTION APPLIES HAS BEEN REGRADED OR DELASSIFIED BY SUITABLE MARKINGS.
<DA: N1-255-94-1>
(N 12-29)
    B. All other offices/case files. DESTROY WHEN NO LONGER NEEDED, OR 3 YEARS AFTER CONTRACT IS CLOSED/COMPLETED.
<DA: N1-255-94-1>
1670   Security Education Contact Center Records Mgr.
1680   Visitor and Foreign Travel Control

(see below)

1680 114 LOGS, REGISTERS, AND CONTROL FILES
    A. VISITORS

Registers or logs used to record names of outside contractors, service personnel, visitors, employees admitted to restricted areas, and reports on automobiles and passengers.
 
    1. Areas under maximum security. DESTROY 5 YEARS AFTER FINAL ENTRY OR DATE OF DOCUMENT, AS APPROPRIATE.
[GRS 18-17a]
(N 12-15)
    2. All other areas.     DESTROY 2 YEARS AFTER FINAL ENTRY OR DATE OF DOCUMENT, AS APPROPRIATE.
[GRS 18-17b]
    B. GUARDS

Guard logs and registers not covered elsewhere, or under A, of this schedule.
 
    1.   Central guard office master logs. DESTROY 2 YEARS AFTER FINAL ENTRY.
[GRS 18-20a]
(N 12-18)
    2.   Individual guard post logs of occurrences entered in master logs. DESTROY 1 YEAR AFTER FINAL ENTRY.
[GRS 18-20b]
1680
2630
115 PASSPORT FILES  (SEE ALSO SCHEDULE 2)

Personal identification or passport photographs
RETURN ORIGINAL TO REQUESTOR, DESTROY WHEN 5 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS LATER.
[GRS 21-2]
(N 22-3)
1690   Security Surveys

(see below)

1690 116 SURVEYS AND INSPECTION OF FACILITIES

Reports of surveys and inspections of 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. 
    A. GOVERNMENT-OWNED FACILITIES  DESTROY WHEN 3 YEARS OLD, OR UPON DISCONTINUANCE OF THE FACILITY, WHICHEVER IS SOONER.
[GRS 18-9]
(N 12-7)
    B. PRIVATELY-OWNED FACILITIES

Reports of surveys and inspections of facilities assigned security cognizance by Government agencies, and related documents.
DESTROY WHEN 4 YEARS OLD OR WHEN SECURITY COGNIZANCE IS TERMINATED, WHICHEVER IS SOONER.
[GRS 18-10]
1700   Safety (see below)
1700 117   SAFETY FILES - PROPERTY

Safety inspection and maintenance records for all NASA real and personal property.
 
    A. INSPECTING OFFICE

NOTE:  Payload Safety Data Files/Records are maintained under AFS 8680 See Schedule 8 for records created in this series.  
RETIRE TO FRC WHEN RELATED PROPERTY IS DISPOSED OF BY NASA.  DESTROY 5 YEARS AFTER DISPOSAL.
<DA: N1-255-94-1>
(N 21-6)
    B. ALL OTHER OFFICES/COPIES DESTROY WHEN 4 YEARS OLD.
<DA: N1-255-94-1>
1700 117.5 SAFETY ACTIVITIES RECORDS

 A. Records of safety activities by designated organizational personnel other than the office of functional responsibility for the safety program, including Supervisor Safety Visit records, minutes ofperiodic safety meetings, fire extinguisher location logs, and related materials.  Internal organizational safety activities records would be included in this item.  Cutoff date is date of document, activity, or entry in log. 
HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
1700 118 GROUND-BASED PRESSURE SYSTEMS RECORDS

Reports and correspondence related to design, inspection, and certification of Ground-Based Pressure Systems.  Records may include Inspection reports, Pressure System Condition Reports Category C, Low Energy/Low Risk Requests, Pressure Systems Design Review Records, Waivers, and Weld/Braze Inspection Reports.  Certification packages include active and superseded records. Inspection and re-certification dates are based on NASA inspection table requirements.  Cutoff date is date of document.

Note: If Pressure Vessels and Systems ceases to exist and records are at least 3 years old, early destruction of records can be requested through NASA Records Officer at Headquarters.
    A. Recordkeeping copy (paper) RETIRE TO FRC OR APPROVED STORAGE FACILITY WHEN 5 YEARS OLD. DESTROY WHEN 25 YEARS OLD.
<N1-255-99-3>
    B. Electronic copies generated on office automation applications such as e-mail and word processing applications. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED.
<N1-255-99-3>
1701   Basic Policy Contact Center Records Mgr.
1710   Safety/Accident Prevention

(see below)

1710 119 FIRE, EXPLOSION, AND ACCIDENT INVESTIGATIVE FILES  
    Case files, investigative files accumulating from investigations of fires, explosions, and accidents, consisting of retained copies of reports and related papers 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.
    A. PRECEDENT OR UNUSUAL CASES

Cases selected by pertinent NASA Officials, i.e., Chief, NASA Security Office, Associate Administrator, Office of Safety and Mission Assurance, and all type A and B mishaps.  
* PERMANENT *
RETIRE TO FRC WHEN 5 YEARS OLD.  TRANSFER TO NARA WHEN 30 YEARS OLD.
<DA: N1-255-94-1>
(N 12-8)
    B. ROUTINE CASES DESTROY WHEN 2 YEARS OLD.
[GRS 18-11]
1710 119.5 SAFETY CONCERNS AND SUGGESTIONS REPORTING

Records and reports on employee safety concerns and suggestions.  Records consist of safety concerns, unexpected occurrences (close calls), and related beneficial safety suggestions.  EXCLUDING facility repairs or maintenance requests that are reported to the Center’s safety organization.  Cutoff date is date action is closed.
    A. OFFICE OF PRIMARY RESPONSIBILITY  HANDLE AS PERMANENT PENDING RETENTION APPROVAL
    B. ALL OTHER OFFICES AND COPIES HANDLE AS PERMANENT PENDING RETENTION APPROVAL
1711   Accident Reporting & Investigation

(see below)

1711 120 SAFETY REPORTS / RECORDS

A. NASA SAFETY REPORTS - ANNUAL

Statistical reports, surveys on loss and injuries compiled by Headquarters from reports described in B of this item.  (This is typically an annual report that can, but is not limited to, include hardware loss, and more information/data than DoL report requires.)
    1. Headquarters. RETIRE TO FRC WHEN 5 YEARS OLD.  DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
(N 21-4)
    2. Centers  (feeder reports to HQ).  RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
  120 B. SAFETY PROGRAM REPORTS

Statistical reports from Centers regarding injuries and accidents, such as NASA Forms 344 and 345. 

NOTE: 01-17-02, NASA Forms 344 and 345 no longer exist and have not been used for many years.  (THIS IS AN INACTIVE SERIES OF RECORDS.)
    1. Headquarters.  RETIRE TO FRC WHEN INACTIVE.  DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
(N 21-3)
    2. Centers and all other offices/copies. RETIRE TO FRC WHEN INACTIVE.  DESTROY WHEN 12 YEARS OLD.
<DA: N1-255-94-1> 
    C. INDIVIDUAL ACCIDENT REPORTS

Forms, reports, correspondence, and related medical and investigatory relating to on-the-job injuries whether or not a claim for compensation was made, EXCLUDING copies filed in the Employee Medical Folder and copies submitted to the Department of Labor (DoL).
CLOSE FILE ON TERMINATION OF COMPENSATION OR WHEN DEADLINE FOR FILING A CLAIM HAS PASSED.  DESTROY 3 YEARS AFTER CLOSE OF FILE.
[GRS 1-31]
(N 21-5)
    D. PROTECTIVE AND PREVENTIVE MEASURES REPORTS SEE ITEM 116 OF THIS SCHEDULE
(N 21-7)
    E. SAFETY AND RELIABILITY REPORTS

Files consist of Safety & Reliability Reports including Hazard Reports and Risk Assessments relating to the KSC Ground Support Equipment that interfaces with the flight hardware.  Files contain, but are not limited to:  Preliminary-, KSC-Hazard Reports; ESR-, Mission Safety-, Safety-, and System/Subsystem-Assessments; System Safety Review Panel Issues; System Assurance, Failure Mode & Effects-Analyses; Critical Items Lists; Design Review Reports; and, Criticality Assessments.
RETIRE TO FRC WHEN THE RISK/ SAFETY ASSESSMENT/ANALYSIS IS COMPLETE/INACTIVE.  DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-1>
1711 121 ACCIDENT/MISHAP INCIDENT CASE FILES

Correspondence, reports, and all related papers concerning potential or actual individual accidents or incidents occurring at ground centers.  Cutoff date is date case closed.
    A. HEADQUARTERS  Recordkeeping copy (paper). RETIRE TO FRC WHEN INACTIVE.  DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 21-2)
    B. CENTERS, ALL OTHER OFFICES/COPIES

Recordkeeping copy (paper)
RETIRE TO FRC WHEN 4 YEARS OLD.  DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
    C. INDIVIDUAL ACCIDENT REPORTS SEE ITEM 120 C. OF THIS SCHEDULE
1711 122   MISHAP INVESTIGATION BOARD FILES

Files contain, in addition to others listed, photographs, witness interviews and all other materials concerning the investigation.
* PERMANENT * RETIRE TO FRC WHEN 2 YEARS OLD.  TRANSFER TO NARA WHEN 20 YEARS OLD.
<DA: N1-255-94-1, 14>
1712   Injury Reporting Contact Center Records Mgr.
1720   Accident/Mishap Reporting Contact Center Records Mgr.
1730   Protective Clothing and Equipment

(see below)

1730 123 SPECIAL PERMIT FILES

Requests for permits to operate and handle special type machines and tools controlled by manufacturers.
DESTROY ON EXPIRATION OF PERMIT OR WHEN SUPERSEDED.
<DA: N1-255-94-1>
(N 21-8)
1740   Safety Standards

(see below)

1740 124 HEALTH PHYSICS AND PROCESS CONTROL DATA LOGS    
    Records of Health Physics Daily Logs, Water Activity Analysis Logs, Geiger-Mueller Analysis Logs, Air Sample Analysis Logs, Daily Routine Health Physics Logs, Background and Efficiency Logs, Portable Survey Instrument Calibration Logs, and Source Movement, Inventory and Leak Test Logs. RETIRE TO FRC WHEN 3 YEARS OLD.  DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 21-9)
1740 125 SAFETY STANDARDS FILES

Documents created in the development of safety standards and practices in developmental and production operations; the safety location, design, layout, and construction of facilities where fuels, propellants, or other hazardous materials are handled or operations are exposed to ignition hazards; the safe handling, storage, and movement of hazardous materials; and other areas requiring safety standards.  The files include recommendations, coordination actions, studies, and other actions taken to establish standards.
    A. OFFICE DEVELOPING THE STANDARDS   DESTROY WHEN 10 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 21-1)
    B. ALL OTHER OFFICES/COPIES DESTROY 2 YEARS AFTER SUPERSEDED OR OBSOLETE, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
1800   Occupational Health

(see below)

1800 126

PASR
HEALTH AND OCCUPATIONAL MEDICINE RECORDS   NOTE:  Occupational Safety and Health Administration (OSHA) records are maintained under AFS 8720.  See Schedule 8 for records created in this series.        
  126 A. NASA HEALTH INFORMATION MANAGEMENT SYSTEM - NASA 10 HIMS

NASA Civil Service employees and applicants; other agency civil service and military employees working at NASA; visitors to centers; onsite contractor personnel who receive job related examinations, have mishaps or accidents, or come to the clinic for emergency or first aid treatment.
SEE FOLLOWING INDIVIDUAL ITEMS LISTED SEPARATELY BY RECORD SERIES/CATEGORY.
<DA: N1-255-94-1>
    B. SPACE FLIGHT PERSONNEL AND THEIR FAMILIES * PERMANENT *
SEE SCHEDULE 8.  
    C. HEALTH AND MEDICAL REPORTS

Statistical reports on health and medical services and vital statistics reports on NASA personnel.  Includes copies of statistical summaries and reports with related papers pertaining to employee health, retained by reporting unit.
 
    1. Headquarters. DESTROY 6 YEARS AFTER DATE OF SUMMARY OR REPORT.
<DA: N1-255-94-1>
(N 11-5)
    2. Centers. DESTROY 2 YEARS AFTER DATE OF SUMMARY OR REPORT.
[GRS 1-22]
    D. CONSOLIDATED HEALTH AND MEDICAL REPORTS

THIS RECORD SERIES IS NO LONGER CREATED.  SHOULD THERE BE A REQUIREMENT FOR THIS TYPE OF DOCUMENTATION, PLEASE CONTACT YOUR LOCAL CENTER RECORDS MANAGER FOR INSTRUCTIONS.
C L O S E D   S E R I E S
1800 127   EMPLOYEE HEALTH RECORDS

A. INDIVIDUAL HEALTH CASE FILES - EMPLOYEE MEDICAL FOLDER (EMF)
 
    1. Examinations recorded on SF 78, such as pre-employment physical examinations; health qualification placement records; disability retirement examinations; fitness for duty examinations; and any other documents deemed of long-term value as defined in 5 CFR part 293, subpart E.  
    (a) Transferred employees. UPON TRANSFER, SHIP ENTIRE MEDICAL RECORD, INCLUDING X-RAYS, TO MEDICAL OFFICE OF NEW ASSIGNMENT.
[GRS 1-21a(1)]
(N 11-4)
  127 (b) Separated employees. 30 DAYS AFTER SEPARATION TRANSFER TO NATIONAL PERSONNEL RECORDS CENTER (NPRC), ST. LOUIS, MO.  NPRC WILL DESTROY 75 YEARS AFTER BIRTH DATE, 60 YEARS AFTER DATE OF THE EARLIEST DOCUMENT IN THE FOLDER IF THE DATE OF BIRTH CANNOT BE ASCERTAINED, OR 30 YEARS AFTER LATEST SEPARATION, WHICHEVER IS LATER.
[GRS 1-21a(2)]
    2. TEMPORARY or  SHORT-TERM records as defined in the FPM.  Records may consist of forms, correspondence, and other records relating to an employee's medical history, occupational injuries or diseases, physical examinations, and all treatment received in the Health Unit, EXCLUDING records cited in "a." above.  These are records that are not required for filing in the EMF, and if not retained by the agency, should UNDER NO CIRCUMSTANCES be sent to the NPRC. DESTROY 1 YEAR AFTER SEPARATION OR TRANSFER OF EMPLOYEE.
[GRS 1-21b]
    3. Individual Employee Health Case Files created prior to establishment of the EMF system that has been retired to an FRC.    DESTROY 60 YEARS AFTER RETIREMENT TO FRC.
[GRS 1-21c]
    B. INDIVIDUAL NON-OCCUPATIONAL HEALTH RECORD CARDS/FILES"

Records in this series include forms, correspondence, and other documents, including summary records, documenting an individual employee's medical history, physical condition and visits to Government health facilities, for non-work related purposes, EXCLUDING records covered by A. above.
 
    1. NASA employees

Cards that contain such information as date of employee's visit, diagnosis, and treatment.
DESTROY 6 YEARS AFTER DATE OF LAST ENTRY.
[GRS 1-19]
(N 11-2)
    2. Onsite Contractor Personnel

Doctor's clinic records or similar records that contain data of visit, diagnosis, and treatment.
DESTROY 8 YEARS AFTER INDIVIDUAL'S EMPLOYMENT ON-SITE IS TERMINATED.
<DA: N1-255-94-1>
(N 11-3)
    C. EMPLOYEE ASSISTANCE PROGRAM

Personal case files consisting of handwritten notes, letters to physicians or counselors, calendar of treatment(s), authorization releases, after care information and telephone messages.  Case files are to be maintained separate from the EMF and/or the Official Medical Record(s), kept to an absolute minimum, and handled with privacy in accordance with Section 408 of Public Law 92-155.
  127 1. Management Referral. DESTROY 5 YEARS AFTER LAST DATE IN FILE, OR UPON TERMINATION OF EMPLOYEE.
<DA: N1-255-90-8>
    2. Voluntary.  DESTROY 2 YEARS AFTER LAST DATE IN FILE, OR UPON TERMINATION OF EMPLOYEE.
<DA: N1-255-90-8>
1810   Professional Medical Services Contact Center Records Mgr.
1812   Medicines Contact Center Records Mgr.
1814   Clinical Facilities (see below)
1814 128   HEALTH UNIT CONTROL FILES

Logs or registers reflecting daily number of visits to dispensaries, first aid rooms, and health units.
    A. SUMMARIZED ON STATISTICAL REPORT DESTROY 3 MONTHS AFTER LAST ENTRY.
[GRS 1-20a]
(N 11-1)
    B. NOT SUMMARIZED DESTROY 2 YEARS AFTER LAST ENTRY.
[GRS 1-20b]
1815   Narcotics and Drugs (see below)
1815 129   NARCOTICS AND SEDATIVE DRUG RECORDS

All records on the control and disposition of narcotic and sedative drugs, including completed NASA Forms 1387, describing dosages, shipments, inventories, and verifications.
DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-94-1>
(N 11-11)
1820   Preventive Medicine Contact Center Records Mgr.
1830   Physical Fitness Contact Center Records Mgr.
1840   Industrial Hygiene Contact Center Records Mgr.
1845   Health Standards Contact Center Records Mgr.
1846   Toxicology Contact Center Records Mgr.
1847   Advisory Center on Toxicology Contact Center Records Mgr.
1850   Space Medicine Contact Center Records Mgr.
1860   Radiological Health (see below)
1860 130 RADIATION RECORDS    
  PASR A. GODDARD SPACE FLIGHT CENTER RADIATION SAFETY COMMITTEE RECORDS - NASA 51 RSCR  
    Employment and training history of radiation users and custodians under Goddard Space Flight Center (GSFC) cognizance. RECORDS ARE KEPT FOR 2 YEARS.  IF EMPLOYEE DOES NOT WISH TO BE RENEWED FOR THE POSITION AT THE END OF 2-YEAR PERIOD, THE RECORD IS REMOVED AND PLACED IN AN INACTIVE FILE.  RECORDS ARE RETAINED AT GSFC UNTIL DESTROYED. DESTROY WHEN 75 YEARS OLD.
<DA: N1-255-94-1>
  130

PASR  
B. KENNEDY SPACE CENTER RADIATION TRAINING AND EXPERIENCE SUMMARY - NASA 76 RTES

Custodians and/or users of sources of radiation (ionizing and non-ionizing) Applicable to all users or custodians at Kennedy Space Center (KSC) and NASA or NASA contractor personnel at Cape Canaveral Air Force Station, Florida, or Vandenberg Air Force Base, California.
RECORDS ARE RETAINED AT KSC. DESTROY WHEN 75 YEARS OLD.
<DA: N1-255-94-1>
  PASR   C. KSC-USNRC OCCUPATIONAL EXTERNAL RADIATION EXPOSURE HISTORY FOR NUCLEAR REGULATORY COMMISSION LICENSES - NASA 76 XRAD

KSC personnel, civil servants, and contractor personnel, who have received radiation exposure.  Files include name, date of birth, exposure history, name of license holder, and social security number.
RECORDS ARE RETAINED AT KSC. DESTROY WHEN 75 YEARS OLD.
<DA: N1-255-94-1>
  PASR D. GLENN RESEARCH CENTER OCCUPATIONAL RADIATION EXPOSURE RECORDS - NASA 22 ORER 

Present and former Glenn Research Center (GRC) employees and contractor personnel who may be exposed to radiation.  Files include name, date of birth, exposure history, name of license holder, social security number, employment and training history. 
RECORDS ARE RETAINED AT GRC. DESTROY WHEN 75 YEARS OLD.
<DA: N1-255-94-1>
1870   Environmental Sanitation

(see below)

1870 131 PESTICIDE RECORDS (N 11-10)
A. ANNUAL REPORTS

Reports of pesticides used at NASA Centers prepared by Headquarters at the request of the Federal Committee on Pest Control (FCPC).

RECORDS IN THIS SERIES ARE NO LONGER CREATED.  SHOULD THERE BE A NEED FOR THIS ITEM, CONTACT YOUR LOCAL CENTER RECORDS MANAGER FOR INSTRUCTIONS.
C L O S E D    S E R I E S
    B. MISCELLANEOUS REPORTS

Reports on pesticides used at Centers, such as FCPC Forms 1 and 2.
 
    1. Headquarters.  RETIRE TO FRC WHEN 2 YEARS OLD.  DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 11-9)
  131 2. Centers.  DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
1870 132 ENVIRONMENTAL HEALTH REPORTS
    A. REPORTS ON ENVIRONMENTAL HEALTH FROM CENTERS  
    1.   Headquarters. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 11-7)
    2.   Centers.  DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
    B.       CONSOLIDATED REPORTS, PROGRAM EVALUATION REPORTS BY HEADQUARTERS,  BASED ON REPORTS DESCRIBED IN "A." ABOVE

RECORDS IN THIS SERIES ARE NO LONGER CREATED.  SHOULD THERE BE A NEED FOR THIS ITEM, CONTACT YOUR LOCAL CENTER RECORDS MANAGER FOR INSTRUCTIONS.
C L O S E D   S E R I E S

(N 11-8)
1880   Entomology Contact Center Records Mgr.
1890   Disaster Medical Planning Contact Center Records Mgr.
1900   Ethics Management Program

(see below)

1900 133 ETHICS PROGRAM FILES

A. ETHICS PROGRAM IMPLEMENTATION, INTERPRETATION, COUNSELING, AND DEVELOPMENT FILES

Records maintained by ethics program offices relating to the development, review, implementation, and interpretation of proposed or established executive branch standards of ethical conduct and other ethics regulations; conflict of interest and other ethics related statutes and Executive Orders; and any agency supplemental standards of ethical conduct and other agency ethics-related regulations and directives. Including:
-Records documenting the review of proposed or established ethics-related statutes and regulations by ethics program officials, including copies of proposed legislation, comments, and all related records.
-Determinations, including advice and counseling to individual employees, and supporting records.
-Records relating to requests under agency supplemental standards of ethical conduct for prior approval of outside employment and activities.
DESTROY WHEN OBSOLETE OR SUPERSEDED.
[GRS 1-27]
 

133

1. Records such as determinations regarding attendance at widely-attended gatherings which appropriate agency ethics officials determine are related to the routine, non-precedential application of settled legal standards to common factual situations and are not interpretations of the conflict of interest statutes, 18 U.S.C. “ 202-209, and other ethics statutes the violation of which may result in criminal penalties or civil fines.  Destroy when 3 years old or when superseded or obsolete, whichever is later.
<GRS 25-1-a>
    2. All other records.   Destroy when 6 years old or when superseded or obsolete, whichever is later.
<GRS 25-1-b>
  PASR B. STANDARDS OF CONDUCT COUNSELLING CASE FILES - NASA 10 SCCF

Current, former, and prospective NASA employees, who have sought advice or have been counseled regarding conflict of interest requirements for government employees.  Files could include, depending upon the nature of the problem, information collected on employment history, financial data, and information concerning family matters.
RECORDS ARE RETAINED AT NASA HEADQUARTERS.  DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-1>
    C. ETHICS AGREEMENT RECORDS

Records documenting the review and issuance of ethics agreements used to remedy the appearance of potential or actual financial conflicts of interest, including:

-Records relating to the review and issuance of recusals (disqualifications) resignations, reassignments, and divestures.

-Records relating to determinations, authorizations, and waivers under 5 C.F.R. § 2635.502 and 2635.503.

-Records relating to the review and issuance of waivers of disqualifications under 18 U.S.C. § 208(b)(1) and (b)(3).

-Records relating to the review and issuance of post-employment issues of civil servants at FFRDCs.
DESTROY 6 YEARS AFTER THE WAIVER OR OTHER AGREED-UPON DETERMINATION OR ACTION HAS BEEN ISSUED OR UNDERTAKEN OR IS NO LONGER IN EFFECT, WHICHEVER IS LATER.
 <GRS 25-3>
D. REFERRALS AND NOTIFICATIONS OF VIOLATIONS OF CRIMINAL CONFLICT OF INTEREST STATUTES AND OTHER POTENTIAL VIOLATIONS FILES

Referrals made to Inspectors General or the Department of Justice and notifications to OGE concerning ethics violations or suspected violations.  This item also covers related background materials, including copies of disciplinary and corrective actions and disposition documents such as declinations of prosecution.
Destroy when 6 years old. 
<GRS 25-4>
    E. ETHICS PROGRAM REVIEW FILES

Reports, correspondence, and other records relating to OGE reviews of agency compliance with executive branch ethics laws and regulations in such areas as financial disclosure, education and training, and advice and counseling as well as Agency self-audits
    1. OGE program review reports, agency 60-day response letters, and other follow-up records sent to OGE on the resolution of program deficiencies DESTROY WHEN 10 YEARS OLD
<GRS 25-6-a>
    2. All other records produced during OGE program reviews, including notes and background materials. DESTROY 1 YEAR AFTER THE DATE OF THE OGE PROGRAM REVIEW REPORT OR, IF THERE ARE RECOMMENDATIONS, ONE YEAR AFTER THEY ARE CLOSED.
<GRS 25-6-b>
    3. Agency Program Review Files. DESTROY 1 YEAR AFTER THE DATE OF THE OGE PROGRAM REVIEW REPORT OR, IF THERE ARE RECOMMENDATIONS, ONE YEAR AFTER THEY ARE CLOSED.
<GRS 25-6-b>
    F. ETHICS PROGRAM PROCEDURES FILES

Procedures and related supporting records on the administration of ethics programs including, but not limited to, public and confidential financial disclosure reports systems, outside employment and activities approval systems, and referrals of violations of criminal conflict of interest statutes.
DESTROY WHEN 6 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS LATER.
<GRS 25-9>
    G. ANNUAL AGENCY ETHICS PROGRAM QUESTIONNAIRE FILES  
    1. Questionnaire completed by ethics officials on an annual basis in compliance with Section 402(e)(1) of the Ethics in Government Act of 1978, as amended, and associated records. DESTROY 3 YEARS AFTER SUBMISSION
<GRS 25-7-a>
    2. All other records related to responses to annual agency ethics program questionnaires. DESTROY 1 YEAR AFTER SUBMISSION OF ASSOCIATED ANNUAL AGENCY ETHICS PROGRAM QUESTIONNAIRE
<GRS 25-7-b>
    H. ETHICS PROGRAM EMPLOYEE TRAINING AND EDUCATION FILES  
 

 133

1. Records relating to the administration of new employee ethics orientations, annual, and other types of ethics training and education.  Records include, but are not limited to, annual plans, schedules of classes, rosters of employees required to attend, verification of training completion and other related records. DESTROY WHEN 6 YEARS OLD
<GRS 25-8-a>
    2. Record copy of materials used in providing new employee ethics orientations, annual, and other types of ethics training and education including, but not limited to , instructors’ guides, handbooks, handouts and other materials used in training classes, bulletins, and newsletters. DESTROY WHEN 6 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS LATER.
<GRS 25-8-b>
    I. NON-FEDERALLY FUNDED TRAVEL FILES  
    1. Agency copies of Semi-annual Expense Reports for Non-Federally Funded Travel submitted by all Executive branch agencies to the Office of the Government Ethics in accordance with guidance given at 31 U.S.C. § 1353, as implemented by 41 C.F.R. chapter 304 and the use of Standard Form (SF) 326 and SF 326A.  Reports summarize payments made to the agency from non-Federal sources for travel, subsistence, and related expenses of an employee who attends a meeting or similar function relating to official duties. DESTROY WHEN 3 YEARS OLD.
<GRS 25-5-a>
    2. Statements, forms, and other records to compile Semi-annual Expense Reports for Non-Federally Funded Travel. DESTROY 1 YEAR AFTER SUBMISSION OF REPORT TO THE OFFICE OF GOVERNMENT ETHICS.
<GRS 25-5-b>
    J.       ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES   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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.    
1. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. DESTROY/DELETE WITHIN 180 DAYS AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<GRS 25-10-A>
2. 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.
<GRS 25-10-b>
 

133

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. Destroy/delete within 180 days after the recordkeeping copy has been produced.
<GRS 25-10-a>
    2. 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.
<GRS 25-10-b>
1900 134 FINANCIAL DISCLOSURE REPORTING FILES

Financial disclosure reports submitted by individuals as required or authorized under the Ethics in Government Act of 1978 (Pub. L. 95-521), as amended, and related records, including records of late filing fee payments or requests for public reporting waivers of late filing fees and responses; comment sheets by report reviewers and filer responses; filing extension requests and determinations; and copies of applications for public release of financial disclosure report.
 
    A. Executive Branch Personnel Public Financial Disclosure Reports (SF 278) and related records  
    1. SF 278 reports for individuals filing in accordance with Section 101(b) or (c) of the Act, and not subsequently confirmed by the U.S. Senate or elected. DESTROY 1 YEAR AFTER NOMINEE CEASES TO BE UNDER CONSIDERATION FOR APPOINTMENT; EXCEPT THAT DOCUMENTS NEEDED IN AN ON-GOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
[GRS 1-2a(1)]
(N 15-41)
    2. All other records including SF 278. DESTROY WHEN 6 YEARS OLD; EXCEPT THAT DOCUMENTS NEEDED IN AN ON-GOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
[GRS 1-24b]
    B. Executive Branch Confidential Financial Disclosure Reports (OGE Form 450) and Confidential Certificates of No New Interests (OGE Optional Form 450-A) and related records.  
    1. OGE Form 450s for individuals not subsequently confirmed by the U.S. Senate. DESTROY 1 YEAR AFTER NOMINEE CEASES TO BE UNDER CONSIDERATION FOR THE POSITION; EXCEPT THAT DOCUMENTS NEEDED IN AN ONGOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
<GRS 25-2-b-1>
  2. All other OGE Form 450s and OGE Optional Form 450-As. DESTROY WHEN 6 YEARS OLD; EXCEPT THAT DOCUMENTS NEEDED IN AN ONGOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
<GRS 25-2-b-2>
    C. Alternative or additional financial disclosure reports and related records.     
 

134

1. Reports for individuals not subsequently confirmed by the U.S. Senate DESTROY 1 YEAR AFTER NOMINEE CEASES TO BE UNDER CONSIDERATION FOR THE POSITION; EXCEPT THAT DOCUMENTS NEEDED IN AN ONGOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
<GRS 25-2-c-1>
    2. All other alternative or additional financial disclosure reports. DESTROY WHEN 6 YEARS OLD; EXCEPT THAT DOCUMENTS NEEDED IN AN ONGOING INVESTIGATION WILL BE RETAINED UNTIL NO LONGER NEEDED IN THE INVESTIGATION.
<GRS 25-2-c-2>
1900 135 INSPECTION REPORT FILES

Case files of investigations and inspection reports and related papers on NASA personnel or private concerns having relationships with NASA relating to alleged violations of standards of conduct, regulations, or of Federal criminal law.
RETIRE TO FRC AFTER CASE IS CLOSED.  DESTROY WHEN 30 YEARS OLD.
<DA: N1-255-94-1>
(N 12-1)
1910   Ethics See Item 133 of this Schedule.
General   General Schedule Notes

(see below)

  136   RECORDS NOT COVERED ELSEWHERE IN THIS HANDBOOK SUBMIT NASA FORM 1418, "PROPOSED CHANGE TO NASA RECORDS CONTROL SCHEDULES," TO INSTALLATION RECORDS MANAGER FOR SUBMISSION TO THE NASA RECORDS OFFICER FOR PROCESSING.
<DA: N1-255-94-1>
  137 REJECTED RECORD OFFERS

Records offered to the National Archives and Records Administration but appraised as lacking sufficient research or other value to warrant permanent retention or records that do not require a SF 115. Contact Center Records Manager or the Agency Records Officer for more information on this process.
SEE 36 CFR, SECTION 1228.60, FOR POSSIBLE DONATION; OR DESTROY IMMEDIATELY IF RECORDS ARE NOT WANTED.
<DA: N1-255-94-1> 
   

 

 
   

END OF SCHEDULE

 

Chapter 2. NRRS 2

Legal and Technical Records

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices.

This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

LEGAL

The records described in Schedule 2 pertain to the management and operation of NASA's legal and patent functions. They are created and accumulated by organizations that have management control or formulate and prescribe legal or patent policies and procedures and by activities and offices applying these procedures. This schedule describes the pertinent categories and specifies the retention period and dispositions for each.

TECHNICAL

In addition, Schedule 2 also includes records that pertain to the management and operation of NASA's scientific and technical information programs, including the technology utilization offices. These records include the published formal series of scientific and technical information, the routine operating procedures which include sending the contracting officer a copy of all correspondence with the contractor pertaining to contract administration, and the patent counsel copies of reportable items and data, and all correspondence relevant to innovations and potentially patentable inventions.

AFS # ITEM SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
2000-2999 LEGAL AND TECHNICAL (see below)
0.1 ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Jobs N1-255-94-1 and N1-255-94-3, in the NASA Records Retention Schedule 2, with the following exception:

  • Item 13 (Automated Data Processing (ADP) Records -- General)

In addition, this disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N9-255-00-02>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-02>
2000 Laws and Legal Matters (see below)
2000
1 FEDERAL PERSONNEL SURETY BOND FILES

A. OFFICIAL COPIES OF THE BOND AND ATTACHED POWERS OF ATTORNEY
1. Bonds purchased before January 1, 1956. DESTROY 15 YEARS AFTER BOND BECOMES INACTIVE.
[GRS 6-6a(1)]
(N 2-7)
2. Bonds purchased after December 31, 1955. DESTROY 15 YEARS AFTER THE END OF THE BOND PREMIUM PERIOD.
[GRS 6-6a(2)]
B. OTHER BOND FILES, INCLUDING OTHER COPIES OF BONDS AND RELATED PAPERS DESTROY WHEN BOND BECOMES INACTIVE OR AFTER THE END OF THE BOND PREMIUM PERIOD.
[GRS 6-6b]
1 C. SURETY BOND REVIEW FILES AND DOCUMENTS RELATING TO THE REVIEW OF THE LEGAL SUFFICIENCY OF SURETY BONDS. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
2000
2 PATENT FILES

A. PATENT SOLICITATION CASE FILES

Files may include but are not limited to the following records, including invention disclosures (whether patented or not) received by NASA via another Agency through a contract; invention dockets containing pertinent correspondence on inactive cases, abandoned applications, and closed items; and invention disclosure logs and ledgers showing reported invention disclosure, date, disposition, and US Patent Office action.
1. Files for specific invention disclosures for which no patent application was filed. RETIRE TO FRC 6 MONTHS AFTER CASE IS INACTIVE. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 13-9)
2. File for specific invention disclosures for which patent application was filed. RETIRE TO FRC 6 MONTHS AFTER PATENT IS ISSUED. DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
3. Soliciting instructions to Centers regarding procedures for soliciting. DESTROY WHEN 1 YEAR OLD.
<DA: N1-255-94-1>
B. DETERMINATION OF RIGHTS
to Employee Inventions, including documents pertaining to Executive Order 10096, et seq.
RETIRE TO FRC 6 MONTHS AFTER CASE IS INACTIVE OR 6 MONTHS AFTER PATENT IS ISSUED. DESTROY WHEN 25 YEARS OLD.
<DA: N1-255-94-1>
C. ASSISTANCE TO OTHER AGENCIES ON PATENTS
Files include legal assistance given to other Agencies on patent matters.
RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 13-13)
D. PATENT-SOLICITING INSTRUCTIONS TO JPL
regarding solicitation procedures.
DESTROY WHEN 1 YEAR OLD.
<DA: N1-255-94-1>
E. ALL OTHER OFFICES/COPIES. DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-94-1>
2.3 TRADEMARK FILES
All trademark-related records are located under this Schedule. Trademark files (whether registered or not), including but not limited to correspondence, applications, right to use investigations, fee, renewals, infringement case files, and notification files.
Records creted in any an all media by the NASA Office of General Counsel or Center Offices of Chief Counsel, their internal NASA clients, and NASA ciontractors in the course of their efforts to obtain federal trademark registrations at the U.S. Patent and Trademark Office for NASA marks. RETAIN IN OFFICE OF THE GENERAL/CHIEF PATENT COUNSEL. DESTROY WHEN 37 YEARS OLDS. <DA:N1-255-07-1>
2.5 ALTERNATIVE DISPUTE RESOLUTION (ADR) FILES

Alternative Dispute Resolution (ADR) is any Procedure, conducted by a neutral third party, used to resolve issues in controversy, including but not limited to, conciliation, facilitation, mediation, fact finding, minitrials, arbitration, and use of ombudsman. The records covered relate to techniques and processes used by NASA ADR program in resolving disputes with or between its own employee
A. General files including correspondence and copies of statues, regulations, meeting minutes, reports, evaluations of ADR program, and other records relating to NASA ADR program. DESTROY WHEN 3 YEARS OLD
[GRS 1, Item 27]
B. Case files documenting ADR proceedings. DESTROY 3 YEARS AFTER SETTLEMENT IS IMPLEMENTED OR CASE IS DISCONTINUED
[GRS 1, Item 27]
2001 General Contact Center Records Mgr
2010 Litigation: Courts Contact Center Records Mgr
2011 United States District Court Contact Center Records Mgr
2012 United States Court of Federal Claims Contact Center Records Mgr
2013 United States Court of Appeals for the Federal Circuit Contact Center Records Mgr
2014 Other Federal Courts Contact Center Records Mgr
2015 State Courts Contact Center Records Mgr
2020 Litigation: Administrative Proceedings Contact Center Records Mgr
2021 Comptroller General Cases Contact Center Records Mgr
2022 Board of Contract Appeals Cases Contact Center Records Mgr
2025 Alternative Dispute Resolution Contact Center Records Mgr
2026 Protests: Agency and Contracting Officer Contact Center Records Mgr
2030 Litigation: Procedural Matters Contact Center Records Mgr
2031 Subpoenas Contact Center Records Mgr
2032 Expert Witness Contact Center Records Mgr
2033 Depositions Contact Center Records Mgr
2040 Taxes, Customs, and Duties Contact Center Records Mgr
2050 Courts, Boards, and Arbitration Procedures and Rules Contact Center Records Mgr
2060 Statutes and Legislation Contact Center Records Mgr
2070 Legal Opinion / Advice Files (see below)
2070
3 LEGAL OPINION/ADVICE FILES
Documents reflecting legal opinions/advice, or legal research memos, incident to the interpretation of statutes (ethics), regulations, and other legal matters concerning NASA. This record series can, or may include legal opinions or client advice.
A. PAPER DOCUMENTS HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 13-3)
A. ELECTRONIC MEDIA Headquarters Only, Office of General Counsel HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
2080 Claims (see below)
2080
4 CLAIMS FILES Case files relating to claims in favor of, or against, the Government for damage, loss, or destruction of property, and for personal injury or death resulting from negligence or wrongful acts or omissions of acts. Included, but not limited to, are tort claims (2 yr. statute of limitation), maritime claims, foreign claims, international treaties, Space Act claims, and personal property claims.

A. SPECIAL MASTER CLAIMS
Claims established when many claims result from a single accident, incident, or disaster. RETIRE TO FRC 2 YEARS AFTER FINAL ACTION ON CASE. DESTROY WHEN 28 YEARS OLD.
<DA: N1-255-94-1>
(N 13-1)
B. ROUTINE ALLOWED OR DISALLOWED CLAIMS
1. Claims involving personal injury or a minor. RETIRE TO FRC 2 YEARS AFTER FINAL ACTION ON THE CASE. DESTROY WHEN 28 YEARS OLD.
<DA: N1-255-94-1>
2. All other claims. RETIRE TO FRC 2 YEARS AFTER FINAL ACTION ON CASE. DESTROY WHEN 8 YEARS OLD.
<DA: N1-255-94-1>
C. REPORTS
1. Investigative Documents accumulated from investigating accidents and incidents which could, but do not, result in the filing of a claim. RETIRE TO FRC ON EXPIRATION OF PERTINENT STATUTORY PERIOD FOR FILING A CLAIM. DESTROY 5 YEARS AFTER EXPIRATION OF PERTINENT STATUTORY PERIOD.
<DA: N1-255-94-1>
(N 13-4)
2. Miscellaneous
Claims reports consisting of statistical, fiscal, and related reports on the disposition of claims. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N 13-5)
2081 Equal Opportunity Compliance Contact Center Records Mgr
2082 Tort Claims Contact Center Records Mgr
2083 Employee Personal Property Claims Contact Center Records Mgr
2084 Contract Claims (see below)
2084
5 ADMINISTRATIVE AND COURT LITIGATION CASES INVOLVING NASA
2084
5 Files of cases including, but not limited to, complaint answer, motions, discovery, transcript of proceedings, trial exhibits and briefs in support of the parties' positions, together with the working papers of the attorney handling the case RETIRE TO FRC 2 YEARS AFTER YEAR IN WHICH COURT RENDERS ITS FINAL DECISION OR THE YEAR IN WHICH THE CASE IS SETTLED. DESTROY 20 YEARS AFTER FINAL DECISION OR CASE IS SETTLED.
<DA: N1-255-94-1>
(N 13-23)
2086 False or Fraud Claims Contact Center Records Mgr
2087 Debt Claims Contact Center Records Mgr
2088 Garnishments Contact Center Records Mgr
2090 Intellectual Property Contact Center Records Mgr
2091 Inventions Made by Government Employee Contact Center Records Mgr
2092 Royalties Received by NASA Contact Center Records Mgr
2100 Technology Utilization (Including Small Business Innovative Research (SBIR) (see below)
2100
6 SMALL BUSINESS INNOVATIVE RESEARCH (SBIR) These are files that are maintained by the Technology Utilization Officeat NASA Centers of solicited proposals. NASA typically announces to small business entities what areas of interest and/or research monies are available for possible performance. Small businesses send in proposals to NASA in the subject areas for review and evaluation. These files are kept in the sequence of phases required under the SBA regulations.
A. PHASE I - SELECTED PROPOSALS
Winning proposals, scores, evaluations, recommendations, and selected proposals which are funded. RETAIN AND INCORPORATE INTO PHASE II CASE FILES.
<DA: N1-255-94-1>
B. PHASE I - NOT SELECTED
Proposals not selected for funding. DESTROY PROPOSALS NOT FUNDED ONE YEAR AFTER COMPLETION OF END OFPHASE I.
<DA: N1-255-94-1>
C PHASE II - FUNDED PROPOSALS
Original proposals, evaluation sheets, recommendations, and selection sheets. DESTROY FUNDED PHASE II FILES 3 YEARS AFTER THE END, TERMINATION, OR COMPLETION OF PHASE II.
<DA: N1-255-94-1>
D. PHASE II - NOT FUNDED
Proposals not selected for funding (Phase II only--but selected during Phase I process). DESTROY UNFUNDED PHASE II PROPOSALS ONE YEAR AFTER THE SELECTION ANNOUNCEMENT OF PHASE II
<DA: N1-255-94-1>
6 E. NASA HEADQUARTERS - OPR
These records include both Phase I and II proposals, and are microfiche in their entirety. DESTROY PAPER RECORDS AFTER MICROFICHING.
<DA: N1-255-94-1>
F. MICROFICHE
(Item E. Above.)
DESTROY MICROFICHE WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
2100
7 TECHNOLOGY UTILIZATION FILES

A. PUBLICATION ORDERS, MEMORANDA, AND REPORTS FILES
Orders, memoranda, and reports between the Technology Utilization Office and the Scientific and Technical Information Office, relating to the use of STI's services. (This includes files created both by Headquarters and Centers.) DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N 23-5)
This is a CLOSED SERIES.
B. TU CONFERENCE PROCEEDINGS (ANNUAL) (HQ ONLY)
Finished published conference proceedings maintained and located at CASI (Center for AeroSpace Information). (Office of Primary Responsibility - NASA Headquarters, Code C) * PERMANENT *TRANSFER TO NARA IN10 YEAR BLOCKS WHEN 30 YEARS OLD.
<DA: N1-255-94-1>
C. TU CLIPPING FILE (Maintained at CASI - Center for Aerospace Information)
This is a CLOSED SERIES.
Files of articles appearing in technical and trade magazines on the NASA TU Program (including current and after-the-fact articles), and the transfer of space technology to private industry.
1. Clippings with no value (including those that do not directly relate to a specific project/program). DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 23-6)
2. Clippings of TU that have value and are related to a project/program. PLACE CLIPPING IN SPINOFF CASE SEE ITEM I. OF THIS SCHEDULE.
<DA: N1-255-94-1>
3. JPL ONLY: OPR RETIRE TO LOCAL RECORDS STORAGE WHEN 1 YEAR OLD. TRANSFER TO JPL ARCHIVES WHEN 10 YEARS OLD. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
2100
7 4. All other office/copies. DESTROY WHEN NO LONGER NEEDED OR WHEN 1 YEAR OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
2130
D. TECHNICAL BRIEFS (TECH BRIEF) Office which originated the publication (OPR):
1. Headquarters
One record copy of each publication, including abstract, as located at CASI (NASA's Center for Aerospace Information). * PERMANENT *
RETIRE TO FRC 5 YEARS AFTER PUBLICATION. TRANSFER TO NARA WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
(N 23-7)
2. Centers:
Innovator's working papers (including patent) relating to the publication, such as feeder reports, background materials,interim reports, notes, correspondence, together with relatedshowing inception, scope, and background. RETIRE TO FRC AT THE SAME TIME AS THE RELATED CASE FILES. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
3. All other offices/copies. DESTROY WHEN REFERENCE VALUE CEASES OR WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
E. TECHNICAL SUPPORT PACKAGE (TSP) FILES
TSP files typically consist of basic technology that has not yet been transferred to a working/private-public organization. Files consist of a collection of technical documentation related to and describing aspects of the innovation reported in a NASA Tech Brief (Item D. above), including reproducible master copy (if any) and exclusive of duplicated copies of the TSP (if this is a patent, it is the basic documentation). RETIRE TO FRC WHEN 5 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 23-3)
2131
F. TU DISSEMINATION FILES Preliminary, progress, and final reports of publications prepared or issued by contractors operating a Regional Technology Transfer Center (RTTC); COSMIC; or TAC, in cooperation with NASA and other contractors assisting the Technology Utilization Program dissemination efforts, and related correspondence.
2170
7 1. Headquarters - TU Office/Program RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 23-4)
2. All other offices/copies. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
G. NEW TECHNOLOGY FILES
1. REPORTS
These are new technology reports submitted to Technology Utilization Offices by in-house personnel or by contractors in accordance with the provisions of the contract's new technology clause (an annual report). RETIRE TO FRC 3 YEARS AFTER RECEIVED. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 23-2)
(a) HQ and all other NASA Centers. SEE DISPOSITION ABOVE.
(b) JPL ONLY.

This is a CLOSED SERIES.
RETIRE TO LOCAL RECORDS STORAGE 3 YEARS AFTER RECEIVED. TRANSFER TO JPL ARCHIVES WHEN 10 YEARS OLD. DESTROY WHEN NO LONGER NEEDED. THESE RECORDS CANNOT BE RETIRED TO AN FRC.
<DA: N1-255-94-1>
2. CONTRACT ADMINISTRATION OF CLAUSE
pertaining to administration of the new technology clause in contracts, especially to reporting and processing of innovations required to be reported.R GSFC ONLY - This item applies to the Patent Office.R HQ and all other NASA Centers. RETIRE TO FRC 1 YEAR AFTER CONTRACT CLOSEOUT. DESTROY 10 YEARS AFTERFINAL PAYMENT OR CLOSEOUT.
<DA: N1-255-94-1>
(N 23-1)
H. TU APPLICATIONS FILES
1. APPLICATION TEAM
Reports, correspondence, minutes of meetings, etc. produced by the application team in identifying public sector opportunities for adaptive engineering. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
2. APPLICATION ENGINEERING PROJECT CASE FILES
These files are maintained by the Program Manager who is located at NASA HQ, Code C, and consist of RTOP summaries, interim reports; and summaries in narrative format.NOTE: Case files that are located at the respective lead installation and should be retired under Schedule 8, R&D Project Case Files as a PERMANENT record series. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
7 I. SPINOFF FILES
1. SPINOFF CASE FILE
Files are maintained by year and consist of research files which contain clippings, correspondence with companies, product literature, and interview notes and any other similar documentation or related materials. RETIRE TO FRC WHEN 5 YEARS OLD. DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
2. SPINOFF PUBLICATION * PERMANENT *
TRANSFER TO NARA AS CITED BELOW:
(a) 1976 - 1990One original finished/published document

This is a CLOSED SERIES.
R 1976 - 1986R 1987 - 1990 TRANSFER JANUARY 1, 1997.TRANSFER JANUARY 1, 2000.
<DA: N1-255-94-1>
(b) 1991 - Continuing

This is a CLOSED SERIES.
* PERMANENT *
TRANSFER ONE COPY ANNUALLY TO NARA.
<DA: N1-255-94-1>
(c) 2003 - Continuing TRANSFER TO NARA WITH STI PUBLICATIONS OF ITEM 8C1(c)
<DA: N1-255-04-4>
2110 Programs and Policies Contact Center Records Mgr
2120 Flash Sheets Contact Center Records Mgr
2121 Appraisal and Evaluating Contact Center Records Mgr
2130 Tech Briefs Contact Center Records Mgr
2131 Tech Briefs Distribution Contact Center Records Mgr
2140 Patent Statements Contact Center Records Mgr
2150 Reporting Industrial Applications Contact Center Records Mgr
2160 Information and Application Centers Contact Center Records Mgr
2170 New Technology Management Contact Center Records Mgr
2180 Technology Transfer Contact Center Records Mgr
2190 Export Control (see below)
2190
7.5 EXPORT CONTROL PROGRAM RECORDS
A. Records resulting from implementation of Export Control Program policies and procedures, including but not limited to export control training records; export clearance documentation (information sheets or forms); program audit reports; export licensing data; exceptions and exemptions; logs of export control activities. Records held by Installation Export Control Office and Export Control Representatives. FOR PAPER RECORDS, RETIRE TO THE FEDERAL RECORDS CENTER FIVE YEARS AFTER THE EXPORT APPROVAL DATE OR THE EXPIRATION OF THE LICENSE, WHICHEVER IS LONGER. MAINTAIN ELECTRONIC RECORDS ON SITE. DELETE/DESTROY WHEN 10 YEARS OLD.
B. Electronic Mail and Word Processing System Copies. Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of records covered by item 1 in this records schedules. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED.
2200 Scientific and Technical Information Contact Center Records Mgr
2210 External Release of NASA Software Contact Center Records Mgr
2220 Publications Program / STI Databases (see below)
2220 8 SCIENTIFIC AND TECHNICAL INFORMATION PUBLICATIONS AND MATERIALS Scientific and Technical Information (STI) is defined as the results (facts, analyses, and conclusions) of basic and applied scientific, technical, and related engineering research and development. STI also includes management, industrial, and economic information relevant to this research.

A. PUBLICATIONS AND MATERIALS MAINTAINED BY OPR Published and processed documents prepared by NASA, such as technical reports, historical volumes, and informational materials.
1. The office of primary responsibility will maintain one copy of each published or processed document together with related background papers reflecting a basis for the issuance or that contribute to the content of the publication, including coordination papers and comments. NOTE: It is the responsibility of the OPR to send/submit onerecord copy to CASI. See Sub-element C. of this Item. RETIRE TO FRC AT END OF SECOND FISCAL YEAR AFTER DOCUMENT IS PUBLISHED. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 1-28)
2. Working papers such as notes, rough drafts, background reports, and other such papers (exclusive of those described underItem 1.) DESTROY 1 YEAR AFTER DOCUMENT IS PUBLISHED.
<DA: N1-255-94-1>
3. All other offices/printed copies. DESTROY WHEN REFERENCE VALUE CEASES.
<DA: N1-255-94-1>
B. PUBLICATIONS AND MATERIALS NOT HELD AT CASI (CENTER FOR AEROSPACE INFORMATION)
Record copy if maintained in duplicating or distribution unit, i.e., Education Office; Public Affairs; Mission Office(s), of each pamphlet, report, leaflet, poster, chart, booklet, regulation or similar or other published or processed documents, or the last manuscript report if not published.
1. Record copy with the supporting papers which document the inception, scope, and purpose. (This item does not cover copies and related material retained in originating office.) * PERMANENT *
TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
2. All other office/copies. DESTROY WHEN SUPERSEDED, OBSOLETE, NO LONGER NEEDED, OR WHEN 3 YEARS OLD, WHICHEVER IS LATER
<DA: N1-255-94-1>
C. PUBLICATIONS AND MATERIALS HELD/MAINTAINED AT CASI
8 Record copy of scientific and technical publications, such as Technology Surveys, Technical Reports, Technical Notes, Technical Memoranda, Contractor Reports, and Special Publications. These are examples only and records should not be limited to this selection.
1. Office of primary responsibility (CASI).
(a) Microfiche copies

This is a CLOSED SERIES.

Microfiche production discountinued at the end of 2002.For Post-2002 records see Item 8.1.c
(1) MASTER
One silver original and one diazo copy.(Starting - Post 1993) * PERMANENT *
TRANSFER TO NARA WITHIN1 YEAR AFTER FILMING
<DA: N1-255-94-1>
(N 23-7)
(2) ALL OTHER COPIES DESTROY WHEN NO LONGER NEEDED OR WHEN REFERENCE VALUE CEASES. RECORDS CANNOT BE RETIRED TO AN FRC.
<DA: N1-255-94-1>
(b) Paper copy.This is a CLOSED SERIES.
(1) Pre-1958 * PERMANENT *
A SEPARATE SF-115 MUST BE SUBMITTED TO NARA AFTER COMPLETION OF COMPREHENSIVE INVENTORY IN FY-1996.
<DA: N1-255-94-1
(2) 1958 - 1978 (That have not been microfilmed.) * PERMANENT *
TRANSFER TO NARA WHEN 25 YEARS OLD (2003) OR SOONER.
<DA: N1-255-94-1>
(3) 1979 - 1993 (That have not been microfilmed.) * PERMANENT *
TRANSFER TO NARA WHEN 10 YEARS OLD (2003) OR SOONER.
<DA: N1-255-94-1>
(4) 1994 to present that have not been microfilmed. * PERMANENT *
TRANSFER TO NARA WHEN1 YEAR OLD.
<DA: N1-255-94-1>
8 (5) Paper copies that have been microfilmed dated 1958 to present. DESTORY (AFTER VERIFICATION OF MICROFILM) WHEN NO LONGER NEEDED FOR REFERENCE OR WHEN 60 YEARS OLD, WHICHEVER IS SOONER. RECORDS CANNOT BE RETIRED TO AN FRC.
<DA: N1-255-94-1>
(c) Portable Document Format (PDF) Searchable Image Exact (or Other NARA Approved Electronic Format) Copies. 2003 - Continuing *PERMANENT*
TRANSFER TO NARA ANNUALLY IN ACCORDANCE WITH NARA APPROVED TRANSFER GUIDANCE.
<DA: N1-255-04-4>
D. DOCUMENT AVAILABILITY AUTHORIZATION (DAA) RECORDS 1. Papers submitted for approval of and released through scientific and technical organizations EXTERNAL to NASA.
(a) Documentation consists of the original paperwork submitted for each paper: R NF 1676 (or old FF427), "NASA Scientific and Technical Document Availability Authorization (DAA)";R Abstract of the paper cited on the NF 1676 (or old FF427); DESTROY 2 YEARS AFTER MEETING OR PUBLICATION DATE CITED ON THE FF427 (DAA FORM) OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
JSC ONLY In addition to the above documentation, JSC authors are required to provide: R JSC Form 548, "Approval and Funding for Technical Presentations, Technical Papers, and Journal Articles for External Audiences."
(b) All other copies/centers. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE USE OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
2. Papers submitted for publication in the NASA Scientific and Technical Reports Series.
(a) Records document both Center and NASA Headquarters approval of reports by civil servant and contractor authors for publication in the NASA STI Report Series. Documentation consists of: R FF427 (DAA);R Report Documentation Page (SF 298); or an Abstract of; or an Introduction to the Report; DESTROY NO LATER THAN 5 YEARS AFTER DATE OF PUBLICATION OR WHEN 6 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
8 JSC ONLY In addition to the above, JSC authors (as opposed to a contractor author) are required to provide: R JSC Form 155, "Processing Scientific & Technical Publications."
(b) All other copies/centers. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE USE OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
E. AUTHOR'S FILES/RECORDS
1. AUTHOR'S WORKING PAPERS
Working papers relating to the publication, such as feeder reports, background materials, interim reports, notes, correspondence, and related papers. DESTROY WHEN 15 YEARS OLD
<DA: N1-255-94-1>
2. SPECIAL AUTHOR FILES (GRC)
(a) Edited manuscript copy, galley proofs, blue lines, and dummy layouts for each technical report. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(b) Camera-ready copy of text and figures and related negatives, supporting papers which document the inception, scope, and purpose, including editorial notes. DESTROY 20 YEARS AFTER SEPARATION, TRANSFER, OR TERMINATION OF EMPLOYEE.
<DA: N1-255-94-1>
F. EDITED MANUSCRIPT FILES
1. HQ STI FILES (Code J)
(a) Edited manuscript copy, galley proofs, blue lines, and dummy layouts for each publication. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(b) Camera-ready copy of Special publications, including original art, figures, cover design, and title page. TRANSFER TO FRC 6 MONTHS AFTER DOCUMENT IS PUBLISHED. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-94-1>
2. E-FILES (GRC STI FILES)
(a) Edited manuscript copy, galley proofs, blue lines, and dummy layouts for each technical report.
(1) 1981-1983 DESTROY JANUARY 1996.
<DA: N1-255-94-1>
(2) 1984-1989 DESTROY JANUARY 1997.
<DA: N1-255-94-1>
8 (3) 1990-1993 DESTROY JANUARY 1998.
<DA: N1-255-94-1>
(4) 1994 and Continuing. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(b) Camera-ready copy of text, figures, related negatives, and, supporting papers which document the inception, scope, and purpose, including editorial notes.
(1) 1981-1983 DESTROY JANUARY 1996.
<DA: N1-255-94-1>
(2) 1984-1989 DESTROY JANUARY 1999.
<DA: N1-255-94-1>
(3) 1990-1993 DESTROY JANUARY 2003.
<DA: N1-255-94-1>
(4) 1994 and Continuing. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
G. OTHER STI PUBLICATION FILES
1. Other locally published reports NOT included in the "formal" series list above. DESTROY WHEN REFERENCE VALUE CEASES.
<DA: N1-255-94-1>
(N 23-8)
2. GLENN - Locally published Reports NOT included inFORMAL series.
(a) B-FILES
(1) Edited manuscript copy, galley proofs, blue lines, and dummy layouts for each technical report. DESTROY 2 YEARS AFTERPUBLICATION.
<DA: N1-255-94-1>
(2) Camera-ready copy of text, figures, related negatives, and supporting papers, which document the inception, scope, and purpose, including editorial notes. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(b) RECURRING B-FILES
(1) See Description in a.(1) above. DESTROY 2 YEARS AFTER PROGRAM TERMINATION, CANCELLATION, COMPLETION, UPON FACILITY CLOSURE, OR WHEN 5 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-1>
8 (2) See Description in a.(2) above. DESTROY 10 YEARS AFTER PROGRAM TERMINATION, CANCELLATION, COMPLETION, UPON FACILITY CLOSURE, OR WHEN 15 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-1>
(c) PROJECT-RELATED FILES
(1) See Description in a.(1) above. DESTROY 2 YEARS AFTER PROJECT TERMINATION, CANCELLATION, OR COMPLETION.
<DA: N1-255-94-1>
(2) See Description in a.(2) above. DESTROY WHEN REFERENCE VALUE CEASES OR WHEN 20 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
H. ALL OTHER OFFICES/COPIES DESTROY WHEN REFERENCE VALUE CEASES OR WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
2220 9 STI DATABASE ACCESSION SERIES - ELECTRONIC
A. STAR, IAA, LSTAR, CSTAR
These files consist of documentation and material related to the STI databases: Scientific and Technical Aerospace Reports (STAR), International Aerospace Abstracts (IAA), Limited Scientific and Technical Aerospace Reports (LSTAR). These are the on-line bibliographic files to the NASA STI accessioned series. * PERMANENT *
PRODUCE IN TAPE FORMAT AND TRANSFER TO NARA EVERY 5 YEARS BEGINNING IN 1995.
<DA: N1-255-94-1>
This is a CLOSED SERIES.
B. RECON/ARIN
RECON, ARIN, or any other library management or bibliographic information system currently supporting CASI or any other NASA libraries, or any that will be developed EXCLUDING full text or image. (This is RESTRICTED to NASA only and does not include other organizations full-text databases, i.e., on-line newspapers, or reference documents.) This is a CLOSED SERIES. DELETE WITH RELATED RECORDS OR WHEN THE AGENCY DETERMINES THAT THEY ARE NO LONGER NEEDED FOR ADMINISTRATIVE, LEGAL, AUDIT, OR OTHER OPERATIONAL PURPOSES, WHICHEVER IS LATER.
[GRS 20-9]
C. IAA / IAA ALTERNATE FILES
9 These files consist of electronic records and documentation related to the STI databases. [International Aerospace Abstracts (IAA)] This is a CLOSED SERIES. DESTROY WHEN REFERENCE VALUE OR AGENCY NEED CEASES.
<DA: N1-255-94-1>
D. NASA STI DATABASE
Metadata records that contain abstracts and summarize records copy materials transferred to CASI under Item 8.C.1.c. *PERMANENT*
TRANSFER TO NARA ANNUALLY.
<DA:N1-255-04-4>
2240 Library Program (see below)
2240 10 FINDING AIDS - LIBRARY
Finding aids for identification, retrieval, or use of records. DISPOSE OF ACCORDING TO THE INSTRUCTIONS COVERING THE RELATED RECORDS.<DA: N1-255-94-1> (N 19-14)
2242 GALAXIE (NASA-wide Library System, ARIN replacement) Contact Center Records Mgr
2250 Exchange Program Contact Center Records Mgr
2252 Domestic Exchanges Contact Center Records Mgr
2254 International Exchanges Contact Center Records Mgr
2260 User Services Contact Center Records Mgr
2262 Announcement / Current Awareness Contact Center Records Mgr
2264 Document Delivery Contact Center Records Mgr
2268 Translations Contact Center Records Mgr
2270 Document Operations Contact Center Records Mgr
2272 Abstracting / Indexing Contact Center Records Mgr
2274 Distribution / Availability Contact Center Records Mgr
2276 Thesaurus Contact Center Records Mgr
2280 Specifications and Standards Contact Center Records Mgr
2290 Program Office Projects Contact Center Records Mgr
2300 Management Information Systems (see below)
2300
11 MANAGEMENT PROJECT FILES
Surveys, analytical studies, background papers, notes, data, interim reports, final reports, and relating papers pertaining to administrative functions; e.g., appraisal of microfilming proposals, evaluating need of additional filing equipment, reviewing utilization of office machinery. TRANSFER TO FRC 3 YEARS AFTER COMPLETION OR TERMINATION OF PROJECT. DESTROY WHEN 7 YEARS OLD.
<DA: N1-255-94-1>
(N 1-31)
2305 General Policies and Procedures Contact Center Records Mgr
2310 Information Resources Management (see below)
2310
12 IRM (INFORMATION RESOURCES MANAGEMENT) FILES
A. IRM FILES - GENERAL
Records in this series consist of correspondence, feeder reports that are summarized into other reports, background documentation, or other related materials. DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
B. SELF-ASSESSMENTS
12 NASA Annual self-assessment documentation concerning reviews of IRM policy compliance, responsibilities, and practices. Included are associated correspondence, directives, guides, surveys, studies, summary reports, actions plans and progress reports, and major information system inventories.
1. Headquarters.
(a) Summary reports as submitted by Center. DESTROY WHEN 7 YEARS OLD.
<DA: N1-255-94-1>
(b) Agency level summary reports as prepared by OPR. DESTROY WHEN 7 YEARS OLD.
<DA: N1-255-94-1>
2. Centers.
(a) Reports submitted to Headquarters on self-assessments. DESTROY WHEN 8 YEARS OLD.
<DA: N1-255-94-1>
(b) OPR responsible for preparing and submitting reports to Headquarters, including background data used for summary report. DESTROY WHEN 8 YEARS OLD.
<DA: N1-255-94-1>
C. TRIENNIAL REVIEW FILES
Reports and compliance certifications required by General Services Administration (GSA) concerning reviews of IRM practices. Included are associated correspondence, studies, directives, feeder reports, and monitoring surveys and reports.
1. Headquarters - OPR DESTROY WHEN 7 YEARS OLD.
[GRS 16-11]
2. Centers- OPR DESTROY WHEN 7 YEARS OLD.
[GRS 16-11]
D. IRM LONG-RANGE PLANS/REPORTS
Documents involving the establishment of schedules to achieve NASA's long range IRM objectives, the formulation of new concepts and requirements in IRM for planning purposes and similar matters. Included are IRM long range plans, forecasts, reports, documents reflecting the evolution of these plans/forecasts, and documents contributing to the development of such plans or forecasts.
1. OPR - NASA Headquarters (Code JT)(Documentation may include but is not limited to the IRM L-R Plan Call Letter; incoming documentation from the contributing office; incoming external documents). DESTROY BACKUP DOCUMENTATION 1 YEAR AFTER COMPLETION OF THE IRM LONG RANGE PLAN. RETAIN FINAL IRM L-R PLAN ON-SITE FOR 10 YEARS AND THEN DESTROY.
<DA: N1-255-94-1>
12 2. Contributing Offices (Headquarters and Centers). DESTROY WHEN 3 YEARS OLD OR WHEN SUPERSEDED, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
3. All other office/copies. DESTROY WHEN NO LONGER NEEDED OR WHEN 2 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
E. IRM STRATEGIC PLAN (5 Year Plan/Updated Annually)
Records consist of IRM strategies that are common to NASA that support the Agencies missions and goals by providing Agencywide perspectives and directions for NASA's IRM-related program initiatives. The plan includes IRM goals and objectives, key milestones within a three-to-five year timeframe that defines the contribution of information resources to the accomplishment of NASA's missions. Records include but are not limited to: Meeting minutes; IRM documentation; final publication or proposed "Strategic Plan."
1. OPR - NASA Headquarters RETAIN ON-SITE AND DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
2. Contributing Office (Headquarters and Centers). RETAIN ON-SITE AND DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-1>
3. All other office/copies. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE, OR WHEN 3 YEARS OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1>
F. OMB BULLETINS (IRM PLANS - ANNUAL)
Documentation consists of OMB Bulletins, background material, supporting documentation and information which may include but are not limited to records concerning: security; ICB (Information Collection Budget); Long-Range Plan Strategic Overview; Telecommunication Plan.
1. OPR - NASA Headquarters RETAIN ON-SITE AND DESTROY WHEN 3 YEARS OLD.<DA: N1-255-94-1>
2. Contributing Office (Headquarters and Centers), and all other offices/copies. DESTROY WHEN NO LONGER NEEDED OR WHEN 2 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
2314 Documentation Management Systems Contact Center Records Mgr
2320 Presentations and Reviews (Management) Contact Center Records Mgr
2330 Planning and Scheduling Systems Contact Center Records Mgr
2332 NASA PERT and Companion Cost Contact Center Records Mgr
2334 Line of Balance Contact Center Records Mgr
2336 Milestone Systems Contact Center Records Mgr
2340 Project Status Reporting Contact Center Records Mgr
2350 AIM Program Contact Center Records Mgr
2360 Government Information Locator Service (GILS) / Electronic Data Interchange (EDI) Contact Center Records Mgr
2400 Automatic Data Processing (ADP) Management (see below)
2400
13 AUTOMATED DATA PROCESSING (ADP) RECORDS - GENERAL
A. COMPUTER READABLE MEDIA - GENERAL
Electronic media created in the areas of accounting, inventories, budget, library type indices, administration, and are used in connection with the accumulation of operating and reporting data of activities. Electronic records that support administrative housekeeping functions when the records are derived from or replace hard copy records authorized by NARA for destruction. IF PAPER RECORDS EXIST, AND THE ELECTRONIC MEDIA REPRESENTS A DUPLICATION, RELEASE MEDIA FOR REUSE NOT LATER THAN 30 DAYS AFTER THE NEED FOR IT HAS BEEN MET AND THAT IT WILL NOT BE REQUIRED FOR FURTHER USE.
<DA: N1-255-94-1>
(N 27-1)

IF PAPER RECORDS DO NOT EXIST, MAINTAIN DATABASE, DELETE/DESTROY RECORDS AFTER THE EXPIRATION OF THE RETENTION PERIOD AUTHORIZED FOR THE HARD COPY TYPE RECORD, OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER. THE DATABASE STORAGE MEDIA CAN BE RELEASED FOR REUSE WHEN 5 YEARS OLD.
[GRS 20-3b(2)]
B. WORD PROCESSING FILES - GENERAL Documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppies.
1. When used to produce hard copy which is maintained in organized files. DELETE WHEN NO LONGER NEEDED FOR UPDATING, REVISION, OR TO CREATE A HARD COPY.
[GRS 20-13]
2. When maintained only in electronic form, and duplicate the information in and take the place of records that would otherwise be maintained in hard copy providing that the hard copy has been authorized for destruction by the GRS or an approved SF 115. DELETE AFTER THE EXPIRATION OF THE RETENTION PERIOD AUTHORIZED FOR THE HARD COPY BY THE GRS OR AN APPROVED SF 115, OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER
[GRS 20-3b(2)
13 C. ADMINISTRATIVE DATA BASES
1. GENERAL
Data bases that support administrative or housekeeping functions, containing information derived from hard copy records authorized for destruction by the GRS or an approved SF 115, if the hard copy records are maintained in organized files, and hard-copy printouts from these data bases created for short-term administrative purposes. DELETE INFORMATION IN THE DATA BASE WHEN NO LONGER NEEDED.
[GRS 20-3b(1)]
2. ADMINISTRATIVE COMPUTER SYSTEMS MEDIA
This series consists of administrative and/or financial programming software, and/or data that is used for day-to-day operations. MEDIA IS BACKED-UP DAILY WITH STORAGE OF MEDIA ON-SITE FOR 2 WEEKS AND THEN RELEASED FOR REUSE IN THE COMPUTER OPERATIONS CENTER. (BACKUP MEDIA ARE ROTATED AND MAINTAINED OFFSITE.)
[GRS 20-1]
(N 27-9)
D. ELECTRONIC SPREADSHEETS
Spreadsheets generated to support administrative functions generated by an individual as background materials or feeder reports or that are recorded on electronic media, i.e., hard/floppy disks. 1. When used to produce hard copy that is maintained in organized files. DELETE WHEN NO LONGER NEEDED TO UPDATE OR PRODUCE A HARD COPY.
[GRS 20-15a]
2. When maintained in electronic form only. DELETE AFTER THE EXPIRATION OF THE RETENTION PERIOD AUTHORIZED FOR THE HARD COPY. IF THE ELECTRONIC VERSION REPLACES HARD COPY RECORDS WITH DIFFERING RETENTION PERIODS, AND AGENCY SOFTWARE DOES NOT READILY PERMIT SELECTIVE DELETION, DELETE AFTER THE LONGEST RETENTION PERIOD HAS EXPIRED.
[GRS 20-15b]
2410 Policies and Procedures (see below)
2410
14 AUTOMATED DATA PROCESSING (ADP) RECORDS/FILES A. ANNUAL ADP PLANS
14 Developed by the installations, these plans are submitted to the Information Resources Management Policy Office (Code JTD) at Headquarters for review. The plan is consolidated into a summary report and used for active reference.
1. Office of functional responsibility (NASA HQ). RETIRE TO FRC 5 YEARS AFTER THE YEAR TO WHICH THE PLANS PERTAIN. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 1-43)
2. All other offices/copies. DESTROY WHEN ACTIVE REFERENCE VALUE CEASES OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-1>
B. SECURITY PLANS
In accordance with the Computer Security Act of 1987 (P.L. 100-235) annual plans are required to be prepared and submitted to NIST and NSA for comment regarding computer systems that are identified containing sensitive information. Each system planincludes a basic description of the purpose, environment, and sensitivity of the system and the security measures intended to protect the system and its data. Plans are not statements of agency security policy. They indicate security requirements and how the agency intends to meet those requirements.
1. Office of functional responsibility (NASA HQ).
(NOTE: This is agency-wide responsibility)
RETIRE TO FRC 3 YEARS AFTER YEAR TO WHICH PLAN PERTAINS. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
2. Centers and all other offices/copies. DESTROY WHEN ACTIVE REFERENCE VALUE CEASES OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-1>
C. PROGRAMS - SYSTEMS
Original programs, computer media, and documents containing definitions of the system(s) including functional requirements, data requirements, system/subsystem specifications, requests for the system, and authorizing directives.
1. For a disapproved proposed system. RETIRE TO FRC 1 YEAR AFTER FINAL ACTION. DESTROY 10 YEARS AFTER FINAL ACTION.
<DA: N1-255-94-1>
(N 27-7, 27-1 {78})
14 2. For an approved system for which all related computer readable data files are authorized for disposal. RETIRE TO FRC 1 YEAR AFTER DISCONTINUANCE OF THE SYSTEM. DESTROY 10 YEARS AFTER DISCONTINUANCE.
[GRS 20]
3. For an approved system for which any related computer readable data file is not authorized for disposal. RETAIN WITH RELATED DATA FILES. DESTROY IN ACCORDANCE WITH RELATED FILES.
<DA: N1-255-94-1>
D. PROGRAMS AND DOCUMENTATION
Programs and documentation which include automatic records, run books, descriptions, flow charts, and source files.
1. On-going programs. DESTROY 1 YEAR AFTER MODIFICATION, REPLACEMENT, OR DISCONTINUANCE OF PROGRAM. RETIRE TO FRC WHEN 2 YEARS OLD IF NO MODIFICATION OR REPLACEMENT OCCURS. DESTROY WHEN 12 YEARS OLD.
[GRS 20]
(N 26-7)
2. Terminated programs. DESTROY 1 YEAR AFTER LAST USE UNLESS COGNIZANT OFFICE VERIFIES A NEED TO RETAIN THE RECORD LONGER. IF RETENTION IS REQUIRED, RETIRE TO FRC WHEN 1 YEAR OLD AND DESTROY WHEN 10 YEARS OLD.
[GRS 20]
3. Documentation - Data systems specifications, file specifications, code books, record layouts, user guides, output specifications, and final reports (regardless of medium) relating to a master file or data base that has been authorized for disposal in an approved NASA records schedule, EXCLUDING documentation relating to any unscheduled master file or data base or relating to any master file data base scheduled for transfer to NARA.
(a) Documentation of systems containing electronic records that are scheduled for destruction in the NRRS or in a NARA-approved agency schedule. DESTROY OR DELETE UPON AUTHORIZED DELETION OF THE RELATED ELECTRONIC RECORDS OR UPON THE DESTRUCTION OF THE OUTPUT OF THE SYSEM IF THE OUTPUT IS NEEDED TO PROTECT LEGAL RIGHTS, WHICHEVER IS LATER. [GRS 20-11a(1)]
(b) Documentation of systems containing electronic records that are scheduled for permanent retention in the NRRS or in a NASA-approved agency schedule. PERMANENT. TRANSFER TO THE NATIONAL ARCHIVES WITH THE PERMANENT ELECTRONIC RECORDS TO WHICH THE DOCUMENTATION RELATES. [GRS 20-11a(2)]
E. IRM-APR/DPA DOCUMENTATION (Agency Procurement Request/ Delegation of Procurement Authority)
1. GENERAL POLICY FILES
General policy files contain information/documentation on Agency policy for assigning staff responsibilities, changes in staff, and other related administrative matters concerning the handling and processing of APR/DPA's.
14 (a) OPR - NASA Headquarters HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(b) All other office/copies. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
2. NASA CASE FILES Case files consist of documentation which includes, but is not limited to, Agency Procurement Request (APR); Delegation of Procurement Authority (DPA); FIP Resources Decision Document (FRDD); Justification for Other than Full and Open Competition (JOFOC); re-delegation of authority; management presentations; and, reports (6-month, annual, and contract
award). This material documents the cradle to grave process for information resources acquisitions.
(a) OPR - NASA HEADQUARTERS
(1) Active APR Files HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(i) If NO delegation authority is received.
(ii) Delegation authority received.
(2) Delegation of Authority Files HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(i) If APR/DPA process is completed.
(ii) If program or request is cancelled or terminated prematurely.
(3) Contract Award Files HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(4) Expired, Cancelled, or Terminated Case Files HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(i) PRIOR to contract award.
(ii) AFTER contract award.
(b) CENTERS HANDLE AS PERMANENT PENDING RETENTION APPROVAL .
(1) Active APR Files
(i) If NO delegation authority is received.
14 (ii) Delegation authority received.
(2) Contract Award Files
2415 Computer Program Documentation Contact Center Records Mgr
2420 Data Reduction and Interpretation (see below)
2420
15 COMPUTER/ELECTRONIC MEDIA - GENERAL A. FILES TO CREATE, USE, OR MAINTAIN MASTER FILES 1. Electronic files created solely to test system performance, as well as hard copy printouts and related documentation for theelectronic files/records. DELETE/DESTROY WHEN NO LONGER NEEDED.
[GRS 20-1a]
(N 27-2)
2. Electronic files used to create or update a master file, including, but not limited to, work files, valid transaction files, and intermediate input/output records. DELETE AFTER INFORMATION HAS BEEN TRANSFERRED TO THE MASTER FILE AND VERIFIED.
[GRS 20-1b]
3. Electronic files and hard copy printouts created to monitor system usage, including, but not limited to, log-in files, password files, audit trail files, system usage files, and cost-back files used to assess charges for system use. DELETE/DESTROY WHEN NO LONGER NEEDED FOR ADMINISTRATIVE, LEGAL, AUDIT, OR OTHER OPERATIONAL PURPOSES
[GRS 20-1c]
B. INPUT/SOURCE FILES
1. Non-electronic documents or forms designed and used solely to create, update, or modify the records in an electronic medium and not required for audit or legal purposes (such as needed for signatures) and not previously scheduled for permanent retention. DESTROY AFTER THE INFORMATION HAS BEEN CONVERTED TO AN ELECTRONIC MEDIUM AND VERIFIED, OR WHEN NO LONGER NEEDED TO SUPPORT THE RECONSTRUCTION OF, OR SERVE AS THE BACKUP TO, THE MASTER FILE, WHICHEVER IS LATER.
[GRS 20-2a]
(N 27-8)
2. Electronic records, except as noted in item B.3., entered into the system during an update process, and not required for audit or legal purposes. DELETE WHEN DATA HAVE BEEN ENTERED INTO THE MASTER FILE OR DATA BASE AND VERIFIED, OR WHEN NO LONGER REQUIRED TO SUPPORT RECONSTRUCTION OF, OR SERVE AS BACK-UP TO, A MASTER FILE OR DATA BASE, WHICHEVER IS LATER.
[GRS 20-2b]
3. Electronic records received from another Agency and used as input/ source records by the receiving Agency, EXCLUDING records produced by another agency under the terms of an interagency agreement, or records created by another Agency in response to the specific information needs of the receiving Agency. DELETE WHEN DATA HAVE BEEN ENTERED INTO THE MASTER FILE OR DATA BASE AND VERIFIED, OR WHEN NOLONGER NEEDED TO SUPPORT RECONSTRUCTION, OR SERVE AS BACK UP TO THE MASTER FILE OR DATA BASE,
15 WHICHEVER IS LATER.
[GRS 20-2c]
4. Computer files or records containing uncalibrated and unvalidated digital or analog data collected during observation or measurement activities or research and development programs and used as input for a digital master file or database. DELETE AFTER THE NECESSARY DATA HAVE BEEN INCORPORATED INTO A MASTER FILE.
[GRS 20-2d]
(N 26-1)
C. MASTER FILES (INTERIM AND FINAL)
1. Media containing detailed or summary transaction data cumulative through the last updating or merger process, or containing outstanding transaction items, or totals representing the current status of a record. Interim media are used as input to the next subsequent run that produces a new updated interim or final master. RELEASE MEDIA FOR REUSE AFTER PREPARATION OF THIRD GENERATION. RELEASE NO EARLIER THAN 6 MONTHS AFTER GENERATION OF PRECEDING INTERIM MEDIA.
[GRS 20]
(N 27-4)
2. Final master media containing detailed or summary data or cumulative transactions under a program, account. RELEASE FOR REUSE NO EARLIER THAN 6 MONTHS AFTER PREPARATION AND CLEARANCE OF REPORTS CONTAINING DATA ON THE MEDIA.
[GRS 20]
(N 27-5)
3. Master files that relate to administrative functions and that: R Replace, in whole or in part, administrative records scheduled for disposal under one or more items in Schedules 1 through 9; and, R Consist only of the same information as is contained in all or portions of the disposable records it replaces or duplicates; EXCLUDING those that replace or duplicate the followingitems: . Schd. 1-111; 1-127; 1-126c;. Schd. 2-19H;. Schd. 3-1; 3-51b; 3-47a; DELETE AFTER THE EXPIRATION OF THE RETENTION PERIOD AUTHORIZED FOR THE DISPOSABLE HARD COPY FILE OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER.
[GRS 20-3(a)&(b)]
D. SUMMARIZED INFORMATION DATA FILES
Records that contain summarized or aggregated information created by combining data elements or individual observations from a single master file or data base that is disposable under an approved item or is authorized for deletion by an approved disposition (SF 115). The following data files may not be destroyed before securing NARA approval. Data files EXCLUDED from the above disposition are those that were created: DELETE WHEN NO LONGER NEEDED FOR ADMINISTRATIVE, LEGAL, AUDIT, OR OTHER OPERATIONAL PURPOSES.
[GRS 20-4]
R To allow public access to the data; or
15 R From a master file or database that is unscheduled, that was scheduled as permanent but no longer exists or can no longer be accessed.
E. EXTRACTED/REDUCED INFORMATION
1. GENERAL
Electronic records/files consisting solely of records extracted from a single master file or database that is disposable under an approved disposition. The following extracts MAY NOT be destroyed before securing NARA approval. (For "print" and "technical reformat" files see items below.) Extracts EXCLUDED from the above disposition are those: DELETE WHEN NO LONGER NEEDED FOR ADMINISTRATIVE, LEGAL, AUDIT, OR OTHER OPERATIONAL PURPOSES.
[GRS 20-5]
R Produced to allow public access to the data; or,
R Produced from a master file or data base that is unscheduled, or that was scheduled as permanent but no longer exists, or can no longer be accessed; or
R Produced by an extraction process which changes the informational content of the source master file or database.
2. REDUCED DATA - COMPUTER MEDIA(ALSO SEE SCHEDULE 8)
Computer media that contain all the basic and supporting measurements after they have been selected, processed, and reduced to the final form that best represents the scientific knowledge obtained from the investigation, i.e., space science flight experiments/investigations. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 26-4)
F. PRINT FILES
Electronic file extracted from a master file or database without changing it and used solely to produce hard copy publications and/or printouts of tabulations, ledgers, registers, and reports. DELETE WHEN NO LONGER NEEDED.
[GRS 20-6]
(N 27-6)
G. TECHNICAL REFORMAT FILES
Electronic files consisting of data copies from a master file or database for the specific purpose of information interchange and written with varying technical specifications, EXCLUDING files created for transfer to NARA. DELETE WHEN NO LONGER NEEDED.
[GRS 20-7]
H. SECURITY BACKUP FILES
Electronic files consisting of data identical in physical format to a master file or database and retained in case the master or database is damaged or inadvertently erased.
15 1. File identical to records scheduled for transfer to NARA. DELETE WHEN THE IDENTICAL RECORDS HAVE BEEN TRANSFERRED TO NARA AND SUCCESSFULLY COPIED, OR WHEN REPLACED BY A SUBSEQUENT SECURITY BACKUP FILE.
[GRS 20-8a]
2. File identical to records authorized for disposal in an approved NASA records schedule. DELETE WHEN THE IDENTICAL RECORDS HAVE BEEN DELETED, OR WHEN REPLACED BY A SUBSEQUENT SECURITY BACKUP FILE.
[GRS 20-8b]
I. ELECTRONIC INDEXES OR FINDING AIDS
Electronic indexes, lists, registers, and other finding aids used only to provide access to records authorized for destruction by NARA, an approved SF 115, or another NASA Schedule, EXCLUDING records containing abstracts or other information that can be used as an information source apart from the related records. DELETE WITH RELATED RECORDS OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER.
[GRS 20-9]
J. SPECIAL PURPOSE PROGRAMS
Application software necessary solely to use or maintain a master file or database authorized for disposal by NARA, an approved SF 115, or another NASA Schedule, EXCLUDING special purpose software necessary to use or maintain any unscheduled master file or data base or any master file or database scheduled for transfer to NARA. DELETED WHEN RELATED MASTER FILE OR DATA BASE HAS BEEN DELETED.
[GRS 20-10]
2430 Equipment Utilization and Control (see below)
2430
16 INFORMATION SERVICES SYSTEM - LaRC ONLY
The data for this system is in electronic format only. It is downloaded from the mainframe - data is received either weekly or monthly - and needs to be provided to users in electronic format (data is in ASCII format--located on a microprocessor). No paper documentation is created. The electronic file is extracted from a master file or database without changing it and it is used solely to produce another electronic database or medium.
A. DATA
Administrative and/or business records. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE OR WORK USE.
[GRS 20-5]
B. PAPER
16 Records consist of user manuals and administrative paperwork/correspondence which either establishes, modifies, or changes the systems. Paperwork can include lists or requests to add or delete system users. Paperwork not required for audit or legal purposes. DESTROY AFTER THE INFORMATION HAS BEEN CONVERTED TO AN ELECTRONIC MEDIUM AND VERIFIED, OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER.
[GRS 20-2a]
2430
17 COMPUTER-MEDIA STORAGE FACILITIES
A. SPACE SCIENCE FLIGHT PROJECT/EXPERIMENT DATA (ALSO SEE SCHEDULE 8)
Media which have been used to create reduced data, or where usable data has been extracted. These data typically represent any and all orbiting spacecraft originated data, including, but not necessarily limited to, instrument and housekeeping data. Such data is sent from spacecraft such as the Compton Gamma Ray Observatory (GRO), the Upper Atmosphere Research Satellite (UARS). HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 26-2)
B. OTHER SCIENTIFIC, ENGINEERING, AND EXPERIMENTAL DATA
1. Environmental, oceanographic, atmospheric, terrestrial, data and/or extraterrestrial observations and measurements, medical research and/or animal or plant husbandry investigations. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 26-3)
2. Data used in the development, fabrication, construction, testing, and/or routine operation of such things as instruments, vehicles, machinery, or spacecraft. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
C. CONTRACTOR-CREATED MEDIA
1. Scientific, engineering, and experimental data received by NASA in pursuance of Federal law or in connection with the transaction of public business and duplicated in a National Data Center. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
2. Scientific, engineering, and experimental data media created under a contract and in the possession of the contractor in a Government storage facility, i.e., GSFC's Tape Staging and Storage Facility (TSSF). HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
2430
18 DUPLICATE COMPUTER/ELECTRONIC MEDIA Computer/electronic media that has been duplicated and provided as an extra copy to other offices or individuals other than the Principal Investigator or the Office of Primary Responsibility (OPR). DELETE RECORDS WHEN NO LONGER NEEDED. RELEASE MEDIA FOR REUSE AS SOON AS RECORDS DELETED.
[GRS 20-7]
(N 26-5)
2440 Data Display Contact Center Records Mgr
2450 Personnel Management Contact Center Records Mgr
2500 Communications (see below)
2500
19 COMMUNICATIONS RECORDS A. CORRESPONDENCE, REPORTS, AND REFERENCE FILES
Correspondence and related records pertaining to the internal administration and operation of the communications function. Documents relating to communications planning, projecting requirements and costs, and HQ approval, such as NASA Form 1102 and 1103 and related materials. Records may include, but are not limited to: NASA Mail items/documentation (media independent) such as monthly NASA-Mail reports, user accountrequests and activity logs; Direct Access Computer System (DACS) requests; and any other associated user documentation. DESTROY WHEN 2 YEARS OLD OR WHEN REFERENCE VALUE CEASES, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 10-29)
B. COMMUNICATION EQUIPMENT/SUPPORT REQUIREMENTS
1. Security equipment requirements and all related documentation and materials. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-1>
(N 10-11)
2. Project support communications requirements, records consist of documents reflecting support requirements for the objectives contained in the PSCN database (OPR). DESTROY WHEN UPDATED OR SUPERSEDED.
<DA: N1-255-94-1>
(N 10-5)
C. GUIDANCE, POLICY, PLANNING RECORDS
Program files which consist of documents providing guidance or assumptions for the development of the communications segment Files consist of overall guidance, technology plans, and ADP plans - OPR, NASA Headquarters, and MSFC Com Center ONLY. HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(N 10-4)
D. INTERFERENCE REDUCTION
Documents relating to the testing or advising on techniques and equipment designed to reduce or eliminate electrical disturbances which cause undesirable response or malfunctioning of electric equipment. DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-1>
(N 10-8)
E. FACILITIES LEASE REQUESTS
Documents relating to requests for providing, rearranging, and removing communication facilities, equipment, and services leased from commercial companies to meet communications objectives of NASA. DESTROY 3 YEARS AFTER TERMINATION OF LEASE.
<DA: N1-255-94-1>
(N 10-7)
F. ACCOUNT FILES
Documents relating to communication lines, i.e., telephone, data, wide-area networks, etc. Vouchers, vendors invoices, and correspondence EXCLUDING fiscal copy, and including local and commercial overseas accounting.
19 1. Reference copies of vouchers, bills, invoices, and relatedrecords. DESTROY WHEN 1 FISCAL YEAR OLD.
[GRS 12-2d(1)]
(N 10-5)
2. Records relating to Centers, change, work orders, removal, and servicing of equipment. DESTROY 1 YEAR AFTER AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
[GRS 12-2d(2)]
3. Copies of agreements with background data and other recordsrelating to agreements for telecommunications services. DESTROY 2 YEARS AFTER EXPIRATION OR CANCELLATION OF AGREEMENT.
[GRS 12-2e]
G. TOLL SLIPS/STATEMENTS
Telephone, telegram, TWX, toll slips, and all other communication statements and related papers. DESTROY 3 YEARS AFTER PERIOD COVERED BY ACCOUNT.
[GRS 3-10]
(N 10-14)
H. TELECOMMUNICATIONS OPERATIONAL FILES
1. Message registers, logs, performance reports, daily load reports, and related or similar records. (Both paper and electronic.) DESTROY WHEN 6 MONTHS OLD
[GRS 12-3a]
(N 10-12)
2. Copies of incoming and original copies of outgoing messages,including SF 14, Telegraphic Messages maintained by thecommunications offices or centers, and EXCLUDING thecopies maintained by the originating program office. DESTROY WHEN 2 YEARS OLD.
[GRS 12-3b]
I. WIRE/WIRELESS MESSAGE FILES
Copies of incoming and outgoing wire/wireless message and all related records. DESTROY WHEN 6 MONTHS OLD.
<DA: N1-255-94-1>
(N 10-13)
2510 General Contact Center Records Mgr
2520 NASA Communications System Contact Center Records Mgr
2530 Telecommunications and Messages Contact Center Records Mgr
2540 Administrative Communications Contact Center Records Mgr
2550 Cryptography Contact Center Records Mgr
2570 Radio Frequency Management (see below)
2570
20 FIXED COMMUNICATIONS FILES A. FACILITY PROJECTS
Documents relating to the establishment, approval, and construction or implementation of fixed wire/cable, blueprints on maintenance in-house and outside, and radio facility development projects. * PERMANENT *RETIRE TO FRC 1 YEAR AFTER DISCONTINUANCE OF FACILITY. TRANSFER TO NARA 10 YEARS AFTER DISCONTINUANCE OF FACILITY.
<DA: N1-255-94-1>
(N 10-6)
B. OPERATIONS FILES
20 Documents containing information and data on codes, radio frequency assignments, call signs, and lists of holders or code systems. DESTROY WHEN SUPERSEDED, OBSOLETE, OR NO LONGER NEEDED.
<DA: N1-255-94-1>
(N 10-9)
C. TRAFFIC VOLUME REPORT
Documents reflecting data on circuit usage for engineering of fixed communications facilities, planning, programming and budgeting and related papers.
1. Office of primary responsibility. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 10-2)
2. All other offices/copies. DESTROY WHEN 6 MONTHS OLD.
<DA: N1-255-94-1>
2570
21 RADIO AND TELEVISION RECORDS
A. SERVICE CONTROL FILES
Documents related to the servicing and operation of radio and television equipment and systems, including service records and summaries of authorized equipment and service. DESTROY WHEN SUPERSEDED OR ON DISCONTINUANCE OF THE FACILITY OR INSTALLATION, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(N 10-10)
B. RADIO FREQUENCY FILES
Authorization, allocation, assignment, correlation, and use of radio frequencies and call signs. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(N 10-1)
C. COMMUNICATIONS REPRESENTATION FILES
Documents concerning representation on and recommendations to joint or other non-NASA agencies, including implementation of decisions on signal communications and electronic policies, particularly on radio frequency allocations, call signs, radio interference, and radio propagation matters. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-1>
(N 10-3)
2600 Photographic Services Management (see below)
2600
22 FILM CONTROL - LOGS / FORMS / CHARGE OUT CARDS
A. Log books, caption sheets, shelf lists, indexes, catalogs, and shot lists, used as finding aids for identification, retrieval, or use. DISPOSE OF ACCORDING TO INSTRUCTIONS COVERING THE RELATED AUDIOVISUAL RECORDS.[GRS 21-29] (N 19-13)
B. Forms used as finding aids, identification, or used for retrieval purposes, of films. SEE ABOVE DISPOSITION. (N 19-12)
22 C. Cards showing film and equipment on loan(s). DESTROY 1 YEAR AFTER LAST ENTRY ON CARD.<DA: N1-255-94-1> (N 9-6)
2610 Equipment, Supplies, and Attachments Contact Center Records Mgr
2620 Photographic Instrumentation Contact Center Records Mgr
2630 Photography Services (see below)
2630
23 PHOTOGRAPHS / STILL PICTURES NOTE: Motion Picture Films (N 19-16) AFS 1394 SEESCHEDULE 1.
Sound Tracks AFS 1394 SEE SCHEDULE 1
A. PHOTOGRAPHIC WORK/PRODUCTION REPORT FILES
1. Work orders and ledgers used in processing and production of photographic services (information may be contained in an electronic action tracking system). DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-94-1>
(N 9-4)
2. Reports showing workload, time expended, and type of production (color, black and white, still, or motion picture). DESTROY WHEN 1 YEAR OLD OR WHEN NO LONGER NEEDED FOR REFERENCE.
<DA: N1-255-94-1>
(N 9-5)
B. STILL PICTURES
NOTE: FOLLOW CENTER SPECIFIC DISPOSITION IF ONE ISPROVIDED.
NOTE: Photo/negative degradation can occur when collections arestored in FRC's under non-favorable conditions. An immediate transfer to NARA should be considered instead of storing records when Agency needs ceases.
1. Photographs (a master and one captioned print, if available), slides and transparencies (original and one duplicate, if available) use for the visual presentation of information to the public. (This series includes any finding aids or indexes used, paper or electronic, if available.)
(a) MASTER NEGATIVES
Collections of negatives otherwise unidentified by a specific category or collection title. * PERMANENT *
RETIRE MASTER AND ONE PRINT IF AVAILABLE TO FRC IN 1 YEAR BLOCKS WHEN NO LONGER NEEDED OR WHEN 5 YEARS OLD WHICHEVER IS SOONER. TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD OR SOONER.
<DA: N1-255-94-1>
23 (b) NASA HEADQUARTERS NASA Headquarters (Office of Public Affairs) willmaintain one record copy of all titled and officialNASA photographs and slides released to the public. (NOTE: Arrangement of records should be kept bysubject or calendar year, whichever is feasible.) HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
(c) CENTERS
Installation originating the photograph or slide will retainthe negative and one print of each of its serially numberedNASA photographs. *PERMANENT*
RETIRE TO LOCAL FRC IN ONE YEAR BLOCKS WHEN 5 YEARS OLD. TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 25 YEARS OLD OR SOONER.
<DA: N1-255-94-1>
(d) DAMAGED NASA HEADQUARTERS STILLPHOTOGRAPH COLLECTION A water damaged subset of the NASA Headquarters photo reference collection comprised of derivative images submitted by the NASA Centers to HQ to comprise a centralized source for image copies of interest to the public and press. Each file contained captions and some multi-media combination of transparencies, negatives, hardcopy prints, and/or slides. The full headquarters collection is scheduled as Permanent under NASA Records Retention 2/23B1(b). The photo materials in this collection subset were destroyed by water damage incidents in both 2001 and 2002, and represents 28 percent of the full Headquarters collection. This subset consists of 9,680 (4,395 black and white; 5,285 color) files of unrecoverable captions, outer envelopes, prints, negatives and/or transparencies. These damaged materials have been placed in approximately 40 garbage bags. DESTROY IMMEDIATELY UPON APPROVAL OF THIS SCHEDULE.
<DA: N1-255-03-1>
2. AMES RESEARCH CENTER (ARC)
The official ARC photo collection resides with the Imaging Technology Branch. Collection consists of master still negatives, photographs, and/or slides, maintained on a computerized indexed system accessed via key word search (system covers Dryden Flight Research Facility collection/records).
(a) One print and master negative along with associated indexes/finding aids. (Starting January 1983 and forward.) * PERMANENT *
TRANSFER ANNUALLY 1 YEAR AS IT BECOMES 11 YEARS OLD. (THIS DISPOSITION STARTS WITH RECORDS DATED AFTER 1983.)
<DA: N1-255-94-1>
23 (b) Master negatives 1939-1949 TRANSFER TO NARA JANUARY 1, 1995.
<DA: N1-255-94-1>
(c) Master negatives 1950-1960. TRANSFER TO NARA JANUARY 1, 1996.
<DA: N1-255-94-1>
(d) Master negatives 1961-1971. TRANSFER TO NARA JANUARY 1, 1997.
<DA: N1-255-94-1>
(e) Master negatives 1972-1982. TRANSFER TO NARA JANUARY 1, 1998.
<DA: N1-255-94-1>
3. KENNEDY SPACE CENTER (KSC)
(a) Space Transportation System (STS) * PERMANENT *
RETAIN NEGATIVES ON-SITE FOR 5 YEARS. TRANSFER ORIGINALS AND ONE CAPTIONED PRINT (WHERE AVAILABLE) TO NARA, STILLPICTURES BRANCH (NNSP), COLLEGE PARK, MD, WHEN 5 YEARS OLD. INDEXES AND FINDING AIDS SHOULD BE TRANSFERRED WITH THE RECORDS.
<DA: N1-255-94-1
(b) STS Research and Development. Records include STS R&D coverage, training, and construction progress stills. * PERMANENT *
RETAIN NEGATIVES ON-SITE FOR 5 YEARS. TRANSFER ORIGINALS AND ONE CAPTIONED PRINT (WHERE AVAILABLE) TO NARA, STILL PICTURES BRANCH (NNSP), COLLEGE PARK, MD, 20740 WHEN 5 YEARS OLD. INDEXES AND FINDING AIDS SHOULD BE TRANSFERRED WITH THE RECORDS.
<DA: N1-255-94-1>
4. STENNIS PHOTOGRAPHIC COLLECTION (SSC)
Collection consists of master still negatives, photographs, and/orslides used for the visual presentation of information to thepublic. Records are tracked and logged in a computerizeddatabase which documents each picture by SSC negativenumbers, date, name, and general caption/description. Official records are maintained by the Stennis GraphicsDepartment as the office of primary responsibility, not by the requesting office or project.
23 (a) One print and master negative along with associated printout of computerized database/index. * PERMANENT *
TRANSFER IN 5 YEAR BLOCKS WHEN 20 YEARS OLD. (THIS DISPOSITION STARTS WITH THE RECORDS DATED JANUARY 1, 1974.)
<DA: N1-255-94-1>
(b) Stennis Official Photographic Collection dated:
(1) 1962 through 1967 TRANSFER UPON APPROVAL.
<DA: N1-255-94-1>
(2) 1968 through 1973 TRANSFER JANUARY 31, 1998.
<DA: N1-255-94-1>
5. LANGLEY RESEARCH CENTER (LaRC) The original numbered photographic negative collection andassociated logs. This collection consists of records dated 1958and beyond, considered as a part of the National Aeronauticsand Space Administration (NASA) collection. These negativeswill be grouped in 5-year blocks along with their logs andassociated finding aids. * PERMANENT *
NEGATIVES AND LOGS THAT ARE A PART OF THE NASA COLLECTION WILL BE TRANSFERRED IN 5 YEAR BLOCKS WHEN NO LONGER NEEDED BY THE AGENCY FOR ACTIVE USE OR WHEN 30 YEARS OLD, WHICHEVER IS SOONER.
[N1-255-89-5]
6. GLENN RESEARCH CENTER (GRC)
Currently GRC collection consists of approximately 10 years of"C#" pictures stored on-site at GRC with the remaining storedat Sandusky, Ohio. Collection is dated from 1941 to present(pre-1980 majority B/W; post-1980 majority Color). Stills arekept chronologically by "C#". Launch photography is not apart of the C-collection.
(a) "C" Collection. NOTE: GRC is currently underway with a project wherebythis "C" collection is being transferred to anelectronic/computerized access system. Therefore,TRANSFER to NARA is based on completion of thisproject.
(1) Glenn "C#" Collection will be transferred in 5 yearsblocks as indicated: [One master print, if available, and associatedindexes/logs or other finding aids, if available.] *PERMANENT *
TRANSFER IN 5 YEAR BLOCKS STARTING JANUARY 31, 1995,WITH TRANSFER OF EACH SUCCESSIVE 5 YEAR BLOCK ONE YEAR LATER.
<DA: N1-255-94-1>
23 R 1941 through 1946R 1947 through 1951R 1952 through 1956R 1957 through 1961R 1962 through 1966R 1967 through 1971 TRANSFER JANUARY 31, 1995. TRANSFER JANUARY 31, 1996. TRANSFER JANUARY 31, 1997. TRANSFER JANUARY 31, 1998. TRANSFER JANUARY 31, 1999. TRANSFER JANUARY 31, 2000.
<DA: N1-255-94-1>
(2) 1972 and Continuing: * PERMANENT *
NEGATIVES AND LOGS THAT ARE A PART OF THE COLLECTION WILL BE TRANSFERRED IN 5 YEAR BLOCKS WHEN NO LONGER NEEDED BY THE AGENCY FOR ACTIVE USE OR WHEN 20 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-1>
(b) "CC," "CS," and "CD" Collections.
Files in these collections consist of graphic artwork,photographs, and copies of the Center Director's annualmessage to GRC.
(1) "CC" Collection [Cleveland Color]FROM: Approx. 1950 to 1969.This collection consists of color still photographs. NOTE: This is a CLOSED series/collection. *PERMANENT *
TRANSFER ENTIRE COLLECTION TO NARA UPON APPROVAL.
<DA: N1-255-94-1>
(2) "CS" Collection [Cleveland Slide]FROM: Approx. 1941 to 1987.This collection contains original master "CS" and insome cases duplicates the "C#" and "CD" negativesof stills and/or graphics.NOTE: This is a CLOSED series/collection.NOTE: GRC will remove duplicate negatives prior toshipment of this collection to NARA. *PERMANENT *
TRANSFER IN 5 YEAR BLOCKS STARTING JANUARY 31, 1997.
<DA: N1-255-94-1>
(3) "CD" Collection [Cleveland Drawing]This is a collection of GRC original artwork.NOTE: This is a CONTINUING series/collection. * PERMANENT *
TRANSFER ONE 35MM SLIDE AND ONE PRINT IN 5 YEAR BLOCKS WHEN 20 YEARS OLD, STARTING JANUARY 31, 1998.
<DA: N1-255-94-1>
(c) Portraits - Photos not paintings. This collection consists of portraits of high-level centerofficials (1 master negative plus 1 print), and aremaintained by the officials last name.NOTE: This collection is being converted to an electronicsystem and will be transferred to NARA after conversionand capture of the portraits on the new system hasoccurred. * PERMANENT *
TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD.
<DA: N1-255-94-1>
23 C. R&D STILLS
1. SELECTED PROJECT CASE FILES
Photographs, a master and one captioned print if available, that document significant R&D project activities. This series covers the OPR or Project Offices' original still photographs for projects that are selected by the Project Office as having historical or technical value and warrant permanent retention (see selection criteria outlined in Schedule 8, Item 5A). * PERMANENT *
TRANSFER WITH SELECTED PROJECT CASE FILE UNDER SCHEDULE 8/5A.
<DA: N1-255-94-3>
2. NON-SELECTED PROJECT CASE FILES
Photographs that are created during the course of a project that does not meet the selection criteria as identified in Schedule 8, Item 5A. THESE RECORDS MAY BE RETIRED WITH THE NON-SELECTED PROJECT CASE FILES (REF. SCHEDULE 8-5B).
<DA: N1-255-94-3>
3. CENTER PHOTO LABS/OFFICES
Duplicate copies of above stills (Items 23-C-1 and C-2) that are maintained in the Center photo lab, audiovisual office, or any other office as reference copies. THIS SERIES MAY BE RETIRED TO AN FRC WHEN 2 YEARS OLD. DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-3>
2630
24 VIDEO PRODUCTIONS NOTE: Record elements consist of an ORIGINAL and a duplicate,if available for all * PERMANENT * items. FOLLOWCENTER SPECIFIC DISPOSITION IF ONE IS PROVIDED.
A. FINISHED PRODUCTIONS
1. DOCUMENTARIES
Documentary style finished video productions which document installation projects, programs, or the mission of the Agency/Center, such productions may include but are not limited to: R Aeronautics and Space Reports 2. MISCELLANEOUS PRODUCTIONS * PERMANENT *
PRODUCTIONS ARE TRANSFERRED TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION, NONTEXTUAL DIVISION, ON AN ANNUAL BASIS OR AS CREATED. TWO COPIES OF EACH PRODUCTION WILL BE PROVIDED. ONE MASTER (FINISHED PRODUCTION) AND ONE DUPLICATE COPY.
<DA: N1-255-94-1>
24 Finished video productions such as the following, but not limited to: R Training ClassesR Meetings/Conferences or Seminars DESTROY OR REUSE WHEN NO LONGER NEEDED OR WHEN 1 YEAR OLD, WHICHEVER IS LONGER.
<DA: N1-255-94-1>
3. LANGLEY RESEARCH CENTER
(a) FINISHED PRODUCTIONS - (See description above) *PERMANENT *
TRANSFER IN 5 YEAR BLOCKS WHEN 10 YEARS OLD.
<DA: N1-255-94-1>
(b) R&D TECHNICAL RESEARCH
These videos are taped per customer requests of pure R&Dprojects such as testing data and footage of experiments,etc. The original footage is returned to theresearcher/scientist as the requesting customer. DESTROY WHEN NO LONGER NEEDED FOR RESEARCH REFERENCE AND EVALUATION OF SCIENTIFIC DATA.
<DA: N1-255-94-1>
4. JOHNSON SPACE CENTER (JSC) NOTE: See Chapter 8, Item 25A.
(a) MISSION VIDEO - MASTERS
Consists of launch/landing; JSC downlinks (1 original and1 converted to color); pre-mission and post-mission pressconferences; and, on-board recordings. * PERMANENT *
MASTER MEDIA WITH ALL IDENTIFYING INFORMATION. TRANSFER TO NARA WHEN 30 YEARS OLD.NOTE:

Records are to be recopied every 10 years and with TRANSFER at 30 years. Included with transfer at 30, will be the earliest generation available in a then current professional video format and will include a reference copy, if available.
<DA: N1-255-94-1>
(b) MISSION VIDEO - COPIES / DUPLICATES RETAIN AT JSC IN STORAGE. DESTROY WHEN NO LONGER NEEDED.
<DA: N1-255-94-1>
(c) MISCELLANEOUS ACTIVITIES R Test and Training ActivitiesR Productions (Scripted), i.e., General Information/Training R Documentaries of Press Conference(s)/Special Events DESTROY OR REUSE AFTER 30 DAYS.
<DA: N1-255-94-1>
5. STENNIS SPACE CENTER (3/4" format only)
24 Documentary style productions on center projects and mission,including R&D projects and documentaries. * PERMANENT *
TRANSFER ANNUALLY TO NARA ONE ORIGINAL MASTER AND ONE DUPLICATE COPY OF THE VIDEO.
<DA: N1-255-94-
B. STILL VIDEO PHOTOGRAPHY
STENNIS SPACE CENTER (SSC)GLENN RESEARCH CENTER (GRC)
The graphics department or photo lab, as appropriate, will take the digital image and transfer the permanent information from the 2x2 disk to optical disk or the archival media acceptable at the time of transfer. Data consists of R&D or mission related documentation and is usually time sensitive. * PERMANENT*
TRANSFER TO NARA IN 5 YEAR BLOCKS WHEN 20 YEARS OLD
<DA: N1-255-94-1>
C. R&D VIDEOS
1. SELECTED PROJECT CASE FILES
Videos, original and duplicate, if available, that documentssignificant R&D project activities. This series covers the OPRor Project Offices' original video (master, i.e., 1st generation)for projects that are selected by the Project Office as havinghistorical or technical value and warrant permanent retention(see selection criteria outlined in Schedule 8, Item 5A). * PERMANENT *
TRANSFER WITH SELECTED PROJECT CASE FILE UNDER SCHEDULE 8, ITEM 5A.
<DA: N1-255-94-3>
2. NON-SELECTED PROJECT CASE FILES
Videos that are created during the course of a project that doesnot meet the selection criteria as identified in Schedule 8, Item5A. THESE VIDEOS MAY BE RETIRED WITH THE NON-SELECTED PROJECT CASE FILES
(REF. SCHEDUL 8-5B).
<DA: N1-255-94-3>
3. CENTER PHOTO LABS/OFFICES
Duplicate copies of the above videos (Items 24-C-1 and C-2)that are maintained in the Center photo lab, audiovisual office,or any other office as reference copies. THIS SERIES MAY BE RETIRED TO AN FRC WHEN 2 YEARS OLD. DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-94-3>
2630
25 PASSPORT FILES
Personnel identification or passport photographs. RETURN ORIGINAL TO REQUESTOR. DESTROY WHEN 5 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS LATER.
[GRS 21-2]
(N 22-3)
2640
Projectors and Operator Services Contact Center Records Mgr
2800 Information Technology (IT) Management Contact Center Records Mgr
2800
26 RECORDS OF THE CHIEF INFORMATION OFFICER This schedule provides disposal authorization for certain records created and maintained by Federal Chief Information Officers (CIO) and their program offices
A. INFORMATION TECHNOLOGY (IT) PROGRAM PLANNING RECORDS
Records relating to the development of agency IT programs. Included are records that document agency-wide IT goals; specify milestones to be achieved; identify performance measures for the agency's IT portfolio; or summarize the underlying principles and approach by which the agency will plan for and manage its IT resources. Records may include strategic and tactical plans documenting the implementation and maintenance of IT systems in support of the agency mission and also may include records supporting formally issued plans, such as records of concurrence, comments, clearances, justifications, and other issuance records. Note: This item does not apply to the data content or design of individual IT systems. Records relating to specific mission-related systems must be scheduled individually by submission of an SF 115 to NARA. CUT OFF ANNUALLY. DESTROY/DELETE WHEN 7 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER.
[GRS27-1]
B. ENTERPRISE ARCHITECTURE RECORDS
Records identifying the IT systems and networks required to perform the agency's mission and the transitional processes required to implement comprehensive programs to support that mission. Records may include technical reference models, diagrams, graphics, models, and narratives that describe the agency's baseline architecture, target architecture, and related sequencing plans. CUT OFF WHEN SUPERSEDED BY A NEW ITERATION OF THE ENTERPRISE ARCHITECTURE. DESTROY/DELETE WHEN 7 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER
[GRS27-2]
C. IT CAPITAL INVESTMENT RECORDS
Records documenting the integration of IT investments with agency-wide strategic planning, budgeting, procurement, and management. Records include routine and periodic reports on IT capital investments; capital asset plans; business cases for major investments, systems, acquisitions, or operational assets identified in the agency's capital investment portfolio; and clearance and review records. Note: Records needed to support contracts are scheduled under Schedule 5. CUT OFF ANNUALLY. DESTROY/DELETE WHEN 7 YEARS OLD OR WHEN NO LONGER NEEDED, WHICHEVER IS LATER
[GRS27-3]
D. LEGAL AND REGULATORY COMPLIANCE RECORDS
26 Records documenting agency compliance with Federal IRM laws and regulations, including systems and reports created to support compliance with the mandates of OMB, GAO, and other Federal IRM and IT oversight agencies. CUT OFF ANNUALLY. DESTROY/DELETE WHEN 5 YEARS OLD.
[GRS27-4]
E. CIO COMMITTEE RECORDS
Records maintained by committees, boards, task forces, conferences, or other IT advisory, governing, or policy bodies for which the CIO has designated sponsorship, leadership, or recordkeeping responsibilities. Records include meeting minutes, summaries, agendas, and transcripts; reports, studies, and publications; membership records; correspondence, mailing, and distribution records; and other administrative committee records. Note: Records of Government-wide committees sponsored by CIOs, such as the Federal Chief Information Officers Council, are not covered by this item. CUT OFF ANNUALLY. DESTROY/DELETE WHEN 5 YEARS OLD
[GRS27-5].
F. ELECTRONIC MAIL AND WORD PROCESSING
Electronic copies of records that are created on electronic and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
1. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives that are used only to produce the recordkeeping copy. DESTROY/DELETE WITHIN 180 DAYS AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
[GRS27-8.1]
2. Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DESTROY/DELETE WHEN DISSEMINATION, REVISION, OR UPDATING IS COMPLETE
[GRS27-8.2]
2800
27 INFORMATION TECHNOLOGY OPERATIONS AND MANAGEMENT RECORDS
27 A. OVERSIGHT AND COMPLIANCE FILES
Records in offices with agency-wide or bureau-wide responsibility for managing IT operations relating to compliance with IT policies, directives, and plans including recurring and special reports, responses to findings and recommendations, and reports of follow-up activities.
1. Performance measurements and benchmarks. DESTROY/DELETE WHEN 5 YEARS OLD OR 1 YEAR AFTER RESPONSIBLE OFFICE DETERMINES THAT THERE ARE NO UNRESOLVED ISSUES, WHICHEVER IS LONGER.
[GRS 24-1a]
2. All other oversight and compliance records, including certification and accreditation of equipment, quality assurance reviews and reports, reports on implementation of plans, compliance reviews, and data measuring or estimating impact and compliance. Note: See item C2 for performance files relating to systems. DESTROY/DELETE WHEN 3 YEARS OLD OR 1 YEAR AFTER RESPONSIBLE OFFICE DETERMINES THAT THERE ARE NO UNRESOLVED ISSUES, WHICHEVER IS LONGER.
[GRS 24-1b]
B. IT FACILITY, SITE MANAGEMENT, AND EQUIPMENT SUPPORT SERVICES RECORDS.
Records maintained by offices responsible for the control and operation of buildings and rooms where IT equipment, systems, and storage media are located, including files identifying IT facilities and sites, and files concerning implementation of IT facility and site management and equipment support services provided to specific sites, including reviews, site visit reports, trouble reports, equipment service histories, reports of follow-up actions, and related correspondence. DESTROY/DELETE WHEN 3 YEARS OLD, OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS LONGER.
[GRS 24-2]
C. IT ASSET AND CONFIGURATION MANAGEMENT FILES.
1. Inventories of IT assets, network circuits, and building or circuitry diagrams, including equipment control systems such as databases of barcodes affixed to IT physical assets. DESTROY/DELETE 1 YEAR AFTER COMPLETION OF THE NEXT INVENTORY.
[GRS 24-3a]
2. Records created and retained for asset management, performance and capacity management, system management, configuration and change management, and planning, follow-up, and impact assessment of operational networks and systems. Includes, but is not limited to:
(a) Data and detailed reports on implementation of systems, applications and modifications; application sizing, resource and demand management; documents identifying, requesting, and analyzing possible changes, authorizing changes, and documenting implementation of changes; documentation of software distribution and release or version management DESTROY/DELETE 1 YEAR AFTER TERMINATION OF SYSTEM.
[GRS 24-3b(1)]
27 (b) Records of routine IT maintenance on the network infrastructure documenting preventative, corrective, adaptive and perfective (enhancement) maintenance actions, including requests for service, work orders, service histories, and related records. Note: If any maintenance activities have a major impact on a system or lead to a significant change, those records should be maintained as part of the item C2(b). DESTROY/DELETE WHEN 3 YEARS OLD OR 1 YEAR AFTER TERMINATION OF SYSTEM, WHICHEVER IS SOONER.
[GRS 24-3b(2)]
D. SYSTEM BACKUPS AND TAPE LIBRARY RECORDS.
1. Backup tapes maintained for potential system restoration in the event of a system failure or other unintentional loss of data.
(a) Incremental backup tapes. DELETE/DESTROY WHEN SUPERSEDED BY A FULL BACKUP, OR WHEN NO LONGER NEEDED FOR SYSTEMRESTORATION, WHICHEVER IS LATER.
[GRS24-4a(1)]
(b) Full backup tapes. Note: See Schedule 2/H, for backups of master files and databases. DELETE/DESTROY WHEN SECOND SUBSEQUENT BACKUP IS VERIFIED AS SUCCESSFUL OR WHEN NO LONGER NEEDED FOR SYSTEM RESTORATION, WHICHEVER IS LATER.
[GRS24-4a(2)]
2. Tape library records including automated files and manual records used to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings and control logs. DESTROY/DELETE WHEN SUPERSEDED OR OBSOLETE.
[GRS 24-4b]
E. FILES RELATED TO MAINTAINING THE SECURITY OF SYSTEMS AND DATA.
1. System Security Plans and Disaster Recovery Plans. DESTROY/DELETE 1 YEAR AFTER SYSTEM IS SUPERSEDED.
[GRS 24-5a]
2. Documents identifying IT risks and analyzing their impact, risk measurements and assessments, actions to mitigate risks, implementation of risk action plan, service test plans, test files and data. DESTROY/DELETE 1 YEAR AFTER SYSTEM IS SUPERSEDED.
[GRS 24-5b]
F. USER IDENTIFICATION, PROFILES, AUTHORIZATIONS, AND PASSWORD FILES. Excluding records relating to electronic signatures.
27 1. Systems requiring special accountability, e.g., those containing information that may be needed for audit or investigative purposes and those that contain classified records. DESTROY/DELETE INACTIVE FILE 6 YEARS AFTER USER ACCOUNT IS TERMINATED OR PASSWORD IS ALTERED, OR WHEN NO LONGER NEEDED FOR INVESTIGATIVE OR SECURITY PURPOSES, WHICHEVER IS LATER.
[GRS 24-6a]
2. Routine systems, i.e., those not covered by item F1. SEE SCHEDULE 2, ITEM A3.
[GRS 24-6b]
G. COMPUTER SECURITY INCIDENT HANDLING, REPORTING AND FOLLOW-UP RECORDS. DESTROY/DELETE 3 YEARS AFTER ALL NECESSARY FOLLOW-UP ACTIONS HAVE BEEN COMPLETED.
[GRS 24-7]
H. IT OPERATIONS RECORDS.
1. Workload schedules, run reports, and schedules of maintenance and support activities. DESTROY/DELETE WHEN 1 YEAR OLD.
[GRS 24-8a]
2. Problem reports and related decision documents relating to the software infrastructure of the network or system. DESTROY/DELETE 1 YEAR AFTER PROBLEM IS RESOLVED.
[GRS 24-8b]
3. Reports on operations, including measures of benchmarks, performance indicators, and critical success factors, error and exception reporting, self-assessments, performance monitoring; and management reports. DESTROY/DELETE WHEN 3 YEARS OLD.
[GRS 24-8c]
I. FINANCING OF IT RESOURCES AND SERVICES.
Note: Copies of records needed to support contracts should be in procurement files, which are under Schedule 5.
1. Agreements formalizing performance criteria for quantity and quality of service, including definition of responsibilities, response times and volumes, charging, integrity guarantees, and non-disclosure agreements. DESTROY/DELETE 3 YEARS AFTER AGREEMENT IS SUPERSEDED OR TERMINATED.
[GRS 24-9a]
2. Files related to managing third-party services, including records that document control measures for reviewing and monitoring contracts and procedures for determining their effectiveness and compliance. DESTROY/DELETE 3 YEARS AFTER CONTROL MEASURES OR PROCEDURES ARE SUPERSEDED OR TERMINATED.
[GRS 24-9b]
3. Records generated in IT management and service operations to identify and allocate charges and track payments for computer usage, data processing and other IT services EXCLUDING records that are part of the agency's cost accounting system, which are covered in Schedule 9/9B and 9/9C. DESTROY/DELETE RECORDS WITH NO OUTSTANDING PAYMENT ISSUES WHEN 3 YEARS OLD.
[GRS 24-9c]
J. IT CUSTOMER SERVICE FILES.
27 1. Records related to providing help desk information to customers, including pamphlets, responses to "Frequently Asked Questions," and other documents prepared in advance to assist customers. DESTROY/DELETE 1 YEAR AFTER RECORD IS SUPERSEDED OR OBSOLETE.
[GRS 24-10a]
2. Help desk logs and reports and other files related to customer query and problem response; customer requests not covered elsewhere in this schedule; query monitoring and clearance; and customer feedback records; and related trend analysis and reporting DESTROY/DELETE WHEN 1 YEAR OLD OR WHEN NO LONGER NEEDED FOR REVIEW AND ANALYSIS, WHICHEVER IS LATER.
[GRS 24-10b]
K. IT INFRASTRUCTURE DESIGN AND IMPLEMENTATION FILES.
Records of individual projects designed to provide and support new agency IT infrastructure (see Note), systems, and services. Includes records documenting (1) requirements for and implementation of functions such as maintaining network servers, desktop computers, and other hardware, installing and upgrading network operating systems and shared applications, and providing data telecommunications; (2) infrastructure development and maintenance such as acceptance/accreditation of infrastructure components, analysis of component options, feasibility, costs and benefits, and work associated with implementation, modification, and troubleshooting; (3) models, diagrams, schematics, and technical documentation; and (4)quality assurance reviews and test plans, data, and results.
1. Records for projects that are not implemented. DESTROY/DELETE 1 YEAR AFTER FINAL DECISION IS MADE.
[GRS 24-11a]
2. Records for projects that are implemented. DESTROY/DELETE 5 YEARS AFTER PROJECT IS TERMINATED.
[GRS 24-11b]
3. Installation and testing records. DESTROY/DELETE 3 YEARS AFTER FINAL DECISION ON ACCEPTANCE IS MADE.
[GRS 24-11c]
Note: IT Infrastructure means the basic systems and services used to supply the agency and its staff with access to computers and data telecommunications. Components include hardware such as printers, desktop computers, network and web servers, routers, hubs, and network cabling, as well as software such as operating systems (e.g., Microsoft Windows and Novell NetWare) and shared applications (e.g., electronic mail, word processing, and database programs). The services necessary to design, implement, test, validate, and maintain such components are also considered part of an agency's IT infrastructure. However, records relating to specific systems that support or document mission goals are not covered by this item and must be scheduled individually by the agency by submission of an SF 115 to NARA.
27 L. ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES.
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 GRS 24 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
1. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. DESTROY/DELETE WITHIN 180 DAYS AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
[GRS 24-11a]
2. 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.
[GRS 24-12b]
2810
IT Security Contact Center Records Mgr
2820
NASA Software Policies Contact Center Records Mgr
2830
NASA Enterprise Architecture Contact Center Records Mgr
2840
IT Outsourcing Contact Center Records Mgr
END OF SCHEDULE

Chapter 3. NRRS 3

Human Resources (Personnel) Records

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices. This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in Schedule 3 pertain to the management and operation of NASA personnel functions. These records relate to the supervision over and management of Federal civilian employees. This schedule covers the disposition of all official personnel folders of civilian employees and other records relating to civilian personnel, wherever located in the Agency. However, records such as the Official Personnel Folders, employee performance records, and the Employee Medical Folders, are maintained according to OPM's Guide to Personnel Recordkeeping (Operating Manual 293-31), which takes precedence over any provisions of this schedule which may be in conflict therewith. This OPM guide prescribes a system of recordkeeping for certain Federal personnel records.

With the exception of electronic records created in central data processing facilities described above, all records described in this schedule are authorized for disposal in both hard copy and electronic forms, under NASA Schedule 2, for General Record Categories, other NASA schedules as appropriate depending on record series, and, NASA Schedule 10, Records Common to Most Offices.

AFS #
ITEM
SUBJECT AREA OR RECORD TITLE DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
3000-3999
HUMAN RESOURCES / PERSONNEL
(see below)
0.1
ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Jobs N1-255-89-4, N1-255-92-10, N1-255-92-16, and N1-255-92-11 in the NASA Records Retention Schedule 3. This disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N9-255-00-03>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-03>
3000
Human Resources/Personnel (General)
(see below)
3000
1
OFFICIAL PERSONNEL FOLDER (FILE)

Records filed on the RIGHT side of the Official Personnel Folder (OPF) [See 2. for the temporary papers on the LEFT side of the OPF.] Folders covering employment terminated after December 31, 1920, excluding those selected by the National Archives and Records Administration for permanent retention.

NOTE: Master files and data bases created in central data processing facilities to supplement or replace the OPF's are NOT AUTHORIZED for disposal. Such files MUST be scheduled on an SF 115.
A. TRANSFERRED EMPLOYEES
RECORD COPY - HQ - Office of Human Resources and Education
SEE FEDERAL PERSONNEL MANUAL FOR INSTUCTIONS RELATING TO FOLDERS OF EMPLOYEES TRANSFERRED TO ANOTHER AGENCY.
[GRS 1-1a]
(N 15-1)
1
B. SEPARATED EMPLOYEES

RECORD COPY - HQ - Office of Human Resources and Education
TRANSFER FOLDER TO NATIONAL PERSONNEL RECORDS CENTER, ST. LOUIS, MO, 30 DAYS AFTER SEPARATION. NPRC WILL DESTROY 65 YEARS AFTER SEPARATION FROM THE FEDERAL SERVICE
[GRS 1 - 1b]
C. ALL OTHER OFFICES/COPIES DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-89-4>
3000
2
TEMPORARY INDIVIDUAL EMPLOYEE RECORDS

All copies of correspondence and forms maintained on the LEFT side of the Official Personnel Folder (OPF) in accordance with Chapter 3 of -The Guide to Personnel Recordkeeping+, EXCLUDING performance-related records.
DESTROY WHEN SUPERSEDED OR OBSOLETE OR UPON SEPARATION OR TRANSFER OF EMPLOYEE, UNLESS SPECIFICALLY REQUIRED TO BE TRANSFERRED WITH THE OPF.
[GRS 1-10]
(N 15-8)
3050
Equal Opportunity (see below)
3050

Formerly AFS 3700, Item 3/50 in NPR 1441.1C
2.5
EQUAL EMPLOYMENT OPPORTUNITY (EEO) RECORDS

A. AFFIRMATIVE ACTION PLANS (AAP)

1. Agency copy of consolidated AAPs.
DESTROY 5 YEARS FROM DATE OF PLAN.
[GRS 1-25h(1)]
(N 15-27, N 15-28)
2. Agency feeder plan to consolidated AAPs. DESTROY 5 YEARS FROM DATE OF FEEDER PLAN OR WHEN ADMINISTRATIVE PURPOSES HAVE BEEN SERVED, WHICHEVER IS SOONER.
[GRS 1-25h(2)]
3. Report of onsite reviews of AAPs. DESTROY 5 YEARS FROM DATE OF REPORT.
[GRS 1-25h(3)]
4. Agency copy of annual report of affirmative actionaccomplishments. DESTROY 5 YEARS FROM DATE OF REPORT.
[GRS 1-25h(4)]
5. Headquarters compiled reports. RETIRE TO FRC WHEN PLANS ARE 5 YEARS OLD. DESTROY WHEN 30 YEARS OLD.
<DA: N1-255-89-4>
B. SPECIAL REPORTS

Reports on specific EEO programs, such as the status of women,minority groups, and mentally handicapped. Employment statisticsrelating to race and sex.
DESTROY WHEN 5 YEARS OLD.
[GRS 1-25f]
(N 15-29)
2.5
C. EQUAL OPPORTUNITY RECORDS

1. Applications of employees and applicants for employment.
SEE ITEM 13 OF THIS SCHEDULE.
[GRS 1-15]
2. Miscellaneous routine records created by EEO offices not covered elsewhere in this item. ROUTINE RECORDS ARE REVIEWED PERIODICALLY AND ARE RETAINED OR DESTROYED AS REQUIRED BY THIS NPR OTHERWISE RECORDS IN THIS SERIES ARE DESTROYED WHEN 3 YEARS OLD, OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS APPLICABLE.
[GRS 1-25g]
D. EEO GENERAL

General correspondence and copies of regulations with related records pertaining to the Civil Rights Act of 1964, the EEO Act of 1972, and any pertinent later legislation; and agency EEO Committee meeting records including minutes and reports.
DESTROY WHEN 3 YEARS OLD, OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS APPLICABLE.
[GRS 1-25g]
PASR
E. EQUAL EMPLOYMENT OPPORTUNITY RECORDS (EEO) -
NASA 10 EEOR
1. Official Discrimination Complaint Case Files Originating agency+s file containing complaints with related correspondence, reports, exhibits, withdrawal notices, copies ofdecisions, record of hearings and meetings, and other records asdescribed in EEOC Management Directive 110, Chapter 6,Section III. Cases resolved within the agency, by EEOC, or bya U.S. Court. DESTROY 4 YEARS AFTER RESOLUTION OF CASE.
[GRS 1-25a]
2. Copies of Complaint Case Files Duplicate case files or documents pertaining to case files retained in official discrimination complaint case files. DESTROY 1 YEAR AFTER RESOLUTION OF CASE.
[GRS 1-25b]
3. Background Files Background record not filed in the Official DiscriminationComplaint Case files. Records documenting complaints that donot develop into Official Discrimination Complaint Cases. DESTROY 2 YEARS AFTER FINAL RESOLUTION OF CASE
[GRS 1-25c]
4. Compliance Records
(a) Compliance Review FilesReviews, background papers, and correspondence relatingto contractor employment practices. DESTROY WHEN 7 YEARS OLD.
[GRS 1-25d(1)]
(b) EEO Compliance Reports DESTROY WHEN 3 YEARS OLD.
[GRS 1-25d(2)]
3100
Executive Human Resources Management (Senior Executive Service (SES))
(see below)
3100
3

PASR
EXECUTIVE RESOURCES MANAGEMENT SYSTEM - NASA 10 ERMS Biographical data, education, training, work experience, and career interests of individuals with experience and education unique to the NASA mission in the technical and administrative fields who are RECORDS ARE RETAINED FOR VARYING PERIODS OF TIME DEPENDING ON THE NEED FOR
3
considered to be candidates for key positions within NASA. USE OF THE FILES AND ARE DESTROYED OR OTHERWISE DISPOSED OF WHEN NO LONGER NEEDED.
[GRS 20 - 3b (1)]
3100
4
INTERAGENCY PERSONNEL AGREEMENTS (IPA) Records in this series consist of confidential files which are assignment agreements authorized by the Intergovernmental Personnel Act of 1970, including all correspondence, the IPA form, and any other related documentation and materials. These files are typically filed by individual+s last name and include IPA Form No. 5069 - 104 plus all associated background documentation.
A. RECORD COPYHQ: RETIRE TO FRC 2 YEARS AFTER TERMINATION DATE OF AGREEMENT. DESTROY WHEN 10 YEARS OLD.
<DA: N1 - 255-89-4>
B. ALL OTHER OFFICES/COPIES DESTROY WHEN NO LONGER NEEDED OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3100
5
EXECUTIVE POSITION FILES - PERFORMANCE FILES

NOTE: Performance records pertaining to Presidential appointees are not covered under any of these schedule items nor the GRS. Such records, if any, must be scheduled through the local Installation Records Manager and forwarded to the NASA Records Officer for submission and approval to the National Archives and Records Administration.

A. NON-SES APPOINTEES (as defined in 5 U.S.C. 4301 (2)) including records on excepted positions.
1. Appraisals of unacceptable performance, where a notice of proposed demotion or removal is issued but not effected, andall related documents. DESTROY AFTER THE EMPLOYEE COMPLETES 1 YEAR OF ACCEPTABLE PERFORMANCE FROM THE DATE OF THE WRITTEN ADVANCE NOTICE OF PROPOSED REMOVAL OR REDUCTION IN GRADE NOTICE.
[GRS 1-23(a)(1)]
2. Performance records superseded through an administrative, judicial, or quasi-judicial procedure. DESTROY WHEN SUPERSEDED.
[GRS 1-23a(2)]
3. Performance-related records pertaining to a former employee.

(a) Latest rating of record 3 years old or less and performance plan upon which it is based and any summary rating.
PLACE RECORDS ON LEFT SIDE OF THE OPF AND FORWARD TO GAINING FEDERAL AGENCY UPON TRANSFER OR TO NPRC IF EMPLOYEE SEPARATES (SEE ITEM 1b OF THIS SCHEDULE). AN AGENCY RETRIEVING AN OPF FROM NPRC WILL DISPOSE OF THESE DOCUMENTS IN
5
ACCORDANCE WITH ITEM 5A3(b) OF THIS SCHEDULE
[GRS 1-23a(3)(a)]
(b) All other performance plans and ratings. DESTROY WHEN 4 YEARS OLD.
[GRS 1-23a(3)(b)]
4. All other summary performance appraisal records, including performance appraisals and job elements and standards upon which they are based. DESTROY 4 YEARS AFTER DATE OF APPRAISAL.
[GRS 1-23a(4)]
5. Supporting documents. DESTROY 4 YEARS AFTER DATE OF APPRAISAL.
[GRS 1-23a(5)]
B. SES APPOINTEES (as defined in 5 U.S.C. 3132a(2)).

1. Performance records superseded through an administrative, judicial, or quasi-judicial procedure.
DESTROY WHEN SUPERSEDED.
[GRS 1-23b(1)]
2. Performance-related records pertaining to a former SES appointee.

(a) Latest rating of record that is less than 5 years old, performance plan upon which it is based, and any summary rating.
PLACE RECORDS ON LEFT SIDE OF THE OPF AND FORWARD TO GAINING FEDERAL AGENCY UPON TRANSFER OR TO NPRC IF EMPLOYEE LEAVES FEDERAL SERVICE (SEE ITEM 1b OF THIS SCHEDULE). AN AGENCY RETRIEVING AN OPF FROM NPRC WILL DISPOSE OF THOSE DOCUMENTS IN ACCORDANCE WITH ITEM 5B2(b) OF THIS SCHEDULE.
[GRS 1-23b(2)(a)]
(b) All other performance ratings and plans DESTROY WHEN 5 YEARS OLD.
[GRS 1-23b(2)(b)]
3. All other performance appraisals, along with job elements and standards (job expectations) upon which they are based, EXCLUDING those for SES appointees serving on a Presidential appointment (5 CFR 214). DESTROY 5 YEARS AFTER DATE OF APPRAISAL
[GRS 1-23b(3)]
4. Supporting documents. DESTROY 5 YEARS AFTER DATE OF APPRAISAL.
[GRS 1-23b(4)]
3100
6
NASA-CSC EXECUTIVE ASSIGNMENT FILES Standard Form 171 on each NASA employee GS-15 or over together with additional information gleaned from newspaper, house organs. Also in some cases, security and confidential information. DESTROY 3 YEARS AFTER SEPARATION.
<DA: N1-255-89-4>
(N 15-49)
3200
Personnel Provisions (General) Contact Center Records Mgr.
3210
Basic Concepts and Definitions Contact Center Records Mgr.
3211
Veteran's Preference Contact Center Records Mgr.
3212
Competitive Service and Status Contact Center Records Mgr.
3213
Excepted Service Contact Center Records Mgr.
3230
Organization of the Government for Personnel Management Contact Center Records Mgr.
3250
Personnel Management in Agencies Contact Center Records Mgr.
3270
Direction and Control of the Personnel Program Contact Center Records Mgr.
3271
Developing Policies, Procedures, Program, and Standards Contact Center Records Mgr.
3272
Personnel Policy Formulation and Personnel Issuances Contact Center Records Mgr.
3273
Inspections, Surveys, and Audits
(see below)
3273
7
MANPOWER SURVEY FILES

Documents relating to appraisals, either onsite or by other review procedures, such as Manpower Audit Director+s Review of Laboratories and Staff Offices.
DESTROY 5 YEARS AFTER APPRAISAL IS CONDUCTED
<DA: NI-255-89-4>
(N 1-35)
3274
Corrective Actions Contact Center Records Mgr.
3275
Evaluation of Personnel Programs Contact Center Records Mgr.
3280
Military Personnel Contact Center Records Mgr.
3290
Personnel Records and Processing
(see below)
3290
8
NOTIFICATIONS OF PERSONNEL ACTIONS

Standard Form 50 documenting initial employment, promotions, transfers, in or out, separation, and notification of all other individual personnel actions, exclusive of those in the Official Personnel Folders, including copies or equivalent, not filed in OPF.
A. Chronological file copies, including fact sheets, maintained in personnel offices. DESTROY WHEN 2 YEARS OLD.
[GRS 1-14a]
(N 15-15)
B. All other copies maintained in personnel offices. DESTROY WHEN 1 YEAR OLD.
[GRS 1-14b]
C. Pay or fiscal copy. (NOT filed in OPF) DESTROY WHEN RELATED PAY RECORDS ARE AUDITED BY GAO OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-22c, 2-23a]
(N 4-5)
3290
9
DUPLICATE COPIES - PERSONNEL FILES (MAINTAINED OUTSIDE PERSONNEL OFFICES)

Copies of documents duplicated in the OPF and not provided for elsewhere in this schedule (including employees and military detailees).NOTE: Official file copies are maintained by personnel office.
A. SUPERVISOR+S PERSONNEL FILES

Correspondence, memoranda, forms and other records relating to positions, authorizations, pending actions, copies of position descriptions; requests for personnel action, and records on individual employees duplicated in or not appropriate for the OPF.
REVIEW ANNUALLY AND DESTROY SUPERSEDED OR OBSOLETE DOCUMENTS; OR DESTROY ALL DOCUMENTS RELATING TO AN INDIVIDUAL EMPLOYEE 1 YEAR AFTER SEPARATION OR TRANSFER.
[GRS 1-18a]
(N 15-19)
B. DUPLICATES

Other copies of documents duplicated in OPF+s not provided for elsewhere in this schedule.
DESTROY WHEN 6 MONTHS OLD
[GRS 1-18b]
3291
Personnel Reports Contact Center Records Mgr.
3292
Development of Personnel Statistics
(see below)
3292
10
STATISTICAL DATA / REPORT FILES

A. MANPOWER DATA Reports compilation or other documents created to provide a source of statistical data for use in manpower control activities.
DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
(N 1-34)
B. PERSONNEL OPERATIONS Statistical reports in the operating personnel office and subordinate units relating to personnel. DESTROY WHEN 2 YEARS OLD.
[GRS 1-16]
(N 15-17)
3292
11
EMPLOYEE RECORD CARDS

Employee record cards used for information purposes outside personnel offices (such as SF 7-B, or Agency internal form).
DESTROY ON SEPARATION OR TRANSFER OF EMPLOYEE.
[GRS 1-6]
(N 15-5)
3293
Personnel Records and Files Contact Center Records Mgr.
3294
Release of Personnel Information Contact Center Records Mgr.
3295
Personnel Forms and Documents Contact Center Records Mgr.
3296
Processing Personnel Actions Contact Center Records Mgr.
3300
Employment (General)
(see below)
3300
12
COMPETITIVE PLACEMENT PLAN (CCP) FILES

Records consist of files used to advertise vacancy announcements and other related documentation which may include but is not limited to the announcement, materials related to the job/position selection, and the vacancy itself.
RETAIN ON-SITE WITHIN THE PERSONNEL OFFICE AND DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
3300
13
EMPLOYMENT APPLICATIONS

Applications (Standard Form 171, OF 612, etc.) and related records, EXCLUDING records relating to appointments requiring Senatorial confirmation and applications resulting in appointment which are filed in the OPF.
DESTROY UPON RECEIPT OF OPM INSPECTION REPORT OR WHEN 2 YEARS OLD, WHICHEVER IS EARLIER.
[GRS 1-15]
(N 15-16)
3300
14
NASA SPECIAL EMPLOYMENT PROGRAM FILES

Applications and correspondence for student aids, summer employees, and co-ops.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 15-50)
3300
15
UTILIZATION REPORTS - EXPERTS AND CONSULTANTS

Quarterly and annual reports to OPM relating to the employment and utilization of experts and consultants.
RETAIN UNTIL EXAMINED BY OPM OR DESTROY WHEN 10 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3300
16
CERTIFICATE OF ELIGIBLES FILES

Copies obtained from OPM of certificates of eligibles with related requests, forms, correspondence, and statement of reasons for passing over a preference eligible and selecting a non-preference eligible.
DESTROY WHEN 2 YEARS OLD.
[GRS 1-5]
(N 15-4)
3300
17
SERVICE RECORD CARD

Service Record Card (Standard Form 7 or its equivalent). Cards showing service records of employees separated or transferred.

17
A. Cards for employees separated or transferred on or beforeDecember 31, 1947. TRANSFER TO NPRC, ST. LOUIS, MO. DESTROY 60 YEARS AFTER EARLIEST PERSONNEL ACTION DATE.
[GRS 1-2a]
(N 15-2)
B. Cards for employees separated or transferred on or after January 1, 1948. DESTROY 3 YEARS AFTER SEPARATION OR TRANSFER OF EMPLOYEE.
[GRS 1-2b]
3300
18
OUTSIDE EMPLOYMENT FILES

Documents relating to outside work or services performed by NASA employees in addition to their official duties.
DESTROY 3 YEARS AFTER TERMINATION OF APPROVED EMPLOYMENT OR 3 YEARS AFTER DISAPPROVAL OF OUTSIDE EMPLOYMENT.
<DA: N1-255-89-4>
(N 15-24)
3300
19PASR
SPECIAL PERSONNEL RECORDS -
NASA 10 SPER

Individuals covered by this system of records are candidates for and recipients of awards or NASA training, civilian and active duty military detailees to NASA; participants in enrollee programs; Faculty, Science, National Research Council and other Fellows, Associates and Guest Workers including those at NASA Centers but not on NASA rolls; NASA contract and grant awardees and their associates having access to NASA premises and records; individuals with interest in NASA matters including Advisory Committee Members; and prospective employees. Categories include:
ß Special Program Files.
ß Correspondence and related information to these files.
ß Special records and rosters.
ß Agencywide and installation automated personnel information.
"10 SPER" RECORDS ARE NOT AUTHORIZED FOR DISPOSAL AT THIS TIME. PAPER RECORDS ARE RETAINED ON SITE AND ARE DESTROYED OR TRANSFERRED IN ACCORDANCE WITH THE SPECIFIC RECORD SERIES IDENTIFIED IN THIS SCHEDULE. 10 PAYS RECORDS - SEE SCHEDULE 9 (NOTE THESE RECORDS ARE RETAINED FROM 1 TO 3 YEARS DEPENDING ON GAO AUDIT AND/OR DESTROYED OR TRANSFERRED TO NPRC).
<DA: N1-255-89-4>
3301
Overseas Employment Contact Center Records Mgr.
3302
Employment in the Excepted Services Contact Center Records Mgr.
3303
Military Service Obligation and Draft Deferment Contact Center Records Mgr.
3304
Employment of Experts and Consultants Contact Center Records Mgr.
3305
Dual Employment and Dual Compensation Contact Center Records Mgr.
3306
Personal Service Contracts Contact Center Records Mgr.
3307
Detailees Contact Center Records Mgr.
3310
Authority for and Tenure of Employment Contact Center Records Mgr.
3311
Power of Appointment and Removal
(see below)
3311
20
OFFERS OF EMPLOYMENT (APPOINTMENT)

Correspondence, letters, and telegrams offering appointments to potential employees.

A. ACCEPTED OFFERS
DESTROY WHEN APPOINTMENT IS EFFECTIVE.
[GRS 1-4a]
(N 15-3)
20
B. DECLINED OFFERS

1. When name is received from certificate of eligibles.
RETURN TO OPM WITH REPLY AND APPLICATIONS.
[GRS 1-4b(1)]
2. Temporary or excepted appointment. FILE WITH APPLICATION (SEE ITEM 13 OF THIS SCHEDULE).
[GRS 1-4b(2)]
3. All others. DESTROY IMMEDIATELY.
[GRS 1-4b(3)]
3312
Position Control
(see below)
3312
21
MANPOWER REPORTS

A. AUTHORIZATION FILES

Documents and supporting papers relating to the allocation of manpower spaces to successive echelons.
1. Office of Primary Responsibility. *PERMANENT*
RETIRE TO FRC WHEN 3 YEARS OLD. TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 1-36)
2. All other offices/copies. DESTROY WHEN OBSOLETE OR SUPERSEDED.
<DA: N1-255-89-4>
B. REPORTS Reports from Centers to NASA Headquarters concerning manpower, and all related papers.
1. Centers. RETIRE TO FRC WHEN 3 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 1-37)
2. Headquarters. (SEE ITEM C. BELOW) DESTROY WHEN 2 YEARS OLD
<DA: N1-255-89-4>
C. HEADQUARTERS Reports compiled from information received from Centers (See B. above)
1. Headquarters - Agency Level. *PERMANENT*
OPR: RETIRE TO FRC WHEN 5 YEARS OLD. TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 1-38)
2. All other offices/copies. DESTROY WHEN NO LONGER NEEDED FOR REFERENCE USE, OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3315
Career and Career-Conditional Employment (see below)
3315
22
PUBLIC SERVICE CAREERS EMPLOYEES FILES

A. INDIVIDUALS School evaluations, supervisory evaluations, and test scores.

B. PROGRAMS Correspondence with Civil Service Commission, Department of Labor Southwest Training Center.
DESTROY WHEN 3 YEARS OLD
<DA: N1-255-89-4>
(N 15-51)

DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
3316
Temporary and Indefinite Employment (see below)
3316
23
TEMPORARY INDIVIDUAL EMPLOYEE RECORDS

All copies of correspondence and forms maintained on the left side of the Official Personnel Folder in accordance with Chapter 3 of -The Guide to Personnel Recordkeeping+, EXCLUDING performance related records.
DESTROY WHEN SUPERSEDED OR OBSOLETE, OR UPON SEPARATION OR TRANSFER OF EMPLOYEE, UNLESS SPECIFICALLY REQUIRED TO BE TRANSFERRED WITH THE OPF.
[GRS 1-10a]
(N 15-8)
3317
Senior Executive Service Career Appointee Merit Staffing Contact Center Records Mgr.
3319
Management of Senior Scientific and Technical and Other Senior Level Positions Contact Center Records Mgr.
3330
Recruitment, Selection, and Placement
(see below)
3330
24
NASA OUTPLACEMENT PROGRAM

Applications, resumes, vacancy announcements and relatedcorrespondence.
DESTROY 2 YEARS AFTER REGISTRATION
<DA: N1-255-89-4>
(N 15-47)
3331
Organization for Recruitment and Examining Contact Center Records Mgr.
3332
Recruitment and Selection Through Competitive Examination Contact Center Records Mgr.
3333
Recruitment and Selection for Temporary and Term Appointment Outside the Register Contact Center Records Mgr.
3334
Personnel Mobility Agreements Under Title IV of the Intergovernmental Personnel Act (IPA) of 1970 Contact Center Records Mgr.
3335
Promotion and Internal Placement
(see below)
3335
25
PROMOTION REGISTER FILES

Registers or records of job opportunities, application and evaluation statements, and all related papers.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 15-25)
3335
26
REPROMOTION CONSIDERATION FILES

Applications and correspondence to and from repromotion eligibles.
DESTROY AFTER REPROMOTION IS ACCOMPLISHED.
<DA: N1-255-89-4>
(N 15-45)
3337
Examining System Contact Center Records Mgr.
3338
Qualification Requirements -- General Contact Center Records Mgr.
3339
Qualification Requirements -- Medical Contact Center Records Mgr.
3340
Transfers Contact Center Records Mgr.
3350
Job Retention
(see below)
3350
27
LENGTH OF SERVICE AND SICK LEAVE AWARD FILES

Records including correspondence, memoranda reports, computations of service and sick leave, and list of awardees.
DESTROY WHEN 1 YEAR OLD.
[GRS 1-12b]
28
Reserved
3350
29
CIVILIAN SERVICE EMBLEM CONTROL FILE

Records maintained to control the record of eligibility for an award of civilian service emblems.
DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 15-13)
3351
Reduction in Force (RIF) Contact Center Records Mgr.
3352
Reemployment Rights
(see below)
3352
30
REEMPLOYMENT PRIORITY FILES

Applications, exceptions, and correspondence related to reemployment.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 15-46)
3353
Restoration after Military Duty Contact Center Records Mgr.
3400
Employee Performance and Utilization
(see below)
3400
31
PERFORMANCE AND COMPETENCE FILES

Copies of case files (duplicates) of performance rating boards or review, and acceptable level of competence reconsiderations, copies of which have been forwarded to OPM.
DESTROY 1 YEAR AFTER CASE IS CLOSED.
[GRS 1-9]
(N 15-10)
3400
32
Ph.D. THESES FILES -
NASA HEADQUARTERS ONLY

Individual copies of dissertations resulting from NASA predoctoral traineeship program. No other copies are retained.
RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
3400
33
TRAINING RECORDS/FILES - GENERAL

EXCLUDING records of formally established schools which train Agency employees in specialized program areas, such as law enforcement and national defense.

A. ANNOUNCEMENT FILES

Correspondence, announcements, reference file of pamphlets, notices, catalogs, and other records relating to or which provides information to training courses or programs offered by government or non-government organizations/institutions, but are not a part of a separate case file.
1. Office responsible for announcements. DESTROY WHEN 5 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER IS SOONER.
[GRS 1-20(b)]
(N 15-40)
2. All other offices/copies. DESTROY WHEN NO LONGER NEEEDED OR WHEN SUPERSEDED OR OBSOLETE, OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
B. ROSTERS

1. Rosters or training attendance lists from training courses or programs offered by government or non-government institutions in any media, hardcopy or electronic.
DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-00-2>
33
2. Rosters or registers (ASEE/LARSS)
(LaRC ONLY).

These are the records for the two summer programs sponsored by the Office of University Affairs at Langley Research Center. [ASEE = American Society of Engineering Education] [LARSS = Langley Aerospace Summer Scholars Program]
DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3. Electronic copies of records that are created on electronic mail and wordprocessing systems and used solely to generate a recordkeeping copy of the records. DESTROY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-00-2>
C. CONTRACT TRANING FILES

1. Copies of contracts, correspondence, approvals, waivers, and other documents relating to NASA employees training under contracts.
DESTROY WHEN 3 YEARS OLD OR 3 YEARS AFTER COMPLETION OF A SPECIFIC TRAINING PROGRAM.
<DA: N1-255-00-2>
(N 15-32)
2. Background, working papers, announcements, and arrangements of subject contract training. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
3. Electronic copies of records that are created on electronic mail and wordprocessing systems and used solely to generate a recordkeeping copy of the records. DESTORY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-00-2>
D. NON-CONTRACT TRAINING FILES

Applications, acceptances, and all other documents relating to non- contract training of NASA employees.
DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 15-33)
E. TRAINING AIDS

All training aids, including the record copy of manuals, syllabuses,textbooks, and other original training aids developed by theAgency, either published or unpublished, in instructing NASAtraining courses.
1. Unique or significant training material(s) developed specifically for use in NASA training courses that would be unique to the Agency. (i.e., Astronaut; Shuttle processing; Payload processing; On-board Flight crew training; etc.) PERMANENTRETIRE TO FRC WHEN SUPERSEDED, OBSOLETE, OR WHEN NO LONGER USED. TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 15-39)
2. Routine or copies of training materials used to teach an Agency sponsored training class. DESTROY WHEN SUPERSEDED OR OBSOLETE OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3. All other copies. DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
33
F. AGENCY-SPONSORED TRAINING FILES

General file of agency-sponsored training, EXCLUDING record copy of manuals, syllabuses, textbooks, and other training aids developed by the Agency (see E. above).
1. Correspondence, memoranda, agreements, authorizations, reports, requirement reviews, plans, and objectives relating to the establishment and operation of training, courses, and conferences. DESTROY WHEN 5 YEARS OLD OR 5 YEARS AFTER COMPLETION OF A SPECIFIC TRAINING PROGRAM.
[GRS 1-29a(1)]
2. Background and working files. DESTROY WHEN 3 YEARS OLD.
[GRS 1-29a(2)]
G. TECHNICAL TRAINING

1. Case files on NASA personnel participating in technical training programs not covered in 2 below.
DESTROY 5 YEARS AFTER EMPLOYEE DISCONTINUES OR COMPLETES TRAINING.
<DA: N1-255-89-4>
(N 15-38)
2. Case files related to NASA and contractor personnel participating in NASA-required training programs for certification, such as soldering, optics, flight controllers, divers, etc. Records may include statements of certification, sign off documents, and task experience. DESTROY 5 YEARS AFTER SEPARATION OF EMPLOYEE OR WHEN NO LONGER NEEDED.
<DA: N1-255-00-2>
3. Electronic copies of records that are created on electronic mail and wordprocessing systems and used solely to generate a recordkeeping copy of the records. DESTROY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-00-2>
H. ON-THE-JOB TRAINING (OJT)

Employee training plans or substantial equivalent recordmaintained to identify required skill or task training requirementsand to document developmental assignments, OJT, or othertraining. These are general training requirements other thantechnical/certification training (see paragraph G. above). Cutoffdate is date of document.
1. Recordkeeping copy (paper). DESTROY ON TRANSFER OR SEPARATION OF EMPLOYEE, OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-99-1>
2. Electronic copy. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-99-1>
3410
Employee Development (Training)
(see below)
3410
34
TRAINING AGREEMENT FILES

Agreements between Civil Service Commission (CSC) and NASA pertaining to training, training standards, and all related documents.
DESTROY 3 YEARS AFTER TERMINATION OF AGREEMENT.
<DA: N1-255-89-4>
(N 15-34)
3410
35
COOPERATIVE TRAINING FILES

A. GENERAL TRAINING CASE FILES (not covered in Items 1b-d)

by trainee showing history of training and all related documentation.
DESTROY RECORDS 3 YEARS AFTER TRAINEE CEASES TRAINING.
<DA: N1-255-92-10>
(N 15-35)
B. SECRETARIAL CO-OP FILES (2-year program)

Files consist of documentation and materials related to students in the program and are considered training records. Case files may consist of, but are not limited to, copies of the following documentation: SF 52+s, transcripts; progress reports from supervisors; and any other documentation related to the individual in the program.
RECORDS MAY BE RETIRED TO FRC WITHIN 1-YEAR AFTER COMPLETION OF THE PROGRAM. DESTROY RECORDS WHEN 3 YEARS OLD (PROGRAM RECORDS WILL THEN BE5 YEARS OLD).
<DA: N1-255-92-10>
C. APPRENTICESHIP PROGRAM (5-year program)

Files consist of documentation and materials related to students in the program and are considered training records. Case files consist of, but are not limited to, copies of the following documentation: SF 52+s; transcripts; progress reports from supervisors; and any other documentation related to the individual in the program.
RECORDS MAY BE RETIRED TO FRC 1 YEAR AFTER COMPLETION OF THE PROGRAM. DESTROY 3 YEARS AFTER COMPLETION OR TERMINATION OF THE PROGRAM. (PROGRAM RECORDS WILL THEN BE 8 YEARS OLD.)
<DA: N1-255-92-10>
D. ENGINEERING AND ADMINISTRATIVE CO-OPS (PROFESSIONAL) CASE FILES
(5-year program) (LaRC ONLY)

Records in this series consist of SF 52+s; copies of 171+s; transcripts; progress reports; supervisory comments and/or recommendations; and certificates of completion of the program.
RECORDS MAY BE RETIRED TO FRC 1 YEAR AFTER COMPLETION OF THE PROGRAM. DESTROY RECORDS 5 YEARS AFTER COMPLETION OR TERMINATION OF THE PROGRAM (PROGRAM RECORDS WILL THEN BE 10 YEARS OLD).
<DA: N1-255-92-10>
3410
36
COOPERATIVE PROGRAM SUMMARY FILES (LaRC ONLY)

Records in this series consist of profile sheets (cards) that contain information on individuals for files that have been destroyed. These records are summary cards of their history and information originally contained in the case files identified as -Secretarial; Apprenticeship Program; and Engineering and Administrative Co-Ops.+ These records are not the case file records. Records can exist in either paper or electronic format (including but not limited to printouts and data maintained on personal computers).
DESTROY RECORDS WHEN 25 YEARS OLD, REGARDLESS OF MEDIUM IN WHICH MAINTAINED.
<DA: N1-255-92-16>
3410
37
GRADUATE STUDY PROGRAM RECORDS

Records in this series consist of case files of individuals who apply to graduate programs and are accepted. Files may contain copies of transcripts, 171+s, letters of authorization to take courses, registration, and applications for graduate study. This is considered a working file and includes records in the Professional Co-Op Educational Training Program (CPETP); the Professional Entrance Training Program (PETP); and the Administrative Training Program (ATP).
RETIRE TO FRC 2 YEARS AFTER COMPLETION OR TERMINATION OF STUDY PROGRAM. DESTROY 8 YEARS AFTER COMPLETION OR TERMINATION OF THE PROGRAM.
<DA: N1-255-92-11>
3410
38
TRAINING - REPORT FILES

A. Reports form Centers to NASA Headquarters concerning training and all related papers.
1. Centers. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 15-37)
2. Headquarters. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
B. Reports compiled from information received from Centers (item A. above).
1. Centers and all other offices/copies DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4)
(N 15-36)
2. Headquarters. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
3430
Performance Evaluation (Appraisals) Contact Center Records Mgr.
3450
Employee Recognition and Incentives Contact Center Records Mgr.
3451
Incentive Awards
(see below)
3451
39
AWARDS PUBLICITY FILES

Documents used in publicizing or encouraging participation in awards programs, including posters, cartoons, placards, and all other means of obtaining attention and announcing results of the programs and all other related papers.
DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 15-14)
3451
40
AWARDS AND PROGRAM FILES - EMPLOYEE

A. AWARD CASE FILES
1. Case files including recommendations, approved nominations, memoranda, correspondence, reports and related handbooks pertaining to Agency-sponsored cash and noncash awards, such as incentive awards, within-grade merit increases, suggestions, and outstanding performance awards. DESTROY 2 YEARS AFTER APPROVAL OR DISAPPROVAL.
[GRS 1-12a(1)]
40
2. Correspondence or memoranda pertaining to awards from other government agencies or private organizations. DESTROY WHEN 2 YEARS OLD.
[GRS 1-12a(2)]
3. Reports pertaining to the operation of the Incentive Awards Program. Including statistical data and other documentation pertaining to the program. DESTROY WHEN 3 YEARS OLD.
[GRS 1-13]
B. LENGTH OF SERVICE AND SICK LEAVE AWARD FILES SEE ITEM 27 OF THIS SCHEDULE.
C. LETTERS OF COMMENDATION AND APPRECIATION

Copies of letters recognizing length of service and retirement, and letters of appreciation and commendation for performance, EXCLUDING copies filed in the OPF.
DESTROY WHEN 2 YEARS OLD.
[GRS 1-12c]
D. AGENCY AWARD NOMINATIONS

Records consist of lists or indexes of nominees and/or winners to Agency Award Nominations.
DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 1-12d]
E. DEPARTMENT LEVEL AWARD FILES

Records relating to awards made at the Departmental level or higher, i.e., Secretary+s Awards, Presidential.
RETIRE TO FRC WHEN 5 YEARS OLD. DESTROY WHEN 15 YEARS OLD.
<DA: N1-255-89-4
F. BENEFICIAL SUGGESTIONS

Suggestions and reports made thereon and related to.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 1-91)
G. SPACE FLIGHT AWARENESS PROGRAM AWARDS

Case file, including approved nomination and related correspondence, for each award, such as Snoopy, Launch Honoree, and other Flight Awareness Program awards. Cutoff date is date of document.
HANDLE AS PERMANENT PENDING RETENTION APPROVAL.
3452
Suggestion System Contact Center Records Mgr.
3500
Position Classification, Pay, and Allowances
(see below)
3500
41
POSITION DESCRIPTIONS

Files describing established positions including information on title, series, grade, duties and responsibilities.
A. RECORD COPY DESTROY 2 YEARS AFTER POSITION IS ABOLISHED OR DESCRIPTION SUPERSEDED.
[GRS 1-7b]
(N 15-6)
B. ALL OTHER OFFICES/COPIES DESTROY WHEN POSITION IS ABOLISHED OR DESCRIPTION SUPERSEDED OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
3500
42
CLASSIFICATION RECORDS A. SURVEYS
1. Classification survey reports on various positions prepared by classification specialists, including periodic reports. DESTROY WHEN 3 YEARS OLD OR 2 YEARS AFTER REGULAR INSPECTION, WHICHEVER IS SOONER.
[GRS 1-7c(1)]
(N 15-21)
2. Inspection, audit and survey files including correspondence, reports, and other records relating to inspections, surveys, desk audits, and evaluations. DESTROY WHEN OBSOLETE OR SUPERSEDED.
[GRS 1-7c(2)]
B. APPEALS
1. Case files relating to classification appeals, excluding OPM classification certificate. DESTROY 3 YEARS AFTER CASE IS CLOSED.
[GRS 1-7d(1)]
2. Certificates of classification issued by OPM. DESTROY AFTER AFFECTED POSITION IS ABOLISHED OR SUPERSEDED.
[GRS 1-7d(2)]
3500
43
LEVY AND GARNISHMENT FILES

Official Notice of Levy or Garnishment (IRS Form 668A or equivalent), change slip, work papers, correspondence, release and other forms, and other records relating to charge against retirement funds or attachment of salary for payment of back income taxes or other debts of Federal employees.
DESTROY 3 YEARS AFTER GARNISHMENT IS TERMINATED.
[GRS 2-18]
(N 4-17)
3510
Position Classification and Job Evaluation
(see below)
3510
44
POSITION IDENTIFICATION STRIPS

Strips such as the former Standard Form 7D used to provide summary data on each position occupied.
DESTROY WHEN SUPERSEDED OR OBSOLETE.[GRS 1-11] (N 15-9)
3511
Position Classification Under the Classification Act System Contact Center Records Mgr.
3512
Job Evaluation Under Prevailing Rate System Contact Center Records Mgr.
3513
Employee Classification Appeals Contact Center Records Mgr.
3515
Classification - Excepted Positions Contact Center Records Mgr.
3530
Pay Rates and Systems (General)
(see below)
3530
45
PAY TABLES

Records and files consisting of -official+ record sets of pay tables.
DESTROY UPON DISCONTINUANCE AND DISESTABLISHMENT OF INSTALLATION.
<DA: N1-255-89-4>
(N 4-19)
3531
Pay Under the Classification Act System Contact Center Records Mgr.
3532
Pay Under Prevailing Rate System Contact Center Records Mgr.
3534
Pay Under Other Systems Contact Center Records Mgr.
3537
Critical Position Pay Authority Contact Center Records Mgr.
3539
Conversions Between Pay Systems Contact Center Records Mgr.
3550
Pay Administration (General)
(see below)
3550
46
PAYROLL RECORDS

A. ADMINISTRATIVE REPORT FILES Reports, statistics, with supporting and related records pertaining to payroll operations and pay administration.
1. Reports and data used for workload and personnel management purposes. DESTROY WHEN 2 YEARS OLD.
[GRS 2-22b]
2. Reports providing fiscal information on agency payroll. DESTROY AFTER GAO AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-22c]
3. Error reports, ticklers, system operation reports. DESTROY WHEN RELATED ACTIONS ARE COMPLETED OR WHEN NO LONGER NEEDED, NOT TO EXCEED 2 YEARS.
[GRS 2-22a]
4. All other reports and data. DESTROY WHEN 3 YEARS OLD.
[GRS 2-22]
B. PAYROLL FILES INCLUDING: PAYROLL CONTROL FILES PAYROLL CHANGE FILES SEE SCHEDULE 9FINANCIAL MANAGEMENT RECORDS
3550
47PASR
PAYROLL SYSTEM - NASA 10 PAYS

Records in this system include payroll, employee leave, insurance, labor and human resource distribution, and overtime information.
RECORDS ARE RETAINED FOR AUDIT BY THE GENERAL ACCOUNTING OFFICE AND ARE TRANSFERRED TO THE NATIONAL PERSONNEL RECORDS CENTER, 111 WINNEBAGO STREET, ST. LOUIS, MO 63118, ANYWHERE FROM 1 TO 3 YEARS. THOSE TRANSFERRED TO NPRC WILL BE DESTROYED WHEN 10 YEARS OLD BY NPRC. SEE EACH RECORD CATEGORY WITHIN THIS SCHEDULE FOR SPECIFIC INSTRUCTIONS ON EACH RECORD SERIES.
[GRS 2]
3553
Waiver of Pay/Retirement Reduction for Military or Civilian Retirees Contact Center Records Mgr.
3571
Travel and Transportation for Recruitment Contact Center Records Mgr.
3590
Allowances and Differentials Contact Center Records Mgr.
3591
Allowances and Differentials Payable in Non-Foreign Areas Contact Center Records Mgr.
3592
Overseas Allowances and Post Differentials Contact Center Records Mgr.
3593
Subsistence, Quarters, and Laundry Contact Center Records Mgr.
3594
Allowances for Uniforms Contact Center Records Mgr.
3600
Time and Attendance
(see below)
3600
48
TIME AND ATTENDANCE REPORTS

A. All time and attendance records upon which leave input data is based, such as time or sign-in sheets; time cards (i.e., OF 1130); flexitime records; leave applications for jury and military duty, authorized premium pay or overtime, maintained at duty post. Records may be in either machine readable or paper form.
1. Payroll preparation and processing copies. DESTROY AFTER GAO AUDIT OR WHEN 6 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-7]
(N 4-2)
2. All other copies (including those as maintained by timekeepers). Records in either paper or machine readable form used to input time and attendance data into a payroll system, maintained either by the Agency or a payroll processor (separate company/organ). DESTROY AFTER GAO AUDIT OR WHEN 6 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-8]
B. Flextime Attendance RecordsSupplemental time and attendance records, such as sign-in/sign-out sheets and work reports, used for time accounting under Flextime systems. SEE DISPOSITION A.2 ABOVE.
3610
Hours of Duty Contact Center Records Mgr.
3630
Absence and Leave
(see below)
3630
49
LEAVE RECORDS

A. LEAVE REQUESTS/APPLICATIONS Application for leave, SF 71, or equivalent and supporting papers relating to request for and approval of taking leave.
1. If timecard or equivalent has been initialed by employee. DESTROY AT END OF FOLLOWING PAY PERIOD.
[GRS 2-6a]
(N 4-3)
2. If timecard or equivalent has not been initialed by employee. DESTROY AFTER GAO AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER
[GRS 2-6b]
B. LEAVE DATA FILES

Record of employee leave, such as SF 1150, prepared upon transfer or separation.
1. Original copy of SF 1150. FILE ON RIGHT SIDE OF OPF. SEE ITEM 1 OF THIS SCHEDULE.
[GRS 2-9a]
(N 4-4)
2. Creating Agency copy, when maintained. DESTROY WHEN 3 YEARS OLD.
[GRS 2-9b]
49
C. DONATED LEAVE PROGRAM

Case files documenting the receipt and donation of leave formedical emergencies, including recipient applications, Agency approvals or denials, medical or physician certifications, leave donation records or OF 630-A, supervisor/timekeeper approvals, leave transfer records, payroll notification records, and leave program termination records.
BEGINNING IN JANUARY 1994, DESTROY CLOSED CASES ONE YEAR AFTER THE END OF THE YEAR IN WHICH THE FILES ARE CLOSED.
[GRS 1-37]
See Item 3/49C
D. DONATED LEAVE PROGRAM
3700
Personnel Relations and Services
(see below)
See AFS 3050, Item 3/2.5
50
EQUAL EMPLOYMENT OPPORTUNITY (EEO) RECORDS
3700
51
COMMENDATION/COMPLAINT CORRESPONDENCE FILES

Anonymous letters, letters of commendation, complaint, criticism, and suggestions and replies thereto, excluding those on the basis of which investigations were made or administrative action taken and those incorporated into individual personnel records.
DESTROY WHEN 3 MONTHS OLD.[GRS 14-5]
3710
Personnel Relations
(see below)
3710
52
LABOR MANAGEMENT RELATIONS RECORDS

A. GENERAL RECORDS/CASE FILES

Correspondence, memoranda, reports and other records relating to the relationship between management and employee unions or other groups.
1. Office negotiating agreement. DESTROY 5 YEARS AFTER EXPIRATION AGREEMENT.
[GRS 1-28a(1)]
(N 15-44)
2. Other offices. DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 1-28a(2)]
B. LABOR ARBITRATION (General) and Case Files

Correspondence, forms, and background papers relating to labor arbitration cases.
DESTROY 5 YEARS AFTER FINAL RESOLUTION OF CASE
[GRS 1-28b]
C. LABOR RELATION FILES - Work Stoppages/Strikes

Documents relating to work stoppages, strikes, and disputes affecting NASA contracts; includes strike reports, reports of work stoppages, correspondence, plans to settle disputes, and all related documents.
1. Headquarters * PERMANENT *
RETIRE TO FRC WHEN INACTIVE. TRANSFER TO NARA WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
52
2. Centers DESTROY WHEN 5 YEARS OLD
<DA: N1-255-89-4>
3711
Employee Management Relations (see below)
3711
53
INTERVIEW RECORDS

Correspondence, reports and other records relating to interviews with employees, including entrance and exit interview, also complaint interviews.
DESTROY 6 MONTHS AFTER TRANSFER OR SEPARATION OF EMPLOYEE.
[GRS 1-8]
(N 15-7)
3712
Employee Organization and Activities Contact Center Records Mgr.
3713
Nondiscrimination Contact Center Records Mgr.
3715
Nondisciplinary Separations, Demotions and Furloughs Contact Center Records Mgr.
3730
Suitability and Conduct Contact Center Records Mgr.
3731
Suitability Contact Center Records Mgr.
3733
Political Activities of Federal Employees Contact Center Records Mgr.
3734
Holding State or Local Office Contact Center Records Mgr.
3735
Employee Responsibilities and Conduct Contact Center Records Mgr.
3736
Employee Investigations Contact Center Records Mgr.
3750
Discipline and Adverse Actions Contact Center Records Mgr.
3751
Discipline Contact Center Records Mgr.
3752
Adverse Actions Contact Center Records Mgr.
3770
Remedies Contact Center Records Mgr.
3771
Employee Grievances and Administrative Appeal
(see below)
3771
54
GRIEVANCE, DISCIPLINARY AND ADVERSE ACTION FILES

A. GRIEVANCE, APPEALS FILES (5 CFR 771)

Records originating in the review of grievance and appeals raised by Agency employees, except EEO complaints. These case files include statement of witnesses; reports of interviews and hearings; examiner+s findings and recommendations; a copy of the original decision; related correspondence and exhibits; and, records relating to a reconsideration request.
DESTROY 5 YEARS AFTER CASE IS CLOSED.
[GRS 1-30a]
B. APPEAL RECORD FILES

Copy of decisions rendered, review decisions, related correspondence, and other documentation, except record copies of official documents affecting personnel actions.
DESTROY 7 YEARS AFTER CASE IS CLOSED.
<DA: N1-255-89-4>
(N 15-43)
C. ADVERSE ACTION FILES (5 CFR 752)

Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction-in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; merit systems protection board cases (MSPB); statements of witnesses; employee+s reply; hearing notices, reports and decision; reversal of actions; and appeal records, EXCLUDING letters of reprimand which are filed in the OPF.
DESTROY 5 YEARS AFTER CASE IS CLOSED.
[GRS 1-30b]
3772
Appeals to the Commission Contact Center Records Mgr.
3790
Services to Employees (General) Contact Center Records Mgr.
3792
Employee Assistance Program Contact Center Records Mgr.
3800
Insurance and Annuities
(see below)
3800
55
INSURANCE DEDUCTION FILES

Reports and related papers including copies of vouchers and schedules of payments pertaining to insurance deductions.
DESTROY AFTER GAO AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-15b]
(N 4-16)
3800
56
NASA EMPLOYEES BENEFIT ASSOCIATION INSURANCE FILES (NEBA) (DFRF ONLY)

Records in this series may include but are not limited to the following NASA Employees Benefit Association (NEBA) general correspondence, material related to insurance claims related to life/travel, correspondence claims, bank statements and quarterly reports, distribution surveys, audit reports, and reports on unliquidated obligations.
A. ORIGINAL DOCUMENTATION RETIRE RECORDS/CASE FILES TO FRC ONE YEAR AFTER FISCAL YEAR IN WHICH CLAIM/CASE OR REPORT IS RECEIVED, COMPLETED, OR CLOSED. DESTROY FILES 6 YEARS AND 3 MONTHS AFTER THE END OF THE FISCAL YEAR IN WHICH THE RECORDS WERE CREATED, RECEIVED, OR CLOSED.
<DA: N1-255-89-4>
B. ALL OTHER COPIES DESTROY WHEN NO LONGER NEEDED OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-89-4>
3810
Injury Compensation
3810
56.5
INJURY COMPENSATION FILES
A. Center or other office+s case files for Worker's CompensationProgram claims for on-the-job injuries, including copies of medical reports, forms, correspondence, related investigatory records, decisions, and any other material pertinent to the case, whether or not a claim for compensation was made. EXCLUDING copies of any payment records filed in the Employee's Payroll Records, copies filed in the Employee Medical Folder and copies submitted to the Department of Labor. CUT OFF ON TERMINATION OF COMPENSATION OR WHEN DEADLINE FOR FILING A CLAIM HAS PASSED. DESTROY 3 YEARS AFTER CUTOFF.
[GRS 1-31]
B. 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 A. above. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
56.5
1. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. DESTROY/DELETE WITHIN 180 DAYS AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
[GRS 1-43/a]
2. Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DESTROY/DELETE WHEN DISSEMINATION, REVISION, ORUPDATING IS COMPLETED.
[GRS 1-43/b]
3830
Retirement and Social Security Contact Center Records Mgr.
3831
Retirement
(see below)
3831
57
RETIREMENT FILES

A. REPORTS AND REGISTERS

Reports, registers, or other control documents, and other records relating to retirement, such as SF 2807 or equivalent.
FOR CSRS/FERS RELATED RECORDS, DESTROY UPON RECEIPT OF OFFICIAL OPM ACCEPTANCE OF ANNUAL SUMMARY.
[GRS 2-28]
(N 4-15)
B. ASSISTANCE FILES

Correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors claim insurance or retirement benefits.
DESTROY WHEN 1 YEAR OLD.
[GRS 1-39]
3832
Old Age and Survivors Insurance Contact Center Records Mgr.
3850
Unemployment Compensation
(see below)
3850
58
UNEMPLOYMENT COMPENSATION DATA REQUEST FILES

Requests for wage and separation data to be used in connection with unemployment compensation claims, and related papers, including requests for information, notice of refusal of work offer, and related papers.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 4-18)
3870
Group Life Insurance
(see below)
3870
59
MONETARY BENEFITS FILES

Documents relating to the origination, implementation or monitoring of employee benefits, such as Group Life Insurance and health plans, which have a cash value but are not a part of salary wages, or other direct compensation.
DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
(N 15-23)
3890
Group Health Insurance Contact Center Records Mgr.
3900
General and Miscellaneous
(see below)
3900
60
MISCELLANEOUS CORRESPONDENCE AND FORMS - PERSONNEL

Operating personnel office records relating to individual employees not maintained in OPFs and not provided for elsewhere in this schedule.
DESTROY WHEN 1 YEAR OLD.
[GRS 1-39]
60
A. CORRESPONDENCE AND FORMS RELATING TO PENDING PERSONNEL ACTIONS DESTROY WHEN ACTION IS COMPLETED.
[GRS 1-17a]
(N 15-18)
B. RETENTION REGISTERS

1. Registers and related records from which reduction-in-force actions have been taken or used to effect such action.
DESTROY WHEN 2 YEARS OLD.
[GRS 1-17b(1)]
2. Registers from which NO reduction-in-force actions have been taken and related records. DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 1-17b(2)]
C. ALL OTHER CORRESPONDENCE AND FORMS DESTROY WHEN 6 MONTHS OLD.
[GRS 1-17c]
3930
Programs for Specific Positions and Examinations Contact Center Records Mgr.
3933
Qualification Requirements for Specific Positions Contact Center Records Mgr.
3938
Classification and Pay for Specific Positions Contact Center Records Mgr.
3940
Charity Drives, Contributions, and Solicitations
(see below)
3940
61
CHARITY DRIVES, CONTRIBUTIONS, AND OTHER ACTIVITIES
A. Records of quasi-official nature, memoranda, and other papers that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals, bond campaigns, voluntary activities, and similar papers. DESTROY IMMEDIATELY, OR WHEN NO LONGER NEEDED FOR REFERENCE, OR UNDER A PREDETERMINED SCHEDULE OR BUSINESS RULE (E.G., IMPLEMENTING THE AUTO-DELETE FEATURE OF -LIVE+ ELECTRONIC MAIL SYSTEMS).
[GRS 23-7]
(N 1-9d)
B. Records which document and serve as the basis for official actions. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
3950
Credit Unions and Banking Facilities Contact Center Records Mgr.
3960
United States Savings Bonds
(see below)
3960
62
INDIVIDUAL AUTHORIZED ALLOTMENT(S) FILES

A. COMBINED FEDERAL CAMPAIGN AND OTHER ALLOTMENT AUTHORIZATIONS

Authorization for individual allotments to the Combined Federal Campaign.
DESTROY AFTER GAO AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
[GRS 2-15a]
(N 4-10)
B. UNION DUES/SAVINGS

Other authorizations, such as union dues and/or savings.
DESTROY AFTER GAO AUDIT OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER
[GRS 2-15b]
62
C. THRIFT SAVINGS PLAN ELECTION FORM

Form TSP-1 authorizing deduction of employee contribution to the Thrift Savings Plan.
DESTROY WHEN SUPERSEDED OR AFTER SEPARATION OF EMPLOYEE.
[GRS 2-16]
D. BOND PURCHASE FILES

1. U.S. Savings Bond Authorizations, SF 1192, or equivalent.
DESTROY WHEN SUPERSEDED OR AFTER SEPARATION OF EMPLOYEE.
[GRS 2-14a]
(N 4-11)
2. Bond registration files: issuing Agent+s copies of bond registration stubs. DESTROY 4 MONTHS AFTER DATE OF ISSUANCE OF BOND.
[GRS 2-14b]
3. Bond receipt and transmittal files: receipts for and transmittals of U.S. Savings Bonds. DESTROY 4 MONTHS AFTER DATE OF ISSUANCE OF BOND.
[GRS 2-14c]
3970
Space Flight Participants Contact Center Records Mgr.
3981
Personnel Authorities
(see below)
3981
63
UTILIZATION OF PERSONNEL AUTHORITIES

Office of Personnel Management (OPM) required documentation of the utilization of personnel authorities under OPM delegation agreements.
DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
END OF SCHEDULE

Chapter 4. NRRS 4

Property and Supply Records

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices. This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in Schedule 4 pertain to NASA property and supply management functions. These records are created and accumulated by organizations that have management control or formulate and prescribe property and supply policies and procedures and by activities and offices applying these procedures. This schedule describes the pertinent records categories and specifies the retention period and disposition for each.

AFS #
ITEM
SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
4000-4999
PROPERTY AND SUPPLY
(see below)
0.1
ELECTRONIC MAIL AND WORDPROCESSING SYSTEM COPIES

Electronic copies of records that are created on electronic mail and wordprocessing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Jobs N1-255-89-4, N1-255-91-4, and N1-255-90-7 in the NASA Records Retention Schedule 4. This disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.<DA: N9-255-00-04>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATI0N, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-04>
4000
Property and Supply (General) (see below)
4000
1
LOST AND FOUND ACCOUNTABILITY FILES
Reports, loss statements, receipts, and other papers relating to lost and found articles DESTROY WHEN 1 YEAR OLD.
<DA: N1-255-89-4>
(N 12-23)
4010
Government Property Responsibility Contact Center Records Mgr.
4020
Property Surveys - Lost, Damaged, and Destroyed
(see below)
4020
2
REPORT OF SURVEY FILES

Documents maintained for the purpose of review of circumstances concerning the loss, unserviceability, or destruction of Government property of funds, and for determination of the question of pecuniary or other responsibilities.
A. Files involving pecuniary liability. RECORDS MAY BE RETIRED TO FRC 2 YEARS AFTER FINAL ACTION. DESTROY 10 YEARS AFTER DATE OF ACTION.
<DA: N1-255-89-4>
(N 17-26)
B. Report of survey files and other papers used as evidence for adjustment of inventory records and not otherwise covered in this Schedule. DESTROY 2 YEARS AFTER DATE OF SURVEY ACTION OR DATE OF POSTING MEDIUM.
[GRS 3-9c]
2
C. All other office/copies DESTROY WHEN OBSOLETE OR SUPERSEDED, OR 3 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-89-4>
4030
Workload and Planning Contact Center Records Mgr.
4040
Supply Sampling Contact Center Records Mgr.
4050
Sources of Supply Contact Center Records Mgr.
4060
Returnable Containers Contact Center Records Mgr.
4100
Inventory Management (General)
(see below)
4100
3
INVENTORY FILES
A. INVENTORY FILES/LISTS DESTROY 2 YEARS FROM DATE OF LIST.
[GRS 3-9a]
(N 17-24)
B. INVENTORY CARDS DESTROY 2 YEARS AFTER DISCONTINUANCE OF ITEM OR 2 YEARS AFTER STOCK BALANCE IS TRANSFERRED TO NEW CARD OR RECORDED UNDER A NEW CLASSIFICATION OR 2 YEARS AFTER EQUIPMENT IS REMOVED FROM AGENCY CONTROL.
[GRS 3-9b]
4100
4
CAPITALIZED EQUIPMENT REGISTER
Register showing serial or inventory number of all capitalized equipment currently used or in storage at the Centers. DESTROY ON DISCONTINUANCE OFINSTALLATION<DA: N1-255-89-4> (N 18-7)
4110
Criteria for Inventory Contact Center Records Mgr.
4120
Management of Stores Stock (see below)
4120
5
STORES RECORDS
A. INVOICE FILES Invoices or equivalent papers used for stores accounting purposes. DESTROY WHEN 3 YEARS OLD.
[GRS 8-2]
(N 5-2)
B. ACCOUNTING WORK PAPERS Work papers used in accumulating stores accounting data. DESTROY WHEN 2 YEARS OLD.
[GRS 8-4]
(N 5-4)
C. ACCOUNTING FILES Stores accounting returns and reports. DESTROY WHEN 3 YEARS OLD.
[GRS 8-3]
(N 5-3)
4130
Physical Inventory (see below)
4130
6
MECHANIZED PROPERTY AND SUPPLY RECORDS (TRANSACTION REGISTER)
A. Mechanized register reflecting stock items having activity during period covered by the register. This register is an audit trail of stock items and includes transactions such as the following: DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
(N 17-45)
Transactions establishing new items, receipts, issues of due-in+s; due-out+s; inventory adjustments.
B. All other offices/copies DESTROY WHEN OBSOLETE OR SUPERSEDED OR WHEN 2 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-89-4>
4200
Equipment Management (General) (see below)
4200
7
SPACE AND MAINTENANCE - GENERAL

A. Report(s) from Centers to Headquarters concerning maintenance, repair, and operations.
1. Headquarters (OPR) DESTROY WHEN 3 YEARS OLD.<DA: N1-255-89-4> (N 18-9a2)
2. Centers (OPR) DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
(N 18-9a1)
B. Reports consolidated by Headquarters from reports described in Item 9a of this Schedule.
1. Headquarters DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
2. All other offices/copies DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
C. Correspondence Files
Correspondence files of the unit responsible for space and maintenance matters, pertaining to its own administration and operation and related papers. DESTROY WHEN 2 YEARS OLD.
[GRS 11-1]
4210
Property Accountability and Controls
(see below)
4210
8
PROPERTY FILES
A. PROPERTY PASS
Property pass files, authorizing removal of property or materials from any NASA Centers. This includes hand receipts for materials loaned or issued for use and are to be returned. DESTROY 3 MONTHS AFTER EXPIRATION OR REVOCATION.
[GRS 18-12}
8
B. LOAN AGREEMENT FILES
Case files, including legal agreements, correspondence, and related papers pertaining to temporary property loans. Loan agreements are with outside organizations, i.e., other Government agencies, educational institutions, individuals, profit and nonprofit organizations, who are borrowing NASA property or who are loaning property to NASA at no cost. RETIRE TO FRC 2 YEARS AFTER THE END OF THE FISCAL YEAR IN WHICH THE PROPERTY IS RETURNED. DESTROY 6 YEARS AFTER THE END OF THE FISCAL YEAR IN WHICH THE PROPERTY WAS RETURNED.
<DA: N1-255-91-4>
C. PROPERTY SHIPPING RECORDS

Documents reflecting the movement (shipping) of items to/from NASA Centers by a commercial shipper or contractor. Records are normally maintained in the NASA Center Shipping/Receiving organization or Property Equipment organization.
1. Office of Primary Responsibility - (JSC only)

(a) Hardcopy

(b) CD-Rom file, cutoff date is date CD-ROM created (1(a) above).
CUTOFF AT END OF CALENDAR YEAR. CONVERT TO CD-ROM 18 MONTHS AFTER CUT OFF DATE. DESTROY HARDCOPY AFTER CD-ROM CONVERSION IS VERIFIED AND WHEN HARDCOPY IS 3 YEARS OLD.
<DA: Nl-255-01-3>

KEEP FOR 3 YEARS, DESTROY WHEN REFERENCE VALUE CEASES OR WHEN 20 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-01-3>
2. Office of Primary Responsibility - (All Centers except JSC) Hardcopy.

Cutoff date is end of calendar year.
KEEP FOR 3 YEARS, DESTROY WHEN REFERENCE VALUE CEASES OR WHEN 20 YEARS OLD, WHICHEVER IS SOONER
<DA: N1-255-01-3>
3. All other Office+s copies, cutoff date is date of document. DESTROY WHEN NO LONGER NEEDED OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-01-3>
4. 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. DESTROY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-01-3
4220
Use and Replacement Standards for Office Furniture/Furnishings Contact Center Records Mgr.
4300
Utilization and Disposal Contact Center Records Mgr.
4310
Utilization and Excess Contact Center Records Mgr.
4320
Disposal of Surplus and Personal Property
(see below)
4320
9
SURPLUS PROPERTY FILES
A. DONATION FILES
Case files on surplus property donated to Health, Education, and Welfare, including pertinent HEW forms, shipping documents and related correspondence. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 18-8)
B. CASE FILES

Case files on sales of surplus personal property, comprising invitation, bids, acceptances, lists of materials, evidence of sales, and related correspondence.
1. Transactions of more than $25,000. DESTROY 6 YEARS AFTER FINAL PAYMENT.
[GRS 4-3a]
2. Transactions of $25,000 or less. DESTROY 3 YEARS AFTER FINAL PAYMENT.
[GRS 4-3b]
3. Unique files that set precedent relating to transactions over $100,000. (Precedent setting transactions include sale or donation of goods to foreign nations and international organizations.) *PERMANENT*
RETIRE RECORDS TO FRC AFTER FINAL PAYMENT, TRANSFER TO NARA 5 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-89-4>
(N 18-5c)
4340
Disposal of Property at Foreign Offices Contact Center Records Mgr.
4350
Exchange and Sale of Property Contact Center Records Mgr.
4360
Reporting of Excess Surplus Property
(see below)
4360
10
EXCESS PROPERTY
Copies of reports to GSA, correspondence and related papers regarding excess personal property. DESTROY WHEN 3 YEARS OLD.
[GRS 4-2]
4360
11
PLANT CLEARANCE FILES - CONTRACTOR EXCESS PROPERTY
These files document the reporting, processing, and disposition of Government furnished property/equipment provided to contractors that has become excess to their needs. These case files can consist of documentation on the excess personal property turned in to the Center Plant Clearance Officer by cost-type onsite contractors. DESTROY 3 YEARS AFTER YEAR IN WHICH CASE IS CLOSED.
<DA: N1-255-90-7>
4370
Cannibalization of Equipment Contact Center Records Mgr.
4400
Supply Cataloging Contact Center Records Mgr.
4410
Maintenance of Federal Cataloging Contact Center Records Mgr.
4420
Provisioning Screening Procedures Contact Center Records Mgr.
4430
Local Stock Lists Contact Center Records Mgr.
4500
Storage Distribution
(see below)
4500
12
CONTROLLED MATERIAL FILES A. Reports on allotments, unused balances, and related matters.
12
1. Office of primary responsibility. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 17-15)
2. All other offices/copies. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-89-4>
B. Documents, ledgers, and similar documents used to control and account for controlled materials.
1. Office of primary responsibility RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-89-4>
(N 17-17)
2. All other offices/copies DESTROY WHEN 2 YEARS OLD.
<DA; N1-255-89 4>
C. Allotment case files used to control and account for controlled materials. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
(N 17-10)
4500
13
ALLOCATION FILES
Documents reflecting the distribution of controlled materials from DOD to NASA Headquarters, and further allocations within NASA to allocating agencies. Included are documents indicating material requirements, allocation decisions, tentative allocations, requests for allocation concurrence, allocations, and similar data. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-89-4>
(N 17-13)
4500
14
PRIORITY RATING CASE FILES
Documents used in establishing the priority use of controlled materials by contractors. DESTROY WHEN 3 YEARS OLD.
<DA: N1-255-89-4>
(N 17-14)
4500
15
DEFENSE MATERIAL SYSTEM INSTRUCTION FILES
Documents providing direction and guidance for the NASA program designed to control materials designated as critical by the Defense Materials System. Included are basic directives, procedures, coordination actions, studies, interpretations, and documents containing factoring data embodied in weight information, engineering estimates, and bills of materials. DESTROY WHEN 2 YEARS OLD OR WHEN SUPERSEDED OR OBSOLETE, WHICHEVER APPLIES.
<DA; N1-255-89-4>
(N 17-12)
4510
Storage Standards Criteria Contact Center Records Mgr.
4520
Receiving and Inspection Processes Contact Center Records Mgr.
4530
Distribution Processes Contact Center Records Mgr.
4600
Expanded Supply Control Contact Center Records Mgr.
4610
On-Site Working Stores Contact Center Records Mgr.
END OF SCHEDULE

Chapter 5. NRRS 5

Industry Relations and Procurement

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices. This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in Schedule 5 pertain to the management and operation of NASA procurement and contracting functions. They are created and accumulated by organizations that have management control or formulate and prescribe procurement policies and procedures and by activities and offices applying these procedures. The schedule describes the pertinent records categories and specifies the retention period and disposition for each.

Agency procurement records document the acquisition of goods and nonpersonal services, reporting procurement needs, and related matters which are a part of daily procurement operations. The basic procurement files reflect a considerable range of procedures, from simple, small purchases to complicated prime contractor and subcontractor operations. Records created prior to 1958 must be offered to NARA for appraisal before applying the disposition instructions. All agencies have official contract files, which contain a minimum core of specified documents, but there are also other documents that vary in accordance with what each agency deems to be best for its own operating purposes. All of these documents make up the official file copy.

The key procurement file is the transaction case file containing the formal contract or informal purchase order or lease instruments and all related papers. The documents flowing into the file differ in detail, but they include, in addition to the purchase document, specifications, bids, schedules of delivery, initiating requisition, invoices, and correspondence. Other copies of these documents, made for expediting and other administrative purposes, are scattered throughout the inspection, shipping expediting, and other units of the agency procurement organization and are not considered a part of the official file. Other files related to procurement are the special documents referred to as title papers which document the acquisition of real property (by purchase, condemnation, donation, exchange or otherwise) these records are handled under Schedule 8 of this handbook.

This schedule also includes some of the records relating to grant programs. Since grant programs document projects contracted between this Agency and an outside party, these records are included as an adjunct to the procurement records.

AFS #
ITEM
SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
5000-5999
PROCUREMENT/SMALL BUSINESS/INDUSTRIAL RELATIONS
(see below)
0.1
ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Job N1-255-94-2 in the NASA Records Retention Schedule 5. This disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N9-255-00-04>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-04>
5000
Procurement/Small Business/Industrial Relations (General) Contact Center Records Mgr.
5100
Procurement (Contracts) - General
(see below)
5100
1
PROCUREMENT FILES

Contracts, requisitions, purchase orders, leases, bonds, and surety records, including correspondence and related papers pertaining to award, administration, receipt, inspection and payment (other than those covered in Items: 13, 19, and Schedule 8) or described in 48 CFR, FAR. NOTE: 6 years/3 months converts the fiscal year to calendar year. GAO audits are based on calendar year.

A. PROCUREMENT OR PURCHASE ORGANIZATION COPY AND RELATED PAPERS NECESSARY FOR GAO OR INTERNAL AUDIT PURPOSES
1. Transactions dated on or after July 3, 1995 (the effective date of the Federal Acquisition Regulations (FAR) rule defining "simplified acquisition threshold).+
1
(a) Transactions that exceed the simplified acquisition threshold and all construction contracts exceeding $2,000. DESTROY 6 YEARS AND 3 MONTHS AFTER FINAL PAYMENT.
[GRS 3-3a(1)(a)]
(N 17-1)
(b) Transactions at or below the simplified acquisition threshold and all construction contracts at or below $2,000. DESTROY 3 YEARS AFTER FINAL PAYMENT.
[GRS 3-3a(1)(b)]
2. Transactions dated earlier than July 3, 1995.
(a) Transactions that utilize other than small purchase procedures and all construction contracts exceeding $2,000. DESTROY 6 YEARS AND 3 MONTHS AFTER FINAL PAYMENT.
[GRS 3-3a(2)(a)]
(b) Transactions that utilize small purchase procedures and all construction contracts under $2,000. DESTROY 3 YEARS AFTER FINAL PAYMENT.
[GRS 3-3a(2)(b)]
3. Selected case (by the AA for Procurement) that set precedent or are unusual and pertain to purchases of spacecraft or major innovations in intra-atmospheric flight, highspeed research aircraft, etc. (Transactions of more than 1 million dollars.) * PERMANENT *
RETIRE TO FRC 2 YEARS AFTER FINAL PAYMENT. TRANSFER TO NARA 10 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
B. OBLIGATION COPY DESTROY WHEN FUNDS ARE OBLIGATED.
[GRS 3-3b]
C. DATA SUBMITTED TO THE FEDERAL PROCUREMENT DATA SYSTEM (FPDS)

Electronic data files maintained by fiscal year, containing unclassified records of all procurements, other than small purchases, and consisting of information required under 48 CFR 4.601 for transfer to the FPDS.
DESTROY OR DELETE WHEN 5 YEARS OLD.
[GRS 3-3d]
D. HEADQUARTERS FILES PERTAINING TO CONTRACTS AND AMENDMENTS AWARDED BY CENTERS RETIRE TO FRC 2 YEARS AFTER FINAL PAYMENT. DESTROY 6 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
E. UNIQUE PROCUREMENT FILES

Unique procurement files located in regional FRC's that are appraised as having permanent value by NARA. (Unique procurement files not yet retired to the FRC's, See Item 1A3 above.)
* PERMANENT *
TRANSFER TO NARA AT TIME OF NARA APPRAISAL OR WHEN 10 YEARS OLD.
<DA: N1-255-94-2>
F. ALL OTHER OFFICES/COPIES

Other copies of records described above used by component elements of a procurement office for administrative purposes.
DESTROY UPON TERMINATION OR COMPLETION.
[GRS 3-3c]
5100
2
PROCUREMENT CONTROL FILES
Indexes, registers, logs, or other records relating to control of assigning numbers, or identifying projects, applications, contracts, and grants. DESTROY OR DELETE WHEN 2 YEARS OLD OR 2 YEARS AFTER THE DATE OF THE LATEST ENTRY WHICHEVER IS APPLICABLE.
[GRS 23-8]
(N 17-2)
5100
3
STATUS REPORTS ON PRIME AND SUBCONTRACT AWARDS

Machine reports (ADP printouts) on NASA prime and subcontract awards; listings of active contracts by Center, by contractor, by place of performance, by project, including monthly and quarterly summaries, monthly procurement action reports, subcontracts awarded by prime contractors and their first tier subcontractors.
A. OFFICE OF PRIMARY RESPONSIBILITY(NASA Headquarters) RETIRE TO FRC 1 YEAR AFTER CLOSE OF FISCAL YEAR TO WHICH RECORDS PERTAIN. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-2>
(N 17-40)
B. CENTERS AND ALL OTHER COPIES DESTROY WHEN OBSOLETE, SUPERSEDED, OR WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
5100
4
BIDDERS' LISTS
A. ACCEPTABLE
Lists or card files of acceptable bidders. DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 3-5d]
(N 17-8)
B. DEBARRED AND SUSPENDED
Lists or card files of debarred or suspended bidders. DESTROY WHEN SUPERSEDED, OBSOLETE, OR 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-2>
(N 17-7)
5100
5
GENERAL PROCUREMENT CORRESPONDENCE

Correspondence files of operating procurement units concerning internal operation and administration matters not covered elsewhere in this schedule. Procurement management survey files, including correspondence and reports concerning surveys of procurement management.
5
A. HEADQUARTERS RETAIN UNTIL REFERENCE VALUE CEASES; THEN DESTROY.
<DA: N1-255-94-2>
(N 17-48)
B. CENTERS AND ALL OTHER OFFICES/COPIES DESTROY WHEN 2 YEARS OLD.
[GRS 3-2]
5101
Federal Acquisition Regulations (FAR) Systems
(see below)
5101
6
CONTRACT LEGAL ADVICE
Documents pertaining to pre-award contract advice concerning patent, copyright, and technical data matters. RETIRE TO FRC WHEN NO LONGER NEEDED FOR REFERENCE. DESTROY WITH RELATED CONTRACT OR WHEN 25 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-2>
(N 13-7)
5102
Definitions of Words and Terms Contact Center Records Mgr.
5103
Improper Business Practices and Personal Conflicts of Interest Contact Center Records Mgr.
5104
Administrative Matters
(see below)
5104
7
BASIC AGREEMENT FILES

Basic agreements are made with individual contractors to set forth the negotiated contract clauses which shall be applicable to future contracts of a specified type entered into between the contractor and NASA during the term of the basic agreements. All basic agreements, current and active, or cancelled or superseded for any one contractor, shall be filed together.
A. HEADQUARTERS DESTROY 2 YEARS AFTER EXPIRATION OF BASIC AGREEMENT.
<DA: N1-255-94-2>
(N 17-43)
B. CENTERS AND ALL OTHER OFFICES/COPIES RETIRE TO FRC 2 YEARS AFTER FINAL PAYMENT ON CONTRACT PERFORMED BY APPLICABLE CONTRACTOR. DESTROY 4 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
5104
8
CONTRACT ADMINISTRATION OF PATENT AND NEW TECHNOLOGY CLAUSES
Documents pertaining to actual administration of patent and new technology clauses in contracts especially pertaining to reporting and processing of inventions required to be reported. RETIRE TO FRC 2 YEARS AFTER CONTRACT CLOSE-OUT. DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-2>
(N 13-8)
5104
9
SURVEYS OF EVALUATIONS

Case files on surveys of evaluations made by NASA procurement offices.
DESTROY 6 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
(N 17-19)
5105
Publicizing Contract Actions (see below)
5105
10
PROCUREMENT ACTION REPORT
Documents relating to the reporting system designed to provide statistics concerning placement, status, delivery, and settlement of procurement actions. Included are special, quarterly, procurement activity, status, monthly, contractor settlement, semi-annual, consolidated, and summary reports, and related correspondence. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
(N 17-11)
5106
Competition Requirements Contact Center Records Mgr.
5107
Acquisition Planning Contact Center Records Mgr.
5108
Required Sources of Supplies and Services Contact Center Records Mgr.
5109
Contractor Qualifications
(see below)
5109
11
COMPETENCY CERTIFICATES
Copies of the certificates, communications, concerning the capacity credit of specific small business concerns. DISPOSE OF IN ACCORDANCE WITH RELATED CONTRACT.
<DA: N1-255-94-2>
(N 17-31)
5110
Market Research Contact Center Records Mgr.
5111
Describing Agency Needs Contact Center Records Mgr.
5112
Acquisition of Commercial Items
(see below)
5112
12
CONTRACT DEVIATION FILES

Requests, approvals, and disapproval of deviations from standard contract or grant forms and clauses.
A. HEADQUARTERS RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WITH RELATED CONTRACT.
<DA: N1-255-94-2>
(N 17-4)
B. CONTRACTING OFFICE DESTROY WITH RELATED CONTRACT FILE.
<DA: N1-255-94-2>
C. ALL OTHER OFFICES/COPIES DESTROY WHEN NO LONGER NEEDED OR WHEN 5 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-2>
5113
Simplified Acquisition Procedures Contact Center Records Mgr.
5114
Sealed Bidding Contact Center Records Mgr.
5115
Contracting by Negotiation
(see below)
5115
13
SOURCE EVALUATION BOARD (SEB) FILES
13
A. ESTABLISHMENT OF BOARD INCLUDING RECORDS CREATED

Records and correspondence concerning the competitive solicitation, evaluation, and selection of a contractor to perform a major negotiated contract, including designation of board members, rules for board operations, committee appointments, minutes of all committee and board meetings; records on the evaluation process, criteria, specifications; bidder proposals, and reports of committee actions and findings, including backup material and final SEB reports to the Administrator.
MAINTAIN AS AN INTEGRAL UNIT. RETIRE AND DESTROY WITH THE RELATED CONTRACT FILE. SEE ITEM 1.A.3. OF THIS SCHEDULE, IF CONTRACT IS PRECEDENT SETTING OR UNIQUE. RETIRING ACTIVITIES PLACE DESTRUCTION DATE ON THE SF 135.
<DA: N1-255-94-2>
(N 17-39)
B. ACTIONS OF THE ADMINISTRATOR (OR HIS DESIGNEE)

Records and correspondence concerning deliberations and actions of the Administrator or his designee and other officials participating in these actions relating to the final selection of the contractor based on the SEB's report and presentation(s). NOTE: These files are separate from the Board's files set forth above in A.
RETIRE TO FRC 1 YEAR AFTER THE END OF THE FISCAL YEAR IN WHICH THE SELECTION TOOK PLACE. DESTROY 6 YEARS AFTER THE FISCAL YEAR IN WHICH THE SELECTION TOOK PLACE.
<DA: N1-255-94-2>
(N 13-21)
5115
14
SOLICITED AND UNSOLICITED BIDS AND PROPOSALS FILES (INCLUDING SUCCESSFUL/UNSUCCESSFUL AND REJECTED BIDS)
A. SUCCESSFUL BIDS/PROPOSALS DESTROY WITH RELATED CONTRACT CASE FILE (SEE ITEM 1 OF THIS SCHEDULE)
[GRS 3-5a]
B UNSUCCESSFUL BIDS/PROPOSALS - SOLICITED & UNSOLICITED
1. Relating to simplified acquisitions as defined in the FAR, 48 CFR Part 13. DESTROY 1 YEAR AFTER DATE OF AWARD OR FINAL PAYMENT, WHICHEVER IS LATER.
[GRS 3-5b(1)]
(N 17-5)
2. Relating to transactions above the simplified acquisitions limitations in 48 CFR, Part 13.
(a) When filed separately from the contract file. DESTROY WHEN RELATED CONTRACT IS COMPLETED.
[GRS 3-5b(2)(a)]
(b) When filed with contract case file. DESTROY WITH RELATED CONTRACT CASE FILE (SEE ITEM 1 OF THIS SCHEDULE).
[GRS 3-5b(2)(b)]
14
3. Investigative reports concerning feasibility of unsolicited proposal(s).
(a) Reports on proposals resulting in projects. (b) Reports on rejected proposals. FILE WITH RELATED CONTRACT. DESTROY ACCORDINGLY.
<DA: N1-255-94-2>
(N 17-9)

RETIRE TO FRC WHEN 1 YEAR OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-2>
C. CANCELLED SOLICITATIONS
1. Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which are cancelled prior to award of a contract. The files include presolicitation documentation on the requirement, any offers which were opened prior to the cancellation, documentation on any Government action up to the time of cancellation, and evidence of the cancellation. DESTROY 5 YEARS AFTER DATE OF CANCELLATION.
[GRS 3-5c(1)]
2. Unopened Bids. RETURN TO BIDDER.
[GRS 3-5c(2)]
D. LISTS/CARDS OF BIDDERS DESTROY WHEN SUPERSEDED OR OBSOLETE.
[GRS 3-5d]
5116
Types of Contracts Contact Center Records Mgr.
5117
Special Contracting Methods Contact Center Records Mgr.
5119
Small Business Programs
(see below)
5119
15
QUALIFICATION LISTS
Lists of businesses determined to be qualified to participate in the small business program and related documents. DESTROY WHEN SUPERSEDED, OBSOLETE, OR WHEN 3 YEARS OLD WHICHEVER IS LATER.
<DA: N1-255-94-2>
(N 17-33)
5119
16
SMALL BUSINESS RECORDS
A. REPORTS
Reports received by small business advisors from NASA procurement offices and from contractors regarding the small business procurement program. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
(N 17-32)
B. INFORMATION FILES
Documents relating to communications or discussions providing small business concerns with information about NASA requirements for the participation of small business concerns in the NASA procurement program. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
(N 17-28)
C. PROGRAM SURVEY FILES
Documents relating to surveys to analyze the effectiveness of the small business program. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
(N 17-29)
16
D. QUALIFICATION FILES
Case files relating to the productive capacity, credit, resources, and similar data about small business concerns to provide information about the availability of additional small business sources to meet current or anticipated requirements of the procurement program. DESTROY WHEN SUPERSEDED, OBSOLETE, OR WHEN 3 YEARS OLD WHICHEVER IS LATER.
<DA: N1-255-94-2>
(N 17-30)
5122
Application of Labor Laws to Government Acquisitions Contact Center Records Mgr.
5123
Environment, Conservation, Occupational Safety, and Drug-Free Workplace Contact Center Records Mgr.
5124
Protection of Privacy and Freedom of Information Contact Center Records Mgr.
5125
Foreign Acquisition Contact Center Records Mgr.
5126
Other Socioeconomic Programs Contact Center Records Mgr.
5127
Patents, Data, and Copyrights
(see below)
5127
17
LICENSING OF NASA-OWNED INVENTIONS (DOMESTIC AND FOREIGN)
A. LICENSE GRANTS RECORDS MAY BE RETIRED TO FRC WHEN 5 YEARS OLD. DESTROY WHEN 25 YEARS OLD.
<DA: N1-255-94-2>
(N 13-10)
B. INQUIRIES about commercial rights and licensing program. DESTROY WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
5127
18
PATENTS (ALSO SEE SCHEDULE 2)
A. INFRINGEMENT
Infringement case files, including correspondence of a general nature regarding patent infringement. RETIRE TO FRC 2 YEARS AFTER SETTLEMENT OF CASE. DESTROY WHEN 20 YEARS OLD.
<DA: N1-255-94-2>
(N 13-11)
B. LICENSES RECEIVED ON PATENTS OR PATENT APPLICATIONS
HEADQUARTERS ONLY - (Office of General Counsel) RETIRE TO FRC 2 YEARS AFTER LICENSE IS NO LONGER ACTIVE. DESTROY WHEN 10 YEARS OLD.
<DA: N1-255-94-2>
(N 13-12)
5128
Bonds and Insurance Contact Center Records Mgr.
5129
Taxes
(see below)
5129
19
TAX EXEMPTION FILES
Documents relating to the issue of tax exemption certificates and related papers which indicated proof of exemption of taxes excluded from the contract price under procurement regulations. DESTROY 3 YEARS AFTER PERIOD COVERED BY RELATED ACCOUNT.
[GRS 3-12]
(N 17-36)
5130
Cost Accounting Standards Administration Contact Center Records Mgr.
5131
Contract Cost Principles and Procedures
(see below)
5131
20
CONTRACTORS' PAYROLL
Contractors' payrolls (construction contracts) submitted in accordance with Labor Department regulations, with related certificates, anti-kickback affidavits, and other related papers. DESTROY 3 YEARS AFTER DATE OF COMPLETION OF CONTRACT UNLESS CONTRACT PERFORMANCE IS SUBJECT TO ENFORCEMENT ACTION ON SUCH DATE.
[GRS 3-11]
(N 17-41)
5131
21
COST AND PRICE ANALYSIS FILES
Cost and price analysis reports, financial data, audit reports, and all other supporting papers relating to a contract. DISPOSE OF IN ACCORDANCE WITH RELATED CONTRACT.
<DA: N1-255-94-2>
(N 17-35)
5132
Contract Financing Contact Center Records Mgr.
5133
Protests, Disputes, and Appeals
(see below)
5133
22
BID AND AWARD PROTEST FILES (ALSO SEE SCHEDULE 2) Correspondence and reports regarding protests on bids and awards.
A. HEADQUARTERS RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 6 YEARS OLD.
<DA: N1-255-94-2>
(N 17-6)
B. CENTERS AND ALL OTHER OFFICES/COPIES DESTROY WITH RELATED CONTRACT FILE.
<DA: N1-255-94-2>
5134
Major System Acquisition Contact Center Records Mgr.
5135
Research and Development Contracting
(see below)
5135
23
R&D CONTRACT REFERENCE FILE
Consisting of copies of R&D contracts associated with the accomplishment of the program with changes, modifications, or addenda thereto. DESTROY AFTER COMPLETION OR CANCELLATION OF PROGRAM.
<DA: N1-255-94-2>
(N 24-15)
5136
Construction and Architect-Engineer Contracts Contact Center Records Mgr.
5137
Service Contracting
(see below)
5137
24
INTERSERVICE INSPECTION FILES
Documents relating to the performance of inspection services for other procuring activities, such as audit reports. DISPOSE OF IN ACCORDANCE WITH RELATED CONTRACT.
<DA: N1-255-94-2>
(N 17-42)
5138
Federal Supply Schedule Contracting Contact Center Records Mgr.
5139
Acquisition of Information Technology Contact Center Records Mgr.
5141
Acquisition of Utility Services Contact Center Records Mgr.
5142
Contract Administration and Audit Services
(see below)
5142
25
CONTRACTOR MONTHLY MANAGEMENT AND OPERATIONS REPORTS

Contract Technical Monitor's (CTM), Contracting Officers Technical Representative (COTR), or Contracting Officer Representative (COR) for which contract is performed.
A. Copies of formal written direction to the contractor which fills in detail, directs possible lines of inquiry, or otherwise more specifically defines work set forth in the contract statement-of-work. RECORDS MAY BE RETIRED TO FRC WHEN 4 YEARS OLD. DESTROY UPON CERTIFICATION OF PAYMENT TO THE CONTRACTOR OR WHEN NO LONGER NEEDED FOR FOLLOW-ON CONTRACT PREPARATION. RETIRING ACTIVITY TO PLACE DESTRUCTION DATE ON SF 135.
<DA: N1-255-94-2>
B. Copies of contractor's management and operation reports, containing financial and production data. DESTROY 2 YEARS AFTER EXPIRATION OF CONTRACT.
<DA: N1-255-94-2>
5143
Contract Modifications Contact Center Records Mgr.
5144
Subcontracting Policies and Procedures Contact Center Records Mgr.
5145
Government Property Contact Center Records Mgr.
5146
Quality Assurance Contact Center Records Mgr.
5147
Transportation Contact Center Records Mgr.
5148
Value Engineering Contact Center Records Mgr.
5149
Termination of Contracts
(see below)
5149
26
CONTRACT TERMINATION REPORT FILES
Reports, correspondence, and related documentation pertaining to status of contract or grant termination. DESTROY WHEN 3 YEARS OLD OR WITH RELATED CONTRACT FILE, WHICHEVER IS LATER.
<DA: N1-255-94-2>
(N 17-3)
5150
Extraordinary Contractual Actions Contact Center Records Mgr.
5151
Use of Government Sources by Contractors Contact Center Records Mgr.
5152
Solicitation Provisions and Contract Clauses Contact Center Records Mgr.
5153
Forms Contact Center Records Mgr.
5171
Mid-Range Procurement Procedures Contact Center Records Mgr.
5172
Acquisition of Investigations Contact Center Records Mgr.
5200
Contractor Labor Relations
(see below)
5200
27
CONTRACTOR LABOR RELATIONS - EQUAL EMPLOYMENT OPPORTUNITY (EEO) RECORDS (INDUSTRY)

A. COMPLIANCE RECORDS

Documents relating to the compliance with nondiscrimination in employment contract clauses.
27
1. Compliance Review files consisting of reviews, background papers, complaints, special visits, and correspondence relating to contractor employment practices. DESTROY WHEN 7 YEARS OLD.
[GRS 1-25d(1)]
(N 17-37)
2. EEO Compliance Reports. DESTROY WHEN 3 YEARS OLD.
[GRS 1-25d(2)]
B. CONTRACTOR EEO REPORTS
Contract compliance reviews of contractors and affirmative action plans of contractors and equal employment opportunity (EEO-1) reports. DESTROY WHEN 7 YEARS OLD.
[GRS 1-25d(1)]
(N 17-46)
C. EEO CLEARANCE PAPERS
Memoranda or other documentation from EEO clearing or approving a contractor for compliance with nondiscrimination contract clauses. DESTROY WITH RELATED CONTRACT.
<DA: N1-255-94-2>
5210
Labor Relations Boards Contact Center Records Mgr.
5220
Disputes, Strikes, and Work Stoppages Contact Center Records Mgr.
5300
Reliability and Quality Assurance
(see below)
5300
28
UNSATISFACTORY CONDITION REPORTS
Reports and related documents resulting from unsatisfactory performance or working conditions as related to the contract and contractor. RETIRE TO FRC 1 YEAR AFTER END OF PROJECT. DESTROY 10 YEARS AFTER THE END OF THE PROJECT.
<DA: N1-255-94-2>
(N 20-7)
5300
29
EVALUATION FILES
Case files on evaluations made by the Headquarters R&QA Office. RETIRE TO FRC 1 YEAR AFTER COMPLETION OF PROJECT. DESTROY 6 YEARS AFTER COMPLETION.
<DA: N1-255-94-2>
(N 20-1)
5300
30
R&QA AUDITS, SURVEYS, AND REPORTS
A. Documents related to R&QA audits, special studies, status reports, etc., including related correspondence (filed by contract).
RETIRE TO FRC 2 YEARS AFTER CONTRACT FINAL PAYMENT. DESTROY 5 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
(N 20-11)
B. All other or in-house SR&QA Audits, Surveys, and Report files performed. CLOSE FILE AT END OF SURVEY/ AUDIT AT END OF FISCAL YEAR. DESTROY WHEN 9 YEARS OLD.
<DA: N1-255-94-2>
C. Quality Surveillance Records/System (QSR)
1. Original forms which document the quality assurance specialist's daily work effort. The form records the specialists observations of the contractor performing tasks per contractual requirements. DESTROY ORIGINAL QSR'S WHEN 2 YEARS OLD.
<DA: N1-255-94-2>
2. Copies of items in 1. above. DESTROY WHEN 6 MONTHS OLD.
<DA: N1-255-94-2>
5300
31
INSPECTION AND PROOF REPORT(S) A. Documents reflecting dimensions, drawings used in manufacture, results of proof testing, certifications of acceptance, and related data concerning inspection and proof testing of manufactured components.
1. Paper. Recordkeeping copy. DESTROY 3 YEARS AFTER COMPLETION OF FINAL PRODUCTION ORDER FOR THE RELATED COMPONENT.
<DA: N1-255-99-2>
(N 20-6)
2. Electronic media.(magnetic tapes, OD, CD ROM.) DESTROY/RECYCLE 3 YEARS AFTER COMPLETION OF FINAL PRODUCTION ORDER FOR THE RELATED COMPONENT.
<DA: N1-255-99-2>
3. Photographs. DESTROY 3 YEARS AFTER COMPLETION OF FINAL PRODUCTION ORDER FOR THE RELATED COMPONENT.
<DA: N1255-99-2>
4. Electronic copies generated on office automation applications such as e-mail and word processing applications. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-99-2>
B. Copies of contracts, purchase orders, and related papers pertaining to Government Source Inspection requirements and Procurement Surveillance findings. DISPOSE OF IN ACCORDANCE WITH ITEM 1 OF THIS SCHEDULE.
<DA: N1-255-94-2>
C. Copies of construction contracts and purchase orders relating to non-significant files, including drawings and quality requirements/inspections. NOTE: The records identified in this item are not necessary for final payment or closure of the contract file. DESTROY WHEN 4 YEARS OLD.
<DA: N1-255-94-2>
D. Copies of incidental documents in task files such as shop notes and inspection request, etc. relating to Inspection and Proof Reports not covered in A, B, and C above. DESTROY OR DELETE WHEN NO LONGER NEEDED OR WHEN 1 YEAR OLD, WHICHEVER IS SOONER.
<DA: N1-255-99-2>
5310
General Provisions
(see below)
5310
32
MANUFACTURING CONTROL FILES
Work orders, job orders, turn-in slips, estimate sheets, production reports and other papers relating to the scheduling, dispatch, follow up, and control of items to be manufactured. DESTROY 3 YEARS AFTER COMPLETION OF RELATED WORK.
<DA: N1-255-94-2>
(N 20-8)
5310
33
TECHNICAL FILES
Technical records/files on R&QA contracts issued by office. RETIRE TO FRC WHEN 1 YEAR OLD. DESTROY WHEN 4 YEARS OLD.
<DA: N1-255-94-2>
(N 20-4)
5311
NASA-DoD Relationships Contact Center Records Mgr.
5320
Reliability Policies and Programs
(see below)
5320
34
PARTS PROGRAM MANAGEMENT FILES
Parts program management, including Red Flag Reports, discrete and microelectronics parts, and parts data systems. RETIRE TO FRC 1 YEAR AFTER COMPLETION OF PROJECT. DESTROY WHEN 4 YEARS OLD.
<DA: N1-255-94-2>
(N 20-3)
5330
Quality Policies and Programs
(see below)
5330
35
MANUFACTURING QUALITY CONTROL FILES Documents maintained for detection, prevention, and control of manufacturing defects.
A. INSPECTION AND RESOLUTION RECORDS
1. Documents such as in-process inspection sheets, rework records, reports reflecting frequency distribution of manufacturing defects, and related papers. DESTROY 3 YEARS AFTER COMPLETION OF FINAL PRODUCTION ORDER FOR THE RELATED COMPONENT.
<DA: N1-255-94-2>
(N 20-5)
2. Documents related to third-party audits and certification of manufactured components. DESTROY 3 YEARS AFTER CERTIFICATION DATE.<DA: N1-255-00-5>
3. 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. DESTROY/DELETE AFTER THE RECORDKEEPING COPY HAS BEEN PRODUCED.
<DA: N1-255-00-5>
5340
Contamination Control Contact Center Records Mgr.
5400
Contractor-Held Government Property Contact Center Records Mgr.
5500
Patent Waiver
(see below)
5500
36
WAIVERS - PATENTS
Case files on petitions for waiver of patents, and all related documentation and papers. RETIRE TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 25 YEARS OLD.
<DA: N1-255-94-2> (N 13-19)
5600
Statement of Work Contact Center Records Mgr.
5610
Work Breakdown Structure Contact Center Records Mgr.
5700
Awards, Inventions, and Contributions Contact Center Records Mgr.
5800
Grants and Cooperative Agreements
(see below)
5800
37
GRANTS PROGRAM

A. CASE FILES/PRINCIPAL INVESTIGATOR GRANT FILES

NOTE: IF any LITIGATION, CLAIM, OR AUDIT IS STARTED BEFORE the expiration of the 6 year period, the records shall be RETAINED UNTIL ALL LITIGATION, CLAIMS, OR AUDIT FINDINGS involving the records have been resolved.
37
Proposals or applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds, and project budgets. RETIRE TO FRC 2 YEARS AFTER COMPLETION OF GRANT. DESTROY WHEN 6 YEARS, 3 MONTHS OLD.
<DA: N1-255-94-2>
1. UNSUCCESSFUL GRANTS
Files consist of solicited/unsolicited bids/proposals which contains applications, correspondence, and other records relating to unsuccessful (rejected or withdrawn) applications. DESTROY 3 YEARS AFTER REJECTION OR WITHDRAWAL.
[GRS 3-13]
2. PEER REVIEWS
(a) EXTERNAL REVIEWS Investigative reports of peer reviews and evaluations, which may include but are not limited to "Dear College" letters concerning the feasibility of performing and acquiring the services of, or the performance of an unsolicited proposal from researchers and/or scientists.
i. Reports and proposals resulting in a project. FILE DOCUMENTATION WITH THE RELATED GRANT OR CONTRACT FILE; DESTROY ACCORDINGLY.
<DA: N1-255-94-3>
ii. Reports and proposals not selected or rejected proposals. RETIRE TO FRC WHEN 1 YEAR OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-3>
(b) INTERNAL REVIEWS Reports of peer reviews and evaluations including, but not limited to, proposals, slides/charts, letters, and a chairman's summary report concerning the research being preformed by a specific group/individual of researchers and/or scientists.
i. Accepted proposals resulting in a project. FILE WITH RELATED CASE FILE (GRANT OR CONTRACT); DESTROY ACCORDINGLY.
<DA: N1-255-94-3>
ii. Rejected proposals. RETIRE TO FRC WHEN 1 YEAR OLD. DESTROY WHEN 5 YEARS OLD.
<DA: N1-255-94-3>
B. GRANT CONTROL FILES
Indexes, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants. DESTROY OR DELETE WHEN 2 YEARS OLD, OR 2 YEARS AFTER THE DATE OF THE DATE OF THE LATEST ENTRY, WHICHEVER IS APPLICABLE.
[GRS 23-8]
37
C. GENERAL CORRESPONDENCE AND SUBJECT FILES
1. Correspondence and/or subject files including memoranda, studies reports, forms, and other records relating to the establishment of program, its policies and basic procedures, and the management and evaluation of grants. DESTROY WHEN SUPERSEDED, OBSOLETE, OR WHEN 3 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-94-2>
2. Correspondence and/or subject files relating to routine operation and daily activities in administration of the grant program. DESTROY WHEN 2 YEARS OLD.
[GRS 3-14]
5800
38
FACILITIES GRANTS

A. DRAWINGS AND SPECIFICATIONS (Routine)
1. Headquarters RETIRE TO FRC 1 YEAR AFTER FINAL PAYMENT. DESTROY 10 YEARS AFTER FINAL PAYMENT.
<DA: N1-255-94-2>
(N 17-38)
2. Centers and all other offices/copies. DESTROY WHEN NO LONGER NEEDED, OR WHEN 3 YEARS OLD, WHICHEVER IS SOONER.
<DA: N1-255-94-2>
B. PRELIMINARY/PRESENTATION DRAWINGS AND MODELS

1. Records that relate to the mission of the Agency.
(a) Drawings. DESTROY WHEN NO LONGER NEEDED.<DA: N1-255-94-2>
(b) Architectural models. DISPOSE OF WHEN NO LONGER NEEDED FOR ADMINISTRATIVE PURPOSES. DONATION/OFFER MAY BE MADE TO THE DIRECTOR, SMITHSONIAN OR THE AIR & SPACE MUSEUMS AS APPROPRIATE.
<DA: N1-255-94-2>
2. Non-significant records for temporary structures and buildings or of buildings not critical to the mission of the Agency.
(a) Drawings
Records include drawings of the structures and buildings such as telephone and electric lines, storage sheds, parking lots, and comfort stations. Drawings of electrical, plumbing, heating, or air conditioning systems are also included in this item. DESTROY WHEN SUPERSEDED OR AFTER THE STRUCTURE OR OBJECT HAS BEEN RETIRED FROM SERVICE.
[GRS 17-3 and GRS 17-4]
(b) Architectural models prepared for illustrative or presentation purposes. DESTROY WHEN THE FINAL WORKING/ AS-BUILT DRAWINGS HAVE BEEN PRODUCED.
[GRS 17-5]
38
C. CONSTRUCTION FILES OF FEDERAL STRUCTURES
1. Intermediate, prefinal, shop, repair and alteration, contract negotiation drawings, standard drawings, project specifications, and documents relating to their preparation for buildings or objects lacking historical, architectural, or technological significance; drawings related to electrical, plumbing, heating, or air conditioning projects, or drawings superseded by final working as built drawings. DESTROY WHEN THE FINAL WORKING/ AS-BUILT DRAWINGS HAVE BEEN PRODUCED.
[GRS 17-5]
2. Space Assignment Plans consisting of outlines of floor plans indicating occupancy of a building. DESTROY WHEN SUPERSEDED OR AFTER THE STRUCTURE OR OBJECT HAS BEEN RETIRED FROM SERVICE.
[GRS 17-6]
D. ENGINEERING DRAWINGS OF ROUTINE MINOR PARTS
Drawings of such objects as fasteners, nuts, bolts, wires, screws, nails, pipe fittings, brackets, struts, plates, and beams, if maintained separately or if segregable from a larger file. DESTROY WHEN SUPERSEDED OR AFTER THE STRUCTURE OR OBJECT HAS BEEN RETIRED FROM SERVICE.
[GRS 17-8]
E. DRAWINGS REFLECTING MINOR MODIFICATIONS

Repetitive engineering drawings showing minor modifications made during research and development, and superseded by final drawings, if filed separately or if readily segregable from a larger file.
DESTROY WHEN SUPERSEDED OR AFTER THE STRUCTURE OR OBJECT HAS BEEN RETIRED FROM SERVICE.
[GRS 17-9]
F. PAINT PLANS AND SAMPLES
Plans and paint samples for painting all areas of buildings lacking historical, architectural, or technological significance, and plans and samples for painting appliances, elevators, and other mechanical parts of all buildings. NOTE: These records are not authorized for disposal if they are for the interior and exterior walls of buildings significant for historical, architectural, or technological reasons. See: B.1. of this Schedule, OR contact the NASA Records Officer or local Center Records Manager. DESTROY WHEN SUPERSEDED OR AFTER THE STRUCTURE OR OBJECT HAS BEEN RETIRED FROM SERVICE
[RS 17-10]
5900
Contractor Financial Management and Reporting
(see below)
5900
39
ITEM PRICING FILES
Documents used in determining standard prices for use in obtaining improved pricing on purchases and accounting for the sale and issue of items. DESTROY WHEN SUPERSEDED, OBSOLETE, NO LONGER NEEDED FOR REFERENCE, OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-94-2>
(N 17-34)
END OF SCHEDULE

Chapter 6. NRRS 6

Transportation

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices. This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in this schedule pertain to the movement of goods and persons under Government orders. The records include bills of lading, transportation requests, vouchers, and similar records, including those prescribed by Title 5 of the General Accounting Office Policy and Procedures Manual. Copies of some of these records used to support payments become a part of the accountable officers' accounts, or are accounting posting media. Their disposition and description may be covered by NASA Records Retention Schedule 9.

Movement of Goods

The key record is the bill of lading, of which there are copies for consignors, consignees, and the carriers themselves. The documents related to and normally filed with the bill of lading are varied and often voluminous. These may consist of shortage and demurrage reports, invoices, and other information which documents the transaction. Included are records relating to the shipment of household effects, authorized by law and regulations for military personnel and for civilian employees of the Government. Agencies shipping certain valuables under the Government Losses in Shipment Act, which insures against loss, retain copies of schedules of material shipped, documents relating to claims which may ensue, and other pertinent records.

Movement of Personnel

These records include copies of travel orders, authorizing travel and s ubsequent payment, and standard form vouchers showing payment for official travel. These records are covered under Schedule 9.

All records described in this schedule are authorized for disposal in both hard copy and electronic forms, as provided for under NASA Schedule 2 and NASA Schedule 10, Records Common to Most Offices.

AFS #
ITEM
SUBJECT AREA OR RECORD TITLE DESCRIPTION OR RECORD SERIES
RETENTION
<Authority>
6000-6999
TRANSPORTATION
(see below)
0.1
ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Job N1-255-89-4 in the NASA Records Retention Schedule 6.

This disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<DA: N9-255-00-04>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<DA: N9-255-00-04>
6000
Transportation (General) Contact Center Records Mgr.
6010
Definition of Terms Contact Center Records Mgr.
6020
Transportation Officers Contact Center Records Mgr.
6022
Appointment and Responsibilities Contact Center Records Mgr.
6030
Transportation Planning Contact Center Records Mgr.
6040
Relationships with Other Government Agencies Contact Center Records Mgr.
6041
Participation before Regulatory Agencies Contact Center Records Mgr.
6050
Transportation Publications, Records, and Reports Contact Center Records Mgr.
6051
Preparation of Government Bills of Lading
(see below)
6051
1
PREPAID BILLS OF LADING A. INBOUND SHIPMENTS
Documents relating to inbound shipments where freight charges are prepaid by the shipper, Included are receiving documents, commercial bills of lading, freight bills, transit privilege bills of lading cross-reference sheets, similar documents, and related correspondence. DESTROY WHEN 2 YEARS OLD
<DA: N1-255-89-4>
(N 22-8)
B. OUTBOUND SALVAGE
Documents relating to outbound shipments of salvage or rejected material to consignees who assume necessary freight charges for shipment. DESTROY WHEN 1 YEAR OLD.
<DA: N1-255-89-4>
(N 22-7)
1
C. ALL OTHER COPIES DESTROY WHEN OBSOLETE, SUPERSEDED, OR WHEN 2 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-89-4>
6100
Commercial Freight Services
(see below)
6100
2
FREIGHT FILES (SHIPPING)

Records relating to freight consisting of export certificates, transit certificates, demurrage card record books, shipping documents pertinent to freight classification, memorandum copies of Government/commercial bills of lading, shortage and demurrage reports, original vouchers and support documents covering charges of settled fiscal accounts, including registers and other control documents, and all supporting documents, including records relating to the shipment of household goods.
A. Issuing office copies of Government or commercial bills of lading commercial passenger transportation vouchers (SF 1113A) and transportation requests (SF 1169), travel authorizations and supporting documents. DESTROY 6 YEARS AFTER THE PERIOD OF THE ACCOUNT.
[GRS 9-1c]
B. Records covering payment for freight/transportation charges for interstate transportation and international transportation by freight forwarders of unaccompanied baggage or privately owned vehicles shipped separate from household goods; the charges for which are published in tariffs lawfully on file with the Interstate Commerce Commission (ICC) or based on tenders or quotations, pursuant to Section 22 of the Interstate Commerce Act offering a reduction from the published ICC tariffs, EXCLUDING those covered by item 2D of this schedule. DESTROY 6 YEARS AFTER THE PERIOD OF THE ACCOUNT.
[GRS 9-1a]
C. Original vouchers and support documents covering commercial freight and passenger transportation charges of settled fiscal accounts, including registers and other control documents, but EXCLUDING those covered by Item 2D of this schedule. DESTROY 6 YEARS AFTER THE PERIOD OF THE ACCOUNT.
[GRS 9-1a]
D. Records covering payment for commercial freight/transportation charges for services for which: 1) Notice of overcharge has been or is expected to be issued, or if a rail freight overpayment is involved; 2) deduction or collection action has been taken; 3) voucher contains inbound transit shipment(s); 4) parent voucher has print of paid supplemental bill associated; 5) voucher has become involved in litigation; or, 6) any other condition that requires the voucher to be retained beyond the 3- or 6-year disposal period, such as detection of an overcharge/undercharge. DESTROY WHEN 10 YEARS OLD.
[GRS 9-1b]
2
E. Obligation copy of commercial passenger transportation vouchers. DESTROY WHEN FUNDS ARE OBLIGATED
[GRS 9-1d]
F. Unused ticket redemption forms, such as SF 1170. DESTROY 3 YEARS AFTER THE YEAR IN WHICH THE TRANSACTION IS COMPLETED.
[GRS 9-1e]
G. All other offices/copies. DESTROY WHEN 1 YEAR OLD
<DA: N1-255-89-4>
6110
Freight Rates, Charges and Classification
(see below)
6110
3
CARRIER RATE TENDER FILES
Documents relating to solicited or unsolicited tenders or reduced rates and/or tariffs submitted by commercial carriers for the transportation of freight. DESTROY 1 YEAR AFTER RATES OR TARIFFS BECOME SUPERSEDED OR RESCINDED
<DA: N1-255-89-4>
(N 22-10)
6120
Freight Traffic Negotiations
(see below)
6120
4
FREIGHT RATE NEGOTIATION FILES

Documents relating to negotiations with carriers or carrier's associations on transportation rates, freight classifications, and similar matters.
DESTROY WHEN SUPERSEDED, OBSOLETE, OR WHEN NO LONGER REQUIRED FOR CURRENT OPERATIONS OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-89-4>
(N 22-11)
6130
Carrier and Mode Selection Contact Center Records Mgr.
6140
Accessorial Transportation Services Contact Center Records Mgr.
6200
Traffic Management Programs
(see below)
6200
5
TRAFFIC MANAGEMENT FEASIBILITY STUDIES
Reports, publications, proposals, and all other documents relating to studies of various transportation modes and methods. DESTROY WHEN STUDY BECOMES OBSOLETE, SUPERSEDED, OR WHEN 3 YEARS OLD, WHICHEVER IS LATER.
<DA: N1-255-89-4>
6210
Procurement Traffic Management Contact Center Records Mgr.
6220
Loss and Damage in Transit
(see below)
6220
6
LOST, DAMAGED, OR IMPROPER SHIPMENT FILES
Documents used for reporting shipments received from NASA agencies contractors, and other Government agencies in damaged or otherwise unsatisfactory condition because of deficiencies in preservation, packing, packaging, marking, loading, storage, or handling. Included are records of schedules of valuables shipped, correspondence reports, and other records relating to the administration of the Government Losses in Shipment Act. DESTROY WHEN 6 YEARS OLD.
[GRS 9-2]
6300
Transportation of Unusual or Hazardous Cargo Contact Center Records Mgr.
6310
Export Traffic Contact Center Records Mgr.
6320
Import Traffic Contact Center Records Mgr.
6330
Explosives and Other Dangerous Articles
(see below)
6330
7
SHIPMENT OF HAZARDOUS/RADIOACTIVE MATERIALS
Shipping forms and all related records concerning the shipment of hazardous/toxic wastes and radioactive materials. RETIRE RECORDS TO FRC WHEN 3 YEARS OLD. DESTROY WHEN 13 YEARS OLD.
<DA: N1-255-89-4>
(N 21-10)
6330
8
MOTOR CARRIERS+ EXPLOSIVE OPERATING AUTHORITY
Correspondence and related documents with commercial carriers concerning their facilities and procedures for transporting explosives and other dangerous articles. DESTROY 2 YEARS AFTER AUTHORITY IS SUPERSEDED OR RESCINDED.
<DA: N1-255-89-4>
(N 22-12)
6340
Oversize and Overweight Cargo
(see below)
6340
9
SIZE AND WEIGHT LIMITS-HIGHWAY
Documents relating to individual state requirements regarding size and weight of vehicles permitted to travel state highways. DESTROY 1 YEAR AFTER REQUIREMENTS ARE SUPERSEDED OR RESCINDED.
<DA: N1-255-89-4>
(N 22-13)
6350
Classified Cargo Contact Center Records Mgr.
6400
Preparation and Handling of Cargo Contact Center Records Mgr.
6410
Preservation, Packaging, and Packing Supplies and Equipment Contact Center Records Mgr.
6420
Loading, Blocking and Bracing Contact Center Records Mgr.
6430
Operation and Maintenance of Materials Handling Equipment Contact Center Records Mgr.
6500
Special Airlift Services Contact Center Records Mgr.
6600
Transportation and Transport Engineering Contact Center Records Mgr.
6610
Movement of Large Launch Vehicles Contact Center Records Mgr.
6620
NASA Transportability
(see below)
6620
10
HIGHWAY MOVEMENT PERMITS
Documents relating to permits obtained from pertinent state and local authorities for vehicular movements exceeding legal weight or dimension limitation, movement of hazardous waste/radioactive materials, or other legal requirements. Included are permits; documents reflecting such data as type of equipment, gross weight, axle or truck loads, height, width, and length; origin and destination of movement; nature of cargo; similar documents and related correspondence. DESTROY 3 YEARS AFTER COMPLETION OF MOVE * ALSO SEE ITEMS 7, 8, AND 9 OF THIS SCHEDULE.
<DA: N1-255-89-4>
(N 22-15)
6700
Motor Vehicle Operation and Management
(see below)
6700
11
MOTOR VEHICLE RECORDS - OPERATION AND MANAGEMENT
A. CORRESPONDENCE
Correspondence in the operating unit responsible for maintenance and operation of motor vehicles not otherwise covered in this schedule. DESTROY WHEN 2 YEARS OLD
[GRS 10-1]
B. PARKING PERMIT CONTROL FILES
Documents relating to the administration and allotment of parking spaces and used to control the issuance and withdrawal of permits and record violations by holders of permits. DESTROY UPON TRANSFER ORSEPARATION OF PERMIT HOLDER OR WHEN PERMIT IS SUPERSEDED OR REVOKED, WHICHEVER IS SOONER.
<DA: N1-255-89-4>
(N 12-25)
C. GASOLINE FILES Documents relating to the issuance of gasoline, including issue forms and reports. DESTROY WHEN 1 YEAR OLD.
<DA: N1-255-89-4>
(N 4-8)
6710
D. VEHICLE REPORT FILES
1. Reports on motor vehicles (other than accident, operating, and maintenance reports), including SF 82, Agency Report of Motor Vehicle Data, and SF 82-D, Agency Report of Sedan Data. DESTROY 3 YEARS AFTER DATE ON REPORT.
[GRS 10-4]
1. Records relating to motor vehicle accidents, maintained by transportation offices, including SF 91, Motor Vehicle Accident, SF 91A, Investigation Report of Motor Vehicle Accident, and SF 94, Statement of Witness. DESTROY 6 YEARS AFTER CASE IS CLOSED.
[GRS 10-5]
6720
E. VEHICLE RELEASE/REGISTRATION & DRIVER RECORDS
1. Records relating to transfer, sale, donation, or exchange of vehicles, including SF 97A, Agency Record Copy of U.S. Government Certificate of Release of Motor Vehicle. DESTROY 4 YEARS AFTER VEHICLE LEAVES AGENCY CUSTODY.
[GRS 10-6]
2. Documents used for the registration of privately-owned vehicles and information on individual drivers. DESTROY 1 YEAR AFTER EXPIRATION OR REVOCATION.
<DA: N1-255-89-4>
(N 12-26)
6730
F. OPERATOR RECORDS
Records relating to individual employee operation of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence. DESTROY 3 YEARS AFTER SEPARATION OF EMPLOYEE(S) OR 3 YEARS AFTER RECISION OF AUTHORIZATION TO OPERATE GOVERNMENT-OWNED VEHICLE, WHICHEVER IS SOONER.
[GRS 10-7]
11
G. TRIP TICKETS
Trip ticket files, includes daily trip tickets. DESTROY WHEN 1 YEAR OLD
<DA: N1-255-89-4>
(N 14-7)
6740
H. DAILY UTILIZATION RECORDS
Documents completed by dispatcher and operator to provide information relative to the daily use of vehicle(s). DESTROY AFTER REQUIRED TRANSFER OF INFORMATION TO OTHER RECORDS, UNLESS REQUIRED FOR ACCIDENT INVESTIGATION (SEE ITEM 11D(2)) OR TAX PURPOSES, OTHERWISE, DESTROY WHEN 3 YEARS OLD WHICHEVER IS SOONER.
<DA: N1-255-89-4>
(N 14-10)
I. OPERATION AND MAINTENANCE FILES
1. Operating records including those relating to gas and oil consumption, dispatching, and scheduling. DESTROY WHEN 3 MONTHS OLD.
[GRS 10-2a]
2. Maintenance records, including those relating to service and repair. DESTROY WHEN 1 YEAR OLD.
[GRS 10-2b]
J. CAR SEAL BOOK FILES
Books containing accountable office records of the receipt and disposition of car seals and maintained to facilitate monthly inspection as to whether the seals were properly expended. DESTROY 1 YEAR AFTER DATE OF LAST ENTRY.
<DA: N1-255-89-4>
(N 22-6)
6752
K. VEHICLE COST FILES
Motor vehicle ledger and worksheets providing cost and expense data. DESTROY 3 YEARS AFTERDISCONTINUANCE OF LEDGER ORDATE OF WORKSHEET.
[GRS 10-3]
6770
L. VIOLATION CASE FILES
Reports, statements of witnesses, warning notices, and other case papers relating to arrest, commitments, and traffic violations. DESTROY WHEN 2 YEARS OLD
[GRS 18-14b]
M. LEASED VEHICLES Case files on vehicles leased from GSA, including agency's copy of GSA Form 1152, statements regarding service to vehicle by other than GSA, service and inspection work orders, and motor vehicle use records.
1. GSA Form 1152 DESTROY 4 YEARS AFTER VEHICLE IS RETURNED TO GSA
<DA: N1-255-89-4>
(N 14-6a)
11
2. All other records related to leased vehicles. DESTROY 1 YEAR AFTER COMPLETION OF ACTION.
<DA: N1-255-89-4>
(N 14-6b)
N. ALL OTHER OFFICES/RECORDS
Records maintained by office other than the office of primary responsibility for operation, management, and control over agency vehicles and motor vehicle records. DESTROY WHEN NO LONGERNEEDED, OR WHEN 1 YEAR OLDWHICHEVER IS SOONER.
<DA: N1-255-89-4>
6710
NASA Motor Vehicle Program Contact Center Records Mgr.
6720
Vehicle Authorization and Acquisitions Contact Center Records Mgr.
6730
Vehicle Operations and Control
(see below)
6730
12
PASR
GOVERNMENT MOTOR VEHICLE OPERATORS PERMIT RECORDS-NASA 10 GMVP
Records in this system consist of NASA employees, contractor employees other Federal and state government employees, their names, home address Social Security Numbers, physical description of individual, physical condition of individual, parking permit numbers, and traffic record. MAINTAIN RECORDS FOR A PERIOD OF 3 YEARS AFTER PERMIT EXPIRES OR UNTIL PERMIT HOLDER LEAVES THE AGENCY OR REQUESTS CANCELLATION, WHATEVER IS SOONER.
[GRS 10-7]
6740
Vehicle Maintenance and Motor Pools Contact Center Records Mgr.
6750
Vehicle Accidents Contact Center Records Mgr.
6752
Lost, Damaged, and Destroyed Vehicles Contact Center Records Mgr.
6760
Vehicle Marking and Identification Contact Center Records Mgr.
6770
Leased and Rented Vehicles Contact Center Records Mgr.
6780
Automotive Equipment Contact Center Records Mgr.
6800
Passenger Transportation Contact Center Records Mgr.
6810
Local Passenger Service Contact Center Records Mgr.
END OF SCHEDULE

Chapter 7. NRRS 7

PROGRAM FORMULATION RECORDS
[SEE NOTE2]

This records schedule is one of a series of schedules, approved by the Archivist of the United States, which furnishes authoritative instructions for the retention, destruction, or retirement of records held by NASA Centers or other offices. This schedule grants continuing authority for the disposition of records already accumulated or to be accumulated in the future.

The records described in Schedule 7 pertain to the management, planning, and administration of a Research & Development (R&D) program and to groups of projects and laboratory type organizations at Centers. Records in this category are created and accumulated by organizations that have overall management responsibility for programs or multiple-project activities. This schedule provides pertinent record categories and specifies the retention and dispositions for each.

Files relate to overall program administration and reflect planning, budgeting, scheduling, coordination, and management of the program. Files accumulated by offices of project managers who are responsible for the direct administration of the technical aspects of the program/system, should file these as part of the R&D Project Case File which is set forth in Schedule 8 - "Program Management." (SEE NOTE1)

The Program Office, normally at NASA Headquarters, is responsible for maintaining the administrative case file relating to a particular program/project, and for insuring the ongoing consolidation of essential documentation of the program. This activity includes records from time of inception, management of the program throughout its life, to program completion. Official records created during project/program management through to completion of the project are filed in the official R&D Project Case File located in Schedule 8.

NOTE1: PROJECT MANAGEMENT and PERFORMANCE RECORDS of an R&D Program are described in Schedule 8 which covers records created and accumulated by project organizations that have direct management control over in-house and/or contractor project activities. These files include individual basic research, applied research, and engineering development projects and as such are designated as either the project/program manager's files or the principal investigator's files and are considered a "PERMANENT" record series.

NOTE2: There are no General Records Schedules (GRS) that cover R&D records. Therefore, if a category or series of records is not listed in this Schedule or Schedule 8, disposition is not authorized. Contact your Center+s Records Manager or the Nasa Records Officer for instructions.

AFS #
ITEM
SUBJECT AREA OR RECORD TITLE
DESCRIPTION OF RECORD SERIES
RETENTION
<Authority>
7000-7999 PROGRAM FORMULATION
(see below)
0.1 ELECTRONIC MAIL AND WORD PROCESSING SYSTEM COPIES

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 schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

This disposition applies to electronic copies of all items covered under Disposition Jobs N1-255-94-3 and N1-255-94-2 in the NASA Records Retention Schedule 7, with the following exception:
-- Item 25C, subparts 1, 2, and 4 (Aircraft Files
-- Platform Aircraft
-- Operational (ARC Only))

In addition, this disposition does not apply to any item already covered by the General Records Schedules.
A. Electronic copies created on electronic mail and word processing systems that have no further administrative value after recordkeeping copy is made. DELETE AFTER RECORDKEEPING COPY HAS BEEN PRODUCED AND DISSEMINATION, REVISION, OR UPDATING IS COMPLETED.
<N9-255-00-04>
B. Electronic copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. DELETE WHEN DISSEMINATION, REVISION OR UPDATING IS COMPLETED.
<N9-255-00-04>
7000 Program Formulation General
(see below)
7000
1 R&D CORRESPONDENCE FILES
Record copies of correspondence relating to management and operation of a laboratory or a program office. These are housekeeping files and do not include the official program or project files. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
<N1-255-04-3>
7000
2 R&D PROJECT CONTROL FILES
Copies of documents contained in project case files, preliminary sketches, drawings, specifications, and photographs determined by competent scientific and technical personnel not to be of sufficient value for incorporation into project case file, and correspondence concerning such administrative matters as travel, conferences, consultations, and transmittal of documents.
A. DIRECTOR'S OFFICE AT PERFORMING CENTERS AND HEADQUARTERS PROGRAM OFFICES ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
<N1-255-04-3>
B. OFFICE OF LABORATORY CHIEFS AND DIRECTORS SUPERVISING R&D PROJECTS ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
<N1-255-04-3>
2 C. ALL OTHER COPIES ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/104 OR 8/108.
<N1-255-04-3>
7000
3 R&D SOURCE DATA FILES
Punch cards, electronic tape, or comparable media used to collect and assemble data of a preliminary or intermediate character generated from such processes as experiments or observations of a routine, repetitive nature, and used for reference in arriving at determinations in the conduct of research projects. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
<N1-255-04-3>
7010 Agency Program Goals and Objectives Contact Center Records Mgr.
7020 Long-range Planning
(see below)
7020
4 R&D LONG RANGE PLANNING FILES
Documents involving the establishment of schedules to achieve NASA's long range research and development objectives, the formulation of new concepts and requirements in R&D for planning purposes and similar matters. Included are R&D long range plans, R&D forecasts, documents reflecting the evolution of these plans or forecasts, and documents contributing to the development of the plans or forecasts.
A. Headquarters offices performing the NASA-wide staff responsibility and office responsible for preparation of the plan and forecast. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
<N1-255-04-3>
B. Contributing offices (Headquarters and Centers). ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
<N1-255-04-3>
C. All other offices/copies. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/104 OR 8/108.
<N1-255-04-3>
7030 Intermediate-Range Planning Contact Center Records Mgr.
7040 Program Planning and Review Contact Center Records Mgr.
7050 Low Cost Systems Program Contact Center Records Mgr.
7060 Program and Project Logistics Policy Contact Center Records Mgr.
7100 Research and Development Planning and Approval
(see below)
7100
5 R&D PROJECT FILES - PLANNING AND APPROVAL

FINAL REPORTS AND COMPLETED PROJECTS - SEE SCHEDULE 8
A. REPORTS

Reports prepared by the project manager or other project personnel, containing information about project progress and research, development, test, and evaluation tasks, including the identification, time phasing, requirements, and other information about planning and approval of the project and associated activities and findings.
5 1. PUBLISHED REPORTS
(a) Centers' office of primary responsibility will maintain one official record copy of each report that is published together with papers showing inception, scope, and background, including coordination papers and comments. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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NOTE: Reference copies may be maintained for related work
(b) Working papers such as notes, rough drafts, galley proofs, background reports, and other such papers. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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2. UNPUBLISHED REPORTS
Centers' office of primary responsibility will mark and maintain one official record copy of each report that is written and circulated for NASA use but is not published in a "formal" series of reports for general or public dissemination. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
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3. PROGRAM/PROJECT DOCUMENTATION
(a) Records that document management decisions and rationale for the establishment of a program/project office. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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(b) All other records. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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B. TECHNICAL REPORTS These records consist of one copy of each preliminary, progress, or final R&D technical report or publication prepared or issued by a field Installation or activity, or received from their respective contractor(s).
1. Office of primary responsibility will maintain one record copy of each publication (marked "Official Copy") together with related papers showing inception, scope, and background. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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2. Other copies maintained for reference by any office, including all technical reports published and distributed by or for the Scientific and Technical Information function. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102 OR 8/108.
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C. PROJECT LISTS Lists, card indexes, or other media reflecting in a comprehensive manner individual projects administered by the agency. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/103 OR 8/107.
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5 D. PLANNING FILES Official record set of the Project Development Plan, General Test Plan, System Safety Plan, Data Management Plan, Quality and Reliability Plan, Mission Contingency Plan, Mission Success Criteria, Transportation Plan, Configuration Control Plan, Logistics Plan, and all other project planning documents. Documentation included may consist of concept, definition, design and development, evaluation, and operation data/records.
1. Official record set as maintained either by the office of primary responsibility or the project office. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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2. Other working/reference copies and offices. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102 OR 8/108.
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E. ADMINISTRATIVE - R&D

Administrative operations files, correspondence concerning routine or temporary administrative matters.
ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7100
6 R&D PROGRAM MANAGER CONTROL FILES
These files reflect the control of research, development, procurement, and production of those equipment systems, which because of total cost, technical complexity, or number of project components, are required to have special or "program" management. These files, as such, are accumulated only by offices of those program managers who rely on other Centers to contract for, and directly supervise, the technical and engineering aspects of the system. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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7100
7 EARTH OBSERVATIONS COMMERCIAL APPLICATIONS PROGRAM (EOCAP) (SSC ONLY)
Stennis Space Center (SSC) manages, on behalf of NASA Office of Commercial Programs, an applications program, EOCAP, designed to develop commercial interest for NASA-developed Remote sensing technology. Proposals are received at NASA Headquarters as a part of a NASA Research Announcement (NRA). Selected proposals (projects) are transferred to SSC for general program management. Proposal files consist of the proposal (as received), funding documentation, deliverables, and schedules. Files are kept in the following format/organization:
A. EOCAP I PROPOSALS
1. Selected proposals, scores, evaluations, recommendations, and funding information. FUNDED PROPOSAL FILES WILL BE INCORPORATED INTO EOCAP I CONTRACT FILES.
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2. Proposals not selected. DESTROY WHEN 1 YEAR OLD.
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7 B. EOCAP I CONTRACTS

Records include materials generated during proposal selection, Item A.
DESTROY CONTRACT FILE 3 YEARS AFTER COMPLETION OF PHASE I. (THIS INCLUDES RECORDS INCORPORATED FROM A. ABOVE.)
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C. EOCAP I REPORTS

Records consist of both quarterly and annual reports.
DESTROY REPORTS 3 YEARS AFTER COMPLETION OF PHASE I.
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D. EOCAP I ADMINISTRATION/REVIEWS

Records consist of administrative correspondence and communications; including program reviews and other related activities.
DESTROY 3 YEARS AFTER COMPLETION OF PHASE I.
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E. EOCAP II RECORDS

EOCAP II records follow the same procedures and disposition instructions as EOCAP I except for EOCAP II proposals that are incorporated into the contract file for follow-on work to EOCAP I contracts, unless they are a separate contract.
SEE ABOVE ITEMS FOR DISPOSITION INSTRUCTIONS; PHASES CHANGE TO REFLECT NEW PROGRAM, I.E, DESTROY CONTRACTS 3 YEARS AFTER COMPLETION OF PHASE II.
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7100
8 NASA RESEARCH ANNOUNCEMENTS (NRA)
Records consist of announcements encouraging the submission of research proposals. These announcements are usually made in circulated notices and letters, such as Space Science Notices, Applications Notices, and "Dear Colleague" letters. Approval records, notification records, Authorization to Proceed, and concurrence records are all part of these records. Selection of proposal has been made following peer or scientific (see Item 9 of this schedule) review of the proposals. ACCEPTED NRA:ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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REJECTED NRA:ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7100
9 R&D PEER REVIEW AND EVALUATIONS
A. EXTERNAL REVIEWS

Investigative reports of peer reviews and evaluations, which may include but are not limited to "Dear Colleague" letters concerning the feasibility of performing and acquiring the services of, or the performance of a solicited and an unsolicited proposal from researchers and/or scientists.
1. Reports and proposals resulting in a project. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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2. Reports and proposals not selected or rejected proposals. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/109.
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9 B. INTERNAL REVIEWS

Reports of peer reviews and evaluations including, but not limited to, proposals, slides/charts, letters, and a chairman's summary report concerning the research being preformed by a specific group/individual of researchers and/or scientists.
1. Accepted proposals resulting in a project. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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2. Rejected proposals. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/109.
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7110 Advanced Studies Planning and Approval Contact Center Records Mgr.
7120 Project Planning and Approval
(see below)
7120
10 PROJECT APPROVAL DOCUMENTS (PAD)
Authorizations to initiate and carry out the project(s) within the scope defined in the PAD and within available allotted funds.
A. HEADQUARTERS or OFFICE OF PRIMARY RESPONSIBILITY

Note: If a Center Organization has overall responsibility for a Project including the authority to approve the PAD, then the Center would control the records as the Office of Primary Responsibility.
ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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B. CENTER ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7120
11 MANAGEMENT PROJECT FILES
Surveys, analytical studies, background papers, notes, data, interim reports, final reports, and related papers pertaining to administrative functions. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7121 Phased Project Planning and Approval
(see below)
7121
12 R&D SPECIFICATION FILES
Preliminary, experimental, and final specifications created in connection with engineering projects. Arrange by specification number or by project.
A. OFFICE DELEGATED RESPONSIBILITY FOR MAINTENANCE OF OFFICIAL RECORD SETS ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101.
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B. ALL OTHER OFFICES/COPIES ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102.
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7122 Other Project Planning and Approval
(see below)
7122
13 PUBLIC REACTIONS TO ESTABLISHMENT OF MAJOR PROJECTS
Correspondence with citizens, including municipal offices, expressing interest in or opposition to establishment of new Centers or new NASA construction programs. This correspondence usually cites adverse impacts upon the community. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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7123 Systems Engineering Contact Center Records Mgr.
7130 Supporting Research and Technology Planning and Approval Contact Center Records Mgr.
7140 University Program Contact Center Records Mgr.
7150 Project Scheduling and Implementation
(see below)
7150
14 RESEARCH AND TECHNOLOGY OBJECTIVES AND PLANS (RTOP)
Documents maintained and used to facilitate communication and coordination among technical personnel and to expedite the technology development and transfer process. Records in this series consists of documentation of management review and control of research projects, proposed or currently in progress.
A. CENTERS - Office of Primary Responsibility ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101 OR 8/107.
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B. ALL OTHER OFFICES - copies of records in series Cutoff date is date of record. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102 OR 8/108.
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C. 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. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/112 OR 8/113.
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7150
15 R&D CENTER TEST SCHEDULING
Documents used by testing units to authorize, schedule, and control project testing and evaluation of models or prototypes in specialized facilities, such as wind tunnels and materials test laboratories. Included are copies of project orders, copies of operating schedules, critical events, feeder reports, and related papers. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7160 Project Termination Contact Center Records Mgr.
7170 Human Research
(see below)
7170
16 PASR HUMAN EXPERIMENTAL AND RESEARCH DATA RECORDS - NASA 10 HERD

Records in this system consists of data obtained in the course of an experiment, test, or research medical data from in-flight records; other information collected in connection with an experiment, test, or research. Included in this system of records is information about individuals who have been involved in space flight, aeronautical research flight, and/or participated in NASA tests or experimental or research program; Civil Service employees, military, employees of other government agencies, contractor employees, students, human subjects (volunteer or paid), and other volunteers on whom information is collected as part of an experiment or study. NOTE: See Schedule 8 for Medical Records on Test Subjects.
ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105.
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7200 Institutional Planning and Approval Contact Center Records Mgr.
7210 Establishment of Agency Institutional Goals and Objectives Contact Center Records Mgr.
7220 Establishment of Center Institutional Goals and Objectives Contact Center Records Mgr.
7230 Institutional Planning - Center Development
(see below)
7230
17 INSTITUTIONAL OPERATING PLAN (IOP)
Records in this series are used for the proposed operation plan for particular fund sources related to R&PM money. It is a part of the semiannual budget cycle and is considered working papers for the program/ project offices in the budgetary planning process, usually for the current year and next year monies. ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/105 OR 8/109.
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7231 Human Resources Planning and Plans Contact Center Records Mgr.
7232 Facility Master Planning and Plans Contact Center Records Mgr.
7233 Center Technical Capability Planning and Plans Contact Center Records Mgr.
7234 Center Institutional Capability Planning and Plans Contact Center Records Mgr.
7235 Site Selection Contact Center Records Mgr.
7300 Facility Planning and Approval Contact Center Records Mgr.
7310 Facility Requirements Determination Contact Center Records Mgr.
7320 Facility Design Standards, Criteria, and Procedures
(see below)
7320
18 DRAWINGS - R&D FACILITIES FILES
Preliminary, experimental, final design, and "as built" drawings created in connection with research and development projects, including reduced-size offset prints and aperture cards. Arrange by drawing number or by project.
A. OFFICE DELEGATED RESPONSIBILITY FOR MAINTENANCE OF OFFICIAL RECORD SET ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/101.
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B. HARD COPIES IF MAINTAINED ON APERTURE CARDS ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102.
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C. ALL OTHER COPIES AND OFFICES ITEM DISCONTINUED. RECORDS NOW COVERED BY ITEM 8/102.
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7330 Facility Projects, Approval Authorities Contact Center Records Mgr.
7340 Industrial Facilities Planning and Approval Contact Center Records Mgr.
7400 Approval and Management of Financial Reports for Contracts and Grants, Allotments, and Resources / Apportionment Files
(see below)
7400
19 FINANCIAL REPORTS - CONTRACTS AND GRANTS
Consolidated Agencywide reports of financial and statistical data covering NASA contracts and grants.
A. HEADQUARTERS: OPR Copy
1. June issue: RETIRE TO FRC 1 YEAR AFTER THE CLOSE OF THE FISCAL YEAR TO WHICH THEY PERTAIN. DESTROY 10 YEARS AFTER FISCAL YEAR TO WHICH THEY PERTAIN.
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(N 7-9)
2. All other issues: DESTROY 2 YEARS AFTER THE FISCAL YEAR TO WHICH THEY PERTAIN.
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B. ALL OTHER COPIES/OFFICES. DESTROY AS SOON AS ACTIVE REFERENCE VALUE CEASES OR WHEN 2 YEARS OLD WHICHEVER IS SOONER.
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7400
20 ALLOTMENT OF FUNDS (504s)
Allotment of funds and memoranda concerning decisions on funding levels and changes.
20 A. HEADQUARTERS * PERMANENT *
RETIRE TO FRC WHEN 3 YEARS OLD FOR ANNUAL ACCOUNTS AND 5 YEARS FOR NO YEARAPPROPRIATIONS. TRANSFER TO NARA WHEN 10 YEARS OLD.
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(N 7-3)
B. CENTER DESTROY ANNUAL ACCOUNTS WHEN 3 YEARS OLD AND NO YEAR ACCOUNTS WHEN 5 YEARS OLD.
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7400
21 BUDGET AND PROGRAMMING RESOURCES/APPORTIONMENT FILES
A. Correspondence files in formally organized budget offices pertaining to routine administration, internal procedures, and other matters not covered elsewhere in this schedule. Excluding files relating to Agency policy and procedure maintained in formally organized budget offices. DESTROY WHEN 2 YEARS OLD.
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(N 7-8)
B. Recurring reports of scientific research and development activities.
1. Headquarters. RETIRE 1 COPY OF EACH REPORT TO FRC WHEN 2 YEARS OLD. DESTROY WHEN 8 YEARS OLD.
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2. All other copies/offices. DESTROY WHEN NO LONGER NEEDED OR WHEN 2 YEARS OLD, WHICHEVER IS SOONER.
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C. Special Studies.
1. Headquarters. * PERMANENT *
RETIRE 1 COPY OF EACH REPORT TO FRC WHEN STUDY BECOMES INACTIVE.TRANSFER TO NARA WHEN 15 YEARS OLD.
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2. All other copies/offices. DESTROY WHEN NO LONGER NEEDED OR WHEN 2 YEARS OLD WHICHEVER IS SOONER.
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D. Apportionment and reapportionment schedules and memoranda schedules proposing obligations, transfers, etc., under each appropriation.
1. Headquarters. DESTROY 2 YEARS AFTER THE CLOSE OF THE FISCAL YEA