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NASA Ball NASA
Procedural
Requirements
NPR 1441.1D
Effective Date: February 24, 2003
Expiration Date: August 24, 2014
COMPLIANCE IS MANDATORY
Printable Format (PDF)

(NASA Only)

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

Responsible Office: Office of the Chief Information Officer


| TOC | Preface | ChangeHistory | Introduction | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | Chapter9 | Chapter10 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | ALL |

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".



| TOC | Preface | ChangeHistory | Introduction | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | Chapter9 | Chapter10 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | ALL |
 
| NODIS Library | Organization and Administration(1000s) | Search |

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