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NASA Ball NASA
Procedural
Requirements
NPR 1441.1D
Effective Date: February 24, 2003
Expiration Date: January 24, 2015
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 |

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


| 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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