EROS INSTRUCTION NO. 041

[Title]{.underline}: On-Site Storage of Records

[Effective Date]{.underline}: March 15, 2006

[Responsible Official]{.underline}: EROS Archivist

[References]{.underline}: 1. Survey Manual Chapter (SM) 431-1 - Records
Management Program

2.  USGS Files Maintenance and Disposition Plan

3.  DOI Responsibility for Maintaining Electronic-Mail (E-mail) Records

4.  NARA Federal Records Center Guide

5.  Survey General Records Disposition Schedule

6.  Geography Discipline Records Disposition Schedule

7.  NGPO Records Disposition Schedule

[Summary]{.underline}: This instruction establishes the policy and
procedures for staff requesting USGS records to be stored on-site at
EROS.

[Scope]{.underline}: Centerwide.

[Instructions]{.underline}:

### A. Roles and Responsibilities

> EROS staff requesting on-site (previously warehouse) storage for USGS
> records are required to review the appropriate records schedule and
> label the records box with the records series and disposition date.
>
> The EROS Logistics Staff are responsible for responding to requests to
> pickup boxes of records requested for on-site storage.
>
> The EROS Archivist will review the boxes to ensure that the
> appropriate records schedule series was applied and determine the
> appropriate storage facility for the records.

### B. Procedures

> [EROS Staff]{.underline}. Prior to a request for Logistics staff to
> pick up a box of records, the requesting party must review the
> appropriate records schedule and determine the type of records and
> their associated disposition schedule. There will be three schedules
> to choose from for this review. The USGS General Records Disposition
> Schedule, the Geography Discipline Records Disposition Schedule, and
> the NGPO Records Disposition Schedule. Most administration records
> covering travel, training, and personnel files will be covered in the
> USGS General Records Disposition Schedule. The Geography Discipline
> Records Disposition Schedule covers LRS and GAM scientific records
> while the NGPO Records Disposition Schedule includes former CTM
> scientific records. These schedules are located on the USGS Records
> Management website at URL http://internal.usgs.gov/gio/irm/fmref2.html
>
> [Logistics Staff]{.underline}. Upon receiving a request for boxes to
> be moved, the Logistics Staff will bring all boxes to the EROS
> Archivist. Upon approval by the Archivist, the Logistics Staff will
> transfer the boxes from the EROS Archivist office to the final
> destination determined by the Archivist.
>
> [EROS Archivist]{.underline}. Boxes brought by the Logistics Staff
> will be reviewed to ensure that the proper records disposition
> schedule and disposition dates have been assigned. The final
> destination may be on-site at EROS, the National Archives and Records
> Administration (NARA) Federal Records Center in Denver, CO or to NARA
> in College Park, MD. Those determinations will be based upon whether
> the records are permanent or temporary USGS records. Records sent to a
> NARA facility will be tracked by the EROS Archivist allowing recall of
> the records as needed.
>
> [Review Date]{.underline}: The responsible official will review this
> policy within 3 years from the effective date.

[Approved]{.underline}:

/s/ *R. J. Thompson 3/27/06*

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_

R. J. Thompson Date

Director, EROS

[Distribution]{.underline}:

EROS USGS Employees

##### EROS Contractor Employees