Part 4 - Civil Rights Review Program Records

This records series is generated by the Office for Civil Rights as it
effectuates the provisions of Title VI of the Civil Rights Act of 1964
to the end that no person in the United States shall, on the ground of
race, color, or national origin, be excluded from participation in, be
denied the benefits of, or be otherwise subjected to discrimination
under any program or activity receiving Federal financial assistance
from the Department of Education. (Sec. 601, Civil Rights Act of 1964;
78 Stat. 252; 42 U.S.C. 2000d)

**[ED/RDS]{.underline}**

**[ITEM]{.underline} [DISPOSAL]{.underline}**

**[NO.]{.underline} [DESCRIPTION OF RECORDS]{.underline}
[AUTHORITY]{.underline}**

+---+---+-------------------------------------------------+---+-----------+
| * |   | **Education Discrimination Review Files.**      |   | NARA Job  |
| * |   |                                                 |   | No.       |
| 1 |   | Case files developed in investigating           |   |           |
| . |   | complaints and in reviewing elementary,         |   | NC        |
| * |   | secondary and higher education programs to      |   | 1-12-81-1 |
| * |   | determine if these programs are in compliance   |   |           |
|   |   | with Federal laws which prohibit discrimination |   | Item 1a   |
| * |   | on the basis of race, color, national origin,   |   |           |
| * |   | sex, age and physical and mental handicaps in   |   | NARA Job  |
| 2 |   | Federally-assisted programs. These records are  |   | No.       |
| . |   | created in response to Title VI of the Civil    |   |           |
| * |   | Rights Act of 1964, Title IX of the Higher      |   | NC        |
| * |   | Education Amendment of 1972, and Section 504 of |   | 1-12-81-1 |
|   |   | the Rehabilitation Act of 1973.                 |   |           |
| * |   |                                                 |   | Item 1b   |
| * |   | [Disposition]{.underline}: **TEMPORARY.**       |   |           |
| 3 |   |                                                 |   | NARA Job  |
| . |   | a\. [Headquarters]{.underline}. Cutoff file at  |   | No.       |
| * |   | close of fiscal year in which the case is       |   |           |
| * |   | resolved, and transfer to the Federal Records   |   | NC        |
|   |   | Center after the case has been inactive for 5   |   | 1-12-81-1 |
| * |   | years. Destroy 15 years after cutoff.           |   |           |
| * |   |                                                 |   | Item 2    |
| 4 |   | b\. [Regions]{.underline}. Cutoff at the close  |   |           |
| . |   | of the fiscal year in which the case is         |   | NARA Job  |
| * |   | resolved and transfer to the FRC after the case |   | No.       |
| * |   | has been inactive for 2 years. Destroy 15 years |   |           |
|   |   | after cutoff.                                   |   | NC1-12-81 |
| * |   |                                                 |   |           |
| * |   | **Request for ESAA Assistance.**                |   | Item 3    |
| 5 |   |                                                 |   |           |
| . |   | Documents accumulated in determining the        |   | NARA Job  |
| * |   | eligibility of school districts to receive      |   | No.       |
| * |   | financial assistance under the Emergency School |   |           |
|   |   | Aid Act (ESAA). Documents in these files        |   | NC        |
| * |   | include the notification of eligibility,        |   | 1-12-81-1 |
| * |   | supporting evidence, requests for waivers,      |   |           |
| 6 |   | Secretary=s response concerning granting or     |   | Item 4a   |
| . |   | denial of the waiver, and related               |   |           |
| * |   | correspondence and documentation.               |   | NARA Job  |
| * |   |                                                 |   | No.       |
|   |   | [Disposition]{.underline}: Cutoff file annually |   |           |
| * |   | following final determination of school         |   | NC        |
| * |   | district=s eligibility for ESAA district        |   | 1-12-81-1 |
| 7 |   | eligibility for ESAA funds, in any one          |   |           |
| . |   | particular funding period. Transfer to the      |   | Item 4b   |
| * |   | Federal Records Center when case has been       |   |           |
| * |   | inactive for 5 years. Destroy 15 years after    |   | NARA Job  |
|   |   | file cutoff.                                    |   | No.       |
| * |   |                                                 |   |           |
| * |   | **Reports of Monitoring Visits.**               |   | NC        |
| 8 |   |                                                 |   | 1-12-81-1 |
| . |   | Reports and background documents developed as a |   |           |
| * |   | result of monitoring visits in regional         |   | Item 5    |
| * |   | offices. Reports are used in evaluating the     |   |           |
|   |   | regional investigations.                        |   | NARA Job  |
| * |   |                                                 |   | No.       |
| * |   | [Disposition]{.underline}: Cutoff file annually |   |           |
| 9 |   | after report is prepared. Destroy 3 years after |   | NC        |
| . |   | cutoff.                                         |   | 1-12-81-1 |
| * |   |                                                 |   |           |
| * |   | **Civil Rights Investigation Manuals.**         |   | Item 6    |
|   |   |                                                 |   |           |
| * |   | Procedural manuals prepared by the Special      |   | NARA Job  |
| * |   | Projects and Procedures Division for the        |   | No.       |
| 1 |   | conduct of civil rights investigations in       |   |           |
| 0 |   | regional offices. The manual is used to assist  |   | NC        |
| . |   | investigators in determining problems,          |   | 1-12-81-1 |
| * |   | analyzing data, using statistical information,  |   |           |
| * |   | and similar techniques relating to              |   | Item 7    |
|   |   | investigations.                                 |   |           |
| * |   |                                                 |   | NARA Job  |
| * |   | [Disposition]{.underline}:                      |   | No.       |
| 1 |   |                                                 |   |           |
| 1 |   | a\. [Superseded Pages]{.underline}              |   | NC        |
| . |   |                                                 |   | 1-12-81-1 |
| * |   | > Destroy 2 years after supersession, or when   |   |           |
| * |   | > no longer needed for administrative purposes, |   | Item 8a   |
|   |   | > whichever is earlier.                         |   |           |
| * |   |                                                 |   | NARA Job  |
| * |   | b\. [Background Papers]{.underline}             |   | No.       |
| 1 |   |                                                 |   |           |
| 2 |   | > Destroy six months after final action on      |   | NC        |
| . |   | > project or 3 years after completion of        |   | 1-12-81-1 |
| * |   | > project if no final action is taken.          |   |           |
| * |   |                                                 |   | Item 8b   |
|   |   | **Adams Order Files and Related Cases.**        |   |           |
| * |   |                                                 |   | NARA Job  |
| * |   | Files developed in responding to the Adams      |   | No.       |
| 1 |   | court order requiring ED to monitor statewide   |   |           |
| 3 |   | higher education desegregation policies and     |   | NC        |
| . |   | plans. Under the order, the Department was      |   | 1-12-81-1 |
| * |   | required to issue criteria for removing         |   |           |
| * |   | vestiges of segregation in six states. These    |   | Item 8c   |
|   |   | files consist of copies of legal documents,     |   |           |
| * |   | evaluation reports of state activities in       |   | NARA Job  |
| * |   | higher education, plan correspondence, and      |   | No.       |
| 1 |   | similar documents.                              |   |           |
| 4 |   |                                                 |   | NC        |
| . |   | [Disposition]{.underline}: **PERMANENT.**       |   | 1-12-81-1 |
| * |   |                                                 |   |           |
| * |   | Cutoff at the close of the fiscal year          |   | Item 9a.1 |
|   |   | following a determination by ED or the courts   |   |           |
| * |   | that all states cited in the Adams order have a |   | NARA Job  |
| * |   | unitary system, and transfer to the FRC 5 years |   | No.       |
| 1 |   | after cutoff. Offer to the National Archives    |   |           |
| 5 |   | after 20 years.                                 |   | NC        |
| . |   |                                                 |   | 1-12-81-1 |
| * |   | **Assurance of Compliance Statements.**         |   |           |
| * |   |                                                 |   | Item 9a.2 |
|   |   | Statements from an educational or health        |   |           |
| * |   | facility assuring OCR that the facility is in   |   | NARA Job  |
| * |   | compliance with federal laws in                 |   | No.       |
| 1 |   | federally-funded projects.                      |   |           |
| 6 |   |                                                 |   | NC        |
| . |   | [Disposition]{.underline}: Destroy on change of |   | 1-12-81-1 |
| * |   | implementing regulation or repeal of enabling   |   |           |
| * |   | legislation, whichever is appropriate.          |   | Item 9a.3 |
|   |   |                                                 |   |           |
| * |   | **Statistical Surveys (Edited and Unedited      |   | NARA Job  |
| * |   | Survey Forms).**                                |   | No.       |
| 1 |   |                                                 |   |           |
| 7 |   | Annual and bi-annual statistical data submitted |   | NC        |
| . |   | to and used by OCR in monitoring the compliance |   | 1-12-81-1 |
| * |   | status pursuant to Title VI of the Civil Rights |   |           |
| * |   | Act of 1964, Title IX of the Education          |   | Item 9a.4 |
|   |   | Amendment of 1972 and Section 504 of the        |   |           |
| * |   | Rehabilitation of 1973. (Excluding Adams        |   | NARA Job  |
| * |   | Surveys)                                        |   | No.       |
| 1 |   |                                                 |   |           |
| 8 |   | [Disposition]{.underline}: Cutoff file annually |   | NC        |
| . |   | after being superseded by next survey. Transfer |   | 1-12-81-1 |
| * |   | to FRC 5 years after cutoff. Destroy 15 years   |   |           |
| * |   | after cutoff.                                   |   | Item 9b   |
|   |   |                                                 |   |           |
| * |   | Note: Recurring OCR statistical surveys         |   | NARA Job  |
| * |   | conducted during the years 1968 through 1978    |   | No.       |
| 1 |   | shall be cutoff at the end of FY80, transfer to |   |           |
| 9 |   | the FRC at the end of FY85, and destroyed at    |   | NC        |
| . |   | the end of FY95 (one-time surveys will not      |   | 1-12-81-1 |
| * |   | become inactive until superseded by the next    |   |           |
| * |   | survey of the same data).                       |   | Item 10   |
|   |   |                                                 |   |           |
| * |   | **Big Cities Review Files.**                    |   | NARA Job  |
| * |   |                                                 |   | No.       |
| 2 |   | Files developed in the special comprehensive    |   |           |
| 0 |   | review of urban school systems in New York,     |   | NC        |
| . |   | Philadelphia, Chicago, and Los Angeles to       |   | 1-12-81-1 |
| * |   | determine if these systems are in compliance    |   |           |
| * |   | with Title VI, Title IX and Section 504.        |   | Item 11   |
|   |   | Included are contracts and related materials,   |   |           |
| * |   | monthly progress reports, preliminary analyses, |   | NARA Job  |
| * |   | final narrative reports, and administrative     |   | No.       |
| 2 |   | files.                                          |   |           |
| 1 |   |                                                 |   | NC        |
| . |   | [Disposition]{.underline}:                      |   | 1-12-81-1 |
| * |   |                                                 |   |           |
| * |   | a\. [Contract Records (See GRS 3, Item 4,       |   | Item 12   |
|   |   | Routine Procurement Files)]{.underline}.        |   |           |
|   |   |                                                 |   | NARA Job  |
|   |   | b\. [Monthly progress reports and preliminary   |   | No.       |
|   |   | analysis]{.underline}. Destroy with related     |   |           |
|   |   | contract records.                               |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | c\. [Final narrative reports]{.underline}.      |   |           |
|   |   | **PERMANENT.** Offer to NARA on completion of   |   | Item 13   |
|   |   | project. (Arranged by name of report. Volume: 4 |   |           |
|   |   | reports)                                        |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | **Case Management Data Files.**                 |   |           |
|   |   |                                                 |   | NC        |
|   |   | Forms and reports used for management purposes  |   | 1-12-81-1 |
|   |   | in monitoring the investigation of Civil Rights |   |           |
|   |   | cases.                                          |   | Item 14   |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}:                      |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | a\. [Open Case System]{.underline}.             |   |           |
|   |   |                                                 |   | NC        |
|   |   | > 1\) [Monthly Case Control forms]{.underline}. |   | 1-12-81-1 |
|   |   | >                                               |   |           |
|   |   | > Cutoff file annually. Destroy 2 years after   |   | Item 15a  |
|   |   | > cutoff.                                       |   |           |
|   |   | >                                               |   | NARA Job  |
|   |   | > 2\) [Close Case Control forms]{.underline}.   |   | No.       |
|   |   | >                                               |   |           |
|   |   | > Cutoff file annually. Destroy 2 years after   |   | NC        |
|   |   | > cutoff.                                       |   | 1-12-81-1 |
|   |   | >                                               |   |           |
|   |   | > 3\) [Time Sheets]{.underline}.                |   | Item 15b  |
|   |   | >                                               |   |           |
|   |   | > Cutoff file annually. Destroy one year after  |   | NARA Job  |
|   |   | > cutoff.                                       |   | No.       |
|   |   | >                                               |   |           |
|   |   | > 4\) [Case Disposition Report]{.underline}.    |   | NC        |
|   |   | >                                               |   | 1-12-81-1 |
|   |   | > Cutoff annually. Destroy 2 years after        |   |           |
|   |   | > cutoff.                                       |   | Item 15c  |
|   |   |                                                 |   |           |
|   |   | b\. [Closed Case System]{.underline}.           |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | > Print out reports, cutoff file annually.      |   |           |
|   |   | > Destroy 1 year after cutoff.                  |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | **Letters of Finding (LOF).**                   |   |           |
|   |   |                                                 |   | Item 15d  |
|   |   | A comprehensive file of all letters of findings |   |           |
|   |   | for complaints and compliance reviews issued by |   | NARA Job  |
|   |   | regional offices. These files are maintained by |   | No.       |
|   |   | OMA for budget analysis to determine when       |   |           |
|   |   | compliance reviews should be conducted, for     |   | NC        |
|   |   | program analysis to identify precedential       |   | 1-12-81-1 |
|   |   | cases, and for purposes of administrative       |   |           |
|   |   | management.                                     |   | Item 16a  |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: OCR/OMA: Cutoff file |   | NARA Job  |
|   |   | annually after issuance of LOF. Transfer to     |   | No.       |
|   |   | Washington Federal Records Center 4 years after |   |           |
|   |   | cutoff. Destroy 10 years after cutoff.          |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | **Case Production Statistical Data.**           |   |           |
|   |   |                                                 |   | Item 16b  |
|   |   | Data developed in analyzing case workloads on a |   |           |
|   |   | national and regional basis. Charts or reports  |   | NARA Job  |
|   |   | are prepared from this data to compare regional |   | No.       |
|   |   | progress and MITS objectives, and to chart      |   |           |
|   |   | regional progress in each complaint and         |   | NC        |
|   |   | compliance review category.                     |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: Destroy when no      |   | Item 16c  |
|   |   | longer needed for administrative purposes.      |   |           |
|   |   |                                                 |   | NARA Job  |
|   |   | **Early Warning Reports.**                      |   | No.       |
|   |   |                                                 |   |           |
|   |   | Reports of letters of findings prepared by the  |   | NC        |
|   |   | regions and ready for release. These reports    |   | 1-12-81-1 |
|   |   | are evaluated by headquarters staff to          |   |           |
|   |   | determine if there is reason to withhold        |   | Item 17   |
|   |   | immediate release.                              |   |           |
|   |   |                                                 |   | NARA Job  |
|   |   | [Disposition]{.underline}: Cutoff file annually |   | No.       |
|   |   | after preparation of report. Destroy 2 years    |   |           |
|   |   | after cutoff.                                   |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | **Special Problems and Requirements Survey.**   |   |           |
|   |   |                                                 |   | Item 18a  |
|   |   | Reports developed from interviews with regional |   |           |
|   |   | officials concerning workload, records, staff   |   | NARA Job  |
|   |   | needs, and staff efficiency. These reports are  |   | No.       |
|   |   | used by management personnel to analyze         |   |           |
|   |   | problems in the regions and to develop          |   | NC        |
|   |   | solutions to ensure better management.          |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: Cutoff file          |   | Item 18b  |
|   |   | annually. Destroy 4 years after cutoff.         |   |           |
|   |   |                                                 |   | NARA Job  |
|   |   | **Conference Briefing Reports.**                |   | No.       |
|   |   |                                                 |   |           |
|   |   | Reports developed on a particular region in     |   | NC        |
|   |   | anticipation of a conference with the Regional  |   | 1-12-81-1 |
|   |   | Director. These reports are summaries of        |   |           |
|   |   | regional activities, and provide information on |   | Item 18c  |
|   |   | complaint processing, compliance reviews,       |   |           |
|   |   | compliance with the Adams Order, and            |   | NARA Job  |
|   |   | administrative matters.                         |   | No.       |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: Cutoff file          |   | NC        |
|   |   | annually. Destroy 1 years after cutoff.         |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | **Case Information Management System (CIMS).**  |   | Item 18d  |
|   |   |                                                 |   |           |
|   |   | This automated system of files monitors each    |   | NARA Job  |
|   |   | complaint or case of discrimination filed with  |   | No.       |
|   |   | OCR from the initial action to final            |   |           |
|   |   | resolution. The system contains background on   |   | NC        |
|   |   | the complaint, the action taken by OCR to       |   | 1-12-81-1 |
|   |   | investigate and resolve the complaint, the      |   |           |
|   |   | amount of time spent by OCR personnel, and the  |   | Item 19a  |
|   |   | final disposition. The system produces a series |   |           |
|   |   | of                                              |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | reports which document the number and types of  |   |           |
|   |   | complaints and the effectiveness of OCR=s       |   | NC        |
|   |   | investigative and enforcement activities and    |   | 1-12-81-1 |
|   |   | techniques.                                     |   |           |
|   |   |                                                 |   | Item 19b  |
|   |   | Input documents to the system are scheduled in  |   |           |
|   |   | item 9a, and reports from the system are        |   | NARA Job  |
|   |   | scheduled in item 9b.                           |   | No.       |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}:                      |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | a\. [Input or initial data files]{.underline}.  |   |           |
|   |   | Destroy after input into the system and no      |   | Item 19c  |
|   |   | longer needed for reconstruction of the master  |   |           |
|   |   | database.                                       |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | b\. [Processing files]{.underline}. Destroy     |   |           |
|   |   | after master database files have proved         |   | NC        |
|   |   | satisfactory.                                   |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | c\. [Master database files]{.underline}.        |   | Item 19d  |
|   |   | Destroy when no longer needed for Departmental  |   |           |
|   |   | use.                                            |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | d\. [Print or Publication files]{.underline}.   |   |           |
|   |   | Destroy upon issuance of reports or             |   | NC        |
|   |   | publications.                                   |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | **Elementary and Secondary School Civil Rights  |   | Item 20a  |
|   |   | Surveys**, biennial starting 1968. 1 - 2 per    |   |           |
|   |   | survey.                                         |   | NARA Job  |
|   |   |                                                 |   | No.       |
|   |   | The machine-readable data files are compiled    |   |           |
|   |   | from OCR Forms 101 and 102 which are designed   |   | NC        |
|   |   | to assist in monitoring the progress of         |   | 1-12-81-1 |
|   |   | desegregation in elementary and secondary       |   |           |
|   |   | schools nationwide.                             |   | Item 20b  |
|   |   |                                                 |   |           |
|   |   | Information on the student body is broken down  |   | NARA Job  |
|   |   | by race, ethnicity, and sex, school and         |   | No.       |
|   |   | classroom levels. Staff data is also included   |   |           |
|   |   | in the 1968, 1970, and 1972 files. Related      |   | NC        |
|   |   | textual records are scheduled in Item 7.        |   | 1-12-81-1 |
|   |   |                                                 |   |           |
|   |   | Disposition:                                    |   | Item 20c  |
|   |   |                                                 |   |           |
|   |   | a\. [Final edited master]{.underline}.          |   | NARA Job  |
|   |   | **PERMANENT.** Transfer to the National         |   | No.       |
|   |   | Archives biennially as preparation of the final |   |           |
|   |   | master is completed.                            |   | NC        |
|   |   |                                                 |   | 1-12-81-1 |
|   |   | b\. [Copies of the final master at headquarters |   |           |
|   |   | used for in-house reference or                  |   | Item 21   |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | c\. [Copies of the final master in regional     |   |           |
|   |   | offices used for in-house reference or          |   |           |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | **Limited Elementary and Secondary School Civil |   |           |
|   |   | Rights Surveys,** biennial in 1969, 1971, and   |   |           |
|   |   | 1973. 1 - 2 tapes per survey.                   |   |           |
|   |   |                                                 |   |           |
|   |   | These machine-readable data files were compiled |   |           |
|   |   | from OCR Form 101 and 102 as in item 16 above,  |   |           |
|   |   | but they cover only a small portion of the      |   |           |
|   |   | systems included in even year surveys.          |   |           |
|   |   |                                                 |   |           |
|   |   | The limited surveys were discontinued after     |   |           |
|   |   | 1973.                                           |   |           |
|   |   |                                                 |   |           |
|   |   | Related textual records are scheduled in item   |   |           |
|   |   | 7.                                              |   |           |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: Final edited master  |   |           |
|   |   | tape, copies used for in-house reference or     |   |           |
|   |   | analysis at headquarters and in regional        |   |           |
|   |   | offices. Destroy when no longer needed for      |   |           |
|   |   | Departmental use.                               |   |           |
|   |   |                                                 |   |           |
|   |   | **Big Cities or Urban School Review Files.**    |   |           |
|   |   |                                                 |   |           |
|   |   | (Equal Education Services Review), 1973 data.   |   |           |
|   |   | Approximately 700 tapes.                        |   |           |
|   |   |                                                 |   |           |
|   |   | These machine-readable data files were compiled |   |           |
|   |   | as part of the special comprehensive review of  |   |           |
|   |   | urban school systems in New York City,          |   |           |
|   |   | Philadelphia, Chicago, and Los Angeles          |   |           |
|   |   | conducted to determine if these                 |   |           |
|   |   |                                                 |   |           |
|   |   | systems are in compliance with Title VI, Title  |   |           |
|   |   | IX, and section 504. Data begins in 1973 for    |   |           |
|   |   | the New York files, and in 1975 for the other   |   |           |
|   |   | three cities.                                   |   |           |
|   |   |                                                 |   |           |
|   |   | The master database is continuously updated     |   |           |
|   |   | from tapes sent per OCR request primarily from  |   |           |
|   |   | the cities, but also from state and federal     |   |           |
|   |   | agencies. The data collection began as a        |   |           |
|   |   | shotgun approach, gathering a wide range of     |   |           |
|   |   | information in New York; when the other cities  |   |           |
|   |   | were added to the review, however, the scope    |   |           |
|   |   | was gradually narrowed and more specific        |   |           |
|   |   | concerns for each city were identified.         |   |           |
|   |   |                                                 |   |           |
|   |   | Related textual records are scheduled in Item   |   |           |
|   |   | 8.                                              |   |           |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}:                      |   |           |
|   |   |                                                 |   |           |
|   |   | a\. [Original input tapes]{.underline}.         |   |           |
|   |   | Approximately 200 tapes received from cities,   |   |           |
|   |   | states, and federal agencies which are needed   |   |           |
|   |   | for legal backup of master database as proof of |   |           |
|   |   | what data was submitted.                        |   |           |
|   |   |                                                 |   |           |
|   |   | > **PERMANENT.** Offer to the National Archives |   |           |
|   |   | > as soon as no longer needed for projects or   |   |           |
|   |   | > upon termination of the project, whichever is |   |           |
|   |   | > sooner.                                       |   |           |
|   |   |                                                 |   |           |
|   |   | b\. [Copies of original input                   |   |           |
|   |   | tapes]{.underline}. Approximately 200 tapes     |   |           |
|   |   | made by OCR which are cleaned, edited, and used |   |           |
|   |   | for updating and merging new data with master   |   |           |
|   |   | file. Destroy when no longer needed for         |   |           |
|   |   | project.                                        |   |           |
|   |   |                                                 |   |           |
|   |   | c\. [Processing tapes]{.underline}.             |   |           |
|   |   | Approximately 250 tapes. Destroy after most     |   |           |
|   |   | recent update of the master file has proven     |   |           |
|   |   | satisfactory.                                   |   |           |
|   |   |                                                 |   |           |
|   |   | d\. [Master database]{.underline}. Equivalent   |   |           |
|   |   | to approximately 50 tapes.                      |   |           |
|   |   |                                                 |   |           |
|   |   | > **PERMANENT.** Transfer to the National       |   |           |
|   |   | > Archives at termination of project according  |   |           |
|   |   | > to FPMR 101-11, 411-9.                        |   |           |
|   |   |                                                 |   |           |
|   |   | **Adams Files (Files on Progress in             |   |           |
|   |   | Implementing Statewide Higher Education         |   |           |
|   |   | Desegregation Plans), annual since 1975.**      |   |           |
|   |   |                                                 |   |           |
|   |   | Approximately 3 tapes per survey. These         |   |           |
|   |   | machine-readable data files are compiled        |   |           |
|   |   | annually to monitor desegregation plans in the  |   |           |
|   |   | public higher education systems of several      |   |           |
|   |   | states cited as part of an order in [Adams vs.  |   |           |
|   |   | Califano]{.underline} litigation: Arkansas,     |   |           |
|   |   | Florida, Georgia, North Carolina, Oklahoma,     |   |           |
|   |   | Pennsylvania, and Virginia. The files are       |   |           |
|   |   | compiled from yearly surveys known by           |   |           |
|   |   | progressive numbers (e.g. the OCR 1000 Survey   |   |           |
|   |   | was taken in 1975, the OCR 2000 Survey was      |   |           |
|   |   | taken in 1976, and so on).                      |   |           |
|   |   |                                                 |   |           |
|   |   | The surveys contain detailed information        |   |           |
|   |   | collected in October of each year on employees  |   |           |
|   |   | of colleges, universities, and state agencies   |   |           |
|   |   | and governing boards related to higher          |   |           |
|   |   | education; applications, acceptances and actual |   |           |
|   |   | enrollments for each college=s student body;    |   |           |
|   |   | financial assistance granted; degrees and other |   |           |
|   |   | formal awards conferred; and progression of     |   |           |
|   |   | students in higher education programs.          |   |           |
|   |   |                                                 |   |           |
|   |   | Related textual records are scheduled in Item   |   |           |
|   |   | 5.                                              |   |           |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}:                      |   |           |
|   |   |                                                 |   |           |
|   |   | a\. [Program and print tapes (1-2 tapes per     |   |           |
|   |   | survey)]{.underline}. Destroy when no longer    |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | b\. [Final clean master file (1 tape per        |   |           |
|   |   | survey)]{.underline}. **PERMANENT.** Transfer   |   |           |
|   |   | to National Archives annually as soon as        |   |           |
|   |   | preparation of final master is completed.       |   |           |
|   |   |                                                 |   |           |
|   |   | c\. [Copies of final master at headquarters     |   |           |
|   |   | used for in-house reference and                 |   |           |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | d\. [Copies of final master in regional offices |   |           |
|   |   | used for in-house reference and                 |   |           |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | **Higher Education Civil Rights Survey Files,   |   |           |
|   |   | biennial in 1968, 1970, 1972, 1974.** One tape  |   |           |
|   |   | per survey.                                     |   |           |
|   |   |                                                 |   |           |
|   |   | These machine-readable data files were compiled |   |           |
|   |   | biennially from Forms OS-10 and OS-34 to assist |   |           |
|   |   | in monitoring desegregation in institutions of  |   |           |
|   |   | higher education nationwide. Information for    |   |           |
|   |   | full and part-time students is broken down by   |   |           |
|   |   | race, ethnicity, and sex. The survey was        |   |           |
|   |   | discontinued after 1974.                        |   |           |
|   |   |                                                 |   |           |
|   |   | Related textual records are scheduled in Item   |   |           |
|   |   | 7.                                              |   |           |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}:                      |   |           |
|   |   |                                                 |   |           |
|   |   | a\. [Final edited master]{.underline}.          |   |           |
|   |   | **PERMANENT.** Transfer to the National         |   |           |
|   |   | Archives per NC3-235-80-1.                      |   |           |
|   |   |                                                 |   |           |
|   |   | b\. [Copies of the final master at headquarters |   |           |
|   |   | used for in-house reference or                  |   |           |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | c\. [Copies of the final master in regional     |   |           |
|   |   | offices used for in-house reference or          |   |           |
|   |   | analysis]{.underline}. Destroy when no longer   |   |           |
|   |   | needed for Departmental use.                    |   |           |
|   |   |                                                 |   |           |
|   |   | **Machine-readable Files for One-Time or        |   |           |
|   |   | Short-Term Studies or Projects.**               |   |           |
|   |   |                                                 |   |           |
|   |   | OCR personnel frequently engage in one-time     |   |           |
|   |   | short-term studies or projects on a wide range  |   |           |
|   |   | of topics. They usually entail extracting and   |   |           |
|   |   | manipulating data from the large data files     |   |           |
|   |   | created or held by OCR which are listed         |   |           |
|   |   | separately in this schedule. The projects might |   |           |
|   |   | focus on a particular school system or state,   |   |           |
|   |   | or they might compare data on a particular      |   |           |
|   |   | topic from several selected geographic areas.   |   |           |
|   |   |                                                 |   |           |
|   |   | [Disposition]{.underline}: Tapes containing     |   |           |
|   |   | extracts of data as reformatted data from OCR   |   |           |
|   |   | files previously scheduled. Destroy tapes at    |   |           |
|   |   | termination of project or when no longer needed |   |           |
|   |   | for reference or analysis.                      |   |           |
+---+---+-------------------------------------------------+---+-----------+