# November 4, 1997

**RCS VB-1**

**Part I, Section XIII**

**SECTION XIII**

**GENERAL ADMINISTRATIVE**

+---------+-----------------------------+----------------+-------------+
| **Item  | **Title and/or              | *              | **          |
| No.**   | Description**               | *Disposition** | Authority** |
+---------+-----------------------------+----------------+-------------+
| 13-     | Calendar of working days;   | Destroy at end | VBA         |
| 001.000 | or equivalent.              | of each year.  | approved as |
|         |                             |                | nonrecord.  |
|         |                             |                |             |
|         |                             |                | (1/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Charge and recharge         | Destroy when   | VBA         |
| 002.000 | mediums-single and multiple | records for    | approved as |
|         | entry, consisting of cards, | which the      | nonrecord.  |
|         | slips, sheets, lists and    | charge was     |             |
|         | other mediums used to show  | originally     | (1/84)      |
|         | organizational elements in  | made have been |             |
|         | possession of folders or    | returned to    |             |
|         | material removed from       | file, and no   |             |
|         | filing equipment.           | further        |             |
|         |                             | entries can be |             |
|         |                             | made on the    |             |
|         |                             | charge.        |             |
|         |                             | Destroy        |             |
|         |                             | recharge       |             |
|         |                             | mediums after  |             |
|         |                             | appropriate    |             |
|         |                             | charge records |             |
|         |                             | have been      |             |
|         |                             | changed to     |             |
|         |                             | indicate       |             |
|         |                             | organizational |             |
|         |                             | elements       |             |
|         |                             | currently in   |             |
|         |                             | possession of  |             |
|         |                             | the records.   |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Control Files, continuing   | Destroy 30     | VBA         |
| 004.000 | and discontinued. Cards,    | days after     | approved as |
|         | recharge slips used for     | related        | nonrecord.  |
|         | control purposes, lists and | material or    |             |
|         | logs showing the receipt    | cases are      | (1/84)      |
|         | and release of              | charged out,   |             |
|         | correspondence, veterans\'  | dispatched, or |             |
|         | folders and miscellaneous   | after last     |             |
|         | material and folders        | item listed on |             |
|         | maintained solely for       | logs and lists |             |
|         | convenience of operations.  | has been       |             |
|         | EXCLUDES Classified         | charged out or |             |
|         | Material Receipt (VA Form   | dispatched.    |             |
|         | 50-4245) File.              | Destroy        |             |
|         |                             | discontinued   |             |
|         |                             | file           |             |
|         |                             | immediately    |             |
|         |                             | after          |             |
|         |                             | d              |             |
|         |                             | iscontinuance. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Control Files, single and   | Destroy after  | VBA         |
| 005.000 | multiple entry. Cards of    | control is no  | approved as |
|         | all types, lists and logs,  | longer needed  | nonrecord.  |
|         | used solely for convenience | over the       |             |
|         | of control operations and   | related        | (1/84)      |
|         | reference, and prepared     | document or    |             |
|         | when local control is       | action and/or  |             |
|         | required by Central Office  | no further     |             |
|         | directives, local           | entries can be |             |
|         | directives, or operational  | made on the    |             |
|         | needs over such activities  | control        |             |
|         | as the distribution,        | medium.        |             |
|         | release and return of       | Destroy        |             |
|         | certain papers and forms;   | discontinued   |             |
|         | the progress of work from   | file           |             |
|         | assignment to completion;   | immediately    |             |
|         | followup on actions due     | after          |             |
|         | within specific periods of  | d              |             |
|         | time; and similar local     | iscontinuance. |             |
|         | control activities.         |                |             |
|         | INCLUDES discontinued       |                |             |
|         | control files. EXCLUDES     |                |             |
|         | Control Files used for      |                |             |
|         | fiscal and accounting       |                |             |
|         | purposes.                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Correspondence              | Destroy after  | VBA         |
| 006.000 | acknowledging and referring | 3 months.      | approved as |
|         | inquiries and requests from |                | nonrecord.  |
|         | other Government agencies,  |                |             |
|         | firms, individuals, etc.,   |                | (1/84)      |
|         | over which the original     |                |             |
|         | receiving office has no     |                |             |
|         | jurisdiction, to other VA   |                |             |
|         | offices for reply.          |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Correspondence (originals   | Destroy after  | VBA         |
| 007.000 | and copies) acknowledging   | 3 months.      | approved as |
|         | and referring inquiries and |                | nonrecord.  |
|         | requests to other           |                |             |
|         | Government agencies for     |                | (1/84)      |
|         | reply.                      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Correspondence (originals   | Destroy after  | NA Job      |
| 009.000 | and copies) pertaining to   | 18 months.     | 351-S411    |
|         | individual beneficiaries of |                |             |
|         | British, Canadian, and      |                |             |
|         | other allied governments,   |                |             |
|         | consisting of inquiries and |                |             |
|         | requests for information by |                |             |
|         | the allied government and   |                |             |
|         | by or in behalf of a        |                |             |
|         | beneficiary relative to     |                |             |
|         | benefits administered by    |                |             |
|         | the allied government.      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Diary card or similar       | Destory after  | VBA         |
| 010.050 | mediums (original and       | no longer      | approved as |
|         | copies) prepared and used   | required for   | nonrecord.  |
|         | solely as suspense notice   | control        |             |
|         | for future date action.     | purposes.      | (1/84)      |
|         | (INCLUDES cards, forms,     |                |             |
|         | books, logs, etc.)          |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Dummy index cards:          |                | VBA         |
| 011.000 |                             |                | approved as |
|         |                             |                | nonrecord.  |
|         |                             |                |             |
|         |                             |                | (3/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Cards used as substitutes   | Destroy after  |             |
| 011.100 | for final or permanent      | replacement by |             |
|         | cards in process of         | corresponding  |             |
|         | preparation, correction, or | final or       |             |
|         | amendment.                  | permanent      |             |
|         |                             | card.          |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Pending cards used for      | Destroy after  | VBA         |
| 011.200 | administrative control      | completion of  | approved as |
|         | purposes pending completion | processing     | nonrecord.  |
|         | of processing actions or    | actions or     |             |
|         | receipt of additional       | receipt of     | (3/84)      |
|         | information or material.    | additional     |             |
|         |                             | information or |             |
|         |                             | material.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Budget Estimate File.       | Destroy 1 year | GRS 5, item |
| 015.000 | Detailed workpapers;        | after close of | 2           |
|         | coststatements; reports;    | fiscal year    |             |
|         | quarterly and annual        | covered by     |             |
|         | estimates; and other        | budget.        |             |
|         | miscellaneous and related   |                |             |
|         | papers.                     |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Index Files of all types    | Destroy after  | VBA         |
| 018.000 | prepared in addition to the | purpose has    | approved as |
|         | index or card files         | been served.   | nonrecord.  |
|         | required by directives,     |                |             |
|         | maintained in various       |                | (1/84)      |
|         | organizational elements,    |                |             |
|         | and used solely for         |                |             |
|         | convenience of operations   |                |             |
|         | and reference, such as:     |                |             |
|         | cross-reference to locate   |                |             |
|         | filed material; as an index |                |             |
|         | to records filed or stored  |                |             |
|         | elsewhere; and EXCLUDING    |                |             |
|         | Master Index Files          |                |             |
|         | prescribed by directives:   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Individual job requirements | Review         | GRS 1, item |
| 019.000 | prepared by supervisors in  | annually and   | 18a         |
|         | operating office.           | destroy        |             |
|         |                             | superseded or  |             |
|         |                             | obsolete       |             |
|         |                             | documents; or  |             |
|         |                             | destroy file   |             |
|         |                             | relating to an |             |
|         |                             | employee       |             |
|         |                             | within 1 year  |             |
|         |                             | after          |             |
|         |                             | separation or  |             |
|         |                             | transfer.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Mimeograph stencils         | Destroy after  | VBA         |
| 022.000 | (EXCLUDING master ditto     | purpose has    | approved as |
|         | stencils).                  | been served.   | nonrecord.  |
|         |                             |                |             |
|         |                             |                | (1/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Material on missing         |                |             |
| 024.000 | veterans:                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Letters and related         | Destroy after  | VBA         |
| 024.100 | material.                   | 90 days.       | approved as |
|         |                             |                | nonrecord.  |
|         |                             |                |             |
|         |                             |                | (3/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Descriptive posters.        | Destroy after  | VBA         |
| 024.200 |                             | missing        | approved as |
|         |                             | veteran is     | nonrecord.  |
|         |                             | located or     |             |
|         |                             | deceased.      | (3/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Notification of official    | Destroy after  | VBA         |
| 025.000 | visit by an employee of VA  | 3 months.      | approved as |
|         | (original and copies).      |                | nonrecord.  |
|         |                             |                |             |
|         |                             |                | (1/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Public Relations Material.  | Destroy when 3 | GRS 14,     |
| 027.000 | Press and news releases,    | months old.    | item 3.     |
|         | newspaper clippings, spot   |                |             |
|         | announcements, radio        |                |             |
|         | scripts, radio reports, and |                |             |
|         | related papers.             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Reference publications. VA  | Destroy        | VBA         |
| 029.000 | publications and            | obsolete       | approved as |
|         | directives, such as:        | copies which,  | nonrecord.  |
|         | bulletins, circulars        | in the opinion |             |
|         | catalogs, manuals, VA       | of the         | (1/84)      |
|         | regulations interim issues, | Director or    |             |
|         | pamphlet similar            | Central Office |             |
|         | publications issued for the | officials,     |             |
|         | regulatory or informational | need not be    |             |
|         | purposes; and publications  | retained as    |             |
|         | from other Government or    | for action     |             |
|         | State agencies, private     | previously     |             |
|         | authority concerns, or      | taken by the   |             |
|         | other sources (EXCLUDING VA | station and    |             |
|         | records or publications     | which are no   |             |
|         | filed in the issue history  | longer         |             |
|         | files).                     | required in    |             |
|         |                             | daily          |             |
|         |                             | operations.    |             |
|         |                             | Destroy        |             |
|         |                             | current copies |             |
|         |                             | which are in   |             |
|         |                             | excess to      |             |
|         |                             | reference      |             |
|         |                             | needs.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Reading Files. Copies other | Destroy after  | VBA         |
| 029.100 | than official file copies   | no longer      | approved as |
|         | of correspondence, executed | needed for     | nonrecord.  |
|         | forms, and form letters,    | reference or 1 |             |
|         | and reports; maintained by  | year after     | (1/84)      |
|         | date, source,               | close of the   |             |
|         | organizational elements, or | year in which  |             |
|         | locally devised subjects;   | prepared,      |             |
|         | and kept conveniently near  | whichever is   |             |
|         | the user(s) for immediate   | earlier.       |             |
|         | reference purposes.         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Recording mediums used for  | Destroy        | VBA         |
| 030.000 | recording dictation,        | s              | approved as |
|         | conferences, interviews,    | tenographers\' | nonrecord.  |
|         | dispositions, and hearings, | notebooks and  |             |
|         | including stenographers\'   | stenotype      | (1/84)      |
|         | notebooks, stenotype tapes, | tapes after    |             |
|         | discs, tapes, belts,        | transcribing   |             |
|         | cylinders, and similar      | notes. Remove  |             |
|         | mediums. EXCLUDING          | discs, tapes,  |             |
|         | recordings of personal      | belts,         |             |
|         | counseling interviews, VR&C | cylinders,     |             |
|         | Division.                   |                |             |
|         |                             | and cassettes  |             |
|         |                             | from file for  |             |
|         |                             | reuse after    |             |
|         |                             | transcribing   |             |
|         |                             | to paper       |             |
|         |                             | records and    |             |
|         |                             | after          |             |
|         |                             | verification   |             |
|         |                             | for accuracy   |             |
|         |                             | and after      |             |
|         |                             | necessary      |             |
|         |                             | certification. |             |
|         |                             | If no          |             |
|         |                             | transcription  |             |
|         |                             | is required,   |             |
|         |                             | remove from    |             |
|         |                             | file for reuse |             |
|         |                             | when no longer |             |
|         |                             | needed for     |             |
|         |                             | purpose for    |             |
|         |                             | which created. |             |
|         |                             | Destroy discs, |             |
|         |                             | tapes, belts,  |             |
|         |                             | cylinders, and |             |
|         |                             | cassettes when |             |
|         |                             | no longer      |             |
|         |                             | usable.        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Reports of visits by        | Destroy when 1 | VBA         |
| 032.000 | national field              | year old.      | approved as |
|         | representatives of the      |                | nonrecord.  |
|         | American Legion, and        |                |             |
|         | related papers.             |                | (5/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Requests for publications   | Destroy when 3 | GRS 124,    |
| 034.000 | and photographs including   | months old or  | item 1      |
|         | applications and requests   | when no longer |             |
|         | made by VA Form 3242, Forms | needed,        |             |
|         | or Publications Requisition | whichever is   |             |
|         | and Shipping Document, and  | sooner.        |             |
|         | by letter and               |                |             |
|         | acknowledgments and replies |                |             |
|         | including the following:    |                |             |
|         | All originals and/or copies |                |             |
|         | of letters, memorandums,    |                |             |
|         | correspondence, or any      |                |             |
|         | other types of forms that   |                |             |
|         | are used within the agency, |                |             |
|         | between VA and other        |                |             |
|         | agencies, from service      |                |             |
|         | organizations, veterans,    |                |             |
|         | etc., in requesting copies  |                |             |
|         | of publications.            |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Disposal Files: Cards which | Destroy 60     | VBA         |
| 038.600 | are authorized specifically | days after end | approved as |
|         | by Central Office           | of month in    | nonrecord.  |
|         | directives to be placed in  | which placed   |             |
|         | a disposal file, such as:   | in file.       | (1/84)      |
|         | control cards; signal       |                |             |
|         | cards; change cards used in |                |             |
|         | mechanical processing       |                |             |
|         | operations; noncurrent      |                |             |
|         | cards superseded by new     |                |             |
|         | cards reflecting changed    |                |             |
|         | information; reproduced     |                |             |
|         | cards or card files used in |                |             |
|         | audits and special and      |                |             |
|         | recurring reports; summary  |                |             |
|         | cards; card files which     |                |             |
|         | have become obsolete due to |                |             |
|         | change in operating         |                |             |
|         | procedures; and related     |                |             |
|         | documents. (This is not     |                |             |
|         | intended to be a complete   |                |             |
|         | listing of all cards.)      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Working Files:              |                |             |
| 044.000 |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Project working papers,     | Destroy after  | VBA as      |
| 044.100 | including background        | 6 months after | nonrecord.  |
|         | materials studies,          | final action   |             |
|         | analyses, notes, rough      | or 3 years     | (4/90)      |
|         | drafts, interim reports,    | after          |             |
|         | and related papers          | completion of  |             |
|         | pertaining to the project   | report if no   |             |
|         | (originals and copies).     | final action   |             |
|         | EXCLUDING final manuscript  | is taken.      |             |
|         | and related history file    |                |             |
|         | documenting the inception,  |                |             |
|         | scope**,** procedure,       |                |             |
|         | accomplishment, and         |                |             |
|         | coordination, such as       |                |             |
|         | initialed copies of         |                |             |
|         | manuals, technical          |                |             |
|         | bulletins, and other issues |                |             |
|         | and memorandums.            |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Preliminary and             | Destroy after  | VBA         |
| 044.200 | intermediate drafts,        | data are       | approved as |
|         | worksheets, interim         | transcribed to | nonrecord.  |
|         | reports, and related papers | more finished  |             |
|         | which contain data that do  | documents or   | (1/84)      |
|         | not reflect significant     | permanent      |             |
|         | steps in the development of | records, or    |             |
|         | policy or procedure         | after end      |             |
|         | (originals and copies)      | product for    |             |
|         | EXCLUDING project working   | which material |             |
|         | papers.                     | was prepared   |             |
|         |                             | has been       |             |
|         |                             | abondoned      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Project control files.      | Destroy 1 year | GRS 16,     |
| 044.300 | Memorandums, reports, and   | after the year | item 5.     |
|         | other records documenting   | in which the   |             |
|         | assignments, progress and   | project is     |             |
|         | completion of projects.     | closed.        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Application for Leave (SF   |                |             |
| 045.000 | 71 or equivalent), and      |                |             |
|         | supporting papers relating  |                |             |
|         | to requests for and         |                |             |
|         | approval of taking leave:   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | If the timecard has been    | Destroy at the | GRS 2, item |
| 045.100 | initialed by the employee.  | end of the     | 6a.         |
|         |                             | applicable pay |             |
|         |                             | period.        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | If the timecard has not     | Destroy after  | GRS 2, item |
| 045.200 | been initialed by the       | GAO audit or   | 6a.         |
|         | employee.                   | when 3 years   |             |
|         |                             | old, whichever |             |
|         |                             | is sooner.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Service and Employee Record |                |             |
| 046.000 | Cards.                      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Service Record Card (VA     | Destroy        | NA Job      |
| 046.100 | Form 4644-2 or equivalent). | obsolete cards |             |
|         | (Related Item no.           | after          | NN 167-12   |
|         | 05-039.000 for copy         | replacement    |             |
|         | maintained by personnel     | with current   |             |
|         | office.)                    | cards; destroy |             |
|         |                             | cards on       |             |
|         |                             | separated      |             |
|         |                             | employees      |             |
|         |                             | after          |             |
|         |                             | separation and |             |
|         |                             | after          |             |
|         |                             | determination  |             |
|         |                             | is made to     |             |
|         |                             | abolish the    |             |
|         |                             | position.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Employee Record Card (VA    | Destroy on     | GRS 1, item |
| 046.200 | Form 4644a, or equivalent), | separation or  | 6.          |
|         | used for information        | transfer of    |             |
|         | purposes.                   | employee.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Supervisor\'s Personnel     |                |             |
| 048.000 | Files:                      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Correspondence,             | Review         | GRS 1, item |
| 048.100 | memorandums, forms and      | annually and   | 18a.        |
|         | other records relating to   | destroy        |             |
|         | positions, authorizations,  | superseded or  |             |
|         | pending actions; copies of  | obsolete       |             |
|         | position descriptions;      | documents; or  |             |
|         | requests for personnel      | destroy file   |             |
|         | action, and records on      | relating to an |             |
|         | individual employees        | employee       |             |
|         | duplicated in or not        | within 1 year  |             |
|         | appropriate for the         | after          |             |
|         | Official Personnel Folder.  | separation or  |             |
|         |                             | transfer.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Position description files, | Destroy when   | VBA         |
| 049.000 | consisting of position      | position is    | approved as |
|         | descriptions other than the | abolished or   | nonrecord.  |
|         | official copies which are   | description is |             |
|         | maintained in personnel     | superseded.    | (1/84)      |
|         | offices.                    |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Reports of Field            | Destroy after  | NA Job      |
| 050.000 | Supervision and/or Survey   | two subsequent |             |
|         | Reports File. (Nonrecurring | reports are    | NN 163-41   |
|         | reports are supplemental to | received.      |             |
|         | preceding regularly         |                |             |
|         | scheduled reports.) Copies  | *Note:         |             |
|         | of the reports; originals   | Disposal wil   |             |
|         | and copies of surveys and   | occur when the |             |
|         | audits of regional office   | third          |             |
|         | operations conducted by     | successive     |             |
|         | local manage ment; and      | report         |             |
|         | related papers, EXCLUDING   | pertaining to  |             |
|         | Central Office              | a specific*    |             |
|         | correspondence interpreting | r*egional      |             |
|         | or stating policy,          | office element |             |
|         | approving deviations or     | is received,   |             |
|         | exceptions.                 | i.e.           |             |
|         |                             | Adjudication   |             |
|         |                             | report,        |             |
|         |                             | Veterans       |             |
|         |                             | Services       |             |
|         |                             | report,        |             |
|         |                             | Central Office |             |
|         |                             | and local      |             |
|         |                             | management     |             |
|         |                             | reports must   |             |
|         |                             | achieve        |             |
|         |                             | disposal       |             |
|         |                             | eligibility    |             |
|         |                             | separately.*   |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Change of Address Request   |                |             |
| 051.000 | or Notice. Correspondence,  |                |             |
|         | forms, and form letters,    |                |             |
|         | when used only as a change  |                |             |
|         | of address request:         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Originals and copies of     | Destroy after  | NA Job      |
| 051.100 | request for changes of      | determin ing   |             |
|         | address only. EXCLUDING     | that current   | NC1-15-82-2 |
|         | changes of address          | change of      |             |
|         | specifically required to be | address has    |             |
|         | filed by VA directives.     | been made a    |             |
|         |                             | matter of      |             |
|         |                             | record, by     |             |
|         |                             | entering in    |             |
|         |                             | the automated  |             |
|         |                             | master record. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Correction of Error in      | Destroy after  | NA Job      |
| 051.200 | Address because of Postal   | amending VA    |             |
|         | Service Adjustments (Post   | records.       | NN 162-82   |
|         | Office Form 3577; or        |                |             |
|         | equivalent).                |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Material that will not be   |                |             |
| 052.000 | filed in, or may be removed |                |             |
|         | from, veterans\' folders    |                |             |
|         | and from general            |                |             |
|         | administrative files:       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Duplicate Material. Copies  | Destroy after  | VBA         |
| 052.100 | which duplicate the record  | determining    | approved as |
|         | copy, originals when the    | that the       | nonrecord.  |
|         | duplicates are the official | official       |             |
|         | record copies, including    | record copy or | (1/84)      |
|         | courtesy, suspense,         | original is in |             |
|         | control, and other          | file.          |             |
|         | duplicate copies of         |                |             |
|         | letters, memorandums and    |                |             |
|         | forms; copies or            |                |             |
|         | photocopies of documents,   |                |             |
|         | except those to be returned |                |             |
|         | to sender. EXCLUDING:       |                |             |
|         | Material specifically       |                |             |
|         | required to be filed by VA  |                |             |
|         | directives.                 |                |             |
|         |                             |                |             |
|         | *NOTE: Duplicate copies are |                |             |
|         | carbon copies made at the   |                |             |
|         | same time as the originals, |                |             |
|         | and photocopies or other    |                |             |
|         | reproductions, which have   |                |             |
|         | no additional notations of  |                |             |
|         | record value*               |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Originals and copies of     | Destroy after  | VBA         |
| 052.200 | redundant material with no  | trans mittal   | approved as |
|         | administrative, legal,      | and/or control | nonrecord.  |
|         | fiscal, or historical       | purpose has    |             |
|         | reference value after it    | been served.   | (1/84)      |
|         | has served the transmittal  |                |             |
|         | and/or control purpose for  |                |             |
|         | which it was created, such  |                |             |
|         | as suspense and control     |                |             |
|         | copies of forms,            |                |             |
|         | correspondence, and         |                |             |
|         | memorandums prepared solely |                |             |
|         | for purpose of suspense,    |                |             |
|         | pending, or followup, and   |                |             |
|         | which do not contain        |                |             |
|         | notations of record value,  |                |             |
|         | flashes, diary cards,       |                |             |
|         | envelopes, transmittal      |                |             |
|         | mediums, including those    |                |             |
|         | returned as acknowledgments |                |             |
|         | or receipts and which do    |                |             |
|         | not contain notations of    |                |             |
|         | record value. Includes      |                |             |
|         | originals and copies of VA  |                |             |
|         | Form 2801. Request for      |                |             |
|         | Translation into English.   |                |             |
|         | EXCLUDES material           |                |             |
|         | specifically required to be |                |             |
|         | filed by VA directives.     |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Nonrecord sensitive         | Deposit in     | VBA         |
| 052.300 | material extracted from the | designated     | approved as |
|         | files, claims folders, and  | receptacles    | nonrecord.  |
|         | other systems of storage    | daily. Destroy |             |
|         | (includes but not limited   | by shredding.  | (1/84)      |
|         | to records pertaining to    |                |             |
|         | treatment for HIV (Human    |                |             |
|         | Immunodeficiency Virus),    |                |             |
|         | AIDS (Acquired Immuno       |                |             |
|         | Deficiency Syndrome),       |                |             |
|         | alcohol abuse, drug abuse   |                |             |
|         | and Sickle Cell anemia);    |                |             |
|         | waste material from CTAs    |                |             |
|         | (Centralized Transcription  |                |             |
|         | Activities), secretaries'   |                |             |
|         | waste basket, etc., which   |                |             |
|         | is comprised of more than a |                |             |
|         | veteran\'s name and file    |                |             |
|         | number. Includes VA Form    |                |             |
|         | 26-6850, \"Notice of        |                |             |
|         | Default\", and 26-6851,     |                |             |
|         | \"Notice of Intention to    |                |             |
|         | Foreclose\".                |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Computer system             | Destroy by     | VBA         |
| 052.400 | printouts/reports not       | shredding or   | approved as |
|         | authorized to be filed in   | mutilation     | nonrecord.  |
|         | veterans\' folders.         | after control  |             |
|         | (Hardcopy or microfiche.)   | purpose has    | (5/86)      |
|         |                             | been served or |             |
|         |                             | upon receipt   |             |
|         |                             | of succeeding  |             |
|         |                             | pri            |             |
|         |                             | ntout/reports. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copy 3 of DD Form 215,      | Destroy        | VBA         |
| 052.500 | Correction to DD Form 214,  | immediately    | approved as |
|         | for which a VADS record     | after the VADS | nonrecord.  |
|         | exists in BIRLS or no       | record has     |             |
|         | record exists in BIRLS. VA  | been updated,  | (1/84)      |
|         | RECORDS MANAGMENT CENTER    | or when it is  |             |
|         | ONLY.                       | determined     |             |
|         |                             | that no record |             |
|         |                             | exists in      |             |
|         |                             | BIRLS.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copies of documents         | Destroy when 6 | GRS 1,      |
| 052.600 | maintained outsideof the    | months old.    |             |
|         | Personnel Division which    |                | item 18b.   |
|         | are duplicated in the       |                |             |
|         | Official Personnel Folder.  |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Administrative Fund Control | Destroy after  | NA Job      |
| 053.000 | File maintained in          | 2 fiscal       |             |
|         | operating elements and      | years.         | II NN 3251. |
|         | comprised of records        |                |             |
|         | relating to allocation and  |                |             |
|         | control of funds such as    |                |             |
|         | notice of funds allocated,  |                |             |
|         | fund control sheets,        |                |             |
|         | estimated obligations, and  |                |             |
|         | related interoffice         |                |             |
|         | correspondence (originals   |                |             |
|         | and copies).                |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Exposed dental X-ray films  | Destroy after  | NA Job      |
| 054.000 | filed in claims folders for | final          |             |
|         | use in the rating of dental | adjudication   | NN 162-88   |
|         | claims.                     | of dental      |             |
|         |                             | claims and 1   |             |
|         | *NOTE: All eligible X-ray   | year following |             |
|         | films will be collected*    | expiration of  |             |
|         | and *at least semiannually  | the appeal     |             |
|         | be forwarded by each VBA    | period.        |             |
|         | regional office to its      | (Remove from   |             |
|         | servicing VHA medical       | claims or      |             |
|         | center, Acquisition and     | XC-folder      |             |
|         | Material Management Service | during routine |             |
|         | (90D). Such films will be   | handling.)     |             |
|         | disposed of by salvage by   |                |             |
|         | VA supply depots in         |                |             |
|         | accordance with existing    |                |             |
|         | printed regulations.*       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Requests from veterans or   | Destroy after  | NA Job      |
| 056.000 | their dependents, for       | appropriate    |             |
|         | certificates of benefit     | reply has been | NN 162-82   |
|         | payment records for         | made.          |             |
|         | purposes of tax exemption,  |                |             |
|         | tax abatement, or other     |                |             |
|         | local benefits, when        |                |             |
|         | additional annual           |                |             |
|         | statements are not          |                |             |
|         | required.                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Automatic Requisition Card  | Destroy        | VBA         |
| 057.000 | File, VA Form 23-6582,      | individual     | approved as |
|         | Automatic Requisition, or   | cards when no  | nonrecord.  |
|         | equivalent.                 | longer         |             |
|         |                             | required for   | (1/84)      |
|         |                             | control or     |             |
|         |                             | request        |             |
|         |                             | purposes;      |             |
|         |                             | e.g., after    |             |
|         |                             | form is        |             |
|         |                             | discontinued,  |             |
|         |                             | when there is  |             |
|         |                             | no further     |             |
|         |                             | need for the   |             |
|         |                             | form, or after |             |
|         |                             | a card has     |             |
|         |                             | been replaced  |             |
|         |                             | with a new     |             |
|         |                             | card.          |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Benefit Payment Inquiry     | Destroy 90     | NA Job      |
| 058.000 | File. Inquiries on the      | days after end |             |
|         | status of individual cases, | of month in    | NN 163-14   |
|         | including inquiries from    | which reply is |             |
|         | veterans questioning mostly | made.          |             |
|         | the nonreceipt or amounts   |                |             |
|         | of checks, and replies      |                |             |
|         | thereto; related benefit    |                |             |
|         | payment inquiry forms, and  |                |             |
|         | inquiries to the DPC and    |                |             |
|         | replies (originals and      |                |             |
|         | copies).                    |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | ADP Holding File. Suspense  | Destroy 30     | VBA         |
| 059.000 | copies of input documents   | working days   | approved as |
|         | submitted to the data       | after          | nonrecord.  |
|         | processing center under ADP | submitting     |             |
|         | programs for VBA, and which | corresponding  | (1/84)      |
|         | are held for possible       | documents to   |             |
|         | reproduction of any         | DPC.           |             |
|         | documents which may be lost |                |             |
|         | in transit.                 |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Contract Working File as    |                |             |
| 060.000 | established under           |                |             |
|         | provisions of MP-2 and the  |                |             |
|         | VA Procurement Regulations. |                |             |
|         | Copy of executed contract   |                |             |
|         | and copies of other papers  |                |             |
|         | pertinent in the            |                |             |
|         | administration of the       |                |             |
|         | contract. Originals of      |                |             |
|         | correspondence, test        |                |             |
|         | reports, etc., required by  |                |             |
|         | the contracting officer in  |                |             |
|         | administration of the       |                |             |
|         | contract:                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copies of the contract and  | Destroy upon   | GRS 3,      |
| 060.100 | related pertinent papers    | termina tion   |             |
|         | (right side of folder).     | or completion  | item 3c.    |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original correspondence,    | Combine with   | VBA         |
| 060.200 | test reports, etc., (left   | original       | approved as |
|         | side of folder).            | contract file  | nonrecord.  |
|         |                             | as soon as     |             |
|         |                             | practicable    | (1/84)      |
|         |                             | after          |             |
|         |                             | completion of  |             |
|         |                             | contract.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Veterans\' X-ray films      |                |             |
| 061.000 | exposed at entry,           |                |             |
|         | separation and during the   |                |             |
|         | interim of active service   |                |             |
|         | in the Armed Forces:        |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Army, Navy and Air Force    | Return to NPRC | NA Job      |
| 061.100 | E&S (Entrance and           | upon           |             |
|         | Separation) X-rays obtained | completion of  | NC1-15-82-4 |
|         | from the NPRC.              | action as      |             |
|         |                             | prescribed by  |             |
|         |                             | Central        |             |
|         |                             | Office. X-rays |             |
|         |                             | will be        |             |
|         |                             | destroyed when |             |
|         |                             | 65 years old   |             |
|         |                             | and after      |             |
|         |                             | concurrence by |             |
|         |                             | VA.            |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Army E&S X-rays dating      | Return to NPRC | NA Job      |
| 061.200 | prior to 1960 and Air Force | upon           |             |
|         | E&S X-rays dating prior to  | completion of  | NC1-15-82-4 |
|         | 1964 obtained from the      | action as      |             |
|         | NPRC.                       | prescribed by  |             |
|         |                             | Central        |             |
|         |                             | Office. X-rays |             |
|         |                             | will be        |             |
|         |                             | destroyed when |             |
|         |                             | 65 years old   |             |
|         |                             | and after      |             |
|         |                             | concurrence by |             |
|         |                             | VA.            |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Other Armed Forces E&S and  | Return to      | As          |
| 061.300 | interim X-rays.             | sender upon    | prescribed  |
|         |                             | completion of  | by Central  |
|         |                             | action.        | Office.     |
+---------+-----------------------------+----------------+-------------+
| 13-     | Army and Air Force interim  | Destroy 5      | NA Job      |
| 061.400 | X-rays which are not called | years after    |             |
|         | for by the service          | the end of the | NN 163-78   |
|         | departments.                | calendar year  |             |
|         |                             | in which film  |             |
|         |                             | was exposed.   |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Analysis of Overpayment.    | Hold for 1     | NA Job      |
| 062.000 | Data reflecting: amount,    | year and then  |             |
|         | type, cause, corrective     | destroy        | NN 164-28   |
|         | action taken, and           |                |             |
|         | responsibility for          |                |             |
|         | overpayment. Used by        |                |             |
|         | management as basis for     |                |             |
|         | improving payment           |                |             |
|         | operations.                 |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Delegations of Authority    | Destroy after  | NA Job      |
| 063.000 | Memoranda, letters or other | authority has  |             |
|         | media, delegating certain   | been canceled, | NN 164-28   |
|         | authorities and assigning   | rescinded or   |             |
|         | certain responsibilities to | superseded by  |             |
|         | individuals, such as:       | a new          |             |
|         | acting in emergency;        | authority.     |             |
|         | receipting for supplies and |                |             |
|         | equipment; employee locked  |                |             |
|         | files; signing for          |                |             |
|         | registered mail; designated |                |             |
|         | time keepers; travel        |                |             |
|         | authorizations, etc.        |                |             |
|         | EXCLUDES delegations        |                |             |
|         | covered in prescribed       |                |             |
|         | procedures and those        |                |             |
|         | incorporated in position    |                |             |
|         | descriptions.               |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Identification Cards:       |                |             |
| 064.000 |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Identification              | Destroy after  | NA Job      |
| 064.100 | slip-delegation of          | cancellation   |             |
|         | authority.                  | and after      | II NNA 34   |
|         |                             | posting        |             |
|         |                             | cancellation   |             |
|         |                             | to list.       |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Employee Identification     | Destroy after  | NA Job      |
| 064.200 | Card-Field (VA Form 5-84a)  | issuance of    |             |
|         | issued for identification   | new card or    | 349-S142    |
|         | purposes only.              | after          |             |
|         |                             | termination of |             |
|         |                             | service within |             |
|         |                             | VA.            |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Request for and             | Destroy after  | VBA         |
| 065.000 | Authorization of Overtime   | receipt by     | approved as |
|         | Work, (VA Form 4-1098), or  | requesting     | nonrecord.  |
|         | equivalent. Disapproved     | official.      |             |
|         | originals and copies.       |                | (1/84)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Accident, Injury, and Fire  | Destroy when 2 | NA Job      |
| 066.000 | Reports. Summary reports,   | years old.     |             |
|         | supervisors\' reports of    |                | 350-S109,   |
|         | accidents, reports of       |                |             |
|         | fires, or equivalent, and   |                | 351-S364,   |
|         | related papers.             |                | and         |
|         |                             |                |             |
|         | *NOTE: Motor Vehicle        |                | NN 164-28.  |
|         | Accident Files covered      |                |             |
|         | under Item no. 03-186.800.* |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Survey and Inspection       | Destroy when 3 | GRS 18,     |
| 066.100 | Files. Reports of surveys   | years old, or  |             |
|         | and inspections of          | upon discontin | item 9.     |
|         | Government-owned facilities | uance of       |             |
|         | conducted to insure         | facility,      |             |
|         | adequacy of protective and  | whichever is   |             |
|         | preventive measures taken   | sooner.        |             |
|         | against hazards of fire,    |                |             |
|         | explosions, and accidents,  |                |             |
|         | and to safeguard            |                |             |
|         | information and facilities  |                |             |
|         | against sabotage and        |                |             |
|         | unauthorized entry.         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Electrical Accounting       | Destroy 60     | VBA         |
| 067.000 | Machine Processing Mediums. | days after     | approved as |
|         | Code sheets, batch          | appropriate    | nonrecord.  |
|         | transmittals and controls,  | cards are      |             |
|         | control registers and       | punched and    | (1/84)      |
|         | similar mediums used in     | after          |             |
|         | preparation, maintenance,   | preparation    |             |
|         | and control of all          | and submission |             |
|         | programmed punched-card     | of related     |             |
|         | files, EXCLUDING those      | reports.       |             |
|         | filed in case folders, and  |                |             |
|         | the pay change code sheets  | *Note: Destroy |             |
|         | and control registers used  | obsolete or    |             |
|         | in PAID processing and      | superseded     |             |
|         | authorized for disposition  | originals      |             |
|         | in the \"Payrolling and Pay | and/or copies  |             |
|         | Administration Records,\"   | in case        |             |
|         | section of MP-4, part X.    | folders during |             |
|         |                             | routine        |             |
|         |                             | handling of    |             |
|         |                             | cases.*        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Control Files. Records used |                |             |
| 068.000 | in evaluation and reporting |                |             |
|         | performance in accordance   |                |             |
|         | with prescribed standards   |                |             |
|         | under the quality control   |                |             |
|         | and review program:         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Quality reports submitted   | Destroy 1      | NA Job      |
| 068.100 | to higher echelons.         | calendar year  |             |
|         |                             | after report   | NN 169-14   |
|         |                             | is submitted   |             |
|         |                             | to requesting  |             |
|         |                             | office.        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Control charts, sample      | Destroy when 2 | NA Job      |
| 068.200 | listing sheets, quality     | years old or 1 |             |
|         | control and review          | year after     | NN 169-14   |
|         | worksheets, error           | survey by      |             |
|         | classification sheets,      | Central Office |             |
|         | summary worksheets, or      | survey special |             |
|         | similar mediums used to     | ists or        |             |
|         | record data from quality    | auditors,      |             |
|         | review operations. Includes | which ever is  |             |
|         | electronically maintained   | earlier.       |             |
|         | data.                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Preliminary working papers, | Destroy when 6 | NA Job      |
| 068.300 | feeder reports, daily work  | months old.    |             |
|         | and production reports.     |                | NN 169-14   |
+---------+-----------------------------+----------------+-------------+
| 13-     | Random File comprised of:   | Retain each    | NA Job      |
| 069.000 | writeouts from Hines DPC on | monthly        |             |
|         | single tabulating machine   | accumulation   | NN 164-95   |
|         | listing sheets containing   | files for an   |             |
|         | information from the edit,  | additional 3   |             |
|         | audit, assembly, and main   | months and     |             |
|         | file maintenance runs on    | then destroy.  |             |
|         | which all review and        |                |             |
|         | action, if any, have been   |                |             |
|         | completed, including        |                |             |
|         | writeouts originally filed  |                |             |
|         | in veterans\' folders       |                |             |
|         | pending subsequent use and  |                |             |
|         | later removed from the      |                |             |
|         | folders when pending action |                |             |
|         | has been completed.         |                |             |
|         | Excluding writeouts which   |                |             |
|         | are properly part of files  |                |             |
|         | series required by          |                |             |
|         | directives, and which will  |                |             |
|         | be retained and disposed of |                |             |
|         | in accordance with disposal |                |             |
|         | authorities for the files   |                |             |
|         | series such as writeouts    |                |             |
|         | filed in conjunction with   |                |             |
|         | audits, those filed in the  |                |             |
|         | Benefit Payment Inquiry     |                |             |
|         | File, etc.                  |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Printouts from Hines DPC on | Retain each    | NA Job      |
| 069.100 | VA Forms 20-6560. Notice of | monthly        |             |
|         | Benefit Payment             | accumulation   | NN 164-95   |
|         | Transaction, on which all   | of files for   |             |
|         | veterans benefits,          | an additional  |             |
|         | insurance, fiscal, and      | 3 months and   |             |
|         | administrative review and   | then destroy.  |             |
|         | action, if any, have been   |                |             |
|         | completed, including        |                |             |
|         | printouts originally filed  |                |             |
|         | in veterans\' folders as    |                |             |
|         | flashes and suspense        |                |             |
|         | pending subsequent action   |                |             |
|         | and later removed from the  |                |             |
|         | folders when flash purpose  |                |             |
|         | has been served or when     |                |             |
|         | pending action has been     |                |             |
|         | completed. EXCLUDING:       |                |             |
|         | printouts required by       |                |             |
|         | directives to be filed down |                |             |
|         | in the veteran\'s folders   |                |             |
|         | as evidence pertinent to    |                |             |
|         | the case.                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Death notices worksheets    |                |             |
| 070.000 | and teletypes, EXCLUDING    |                |             |
|         | those required by Central   |                |             |
|         | Office directives to be     |                |             |
|         | filed in XC folders:        |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Teletypes transmitted to    | Destroy upon   | VBA         |
| 070.100 | regional offices.           | receipt of     | approved as |
|         |                             | Report of      | nonrecord   |
|         |                             | Status for as  | (1/84)      |
|         |                             | nonrecord.     |             |
|         |                             | Settlement of  |             |
|         |                             | Death Claims;  |             |
|         |                             | or upon        |             |
|         |                             | receipt of     |             |
|         |                             | copies         |             |
|         |                             | indicating     |             |
|         |                             | insurance was  |             |
|         |                             | inactive at    |             |
|         |                             | date of death, |             |
|         |                             | providing      |             |
|         |                             | insurance      |             |
|         |                             | status has     |             |
|         |                             | been           |             |
|         |                             | transcribed to |             |
|         |                             | original NOD   |             |
|         |                             | worksheet.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Teletypes transmitted to VA | Destroy after  | VBA         |
| 070.200 | Regional Office and         | preparation    | approved as |
|         | Insurance Centers at        | and dispatch   | nonrecord   |
|         | Philadelphia, PA and St.    | of Report of   | (1/84)      |
|         | Paul, MN.                   | Status for     |             |
|         |                             | Settlement of  |             |
|         |                             | Death Claim to |             |
|         |                             | the office of  |             |
|         |                             | jurisdiction.  |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Worksheets pertaining to    | Destroy after  | VBA         |
| 070.300 | \"N\" Insurance Accounts.   | preparation of | approved as |
|         |                             | Report of      | nonrecord   |
|         |                             | Status for     | (1/84)      |
|         |                             | Settlement of  |             |
|         |                             | Death Claims   |             |
|         |                             | or after       |             |
|         |                             | review         |             |
|         |                             | indicates      |             |
|         |                             | there are no   |             |
|         |                             | special        |             |
|         |                             | dividends due. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Worksheets used by regional | Destroy after  | VBA         |
| 070.400 | offices to initiate         | originals are  | approved as |
|         | transfer of related         | filed in       | nonrecord   |
|         | material to offices of      | XC-folders or  | (1/84)      |
|         | jurisdiction, establish     | after          |             |
|         | XC-folders, correct date,   | necessary      |             |
|         | or transcribe additional    | information    |             |
|         | information on originals    | has been       |             |
|         | filed in XC-folders.        | transcribed to |             |
|         |                             | originals      |             |
|         |                             | filed therein. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Property Accountability     |                |             |
| 071.000 | File consisting of copies   |                |             |
|         | of adjustment voucher;      |                |             |
|         | consolidated memorandum     |                |             |
|         | receipt; Request, Turn-in,  |                |             |
|         | and/or Receipt for Property |                |             |
|         | or Services (VA Form        |                |             |
|         | 90-2237), report of survey; |                |             |
|         | and related papers:         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Consolidated memorandum     | Destroy after  | VBA         |
| 071.100 | receipt.                    | final entry    | approved as |
|         |                             | and after      | nonrecord   |
|         |                             | adjustments    |             |
|         |                             | have been made |             |
|         |                             | on the record  |             |
|         |                             | copy of the    |             |
|         |                             | consolidated   |             |
|         |                             | memorandum     |             |
|         |                             | receipt.       |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Other Property              | Destroy after  | VBA         |
| 071.200 | Accountability records.     | the annual     | approved as |
|         |                             | inventory and  | nonrecord   |
|         |                             | after          | (1/84)      |
|         |                             | necessary      |             |
|         |                             | adjustments    |             |
|         |                             | have been made |             |
|         |                             | on the copy of |             |
|         |                             | the            |             |
|         |                             | consolidated   |             |
|         |                             | memorandum     |             |
|         |                             | receipt.       |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | National Archives and       | Destroy 1 year | NA Job      |
| 072.000 | Records Service Loan        | after return   |             |
|         | Receipt (GSA Form 154) or   | of records, or | 352-S253    |
|         | equivalent, and related     | 1 week after   |             |
|         | papers.                     | Permanent      |             |
|         |                             | Withdrawal     |             |
|         |                             | Request and    |             |
|         |                             | Receipt (GSA   |             |
|         |                             | Form 163) or   |             |
|         |                             | equivalent, is |             |
|         |                             | forwarded to   |             |
|         |                             | NARA.          |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Traveler\'s Itinerary File  | Destroy after  | VBA         |
| 073.000 | indicating itinerary of all | return of      | approved as |
|         | personnel on official       | employee       | nonrecord   |
| a       | travel.                     | travelers.     | (1/84)      |
| pproves |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copies of record material   | Destroy after  | VBA         |
| 075.000 | used as source documents in | extracting     | approved as |
|         | lieu of original documents  | data for       | nonrecord   |
|         | for statistical coding and  | coding         | (1/84)      |
|         | which are not proper for    | purposes.      |             |
|         | filing in any               |                |             |
|         | administrative file.        |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Certificate of Release or   | Destroy        | VBA         |
| 076.000 | Discharge From Active Duty  | immediately    | approved as |
|         | (copy 4, DD Form 214)       | upon receipt   | nonrecord   |
|         | received under the USVAC    | of copies      | (1/84)      |
|         | program.                    | received from  |             |
|         |                             | the Service    |             |
|         |                             | Department     |             |
|         |                             | Separation     |             |
|         |                             | Centers after  |             |
|         |                             | November 1968  |             |
|         |                             | and not used   |             |
|         |                             | to process a   |             |
|         |                             | claim.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Worksheets used to request  |                |             |
| 077.000 | preparation of              |                |             |
|         | correspondence in           |                |             |
|         | Centralized Transcription   |                |             |
|         | activity:                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Worksheets returned to      | Destroy after  | VBA         |
| 077.100 | originator with typed       | verification   | approved as |
|         | material.                   | of accuracy of | nonrecord   |
|         |                             | typed          | (1/84)      |
|         |                             | material.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Worksheets retained in      | Destroy after  | VBA         |
| 077.200 | Centralized Transcription   | verifica tion  | approved as |
|         | activity under mail release | of accuracy of | nonrecord   |
|         | program.                    | typed          | (1/84)      |
|         |                             | material.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Security violation          | Destroy by     | NA Job      |
| 078-000 | logs/reports, security      | mutilation or  |             |
|         | activity logs, sensitive    | shredding when | NC1-15-84-2 |
|         | file data logs, security    | 6 months old.  |             |
|         | activity lists. Includes    |                |             |
|         | the following computer      |                |             |
|         | generated reports or        |                |             |
|         | equivalent: Report No.      |                |             |
|         | D601, COIN INS-0001, COIN   |                |             |
|         | INS -0010, COIN INS-0011,   |                |             |
|         | and COIN CARS 0109.         |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Daily Log Printer Report    | Destroy when   | VBA         |
| 080.000 |                             | 30 days old.   | approved as |
|         |                             |                | nonrecord   |
|         |                             |                | (8/83)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Hardware Incident, VA Form  | Maintain on a  | VBA         |
| 083.000 | 30-9909 (pt.3).             | monthly basis. | approved as |
|         |                             | Destroy 1 year | nonrecord   |
|         |                             | after end of   | (8/83)      |
|         |                             | the month.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Hardware Incident Issuance  | Maintain on a  | VBA         |
| 084.000 | Logs.                       | monthly basis. | approved as |
|         |                             | Destroy 1 year | nonrecord   |
|         |                             | after end of   | (8/83)      |
|         |                             | the month.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Target Processing Problem,  | Destroy when 1 | VBA         |
| 085.000 | VA Form 20-8840.            | year old.      | approved as |
|         |                             |                | nonrecord   |
|         |                             |                | (6/80)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Terminal Access Request, VA | Destroy 90     | NA Job      |
| 086.000 | Form 20-8824, or            | days after     |             |
|         | equivalent.                 | deletion of    | NC1-15-84-2 |
|         |                             | employee\'s    |             |
|         |                             | name from the  |             |
|         |                             | system or      |             |
|         |                             | immediately    |             |
|         |                             | after a new    |             |
|         |                             | request has    |             |
|         |                             | been issued    |             |
|         |                             | for that       |             |
|         |                             | employee.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Consolidated Security File  | Destroy by     | NA Job      |
| 087.000 | Listing.                    | shredding when |             |
|         |                             | 2 years old.   | N           |
|         |                             |                | C1-15-84-2. |
+---------+-----------------------------+----------------+-------------+
| 13-     | FOIA (Freedom of            |                |             |
| 088.000 | Information Act) records.   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | FOIA Requests Files. Files  |                |             |
| 088.100 | created in response to      |                |             |
|         | requests for information    |                |             |
|         | under the Freedom of        |                |             |
|         | Information Act consisting  |                |             |
|         | of the original requests, a |                |             |
|         | copy of the reply thereto,  |                |             |
|         | and all related supporting  |                |             |
|         | files which may include     |                |             |
|         | official file copy of       |                |             |
|         | requested record, or copy   |                |             |
|         | thereof. Correspondence and |                |             |
|         | supporting documents        |                |             |
|         | (EXCLUDING the official     |                |             |
|         | file copy of the records    |                |             |
|         | requested, if filed         |                |             |
|         | therein):                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Granting access to all      | Destroy 2      | GRS 14,     |
| 088.110 | requested records.          | years after    |             |
|         |                             | date of reply. | item        |
|         |                             |                | 11a(1).     |
+---------+-----------------------------+----------------+-------------+
| 13-     | Responding to requests for  | Destroy 2      | GRS 14,     |
| 088.120 | nonexistent records, to     | years after    |             |
|         | requesters who provide      | date of reply. | item        |
|         | inadequate descriptions,    |                | 11a(2)(a)   |
|         | and to those who fail to    |                |             |
|         | pay agency reproduction     |                |             |
|         | fees.                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Denying access to all or    | Destroy 6      | GRS 14,     |
| 088.130 | part of the records         | years after    |             |
|         | requested.                  | date of reply. | item        |
|         |                             |                | 11a(3)(a)   |
+---------+-----------------------------+----------------+-------------+
| 13-     | Official file copies of     | Destroy in     | GRS 14,     |
| 088.140 | requested records.          | accordance     |             |
|         |                             | with approved  | item 11b    |
|         |                             | disposition    |             |
|         |                             | instructions   |             |
|         |                             | for the        |             |
|         |                             | related        |             |
|         |                             | records or     |             |
|         |                             | with the       |             |
|         |                             | related FOIA   |             |
|         |                             | request,       |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | FOIA Control Files. Files   |                |             |
| 088.200 | 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 requester:       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Registers or listings.      | Destroy 6      | GRS 14,     |
| 088.210 |                             | years after    |             |
|         |                             | date of last   | item 13a    |
|         |                             | entry.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Other files.                | Destroy 6      | GRS 14,     |
| 088.220 |                             | years after    |             |
|         |                             | final action   | item 13b.   |
|         |                             | by VA or after |             |
|         |                             | final          |             |
|         |                             | adjudication   |             |
|         |                             | by courts,     |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | FOIA Administrative Files.  | Destroy when 2 | GRS 14,     |
| 088.300 | Records relating to the     | years old or   |             |
|         | general agency              | sooner if no   | item 15     |
|         | implementation of the FOIA, | longer needed  |             |
|         | including notices,          | for            |             |
|         | memorandums, routine        | administrative |             |
|         | correspondence, and related | use.           |             |
|         | records.                    |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | FOIA Reports Files.         | Destroy when 2 | GRS 14,     |
| 088.400 | Recurring reports and one   | years old or   |             |
|         | time information            | sooner if no   | item 14     |
|         | requirements relating to    | longer needed  |             |
|         | the agency implementation   | for            |             |
|         | of FOIA.                    | administrative |             |
|         |                             | use.           |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | PA (PRIVACY ACT) Records:   |                |             |
| 089.000 |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Files created in response   |                |             |
| 089-100 | 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). EXCLUDING       |                |             |
|         | requests for information    |                |             |
|         | contained in a system of    |                |             |
|         | records; e.g., claims,      |                |             |
|         | insurance, or loan guaranty |                |             |
|         | folders and the official    |                |             |
|         | file copy of the records    |                |             |
|         | requested.                  |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original request, copy of   | Destroy 2      | GRS 14,     |
| 089.110 | reply and supporting        | years after    |             |
|         | documents granting access   | date of reply. | item 21a(1) |
|         | to all requested records.   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original request, copy of   | Destroy 2      | GRS 14,     |
| 089.111 | reply and supporting        | years after    |             |
|         | documents on responses to   | date of reply. | item        |
|         | requests for nonexistent    |                | 21a(2)(a)   |
|         | records; to requesters who  |                |             |
|         | provide inadequate          |                |             |
|         | descriptions; and to those  |                |             |
|         | who fail to pay agency      |                |             |
|         | reproduction fees.          |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original request, copy of   | Destroy as     | GRS 14,     |
| 089.112 | reply and supporting        | authorized     |             |
|         | documents on responses to   | under Item no. | item        |
|         | requests for nonexistent    | 13-089.300 and | 21a(2)(a)   |
|         | records; to requesters who  | the applicable |             |
|         | provide inadequate          | subparagraph.  |             |
|         | descriptions; and to those  |                |             |
|         | who fail to pay agency      |                |             |
|         | reproduction fees. APPEALED |                |             |
|         | CASES ONLY.                 |                |             |
+---------+-----------------------------+----------------+-------------+
| 13.     | Original request, copy of   | Destroy 5      | GRS 14,     |
| 089.113 | reply and supporting        | years after    |             |
|         | documents denying access to | date of reply. | item        |
|         | all or part of the records  |                | 21a(3)(a)   |
|         | requested.                  |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original request, copy of   | Destroy as     | GRS 14,     |
| 089.114 | reply and supporting        | authorized     |             |
|         | documents denying access to | under Item no. | item        |
|         | all or part of the records  | 13-089.300     | 21a(3)(b)   |
|         | requested. APPEALED CASES   |                |             |
|         | ONLY.                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Official file copy of       | Dispose of in  | GRS 14,     |
| 089.120 | requested records.          | accordance     |             |
|         |                             | with VA        | item 21b.   |
|         |                             | disposition    |             |
|         |                             | instructions   |             |
|         |                             | for the        |             |
|         |                             | related        |             |
|         |                             | records, or    |             |
|         |                             | with the       |             |
|         |                             | related        |             |
|         |                             | Privacy Act    |             |
|         |                             | request,       |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Privacy Act requests from   |                |             |
| 089.200 | individuals to gain access  |                |             |
|         | to records or information   |                |             |
|         | contained in a system of    |                |             |
|         | records; e.g., claims,      |                |             |
|         | insurance or loan guaranty  |                |             |
|         | folders:                    |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Responses granting access   | Dispose of in  | GRS 14,     |
| 089.210 | to all or part of the       | accordance     |             |
|         | requested records or        | with the       | item 23.    |
|         | denying access to all or    | approved       |             |
|         | part of the requested       | disposition    |             |
|         | records.                    | instructions   |             |
|         |                             | for the        |             |
|         |                             | related        |             |
|         |                             | subject        |             |
|         |                             | individual\'s  |             |
|         |                             | records, or 5  |             |
|         |                             | years after    |             |
|         |                             | the disclosure |             |
|         |                             | for which the  |             |
|         |                             | accountability |             |
|         |                             | was made,      |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Responses to requests for   | Dispose of in  | GRS 14,     |
| 089.220 | nonexistent records; to     | accordance     |             |
|         | requesters who provide      | with the       | item 21b.   |
|         | inadequate descriptions and | approved       |             |
|         | to those who fail to pay    | disposition    |             |
|         | agency reproduction fees.   | instructions   |             |
|         |                             | for the        |             |
|         |                             | related        |             |
|         |                             | subject        |             |
|         |                             | individual\'s  |             |
|         |                             | records, or 5  |             |
|         |                             | years after    |             |
|         |                             | the disclosure |             |
|         |                             | for which the  |             |
|         |                             | accountability |             |
|         |                             | was made,      |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Privacy Act Amendment Case  |                |             |
| 089.300 | Files relating to an        |                |             |
|         | individual\'s request to    |                |             |
|         | amend a record pertaining   |                |             |
|         | to that individual; to the  |                |             |
|         | individual\'s request for a |                |             |
|         | review of an agency\'s      |                |             |
|         | refusal of the              |                |             |
|         | individual\'s request to    |                |             |
|         | amend a record; and to any  |                |             |
|         | civil action brought by the |                |             |
|         | individual against the      |                |             |
|         | refusing agency as provided |                |             |
|         | under 5 U.S.C. 552a:        |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Requests to amend agreed to | Dispose of in  | GRS 14,     |
| 089.310 | by the agency. Includes     | accordance     |             |
|         | individuals\' request to    | with the       | item 22a    |
|         | amend and/or review refusal | approved       |             |
|         | to amend, copies of         | disposition    |             |
|         | agency\'s replies thereto,  | instructions   |             |
|         | and related materials.      | for the        |             |
|         |                             | related        |             |
|         |                             | subject        |             |
|         |                             | individual\'s  |             |
|         |                             | records, or 4  |             |
|         |                             | years after    |             |
|         |                             | the agency's   |             |
|         |                             | agreement to   |             |
|         |                             | amend,         |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Requests to amend refused   | Dispose of in  | GRS 14,     |
| 089.320 | by agency. Includes         | accordance     |             |
|         | individual\'s request to    | with the       | item 22b.   |
|         | amend and to review refusal | approved       |             |
|         | to amend, copies of         | disposition    |             |
|         | agency\'s replies thereto,  | instructions   |             |
|         | statement of disagreement,  | for the        |             |
|         | agency justification for    | related        |             |
|         | refusal to amend a record,  | subject        |             |
|         | and related materials.      | individual\'s  |             |
|         |                             | record, 4      |             |
|         |                             | years after    |             |
|         |                             | final          |             |
|         |                             | determination  |             |
|         |                             | by the agency  |             |
|         |                             | or 3 years     |             |
|         |                             | after final    |             |
|         |                             | adjudication   |             |
|         |                             | by courts,     |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Appealed requests to amend. | Dispose of in  | GRS 14,     |
| 089.330 | Includes all files created  | accordance     |             |
|         | in responding to appeals    | with the       | item 22c.   |
|         | under the Privacy Act for   | approved       |             |
|         | refusal by the agency to    | disposition    |             |
|         | amend a record.             | instructions   |             |
|         |                             | for the        |             |
|         |                             | related        |             |
|         |                             | subject        |             |
|         |                             | individual\'s  |             |
|         |                             | record or 3    |             |
|         |                             | years after    |             |
|         |                             | final          |             |
|         |                             | adjudication   |             |
|         |                             | by courts,     |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Privacy Act Accountings of  | Dispose of in  | GRS 14,     |
| 089.400 | Disclosure Filesmaintained  | accord ance    |             |
|         | under the provisions of 5   | with the       | item 23.    |
|         | U.S.C. 552a(c) for an       | approved       |             |
|         | accurate accounting of the  | disposition    |             |
|         | date, nature, and purpose   | instructions   |             |
|         | of each disclosure of a     | for the        |             |
|         | record to any person or to  | related        |             |
|         | another agency, including   | subject        |             |
|         | forms showing the subject   | individual\'s  |             |
|         | individual\'s name,         | record, or 5   |             |
|         | requestor\'s name and       | years after    |             |
|         | address, purpose and date   | the disclosure |             |
|         | of disclosure, and proof of | for which the  |             |
|         | subject individual\'s       | accountability |             |
|         | consent when applicable.    | was made,      |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Privacy Act Control files   |                |             |
| 089.500 | maintained for control      |                |             |
|         | purposes in responding to   |                |             |
|         | requests, including         |                |             |
|         | registers and similar       |                |             |
|         | records listing date,       |                |             |
|         | nature of request and name  |                |             |
|         | and address of requester:   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Registers or listings.      | Destroy 5      | GRS 14,     |
| 089.510 |                             | years after    |             |
|         |                             | date of last   | item 24a.   |
|         |                             | entry.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Other files.                | Destroy 5      | GRS 14,     |
| 089.520 |                             | years after    |             |
|         |                             | final action   | item 24b    |
|         |                             | by the agency  |             |
|         |                             | or final       |             |
|         |                             | adjudication   |             |
|         |                             | by courts,     |             |
|         |                             | whichever is   |             |
|         |                             | later.         |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Privacy Act General         | Destroy when 2 | GRS 14,     |
| 089.600 | Administrative files        | years old or   |             |
|         | relating to the general     | sooner if no   | item 26     |
|         | agency implementation of    | longer needed  |             |
|         | the Privacy Act, including  | for            |             |
|         | notices, memorandums,       | administrative |             |
|         | routine correspondence, and | use.           |             |
|         | related records.            |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Target System transaction   | Destroy by     | NA Job      |
| 090.000 | report (printouts):         | shredding when |             |
|         |                             | 3 months old.  | NC1-15-83-4 |
|         | D-660 Total Transaction     |                |             |
|         | Listing (Daily) and D-665   |                |             |
|         | Total Transaction Listing   |                |             |
|         | (Weekly).                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Reports File. Narrative and |                |             |
| 091.000 | summary statistical         |                |             |
|         | recurring and nonrecurring  |                |             |
|         | reports required for        |                |             |
|         | reporting to higher         |                |             |
|         | echelon; feeder reports     |                |             |
|         | required for compiling      |                |             |
|         | reports requested by higher |                |             |
|         | echelon. Includes           |                |             |
|         | intra-office reports for    |                |             |
|         | internal management; mail   |                |             |
|         | cost reports; sampling      |                |             |
|         | reports and related papers. |                |             |
|         | Excludes quality control    |                |             |
|         | data:                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copies of reports submitted | Destroy 1 year | NA Job      |
| 091.100 | to higher echelon.          | after close of |             |
|         |                             | year report is | NC1-15-84-6 |
|         |                             | submitted to   |             |
|         |                             | requesting     |             |
|         |                             | office.        |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Original and copies of      | Destroy 1 year | NA Job      |
| 091.200 | feeder and intra-office     | from the date  |             |
|         | reports, including          | report is      | NC1-15-84-6 |
|         | electronically maintained   | prepared       |             |
|         | data.                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Supplemental time and       | Destroy after  | GRS 2,      |
| 092.000 | attendance records such as  | GAO audit or   |             |
|         | VA Form 4-5283, Weekly      | when 6 years   | item 8      |
|         | Attendance Record           | old, whichever |             |
|         | (Flexitime) or equivalent,  | is sooner.     |             |
|         | and work reports used for   |                |             |
|         | time accounting under       |                |             |
|         | Flexitime systems.          |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Sensitive File Microfiche   | Destroy by     | NA Job      |
| 093.000 |                             | shredding      |             |
|         |                             | after          | NC1-15-84-8 |
|         |                             | subsequent     |             |
|         |                             | micro fiche is |             |
|         |                             | received.      |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Sensitive File Suspense     | Destroy by     | NA Job      |
| 094.000 | Date Report.                | shredding when |             |
|         |                             | 6 months old.  | NC1-15-84-8 |
+---------+-----------------------------+----------------+-------------+
| 13-     | Journal Extracts.           | Destroy by     | NA Job      |
| 095.000 |                             | shredding when |             |
|         |                             | 1 year old.    | NC1-15-84-8 |
+---------+-----------------------------+----------------+-------------+
| 13-     | Audiovisual Records:        |                |             |
| 096.000 |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Photographs of routine      | Destroy when 1 | GRS 21,     |
| 096.100 | award ceremonies,social     | year old or    |             |
|         | events and activities not   | when no longer | item 1.     |
|         | related to the mission of   | needed.        |             |
|         | the agency.                 |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Video recordings acquired   | Destroy 1 year | GRS 21,     |
| 096.200 | from outside sources for    | after          |             |
|         | personnel and management    | completion of  | item 14.    |
|         | training.                   | training       |             |
|         |                             | program.       |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Video recordings            | Destroy        | GRS 21,     |
| 096.300 | (rehearsal) of \"role       | immediately    |             |
|         | play\" sessions with        |                | item 16.    |
|         | veterans concerning job     |                |             |
|         | interview situations.       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Records relating to the     | Destroy when   | GRS 1,      |
| 097.000 | relationship between        | superceded or  |             |
|         | management and employee     | obsolete.-     | item 28a(2) |
|         | unions or other groups such |                |             |
|         | as copies of negotiating    |                |             |
|         | agreements maintained       |                |             |
|         | outside of the Personnel    |                |             |
|         | activity.                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Systematic Analysis of      | Maintain in    | NA Job      |
| 098.000 | Operations Report.          | open file      |             |
|         |                             | until          | N1-15-86-1  |
|         |                             | out-of-line    |             |
|         |                             | situation is   |             |
|         |                             | corrected;     |             |
|         |                             | transfer to    |             |
|         |                             | closed file.   |             |
|         |                             | Destroy when 2 |             |
|         |                             | years old.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Superseded SF 1199A, Direct | Destroy by     | VBA         |
| 099.000 | Deposit Sign-Up             | shredding.     | approved    |
|         | Form-utilized for direct    | (Remove during |             |
|         | deposit of compensation and | routine        | as          |
|         | pension payments.           | handling of    | nonrecord.  |
|         |                             | the claims     |             |
|         |                             | folder.)       | (9/86)      |
+---------+-----------------------------+----------------+-------------+
| 13-     | Office Automation Files,    |                |             |
| 100.000 | hard copy and electronic    |                |             |
|         | form:                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Word Processing Documents,  | Destroy when   | GRS 23,     |
| 100.100 | which include but are not   | no longer      |             |
|         | limited to letters,         | needed to      | item 2a     |
|         | memoranda, circulars,       | create a copy. |             |
|         | reports, manual changes,    |                |             |
|         | interim issues, etc.,       |                |             |
|         | stored on diskettes.        |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Schedules of Daily          |                |             |
| 100.200 | Activities, which include   |                |             |
|         | calendars, appointment      |                |             |
|         | books, schedules, logs,     |                |             |
|         | diaries, and other records  |                |             |
|         | documenting meetings,       |                |             |
|         | appointments, telephone     |                |             |
|         | calls, trips, visits, and   |                |             |
|         | other activities of Federal |                |             |
|         | employees while serving in  |                |             |
|         | an official capacity,       |                |             |
|         | created and maintained in   |                |             |
|         | hard copy or electronic     |                |             |
|         | form. Materials determined  |                |             |
|         | to be \"personal records\"  |                |             |
|         | are not covered by this     |                |             |
|         | item.                       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Records containing          | Destroy or     | GRS 23,     |
| 100.210 | substantive information     | delete when 2  |             |
|         | relating to official        | years old.     | item 5a.    |
|         | activities, the substance   |                |             |
|         | of which has not been       |                |             |
|         | incorporated into official  |                |             |
|         | files EXCLUDING records     |                |             |
|         | relating to the official    |                |             |
|         | activities of high          |                |             |
|         | government officials.       |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Records documenting routine | Destroy or     | GRS 23,     |
| 100.220 | activities containing no    | delete when no |             |
|         | substantive information and | longer needed. | item 5b.    |
|         | records containing          |                |             |
|         | substantive information,    |                |             |
|         | the substance of which has  |                |             |
|         | been incorporated into      |                |             |
|         | official files.             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Tracking and Control        | Destroy when   | GRS 23,     |
| 100.300 | Records which include logs, | no longer      |             |
|         | registers, and other        | needed         | item 8.     |
|         | records in hard copy or     |                |             |
|         | electronic form used to     |                |             |
|         | control or document the     |                |             |
|         | status of correspondence,   |                |             |
|         | reports, or other records.  |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Diskettes used for backup   | Diskettes      | VBA         |
| 100.400 | of glossary documents.      | retained until | approved as |
|         |                             | glossary       |             |
|         |                             | document is    | Nonrecord.  |
|         |                             | replaced or no |             |
|         |                             | longer needed. |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Backup copies of system     |                |             |
| 100.500 | files, an off-line          |                |             |
|         | removable volume which may  |                |             |
|         | be used to retrieve an      |                |             |
|         | undamaged copy:             |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | File identical to records   | Delete when    | GRS 20,     |
| 100.510 | scheduled for transfer to   | the identical  |             |
|         | the National Archives.      | records have   | item 8a     |
|         |                             | been           |             |
|         |                             | transferred to |             |
|         |                             | the National   |             |
|         |                             | Archives and   |             |
|         |                             | successfully   |             |
|         |                             | copied, or     |             |
|         |                             | when replaced  |             |
|         |                             | by a           |             |
|         |                             | subsequent     |             |
|         |                             | security       |             |
|         |                             | backup file.   |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | File identical to records   | Delete when    | GRS 20,     |
| 100.520 | authorized for disposal in  | the identical  |             |
|         | a NARA-approved records     | records have   | item 8b.    |
|         | schedule.                   | been deleted,  |             |
|         |                             | or when        |             |
|         |                             | replaced by a  |             |
|         |                             | subsequent     |             |
|         |                             | security       |             |
|         |                             | backup file.   |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Transitory records which    | Delete when no | VBA         |
| 100.600 | include electronic mail on  | longer needed. | approved    |
|         | the WANG System.            |                |             |
|         |                             |                | As          |
|         |                             |                | nonrecord   |
|         |                             |                |             |
|         |                             |                | (11/89)     |
+---------+-----------------------------+----------------+-------------+
| 13-     | Finding Aids (or indexes)   | Destroy or     | GRS 23,     |
| 100.700 | which include indexes,      | delete with    |             |
|         | lists, registers, and other | related        | item 9.     |
|         | finding aids in hard copy   | records or     |             |
|         | or electronic form used     | sooner if no   |             |
|         | only to provide access to   | longer needed. |             |
|         | records authorized for      |                |             |
|         | destruction by the GRS or a |                |             |
|         | NARA-approved SF 115,       |                |             |
|         | EXCLUDING records           |                |             |
|         | containing abstracts or     |                |             |
|         | other information that can  |                |             |
|         | be used as an information   |                |             |
|         | that can be used as         |                |             |
|         | information source apart    |                |             |
|         | from the related records.   |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | ADP Programming Records:    |                |             |
| 200.000 |                             |                |             |
|         | (formerly RCS 30-1, Part C, |                |             |
|         | Item No. 30A5)              |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Computer Program Manuals.   |                |             |
| 200.100 | Manuals containing the      |                |             |
|         | collection of information   |                |             |
|         | about programs'             |                |             |
|         | development, maintenance,   |                |             |
|         | machine requirements, and   |                |             |
|         | operation; includes program |                |             |
|         | listings (assembly listings |                |             |
|         | which show the data         |                |             |
|         | contained in Common         |                |             |
|         | Language Source Programs    |                |             |
|         | and Machine Coded Object    |                |             |
|         | Programs, the sequential    |                |             |
|         | location of the data and    |                |             |
|         | other program data);        |                |             |
|         | instructions relative to    |                |             |
|         | the preparation of          |                |             |
|         | necessary Job Stream and    |                |             |
|         | Job Control Cards; logic    |                |             |
|         | diagrams; etc. (formerly    |                |             |
|         | RCS 30-1, Part C, Item No.  |                |             |
|         | 30A5a)                      |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Central Office copies of    | Destroy        | Adm         |
| 200.150 | computer program manuals.   | portions of or | inistrative |
|         | \[formerly RCS 30-1, Part   | complete       |             |
|         | C, Item No. 30A5a(1)\]      | manuals upon   | approval,   |
|         |                             | receipt of a   | 4/20/73.    |
|         |                             | replacement    |             |
|         |                             | item.          | Nonrecord.  |
+---------+-----------------------------+----------------+-------------+
| 13-     | Data Processing Center      | Destroy        | Adm         |
| 200.160 | copies of computer program  | portions of or | inistrative |
|         | manuals. \[formerly RCS     | complete       |             |
|         | 30-1, Part C, Item No.      | manuals upon   | approval,   |
|         | 30A5a(2)\]                  | receipt of a   | 4/20/73.    |
|         |                             | replacement    |             |
|         |                             | item.          | Nonrecord.  |
+---------+-----------------------------+----------------+-------------+
| 13-     | Computer program manuals    | Destroy        | Adm         |
| 200.165 | for programs under the      | portions of or | inistrative |
|         | operational jurisdiction of | complete       |             |
|         | the DPC or complete manuals | manuals upon   | approval,   |
|         | involved and for which the  | receipt of a   | 4/20/73.    |
|         | DPC has maintenance         | replacement    |             |
|         | responsibility. \[formerly  | item.          | Nonrecord.  |
|         | RCS 30-1, Part C, Item No.  |                |             |
|         | 30A5a(2)(a)\]               |                |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copy of LAST or FINAL       | Destroy 1 year | GRS 20,     |
| 200.166 | version of the computer     | after the      |             |
|         | program manuals for         | corresponding  | items 6 & 7 |
|         | discontinued, obsolete and  | program is     |             |
|         | terminated programs.        | discontinued,  |             |
|         | \[formerly RCS 30-1, Part   | declared       |             |
|         | C, Item No.                 | obsolete or is |             |
|         | 30                          | terminated and |             |
|         | A5a(2)(a)[1]{.underline}.\] | after the last |             |
|         |                             | records        |             |
|         |                             | created by the |             |
|         |                             | obsolete or    |             |
|         |                             | terminated     |             |
|         |                             | program have   |             |
|         |                             | been           |             |
|         |                             | destroyed.     |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Copies or portions of all   | Destroy when   | Adm         |
| 200.167 | versions of these manuals.  | replaced or    | inistrative |
|         | \[formerly RCS 30-1, Part   | declared       |             |
|         | C, Item No.                 | obsolete and   | approval,   |
|         | 30                          | are no longer  | 4/20/73     |
|         | A5a(2)(a)[2]{.underline}.\] | required in    |             |
|         |                             | the            | Nonrecord.  |
|         |                             | performance of |             |
|         |                             | operating      |             |
|         |                             | and/or         |             |
|         |                             | administrative |             |
|         |                             | res            |             |
|         |                             | ponsibilities. |             |
|         |                             |                |             |
|         |                             | *NOTE: It      |             |
|         |                             | should not be  |             |
|         |                             | necessary to   |             |
|         |                             | retain these   |             |
|         |                             | records for a  |             |
|         |                             | period longer  |             |
|         |                             | than 1 year.*  |             |
+---------+-----------------------------+----------------+-------------+
| 13-     | Computer program manuals    | Destroy upon   | Adm         |
| 200.170 | for all other program       | receipt of     | inistrative |
|         | (manuals disseminated to    | copies of new  |             |
|         | the DPC involved by the DPC | or replaced    | approval,   |
|         | with maintenance            | records, or    | 4/20/73     |
|         | responsibilities for the    | when           |             |
|         | program.) \[formerly RCS    | corresponding  | Nonrecord.  |
|         | 30-1, Part C, Item No.      | program has    |             |
|         | 30A5a(2)(b)\]               | been           |             |
|         |                             | discontinued   |             |
|         |                             | or becomes     |             |
|         |                             | obsolete.      |             |
+---------+-----------------------------+----------------+-------------+