**November 4, 1997**

**RCS VB-1**

**Part I, Section I**

**SECTION I**

**DIRECTOR'S OFFICE**

+---------+-----------------------------+----------------+-------------+
| Item    | Title and/or Description    | Disposition    | Authority   |
| No.     |                             |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Top Secret Accounting and   |                |             |
| 000.100 | Control Files:              |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Registers maintained at     | Destroy 5      | GRS 18,     |
| 000.101 | control points to indicate  | years after    | item 5a     |
|         | accountability over top     | documents      |             |
|         | secret documents,           | shown on forms |             |
|         | reflecting the receipt,     | are            |             |
|         | dispatch or destruction of  | downgraded,    |             |
|         | the documents.              | transferred,   |             |
|         |                             | or destroyed.  |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Forms accompanying          | Destroy when   | GRS 18,     |
| 000.102 | documents to ensure         | related        | item 5B     |
|         | continuing control, showing | document is    |             |
|         | the names of persons        | down graded,   |             |
|         | handling the documents,     | transferred,   |             |
|         | intra-office routing, and   | or destroyed.  |             |
|         | comparable data.            |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Copies of VA and VBA        | Destroy by     | VBA         |
| 000.500 | directives concerning the   | shredding when | approved as |
|         | program for emergency       | suspended or   | nonrecord.  |
|         | planning, such as manuals   | obsolete.      | (3/90)      |
|         | and changes thereto,        |                |             |
|         | letters, memorandums, VA    |                |             |
|         | Form 20-8342, and similar   |                |             |
|         | media (including classified |                |             |
|         | material).                  |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Classified Document and     | Destroy when 2 | GRS 18,     |
| 000.900 | Control Files. Classified   | years old.     | items 1, 2, |
|         | document receipts,          |                | 3, and 4.   |
|         | classified document         |                |             |
|         | destruction certificates,   |                |             |
|         | inventory of classified     |                |             |
|         | documents (forms, letters,  |                |             |
|         | or registers) and any       |                |             |
|         | related correspondence.     |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Correspondence Files.       | Destroy when 2 | NA Job      |
| 010.000 | Routine miscellaneous and   | years old.     |             |
|         | reference material          |                | II NNA      |
|         | pertaining to the           |                | 2166.       |
|         | administration of           |                |             |
|         | activities of VBA field     |                |             |
|         | instructions. EXCLUDES      |                |             |
|         | correspondence which, in    |                |             |
|         | the opinion of the          |                |             |
|         | Director, should be         |                |             |
|         | retained as authority for   |                |             |
|         | action taken by the station |                |             |
|         | such as deviations,         |                |             |
|         | precedents, and exceptions. |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Internal Audit Reports,     | Destroy 10     | NA Job      |
| 040.000 | with related comments,      | years after    |             |
|         | papers, and material.       | completion of  | II NNA      |
|         |                             | report.        | 3481.       |
+---------+-----------------------------+----------------+-------------+
| 01-     | Personnel Security          |                |             |
| 050.000 | Clearance Files. Records    |                |             |
|         | documenting security        |                |             |
|         | clearances for field        |                |             |
|         | station employees,          |                |             |
|         | conducted under Executive   |                |             |
|         | Order 10450, other          |                |             |
|         | Executive orders, or        |                |             |
|         | statutory or regulatory     |                |             |
|         | requirements:               |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Request for clearance or    | File in        | Federal     |
| 050.100 | investigation, such as SF   | official       | Personnel   |
|         | 85, Data for Nonsensitive   | personnel      | Manual,     |
|         | or Noncritical Sensitive    | folder.        | chapter 73, |
|         | Position, SF 86, Security   |                |             |
|         | Investigations Data for     |                | subchapter  |
|         | Sensitive Position.         |                | 5.          |
+---------+-----------------------------+----------------+-------------+
| 01-     | Certificate of Security     | File in        | Federal     |
| 050.200 | Clearance, VA Form 50-4236, | official       | Personnel   |
|         | or equivalent.              | personnel      | Manual,     |
|         |                             | folder in      | chapter     |
|         |                             | accordance     | 736,        |
|         |                             | with           |             |
|         |                             | instructions   | subchapter  |
|         |                             | of Federal     | 5.          |
|         |                             | Personnel      |             |
|         |                             | Manual         |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Copies of investigative     | Destroy by     | Federal     |
| 050.300 | reports and related papers  | shredding in   | Personnel   |
|         | furnished by OPM (Office of | accordance     | Manual,     |
|         | Personnel Management)       | with           | chapter 736 |
|         | pertaining to               | provisions of  |             |
|         | investigations conducted    | Executive      |             |
|         | under Executive Order 10450 | Order 12356,   |             |
|         | on personnel employed by,   | 30 days after  |             |
|         | or seeking employment with  | completion of  |             |
|         | the Government.             | adjudicative   |             |
|         |                             | action or, if  |             |
|         |                             | appropriate,   |             |
|         |                             | upon           |             |
|         |                             | termination of |             |
|         |                             | employee.      |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Correspondence relating to  | Destroy after  | NA Job      |
| 050.400 | the administration and      | being          |             |
|         | operations of the personnel | rescinded or   | NN 164-28.  |
|         | security clearance          | becoming       |             |
|         | activity, consisting of     | obsolete.      |             |
|         | instructional or directive  |                |             |
|         | material.                   |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Correspondence relating to  | Destroy when 2 | GRS 18,     |
| 050.500 | the administration and      | years old.     | item 21.    |
|         | operations of the personnel |                |             |
|         | security clearance          |                |             |
|         | activity, and reflecting    |                |             |
|         | day-to-day activities,      |                |             |
|         | routine requests and        |                |             |
|         | replies, and similar        |                |             |
|         | repetitive material.        |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Employee Security Status    | Destroy when   | GRS 18,     |
| 050.600 | Card File.                  | superseded or  | item 23.    |
|         |                             | obsolete.      |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigation Report Files, |                |             |
| 060.000 | maintained in the office of |                |             |
|         | the Director. Inquiries,    |                |             |
|         | surveys, or special studies |                |             |
|         | made at VA field stations   |                |             |
|         | at the direction of the     |                |             |
|         | Director to ascertain facts |                |             |
|         | and collect evidence in     |                |             |
|         | connection with matters     |                |             |
|         | under jurisdiction of VBA,  |                |             |
|         | in which VA is or may be a  |                |             |
|         | party in interest. Includes |                |             |
|         | evidence, exhibits,         |                |             |
|         | testimony, correspondence,  |                |             |
|         | etc., on cases which do not |                |             |
|         | properly relate to or       |                |             |
|         | become part of a veteran\'s |                |             |
|         | folder or other             |                |             |
|         | administrative file.        |                |             |
|         | EXCLUDES: Investigation     |                |             |
|         | reports which properly      |                |             |
|         | relate to or are maintained |                |             |
|         | in veteran\'s folders or    |                |             |
|         | other administrative files, |                |             |
|         | such as field examinations  |                |             |
|         | on claims and guardianship  |                |             |
|         | cases; tort claims;         |                |             |
|         | overpayment cases; loan     |                |             |
|         | guaranty matters; education |                |             |
|         | and rehabilitation matters; |                |             |
|         | insurance matters; etc.:    |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on acts of   | Destroy 5      | NA Job      |
| 060.100 | impropriety or unethical    | years after    |             |
|         | conduct of employees.       | final          | NN 172-213  |
|         |                             | appropriate    |             |
|         |                             | action has     |             |
|         |                             | been taken.    |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on loss or   | Destroy 5      | NA Job      |
| 060.200 | theft of Govern ment funds  | years after    |             |
|         | or property.                | final          | NN 164-84   |
|         |                             | appropriate    |             |
|         |                             | action has     |             |
|         |                             | been taken.    |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on anonymous | Destroy 5      | NA Job      |
| 060.300 | communications of general   | years after    |             |
|         | character.                  | final          | NN 164-84   |
|         |                             | appropriate    |             |
|         |                             | action has     |             |
|         |                             | been taken     |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on loss or   | Destroy 5      | NA Job      |
| 060.400 | theft of personal funds or  | years after    |             |
|         | property.                   | final          | NN 164-84   |
|         |                             | appropriate    |             |
|         |                             | action has     |             |
|         |                             | been taken     |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on fires,    | Destroy when 2 | GRS 18,     |
| 060.500 | accidents, or similar       | years old.     | item 11.    |
|         | incidents involving         |                |             |
|         | Government property or      |                |             |
|         | employees.                  |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Investigations on other     | Destroy when 2 | GRS 18,     |
| 060.600 | matters of minor nature     | years old.     | item 11.    |
|         | which do not warrant        |                |             |
|         | referral to Central Office  |                |             |
|         | for consideration.          |                |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Correspondence Control, VA  | Destroy 3      | VBA         |
| 080.000 | Form 4583, on congressional | months after   | approved as |
|         | and complaint mail and      | being placed   | nonrecord.  |
|         | White House referral mail.  | in the         | (3/84)      |
|         |                             | inactive or    |             |
|         |                             | closed file.   |             |
+---------+-----------------------------+----------------+-------------+
| 01-     | Equal Employment            | Destroy 4      | GRS 1, item |
| 090.000 | Opportunity Discrimination  | years after    | 25a.        |
|         | Complaint Files. Consist of | resolution of  |             |
|         | reports and related         | case.          |             |
|         | correspondence resulting    |                |             |
|         | from complaints of          |                |             |
|         | discrimination filed by an  |                |             |
|         | employee or applicant for   |                |             |
|         | employment in VA. The       |                |             |
|         | reports include             |                |             |
|         | investigative findings and  |                |             |
|         | conclusions and in some     |                |             |
|         | cases hearing transcripts.  |                |             |
+---------+-----------------------------+----------------+-------------+