APPENDIX 14

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RECORDS DISPOSITION SCHEDULE 14

FINANCE AND ACCOUNTING AUTOMATED SYSTEMS FILES

This schedule covers the files of finance and accounting automated
systems.

The files of each system will be covered in a separate schedule item.

The following alphabetical index to the systems covered by the schedule

will be expanded as new items are approved by the National Archives and

Records Administration and added to this schedule:

System Name Code Item Page

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

Single Family Distributive Shares and One-Time Refunds F26 1 2

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1 5/90

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2225.6 REV-1 CHG-3

APPENDIX 14

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Item

No. Description of Records Disposition

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

1\. Single Family Distributive Shares

and One-Time Refunds System (F26).

This system processes refund

payments data for terminated

FHA insurance.

a\. Work files. Consist of Delete when no longer

temporary files used to needed. (NARA Job

process data. N1-207-89-5, item 1a)

b\. Test files. Consist of data Delete from mass storage

used to assure the accuracy and move to tape if not

of a program. accessed within 45 days;

destroy tape if not

accessed within a 1-year

period. (NARA Job

N1-207-89-5, item 1b)

c\. Documentation. Consist of Destroy 3 years after

an organized series of system is placed on

descriptive documents inactive list. (NARA Job

required to initiate, N1-207-89-5, item 1c)

develop, operate and

maintain specific

applications of ADP

systems.

d\. Master files. Reflect the Delete end-of-fiscal-year

current state of a data master files when 7 years

file in a system at a old; delete end-of-quarter

given time. master files when 3 years

old; delete all other

master files when 120

days old. (NARA Job

N1-207-89-5, item 1d)

e\. Input. Consists of these

media used solely to enter

data into the system:

\(1\) Hard copy (forms, reports Destroy hard copy after

or other documents). microfiche is checked and

verified; destroy

microfiche and any unfilmed

hard copies when 7 years

old. (NARA Job

N1-207-89-5, item 1e(1))

\(2\) Transaction files Delete 60 days after

(automated files used to information has been

update a master file). transferred to the master

file and verified.

(NARA Job N1-207-89-5,

item 1e(2))

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5/90 2

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2225.6 REV-1 CHG-3

APPENDIX 14

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Item

No. Description of Records Disposition

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

\(3\) Table files (used to Delete when 7 years old.

provide specific (NARA Job N1-207-89-5,

information unique item 1e(3))

to a program)\--both hard

copy and automated files.

f\. Output.

\(1\) History files. Consist Delete end-of-fiscal-year

of obsolete master or history files when 7 years

transaction files retained old; delete end-of-quarter

for historical use or history files when 3 years

reference. old; delete all other

history files when 120 days

old. (NARA Job N1-207-89-5,

item 1f(1))

\(2\) Output report files. Delete when 45 days old.

(NARA Job N1-207-89-5,

item 1f(2))

\(3\) Output reports (paper,

diskettes, microfiche).

\(a\) Master set kept by

system sponsor.

1 Annual reports. Destroy annual payment

reports when 7 years old;

destroy others when

3 years old.

(NARA Job N1-207-89-5,

item 1f(3)(a)1)

2 Semiannual reports. Destroy upon receipt of

annual report summarizing

the semiannual reports.

(NARA Job N1-207-89-5,

item 1f(3)(a)2)

3 Monthly reports. Destroy upon receipt of

semiannual report

summarizing the monthly

reports.

(NARA Job N1-207-89-5,

item 1f(3)(a)3)

4 Weekly reports. Destroy upon receipt of

monthly report summarizing

the weekly reports.

(NARA Job N1-207-89-5,

item 1f(3)(a)4)

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3 5/90

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2225.6 REV-1 CHG-3

APPENDIX 14

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Item

No. Description of Records Disposition

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

5 Daily reports. Destroy upon receipt of

weekly report summarizing

the daily reports.

(NARA Job N1-207-89-5,

item 1f(3)(a)5)

6 As requested Destroy when 1 year old.

reports. (NARA Job N1-207-89-5,

item 1f(3)(a)6)

\(b\) All other sets.

1 Annual reports. Destroy when 1 year old.

(NARA Job N1-207-89-5,

item 1f(3)(b)1)

2 Semiannual, Use disposition

monthly, weekly, instructions in f(3)(a) 2,

and daily reports. 3, 4 and 5 above.

(NARA Job N1-207-89-5,

item 1f(3)(b)2)

3 As requested Destroy when 1 year old.

reports. (NARA Job N1-207-89-5,

item 1f(3)(b)3)

\(4\) Data files (files used to Delete 45 days after

provide formatted data to information has been

other systems or programs.) transferred and verified.

(NARA Job N1-207-89-5,

item 1f(4))

g\. Security backup files. Consist of Delete when the identical

data identical in physical format records have been deleted,

to a master file or data base and or when replaced by

kept in case the master file or subsequent security

data base is damaged or backup files.

inadvertently erased. (NARA Job N1-207-89-5,

item 1g)

h\. System program library file. Delete 3 years after system

Consists of all programs and job or program is placed on

control statements/instructions inactive list.

needed to run a system. (NARA Job N1-207-89-5,

item 1h)

i\. Data base file. Consists of an Purge contents of file

organized collection of data, (data/records) and write

designed to serve the user to history file when

organization\'s needs. inactive for 1 year.

(NARA Job N1-207-89-5,

item 1i)

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5/90 4