GENERAL RECORDS SCHEDULE 21

Audiovisual Records

This schedule covers audiovisual and related records created by or

for agencies of the Federal Government as well as those acquired in

the course of business. For audiovisual records that are not

described in this schedule, agencies must request disposition

authority by submitting a Standard Form (SF) 115, Request for Records

Disposition Authority, to the National Archives and Records

Administration (NARA) Life Cycle Management Division (NWML).

Audiovisual records include still and motion picture photography,

graphic materials, and sound and video recordings. Related

documentation includes (1) production files or other files

documenting the creation, justification, ownership, and rights to the

records and (2) finding aids used to identify or access the records.

This schedule does not cover: (1) cartographic records, (2) remote

sensing imagery recorded on film or magnetic tape, or (3) microform

copies of textual records. Disposable cartographic records and

remote sensing imagery recorded on film are covered by GRS 17;

temporary computerized data are covered by GRS 20 and GRS 23; and

microform copies of textual records that have been authorized by NARA

for destruction need not be separately scheduled, in accordance with

36 CFR 1230.10(b).

This schedule does not include descriptions of permanent or

potentially permanent records. Guidance about the identification,

maintenance, use, and disposition of potentially permanent

audiovisual records is provided in the NARA publication, \"Managing

Audiovisual Records: An Instructional Guide\" and NARA records

management regulations at 36 CFR 1228.184, Audiovisual Records.

The word \"destroy\" is used to authorize the destruction of data or

information. Erasable media such as audio tape should be reused

whenever practical. Silver-bearing photographic film must be

destroyed in accordance with 41 CFR 101-45.10, \"Recovery of Precious

Metals.\"

This General Records Schedule authorizes the disposal of certain

records without further concurrence from NARA. Agencies are

encouraged to include specific series descriptions for such records

in their comprehensive schedules while citing the applicable

disposition instruction from this General Records Schedule as the

authority for destroying the records.

STILL PHOTOGRAPHY

1\. Photographs of Routine Award Ceremonies, Social Events, and

Activities not Related to the Mission of the Agency.

Destroy when 1 year old.

2\. Personnel Identification or Passport Photographs.

Destroy when 5 years old or when superseded or obsolete, whichever is

later.

3\. Internal Personnel and Administrative Training Filmstrips and

Slides of Programs that do not Reflect the Mission of the Agency.

Destroy 1 year after completion of training program.

4\. Reserved.

GRAPHIC ARTS

5\. Viewgraphs.

Destroy 1 year after use.

6\. Routine Artwork for Handbills, Flyers, Posters, Letterhead, and

other Graphics.

Destroy when no longer needed for publication or reprinting.

7\. Line and Halftone Negatives, Screened Paper Prints and Offset

Lithographic Plates Used for Photomechanical Reproduction.

Destroy when no longer needed for publication or reprinting.

8\. Line Copies of Graphs and Charts.

Destroy when no longer needed for publication or reprinting.

MOTION PICTURES

9\. Films Acquired from Outside Sources for Personnel and

Management Training.

Destroy 1 year after completion of training program.

10\. Reserved.

11\. Routine Surveillance Footage.

Destroy when 6 months old.

12\. Routine Scientific, Medical, or Engineering Footage.

Destroy when 2 years old.

13\. Reserved.

VIDEO RECORDINGS

14\. Programs Acquired from Outside Sources for Personnel and

Management Training.

Destroy 1 year after completion of training program.

15\. Reserved.

16\. Rehearsal or Practice Tapes.

Destroy immediately.

17\. Internal Personnel and Administrative Training Programs that do

not Reflect the Mission of the Agency. (These include \"role-play\"

sessions, management and supervisory instruction, etc.)

Destroy 1 year after completion of training program.

18\. Routine Surveillance Recordings.

Destroy when 6 months old.

19\. Routine Scientific, Medical, or Engineering Recordings.

Destroy when 2 years old.

20\. Recordings that Document Routine Meetings and Award

Presentations.

Destroy when 2 years old.

21\. Reserved.

AUDIO (SOUND) RECORDINGS

22\. Recordings of Meetings Made Exclusively for Note Taking or

Transcription, EXCLUDING recordings of proceedings of Presidential

commissions and other executive commissions. \[See note after this

item.\]

Destroy immediately after use.

\[NOTE: Recordings of Presidential and other executive commissions

are not covered by the GRS. Such records are usually appraised as

permanent, and they must be described on an SF 115 submitted to NARA

for final disposition approval.

23\. Dictation Belts or Tapes.

Destroy immediately after use.

24\. Premix Sound Elements Created During the Course of a Motion

Picture, Television, or Radio Production.

Destroy immediately after use.

25\. Reserved.

26\. Daily or Spot News Recordings Available to Local Radio Stations

on a Call-in Basis.

Destroy when 6 months old.

27\. Reserved.

RELATED DOCUMENTATION

28\. Production Files or Similar Files that Document Origin,

Development, Acquisition, Use, and Ownership of Temporary Audiovisual

Records.

Dispose of according to the instructions covering the related

audiovisual records.

29\. Finding Aids for Identification, Retrieval, or Use of Temporary

Audiovisual Records.

Dispose of according to the instructions covering the related

audiovisual records.