**RECORDS DISPOSITION SCHEDULE 54**

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

The Office of Congressional and Intergovernmental Relations (OCIR) was
created in 1973 to advise the Secretary of the Department of Housing and
Urban Development (HUD) with respect to legislation and Congressional
relations. OCIR is responsible for: 1) coordinating the activities of
program offices in developing HUD's legislative program, in cooperation
with the Office of the General Counsel (OGC); 2) Oversees progress of
HUD's legislative matters; 3) review draft responses prepared by OGC,
the expression of HUD's position on legislative or executive orders; 4)
coordinating HUD testimony preparations; 5) aids in resolving
intra-departmental policy differences on legislative matters, as well as
Departmental legislative differences with the Office of Management and
Budget; 6) acts as liaison with Congress and serves as point of contact
for Congressional inquiries and communications; 7) keeping the Secretary
fully informed on all legislative matters affecting HUD; and 8)
providing functional supervision to Congressional relations activities
in HUD's regional and field offices.

**Item**

### No. Description of Records Disposition

1 **Assistant Secretary's Records**. The official program files
maintained in the immediate offices of the Assistant Secretary or
maintained separately, but not including personal papers. May include
program subject files, program correspondence, program policy or other
records documenting the functions of the Assistant Secretary and his/her
office.

a\. **Substantive Records of the Assistant PERMANENT**. Cut off files at

**Secretary.** May include internal memo- end of calendar year. Retire
to

randa, meeting notes, minutes, and the record center 3 years after

agenda; interagency and internal cutoff or 1 year after incumbent

correspondence not tracked through leaves office, whichever is

the Executive Secretariat; notes of sooner. Transfer to the

conversations; routing slips with National Archives 5 years

substantive tasking; internal reports, after cutoff or 3 years after

briefing materials, drafts and proposals incumbent leaves office,

for new programs; speeches; termination whichever is sooner.

of functions; decisions and recommenda- (2225.6/63/1a, NARA Job

tions; studies; agreements and memo- N1-207-95-1, item 1a)

randa of understanding; and program

policy or procedural issuances.

**RECORDS DISPOSITION SCHEDULE 54**

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

**Item**

**No. Description of Records Disposition**

b\. **Nonsubstantive Records of the Assistant Temporary**. Cut off files
at

**Secretary**. May include copies of corre- end of calendar year.
Destroy

spondence tracked through the Executive 3 years after cutoff.

#  Secretariat; extra copies of publications (2225.6/63/1b, NARA Job 

and news releases; travel plans; personal N1-207-95-1, Item 1b)

matters; routine invitations to speak and

replies; routine and facilitative correspond-

ence of a nonsubstantive nature and other

records that do not document substantive

policies and procedures of the office.

c\. **Assistant Secretary's Calendars and Logs**.

May include calendars, datebooks, appointment

books, schedules, logs, diaries, journals, and all

other records documenting meetings, appointments,

telephone calls, trips, visits, and other official

activities of the Assistant Secretary. This may also

include such records kept in electronic form, but

does not include personal papers.

1\) **Substantive Records**. Those calen- **PERMANENT**. Cut off at

dars and logs that contains records end of calendar year. Retire

with substantive information relating to records center 3 years after

to official activities that have not been file break or 1 year after in-

incorporated into the official files. cumbent leaves office, whichever
is sooner. Transfer to National Archives 5 years after cutoff or 3 years
after incumbent leaves office, whichever is sooner. (2225.6/63/3a, NARA
Job N1-207-95-1, Item 3a)

**RECORDS DISPOSITION SCHEDULE 54**

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

**Item**

**No. Description of Records Disposition**

2\) **Nonsubstantive Records**. May con- **Temporary**. Destroy or

tain records that document routine delete when no longer

activities containing no substantive needed. May be removed

information or which contain sub- when leaving office

stantive information that has already if cleared by the appro-

been incorporated into the organized priate Records Manage-

official files. ment Liaison Officer (RMLO). The RMLO must verify that
the records are eligible to be removed under this item. (2225.6/63/3b,
NARA Job N1-207-95-1, Item 3b)

2\. **Congressional Correspondence Files**. **Temporary**. Cut off at

These are the official copies of end of calendar year.

correspondence between Congress Retire to record center 1

and the Office of Congressional and year after cutoff.

Intergovernmental Relations, together Destroy 5 years after

with related Department interoffice cutoff. (NARA Job N1-

correspondence. The correspondence 207-00-2, Item 2a)

consists of originals and copies of

incoming and official record copies of

outgoing items such as letters, memoranda,

and other related correspondence from HUD

Field Offices and other Headquarters offices.

Arranged alphabetically by name of Member

of Congress, thereunder in reverse chronological

order. (Supersedes NARA Job N1-207-76-1, Item 1)

**RECORDS DISPOSITION SCHEDULE 54**

OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS

**Item**

**No. Description of Records Disposition**

# 

# 3. **Congressional Notification Files**. Record **Temporary.** Cut off at

#  copies containing informational release records end of fiscal year. Retire to

#  pertaining to Department program actions. records center 2 years after

#  They contain data on type of program; project cutoff. Destroy 5 years after

number; amount of Federal assistance; recipient cutoff. (NARA Job
N1-207-

and location of project; purpose and brief 00-2, item 3)

description; other agencies and/or contractors

involved; names of Members of Congress to

to whom notifications were provided; and other

related information. Arranged by fiscal year,

thereunder alphabetically by name of State,

thereunder reverse chronological by date of

release. (Supersedes NARA Job N1-207-76-1,

Item 2)

4\. **J-1 Waivers**. Contains 1) letters from heads of **Temporary**.
Cut off at end

employing facilities; 2) copies of recruitment of calendar year. Retire
to

materials; 3) letters of recommendation; 4) US records center
immediately

Information Agency (USIA) data sheets; after cutoff. Destroy 5 years

5\) copies of signed contracts between physi- after cutoff. (NARA Job

cians and facilities; 6) documentation that N1-207-97-3, Item 4)

employer is a Health Professional Shortage

Area (HPSA) or medically underserved area (MUA);

7\) copies of Certificate of Eligibility for Exchange

Visitor (J-1) status (Form IAP 66); 8) J-1

physician's curriculum vitae; 9) board passage

of medical license examinations; 10) affidavit

from J-1 physician that his/her medical license

has never been suspended or revoked and he/she

is not subject to any criminal investigation or

proceedings by any medical licensing

authority; 11) signed and notarized HUD

J-1 Visa Policy Affidavit and Agreement;

12\) optional letters of support; 13) HUD's

letter of recommendation to USIA;

14\) letter from USIA to Immigration and

## RECORDS DISPOSITION SCHEDULE 54

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

**Item**

**No. Description of Records Disposition**

Naturalization Service (INS); 15) employ-

ment verification; 16) INS Notice of Action

for waivers granted (form I-797). Arranged

alphabetically by name of applicant. **NOTE:**

HUD formally established its J-1 Waiver

Request Policy on December 6, 1994. On

December 13, 1996, a moratorium on its

J-1 Waiver Request Policy halted acceptance

of J-1 applications until further notice and

was extended retroactively to include all J-1

applications received by the Department.

# 5. **Program** **Subject Files**. Contains copies of **Temporary**. Cut off at end 

letters sent to Congressmen by HUD officials, at end of fiscal year.
Destroy

copies of Inspector General reports, copies of 2 years after cut-off.

the Congressional Record, and copies of General (NARA Job N1-207-00-2,

Accounting Office reports. Dates: Fiscal Year item 5)

2000 to present. Arranged by subject. Volume:

approximately 6 cubic feet.

6\. **Staff Working Papers File**. Working papers of **Temporary.** Cut
off at end

CIR staff. Topics include Kiddie MAC, disaster of calendar year. Destroy
2

relief, proposed public housing reform legisla- years after cut-off or
when

tion, and tracking of appropriations bills. Dates: no longer needed for

1986-Present. Arranged by subject. Volume: current business, whichever

Approximately 21 cubic feet. is sooner. (NARA Job N1-

207-00-2, item 6)

7\. **Statements and Testimonies**. Contains **PERMANENT.** Cut off at

transcripts of statements made by HUD officials end of Congress (every
sec-

before Congress. Dates: 1993 to present. ond year). Retire to records

Arranged chronologically. Volume: Approxi- center 4 years after cutoff.

mately 7 cubic feet. Estimated Annual Transfer to NARA 6 years

Accumulation: 1 cubic foot. after cutoff. (NARA Job N1-

207-00-2, item 7)

### RECORDS DISPOSITION SCHEDULE 54

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

**Item**

**No. Description of Record Disposition**

8\. **Electronic Copies**. Electronic version of records created by the
electronic mail and/or word processing applications, for the following
series in this schedule: Substantive Records of the Assistant Secretary,
Nonsubstantive records of the Assistant Secretary, Assistant Secretary's
Substantive and nonsubstantive Calendars and Logs, Congressional
Correspondence Files, Congressional Notification Files, Program Subject
Files, Staff Working Papers, and Statements and Testimonies.

a\. **Copies that have no further administrative Temporary**. Delete

v**alue after the recordkeeping copy is made:** within 180 days after

Includes copies maintained by individuals in the recordkeeping copy

personal files, personal e-mail, directories, or has been produced.

other personal directories on hard disk or (NARA Job N1-207-00-2,

network drives, and copies on shared network item 8a)

that are used only to produce the recordkeeping

copy.

b\. Copies for dissemination, revision, or updating **Temporary**.
Delete when

that are maintained in addition to the record- dissemination, revision,

keeping copy. or updating is complete.

(NARA Job N1-207-00-

2, item 8b)

9\. **Internet Website Records**. Contains the website records of the
Office of Congressional and Intergovernmental Relations (OCIR).

a\. **Website Information Distribution Pages**. **Temporary**. Delete
when

Contains information for public distribution superseded or obsolete.

such as the OCIR telephone directory, a NARA Job No. 207-01-01,

calendar of events for various housing item 9a)

organizations, and related materials.

b\. **Congressional Testimonies. Temporary.** Delete when 18 months old
or when no longer needed for reference, whichever is sooner. (NARA Job
No. N1-207-01-01, item 9b)

## RECORDS DISPOSITION SCHEDULE 54

**OFFICE OF CONGRESSIONAL AND INTERGOVERNMENTAL RELATIONS RECORDS**

**Item**

**No. Description of Record Disposition**

10 **Secretary's "100 Cities" Briefing Materials. PERMANENT.** Cut off
files

Contains information on medium sized cities, at end of calendar year in

such as Milwaukee, WI and Toledo, OH. which briefing is given. Retire

Information includes form of government, to Federal Records Center 1

names of local government officials, and status year after cutoff.
Transfer to

of local HUD offices. Also contains briefings NARA 2 years after cutoff.

given by the Secretary or the Secretary's (NARA Job No. N1-207-01-01,

representative to government officials in those item 10.)

cities, or to affinity groups such as the National

Hispanic Housing Council. Arranged by name

of city, or affinity group. Volume on hand:

Annual Accumulation: 3 cubic feet.

approximately ½ cubic foot. Estimated

Annual Accumulation: 3 cubic feet.

11 **Program Subject File.** Contains assorted HUD **Temporary.** Cut
off at end

fact sheets, copies of newspaper clippings and of calendar year. Destroy
2

presentation overheads, documents used to track years after cutoff.
(NARA Job

travel of various high-level officials, information No. N1-207-01-01,
item 11)

about National Partners in Homeownership Week,

videotapes produced by non-governmental

organizations, and other assorted reference materials

that do not document substantive policies and

procedures of the office. Arranged alphabetically

by subject. Volume on hand: Approximately 2

cubic feet. Estimated Annual Accumulation: 1

cubic foot.

12 **State/HUD Partnership File**. Provides an **PERMANENT**. Cut off

overview of HUD's local partnerships in at end of calendar year.

selected cities, and includes information about Retire to record center
2

funding of state programs, as well as activities years after cutoff.
Transfer

and accomplishments of those programs. to National Archives 4 years

Arranged alphabetically by name of state. after cutoff. (NARA Job No.

Volume on hand: 2 cubic feet. Estimated N1-207-01-01, item 12)

Annual Accumulation: ½ cubic foot.

**RECORDS DISPOSITION SCHEDULE 54**

**OFFICE OF INTERGOVERNMENTAL RELATIONS**

**Item**

**No. Description of Records Disposition**

13 **Name of File.** Contains copies of **Temporary.** Cut off at end of

correspondence between the Secretary and calendar year. Destroy 2 years

various government officials and other public after cutoff. (NARA Job
No.

figures. Original documents are maintained N1-207-01-01, item 13)

by the Secretary's office. Arranged alphabetically

by last name of correspondent. Volume: 2 cubic

feet. Estimated Annual Accumulation: ½ cubic

foot.

14 **State File**. Contains memoranda and copies of **Temporary**. Cut
off at end of

e-mail messages relating to HUD support for calendar year. Destroy 2
years

state programs and local transition issues such after cutoff. (NARA Job
No.

as the rehabilitation of neighborhoods. This is N1-207-01-01, item 14.)

not an on-going series. Arranged alphabetically

by name of state. Volume on hand: 3 cubic feet.

#  Estimated Annual Accumulation: No further 

accumulation expected.

15 **Mayors File**. Reference file containing bio- **Temporary.**
Destroy when

graphies of mayors of various cities across the superseded or no longer
needed

country, as well as documents summarizing for reference. (NARA Job No.
events and issues of particular interest to HUD N1-207-01-01, item 15)

in those cities. Provides a snapshot of city govern-

ment at that time. Arranged alphabetically by name

of state, thereunder by name of mayor, followed by

the name of the city. Volume on hand: Approxi-

mately 3 cubic feet. Estimated Annual Accumu-

lation: ½ cubic foot.

16 **County Desk Program Outgoing Temporary**. Cut off at end of

**Correspondence .** Consists exclusively of calendar year. Destroy 2
years

outgoing form letters to mayors and county after cutoff. (NARA Job No.

government officials across the country, N1-207-01-01, item 16)

informing them that their county is under

consideration to be a participant in HUD's

## RECORDS DISPOSITION SCHEDULE 54

### OFFICE OF INTERGOVERNMENTAL RELATIONS

**Item**

## No. Description of Records Disposition

#  "County Desk" program. This is not an ongoing 

#  series for OIR. Arranged alphabetically by state. 

#  Volume on hand: Approximately 3 cubic feet. 

#  Estimated Annual Accumulation: no further 

#  accumulation is expected.

17 **Deputy Assistant Secretary's** **Travel Reference Temporary**.
Destroy when no

**File**. Contains printed materials collected to longer needed for
current

Facilitate travel of the Deputy Assistant Secretary, business. (NARA Job
No. N1-

such as brochures, maps and directories. Also 207-01-01, item 12.)

includes blank customer survey forms. Arranged

alphabetically by subject. Volume on hand: 1

cubic foot.

18 **Electronic Copies**. Electronic version of records created by
electronic mail and/or word processing applications for the series
contained in this schedule (Secretary's "100 Cities" Briefing Materials,
Program Subject Files, State/HUD Partnership File, Name File, State
File, Mayors File, County Desk Program Outgoing Correspondence, Deputy
Assistant's Secretary's Travel Reference File, and the Website Records).

a\. Copies that have no further administrative **Temporary.** Delete
within

value after the recordkeeping copy is made. 180 days after the record-

includes copies maintained by individuals in keeping copy has been

personal files, personal electronic mail produced. (NARA Job No. N1-

directories, or other personal directories on 207-01-01, item 18a)

hard disk or network drives, and copies on

shared network drives that are used only to

produce the recordkeeping copy.

b\. Copies used for dissemination, revision or **Temporary.** Delete
when

updating that are maintained in addition to dissemination, revision, or

the recordkeeping copy. Updating is complete. (NARA

Job No. N1-207-01-01, item

18b)