GENERAL RECORDS SCHEDULE 12

Communications Records

The principal records documenting communication functions include

messenger service data; telecommunications service control and

operational records; long distance telephone reports; postal records,

consisting of post office forms and supporting papers; mail control

records and supporting and related papers; agency copies of penalty

mail reports; and records relating to private delivery service (such

as United Parcel Service).

This schedule covers the records described below, wherever located in

an agency but does not cover records that reflect Government-wide

programs, such as records held by the U.S. Postal Service and the

Information Technology Service of the General Services Administration

(GSA), other than those documenting their own internal administrative

management functions. In addition, item 4, telephone use records,

has been reserved pending development of disposition standards

acceptable to both the GSA and the General Accounting Office. Any

records created prior to January 1, 1921, must be offered to the

National Archives and Records Administration before applying the

disposition instructions in this schedule.

A new item has been added to this schedule to authorize the

destruction of electronic mail and word processing records maintained

by agencies in addition to the copy in the recordkeeping system.

This item covers electronic copies of electronic mail and word

processing records created and used solely to produce the

recordkeeping copy, and electronic copies of electronic mail and word

processing records that are needed in addition to the recordkeeping

copy for dissemination, revision, or updating.

1\. Messenger Service Files.

Daily logs, assignment records and instructions, dispatch records,

delivery receipts, route schedules, and related records.

Destroy when 2 months old.

2\. Communication General Files.

a\. Correspondence and related records pertaining to internal

administration and operation.

Destroy when 2 years old.

b\. Telecommunications general files, including plans, reports, and

other records pertaining to equipment requests, telephone service,

and like matters.

Destroy when 3 years old.

c\. Telecommunications statistical reports including cost and

volume data.

Destroy when 1 year old.

d\. Telecommunications voucher files.

\(1\) Reference copies of vouchers, bills, invoices, and related

records.

Destroy when 1 fiscal year old.

\(2\) Records relating to installation, change, removal, and

servicing of equipment.

Destroy 1 year after audit or when 3 years old, whichever is sooner.

e\. Copies of agreements with background data and other records

relating to agreements for telecommunications services.

Destroy 2 years after expiration or cancellation of agreement.

3\. Telecommunications Operational Files. \[See note after item

3b.\]

a\. Message registers, logs, performance reports, daily load

reports, and related and similar records.

Destroy when 6 months old.

b\. Copies of incoming and original copies of outgoing messages,

including Standard Form (SF) 14, Telegraphic Message maintained by

communications offices or centers, and EXCLUDING the copies

maintained by the originating program office.

Destroy when 2 years old.

\[NOTE: Master files and data bases created to supplement or replace

the records covered by item 3 are not authorized for disposal under

the GRS. Such files must be scheduled on an SF 115.\]

4\. Telephone Use (Call Detail) Records.

Initial reports of use of telephone lines (e.g., telephone calls,

facsimile transmissions and electronic mail) during a specified

period provided by a telephone company, the General Services

Administration, the Defense Information Systems Agency, or a private

sector exchange on an agency\'s premises, as well as records generated

from initial reports from administrative, technical, or investigative

follow-up. Included is such information as the originating number,

destination number, destination city and state, date and time of use,

duration of the use, and the estimated or actual cost of the use.

EXCLUDED are records accumulated in connection with substantive

investigations and audits that are covered by GRS 22, Inspector

General Records or GRS 6, Accountable Officers\' Accounts Records.

Destroy when 3 years old. Initial reports may be destroyed earlier

if the information needed to identify abuse has been captured in

other records.

5\. Post Office and Private Mail Company Records.

Post Office and private mail company forms and supporting papers,

exclusive of records held by the United States Postal Service.

a\. Records relating to incoming or outgoing registered mail

pouches, registered, certified, insured, overnight, express, and

special delivery mail including receipts and return receipts.

Destroy when 1 year old.

b\. Application for registration and certification of declared

value mail.

Destroy when 1 year old.

c\. Report of loss, rifling, delayed or late delivery, wrong

delivery, or other improper treatment of mail.

Destroy when 1 year old.

6\. Mail and Delivery Service Control Files.

a\. Records of receipt and routing of incoming and outgoing mail

and items handled by private delivery companies such as United Parcel

Service, EXCLUDING both those covered by item 5 and those used as

indexes to correspondence files.

Destroy when 1 year old.

b\. Statistical reports of postage used on outgoing mail and fees

paid for private deliveries (special delivery, foreign, registered,

certified, and parcel post or packages over 4 pounds).

Destroy when 6 months old.

c\. Requisition for stamps (exclusive of copies used as supporting

documents to payment vouchers).

Destroy when 6 months old.

d\. Statistical reports and data relating to handling of mail and

volume of work performed.

Destroy when 1 year old.

e\. Records relating to checks, cash, stamps, money orders, or any

other valuables remitted to the agency by mail.

Destroy when 1 year old.

f\. Records of and receipts for mail and packages received through

the Official Mail and Messenger Service.

Destroy when 6 months old.

g\. General files including correspondence, memoranda, directives,

and guides relating to the administration of mail room operations.

Destroy when 1 year old or when superseded or obsolete, whichever is

applicable.

h\. Locator cards, directories, indexes, and other records relating

to mail delivery to individuals.

Destroy 5 months after separation or transfer of individual or when

obsolete, whichever is applicable.

7\. Metered Mail Files.

Official metered mail reports and all related papers.

Destroy when 6 years old.

8\. Postal Irregularities File.

Memoranda, correspondence, reports and other records relating to

irregularities in the handling of mail, such as loss or shortage of

postage stamps or money orders, or loss or destruction of mail.

Destroy 3 years after completion of investigation.

9\. Electronic Mail and Word Processing System Copies.

Electronic copies of records that are created on electronic mail and

word processing systems and used solely to generate a recordkeeping

copy of the records covered by the other items in this schedule.

Also includes electronic copies of records created on electronic mail

and word processing systems that are maintained for updating,

revision, or dissemination.

a\. Copies that have no further administrative value after the

recordkeeping copy is made. Includes copies maintained by

individuals in personal files, personal electronic mail directories,

or other personal directories on hard disk or network drives, and

copies on shared network drives that are used only to produce the

recordkeeping copy.

Destroy/delete within 180 days after the recordkeeping copy has been

produced.

b\. Copies used for dissemination, revision, or updating that are

maintained in addition to the recordkeeping copy.

Destroy/delete when dissemination, revision, or updating is

completed.