2225.6 REV-1,

CHG-42

APPENDIX 51

RECORDS DISPOSITION SCHEDULE 51

OFFICE OF DEPARTMENTAL EQUAL EMPLOYMENT OPPORTUNITY

This schedule covers records created by the Office of Departmental

Equal Employment Opportunity, (ODEEO) and its predecessors (Headquarters

and Field). The records created are generated from ODEEO\'s

Administrative, General and Program Office Functions and

Responsibilities: pursuant to Title VII of the Civil Rights Act:

Departmental regulations (24 CFR Part 7); and all other present or
future

acts, regulations or directives which affect the enforcement of equal

employment opportunity for HUD employees and applicants.

Item

No. Description of Records Disposition

1\. EEO Complaint Case Files. Each consists of a chronological

history of complaint activity from: (1) informal counseling,

(such as pre-complaint counseling), (2) formal complaint

submission, and (3) final administrative action in the form of

agency decisions or resolutions.

a\. Original EEO Complaint Retire to Federal Records

Case Files. Consist of but Center 1 year following

not limited to: counseling date of termination of

documents, complaint administrative processing

affidavits, correspondence, (includes appeals to

withdrawal notices, EEOC/MSPB). Destroy 4

records of hearings and years after resolution of

meetings, mail receipts, case. (N1-207-98-2, item

reports of investigations; 1a) (GRS 1/25a)

settlement notes, internal

case files, memoranda, and

activity logs. Include

appeals to original EEO

complaint case.

b\. All copies of Complaint Destroy 1 year after

Case Files. Consist of resolution of case.

duplicates of original (N1-207-98-2, item 1b)

EEO Complaint Case File. (GRS 1/25b)

2\. Pre-Complaint Files. Destroy when 2 years old-

Records documenting EEO (N1-207-98-2, item 2)

informal counseling and (GRS 1/25c (2))

other actions that did not

develop into EEO complaint

case files.

-1- 8/98

2225.6 REV-1, CHG-42

APPENDIX 51

RECORDS DISPOSITION SCHEDULE 51

OFFICE OF DEPARTMENTAL EQUAL EMPLOYMENT OPPORTUNITY

Item

No. Description of Records Disposition

3\. Complaint Reference Files. Destroy 2 years after

Consist of material or documents final resolution of case.

used to research complaint cases: (N1-207-98-2, item 3)

may or may not be photocopies. (GRS 1/25c (1))

4\. Agency Decisions/Agreements. Destroy 4 years following

Final Decisions/Agreements full implementation of

executed by the Director of all terms specified in

EEO to resolve EEO disputes. the agreement. (N1-207-

98-2, item 4) (GRS 1/25a)

5\. EEO Reference Files. Consist Destroy when 3 years

of office correspondence; old, or when superseded

suspense files; and reference or obsolete, whichever

material which ordinarily is applicable. (N1-207-

consists of related documents 98-2, item 5) (GRS

pertaining to the present 1/25g)

Civil Rights Act, EEO Statutes,

any pertinent future acts,

directives, or regulations.

6\. Correspondence Files. Use HUD-RDS 3, Item 1

(HUD Records Disposition which reads \"Break files

Schedules (RDS) 3/1) annually. Destroy 3 years

after file break or when no

longer needed for reference,

whichever is earlier.\"

(NARA Job NC1-207-80-5,

item 1).

7\. Technical Reference Use HUD RDS 3, item 6,

Files. (HUD Records Disposition which reads, \"Destroy

Schedules (RDS) 3/6) when superseded,

obsolete, or no longer

needed for reference.\"

(NARA Job NC1-207-80-5,

item 6).

8/98 -2-

2225.6 REV-1, CHG-42

APPENDIX 51

RECORDS DISPOSITION SCHEDULE 51

OFFICE OF DEPARTMENTAL EQUAL EMPLOYMENT OPPORTUNITY

Item

No. Description of Records Disposition

8\. EEO Affirmative Employment Plans AEP(s).

a\. Agency copy of Destroy 5 years from date

consolidated AEP(s). of plan. (N1-207-98-2,

item 8a) (GRS 1/25h (1))

b\. Agency feeder plans to Destroy 5 years from date

consolidate AEP(s). of feeder plan or when

administrative purposes

have been served, whichever

is sooner. (N1-207-98-2,

item 8b) (GRS 1/25h (2))

c\. Report of on-site Destroy 5 years from the

reviews of Affirmative date of report. (N1-207-

Employment Programs. 98-2, item 8c) (GRS 1/25h

(3))

d\. Agency copy of annual Destroy 5 years from date

report of Affirmative of report. (N1-207-98-2,

Employment item 8d) (GRS 1/25h (4))

accomplishments.

-3- 8/98