+----+----------------------------------------------+-----------------+
| #  |                                              |                 |
| Pa |                                              |                 |
| rt |                                              |                 |
|  1 |                                              |                 |
|  - |                                              |                 |
|  R |                                              |                 |
| ec |                                              |                 |
| or |                                              |                 |
| ds |                                              |                 |
|  C |                                              |                 |
| om |                                              |                 |
| mo |                                              |                 |
| n  |                                              |                 |
| to |                                              |                 |
|  M |                                              |                 |
| os |                                              |                 |
| t  |                                              |                 |
| De |                                              |                 |
| pa |                                              |                 |
| rt |                                              |                 |
| me |                                              |                 |
| nt |                                              |                 |
|  O |                                              |                 |
| ff |                                              |                 |
| ic |                                              |                 |
| es |                                              |                 |
+====+==============================================+=================+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| #  |                                              |                 |
| #  |                                              |                 |
| ED |                                              |                 |
| /R |                                              |                 |
| DS |                                              |                 |
+----+----------------------------------------------+-----------------+
| #  |                                              | ## DISPOSAL     |
| #  |                                              |                 |
| IT |                                              |                 |
| EM |                                              |                 |
+----+----------------------------------------------+-----------------+
| *  | ##  DESCRIPTION OF RECORDS                   | **AUTHORITY**   |
| *N |                                              |                 |
| O. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Departmental Policies and Directives.**    |                 |
| 1. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | A master set of all organizational manuals,  |                 |
|    | issuances, and directives.                   |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** PERMANENT.    | ED/RDS, Part 1, |
|    | Records dating from 1980-1995: transfer to   | Item 1          |
|    | the National Archives upon approval of this  |                 |
|    | schedule (1 cu. ft.). Records dating from    | (N1-441-97-2,   |
|    | 1996 to present: cut off when obsolete.      | Item 1)         |
|    | Transfer to the National Archives 2 years    |                 |
|    | after cut off. Records are filed by title    |                 |
|    | and designated agency code.                  |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Office Administrative Files.**             |                 |
| 2. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Records accumulated by individual offices    |                 |
|    | that relate to the internal administration   |                 |
|    | or housekeeping activities of the office     |                 |
|    | rather than the functions for which the      |                 |
|    | office exists. In general, these records     |                 |
|    | relate to the office organization, staffing, |                 |
|    | procedures, and communications; the          |                 |
|    | expenditure of funds, including budget       |                 |
|    | reports; day-to-day administration of office |                 |
|    | personnel, including training and travel;    |                 |
|    | supplies and office services and equipment   |                 |
|    | requests and receipts; and the use of office |                 |
|    | space and utilities. They may also include   |                 |
|    | copies of internal activity and workload     |                 |
|    | reports (including work progress,            |                 |
|    | statistical, and narrative reports which are |                 |
|    | prepared in the office and forwarded to      |                 |
|    | higher levels), and other materials that do  |                 |
|    | not serve as official documentation of the   |                 |
|    | programs of the office.                      |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Destroy when 2 years old or when no longer   | Item 2          |
|    | needed, whichever is sooner. Start new file  |                 |
|    | yearly.                                      | (GRS 23, item   |
|    |                                              | 1)              |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | *NOTE: The above schedule (item 2) is not    |                 |
|    | applicable to the record copies of           |                 |
|    | organizational charts, functional            |                 |
|    | statements, and related records that         |                 |
|    | document the essential organization          |                 |
|    | staffing; and procedures of the office,      |                 |
|    | which must be scheduled prior to disposition |                 |
|    | by submitting an SF 115 to NARA.*            |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Suspense Files.**                          |                 |
| 3. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Documents arranged in chronological order as |                 |
|    | a reminder that an action is required on a   |                 |
|    | given date or that a reply to action is      |                 |
|    | expected and, if not received, should be     |                 |
|    | traced on a given date.                      |                 |
+----+----------------------------------------------+-----------------+
|    | a.  A note or other reminder to take action. |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy after action is taken.             | Item3a          |
|    |                                              |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 6a)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | b.  The file copy or an extra copy of an     |                 |
|    |     outgoing communication, filed by the     |                 |
|    |     date on which a reply is expected.       |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Withdraw documents when reply is received. | Item 3b         |
|    |                                              |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 6b)             |
+----+----------------------------------------------+-----------------+
|    | (1) If suspense copy is an extra copy,       |                 |
|    |     destroy immediately.                     |                 |
+----+----------------------------------------------+-----------------+
|    | (2) If suspense copy is the file copy,       |                 |
|    |     incorporate it into the official files.  |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Requests for Information or                |                 |
| 4. | Publications.**                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Requests for information and replies         |                 |
|    | involving no administrative action, no       |                 |
|    | policy decisions, and no special             |                 |
|    | complications and other printed material.    |                 |
|    |                                              |                 |
|    | (Excluding FOIA requests.)                   |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Destroy when 3 months old, or when no longer | Item 4          |
|    | needed, whichever is sooner.                 |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 7a)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Letters of Transmittal.**                  |                 |
| 5. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Originating office copies of letters of      |                 |
|    | transmittal that do not add any information  |                 |
|    | to that contained in the transmitted         |                 |
|    | material and receiving office copy if filed  |                 |
|    | separately from transmittal material.        |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Destroy when 3 months old, or when no longer | Item 5          |
|    | needed, whichever is sooner.                 |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 7b)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Quasi-official Notes.**                    |                 |
| 6. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Memoranda and other papers that do not serve |                 |
|    | as the basis of official actions, such as    |                 |
|    | notices of holidays, or charitable and       |                 |
|    | welfare fund appeals, bond campaigns, or     |                 |
|    | deal with activities of associations or      |                 |
|    | unions concerned with Government employees.  |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Destroy when 3 months old, or when no longer | Item 6          |
|    | needed, whichever is sooner.                 |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 7c)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | **Mailing Lists.**                           |                 |
| 7. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | a.  Correspondence, request forms, and other |                 |
|    |     records relating to changes in mailing   |                 |
|    |     lists.                                   |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy after appropriate revision of      | Item 7a         |
|    | > mailing list or after 3 months, whichever  |                 |
|    | > is sooner.                                 | (GRS 13, item   |
|    |                                              | 4a)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | b.  Card Lists.                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy individual cards when canceled or  | Item 7b         |
|    | > revised.                                   |                 |
|    |                                              | (GRS 13, item   |
|    |                                              | 4b)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| ** | ##### Supervisors' Per                       |                 |
| 8. | sonnel Files and Duplicate OPF Documentation |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | a.  Supervisors' Personnel Files.            |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > Correspondence, forms, and other records   |                 |
|    | > relating to positions, authorizations,     |                 |
|    | > pending actions, position descriptions,    |                 |
|    | > requests for personnel action, and reports |                 |
|    | > on individual employees duplicated in or   |                 |
|    | > not appropriate for the OPF.               |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Review annually and destroy superseded or  | Item 8a         |
|    | > obsolete documents, or destroy file        |                 |
|    | > relating to an employee within 1 year      | (GRS 1, item    |
|    | > after separation or transfer.              | 18a)            |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | b.  Duplication Documentation.               |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > Other copies of documents duplicated in    |                 |
|    | > OPFs not provided for elsewhere in this    |                 |
|    | > schedule.                                  |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy when 6 months old.                 | Item 8b         |
|    |                                              |                 |
|    |                                              | (GRS 1, item    |
|    |                                              | 18b)            |
+----+----------------------------------------------+-----------------+
| ** | **Word Processing Files.**                   |                 |
| 9. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Documents such as letters, memoranda,        |                 |
|    | reports, handbooks, directives, and manuals  |                 |
|    | recorded on electronic media such as hard    |                 |
|    | disks or floppy diskettes after they have    |                 |
|    | been copied to an electronic record keeping  |                 |
|    | system, paper, or microform for record       |                 |
|    | keeping purposes.                            |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Delete from the word processing system when  | Item 9          |
|    | no longer needed for updating or revision.   |                 |
|    |                                              | (GRS 20, item   |
|    |                                              | 13)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| *  | **Electronic Mail Records.**                 |                 |
| *1 |                                              |                 |
| 0. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Senders' and recipients' versions of         |                 |
|    | electronic mail messages that meet the       |                 |
|    | definition of Federal records, and any       |                 |
|    | attachments to the record messages **after   |                 |
|    | they have been copied to an electronic       |                 |
|    | record keeping system, paper, or microform   |                 |
|    | for record keeping purposes.**               |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Delete from the e-mail system after copying  | Item 10         |
|    | to a record keeping system. Review the       |                 |
|    | agency e-mail guidance for further           | (GRS 20, item   |
|    | instructions.                                | 14)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| *  | **Tracking and Control Records.**            |                 |
| *1 |                                              |                 |
| 1. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Logs, registers, and other records used to   |                 |
|    | control or document the status of            |                 |
|    | correspondence, reports, or other records    |                 |
|    | that are authorized for destruction by the   |                 |
|    | GRS or a NARA-approved SF 115.               |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** TEMPORARY.    | ED/RDS, Part 1, |
|    | Destroy or delete when no longer needed.     | Item 11         |
|    |                                              |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 8)              |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| *  | **Schedule of Daily Activities.**            |                 |
| *1 |                                              |                 |
| 2. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | Calendars, appointment books, schedules,     |                 |
|    | logs, diaries, and other records documenting |                 |
|    | meetings, appointments, telephone calls,     |                 |
|    | trips, visits, and other activities by       |                 |
|    | Federal employees while serving in an        |                 |
|    | official capacity, EXCLUDING materials       |                 |
|    | determined to be personal.                   |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | a.  Records containing substantive           |                 |
|    |     information relating to official         |                 |
|    |     activities, the substance of which has   |                 |
|    |     not been incorporated into official      |                 |
|    |     files, EXCLUDING records relating to the |                 |
|    |     official activities of high government   |                 |
|    |     officials (see note).                    |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy or delete when 2 years old.        | Item 12a        |
|    |                                              |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 5a)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | *NOTE: High level officials include the      |                 |
|    | heads of Federal departments and independent |                 |
|    | agencies; their deputies and assistants; the |                 |
|    | heads of program offices and staff offices,  |                 |
|    | including assistant secretaries,             |                 |
|    | administrators, and commissioners; directors |                 |
|    | of offices, bureaus, or equivalent;          |                 |
|    | principal regional officials; and staff      |                 |
|    | assistants to those aforementioned           |                 |
|    | officials, such as special assistants,       |                 |
|    | confidential assistants, administrative      |                 |
|    | assistants, and career Federal employees or  |                 |
|    | political appointees. Unique substantive     |                 |
|    | records relating to activities of these      |                 |
|    | individuals must be scheduled by submission  |                 |
|    | of an SF 115 to NARA.*                       |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | b.  Records documenting routine activities   |                 |
|    |     containing no substantive information    |                 |
|    |     and records containing substantive       |                 |
|    |     information, the substance of which has  |                 |
|    |     been incorporated into organized files.  |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | > **[Disposition]{.underline}:** TEMPORARY.  | ED/RDS, Part 1, |
|    | > Destroy or delete when no longer needed    | Item 12b        |
|    | > for convenience of reference.              |                 |
|    |                                              | (GRS 23, item   |
|    |                                              | 5b)             |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | *NOTE: GRS 20, item 3, authorizes deletion   |                 |
|    | of electronic records described by subitem   |                 |
|    | "a" and "b" of this item.*                   |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
| *  | **Department Publications.**                 |                 |
| *1 |                                              |                 |
| 3. |                                              |                 |
| ** |                                              |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | All booklets, pamphlets, brochures,          |                 |
|    | newsletters, magazines, and all other types  |                 |
|    | of publications created by program offices   |                 |
|    | within the Department other than those       |                 |
|    | created in the Office of Public Affairs.     |                 |
+----+----------------------------------------------+-----------------+
|    |                                              |                 |
+----+----------------------------------------------+-----------------+
|    | **[Disposition]{.underline}:** PERMANENT.    | ED/RDS, Part 1, |
|    | Cut off at the end of the calendar year.     | Item 13         |
|    | Transfer one copy of all publications to the |                 |
|    | National Archives and Records Administration | (N1-441-97-3,   |
|    | at the end of the calendar year.             | Item 1)         |
+----+----------------------------------------------+-----------------+