DEFENSE LOGISTICS AGENCY RECORDS RETENTION SCHEDULE

DLA RECORDS SCHEDULE

August 2018

This manual supersedes DLA Records Schedule dated December 2016 and all previous 

editions. It is mandatory for use DLA worldwide and is the only authorized source for 

records retention/disposition of DLA records. Retentions, as cited by the disposition 

authorities, are approved by the National Archives and Records Administration.
DLA Records Schedule August 2018

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Table of Contents

1-100 DLA Records System...........................................................................................................1

1-100 Introduction..................................................................................................................................... 1

1-101 Purpose ........................................................................................................................................... 1

1-102 System Concept .............................................................................................................................. 1

1-103 Organization of the Records Schedule............................................................................................ 1

1-104 Addition of Rules or Record Series................................................................................................ 2

1-105 Disposition and Cutoff Instructions................................................................................................ 2

1-106 Disposition Authority ..................................................................................................................... 3

1-200 Recordkeeping Requirement and Adequate Documentation..........................................3

1-201 Recordkeeping Requirements......................................................................................................... 3

1-202 Adequate Documentation ............................................................................................................... 4

1-203 Record Categories........................................................................................................................... 4

1-204 Selecting a Record Series ............................................................................................................... 4

1-205 Office Records List......................................................................................................................... 4

1-300 Record Maintenance and Retrieval ...................................................................................4

1-301 File Plan (Outline) .......................................................................................................................... 4

1-302 Records Storage Repositories......................................................................................................... 5

1-400 Record Schedule and Disposition.......................................................................................5

1-401 Records Schedule............................................................................................................................ 5

1-402 Records Disposition........................................................................................................................ 8

Record Schedules and Disposition Authority..............................................................................8

1300 Human Resources Military Personnel.............................................................................................. 8

1400 Human Resources Civilian Personnel............................................................................................ 14

1445 Equal Employment Opportunity (EEO)......................................................................................... 36

2000 International Programs................................................................................................................... 42

4100 Logistics Operations and Support.................................................................................................. 45

4140 Materiel Management and Control ................................................................................................ 54

4145 Storage – Strategic Material........................................................................................................... 66

4155 Quality Assurance.......................................................................................................................... 92

4160 Property Management.................................................................................................................. 102
DLA Records Schedule August 2018

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4161 Law Enforcement Support Office ............................................................................................... 115

4165 Engineering, Construction and Real Property.............................................................................. 118

4180 Energy .......................................................................................................................................... 127

4200 Production ................................................................................................................................... 129

4205 Small Business............................................................................................................................. 131

4215 Industrial Plant Equipment (IPE) ................................................................................................ 136

4245 Value Engineering ....................................................................................................................... 138

4500 Transportation, Movement and Control....................................................................................... 140

4600 Communications and Electronics ................................................................................................ 150

4700 Environmental ............................................................................................................................. 154

5000 Procurement (Contracting)........................................................................................................... 162

5010 Management Programs ................................................................................................................ 185

5015 Records Management ................................................................................................................. 199

5025 Forms and Publications Management ......................................................................................... 203

5040 Audio Visual ................................................................................................................................ 205

5100 Command Chaplain ..................................................................................................................... 207

5108 Inspector General ........................................................................................................................ 209

5122 Public Affairs............................................................................................................................... 212

5240 Intelligence/Counterintelligence .................................................................................................. 218

5300 Office and Administrative Records.............................................................................................. 227

5307 General Counsel........................................................................................................................... 241

5330 Printing and Copying ................................................................................................................... 255

5335 Supplies and Equipment............................................................................................................... 257

5400 Privacy Act / Freedom of Information......................................................................................... 266

5401 Legislative Affairs........................................................................................................................ 271

6000 Safety and Health......................................................................................................................... 272

6055 Security and Emergency Services ............................................................................................... 276

7000 Budget and Finance...................................................................................................................... 290

7120 Logistics Standards...................................................................................................................... 311

7303 Morale, Welfare and Recreation (MWR)..................................................................................... 315

7304 MWR Child Care ........................................................................................................................ 317
DLA Records Schedule August 2018

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7305 MWR Non-appropriated Funds (NAF)........................................................................................ 321

8000 Chief Information Officer (CIO).................................................................................................. 332

8100 Information Technology (IT) Administration and Control.......................................................... 335

8120 Electronic Information Systems (EIS) ........................................................................................ 345

8300 Information Infrastructure............................................................................................................ 394

8500 Information Security .................................................................................................................... 396

Appendix Cross-Reference Forms to Records Series and Retention.................................................... 406
DLA Records Schedule August 2018

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DLA RECORDS and INFORMATION (RIM) PROGRAM 

1-100 Introduction

1-101 Purpose. The DLA Records and Information Management (RIM) program provides 

guidance for the systematic control of records throughout their lifecycle from creation and 

receipt through active use, management and storage, to final disposition. Records, in all media 

and formats, are indexed by record series to facilitate locating and retrieving records when 

needed and to ensure they are identified when they have reached their retention and final.

1-102 System Concept

 a. Under the DLA Records System, a record document is filed according to the function to 

which it relates and where feasible with the Federal Enterprise Architecture Lines-of-Business 

model. This change is to align with the National Archives and Records Administration (NARA) 

General Records Schedule (GRS) format. Under this model the GRS groups records by the 

business process that creates them.

b. The DLA Records Schedule, also referred to as a Records Disposition or Records 

Retention Schedule, is reformatted to align by the function or business process instead of the 

organization that performs the function. It is broken down into separate schedules using the DoD 

issuance numbering system as a guideline. 

c. Changes made to the DLA’s records schedule align with the NARA GRS and adapt to

electronic records management. Record Series are being condensed to functional processes to 

form a “bucket” vice a granular approach to managing information and records.

1-103 Organization of the Records Schedule

a. Major Subject Group. DLA’s records schedule follows the Department of Defense 

(DoD) issuance numbering system which groups like functions under major subject groups and 

subgroups. DLA’s format breaks down functions into individual schedules under the numerical 

group and subject areas identified below. 

Numerical Group Major Subject 

1000-series Manpower and Personnel

2000-series International 

4000-series Logistics, Natural Resources and Environment

5000-series Acquisition, Administrative Management, Organizational Charters, 

Security, Public Affairs and Legislative Affairs

6000-series Health

7000-series Budget, Finance, Audits and Related Information Control

8000-series Information Management and Information Technology

b. Individual Schedules. The individual schedules are based on the Department of Defense 
DLA Records Schedule August 2018

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(DoD) issuance numbering system subgroup. 

DLA Schedule Number DoD Issuance

1400 DoDI 1400.25 Civilian Personnel Management

5015 DoDI 5015.02 Records Management

7000 DoD Financial Management Regulation (FMR) 7000.14

c. Schedule Layout. The schedule is created by dividing each function into individual 

schedules that use a table format. The table identifies the Record Series (for ease of search), 

Record Series Title and Content Description, Disposition and Cutoff Instructions, and 

Disposition Authority.

d. Rules. Rules cover the different types of records and their retentions under the schedule. 

The rule classifies or groups similar documents and/or information created, received or used 

under the four-digit functional schedule number. A rule may have a subset which exists to cover 

differing retention periods for records that exist in association with the main rule. Rules are 

assigned by the DLA Records Manager. Below is a rules breakdown example:

 7000 Schedule

1 Rule

1.01 Subset of Rule

e. Record Series Number. The four-digit Schedule number plus the Rule equals the Record 

Series Number. Record series are a filing classification system used as a method to index and 

file records, similar to the Dewey Decimal system used within libraries. 

In the example below: 7000.1 is used by the office of record to file the official copy of a 

financial transaction (i.e., invoices, credit card statements, etc.). 7000.1.01 is used by other 

offices that maintain a copy of the official copy to document their stake in the transaction.

DLA Schedule + DLA Schedule Rule/Records Title = Records Series

7000 1 / Financial Transactions – Official copy 7000.1

7000 1.01 / Financial Transaction – Other copies 7000.1.01

1-104 Addition of Record Series. Additional numbers must not be added locally to the DLA 

Records Schedule. Recommendations for changes, additions or deletions to the Records 

Schedule will be coordinated with the Component Records Officer (CRO) and submitted to the 

DLA Records Officer (ARO) for coordination using DLA Form 1690. Only NARA approved 

retentions may be used and they are included in the DLA Records Schedule and will be 

published and released by the ARO.

1-105 Disposition and Cutoff Instructions. Cutoffs are part of the disposition instructions 

and clarify when a record is cutoff or when no new information can be added to a case file (i.e., 

contracts, personnel records, litigation files, etc.). Cutoffs are Fiscal Year (FY), Calendar Year 
DLA Records Schedule August 2018

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(CY) or Event Based (contracts – Event is Final Payment). 

 

1-106 Disposition Authority. The Archivist of the United States, National Archive and 

Records Administration (NARA) is the only person authorized to approve disposition of Federal 

records. Requesting disposition of records to NARA is called scheduling, and once submitted 

and approved by the Archivist, a disposition authority is assigned and is mandatory for use in 

accordance with Federal law (44 USC 3301). NARA also releases disposition of common 

Federal records known as the General Records Schedule (GRS) and is for use by all Federal 

agencies. DLA uses a hybrid schedule and includes records retentions approved specifically for 

DLA and GRS retentions. The following breakdown explains the various disposition authorities 

cited.

Disposition Authority Dates Used Key/Definition

DAA-0361-2013-0003 2010 – Present DAA = Records Schedule created in the NARA Electronic Records 

Archives (ERA)

0361 = 4-digit numerical Records group – 361 is DLA

2013 = 4-digit Fiscal Year

0003 = 4-digit place holder for sequential numbers assigned within a 

FY

N1-361-91-04 1985-2010 N1 = NARA office symbol and general appraisal SF-115 (N1) 

361 = 3-digit numerical records group – 361 is DLA

91 = 2-digit FY when SF-115 was registered

04 = Sequential SF-115 number assigned within a FY

NN-168-94 1962-1974 NN = Office of the National Archives

1 = Agency external disposal request / DLA requested the disposition

68 = FY

94 = Sequential SF-115 number assigned within a FY

GRS 1, Item 3 1985 – Present GRS = General Records Schedule (Approved by NARA for all 

Federal Agencies use)

1 = Sequential SF-115 Number assigned to NARA GRS

3 = Sequential item number listed within the GRS

1-200 Recordkeeping Requirement and Adequate Documentation.

1-201 Recordkeeping Requirements. Statements in laws, regulations, agency policy or other 

issuances that specify which records are to be created, received and maintained by agency 

personnel. Agencies are required to create adequate and proper documentation and to meet these 

obligations agencies must specify the program and administrative records that are created, 

received and maintained by their office. (Example: A DLA Issuance that instructs that specific 

forms and reports be submitted).

1-202 Adequate Documentation. Based on law and is created and maintained to support the 
DLA Records Schedule August 2018

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legal, financial and business needs of the agency. It contributes to efficient and economical 

agency operations, by guaranteeing information is documented in official files and electronic 

information systems. This includes audiovisual, cartographic and architectural materials.

1-203 Record Categories. Individual offices routinely create, receive and maintain the same 

types of records that are broken down into two categories: Administrative and Program 

(Mission). 

a. Administrative. Administrative records are records used by all offices to support 

administrative requirements. Example: Time and attendance, Telework, Briefing charts, copies 

of Policy and Standard Operating Procedures, etc.

b. Program (mission) Records. Program records support the function for which the office 

exists. Example: Contracts, Publication Master Sets, Legal Correspondence, Reports, etc. 

1-204 Selecting a Record Series. The process involved in finding the proper record series is 

a progression from identifying the record, its function and then locating the record series, 

regardless of the organization the user resides, that best fits the function of the record. 

Example:

a. Contracts. Acquisition (J7) oversees the contracting function; however, it is performed 

within many DLA Components but all organizations performing that function should refer to 

Schedule 5000 and identify the appropriate rule that describes the records being created, received 

and maintained.

b. Financial Documents. Finance (J8) oversees financial transactions; however, these 

functions are performed within all DLA Components. Component offices that create, receive,

and maintain financial documents should refer to Schedule 7000 and identify the appropriate rule 

that describes the records created, received and maintained.

1-205 Office Records List (ORL). A filing reference tool that identifies commonly used 

records within the business unit, branch and division that document the policy, decisions, 

persons, places, thing or matters dealt with by the office. Offices benefit from creating an ORL 

to assist office staff in determining what records are created and where they are filed. This 

document does not list retentions or replace the file plan.

1-300 Records Maintenance and Retrieval 

1-301 File Plan. A file plan is a comprehensive outline that includes the records series, file 

organization, active file locations, file transfer instructions, file retention and disposition 

instructions, and other specific instructions that provide guidance for effective management of 

records and information, including vital records and privacy act information. It is an essential 

component of an effective recordkeeping system, serves as a roadmap to what records are 

created, received, and where they are maintained within each individual program and 

administrative offices (Individual business units, Division, Section or Branch). 

a. File plans are created annually and specifically list where files are maintained and in 
DLA Records Schedule August 2018

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what format (hardcopy or electronic) as well as provides the disposition and disposition 

authority. GRS items will cite both the legal authority “DAA” number and for informational 

purposes the GRS number (GRS 2.2, Item 070, (DAA-GRS-2017-0007-0008)). 

b. A file plan for each program (mission) and administrative office (Functional Line of 

Business (FLOB) office within each Component (D and J-codes, Major Subordinate Commands

(MSC) and Field Activities will be submitted to the J6 Component Records Officer (CRO) 

annually or after major reorganizations. Files maintained by individuals within the office will be

consolidated into the FLOB office file plan. 

c. Files maintained electronically in the DLA records management application, Document 

Automated Content Services-Records Management (DACS-RM) or on shared network drives are 

considered centrally maintained and may have one file plan created and maintained on the FLOB 

office file plan. File plans are used to quickly and easily retrieve records. 

1-302 Records Storage Repositories. Records are maintained in approved storage 

repositories. Storage areas that hold physical records (paper, microfiche, photographs, etc.) must 

be located in environmentally controlled areas. Electronic repositories must be indexed in 

accordance with the DLA Records Schedule. Repositories include:

a. File Cabinets. Maintain physical records, are lockable and access is controlled.

b. Electronic Records Management Applications. Holds unstructured electronic records 

and meets DoD 5015.02-STD requirements and are Joint Interoperability Test Command (JITC) 

approved. DLA approved repository for official records is DACS-RM.

c. Shared Drives/SharePoint. Unstructured electronic documents that do not meet the 

definition of an official record. Included are working documents and/or reference copies which 

are also referred to as non-records. Index and manage these documents in accordance with RIM 

policy. 

d. Personal Drives. Records must not be maintained on personal drives unless a waiver is 

granted by the CRO or ARO. Waivers granted on a case-by-case basis based on sensitivity of 

records.

1-400 Records Schedule and Disposition

1-401 Records Schedule. Identifies records as either temporary or permanent and all records 

schedules must be approved by the National Archives and Records Administration (NARA). It 

provides mandatory instructions for the disposition of the records (including the transfer of 

permanent records and disposal of temporary records) when they are no longer needed by the 

agency.

a. Agency Records Schedule. Agencies are required by law to develop records schedules 

for all of their records not covered by the General Records Schedule (GRS). Agencies are to 

maintain an up-to-date inventory of their records and electronic information systems and submit 

schedules for NARA approval. The schedule contains descriptions of record series or systems 

and disposition instruction for each. The instruction specifies when the series is to be cutoff, 

when eligible records are to be moved to off-site storage, when eligible temporary records must 

be destroyed or deleted and when permanent records are to be transferred to the National 

Archives or Agency Historian. Schedules are not to be implemented until NARA has approved 
DLA Records Schedule August 2018

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them. Some schedules may need to be approved by the General Accounting Office before 

NARA approves them.

b. General Records Schedule (GRS). The GRS provides mandatory disposal authorization 

for temporary administrative records common to several or all agencies of the Federal 

Government. They are issued by the Archivist of the United States under the authority of 44 

U.S.C. 3303a(d). The GRS includes records relating to civilian personnel, fiscal accounting, 

procurement, communications printing and other common functions.

 c. DLA Records Schedule. The DLA Records Schedule is a hybrid schedule that contains

both GRS disposal authorizations and DLA specific authorizations. It is mandatory for use DLA 

world-wide.

d. Benefits of a Records Schedule. Using a records schedule provides the following 

benefits.

 i. Ensures records are organized and maintained consistently so they can be easily 

retrieved and identifiable as evidence of the program’s activities. Allows the agency and offices 

to meet requirements of audit, Freedom of Information Act (FOIA) requests, or discovery in a 

lawsuit.

ii. Conserves office space and equipment by using filing cabinets to store only active 

paper records and conserves server space by using tapes, disks, and other off-line storage media 

for electronic records.

 iii. Saves money by moving inactive files to off-site storage areas until they are ready for 

final disposition.

 iv. Helps preserve records that are valuable for historical or other research purposes.

v. Controls the growth of records in offices through the systematic disposition of records

that are no longer needed to support the financial, legal and business needs of the agency.

1-402 Records Disposition. Approved records dispositions are listed in the DLA Records 

Schedule and are mandatory for records in all media. Most temporary records are authorized for 

destruction when their retention periods expire. Methods of destruction include:

 a. Classified Records and Information. Security-classified or otherwise restricted records 

require special procedures, including witnessed destruction. Executive Order 12356 governs the 

destruction of security-classified documents. Any questions regarding destruction of classified 

information should be addressed to DLA Intelligence for further guidance.

 b. Controlled Unclassified Information (CUI). CUI is a categorical designation that refers 

to unclassified information that does not meet the standards for national security classification, 

but it can be pertinent to the national interests of the United States or to the important interests of 

entities outside the Federal Government and under law or policy that requires protection from 

unauthorized disclosure, special handling safeguards, or prescribed limits on exchange or 

dissemination. For Official Use Only (FOUO) is an example of CUI. DLA has authorized the 

following methods for the destruction of CUI:

 i. Burning (Use of burn bags and an authorized burn facility)

 ii. Cross-cut shredding (Shredders must be listed on the NSA Evaluated products list)
DLA Records Schedule August 2018

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iii. Any method approved for the destruction of classified material.

 c. Records without National Security or Other Restrictions. Records without national 

security or other restrictions may be burned, pulped, shredded, macerated or discarded with other 

waste materials. 
DLA Records Schedule August 2018

8

DLA RECORDS SCHEDULE – 1300

Human Resources Military Personnel

This schedule relates to military personnel matters, including military personnel assignments and 

actions.

SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

1300.1 Personnel Requisitions. Documents 

relating to the requisitioning of military 

personnel and to requests to the Military 

Departments for the assignment of 

military personnel to DLA.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.2 Assignments and Transfers. Documents 

relating to named military personnel 

assigned to or transferred from elements 

of DLA including reports of assignments 

for special projects showing staffing 

patterns, service assigned and similar 

papers.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.3 Individual Personnel Records. 

Individual-type records relating to 

military personnel assigned to DLA. This 

item includes only those records that 

according to the requirements of the 

Military Services concerned are 

transferred with the individual during his 

military career; for example, personnel 

records jackets, qualification records, and 

health records. While such records are 

grouped under this file number for overall 

identification purpose; neither, the jackets 

(folders) nor their contents will be 

annotated with this file number.

Maintenance and 

disposition will be 

as prescribed by 

the Military Service 

concerned.

Referral 

information 

only. Does not 

cite disposition.

1300.4 Informational Personnel Records.

Documents accumulated on individual 

military personnel and maintained at 

various command levels with DLA as a 

result of routing communications through 

command channels or maintained by 

offices not having custody of the 

individual personnel record. Excludes 

record copies of documents properly filed 

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17
DLA Records Schedule August 2018

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SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

in 1300.3, Individual Personnel Records; 

however, it may include a copy of such 

documents.

1300.5 Qualification Record Extracts. Extracts 

from personnel qualification records such 

as from Officer Qualification Record, 

Enlisted Qualification Record, or other 

sources. Excludes official qualification 

records covered under 1300.3, Individual 

Personnel Records.

Temporary. 

Cutoff at end of 

Event. Destroy 

upon transfer or 

separation of the 

individual.

N1-361-91-17

1300.6 Decorations and Awards Presentations.

Case files accumulated as a result of 

recommendations for, and presentation of, 

decorations and awards. Includes 

recommendations; comments; approvals; 

copies of notices of decoration, notices of 

and requisitions for awards for 

decorations, documents properly filed in 

individual personnel files, 

acknowledgment of receipt of 

decorations, and related papers.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.7 Awards and Decorations Special 

Orders. Special orders for awards and 

decorations awarded by DLA.

Temporary. 

Cutoff at end of 

CY. Destroy after 

10 years.

N1-361-91-17

1300.8 Evaluation Reports. Documents relating 

to the initiation, preparation, and 

submission of regular and special 

evaluation reports on military personnel.

Temporary. 

Cutoff at end of 

Event. Destroy 1 

year after 

separation or 

transfer from DLA.

N1-361-91-17

1300.9 Non-judicial Punishment. Documents 

pertaining to specific instances of nonjudicial punishment when administered by 

DLA and retained copies of information 

and allegations furnished the Military 

Services where non-judicial punishment is 

not administered by DLA, including 

requests for detachment of personnel on 

duty with DLA for the purpose of 

Temporary. 

Cutoff at end of 

Event. Destroy 1 

year after transfer 

of the individual 

concerned.

N1-361-91-17
DLA Records Schedule August 2018

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SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

administering non-judicial punishment. 

Note: For judicial (courts martial) actions, 

see General Counsel Schedule 5307.36,

Military Justice.

1300.10 Military Position Descriptions. Position 

descriptions covering military positions 

authorized for DLA.

Temporary. 

Destroy when 

superseded or 

canceled.

N1-361-91-17

1300.11 Military Personnel Data. Individual 

records or listings serving as control or 

reference files rather than as official 

documentation. Such records provide 

current information relative to military 

personnel, such as date of assignment, 

rotation date, branch of service, rank, date 

of rank, military and civilian education.

Temporary. 

Destroy upon 

reassignment of 

individual or upon 

supersession, as 

applicable.

N1-361-91-17

1300.12 Personal Affairs. Relates to 

administrative preparation and/or 

processing of personal-type actions such 

as request for Government life insurance, 

mortgage insurance, or social security. 

Excludes documents appropriate for filing 

under 1300.3, Individual Personnel 

Records.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.13 Promotions. Documents relating to the 

promotion of enlisted, warrant, and 

commissioned officer personnel.

Temporary. 

Cutoff at end of 

CY). Destroy after 

2 years.

N1-361-91-17

1300.14 Retention on Active Duty. Documents 

relating to the retention on active duty of 

military personnel and the 

accomplishment of certificates of 

declination or acceptance of active duty 

obligation.

Temporary. 

Destroy 1 year 

after separation 

from DLA 

assignment, or in 

accordance with 

requirements of 

military service, as 

applicable.

N1-361-91-17

1300.15 Retirement, Resignation, Separation.

Documents not included in military 

personnel jackets that relate to requests 

for retirement, resignation, and/or 

Temporary. 

Destroy 1 year 

after separation 

from DLA, or in 

N1-361-91-17
DLA Records Schedule August 2018

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SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

separation of military personnel, 

retirement ceremonies, publication of 

orders, and retired personnel reports.

accordance with 

requirements of 

military service, as

applicable.

1300.16 Reserve Affairs. Documents relating to 

the administration of military reserve 

affairs including selection and assignment 

of mobilization designees, active duty 

training, preparation of tables of 

distribution, and similar papers.

Temporary. 

Destroy 2 years 

after separation or 

release from 

mobilization 

designation, or 

after supersession 

or obsolescence, or 

after 5 years, as 

applicable.

N1-361-91-17

1300.17 Troop Information and Education. 

Documents pertaining to objectives, 

requirements, preparation of reports, and 

dissemination of information to military 

personnel.

Temporary. 

Destroy when 

superseded or 

obsolete, or after 3 

years, as 

applicable.

NN-168-94

1300.18 Clearance Certificates. Copies of 

retained clearance certificates indicating 

completion of clearance procedures by 

departing military personnel. They consist 

of installation clearance certificates or 

similar forms, with supporting documents 

evidencing payment of service bill; return 

of property held on receipt; return of 

identification documents; return of 

vehicle, weapon, and similar registration 

papers; medical clearances; and similar 

clearance matters.

Temporary. 

Cutoff at end of 

Event. Destroy 1 

year after 

reassignment of 

individual.

N1-361-91-17

1300.19 Rosters and Strength Returns – Army:

Monthly Personnel Strength Zero 

Balance Report. Includes:

Rosters, returns, reports, and related 

papers regarding military personnel 

assigned to DLA.

Temporary. 

Cutoff annually or 

when reporting 

unit is reduced to 

zero strength. 

Transfer to inactive 

file and destroy 

after 1 year.

N1-361-91-17
DLA Records Schedule August 2018

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SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

1300.19.01 Rosters and Strength Returns – Others. 

Includes: Rosters, returns, reports, and 

related papers regarding military 

personnel assigned to DLA.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.20 Duty Rosters. Rosters maintained for 

recording duties performed by personnel 

in an organization in order to make an 

equitable determination of duty 

assignments.

Temporary. 

Destroy 3 months 

after last duty 

assignment is made 

from the roster.

N1-361-91-17

1300.21 Military Personnel Registers. Registers 

used to control absences from military 

installations containing signatures; time of 

departure or arrival; name, grade, or rank, 

and organization of individual; authority 

for absence, destination, and address 

while absent; length of absence; and 

similar information.

Temporary. 

Cutoff at end of 

CY. Destroy after 1 

year.

N1-361-91-17

1300.22 Military Personnel Locator Cards. 

Locator cards and comparable forms used 

to indicate the whereabouts of personnel.

Temporary. 

Cutoff at end of 

Event. Destroy 1 

year after transfer, 

departure, or 

separation of the 

individual.

N1-361-91-17

1300.23 Leave of Absence. Duplicate copies of 

DA Form 31, Request and Authority for 

Leave, NAVCOMPT Form 3065, Leave 

Request/Authorization, AF Form 988, 

Leave Request/Authorization, NAVMC 

Form 3, Leave Authorization (Officer and 

Enlisted) (1050), and comparable forms 

used in requesting and granting leave for 

military personnel.

Temporary. 

Destroy when all 

postings to leave 

records have been 

completed and 

verified, except 

when required as 

evidence in any 

proceedings.

N1-361-91-17

1300.24 Enlisted Personnel Passes. Duplicate 

copies of DD Form 345, Armed Forces 

Liberty Pass, DA Form 31, Request and 

Authority for Leave, and comparable 

forms and orders used in authorizing 

Temporary. 

Destroy upon 

reassignment or 

separation of the 

individual, except 

when required as 

N1-361-91-17
DLA Records Schedule August 2018

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SCHEDULE 1300 - Human Resources Military Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction

Disposition 

Authority

enlisted personnel to be absent on other 

than leave.

evidence in any 

proceedings.

1300.25 Training. Non-mission Employee 

Training Program Records. Exclusion: 

This item does not cover ethics-related 

training. Records about planning, 

assessing, managing, and evaluating an 

agency’s training program: 

• Plans, reports and program evaluations

• Organizational and occupational needs 

assessments 

• Employee skills assessments 

• Employee training statistics 

• Notices about training opportunities, 

schedules, or courses 

• Mandatory training tracking and 

reporting files 

• Logistics and coordination documents 

• Authorization, Agreement and 

Certification of Training (SF-182) and 

similar records 

• Registration forms, employee attendance 

records 

• Syllabi, presentations, instructor guides, 

handbooks, and lesson plans 

• Reference and working files on course 

content 

• Other course materials, such as 

presentations and videos 

• Student, class, or instructor evaluations 

Note: Financial records related to 

purchase of training or travel for training 

are scheduled under 7000.1.

Temporary. 

Cutoff at end of 

CY. Destroy when 

3 years old, or 3 

years after 

superseded or 

obsolete, whichever 

is appropriate.

GRS 2.6, Item 

010 (DAAGRS-2016-

0014-0001)
DLA Records Schedule August 2018

14

DLA RECORDS SCHEDULE – 1400

Human Resources Civilian Personnel

This schedule relates to the administration of civilian personnel programs for appropriated and 

non-appropriated fund employees. Included functional areas are: (1) Employee development 

training and incentives, (2) Position classification and pay administration, (3) Staffing, (4) 

Employee Relations and (5) Maintenance of Official Personnel Folder and related personnel 

actions.

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.1 Personnel Program/Project Files. 

Documents related to the formulation, 

management, administration and 

execution of individual Personnel 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. 

Destroy 3 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-91-17

1400.2 Employee Management Administrative 

Records. Records on routine office 

program support, administration, and 

human resources operations. Includes:

• Reports, including annual reports to the 

Department of State concerning the 

number of official passports issued and 

related matters

• Reports from subordinate units 

regarding statistics and other reporting 

measures

• General correspondence with internal 

agency offices and with OPM

• General correspondence with travelers 

regarding official passport application 

procedures and documentation 

requirements

• Statistics, including lists of official 

passport holders 

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years. 

GRS 2.2, Item 

010 (DAAGRS-2017-

0007-0001)

1400.2.01 Rescinded and aligned under 1400.2
DLA Records Schedule August 2018

15

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.3 Notifications of Personnel Actions.

Copies of Standard Form 50, documenting 

all individual personnel actions such as 

hiring, promotions, transfers, and 

separation. Includes chronological files, 

fact sheets, general correspondence, and 

forms about pending personnel actions 

maintained by agency Human Resources 

offices.

Exclusion: SF-50s filed in the OPF. 

Items 040 and 041 of this schedule cover 

these records

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old. 

GRS 2.2, Item 

050 (DAAGRS-2017-

0007-0006)

1400.3.01 Rescinded - use 1400.2

1400.3.02 Employment Eligibility Verification 

Records. Employment Eligibility 

Verification form I-9 and any supporting 

documentation.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

employee separates

from service or 

transfers to another 

agency.

GRS 2.2, Item 

060 (DAAGRS-2017-

0007-0007)

1400.4 Non-mission Employee Training 

Program Records. Exclusion: This item 

does not cover ethics-related training. 

Records about planning, assessing, 

managing, and evaluating an agency’s 

training program: 

• Plans, reports and program evaluations;

• Organizational and occupational needs 

assessments;

• Employee skills assessments;

• Employee training statistics;

• Notices about training opportunities, 

schedules, or courses;

• Mandatory training tracking and 

reporting files;

• Logistics and coordination documents;

• Authorization, Agreement and 

Certification of Training (SF-182) and 

similar records;

• Registration forms, employee attendance 

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old, or 3 years after 

superseded or 

obsolete,whichever is 

appropriate.

GRS 2.6, Item 

010 (DAAGRS-2016-

0014-0001)
DLA Records Schedule August 2018

16

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

records;

• Syllabi, presentations, instructor guides, 

handbooks, and lesson plans;

• Reference and working files on course 

content;

• Other course materials, such as 

presentations and videos;

• Student, class, or instructor evaluations.

Note: Financial records related to 

purchase of training or travel for training 

are scheduled under 7000.1.

1400.5 Individual Employee Training Records.

Records documenting training required by 

all or most Federal agencies, such as 

information system security and antiharassment training, and training to 

develop job skills. Records may include: 

• Completion certificates or verification 

documents for mandatory training 

required of all Federal employees or 

specific groups of employees (e.g., 

supervisors, contractors) 

• Individual Development Plans (IDPs)

• Mentoring or coaching agreements 

Exclusion: Academic transcripts, 

professional licenses, civil service exams, 

or documentation of mission-related 

training are not covered by this item.

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, 3 years 

old, or 1 year after 

separation, 

whichever comes 

first.

GRS 2.6, Item 

030 (DAAGRS-2016-

0014-0003)

1400.6 Rescinded and aligned under 1400.5

1400.7 Rescinded and aligned under 1400.4

1400.8 and 

1400.8.01

Rescinded and aligned under 1400.4

1400.9 Course Reference Materials. Reference 

copies of pamphlets, notices, catalogs and 

other records which provide information 

on courses or programs offered by 

Government or non-Government 

organizations, not covered elsewhere.

Temporary. Cutoff 

at end of CY. 

Destroy when no 

longer needed.

GRS 4.1, Item 

010 (DAAGRS-2013-

0002-0016)

1400.10 Recinded - use 1400.20

1400.11 Rescinded per GRS Transmittal 28
DLA Records Schedule August 2018

17

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.12 Position Classification Standards.

Correspondence and other records relating 

to developing classification standards 

specific to a single agency or all agencies, 

including notice of Office of Personnel 

Management (OPM) approval or 

disapproval.

Exclusion: OPM’s case files on 

classification standards are not covered by 

this item.

Temporary. Destroy 

2 years after 

standard is 

superseded, 

canceled, or 

disapproved by OPM 

(as appropriate).

GRS 2.1, Item 

010 (DAAGRS-2014-

0002-0001)

1400.12.01 Rescinded - aligned under 1400.12

1400.13 Position Descriptions (PDs) - Official 

Record Copy of Position Description. 

Records relating to developing, editing, 

classifying, and evaluating position 

descriptions, including information on 

title, series, grade, duties, and 

responsibilities.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

position is abolished 

or description is 

superseded.

GRS 2.1, Item 

020 (DAAGRS-2014-

0002-0002)

1400.13.01 Position Descriptions (PDs) - All other 

related records. Includes:

• Case file at position’s program office 

• Background material in Human 

Resources case file

• Other copies

Temporary. Cutoff 

at end of Event. 

Destroy when 

position description 

is final or no longer 

needed.

GRS 2.1, Item 

022 (DAAGRS-2014-

0002-0003)

1400.14 Rescinded per GRS Transmittal 28

1400.15 Rescinded per GRS Transmittal 28

1400.16 Position Reviews and Classification 

Appeals. Records an agency creates and 

receives when reviewing a position’s 

classification in response to a 

classification appeal to the agency Human 

Resources function or directly to OPM, 

including records of desk audits. 

Exclusion: OPM’s corresponding case 

file is not covered by this item.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

final decision.

GRS 2.1, Item 

030 (DAAGRS-2014-

0002-0004)
DLA Records Schedule August 2018

18

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.17 Certificates of Classification. 

Certificates a Federal agency receives 

from OPM, stating final decision on a 

position classification appeal. 

Exclusion: OPM’s file is not covered by 

this item.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

position is abolished 

or description is 

superseded.

GRS 2.1, Item 

040 (DAAGRS-2014-

0002-0005)

1400.18 Position/Occupation Structures. 

Proposed reorganization materials, 

records of advice provided, newly 

developed standards, reports, and related 

correspondence used to plan and conduct 

position/occupational structure analyses.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

N1-361-91-17

1400.19 Wage Surveys and Pay Adjustment 

Determinations. Contractor salary 

comparability charts, copies of 

supervisory position descriptions, 

correspondence, and related backup 

materials used to conduct locality wage 

surveys, develop hazardous and 

environmental pay entitlements, and 

determine pay adjustments for

classification act supervisors of Federal 

Wage System Employees.

Temporary. Review 

Annually. Destroy 

when superseded or 

obsolete.

N1-361-91-17

1400.20 Incentive Package Records. Records of 

recruitment, relocation, and retention 

incentives; federal student loan 

repayment; and supervisory differentials 

offered under the Federal Employees Pay 

Comparability Act. 

Temporary. Cutoff 

at End of Event. 

Destroy 3 years after 

date of approval, 

completion of service 

agreement, or 

termination of 

incentive or 

differential payment, 

whichever is later.

GRS 2.4, Item 

090 (DAAGRS-2016-

0015-0011)

1400.21 Rescinded - aligned under 1400.43

1400.22 Job Vacancy Case Files. Records of onetime competitive and Senior Executive 

Service announcements/selections. Case 

files an agency creates when posting and 

filing competitive job vacancies. Also 

known as case examining, competitive 

Temporary. Cutoff 

at end of CY or 

Event. Destroy 2 

years after selection 

certificate is closed 

or final settlement of 

GRS 2.1, Item 

050 (DAAGRS-2014-

0002-0006)
DLA Records Schedule August 2018

19

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

examination, or merit case files. Includes:

• Request for lists of eligible candidates

• Job announcement

• Examination announcement

• Job analysis, assessment criteria, and 

crediting plan

• Basis for certification

• Applications, resumes, supplemental 

forms, other attachments

• List of eligible candidates or 

applicants screened, ranking or ratings 

assigned, and basis for certification

• Certificates, registers or lists of 

eligible candidates issued to selecting 

officials

• Job-related test records

• Annotate certificates of eligible 

candidates returned by selecting 

officials

• Job offers

• Records of job offer being accepted or 

declined

• Correspondence/documentation of 

announcement recruiting operation

Legal Citation: 5 CFR 335.103

any associated 

litigation; whichever 

is later.

1400.22.01 Job Vacancy Case Files. Records of 

standing register competitive files for 

multiple positions filled over a period of 

time. Case files an agency creates when 

posting and filing competitive job 

vacancies. Also known as case 

examining, competitive examination, or 

merit case files. Includes:

• Request for lists of eligible candidates

• Job announcement

• Examination announcement

• Job analysis, assessment criteria, and 

crediting plan

• Basis for certification

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

register.

GRS 2.1, Item 

051 (DAAGRS-2014-

0002-0007)
DLA Records Schedule August 2018

20

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Applications, resumes, supplemental 

forms, other attachments

• List of eligible candidates or 

applicants screened, ranking or ratings 

assigned, and basis for certification

• Certificates, registers or lists of 

eligible candidates issued to selecting 

officials

• Job-related test records

• Annotate certificates of eligible 

candidates returned by selecting 

officials

• Job offers

• Records of job offer being accepted or 

declined

• Correspondence/documentation of 

announcement recruiting operation

Legal Citation: 5 CFR 335.103

1400.23 Records of Delegation of Authority for 

Examination and Certification.

Agreements and related records created 

under the authority of 5 U.S.C. 1104 by 

which OPM delegates to an agency the 

authority to examine and certify 

applicants for employment.

Exclusion: OPM’s records are not 

covered by this item.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

agreement 

terminates.

GRS 2.1, Item 

150 (DAAGRS-2014-

0002-0021)

1400.23.01 Rescinded – realigned under 1400.22.01

1400.23.02 Rescinded - realigned under 1400.22.01

1400.24 Rescinded per GRS Transmittal 28

1400.25 Rescinded - realigned under 1400.22 or 1400.22.01

1400.26 Rescinded - realigned under 1400.22 or 1400.22.01

1400.27 Rescinded - realigned under 1400.22 or 1400.22.01

1400.28 Rescinded per GRS Transmittal 28

1400.29 Rescinded - realigned under 1400.22 or 1400.22.01

1400.30 Case files on Lost or Exposed Job Test 

Materials. Files showing the circumstances of loss, nature of the recovery 

action, and corrective actions when Civil 

Service or job-specific test questions are 

Temporary. Cutoff 

at end of CY. 

Destroy 5 years after 

date of final report. 

GRS 2.1, Item 

70 (DAA-GRS2014-0002-

0012)
DLA Records Schedule August 2018

21

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

erroneously made potentially available to 

candidates.

1400.31.01 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.31.02 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.31.03 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.31.04 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.31.05 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.32 Requests for Non-Competitive 

Personnel Action. Agency copy of 

requests submitted to OPM for approval 

of non-competitive personnel action on 

such matters as promotion, transfer, 

reinstatement, or change in status.

Temporary. Cutoff 

at end of CY. Cutoff 

annually. Destroy 1 

year after approval is 

granted or denied.

GRS 2.1, Item 

080 (DAAGRS-2014-

0002-0013)

1400.33 Rescinded - realigned under 1400.22

1400.33.01 Rescinded - realigned under 1400.22.01

1400.34 Resinded per GRS Transmittal 28

1400.34.01 Resinded per GRS Transmittal 28

1400.35 Audits. Delegated Authority Audits. 

Reports of delegated examining 

operations audit delivered to the audited 

agency. 

Exclusion: OPM’s records are not 

covered by this item.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

day of audit report.

GRS 2.1, Item 

160 (DAAGRS-2014-

0002-0022)

1400.36 Separation Program Management 

Records: Records NOT specific to an 

agency separation initiative. Records 

documenting the general work process to 

release career, temporary, and politicalappointment employees from employment 

status. Includes: 

• Registers of separation or transfers 

such as SF-2807, SF-3103, or similar 

records

• Retention registers and related records

• Reports, correspondence, and control 

documents

• Exit interview compilations 

identifying and tracking trends 

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded or 

obsolete.

GRS 2.5, Item 

010 (DAAGRS-2014-

0004-0001)
DLA Records Schedule August 2018

22

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.36.01 Separation Program Management 

Records: Records Specific to an agency 

separation initiative. Includes reductionin-force, voluntary early retirement, 

voluntary separation, and similar 

programs records specific to an agency 

separation initiative such as reduction-inforce, voluntary early retirement, 

voluntary separation, and similar 

programs.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

date of program 

closure.

GRS 2.5, Item 

011 (DAAGRS-2014-

0004-0002)

1400.37 Rescinded - realigned under 1400.22 or 1400.22.01

1400.38 Interview Records. Case files related to 

filling job vacancies, held by hiring 

official and interview panel members. 

Includes:

• Copies of records in the job vacancy 

case file (1400.22 and 1400.22.01)

• Notes of interviews with selected and 

non-selected candidates

• Reference check documentation

Legal citations: 5 CFR 335.103, 5 CFR 

300.104. According to 5 CFR 300.104, 

the time-frame in which an appeal must 

be filed may be established by each 

agency at its own discretion.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

case is closed by hire 

or non-selection, 

expiration of right to 

appeal a nonselection, or final 

settlement of any 

associated litigation, 

whichever is later.

GRS 2.1, Item 

090 (DAAGRS-2014-

0002-0008)

1400.39 

Overview

Rescinded

1400.39.01 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.39.02 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.39.03 Rescinded - use 1400.22, 1400.22.01 or 8120.51

1400.40 Adverse Action files. Case files and 

records related to effected adverse actions 

against employees. Includes:

• Copy of the proposed adverse action

• Supporting documents

• Statements of witnesses

• Employee’s reply

• Hearing notices

• Reports

Temporary. Destroy 

7 years after case is 

closed. NOTE: The 

same retention must 

be applied to ALL 

cases. Individual 

cases MAY NOT be 

kept longer than 

others arbitrarily.

GRS 2.3, Item 

061 (DAAGRS-2015-

0007-0018)
DLA Records Schedule August 2018

23

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Decisions

• Appeal records

• Supporting documentation of letters 

of reprimand

Exclusion: Excludes letters of reprimand 

which are filed in the OPF.

1400.41 Counseling Files. Reports of interviews, 

analyses and related records.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

termination of 

counseling.

GRS 1, Item 

26a

1400.42 Administrative Grievance Files.

Records relating to grievances raised by 

covered entities/individuals such as nonbargaining agency employees. Includes 

formal and informal administrative 

grievance processes. Includes:

• Grievance documents (copy of 

original grievance submission and

supporting documentation/evidence

• Statements of witnesses

• Reports of interviews and hearings

• Examiner's findings and 

recommendations

• Copy of the original decision

• Related correspondence and exhibits

Exclusion: Item excludes EEO 

complaints and negotiated grievances by

bargaining unit employees.

Temporary. Destroy 

7 years after case is 

closed. NOTE: The 

same retention must 

be applied to ALL 

cases. Individual 

cases MAY NOT be 

kept longer than 

others arbitrarily.

GRS 2.3, Item 

060 (DAAGRS-2015-

0007-0017)

1400.42.01 Performance-based action files. Case 

files and records related to effected 

performance based actions against 

employees. Includes:

• Performance appraisal

• Performance improvement plan

• Supporting documents

• Copy of the proposed performancebased action

Temporary. Destroy 

7 years after case is 

closed. NOTE: The 

same retention must 

be applied to ALL 

cases. Individual 

cases MAY NOT be 

kept longer than 

others arbitrarily.

GRS 2.3, Item 

062 (DAAGRS-2015-

0007-0023)
DLA Records Schedule August 2018

24

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Employee’s reply

• Decision notices

• Hearing notices

• Appeal records

1400.43 

Overview

Employee Performance Files for Non-Senior Executive Service (SES) and for 

Senior Executive Service.

This is an overview for record series 1400.43.01 through 1400.43.05. Do not use the 

overview for retention.

1400.43.01 Unacceptable Performance Appraisals 

of Non-Senior Executive Service 

Employees. Appraisals of unacceptable 

performance for non-senior executive 

service employees (as defined in 5 U.S.C. 

4301(2)), where a notice of proposed 

demotion or removal is issued but not 

effected, and all related documents. 

Legal citations: 5 U.S.C. section 4303(d) 

and 5 CFR Part 293.404

Temporary. Cutoff 

at end of Event. 

Destroy after 

employee completes 1 

year of acceptable 

performance from the 

date of written 

advance notice of 

proposed removal or 

reduction-in-grade 

notice. This 

disposition 

instruction is 

mandatory; 

deviations are not 

allowed.

GRS 2.2, Item 

071 (DAAGRS-2017-

0007-0009)

1400.43.02 Acceptable Performance Appraisals of 

Non-Senior Executive Service 

Employees. Performance records for 

employees as defined in 5 U.S.C. 

4301(2)).

Exclusion: Performance records 

superseded through an administrative, 

judicial, or quasi-judicial procedure are 

covered by item 073 of this schedule.

Legal citation: 5 CFR Part 293.404

Temporary. Cutoff 

at end of Event. 

Destroy no sooner 

than 4 years after 

date of appraisal.

GRS 2.2, item 

070 (DAAGRS-2017-

0007-0008)

1400.43.03 Rescinded - use 1400.43.02
DLA Records Schedule August 2018

25

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.43.04 Employee Performance Files:

Superseded Performance related 

records. Performance records superseded 

through an administrative, judicial, or 

quasi-judicial procedure. Superseded 

performance records of both non-senior

executive service employees and senior 

executive service employees.

Legal citation: 5 CFR Part 293.404

Temporary. Cutoff 

after event. Destroy 

when superseded. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed.

GRS 2.2, Item 

073 (DAAGRS-2017-

0007-0011)

1400.43.05 Records of Senior Executive Service 

Employees. Performance records for 

employees as defined in 5 U.S.C. 

3132a(2). Includes records of 

performance ratings boards. 

Legal citation: 5 CFR Part 293.404

Temporary. Destroy 

no sooner than 5 

years after date of 

appraisal.

GRS 2.2, Item 

072 (DAAGRS-2017-

0007-0010)

1400.43.06 Rescinded - use 1400.43.02

1400.44 Rescinded - use 1400.43

1400.44.01 Rescinded - use 1400.43.04

1400.44.02 Rescinded - use 1400.43.05

1400.44.03 Rescinded - use 1400.43.05

1400.44.04 Rescinded - use 1400.43.05

1400.44.05 Rescinded - use 1400.43.05

1400.45 Labor management relations 

agreement negotiation records:

Office(s) Responsible for negotiations.

Records relating to negotiations with 

labor unions. Includes: 

• Negotiation agreements

• Requests to bargain

• Bargaining session records/notes

• Correspondence

• Memoranda

• Reports

• Forms

• Other records relating to the 

negotiated agreements and general 

relationship between management, 

employee unions and other groups

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

expiration of 

agreement.

GRS 2.3, Item 

050 (DAAGRS-2015-

0007-0014)
DLA Records Schedule August 2018

26

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.45.01 Labor Management Relations General 

and Case Files: Other Offices.

Temporary. Destroy 

when superseded or 

obsolete.

GRS 2.3, Item 

051 (DAAGRS-2015-

0007-0015)

1400.46 Labor Arbitration General and Case 

Files. Correspondence, forms, and 

background papers relating to labor 

arbitration cases.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

final resolution of 

case.

GRS 2.3, Item 

052 (DAAGRS-2015-

0007-0016)

1400.47 Occupational Injury and Illness Files.

Reports and logs (including OSHA Forms 

100, 101, 102, and 200, or equivalents) 

maintained as prescribed in 29 CFR 1960 

and OSHA pamphlet 2014 to document 

all recordable occupational injuries and 

illnesses.

Temporary. Cutoff 

at end of CY. 

Destroy when 5 years 

old.

GRS 1, Item 34

1400.48 

Overview

Denied Health Benefits Requests Under Spouse Equity. Denied eligibility files 

consisting of applications, court orders, denial letters, appeal letters, and related 

papers.

This is an overview for record series 1400.48.01 through 1400.48.03. Do not use the 

overview for retention.

1400.48.01 Denied Health Benefits Requests Under 

Spouse Equity. Health benefits denied, 

not appealed.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

original denial, denial 

of appeal, or final court 

order, whichever is 

appropriate. 

GRS 2.4, Item 

111 (DAAGRS-2016-

0015-0014)

1400.48.02 Rescinded by GRS Transmittal 28

1400.48.03 Rescinded - use 1400.48.01

1400.49 Workers’ Compensation Claimant’s 

Files. Forms, reports, correspondence and 

related medical and investigatory records 

relating to on-the-job injuries, whether or 

not a claim for compensation was made 

excluding copies filed in the Employee 

Medical Folder and copies submitted to 

the Department of Labor.

Temporary. Cutoff 

at end of Event. 

Event is after closed 

by Dept of Labor. 

Destroy/Delete 10 

years after event.

DAA-0361-

2017-0009-

0001
DLA Records Schedule August 2018

27

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.49.01 Workers’ Compensation (personnel 

injury compensation) records. Records 

of agencies that do not forward case file 

material to DOL for retention in DOL’s 

master OWCP records. 

Temporary. Cutoff 

at end of Event. 

Destroy 15 years 

after compensation 

ceases or when 

deadline for filing a 

claim has passed. 

GRS 2.4, Item 

101 (DAAGRS-2016-

0015-0013)

1400.50 Donated Leave Program Individual 

Case Files. Records documenting leave 

donation and receipt, including recipient 

applications; agency approvals or denials; 

medical or physician certifications; and 

records of leave donations, supervisor 

approvals, leave transfers, payroll 

notifications, and terminations from the 

program. 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

the employee 

receiving leave is no 

longer participating 

in the program.

GRS 2.4, Item 

071 (DAAGRS-2016-

0015-0009)

1400.50.01 Donated Leave Program 

Administrative Records. Records related 

to managing the program, including: 

• Records of leave bank management

• Records of leave bank governing 

board award decisions

• Publicity and program 

announcements

• Statistical and narrative reports

• Similar records not linked to 

individual employee participation 

Temporary. 

Destroy when 3 years 

old. 

GRS 2.4, Item 

070 (DAAGRS-2016-

0015-0008)

1400.51 Handicapped Individuals Appointment 

Case Files. Case files that document 

appointing individuals with intellectual 

disabilities, severe physical disabilities, or 

psychiatric disabilities as defined in 5 

CFR 213.3102(u).

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

candidate enters on 

duty, is no longer 

under consideration, 

or declines offer.

GRS 2.1, Item 

110 (DAAGRS-2014-

0002-0018)

1400.52 Rescinded per GRS Transmittal 28

1400.53 Employee Incentive Award Records. 

Agency awards files, including 

recommendations, approved nominations, 

correspondence, and reports about 

agency-sponsored cash and noncash 

awards (such as lump-sum cash awards, 

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old or 2 years after 

award is approved or 

disapproved, 

GRS 2.2, Item 

030 (DAAGRS-2017-

0007-0003)
DLA Records Schedule August 2018

28

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

honorary awards, informal recognition 

awards, cost savings awards, and time off 

awards). Also, includes correspondence 

about awards from other Federal agencies 

or non-Federal organizations and to 

former employees.

Exclusion: Records of Department-level 

awards require agency-specific schedules.

whichever is later.

1400.53.01 Rescinded - aligned under series 1400.53

1400.54 Rescinded - aligned under series 1400.53

1400.55 Rescinded - aligned under series 1400.53

1400.56 Rescinded - aligned under series 1400.53

1400.57 Alcohol and Drug Abuse Program. 

Records created in planning, coordinating 

and directing an alcohol and drug abuse 

program.

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old.

GRS 1, Item 

26b

1400.58 Federal Workplace Drug Testing 

Program Files: Drug test plans and 

procedures. Excludes documents that are 

filed in record sets of formal issuances 

(directives, procedures handbooks, 

operating manuals and the like). Includes 

Agency copies of plans and procedures 

with related drafts, correspondence, 

memoranda, and other records pertaining 

to the development of procedures for drug 

testing programs, including the 

determination of testing incumbents in 

designated positions.

Relates to drug testing program records 

created under Executive Order 12564 and 

Public Law 100-71, Section 503 (101 Stat. 

468), excluding consolidated statistical 

and narrative reports concerning the 

operation of the Agency program, 

including annual reports to Congress, as 

required by Public Law 100-71, 503(f).

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old or when 

superseded, obsolete. 

See Note

GRS 1, Item 

36a

1400.58.01 Federal Workplace Drug Testing 

Program Files: Employee 

Acknowledgment of Notice Forms. 

Temporary. Cutoff 

at end of Event. 

Destroy when 

GRS 1, Item 

36b
DLA Records Schedule August 2018

29

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Forms completed by employees whose 

positions are designated sensitive for drug 

testing purposes acknowledging that they 

have received notice that they may be 

tested.

employee separates 

from testing 

designated position. 

See Note

1400.58.02 Federal Workplace Drug Testing 

Program Files: Selection/scheduling 

records. Records relating to the selection 

of specific employees/applicants for 

testing and the scheduling of tests. 

Included are lists of selectees, notification 

letters, and testing schedules.

Temporary. Cutoff 

at end of Event. 

Destroy when 

employee separates 

from testing 

designated position. 

See Note

GRS 1, Item 

36b

1400.58.03 Federal Workplace Drug Testing 

Program Files: Collection and handling 

record books. Bound books containing 

identifying data on each specimen, 

recorded at each collection site in the 

order in which the specimens were 

collected.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

date of last entry. See 

Note

GRS 1, Item 

36d(1)

1400.58.04 Federal Workplace Drug Testing 

Program Files: Collection and handling 

chain of custody records. Forms and 

other records used to maintain control and 

accountability of specimens from the 

point of collection to the final disposition 

of the specimen.

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old. See Note

GRS 1, Item 

36d(2)

1400.58 

NOTE

Any records identified in this series that are relevant to litigation or disciplinary 

actions should be disposed of no earlier than the related litigation or adverse action 

case file(s).

1400.59 

Overview

Test results. Records documenting individual test results, including reports of 

testing, notifications of employees/applicants and employing offices, and documents 

relating to follow-up testing.

This is an overview for record series 1400.59.01 through 1400.59.03. Do not use the 

overview for retention.

1400.59.01 Test Results: Positive Results.

Employees.

 

Temporary. Cutoff 

at end of CY or 

Event. Destroy when 

employee leaves the 

agency or when 3 

years old, whichever 

GRS 1, Item 

36e(1)(a)
DLA Records Schedule August 2018

30

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

is later.

1400.59.02 Test Results: Positive Results.

Applicants not accepted for employment

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old. See NOTE

GRS 1, Item 

36e(1)(b)

1400.59.03 Test Results: Negative results. Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old.

GRS 1, Item 

36e(2)

1400.59 

NOTE

(1) Disciplinary action case files pertaining to actions taken against employees for 

drug use, drug possession, failure to comply with drug testing procedures, and 

similar matters are filed under 1400.40.

(2) Any records covered by Schedule 1400.59 that are relevant to litigation or 

disciplinary actions should be disposed of no earlier than the related litigation or 

adverse action case file(s).

1400.60 Official Personnel Folders 

(OPF)/electronic OPF (eOPF): Longterm records. The Official Personnel 

Folder (Standard Form 66) or its approved 

electronic equivalent documents an 

individual’s employment history. Records 

of separated employees saved to the 

“permanent” folder in the eOPF or filed 

on the right side of the hardcopy OPF.

Exclusion: OPFs for employees 

separated prior to December 31, 1973. It 

is the responsibility of OPM to schedule 

these records.

Note 1: For transferred employees, see

Chapter 7 of The Guide to Personnel

Recordkeeping for instructions.

Note 2: Hardcopy original personnel 

folders scanned into the Enterprise 

Human

Resource Integration (EHRI) eOPF 

Database are covered by GRS 5.2, 

Transitory and Intermediary Records, 

item 020.

Temporary. 

Destroy when 

survivor or 

retirement claims are 

adjudicated or when 

records are 129 

years old, whichever 

is sooner.

GRS 2.2, Item 

040 (DAAGRS-2017-

0007-0004)
DLA Records Schedule August 2018

31

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.60.01 Official Personnel Folders: Short-term 

Records. Records of separated 

employees saved to the “temporary” 

folder in the eOPF or filed on the left side 

of the hardcopy OPF. 

Temporary. 

Destroy when 

superseded or 

obsolete, or upon 

separation or 

transfer of employee, 

whichever is earlier.

GRS 2.2, Item 

041 (DAAGRS-2017-

0007-0005)

1400.60.02 Rescinded - realigned under 1400.60.01

1400.60.03 Individual Employee Separation Case 

Files. Records not included in separating 

employee’s OPF, documenting individual 

employees’ transfer to another Federal 

agency or office or voluntary, involuntary, 

disability, early retirement, retirement, or 

death separation from career, temporary, 

and political appointment service; and 

legal and financial obligations of 

government to employee and employee to 

government. Includes: 

• Records of counseling activities and 

outplacement services

• Exit interview records and exit 

clearances

• Checklists of returned property

• Certifications of removal/nonremoval of government records

• Records documenting notification of 

appropriate third parties (e.g., 

benefits providers, payroll, facility 

services, security, information 

technology) of impending separation

• Records documenting terms and 

entitlements of separation (e.g., 

leave balance pay out or transfer of 

account, severance, pension, 

temporary continuation of coverage, 

annuity estimates, assistance)

• Records documenting employee 

financial obligations to government 

(e.g., salary offset notices in effect at 

time of separation; student loan 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after

date of separation or 

transfer.

GRS 2.5, Item 

020 (DAAGRS-2014-

0004-0003)
DLA Records Schedule August 2018

32

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

repayment; recruitment, retention, 

and relocation incentives; 

determinations of settlement)

• Copy of leave record (retained for 

agency use 

Exclusion: Records required to be filed 

in employee’s OPF are excluded from 

this item.

1400.60.04 Individual Employee Separation

Records Required to be placed in 

Separating Employee’s OPF. 

As identified in the Office of Personnel 

Management (OPM) Guide to Personnel 

Recordkeeping, includes but is not limited 

to: 

• Resignation letter

• Reason for separation (such as 

reduction in force)

• Documentation of retirement-option 

elections and coverage

• Documentation of indebtedness

• Documentation of payment or 

repayment to, or refund from FERS or 

CSRS

• Record of employee leave prepared 

upon transfer or separation

• Records of most recent performance 

ratings

• Designation of beneficiary 

File on left side 

(short-term) or right 

side (long-term) of 

the Official Personnel 

Folder (OPF), as 

appropriate. 

Filing 

instructions per 

GRS 2.5, Item 

040

1400.61 Rescinded - aligned under 1400.3

1400.61.01 Rescinded - aligned under 1400.3

1400.62 Rescinded per GRS Transmittal 28

1400.63 Workforce and Succession Planning 

Records. Records about workforce 

planning and analysis, including 

succession planning, developed in support 

of executive-level and other agency 

planning initiatives. Includes:

• Planning and analysis models

• Planning data

Temporary. Cutoff 

at end of event. 

Destroy 3 years after 

issuing each new 

plan or when no 

longer needed, 

whichever is longer.

GRS 2.2, Item 

020 (DAAGRS-2017-

0007-0002)
DLA Records Schedule August 2018

33

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Briefing materials

• Studies and surveys

• Lists of functions and staff at key 

locations

• Documents pertaining to alignments 

and reorganizations and related 

backup materials

Exclusion: Records maintained by 

executives responsible for policy 

formulation or other high-level actions. 

Schedule these on agency-specific 

schedules.

1400.64 Special Hiring authority Program 

Records. Records an agency creates and 

receives that document its administration 

of special hiring authority programs such 

as summer, student, intern, and other 

temporary hiring authority authorized by 

OPM.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

hiring authority 

closes.

GRS 2.1, Item 

120 (DAAGRS-2014-

0002-0016)

1400.65 Individual Employees Hired Under 

Special Temporary Authority. Includes 

participant agreement, records of 

mentoring, documentation that employee 

fulfilled educational and other

requirements, and conversion to a 

permanent position.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

employee is 

converted to a 

permanent position 

or leaves a program.

GRS 2.1, Item 

130 (DAAGRS-2014-

0002-0017)

1400.66 Pre-appointment Files: Background 

Investigation or Vetting of Prospective 

Employee. Records created when vetting 

a prospective employee between the time 

a job offer is accepted and the time 

employee enters on duty. Records to 

determine eligibility for security clearance 

and sensitive positions. Includes:

• Forms in the SF-85 family

• Fingerprint charts

• Related correspondence

Forward to 

appropriate security 

office after 

prospective employee 

enters on duty, 

declines appointment, 

or is no longer a 

candidate.

Filing 

instructions
DLA Records Schedule August 2018

34

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1400.66.01 Pre-appointment Files: Records 

appropriate for inclusion in OPF.

Prospective employees who enter on 

duty. Such as designation of beneficiary, 

life insurance election and health benefits 

registration.

Forward to 

appropriate human 

resources office to 

include in OPF after 

employee enters on 

duty.

Filing 

instructions

1400.66.02 Pre-appointment Files: Records 

appropriate for inclusion in OPF -

Prospective employees who do NOT

enter on duty. 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

prospective employee 

is no longer a 

candidate.

GRS 2.1, Item 

142 (DAAGRS-2014-

0002-0009)

1400.67 Rescinded - use 1400.23

1400.68 Rescinded - use 1400.35

1400.69 Telework/alternative worksite program 

files. Records generated by the designated 

Telework Managing Officer (TMO), 

agency telework coordinators and other 

related staff. Includes:

• Correspondence

• Notes

• Policy implementation documents

• Form development files

• Planning records

• Program evaluation 

documentation/data

• Reports provided to senior 

management and oversight agencies 

such as OPM

• Other related records generated by the 

agency or by participating employees

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old.

GRS 2.3, Item 

080 (DAAGRS-2015-

0007-0021)

1400.70 Phased Retirement: Administrative 

Records. Records related to managing the 

program, including: 

• Procedural guidance on program 

administration 

• Informational/marketing/publicizing 

materials general correspondence

• Reports to OPM 

Temporary. Cutoff 

at end of CY.

Destroy when 3 years 

old or 3 years after 

revision or 

replacement.

GRS 2.5, Item 

050 (DAAGRS-2016-

0007-0001)
DLA Records Schedule August 2018

35

SCHEDULE 1400 - Human Resources Civilian Personnel

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Memoranda of Understanding (MOU) 

and significant documentation of 

bargaining unit negotiations 

• Documentation of program structure 

and details as uniquely instituted by 

agency 

Exclusion: This item does not cover 

records held at the OPM office overseeing 

the phased retirement program for the 

entire Government. 
DLA Records Schedule August 2018

36

DLA RECORDS SCHEDULE – 1445

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

This schedule relates to the development, execution, and evaluation of the activity Equal 

Employment Opportunity (EEO) Program which includes providing advice and assistance to the 

Commander on EEO related actions

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1445.1 EEO Program Files. General programrelated correspondence and copies of 

regulations with related records that 

pertain to the Civil Rights Act of 1964, 

the EEO Act of 1972, and any other 

pertinent legislation, and agency EEO 

Committee meeting records.

Temporary. Cutoff 

at end of CY.

Destroy when 3 years 

old.

GRS 2.3, Item 

030 (DAA-GRS2015-0007-0006)

1445.2 Rescinded - use 5300.33

1445.2.01 Rescinded - use 5300.33.01

1445.3 EEO Advisory Services. Documents 

relating to the overall relationships with 

the command staff, 

managers/supervisors, other program 

officials and employees for the 

execution of program rights, 

responsibilities, and training.

Temporary. Review 

Annually. Destroy 

when superseded, 

obsolete or no longer 

needed 

N1-361-90-04

1445.4 EEO Reports and Employment 

Statistics Files. Includes the annual 

report to the EEOC, the annual report to 

Congress on the No FEAR Act, 

quarterly/monthly reports to senior 

leadership, and other related reports 

required by EEOC’s MD 715 (such as 

the Analysis and Action Plans) or 

succeeding guidance as well as

employment statistics files which 

support reporting requirements to 

Congress, the EEOC and other oversight 

entities.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

 

GRS 2.3, Item 

035 (DAA-GRS2015-0007-0011)

1445.5 Affirmative Action Program.

Annually compiled reports, plans, 

statistics and related documents, 

correspondence and backup materials 

used in the monitoring, surveillance and 

Temporary. Cutoff 

at end of CY.

Destroy after 5 years 

or when 

administrative 

N1-361-90-04
DLA Records Schedule August 2018

37

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

implementation of multi-year 

affirmative action and personnel 

programs and plans.

purposes have been 

served, whichever is 

sooner.

1445.6 Community Relations: HQ DLA. 

Documents, correspondence and similar 

materials pertaining to employee 

management and community related 

services and programs used to record 

actions taken in the Federal Woman’s 

Program, Handicapped Individuals 

Program, Hispanic Employment 

Program and other programs of a like 

nature.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

 

N1-361-90-04

1445.6.01 Community Relations: Other 

Activities. Documents, correspondence 

and similar materials pertaining to 

employee management and community 

related services and programs used to 

record actions taken in the Federal 

Woman’s Program, Handicapped 

Individuals Program, Hispanic 

Employment Program and other 

programs of a like nature.

Temporary. Review 

Annually. Destroy 

when superseded, 

obsolete, or no 

longer needed. 

N1-361-90-04

1445.7 EEO Official Discrimination 

Complaint Case Files: Informal 

Process. Cases resolved within the 

agency that did not go to the formal 

process stage. Includes:

• Intake sheet

• Summary report

• Notes

• Supporting documentation

• Correspondence

Note: If a formal case is filed, all 

records in the prior informal case are 

covered by series 1445.8

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

resolution of case.

GRS 2.3, Item 

031 (DAA-GRS2015-0007-0007)
DLA Records Schedule August 2018

38

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

1445.7.01 EEO Official Discrimination 

Complaint Case Files: Formal 

Process. Originating agency's file 

containing complaints with related 

correspondence, reports, exhibits, 

withdrawal notices, copies of decisions, 

records of hearings and meetings, and 

other official complaint case file 

records. Includes cases resolved within 

the agency, by the Equal Employment 

Opportunity Commission, or by a U.S. 

Court.

Note: This item includes all records 

gathered in the informal process which 

become the formal process case file 

once a formal complaint is filed.

Temporary. Cutoff 

at end of Event. 

Destroy 7 years after 

resolution of case.

GRS 2.3, Item 

032 (DAA-GRS2015-0007-0008)

1445.8 EEO Case Files that Did Not result in 

an EEO Complaint. Includes cases that 

did not result in an official formal or 

informal EEO complaint.

Temporary. Cutoff 

at end of CY.

Destroy 2 years after 

final resolution of 

case.

GRS 2.3, Item 

033 (DAA-GRS2015-0007-0009)

1445.9 EEO Compliance Review Files.

Reviews, background documents, and 

correspondence relating to contractor 

employment practices.

Temporary. Destroy 

when 7 years old.

GRS 2.3, Item 

034 (DAA-GRS2015-0007-0010)

1445.9 

Overview

Reasonable Accommodation Records. Includes:

Information created and maintained while receiving, coordinating, reviewing, 

processing, approving, and reporting requests for reasonable accommodation from 

federal employees and applicants under the Rehabilitation Act of 1973 and 

Executive Order 13164.

NOTE: These records are neither part of an employee’s Official Personnel File 

(OPF) nor part of a supervisor’s unofficial personnel file and MUST NOT be 

maintained in them.

This is an overview of record series 1445.9.01 through 1445.9.02. Do not use the 

overview for retention.

1445.9.01 Reasonable Accommodation Program 

Files. Administrative records not linked 

to a case file. Includes:

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after

GRS 2.3, Item 

020 (DAA-GRS2015-0007-0004)
DLA Records Schedule August 2018

39

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Instructions

• Directives

• Notices

• Timetables and guidelines for 

requesting, processing and 

approving requests and for appealing 

decisions for reasonable 

accommodation

• Reports provided annually to 

oversight agencies such as the Equal 

Employment Opportunity 

Commission (EEOC), related 

records, and data created, received, 

and maintained for purposes of 

tracking agency compliance with 

relevant Executive Order(s), as 

amended, and EEOC guidance

• Notification records to internal and 

external stakeholders such as the 

EEOC, collective bargaining 

representative(s), and agency EEO 

offices

being superseded.

1445.9.02 Reasonable Accommodation 

Employee Case Files. Individual 

employee files created, received, and 

maintained by EEO reasonable

accommodation, diversity/disability 

programs, employee relations 

coordinators, supervisors, 

administrators, or HR specialists 

containing records of requests for

reasonable accommodation and/or 

assistive technology devices and 

services that have been requested for or 

by an employee. Includes:

• Request approvals and denials

• Notice of procedures for informal 

dispute resolution or appeal 

processes, including ADR processes

• Forms

Temporary. Cutoff 

at end of Event).

Destroy 3 years after 

employee separation 

from the agency or 

all appeals are 

concluded, whichever 

is later.

GRS 2.3, Item 

021 (DAA-GRS2015-0007-0005)
DLA Records Schedule August 2018

40

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Correspondence

• Emails

• Policy guidance documents

• Records of oral conversations

• Medical records

• Supporting notes and documentation

1445.9.03 Rescinded - use 1445.9.02

1445.9.04 Rescinded - use 1445.9.01

1445.10 EEO Committee. Minutes from EEO 

Committee meetings and related 

documents and correspondence.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years, 

when superseded or 

obsolete, whichever 

is applicable.

N1-361-90-04

1445.11 Anti-harassment Records. Records related to harassment outside of the EEO 

process based on race, color, religion, sex (including pregnancy and gender 

identity), genetic information, sexual orientation, national origin, age (40 or older), 

disability (mental or physical), marital status, political affiliation, status as a parent, 

retaliation, or any other reason.

Note: Includes records focusing on reducing or eliminating sexual harassment in the 

workplace.

This is an overview of record series 1445.11.01 through 1445.11.04. Do not use the 

overview for retention.

1445.11.01 Anti-harassment Program Files.

Includes:

• Program administration

• Correspondence program 

implementation records

• Reports and responses to oversight 

agencies and senior level 

management

Exclusion: This item does not apply to 

government-wide program oversight

records created and received by OPM 

and EEOC.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years, 

when superseded or 

obsolete, whichever 

is applicable.

GRS 2.3, Item 

040 (DAA-GRS2015-0007-0012)

1445.11.02 Anti-harassment Complaint Case 

Files. Includes:

• Correspondence

Temporary. Destroy

when 7 years old.

GRS 2.3, Item 

041 (DAA-GRS2015-0007-0013)
DLA Records Schedule August 2018

41

SCHEDULE 1445 - DLA Equal Employment Opportunity (EEO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Notes

• Relevant forms

• Supporting material

• Background information 

documentation documents relating to 

the agency investigation

• Statements of witnesses

• Documents relating to 

management’s determination as to 

whether harassment occurred

• Documentation of preventive or 

corrective measures taken by the 

agency

• Documents of interim or 

intermediate measures taken by the 

agency

• Other related records

Exclusion: Anti-harassment records that 

relate to actions such as EEO

complaints, alternative dispute 

resolution processes, various grievance

processes (including union grievance 

procedures), and reporting to the Office 

of Inspector General, are excluded from 

this series and should be included 

instead with the related case file.
DLA Records Schedule August 2018

42

DLA RECORDS SCHEDULE – 2000

INTERNATIONAL PROGRAMS

This schedule relates to providing liaison and codification services to North Atlantic Treaty 

Organization (NATO) and other foreign countries.

SCHEDULE 2000 - International Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

2000.1 International Program/Project Files. 

Documents related to the formulation, 

management, administration and 

execution of individual International 

program/projects such as plans, studies 

and analyses, reports, letter guidance and 

direction, and related documents.

Temporary. 

Destroy 2 years 

after termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-94-3

2000.2 Rescinded - use 5300.33

2000.2.01 Rescinded - use 5300.33.01

2000.3 International Agreements. 

Correspondence, coordinations, staff 

summary sheets, analyses and related 

backup used to maintain a repository of 

all International Programs Memoranda of 

Agreements and Understanding and to 

provide official Agency response to 

customers in the U.S Government 

international community.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years 

after expiration of 

agreement. 

N1-361-94-3

2000.4 International Community Liaison. 

Non-program specific correspondence, 

trip reports, and other materials used to 

direct the liaison, integration, and 

coordination with the U.S. Government 

International Community and to 

collaborate foreign customer needs with 

the DLA business areas.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 

years.

N1-361-94-3
DLA Records Schedule August 2018

43

SCHEDULE 2000 - International Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

2000.5 NATO Mutual Support Act (NMSA) 

Files. Copies of agreements, program 

directives, messages, correspondence and 

similar materials used to coordinate the 

Agency's participation with NATO and 

specifically the NATO Mutual Support 

Act. Includes similar records related to 

acquiring and providing logistic support 

and supplies for governments of 

authorized countries for deployed Armed 

Forces to include cross-servicing 

agreements and reciprocal arrangements.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years 

after agreement is 

closed.

N1-361-94-3

2000.6 Rescinded - use 1400.4

2000.6.01 Rescinded - use 1400.4

2000.7 Foreign Liaison. Copies of regulations, 

point papers, weekly reports, visit 

requests, correspondence, items unique to 

specific countries, and similar materials 

accumulated in connection with visits of 

foreign nationals to military installations 

and activities. Records are used to 

manage the DLA Foreign Liaison 

Program and to serve as, or provide, host 

for foreign visitors.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years 

after approval.

N1-361-94-3

2000.8 International Programs Information.

Publications, pamphlets, regulations, 

correspondence and similar materials 

related to information systems of the 

Military Services.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 

years or when 

superseded, 

obsolete or no 

longer needed, 

whichever is later.

N1-361-94-3
DLA Records Schedule August 2018

44

SCHEDULE 2000 - International Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

2000.9 Overseas Base Closure Files. Briefing 

materials, agendas and minutes of 

executive group meetings, staff studies, 

program evaluations, data call responses, 

system documentation, analyses and 

comparisons, staff reports, internal and 

external audit results, copies of reports 

forwarded to higher headquarters, 

correspondence, background materials, 

and other related material used to monitor 

press releases and disseminate 

information on overseas base closures.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years 

after base closes.

N1-361-94-3

2000.10 AC/135 Panel A Meeting Minutes. 

Copies of meeting minutes, action items, 

messages, and similar records related to 

NATO codification of equipment.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 

years.

N1-361-91-18

2000.11 Technical Data Files Realigned to Schedule 4100.52

2000.12 Cataloging Action Files Realigned to Schedule 4100.53

2000.13 Foreign Military Sales (FMS) Case 

Files. Copies of FMS sales agreements, 

amendments, correspondence, final 

statements, and related supporting 

documentation accumulated as a result of 

providing cataloging services to foreign 

governments.

Pending NARA 

approval for 

disposition change 

– DO NOT 

DESTROY
DLA Records Schedule August 2018

45

DLA RECORDS SCHEDULE – 4100

LOGISTICS OPERATIONS and SUPPORT

This schedule relates to the missions and functions for the responsibility for management and 

administration of the operations of the Federal Catalog Program. Included are support functions 

such as contracting, packaging, supply, item entry control, provisioning, Technical Information 

Storage and Control System and the replenishment parts breakout program.

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.1 Technical Operations Program 

/Project Files. Documents related to 

the formulation, management, 

administration and execution of 

individual Technical Operations 

programs/projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and 

related documents.

Temporary. Cutoff at 

end of event. Destroy 2 

years after termination of 

program effort, or when 

no longer required, 

whichever is sooner

N1-361-91-16

4100.2 Rescinded - use 5300.33

4100.2.01 Rescinded - use 5300.33.01

4100.3 Item Technical History Records. 

Determinations on the adequacy of 

technical data for procurement 

purposes, drawings, item transfer 

forms, correspondence with industry 

and engineering support activities, 

referrals and supporting documents 

for determinations on alternate 

offers, and comparable documents.

Temporary. Cutoff at 

end of CY. Destroy 

when obsolete or when 

item is transferred or 

removed.

N1-361-91-16

4100.4 Pre-provisioning. Tables, screening 

worksheets, notes, Standard 

Alternate Item Referral/Request 

Notifications, total item records, 

revisions and related backup 

materials used to maintain the 

Provisioning Surveillance System.

Temporary. Cutoff at 

end of CY or Event. 

Destroy when stock 

number has been 

canceled or when no 

longer needed for 

reference.

N1-361-91-16

4100.5 Provisioning System Input 

Control. Suspense log book used to 

track inputs to the Provisioning 

Surveillance System.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer needed 

for reference.

N1-361-91-16
DLA Records Schedule August 2018

46

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.6 Provisioning/Pre-provisioning 

Conferences. Pre-provisioning 

reviews, drawing packages, 

distribution lists, document 

transmittals, conference projections 

and notifications, and related 

correspondence and backup 

materials used to plan, establish and 

conduct pre-provisioning guidance 

conferences and provisioning/source 

coding conferences for procured end 

items and equipment.

Temporary. Cutoff at 

end of Event. Destroy 5 

years after NSN is 

established.

N1-361-91-16

4100.7 Substitution Actions. Supply 

support requests for the identification 

of potential substitute items to meet 

requisitions.

Temporary. Cutoff at 

end of Month. Destroy 

after 3 months, or when 

no longer required, 

whichever is sooner.

N1-361-91-16

4100.8 Engineering Support Estimates. 

Documents and reports providing 

estimates of engineering support 

requirements.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-16

4100.9 Packaging Project Records. 

Documents on packaging 

improvements, specialized problems, 

evaluation and testing, packaging 

board decisions, and related 

materials.

Temporary. Cutoff at 

end of Event. Destroy 2 

years after final decision 

or implementing actions.

N1-361-91-16

4100.10 Packaging Complaints. Customer 

and depot complaints and related 

correspondence.

Temporary. Cutoff at 

end of CY. Destroy after 

1 year.

N1-361-91-16

4100.11 Packaging Plant Visits. Staff visits 

to manufacturing facilities to 

examine packaging processes and 

provide assistance on technical 

problems.

Temporary. Cutoff at 

end of CY. Destroy after 

1 year

N1-361-91-16

4100.12 DoD Hazardous Material Data. 

Microfiche containing a record of the 

data contained in the DoD 

Hazardous Material Data Bank.

Temporary. Cutoff at 

end of CY. Destroy after 

75 years.

N1-361-91-16
DLA Records Schedule August 2018

47

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.13 Logistics Data Records. Catalog 

data input forms, and related 

background data used to submit 

logistics data records for NSN 

assignment or revision.

Temporary. Destroy 

after NSN is assigned or 

data is revised, 

whichever is applicable.

N1-361-91-16

4100.14 Maintenance Transaction Files. 

Documents pertaining to revisions of 

cataloging data such as catalog data 

forms, coded item characteristics 

maintenance forms, and similar data.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-16

4100.15 Provisioning Parts Lists. Records 

listing items of weapon systems 

components, meetings with 

manufacturers, provisioning service, 

and integrated material managers, 

and similar records used in 

determinations on the management 

of items.

Temporary. Destroy on 

receipt of related supply 

support requests or 

cancellation action.

N1-361-91-16

4100.16 Provisioning History Files. Supply 

support requests for new items in 

support of military equipment, item 

entry control reviews, and related 

documents.

Temporary. Cutoff at 

end of CY. Destroy after 

5 years, or when no 

longer needed, 

whichever is sooner.

N1-361-91-16

4100.17 Federal Item Identification 

Proposals. Retained copies of 

supply cataloging requests for 

changes in Federal item 

identification guides.

Temporary. Cutoff at 

end of Event. Destroy 

upon completion of 

action

N1-361-91-16

4100.18 Commercial and Government 

Entity (CAGE) Codes. Retained 

copies of requests to establish CAGE 

codes for item manufacturers.

Temporary. Cutoff at 

end of Event. Destroy 

when published or 

confirmed.

N1-361-91-16

4100.19 Data Preparation Reports. System 

generated reports on data 

transmission and quality.

Temporary. Destroy on 

completion of review, or 

when no longer required 

for analysis, whichever is 

later.

N1-361-91-16
DLA Records Schedule August 2018

48

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.20 Federal Item Identification Guides 

(FIIGs). Guides, reference drawings, 

descriptions of items in supply 

system, schedules, other background 

materials, correspondence, messages 

and related materials used to 

develop, prepare, coordinate, and 

maintain Federal Item Identification 

Guides.

Temporary. Destroy 

when item is removed 

from the supply system.

N1-361-91-16

4100.21 Requirement Development. 

Memorandums, requests, comments, 

coordination, research and associated 

materials used to develop and 

coordinate requirements and replies 

for FIIGs from other activities, and 

logistical areas other than item 

identification.

Temporary. Destroy 

when requirements are 

published.

N1-361-91-16

4100.22 Item Identification Preparation. 

Supply support requests, requests for 

maintenance actions, stock on hand 

reports, worksheets, 

approvals/denials, and related 

materials used to prepare and/or 

revise item identifications for all 

items requiring or having National 

Stock Number (NSN) assignments.

Temporary. Cutoff at 

end of Event. Destroy 1 

year after approval.

N1-361-91-16

4100.23 Planned Procurement Listing.

Listings of projected procurement 

actions used to identify 

noncompetitive items and research 

the availability of technical data for 

procurement purposes.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-16

4100.24 DFAR S6 Full Screen Reviews.

Documents used in reviews of 

technical data for individual items, 

efforts to acquire such data, and 

determinations on the competitive 

status of items.

Temporary. Cutoff at 

end of Event. Destroy 

when obsolete, or 3 years 

after item breakout, as 

applicable.

N1-361-91-16
DLA Records Schedule August 2018

49

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.25 DFAR S6 Competition Reporting. 

Periodic reporting on program 

activities, savings, and similar data.

Temporary. Cutoff at 

end of CY. Destroy after 

1 year.

N1-361-91-16

4100.26 Engineering Drawing Requests. 

Customer requests for engineering 

drawings.

Temporary. Destroy on 

completion of action, or 

when no longer required 

for analysis, whichever is 

later.

N1-361-91-16

4100.27 Repository Management Reports.

Engineer Drawing Automated 

Storage and Retrieval Equipment 

(EDASRE) and SAMMS statistical 

and workload summaries.

Temporary. Destroy 

when no longer needed 

for reference or analysis.

N1-361-91-16

4100.28 Index Purge Listings. System 

reports used for purging engineering 

drawings.

Temporary. Destroy on 

completion of required 

actions.

N1-361-91-16

4100.29 Engineering Drawing 

Requisitions: Successful Actions. 

Correspondence and messages 

requesting engineering drawings 

from engineering support activities 

and manufacturers and related 

communications on proprietary 

rights or deficiencies.

Temporary. Destroy on 

completion of action.

N1-361-91-16

4100.29.01 Engineering Drawing 

Requisitions: Unsuccessful 

Actions. Correspondence and 

messages requesting engineering 

drawings from engineering support 

activities and manufacturers and

related communications on 

proprietary rights or deficiencies.

Temporary. Cutoff at 

end of CY. Destroy after 

5 years, or when no 

longer required for 

follow-up or reference, 

whichever is later.

N1-361-91-16

4100.30 Engineering Drawing Purchases. 

Retained supply requisition and 

related control media on the 

purchase of engineering drawings 

from manufacturing sources.

Temporary. Cutoff at 

end of CY. Destroy after 

1 year.

N1-361-91-16
DLA Records Schedule August 2018

50

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.31 Drawing Restoration. Logs and 

other control documentation 

identifying restored drawings.

Temporary. Destroy 

when no longer needed.

N1-361-91-16

4100.32 Logistics Services Program/Project 

Files. Documents related to the 

formulation, management, 

administration and execution of 

individual Logistics Services 

programs/projects such as plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 2 

years after termination of 

program effort, or when 

no longer required, 

whichever is sooner.

N1-361-91-18

4100.33 Rescinded - use 5300.33

4100.33.01 Rescinded - use 530.33.01

4100.34 Item Name Collaboration Action 

Requests. DD Forms 180 and 

similar actions, and supporting 

documents.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-18

4100.35 Mass Change Records. Cross 

reference notes, total item record 

extracts, and related records.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-18

4100.36 Logistics Data Management 

Reports. System reports used to 

maintain, update, and analyze data 

with the total item record.

Temporary. Review 

annually. Destroy when 

no longer needed for 

reference.

N1-361-91-18

4100.37 Master Requirements Directory. 

Material tables and replies used to 

describe items within the Federal 

Supply Centers.

Temporary. Review 

annually. Destroy when 

determined obsolete.

N1-361-91-18

4100.38 Master System Change Request 

(SCR) File. Original requests, 

tracking documents, cost estimates, 

man-hour and completion date 

projections, point papers, acceptance 

test plan, test results, functional 

description changes, test 

transactions, implementation plans 

and related background material 

pertaining to cataloging system 

change requests.

Temporary. Destroy 

when no longer needed 

for reference.

N1-361-91-18
DLA Records Schedule August 2018

51

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.39 System Problem Reports. Copies of 

problem notifications, tracking and 

projections, and similar records 

pertaining to resolution of system 

problems.

Temporary. Cutoff at 

end of CY. Destroy after 

2 years.

N1-361-91-18

4100.40 Militarily Critical Technical Data 

Agreements. Copies of forms used 

by contractors to request 

certification, certifications, and 

similar records pertaining to 

contractor eligibility to receive 

militarily critical technical 

documentation.

Temporary. Cutoff at 

end of CY. Destroy after 

5 years. 

Exception: Agreements 

containing major 

changes bring original 

agreement forward to 

current file.

N1-361-91-18

4100.41 Certified Access Files. Microfiche 

copies containing contractor 

certification numbers used to support 

data release decisions.

Temporary. Destroy 

upon receipt of updated 

copy.

N1-361-91-18

4100.42 Supply Code Requests. Copies of 

requests for assignment of 

Commercial and Government Entity 

(CAGE) codes, A/C 135 forms, and 

similar records pertaining to 

assignment of supply codes to 

manufacturers.

Temporary. Destroy 

when obsolete, 

superseded, or no longer 

needed for reference.

N1-361-91-18

4100.43 Supply Code Maintenance Files.

Microfiche copies produced from online system listing all CAGE codes 

assigned, information about the 

corporate structure and affiliations of 

companies assigned CAGE codes, 

and other information relative to 

contractors.

Temporary. Destroy 

upon receipt of updated 

copy.

N1-361-91-18

4100.44 Part Number Summaries. 

Correspondence, copies of part 

numbering structures, summaries, 

CAGE code listings, and related 

records used to develop 

manufacturer's part number 

summaries.

Temporary. Destroy 

when obsolete, 

superseded, or when no 

longer needed for 

reference.

N1-361-91-18
DLA Records Schedule August 2018

52

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4100.45 Manufacturer Case Files. Copies of

contractor name change 

notifications, legal documentation, 

and other records pertaining to 

contractor status used to maintain 

accuracy of CAGE code files.

Temporary. Destroy 

when obsolete, 

superseded, or no longer 

needed for reference.

N1-361-91-18

4100.46 Item Management Coding (IMC) 

Files. Copies of IMC-1 statistical 

reports used to analyze trends for 

service-managed consumable items.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-91-18

4100.47 Government/Industry Reference 

Data Edit and Review (GIRDER) 

Files. Correspondence and similar 

records pertaining to industry review 

of accuracy of industrial data 

contained in government maintained 

systems used to update FLIS.

Temporary. Destroy 

when no longer needed 

for reference.

N1-361-91-18

4100.48 Statistical Reports. Details and 

summaries of customer transactions 

on the Logistics Remote Users 

Network (LOGRUN), MEDALS and 

similar items.

Temporary. Cutoff at 

end of CY. Destroy after 

5 years, or when no 

longer needed for 

reference, whichever is 

later.

N1-361-91-18

4100.49 Descriptive Publication 

Requirements Guides. Customer 

surveys on product design and 

requirements.

Temporary. Cutoff at 

end of Event. Destroy 1 

year after final action.

N1-361-91-18

4100.50 Logistics Systems Management. 

Improvement studies, evaluations, 

analyses, system changes, 

procedures, and related 

correspondence and backup 

materials used in the development 

and administration of DoD logistics 

systems, standards, and programs.

Temporary. Cutoff at 

end of CY. Destroy after 

5 years.

N1-361-93-5

4100.51 Logistics Systems Committee Files. 

Records accumulated as a result of 

the operation of committees, such as 

Process Review Committees, 

Temporary. Cutoff at 

end of CY. Destroy after 

5 years.

N1-361-93-5
DLA Records Schedule August 2018

53

SCHEDULE 4100 - Logistics Operations and Support

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

established to review and resolve 

issues concerning the development, 

implementation, and maintenance of 

various DoD logistics functional 

areas.

4100.52 Technical Data Files. Repository of 

technical data documentation such as 

engineering drawings, specifications, 

commercial catalogs, and similar 

data from manufacturers pertaining 

to individual items of production and 

used in item identification processes.

Temporary. Review 

annually. Destroy when 

obsolete, superseded, or 

no longer needed for 

reference.

N1-361-91-18

4100.53 Cataloging Action Files.

Correspondence and supporting 

documentation pertaining to 

cataloging actions such as 

codification requests, cataloging 

change proposals, and cancellation 

requests.

Temporary. Destroy 

after automated system 

reflects change.

N1-361-91-18
DLA Records Schedule August 2018

54

DLA RECORDS SCHEDULE – 4140

MATERIEL MANAGEMENT and CONTROL

This schedule relates to the functions associated with materiel management and control including 

supply operations, policy and procedures of supply operations, inventory management, stock 

control, distribution operations, distribution management, receiving and stock maintenance.

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.1 Supply Operations Program/Project 

Files. Documents related to the 

formulation, management, 

administration and execution of 

individual Supply Operations 

programs/projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and related 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-92-1

4140.2 Rescinded - use 5300.33

4140.2.01 Rescinded - use 5300.33.01

4140.3 Foreign Military Sales (FMS) 

Functional System Changes. Messages, 

memoranda for record (MFRs), printouts 

of Standard Automated Materiel 

Management System (SAMMS) table of 

changes, and similar records relating to 

materiel issue status of FMS customers.

Temporary. Review 

annually. Destroy 

when no longer 

needed for reference.

N1-361-92-1

4140.4 Stratification Summary Files. Copies 

of stratification worksheet forms, 

reforecast computations, financial 

management data, and related records 

used to manage requirements and assets.

Temporary. Cutoff 

at end of FY. Destroy 

after 3 years.

N1-361-92-1

4140.5 Source Preference Tables. Listings, 

reports of program control tables, and 

similar records related to item issue 

determinations based on customer and 

storage location.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year or when 

superseded, 

whichever is sooner.

N1-361-92-1

4140.6 Precious Metals Settlement Letters. 

Correspondence pertaining to precious 

metals delivery information from 

Defense Reutilization Marketing 

Service.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-1
DLA Records Schedule August 2018

55

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.7 Precious Metals Transaction Ledger. 

Ledgers or similar documents used to 

post precious metals transactions 

(requisitions, deposits, and receipts) and 

to maintain an accurate balance of 

precious metals assets.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-1

4140.8 Precious Metals Receipts Ledger. 

Ledgers or similar documents used to 

log due-in precious metals shipments.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-1

4140.9 Precious Metals Transaction 

Packages. Original requisitions, debit or 

shipment documentation, 

correspondence, copies of credit memos, 

monthly history of metal transaction 

listings, memoranda for record, 

conversation records, and similar 

records.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-1

4140.10 Precious Metals Price Sheets. Ledger 

sheets, forms, or similar documents used 

to record and track current market value 

of precious metals.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.11 Precious Metals Receipt 

Documentation. Monthly transaction 

sheets, credit invoices, and related 

records used to verify receipt of precious 

metals.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-1

4140.12 Weapons System File. Correspondence, 

national stock number (NSN) data, 

memoranda for record, status reports, 

technical data, analyses, and similar 

documents related to individual systems 

managed.

Temporary. Review 

annually. Destroy 

when obsolete or 

when system is 

deleted, whichever is 

sooner.

N1-361-92-1

4140.13 Special Program Requirements. 

Monthly reports, correspondence, and 

similar records related to special 

requirements for managed systems.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-1

4140.14 Direct Buy Agreements. 

Correspondence, fax messages, 

conversation records, direct buy 

Temporary. Cutoff 

at end of Event. 

Destroy after system 

N1-361-92-1
DLA Records Schedule August 2018

56

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

requests, drafts of direct buy agreements 

with Military Service and contractor

comments, lists of points of contact, 

final agreement (memorandum of 

agreement), and related records.

is no longer in 

production or when 

agreement superseded 

or canceled

4140.15 Buy Evaluations. Copies of bids, lists of 

bidders and origin prices, worksheets, 

and related documentation used to 

evaluate transportation rates and make 

recommendations.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-1

4140.16 Vendor Misdirects. Correspondence, 

contractor replies, and supporting 

documentation pertaining to contractor 

misdirected shipments used to make 

recommendations concerning payment, 

nonpayment, or recovery of excess costs.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-1

4140.17 Customer Misdirects. Correspondence, 

disposition instructions, payment 

requests, conversation records, and 

supporting documentation relating to 

customer misdirected shipments.

Temporary. Review 

annually. Destroy 

when no longer 

needed for analysis.

N1-361-92-1

4140.18 Approved Recommended Buy Files. 

Automated Inventory Manager Support 

System (AIMS) electronic records 

documenting complete record of 

recommended procurements. Documents 

the review, approval, and re-computation 

(when necessary) processes of 

requirements forecasts used to 

recommend procurements to meet 

anticipated supply demands of the 

military services.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years or when 

no longer needed for 

reference or analysis, 

whichever is later.

N1-361-92-1

4140.19 Item Files. Documents accumulated as a 

result of managing assigned items, 

includes standard supply control study 

forms, materiel requirements, item 

identification data, listings of items 

placed on backorder, reports of 

discrepancy, and other supporting 

documentation pertaining to the item 

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years or when 

no longer needed for 

reference or analysis, 

whichever is later.

N1-361-92-1
DLA Records Schedule August 2018

57

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

managed. Series applicable to activities 

without access to AIMS system or 

similar system.

4140.20 Due-In Study Files. Due-in study pages, 

messages, data transcript sheets, 

cancellation reports, and similar 

documents pertaining to the review of 

due in materiel identified as excess to 

anticipated requirements and used to 

initiate cancellation of contracts or 

procurement requests.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.21 Supply Control Study Files. Supply 

control study - long supply forms, 

worksheets, transaction history file 

printouts, enhanced demand report 

listings, requests for technical assistance, 

inactive/deleted reports, and similar 

documents pertaining to reduction of 

excess, inactive, or deleted stocked 

materiel.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.22 Customer Excess Files. Listings, 

standard supply control study forms, and 

similar documents used to approve 

customer returns for credit/ noncredit or 

to authorize disposal as excess.

Temporary. Cutoff 

at end of Event. 

Destroy after system 

reflects receipt of 

materiel or when no 

longer needed for 

analysis, whichever is 

later.

N1-361-92-1

4140.23 Catalog Change Files. Data exchange 

and/or proposed revision of catalog data 

forms, correspondence, and similar 

records relating to cancellation of NSNs.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-1

4140.24 Customer Assistance Program Files. 

Copies of reports of visit, customer 

assistance information data sheets 

(CAIDs), correspondence, significant 

action/event reports (SAERs), 

recommendations, and related 

background materials accumulated as a 

result of visits to customer activities to 

Temporary. Cutoff 

at end of FY. Destroy 

after 3 years.

NN-168-94
DLA Records Schedule August 2018

58

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

assist in materiel management related 

problem identification and resolution.

4140.25 Telephonic Requisitions. Copies of 

exception requisition document data 

input forms used to process 

telephonically received requisitions with 

remarks off-line.

Temporary. Cutoff 

at end of Month. 

Destroy after 6 

months.

N1-361-92-1

4140.26 Requisition Register. Logs, registers, 

and similar devices used to maintain 

records of incoming requisition requests 

and for information concerning status 

and stock availability.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.27 Inventory Management Files. This 

series is used to initiate, close, cancel, or 

document accomplishments of location 

survey’s, schedule inventories of stock 

and similar records relating to the 

research of major stock discrepancies 

identified as a result of inventories, 

denials, and lost receipts. Includes:

• Correspondence, checklists, 

printouts,

• Listings, forms, 

• Reports, analyses, 

• Cards, and related documentation

• Inventory adjustment vouchers,

• Worksheets, summary sheets, 

• Mandatory research listings ,

• Inventory adjustment voucher listings 

(to include those for miscellaneous 

and materiel release order (MRO) 

denials), 

• Transaction history file printouts, 

• Letters of investigation, 

• Reports of survey’s, and supporting 

data pertaining to accountability of 

assigned items that document results 

of research such as letters, 

Government Property Lost or 

Damaged (GPLD) certificates, and 

Temporary. Cutoff 

at end of CY. 

Destroy 10 years after 

cutoff.

DAA-0361-

2017-0010-

0001
DLA Records Schedule August 2018

59

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Financial Liability Investigation for 

Property Loss (FLIPL). 

• Copies of balance and transaction 

files documenting monthly 

transactions used to research and 

reconcile losses and gains.

4140.28 01 Requisitions. Copies of requisition 

status files, exception requisition 

document data input forms, requests for 

substitute search, documentation of 

lateral support efforts, and related 

documents accumulated as a result of 

processing priority 01 requisitions.

Temporary. Cutoff 

at end of Event. 

Destroy after 

requisition is closed 

or satisfied.

N1-361-92-1

4140.29 Direct Buy Program. Copies of direct 

buy call-in requests, requisition number 

status printouts, and related documents 

pertaining to purchase of materiel 

directly from original equipment 

manufacturer.

Temporary. Cutoff 

at end of Event.

Destroy after 

requisition satisfied.

N1-361-92-1

4140.30 Intensive Management Files. High 

priority backorder/delayed items listings, 

customer supply assistance requests 

(messages, fax, etc.), documentation of 

actions taken, and related backup 

material.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-92-1

4140.31 Requisitions, Other: Non-remarks 

Requisition. Copies of priority 2 

through 15 materiel requisitions received 

via mail or message, F 252 listings, 

passing order messages, and similar 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 1 week after 

requisition obtains 

status.

N1-361-92-1

4140.31.01 Requisitions, Other: Remarks 

Requisition. Copies of priority 2 

through 15 materiel requisitions received 

via mail or message, F 252 listings, 

passing order messages, and similar 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 45 days after 

SAMMS updating 

actions completed.

N1-361-92-1
DLA Records Schedule August 2018

60

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.32 Supply Terminations. Messages, cards, 

memos, and similar documents used to 

initiate termination of supply actions due 

to requisition cancellations.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.33 MRO Reversals. Messages, corrected 

materiel release confirmation cards, and 

DoD single line item requisition system 

document (mechanical) forms used to 

correct SAMMS records to maintain 

accurate balances between Depot and 

Center records.

Temporary. Cutoff 

at end of Event. 

Destroy after reversal 

posted in SAMMS.

N1-361-92-1

4140.34 Reinstatement Requests. 

Correspondence, messages, exception 

requisition document data input forms, 

and related records pertaining to 

adjustment of erroneous status codes.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.35 Customer Discrepancies. Copies of 

customer complaint messages, reports of 

item discrepancy, and similar records 

used by customers to report materiel 

shipment discrepancies. Includes 

correspondence, printouts of requisition 

history files used to research complaint 

validity, printouts of SAMMS files 

reflecting credit actions, when 

applicable, and related documentation.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-1

4140.36 Foreign Military Sales (FMS) 

Discrepancies. Correspondence, tracer 

actions, proofs of shipment, printouts of 

SAMMS files reflecting credit actions 

(when applicable), and related 

documentation pertaining to FMS 

shipment discrepancies.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-1

4140.37 Requisition History Files. Microfiche 

records of closed requisitions used to 

research customer complaints.

Temporary. Review 

annually. Destroy 

when no longer 

needed for reference.

N1-361-92-1
DLA Records Schedule August 2018

61

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.38 Activity Address Directory Files. 

Copies of messages containing 

corrections to addresses of individual 

countries used to initiate corrections 

(deletion, additions, and suspensions) to 

automated activity address directory 

files.

Temporary. Review 

annually. Destroy 

when no longer 

needed for reference.

N1-361-92-1

4140.39 Depot Balance and Transaction 

Register (DBTR) Files. Copies of depot 

balance and/or transaction discrepancy 

forms, corrected balance printouts, and 

related records used to adjust depot 

materiel storage balances.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-1

4140.40 Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Distribution 

programs/projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and related 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-91-10

4140.41 Rescinded - use 5300.33

4140.41.01 Rescinded - use 5300.33.01

4140.42 Rescinded - use 4140.27

4140.43 Inventory Monitoring. Forms, listings 

(cancellation, count discrepancy, 

delinquent count, classification suspense, 

location/storage discrepancy), inventory 

forecasts, count cards, analyses, and 

related physical inventory records used 

during the inventory process.

Temporary. Cutoff 

at end of Fiscal Year. 

Destroy after 1 year 

or when no longer 

needed, whichever is 

sooner.

N1-361-91-10

4140.44 Completed Inventory Evaluation. 

Analysis reports, inventory count 

histories, listings, and related backup 

materials used to input inventory data, 

evaluate count information, and to 

release completed inventories.

Temporary. Cutoff 

at end of Fiscal Year. 

Destroy after 1 year.

N1-361-91-10
DLA Records Schedule August 2018

62

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.45 Balance/Transaction Coding. Coding 

sheets and related papers used to 

document entries of transaction 

adjustments.

Temporary.

Destroy after 30 days 

or after records are 

adjusted.

N1-361-91-10

4140.46 Balance/Transaction Register 

Reconciliations. Reports, printouts, 

forms, messages, correspondence, 

inquiry documents (locator inquiries, 

center balances, materiel release order 

(MRO) histories, quality control reports, 

reports of discrepancy), violation 

listings, and related backup materials 

summarizing the reconciliation of 

unmatched balances/transactions used to 

recap adjustments made to accountable 

records.

Temporary. Cutoff 

at end of Fiscal Year. 

Destroy after 1 year 

or when no longer 

needed, whichever is 

sooner.

N1-361-91-10

4140.47 Rescinded - use 4140.27

4140.48 Inventory Control Effectiveness Files.

Correspondence, reports, listings, and 

backup materials used to summarize 

inventory results/ effectiveness.

Temporary. Cutoff 

at end of Fiscal Year. 

Destroy after 2 years.

N1-361-91-10

4140.49 Location Changes. Cards and related 

item locator information used to add or 

delete stock locations.

Temporary. Destroy 

after 6 months.

N1-361-91-10

4140.50 Rescinded - use 4140.27

4140.51 Rescinded - use 4140.27

4140.52 Workload Planning Files. Reports, 

listings, and similar records used to 

control and plan daily materiel release 

order workload.

Temporary. Destroy 

after 1 month.

N1-361-91-10

4140.53 Workload Statistical Files. Listings, 

reports, and similar records relating to 

workload statistics, such as lines shipped 

and man-hours.

Temporary. Cutoff 

at end of Fiscal Year. 

Destroy after 2 years.

N1-361-91-10

4140.54 Non-procurement Receipt 

Documentation: Automatic Disposal

Action Records. Copies of receipt 

documents accumulated from nonprocurement sources such as item 

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-91-10
DLA Records Schedule August 2018

63

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

release/receipt documents used to return 

previously issued materiel to depot 

storage including supporting 

documentation.

4140.54.01 Non-procurement Receipt 

Documentation: Other Records. 

Copies of receipt documents 

accumulated from non-procurement 

sources such as item release/receipt 

documents used to return previously 

issued materiel to depot storage 

including supporting documentation.

Temporary. Cutoff 

at end of Event. 

Destroy 3 months 

after receipt of final 

shipment.

N1-361-91-10

4140.55 Procurement Receipt Documentation.

Copies of receipt documents 

accumulated from procurement sources 

such as contracts, amendments, 

modifications, and similar receipt 

supporting documentation and used to 

identify incoming materiel and inspect 

for contract compliance 

(preservation/packaging/ packing 

/marking), condition, and damage. 

NOTE: Do not microfilm

Temporary. Cutoff 

at end of Event. 

Destroy 3 months 

after receipt of final 

shipment.

N1-361-91-10

4140.56 Acceptance Receipt Documentation. 

Material inspection and receiving 

reports, orders for supplies or 

services/requests for quotation, and 

comparable documents which serve as 

proof of acceptance and support an 

acceptance report (DIC PK_) or D4_. 

These records (hard copy or microfilm) 

will be maintained separately from 

receipt documentation described in 

Materiel Management and Control 

Schedule 4140.54 and they will be filed 

by date of acceptance by calendar year.

Temporary. Cutoff 

at end of FY. 

Destroy 6 years and 3 

months after cutoff.

N1-361-91-10
DLA Records Schedule August 2018

64

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4140.57 Receiving Inspection. Damage reports, 

supporting documents, correspondence, 

and similar records relating to nontransportation related 

damaged/discrepant incoming 

shipments.

Temporary. Cutoff 

at end of FY. Destroy 

after 2 years.

N1-361-91-10

4140.58 Active Listing Files. Listings, reports, 

and related records used to confirm data 

input of reports of discrepancy posted to 

Center records.

Temporary. Destroy 

after input actions 

verified.

N1-361-91-10

4140.59 Deleted Suspense Record Files.

Listings, reports, and related records 

used to verify data input of inspections 

verification changes/ corrections.

Temporary. Cutoff 

at end of FY. Destroy 

after 1 year.

N1-361-91-10

4140.60 Receipt Not Confirmed Files. Listings, 

reports, and related records pertaining to 

materiel received but not assigned 

storage location.

Temporary. Destroy 

after receipts 

confirmed.

N1-361-91-10

4140.61 Storage Item Changes. Printouts, 

reports and listings concerning missing 

data, incomplete item locations, 

validation rejects, errors, reconciliations, 

item analyses, exceptions, and similar 

data relating to storage item change 

actions.

Temporary. Destroy 

after 2 months.

N1-361-91-10

4140.62 Receiving Adjustment Records. 

Suspense listings used to monitor 

condition code adjustments of stored 

materiel not ready for issue.

Temporary. Destroy 

after computer 

updating action 

verified.

N1-361-91-10

4140.63 Receiving Workload Reports. Listings 

containing daily production count used 

to monitor man-hours and productivity.

Temporary. Destroy 

after 90 days.

N1-361-91-10

4140.64 Materiel Preparation Records. Forms 

and similar documents used to record 

costs to package, pack, containerize, and 

unitize materiel received prior to storage.

Temporary. Cutoff 

at end of FY. Destroy 

after 1 year.

N1-361-91-10

4140.65 Project/Job Orders. Project order forms 

and amendments, job orders, material 

order forms, incoming/outgoing stock 

Temporary. Cutoff 

at end of CY. Destroy 

N1-361-91-10
DLA Records Schedule August 2018

65

SCHEDULE 4140 - Materiel Management and Control

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

documentation, picking tickets, 

preliminary inspection forms, rate 

sheets, service control forms, and related 

records used to document and control a 

job/project from point of acceptance to 

completion.

after 2 years.

4140.66 Stock Inspections. Forms and related 

materials requesting tests and/or 

reporting results of tests on electronic 

stock items.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-91-10

4140.67 Assemblies. Forms, checklists and 

related materials used to assure quality 

control and maintain status of multiple 

container shipments in the 

assembly/disassembly, packing and 

crating of facilities, items, kits, sets or 

repaired stock and the upgrading of 

preservation, marking, and packaging of 

material for assemblies and kits.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-91-10
DLA Records Schedule August 2018

66

DLA RECORDS SCHEDULE – 4145

STORAGE – Strategic Materiel

This schedule relates to documentation, maintenance, and disposition instructions for 

documenting operations conducted at storage facilities. These operations deal with unloading, 

checking, recording, or otherwise receiving; storing; maintaining; protecting; moving; shipping; 

and accounting for Defense National Stockpile Center (DNSC) materials.

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.1 Stockpile Program/Project Files.

Documents related to the formulation, 

management, administration and 

execution of individual Stockpile 

programs/ projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of program 

effort, or when no 

longer required, 

whichever is sooner.

N1-361-92-5

4145.2 Rescinded – Use 5300.33

4145.2.01 Rescinded – Use 5300.33.01

4145.3 Storage Facility Entry Controls: 

Entry Permits and Control. 

Documents accumulated in arranging for 

visits, admitting train crews, installing 

double switch locks, issuing decals or 

entry permits, and otherwise controlling 

admission to storage facilities. Included 

are visit logs and registers, visit 

notifications, decal and permit issue 

records, similar controls, and related 

records.

Temporary. Cutoff at 

end of Event. Destroy 

on turn-in or expiration 

of the decal or permit.

N1-361-89-2

4145.3.01 Storage Facility Entry Controls: Visit 

Logs and Registers. Documents 

accumulated in arranging for visits, 

admitting train crews, installing double 

switch locks, issuing decals or entry 

permits, and otherwise controlling 

admission to storage facilities. Included 

are visit logs and registers, visit 

notifications, decal and permit issue 

records, similar controls, and related 

records.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after sheet or 

book is filled.

N1-361-89-2
DLA Records Schedule August 2018

67

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.3.02 Storage Facility Entry Controls: 

Other Records. Documents 

accumulated in arranging for visits, 

admitting train crews, installing double 

switch locks, issuing decals or entry 

permits, and otherwise controlling 

admission to storage facilities. Included 

are visit logs and registers, visit 

notifications, decal and permit issue 

records, similar controls, and related 

records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.4 Storage Facility Work Schedules.

Documents created in scheduling 

inspections, maintenance, stock 

servicing, re-warehousing, work 

schedules, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.5 Storage Facility Inspection Files.

Inspection reports and related records on 

the condition and security of facilities, 

grounds, and warehouse sections, 

including facilities for the storage of 

DNSC, but not inspection reports on 

commodities which are included in the 

DNSC inspection files.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.6 Storage Facility Project Records.

Documents relating to qualitative 

maintenance projects which are not 

appropriate for inclusion in the related 

depot contract file. Included are status of 

project reports, visit reports, and related 

records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

completion of the 

project, destroy when 3 

years old.

N1-361-89-2

4145.7 Storage Facility Transportation 

Records. Documents accumulated in 

issuing Government Bills of Lading 

(GBL) and arranging transportation for 

outbound shipments. Included are 

requests for traffic data; issuing office 

copies of GBL's, including commercial 

bills of lading converted to GBL's; 

transit certificates; documents pertinent 

Temporary. Cutoff at 

end of CY. Destroy

when 4 years old.

N1-361-89-2
DLA Records Schedule August 2018

68

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

to freight classification; and related 

records.

4145.8 Commercial Bills of Lading. These 

records are limited to commercial bills 

of lading where shipment charges were 

not paid by the Federal Government and 

which were not required for filing in the 

voucher or other records. Note: 

Commercial bills of lading converted to 

GBL's will be filed with the GBL in 

960.14, Storage Facility Transportation 

Records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.9 Demurrage Records. Documents 

created in recording arrival, unloading, 

and departure time of cars, and in 

certifying carrier demurrage bills. 

Included are car record forms, copies of 

carrier bills, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 4 years old.

N1-361-89-2

4145.10 GBL Issuing Officer Designations.

Documents relating to the designation of 

storage facility employees as GBL 

issuing officers.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

cancellation, destroy 

when 4 years old.

N1-361-89-2

4145.11 Unusual Occurrence Reports.

Documents accumulated in reporting 

information on unusual occurrences 

(actual or potential) to higher echelons. 

Included are telegraphic and narrative 

reports of damages to stocks and 

facilities resulting from fires or other 

causes; reports of thefts; reports of 

hazards adjacent to, but outside of, the 

storage facility; reports of unauthorized 

visits; reports of requests for 

information from individuals not 

authorized to receive such information; 

similar reports; and directly related 

records.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2
DLA Records Schedule August 2018

69

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.12 Protection Agreements. Documents 

created in preparing, negotiating, and 

clearing agreements with local 

protection and firefighting services to 

provide mutual or other assistance in 

case of fire or disaster.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

cancellation, 

expiration, or 

obsolescence of the 

agreement.

N1-361-89-2

4145.13 Depot Activity and Operation 

Reports. Documents created in 

reporting depot activities and operations 

such as workload, accomplishments, 

receipts, problem areas, and similar 

matters. Included are reports and related 

records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.14 Depot Contract Records. Documents 

accumulated in administering contracts 

(normally awarded by higher echelons) 

for projects dealing with the receipt, 

storage, re-warehousing, and shipment 

of materials, supplies, and equipment; 

rehabilitation or repair of buildings, 

grounds, and storage containers; or 

similar things. Included are copies of 

contracts, related correspondence, 

copies of contractor invoices and time 

and attendance reports, and similar 

records.

Temporary. Cutoff at 

end of CY. Place in 

inactive file on 

completion of the 

contract by delivery 

and acceptance of all 

material, property, or 

services, or final 

payment whichever is 

later, cutoff the inactive 

file at the end of the 

year, hold 2 years, and 

retire to FRC. Destroy 

when 6 years old.

N1-361-89-2

4145.15 Space and Tonnage Reports.

Documents created in reporting 

statistical receipts, re-warehousing, 

shipments, and balances on-hand. 

Included are reports and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 4 years old.

N1-361-89-2

4145.16 Tonnage Registers. Registers used to 

record information on tonnage of 

receipts and shipments for preparation 

of space and tonnage reports.

Temporary. Cutoff at 

end of Event. Destroy 

when register sheet or 

book is filled and the 

latest data therein has 

been used for the space 

and tonnage report.

N1-361-89-2
DLA Records Schedule August 2018

70

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.17 Due-in Files. Files, normally consisting 

of advance copies of shipping 

instructions, purchase orders, or other 

documents, which are used by storage 

facilities for workload and space 

utilization planning purposes.

Temporary. Withdraw 

individual documents 

and place them in 

inactive file on receipt 

of shipment or when 

the document has 

served its intended 

purpose. Cutoff the 

inactive file in 3-month 

blocks, destroy when 6 

months old.

N1-361-89-2

4145.18 Man-hour Distribution Reports.

Documents created in reporting the 

distribution of storage facility manhours. Included are reports and related 

records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.19 Equipment Jacket Files. Case files 

created to maintain data on the 

acquisition, operation, servicing, 

maintenance, and repair of individual 

items of storage facility equipment, 

particularly materials handling 

equipment. Included are acquisition 

documents and change of status reports; 

utilization and cost logs, job repair 

orders, purchase orders, and invoices; 

utilization service and repair cost 

summaries; maintenance checklists; 

battery test and change records; 

inspection records; and related records.

Temporary. Cutoff at 

end of Event. Transfer 

with the equipment. 

Place in inactive file on 

final disposal of the 

equipment. Cutoff the 

inactive file annually, 

destroy when 2 years 

old.

N1-361-89-2

4145.20 Equipment Maintenance Logs. Log 

forms normally attached to equipment, 

including installed equipment, except 

motor vehicles, to record operation, 

inspection, and maintenance.

Temporary. Cutoff at 

end of Event. Transfer 

with the equipment. 

Destroy on disposal, 

cannibalization, or 

abandonment of the 

equipment.

N1-361-89-2

4145.21 Voucher Copies. Extra copies of 

receiving reports, tally sheets, outbound 

storage reports, and similar documents 

Temporary. Cutoff at 

end of CY. Destroy 

N1-361-89-2
DLA Records Schedule August 2018

71

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

retained by shipping, receiving, and 

other sections of the storage facility.

when 1 year old.

4145.22 Inventory Records. Copies of physical 

or other inventory reports that are filed 

separately from vouchers or comparable 

records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following the 

next comparable 

inventory, destroy when 

2 years old.

N1-361-89-2

4145.23 Radioactive Material Licenses. 

Documents relating to licenses (issued 

by the Nuclear Regulatory Commission) 

to obtain and handle sources of ionizing 

radiation. Included are applications, 

licenses, amendments, and related 

records.

Temporary. Cutoff at 

end of Event. Place in 

inactive file following 

cancellation or final 

expiration of the 

license, destroy when 2 

years old.

N1-361-89-2

4145.24 Radiation Exposure Evaluation Files.

Documents created in forwarding 

dosimetry film badges for evaluation 

and return of "readings." Included are 

transmittal letters, reports of film badge 

readings, and related records.

Temporary. Cutoff at 

end of CY. Destroy

when 1 year old, 

provided "readings" 

are entered in the 

radiation exposure 

record.

N1-361-89-2

4145.25 Radiation Exposure Records: Log 

Books. Documents used to record and 

maintain a record of the individual 

employee’s exposure to ionizing 

radiation, the locations of the radiation, 

and the sources involved.

Temporary. Cutoff at 

end of Event. Retain 

until book is filled and 

all individuals for 

whom exposures are 

recorded therein are no 

longer employed at the 

storage facility, and 

then retire to FRC. 

Destroy when 30 years 

old.

N1-361-89-2

4145.25.01 Radiation Exposure Records: 

Individual Records. Documents used to 

record and maintain a record of the 

individual employee’s exposure to 

ionizing radiation, the locations of the 

radiation, and the sources involved. 

Included are dose records, exposure log 

Temporary. Cutoff at 

end of Event. 

Withdraw on transfer 

or separation of the 

individual concerned 

and file records in 

official personnel 

N1-361-89-2
DLA Records Schedule August 2018

72

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

books, and related records. folders.

4145.26 Radiation Survey and Analysis Files: 

Logs. Documents created in performing 

health physics inspections to ensure that 

protective procedures and practices are 

followed in handling sources of ionizing 

radiation. These records include 

documents created in detecting and 

recording levels of radiation in 

materials, objects, and the environment 

of areas where sources of ionizing 

radiation are handled or stored. Included 

are inspection or survey reports, 

radiological and chemical analysis 

reports, leak test reports, logs, and 

related records.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after date of 

last entry on sheet or 

book.

N1-361-89-2

4145.26.01 Radiation Survey and Analysis Files:

Other Records. Documents created in 

performing health physics inspections to 

ensure that protective procedures and 

practices are followed in handling 

sources of ionizing radiation. These 

records include documents created in 

detecting and recording levels of 

radiation in materials, objects, and the 

environment of areas where sources of 

ionizing radiation are handled or stored. 

Included are inspection or survey 

reports, radiological and chemical 

analysis reports, leak test reports, logs, 

and related records.

Temporary. Cutoff at 

end of CY. Cutoff 

annually, destroy when 

3 years old.

N1-361-89-2

4145.27 Stock Locator Files. Documents used 

to show the location and identity of 

equipment, supplies, and material in 

open and closed storage. Included are 

stock location cards, stock identification 

cards, change notices, and related 

records.

Temporary. Cutoff at 

end of Event. Destroy 

locator document when 

superseded or obsolete, 

except that change 

notices will be 

destroyed after the 

change is made on the 

locator.

N1-361-89-2
DLA Records Schedule August 2018

73

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.28 Storage Layout Plats and Plans. 

Layout plats, plans, and charts prepared 

and used to ensure maximum utilization 

of space and to complement stock 

locator systems.

Temporary. Review 

annually. Destroy the 

plat, plan, or chart, 

when superseded or 

obsolete.

N1-361-89-2

4145.29 Stock Location Audits. Reports and 

related records pertaining to periodic 

audits made to ensure that locator files 

are in agreement with stock locations.

Temporary. Cutoff at 

end of Event. Destroy 

on correction of 

deficiency in the 

locator file or after 30 

days if no deficiencies 

are involved.

N1-361-89-2

4145.30 DNSC Stock Account Records; DNSC 

Vouchers - Receiving reports and 

related documentation. Storage facility 

copies of records documenting the

receipt, storage, and shipment of, and 

accountability for DNSC materials. 

Included are shipping instructions and 

notices; receiving reports, over, short, 

and/or damage reports; memorandum 

copies of bills of lading, but not issuing 

office copies; analysis reports; delivery 

orders; sales releases; shipment orders; 

stock adjustment reports; reports of 

survey, and property write-offs; and 

related records not described elsewhere. 

Temporary. Cutoff at 

end of Event. Destroy 

3 years after all stored 

material of like kind 

and grade have been 

shipped out.

N1-361-89-2

4145.30.01 DNSC Stock Account Records; DNSC 

Vouchers - Other Records. Storage 

facility copies of records documenting 

the receipt, storage, and shipment of, 

and accountability for DNSC materials. 

Included are shipping instructions and 

notices; receiving reports, over, short, 

and/or damage reports; memorandum 

copies of bills of lading, but not issuing 

office copies; analysis reports; delivery 

orders; sales releases; shipment orders; 

stock adjustment reports; reports of 

survey, and property write-offs; and 

Destroy 3 years after 

all stored material of 

like kind and grade 

have been shipped out.

N1-361-89-2
DLA Records Schedule August 2018

74

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

related records not described elsewhere. 

4145.30.02 Commodity Inspection Records. 

Notification of stockpile inspection 

reports, and related records reflecting 

the condition and security of stored 

commodities, including the adequacy of 

the storage facilities.

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

N1-361-89-2

4145.30.03 DNSC Voucher Registers. Registers 

reflecting the assignment of voucher 

numbers to documents crediting or 

debiting the DNSC material inventory.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after date of 

last entry on register.

N1-361-89-2

4145.30.04 Stock Record Cards. Inventory record 

cards reflecting receipt, shipment, and 

balances of DNSC material by program, 

commodity, grade, type, and country or 

origin.

Temporary. Cutoff at 

end of Event. Place in 

inactive file when 

balances on cards are 

reduced to zero. 

Destroy 2 years after 

all stored material of 

like kind and grade has 

been shipped out.

N1-361-89-2

4145.31 Stock Record Cards. Stock record 

cards (for stocks other than DNSC 

material) or comparable basic 

documents, recording by item, the 

receipt, shipment, and disposal of 

property; balances on hand; dollar 

values; and other data.

Temporary. Cutoff at 

end of Event. 

Withdraw and place in 

inactive file when 

record is filled and 

balances are brought 

forward to a new 

record, or when final 

entry is made on the 

card. Cutoff the 

inactive file at the end 

of the year, destroy 

when 3 years old.

N1-361-89-2

4145.32 Stock Record Voucher Records.

Documents accumulated at depots to 

show and support additions to, or 

decreases in, stock record accounts for 

stocks other than DNSC materials. 

Included are receiving reports; tally-in 

sheets; inspection reports; stock 

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

N1-361-89-2
DLA Records Schedule August 2018

75

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

adjustments; copies of reports of survey 

or property write-offs; radiological 

instrument repair records; reports of 

physical inventories; stock status 

reports; loan agreements; copies of bills 

of lading and over, short, and/or damage 

reports; requisitions and shipping 

documents; disposition instructions for 

unserviceable property; other supporting 

records; and related correspondence.

4145.33 Voucher Registers. Registers used to 

record the assignment of numbers to, 

and other information about, documents 

(vouchers) crediting or debiting other 

than DNSC materials.

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

N1-361-89-2

4145.34 Voucher Block Number Assignments.

Documents reflecting the assignment of 

blocks of voucher numbers to storage 

facilities.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.35 Stockpile Goal Actions. Documents 

relating to the coordination and issue of 

Stockpile Goal Actions to increase or 

otherwise change the quantity or 

composition of commodities in the 

stockpile. Included are documents 

reflecting the participation on the 

Interdepartmental Advisory Committee, 

task force studies, and copies of the 

Stockpile Goal Actions, clearance 

documents, and related records.

Temporary. Cutoff at 

end of CY. Hold 5 

years, and retire to 

FRC. Destroy when 10 

years old.

N1-361-89-2

4145.36 Stockpile Procurement Directives.

Documents accumulated as a result of 

participating in the development and 

review of directives for procuring and 

upgrading of material needed to meet 

established objectives.

Temporary. Cutoff at 

end of Event. Destroy 

on disposal of the 

stockpile.

N1-361-89-2

4145.37 Barter Transaction Comments.

Documents accumulated in reviewing 

communications with the Federal 

Emergency Management Agency 

Temporary. Cutoff at 

end of CY. Destroy on 

disposal of the 

stockpile.

N1-361-89-2
DLA Records Schedule August 2018

76

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

(FEMA) for the purpose of approving or 

providing detailed instructions on 

specifications, marking, and packaging 

for specific barter transactions.

4145.38 Barter Offers Research Reviews. 

Documents accumulated in reviewing 

and analyzing barter offers for the 

purpose of developing and providing 

pricing and other data or to reply to 

specific points. Included are barter 

offers, pricing studies, and advisory 

memorandums on storage, handling, and 

inspection details.

Temporary. Cutoff at 

end of CY. Destroy on 

disposal of stockpile.

N1-361-89-2

4145.39 DNSC Excess Report Reviews. 

Documents accumulated in reviewing 

and analyzing reports of DNSC 

materials excess to the needs of 

reporting agencies to determine whether 

the materials are needed in the stockpile. 

Included are copies of advanced 

notification letters, reports of excess and 

related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

N1-361-89-2

4145.40 Disposal Planning Files. Documents 

accumulated from initiation of FEMA 

requests for DLA's Office of Stockpile 

Disposal to develop disposal legislation; 

through deliberations of the Annual 

Materials Plan Steering Committee and 

appropriate subcommittees thereof, 

internal clearance, clearance with the 

affected industry, approval of disposal 

action by FEMA, and preparation and 

clearance of congressional notification 

with draft legislation accompanied by a 

letter from the Administrator of General 

Services to OMB for clearance before 

submission to the Congress for action.

Temporary. Cutoff at 

end of CY. Hold for 

the life of the stockpile, 

and then retire to FRC. 

Destroy 10 years after 

disposal of stockpile.

N1-361-89-2

4145.41 Research Study Files. Documents 

created in studying and analyzing 

economic, marketing, environmental, 

technical, and planning considerations 

Temporary. Cutoff at 

end of CY. Hold for 

the life of the stockpile, 

and then retire to FRC. 

N1-361-89-2
DLA Records Schedule August 2018

77

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

affecting the acquisition, maintenance, 

quality assurance, rotation, 

beneficiation, upgrading, use, release, 

destruction, or abandonment of DNSC 

materials. Included are proposals, 

requests, studies, analyses, clearance 

actions, and related records.

Destroy 5 years after 

disposal of stockpile.

4145.42 Barter Program Directives. 

Documents relating to authorizations 

from the Federal Emergency 

Management Agency (FEMA) to DLA 

for the Commodity Credit Corporation 

(CCC) to barter surplus agricultural 

commodities in exchange for material 

needed in the national defense 

stockpiles. Included are barter program 

directives, advice to CCC not confined 

to a single barter transaction, and related 

records.

Temporary. Cutoff at 

end of Event. Destroy 

on disposal of the 

stockpile.

N1-361-89-2

4145.43 Barter Assistance Files. Documents 

accumulated in providing advice, 

assistance, or other services to CCC in 

connection with the overall barter 

program or specific barter offers that 

were not consummated.

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old. 

Exception: Records 

relating to assistance in 

connection with 

consummated 

transactions should be 

incorporated in DNSC 

Acquisition Contracts 

files.

N1-361-89-2

4145.44 Barter Offer Inquiries. Documents 

accumulated in receiving and answering 

inquiries and barter offers from sources 

other than CCC.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.45 DNSC Acquisition Contracts.

Documents accumulated in the 

acquisition including beneficiation and 

upgrading, and under barter programs, 

of national stockpile materials. Included 

are documents concerning requirements, 

Temporary. Cutoff at 

end of CY. Place in 

inactive file on 

completion of all 

procurement or 

contract actions by 

N1-361-89-2
DLA Records Schedule August 2018

78

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

proposals, solicitations, amendments, 

offers, bids, transportation and shipment 

data, storage locations, handling 

facilities, inspection services, receiving 

information, payments, invoices, 

transfers to stockpile, and related 

records. For DNSC materials acquired 

under barter programs, included are 

documents concerning the identification 

and exchange arrangements for surplus 

agricultural products or other 

commodities involved in the barter 

transactions.

delivery and 

acceptance of all 

materials, property or 

services determination 

of barter offer, final 

payments or audit. 

Cutoff inactive file 

annually. Review for 

destruction when 6 

years old, and every 5 

years thereafter 

following 

determination to 

continue retention, or 

destroy after material 

has been removed from 

DNSC inventory.

4145.46 Service Contract Files. Documents 

accumulated in awarding and 

administering contracts for receiving, 

identifying, inspection services, 

handling services, technical research, 

packaging and shipping, and related 

services incident to the storage of DNSC 

materials. Included are official contract 

files, invoices and invoice certifications, 

receiving reports, and related records.

Temporary. Cutoff at 

end of FY. Place in 

inactive file upon 

termination of contract 

or upon completion of 

contract by delivery 

and acceptance of all 

materials, property, 

services, final payment, 

and audit (if 

applicable). Cutoff the 

inactive file at the end 

of the fiscal year, hold 

1 year, and retire to 

FRC. Destroy when 6 

years old.

N1-361-89-2

4145.47 Machine Tool Contracts. Case files 

created in the preparing, awarding, 

executing, and administrating of M-day 

machine tool pool order, and machine 

tool trigger contracts, or comparable 

contracts.

Temporary. Cutoff at 

end of CY. Place in 

inactive file on 

expiration, termination, 

or completion of the 

contract by delivery 

and acceptance of all 

materials, services, or 

N1-361-89-2
DLA Records Schedule August 2018

79

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

property. Cutoff the 

inactive file annually, 

hold 1 year, and retire 

to FRC. Destroy when 

6 years old.

4145.48 Disposal Coordination Files.

Documents accumulated as a result of 

coordination with offices responsible for 

disposal in connection with planning 

and accomplishing the disposal of 

DNSC overages. Included are 

notifications of excesses, clearance 

actions, and related records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

disposal, destroy when 

2 years old.

N1-361-89-2

4145.49 Lease Files. Documents accumulated in 

the leasing of real property for the 

stockpile program. Included are leases 

for plant site storage and commercial 

warehouses, requests for space, bids, 

abstracts, and analyses thereof, 

solicitations with findings and 

determinations, analyses and cost 

estimates, letters of acceptance and 

rejection, condemnation actions, 

amendments, alterations, improvements, 

and maintenance, and related records.

Temporary. Cutoff at 

end of Event. Place in 

inactive file on 

termination of or 

cancellation of the 

lease. Cutoff the 

inactive file at the end 

of the Fiscal Year, hold 

1 year, and retire to 

FRC. Destroy when 6 

years old.

N1-361-89-2

4145.50 Excess DNSC Acquisition Files:

DNSC Accepted. Documents 

accumulated in coordinating reports of, 

answering inquiries about, furnishing 

reporting instructions on, and otherwise 

coordinating the acquisition of National 

Defense Stockpile material reported as 

excess by other agencies. Included are 

notification letters, clearance actions, 

excess reports, transfer and shipping 

instructions, and related records. 

Temporary. Cutoff at 

end of CY. Cutoff 

annually. Review for 

destruction when 6 

years old, and every 5 

years thereafter 

following 

determination to 

continue retention, or 

destroy after material 

has been removed from 

DNSC inventory.

N1-361-89-2
DLA Records Schedule August 2018

80

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.50.01 Excess DNSC Acquisition Files:

DNSC Not Accepted. Documents 

accumulated in coordinating reports of, 

answering inquiries about, furnishing 

reporting instructions on, and otherwise 

coordinating the acquisition of National 

Defense Stockpile material reported as 

excess by other agencies. Included are 

notification letters, clearance actions, 

excess reports, transfer and shipping 

instructions, and related records. 

Temporary. Cutoff at 

end of CY. Cutoff 

annually, destroy when 

1 year old.

N1-361-89-2

4145.51 Storage Facility Agreements.

Documents accumulated in negotiating 

agreements with other Government 

agencies for vault, open, or specialized 

storage facilities. Included are 

agreements, permits, clearance actions, 

and related records

Temporary. Review 

annually. Destroy 

agreements when 

superseded or 

canceled.

N1-361-89-2

4145.52 Industrial Hygiene and Safety 

Management Records: Individual 

Records of Exposure to Hazardous 

Materials. Documents accumulated in 

the development and management of an 

industrial hygiene and safety program 

for the national defense stockpile 

materials. Included are program 

development documents, health and 

safety regulatory directives, legislative 

matters, health and safety standards,

hazardous stockpile material handling 

requirements, radioactive materials, 

licensing records and program 

management, survey and monitoring 

reports, personnel exposure and medical 

records, and other industrial hygiene 

safety related records.

Temporary. Cutoff at 

end of Event. 

Withdraw upon 

separation of the 

individual concerned 

and transfer records to 

the Official Personnel 

Folder.

N1-361-89-2

4145.52.01 Industrial Hygiene and Safety 

Management Records: Safety 

Standards and Regulations.

Documents accumulated in the 

development and management of an 

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-89-2
DLA Records Schedule August 2018

81

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

industrial hygiene and safety program 

for the national defense stockpile 

materials. Included are program 

development documents, health and 

safety regulatory directives, legislative 

matters, health and safety standards,

hazardous stockpile material handling 

requirements, radioactive materials, 

licensing records and program 

management, survey and monitoring 

reports, personnel exposure and medical 

records, and other industrial hygiene 

safety related records.

4145.52.02 Industrial Hygiene and Safety 

Management Records: Other 

Records. Documents accumulated in the 

development and management of an 

industrial hygiene and safety program 

for the national defense stockpile 

materials. Included are program 

development documents, health and 

safety regulatory directives, legislative 

matters, health and safety standards,

hazardous stockpile material handling 

requirements, radioactive materials, 

licensing records and program 

management, survey and monitoring 

reports, personnel exposure and medical 

records, and other industrial hygiene 

safety related records.

Temporary. Cutoff at 

end of CY. Hold 2 

years, and retire to 

FRC. Destroy when 6 

years old.

N1-361-89-2

4145.52.03 Industrial Hygiene and Safety 

Management Records: Cases 

Involving Litigation. Documents 

accumulated in the development and 

management of an industrial hygiene 

and safety program for the national 

defense stockpile materials. Included are 

program development documents, health 

and safety regulatory directives, 

legislative matters, health and safety 

standards, hazardous stockpile material 

Temporary. Cutoff at 

end of Event. Destroy 

when litigations have 

been resolved.

N1-361-89-2
DLA Records Schedule August 2018

82

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

handling requirements, radioactive 

materials, licensing records and program 

management, survey and monitoring 

reports, personnel exposure and medical 

records, and other industrial hygiene 

safety related records.

4145.53 Environmental Affairs. Documents 

accumulated in the development of 

environmental impact studies, and 

assessments, and statements concerning 

all National Defense Stockpile 

materials. Included are reports, 

consultant studies, flood-plain and 

wetland evaluations, management 

studies and procedures, and other related 

records.

Temporary. Cutoff at 

end of CY. Hold 4 

years, and retire to 

FRC. Destroy when 20 

years old.

N1-361-89-2

4145.54 Commodity General Files: Individual 

Files. Individual files established to 

accumulate general information on the 

history of, geographical origin of, 

processing and manufacturing 

techniques pertinent to, uses of, and 

similar facts concerning each 

commodity, exclusive of specific files 

described elsewhere in this appendix. 

Included are correspondence, clippings, 

reprints, technical data, and similar 

records.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after removal of 

the entire commodity 

from the stockpile.

N1-361-89-2

4145.54.01 Commodity General Files: Clippings, 

Reprints, and Similar Technical Data.

Individual files established to 

accumulate general information on the 

history of, geographical origin of, 

processing and manufacturing 

techniques pertinent to, uses of, and 

similar facts concerning each 

commodity, exclusive of specific files 

described elsewhere in this appendix. 

Included are correspondence, clippings, 

reprints, technical data, and similar 

records.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-89-2
DLA Records Schedule August 2018

83

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.55 National Defense Stockpile Files. 

Documents accumulated in the 

stockpiling of national defense stockpile 

materials declared as surplus by other 

Government agencies or recovered from 

Defense contractors. Included are 

surplus declarations, weight and analysis 

certificates, and correspondence and 

related documents of the type usually 

found in stockpile purchase files. Files 

are arranged by commodity and 

National Stockpile Procurement (NSP) 

number.

Temporary. Cutoff at 

end of Event. Transfer 

to FRC 3 years 

following removal of 

the commodity from the 

stockpile. Destroy 8 

years after removal.

N1-361-89-2

4145.56 Procurement Contract Inspection 

Files. Case files created as a result of 

inspecting commodities for compliance 

with procurement, barter, beneficiation, 

or upgrading specifications. Included are 

copies of contracts, amendments, and 

specifications, acceptance and analysis 

reports, shipping instructions and 

notices, and related records.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after 

commodity is no longer 

held in the stockpile.

N1-361-89-2

4145.57 "Depot" Inspection Files. Documents 

accumulated in inspecting and reporting 

on the condition and security of 

materials in storage, including the 

condition and adequacy of storage 

facilities. Included are completed 

inspection reports, trip reports, similar 

documents, and related records.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after 

commodity is no longer 

held in the stockpile.

N1-361-89-2

4145.58 Inspection Indexes: Acquisition 

Contracts. Card indexes to "contract" 

and "depot" inspection records. Card 

sets relate contract numbers, 

commodities, and contractors.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after disposal 

of commodity.

N1-361-89-2

4145.58.01 Inspection Indexes: Disposal 

Contracts. Card indexes to "contract" 

and "depot" inspection records. Card 

sets relate contract numbers, 

commodities, and contractors.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after 

completion of contract.

N1-361-89-2
DLA Records Schedule August 2018

84

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.59 Inspection Comments. Documents 

accumulated in reviewing and 

commenting on the probable quality and 

on the inspection requirements 

associated with barter offers, reports of 

excess DNSC materials, and other 

proposed acquisition actions that did not 

materialize and for which there are no 

"contract" or "depot" inspection records.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.60 Inspection Assignment and 

Coordination Files. Documents 

accumulated in scheduling, assigning, 

and coordinating inspection activities. 

Included are inspection schedules or 

programs and related communications 

and records.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.61 Inspection Interchange Agreements.

Documents accumulated in arranging for 

and formalizing interchange agreements 

with other Federal agencies having 

contracts with GSA contractors.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

expiration or 

cancellation of the 

interchange agreement, 

destroy when 2 years 

old.

N1-361-89-2

4145.62 Inspection Activity Evaluations.

Documents accumulated in connection 

with surveys of, or staff visits, to 

regional offices, including field 

activities, to evaluate the performance of 

inspection and quality control activities 

and provide recommendations for 

improvements.

Temporary. Cutoff at 

end of Event. Destroy 

after the next 2 

succeeding visits or 

after 5 years, 

whichever occurs first.

N1-361-89-2

4145.63 Radioactive Material Licensing Files.

Documents relating to licenses (issued 

by the Nuclear Regulatory Commission) 

for individuals to obtain and handle 

sources of ionizing radiation. Included 

are applications, review actions, 

licenses, amendments, and related 

records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

cancellation or final 

expiration of the 

license, destroy when 2 

years old.

N1-361-89-2
DLA Records Schedule August 2018

85

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.64 Storage Agreements. Documents 

accumulated in preparing, negotiating, 

and approving agreements relating to 

maintenance, storage, use, and shipment 

of DNSC materials. This category is 

limited to agreements not incorporated 

in official directives.

Temporary. Cutoff at 

end of Event. Review 

annually Cutoff 

annually when expired, 

canceled, or obsolete; 

destroy when 3 years 

old.

N1-361-89-2

4145.65 Protection Agreements. Documents 

accumulated in reviewing and securing 

approvals for agreements (between 

storage facilities and other organizations 

in the area) to provide mutual or other 

assistance in firefighting and other 

protection operations. Included are 

proposed agreements, copies of 

approvals, and related records.

Temporary. Review 

annually. Destroy 

when expired, 

canceled, or obsolete.

N1-361-89-2

4145.66 Facility Files. Documents created in 

determining the need for, and 

recommending the establishment, 

organization, staffing, relocation, or 

discontinuance of, depots, storage 

facilities and sites, and associated shops, 

excluding Storage Space Acquisition 

Files described in 1445.67, Storage 

Space Acquisition Files. Included are 

economic, feasibility, and other studies, 

organization and staffing plans, 

recommendations, and related records.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after 

discontinuance of the 

facility.

N1-361-89-2

4145.67 Storage Space Acquisition Files.

Documents listing potentially acceptable 

space or facilities, reports of inspection, 

selection and acquisition of space or 

facilities for storing DNSC materials. 

Included are copies of requests, 

drawings and specifications, space 

listings, findings, clearance actions, 

notices of selection, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 7 years old.

N1-361-89-2
DLA Records Schedule August 2018

86

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4145.68 Special Space Construction Files.

Documents accumulated in establishing 

requirements and specifications for 

authorizing and coordinating 

construction of special storage space at 

DLA or military storage sites. Included 

are requirements, specifications and 

drawings, approvals, construction 

requests, cost estimates, and related 

records.

Temporary. Cutoff at 

end of Event. Place in 

inactive files on 

completion of 

construction, cutoff the 

inactive file annually, 

destroy when 7 years 

old.

N1-361-89-2

4145.69 Qualitative Maintenance Projects.

Documents accumulated in establishing, 

coordinating, controlling, and 

monitoring the status of projects 

concerned with maintenance of 

buildings, grounds, and sites; 

identification, protection, packaging, 

and warehousing of materials; and 

similar matters at DLA, commercial, 

and DoD storage locations. Included are 

project recommendations, estimates, 

drawings, specifications, approvals, 

advisory memorandums on initiation 

and completion dates, trip reports, 

project status reports, and similar 

records, but not documents belonging in 

the Service Contract File described in 

1445.67 Storage Space Acquisition 

Files.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

completion of project. 

Review for disposal 

after 6 years.

N1-361-89-2

4145.70 Qualitative Maintenance Project 

Registers. Special registers used to 

control numbers assigned to, and to 

record identifying information about, 

authorized qualitative maintenance 

projects.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-89-2

4145.71 Protection Inspection Files.

Documents accumulated as a result of 

inspections (normally made in 

collaboration with Public Building 

Services (PBS) representatives) to 

determine standards, guidelines, and 

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

completion of follow-up 

action, destroy when 

N1-361-89-2
DLA Records Schedule August 2018

87

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

measures required at individual storage 

facilities to prevent thefts, unauthorized 

admissions, or comparable occurrences. 

Included are checklists, reports, followup actions, and related records.

the facility is closed.

4145.72 Storage Inspections: Central Office.

Documents created in planning, 

conducting, reporting on, and following 

up on, inspections of material storage, 

storage space utilization, transportation, 

and similar activities at storage facilities, 

but not documents relating to 

commodity inspections.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.72.01 Storage Inspections: Zone Office

Documents created in planning, 

conducting, reporting on, and following 

up on, inspections of material storage, 

storage space utilization, transportation, 

and similar activities at storage facilities, 

but not documents relating to 

commodity inspections.

Temporary. Cutoff at 

end of Event. 

Withdraw and destroy 

after completion of the 

next comparable 

inspection.

N1-361-89-2

4145.73 Staff Visits and Surveys. Documents 

relating to staff visits (exclusive of 

formal inspections) made to survey 

operational activity, provide technical 

assistance, and determine the adequacy 

of storage methods, instructions, 

protection, maintenance, and 

management. Included are survey and 

visit reports, follow-up actions, and 

related records. Excluded are records 

relating to visits made in connection 

with specific projects, contracts, or 

activities which shall be identified with 

and included in the file for the project, 

contract, or activity.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.74 Unusual Occurrence Reports. Reports 

and directly related records providing 

information on unusual occurrences at 

storage facilities, such as fires, damages 

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2
DLA Records Schedule August 2018

88

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

to stocks or facilities, thefts, losses, 

unscheduled visits, requests for 

information from individuals not 

authorized to have the information, or 

similar matters, exclusive of records 

required for documenting property 

accountability actions and 

investigations.

4145.75 Storage Equipment Files. Documents 

accumulated in determining the need 

for, developing specifications for, 

approving requisitions for, arranging for 

the procurement of, and authorizing the 

transfer, redistribution, or disposition of 

material handling equipment (MHE), 

storage aids, packing preservation, and 

shop equipment, or similar equipment. 

included are consolidated requirements, 

requisitions, purchase specifications, 

approvals, procurement requests, excess 

equipment reports, transfer and disposal 

instructions, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.76 MHE Identification Data Files.

Documents used to provide 

identification data for, and inventory 

controls over material handling 

equipment at storage facilities.

Temporary. Cutoff at 

end of Event. Destroy 

on disposition of the 

equipment.

N1-361-89-2

4145.77 Space and Operation Reports:

Central Office. Documents reflecting 

workload, accomplishments, problems, 

space utilizations, tonnage and other 

information about materials, and similar 

data. Included are space and tonnage 

reports, preservation depot reports, 

weekly or other activity reports, material 

status reports, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.77.01 Space and Operation Reports: Zone 

Office. Documents reflecting workload, 

accomplishments, problems, space 

utilizations, tonnage and other 

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-89-2
DLA Records Schedule August 2018

89

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

information about materials, and similar 

data. Included are space and tonnage 

reports, preservation depot reports, 

weekly or other activity reports, material 

status reports, and related records.

4145.78 Storage Training Files. Documents 

created in monitoring, clearing, 

approving, arranging, reporting on, or

taking other action in connection with 

training in storage and related activities, 

but not documents relating to training of 

personnel of the immediate office. 

Included are training course requests, 

reports of training, including orientation 

training, memorandum training reports 

of training provided to local, State, and 

other agency personnel, and related 

records.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

N1-361-89-2

4145.79 Government Bill of Lading (GBL) 

Issuing Officer Designation.

Documents accumulated in coordinating 

the designation of individuals as GBL 

issuing officers.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

cancellation of 

designations, destroy 

when 4 years old.

N1-361-89-2

4145.80 Car Records. Car records (car detention 

records), carrier bill, and related records 

which are forwarded to regional offices 

for certifying carrier demurrage bills and 

payment.

Temporary. Cutoff at 

end of CY. Destroy 

when 4 years old.

N1-361-89-2

4145.81 Storage Receipt and Release Files:

Central Office. Documents 

accumulated in commenting on, 

authorizing, managing, and arranging 

for the shipment, receipt, handling, 

storage, preservation, and release of 

DNSC materials. Included are copies of 

contracts, commitment telegrams, 

advisory memorandums on location, 

handling, and timing of shipments, 

shipping instructions, shipping orders, 

Temporary. Cutoff at 

end of Event. Destroy 

1 year after completion 

of contract.

N1-361-89-2
DLA Records Schedule August 2018

90

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

delivery orders, receiving reports, over, 

short, and/or damage reports, outbound 

storage reports, transit freight records, 

weight certificates, and related records.

4145.81.01 Storage Receipt and Release Files:

Zone Office. Documents accumulated 

in commenting on, authorizing, 

managing, and arranging for the 

shipment, receipt, handling, storage, 

preservation, and release of DNSC 

materials. Included are copies of 

contracts, commitment telegrams, 

advisory memorandums on location, 

handling, and timing of shipments, 

shipping instructions, shipping orders, 

delivery orders, receiving reports, over, 

short, and/or damage reports, outbound 

storage reports, transit freight records, 

weight certificates, and related records.

Temporary. Cutoff at 

end of Event. Destroy 

when all material is 

removed from storage.

N1-361-89-2

4145.82 DNSC Materials Release Controls.

Registers, cards, or other controls used 

to record information about, and control 

numbers assigned to, shipping orders, 

shipping instructions, or other 

documents used in authorizing the 

release and shipment of DNSC 

materials.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-89-2

4145.83 Storage Claim Files. Documents 

accumulated in reviewing and 

processing all claims involving loss of 

or damage to materials while in 

commercial warehouses or facilities of 

processing firms. Included are copies of 

reports of losses and damages, findings 

and recommendations, and related 

records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following 

settlement of the claim, 

destroy 2 years after 

settlement.

N1-361-89-2

4145.84 Physical Inventory Files. Documents 

accumulated in scheduling, supervising, 

coordinating, and assisting in the 

physical inventory of DNSC materials. 

Temporary. Cutoff at 

end of Event. Destroy 

6 years after removal of 

material from the 

N1-361-89-2
DLA Records Schedule August 2018

91

SCHEDULE 4145 - Storage

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Included are inventory notices and 

schedules, physical inventory reports, 

coordination actions, and related 

records.

stockpile.

4145.85 Commodity Inventory Work Papers.

Work papers used by commodity 

specialists for planning purposes and to 

keep a summarized running inventory of 

individual commodities by grade and 

location.

Temporary. Review 

annually. Destroy 

when no longer needed 

for reference.

N1-361-89-2

4145.86 Report of Survey Recommendations.

Documents accumulated in initiating 

recommendations and justifications (to 

the GSA Board of Survey) for the writeoff of, or other appropriate action for, 

lost, destroyed, or deteriorated DNSC 

materials. Included are 

recommendations, Board reports, and 

related records.

Temporary. Cutoff at 

end of Event. Cutoff 

annually following final 

action by the Board, 

destroy on removal of 

stockpile.

N1-361-89-2

4145.87 Sign Requests. Documents accumulated 

in coordinating the determination of 

positive identification of, and in 

requesting and furnishing, appropriate 

signs for DNSC materials.

Temporary. Cutoff at 

end of CY. Destroy 

when 1 year old.

N1-361-89-2

4145.88 Storage Cost Estimates. Documents 

accumulated in developing and 

providing DoD components with 

estimates of the costs connected with, 

and in approving reimbursements for, 

handling DNSC material.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-89-2
DLA Records Schedule August 2018

92

DLA RECORDS SCHEDULE – 4155

QUALITY ASSURANCE

This schedule relates to the implementation of quality assurance, within depots, contracting, and 

contract management activities.

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4155.1 Quality Assurance Program/Project 

Files: HQ DLA. Documents related to 

the formulation, management, 

administration and execution of 

individual Quality Assurance 

programs/projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and 

related documents.

PERMANENT.

Cutoff at end of CY.

Transfer to National 

Archives in 5-year 

blocks when 30 years 

old.

N1-361-91-14

4155.1.01 Quality Assurance Program/Project 

Files: Other Activities. Documents 

related to the formulation, management, 

administration and execution of 

individual Quality Assurance 

programs/projects such as program 

plans, studies and analyses, reports, 

letter guidance and direction, and 

related documents.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14

4155.2 Quality Assurance Correspondence 

Files: HQ DLA. Documents providing 

general direction, staff guidance and 

reporting in the management and 

administration of Quality Assurance 

matters including interpretations and 

decisions on applicability, requests for 

waivers and exceptions, data calls and 

periodic reporting, and similar 

documents not covered elsewhere.

PERMANENT. 

Cutoff at end of CY.

Transfer to National 

Archives in 5-year 

blocks when 30 years 

old.

N1-361-91-14

4155.2.01 Quality Assurance Correspondence 

Files: Other Activities. Documents 

providing general direction, staff 

guidance and reporting in the 

management and administration of 

Quality Assurance matters including 

interpretations and decisions on 

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14
DLA Records Schedule August 2018

93

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

applicability, requests for waivers and

exceptions, data calls and periodic 

reporting, and similar documents not 

covered elsewhere.

4155.3 International Organization for 

Standardization (ISO) Quality 

System Records. Internal and external 

surveillance audits, management 

reviews, customer complaints, 

corrective actions, follow-up audits, and 

related records accumulated as a result 

of ISO registration and used to 

document implementation and 

effectiveness of compliance with ISO 

standards.

Temporary. Cutoff at 

end of CY. Retain in 

current files area. 

Destroy 3 years after 

completion of action.

N1-361-91-14

4155.4 Professional Development and 

Certification. Individual development 

plans, system and commodity 

certifications and re-certifications, and 

related documents.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer 

needed, or if employee 

transfers, forward to 

gaining organization 

required.

N1-361-91-14

4155.4 

NOTE

Give to the employee when the employee is moving to a position where certification 

is not not required.

1455.5 Quality Assurance Program 

Evaluations: Routine. Process reviews, 

statistical analyses, trend analyses, and 

related items pertaining to contractor 

quality programs. 

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-91-14

4155.5.01 Quality Assurance Program 

Evaluations: Non-Routine. Process 

reviews, statistical analyses, trend 

analyses, and related items pertaining to 

contractor quality programs.

Temporary. Cutoff at 

end of Event. Destroy 

2 year after completion 

of corrective action.

N1-361-91-14

4155.6 Contract Requirements and Briefs.

Records reflecting quality requirements 

on specific contracts including contract 

briefs and requests for special service 

and support. 

Temporary. Cutoff at 

end of Event. Destroy 

1 year after completion 

of contract.

N1-361-91-14
DLA Records Schedule August 2018

94

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4155.7 Quality Assurance Contracts. Case 

files relating to individual contracts. 

NOTE: Copies of contracts and 

contract modifications contained in the 

contract file should be removed and 

destroyed within 90 days after the 

contract is closed since these documents 

are contained in the official contract 

file.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after close of 

contract except:

(1) If a NASA contract, 

and NASA has 

prescribed a retention 

period of longer than 2 

years, the retention 

period shall be as 

prescribed.

(2) If the Contract 

contains a warranty 

provision for a period 

greater than 2 years, 

the retention period 

shall be the warranty 

period

(3) If it can be 

determined that there 

will be or there is a 

good probability that 

there will be litigation 

on the contract, the file 

shall be retained until 

resolution of the 

litigation and then 

destroyed.

NC1-361-76-

16)

4155.8 Deficiency and Improvement 

Reporting: Level I, Nuclear and 

Subsafe. Corrective action requests, 

continuous improvement opportunities, 

material review board actions, field 

failure reports, customer complaints, 

related databases and similar actions.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after 

completion of the 

action or through the 

warranty period, 

whichever is later.

N1-361-91-14

4155.8.01 Deficiency and Improvement 

Reporting: All Others. Corrective 

action requests, continuous 

improvement opportunities, material 

review board actions, field failure 

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

completion of action.

N1-361-91-14
DLA Records Schedule August 2018

95

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

reports, customer complaints, related 

databases and similar actions.

4155.9 Support Actions. Quality evaluations 

and reviews performed for contract 

management functions and other 

activities such as source selection 

information requests, post-award 

conferences, determinations on 

necessity and economics of repair of 

Government-furnished property, and 

similar actions.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after contract 

closure.

N1-361-91-14

4155.10 Lab Testing. Laboratory reports, 

certifications, and related documents 

pertaining to destructive and nondestructive testing, and material 

analysis.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years or when 

no longer needed for 

reference, whichever is 

longer.

N1-361-91-14

4155.11 Reimbursable Labor. Records of labor 

hours expended under arrangements for 

reimbursable contract management 

services such as NASA and foreign 

military sales contracts.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after contract 

closure.

N1-361-91-14

4155.12 Contractor Facility Assessment and 

Surveillance. Risk assessments, records 

of specific contract surveillance 

requirements, notes and other records of 

day-to-day activities.

Temporary. Cutoff at 

end of Event. Destroy 

upon termination or 

completion.

N1-361-91-14

4155.13 Contractor Mishaps. Contractor 

mishap investigations of DLA 

administered contracts and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

6 years and 3 months 

after litigation has

closed or when no 

longer needed for 

reference, whichever is 

later.

N1-361-91-14

4155.14 Contractor Flight Operations. Case 

files pertaining to individual contractor 

flight operations and flight safety 

programs used in the management and 

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years or when 

no longer needed for 

N1-361-91-14
DLA Records Schedule August 2018

96

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

reporting of individual contractors flight 

operations, manpower, training, and 

safety programs.

current operations, 

whichever is later. 

Destroy daily flight 

authorizations after 1 

year.

4155.15 Specialized Safety. Documents 

regarding safety programs related to 

specialized safety and aircraft ground 

safety.

Temporary. Cutoff at 

end of CY. Destroy 

after 6 years.

NC1-361-81-

13

4155.16 Specialized Safety Surveys. Survey 

reports, requests for corrective action, 

corrective action plans, follow-up 

surveys, and related correspondence.

Temporary. Cutoff at 

end of CY. Destroy 2 

years after completion 

of required actions.

NC1-361-81-

13

4155.17 Contractors Specialized Safety. Case 

files pertaining to individual 

contractor’s specialized safety and 

aircraft ground safety.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years or when 

no longer needed for 

current operations, 

whichever is later.

NC1-361-81-

13

4155.18 Contractor and Government Entity 

Code (CAGE) Files. Item and contract 

information, papers relating to 

purchases, specifications, waiver 

deviations, letters of instruction, and 

requests for engineering support. 

Includes reports relating to inspections, 

receiving, storage, quality control, test 

and lab results, and related materials 

used to evaluate adequacy of technical 

requirements, product conformance, 

inspection and test results; participate in 

inspections, pre-award and post-award 

conferences; issue letters of instruction 

and provide technical guidance; resolve 

quality problems; evaluate requests for 

waivers and deviations; and resolve 

customer/depot complaints.

Temporary. Cutoff at 

end of Event. Destroy 

6 years and 3 months 

after final payment.

N1-361-91-14
DLA Records Schedule August 2018

97

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4155.19 Quality History Files: Item Files. 

Documents relating to an item, type of 

item, or contractor pertaining to 

unsatisfactory item quality, such as 

suspended purchase requests, quality 

complaints, evaluations, drawings, 

records of corrective or follow-up 

actions and related records. Excludes 

deficiency reports which have no value 

for quality history purposes.

Temporary. Cutoff at 

end of CY. Destroy 3 

years after item 

transfer.

N1-361-91-14

4155.19.01 Quality History Files: Contractor 

File. Documents relating to an item, 

type of item, or contractor pertaining to 

unsatisfactory item quality, such as 

suspended purchase requests, quality 

complaints, evaluations, drawings, 

records of corrective or follow-up 

actions and related records. Excludes 

deficiency reports which have no value 

for quality history purposes.

Temporary. Cutoff at 

end of Event. Destroy 

6 years and 3 months 

after final payment.

N1-361-91-14

4155.20 Specification File. Specifications and 

codes, copies of purchase requests, 

urgent data requests, 

Government/industry data exchange 

alerts, requests for engineering/technical 

support, qualified product lists, 

interrogation replies, variable inquiries, 

conversation records, correspondence 

and notes used to review product 

specifications and recommend 

improvements.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after 

specification is revised 

or canceled.

N1-361-91-14

4155.21 Customer Depot Complaint System 

(CDCS) File. Complaints, storage 

reports, product quality deficiency 

reports, other reports of deficiency, 

transportation discrepancies, audit 

reports, depot storage reports, and other 

related items in the automated CDCS, 

used to control and track complaints, 

and generate automated management 

Temporary. Review 

Annually. Destroy 

when no longer 

needed.

GRS 4.1, Item 

010 (DAAGRS-2013-

0002-0016)
DLA Records Schedule August 2018

98

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

reports.

4155.22 Inspection, Test, and Sampling Plans. 

Inspection checklists, sampling plans, 

test plans, and waivers for testing used 

to implement and develop Quality 

Assurance Provisions (QAP) for input 

to contracts and to determine type of 

contract quality, inspection, testing, 

calibration, shelf life, and bid sample 

requirements.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after contract 

closure.

N1-361-91-14

4155.23 Verification Testing. Requests for 

verification testing, funding documents, 

test plans, material release orders, 

computer tracking documents, 

coordination, complaints 

documentation, and other backup 

materials used to justify and arrange 

verification testing.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after contract 

closure.

N1-361-91-14

4155.24 Lab Testing. Backup materials for lab 

results such as complaints used to 

identify needs for laboratory testing and 

subsequent requests for lab testing.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after contract 

closure.

N1-361-91-14

4155.25 Storage Standards. Basic text, changes 

and backup material used to develop 

and update quality assurance storage 

standards for depot quality control 

programs.

Temporary. Review 

annually. Retain 

current and previous 

issue of standards, 

changes, and backup 

material in current file

area. Destroy when 

superseded.

N1-361-91-14

4155.26 Cost Management. Comparative 

narratives, costs of quality by account 

code, office, division, etc., and related 

statistical data and correspondence used 

to develop and maintain cost of quality 

information for DLA-managed items.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-91-14
DLA Records Schedule August 2018

99

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4155.27 Statistical Technique History File. 

Statistical technique formulation data, 

staff memos, and related background 

materials and correspondence used to 

develop statistical techniques for 

application in contracts, commercial 

activity documents, measurements, 

evaluations, and storage standards.

Temporary. Cutoff at 

end of Event. Destroy 

after 3 years or when 

litigation has been 

closed, whichever is 

later.

N1-361-91-14

4155.28 Substitute/Counterfeit Material 

Investigations. Requests for 

inspections, allegations, inspection 

reports, meeting minutes and related 

correspondence used to investigate and 

report on unauthorized 

substitute/counterfeit materials.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after case is 

closed.

N1-361-91-14

4155.29 DLA Quality Audit File. Inspection 

reports, data input forms and other 

materials used to develop and 

implement internally unique operational 

procedures and provide technical 

guidance for the specific 

accomplishment of the DLA Quality 

Audit mission.

Temporary. Review 

annually. Destroy 

when no longer needed 

for reference.

N1-361-91-14

4155.30 Technical Data Files. Report data used 

for qualification of DLA managed 

military specifications for QML/QPL 

products. Includes specifications, 

standards, drawings and blueprints of 

DLA managed items used to support 

technical inspection of a product.

Note: Electronic components have a 

shelf life of more than 30 years. All 

documentation is needed for historical 

procurement and legal review for DLA 

and DoD.

Temporary. Cutoff at 

end of CY. Destroy 30 

years after cutoff.

DAA-0361-

2017-0008-

0001

4155.31 National Stock Number (NSN) Audit 

Files. Contract copies, supporting 

technical data, requests for testing, 

findings, product verification records, 

correspondence and similar records 

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14
DLA Records Schedule August 2018

100

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

relating to audited products.

4155.32 Calibration Files. Listings, printouts, 

correspondence, calibration audit 

findings, and similar records relating to 

calibration of inspection and testing 

devices.

Temporary. Cutoff at 

end of Event. Destroy 

when equipment is no 

longer in use.

N1-361-91-14

4155.33 Quality Audit Summaries. Data 

summaries, receipt inspection forms, 

listings, and similar records used to 

summarize monthly audit results.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14

4155.34 Quality Control Schedules. Reports, 

listings, printouts, and similar records 

used to select and schedule locations for 

audit and statistical analysis.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14

4155.35 Functional Quality Audit Files. 

Listings, printouts, sample data, 

observation records, correspondence, 

report and recommendations, and 

similar records accumulated during 

performance of audit.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14

4155.36 Special Quality Audit Files. 

Correspondence, messages, action plan, 

sample data, observation records, report 

and recommendation, and similar 

records accumulated during 

performance of unscheduled (special) 

audit.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-14

4155.37 Quality Audit Discrepancy Files. 

Conversation records, discrepancy 

reports, investigation forms, printouts, 

correspondence, investigation results, 

and similar records relating to customer 

complaint investigations.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-14

4155.38 Quality Audit Follow-up Files. 

Records relating to audit/verification of 

corrective actions taken to correct 

deficiencies.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-14
DLA Records Schedule August 2018

101

SCHEDULE 4155 - Quality Assurance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4155.39 Problem Resolution Files. 

Correspondence, messages, copies of 

customer complaints, reports of 

litigation visit and corrective action 

taken, and similar records relating to 

contractor visits to upgrade or resolve 

problems with materiel under litigation.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-14

4155.40 Quality Data Evaluation Charts.

Pareto charts, graphs, and similar 

statistical tools used to display data 

relating to the performance of various 

quality audit functions. 

Temporary. Review 

annually. Destroy after 

next update, or when 

no longer needed for 

reference.

N1-361-91-14

4155.41 Quality Audit Support. Records 

relating to educational support to 

operational areas. Includes records such 

as training materials, booklets, 

checklists (functional), standard 

operating procedures, flow charts, 

viewgraphs, and related backup 

materials used to improve functional 

area effectiveness.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-91-14
DLA Records Schedule August 2018

102

DLA RECORDS SCHEDULE – 4160

PROPERTY MANAGEMENT

This schedule relates to management of personal property, disposal operations, including 

reutilization of serviceable assets in support of the military services and other authorized 

customers.

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4160.1 Reutilization and Marketing 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Reutilization and Marketing 

programs/projects such as plans, studies 

and analyses, reports, letter guidance 

and direction, and related documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program/project effort, 

or when no longer 

required, whichever is 

sooner.

N1-361-92-02

4160.2 Rescinded- use 5300.33

4160.3 Item Case Files. Item release/receipt 

documents, and other documents 

related to property requisition and 

receipt, adjustment records, reversals 

and property downgrade (scrap) cards 

used to account for property items until 

reutilization or disposal.

Temporary. Cutoff 

at end of FY. Destroy 

after 2 years.

N1-361-92-02

4160.4 Property Accountability. Inventories 

of property on-hand, disposal 

transaction registers, resolution listings 

and similar materials used to research 

and provide overall accountability 

status of property.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02

4160.5 Property Turn-In Schedules. 

Scheduling books and similar materials 

used to establish schedules with 

generating activities for the turn-in of 

property.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-02

4160.6 Property Demilitarization. 

Demilitarization certificates, feeder 

reports and related documents used to 

research and track actions taken on 

items rendered unusable for military 

applications. Includes documentation 

Temporary. Cutoff 

at end of CY. Destroy 

4 years after cutoff.

DAA-0361-

2014-0002
DLA Records Schedule August 2018

103

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

such as:

• Turn-in-documents

• Cover letters, 

• Demilitarization requirements and 

related backup materials used to 

verify/challenge requirements to 

research and demilitarize 

questionable property.

4160.6.01 Input Source Records. Hardcopy 

(non-electronic) documents converted 

to an electronic medium. 

Temporary. Cutoff 

at end of CY. Destroy 

immediately after 

verification of 

successful conversion. 

Longer retention is 

authorized if required 

for business use –

notify records 

manager.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

4160.7 Demilitarization Requirements. 

Microfiche containing information on 

items requiring demilitarization.

Temporary. Cutoff 

at end of CY. Destroy 

when superseded or 

obsolete.

N1-361-92-02

4160.8 Realigned to 4160.6

4160.9 Critical and Strategic Materials 

Reclamation. Papers used to record the 

conservation of critical and strategic 

materials.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02

4160.10 Precious Metal Reclamation. Monthly 

and quarterly reports of precious metal 

reclamation, issues, and related papers 

used to record the conservation of 

precious metals.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02

4160.11 Inspections. Inspection sheets and 

related backup materials and 

correspondence used to conduct and 

report inspections of sanitary fills.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-02

4160.12 Warehousing. Copies of item 

release/receipt documents, screener 

forms, issue forms, location change 

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-02
DLA Records Schedule August 2018

104

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

forms, tally sheets, and similar 

materials used to locate, warehouse, 

safeguard, and issue property other than 

operating supplies and equipment.

4160.13 Space Management. Warehouse and 

other space layout plans used to manage 

Defense Reutilization and Marketing 

Office (DRMO) storage areas.

Temporary. Destroy 

when superseded or no 

longer needed.

N1-361-92-02

4160.14 Equipment Control. Sign-out sheets, 

equipment assignments, vehicle 

checklists, maintenance forms, usage 

reports, and equipment downtime and 

breakdown reports used to 

control/dispatch vehicles, material 

handling equipment, and other 

motorized equipment.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-02

4160.15 Small Arms Serialization Program. 

Documents relating to the 

administration of small arms 

serialization program. Covers 

administration, guidance, and direction 

including Standard Operating 

Procedures and similar documents not 

covered elsewhere.

Temporary. Cutoff 

at end of Event. 

Destroy when 

superseded, or after 

audit has been made 

and exceptions or 

irregularities have 

been reported or 

corrected

DAA-0361-

2013-0008-

0001

4160.16 Small Arms Control File 

(Active/Inactive). Record for each 

small arm, by serial number, that is 

under the activity’s accountability 

either received/released/destroyed. 

Documents accumulated include: 

DTID 1348, Demil Certificate, Inert 

Certificate and listing of serial numbers 

accompanying turn in document, letter 

of authorized certified/verifier. 

Temporary. Cutoff 

when weapon is 

destroyed. Destroy 75 

years after weapon is 

destroyed.

DAA-0361-

2017-0003 

4160.17 Small Arms Inventory Listing:

Listing of serial numbered small arms 

data contained in the DLA Central 

Registry-reconciled annually. 

Temporary. Cutoff 

at end of CY. 

CUTOFF at the end of 

the calendar year. 

Destroy after 2 years 

DAA-0361-

2013-0008-

0003
DLA Records Schedule August 2018

105

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

or when no longer 

needed.

4160.17.01 Small Arms Inventory Listing: Other 

Offices.

Temporary. Destroy 

upon receipt of new 

listing.

DAA-0361-

2013-0008-

0004

4160.18 Small Arms Transaction Register 

and Small Arms Reject Listing: 

Disposition Services. Listing and 

register generated from the use of the 

Small Arms. 

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy when 3 years 

old.

NC1-361-81-8

4160.18.01 Small Arms Transaction Register 

and Small Arms Reject Listing: 

Other Offices. Listing and register 

generated from the use of the Small 

Arms. 

Temporary. Cutoff 

at end of CY. Destroy 

after annual 

reconciliation is 

complete.

NC1-361-81-8

4160.19 Small Arms IT System Work Orders. 

Copies of system problems for data 

input requiring correct/file 

manipulation by system programmers 

or small arms Program Manager (PM). 

Includes work order request (e-mail), 

tracking documents and records 

pertaining to resolution.

Temporary. Cutoff 

at end of Event. 

Destroy when 

superseded, or after 

audit has been made 

and exception or 

irregularities have 

been reported or 

corrected.

DAA-0361-

2013-0008-

0005

4160.20 Want Lists. Customer want lists, 

multipurpose requisition/issue forms 

and similar materials used to provide 

maximum reutilization of excess 

property.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

request is filled or 

action completed.

N1-361-92-02

4160.21 Interservice Support Agreements. 

Memorandums of Understanding 

(MOUs), Interservice Support 

Agreements (ISAs), and similar items 

developed for reutilization of property.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

property is reutilized/sold or 

agreement is canceled.

N1-361-92-02
DLA Records Schedule August 2018

106

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4160.22 Redistribution Efforts. 

Documentation on efforts to dispose of 

property by reutilization, transfer, and 

donation.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02

4160.23 Material Utilization and Disposal 

Progress Reports: HQ DLA. Reports 

initiated or received showing progress 

on property utilization and disposal 

programs.

Temporary. Cutoff 

at end of CY. Destroy 

after 10 years.

NC1-361-76-

10

4160.23.01 Material Utilization and Disposal 

Progress Reports: Other Offices. 

Reports initiated or received showing 

progress on property utilization and 

disposal programs.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

NC1-361-76-

10

4160.24 Freeze Actions. Messages and 

supporting records freezing property for 

designated programs pending receipt of 

requisitions.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-02

4160.25 Contractor Inventory Redistribution 

System. Catalogs listing Government 

property in contractor custody available 

for redistribution.

Temporary. Destroy 

when obsolete.

N1-361-92-02

4160.26 Rescinded - use 4160.64

4160.27 Transfer Authority. Signature cards 

and letters of designation identifying 

personnel authorized to transfer 

property.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

authority expires.

N1-361-92-02

4160.28 Foreign Military Sales Case Files. 

Case files relating to the authorized sale 

of excess property to foreign 

governments through the Foreign 

Military Sales Program.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years and 3 

months after all 

aspects of the sale are 

complete.

N1-361-87-1

4160.29 Accounts Maintenance. Turn-in 

documents, records of adjustments for 

other than Reports of Survey or 

GPLDs, issues of excess, surplus, and 

foreign excess personal property, 

downgrade to scrap, and similar 

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02
DLA Records Schedule August 2018

107

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

documentation used to research, 

maintain and correct accounts.

4160.30 Abandoned/Destructed Property:

Hazardous Material. Documentation 

on property disposed under the 

Abandonment and Destruction. 

Includes property released from DLA 

disposition Services that contains 

hazardous constituents and donation in 

Lieu of A&D programs (green, 

recycling, demanufacturing.

Temporary. Cutoff 

after contract 

closeout. Destroy 50 

years after contract 

closeout.

DAA-0361-

2017-0004

4160.31 Rescinded - use 4160.64

4160.32 Reports of Survey. Reports of survey 

and Government property lost or 

destroyed including inventory 

adjustments, and related records used to 

adjust accountable property records.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02

4160.33 Commodity Analyses. Computer 

printouts, contract yield information, 

briefing charts and related background 

data pertaining to precious metals used 

to demonstrate cost effectiveness of 

each commodity refined.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02

4160.34 Monthly Scrap Listing. Inventory onhand listings containing locations and 

weights of precious metals on-hand.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02

4160.35 Precious Metals Contract Files. 

Copies of contracts (recovery, 

procurement, service), modifications 

and amendments, precious metals 

deposits, contractor status reports, 

correspondence, statements of work, 

bid sheets, pre-award/post-award 

documents, delivery orders, funding 

documents, processing plans, 

shipping/receiving reports, production 

reports, settlement letters, assay reports, 

invoices, and similar records used to 

monitor precious metal recovery 

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

contract is closed.

N1-361-92-02
DLA Records Schedule August 2018

108

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

operations.

4160.36 Precious Metals Equipment and 

Supplies. Copies of funding 

documents, invoices, shipping/packing 

information, specifications, contracts, 

test and evaluation data, and similar 

records pertaining to acquisition of 

precious metals recovery equipment.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02

4160.37 Demilitarization and Mutilation Case 

Files. Correspondence, conversation 

records, cataloging information, treaty 

information, and related documents 

pertaining to demilitarization or 

mutilation requirements and actions 

performed on military-type materiel 

prior to disposal.

Temporary. Cutoff 

at end of CY. Destroy 

after 10 years.

N1-361-92-02

4160.38 Demilitarization Code Challenges. 

Correspondence, messages, code 

change recommendations, and similar 

records pertaining to demilitarization 

code changes of surplus property.

Temporary. Cutoff 

at end of CY. Destroy 

after 4 years.

N1-361-92-02

4160.39 Strategic/Munitions List Items 

Control: Foreign Excess Personal 

Property (FEPP). Documents which 

pertain in general to specific contracts 

subject to strategic/munitions list items 

controls, such as the evaluation of 

bidder's eligibility, approval and 

disapproval of bidder's end-use and 

destination of property, and import 

certificate/delivery verification 

requirements.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

completion of security 

trade controls on 

individual 

transactions.

N1-361-92-02

4160.39.01 Strategic/Munitions List Items 

Control: Surplus. Documents which 

pertain in general to specific contracts 

subject to strategic/munitions list items 

controls, such as the evaluation of 

bidder's eligibility, approval and 

disapproval of bidder's end-use and 

destination of property, and import 

Temporary. Cutoff 

at end of Event.

Destroy 7 years after 

bid award date.

N1-361-92-02
DLA Records Schedule August 2018

109

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

certificate/delivery verification 

requirements.

4160.40 Security Trade Control Violations. 

Documents and correspondence relating 

to reports and investigations of 

diversions of FEPP, including technical 

violations of DoD Security Trade 

Control Regulations.

Temporary. Cutoff 

at end of Event. 

Destroy 15 years after 

adjudication is 

completed. 

N1-361-92-02

4160.41 Warehouse Modernization 

/Mechanization Program Files. 

Copies of site visit results, 

correspondence, specifications and 

drawings, project status reports, 5-year 

plans, and similar documentation 

related to modernization of storage 

facilities.

Temporary. Cutoff 

at end of Event. 

Closeout when project 

completed and 

accepted. Retain for 

life of equipment 

installed.

N1-361-92-02

4160.42 Registration Log. Log of registration 

numbers assigned to DRMS-owned 

equipment and vehicles assigned 

overseas.

Temporary. Destroy 

when obsolete or no 

longer needed for 

reference.

N1-361-92-02

4160.43 Surplus Property Transportation. 

Reutilization transportation approval 

/disapproval requests, data sheets, 

correspondence, messages, approvals in 

lieu of ultimate disposal, and similar 

records related to the 

approval/disapproval of costs for 

transportation of surplus items 

exceeding 10,000 pounds.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02

4160.44 Retrograde Transportation Files. 

Operation plans, Department of 

Transportation (DOT) exemptions, 

messages, ports of entry/debarkation 

schedules, conversation records, 

planning documents, procedural 

documents, and similar records related 

to return of surplus property from 

foreign countries.

Temporary. Cutoff 

at end of CY. Destroy 

after 5 years.

N1-361-92-02
DLA Records Schedule August 2018

110

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4160.45 Reutilization Monthly Expenditures. 

Data pertaining to reutilization 

transportation costs used to track and 

program funds.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-02

4160.46 Market Research. Item descriptions, 

material safety data sheets, 

correspondence and related materials 

obtained as a result of conducting 

market research and used to analyze 

markets and trends; determine property 

market values; identify potential 

markets, buyers and sale methods; 

develop operating plans; and 

determine/provide requirements 

applicable to property offered for sale.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year or when 

no longer needed for 

reference, whichever is 

later.

N1-361-92-02

4160.47 Market Analyses. Periodic analyses of 

inventories of recyclable materials, 

directed criteria, and related documents.

Temporary. Cutoff 

at end of CY. Destroy 

after 7 years.

N1-361-92-02

4160.48 Marketing Information. Catalogs, 

customer comment cards, applications 

to bid, and related correspondence and 

materials used to evaluate and provide 

marketing information.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-02

4160.49 Quality Assurance Reviews. Reviews 

and recommendations on sealed bid 

catalogs other than copies retained 

within SCO contract files.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-92-02

4160.50 Advertising. Ads placed in local 

newspapers, bulletins, and magazines; 

flyers; invitations for bid; related 

materials and backup information used 

to advertise and promote aspects of 

marketing operations.

Temporary. Destroy 

when no longer needed 

for reference.

N1-361-92-02

4160.51 Auction and Retail Sale Files. Items 

relating to retail and auction sales 

including:

• Item records

• Audit of records and certificates of 

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

final payment.

DAA-0361-

2017-0005-

0004
DLA Records Schedule August 2018

111

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

review

• Bidder lists

• High bid sales data

• Transmittals

• Lists of items

• Sale summary reports

• Notices of award, statement and 

release documents

• Bidder registration forms

• Catalogs

• Various equipment listings

Sale tags

• Property tickets

• Cash collection vouchers and 

related financial records

• Complaints and related evaluations 

and decisions

• Other pertinent historical data 

related to an individual sale.

4160.52 Sale Evaluations. Listings, printouts 

and similar historical sale data and 

materials used to evaluate sale 

requirements and direct disposition of 

property having no commercial local 

market value/demand or which cannot 

be cost effectively sold.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-92-02

4160.53 Bidders Master File: Disposition 

Services. Microfiche copies containing 

information pertaining to buyers or 

potential buyers of Government surplus 

property. Includes information such as 

bidder identification numbers, 

debarred/indebted/bad check lists, 

cleared bidders list, and bidder 

experience list.

Temporary. Cutoff 

at end of CY. Destroy 

after 50 years.

N1-361-92-02

4160.53.01 Bidders Master File: Subordinate 

Activities. Microfiche copies 

containing information pertaining to 

buyers or potential buyers of 

Government surplus property. Includes 

Temporary. Destroy 

when superseded or 

obsolete.

N1-361-92-02
DLA Records Schedule August 2018

112

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

information such as bidder 

identification numbers, 

debarred/indebted/bad check lists, 

cleared bidders list, and bidder 

experience list.

4160.54 Debarred, Ineligible, or Suspended 

Bidders. Correspondence and 

documents relating to debarred, 

ineligible, or suspended bidders on 

surplus property. 

Temporary. Cutoff 

at end of CY. Destroy 

after 10 years.

GRS 1.1, Item 

070 (DAAGRS-2016-

0001-0004)

4160.55 Market Subsystem History File. 

Records pertaining to sales performance 

history of buyers of Government 

surplus property used for analysis.

Temporary. Cutoff 

at end of CY. Destroy 

after 50 year.

N1-361-92-02

4160.56 Annual Bid Deposit Bonds. 

Applications for annual bid deposit 

bonds, and related documents.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-92-02

4160.57 Personal Property Sales Unsuccessful 

Bids: Sensitive (includes all 

unsuccessful bids in instances when 

any award is made to other than the 

high bidder). Unsuccessful and 

canceled bids resulting from personal 

property sales transactions 

accomplished under sealed bid and spot 

bid procedures; bidder’s registration 

cards of unsuccessful bidders resulting 

from such sales transactions 

accomplished by spot bid and auction 

procedures.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

sale date.

N1-361-92-02

4160.57.01 Personal Property Sales Unsuccessful 

Bids: Non-Sensitive. Unsuccessful and 

canceled bids resulting from personal 

property sales transactions 

accomplished under sealed bid and spot 

bid procedures; bidder’s registration 

cards of unsuccessful bidders resulting 

from such sales transactions 

accomplished by spot bid and auction 

procedures.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after removal of 

all property sold under 

the related invitation 

for bids.

N1-361-92-02
DLA Records Schedule August 2018

113

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4160.58 Post-award Withdrawal Actions. 

Copies of documents, other than SCO 

copies, pertaining to property 

withdrawn from sales after award and 

prior to physical removal.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years, or when 

no longer required, 

whichever is later.

N1-361-92-02

4160.59 SCO Training Courses. Course 

materials used in proficiency updates, 

sale contracting procedures and local 

sales officer's courses.

Temporary. Destroy 

when superseded, or 

when no longer needed 

for reference.

N1-361-92-02

4160.60 Auctioneers. Lists of certified DRMS 

auctioneers.

Temporary. Destroy 

when superseded.

N1-361-92-02

4160.61 Negotiated Sales Reporting. 

Documents and reports pertaining to 

required Congressional notification 

and/or approval on negotiated sales of 

surplus property.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years, or when 

no longer required, 

whichever is later.

N1-361-92-02

4160.62 Technical Assistance Visits. Periodic 

program evaluations of sale contracting 

practices and operations, and reports of 

corrective actions.

Temporary. Destroy 

after completion of 

comparable visit, or 

when no longer needed 

for reference.

N1-361-92-02

4160.63 Personally Owned Abandoned 

Property. Documentation for the 

disposition of lost, abandoned or 

unclaimed personal property that comes 

into the custody or control of a 

Department of Defense activity either 

as received, released, or destroyed. 

Documents may include DD1348 

certificates, list of serial numbers 

accompanying turn-in documents or 

similar documents that identify the 

property.

Temporary. Cutoff 

at end of CY. Destroy 

5 years after cutoff.

DAA-0361-

2017-0001-

0001

4160.64 Excess Personal Property, 

Equipment, and Vehicle Records.

Records agencies create when disposing 

of excess or surplus personal property 

by sale, donation, or destruction. 

Includes:

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

GRS 5.4, Item 

040 (DAAGRS-2016-

0011-0004)
DLA Records Schedule August 2018

114

SCHEDULE 4160 - Property Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Excess property inventories and 

lists

• Lists and other records identifying 

approved receivers of excess 

property

• Donation receipts

• Destruction Certificates

• Documentation of vehicle transfer 

by sale, donation, or exchange, 

including SF form 97, United States 

Government Certificate to Obtain a 

Motor Vehicle

• Related Correspondence

Exclusion: Records documenting 

financial management of surplus 

property disposal by sale is covered by 

7000.14 
DLA Records Schedule August 2018

115

DLA RECORDS SCHEDULE – 4161

LAW ENFORCEMENT SUPPORT 

This schedule relates to the administration, accountability and transfer of vehicles, 

aircraft/watercraft, and weapons to State Agencies. 

SCHEDULE 4161 - Law Enforcement Support

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4161.1 STATE FILES. Relates to all 

correspondence with each State Agency.

Transfers: Other than Demil B-Q 

Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.1.01 STATE FILES. Relates to all 

correspondence with each State Agency.

Transfers: Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3

4161.2 STATE FILES. Relates to all 

correspondence with each State Agency.

Disposals: Other than Demil B-Q 

Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.2.01 STATE FILES. Relates to all 

correspondence with each State Agency.

Disposals: Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3

4161.3 STATE FILES. Relates to all 

correspondence with each State Agency.

Turn Ins: Other than Demil B-Q 

Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.3.01 STATE FILES. Relates to all 

correspondence with each State Agency.

Turn Ins: Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3
DLA Records Schedule August 2018

116

SCHEDULE 4161 - Law Enforcement Support

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4161.4 STATE FILES. Relates to all 

correspondence with each State Agency.

103s: Other than Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.4.01 STATE FILES. Relates to all 

correspondence with each State Agency.

103s: Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3

4161.5 Application for Participation. Temporary. Cutoff

at end of CY. 

Destroy previous 

version when 

updated. Destroy 

current version after 

3 years.

N1-361-10-3

4161.6 Vehicle Records: Other than Demil 

B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.6.01 Vehicle Records: Demil B-Q Property. Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3

4161.7 Aircraft/Watercraft Records : Other 

than Demil B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3
DLA Records Schedule August 2018

117

SCHEDULE 4161 - Law Enforcement Support

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4161.7.01 Aircraft/Watercraft Records: Demil 

B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the 

property, whichever 

is later.

N1-361-10-3

4161.8 Weapon Records: Other than Demil 

B-Q Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-10-3

4161.8.01 Weapon Records : Demil B-Q 

Property.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years or after the 

life span of the

property, whichever 

is later.

N1-361-10-3
DLA Records Schedule August 2018

118

DLA RECORDS SCHEDULE – 4165

ENGINEERING, CONSTRUCTION and 

REAL PROPERTY

This schedule relates to the operation, maintenance, and repair of real property facilities and 

installed equipment; preparation of master plans components and military construction programs; 

engineering projects; provision of custodial, sanitation; maintenance, repair and improvement of 

military family housing.

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.1 Facilities Engineers Program/Project 

Files. Documents related to the 

formulation, management, administration, 

and execution of individual Facilities 

Engineering programs/projects such as 

program plans, studies and analyses, 

reports, letter guidance and direction and 

related documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-90-01

4165.2 Rescinded - use 5300.33

4165.2.01 Rescinded - use 5300.33.01

4165.3 Engineering Services. Documents, 

correspondence and related materials 

depicting progress made for each active 

construction or real property project.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

completion of 

project or when no 

longer needed for 

reference.

N1-361-90-01

4165.4 Vendor Brochures and Catalogues. 

Vendor brochures and catalogues which 

provide guidance to engineers for 

determining design of projects.

Temporary. Review 

annually. Destroy 

when obsolete or no 

longer needed.

N1-361-90-01

4165.5 Military Construction Projects. Records 

and documentation relating to engineering 

services for military construction 

programming and project preparation of 

Congressionally approved projects.

Temporary. Cutoff 

at end of Event.

Maintain in current 

files indefinitely. 

Transfer to new 

custodian upon 

completion of sale, 

trade, or donation 

proceedings, or 

acceptance of 

purchase money 

mortgage.

N1-361-90-01
DLA Records Schedule August 2018

119

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.6 Inspection and Execution. Copies of 

architect and engineer contracts, related 

correspondence and reference papers, 

documentation relating to re-work. 

Includes documentation on water systems, 

replacement windows, and painting.

Temporary. Cutoff 

at end of Event. 

Destroy 7 years after 

close of contract.

N1-361-90-01

4165.7 Open Purchase Requests. Copies of 

documents relating to open purchase 

requests for contracts requesting services 

by outside contractors.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

N1-361-90-01

4165.8 Engineering Contract Records. Copies 

of original estimates, cost procurement 

specifications, logs, and related records 

tracking all contracts from inception to 

work completion, excluding Contracting 

Officer Representative 

(COR)/Contracting Officer Technical 

Representative (COTR) actions (see 

Schedule 5000.16).

Temporary. Cutoff 

at end of Event. 

Destroy on 

completion of 

contract, or when no 

longer required for 

reference, whichever 

is later.

N1-361-90-01

4165.9 Annual Contract Research and 

Analysis. Copies of contract records for 

custodial services, refuse services, 

painting, and maintenance.

Temporary. Cutoff 

at end of Event.

Destroy 3 years after 

completion of 

contract.

N1-361-90-01

4165.10 Plans and Specifications Studies and 

Reports. Studies and reports pertaining to 

drainage, handicap facilities design, 

asbestos removal and related items that 

provide the legal and technical basis for 

preparation and design of contracts.

Temporary. Review 

annually. Destroy 

when no longer 

needed, obsolete, or 

superseded.

N1-361-90-01

4165.11 Mobilization Plan. Five-year 

Engineering Mission Mobilization Plan.

Temporary. Review 

annually. Destroy 

when superseded.

N1-361-90-01
DLA Records Schedule August 2018

120

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.12 Historical Building File. Drawings and 

blueprints of the Center from initial 

construction to present.

Temporary. Cutoff 

at end of Event. 

Maintain in current 

files indefinitely. 

Transfer to new 

custodian upon 

completion of sale, 

trade, or donation 

proceedings, or 

acceptance of 

purchase money 

mortgage.

N1-361-90-01

4165.13 Real Property Master Plan. Facilities 

planning 5-year master plan and 

documentation related to analysis of 

existing facilities. Includes the annual 

energy budget with supporting 

documentation and concept design 

reports.

Temporary. Cutoff 

at end of Event. 

Maintain in current 

files indefinitely. 

Transfer to new 

owner after 

unconditional sale 

or Government 

release of 

conditions, 

restrictions, 

mortgages, or other 

liens.

GRS 5.4, Item 

020 (DAAGRS-2016-

0011-0002)

4165.14 Construction Program Coordination. 

Copies of purchase requests and closed 

completed contracts; log books; building 

maintenance contracts concerning 

painting, repairs, paving and family 

housing maintenance.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

N1-361-90-01

4165.15 Pollution Studies: DLA Office of 

Environment and Safety Policy. Test 

reports, studies, memorandums, 

regulatory agency documents relating to 

the abatement of air, water, land, and 

other pollution.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 5 

years.

N1-361-90-01
DLA Records Schedule August 2018

121

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.15.01 Pollution Studies: Other Offices. Test 

reports, studies, memorandums, 

regulatory agency documents relating to 

the abatement of air, water, land, and 

other pollution.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 

years.

N1-361-90-01

4165.16 Military Construction Plans. Installation 

master plan and related documents and 

correspondence.

Temporary. Review 

annually. Destroy 

when obsolete or 

superseded.

N1-361-90-01

4165.17 Building Records. Building record files, 

real property record cards, requests for 

approval and disposal of buildings and 

improvements, documentation related to 

the transfer and acceptance of military 

real property.

Temporary. Cutoff 

at end of Event. 

Destroy 10 years 

after transfer or 

disposal of building.

N1-361-90-01

4165.18 Work Plans. Documents, 

correspondence, study results, and reports 

used for preparation of work plans.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years.

N1-361-90-01

4165.19 Real Property Economic Studies. 

Copies of real property maintenance 

contracts recording repairs or alterations 

to buildings or new construction.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-90-01

4165.20 Operations and Maintenance 

Resources. Operations and maintenance 

budgets and related documentation, 

studies and analysis results which support 

facility engineering resources and funding 

requirements.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

N1-361-90-01

4165.21 Work Status and Backlogs. Charts, 

graphs, and spreadsheets indicating status 

and backlog of work.

Temporary. Review 

annually. Destroy 

when superseded.

N1-361-90-01

4165.22 Supplies. Equipment requests, hand 

receipts, and supply orders.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01
DLA Records Schedule August 2018

122

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.23 Supply Orders. Blanket purchase 

agreements, supply charge accounts listed 

by vendor, and related documentation.

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.24 Fiscal Year Program Analysis. 

Historical report with backup material and 

related documentation.

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.25 Material Coordination. Service order 

calls (less than $1000 and 40 work hours), 

standing operating orders, and work 

orders (over $1000 and 40 work hours).

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.26 Real Property Leases. Real property 

leases, documentation on easements and 

leases right-of-way.

Temporary. Cutoff 

at end of lease. 

Destroy when 10

years old.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

4165.27 Real Property Control. Real property 

utilization studies and reports, documents 

related to real property availability, 

preliminary Corps of Engineer reports.

Temporary. Cutoff 

at end of Event. 

Destroy when lease 

is no longer valid.

N1-361-90-01

4165.28 Real Property Inventories. Real 

property inventories and related 

documents pertaining to military and 

civilian property which include reports, 

studies, and ledgers.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

N1-361-90-01

4165.29 Service Orders. Service order forms for 

maintenance work or inspection involving 

costs less than $1000 and 40 work-hours.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01
DLA Records Schedule August 2018

123

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.30 Operating Orders. Standing operating 

order forms pertaining to maintenance and 

repairs.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01

4165.31 Job Orders and Estimates. Individual 

job order forms tracking labor, equipment, 

and material costs. Job estimate sheets 

provided by the engineering contracting 

and resource management office 

containing estimates of labor, materials, 

equipment, and direct costs for 

performance of service.

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.32 Pest Control. Pest control plans, pest 

management reports, quarterly reports of 

subsistence items on Center, individual 

job orders and documentation relating to 

the fumigation of railroad cars, quarters 

and outdoor fumigations. 

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.33 Work Schedules. Weekly work schedules 

and records of work performed and workhours expended.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01

4165.34 Preventive Maintenance/Self-Help. 

Forms, correspondence, and 

documentation relating to providing 

family housing and/or office occupants 

with preventive maintenance and self-help 

maintenance tools, equipment, materials, 

and supplies.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01

4165.35 Buildings and Grounds Inventories. 

Documents pertaining to roads and 

grounds or buildings maintenance that 

consists of an inventory of accountable 

Government property.

Temporary. Review 

annually. Destroy 

when obsolete or no 

longer needed.

N1-361-90-01

4165.36 Service Manuals. Books, lists, 

warranties, order forms, and manuals 

providing part numbers and ordering 

procedures for obtaining equipment 

replacement parts.

Temporary. Review 

annually. Destroy 

when obsolete or no 

longer needed.

N1-361-90-01
DLA Records Schedule August 2018

124

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.37 Utility Locations. Equipment log sheets, 

layouts, designs, blueprints, drawings, 

maps and specifications providing 

locations of electrical and air conditioning 

equipment, electrical power lines and 

transformers, and identifying electrical 

wiring and plumbing layouts.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-90-01

4165.38 Log Sheets. Sign-in/out log sheets and 

equipment location log sheets which 

provide for equipment accountability.

Temporary. Review 

annually. Destroy 

when obsolete or 

replaced by new 

sheets.

N1-361-90-01

4165.39 Daily Boiler Logs. Records and log 

sheets pertaining to boiler pressures, oil 

temperatures, boiler firings, and related 

problems with boiler operations.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01

4165.40 Vendor Brochures. Pamphlets, 

brochures, catalogs, and documents 

received from vendors providing 

information on new and updated 

equipment and products.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-90-01

4165.41 Equipment Pollutants. Lists, maps, 

drawings and reports of equipment which 

contain pollutants.

Temporary. Review 

annually. Destroy 

when obsolete or 

pollutants have been 

removed.

N1-361-90-01

4165.42 Utility Agreements. Copies of contracts 

from local utility companies regarding the 

purchase and use of services provided.

Temporary. Review 

annually. Destroy 

when obsolete or no 

longer needed.

N1-361-90-01

4165.43 Utility Bills. Printouts, forms, documents, 

reports, and correspondence pertaining to 

utility use, billing and payment.

Temporary. Cutoff 

at end of FY. 

Destroy after 3 

years.

N1-361-90-01

4165.44 Service Orders. Service order forms 

involving the performance of preventive 

maintenance, repair, and preparation of 

family housing units.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01
DLA Records Schedule August 2018

125

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.45 Inspections. Reports, forms, and 

correspondence relating to safety 

inspections from internal and external 

sources.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01

4165.46 Boiler Treatment. Reports and records of 

chemicals and their use with boilers.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01

4165.47 Sprinkler Maintenance. Records, 

documentation and correspondence 

relating to the maintenance and cleaning 

of sprinkler systems.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01

4165.48 Material Costs. Bills of materials for 

repair jobs, lists of supplies and related 

costs associated with repair and 

maintenance of equipment.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 

years.

N1-361-90-01

4165.49 Inventories. Lists and records of 

equipment and accountable Government 

property and their locations.

Temporary. Review 

annually. Destroy 

when obsolete or 

item is no longer in 

inventory.

N1-361-90-01

4165.50 Realigned – use 4165.33

4165.51 Water and Chemical Production. 

Operating logs, and related papers that 

reflect the results of water and chemical 

production measurements.

Temporary Cutoff 

at end of Event. 

Destroy after water 

plant use has been 

replaced by County 

water system.

N1-361-90-01

4165.52 Back-flow Preventers. Reports, records 

of inspections and tests, and related 

documentation provided to State agencies.

Temporary. Review 

annually. Destroy 

when obsolete or 

when no longer 

needed.

N1-361-90-01

4165.53 Bacteria. Reports, test and sample 

records and related documentation 

pertaining to water testing.

Temporary. Review 

annually. Destroy 

when obsolete or 

when no longer 

needed.

N1-361-90-01
DLA Records Schedule August 2018

126

SCHEDULE 4165 - Engineering, Construction and Real Property

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4165.54 Water Tests. Test results, reports, and 

documentation reflecting quantity of 

pollutants in bodies of water.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-90-01

4165.55 Water Systems. Documentation 

reflecting study results of water 

distribution systems.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-90-01

4165.56 Permits. National Pollutant Discharge 

Elimination System permit for 

discharging water in public waterways.

Temporary. Review 

annually. Destroy 

when renewed, 

obsolete, or no 

longer needed.

N1-361-90-01

4165.57 Facilities/Construction Projects. Work 

orders, programming documents, 

correspondence, drawings, funding 

documents, project approvals, and 

certifications of costs incurred.

Temporary. Cutoff 

at end of Event.

Destroy 5 years after 

project completion 

and incorporation in 

the installation 

master plan.

N1-361-92-02

4165.58 Installation Master Plan. Documents 

describing buildings, locations, siting, 

layouts, utilities, and related matters in 

DLA activities.

Temporary. 

Destroy when 

superseded.

N1-361-92-02

4165.59 Facilities Programming. Annual work 

plan and documents pertaining to real 

property maintenance and military 

construction programming.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 

years.

N1-361-92-02
DLA Records Schedule August 2018

127

DLA RECORDS SCHEDULE – 4180

ENERGY

This schedule relates to the management of supply, procurement and transportation of alternative 

fuels and natural gas to meet the needs of the military departments. Included is the provision of 

test fuels to the military departments for research and development purposes.

SCHEDULE 4180 - Energy

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4180.1 Research and Development. Reports, 

correspondence, studies generated by 

government/non-government sources, 

proposals, written descriptions, contractual 

data, related documents and backup 

materials used for current and future 

planning, research, development, and 

analysis of alternative fuel sources and 

technologies.

NOTE: Due to the nature of evolving 

technologies and the potential for future 

reoccurrence of investigations into 

alternative fuel sources, caution should be 

exercised when determining the future 

reference value of these records.

Temporary. Destroy 

when no longer 

needed for reference. 

N1-361-92-4

4180.2 Alternative Fuels Supplies. User fuel 

requirements and related documentation 

and correspondence used to develop 

methodologies and direct actions for 

supplying alternative fuels.

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old.

GRS 5.4, Item 

010 (DAAGRS-2016-

0011-0001)

4180.3 Emergency Supplies. Correspondence 

related to emergency purchases and copies 

of contract modifications used to identify 

emergency supplies for using activities.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

N1-361-92-4

4180.4 Alternative Fuel Studies. Consultant 

studies, internal studies, installation 

information on operating characteristics, 

information on local fuel companies, 

related correspondence and backup 

materials used to select sources, determine 

availability of spot market fuels and 

analyze support capabilities.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-92-4
DLA Records Schedule August 2018

128

SCHEDULE 4180 - Energy

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4180.5 Bunker Deliver Notice (BDN). 

Documentation (DLA Form 2006) of the 

delivery of bunker fuel for ship-to-ship,

shore-to-ship, or ship-to-shore and is 

produced at the point of issuance and 

maintained at or on the receiving point. 

The BDN describes the contractor 

location, vessel (if the fuel transfer is shipto-ship, include the names of both vessels), 

date of product receipt, fuel type, quantity 

represented, and the name and signature of 

the receiving officer.

Temporary. Cutoff 

at end of FY. 

Destroy 3 years after 

cutoff.

DAA-0361-

2015-0004-

0001
DLA Records Schedule August 2018

129

DLA RECORDS SCHEDULE – 4200

PRODUCTION 

This schedule relates to the manufacturing of supplies in DLA-operated manufacturing facilities.

SCHEDULE 4200 - Production

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

4200.1 Manufacturing. Documents relating to 

manufacturing of supplies in DLAoperated manufacturing facilities. 

Documents relative to manufacturing and 

production in commercial or other than 

DLA-operated facilities should be filed

under record series 5000.38.

Temporary. Cutoff at 

end of CY. Destroy 

after 10 years.

NN-168-94

4200.2 Production Control Files. Work orders, 

job orders, turn-in slips, issue slips, 

estimate sheets, production reports, and 

other papers relating to the scheduling, 

dispatch, follow-up, and control of items 

to be manufactured.

Temporary. Cutoff at 

end of Event. Place in 

inactive file upon 

completion of related 

work and destroy after 

5 years.

NN-168-94

4200.3 Manufacturing Methods Project Files.

Documents relating to the improvement, 

modification, and modernization of 

manufacturing processes and procedures, 

such as drawings, photographs, job 

orders, routing sheets, reports of revised 

processes and procedures, and related 

papers.

Temporary. Cutoff at 

end of Event. Place in 

inactive file upon 

completion of related 

work and destroy after 

5 years.

NN-168-94

4200.4 Special Measurement and Orthopedic 

Footwear Files. Case files, requisitions 

for construction of special measurement 

and orthopedic footwear items (boots and 

shoes). Included are DD Form 150, 

Special Measurement Blank for Special 

Measurement/Orthopedic Boots and 

Shoes, DOFC Form 10, Fitting Report -

Special Footwear, and related documents.

Temporary. Cutoff at 

end of CY. Destroy 

after 5 years unless 

specific information on 

individual cases justify 

further retention, in 

which case files will be 

destroyed when no 

longer needed.

NC1-361-81-1

4200.5 Quality Control Files. In process 

inspection sheets, rework records, reports 

reflecting frequency distribution of 

manufacturing defects, and related papers 

maintained for detection, prevention, and 

Temporary. Cutoff at 

end of Event. Place in 

active file upon 

completion of final 

production order for 

NN-168-94
DLA Records Schedule August 2018

130

SCHEDULE 4200 - Production

Record 

Series

Record Series Title and Content 

Description

Disposition and Cutoff 

Instructions

Disposition 

Authority

control of manufacturing defects. the related component 

and destroy after 3 

years.
DLA Records Schedule August 2018

131

DLA RECORDS SCHEDULE – 4205

SMALL BUSINESS

This schedule relates to the direction and implementation of the DLA Small Business Program

including DoD Small Business and Small Disadvantaged Business Utilization Programs and 

related economic development programs.

SCHEDULE 4205 - Small Business

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4205.1 Small Business Program/Project Files. 

Documents related to the formulation, 

management, administration and 

execution of individual Small Business 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of program 

effort, or when no 

longer required, 

whichever is sooner.

N1-361-91-11

4205.2 Small Business Correspondence Files: 

HQ DLA. Documents providing general 

direction, staff guidance and reporting in 

the management and administration of 

Small Business including interpretations 

and decisions on applicability, requests 

for waivers and exceptions, data calls and 

periodic reporting, and similar documents 

not covered elsewhere.

Temporary. Cutoff at 

end of FY. Cutoff at 

the end of the year. 

Destroy after 3 years.

N1-361-91-11

4205.2.01 Small Business Correspondence Files: 

Other Activities. Documents providing 

general direction, staff guidance and 

reporting in the management and 

administration of Small Business 

including interpretations and decisions on 

applicability, requests for waivers and 

exceptions, data calls and periodic 

reporting, and similar documents not 

covered elsewhere.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-11
DLA Records Schedule August 2018

132

SCHEDULE 4205 - Small Business

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4205.3 Small Business Source Files. Documents 

maintained for the purpose of determining 

source capabilities, such as brochures, 

replies to questionnaires, financial data, 

prospectuses, requests for inclusion on 

bidders' mailing lists, extracts from 

industry publications, pre-award surveys, 

and lists of tools and equipment.

Temporary. Destroy 

when superseded, 

obsolete, or when the 

concern is no longer 

considered as source of 

supply for any reason.

N1-361-91-11

4205.4 Procurement Technical Assistance

Program (PTAP). Correspondence, 

Federal Register announcements, 

Commerce Business Daily 

announcements, solicitations for 

cooperative agreement proposals, 

program evaluation criteria, applicant 

proposals, cooperative agreement award 

documents, recipient performance reports 

and other similar information used to 

administer procurement technical 

assistance programs.

Temporary. Cutoff at 

end of Event. Destroy 

after 6 years after 

closeout.

N1-361-91-11

4205.5 Special Small Business/Economic 

Utilization Projects and Reports. 

Documents relating to participation in 

special projects as directed by higher 

headquarters and documents relating to 

special reports required by congressional 

interest, other Government agencies, and 

higher headquarters.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-11

4205.6 Outreach Development Files. 

Conference information, registration 

forms, correspondence, publication cover 

letters and inquiries related to various 

outreach programs used to develop 

outreach programs; coordinate, sponsor, 

and participate in Federal, State, and local 

government and industry sponsored 

conferences, trade fairs, and economic 

assistance events in support of outreach 

programs.

Temporary. Cutoff at 

end of CY. Cutoff at 

the end of the year. 

Destroy after 3 years.

N1-361-91-11
DLA Records Schedule August 2018

133

SCHEDULE 4205 - Small Business

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4205.7 Small Business/Labor Surplus Area 

Preference Activity Files-Procurement 

Activity. Documents relating to 

preferential consideration given to small 

business and/or labor surplus area firms.

Temporary. Cutoff at 

end of FY. Destroy 

after 10 years.

N1-361-91-11

4205.7.01 Small Business/Labor Surplus Area 

Preference Activity FilesAdministrative Activity. Documents 

relating to preferential consideration 

given to small business and/or labor 

surplus area firms.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-11

4205.8 Minority Contracting. Minority 

Contracting Program (8A), search and 

offering letters and related responses used 

to assist and counsel small and 

disadvantaged business firms in acquiring 

information and in resolving problems 

encountered in bidding or performing on 

DoD contracts.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-11

4205.9 Procurement Action Reviews. Copies of 

proposed contract actions, abstracts of 

bids and offers and similar documents, 

work papers and reference material used 

to review pending procurement actions 

for breakouts and set aside opportunities 

for increasing small business participation 

and competition for DoD requirements.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-11

4205.10 Command Management Plan. Locally 

developed Command Management Plan 

and related correspondence created in the 

development and concurrence of plan; 

and reference copies of other Small 

Business office plans used in the 

development of an annual command 

management plan to identify and promote 

initiatives to be taken to accomplish 

objectives of the DLA Small Business 

Program.

Temporary. Cutoff at 

end of FY. Destroy 

when superseded, 

obsolete, or after 3 

years, whichever is 

sooner.

N1-361-91-11
DLA Records Schedule August 2018

134

SCHEDULE 4205 - Small Business

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4205.11 Sheltered Workshop Support. Inquiries, 

information requests, cover letters, and 

correspondence related to the 

development and implementation of 

programs for support of sheltered 

workshops affiliated with National 

Industries for the Blind (NIB) and 

National Industries for the Severely

Handicapped (NISH).

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-11

4205.12 Federal Prison Industries. Inquiries, 

information requests, cover letters, and 

correspondence related to the 

development and implementation of 

programs for support of Federal Prison 

Industries.

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-11

4205.13 Program Goals. Proposed goals, 

statistical information, measurements of 

performance, letters and correspondence 

assigning approved goals used in the 

establishment of program goals and 

evaluation of activity performance in 

achieving goals for the award of prime 

contracts to firms.

Temporary. Cutoff at 

end of FY. Destroy 

after 6 years.

N1-361-91-11

4205.14 Subcontract Negotiations. Contractor's 

plans, copies of contracting documents 

and related records used to review 

contract proposals and participate in 

negotiations with DoD prime contractors 

regarding their proposed subcontracting 

plans for award of subcontracts to small 

and disadvantaged business firms.

Temporary. Cutoff at 

end of FY. Cutoff at 

end of the year. 

Destroy after 3 years.

N1-361-91-11

4205.15 Subcontractor Plans and Programs. 

Evaluations of contractor performance 

and requests for information and related 

responses used to evaluate DoD prime 

contractors, small, disadvantaged, and 

labor surplus area subcontracting plans 

and programs, establish or recommend 

goals for awards to firms, and to evaluate 

prime contractor performance in 

Temporary. Cutoff at 

end of Year. Destroy 

after 3 years.

N1-361-91-11
DLA Records Schedule August 2018

135

SCHEDULE 4205 - Small Business

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

complying with goals and other 

subcontracting plan requirements.
DLA Records Schedule August 2018

136

DLA RECORDS SCHEDULE – 4215

INDUSTRIAL PLANT EQUIPMENT (IPE)

This schedule relates to operations involving the receipt, storage, care, maintenance, 

inspection/testing, calibration, repair/rebuild, modification and shipping of IPE.

SCHEDULE 4215 - Industrial Plant Equipment (IPE)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

4215.1 IPE Operations Program/Project Files.

Documents related to the formulation, 

management, administration and 

execution of individual IPE 

programs/projects such as plans, studies 

and analyses, reports, letter guidance and 

direction, and related documents.

Temporary. Cutoff 

at end of Event.

Destroy 2 years 

after termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-91-19

4215.2 Rescinded - use 5300.33

4215.2.01 Rescinded - use 5300.33.01

4215.3 Defense General Reserve - School 

Loan Program. Records pertaining to 

the operation and termination of the 

National Industrial Equipment Reserve 

(NIER) and the development and 

operation of the School Loan Program 

within the DoD under Public Law 93-

155.

PERMANENT. 

Cutoff at end of 

CY. Transfer to 

National Archives in 

5-year blocks when 

30 years old.

NC1-361-76-13

4215.4 Loan Agreements. Documents 

maintained by Defense Industrial Plant 

Equipment Center (DIPEC) relating to 

the loan of IPE to vocational schools. 

Included are school applications for loan 

of tools, offer of item, executed copy of 

loan agreement (original) with 

supporting documents, and similar and 

related documents.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years 

after termination 

and satisfactory 

settlement of loan 

agreement terms.

NC1-361-82-5

4215.5 Contractor Storage of Industrial 

Equipment. Files relating to storage of 

Government-owned equipment in 

contractor's plant under layaway 

contracts.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

NN-168-94
DLA Records Schedule August 2018

137

SCHEDULE 4215 - Industrial Plant Equipment (IPE)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

4215.6 Industrial Plant Equipment Historical 

Case Files. Documents maintained by 

DIPEC relating to individual items of 

IPE recorded in the central inventory of 

DoD IPE assets.

Temporary. Cutoff 

at end of Event.

Destroy 2 years 

after item has been 

dropped from the 

central inventory 

records of DIPEC, 

i.e., the item has 

been disposed of or 

transferred (not 

loaned) outside DoD 

or the item has been 

released from 

central inventory 

control.

N1-361-91-19

4215.7 IPE Maintenance, Repair, and 

Modifications. Maintenance requests, 

correspondence, IPE maintenance 

records, IPE repair information, 

production control records, planning and 

estimating documents, copies of 

purchase requests and contracts, quality 

assurance documents such as requests for 

waivers, quality deficiency reports, tally 

sheets for PCB sampling, and similar 

records pertaining to maintenance, repair, 

and modification of IPE.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-91-19

4215.8 IPE Rigging Crew Labor. Work 

requests, assignments, schedules, and 

similar records relating to the assignment 

and utilization of the rigging crew for 

IPE operations.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-91-19

4215.9 IPE Reports. Workload reports 

forecasting upcoming IPE requirements 

and workload status reports relating 

status of equipment.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-91-19

4215.10 Aluminum Skid Inventory Files. 

Records relating to maintaining 

inventory of aluminum skids for 

preparing IPE for shipment.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 

years.

N1-361-91-19
DLA Records Schedule August 2018

138

DLA RECORDS SCHEDULE – 4245

Value Engineering

This schedule relates to the implementation of the Value Engineering Program and the conduct 

of intrinsic value and should-cost analyses on DLA managed material.

SCHEDULE 4245 - Value Engineering

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

4245.1 Value Engineering Projects and 

Studies: Resulting in Cost Savings.

Should-cost analyses, value engineering 

change proposals, reverse engineering 

projects, price challenges, and related

records pertaining to projects.

Temporary. Cutoff 

at end of FY. 

Destroy after 6 

years, or when no 

longer needed for 

reference or 

research, whichever 

is later.

N1-361-91-16

4245.1.01 Value Engineering Projects and 

Studies: Not Resulting in Cost Savings.

Should-cost analyses, value engineering 

change proposals, reverse engineering 

projects, price challenges, and related

records pertaining to projects.

Temporary. Cutoff 

at end of FY. 

Destroy when no 

longer needed for 

reference or 

analysis.

N1-361-91-16

4245.2 Value Engineering Item Records.

Documentation summarizing prior value 

engineering efforts on individual items 

used for reference and research.

Temporary. Cutoff 

at end of FY. 

Destroy when no 

longer needed for 

reference.

N1-361-91-16

4245.3 Value Engineering Reporting. 

Statistical reports on value engineering 

program activities including projects, 

savings, items screened and similar 

information.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year.

N1-361-91-16

4245.4 Value Engineering Change Proposal 

(VECP) Program Presentations.

Presentations and related documents on 

efforts to encourage contractor 

submission of VECPs including business 

conference programs and similar efforts.

Temporary. Cutoff 

at end of FY. 

Destroy after 1 year, 

or when superseded, 

whichever is sooner.

N1-361-91-16
DLA Records Schedule August 2018

139

SCHEDULE 4245 - Value Engineering

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

4245.5 Replenishment Parts Purchases and 

Loans. Informational copies of contracts 

and agreements for the loan or sale of 

items to contractors for engineering 

purposes.

Temporary. Cutoff 

at end of FY. 

Destroy 1 year after 

return of item or 

sale, as applicable.

N1-361-91-16
DLA Records Schedule August 2018

140

DLA RECORDS SCHEDULE – 4500

TRANSPORTATION and MOVEMENT CONTROL

This Schedule relates to implementation of transportation, traffic management, packaging, 

materials handling, and travel contract management functions.

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.1 Transportation and Packaging 

Reviews, Surveys and Analyses.

Includes:

• Cost analyses, 

• Transportation Control Movement 

Documents (TCMD's) approval 

alerts, 

• Evaluation worksheets

• Printouts, Listings, Routing Guides

• Shipping data

• Transportation and performance 

information

• Contractor information and data

• Copies of Government Bills of 

Lading (GBLs)

• Government Transportation Requests 

(GTRs)

• Pre-award surveys

• Contractor packaging capability 

reviews

• Related correspondence and backup 

materials used to review, analyze or 

survey contractor information to 

determine contractor capabilities

• Physical distribution patterns

• Nature and adequacy of 

transportation and packaging 

requirements

• Costs, terms and conditions to 

participate in pre-award surveys

• Post-award conferences/orientations, 

contractor estimating methods, 

contractor purchasing systems, and 

should cost reviews; to service 

applications for GBLs,

Temporary. Cutoff 

at end of Event. 

Destroy 10 years 

after final payment or 

Final invoice/IPAC

**Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

141

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Commercial Bills of Lading (CBLs) 

and TCMDs, and to identify 

contractors requiring orientation.

4500.2 Customs or Port of Entry Files. 

Documents relating to entry and 

admission, free of duty charges, materiel 

procured abroad or returned from abroad, 

including Consumption Entry Permit, 

Summary of Entered Value, Custom 

Entry, or similar custom forms, related 

correspondence, and other documents 

pertaining to the entry of materiel 

through customs.

Temporary. Cutoff 

at end of CY.

Destroy after 4 years.

NN-168-94

4500.3 Issuance Control. Listings and printouts 

of GBLs, GTRs, and Military Airlift 

Command transportation authorizations 

(MTAs), contractor travel authorizations, 

logs and notices of receipt used to control 

the issuance and use of GBLs, GTRs, and 

MTAs.

Temporary. Cutoff 

at end of CY.

Destroy after 3 years.

N1-361-91-13

4500.4 Tonnage Distribution. Listings, 

printouts and applications for GBLs used 

to ensure proper distribution of tonnage 

to carriers.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-91-13

4500.5 Contractor Coordination. Information 

on contractors, shipment data, motor 

freight classifications, related 

correspondence and backup materials 

used to assure compliance with common 

carrier tariff rules and regulations, 

provide freight classification, routing and 

rating technical information to 

contractors, and to maintain liaison and 

coordination with contractors and 

common carrier offices.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete or upon 

completion of 

contract.

N1-361-91-13

4500.6 Contractor Assistance. Cost estimates, 

technical cost proposal analyses, trip 

reports, related correspondence and 

backup materials used to assist 

contractors and Government personnel in 

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-91-13
DLA Records Schedule August 2018

142

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

preservation, packaging, packing, and 

marking matters pertaining to contract 

items, Defense industrial production 

equipment, and other Government-owned 

property; to review, approve and ensure 

adequacy of contractor packing/materials

handling functions, price and cost 

proposals, data, and design drawings.

4500.7 Procedure A Contractor File. Letters of 

traffic management delegation, 

correspondence and information related 

to changes in traffic management 

regulations used to implement Procedure 

A traffic management procedures and 

evaluate contractor ability to perform 

those services.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or 

contractor no longer 

required to provide 

Procedure A 

services.

N1-361-91-13

4500.8 Hazardous/Protected Material 

Transportation. Documents relating to 

contracts for packaging, marking, and 

transportation of hazardous, sensitive, or 

classified materials.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no 

longer needed for 

reference.

N1-361-91-13

4500.9 Foreign Military Sales (FMS) 

Transportation Case Files. Case files 

which contain all records required to 

monitor and process the delivery of 

material and services to FMS customers, 

from receipt to closing of the case. 

Includes Government Bills of Lading 

(GBL), Commercial Bills of Lading 

(CBL), Notices of Availability (NOA), 

Transportation Control Movement 

Documents (TCMD), Issue 

Release/Receipt Documents (IRRD), 

inspection and receiving reports, air bills, 

supply transactions, transfer to carrier 

documents, acceptance data and all 

similarly related materials used to effect 

transfer of FMS shipments to carriers. 

NOTE: For convenience of search and 

retrieval, these files should be maintained 

Temporary. Cutoff 

at end of FY. 

Maintain in current 

file area for 2 years, 

then retire to Federal 

Records Center. 

Destroy when 30 

years old.

N1-361-95-1
DLA Records Schedule August 2018

143

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

in document number sequence.

4500.10 Bills of Lading Files. Copies of inbound 

and outbound Government Bills of 

Lading (GBLs) and Commercial Bills of 

Lading (CBLs); correction notices; 

certificates used in lieu of GBLs; route 

slips, packing lists; rail bills; and related 

documentation used to process 

shipments.

Temporary. Cutoff 

at end of FY.

Destroy after 10

years.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

4500.11 GBL Suspense Files. Advance copies of 

incoming shipments used to match 

receipts with actual shipment.

Temporary. Review 

annually. Destroy 

after shipment 

received

N1-361-91-10

4500.12 Outbound Bill of Lading Logs. Logs, 

registers, listings, or similar systems used 

to maintain accountability for all GBL 

numbers assigned.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.13 Discrepancy Reports. Copies of reports, 

forms or similar records used to 

document transportation shipment 

problems such as damaged material, over 

or short shipments, astray shipments, and 

carrier non-performance of service, 

correspondence, and related papers 

which are used to initiate claims against 

carriers.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.14 Shipping Reports. Automated reports 

used to analyze traffic management 

matters. Includes reports on mode of 

shipment, commodity priority and mode, 

destination and commodity, category 

origin, point of embarkation traffic, and 

similar reports.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.15 Freight Classification Files. Reports, 

listing, and similar documents providing 

freight classifications, rates, and related 

transportation/shipping data for 

managed/stocked NSNs used for 

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no 

longer needed for 

N1-361-91-10
DLA Records Schedule August 2018

144

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

shipment planning purposes. reference.

4500.16 Military Standard Logistics System 

Files. In transit data cards, reports of 

shipment, and other standardized

shipment documentation used to process 

materiel movement and to evaluate 

transportation performance.

Temporary. Cutoff 

at end of month. 

Destroy after 4 

months or when 

quarterly update is 

completed, whichever 

is sooner.

N1-361-91-10

4500.17 Transportation Movement Files: FMS 

Shipments. Copies of transportation 

control movement documents, consists, 

and related papers concerning export 

loads.

Temporary. Cutoff 

at end of Event.

Destroy 2 years after 

final shipment.

N1-361-91-10

4500.17.01 Transportation Movement Files: 

Other Shipments. Copies of 

transportation control movement 

documents, consists, and related papers 

concerning export loads.

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

final shipment.

N1-361-91-10

4500.18 Export Bookings. Logs, registers, or 

similar documents used to record export 

booking requests, routings, and 

confirmations.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.19 Shipment Billing Logs. Logs, registers, 

or similar documents for recording 

shipment billing details used for 

reporting statistics and research.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.20 Carrier Release Files. Documents used 

to order, release, and dispatch carrier's 

equipment.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.21 Carrier Control Files. Logs, registers, 

appointment books, inspections books, 

and similar documents used to schedule 

delivery appointments, track arrivals, 

departures, internal movements, status, 

and inspection requirements of truck and 

rail cars.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10
DLA Records Schedule August 2018

145

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.22 Security Seal Logs. Logs, registers, or 

similar system used to maintain 

accountability for numbered seals applied 

to departing carriers.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.23 Household Goods Movement. Case 

files consisting of bills of lading, 

transportation control sheets, 

transportation control and movement 

documents, requisition and 

invoice/shipping documents, applications 

for shipment and/or storage of personal 

property, U.S. Customs and Border 

Protection Declaration for Personal 

Property Shipments, employee/military 

service member’s orders, household 

goods descriptive inventory sheets, 

carrier’s work sheets, mission pick 

tickets, and web queries for domestic 

personal property shipping offices used 

to track the movement of privately 

owned personal property

Temporary. Cutoff 

at end of FY.

Destroy when 10 

years old.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

4500.24 Scheduling Files. Appointment 

schedules, logs, late extension sheets, 

listings, and related records used to

coordinate and control inbound truck and 

railcar traffic.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.25 Materiel Receipt Verification. Copies 

of material inspection and receiving 

reports used to verify material received 

on direct unloads of trucks and railcars.

Temporary. Cutoff 

at end of Event.

Destroy 3 months 

after final shipment.

N1-361-91-10

4500.26 Materiel Movement Files. Internal 

documents and forms relating to material 

movement used to identify materials 

being received, stowed or changing 

storage location.

Temporary. Cutoff 

at end of Event.

Destroy after 

computer updating 

actions verified.

N1-361-91-10

4500.27 Packing Quality. Quality report check 

sheets and related forms used to assure 

quality of the various packing functions.

Temporary. Cutoff 

at end of Month.

Destroy after 1 

month.

N1-361-91-10
DLA Records Schedule August 2018

146

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.28 Materiel Release Files. Issue 

release/receipt documents relating to 

processing (select, prepare, ship) stored 

materiel for release.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.29 Materiel Release Control. Control 

registers, recap sheets, release workload, 

offered late sheets, backlogs, and similar 

listings used to monitor issue processing.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.30 Warehouse Denials. Material movement 

documents, denial/shortage investigation 

checklists, adjustment /document control 

registers and related documentation used 

to monitor and track warehouse denials.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.31 Destination Listings. Listings 

identifying material release order 

destinations used to research all 

requisitions shipped against a specific 

cycle.

Temporary. Cutoff 

at end of Event.

Destroy after 6 

months.

N1-361-91-10

4500.32 Workload Monitoring. Listings 

containing weekly and monthly 

production count reports used to monitor, 

control, and verify workload, work hours, 

and productivity.

Temporary. Destroy 

weekly listings after 3 

months, monthly 

listings after 1 year.

N1-361-91-10

4500.33 Container Shipping Schedule. Listings, 

reports, and similar documents relating to 

workload forecasts for upcoming 

DICOMSS cycle used for planning 

purposes.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.34 Shipment Monitoring. Status inquiries, 

line item materiel release status inquiries, 

shipping unit/line item inquiries, and 

related listings used to monitor delivery 

and shipment records.

Temporary. Destroy 

after 1 month.

N1-361-91-10

4500.35 Work Orders. Work orders, work order 

registers, forms, and cost records used to 

document work to be accomplished.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-91-10
DLA Records Schedule August 2018

147

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.36 Shipping Manifests: FMS Shipments.

Manifests of small parcels shipped; used 

to verify charges and trace shipments.

Temporary. Cutoff 

at end of Event.

Destroy 2 years after 

final shipment.

N1-361-91-10

4500.36.01 Shipping Manifests: Other Shipments.

Manifests of small parcels shipped; used 

to verify charges and trace shipments.

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

final shipment.

N1-361-91-10

4500.37 Cigarette Shipping Files. Copies of 

materiel release documents, consists, 

completed contracts, and related records 

pertaining to overseas shipments of 

cigarettes used to research discrepancies.

Temporary. Cutoff 

at end of FY.

Destroy after 2 years.

N1-361-91-10

4500.38 Controlled Item Files. Cards, inventory 

control sheets, logs, materiel release 

documents, contract copies, and similar 

records pertaining to controlled items.

Temporary. Cutoff 

at end of FY.

Destroy after 2 years.

N1-361-91-10

4500.39 Inventory Monitoring. Listings, reports, 

and similar records relating to 

documenting inventory results.

Temporary. Cutoff 

at end of Event.

Destroy after next 

completed inventory.

N1-361-91-10

4500.40 Subsistence Disposition. Documents 

accumulated as a result of disposing of 

subsistence items not appropriate for 

overseas shipment. Items include 

serviceable items issued to local 

commissaries for sale, return of "L" 

(suspended for litigation) condition stock 

to vendors, and unserviceable items sent 

to Defense Reutilization and Marketing 

Office.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.41 Damaged Stock Files. Forms or similar 

documents used to record destruction 

and/or recoupment of damaged stocks.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.42 Building Security Logs. Logs used to 

record personnel entries into vault to 

maintain tax-free products warehouse 

security.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10
DLA Records Schedule August 2018

148

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.43 Building Access Lists. List of personnel 

with access privileges to secure areas.

Temporary. Destroy 

when replaced with 

updated copy.

N1-361-91-10

4500.44 Inspection, Testing, Results and 

Disposition. Request for and results of 

tests, reclassification 

(downgrading/upgrading) records such as 

DAC transactions, related storage quality 

control reports, records documenting 

materiel condition code changes, and 

similar documents (or automated 

equivalents) relating to inspection and 

testing of Type II extendible shelf life 

items.

Temporary. Cutoff 

at end of Event or 

FY. Destroy after 

next inspection, or 2 

years, whichever is 

sooner.

N1-361-91-10

4500.45 Space Utilization. Space assignment 

summary forms, configuration and 

occupancy worksheets, space reports, and 

similar records used to determine and 

assign space requirements and 

configurations.

Temporary. Cutoff 

at end of FY.

Destroy after 3 years.

N1-361-91-10

4500.46 Bin Replenishment. Listings and reports 

pertaining to replenishment of materiel in 

bin locations.

Temporary. Cutoff 

at end of FY.

Destroy after 1 year.

N1-361-91-10

4500.47 Hazardous Material Stock Location. 

Listings, forms, and similar records used 

to identify current location of hazardous 

material stock items.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-91-10

4500.48 Radioactive Material Disposal.

Documents maintained by radiation 

protection officers on the disposal of 

radioactive items stored within Defense 

depots.

Temporary. Cutoff 

at end of CY.

Destroy after 75 

years, or after 

Nuclear Regulatory 

Commission (NRC) 

clearance, whichever 

is later.

N1-361-91-10
DLA Records Schedule August 2018

149

SCHEDULE 4500 - Transportation and Movement Control

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4500.49 Radiation Monitoring and Exposure: 

Used to determine compliance with 

NRC regulations on restricted areas, to 

measure external radiation when 

personnel monitoring is not 

performed, and to evaluate the release 

of radioactive effluents to the 

environment. Surveys, reports, and 

related documents used to detect, 

monitor, and record radiation levels and 

individual exposure.

Temporary. Cutoff 

at end of CY.

Destroy after 75 

years, or after NRC 

clearance, whichever 

is later.

N1-361-91-10

4500.49.01 Radiation Monitoring and Exposure:

Other than those described above.

Surveys, reports, and related documents 

used to detect, monitor, and record 

radiation levels and individual exposure.

Temporary. Cutoff 

at end of CY.

Destroy after 2 year.

N1-361-91-10

4500.50 Radioactive Material Incident 

Reporting. Retained copies of required 

reports to NRC on losses or thefts of 

licensed material and individual 

exposures, radiation releases, property 

damage, and comparable incidents.

Temporary. Cutoff 

at end of CY. 

Destroy after 75 

years, or after NRC 

clearance, whichever 

is later.

N1-361-91-10
DLA Records Schedule August 2018

150

DLA RECORDS SCHEDULE – 4600

COMMUNICATIONS and ELECTRONICS

This schedule relates to the Automated Data Processing/Telecommunications (ADP/T) Program 

and the operation and maintenance of activity computer and communications facilities.

SCHEDULE 4600 - Communications and Electronics

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4600.1 Telecommunications and Information 

Systems Program/Project Files. 

Documents related to the formulation, 

management, administration and 

execution of individual 

Telecommunications and Information 

Systems programs/projects such as 

program plans, studies and analyses, 

reports, letter guidance and direction, and 

related documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-91-1

4600.2 Rescinded - use 5300.33

4600.3 Communications Interface Equipment. 

Vendor provided documentation, 

instruction manuals and literature 

pertaining to the installation and operation 

of communications interface equipment. 

Included are vendor or locally developed 

maintenance schedules, trouble reports 

and trouble logs.

Temporary. Cutoff 

at end of Event. 

Destroy when item is 

excessed.

GRS 5.4, Item 

030 (DAAGRS-2016-

0011-0003)

4600.4 Teleprocessing Equipment Support. 

Work plans, user procedures and related 

documents produced for users of 

multiplexing devices, modems, remote job 

entry stations, terminals and similar 

teleprocessing equipment.

Temporary. Cutoff 

at end of Event. 

Destroy after 

equipment is removed 

or replaced by an 

updated version.

N1-361-91-1

4600.5 Communications Equipment. Records 

relating to operation of DLA 

Teleprocessing Network (DLANET) 

nodal point (NODE) equipment such as 

schematics.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-91-1

4600.6 Telecommunications. Records relating to 

activity telecommunications support such 

as Communications Service 

Authorizations (CSAs), Commercial 

Temporary. Destroy 

after 90 days.

N1-361-91-1
DLA Records Schedule August 2018

151

SCHEDULE 4600 - Communications and Electronics

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Communications Work Orders (CCWSs), 

and Feeder Telecommunications Service 

Requests (TSRs).

4600.7 TEMPEST Program. Records relating to 

the certification and execution of program 

requirements.

Temporary. Cutoff 

at end of Event. 

Destroy when 

equipment 

requirement ceases.

N1-361-91-1

4600.8 Message Records. Copies of the 

incoming/outgoing messages maintained 

in the Communications Center. Note: 

Other offices will file record copies under 

appropriate functional file numbers in the 

same manner as correspondence.

Temporary. Destroy

after 30 days.

N1-361-91-1

4600.9 Traffic Reports. Reports that reflect the 

volume of messages handled.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

N1-361-91-1

4600.10 Message Releasing/Receipting Officials.

Documents that reflect the names and 

signatures of authorized message 

releasing officials and/or of individuals 

authorized to receive classified messages.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-91-1

4600.11 Rescinded - use 5300.26

4600.12 Communications Security (COMSEC) 

Material Accounting Records.

Inventories, transfer reports, destruction 

reports, package/voucher registers, hand 

receipts, and related documents.

Temporary. Destroy 

as described in 

certificate of 

accounting records 

clearance.

N1-361-91-1

4600.13 COMSEC Command Inspections. 

Command inspection reports and related 

COMSEC account records.

Temporary. Cutoff 

at end of Event. 

Destroy on receipt of 

a succeeding report, 

or on inactivation of 

the facility, whichever 

is sooner.

N1-361-91-1
DLA Records Schedule August 2018

152

SCHEDULE 4600 - Communications and Electronics

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4600.14 Record of Custodian. Letter designating 

COMSEC Custodian.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

assumption by a new 

custodian.

N1-361-91-1

4600.15 COMSEC Custodian's Inspections. 

Inspections conducted by COMSEC 

Custodian on a semiannual basis.

Temporary. Cutoff 

at end of Event.

Destroy after 

Command annual 

inspection is 

performed.

N1-361-91-1

4600.16 Incident (Compromise) Files. Reports of 

compromises, involving personnel, 

cryptologics and physical insecurities of 

COMSEC material.

Temporary. Cutoff 

at end of Event. 

Destroy closed 

incident file after 2 

years.

N1-361-91-1

4600.17 Telephone Cost Data. Requisitions for 

telephone services, copies of telephone 

equipment and service invoices used to 

determine costs of services to be 

provided, verification of work order 

accuracy and tracking of telephone 

expenses.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

N1-361-91-1

4600.18 Telephone Maintenance. Itemized lists 

of telephone equipment and services 

being provided by telephone companies 

used to verify monthly billings.

Temporary. Cutoff 

at end of CY. 

Destroy 1 year after 

audit or when 3 years 

old, whichever is 

sooner.

N1-361-91-1

4600.19 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 

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old. 

GRS 5.5, Item 

010 (DAAGRS-2016-

0012-0001)
DLA Records Schedule August 2018

153

SCHEDULE 4600 - Communications and Electronics

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

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.

4600.20 Telephone Locator Service. Telephone 

change order forms used for updating 

local and area telephone directories.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year, 

or when superseded, 

obsolete, or no longer 

needed, whichever is 

sooner.

N1-361-91-1
DLA Records Schedule August 2018

154

DLA RECORDS SCHEDULE – 4700

Environmental

This schedule relates to DLA’s management of programs and actions pertinent to the production 

and enhancement of environmental quality. Included are environmental matters handling and 

disposal of hazardous waste materials. Any documents involved in litigation cases will be retained 

until settlement of the litigation as notified by DLA legal counsel. 

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4700.1 Environmental Quality 

Program/Project Records. Documents 

relating to the overall program for the 

protection and enhancement of 

environmental quality through the 

abatement and control of environmental 

pollution.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.2 Rescinded - use 5300.33

4700.2.01 Rescinded - use 5300.33.01

4700.3 Environmental Quality Policies and 

Procedures: HQ DLA. Documents 

relating to major policies and procedures 

for assuring the proper management and 

administration of environmental quality 

matters.

Temporary. Cutoff 

at end of Event 

Destroy 3 years after 

supersession or 

obsolescence.

 

NN-174-075

4700.3.01 Environmental Quality Policies and 

Procedures: Other Offices. Documents 

relating to major policies and procedures 

for assuring the proper management and 

administration of environmental quality 

matters.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference.

NN-174-075

4700.4 Environmental Quality NEPA 

Assessments, Impact Statements: HQ 

DLA. Environmental Assessments and 

statements prepared and processed as 

required by the National Environmental 

Policy Act (NEPA) of 1969 (Public Law 

91-190) and the guidelines issued by the 

Council on Environmental Quality, and 

implementing regulations.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed for reference. 

NN-174-075
DLA Records Schedule August 2018

155

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4700.4.01 Environmental Quality NEPA 

Assessments, Impact Statements: 

Other offices. Environmental 

Assessments and statements prepared and 

processed as required by the National 

Environmental Policy Act (NEPA) of 

1969 (Public Law 91-190) and the 

guidelines issued by the Council on 

Environmental Quality, and 

implementing regulations.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.5 Environmental Quality Reports. 

Reports relating to the status, progress, 

and plans regarding environmental 

quality program.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.6 Water Pollution: HQ DLA. Documents 

relating to the abatement of water 

pollution and compliance with National 

Oil and Hazardous Substance Pollution 

Contingency Plan, including the 

development of water pollution 

contingency plans and case files on water 

pollution incidents. 

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 5 years.

NN-174-075

4700.6.01 Water Pollution: Other Offices. 

Documents relating to the abatement of 

water pollution and compliance with 

National Oil and Hazardous Substance 

Pollution Contingency Plan, including 

the development of water pollution 

contingency plans and case files on water 

pollution incidents.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.7 Air Pollution: HQ DLA. Documents 

relating to the abatement of air pollution, 

including action plans developed for air 

pollution episodes and actions taken to 

comply with State and Federal air 

emission standards.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 5 years.

NN-174-075

4700.7.01 Air Pollution: Other Offices. 

Documents relating to the abatement of 

air pollution, including action plans 

developed for air pollution episodes and 

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075
DLA Records Schedule August 2018

156

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

actions taken to comply with State and 

Federal air emission standards.

4700.8 Land Pollution: HQ DLA. Documents 

relating to the abatement of pollution 

affecting land resources such as 

development of environmentally 

acceptable methods of disposal of solid 

waste.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 5 years.

NN-174-075

4700.8.01 Land Pollution: Other Offices. 

Documents relating to the abatement of 

pollution affecting land resources such as 

development of environmentally 

acceptable methods of disposal of solid 

waste.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.9 Other Pollution: HQ DLA. Documents 

relating to the abatement of other forms 

of pollution not described elsewhere in 

the 4700 series, such as the abatement of 

noise pollution and compliance with the 

Federal Environmental Pesticide Control 

Act of 1972.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 5 years.

NN-174-075

4700.9.01 Other Pollution: Other offices. 

Documents relating to the abatement of 

other forms of pollution not described 

elsewhere in the 4700 series, such as the 

abatement of noise pollution and 

compliance with the Federal 

Environmental Pesticide Control Act of 

1972.

Temporary. Cutoff 

at end of CY. Retain 

in current files area. 

Destroy after 3 years.

NN-174-075

4700.10 Installation Restoration Program. 

Reports, studies, and related 

correspondence. 

Temporary. Cutoff 

at end of Event. 

Destroy 50 years from 

the date of the 

establishment of 

documentation or 50 

years after the 

enactment of P.L. 96-

510, 11 December 

1980, whichever is 

later (Section 103, 

N1-361-04-1
DLA Records Schedule August 2018

157

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

P.L. 96-510). If the 

Admin -istrator of the 

Environ-mental 

Protection Agency 

(EPA) regional 

administrator, the 

state or local 

environmental 

officials, or the 

installation 

commander require a 

longer period for 

protection of the 

public health or 

welfare, submit a 

request to SAA.AAIQ 

for coordination of 

approval of the 

revised retention 

period with the 

Archivist and maintain 

records in accordance 

with series 5300.10, 

Unidentified Records, 

pending disposition 

approval.

4700.11 Radioactive Material Disposal (LowLevel Radioactive Waste).

Temporary. Cutoff 

at end of CY and/or 

Event. Destroy after 

75 years, or after 

Nuclear Regulatory 

Commission (NRC) 

clearance, whichever 

is sooner.

N1-361-04-1

4700.12 Special Studies. Special management 

studies, surveys, research and analyses, 

review actions, and related backup 

materials accumulated as a result of 

identifying and resolving problems.

Temporary. Cutoff 

at end of CY. Destroy 

after 50 years or when 

no longer needed for 

reference, whichever 

is later.

N1-361-04-1
DLA Records Schedule August 2018

158

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

4700.13 Environmental Inquiries. Logs and 

related records for technical inquiries on 

storage, handling, receipt or disposal of 

Hazardous property.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-04-1

4700.14 Environmental Training. Training 

certificates, listings of qualified 

personnel, dates of training, tracking 

documents, and other materials related to 

environmental and hazardous materials 

training certifications. 

Temporary. Cutoff 

at end of Event. 

Update, as current 

DLA personnel are recertified. Destroy 4 

years after last 

certification. This is a 

media neutral item.

N1-361-04-1

4700.15 Emergency Plans. Copies of emergency 

plans and procedures such as 

contingency plans, spill response plans, 

spill prevention containment 

countermeasure plans, hazardous waste 

management plans, in-house operating 

procedures, and related meeting minutes, 

coordination, notifications and 

correspondence used to establish 

appropriate actions to be taken in event 

of hazardous material spills.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed.

N1-361-04-1

and N1-361-

92-02

4700.16 Pre-solicitation Technical Reviews. 

Technical reviews of hazardous 

material/waste service contractors.

Temporary. Destroy 

when no longer

needed for reference.

N1-361-92-02

4700.17 Technical Evaluation of Bids and 

Proposals. Retained copies of technical 

evaluations of bids and proposals for 

hazardous waste service contracts 

provided to contracting officers.

Temporary. Destroy 

after 3 years.

N1-361-92-02

4700.18 Third-Party Liability Program 

Actions: Office of Environmental 

Processes. Investigations on sites with 

potential Government liabilities under 

environmental law including records 

searches, determinations of on-site 

liabilities, retrieval and/or removal 

actions, and recommendation efforts.

Temporary. Cutoff 

at end of Event. 

Destroy 50 years after 

completion of final 

action.

N1-361-97-01

4700.18.01 Third-Party Liability Program 

Actions: Other Offices. Investigations 

Temporary. Destroy 

when superseded, 

N1-361-97-01
DLA Records Schedule August 2018

159

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

on sites with potential Government 

liabilities under environmental law 

including records searches, 

determinations of on-site liabilities, 

retrieval and/or removal actions, and 

recommendation efforts.

obsolete, or no longer 

needed for reference.

4700.19 Rescinded - use 4700.13 

4700.20 Spill Reports: Originator (See 

4700.24). Situation reports on spills of 

hazardous materials including follow-up 

actions and related actions.

Temporary. Cutoff 

at end of Event. 

Destroy 50 years after 

completion of final 

action.

N1-361-92-02

4700.20.01 Spill Reports: Cognizant Regions and 

Other Activities for Information. 

Situation reports on spills of hazardous 

materials including follow-up actions and 

related actions.

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

corrective action.

N1-361-92-02

4700.21 Environmental Compliance Audits. 

Checklists, reviews, photographs, reports 

and related correspondence on 

compliance with environmental 

requirements by DLA activities, 

hazardous waste disposal contractors, 

and surplus sales purchasers.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

completion of any 

required corrective 

actions.

N1-361-92-02

4700.22 Treatment, Storage and Disposal 

Facilities (TSDF). Documents and 

correspondence pertaining to service 

contractor TSDFs such as state licenses, 

DOT ratings for transportation, Resource 

Conservation and Recovery Act facility 

permits, TSDF environmental operating 

records, inspections documents, and 

related records.

Temporary. Destroy 

when superseded, or 

no longer needed for 

reference, whichever 

is later.

N1-361-92-02

4700.23 Environmental Operating Records. 

Documents pertaining to facility 

environmental operating records as 

mandated by the Resource Conservation 

and Recovery Act (40 CFR Part 

264/265). Documents include closure 

plan, waste analysis plan, training 

records, hazardous waste log, waste 

Temporary. Cutoff 

at end of Event. 

Destroy upon closure 

of TSDF.

N1-361-92-02
DLA Records Schedule August 2018

160

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

analysis records, inspection log, spill 

records, notices to off-site generators, 

notices to TSDFs, notifications/permits, 

and waste minimization certificates.

4700.24 Environmental Disposition 

Documents. Manifests received and/or 

completed, manifest discrepancies, used 

oil logs, and certification notices from 

burners/marketers.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

last transaction.

N1-361-92-02

4700.25 Land Disposal Restrictions (LDR).

Copies of all notices, certifications, 

demonstrations, waste analysis data, and 

other pertinent documents of LDR 

hazardous waste sent to treatment, 

storage, or disposal facilities.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years from 

date hazardous waste 

documented was last 

sent to TSDF, except 

during course of 

unresolved regulatory 

actions.

N1-361-92-02

4700.26 Polychlorinated Biphenyl (PCB) 

Records. Copies of documents and PCB

document logs tracking the receipt and 

disposition of PCBs and PCB items, per 

40 CFR 761.180; records include 

manifests, certificates of disposal, PCB 

Annual Document Log, and PCB Annual 

Log Summary.

Temporary. Destroy 

after 3 years.

N1-361-92-02

4700.27 Environmental Reports. Resource 

Conservation and Recovery Act (RCRA) 

Biennial reports, un-manifested waste 

reports, exception reports, and other 

related reports, information, and letters.

Temporary. Cutoff 

at end of Event. 

Destroy upon closure 

of TSDF.

N1-361-92-02

4700.28 RCRA Part B Permit Applications. 

Documents related to permitting RCRA 

conforming storage facilities for 

hazardous property including siting, 

design, and construction documentation.

Temporary. Cutoff 

at end of Event. 

Retain for life of the 

facility; destroy when 

no longer required.

N1-361-92-02

4700.29 Rescinded- use 4700.19

4700.30 Hazardous Property Inventories. 

Inventories, various status reports, and 

snapshot reports used to maintain 

Temporary. Cutoff 

at end of CY. Destroy 

N1-361-92-02
DLA Records Schedule August 2018

161

SCHEDULE 4700 - DLA Environmental

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

cognizance of current and correct 

hazardous property inventories.

after 1 year, or when 

no longer needed.

4700.31 Customer Assistance Booklets. 

Informational materials and booklets 

used to advise property generators of 

requirements for identification and 

packaging requirements for hazardous 

materials.

Temporary. Destroy 

when superseded or 

obsolete.

N1-361-92-02

4700.32 Hazardous Waste Profile Sheets: 

Facility Operating Record Copy. 

Hazardous Waste Profile Sheets and 

related materials used to determine 

hazardous nature of excess property and 

assure proper identification and 

packaging.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

closure of the facility.

N1-361-94-1

4700.32.01 Hazardous Waste Profile Sheets: 

Other Copies. Hazardous Waste Profile 

Sheets and related materials used to 

determine hazardous nature of excess 

property and assure proper identification 

and packaging.

Temporary. Cutoff 

at end of Event.

Destroy when no

longer needed to meet 

regulatory 

requirements.

N1-361-94-1

4700.33 Rescinded and realigned to 4700.15

4700.34 Realigned to Schedule 4165 Engineering_Construction_Real Property. Series 

4165.57

4700.35 Realigned to Schedule 4165 Engineering_Construction_Real Property. Series 

4165.58

4700.36 Realigned to Schedule 4165 Engineering_Construction_Real Property. Series 

4165.59
DLA Records Schedule August 2018

162

DLA RECORDS SCHEDULE – 5000

PROCUREMENT (Contracting)

This schedule relates to the function of obtaining supplies, equipment and services through the 

process of purchasing and contracting and the assurance of the effective performance of 

contractual requirements.

NOTE: Release of the new General Records Schedule (GRS) 1.1, which is approved by the 

National Archives and Records Administration (NARA) for use by all government agencies, has 

impacted this schedule. Please see the cross reference section for implementing disposition of 

contracting records.

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.1 Contracting Officer's Representative 

(COR) / Contracting Officer’s 

Technical Representative (COTR) Files

Official record held in the office of 

Record. Records relating to contract 

oversight and receipt/acceptance of goods 

and services by individual offices 

assigned responsibility. Includes 

documentation such as copies of contracts 

and modifications, correspondence, 

inspection and performance reports, and 

related records.

Temporary. Cutoff 

at end of Event.

Event is Final 

Payment. Destroy 10 

years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1 Item 

010 (DAAGRS-2013-

0003-0001)

5000.2 Contracting and Production 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Contracting and Production 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-91-04

5000.3 Rescinded - use 5300.33

5000.3.01 Rescinded - use 5300.33.01
DLA Records Schedule August 2018

163

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.4 Debarred, Suspended, and Ineligible 

Contractors. Lists of debarred 

contractors used as a preventive measure 

against the solicitation or acceptance of 

offers from contractors that have been 

debarred from receiving Government 

contracts.

Temporary. Destroy 

when superseded.

N1-361-91-04

5000.5 Contract Files. Contract, requisition, 

purchase order, lease and bond and surety 

records, including correspondence and 

related papers pertaining to award, 

administration, receipt, inspection and 

payment. Included under this rule are:

• Sales Contracts

• Preaward

• Award Rejects

• Unsolicited Proposals

• Documentation of contractual 

administrative requirements 

submitted by contractors such as 

status reports

• Correspondence and papers 

pertaining to award, 

administration, receipt, inspection 

of and payment for goods and 

services.

Temporary. Cutoff 

at end of Event.

Event is Final 

Payment. Destroy 10 

years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1 Item 

010 (DAAGRS-2013-

0003-0001)

5000.5.01 Records related to procuring goods 

and services. Records related to but are 

not part of the official contract file and 

are not needed to support expenditure of 

funds. Included are:

• Reference copies used by 

component elements of a 

procurement office for 

administrative purposes.

Temporary. Cutoff at 

end of FY. Keep until 

no longer needed for 

business , but not 

longer than 6 years 

after final payment, 

then destroy.

GRS 1.1 Item 

011 (DAAGRS-2013-

0003-0002)

5000.6 FMS Contracts. Contract, requisition, 

purchase order, lease, and bond and 

surety records including correspondence 

and related papers pertaining to award, 

administration, receipt, inspection and 

Temporary. Cutoff at 

end of Event. Event 

is final payment. 

Destroy 10 years after 

final payment.

N1-361-99-1
DLA Records Schedule August 2018

164

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

payment.

5000.7 Policies, Procedures, Plans and 

Programs. Legislative initiatives, 

protests, complaint letters, basis for 

change, investigations and analyzes, 

exemption/deviation requests,

implementing guidance, and related 

backup materials and correspondence 

used to standardize contract clauses, and 

assess impact of legislation, for the 

ultimate development, evaluation, and 

publication of policies, procedures, plans, 

and programs.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04

5000.8 Information Requests. Copies of 

requests for information from contractors, 

cover letters, responses to requests and 

related backup data.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after date of 

request.

N1-361-91-04

5000.9 Inquiries and Reviews. Copies of 

Acquisition Management reviews; 

suppliers protests; Hotline, Fraud, Waste 

and Abuse and similar reviews and 

audits, related analyses, responses and 

backup materials used to follow-up on 

actions required as a result of the review 

or audit.

Temporary. Destroy 

when superseded or no 

longer needed for 

reference.

N1-361-91-04

5000.10 Rescinded and merged with 5000.41Contracting Officer Files

5000.11 Emergency Procurement Plan. Copies 

of Basic Emergency Plans and 

mobilization plans from DLA and field 

activities. Includes communication 

records, messages, document transmittal 

forms and correspondence generated as a 

result of participation in special exercises.

Temporary. Destroy 

when obsolete, 

superseded, or no 

longer needed.

N1-361-91-04

5000.12 National Stock Number (NSN) Files.

Source requirement lists, data on 

procurement and pricing, contractor 

product qualification correspondence, 

item queries, records of significant 

contract events, evaluations of 

competition achievement reports, 

Temporary. Destroy 

when item is obsolete, 

item purchases have 

ceased, or when no 

longer needed.

N1-361-91-04
DLA Records Schedule August 2018

165

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

recommendations for contract awards, 

lists and reports of awards, incentive 

award nominations and approvals, 

performance recognition data sheets, 

industry correspondence, acquisition plan 

review sheets and related printouts, 

market surveys and research to develop 

sources, communication records, form 

letters, and correspondence used to 

establish competition initiatives, search 

and locate new sources of selected items, 

consider proposed noncompetitive 

procurement actions and future 

competition screening, monitor and 

publicize incentive programs for 

increasing competition.

5000.13 Pricing Management. Documents 

relating to the overall administration of 

pricing functions.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after 

supersession or 

obsolescence.

N1-361-91-04

5000.14 Pricing and Finance Policy and 

Programs. Documents relating to the 

implementation of pricing policies and 

related regulations and instructions, and 

the conduct and reporting of pricing 

programs.

Temporary. Cutoff at 

end of Event. Destroy 

6 years after 

supersession or 

obsolescence.

N1-361-91-04

5000.15 Pricing Registers. Registers maintained 

to record and control the assignment of 

pre-award price analysis requests, postaward overpricing reviews, voluntary 

refund efforts, contract audit follow-up, 

and other reviews and assistance provided 

by pricing.

Temporary. Cutoff at 

end of Event. 

Destroy 6 years after 

final entries are made 

on all procurement 

actions entered for a 

fiscal year.

N1-361-91-04

5000.16 Contractor Pricing General. Contractor 

catalogs, price lists, financial statements, 

correspondence and other pricing and 

financial information and reports of 

externally and internally performed 

reviews, along with all supporting 

Temporary. Cutoff at 

end of Event. Destroy 

after 5 years, except 

documents associated 

with controversial 

matters or which 

N1-361-91-04
DLA Records Schedule August 2018

166

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

documents, relevant to the estimating, 

pricing, accounting, billing and financial 

policies, procedures, practices, and 

capability/status of specific contractors.

establish an historical 

pricing data bank. 

Excepted records shall 

be retained beyond the 

aforementioned period 

until their purpose has 

been served and then 

destroyed.

5000.17 Price/Cost Analysis. Correspondence, 

reports, and all supporting documents of 

price/cost analyses in support of a 

specific contract action, including preaward pricing, contract re-pricing, 

terminations, etc.

Temporary. Cutoff at 

end of Event. Destroy 

after 9 years if the 

resulting contract 

action is subject to 

price reduction due to 

defective cost or 

pricing data, catalog 

data, etc.; otherwise

destroy after 4 years; 

except that documents 

associated with 

controversial matters 

shall be retained 

beyond the 

aforementioned period 

until their purpose has 

been served and then 

destroyed.

N1-361-91-04

5000.18 Post-award Overpricing. 

Correspondence, reports, and all 

supporting documents of post-award 

reviews of potential overpricing and 

recoupment actions with an award or 

group of awards involving a specific 

National Stock Numbered item or group 

of items.

Temporary. Cutoff at 

end of Event. Destroy 

after 8 years if related 

to reviews of items that 

achieved high 

visibility, (e.g., via a 

newspaper article or 

public hearing); 

otherwise, destroy 

after 4 years; except 

that documents 

associated with 

controversial matters 

shall be retained 

N1-361-91-04
DLA Records Schedule August 2018

167

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

beyond the 

aforementioned period 

until their purpose has 

been served and then 

destroyed.

5000.19 Support Services. Bidders lists, contract 

bids, commodity listings, mailing lists, 

solicitations and offers, contract 

amendments, no bid responses, late bids, 

notices of late receipt, mailing list 

applications, mailing list removal 

requests, form letters, and related 

correspondence and documentation used 

for the preparation of abstracts, 

conducting bid openings, and classifying 

bidder capabilities.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04

5000.20 ADP Control. Copies of purchase 

requests, purchase orders, modifications, 

contracts, production progress reports, 

delay in delivery notices, and large 

purchase award worksheets used to input 

data to an automated system and provide 

a reference for input error identification 

and correction.

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-04

5000.21 Acquisition History File. Copies of 

solicitations, abstracts and cards used to 

review acquisition assignments and report 

infringements that cannot be resolved.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-91-04

5000.22 Manufacturing Engineering Research. 

Documents concerning manufacturing 

technology programs, industrial 

modernization incentives programs, and 

planning, programming, and budgeting 

actions consistent with the needs of the 

various developmental projects.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04

5000.23 Production Management. Documents 

relating to acquisition plans, economic 

production runs, economic buys, 

production lead times, industry capacity, 

contracting data packages, pre-award 

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04
DLA Records Schedule August 2018

168

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

surveys, technical guidance on production 

matters, contractor performance, value 

engineering/analysis, other production 

cost reduction programs, and planning, 

programming, and budgeting actions 

consistent with the needs of production 

management.

5000.24 Contractor Performance. Contract 

performance, delinquency and 

discrepancy reports used for pre-award 

review and to evaluate contractor 

performance and provide information and 

recommendations on contractor 

performance.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-04

5000.25 Industrial Preparedness. Documents 

relating to emergency/ mobilization 

requirements, industry 

capacity/capability, mobilization 

production planning schedules, industry 

impact and conversion capability, 

mobilization lead times, supporting the 

peacetime contracting mission, remedial 

actions to resolve deficiencies, production 

base analysis development, industrial 

plant equipment and tooling 

requirements, and planning, 

programming, and budgeting actions 

consistent with the needs of industrial 

management.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04

5000.26 Mobilization Planning. Documents’ 

relating to DLA mobilization plans (BEP 

and FABEP) to include correspondence 

relating to DLA emergency support 

plans, staffing, and mission requirements.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-04

5000.27 Contract Locator. Contract locator 

cards, registers, data sheets, and summary 

listings used to track the location of 

contract files.

Temporary. Cutoff at 

end of Event. Destroy 

when related contract 

file is destroyed.

N1-361-91-04
DLA Records Schedule August 2018

169

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.28 Contract Evaluations. Proposed awards 

and acquisition plans, copies of 

acquisition plan evaluations, proposed 

award/post-award checklists, computer 

reports of errors and inadequacies used to 

propose purchase actions, review 

acquisition plans, review and recommend 

awards of proposed contracts or 

recommend remedial buyer training, 

evaluate requests for waivers, process 

requests for letter contracts, conduct presolicitation reviews, uniformly apply 

contracting directives and laws, choose 

optimum methods of contracting, resolve 

contracting problems, ensure contracting 

data is adequate and ensure applicable 

clearances have been obtained.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after contract 

is awarded or when 

issue is no longer 

significant, whichever 

is later.

N1-361-91-04

5000.29 Canceled Procurement Requests 

(RFP/IFB Issued). Documents relating 

to proposed procurement actions which 

are canceled after issuance of invitations 

for bids (IFB) or requests for proposals 

(RFP) because of cancellation of the 

requirement or other factors causing the 

contracting officer to determine that an 

award will not be made.

Temporary. Cutoff at 

end of Event. Destroy 

5 years after 

cancellation.

N1-361-91-04

5000.30 Evaluation History File. Registers, logs, 

and checklists used for future contract 

evaluation analyses.

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years.

N1-361-91-04

5000.31 Contracting Policy Studies. Copies of 

contracting policy studies and analyses, 

notes, newspaper and magazine articles, 

contract presentations and related 

materials used to study, evaluate, and 

comparatively analyze the application of 

contracting policies as applied to 

individual contracts and to develop 

recommendations for revision of 

procedures and methods to enhance 

acquisitions and support.

Temporary. Review 

annually. Destroy 

when no longer needed 

or when issue is no 

longer significant, 

whichever is sooner.

N1-361-91-04
DLA Records Schedule August 2018

170

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.32 Contract Announcements. Contract 

announcement forms, correspondence, 

and related documentation used to 

announce contracts of $5 million and 

over.

Temporary. Cutoff at 

end of Event. Destroy 

when related contract 

file is destroyed.

N1-361-91-04

5000.33 Internal Control Processes. Annual 

certifications, management control plans, 

risk assessment schedules, vulnerability 

assessments, test results, instructional 

material, special study results, audit 

reports, and related correspondence, 

forms and checklists used to review, test 

and evaluate the effectiveness of the 

internal control processes and 

administrative/technical controls to 

prevent fraud, waste, abuse, and 

mismanagement in contracting.

Temporary. Cutoff at 

end of FY. Destroy 

after 10 years or when 

no longer needed, 

whichever is sooner.

N1-361-91-04

5000.34 Energy Market Research Files. Studies, 

reports, economic price adjustments 

(EPAs), price escalation references, 

correspondence, memorandums, 

recommendations, responses to 

complaints, reviews, analyses 

(production, market sales data, price, 

trends in market conditions), and similar 

records pertaining to the management of 

energy products.

Temporary. Cutoff at 

end of FY. Destroy 

after 10 years.

N1-361-93-4

5000.35 Contract Management 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Contract Management 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-91-13

5000.36 Rescinded - use 5300.33

5000.36.01 Rescinded - use 5300.33.01
DLA Records Schedule August 2018

171

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.37 Defense Acquisition Regulatory Case 

Files: HQ DLA Deputy Director 

(Acquisition). Case files used for 

discussion at Defense Acquisition 

Regulatory (DAR) Council meetings. 

Includes reports, letters, memorandums, 

clauses, proposed language, agendas and 

tasking which constitute the history of 

procurement regulations, the Federal 

Acquisition Regulation (FAR), and the 

Defense FAR Supplement.

PERMANENT. 

Cutoff at end of FY. 

Transfer to the 

national Archives in 5-

year blocks when 30 

years old.

NC1-361-76-

13

5000.37.01 Defense Acquisition Regulatory Case 

Files: Other Offices. Case files used for 

discussion at Defense Acquisition 

Regulatory (DAR) Council meetings. 

Includes reports, letters, memorandums, 

clauses, proposed language, agendas and 

tasking which constitute the history of 

procurement regulations, the Federal 

Acquisition Regulation (FAR), and the 

Defense FAR Supplement.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference.

NC1-361-76-

13

5000.38 Cost Accounting. Federal Acquisition 

Regulation (FAR) and Administrative 

Contracting Officer (ACO) Cost 

Accounting Standards (CAS), audit 

reports and findings, pricing reviews, 

contractor disclosure statements and 

revision requests, adequacy/inadequacy 

determination letters, noncompliance 

decisions, negotiation memorandums, 

correspondence with contractors relating 

to cost impacts and proposals used for 

research and review in the administration 

of cost accounting standards and 

compliance.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference, 

whichever is sooner.

N1-361-91-13

5000.39 Contractor Accounting System Review 

Records. DCAA approved/disapproved 

systems reports, pricing reviews, 

technical reviews, ACO disapproval 

letters, contractor correction notifications, 

revised DCAA reports, and related 

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13
DLA Records Schedule August 2018

172

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

records used to monitor contractor 

accounting systems.

5000.40 Debarment and Suspension Files. 

Documents pertaining to contractor 

performance, correspondence, debarment 

recommendation letters, meeting minutes, 

notifications to buying activities, 

contractor rebuttals, debarment 

notification letters, Contractor 

Improvement Program (CIP) letters, and 

similar records related to contractor 

nonperformance issues.

Temporary. Cutoff at 

end of Event. 

Destroy 2 years after 

debarment/suspension 

action lifted.

N1-361-91-13

5000.41 Contracting Officer File. Includes the 

completed Request for Appointment of a 

contracting officer form, documentation 

requirements of FAR 1.603-2 and 

DFARS 201.603-2 as well as a copy of 

the contracting officer warrant board 

minutes (when a board is conducted), 

copy of the contracting officer warrant 

test and test results, a copy of the signed 

contracting officer warrant certificate and 

termination documentation.

Temporary. Cutoff at 

end of Event. Retain 

in the respective files 

for six (6) years after 

termination of 

appointment to 

facilitate warrant 

modifications, 

eligibility transfers 

and reinstatements.

DAA-0361-

2014-0001

5000.42 Contractor Disclosure Statements. Cost 

accounting standards board disclosure 

statements, revisions, ACO approval 

letters, and similar records related to 

contractor disclosure of Cost Accounting 

Standards (CAS) practices.

Temporary. Review 

annually. Destroy 

when superseded or no 

longer needed.

N1-361-91-13

5000.43 Contractor System Reviews. 

Correspondence, checklists, review 

findings, ACO approval/disapproval 

letters, related contractor correspondence, 

and similar records pertaining to review 

of contractor purchasing, insurance, 

pension, compensation, Material 

Management Accounting Systems 

(MMAS), and estimating system 

procedures used to determine contractor 

CAS compliance.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after 

subsequent review 

completed.

N1-361-91-13
DLA Records Schedule August 2018

173

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.44 Contractor Overhead Rate Files. 

Overhead rate proposals, DCAA audit 

reports, pricing reviews, conversation 

records, pre-negotiation objectives, 

negotiations, correspondence, price 

negotiation memoranda, and related 

records.

Temporary. Cutoff at 

end of Event. Destroy 

when replaced by 

current rate file.

N1-361-91-13

5000.45 Contractor Master Subcontracting 

Plan. Review announcement letters, 

forms containing subcontracting plans, 

review findings, ACO approval/ 

disapproval letters, and related records 

used to monitor subcontracting matters.

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-13

5000.46 Consent to Subcontract Files. 

Subcontract information documents, 

review recommendations, ACO approval 

letter, and related documents used to 

ensure contractor compliance with 

subcontractor selection procedures.

Temporary. Cutoff at 

end of Event. 

Transfer contents of 

file to prime contract 

when closed.

N1-361-91-13

5000.47 Advance Agreement Files. Requests for 

interpretation of allowed costs on cost 

reimbursable contracts, documentation of 

agreement to allow costs, and related 

records pertaining to negotiations for 

treatment of costs.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after final 

overhead rates are 

settled pertaining to 

those years covered by 

the advance 

agreement.

N1-361-91-13

5000.48 Novation Files. Novation requests, 

notarized copy of name change, 

correspondence, modification listing 

contracts affected, and related records 

pertaining to contractor name changes.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after novated 

contracts are closed.

N1-361-91-13

5000.49 Forward Price Rate Agreement 

(FPRA) Files. Proposals, reviews, 

negotiations, contractor reports, cost 

monitor reports, tracking reports, and 

related records pertaining to 

predetermination of contract rates.

Temporary. Cutoff at 

end of Event. Destroy 

6 years and 3 months 

after final payment.

N1-361-91-13
DLA Records Schedule August 2018

174

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.50 Contract Requirements and 

Obligations. Copies of financial reports 

provided by contractors reflecting 

Government property in their possession, 

and copies of contract closeout 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after contract 

closeout.

N1-361-91-13

5000.51 Contractor Property Management. 

Surveys of contractors used to evaluate, 

approve, or effect remedial action of 

contractors Government property 

management systems.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.52 Property Control Systems. Summaries 

of systems condition used to conclude all 

actions required to correct unsatisfactory 

property control systems.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.53 Inventory Disposition Procedures. 

Inventory disposition procedures and 

related correspondence used to approve, 

direct, and evaluate the adequacy of 

contractor’s procedures and systems for 

effecting the disposition of Government 

property inventories.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete or no longer 

needed, whichever is 

sooner.

N1-361-91-13

5000.54 Plant Clearance Files. Notices of 

acceptance of inventory schedules, 

inventory verification surveys for 

contractor inventory/termination

inventory, reports of excess personal 

property, plant clearance case summary 

forms, contractor inventory schedules, 

requisition and invoice/shipping 

documents, scrap warranties, 

correspondence, and related documents 

used to dispose of Government property 

in the possession of contractors.

Temporary. Cutoff at 

end of Event. When 

closed, transfer 

contents of file to ACO 

for inclusion in 

contract file.

N1-361-93-5

5000.55 Plant Clearance Registers. Registers 

maintained on electronic media reflecting 

the assignment of plant clearance case 

numbers to plant clearance cases and 

used for cross reference to related 

contracts.

Temporary. Cutoff at 

end of Event. Delete 6 

years after close of 

related contracts.

GRS 4.1, Item 

010 (DAAGRS-2013-

0002-0016)
DLA Records Schedule August 2018

175

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.56 Price/Cost Analysis Case Files. 

Requests for price/cost analysis; preanalysis assignment sheets; case file 

indexes; pricing checklists; requests for 

audit, technical or other assistance; 

intrinsic value review statements; 

contractor proposals; price analysis and 

audit reports; pre-analysis reviews; 

TACPs; contractor information; 

correspondence; work papers and related 

documentation used to perform price/cost 

analyses of contractor proposals; 

implement cost monitoring programs; 

analyze contractor requests for progress 

payments; conduct analyses of funding 

reports; perform reviews and evaluations 

of subcontracts and purchase orders; and 

to determine the impacts of contract 

costs, prices of overhead, allow ability of 

costs, financial systems, cost accounting 

standards, advance agreements and 

similar items.

Temporary. Cutoff at 

end of FY. Destroy 

after 4 years.

N1-361-91-13

5000.57 Contractor Financial Capability. 

Financial statements, reports, card files, 

correspondence with banks, and related 

documentation used to perform financial 

analyses of contractor’s financial 

capabilities on pre-award surveys, and to 

maintain surveillance of contractor’s 

financial condition during contract 

performance.

Temporary. Cutoff at 

end of Event. Destroy 

when contractor is no 

longer under DLA 

cognizance.

N1-361-91-13

5000.58 Estimating Systems Review File. 

Review requests, engineering reports, 

DCAA review schedule, meeting 

minutes, DCAA technical assistance 

request, final report, case disposition 

correspondence, and similar records 

related to performance of contractor 

estimating system reviews.

Temporary. Cutoff at 

end of FY. Destroy 

after 9 years.

N1-361-91-13
DLA Records Schedule August 2018

176

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.59 Overhead Activity. Review requests, 

contractor cost submissions, rate 

information, tracking data, price/cost 

analysis reports, audit, technical and 

overhead status reports, FPRA/FPRRs 

and formula pricing reviews, advance 

agreements, final overhead settlements, 

Independent Research & Development 

and Bid & Proposal, and similar records 

related to performance of contractor 

indirect cost reviews.

Temporary. Cutoff at 

end of FY. Destroy 

after 4 years.

N1-361-91-13

5000.60 Cost Monitoring Activity. Cost 

monitoring plans, quarterly, annual and 

functional review reports, should cost 

reviews, audit and technical assistance 

reports on cost monitoring reviews, and 

similar records used to monitor costs at 

specific contractor locations.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.61 Contractor Purchasing System Review 

(CPSR) Files. Review requests, 

checklists, correspondence, technical 

assistance requests, reports, 

recommendations, contractor responses, 

board of review invitations, board 

minutes, technical responses, contractor 

corrective action plan, evaluations of 

plan, summary report, and similar records 

accumulated as a result of reviewing 

contractor purchasing systems for 

compliance.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.62 CPSR Working Files. Spreadsheets, 

statistical reports, marketing materials 

and other related backup materials used 

to prepare CPSR reports.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.63 Non-CPSR Special Studies. Study 

requests, conversation records, 

correspondence related to study findings, 

contractor replies, and similar records 

pertaining to special studies of contractor 

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years except 

merge study with 

CPSR File if CPSR 

N1-361-91-13
DLA Records Schedule August 2018

177

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

practices. performed later.

5000.64 Contractor Insurance/Pension Reviews 

(CIPR). Review requests, data received 

from contractors and technical advisors, 

Insurance Pension Specialist reports, 

ACO decision documentation, and related 

backup materials such as spreadsheets, 

statistical reports, and technical data.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-13

5000.65 Mobilization/Industrial Planning File. 

Industrial preparedness production 

planning schedules; control registers; 

plant loading records; request, 

registration and survey forms; property 

records; code listings; correspondence 

with contractors; memorandums of 

understanding; production planning 

schedule contracts; and related schedules 

and lists used to implement production 

policy and procedures relating to 

industrial resources and preparedness 

programs, negotiate mobilization 

production planning agreements, 

determine plant capacity available for 

mobilization needs and to react to 

emergency situations.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after end of 

planning year.

N1-361-91-13

5000.66 Production Surveillance Files. Contract 

abstracts, modifications, production 

contract analysis and surveillance plan, 

correspondence, shipping documents, 

Quality Discrepancy Reports (QDRs), 

status requests, acceleration requests, 

progress payment records, and related 

documents pertaining to production 

activities.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after 

completion of contract 

except contracts in 

litigation, forward 

pertinent documents to 

assigned ACO.

N1-361-91-13

5000.67 Production Surveillance Requests and 

Status Reporting. Logs, status requests, 

analyses and reports relating to abstract 

data corrections, contractor progress 

payments, acceleration, delivery and 

similar areas used to perform production 

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-13
DLA Records Schedule August 2018

178

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

surveillance, follow-up and liaison; 

conduct progress payment evaluations, 

overtime analyses, miscellaneous 

surveys, and to report on progress and 

status.

5000.68 Pre-award Surveys. Pre-award surveys, 

logs, copies of solicitations, technical 

evaluations, production capability data, 

reports on quality, finance, transportation 

and packaging, property control, security, 

plant safety, environment/energy, and 

related materials pertaining to pre-award 

surveys used to direct and coordinate the 

pre-award program, conduct the 

production aspects of pre-award and 

related surveys, track the progress of preaward survey teams, and respond to 

requests for information.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-13

5000.69 Cost Element Analyses. Technical 

analyses and related backup materials 

produced as a result of conducting cost 

element analyses of direct labor hours 

and materials on new contracts and 

modifications.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-13

5000.70 Contractor Performance. Monthly and 

annual contractor performance reports 

used to evaluate and provide an annual 

history of contractor performance.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-13

5000.71 Industrial Plant Equipment

(IPE)/Other Plant Equipment (OPE) 

Requests. Contractor requests, Industrial 

Plant Representative (IPR) review and 

recommendations, Defense Industrial 

Plant Equipment Center (DIPEC) 

screenings, and similar records related to 

contractor requests for IPE/OPE.

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years.

N1-361-91-13

5000.72 Priorities and Allocations. Contractor 

requests, IPR review and 

recommendations, and similar documents 

related to processing of requests for 

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years.

N1-361-91-13
DLA Records Schedule August 2018

179

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

special assistance for materials.

5000.73 Utilization Surveys. Survey report, 

backup materials, random sample 

findings, rental audits, and similar records 

related to utilization survey of active 

Plant Equipment Package (PEP) and 

Government-furnished equipment to 

ensure utilization limited to Government 

contract items.

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years.

N1-361-91-13

5000.74 Special Tooling Requests. Special 

tooling and test equipment request forms, 

checklists, backup materials, reports, 

recommendations, and similar records 

related to contractor requests.

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years or when 

no longer needed 

whichever is later.

N1-361-91-13

5000.75 Termination Docket Files. Termination 

file check list, termination notice and 

related documents, contract termination 

status report, contract or cross-reference 

sheet, Termination Contracting Officer 

(TCO) delegations/revocations, 

memorandum of initial and other 

conferences, contractor no-cost letter, 

miscellaneous documents 

(correspondence), prime contractor's 

settlement proposal, partial payment 

applications and related documents, audit 

reports, technical reports, format-letter 

notification-excess funds, list and 

disposition of subcontractors' claims not 

included in settlement memorandum; 

documents supporting subcontract 

settlements, documents pertaining to 

counterclaims, set-offs, appeals, 

litigations, etc., subcontractor and 

contractor plant clearance reports, 

settlement memorandum, settlement 

review board actions, settlement 

agreement, amendment, or unilateral 

determination, and notice to and or 

concurrence of assignees, guarantor, and 

sureties accumulated as a result of 

Temporary. Cutoff at 

end of Event. 

Transfer to 

responsible ACO after 

case settled.

N1-361-91-13
DLA Records Schedule August 2018

180

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

contract terminations for the convenience 

of the Government.

5000.76 Subcontract Settlements. Inventory 

schedules, DCAA audit, TCO approval 

letter, contract, amendments, termination 

notice, technical reports, copy of 

negotiation summary, settlement 

agreement, contract termination proposal 

and inventory schedule, inventory 

verification surveys, inventory disposal 

reports, certificates of current cost and 

pricing data, and similar records related 

to Government approval of contractor 

settlements with subcontractors.

Temporary. Cutoff at 

end of Event. 

Transfer to 

responsible ACO after 

prime contract settled.

N1-361-91-13

5000.77 Program and Technical Support 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Program and Technical 

Support programs such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-91-06

5000.78 Rescinded - use 5300.33

5000.78.01 Rescinded - use 5300.33.01

5000.79 Labor Hours and Materials 

Surveillance Records. Records consist 

of individuals names, Employee 

Computer Access Account Number 

(EAN), position, supervisor, timekeeper, 

project manager, system access level, 

organization and office location, contract 

company, email address and office 

telephone numbers, rate, work schedule, 

project and workload records, time and 

attendance, regular and overtime work 

hours and leave hours. Records are used 

to track workload/project activity for 

analysis and reporting purposes, time and 

attendance, and labor distribution data 

against projects for financial purposes; to 

Temporary. Cutoff at 

end of FY. Destroy 

when 6 years, 3 

months old or when no 

longer needed.

N1-361-08-5
DLA Records Schedule August 2018

181

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

monitor all aspects of a contract from a 

financial perspective and to maintain 

financial and management records 

associated with the operations of the 

contract; to evaluate and monitor the 

contractor performance and other matters 

concerning the contract, i.e. making 

payments, accounting for services 

provided and received. Records devoid 

of personal identifiers are used for 

extraction or compilation of data and 

reports for management studies and 

statistical analyses for use externally as 

required by DoD or other government 

agencies.

5000.80 Program Managed Contracts 

Memorandums of Agreement. Copies 

of negotiated Memorandums of 

Agreement with Program Management 

Offices (PMO), documents related to 

PMO technical representatives and 

Integrated Logistics Support activities.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no longer 

needed.

N1-361-91-06

5000.81 Cost/Schedule Control Systems. 

Cost/schedule control system reviews, 

subsequent application reviews, and 

retained copies of cost performance 

reports and cost/schedule status reports 

submitted to administrative contracting 

offices.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after program 

termination, or 

completion of contract.

N1-361-91-06

5000.82 Industrial Modernization Incentive 

Program. Studies, designs, working 

agreements, contractual requirements, 

implementation documents, and related 

items on Government-contractor plant 

modernization.

Temporary. Cutoff at 

end of Event. Destroy 

on termination of 

facility cognizance.

N1-361-91-06

5000.83 Situation Reports. Reports regarding 

urgent or emerging Defense issues related 

to programs at contractor plants.

Temporary. Cutoff at 

end of FY. Destroy 

after 1 year.

N1-361-91-06
DLA Records Schedule August 2018

182

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.84 Management Information Reports. 

Statistical reports and management 

summaries (e.g., Technical Management 

Database (TMD), Program Support 

Database (PROSUP), Mechanization of 

Contract Administration Services 

Database (MOCAS))

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

GRS 5.4, Item 

010 (DAAGRS-2016-

0011-0001)

5000.85 Program Managed Contracts Reports. 

Status reports on weapon systems and 

other priority program contracts.

Temporary. Cutoff at 

end of FY. Destroy 

after 3 years.

N1-361-91-06

5000.86 Contractor System SurveillanceRoutine Surveillance. Reviews, 

evaluations, discrepancy documents, 

requests and related items concerning 

production, work measurement, design, 

software, configuration, test, 

performance, logistics support, and 

comparable system elements.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-91-06

5000.86.01 Contractor System SurveillanceDiscrepancy Reports. Reviews, 

evaluations, discrepancy documents, 

requests and related items concerning 

production, work measurement, design, 

software, configuration, test, 

performance, logistics support, and 

comparable system elements.

Temporary. Cutoff at 

end of Event. Destroy 

10 years after 

adequate corrective 

action.

N1-361-91-06

5000.87 Technical Evaluation of Cost 

Proposals: Approved Proposals.

Reviews and evaluations of contractor 

proposals such as Value Engineering 

proposals, cost reduction proposals, and 

engineering change cost proposals.

Temporary. Cutoff at 

end of Event. Destroy 

5 years after 

completion of contract.

N1-361-91-06

5000.87.01 Technical Evaluation of Cost 

Proposals: Rejected Proposals. Reviews 

and evaluations of contractor proposals 

such as Value Engineering proposals, 

cost reduction proposals, and engineering 

change cost proposals.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after final 

action.

N1-361-91-06
DLA Records Schedule August 2018

183

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5000.88 Facilities Evaluations and Reviews. 

Evaluations of proposed changes in plant 

facilities and equipment including 

Government-furnished equipment and 

property.

Temporary. Cutoff at 

end of FY. Destroy 

after 5 years.

N1-361-91-06

5000.89 Technical Studies and Analysis 

Support. Program and Technical Support 

elements' support to efforts such as cost 

estimating system surveys, should cost 

reviews, source selection information 

requests, tests and inspections, product 

reviews, independent research and 

development reviews, cost monitoring 

reviews, purchasing system reviews, 

progress payment evaluations and similar 

efforts evaluated for other contract 

management functions and activities.

Temporary. Cutoff at 

end of FY. Destroy 

after 2 years.

N1-361-91-06

5000.90 Hazardous Property and Scrap Sales 

Contracts: Sale Contracting Office 

(SCO). Contract files relating to the sale 

of hazardous properties to include Scrap 

property. Includes Contracts, high bid 

sheets, letters, correspondence, claims, 

waivers, transportation, storage, disposal

manifests, disputes, and supporting 

documentation used to evaluate and 

execute contracts.

Temporary. Cutoff 

at end of Event. 

Event is contract 

closeout. Destroy 50 

years after cutoff.

DAA-0361-

2017-0005-

0001

5000.90.01 Hazardous Property and Scrap Sales

Contracts: Other Offices. Contract files 

relating to the sale of hazardous 

properties to include Scrap property. 

Includes Contracts, high bid sheets, 

letters, correspondence, claims, waivers, 

transportation, storage, disposal 

manifests, disputes, and supporting 

documentation used to evaluate and 

execute contracts.

Temporary. Destroy 

when no longer 

needed.

DAA-0361-

2017-0005-

0002

5000.91 Combatant Vessel and Aircraft Sales 

Contracts. Contract files relating to the 

disposal of combatant vessel or aircraft 

Temporary. Cutoff 

after sales 

contracting officer is 

DAA-0361-

2017-0005-

0003
DLA Records Schedule August 2018

184

SCHEDULE 5000 - Procurement (Contracting)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

through sales. notified vessel or 

aircraft has been 

dismantled and has 

lost its identity as a 

vessel or aircraft. 

Destroy after 50 years.

5000.92 Hazardous Waste Service Contracts: 

Contracting Officer Copy. Contract 

files relating to transportation, storage, 

and disposal of hazardous waste 

including hazardous waste manifests and 

other supporting documentation.

Temporary. Cutoff at 

end of Event 

(Contract closeout). 

Destroy after 50 years.

N1-361-92-02

5000.92.01 Hazardous Waste Service Contracts: 

Region Delivery Order Files. Contract 

files relating to transportation, storage, 

and disposal of hazardous waste 

including hazardous waste manifests and 

other supporting documentation.

Temporary. Cutoff at 

end of Event 

(closeout of final 

delivery order). Upon 

closeout of final 

delivery order, 

forward file contents 

to contracting office 

for consolidation with 

contract files.

N1-361-92-02

5000.92.02 Hazardous Waste Service Contracts: 

Other Offices. Contracts files relating to 

transportation, storage, and disposal of 

hazardous waste including hazardous 

waste manifests and other supporting 

documentation.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference.

N1-361-92-02

5000.93 Contract Snapshot Reports. Computer 

generated reports that provide a snapshot 

of a particular week in the execution of a 

contract, used as a management tool in 

determining the progress of a contract.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

185

DLA RECORDS SCHEDULE – 5010 

MANAGEMENT PROGRAMS

This schedule relates to functions of planning and resource management. Includes the DLA 

Management Information Systems (MIS); mission and organization management; productivity 

improvement; contingency and strategic planning; and programs for internal management 

control, commercial activities (CA), Defense Regional Interservice Support (DRIS), and 

Employee Suggestion Program.

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5010.1 Planning and Resource Management 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of individual 

Planning and Resource Management 

programs/projects such as plans, studies 

and analyses, reports, letter guidance and 

direction, and related documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-92-03

5010.2 Rescinded - use 5300.33

5010.2.01 Rescinded - use 5300.33.01

5010.3 Records of non-Mission Internal Agency 

Committees: Internal agency committees 

unrelated to an agency’s mission. Records 

created and maintained by committees 

established by an agency for facilitative or 

operational purposes unrelated to the 

agency’s mission, such as organizing 

events, selecting interior furnishings, 

overseeing volunteer activities, or 

employee recreational activities. Records 

include: 

• meeting minutes, summaries, agendas, 

and transcripts 

•reports and studies 

• membership records 

• correspondence, mailing, and distribution 

records 

Note: Records of mission-related 

committees are potentially permanent and 

agencies must schedule them by an 

agency-specific records schedule 

Temporary. 

Destroy/delete when 

no longer needed for 

administrative 

purposes.

GRS 5.1, Item 

030 (DAAGRS-2016-

0016-0003)

5010.3.01 Committee Records –Substantive Permanent. Transfer DAA-GRS-
DLA Records Schedule August 2018

186

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Committee Records. Records 

documenting the establishment and 

formation of committees and their 

significant actions and decisions. Only one 

copy of each record is considered 

permanent. Not all records described 

below are necessarily created for all 

committees. Records may include: 

• records related to the establishment of 

the committee

• records related to committee 

membership

• records of committee meetings and 

hearings

• records related to committee findings 

and recommendations

• records created by committee members

• records related to research collected or 

created by the committee

• documentation of advisory committee 

subcommittees (i.e., working groups, or 

other subgroups)

• records that document the activities of 

subcommittees that support their 

reports and recommendations to the 

chartered or parent committee.

Note: Sponsoring agencies need to 

designate the recordkeeping copy of 

permanent committee records. Only one 

copy of the records should be the official 

recordkeeping copy that is transferred to 

NARA. Committee records should be 

arranged by committee, not by the type of 

record

when records are 15 

years old or upon 

termination of 

committee, whichever 

is sooner.

2015-0001-

0001

5010.4 Library Control. General reference 

books, technical manuals, card indexes, 

temporary charge out records, video 

recordings, and library related references.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed, whichever is 

sooner.

N1-361-90-01

5010.5 Productivity Improvement Program 

(PIP). Man-hour and cost data, studies, 

Temporary. Review 

annually. Destroy 

N1-361-92-03
DLA Records Schedule August 2018

187

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

reports, correspondence and other 

statistical data and materials used to 

develop and identify performance 

measurement indicators relating to Total 

Quality Management (TQM) and unit cost 

theories for implementation of the PIP 

program.

when no longer 

needed for reference.

5010.6 Rescinded - use 5010.10

5010.6.01 Rescinded - use 5010.10.01

5010.7 Rescinded - use 5010.10

5010.7.01 Rescinded - use 5010.10.01

5010.7.02 Rescinded per GRS Transmittal 28

5010.8 Rescinded - use 5010.10

5010.8.01 Rescinded - use 5010.10.01

5010.9 Base Realignment and Closure 

Commission (BRAC) Files: HQ DLA.

Briefing materials, agendas and minutes of 

executive group meetings, staff studies, 

program evaluations, data call responses, 

system documentation, analyses and 

comparisons, staff reports, internal and 

external audit results, copies of reports 

forwarded to higher headquarters, 

correspondence, background materials, 

and other directly related material 

pertaining to the agency's 

recommendations to the DoD Base 

Realignment and Closure Commission.

PERMANENT. 

Cutoff at end of CY.

Transfer to the 

National Archives 

when 30 years old.

N1-361-93-7

5010.9.01 Base Realignment and Closure 

Commission (BRAC) Files: Other 

Activities. Briefing materials, agendas and 

minutes of executive group meetings, staff 

studies, program evaluations, data call 

responses, system documentation, analyses 

and comparisons, staff reports, internal and 

external audit results, copies of reports 

forwarded to higher headquarters, 

correspondence, background materials, 

and other directly related material 

pertaining to the agency's 

recommendations to the DoD Base 

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years 

or when no longer 

needed for reference, 

whichever is later.

N1-361-93-7
DLA Records Schedule August 2018

188

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Realignment and Closure Commission.

5010.10 General Orders: Master Set. Official 

record copy published of orders issuing 

authority, including background material, 

related correspondence, coordination 

forms and related documents used to 

develop and issue all General Orders. 

Includes organizational charts and plans, 

missions and functions.

PERMANENT. 

Cutoff at end of CY 

when superseded or 

obsolete. Transfer to 

National Archives in 

5-year blocks when 

20 years old.

DAA-0361-

2018-0001-

0001

5010.10.01 General Orders: Agency Historical 

Copy. Copies of General Orders, related 

correspondence, coordination forms, 

organizational charts, plans, missions and 

functions and related documents used to 

develop and issue all General Orders. 

Maintained by the agency

Temporary. Cutoff 

at end of CY when 

superseded or 

obsolete. Destroy

when no longer

needed for business 

purposes.

DAA-0361-

2018-0001-

0002

5010.11 Special Studies. Special management 

studies, surveys, research and analyses, 

review actions, and related backup 

materials accumulated as a result of 

identifying and resolving problems.

Temporary. Destroy 

when no longer 

needed for reference.

N1-361-92-03

5010.12 Continuous Process Improvement (CPI) 

Projects (Previous Management 

Improvement Projects). Documents 

relating to specific proposals or projects to 

improve or simplify the manner or method 

of planning, directing, controlling, or 

doing work such as proposals for 

improvement, flow process charts, work 

counts, motion economy studies, layout 

studies, procedures, drafts, and action 

taken on proposals.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

NC1-361-76-

8

5010.13 Performance Analysis System. 

Documents establishing work units and 

performance analysis system reportable 

items for each activity within an 

installation or command. Included are 

functional statements, work descriptions,

work measurement unit definition, 

comparison statements, and supporting 

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years 

or when superseded, 

obsolete, or no longer 

needed for reference, 

whichever is sooner.

NN-168-94
DLA Records Schedule August 2018

189

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

background data. Also included are 

retained copies of reports forwarded to 

higher headquarters that reflect the status 

and change of reportable items within the 

program.

5010.14

Overview

Employee Suggestion Program. Suggestion forms, related awards, correspondence 

and backup materials used in the management of the Employee Suggestion Program 

and in the review of proposals and development of recommendations for 

approval/disapproval.

This overview is for record series 5010.14.01 through 5010.14.04. Do not use the 

overview for retention.

5010.14.01 Employee Suggestion Program: HQ 

DLA. Documents pertaining to overall 

policy, procedures and administration of 

the Employee Suggestion Program.

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

N1-361-92-03

5010.14.02 Employee Suggestion Program: Other 

Activities. Documents pertaining to 

overall policy, procedures and 

administration of the Employee 

Suggestion Program.

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, obsolete, 

or no longer needed 

for reference.

N1-361-92-03

5010.14.03 Employee Suggestion Program: HQ 

DLA and Major Subordinate Command 

(MSC) Suggestion Managers. Proposals, 

case files, reports and supporting 

documents.

Temporary. Cutoff 

at end of CY. 

Destroy 3 years after 

disapproval, 

completion of testing, 

or permanent 

implementation, as 

applicable.

N1-361-92-03

5010.14.04 Employee Suggestion Program: Other 

Activities. Proposals, case files, reports 

and supporting documents.

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, obsolete, 

or no longer needed 

for reference.

N1-361-92-03

5010.15 Organization Modeling Program

(OMP). Printouts, instructions, letter 

guidance, and related correspondence and 

backup materials used to manage the 

Temporary. Cutoff 

at end of CY.

Destroy after 2 years.

N1-361-92-03
DLA Records Schedule August 2018

190

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

activity OMP and maintain current data for 

authorized positions.

5010.16 Strategic Network Optimization (SNO): 

HQ DLA. Briefing materials, agendas 

and minutes of executive group meetings, 

staff studies, program evaluations, data 

call responses, system documentation, 

analysis and comparisons, staff reports, 

internal and external audit results, copies 

of reports, forwarded to higher 

headquarters, correspondence, background 

materials and other directly related 

material pertaining of the agency’s 

recommendations to the DoD agencies 

involved.

Temporary. Cutoff 

at end of CY. 

Destroy when 5 years 

old.

DAA-0361-

2013-0007-

0001

5010.16.01 Strategic Network Optimization (SNO): 

Other Activities. Briefing materials, 

agendas and minutes of executive group 

meetings, staff studies, program 

evaluations, data call responses, system 

documentation, analysis and comparisons, 

staff reports, internal and external audit 

results, copies of reports, forwarded to 

higher headquarters, correspondence, 

background materials and other directly 

related material pertaining of the agency’s 

recommendations to the DoD agencies 

involved.

Temporary. Cutoff 

at end of CY. 

Destroy when 5 years 

old or when no 

longer needed for 

reference, whichever 

is later.

DAA-0361-

2013-0007-

0002

5010.17 Mobilization Plans (Other Agencies). 

Mobilization plans of higher headquarters 

and other DoD activities.

Temporary. Destroy 

when superseded or 

canceled, or dispose 

of in accordance with 

instructions of the 

originator, as 

appropriate.

NC-361-75-3

5010.18 War and Emergency Support Planning: 

HQ DLA. Plans, policies, procedures, and 

correspondence relating to preparedness 

measures taken for general war, limited 

war, contingencies, domestic emergencies, 

PERMANENT. 

Cutoff at end of CY. 

Retain in current files 

area for 3 years, then 

transfer to Federal 

NC1-361-76-

5
DLA Records Schedule August 2018

191

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

mobilization, and similar activities. 

Includes the DLA Basic Emergency Plan 

(BEP) and the Field Activity Basic 

Emergency Plans (FABEPs).

Records Center. 

Transfer to the 

National Archives 

after 10 years in 

FRC.

5010.18.01 War and Emergency Support Planning: 

Other Offices. Plans, policies, procedures, 

and correspondence relating to 

preparedness measures taken for general 

war, limited war, contingencies, domestic 

emergencies, mobilization, and similar 

activities. Includes the DLA Basic 

Emergency Plan (BEP) and the Field 

Activity Basic Emergency Plans 

(FABEPs).

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed for planning 

or emergency 

purposes.

NC1-361-76-

5

5010.19 Situation Report (Sitrep) Files: Sitreps 

that Impact On-going actions or are 

Recurring, includes classified and 

unclassified crisis action operations. 

Copies of sitreps, messages, facsimile 

transmissions, fact sheets, records of 

actions, status sheets, maps, and other 

related documents used to monitor status 

of special situations or events.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

no further action is 

required or when no 

longer needed for 

reference, whichever 

is later.

N1-361-93-8

5010.19.01 Situation Report (Sitrep) Files: Sitreps 

that deal with Routine Field and HQ 

Issues, includes daily or weekly updates.

Copies of sitreps, messages, facsimile 

transmissions, fact sheets, records of 

actions, status sheets, maps, and other 

related documents used to monitor status 

of special situations or events.

Temporary. Destroy 

when no longer 

needed for reference.

N1-361-93-8

5010.20 Rescinded - use 6055.52

5010.21 Strategic Planning: HQ DLA & MSC 

Commanders. Relates to long-range 

planning information that is intended to 

provide direction for the Agency in 

providing logistics and other support and 

services.

• HQ DLA Strategic Plan.

PERMANENT. 

Cutoff at end of CY. 

Transfer to National 

Archives in 5 year 

blocks when 20 years 

old

N1-361-92-03
DLA Records Schedule August 2018

192

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

• MSC Strategic Plans.

5010.21.01 Strategic Planning- Other Offices. 

Relates to long-range planning information 

that is intended to provide direction for the 

Agency in providing logistics and other 

support and services.

• HQ DLA Strategic Plan.

• MSC Strategic Plans.

Temporary. Destroy 

when superseded or 

no longer needed for 

reference.

N1-361-87-1

5010.22 Program Review and Analysis: HQ 

DLA. Documents created in the process of 

review and analysis of progress in program 

accomplishment, including progress 

reports, cost and performance reports, 

statements of analysis, summaries, 

directed actions, and other documents 

which reflect actual performance, 

progress, accomplishments, deficiencies 

and problems in relation to program goals.

PERMANENT. 

Cutoff at end of CY. 

Transfer to the 

National Archives in 

5-year blocks when 

30 years old.

N1-361-92-03

5010.22.01 Program Review and Analysis: Other 

Offices. Documents created in the process 

of review and analysis of progress in 

program accomplishment, including 

progress reports, cost and performance 

reports, statements of analysis, summaries, 

directed actions, and other documents 

which reflect actual performance, 

progress, accomplishments, deficiencies 

and problems in relation to program goals.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

NC1-361-76-

5

5010.23 Internal administrative accountability 

and operational management control 

records. Internal evaluations of 

accounting and administrative controls, 

mandated or governed by OMB Circulars 

A-123, A-130, and A-76; Government 

Accountability Office’s (GAO) Standards 

for Internal Control in the Federal 

Government (the “Green Book”); and 

similar requirements or directives. 

Includes: 

• copies of internal and external directives 

Temporary. Cut off 

closed files annually 

at end of CY. 

Destroy 1 year after 

submission or when 

superseded, as 

appropriate, but 

longer retention is 

authorized if required 

for business use..

GRS 5.7, Item 

010 (DAAGRS-2017-

0008-0001)
DLA Records Schedule August 2018

193

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

outlining management control policy

• management control plans and records of 

the planning process

• records of management reviews

• comprehensive plans documenting 

agency efforts to comply with OMB 

Circular A-123 and similar requirements

• risk analyses and risk profiles

• internal controls over reports

• feeder reports and compliance statements 

from agency components contributing to 

consolidated reports the agency submits to 

the President/OMB or Congress (see 

Exclusion 2)

• records tracking assignments, tasks, and 

responsibilities 

• administrative correspondence

Exclusion 1: Reports related to agency 

mission activities (agencies schedule these 

separately).

Exclusion 2: Consolidated final agency 

reports submitted to the President/OMB or 

Congress (agencies schedule these 

separately).

Exclusion 3: Reports that mandating 

agencies receive (these agencies must 

schedule them separately).

5010.24 Rescinded – Use 5010.23

5010.25 Internal control review, response, and 

mitigation management records.

Copies of reports and audits identifying 

internal administrative program 

weaknesses, mitigation action plans, 

corrective actions, tracking records, 

Temporary. Cut off 

when no further 

corrective action is 

necessary. Destroy 5 

years after cutoff.

GRS 5.7, Item 

020 (DAAGRS-2017-

0008-0002)
DLA Records Schedule August 2018

194

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

correspondence, and other records held by 

the office responsible for coordinating 

internal control functions.

Exclusion: Records held by offices 

contributing to internal control review, 

response, and mitigation—but not 

responsible for overseeing it (GRS 5.1, 

item 010 covers these).

5010.25.01 Rescinded per GRS Transmittal 29

5010.26 Rescinded – Use 5010.23

5010.27 Memorandums of Policy and Joint Staff 

Memorandums. Documents relating to 

both numbered and unnumbered 

Memorandums of Policy and Staff 

Memorandums, including comments 

establishing DLA positions.

Temporary. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference.

NC1-361-77-

1

5010.28 Joint Chief of Staff (JCS) Notes and 

Reports. Documents relating to both 

numbered and unnumbered notes and 

reports provided either by or to JCS staff 

elements. Includes comments and staffing 

notes establishing a DLA position on the 

paper.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years 

or when superseded, 

obsolete, or no longer 

needed for reference, 

whichever is sooner.

NC1-361-77-

1

5010.29 DLA Council Actions: HQ DLA. 

Documents relating to the establishment, 

functions, agenda, minutes, 

recommendations, and other official 

actions of the DLA Council including 

significant background and supporting 

documents accumulated and/or created by 

the Council in fulfilling its mission relative 

to program review and analysis.

PERMANENT. 

Cutoff at end of CY. 

Transfer to the 

National Archives in 

5-year blocks when 

30 years old.

NC1-361-76-

5
DLA Records Schedule August 2018

195

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5010.29.01 DLA Council Actions: Other Offices. 

Documents relating to the establishment, 

functions, agenda, minutes, 

recommendations, and other official 

actions of the DLA Council including 

significant background and supporting 

documents accumulated and/or created by 

the Council in fulfilling its mission relative 

to program review and analysis.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

NC1-361-76-

5

5010.30 

Overview

Federal Activities Inventory Reform (FAIR) Act Records (created under OMB 

CircularA-76, Performance of Commercial Activities). Records documenting 

implementation of OMB Circular No. A-76, Performance of Commercial Activities. 

These records are created and maintained in paper and electronic formats and 

include but are not limited to inventories, reviews, consultations, summary reports, 

commercial activity codes, challenges, appeals, decisions, planning documents, 

public announcements, Federal Register notices, standard and streamlined 

competition documents, accountability statements, cost calculations, and 

performance measures. 

NOTE: Procurement files related to Circular No. A-76 solicitations are located in 

the 400 series.

This overview is for record series 5010.30.01 through 5010.30.03. Do not use the 

overview for retention.

5010.30.01 FAIR Act Records (created under OMB 

CircularA-76, Performance of 

Commercial Activities): HQ DLA 

Commercial Activity Program Office. 

Documents pertaining to overall policy, 

procedures and administration of the CA 

Program.

PERMANENT. 

Cutoff at end of CY. 

Transfer to the 

National Archives in 

5-year blocks when 

20 years old.

NC1-361-84-

6

5010.30.02 FAIR Act Records (created under OMB 

CircularA-76, Performance of 

Commercial Activities): Other Offices. 

Documents pertaining to overall policy, 

procedures and administration of the CA 

Program.

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, obsolete, 

or no longer needed 

for reference.

NC1-361-84-

6

5010.30.03 Mandatory reports to external Federal 

entities regarding administrative matters.

Agency-level reports that external Federal 

oversight entities such as the White House, 

Temporary.Cut off 

when action is 

completed. Destroy 

6 years after report 

submission or 

GRS 5.7, Item 

050 (DAAGRS-2017-

0008-0005
DLA Records Schedule August 2018

196

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Congress, OMB, the Office of Personnel 

Management (OPM), and General Services 

Administration (GSA) require under 

authorities such as (but not limited to) 

OMB Circular A-123, the Federal 

Managers Financial Integrity Act 

(FMFIA), the Chief Financial Officers Act 

(CFOA), the Paperwork Reduction Act 

(PRA), Joint Committee on Printing 

requirements and the FAIR Act. Examples 

include:

• Agency Financial Report (AFR), 

Performance and Accountability Report 

(PAR), or equivalent

• Annual Performance Plan, Annual 

Performance Report, or equivalent 

• Statement of Assurance (per FMFIA), or 

equivalent 

• Information Collection Budget

• report on financial management systems’ 

compliance with requirements (per 

FMFIA), or equivalent

• report on internal controls for 

corporations covered by the Government 

Corporation Control Act (per CFOA)

• service organization auditor report, or 

equivalent

• annual strategic review

• identified material weaknesses and 

corrective actions report

• improper payments report 

• premium class travel report 

• report on property provided to nonfederal 

recipients, schools, and nonprofit 

educational institutions

• feeder reports to the Status of Telework 

in the Federal Government Report to 

oversight entity 

notice of approval, as 

appropriate
DLA Records Schedule August 2018

197

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Congress

• feeder reports to GSA fleet reports 

• E-Government status and compliance 

report (per PRA)

Includes ancillary records such as:

• background and research records

• submission packets and compilations

• related files

Exclusion 1: Oversight entities mandating 

the reports must separately schedule 

reports they receive.

Exclusion 2: Mandatory external reports 

on finance matters (GRS 1.1, items 020 

and 040 cover these); mandatory external 

reports on employee ethics (various items 

in GRS 2.8 cover these); mandatory 

external reports on information access and 

protection (GRS 4.2, item 080 covers 

these).

5010.30.04 Rescinded – Use 5010.30.03

5010.31 

Overview

Interagency and Inter/Intraservice Agreements. Policy and procedures relating to 

interservice support agreements; interagency agreements; memoranda of 

understanding; and similar formal documentation covering transfer or use of real 

property and facilities; supply management relationships; procurement and 

production agreements negotiated both at Headquarters and field levels; and crossservicing agreements between DLA and the owning Military Service governing 

receipt, storage, and shipment of DLA supply items at depots. Excludes budgeting 

and financial responsibility agreements which will be filed under Budget and Finance 

Records Schedule 7000 or if directly related to an action case, then filed functionally 

with the case.

This overview is for record series 5010.31.01 through 5010.30.03. Do not use the 

overview for retention.

5010.31.01 Interagency and Inter/Intraservice 

Agreements. DLA Activities Executing 

Agreements.

Temporary. Cutoff 

at end of Event. 

Destroy 10 years 

after supersession or 

expiration of 

N1-361-92-03
DLA Records Schedule August 2018

198

SCHEDULE 5010 - Management Programs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

agreement.

5010.31.02 Interagency and Inter/Intraservice 

Agreements. Other Offices

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, obsolete, 

or no longer needed 

for reference.

NC1-361-76-

8

5010.31.03 Interagency Agreements. Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded obsolete, 

or no longer needed 

for reference.

N1-361-92-03
DLA Records Schedule August 2018

199

DLA RECORDS SCHEDULE – 5015

DLA RECORDS MANAGEMENT 

This schedule covers records created and maintained by Federal agencies that relate to the 

management of records and information. It includes records management, historical records, and 

managing vital or essential records.

SCHEDULE 5015 - Records Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5015.1 File Plan. List of file numbers in use 

within an office to aid in filing and for 

reference purposes.

Temporary. Cutoff at 

end of CY. Destroy 

when 2 years old.

Note: There must be 

an active file plan 

before a superseded 

file plan can be 

destroyed.

GRS 4.1, Item 

010 (DAAGRS-2013-

0002-0016)

5015.2 Records Management Program 

Records. Records related to the policies, 

procedures, and management of Agency 

business records from creation to 

eventual disposition. Includes records 

created and maintained while planning, 

managing, evaluating, administering, 

and performing the function of agency 

records management. Activities include:

• Providing oversight of entire records 

management program

• Transferring, destroying, and 

retrieving records

• Inventorying records and conducting 

records surveys

• Scheduling records

• Providing other records management 

services to customer units (such as 

records storage/reference assistance, 

and technical assistance with files 

plans and other records management 

questions)

• Conducting records "clean out" days

• Conducting special projects

Temporary. Cutoff 

at end of CY. Destroy 

no sooner than 6 years 

after the project, 

activity, or transaction 

is completed or 

superseded.

GRS 4.1, Item 

020 (DAAGRS-2013-

0002-0007)
DLA Records Schedule August 2018

200

SCHEDULE 5015 - Records Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Records include:

• Agency records management 

program surveys or evaluations

• Reports of surveys or evaluations

• Reports of corrective action taken in 

response to agency program surveys 

or evaluations

• Disposal authorizations (Notice of 

Disposals NODs), schedules, and 

reports

• Records schedules, legacy records 

schedules (SF 115, Request for 

Records Disposition Authority)

• SF 135, Records Transmittal and 

Receipt

• OF 11, Reference Request

• Transfer Request (TR); Legal 

Transfer Instrument (LTI); SF 258, 

Agreement to Transfer Records to 

the National Archives of the United 

States 

5015.3 Consolidated under 5015.2

5015.4 Historical Program. Documents 

relating to the DLA Historical Program.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years or when 

superseded or 

obsolete, as 

applicable.

NC1-361-76-

4

5015.5 Histories: Historian HQ DLA. 

Formally prepared histories, including 

organizational and functional histories 

produced by DLA historians or by others 

for DLA.

PERMANENT.

Cutoff at end of CY. 

Transfer to the 

National Archives 

when 10 years old.

NC1-361-76-

4

5015.5.01 Histories: Other Offices. Formally 

prepared histories, including 

organizational and functional histories 

produced by DLA historians or by others 

for DLA.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer 

needed for historical 

reference purposes.

NC1-361-76-

4
DLA Records Schedule August 2018

201

SCHEDULE 5015 - Records Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5015.6 Historical Background and 

References: Historian, DLA HQ. 

Materials accumulated by historians or 

for historical purposes consisting of 

documents collected or maintained as 

source material, such as transcripts of 

interviews; maps, charts, and statistical 

compilations, and special collections of 

policy directives and correspondence; 

summaries of major problems and 

events submitted by operating officials; 

historians' notes regarding organization 

or material; and manuscripts and related 

comments. Official record copies of 

documents proper for filing in offices 

other than historians' offices will not be 

incorporated into this record series; 

however, copies may be included.

PERMANENT. 

Cutoff at end of CY.

Transfer to the 

National Archives in 5 

year blocks when the 

most recent records 

are 30 years old.

N1-361-99-3

5015.6.01 Historical Background and 

References: Other Offices. Materials 

accumulated by historians or for 

historical purposes consisting of 

documents collected or maintained as 

source material, such as transcripts of 

interviews; maps, charts, and statistical 

compilations, and special collections of 

policy directives and correspondence; 

summaries of major problems and 

events submitted by operating officials; 

historians' notes regarding organization 

or material; and manuscripts and related 

comments. Official record copies of 

documents proper for filing in offices 

other than historians' offices will not be 

incorporated into this record series; 

however, copies may be included.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer 

needed for activity 

historical reference 

purposes.

NN-168-94
DLA Records Schedule August 2018

202

SCHEDULE 5015 - Records Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5015.7 Activity Historical Records. Locally 

prepared or collected material of an 

extra or reproduced nature, not required 

for submission to higher authority, but 

appropriate for retention because of its 

local significance, or potential use in 

production of future organizational or 

functional histories, or as a source of 

historical facts.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer 

needed for activity 

historical reference 

purposes.

NN-168-94

5015.8 Activity Memorialization Records. 

Documents accumulated incident to the 

naming of a building, group of 

buildings, street, driveway, area, or 

facility, and consisting of 

correspondence, orders, photographs, 

citations, and related records.

Temporary. Cutoff at 

end of CY. Destroy 

when no longer 

needed for activity 

historical reference 

purposes.

NN-168-94

5015.9 Vital or Essential Records Program 

Records. Records involved in planning, 

operating, and managing the agency’s 

vital or essential records program. 

These are official records needed to 

restore agency functions in case of 

emergency. Includes:

• Vital records inventories

• Vital records cycling plans

• Results of tests, surveys, or 

evaluations

• Reports of corrective action taken in 

response to agency vital records tests

Temporary. Cutoff at 

end of Event. 

Destroy 3 years after 

project, activity, or 

transaction is 

completed or 

superseded.

GRS 4.1, Item 

030 (DAAGRS-2013-

0002-0008)

5015.10 Copies of Vital Records. Copies of 

agency records deemed essential to 

restore agency functions in case of 

emergency.

Temporary. Review 

annually. Destroy 

when superseded by 

the next cycle.

GRS 4.1, Item 

031 (DAAGRS-2013-

0002-0015)
DLA Records Schedule August 2018

203

DLA RECORDS SCHEDULE – 5025

FORMS and PUBLICATIONS MANAGEMENT

This schedule relates to records resulting from the planning, promulgation, and execution of 

concepts and procedures for managing the publications and forms.

SCHEDULE 5025 - Forms and Publications Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5025.1 Forms Management Records. 

Records involved with ensuring use of 

standard Federal and agency forms to 

support effective record-keeping and 

ensuring that Federal standard forms are 

available and used as appropriate to 

support Federal record-keeping 

requirements. Includes: 

• Registers or databases used to record 

and control the numbers and other 

identifying data assigned to each 

form

• Official case files consisting of the 

record copy of each agencyoriginated form with related 

instructions and documentation 

showing inception, scope, and 

purpose of the form

• Background materials and 

specifications 

Temporary. Destroy 

3 years after form is 

discontinued, 

superseded, or 

canceled.

GRS 4.1, Item 

040 (DAAGRS-2013-

0002-0009)

5025.2 Rescinded and merged with 5025.1

5025.3 Publication Master Record Sets and 

Authentications. Publications master 

record sets, and related background 

concurrence documents and 

correspondence. 

PERMANENT. 

Cutoff at end of CY 

when superseded or 

obsolete. One copy of 

each publication 

should be designated 

the record copy. 

Transfer to the 

National Archives in 

5-year blocks when 20 

years old.

Pending 

NARA 

approval
DLA Records Schedule August 2018

204

SCHEDULE 5025 - Forms and Publications Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5025.3.01 Publication Records: Agency 

Historical Recordkeeping Copy. 

Copies maintained by the agency for 

historical reference and research 

purposes. Includes: Publications master 

record sets, and related background 

concurrence documents and 

correspondence. Master copies of typing 

layouts for publications, regulations, and 

other official documents.

Temporary. Cutoff at 

end of CY when 

superseded or 

obsolete. Destroy 

when no longer 

needed for business 

purpose. 

Pending 

NARA 

approval

5025.4 Rescinded by Office of Record

5025.4.01 Rescinded by Office of Record
DLA Records Schedule August 2018

205

DLA RECORDS SCHEDULE – 5040

Visual Information (VI)

This schedule relates to technical and logistical aspects of programs and functions involving 

DLA exhibits, VI productions, graphic presentations, photography, training aids, and audiovisual 

support of DLA. 

SCHEDULE 5040 - Visual Information (VI)

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5040.1 Visual Information Production Files. VI 

production files or similar files that 

document origin, development, 

acquisition, use, and ownership of 

temporary audiovisual records. Includes 

copies of production contracts, scripts, 

transcripts, and appropriate documentation 

bearing on the origin, acquisition, release, 

and ownership of the production. 

Temporary. 

Dispose of according 

to the instructions 

covering the related VI 

records.

N1-361-90-01

5040.2 Finding Aids. Finding aids such as data 

sheets, shot lists, catalogs, indexes, review 

sheets, lists of captions, and other textual 

documentation necessary for the proper 

identification, retrieval, or use of VI 

records.

Temporary. 

Dispose of according 

to the instructions 

covering the related VI 

records.

N1-361-90-01

5040.3 Request for Visual Information Service. 

Requisitions and other requests for the 

production of, the use, or information 

relative to the various items of VI 

presentations and service.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5040.4 Still Photography That Does Not 

Reflect the Mission of DLA. Includes 

photographs of routine award ceremonies, 

social events, and activities not related to 

the mission of DLA.

Temporary. Cutoff at 

end of CY. 

Destroy when 2 years 

old.

GRS 6.4, Item 

050 (DAAGRS-2016-

0005-0006)

5040.5 Still Photography Pertaining to DLA 

Missions. Includes official portraits of 

senior agency officials; agency 

publications, exhibitions, or other media 

productions; documentary photographs 

shot for fact-finding purposes, research 

and development, or other studies; 

photographs, slides, or filmstrips that 

depict the program or mission of DLA. 

PERMANENT.

Transfer directly to the 

National Archives 

when no longer 

needed or in 10 years, 

whichever is sooner.

N1-361-90-01
DLA Records Schedule August 2018

206

SCHEDULE 5040 - Visual Information (VI)

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

NOTE: Record Sets consist of: Black and 

white photographs (original negative and a 

captioned print), color photographs 

(original color transparency or color 

negative, a captioned print, and an 

internegative if one exists), slide sets 

(original and a reference set, and the 

related audio recording and script if one 

exists), filmstrips (original and a reference 

print).

5040.6 Personnel Identification or Passport 

Photographs.

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

GRS 2.2, Item 

090 (DAAGRS-2017-

0007-0013)

5040.7 Product Production Files Used for 

handbills, flyers, posters, letterhead, and 

other graphics.

Temporary. 

Destroy when no 

longer needed for 

publication or 

reprinting.

GRS 6.4, Item 

030 (DAAGRS-2016-

0005-0003)

5040.8 Rescinded - use 5040.7

5040.9 Rescinded - use 5040.7

5040.10 Posters Distributed Agency-wide or to 

the Public. Record set is two copies.

PERMANENT.

Transfer 2 copies of 

each poster to 

National Archives. 

Ship the posters flat or 

in tubes to the Still 

Pictures Branch 

(NNSP), National 

Archives, Washington, 

DC 20408.

N1-361-90-01

5040.11 Original Artwork. Original drawings, 

sketches, paintings and similar materials 

used to produce reproductions, prints and 

copies.

Temporary.

Destroy after 

reproduction of 

original has been 

completed or when no 

longer needed.

N1-361-90-01

5040.12 Training Productions. Internal personnel 

and administrative training productions 

and slides of programs that do not reflect 

the mission of DLA.

Temporary. Cutoff at 

end of Event. 

Destroy when 3 years 

old or 3 years after 

GRS 2.6, Item 

010 (DAAGRS-2016-
DLA Records Schedule August 2018

207

SCHEDULE 5040 - Visual Information (VI)

Record 

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

superseded or 

obsolete.

0014-0001)

5040.13 Rescinded – use 5040.12

5040.14 Agency-sponsored Productions 

Pertaining to DLA Missions. Record set: 

Motion picture - original negative or color 

original plus separate optical sound track; 

intermediate master positive or duplicate 

negative plus optical track; and sound 

projection print. Video recording -

Original or earliest generation video 

recording. A kinescope of the recording 

may be substituted.

PERMANENT. 

Transfer directly to the 

National Archives 

when no longer 

needed or in 10 years, 

whichever is sooner.

N1-361-90-01

5040.15 Rescinded – use 5040.12

5040.16 Rescinded – use 5300.3

5040.17 Rescinded – use 5300.3

5040.18 Rescinded - use 5040.7

5040.19 Exhibit and Demonstration Backup 

Material. Documents reflecting planned 

exhibit itineraries, policy on logistical 

support, programming data, new trends, 

methods and approaches, commitment 

papers, exhibit fact sheets, and similar 

material.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-90-01
DLA Records Schedule August 2018

208

DLA RECORDS SCHEDULE – 5100

COMMAND CHAPLAIN

This schedule relates to the programs, functions, and activities of the DLA Command Chaplain.

SCHEDULE 5100 - Command Chaplain

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5100.1 Command Chaplain Program/Project 

Records. Documents related to the 

formulation, management, administration 

and execution of individual religious 

and/or Command Chaplain 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-97-2

5100.2 Rescinded - use 5300.33

5100.3 Chaplain Counseling Case Files. 

Documents relating to counseling of DLA 

employees and/or their family members. 

Included are counseling interviews notes, 

forms, correspondence and other 

documents related to a specific counseling 

case.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-97-2

5100.4 Chaplain/Religious Activity Records. 

Information on religious education, 

training and other needs of faith groups, 

denominations, or religious sects used for 

program planning. Included are 

questionnaire responses, survey results, 

correspondence, and related material 

relating to Chaplain sponsored activities.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-97-2

5100.5 Audits and Fund Review Reports. 

Reports of audit, fund reviews, financial 

statements, correspondence and related 

information.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-97-2
DLA Records Schedule August 2018

209

SCHEDULE 5100 - Command Chaplain

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5100.6 Chaplain Non-appropriated Fund 

Operating Records. Ledgers, cash 

receipts, checkbooks, canceled checks, 

deposit slips, bank statements, vouchers, 

invoices, finalized purchase orders, 

investment records, financial statements, 

petty cash summary vouchers, and similar 

information related to the receipt, 

disbursement, and administration of nonappropriated Chaplain funds not 

maintained by DLA's NAF Accounting 

Office.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after last entry.

N1-361-97-2

5100.7 Grant Administration Records. 

Requests, forms, grant source information 

(including terms and conditions), local 

source funding documents and similar 

information relating to the administration 

of grants secured to finance (in whole or 

in part) Chaplain's non-appropriated 

funds.

Temporary. Cutoff at

end of Event. Destroy 

3 years after 

expiration of grant.

N1-361-97-2

5100.8 Chaplain Contract Files. Information 

relating to non-personal service contracts 

including copies of contracts, agreements, 

coordination, and similar information

NOTE: Original contracts are maintained 

by the DLA Contracting Office in 

accordance with Schedule 5000.24.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after final 

payment.

N1-361-97-2
DLA Records Schedule August 2018

210

DLA RECORDS SCHEDULE – 5108

INSPECTOR GENERAL

This schedule relates to the programs, functions, and activities of the DLA Office of Inspector 

General. It is comprised of the Investigations Division and the Audit Division. The office 

provides general, administrative and criminal investigative support independent internal and 

performs independent internal audits, attestations and advisory services.

SCHEDULE 5108 - Inspector General

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5108.1 Hotline Inquiry Policies and 

Procedures. Documents relating to 

policies and procedures for handling 

hotline matters and conducting inquiries 

into hotlines received from the Defense 

Hotline; DoD and military service 

Inspectors General; DLA Enterprise 

Hotline Program; other sources; and 

fraud, waste, abuse, or mismanagement 

awareness material.

Temporary. Cutoff 

at end of CY. Review 

annually. 

Destroy/delete when 

superseded, obsolete, 

or no longer needed 

for reference.

N1-361-87-1

5108.2 Hotline Inquiry Case Files: DLA 

Enterprise Hotline Program Office. 

Inquiries, Reports of Investigations, or 

reviews conducted by HQ DLA Elements, 

DLA Field Activities, and Investigators, 

including all related supporting 

documentation.

Temporary. Cutoff 

at end of CY. 

Destroy/delete 10 

years after 

completion of case.

N1-361-97-4

5108.2.01 Hotline Inquiry Case Files: Other 

Offices. Inquiries, Reports of 

Investigations, or reviews conducted by 

HQ DLA Elements, DLA Field Activities, 

and Investigators, including all related 

supporting documentation.

Temporary. Cutoff 

at end of CY. 

Destroy/delete 3 

years after 

completion of case.

N1-361-08-3

5108.3 Hotline Data Base/Case Log Records: 

DLA Enterprise Hotline Program 

Office. Information used to control 

processing of inquiries.

Temporary. Cutoff 

at end of CY. 

Destroy/delete 10 

years after 

completion of case.

N1-361-87-1

5108.3.01 Hotline Data Base/Case Log Records: 

Other Offices. Information used to 

control processing of inquiries.

Temporary. Cutoff 

at end of CY. 

Destroy/delete 3 

years after 

N1-361-87-1
DLA Records Schedule August 2018

211

SCHEDULE 5108 - Inspector General

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

completion of case.

5108.4 Internal Review Policies and 

Procedures. Documents pertaining to 

policies and procedures for conducting 

internal reviews of functional areas.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or when no 

longer needed for 

reference.

N1-361-90-02

5108.5 Internal Review Working Papers.

Documents relating to audit programs, 

administrative time controls, interview 

notes, flowchart, results of analysis, 

spreadsheets, and draft reports used for 

background information in preparation of 

final survey reports, and follow-up 

reviews of recommendation 

implementation.

Temporary. Cutoff 

at end of Event. 

Event is after 

implementation or 

follow-up review. 

Destroy after 

recommendations 

have been 

implemented or 

follow-up reviews 

have been completed, 

whichever is later.

N1-361-90-02

5108.6 Internal Review Case Files. Documents 

reflecting results of internal audits of 

program operations and procedures, audit 

reports, follow-up reviews of management 

actions, staff summary sheets, and related 

correspondence used to review internal 

control systems, systems adequacy, policy 

compliance, resource safeguards, 

economic and efficient management.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

N1-361-90-02
DLA Records Schedule August 2018

212

DLA RECORDS SCHEDULE – 5122

PUBLIC AFFAIRS

This schedule relates to DLA public affairs programs and activities designed to provide 

information about DLA activities. Includes information released to the public, participation in 

community relations programs, and similar actions dealing with positive public relations, as well 

as internal information programs concerning DLA employees.

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5122.1 Public Affairs Program/Project Files. 

Records related to the formulation, 

management, administration and 

execution of individual public affairs 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-90-3

5122.2 Rescinded - use 5300.33

5122.2.01 Rescinded - use 5300.33.01

5122.3 Internal Information Publication Files: 

HQ DLA Office of Public Affairs. 

Consists of a Record Set of booklets, 

pamphlets, employee newspapers, and 

other similar informational documents 

published and issued by DLA. Official file 

copy is maintained by the preparing and 

issuing office.

PERMANENT. 

Cutoff at end of CY. 

Transfer to the 

National Archives in 

5-year blocks when 

30 years old.

N1-361-90-3

5122.3.01 Internal Information Publication Files: 

Other Activities. Consists of a Record 

Set of booklets, pamphlets, employee 

newspapers, and other similar 

informational documents published and 

issued by DLA. Official file copy is 

maintained by the preparing and issuing 

office.

Temporary. Cutoff 

at end of CY. Retain 

until no longer 

needed for reference, 

then review for 

historical relevance 

and maintain in 

accordance with 

Activity Historical 

Records.

N1-361-90-3
DLA Records Schedule August 2018

213

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5122.4 Public Affairs-Related Routine 

Operational Records. Public affairsrelated routine operational records. 

Records related to the routine, day-to-day 

administration of public affairs activities, 

including but not limited to: 

• logistics, planning, and correspondence 

records for routine conferences and events 

• correspondence and records on speakers 

and speaking engagements, including 

biographies 

• case files and databases of public 

comments (related to public affairs 

activities only)

Temporary. Destroy 

when 3 years old.

GRS 6.4, Item 

010 (DAAGRS-2016-

0005-0001)

5122.5 Public Correspondence and 

Communications not Requiring Formal 

Action. Records related to 

correspondence and communications, 

including comments, to and from the 

public that require no formal response or 

action. Includes:

• Comments the agency receives but 

does not act upon or that do not 

require a response, such as:

o Write-in campaigns

o Personal opinions on current 

events or personal experiences

o Routine complaints or

commendations

o Anonymous communications

o Suggestion box comments

o Public correspondence 

addressed to another entity 

and copied to the agency or 

that the agency receives in

error

o Comments posted by the public on 

an agency website that do not 

require response or that the agency 

does not collect for further use

Temporary. Destroy 

after 90 days.

GRS 6.4, Item 

020 (DAAGRS-2016-

0005-0002)
DLA Records Schedule August 2018

214

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Communications from the public that 

the agency responds to but takes no 

formal action on

• Agency postings on social media 

accounts and email blasts that consist 

of information released or captured 

elsewhere, provided the agency also 

captures the posting

5122.6 Public Affairs Releases: HQ DLA 

Office of Public Affairs. Records relating 

to the release of information to the public 

through various media that pertain to new 

agency programs or termination of old 

agency programs, major shifts in policy, 

changes in senior personnel, and similar 

documents. Includes news releases, 

articles, speeches, testimonies, 

audiovisual, television, and radio 

productions.

PERMANENT.

Cutoff at end of CY. 

Transfer to the 

National Archives in 

5-year blocks when 

30 years old.

N1-361-90-3

5122.6.01 Public Affairs Releases: Other 

Activities. Records relating to the release 

of information to the public through 

various media that pertain to new agency 

programs or termination of old agency 

programs, major shifts in policy, changes 

in senior personnel, and similar 

documents. Includes news releases, 

articles, speeches, testimonies, 

audiovisual, television, and radio 

productions.

Temporary. Cutoff 

at end of CY. Retain 

until no longer 

needed for reference, 

then review for 

historical relevance 

and maintain in 

accordance with 

Activity Historical 

Records.

N1-361-90-3

5122.7 Public affairs product production files. 

Records related to developing speeches, 

publications, educational materials, 

audiovisual materials including posters, 

public conferences and other public 

outreach materials, including but not 

limited to: 

• News clippings

• Marketing research

Temporary. Cutoff 

at end of CY. 

Destroy after 2 years.

GRS 6.4, Item 

030 (DAAGRS-2016-

0005-0003)
DLA Records Schedule August 2018

215

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Copies of records used for reference in 

preparing products

• Research notes

• Printers galleys

• Drafts and working copies (see 

Exclusion 3)

• Preparatory or preliminary artwork or 

graphics

• Bibliographies, checklists, and indexes 

of agency publications and releases 

(see Exclusion 4)

• Clearances related to release of 

products (see Exclusion 5 and 6) 

Note: Now-obsolete forms of printing 

production materials (e.g., line and 

halftone negatives, screened paper prints, 

and offset lithographic plates), line copies 

of graphs and charts, as well as 

cartographic records prepared during 

Intermediate stages of publication that 

may be found in older project files are 

temporary under this item.

Exclusion 1: Final products such as 

speeches, publications, educational 

materials, agency histories, missionrelated audiovisual materials including 

posters, conference and public outreach 

materials. The agency must schedule these 

records on an agency-specific schedule. 

Exclusion 2: This item does not include 

unique collections of records or original 

materials (such as interviews or oral 

histories) the agency assembles for 

research or final product development 

purposes. These records may have 

permanent value and the agency should 

schedule them on an agency-specific 

schedule. 

Exclusion 3: This item does not include 

working papers or files that propose and 

evaluate options or alternatives and their 
DLA Records Schedule August 2018

216

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

implications in the development of highlevel policies and decisions or that 

document findings or support 

recommendations.

Exclusion 4: This item does not include 

bibliographies, checklists or indexes 

relating to records scheduled as 

permanent, such as permanent 

publications. 

Exclusion 5: Records relating to 

obtaining approval or clearance for 

releasing information from other agencies 

or outside organizations, such as foreign 

governments, must be scheduled on an 

agency specific schedule. 

Exclusion 6: This item does not cover 

clearances for release of information 

related to declassification review. 

5122.8 Routine Media Relations Records. 

Records of interactions with the press or 

media that contain duplicate, minimal, or 

limited information, such as: 

• Requests and responses for interviews

• Requests and responses for 

information or assistance for media 

stories

• Daily or spot news recordings or

videos available to local radio and TV 

stations

• Notices or announcements of media 

events

• Public service announcements

• Copies or articles created by the 

agency for publication in news media 

Exclusion: Transcripts of press 

conferences or press briefings, briefing 

books, and press releases are not covered 

by this item and must be scheduled by the 

agency on an agency-specific schedule.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

GRS 6.4, Item 

040 (DAAGRS-2016-

0005-0004)
DLA Records Schedule August 2018

217

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5122.9 Biography Files. Biographies, 

photographs, and related documents 

pertaining to leading military and civilian 

personalities used to provide information 

to various public organizations and 

groups.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

retirement, transfer, 

separation, or death 

of the person 

concerned.

N1-361-90-3

5122.10 Rescinded - use 5122.8

5122.11 Special Events. Records relating to 

participation in public ceremonies and 

affairs such as parades, public displays, 

observances of local and national 

holidays, and comparable events.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 years.

N1-361-90-3

5122.12 External Information Publication Files. 

Informational material of various types 

distributed to trade and special-interest 

organizations, contractor firms, and 

military customers.

Temporary. Cutoff 

at end of CY. Retain 

until superseded or 

obsolete, then review 

for historical 

relevance and 

maintain in 

accordance with 

Activity Historical 

Records.

N1-361-90-3

5122.13 Speech Files: Speeches delivered by the 

Agency Director and Deputy Directors. 

Copies of official speeches delivered by 

DLA personnel, internally and externally. 

Includes related records created in the 

process of writing, editing, and clearing 

speeches.

PERMANENT. 

Cutoff at end of CY. 

Transfer to National 

Archives in 5-year 

blocks when 30 years 

old.

N1-361-90-3

5122.13.01 Speech Files: Other Speeches. Copies of 

official speeches delivered by DLA 

personnel, internally and externally. 

Includes related records created in the 

process of writing, editing, and clearing 

speeches.

Temporary. Cutoff 

at end of CY. Retain 

3 years, then review 

for historical 

relevance and 

maintain in 

accordance with 

Schedule 5015.7,

Activity Historical 

Records.

N1-361-90-3
DLA Records Schedule August 2018

218

SCHEDULE 5122 - Public Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5122.14 Speech Reference Files. Source material 

for speeches consisting of background 

material from varied sources.

Temporary. Destroy 

when no longer 

needed for reference.

N1-361-90-3

5122.15 Web 2.0 Social Media Program 

Records. Records relating to the 

application, implementation and 

certification of social media platforms.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

platform or 

agreement.

DAA-0361-

2013-0006
DLA Records Schedule August 2018

219

DLA RECORDS SCHEDULE – 5240

INTELLIGENCE / COUNTERINTELLIGENCE

This schedule relates to DLA Intelligence programs and activities designed to provide enterprise 

wide intelligence, counterintelligence (CI) and special security support to DLA assigned 

personnel.

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.1 Access and Disclosure Request Files. 

Case files created in response to requests 

for information under Mandatory 

Declassification Review (MDR) process, 

Classification Challenge, and similar 

access programs, and completed by

• granting the request in full

• granting the request in part

• denying the request for any reason 

including:

o inability to fulfill request 

because records do not exist

o inability to fulfill request 

because request inadequately 

describes records

o inability to fulfill request 

because search or reproduction 

fees are not paid

• final adjudication on appeal to any of 

the above original settlements

• final agency action in response to court 

remand on appeal Includes:

• requests (either first-party or thirdparty)

• replies and copies of requested records

• administrative appeals

• related supporting documents (such as 

sanitizing instructions)

Exclusion: Record copies of requested 

records are not covered by this item. They 

remain covered by their original disposal 

authority with the originating program 

office. 

Temporary. Cutoff 

at end of Event.

Destroy 6 years after 

final agency action or 

3 years after final 

adjudication by the 

courts, whichever is 

later.

GRS 4.2, Item 

020 (DAAGRS-2016-

0002-0001)
DLA Records Schedule August 2018

220

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.1.06 Rescinded by GRS 4.2 

5240.1.07 Rescinded – use 5240.1 

5240.2 and 

5240.2.01

Rescinded – use 5240.1in accordance with GRS 4.2, Item 020 

5240.3 Internal Information access and 

protection program operation records. 

General Administrative records, 

including:

• Records documenting securityapproved container access

• Records documenting receipt, 

internal routing, dispatch, and 

destruction of classified, 

unclassified-but-controlled, and 

unclassified records relating to 

classified or controlled 

unclassified document 

containers, such as forms placed 

on safes, cabinets or vaults that 

record opening, closing, and 

routine checking of container 

security

• Tracking databases and other 

records used to manage overall 

program

• Requests and authorizations for 

individuals to have access to 

classified materials.

Temporary. Cutoff 

at end of CY. 

Destroy 2 years after 

last form entry, reply 

or submission; or 

when associated 

documents are 

declassified or 

destroyed; or when 

authorization expires, 

whichever is 

appropriate.

 

GRS 4.2, Item 

030 (DAAGRS-2016-

0002-0002)

5240.4 Realigned to 5240.3 in accordance with GRS 4.2, Item 030 

5240.5 Realigned to 5240.3 in accordance with GRS 4.2, Item 030 

5240.6 Realigned to 5240.3 in accordance with GRS 4.2, Item 030 

5240.7 Access Control Records. Includes:

• Records of safe and padlock 

combinations 

• Names or other personal identifiers 

of individuals who know 

combinations

• Comparable data used to control 

access into classified document 

container.

Temporary. Cutoff 

at end of Event. 

Destroy when 

superseded or 

obsolete

NOTE: Forms 

involved in 

investigations will be 

retained until 

GRS 4.2, Item 

031 (DAAGRS-2013-

0007-0020)
DLA Records Schedule August 2018

221

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

completion of the 

investigation.

5240.8 Classified Container Security Records. 

Records Relating to classified or 

controlled unclassified document 

containers. Includes forms (such as SF 

701 / 702) placed on safes, cabinets, or 

vaults that record opening, closing, and 

routine checking of container security. 

Note: Forms involved in investigations 

are not covered by this item. They are 

retained according to the schedule item 

for records of the investigation.

Temporary. Cutoff 

at end of Event. 

Destroy 90 days after 

last entry on form.

GRS 4.2, Item 

032 (DAAGRS-2016-

0002-0003)

5240.9 Accounting for and control of access to 

classified, controlled unclassified and 

unclassified records and records 

regarding Mandatory classification 

review. Records documenting identity, 

internal routing, and final disposition of 

classified documents. Also, records 

documenting control points and 

accountability for information relating to 

access requests: Includes;

• Forms, registers, ledgers, logs and 

tracking systems documenting 

requester identity and contact 

information, request date, and nature 

or purpose of request

• Inventories of controlled records

• Forms accompanying documents to 

ensure continuing control, showing 

names of people handling the 

documents, intra-office routing and 

comparable data

• Agent and researcher files

Temporary. Cutoff 

at end of Event. 

Destroy or delete 5 

years after date of last 

entry, final action by 

agency (such as 

downgrading, transfer 

or destruction of 

related classified 

documents, or release 

of information from 

controlled unclassified 

status) or final 

adjudication by courts 

as may apply, 

whichever is later.

GRS 4.2, Item 

040 (DAAGRS-2016-

0002-0004)

5240.10 Intelligence Reports. Documents and 

reports originated or compiled by a DLA 

activity or by others (CIA, FBI, DIA, or 

military services) to fill specific DLA 

requirements.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

NN-168-94
DLA Records Schedule August 2018

222

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.11 Intelligence Reference Files. Published, 

printed, or processed materials, 

photographs, or maps, not filed in 

Intelligence Reports (5240/R10), and 

used as a reference file or library for 

intelligence purposes.

Temporary. Cutoff 

at end of CY. Destroy 

when superseded or 

obsolete.

NN-168-94

5240.12 Security Violations. Documents relating 

to reports and investigations of security 

violations, including final disposition.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

completion of final 

corrective or 

disciplinary action, 

except that records of 

violations of a 

sufficiently serious 

nature to be classed as 

felonies will be 

destroyed 10 years 

after all legal and 

disciplinary actions 

have been taken.

N1-361-91-7

5240.13 Security Inspections: Areas Requiring 

Highest Level Security Awareness. 

Includes areas designated by the 

Interagency Security Committee as 

Facility Security Level V. Surveys and 

inspections of security and safety 

measures at Government or privately 

owned facilities assigned a security 

awareness status by Government 

agencies. Includes: 

• Facility notes

• Inspector notes and reports

• Vulnerability assessments

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

GRS 5.6, Item 

080 (DAAGRS-2017-

0006-0010)
DLA Records Schedule August 2018

223

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.13.01 Security Inspections: All other 

Security areas. Includes areas 

designated by the Interagency Security 

Committee as Facility Security Levels I 

through IV. Surveys and inspections of 

security and safety measures at 

Government or privately owned facilities 

assigned a security awareness status by 

Government agencies. Includes: 

• Facility notes

• Inspector notes and reports

• Vulnerability assessments

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years

after updating the 

security assessment or 

terminating the 

security awareness 

status.

GRS 5.6, Item 

081 (DAAGRS-2017-

0006-0011)

5240.14 Major Subordinate Command (MSC)

Security Profiles. Documents reflecting 

status of security of MSC and secondary 

and tertiary field activities, including 

internal inspection reports, reports of 

preliminary inquiry, violation reports, 

correspondence on special security 

matters of problems within the activity, 

and reports of investigation.

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, obsolete, 

or no longer needed 

for reference.

N1-361-91-7

5240.15 Security Regarding Cases. Documents 

relating to the review of specific case 

files of classified documents or 

equipment for the purpose of regarding 

the document or the equipment.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years.

N1-361-91-7

5240.16 Top Secret Inventories. Registers, lists, 

comparable documents, and related paper 

accumulated in connection with the 

periodic inventory of Top Secret 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

completion of the next 

inventory, provided all 

material has been 

accounted for at that 

time

N1-361-91-7

5240.17 Classified Nondisclosure Agreements. 

Copies of nondisclosure agreements, 

such as SF 312, Classified Information 

Nondisclosure Agreement, signed by

civilian and military personnel with 

access to information which is classified 

Temporary. 

Maintained separately 

from the individual’s 

official personnel 

folder. Destroy when 

50 years old.

GRS 4.2, Item 

121 (DAAGRS-2015-

0002-0003)
DLA Records Schedule August 2018

224

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

under standards put forth by executive 

orders governing security classification.

Legal citation: ICD 703, Protection of 

Classified National Intelligence; 32 CFR 

2001.80(d)(2)(vii)

5240.18 Personnel Security Folders: Upon 

transfer to another DLA activity. 

Copies of requests for and certificates of 

personnel security clearance related 

transactions, and certificates of security 

briefing/debriefing, authorized for 

maintenance by Command Security 

Officers, and superseded forms serving 

related purposes; documents pertaining 

to limited access authorizations; case 

resumes and other documents relating to 

the processing of security clearances. 

Includes comparable transcripts of data 

in lieu of retaining documents relating to 

the processing of security clearances. 

Includes comparable transcripts of data 

in lieu of retaining copies of documents.

Temporary. Forward 

to gaining activity.

N1-361-91-7

5240.18.01 Personnel Security Folders: Upon 

separation or transfer to a non DLA 

organization. Copies of requests for and 

certificates of personnel security 

clearance related transactions, and 

certificates of security 

briefing/debriefing, authorized for 

maintenance by Command Security

Officers, and superseded forms serving 

related purposes; documents pertaining 

to limited access authorizations; case 

resumes and other documents relating to 

the processing of security clearances. 

Includes comparable transcripts of data 

in lieu of retaining documents relating to 

the processing of security clearances. 

Includes comparable transcripts of data 

in lieu of retaining copies of documents.

Temporary. Cutoff 

at end of CY. Place 

in inactive file, cut off 

at end of calendar 

year, retain in current 

files area, and destroy 

after 2 years.

N1-361-91-7

5240.19 Personnel Security Folders. Case 

resumes of reports of investigation, when 

Temporary. Cutoff 

at end of CY. Upon 

N1-361-91-7
DLA Records Schedule August 2018

225

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

relating to cases where derogatory 

information is involved, including 

documents reflecting actions taken and 

copies of documents similar to those 

described in (5240/R18 and 18.01). 

Records documenting personnel 

clearances by HQ DLA will have the 

same disposition as similar records 

described.

separation, place 

remaining documents 

in inactive file, cut off 

at end of calendar 

year, retain in a 

current files area, and 

destroy after 2 years.

5240.20 Security Awareness. Documents 

accumulated in connection with systems 

designed to obtain compliance with 

security regulations by all personnel, 

such as a system requiring that each 

individual periodically read applicable 

security regulations and sign a statement 

indicating that he understands them.

Temporary. Cutoff 

at end of Event. 

Destroy after the next 

periodic application of 

the system or upon 

inactivation of the 

office or system, 

whichever occurs first.

N1-361-91-7

5240.21 Foreign Visitors. Documents 

accumulated in connection with visit of 

foreign nationals to military installations 

and activities, including documents such 

as requests and authorizations to visit or 

receive training, notifications of security 

clearances, itineraries, reports, and 

related documents.

Temporary. Cutoff 

at end of Event. 

Retain in current files 

area and destroy 2 

years after expiration 

of approval.

N1-361-91-7

5240.22 Counterintelligence Investigative Files. 

Documents that reflect results of 

counterintelligence complaint or incident 

investigations involving DLA personnel 

or facilities, including reports of 

investigations from DoD and U.S. 

Government agencies.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

date of last action.

N1-361-91-7

5240.23 Counterintelligence Information Files.

Documents including counterintelligence 

threat assessments, reports on 

organization, mission, and modus 

operandi of hostile intelligence services, 

periodic counterintelligence summaries 

and similar non-investigative reports.

Temporary. Destroy 

upon supersession or 

obsolescence.

N1-361-91-7
DLA Records Schedule August 2018

226

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.24 Technical Surveillance 

Countermeasures (TSCM) Surveys/ 

Correspondence. Documents relating to 

the requesting, scheduling, coordinating, 

conducting and reporting of results of 

inspections and surveys accomplished to 

determine vulnerability of DLA facilities 

to technical surveillance, including 

documents reflecting follow-up action to 

comply with recommendations.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

next comparable 

survey or inspection.

N1-361-91-7

5240.25 Antiterrorism Reports. Documents 

concerning reports on terrorism, 

counterterrorism originated by DoD and 

other Government agencies and by 

private sector organizations, including 

hard copy and electrical messages.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed for reference.

N1-361-91-7

5240.26 Terrorism Threat 

Requests/Assessments. Documents 

concerning terrorism threat assessment 

requests and assessments originated and 

disseminated by Headquarters, Office of 

Command Security to DLA facilities or 

to DLA personnel assigned to, 

temporarily detailed to, or in transit to a 

particular area.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-91-7

5240.27 Terrorist Threat Assessment 

Information Files. Terrorist threat 

assessments originated outside DLA and 

transmitted to DLA for information.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed for reference.

N1-361-91-7

5240.28 Antiterrorism Action: DLA 

Involvement in actual terrorist 

incidents. Documents reflecting actions 

in implementation of DoD and DLA

antiterrorism programs and related 

materials.

Temporary. Cutoff 

at end of Event. 

Destroy 7 years after 

incident is closed. 

Retain in CFA 5 years 

then retire to FRC.

N1-361-91-7

5240.28.01 Antiterrorism Action: Other 

Documents. Documents reflecting 

actions in implementation of DoD and 

DLA antiterrorism programs and related 

materials.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed for reference.

N1-361-91-7
DLA Records Schedule August 2018

227

SCHEDULE 5240 - Intelligence/Counterintelligence

Record 

Series

Records Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5240.29 OPSEC Survey Files. Documents 

relating to preparation for and 

participation in OPSEC surveys within 

DLA Headquarters and primary level 

field activities.

Temporary. Destroy 

upon obsolescence or 

supersession.

N1-361-91-7

5240.30 OPSEC Training Files. Documents 

relating to the preparation, conduct and 

follow-up analysis of formal and 

informal training and awareness 

instruction designed to acquaint 

individuals with the objectives, 

principles and methods of OPSEC 

programs and to maintain a sense of 

OPSEC awareness among military and 

civilian personnel assigned to DLA and 

MSCs.

Temporary. Cutoff 

at end of Event. 

Destroy after 5 years 

or upon obsolescence 

or supersession.

N1-361-91-7
DLA Records Schedule August 2018

228

DLA RECORDS SCHEDULE – 5300 

OFFICE AND ADMINISTRATIVE RECORDS

This schedule describes records that are generally common to all offices and includes categories 

covering office and command administration records, supervisor's personnel files, standard 

operating procedures and correspondence files. 

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5300.1 General Information Request File. 

Requests for information, publications, 

photographs, and other information 

involving no administrative action, policy 

decision, or special compilations or 

research. Also includes 

acknowledgements, replies, and referrals 

of inquiries to other offices for response.

Temporary. Cutoff 

when action 

completed. Destroy 

when 90 days old.

GRS 4.2, Item 

010 (DAAGRS-2013-

0007-0001)

5300.1.01 Rescinded – Use 5300.1

5300.1.02 Rescinded – Use 5300.1

5300.1.03 Rescinded – Use 5300.1

5300.2 Reading Files. Copies of outgoing 

communications, including joint message 

forms, arranged chronologically, and 

maintained for reference.

Temporary. Cutoff 

at end of CY. 

Destroy 1 year after 

cutoff.

DAA-0361-

2015-0005-

0007

5300.3 Intermediary Records. Records of an 

intermediary nature, meaning that they 

are created or used in the process of 

creating a subsequent record. To qualify 

as an intermediary record, the record must 

also not be required to meet legal or fiscal 

obligations, or to initiate, sustain, 

evaluate, or provide evidence of decisionmaking. Records include: non-substantive 

working files: collected and created 

materials not coordinated or disseminated 

outside the unit of origin that do not 

contain information documenting 

significant policy development, action, or 

decision making. These working papers 

do not result directly in a final product or 

an approved finished report. Included are 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no 

longer needed for 

business use, 

whichever is later.

GRS 5.2, Item

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

229

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

such materials as rough notes and 

calculations and preliminary drafts 

produced solely for proof reading or 

internal discussion, reference, or 

consultation, and associated transmittals, 

notes, reference, and background 

materials. 

• Audio and video recordings of 

meetings that have been fully 

transcribed or that were created 

explicitly for the purpose of creating 

detailed meeting minutes (once the 

minutes are created)

• Dictation recordings

• Input or source records, which 

agencies create in the routine process 

of creating, maintaining, updating, or 

using electronic information systems 

and which have no value beyond the

input or output transaction: 

o hardcopy input source documents 

where all information on the 

document is incorporated in an 

electronic system (See Exclusion 

1 and Note 1)

o Electronic input source records 

such as transaction files or 

intermediate input/output files

• Ad hoc reports, including queries on 

electronic systems, whether used for 

one-time reference or to create a 

subsequent report

• Data files output from electronic 

systems, created for the purpose of 

information sharing or reference (see 

Exclusion 2) 

Exclusion 1: This item does not allow 

destruction of original hardcopy still 

pictures, graphic materials or posters, 

aerial film, maps, plans, charts, sound 

recordings, motion picture film, or video 
DLA Records Schedule August 2018

230

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

recordings once they are digitized. 

Agencies must follow agency-specific 

schedules for these records. If the records 

are unscheduled, the agency must submit 

a schedule for them. 

5300.4 Reference Library. Copies of policy or 

publications, correspondence, specialized 

references, inquiries, and information that 

is used for general reference within 

individual offices. Excludes issuing office 

record sets of publications and policy 

documents – file under Schedule 5025.3. 

Includes copies maintained for reference: 

• DLA and Component publications and 

policy (Instructions, Manuals, etc.,)

• DoD publications

• Major Subordinate Command (MSC)

Supplements

• Standard Operating Procedures (SOPs)

• Job aids or Desk procedures

• Congressional Inquiries

• GAO/Inspector General Reports

• Hotline, Fraud, Waste and abuse 

awareness material

• Reviews and audits and related 

responses and backup material

• Other similar reports and reference 

material used by offices 

Temporary. Review 

Annually. Destroy 

when superseded, 

obsolete, or no longer 

needed for reference.

DAA-0361-

2015-0005-

0001

5300.5 Transitory Records. Records required 

only for a short time (generally less than 

180 days) and that are not required to 

meet legal or fiscal obligations, or to 

initiate, sustain, evaluate, or provide 

evidence of decision-making. Records 

include, but are not limited to: 

• Messages coordinating schedules, 

appointments, and events

• Transmittal documents such as email, letters, cover memos, and 

facsimile cover sheets that do not 

provide evidence of approval, 

concurrence, or decision-making, or 

Temporary. Destroy 

immediately, or when

no longer needed for 

reference.

GRS 5.2, Item 

010 (DAAGRS-2017-

0003-0001)
DLA Records Schedule August 2018

231

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

include substantive comments

• Received copies of circulated internal 

information such as agency 

instructions, notifications, circulars, 

newsletters, and email blasts to 

employees

• Messages received from agency 

distribution lists or listservs

• ”to-do” or task lists and assignments

5300.6 Tracking and Control Records. 

Records used to provide access to and 

control of records authorized for 

destruction by the GRS or a NARAapproved records schedule: Includes:

• Indexes

• Lists

• Registers

• Inventories

• Logs

• Reports

• Routine requests for information or 

publications which require no 

administrative action, no policy 

decision, no special compilation or 

research for reply

• Other records in progress and not 

appropriate for filing with related 

records under other series. 

Temporary. Review 

Annually. Destroy 

when no longer 

needed.

GRS 4.1, Item 

010 (DAAGRS-2013-

0002-0016)

5300.7 Rescinded and merged with 5300.4

5300.8 Rescinded and merged with 5300.4

5300.9 Meeting Documentation. 

Documentation created and used by 

participants and staff offices for briefing 

presentations, in-house training, executive 

briefings to document meeting and 

conference events and related actions. 

Excludes copies retained by office of 

primary responsibility.

Includes, but not limited to, records: 

• Working group participants

Temporary. Cutoff 

at end of CY. 

Destroy no sooner 

than 1 year after 

cutoff but longer 

retention is 

authorized..

DAA-0361-

2015-0005-

0002
DLA Records Schedule August 2018

232

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Process action teams

• Ad hoc committees

• Briefing charts and spreadsheets

• Similar records used for work 

assigned projects and tasks

• Meeting minutes and agendas 

5300.10 Unidentified (Unscheduled) Files. 

Records for which an appropriate file 

number has not been assigned. 

Temporary. 

Authorized for use 

ONLY after approval 

by records 

management officer 

and on an interim 

basis not to exceed 1 

year until a 

permanent number is 

developed. These 

records will be 

retained in CFA until 

disposition authority 

is established.

N1-361-91-2

5300.11 Rescinded- use 5300.1

5300.11.01 Rescinded - use 5300.1

5300.11.02 Schedule of Daily Activities: High Level 

Management Officials. 

Calendars, appointment books, schedules, 

logs and diaries documenting meetings, 

appointments, telephone calls, trips, visits 

and other activities that contain substantive 

information relating to the official activities 

of the DLA Director and DLA Vice 

Director.

PERMANENT. 

Cutoff at end of CY. 

Paper – Retain in 

office for five years 

then transfer to FRC. 

FRC will transfer to 

the National Archives 

in 5 year blocks 20 

years after cutoff. 

Electronic – Transfer 

electronic records to 

the National Archives 

for pre-accessioning 3 

year(s) after cutoff. 

DAA-0361-

2014-0008-

0001

5300.12 Administrative Records. Information 

accumulated by individual offices that 

relate to routine day-to-day 

administration and management of the 

office rather than the mission-specific 

activities for which the office exists. 

Temporary. Destroy 

when 2 years old.

GRS 5.1, Item 

010 (DAAGRS-2016-

0016-0001)
DLA Records Schedule August 2018

233

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Records include: 

• Staff locators, unofficial 

organizational charts, and office 

seating charts (see Exclusion 1) 

• Office-level administrative policies 

and procedures and files related to 

their development (see Note 1)

• Calendars or schedules of daily 

activities of non-high-level officials 

(high-level officials are defined in 

GRS 6.1; this item covers those 

positions not defined as high-level)

• Informal requests and tracking of 

personnel training, travel, supplies, 

and equipment, excluding 

procurement and payment records and 

forms requesting training (e.g. SF182)

• Internal office activity and workload 

reports

• Studies and analyses of office 

administrative functions and activities

• Non-mission related management 

reviews and surveys

• Minutes of meetings related to 

administrative activities.

Exclusion 1: This item does not apply to 

recordkeeping copies of organizational 

charts, functional statements, and related 

records that document the mission-related 

organization, staffing, and procedures of 

the office. Agencies must schedule those 

records on an agency-specific schedule.

Note 1: This item covers administrative 

policies and procedures at the office/unit 

level. 

5300.13 Office Studies and Analyses. Records 

created as a result of studies and analyses 

conducted within an office that pertain to 

Temporary. Cutoff 

at end of CY. 

GRS 5.4, Item 

010 (DAAGRS-2016-
DLA Records Schedule August 2018

234

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

organization, workload, manpower, space 

requirements, office layouts, costing data, 

budgets, and similar records not directly 

related to mission.

Destroy when 2 years 

old.

0011-0001)

5300.14 Rescinded and merged with 5300.9

5300.15 Staff Visits. Correspondence, reports 

written after visits with findings and 

recommendations, and other similar 

records relating to staff or technical 

assistance visits to an activity.

Temporary. Cutoff 

at end of Event. 

Event is completion 

of visit. Destroy on 

completion of next 

comparable visit or 

when no longer 

needed, whichever is 

sooner.

DAA-0361-

2015-0005-

0003

5300.16 Office Time Keeping Records. Signin/sign-out records, time cards, leave 

applications and approvals of all types 

(annual, sick, family medical, military 

service, jury duty, leave donations, etc.); 

overtime, compensatory, and credit time 

requests and approvals; premium pay 

authorizations; and other records 

documenting employees’ presence at or 

absence from work.

Legal Citation: 29 U.S.C 516.5a

Temporary. Cutoff 

at end of CY. 

Destroy after GAO 

audit or when 3 years 

old, whichever is 

sooner.

GRS 2.4, Item 

030 (DAAGRS-2016-

0015-0003)

5300.17 Rescinded - use 5300.16

5300.17.01 Rescinded - use 5300.16

5300.18 Rescinded - use 5300.16

5300.19 Rescinded - use 8120.11.02

5300.19.01 Rescinded - use 8120.11.02

5300.19.02 Rescinded - use 1400.69

5300.20 Rescinded and merged with 5300.4

5300.21 Supervisor's Personnel Files. Records 

on positions, authorizations, pending 

actions, position descriptions, training 

records, Individual development plans, 

telework agreements, award 

recommendations, and records on 

individual employees not duplicated in or 

not appropriate for the OPF. These 

Temporary. Review 

annually and destroy 

superseded or 

obsolete documents, 

or destroy file 

relating to an 

employee within 1 

GRS 2.2, Item 

080 (DAAGRS-2017-

0007-0012)
DLA Records Schedule August 2018

235

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

records are sometimes called supervisors’ 

working files, unofficial personnel files 

(UPFs), and employee work folders or 

“drop” files

year after separation 

or transfer.

5300.22 Supervisor's Military Personnel Files. 

Informational documents accumulated on 

individual military personnel by offices 

not having custody of the individual 

personnel records. Includes copies of 

military position descriptions.

Temporary. Review 

annually, destroy 

superseded or 

obsolete documents. 

On transfer or 

separation of 

individual, place in 

inactive file. Cut off 

inactive file at end of 

calendar year, hold 1 

year, then destroy.

N1-361-91-2

5300.23 Rescinded - use 1400.45.01

5300.24 Rescinded - use 5300.33

5300.25 Rescinded - use 5300.33.01

5300.26 Administrative Control Records. Mail, 

printing, and telecommunication services 

control records. Records of general dayto-day communication service 

administration and specific transmission 

tracking. Includes: 

• Records that track shipment, routing, 

registration, certification, declared 

value, insurance, and receipt of 

incoming and outgoing mail, 

including overnight, express, special 

delivery, and specially tracked 

packages

• Messenger and courier service logs, 

assignment records and instructions, 

dispatch records, delivery receipts, 

route schedules, and related records 

documenting messenger and courier 

service activity

• Reports of loss, rifling, delayed or 

late delivery, wrong delivery, or other 

improper mail treatment

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

GRS 5.5, Item 

020 (DAAGRS-2016-

0012-0002)
DLA Records Schedule August 2018

236

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Records that document requisitioning 

and receiving stamps and postage 

meter balances

• Documentation and tracking to 

intended destination of valuables (e.g. 

checks, cash, stamps, money orders, 

etc.) the agency receives by mail or 

private delivery/messenger

• Staff and office directories the agency 

uses to ensure correct mail and 

package delivery

• Printing requisitions, work orders, 

samples, manuscript clearances, and 

related documents

• Mailing and contact lists a mailroom or 

similar office manages

• Telephone message registers and logs

5300.27 Metered Mail Records. Official metered 

mail reports such as GSA-1390A, 

“Quarterly Postage Mail Report / Record 

of Accountable Metered Mail Report,” 

and all related papers.

Temporary. Cutoff 

at end of CY. 

Destroy when 6 years 

old.

GRS 5.5, Item 

030 (DAAGRS-2016-

0012-0003_

5300.28 Rescinded - use 5300.26

5300.29 Rescinded. Micrographics Systems.

5300.30 General Travel and Transportation 

Files. Financial management and 

reporting administrative records. Records 

related to managing financial activities 

and reporting. Records include: 

• Correspondence

• Subject files

• Feeder reports

• Workload management and 

assignment records

Temporary. Cutoff 

at end of FY. 

Destroy when 3 years 

old.

GRS 1.1, Item 

001 (DAAGRS-2016-

0013-0001)

5300.30.01 Rescinded - use 5300.26

5300.30.02 Transportation Subsidy Program 

Administrative Records. Records 

related to managing the program, 

including: 

• Workload management and 

Temporary. Cutoff 

at end of FY. 

Destroy when 3 years 

old.

GRS 2.4, Item 

130 (DAAGRS-2016-

0015-0017)
DLA Records Schedule August 2018

237

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

assignment records

• Determining subsidy amount 

available to employees

• Publicity and program 

announcements

• Records of program-wide benefit 

delivery and receipt

• Statistical and narrative reports

• Similar records not linked to 

individual employee participation.

5300.30.03 Transportation Subsidy Program 

Individual Case Files. Case files of 

individual employee participation in 

transportation subsidy programs, such as: 

• Similar records not linked to 

individual employee participation

• Applications and supporting 

documents

• Eligibility verification

• Notice of approval or denial of 

participation in program

• Participant training documentation

• Periodic estimates of transit expenses

• Record of individual benefit delivery 

and receipt

• De-enrollment documents

• Settlement of outstanding debts by 

employee or Government when 

employee leaves program.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

employee 

participation 

concludes.

GRS 2.4, Item 

131 (DAAGRS-2016-

0015-0018)

5300.31 Official Passport Records: Application 

Files. Records related to administering 

the application or renewal of official 

passports and visas, including:

• Copies of passport and visa 

applications

• Passport and visa requests

• Special invitation letters

• Visa authorization numbers

• Courier receipts

Temporary. Cutoff 

at end of CY or

Event. Destroy when 

3 years old or upon 

separation of the 

bearer, whichever is 

sooner.

GRS 2.2, Item 

090 (DAAGRS-2017-

0007-0013)
DLA Records Schedule August 2018

238

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Copies of travel authorizations

5300.31.01 Official Passport of transferred or 

separated agency personnel. 

Temporary. Transfer 

to new agency or 

return to the 

Department of State 

upon expiration or 

upon separation of 

the employee.

None; filing

instruction

only

5300.31.02 Official Passport Records: Passport 

Registers. Registers and lists of agency 

personnel who have official passports.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

GRS 2.2, Item 

091 (DAAGRS-2017-

0007-0014)

5300.32 Command Issues and Oversight 

Documentation: Retained by MSC

Commanders and Above (or the office 

designated to maintain the 

documentation). Documentation on 

matters of critical interest to 

organizational commanders such as: 

• Policy memorandums and 

correspondence

• Organization and mission changes

• Resource Management

• Mission Performance

• Similar matters retained for oversight 

on key areas of organizational 

performance

PERMANENT. 

Cutoff at end of CY. 

Transfer hardcopy to 

WNRC when 3 years 

old; Transfer to 

National Archives in 

5 year blocks 15 

years after cutoff. 

Transfer electronic 

records to the 

National Archives for 

pre-accessioning 15 

years after cutoff.

DAA-0361-

2015-0005-

0008

5300.32.01 Command Issues and Oversight 

Documentation: Retained Below MSC

level. Documentation on matters of 

critical interest to organizational 

commanders such as: 

• Policy memorandums and 

correspondence

• Organization and mission changes

• Resource Management

• Mission Performance

Temporary. Cutoff 

at end of CY. 

Destroy 1 year after 

cutoff or when no 

longer needed for 

reference.

DAA-0361-

2015-0005-

0009
DLA Records Schedule August 2018

239

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Similar matters retained for oversight 

on key areas of organizational 

performance

5300.33 Correspondence: Originating Office 

for Program and Mission Functions 

(Program Office Correspondence). 

Correspondence that pertains to the 

missions and functions for which the 

office exists. Includes: 

• Letters, memoranda, endorsements

• Reports

• Related data involving a variety of 

subjects created or received that 

documents policy making 

• Program management guidance for 

the missions and functions within the 

individual program offices not 

appropriate for filing with other 

series. Includes:

o Interpretations and decisions on 

applicability

o Request for waivers and 

exceptions

o Data calls

o Periodic reporting and similar 

documents.

Temporary. Cutoff 

at end of CY. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

DAA-0361-

2015-0005-

0006

5300.33.01 Correspondence: Other Offices. Copies 

of official records maintained elsewhere 

or records that do not document policy 

and program guidance. Includes: 

• Letters, memoranda, endorsements

• Reports

• Related data involving a variety of 

subjects created or received that 

documents policy making 

• Program management guidance for 

the missions and functions within the 

individual program offices not 

appropriate for filing with other 

series. Includes:

Temporary. Cutoff 

at end of Calendar 

Year. Destroy when 

2 years old.

GRS 5.1, Item 

010 (DAAGRS-2016-

0016-0001)
DLA Records Schedule August 2018

240

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

o Interpretations and decisions on 

applicability

o Request for waivers and 

exceptions

o Data calls

o Periodic reporting and similar 

documents.

5300.34 Standard Operating Procedures (SOP). 

Procedural documentation, to include: job 

aides or desk guides, developed by the 

office of primary responsibility (Division 

or Office level), that provides detailed, 

written instructions issued to achieve 

uniformity of the performance of a 

specific function. These documents do 

not establish policy, but are instructions 

for implementing policy in a consistent, 

effective and efficient manner that are 

prescribed by Agency Instructions, 

Directives or Manuals. 

Temporary. Cutoff 

at end of CY when 

superseded or 

obsolete. Destroy or 

delete 5 years after 

cutoff or when no 

longer needed for 

business purposes.

DAA-0361-

2015-0005-

0004

5300.35 Appointment, Delegation and 

Designation of Authority. Includes 

forms, memoranda, letters and similar 

documents used to assign specific rolls, 

such as collateral duties, not covered 

elsewhere by an approved program 

schedule. Excludes position descriptions 

and similar formal human resource 

records covered by the General Records 

Schedule. 

Temporary. Cutoff 

annually when 

canceled or 

terminated. Destroy 

6 years after cutoff.

DAA-0361-

2015-0005-

0005

5300.36 Electronic Mail (Email) Capstone 

Official - Capstone Officials are senior 

officials designated by account level or 

by email addresses, whether the addresses 

are based on an individual’s name, title, a 

group, or a specific program function. 

Capstone officials include all those listed 

on an approved NARA form 1005 (NA1005), Verification for Implementing GRS 

6.1 

PERMANENT. 

Cutoff annually. 

Transfer to NARA 15 

years after cutoff.

GRS 6.1, item 

010 (DAAGRS-2014-

0001-0001)
DLA Records Schedule August 2018

241

SCHEDULE 5300 - Office and Administrative Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5300.36.01 Electronic Mail (Email) Non-Capstone 

Official. Email of all other officials, 

staff, and contractors not included in item 

5300.36 Not media neutral; applies to 

records managed in an electronic format 

only. This item applies to the majority of 

email accounts/users within an agency 

adopting a Capstone approach.

Temporary. Cutoff 

annually. Delete 

when 7 years old.

GRS 6.1, Item 

011 (DAAGRS-2014-

0001-0002)

5300.36 

and 36.01 

NOTES

Note 1: Emails that are needed longer than 7 years must be saved to an approved 

records management repository under an approved record series.

Note 2: Personal accounts should not be used to conduct official government 

business except in exceptional circumstances (44 USC 2911 as amended by Pub. L. 

1130-187). If there is a requirement to use a personal account to conduct official 

government business, the employee must:

1. Copy an official electronic messaging account in the original creation or 

transmission of the record or 

2. Forward a complete copy of the record to an official electronic messaging 

account not later than 20 days after the original creation or transmission of the 

record.

5300.37 Lost, Destroyed, or Damaged Shipment 

Records. Records documenting shipment of 

valuables under the Government Losses in 

Shipment Act, including consignee and 

carrier identification; shipment description; 

value or replacement value declaration, and 

registry or lock number; date and time of 

delivery; registry and carrier receipts; 

shipment notice; shipment inspection; report 

of loss, destruction, or damage; and claim for 

replacement.

Temporary. Cutoff 

at end of CY of 

Incident. Delete 

when 6 years old.

GRS 5.5, Item 

040 (DAAGRS-2016-

0012-0004)
DLA Records Schedule August 2018

242

DLA RECORDS SCHEDULE – 5307

General Counsel (Legal)

This schedule relates to providing legal advice and services in all matters involving or affecting 

DLA such as legislation; procurement and contract claims, appeals, and litigation; other 

litigation; standards of conduct; and legal assistance for military personnel and dependents.

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307.1 Legal Program/Project Files. 

Documents related to the formulation, 

management, administration and 

execution of individual Office of General 

Counsel programs/projects such as 

program plans, studies and analyses, 

reports, letter guidance and direction, and 

related documents.

Temporary. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-91-5

5307.2 Rescinded - use 5300.33

5307.2.01 Rescinded - use 5300.33.01

5307.3 Legislation Files. Records accumulated 

as a result of preparing and processing 

legislation, Executive Orders, and 

proclamations proposed by or of interest 

to DLA. Includes staff 

summaries/coordinating actions, 

proposals, correspondence, draft DLA 

legislation, comments to legislative 

proposals drafted by other agencies or 

DoD, and related background and 

supporting documentation. 

Temporary. Cutoff 

at end of Event.

Cutoff at close of 

each Congress. 

Destroy after 5 years.

 

N1-361-91-5

5307.4 Legal Opinions. Legal opinions and 

related documentation on plans, 

programs, systems, and operations not 

appropriate for inclusion in other files. 

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years 

or when no longer 

needed for reference, 

whichever is later.

N1-361-91-5

5307.5 Contract Review Files. Logs, checklists, 

comments, and similar records relating to 

the review of solicitations and proposed 

contract awards for legal sufficiency.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

contract terminated 

or completed. 

Exception: Files that 

N1-361-91-5
DLA Records Schedule August 2018

243

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

pertain to contract 

award protests 

and/or appeals 

proceedings, transfer 

to appropriate 

litigation file.

5307.6 Post-award Contract Files. Case files 

containing contractor complaints and 

disputes, attorney notes, conversation 

records, Contracting Officer Decisions, 

copies of cases and other supporting 

documentation relating to resolution of 

matters outside litigation.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

final resolution of the 

complaint or dispute.

N1-361-91-5

5307.7 Potential Claim Files. Accident reports, 

investigation reports, attorney notes, 

correspondence, and similar 

documentation relating to potential 

claims. If actual claim is initiated, transfer 

file contents to appropriate litigation 

series.

Temporary. Cutoff 

at end of CY. 

Destroy after 6 years 

and 3 months.

N1-361-91-5

5307.8 Novation Files. Forms, attorney notes, 

and correspondence relating to contractor 

ownership changes used to transfer legal 

obligations.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

completion of 

contract.

N1-361-91-5

5307.9 Bid Mistake Allegation Files. 

Correspondence, determinations and 

findings, and similar records accumulated 

as a result of reviewing contractor 

allegations of mistakes in bids on 

procurement contracts.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

completion of 

contract.

N1-361-91-5

5307.10 Court Contract Litigation. Case files 

consisting of litigation reports, court 

pleadings, motions, legal research 

memos, Department of Justice (DOJ) 

correspondence, agency correspondence, 

copies of contracts, decisions, transcripts 

of trial, transcripts of depositions of 

witnesses, court decisions, settlement 

agreements, withdrawal notices and 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

final settlement.

N1-361-91-5
DLA Records Schedule August 2018

244

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

related documentation used in contract 

litigation actions.

5307.11 Administrative Contract Litigation. 

Case files consisting of witness lists, 

interview notes, pleadings, motions, 

affidavits, correspondence, hearing 

transcripts, copies of final decisions and 

related documentation used in 

administrative law proceedings, such as 

appearances before the Armed Services 

Board of Contract Appeals.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

case closing.

N1-361-91-5

5307.12 Other Litigation. Case files relating to 

the processing of tort claims, personnel 

actions, and other such litigation related 

to matters other than contracts.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

case closing.

N1-361-91-5

5307.13 Bankruptcy Files. Notices, proofs of 

claim, DOJ correspondence, pleadings, 

reports/findings, judgments (court 

decision), cash collection vouchers, 

copies of check(s) received, and similar 

records relating to contractor insolvencies 

and bankruptcies.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

remuneration 

received or final 

judgment, whichever 

is later.

N1-361-91-5

5307.14 Agency Protest Files. Contracting 

Officer final decision papers, protest 

documents, attorney notes, 

correspondence, protest decision papers, 

and similar records used to support 

Agency legal position relating to contract 

award protests.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

final action.

N1-361-91-5

5307.15 GAO Protest Files. Notices, logs, 

reports, GAO conference transcripts and 

comments, pleadings, GAO decisions, 

requests for reconsideration, record of 

attorney costs, case confirmations, and 

similar records used to support Agency 

legal position relating to contract award 

protests filed with GAO.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

final settlement of the 

claim.

N1-361-91-5
DLA Records Schedule August 2018

245

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307.16 Contract Fraud Files. Report of fraud, 

referral letters, conversation records, 

investigative reports, conclusions 

/recommendations, synopsis, research 

material, and related records pertaining to 

matters of potential contract fraud, 

improper conduct, violations of conflict 

of interest laws, and similar matters. 

When such cases result in litigation, use 

170.28, Court Contract Litigation, or 

other applicable litigation series.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 6 years 

after completion.

N1-361-91-5

5307.17 Debarment, Suspension Files. DFARS 

Report from field, copies of indictments 

(including evidence), conversation 

records, memoranda of decisions, copies 

of notices of suspension and debarment, 

correspondence, contractor replies, 

termination notices of suspension, 

judgment sheets, and similar records 

relating to debarred, ineligible, or 

suspended contractors.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

date of DFARS 

Report.

N1-361-91-5

5307.18 Inventions Disclosure: HQ DLA Office 

of General Counsel. Documents relating 

to inventions on which patent 

applications are not prepared. Such 

documents result from the disclosure of 

inventions by military personnel, civilian 

employees of the Government, and from 

research and development under DoD 

contracts.

Temporary. Cutoff 

at end of CY. 

Destroy after 26 

years.

NN-168-94

5307.18.01 Inventions Disclosure: Other Activities. 

Documents relating to inventions on 

which patent applications are not 

prepared. Such documents result from the 

disclosure of inventions by military 

personnel, civilian employees of the 

Government, and from research and 

development under DoD contracts.

Temporary. Cutoff 

at end of CY. 

Destroy after 7 years.

NN-168-94
DLA Records Schedule August 2018

246

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307.19 Patent Case Files. Documents relating to 

actions involving the acquiring of patent 

rights of inventions.

Temporary. Cutoff 

at end of CY. 

Destroy after 26 

years.

NN-168-94

5307.20 Patent Licenses and Assignments. 

Documents concerning licensing and 

assignment arrangements for use of 

patents owned by non-governmental 

organizations or individuals, including 

clearances to procure licenses or 

assignments; and consisting of 

correspondence on license negotiations, 

requests for clearance, license 

agreements, reports submitted under the 

terms of the license, and similar papers.

Temporary. Cutoff 

at end of CY. 

Destroy after 26 

years.

NN-168-94

5307.21 Patent Infringement. Documents 

concerning the potential or actual 

infringement of patent rights or measures 

taken to preclude such infringement.

Temporary. Cutoff 

at end of CY. 

Destroy after 26 

years.

NN-168-94

5307.22 Patent Royalties. Documents concerning 

contractor royalty reports and refund or 

adjustment of reported royalties.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

NC-361-75-1

5307.23 Copyrights. Documents relating to the 

copyrighting of material, the obtaining of 

permission to use copyrighted material, or 

the infringement of a copyright.

Temporary. Cutoff 

at end of CY. 

Destroy after 56 

years.

NN-168-94

5307.24 General Ethics Program Records. 

Records created and maintained to 

coordinate and manage an agency’s ethics 

program. Records relate to the 

development, review, implementation, 

and interpretation of proposed or 

established executive branch standards of 

ethical conduct and other ethics 

regulations; conflict of interest and other 

ethics-related statutes and Executive 

Orders; and any agency supplemental 

standards of ethical conduct and other 

Temporary. Cutoff 

at end of CY. 

Destroy 6 years 

following the 

conclusion of an 

ethics regulatory 

review, provision of 

advice to an 

employee, making a 

determination 

regarding outside 

employment, or when 

no longer needed for 

GRS 2.8, Item 

010 (DAAGRS-2014-

0005-0001)
DLA Records Schedule August 2018

247

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

agency ethics-related regulations and 

directives. Includes: 

• Records documenting the review of 

proposed or established ethics-related 

statutes and regulations by ethics 

program officials, including copies of 

proposed legislation, comments, and all 

related records.

• Determinations, including advice and 

counseling to individual employees, and 

supporting records.

• Records relating to requests under 

agency supplemental standards of ethical 

conduct for prior approval of outside 

employment and activities. 

an active 

investigation; 

whichever is later.

5307.25 Public Financial Disclosure Reports: 

Executive Branch Personnel Public 

Financial Disclosure Reports (OGE 

Form 278) (formerly SF 278), OGE 

Form 278e, and related records. 

Reports for individuals filing in 

accordance with the Ethics in 

Government Act, as amended (5 U.S.C. 

app.), including the Stop Trading on 

Congressional Knowledge Act of 2012 

(STOCK Act) (Pub. L. 112-105), and not 

subsequently confirmed by the U.S. 

Senate. 

Legal Citation: 5 U.S.C. app. section 

105, 5 CFR 2634.603.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed.

GRS 2.8, Item 

060 (DAAGRS-2014-

0005-0007)

5307.25.01 Public Financial Disclosure Reports: 

All Other Reports. Executive Branch 

Personnel Public Financial Disclosure 

Reports (OGE Form 278) (formerly SF 

278), OGE Form 278e, and related 

records. 

Legal Citation: 5 U.S.C. app. Section 

105, 5 CFR part 2634.603.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

receipt of the OGE 

Form 278 or 278e by 

the agency or when 

no longer needed for 

active investigation, 

whichever is later. 

This disposition 

instruction is 

GRS 2.8, Item 

061 (DAAGRS-2014-

0005-0008)
DLA Records Schedule August 2018

248

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

mandatory; 

deviations are not 

allowed.

5307.26 Confidential Financial Disclosure 

Reports: Reports for individuals not 

subsequently confirmed by the U.S. 

Senate. Executive Branch Confidential 

Financial Disclosure Reports (OGE Form 

450) and Confidential Certificates of No 

New Interests (OGE Optional Form 450-

A), and related records. 

Legal Citation: 5 CFR 2634.604.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed. 

GRS 2.8, Item 

070 (DAAGRS-2014-

0005-0011)

5307.26.01 Confidential Financial Disclosure 

Reports: All Other Reports. 

Executive Branch Confidential Financial 

Disclosure Reports (OGE Form 450) and 

Confidential Certificates of No New 

Interests (OGE Optional Form 450-A), 

and related records. 

Legal Citation: 5 CFR 2634.604.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

receipt of the OGE 

Form 450 by the 

agency, except when 

the OGE Form 450 

supports one or more 

subsequent Optional 

OGE Form 450-As 

then destroy 6 years 

after receipt of the 

last related OGE 

Form 450-A by the 

agency, or when no 

longer needed for 

active investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed.

GRS 2.8, Item 

071 (DAAGRS-2014-

0005-0012)
DLA Records Schedule August 2018

249

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307.26.02 Confidential Financial Disclosure 

Reports: OGE Optional Form 450-A 

reports. Executive Branch Confidential 

Financial Disclosure Reports (OGE Form 

450) and Confidential Certificates of No 

New Interests (OGE Optional Form 450-

A), and related records. 

Legal Citation: 5 CFR 2634.604, 5 CFR 

2634.905 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

receipt of the OGE 

Form 450-A report 

by the agency, along 

with the associated 

OGE Form 450, or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed.

GRS 2.8, Item 

072 (DAAGRS-2014-

0005-0013)

NOTE: The OGE Form 450-A, filed for up to 3 consecutive years following the filing of 

an OGE Form 450, is an alternative disclosure report to the OGE Form 450 when 

there are no new interests to be reported by the filer. The “supporting OGE Form 

450” cannot be destroyed until the last OGE Form 450-A report is ready for 

destruction.

5307.27 Alternative or additional financial: 

Disclosure reports and related records. 

Reports for individuals not subsequently 

confirmed by the U.S. Senate.

Legal Citation: 5 U.S.C. app. section 105

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed. 

GRS 2.8, Item 

080 (DAAGRS-2014-

0005-0014)

5307.27.01 Alternative or additional financial: All 

other reports. Reports for individuals not 

subsequently confirmed by the U.S. 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

GRS 2.8, Item 

081 (DAAGRS-2014-
DLA Records Schedule August 2018

250

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Senate.

Legal Citation: 5 U.S.C. app. section 105

receipt of the 

financial disclosure 

report by the agency 

or when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; 

deviations are not 

allowed. 

0005-0015)

5307.28 Ethics Agreement Records:

Agreements for employees who do not 

file financial disclosure reports . 

Records documenting the review and 

issuance of ethics agreements used to 

remedy the appearance of potential or 

actual financial conflicts of interest, 

including: 

• review of recusals, resignations, 

reassignments, and divestitures 

• determinations

• authorizations

• waivers

• waivers of disqualifications 

Note: Ethics Pledges and associated 

waiver certifications are filed in the 

political appointee's Official Personnel 

Folder or equivalent folder under the 

authority of Executive Order 13490 (Jan. 

21, 2009): Prescribing Standards of 

Ethical Conduct for Government Officers 

and Employees. 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

the waiver or other 

agreed-upon 

determination or 

action has been 

issued or undertaken, 

or 6 years after it is 

no longer in effect, or 

when no longer 

needed for active 

investigation, 

whichever is later. 

GRS 2.8, Item 

100 (DAAGRS-2014-

0005-0017)

5307.28.01 Ethics Agreement Records: 

Agreements for employees who file 

financial disclosure reports. 

Records documenting the review and 

issuance of ethics agreements used to 

remedy the appearance of potential or 

Temporary. Cutoff 

at end of Event. 

Destroy at the same 

time as the 

employee’s last 

related financial 

GRS 2.8, Item 

101 (DAAGRS-2014-

0005-0018)
DLA Records Schedule August 2018

251

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

actual financial conflicts of interest, 

including: 

• review of recusals, resignations, 

reassignments, and divestitures 

• determinations

• authorizations

• waivers

• waivers of disqualifications 

Note: Ethics Pledges and associated 

waiver certifications are filed in the 

political appointee's Official Personnel 

Folder or equivalent folder under the 

authority of Executive Order 13490 (Jan. 

21, 2009): Prescribing Standards of 

Ethical Conduct for Government Officers 

and Employees.

report is destroyed or 

when no longer 

needed for active 

investigation, 

whichever is later. 

5307.29 Referrals and Notifications of 

Violations of Criminal Conflict of 

Interest Statutes and Other Potential 

Violations Files. Referrals to Inspectors 

General or the Department of Justice 

concerning ethics violations or suspected 

violations. This item also covers related 

background materials, including copies of 

disciplinary and corrective actions and 

disposition documents such as 

declinations of prosecution, and copies of 

OGE Form 202, Notification of Conflict 

of Interest Referral.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

final disposition of 

the referral to either 

the IG or DOJ.

GRS 2.8, Item 

020 (DAAGRS-2014-

0005-0002)

5307.30 Reports of payments accepted from 

non-Federal sources. Agency reports. 

Reports, including the “Semiannual 

Report of Payments Accepted from a 

Non-Federal Source,” submitted by 

agencies to the Office of Government 

Ethics and reported on the OGE Form 

1353 (SF 326). Reports summarize 

payments made to the agency from nonFederal sources for travel, subsistence, 

and related expenses of an employee who 

Temporary. Cutoff 

at end of Event. 

Destroy 3 years 

following submission 

of the report to OGE.

GRS 2.8, Item 

030 (DAAGRS-2014-

0005-0003)
DLA Records Schedule August 2018

252

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

attends a meeting or similar function 

relating to official duties.

5307.30.01 Reports of payments accepted from 

non-Federal sources. Supporting 

documentation. Documentation, such as 

statements submitted reports.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year 

following submission 

of the report to OGE.

GRS 2.8, Item 

031 (DAAGRS-2014-

0005-0004)

5307.31 Ethics program review records. 

Records relating to OGE reviews of 

agency compliance with executive branch 

ethics laws and regulations in such areas 

as financial disclosure, education and 

training, and advice and counseling. This 

includes OGE program review reports, 

notes and background materials produced 

during OGE program reviews, agency 60-

day response letters, and other follow-up 

records sent to OGE on the resolution of 

program deficiencies. 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

all outstanding ethics 

program review 

deficiencies have 

been resolved or 

when the 

documentation for 

the next program 

review is on file, 

whichever is later. 

GRS 2.8, Item 

050 (DAAGRS-2014-

0005-0006)

5307.32 Office of Government Ethics program 

questionnaire records. Questionnaires 

completed by ethics officials, such as the 

“Annual Agency Ethics Program 

Questionnaire,” the “Annual Agency 

Ethics Officer (DAEO) Survey,” and 

other questionnaires and surveys, 

including records created or collected to 

prepare responses to ethics program 

questionnaires and surveys. 

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

submission.

GRS 2.8, Item 

040 (DAAGRS-2014-

0005-0005)

5307.33 Ethics Program Employee Training 

and Education Files. Records relating to 

the administration of new employee 

ethics orientations, annual, and other 

types of ethics training and education. 

Records include, but are not limited to, 

annual plans, schedules of classes, rosters 

of employees required to attend, 

verification of training completion and 

other related records.

Temporary. Cutoff 

at end of CY. 

Destroy when 6 years 

old.

GRS 25, Item 

8a 
DLA Records Schedule August 2018

253

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307.33.01 Ethics Program Employee Training 

and Education Files. Record copy of 

materials used in providing new 

employee ethics orientations, annual, and 

other types of ethics training and 

education including, but not limited to, 

instructions, guides, handbooks, handouts 

and other materials used in training 

classes, bulletins, and newsletters.

Temporary. Cutoff 

at end of CY. 

Destroy when 6 years 

old or when 

superseded or 

obsolete, whichever 

is later. 

GRS 25, Item 

8b 

5307.34 Realigned with 5307.24 of this schedule per GRS Transmittal 24, GRS 2.8

5307.35 Legal Assistance. Correspondence, 

memoranda, attorney opinions, and 

similar records accumulated as a result of 

providing legal advice and assistance to 

military personnel and their dependents.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

completion of case 

except legal 

instruments 

withdrawn for use as 

precedents may be 

held until no longer 

needed for reference.

N1-361-91-5

5307.36 Military Justice. Documents relating to 

military justice such as investigations of 

alleged offenses, copies of documents 

furnished to Military Services regarding 

offenses, and similar material. Excludes 

non-judicial punishment records that 

should be filed in 310.25, Non-judicial 

Punishment.

Temporary. Cutoff 

at end of CY. 

Destroy after 6 years.

N1-361-91-5

5307.37 ADR Program Files. This item refers to 

the program management and routine 

activities of offices running ADR 

processes. Includes:

• program-related correspondence 

(excludes case-related

correspondence)

• copies of statutes, regulations

• meeting minutes

• final reports provided to senior 

management, oversight agencies, and

related records and data created, received, 

and maintained for

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old. 

GRS 2.3, Item 

010 (DAAGRS-2015-

0007-0001)
DLA Records Schedule August 2018

254

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

purposes of tracking agency compliance 

with relevant Executive

Order(s), as amended

• copies of records of financial payments 

and authorizations to mediators

and/or facilitators (excludes copies held 

by financial offices)

• evaluation records of the ADR program

• other records relating to the agency’s 

overall administration of its ADR

program.

5307.37.01 ADR case files: Informal process.

This item includes records that are not 

associated with another employee

dispute, complaint or grievance process. 

Includes:

• agreements to use ADR 

• documentation of the settlement or 

discontinuance of the ADR case

• parties’ written evaluations of the 

process and/or the neutral third party

mediator

• correspondence related to intake, 

process, settlement, and

evaluations (excluding evaluations of 

ADR program).

Temporary. Cutoff 

at end of CY. 

Destroy 3 years after 

case is closed.

GRS 2.3, Item 

011 (DAAGRS-2015-

0007-0002)

5307.37.02 ADR Case Files: Formal process.

This item includes originals and copies of 

records generated in response to

a referral from another dispute, grievance 

or complaint process (like EEO 

complaints or grievances). Includes:

• agreements to use ADR

• documentation of the settlement or 

discontinuance of the ADR case

• parties’ written evaluations of the 

process and/or the neutral third party

mediator

• correspondence related to intake, 

process, settlement, and

evaluations (excluding evaluation records 

of ADR programs).

Temporary. Cutoff 

at end of CY. 

Destroy 7 years after 

case is closed.

GRS 2.3, Item 

012 (DAAGRS-2015-

0007-0003)
DLA Records Schedule August 2018

255

SCHEDULE 5307 - General Counsel (Legal)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5307 Note: The records covered by this schedule relate to techniques and processes used in an 

agency’s ADR program in resolving disputes with or between its own employees 

or between the agency and the union(s).
DLA Records Schedule August 2018

256

DLA RECORDS SCHEDULE – 5330

PRINTING and COPYING

This schedule relates to Printing, Binding, Duplication, Distribution, and Automated Document 

Management Records. The principal records documenting these functions are:

(a) Records pertaining to requests for service, control, production, and distribution of individual 

jobs or projects. This material normally consists or requisitions requesting service and registers 

or similar media utilized to control the receipt of the requisitions and to record the production, 

distribution, and cost analysis of the unit responsible for handling, printing, binding, duplication, 

distribution, and automated document management matters within the agency; and 

(b) Correspondence and report files reflecting the activities of the unit responsible for handling, 

printing, binding, duplication, distribution, and automated document management matters within 

the agency. Any records created prior to January 1, 1921, must be offered to the National 

Archives and Records Administration before applying these disposition instructions. Not covered 

are the record copy of printed material; records retained by agencies for onsite audit by the 

General Accounting Office, and agency memorandum copies which are part of the accountable 

officers accounts records that reflect agency programs (such as those of the Government Printing 

Office and the Bureau of Engraving and Printing), rather than administrative management 

functions. All records described in this series are authorized for disposal in both hard-copy and 

electronic forms.

SCHEDULE 5330 - Printing and Copying

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5330.1 Rescinded - use 5300.33

5330.2 Printing Administrative and 

Operational Records. Records of 

printing/duplication services. Includes: 

• Agreements and related background 

data and other records regarding, 

printing, that the agency retains for 

administrative (not fiscal) use 

• Records that document acquiring, 

installing, changing, removing, 

printing equipment 

• Statistical reports 

• Related correspondence 

Exclusion: Agreements used to support 

payment vouchers are filed under 7000.1.

Temporary. Destroy 

when 3 years old, or 

3 years after 

applicable agreement 

expires or is 

canceled, as 

appropriate.

GRS 5.5, Item 

010 (DAAGRS-2016-

0012-0001)

5330.2.01 Printing Control Records. Records 

pertaining to the accomplishment of the 

job, containing requisitions, bills, 

samples, manuscript clearances, and 

related documents exclusive of 

requisitions on the Public Printer and 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

completion of job.

GRS 5.5, Item 

020 (DAAGRS-2016-

0012-0002)
DLA Records Schedule August 2018

257

SCHEDULE 5330 - Printing and Copying

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

related records; and exclusive of records 

relating to services obtained outside the 

agency. Job or project records containing 

information relating to planning and 

execution of printing, binding, 

duplication, distribution, and automated 

document management jobs. Includes 

mailing and contact lists.

NOTE: This record series does not cover 

the publications themselves. Transfer 

master Publication Records to the 

National Archives in accordance with 

record series 5025.3 Extra copies are nonrecords and may be destroyed when no 

longer needed.

Exclusion: Requistions used to support 

payment vouchers are filed under 7000.1.

5330.3 Rescinded - use 5330.2.01

5330.4 Rescinded - use 5330.2.01

5330.4.01 Rescinded - use 5330.2.01

5330.5 JCP Reports Records. Reports to 

Congress and related records. Agency 

report to Joint Committee on Printing 

regarding operation of Class A and B 

Plants and inventories of printing, 

binding, and related equipment in Class A 

and B Plants or in storage.

Temporary. Cutoff 

at end of CY. 

Destroy when 3 years 

old.

N1-361-98-2

5330.5.01 JCP Reports Records. Reports to 

Congress and related records. Copies in 

subordinate reporting units and related 

work papers.

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

date of report.

N1-361-98-2

5330.6 Internal Management Records. Records 

relating to internal management and 

operation of the unit.

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old.

N1-361-98-2
DLA Records Schedule August 2018

258

DLA RECORDS SCHEDULE – 5335

SUPPLIES and EQUIPMENT

This schedule relates to the administration of operating equipment maintenance and consolidated 

equipment pools.

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.1 Operating Equipment 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Operating Equipment 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

program effort, or 

when no longer 

required, whichever is 

sooner.

N1-361-90-01

5335.2 Rescinded - use 5300.33

5335.2.01 Rescinded - use 5300.33.01

5335.3 Equipment Management. 

Documentation consisting of equipment 

requests and requirements, installation 

planning papers, historical equipment 

utilization documents, mission 

requirement interpretations, customer 

feedback notations, computer listings, 

and related papers.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5335.4 Plans and Procedures. Documents 

outlining programs and reporting 

procedures for supervisors and staff to 

execute the equipment mission, 

schedules, work orders, and related 

papers providing guidance on manpower 

deployment, preventive maintenance, and 

work request execution.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year or when 

no longer needed for 

reference.

N1-361-90-01

5335.5 Equipment Utilization. Records of 

equipment use, maintenance, servicing, 

repair and modifications physically 

maintained with each equipment item.

Temporary. Cutoff at 

end of Event. Destroy 

upon final disposition 

of related equipment.

N1-361-90-01
DLA Records Schedule August 2018

259

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.6 Equipment Performance. Charts and 

graphs reflecting status for job orders, 

cost performance and related operational 

activities. Documents define frequency 

and duration of data collections, 

establishes desired reporting formats, and 

directs performance related data.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5335.7 Equipment Administrative and 

Operational Records. Records relating 

to administering and operating 

equipment, stocks, and supplies. Includes: 

• Statistical and narrative reports 

• Studies 

• Requests for space using Standard Form 

81 or equivalent 

• Space assignments and directories 

• Inventories of, equipment, furnishings, 

stock, and supplies 

• Reports of survey regarding lost, 

damaged, missing, or destroyed property 

• Requisitions for supplies and equipment 

• Records tracking supply and 

procurement requirements 

• Records scheduling and dispatching 

vehicles, monitoring use, and reporting 

use 

• Related correspondence 

Note: Records of supply and property 

procurement are filed under 7000.1.

Temporary. Cutoff at 

end of CY. Destroy 

after 5 years.

GRS 5.4, Item 

010 (DAAGRS-2016-

0011-0001)

5335.8 Equipment Inspection, Maintenance 

and Service Records: Long-term 

Maintenance. Records documenting 

inspection, maintenance, service, and 

repair activities relating to buildings, 

grounds, Federally owned and operated 

housing, equipment, and personal 

property. Includes: 

• Repair and maintenance work orders, 

requisitions, and related papers 

• Maintenance and inspection logs and 

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old. 

GRS 5.4, Item 

070 (DAAGRS-2016-

0011-0008)
DLA Records Schedule August 2018

260

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

reports 

• Job orders, service call records, action 

sheets, and repair logs 

• Work, shop, or job schedules 

5335.8.01 Equipment Inspection, Maintenance 

and Service Records: Tracking 

Completion of Minor Repair Work. 

Records documenting inspection, 

maintenance, service, and repair activities 

relating to buildings, grounds, Federally 

owned and operated housing, equipment, 

and personal property. Includes: 

• Repair and maintenance work orders, 

requisitions, and related papers 

• Maintenance and inspection logs and 

reports 

• Job orders, service call records, action 

sheets, and repair logs 

• Work, shop, or job schedules

Temporary. Cutoff at 

end of CY. Destroy 

when 90 days old. 

GRS 5.4, Item 

071 (DAAGRS-2016-

0011-0009)

5335.9 Equipment Ownership Records, 

Operation Manuals and Warranties. 

Equipment identification, registration, 

and warranty records. Also, manuals and 

similar documentation, whether produced 

locally or by the manufacturer.

Temporary. Transfer 

with item to new 

owner or destroy when 

item is excessed as 

appropriate.

GRS 5.4, Item 

030 (DAAGRS-2016-

0011-0003)

5335.10 Equipment Acquisition. Statements of 

work, purchase requests, quality 

acceptance criteria, certification of funds 

and related material required for 

acquisition of equipment.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years

N1-361-90-01

5335.11 Equipment Requirements. DLA Form 

1475, Operating Equipment 

Requirements, and reports of operating 

equipment.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years or when 

no longer needed for 

reference

N1-361-90-01

5335.12 Supply Requests. Documents related to 

supply and material requirements.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01
DLA Records Schedule August 2018

261

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.13 Tools and Equipment. Documents 

related to the authorization for the 

procurement of tools and equipment, 

developed controls and accountability 

records.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5335.14 Equipment Pool Management. Papers 

related to providing heavy cargo, 

personnel, and material transport 

vehicles, and drivers throughout the base.

Temporary. Destroy 

after 3 months.

N1-361-90-01

5335.15 Schedules and Controls. Papers related 

to the administration of manpower and 

equipment for the accomplishment of 

material movement for the mission, 

records of fuel use, meters, off base 

miles, downtime, preventive and 

unscheduled maintenance, and percentage 

availability data.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5335.16 Motor Vehicle Accident and Incident 

Files. Records about vehicle accidents—

that vehicle management offices 

maintain, including: 

• Standard Form 91, Motor Vehicle 

Accident Report 

• Standard Form 94, Statement of Witness 

• Standard Form 95, Claim for Damage, 

Injury, or Death 

• copies of investigative reports (see 

Exclusion for original investigative 

reports) 

Temporary. Cutoff at 

end of Event. Destroy 

6 years after case is 

closed.

GRS 5.4, Item 

140 (DAAGRS-2016-

0011-0017)

5335.17 Motor Vehicle Release Files. Records 

agencies create when disposing of excess 

or surplus personal property by sale, 

donation, or destruction. Includes: 

• Excess property inventories and lists 

• Lists and other records identifying 

approved receivers of excess property 

• Donation receipts 

• Destruction certificates 

• Documentation of vehicle transfer by 

sale, donation, or exchange, including 

Standard Form 97, United States 

Temporary. Cutoff at 

end of Event. Destroy 

4 years after vehicle 

leaves agency custody.

GRS 5.4, Item 

040 (DAAGRS-2016-

0011-0004)
DLA Records Schedule August 2018

262

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Government Certificate to Obtain Title to 

a Motor Vehicle 

• Related correspondence 

5335.18 Vehicle/Equipment Operator Files. 

Records of individual employee operation 

of Government-owned vehicles and 

equipment, including tests, certifications, 

use authorization, safe driving/use 

awards, and related records. 

Temporary. Cutoff at 

end of Event. Destroy 

3 years after 

separation of 

employee or 3 years 

after recision of 

authorization to 

operate Governmentowned vehicles, 

whichever is sooner.

GRS 5.4, Item 

110 (DAAGRS-2016-

0011-0014)

5335.19 Equipment Utilization. Equipment 

utilization forms, DD Form 1970, Motor 

Equipment Utilization Records.

Temporary. Destroy 

after 3 months.

N1-361-90-01

5335.20 Furnished Services. Papers related to the 

assignment and use of rigging and crane 

support services and equipment to base 

activities.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year or when 

no longer needed for 

reference.

N1-361-90-01

5335.21 Equipment History. Documents and 

papers that provide a history of individual 

pieces of equipment. Included are 

specifications, contracts, acceptance tests, 

description of unit, lubrication and 

servicing plans, modifications, 

maintenance and repair, and test and 

inspection records.

Temporary. Cutoff at 

end of Event. Destroy 

when equipment item 

has been disposed of.

N1-361-90-01

5335.22 Rescinded - use 5335.8

5335.23 Warehouse Equipment. Documents 

relating to the maintenance, repair, 

renovation and erecting of miscellaneous 

warehouse storage equipment.

Temporary. Retain on 

historical record.

N1-361-90-01

5335.24 Rescinded - use 5335.8

5335.25 Base Supply Program/Project Files. 

Documents related to the familiarization, 

management, administration, and 

execution of individual Base Supply 

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of 

N1-361-90-01
DLA Records Schedule August 2018

263

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

programs and projects such as program 

plans, studies and analysis, reports, letter 

guidance, documentation, and related 

documents.

program effort, or 

when no longer 

required, whichever is 

sooner.

5335.26 Rescinded - use 5300.33

5335.26.01 Rescinded - use 5300.33.01

5335.27 Supply/Equipment Order 

Forms/Listings. Forms providing a list 

of supplies ordered, providing records of 

equipment purchases, lists of equipment 

ordered from a particular vendor, 

equipment ordered by organizations, 

related forms and documents which list 

purchase request and supplies ordered 

providing vendors, terms, delivery dates, 

source, etc.

Temporary. Cutoff at 

end of Event. Destroy 

10 years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2016-

0013-0001)

5335.28 IMPREST Fund. Documents which 

provide a list of items ordered and 

IMPREST Fund expenditures, and related 

cashier reimbursement vouchers.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-90-01

5335.29 Stock Requirements. Documents which 

provide a report of new stock 

requirements, and listings of potential 

stock items.

Temporary. Review 

annually. Destroy 

when no longer 

needed for reference.

N1-361-90-01

5335.30 Balance File. Forms which record the 

status of base supply balances, listed by 

National Stock Number, location of 

supplies, and item manager, respectively; 

and reports providing identification of 

items stocked.

Temporary. Review 

annually. Destroy 

when superseded.

N1-361-90-01

5335.31 Supply/Equipment Requisition. Forms, 

property records, equipment 

justifications, order documents which 

relate to the request or order of supplies 

and equipment.

Temporary. Review 

annually. Destroy 

when obsolete.

N1-361-90-01
DLA Records Schedule August 2018

264

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.32 Supply/Equipment Withdrawals. 

Forms, screeners tally request to freeze 

excess/surplus property, copies of order 

documents, shipping documents, 

requisitions and invoices, and copies of 

equipment justifications which relate to 

the withdrawal of supplies and 

equipment.

Temporary. Destroy 

after 60 days.

N1-361-90-01

5335.33 Voucher Register. Voucher register 

forms.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-90-01

5335.34 Receiving. Copies of supply or services 

order forms, and shipping documents 

containing data required for processing 

receiving reports.

Temporary. Review 

annually. Destroy 

when superseded.

N1-361-90-01

5335.35 Excess Supplies and Equipment.

Records agencies create when disposing 

of excess or surplus personal property by 

sale, donation, or destruction. Includes: 

• Excess property inventories and lists

• Lists and other records identifying 

approved receivers of excess property

• Donation receipts

• Destruction certificates

• Related correspondence 

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

GRS 5.4, Item 

040 (DAAGRS-2016-

0011-0004)

5335.36 Supply/Equipment Returns. Standard 

return forms, and equipment transfer or 

return forms which contain information 

regarding the return of excess supplies 

and/or equipment.

Temporary. Review 

annually. Destroy 

when no longer 

needed.

N1-361-90-01

5335.37 Fuel Products Inventories. Documents 

relating to monthly inventories of fuel 

products, base operating support system 

balance records, inventory adjustment 

vouchers, and inventory reconciliation 

logs.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-90-01

5335.38 Equipment Inventories. Correspondence 

requesting hand receipt inventories.

Temporary. Cutoff at 

end of CY. Destroy 

when superseded.

N1-361-90-01
DLA Records Schedule August 2018

265

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.39 Petroleum Prices. Documentation 

prepared and maintained reporting 

standard prices for bulk petroleum prices.

Temporary. Cutoff at 

end of Event. Destroy 

when conditions of 

contract have been 

met.

N1-361-90-01

5335.40 Rescinded - use 5300.4 or 5025.3.01

5335.40.01 Rescinded - use 5300.4 or 5025.3.01

5335.41 Publications and Blank Form Stock 

Records. Control records or cards 

maintained to assure maintenance of 

stocks on-hand sufficient to meet 

requirements.

Temporary. Cutoff at 

end of Event. Destroy 

after card is filled, or 

on supersession, 

rescission, or 

obsolescence of items 

indicated thereon, 

whichever is sooner.

N1-361-90-01

5335.42 Supply Loss/Damage. Office initiated 

reports of survey forms recording the 

loss, damage or destruction of stocked 

supplies/equipment, control registers, 

authorizations for release of equipment or 

vehicles for repair.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-90-01

5335.43 Equipment Records. Correspondence 

and forms which account for nonexpendable property issued to hand 

receipt accounts. Forms documenting 

equipment records which include turnins, issues, master hand receipt listings by 

class codes, stock numbers, or issues and 

turn-ins. Correspondence relating to 

changes for station property hand 

receipts.

Temporary. Review 

annually. Destroy 

when superseded.

N1-361-90-01

5335.44 Furniture Requirements. Forms which 

document justifications for replacement 

or purchase of additional equipment.

Temporary. Cutoff at 

end of Event. Destroy 

1 year after receipt of

item.

N1-361-90-01

5335.45 Rescinded - use 7000.1
DLA Records Schedule August 2018

266

SCHEDULE 5335 - Supplies and Equipment

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

5335.46 Property Pass Files. Records 

authorizing removal of Government and 

privately owned property or materials off 

premises owned or leased by the Federal 

Government. Also includes hand receipts 

when used by staff to physically remove 

property.

Temporary. Cutoff at 

end of Event. Destroy 

3 months after 

expiration or 

revocation.

GRS 5.6, Item 

040 (DAAGRS-2017-

0006-0005)
DLA Records Schedule August 2018

267

DLA RECORDS SCHEDULE – 5400

Privacy Act and Freedom of Information Act (FOIA)

This schedule relates to the program oversight for DLA Privacy and FOIA functions.

SCHEDULE 5400 - Privacy Act and Freedom of Information Act (FOIA)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5400.1 Access and Disclosure Request Files. 

Case files created in response to requests 

for information under the Freedom of 

Information Act (FOIA), Mandatory 

Declassification Review (MDR) process, 

Privacy Act (PA), Classification 

Challenge, and similar access programs, 

and completed by:

• granting the request in full

• granting the request in part

• denying the request for any reason 

including:

o inability to fulfill request because 

records do not exist

o inability to fulfill request because 

request inadequately describes 

records

o inability to fulfill request because 

search or reproduction fees are not 

paid

• final adjudication on appeal to any of 

the above original settlements

• final agency action in response to court 

remand on appeal Includes:

• requests (either first-party or thirdparty)

• replies

• copies of requested records

• administrative appeals

• related supporting documents (such as 

sanitizing instructions)

Exclusion: Record copies of requested 

records are not covered by this item. They 

remain covered by their original disposal 

authority with the originating program 

office. 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

final agency action 

or 3 years after final 

adjudication by the 

courts, whichever is 

later.

GRS 4.2, Item 

020 (DAAGRS-2016-

0002-0001)
DLA Records Schedule August 2018

268

SCHEDULE 5400 - Privacy Act and Freedom of Information Act (FOIA)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5400.2 Control Files for FOIA and Privacy 

Act. Records documenting control points 

and accountability for information relating 

to access requests. Includes:

• Forms, registers, ledgers, logs, and 

tracking systems documenting 

requester identity and contact 

information, request date, and nature 

of purpose of request

• Inventories of controlled records

• Forms accompanying documents to 

ensure continuing control, showing 

names of people handling the 

documents, intra-office routing, and 

comparable data

• Agent and researcher files

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

date of last entry, 

final action by 

agency (such as 

downgrading, 

transfer or 

destruction of 

related classified 

documents, or 

release of 

information from 

controlled 

unclassified status) 

or final adjudication 

by courts, as may 

apply, whichever is 

later.

GRS 4.2, Item 

040 (DAAGRS-2016-

0002-0004)

5400.3 Accounting or Privacy Act Disclosure 

Files. Files maintained under the 

provisions of 5 U.S.C. 552a(c) for an 

accurate accounting of the date, nature, 

and purpose of each disclosure of a record 

to any person or to another agency 

includes:

• Forms with the subject individual’s 

name

• Records of the requester’s name and 

address

• Explanations of the purpose for the 

request

• Date of disclosure

• Proof of subject individual’s consent

Temporary. Cutoff 

at end of Event. 

Dispose of in 

accordance with the 

approved disposition 

instructions for the 

related subject 

individual’s records, 

or 5 years after the 

disclosure for which 

the accountability 

was made, 

whichever is later.

GRS 4.2, Item 

050 (NC1-64-

77-1 item 27)
DLA Records Schedule August 2018

269

SCHEDULE 5400 - Privacy Act and Freedom of Information Act (FOIA)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5400.4 FOIA, Privacy Act, Administrative 

Records. Records on managing 

information access and protection 

activities. Records include: 

• Correspondence related to routine 

implementation of the FOIA and 

Privacy Act and administration of 

security classification, control, and 

accounting for classified documents 

• Associated subject files

• Feeder and statistical reports 

Temporary. Cutoff 

at end of CY. 

Destroy when 3

years old.

GRS 4.2, Item 

001 (DAAGRS-2016-

0013-0003)

5400.5 Privacy Act System of records Notices 

(SORNS). Agency copy of notices about 

the existence and character of systems of 

records, documenting publication in the 

Federal Register when the agency 

establishes or revises the system, per the 

Privacy Act of 1974 [5 U.S.C. 552a(e)(4) 

and 5 U.S.C. 552a(e)(11)], as amended. 

Also significant material documenting 

SORN formulation, other than Privacy 

Impact Assessment records (see 5400.13).

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

supersession by a 

revised SORN or 

after system ceases 

operation.

GRS 4.2, Item 

150 (DAAGRS-2016-

0003-0002)

5400.6 Privacy Act Report Files. Annual 

reports prepared by office performing 

DLA-wide responsibility. Documents 

consisting of recurring reports and 

onetime information requirements relating 

to agency implementation of the Privacy 

Act. Included are annual reports to OMB 

and Congress, similar reports, and related 

documents.

PERMANENT. 

Transfer to National 

Archives in 5- year 

blocks when 30 

years old.

N1-361-90-01

5400.7 Realigned with 5400.1 per GRS Transmittal 24, GRS 4.2

5400.8 Realigned with 5400.1 per GRS Transmittal 24, GRS 4.2

5400.9 Realigned with 5400.1 per GRS Transmittal 24, GRS 4.2

5400.10 Realigned with 5400.2 per GRS Transmittal 24, GRS 4.2

5400.11 FOIA and Privacy Act Report Files. 

Documents relating to recurring reports to 

Congress, Department of Justice (DOJ) or 

other entities regarding FOIA, Privacy 

Act and similar access and disclosure 

programs.

Temporary. Cutoff 

after Event. 

Destroy 2 years after 

date of report.

GRS 4.2, Item 

070 (DAAGRS-2013-

0007-0006)
DLA Records Schedule August 2018

270

SCHEDULE 5400 - Privacy Act and Freedom of Information Act (FOIA)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

Note: This item does not apply to 

summary reports incorporating 

government-wide statistics. These must be 

scheduled separately by the summarizing 

agent. 

5400.12 Privacy Act Amendment Request Files. 

Files relating to an individual’s request to 

amend a record pertaining to that 

individual under 5 U.S.C. § 552a(d)(2), to 

the individual’s request for review of an 

agency’s refusal to amend a record under 

5 U.S.C. §552a (d) (3), and to any civil 

action or appeal brought by the individual 

against the refusing agency under 5 

U.S.C. § 552a (g). Includes:

• Requests to amend and to review 

refusal to amend

• Copies of agency’s replies 

• Statement of disagreement 

• Agency justification for refusal to 

amend a record 

• Appeals 

• Related materials

Temporary. Cutoff 

after Event. 

Destroy with the 

records for which 

amendment was 

requested. 

GRS 4.2, Item 

090 (DAAGRS-2013-

0007-0007)

5400.13

Overview

Records Analyzing Personally Identifiable Information (PII). Records 

documenting whether certain privacy and data security laws, regulations, and 

agency policies are required. How the agency collects, uses, shares, and maintains 

PII; and incorporation of privacy protections into records systems as required by 

the E-Government Act of 2002 (Public Law 107-347, section 208), the Privacy Act 

of 1974 (5 U.S.C. 552a), and other applicable privacy laws, regulations, and 

agency policies. Includes significant background material documenting 

formulation of final products.

Overview do not use for records retention.

5400.13.01 Records of Privacy Threshold analyses 

(PTAs) and Initial Privacy Assessments 

(IPAs). Records of research on whether 

an agency should conduct a Privacy 

Impact Assessment (PIA).

Temporary. 

Destroy 3 years after 

associated PIA is 

published or 

determination that 

PIA is unnecessary.

GRS 4.2, Item 

160 (DAAGRS-2016-

0003-0003)
DLA Records Schedule August 2018

271

SCHEDULE 5400 - Privacy Act and Freedom of Information Act (FOIA)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5400.13.02 Records of Privacy Impact Assessment 

(PIA)

Temporary. 

Destroy 3 years after 

a superseding PIA is 

published, after 

system ceases 

operation, or (if PIA 

concerns a website) 

after website is no 

longer available to 

the public, as 

appropriate.

GRS 4.2, Item 

161 (DAAGRS-2016-

0003-0004)

5400.14 Legal and Regulatory Compliance Reporting Records. Reports prepared in 

compliance with Federal laws and regulations, such as the E-Government Act 

(Public Law 107-347), Title III (Federal Information Security Management Act), 

and Title V (Confidential Information Protection and Statistical Efficiency Act), as 

codified in 44 U.S.C. §101. 

Overview do not use for retention

5400.14.01 Annual Reports by Agency CIO, 

Inspector General, or Senior Agency 

Official for Privacy. 

Legal citation: OMB M-07-16. 

Temporary. 

Destroy 5 years after 

submission of report.

GRS 4.2, Item 

080 (DAAGRS-2013-

0007-0022)

5400.14.02 All Other Agency Reports and Internal 

Reports by individual system owners to 

the Senior Agency Official for Privacy 

(SAOP). 

Temporary. 

Destroy 2 years after 

submission of report.

GRS 4.2, Item 

081 (DAAGRS-2013-

0007-0023)
DLA Records Schedule August 2018

272

DLA RECORDS SCHEDULE – 5401

LEGISLATIVE AFFAIRS

This schedule relates to the program and functions involving liaison between DLA and Congress.

SCHEDULE 5401 - Legislative Affairs

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

5401.1 Congressional Affairs 

Program/Project Files. Documents 

related to the formulation, management, 

administration and execution of 

individual Congressional Affairs 

programs/projects such as program plans, 

studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-91-3

5401.2 Rescinded - use 5300.33

5401.3 Congressional Inquiries. 

Correspondence and related backup 

material resulting from inquiries by 

members of Congress and Congressional 

committees concerning DLA matters and 

Agency responses to these inquiries.

Temporary. Cutoff 

at end of CY. 

Destroy after 8 years.

N1-361-91-3

5401.4 Congressional Hearings and 

Testimonies. Hearing schedule 

statements, inquiries from committees, 

witness lists, copies of other witness’s 

statements, transcripts, and related 

materials accumulated as a result of 

preparing and presenting testimonies 

before Congress.

PERMANENT. 

Cutoff at close of

each Congress, hold 

in CFA 2 years, and 

retire to FRC. 

Transfer to the 

National Archives 

when 30 years old.

NC1-361-76-5

5401.5 Biography Files. Pictures, biographies, 

district information, and similar data 

accumulated on each member of 

Congress for use by Agency personnel 

appearing before congressional hearings.

Temporary. Cutoff 

at end of CY. 

Destroy after 2 years 

or when no longer 

needed for reference.

N1-361-91-3
DLA Records Schedule August 2018

273

DLA RECORDS SCHEDULE – 6000 

SAFETY and HEALTH

This schedule relates to development and managing programs that assure safe working 

conditions and to activities that promote the health of employees and others.

SCHEDULE 6000 - Safety and Health

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

6000.1 Safety and Health Program/Project 

Files. Documents related to the 

formulation, management, administration 

and execution of individual Safety and 

Health programs/projects such as program 

plans, studies and analyses, reports, letter 

guidance and direction, and related 

documents.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

termination of 

program effort, or 

when no longer 

required, whichever 

is sooner.

N1-361-91-15

6000.2 Rescinded - use 5300.33

6000.2.01 Rescinded - use 5300.33.01

6000.3 Safety and Health Case Files. Safety 

Program Report, mishap reports, accident 

analysis reports, other similar reports, 

printouts, and related backup materials 

used to investigate, record and report 

hazards and accidents involving 

Government personnel, vehicles and 

facilities, and recommend action to 

prevent recurrences.

Note: Contract Administration /Quality 

functions should use 4155.13, Contractor 

Mishaps

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after

all aspects of the case 

are closed.

N1-361-91-15

6000.4 Lactation Coordinator Records.

Lactation program participant files 

consisting of participant personal 

information, doctors slips, agreements, 

information release authorizations, and 

similar materials used to document 

agreement to terms of room use, provide 

doctors information when conditions 

warrant, properly label and collect stored 

milk, release DLA from adverse event 

accountability and ensure program 

Temporary. Cutoff 

at end of Event. 

Destroy 6 months 

after participant 

ceases program 

participation.

N1-361-05-1
DLA Records Schedule August 2018

274

SCHEDULE 6000 - Safety and Health

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

compliance.

6000.5 Hazard Report File. Program Safety 

Reports, annual Occupational Safety and 

Health Administration (OSHA) reports, 

personnel strength listings, quarterly 

reports, logs, correspondence, notes and 

related backup materials used to identify 

hazardous conditions and recommend 

corrective actions.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-91-15

6000.6 Industrial Hygiene Survey Reports. 

Reports of the data and results of surveys 

conducted to evaluate employee 

exposures to workplace health hazards 

such as noise, toxic chemicals, or 

radiation

Temporary. Cutoff 

at end of CY. 

Destroy after 40 

years.

NC1-361-80-1

6000.7 Security Inspections: Areas Requiring 

Highest Level Security Awareness. 

Includes areas designated by the 

Interagency Security Committee as 

Facility Security Level V. Surveys and 

inspections of security and safety 

measures at Government or privately 

owned facilities assigned a security 

awareness status by Government 

agencies. Includes: 

• Facility notes

• Inspector notes and reports

• Vulnerability assessments

Temporary. Cutoff 

at end of CY. 

Destroy after 5 years.

GRS 5.6, Item 

080 (DAAGRS-2017-

0006-0010)

6000.7.01 Security Inspections: All other Security 

areas. Includes areas designated by the 

Interagency Security Committee as 

Facility Security Levels I through IV. 

Surveys and inspections of security and 

safety measures at Government or 

privately owned facilities assigned a 

security awareness status by Government 

agencies. Includes: 

• Facility notes 

• Inspector notes and reports

• Vulnerability assessments

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years

after updating the 

security assessment 

or terminating the 

security awareness 

status.

GRS 5.6, Item 

081 (DAAGRS-2017-

0006-0011)
DLA Records Schedule August 2018

275

SCHEDULE 6000 - Safety and Health

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

6000.8 Confined Space Entry Permit. A written 

and approved certification that verifies 

pre-entry measures were completed to 

ensure that a space is safe to entry of 

personnel to perform inspections, 

maintenance, or other assigned work. 

Each permit documents compliance with 

the Occupational Safety & Health 

Administration (OSHA) requirements 

including the identification of all the 

required data elements in accordance with 

29 CFR 1910.146.

Temporary. Cutoff 

after permit 

expires/cancels..

DESTROY after 

completion of the 

annual review of the 

permit space 

program.

The DLA component 

Office of Primary 

Responsibility (OPR) 

will retain the official 

record copy of the 

Confined Space Entry 

Permit.

DAA-0361-

2014-0007-

0001

NOTE:

6000.8

If a hazard/accident to personnel or equipment were encountered during a Confined 

Space Entry, the DLA component OPR will retain the official record copy of the 

Confined space entry permit with the associated Mishap report

6000.9 Individual Non-Occupational Health 

Record Files. Forms, correspondence, 

and other records, including summary 

records, documenting an individual 

employee’s medical history, physical 

condition, and visits to Government 

health facilities, for non-work-related 

purposes. EXCLUDING records covered 

by Schedule 6000.11.

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

date of last entry.

GRS 1, Item 

19 

6000.10 Health Unit Control Files: Information 

is Summarized on Statistical Report. 

Logs or registers reflecting daily number 

of visits to dispensaries, first aid rooms, 

and health units.

Temporary. Cutoff 

at end of Event. 

Destroy 3 months 

after last entry.

GRS 1, Item 

20a

6000.10.01 Health Unit Control Files: Information 

is Not Summarized. Logs or registers 

reflecting daily number of visits to 

dispensaries, first aid rooms, and health 

units.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

last entry.

GRS 1, Item 

20b
DLA Records Schedule August 2018

276

SCHEDULE 6000 - Safety and Health

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

6000.11

Overview

Employee Medical Folder (EMF).

NOTE: Electronic master files and data bases created to supplement or replace the 

records covered by GRS 1, Item 21 are not authorized for disposal under the GRS. 

Such files must be scheduled on an SF 115

This overview is for record series 6000.11.01 through 6000.11.03. Do not use the 

overview for retention.

6000.11.01 Long-term medical records as defined in 

5 CFR Part 293, Subpart E – Transferred 

Employees.

See 5 CFR Part 293, 

Subpart E for 

instructions

GRS 1, Item 

21a(1)

6000.11.02 Long-term medical records as defined in 

5 CFR Part 293, Subpart E – Separated 

Employees.

Temporary. Transfer 

to NPRC, St. Louis, 

MO 30 days after 

separation. NPRC 

will destroy 75 years 

after birth date of 

employee; 60 years 

after date of the 

earliest document in 

the folder, if the date 

of birth cannot be 

ascertained; or 30 

years after latest 

separation, 

whichever is later.

GRS 1, Item 

21a2

6000.11.03 Temporary or short-term records as 

defined in the Federal Personnel Manual 

(FPM).

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

separation or 

transfer of employee.

GRS 1, Item 

21b

6000.12 Statistical Summaries. (see note) Copies 

of statistical summaries and reports with 

related papers pertaining to employee 

health, retained by the reporting unit.

NOTE: Electronic master files and data 

bases created to supplement or replace the 

records covered by this item are not 

authorized for disposal under the GRS. 

Such files must be scheduled on an SF 

115

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

date of summary of 

report.

GRS 1, Item 

22
DLA Records Schedule August 2018

277

DLA RECORDS SCHEDULE – 6055

DLA SECURITY AND EMERGENCY SERVICES

This schedule relates to; programs involving policies, plans, procedures and conduct of Reports 

of Initiative, Crime Vulnerability Assessments, Reports of Investigation, Response to Leads, 

Reports of Corrective Action, Commander or Director’s Reports of Corrective Action, Reports 

of Post Sale Investigation, Criminal Information Reports, Reports of Preliminary Inquiry, 

Reports of Referral, Trade Security Assessment Records, Reports of Outreach, and Police 

Incident Reports, and recording and reporting of criminal incidents in the DLA Criminal Incident 

Reporting System (DCIRS) and into the national crime records system.

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.1 Security Program/Project Files. 

Documents related to the formulation, 

management, administration, and 

execution of individual security programs 

such as program plans, studies and 

analyses, reports, letter guidance and 

direction, and related documents.

Temporary. Cutoff at 

end of Event. Destroy 

2 years after 

termination of program 

effort.

N1-361-91-07

6055.2 Rescinded - use 5300.33

6055.3 Designation of Security Officials.

Documents relating to the designation or 

assignment of individuals as security 

control officers, documents control 

officers, and custodians of classified 

documents.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-91-7

6055.4 Index to the Personnel Security Case 

Files. Lists or reports showing the 

current security clearance status of 

individuals.

Excludes copies of clearances included 

in HR Civilian Personnel Schedule 

1300.59, Official Personnel Folders or in 

Intelligence/Counterintelligence 

Schedule 5240.18, Personnel Security 

Folders.

Temporary. Cutoff at 

end of Event. Destroy 

when superseded or 

obsolete.

GRS 5.6, Item 

190 (DAAGRS-2017-

0006-0026)

6055.5 Criminal Incident/Investigations File:

When Entered into DCIRS. Reports of 

investigation; messages; statements of 

witnesses, subjects and victims; 

photographs; laboratory reports; data 

Temporary. Cutoff at 

end of Event. 

Destroy/erase 25 years 

after completion.

N1-361-91-7
DLA Records Schedule August 2018

278

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

collection reports; and other related 

papers. Records pertain to civilian and 

military personnel of DLA, contractor 

employees and other persons who 

committed or are suspected of having 

committed a felony or misdemeanor on 

DLA controlled activities or facilities; or 

outside of those areas in cases where 

DLA is or may be a party of interest.

• Reports of Investigation

• Response to Leads

• Reports of Corrective Action

• Commander or Director’s Reports of 

Corrective Action

• Reports of Preliminary Inquiry

• Reports of Referral

• Police Incident Reports.

6055.5.01 Criminal Incident/Investigations File:

When NOT Entered into DCIRS. 

Reports of investigation; messages; 

statements of witnesses, subjects and 

victims; photographs; laboratory reports; 

data collection reports; and other related 

papers. Records pertain to civilian and 

military personnel of DLA, contractor 

employees and other persons who 

committed or are suspected of having 

committed a felony or misdemeanor on 

DLA controlled activities or facilities; or 

outside of those areas in cases where 

DLA is or may be a party of interest.

• Reports of Investigation

• Response to Leads

• Reports of Corrective Action

• Commander or Director’s Reports of 

Corrective Action

• Reports of Preliminary Inquiry

• Reports of Referral

• Police Incident Reports.

Temporary. Cutoff at 

end of Event. 

Destroy/erase 10 years 

after completion.

N1-361-91-7
DLA Records Schedule August 2018

279

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.6 Crime Vulnerability Assessments, 

Reports of Post Sale Investigation, and 

Criminal Information Reports.

Temporary. Cutoff at 

end of Event. 

Destroy/erase 10 years 

after completion.

N1-361-08-3

6055.7 Trade Security Controls Assessment 

Records. Not related to a specific 

transaction

Temporary. Cutoff at 

end of Event. 

Destroy/erase 6 years 

after last transaction.

N1-361-08-3

6055.7.01 Trade Security Controls Assessment 

Records. Related to a specific transaction

Temporary. Cutoff at 

end of Event. 

Destroy/erase 6 years 

after last transaction.

N1-361-08-3

6055.7.02 Trade Security Controls Assessment 

Records. Reports of Outreach

Temporary. Cutoff at 

end of Event. 

Destroy/erase 5 years 

after completion.

N1-361-08-3

6055.8 Reports of Polygraph Examination.

Temporary Records (Non-historical, as 

determined by the Defense Criminal 

Investigative Service (DCIS)).

Temporary. Cutoff at 

end of Event. 

Destroy/erase 35 

years after receipt 

from DCIS.

N1-361-08-3

6055.8.01 Reports of Polygraph Examination.

Permanent Records (Historical, as 

determined by DCIS).

PERMANENT. 35 

years after receipt 

from DCIS, transfer to 

NARA for permanent 

retention.

N1-361-08-3

6055.9 Analysis of Criminal Offenses and 

Trends. Summaries, charts, graphs and 

statistical data reflecting trends in crime.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-7

6055.10 Protective Services Agreements and 

Authorizations. Documents reflecting 

memorandums of understanding 

agreements, and authorizations 

concerning physical security, law 

enforcement, and criminal investigative 

matters with Military Departments and 

Temporary. Cutoff at 

end of Event. Destroy 

3 years after 

supersession or 

obsolescence.

N1-361-91-7
DLA Records Schedule August 2018

280

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

Federal and State agencies.

6055.11 Protective Services Special Equipment. 

Documents relating to requirements for 

procurement and use of equipment, other 

than those described under 6055.20, 

Physical Barriers and 6055.24, Protective 

Communications, such as speed detection 

radars, identification cameras and related 

equipment, tear gas masks, and 

specialized transportation equipment.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

acquisition of the 

equipment to which the 

documents relate or 

when no longer needed 

if equipment is not 

obtained.

N1-361-91-7

6055.12 Visitor Processing Records: Areas 

Requiring Highest Level Security 

Awareness. Includes areas designated 

by the Interagency Security Committee as 

Facility Security Level V. Registers or 

logs recording names of outside 

contractors, service personnel, foreign 

national and other visitors, employees 

admitted to areas, and reports on vehicles 

and passengers.

Temporary. Cutoff at 

end of Event. Destroy 

when 5 years old.

GRS 5.6, Item 

110 (DAAGRS-2017-

0006-0014)

6055.12.01 Visitor Processing Records: All Other 

Facility Security Areas. Includes areas 

designated by the Interagency Security 

Committee as Facility Security Level I 

through IV. Registers or logs recording 

names of outside contractors, service 

personnel, foreign national and other 

visitors, employees admitted to areas, and 

reports on vehicles and passengers.

Temporary. Cutoff at 

end of Event. Destroy 

when 2 years old.

GRS 5.6, Item 

111 (DAAGRS-2017-

0006-0015)

6055.13 Rescinded - use 6055.12

6055.13.01 Rescinded - use 6055.12.01
DLA Records Schedule August 2018

281

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.14 Personal Identification Credentials 

and Cards: Application and Activation 

Records. Records about credential 

badges (such as smart cards) that are (1) 

based on the HSPD12 standards for 

identification cards issued to Federal 

employees, contractors, and affiliates, 

and (2) used to verify the identity of 

individuals seeking physical access to 

Federally controlled Government 

facilities, and logical access to 

Government information systems. Also 

referred to as:

• Common Access Cards (CAC) cards, 

• Personal Identity Verification (PIV) 

cards, 

• Homeland Security Presidential 

Directive 12 (HSPD-12) credentials. 

Temporary. Cutoff at 

end of Event. Event is 

after employee or 

contractor’s departure 

or termination. Destroy 

mandatory and 

optional data elements 

housed in the agency 

identity management 

system and printed on 

the identification card 

6 years after 

terminating an 

employee or 

contractor’s 

employment.

GRS 5.6, Item 

120 (DAAGRS-2017-

0006-0016)

6055.14.01 Personal Identification Credentials 

and Cards: Cards. Records about 

credential badges (such as smart cards) 

that are (1) based on the HSPD12 

standards for identification cards issued 

to Federal employees, contractors, and 

affiliates, and (2) used to verify the 

identity of individuals seeking physical 

access to Federally controlled 

Government facilities, and logical access 

to Government information systems. 

Also referred to as:

• Common Access Cards (CAC) cards, 

• Personal Identity Verification (PIV) 

cards, 

• Homeland Security Presidential 

Directive 12 (HSPD-12) credentials. 

Temporary. Destroy 

after expiration, 

confiscation, or return.

GRS 5.6, Item 

121 (DAAGRS-2017-

0006-0017)

6055.15 Motor Vehicle Registration. Documents 

and records relating to permanent 

registration of private vehicles to include 

commercial vehicles.

Temporary. Cutoff at 

end of Event. Destroy 

upon normal 

expiration or 

supersession of 

N1-361-91-7
DLA Records Schedule August 2018

282

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

registration or 3 years 

after revocation of 

registration.

6055.16 Motor Vehicle Liability Insurance. 

Documents pertaining to requirements for 

motor vehicle liability insurance 

coverage, accepted and accredited 

insurers, solicitation and sale, suspension 

or withdrawal of solicitation or 

accreditation privileges, reports, notices, 

certificates and other related documents.

Temporary. Cutoff at 

end of Event. Destroy 

after 1 year, or when 

superseded or no 

longer needed, 

whichever is later 

except that documents 

pertaining to 

suspension or 

withdrawal actions 

initiated by DLA 

activities will be 

retained and destroyed 

after 3 years.

N1-361-91-7

6055.17 Vehicle Accident Investigation. 

Reports, sketches, and related papers 

concerning accident investigations.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-91-7

6055.18 Traffic Violations. Documents relating 

to traffic tickets for moving and 

nonmoving violations, withdrawal of 

driver permits, and related papers.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-91-7

6055.19 Seizure and Disposition of Property. 

Documents pertaining to acquisition and 

disposition of contraband and physical 

evidence.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after final 

action, except criminal 

cases in which 

retention and 

disposition will be as 

in series 6055.5, 

Criminal Incident / 

Investigations File.

N1-361-91-7

6055.20 Firearms Registration. Documents 

relating to registration of privately owned 

weapons and firearms.

Temporary. Cutoff 

after cancellation of 

registration or 

departure of 

registrant from 

jurisdiction of the 

registering activity. 

Destroy 1 year after 

DAA-0361-

2014-0003
DLA Records Schedule August 2018

283

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

cancellation of 

registration or 

departure of registrant 

from jurisdiction of the 

registering activity.

6055.21 Loss and Recovery of Firearms and 

Ammunition: HQ DLA Command 

Security. Documents and reports relating 

to the loss and recovery of firearms and 

ammunition including equipment 

designed to increase the efficiency or 

destructiveness of firearms. Includes 

reports made by HQ DLA to the National 

Crime Information Center.

Temporary. Cutoff at 

end of CY. Destroy 

after 10 years.

N1-361-91-7

6055.21.01 Loss and Recovery of Firearms and 

Ammunition: Other Offices. 

Documents and reports relating to the 

loss and recovery of firearms and 

ammunition including equipment 

designed to increase the efficiency or 

destructiveness of firearms. Includes 

reports made by HQ DLA to the National 

Crime Information Center.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-7

6055.22 Physical Security Area. Documents, 

plans, and related papers pertaining to 

classification designation, procedures, 

and requirements for sensitive areas 

requiring special protective measures.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when the area 

no longer requires 

special protective 

measures, whichever is 

later.

N1-361-91-7

6055.23 Physical Barriers. Documents relating 

to use, design, installation, and 

maintenance of physical barriers.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when the area 

no longer requires 

special protective 

measures, whichever is 

later.

N1-361-91-7
DLA Records Schedule August 2018

284

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.24 Protective Lighting. Documents relating 

to use, design, installation, and 

maintenance of protective and emergency 

lighting.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when the area 

no longer requires 

special protective 

measures, whichever is 

later.

N1-361-91-7

6055.25 Routine Surveillance Recordings. 

Surveillance recordings sufficient for 

physical security/law enforcement 

requirements. Copy records that provide 

evidence of an incident into the 

appropriate investigative file.

Temporary. Destroy 

or delete after 30 days.

GRS 5.6, Item 

090 (DAAGRS-2017-

0006-0012)

6055.26 Protective Alarm System. Documents 

relating to use, design, installation, and 

maintenance of alarms and intrusion 

detection systems.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when the 

alarm system is 

removed, whichever is

later.

N1-361-91-7

6055.27 Protective Communications. 

Documents relating to use, design, 

installation, maintenance, and security of 

communication nets used by protective 

services forces.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when the 

communications net is 

removed, whichever is 

later.

N1-361-91-7

6055.28 Police Force Records. Documents 

relating to operation and use of a police 

force; clearances, qualifications, training, 

examination, uniforms, and weapons of 

personnel; and order, supervision, 

records, and reports.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year or when 

superseded or 

obsolete, as applicable.

N1-361-91-7

6055.29 Police Blotter. DLA Form 1620 or 

similar records listing incidents and 

actions taken. May include ledger 

records of arrests, cars ticketed, and 

outside police contacts. 

Temporary. Cutoff at 

end of Event. Destroy 

3 years after final 

entry.

N1-361-91-7
DLA Records Schedule August 2018

285

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.30 Key and Card Access Accountability 

Record: Areas Requiring Highest 

Level Security. Includes areas 

designated as Facility Security Level V.

• Records accounting for keys and 

electronic access cards

• Documents relating to the use of 

locks, keys, and combinations

• Security storage areas and bins

• Inspections and movements of 

vehicles with Government materiel 

onto, within, and off of installations 

or facilities.

Temporary. Cutoff at 

end of Event. Destroy 

3 years after turn-in of 

key. 

GRS 5.6, Item 

020 (DAAGRS-2017-

0006-0002)

6055.30.01 Key and Card Access Accountability 

Record: All Other Facility Security 

Areas. Includes areas designated as 

Facility Security Levels I through IV.

• Records accounting for keys and 

electronic access cards

• Documents relating to the use of 

locks, keys, and combinations

• Security storage areas and bins

• Inspections and movements of 

vehicles with Government materiel 

onto, within, and off of installations 

or facilities.

Temporary. Cutoff at 

end of Event. Destroy

6 months after turn-in 

of key.

GRS 5.6, Item 

021 (DAAGRS-2017-

0006-0003)

6055.31 Physical Security Surveys. Documents 

including schedules pertaining to annual, 

semiannual, or special surveys to 

determine adequacy of physical security 

of activities, facilities, or sensitive areas 

or operations.

Temporary. Cutoff at 

end of CY. Retain in 

CFA. Destroy after 3 

years or when obsolete 

or no longer needed, 

whichever is later

N1-361-91-7

6055.32 Security and Protective Services 

Administrative Records. Records about 

routine facility security, protective 

services, and personnel security program 

administration. Includes: 

• Status reports on cleared individuals 

and other reports 

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

GRS 5.6, Item 

010 (DAAGRS-2017-

0006-0001)
DLA Records Schedule August 2018

286

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

• Staffing level and work planning 

assessments, such as guard 

assignment records 

• Standard operating procedures 

manuals.

6055.33 Safety Hazards. Correspondence and 

meeting minutes relating to the 

identification and recording of potential 

safety hazards and recommendations for 

correction.

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-90-01

6055.34 Fire Prevention and Protection 

Equipment. Pamphlets, catalogs, and 

papers containing information for 

ordering equipment parts and 

maintenance products; manufacturer 

provided information on equipment 

warranties; checklists and inspection lists 

identifying equipment and supplies as 

accounted for and in serviceable 

condition; hand receipts and records 

pertaining to the issuance of Government 

equipment and property.

Temporary. Destroy 

when obsolete or no 

longer needed.

N1-361-90-01

6055.35 Rescinded - use 5335.9

6055.36 Rescinded - use 5335.8 or 5335.8.01

6055.37 Equipment Control. Hand-receipts and 

records pertaining to the issuance of 

Government equipment and property.

Temporary. Destroy 

when no longer 

needed.

N1-361-90-01

6055.38 Rescinded - use 5300.4

6055.39 Firemen Logs. Log books, records, 

forms, and documentation of fire 

department actions and activities 

pertaining to duty assignments, 

inspections, fire calls and evacuation 

drills.

Temporary. Cutoff at 

end of CY. Destroy 

after 7 years.

N1-361-90-01

6055.40 Engineer Logs. Logbooks and records of 

overtime hours worked.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-90-01

6055.41 Work Schedules. Charts and lists 

assigning personnel to specific hours and 

dates of duty.

Temporary. Destroy 

when superseded.

N1-361-90-01
DLA Records Schedule August 2018

287

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.42 Inspections. Building fire inspection 

reports and records.

Temporary. Cutoff at 

end of CY. Destroy 

after 5 years.

N1-361-90-01

6055.43 Fire Extinguishers. Inventory, test, 

inspection and location records of fire 

extinguishers.

Temporary. Cutoff at 

end of CY. Pending 

NARA Approval

Do Not 

Destroy

6055.44 Sprinkler Systems. Inspection, 

maintenance, and cleaning records for 

sprinkler systems.

Temporary. Cutoff at 

end of CY. Pending 

NARA Approval

Do Not 

Destroy

6055.45 Hazardous Materials. Records, lists, 

and correspondence relating to existing 

hazardous materials, their monitoring, 

elimination, and accident/spill reports.

Temporary. Cutoff at 

end of CY. Destroy 

after 75 years.

N1-361-90-01

6055.46 Ambulance Calls. Reports and records 

of ambulance calls and response actions.

Temporary. Cutoff at 

end of CY. Pending 

NARA Approval

Do Not 

Destroy

6055.47 Fire Calls. Reports pertaining to 

individual fire calls, damage, injuries and 

similar information.

Temporary. Cutoff at 

end of CY. Pending 

NARA Approval

Do Not 

Destroy

6055.48 Fire Incidents. Reports and records of 

all fire losses over $1000.

Temporary. Cutoff at 

end of CY. Destroy 

after 2 years.

N1-361-90-01

6055.49 Physical Security: Access Control.

Records relating to implementation and 

compliance with physical security 

requirements. Includes:

• Access control records (sign-in logs, 

listing of authorized individuals, etc.,)

• Lock combinations (up-to-dated 

record of door combination – change 

as required)

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year. 

GRS 4.2, Item 

031 (DAAGRS-2013-

0007-0020)
DLA Records Schedule August 2018

288

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

6055.50 After Action Reports (AAR). 

Documents, intended to serve as aids to 

performance evaluation and 

improvement, by registering situationresponse interactions, analyzing critical 

procedures, determining their 

effectiveness and efficiency, and 

proposing adjustments and 

recommendations. An AAR reviews all 

aspects of the preparations for, immediate 

response to, and initial recovery from 

serious or significant incidents or training 

exercises. The response and recovery 

from a serious incident or training 

exercise provides a significant test of the 

capabilities of the installation and 

community partners. The final AAR

document identifies strengths, 

weaknesses and areas for improvement 

and provides recommendations for future 

response and recovery efforts. Types of 

AARs are (1) Actual Serious Incidents 

(includes but not limited to bomb threats, 

active shooter, hostage, fires, chemical 

spills/leaks, adverse weather conditions 

(i.e. hurricane, flooding), and (2) 

Training Exercises (i.e. full scale 

exercises).

NOTE: Serious Incidents may need to 

be scheduled separately with NARA as 

Permanent Records. Check with NARA 

Archivist.

Temporary. Cutoff at 

end of CY. Destroy 

when 5 years old.

GRS 5.3, Item 

010 (DAAGRS-2016-

0004-0001)

6055.51 Rescinded - use 5335.46

6055.52 Continuity of Operations (COOP) 

Planning and Related Emergency 

Planning Files. Records may include: 

• Records on continuity and emergency 

planning administrative and 

operational activities for: 

o Briefing materials and 

presentations 

Temporary. Cutoff at 

end of CY. Destroy 

when 3 years old.

GRS 5.3, Item 

010 (DAAGRS-2016-

0004-0001)
DLA Records Schedule August 2018

289

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

o Status reports 

o Informational papers 

o Files documenting policy or plan 

development, including policy 

studies 

procedures, operational manuals, 

and 

related development records 

o Implementation guidance 

o Related correspondence 

o Memorandum (s) of 

Understanding 

o Delegations of Authority/Orders 

of 

o Succession 

• Continuity plans or directives and 

supporting documentation, including 

but not limited to: GRS

o Continuity of Operations (COOP) 

plans 

o Devolution Plans 

o Occupant Emergency Plans 

(OEP) 

o Emergency Action Plans (EAP) 

o Facility Emergency Action Plans 

o (FEAPS)

o Records Emergency Plans 

(REMT) 

o Disaster Recovery Plans (DRP) 

o Pandemic Influenza Plans 

• Records on continuity or emergency 

tests or exercises, such as: 

o Instructions to members 

participating in tests 

o Staffing assignments 

o Records of tests of 

communications and facilities 

• Evaluative reports on continuity or 

emergency tests or exercises, such as: 

o Result reports 

o Readiness reports
DLA Records Schedule August 2018

290

Schedule 6055 - DLA Security and Emergency Services

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instruction 

Disposition 

Authority

o Risk and vulnerability 

assessments 

o Site evaluations and inspections 

o Corrective action plans 

o Improvement plans 

Note 1: Continuity or emergency plans 

that are acted upon in the event of a 

national emergency may be of permanent 

value. If an agency has such records that 

document response to significant events, 

it may submit a records schedule for 

NARA review. If an agency believes its 

continuity records generally warrant 

permanent retention, it must submit a 

records schedule to NARA to cover these 

records. 

Note 2: Records on employee training for 

COOP are scheduled under 1400.5. 

Records on essential records management 

are scheduled in 5015.2.

Note 3: Email records for Capstone 

officials are scheduled under 5300.36.
DLA Records Schedule August 2018

291

DLA RECORDS SCHEDULE – 7000

BUDGET AND FINANCE

This schedule relates to overall financial management plans, accounting, disbursement, and 

collection of appropriated funds and includes records created from these functions as well as 

from auditing and cost accounting activities and military and civilian pay administration. See 

Non-Appropriated Financial Management Schedule 7305.

Definitions for 7000.1 – Financial transaction records include those created in the course of 

procuring goods and services, paying bills, collecting debts, and accounting for all finance 

activity, per the following definitions.

Procuring goods and services is the acquisition of physical goods, products, personal property,

capital assets, infrastructure services such as utilities, and contracted personnel services to be 

used by the Federal Government. 

Paying bills means disbursements of federal funds for goods and services, and fulfilling 

financial obligations to grant and cooperative agreement recipients.

Collecting debts includes the collection of income from all sources (excluding taxation).

Accounting is the recording, classifying and summarizing of financial transactions and events 

related to assets, liabilities, revenue from all sources, and expenses to all payees to support

financial reporting, enable audit, and accumulate and generate management information to assist 

in establishing an agency’s resource allocation priorities.

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.1 Financial transaction records related to 

procuring goods and services, paying 

bills, collecting debts, and accounting: 

Official Records held in the Office of 

Record.

Many records included in this item are 

maintained by accountable officers to 

account for the availability and status of 

public funds, and are retained to enable 

GAO, Office of Inspector General, or 

other authority audit.

Procurement and payment records

include those such as:

• Requisitions

• Purchase orders

• Interagency agreements

• Military Interdepartmental Purchase 

Requests (MIPRs)

• Printing requisitions to the Government 

Printing Office

• Memoranda of agreement specifying a 

Temporary. Cutoff 

at end of Event.

Destroy 10 years after 

final payment or Final 

invoice/IPAC.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1 Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

292

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

financial obligation

• Solicitations/requests for bids, 

quotations or proposals for contracts and 

competitive grants

• Proposals, quotations, bids (accepted, 

rejected, unopened) for contracts and 

competitive grants

• Contingent fee justifications

• Legal and financial instruments such as 

bond and surety records

• Data submitted to the Federal 

Procurement Data System (FPDS)

• FAIR Act (A-76) records linked 

directly to specific procurement actions

• Credit card/purchase card/charge card 

statements and supporting documentation

• Vendor tax exemption records

• Invoices

• Leases

• Recurring financial transactions such as 

utility and communications invoices

• Documentation of contractual 

administrative requirements submitted by 

contractors such as status reports

• Correspondence and papers pertaining 

to award, administration, receipt, 

inspection of and payment for goods and 

services in this list

• Records of financing employee 

relocations

Collections records document collection 

of monies from all sources excluding 

administrative claims, taxation (not 

covered under the GRS), and 

Congressional appropriation, such as:

• Records documenting administration, 

receipt, and deposit of user fees for 

entry into and/or use of public 

facilities; for recovering costs of 

providing government services; and 

receipt of donations, bequests, and 
DLA Records Schedule August 2018

293

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

other collections from the public, 

including:

o Cash register transaction records

o Credit card and charge cards 

receipts

o Records documenting deposits

o Records documenting allocation 

of fees to funds/accounts

o Deposit lists and logs

o Customer orders

o Revolving fund records

• Fee and find collection records 

• Garnishments

• Sale of excess and surplus personal 

property

• Fee or rate schedules and supporting 

documentation

• Out-leases of Federal property

• Debt collection files and cash receipts

• Write-offs

• Copies of checks

• Payment billing coupons

• Money orders 

• Journal vouchers

• Collection schedules

Accounting records include those such 

as:

• Accountable officers’ records 

concerned with the accounting for, 

availability, and status of public 

funds and maintained for 

Government Accountability Office 

(GAO) or other authority site audit, 

but excluding payroll records and 

accounts pertaining to American 

Indians. Includes:

o Statement of transaction 

o Statements of accountability

o Collection schedules and 

vouchers

o Disbursement schedules and 

vouchers
DLA Records Schedule August 2018

294

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Vouchers

• Certificates of closed accounts

• Certificates of periodic settlements

• General fund files

• General accounting ledgers

• Appropriation, apportionment, and 

allotment files

• Commercial freight vouchers

• Unused ticket redemption forms

7000.1

NOTE 1:

Procurement and other financial files that stand out because of high dollar value, 

media attention, historical value, research value, or other extenuating 

circumstances may have permanent value. Agencies that believe they hold such 

files should submit a records schedule to NARA.

7000.1

NOTE 2:

Accounts and supporting documents pertaining to American Indians are not 

authorized for disposal by this schedule. Such records should be reviewed and 

scheduled appropriately by the agency since they may be needed in litigation 

involving the Government’s role as trustee of property held by the Government 

and managed for the benefit of Indians.

7000.1

NOTE 3:

The Comptroller General has the right to require an agency to retain any portion of 

these records for a period of up to 10 years.

7000.1

NOTE 4:

Retain key supporting documents (KSDs) for the following financial statement 

line items (FSLIs): Accounts Payable; Accounts Receivable; Uncollected 

payments; federal sources, brought forward; Unpaid obligations, brought forward; 

Unobligated balance, brought forward; Other liabilities; Revenue; Gross Cost.

7000.1

NOTE 5:

SHIPPING INSTRUCTIONS: When shipping records to the FRC include on the 

SF-135 the following, if applicable: “Records do not Include Documents pertaining 

to American Indians” Include GRS 1.1, Item 10 in the disposition authority 

column.

7000.1.01 Financial transaction records: All 

other copies maintained by other 

offices. related to procuring goods and 

services, paying bills, collecting debts, 

and accounting.

(see 7000.1 for description)

Temporary. Cutoff 

at end of FY. Keep 

until no longer needed 

for business, but not 

longer than 6 years 

after final payment 

and then destroy.

GRS 1.1, Item 

011 (DAAGRS-2013-

0003-0002)

7000.2 Records supporting compilation of 

agency financial statements and 

related audit, and all records of all 

other reports. Includes records such as:

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

completion of audit or 

GRS 1.1, Item 

020 (DAAGRS-2013-

0003-0011)
DLA Records Schedule August 2018

295

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Schedules and reconciliations 

prepared to support financial 

statements.

o Fund Balance with Treasury

• Documentation of decisions re 

accounting treatments and issue 

resolutions

• Audit reports, management letters, 

notifications of findings, and 

recommendations

• Documentation of legal and 

management representations and 

negotiations

• Correspondence and work papers

• Interim, quarterly and other reports

• Retain Key supporting 

documentation for:

o Financial Reporting

o Other Adjustments

• Audit, Reviews and Surveys 

closure of financial 

statement/ accounting 

treatment. 

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

7000.3 Property, plant and equipment 

(PP&E) and other asset accounting. 

Records necessary for documenting the 

existence, acquisition, ownership, cost, 

valuation, depreciation, and classification 

of fixed assets such as real property, 

capitalized personal property, internal 

use software, equipment, and other assets 

and liabilities reported on an agency’s 

annual financial statements (agency net 

worth or financial position), and noncapitalized but monitored PP&E, such as:

• Purchase orders

• Invoices

• Appraisals

• Costing and Pricing data

• Transactional Schedules

• Titles

• Transfer, acceptance and inspection 

records

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

asset is disposed of 

and/or removed from 

agency’s financial 

statement.

GRS 1.1, Item 

030 (DAAGRS-2013-

0003-0004)
DLA Records Schedule August 2018

296

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Asset, retirement, excess and 

disposal records

• Plant account cards and ledgers 

pertaining to structures

• Correspondence and work papers.

Exclusion: Records concerning a 

historically significant structure or other 

stewardship assets (for instance, the 

structure appears on the National 

Register of Historic Places) are not 

authorized for disposal. Agencies must 

submit a records schedule to NARA to 

cover these records or apply an existing 

schedule.

7000.4 Cost accounting for stores, inventory, 

and materials. Records providing 

accountability for receipt and custody of 

materials and showing accumulated cost 

data, including the direct and indirect 

costs of production, administration, and 

performance of program functions of the 

agency; such as:

• Invoices or equivalent papers used 

for inventory accounting purposes

• Inventory accounting returns and 

reports

• Working files used in accumulating 

inventory accounting data

• Plant account cards and ledgers, 

other than those pertaining to 

structures

• Cost accounting reports and data

• Depreciation lists/costs

• Contractor cost reports re contractorheld-government-owned materials 

and parts

• Receiving, inspection, and 

acceptance documentation

Temporary. Cutoff 

at end of Event 

and/or FY. Destroy 

when 3 years old.

GRS 1.1, Item 

040 (DAAGRS-2013-

0003-0012)

7000.5 Construction contractors’ payroll files. Temporary. Cutoff GRS 1.1, Item 
DLA Records Schedule August 2018

297

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Agency copy of contractors’ payrolls for 

construction contracts submitted in 

accordance with Department of Labor 

regulations, with related certifications, 

anti-kickback and other affidavits, and 

other related papers.

at end of Event. 

Destroy 3 years after 

completion of contract 

or conclusion of 

contract being subject 

to an enforcement 

action. Functional 

SME needs to contact 

DLA records Manager 

to identify if DLA uses 

this record series.

050 (DAAGRS-2013-

0003-0003)

7000.6 Defense Working Capital Fund 

(DWCF) Budget Development

(formerly Defense Business Operations 

Fund (DBOF)). Program budget 

decisions, justifications, call letters, 

narratives, budget formats, DLA 

projected guidance, inflation rates and 

related correspondence and materials 

used in the development, preparation, 

formulation, justification and execution 

of the DWCF budget.

Temporary. Cutoff 

at end of FY. Destroy 

after 5 years.

N1-361-92-03

7000.7 DWCF Annual Operating Budget.

Unit cost goals, obligations, analyses, 

letters requesting changes in goals, 

related correspondence and backup 

materials used to establish the annual 

DWCF budget. 

Temporary. Cutoff 

at end of FY. 

Destroy after 5 years.

N1-361-92-03

7000.8 Standard Pricing. Standard price 

bulletins and related standard price 

information related to National Stock 

Numbers, spreadsheets, and related 

correspondence used to establish and 

review standard unit prices for DWCF

items, and evaluate actual DWCF costs 

and trends.

Temporary. Cutoff 

at end of FY. 

Destroy after 5 years.

N1-361-92-03

7000.9 DWCF Operational Integrity. Charts 

tracking planned/actual costs, monthly 

cost letters, spreadsheets, analyses, 

reports of expenses, change requests, 

related correspondence and backup 

Temporary. Cutoff 

at end of FY. 

Destroy after 5 years.

N1-361-92-03
DLA Records Schedule August 2018

298

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

materials used to determine adequacy of 

pricing and surcharges, and evaluate 

DWCF operational variances and trends. 

7000.10 DWCF Inventory Transactions.

Inventory reports, computer printouts, 

journal voucher summaries, and related 

correspondence used to analyze financial 

results of inventory transactions and 

initiate corrective actions.

Temporary. Cutoff 

at end of FY. 

Destroy after 5 years.

N1-361-92-03

7000.11 DWCF Operating Performance. 

Printouts, spreadsheets, journal vouchers, 

trial balances, performance summaries, 

letters, correspondence and other 

inventory and financial data materials 

used to conduct analyses of operating 

performance of DWCF operations.

Temporary. Cutoff 

at end of FY. 

Destroy after 5 years.

N1-361-92-03

7000.12 Activity Budget Administration.

Copies of Annual Operating Budget 

(AOB) documents, fund authorizations, 

service orders, fund transfer vouchers, 

instructions, guidance, notices, messages, 

related correspondence and backup 

materials used to administer the activity 

budget. 

Temporary. Cutoff 

at end of FY. 

Destroy 2 years after 

end of fiscal year.

GRS 5, Item 1

7000.13 Budget Expenditures. Copies of 

reimbursement claims, special equipment 

requests, travel orders, correspondence 

and related materials used to track and 

control expenditures during budget year.

Temporary. Cutoff 

at end of FY. 

Destroy 3 years after 

end of fiscal year.

GRS 1.1, Item 

001 (DAAGRS-2016-

0013-0001)

7000.14 Budget Histories. Year-end closeout 

reports, general ledger account and 

cost/obligation reports, Monthly 

Management Reviews (MMR), 

manpower summaries, and related 

budget history data used for reference 

purposes in trend development, special 

studies and reports, development of 

statistical data, and similar uses.

Temporary. Cutoff 

at end of FY. 

Destroy 3 years after 

end of fiscal year.

GRS 5, Item 

3b
DLA Records Schedule August 2018

299

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.15 Resource Allocation. Quarterly fund 

authorizations, Advice of Obligation 

Authority forms, status of operating 

budget and tracking documents, revised 

budgets, program papers, and related 

correspondence used to allocate financial 

resources to activity and subordinate 

field activity managers.

Temporary. Cutoff 

at end of FY. 

Destroy 2 years after 

end of fiscal year.

N1-361-92-03

7000.16 Reimbursement Files. Billings, detail 

man-hour/labor data and related cost data 

pertaining to reimbursements.

Temporary. Cutoff 

at end of FY. 

Destroy 2 years after 

end of fiscal year.

N1-361-92-03

7000.17 Master Account Record (MAR): Fiscal 

Yearend MAR Printout and Backup 

Materials. Transcript sheets, facsimile 

records, correspondence, and copies of 

MAR printouts used to administer the 

activity Master Account Record.

Temporary. Cutoff 

at end of FY. 

Destroy after 2 years.

N1-361-92-03

7000.17.01 Master Account Record (MAR): 

Monthly MAR Printouts and Backup 

Materials.

Transcript sheets, facsimile records, 

correspondence, and copies of MAR 

printouts used to administer the activity 

Master Account Record.

Temporary. Cutoff 

at end of Month. 

Destroy when 

superseded.

N1-361-92-03

7000.18 Records used to calculate payroll, 

arrange paycheck deposit, and change 

previously issued paychecks. Includes:

• Additions to paychecks

o Child care subsidies

o Internal Revenue Service form W9 (Request for Taxpayer 

Identification Number)

o Other additions

• Deductions from paychecks

o Insurance

o Retirement accounts (e.g. Thrift 

Savings Plan, my Retirement 

Account, etc.)

Temporary. Destroy 

2 years after employee 

separation or 

retirement.

GRS 2.4, Item 

010 (DAAGRS-2016-

0015-0001)
DLA Records Schedule August 2018

300

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

o Flexible spending accounts, such 

as medical savings and dependent 

care assistance

o Union dues

o Combined Federal Campaign

o garnishments (IRS form 668A—

Notice of Levy—and similar

records)

o Treasury bond purchases

o Other deductions

• Authorizations for deposits into bank

accounts

• Changes or corrections to previous 

transactions either at paying agency 

or payroll processor

7000.18.01 Rescinded - use 7000.18

7000.18.02 Rescinded - use 7000.18

7000.18.03 Rescinded - use 7000.18

7000.18.04 Rescinded - use 7000.18

7000.19 Rescinded per GRS Transmittal 28

7000.20 Payroll Transaction Registers.

Printouts containing record of payroll 

changes input into Automated Payroll, 

Cost, and Personnel System (APCAPS) 

maintained to verify input accuracy.

Temporary. Cutoff 

at end of FY. Destroy 

after 1 year.

N1-361-92-03

7000.21 Accounting Transaction Registers. 

Printouts containing record of daily 

accounting transactions input into 

APCAPS system and subsystems and 

maintained to verify input accuracy.

Temporary. Cutoff 

Daily. Destroy after 3 

months.

N1-361-92-03

7000.22 Monthly Management Reports. Copies 

of monthly APCAPS reports pertaining 

to un-liquidated obligations, undelivered 

orders, and un-obligated commitments 

used for research and verification 

purposes.

Temporary. Cutoff 

Monthly. Destroy 

after 1 year.

N1-361-92-03

7000.23 Military Manpower Report. Copies of 

APCAPS reports containing records of 

military personnel authorized to certify 

on-line.

Temporary. Cutoff 

daily. Destroy after 3 

months.

N1-361-92-03
DLA Records Schedule August 2018

301

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.24 Finance. Documents relating to overall 

financial matters.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

NN-168-94

7000.25 Appropriations-Financial 

Management. Documents relating to 

overall financial management of 

appropriations. Excluded are those 

documents relating to a single phase of 

financial management reflected 

elsewhere within this schedule.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

NN-168-94

7000.26 Industrial Fund-Financial 

Management. Documents relating to 

overall financial management of 

industrial funds. Excluded are those 

documents relating to a single phase of 

financial management reflected 

elsewhere.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

NN-168-94

7000.27 Inter-service Cross and Common 

Service Agreements: Offices Executing 

Agreements. Documents relating to the 

budgeting and financial responsibilities 

provided for in inter-service agreements 

between DLA, the Military Departments, 

and others.

PERMANENT.

Cutoff at end of FY.

Transfer to National 

Archives in 5-year 

blocks when 30 years 

old.

NN-168-94

7000.27.01 Inter-service Cross and Common 

Service Agreements: Other Offices. 

Documents relating to the budgeting and 

financial responsibilities provided for in 

inter-service agreements between DLA, 

the Military Departments, and others.

Temporary. Cutoff 

at end of FY. Destroy 

when superseded, 

obsolete, or no longer 

needed.

NN-168-94

7000.28 Budget Apportionment Files. 

Apportionment and reapportionment 

schedules, proposing quarterly 

obligations under each authorized 

appropriation.

NOTE: The following budget files are 

not covered by this record series:

Temporary. Cutoff 

at end of FY. Destroy 

2 years after the close 

of the fiscal year.

GRS 5, Item 4
DLA Records Schedule August 2018

302

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Budget office correspondence or 

subject files documenting budget 

policy and procedures and 

reflecting policy decisions 

affecting expenditures for agency 

programs.

• Budget estimates and 

justifications of formally 

organized budget offices at the 

bureau (or equivalent) or higher 

organizational level.

7000.29 Rescinded .

7000.30 Subsidiary Files. DO cash accounts 

subsidiaries; advances to employees, 

progress payments to contractors, and 

advances to contractor’s subsidiary 

records and cash blotters and check 

ledgers.

Temporary. Cutoff 

at end of FY. Destroy 

after 3 years.

NN-168-94

7000.31 & 

7000.31.01 

Rescinded – use 7000.2 in accordance with GRS 1.1, Item 020 

7000.32 Integrated Command Accounting and 

Reporting (ICAR). Feeder reports and 

related documents submitted by the 

DLA/Army disbursing offices in 

accordance with the provisions of AR 

37-108 and DLAM 7000.1, Accounting 

and Finance Manual, and of the 

consolidated financial statements, reports 

and listings prepared therefrom by the 

DLA Accounting & Finance Division in 

accordance with the provisions of AR 

37-151 and related Department of Army 

directives.

Temporary. Cutoff 

at end of FY. Destroy 

after 3 years.

NN-168-94

7000.33 Fund Utilization Reports and Listings. 

Copies of fund authorizations, status of 

allotment/sub-allotment, reports on 

reimbursable transactions, and monthly 

reports of obligations by object class 

furnished by the HQ DLA Office of 

Comptroller for consolidation, and of 

Temporary. Cutoff 

at end of FY. Destroy 

after 1 year.

NN-168-94
DLA Records Schedule August 2018

303

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

related consolidated listings furnished to 

that office for use in preparation of HQ 

DLA financial accounting reports and 

statements.

7000.34 Miscellaneous Central Accounting. 

Feeder reports and documents 

accumulated in the performance of 

specific central accounting operations as 

assigned by HQ DLA, including such 

documents as are applicable to the 

centralized billing of the Federal 

Republic of Germany for price review 

services and feeder reports and 

consolidated reports of DoD 

International Balance of PaymentsAccounting Report #1, Federal Outlay by 

Geographic Location; and Payroll Report 

of Federal Civilian Employment.

Temporary. Cutoff 

at end of FY. Destroy 

after 1 year.

NN-168-94

7000.35 Accounting Classification Audit. Decks 

or tabulating cards and master numerical 

lists reflecting valid accounting 

classifications received each fiscal year 

from all Finance and Accounts Offices, 

U.S. Army and furnished to DLA/Army 

disbursing offices.

Temporary. Cutoff 

at end of FY. Destroy 

each year after receipt 

of new fiscal year's 

listing and cards.

NN-168-94

7000.36 Other Funds. Documents relating to 

funds accounting other than appropriated 

funds and revolving funds. Includes 

documents relating to deposit funds, 

suspense accounts, trust funds, and 

similar type funds.

Temporary. Cutoff 

at end of FY. Destroy 

after 10 years.

NN-168-94

7000.37 IMPREST Funds. Documents 

accumulated by IMPREST fund cashiers 

which reflect the receipt and accounting 

for imprest funds. Included are copies of

reimbursement vouchers and receipts for 

funds entrusted to agent officer which 

also reflect acknowledgment of return of 

funds and statement of balance.

Temporary. Cutoff 

at end of FY. Destroy 

after 2 years.

NN-168-94
DLA Records Schedule August 2018

304

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.38 Monetary Collections and Payments. 

Documents relating to the overall 

administration of funds disbursements, 

reimbursement, collections, and 

adjustments functions.

Temporary. Cutoff 

at end of FY. Destroy 

when superseded, 

obsolete, or after 10 

years, whichever is 

sooner.

NN-168-94

7000.39 Disbursing Accounts. Records 

maintained by disbursing officers 

including money accounts, vouchers, 

ledgers, and registers covering all phases 

of the disbursement and accounting for 

obligations paid and the collection and 

crediting of funds due.

Temporary. Effect 

disposition in 

accordance with the 

pertinent regulations 

of the Military 

Department from 

which the disbursing 

station number was 

obtained, except as 

otherwise indicated 

under file numbers 

7000.1.

NN-168-94

7000.40 Shipment Control Records. Documents 

maintained to ensure prompt receipt of 

Material Inspection and Receiving 

Reports and invoices.

Temporary. Cutoff 

after completion of 

related contract or 

transferred contacts 

or contract number 

changes. Destroy 

upon completion of 

related contract, 

except that those 

relating to transferred 

contracts and contract 

number changes will 

be held 1 year and 

then destroyed.

NN-168-94

7000.41 and 

7000.41.01

Record of travel payment is rescinded. This information is captured in Defense 

Travel System (DTS).

7000.42 Reports and Returns. Reports reflecting 

the status of disbursing accounts.

Temporary. Cutoff 

at end of FY. Destroy 

after 4 years.

NN-168-94

7000.43 Documents Receipts. Records compiled 

to indicate, by means of identifying 

symbols and date periods, the documents 

Temporary. Cutoff 

at end of FY. Destroy 

after 2 years.

NN-168-94
DLA Records Schedule August 2018

305

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

transferred by a disbursing officer to an 

accounts office.

7000.44 Advice of Correction Files. Documents 

utilized by the accounts office to notify 

field installations and/or disbursing 

offices of corrections made in accounting 

classifications.

Temporary. Cutoff 

after notice of 

correction. Destroy 

after 6 months.

NN-168-94

7000.45 Reimbursements. Documents relating to 

the transfer of funds or payment to other 

departments or agencies for material or 

services furnished DLA activities.

Temporary. Cutoff 

at end of FY. Destroy 

after 10 years.

NN-168-94

7000.46

Overview

Payroll Program Administrative Records. Records produced in administering 

and operating payroll functions of a general nature and not linked to an individual 

employee’s pay.

This is an overview for 7000.46 and 7000.46.01. Do not use the overview series 

for retention.

7000.46.01 Administrative correspondence 

between agency and payroll processor, 

and system reports used for agency 

workload and or personnel 

management purposes. 

Temporary. Destroy 

when 2 years old.

GRS 2.4, Item 

060 (DAAGRS-2016-

0015-0006)

7000.46.02 Payroll system reports providing fiscal 

information on agency payroll 

Temporary. Destroy 

when 3 years old or 

after GAO audit, 

whichever comes 

sooner.

GRS 2.4, Item 

061 (DAAGRS-2016-

0015-0007)

7000.47 Military Payroll. Military payroll 

documents, such as individual pay 

records and substantiating documents 

which due to their specialized nature are 

not appropriate for including under 

7000.35 or which are required to be 

separately maintained.

Temporary. Transfer 

with individual or 

retire on separation in 

accordance with 

regulations of the 

appropriate Military 

Department.

NN-168-94

7000.48 Agency Payroll Record for Each Pay 

Period. Aggregate records documenting 

payroll disbursed in each pay period: 

base pay, additions to and deductions 

from pay, and leave balances of all 

civilian employees within an agency or 

Temporary. Destroy 

when 56 years old.

GRS 2.4, Item 

040 (DAAGRS-2016-

0015-0004)
DLA Records Schedule August 2018

306

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

employing entity.

Legal Citation: 5 U.S.C. 8466.

7000.48.01 Rescinded - use 7000.48

7000.49 Individual Retirement Records. 

Individual retirement records reflect the 

amounts that have been deducted from 

the pay of each individual civilian 

employee subject to the retirement Act 

(46 Stat. 468; 5 USC 691-738, as 

amended, for deposit to the Civil Service 

Retirement and Disability Funds).

PERMANENT.

These records will be 

maintained at the 

installation during 

active employment of 

the individual 

concerned. Upon 

transfer of the 

employee to another 

DLA activity, the SF 

2806 will be 

forwarded to that 

installation. 

Instructions for 

transfer of individual 

retirement records are 

contained in 

paragraphs 12-1 

through 12-10, AR 37-

105.

NN-168-94

7000.50 Realigned to Record Series 1400.36 and 1400.36.01

7000.51 and 

7000.51.01

Realigned to Record Series 1400.60.03

7000.52 Rescinded per GRS Transmittal 28

7000.53 Rescinded - use 7000.46

7000.53.01 Rescinded - use 7000.46.01

7000.53.02 Rescinded - use 7000.46.01

7000.53.03 Rescinded - use 7000.46.02

7000.53.04 Rescinded - use 7000.18

7000.53.05 Rescinded per GRS Transmittal 28

7000.54 Rescinded per GRS Transmittal 28

7000.54.01 Rescinded per GRS Transmittal 28

7000.54.02 Rescinded per GRS Transmittal 28

7000.54.03 Rescinded per GRS Transmittal 28

7000.54.04 Rescinded – use 7000.18

7000.54.05 Rescinded – use 7000.18
DLA Records Schedule August 2018

307

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.54.06 Rescinded – use 7000.18

7000.54.07 Rescinded – use 7000.18

7000.55 Tax withholding and adjustment 

documents. Employee withholding 

allowance certificates such as Internal 

Revenue Service (IRS) W-4 series forms 

and state equivalents, and records of 

fringe benefits and expense 

reimbursements provided to employees.

Legal citation: IRS Publication 15 

(2015), (Circular E), Employer's Tax 

Guide, section on Recordkeeping. 

Temporary. Destroy 

4 years after 

superseded or 

obsolete or upon 

separation of 

employee.

GRS 2.4, Item 

020 (DAAGRS-2016-

0015-0002)

7000.56 Decedent Claims. Documents consisting 

of retained copies of vouchers with 

supporting documents, including SF 

1152, Designation of Beneficiary -

Unpaid Compensation or Deceased 

Civilian Employee; SF 1153, Claim for 

Unpaid Compensation of Deceased 

Civilian Employee; SF 1012, Travel 

Voucher; payroll change slip, and 

original documents which are the basis 

for making non-routine deductions from 

amounts due decedents

Temporary. Cutoff 

at end of FY. Destroy 

after 10 years.

NN-168-94

7000.57 Rescinded - use 5300.33 or 5300.33.01

7000.58 Rescinded - use 5015.2

7000.59 Rescinded - use 7000.46.01

7000.60 Wage and tax statements. Agency copies 

of IRS form W-2 (Wage and Tax Statement, 

IRS form W-3 (Transmittal of Wage and Tax 

Statements), IRS forms in the 1099 series, 

and state equivalents.

Legal citations: Form W-3, Purpose of 

Form section states, “The IRS recommends 

retaining copies of these forms for four 

years.” Agencies attach their copies of form 

W-2 to form W-3. IRS Publication 15 

(2014), (Circular E), Employer's Tax Guide, 

section on Recordkeeping (copies of returns 

filed and confirmation numbers). 

Temporary. Cutoff 

at end of CY. Destroy 

after 4 years.

GRS 2.4, Item 

050 (DAAGRS-2016-

0015-0005)
DLA Records Schedule August 2018

308

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.61 Rescinded per GRS Transmittal 28

7000.62 Rescinded - use 7000.46.01

7000.63 Unemployment Compensation Data 

Requests. Documents relating to 

requests for wage and separation data to 

be used in connection with 

unemployment compensation claims. 

Included are requests for information and 

replies thereto, notices of determination, 

notices of refusal of work offer, and 

related documents.

Temporary. Cutoff 

at end of CY. Retain 

in current files area 

and destroy after 2 

years.

NN-168-94

7000.64 Rescinded - use 7000.46.01

7000.65 Rescinded - use 7000.46.01

7000.66 Pay Tables. Record sets of pay tables 

supplementing the official Government 

salary tables.

Temporary. Destroy 

on discontinuance of 

office or activity. Do 

Not Retire.

NN-168-94

7000.67 Reports of Survey. Documents 

concerning the loss, un-serviceability, or 

destruction of Government property, 

created to determine the question of 

pecuniary or other responsibility for the 

absence or condition of articles, 

including reports of survey, boards of 

officers proceedings, control registers, 

and other related papers. Approved 

copies of such documents serving as 

property or fiscal vouchers will be 

handled as such and thus will not be filed 

under this number.

Temporary. Cutoff 

at end of FY. Destroy 

after 10 years, except 

that Report of Survey 

Files not involving 

pecuniary liability will

be destroyed 3 years 

after completion of 

final action.

NN-168-94

7000.68 Charges Collection Records. Case files 

accumulated in connection with the 

collection of pecuniary charges against 

individuals as a result of approved 

reports of survey or other adjustments 

procedures.

Temporary. Cutoff 

after final action. 

Destroy 2 years after 

final action.

NN-168-94

7000.69 Rescinded - use 7000.1 or 7000.4 as applicable

7000.70 Rescinded - use 5300.34

7000.71 Rescinded - use 7000.1

7000.72 Rescinded - use 7000.1 or 7000.4 as applicable
DLA Records Schedule August 2018

309

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7000.73 Rescinded - use 7000.1 or 7000.4 as applicable

7000.74 Labor and Workload. Documents 

containing initial entries of cost data 

serving as the basis for summary 

vouchers, including distribution of 

military payroll, individual time tickets, 

foreman's daily reports, record of 

working time, records of work units, 

initial summaries of work units, manhours, and labor costs, distribution of 

working time, civilian time records, loan 

slips, labor charges to operating costs, 

and similar documents.

Temporary. Destroy 

after 2 months.

NN-168-94

7000.75 Rescinded - use 7000.1 or 7000.4 as applicable

7000.76 Financial Inventory Accounting (FIA). 

Documents relating to the overall 

administration of the financial inventory 

accounting system.

Temporary. Cutoff 

at end of FY. Destroy 

after 10 years.

NN-168-94

7000.77 FIA Procedures. Documents prescribing 

the methods and procedures for operating 

the DLA financial inventory accounting 

system.

Temporary. Destroy 

10 years after 

supersession or 

obsolescence.

NN-168-94

7000.78 Financial Inventory Accounts. 

Documents serving as an integral part of 

the accounts such as category journals, 

category ledgers, general ledgers, 

financial inventory control records, 

financial statements, and related posting 

media.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

NN-168-94

7000.79 FIA Reports. Reports reflecting the 

financial values of inventories together 

with related analyses.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

NN-168-94

7000.80 Materiel Pricing. Documents reflecting 

the pricing of items, included in the FIA 

system.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 years

NN-168-94

7000.81 Audits, Reviews, and Surveys. Relates 

to audits, reviews and surveys of DLA 

functions and operations performed by 

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-87-2
DLA Records Schedule August 2018

310

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

the DoD Inspector General for Auditing, 

DLA Internal Review Staff, the General 

Accounting Office (GAO), and 

congressional staff representatives. 

Contains documents relating to the 

overall administration of audits, reviews, 

and surveys not filed elsewhere in the 

Finance Schedule 7000. 

7000.82 Rescinded - use 5300.33 or 5300.33.01 as applicable

7000.83 Inspector General Reviews /Surveys. 

Documents pertaining to reviews/surveys 

of DLA operations performed by 

Inspector General auditors which are 

terminated without conducting an audit.

Temporary. Cutoff 

at end of CY. Destroy 

after 2 years.

N1-361-87-2

7000.84 Inspector General Reports: HQ DLA 

Comptroller. Reports pertaining to 

audits performed by the Inspector 

General, including documents 

accumulated during the review, survey, 

and audit as well as follow-up documents 

relating to recommendations.

Temporary. 

Destroy 2 years after 

all necessary actions 

pertaining to the 

report are completed.

N1-361-87-2

7000.84.01 Inspector General Reports: Other 

Offices. Reports pertaining to audits 

performed by the Inspector General, 

including documents accumulated during 

the review, survey, and audit as well as 

follow-up documents relating to 

recommendations.

Temporary. Destroy 

5 years after all 

necessary actions 

pertaining to the 

report are completed.

N1-361-87-2

7000.85 Rescinded - use 5300.34

7000.86 Rescinded - use 7000.2

7000.87 GAO Reports: HQ DLA Comptroller. 

Reports pertaining to GAO audits, 

including follow-up documents relating 

to recommendations contained in the 

reports.

Temporary. 

Destroy 2 years after 

all necessary actions 

pertaining to the 

report are completed.

N1-361-87-2

7000.87.01 GAO Reports: Other Offices. Reports 

pertaining to GAO audits, including 

follow-up documents relating to 

recommendations contained in the 

Temporary. Destroy 

5 years after all 

necessary actions 

pertaining to the 

N1-361-87-2
DLA Records Schedule August 2018

311

SCHEDULE 7000 - Finance

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

reports. report are completed.

7000.88 Terminated Indemnity Bonds. Original 

indemnity bonds and related documents 

furnished by educational institutions for 

care and safekeeping of Government 

property and terminated by the return of 

the property by the institution to DLA. 

Temporary. Destroy 

3 years after 

termination of the 

bond.

NN-168-94
DLA Records Schedule August 2018

312

DLA RECORDS SCHEDULE – 7120

LOGISTICS STANDARDS

This schedule relates to the Defense Standardization and Specification and Parts Control 

Programs for assigned Federal Supply Classes to include standardization in support of 

engineering, procurement and supply management.

SCHEDULE 7120 - Logistics Standards

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7120.1 Specification History Files. Commercial 

item descriptions, copies of 

specifications and proposed revisions, 

communication control records, records 

of document actions, action sheets, 

coordination letters, correspondence with 

manufacturers and related materials used 

to manage the Defense Standardization 

and Specification Program.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

specification is 

canceled or 

superseded.

N1-361-91-16

7120.2 Federal Supply Classification (FSC) 

Files. Program plans and related backup 

materials related to analysis of FSCs or 

Defense Standardization and 

Specification Program.

Temporary. Cutoff 

at end of Event. 

Destroy when plan 

expires or is 

superseded.

N1-361-91-16

7120.3 Defense Standardization and 

Specification Program Policies, 

Procedures and Instructions (DoD 

4120.3-M) Updates. Commercial item 

descriptions, coordinations, changes and 

related items and backup materials used 

to recommend changes to DoD 4120.3-M 

for improvement of the standardization 

mission performance.

Temporary. Cutoff 

at end of Event. 

Destroy when change 

is published.

N1-361-91-16

7120.4 Standardization Liaison. Telephone 

records, meeting minutes, trip reports, 

correspondence, and related information 

acquired as a result of participation as 

DoD representative at industry/military 

standardization meetings, and 

maintaining liaison with military 

services.

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old, or when no 

longer needed, 

whichever is sooner.

N1-361-91-16
DLA Records Schedule August 2018

313

SCHEDULE 7120 - Logistics Standards

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7120.5 Project Register. Project registers used 

to identify, schedule and monitor 

standardization projects.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

all actions on 

register are 

completed.

N1-361-91-16

7120.6 Parts Control History File. 

Recommendations and/or requests for 

parts use, parts selection lists, related 

technical inputs, updates, and responses 

used to support equipment design 

organizations in the selection and 

application of standard parts in 

equipment design programs.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

part is superseded, 

obsolete, or no 

longer needed.

N1-361-91-16

7120.7 Parts Control Publicity. Copies of 

Government-furnished base lines, MILSTD 965A, Military Parts Control 

Advisory Group (MPCAG) Directory, 

related publicity items and publications, 

and cover letters sent to contractors to 

publicize the Parts Control Program and 

the MPCAG concept.

Temporary. Cutoff 

at end of CY. 

Destroy after 1 year.

N1-361-91-16

7120.8 Engineering Consultation. Copies of 

parts selection lists, justifications for 

parts selection, drawings, specifications, 

recommendations to use parts, technical 

data; trip reports, board meeting minutes 

and related materials used to record 

history of engineering consultations to 

parts control boards, advisory groups, 

committees, panels, and contractors.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

consultation or when 

no longer needed for 

reference.

N1-361-91-16

7120.9 Engineering Design and Logistics. 

Source lists for supply, standardized 

parts drawings, requests for specification 

updates, and related correspondence and 

backup materials used to notify 

contractors of parts meeting specific 

design application requirements.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

specification is 

canceled or 

superseded.

N1-361-91-16
DLA Records Schedule August 2018

314

SCHEDULE 7120 - Logistics Standards

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7120.10 Manufacturing Techniques and 

Procedures. Meeting minutes, trip 

reports, catalogs, procedures and 

techniques, information received at 

conferences, correspondence, and related 

materials obtained and used to supply 

information on state-of-the-art 

manufacturing techniques and 

procedures being developed that impact 

parts selection.

Temporary. Review 

annually. Destroy 

when superseded, 

obsolete, or no 

longer needed.

N1-361-91-16

7120.11 Government-Furnished Baseline 

(GFB) Listings. Computer listings 

reflecting the history of standardized 

parts.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-91-16

7120.12 Nonstandard Parts Evaluations. 

Current program parts selection list, 

latest standard military drawings, 

analyses and related backup materials, 

recommendations, and resulting 

decisions used in the analysis and 

evaluation of nonstandard part requests 

and analyses of contractor control 

drawings.

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

completion of related 

contract.

N1-361-91-16

7120.13 Cost Avoidance Reports. Status reports, 

copies of cost avoidance reports, parts 

matches, coordinations and 

documentation of creations of new 

NSNs, bin space arrangements and 

related materials used to identify 

potentials for cost avoidance.

Temporary. Cutoff 

at end of CY.

Destroy after 3 years.

N1-361-91-16

7120.14 Standardization Audits. Audit reports 

and records of corrective actions taken 

and responses to audit findings.

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

succeeding audit is 

conducted.

N1-361-91-16

7120.15 Item Standardization Studies. Item 

reduction studies, reviews of engineering 

practices, concurrences, and nonconcurrences, requests for project 

numbers, research information and 

Temporary. Review 

annually. Destroy 

after study 

recommendations 

have been 

N1-361-91-16
DLA Records Schedule August 2018

315

SCHEDULE 7120 - Logistics Standards

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

related materials used to maintain 

currency of standardization status of 

items and assign item standardization 

codes.

implemented, or 

when no longer 

needed for reference.

7120.16 Item Standardization Reviews. Study 

and control cards, drawings, item 

descriptions, transmittal sheets, study 

notes, listings, correspondence, 

concurrences/non-concurrences, and 

related materials used or created in the 

conduct of item standardization reviews.

Temporary. Cutoff 

at end of CY. 

Destroy after 10 

years.

N1-361-91-16

7120.17 Maintenance Files. Drawings, item 

descriptions, listings, correspondence, 

backup materials for Federal Supply 

Codes and related materials on items not 

covered by 7120.15, Item 

Standardization Studies.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-91-16

7120.18 Item Reduction File. Studies of 

proposed item reductions, related 

listings, correspondence, and related 

materials.

Temporary. Cutoff 

at end of Event. 

Destroy when study 

results have been 

implemented.

N1-361-91-16

7120.19 Cataloging Referrals. Cataloging 

requests, letters to the Military Services 

and responses, and similar 

correspondence used to refer cataloging 

actions as a result of item standardization 

reviews.

Temporary. 

Destroy when 

cataloging action is 

completed.

N1-361-91-16
DLA Records Schedule August 2018

316

DLA RECORDS SCHEDULE – 7303

Morale, Welfare, and Recreation (MWR)

This schedule relates to activity operations and services relating to Morale, Welfare and 

Recreation.

SCHEDULE 7303 - Morale, Welfare, and Recreation

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7303.1 Morale, Welfare and Recreation

(MWR). Information relating to morale, 

welfare, and recreation matters and 

activities sponsored, monitored, or 

publicized in the interests of employees. 

Excluded are the actual records of clubs 

or functions operated with nonappropriated funds; nonappropriated 

schedule 7305. 

Temporary. Cutoff 

at end of CY.

Destroy after 3 years 

after cutoff or when 

obsolete, superseded, 

or no longer needed, 

whichever is sooner.

DAA-0361-

2015-0003-

0001

7303.2 Morale, Welfare and Recreation 

(MWR) Work Order Tracking. 

FMWR requests for Marketing, 

Sponsorship and Advertising Support. 

Used for tracking facilities, cost and 

progress.

Temporary. Cutoff 

at end of FY. 

Destroy 3 years after 

cutoff.

DAA-0361-

2015-0003-

0002

7303.3 Morale, Welfare and Recreation 

(MWR) Local Advertisements. MWR 

Local Advertisements not connected to 

Commercial Sponsorship Agreements. 

These records are used to secure 

advertisement within the local community 

for MWR events that are open to the 

public.

Temporary. Cutoff 

at end of FY. 

Destroy 7 years after 

cutoff.

DAA-0361-

2015-0003-

0003

7303.4 Morale, Welfare and Recreation 

(MWR) Sponsorship Agreements and 

Advertisements. MWR Commercial 

Sponsorship Agreements and 

Advertisements. These records may be 

presented on flyers, banners, tabletops, 

websites, Facebook, inside facilities, a

promotional booth at an event, on-site 

expo or demonstration. Different forms of 

sponsorship and advertisement can 

include monetary, in-kind (trade of 

service/product) or both.

Temporary. Cutoff 

at end of FY. 

Destroy 7 years after 

cutoff.

DAA-0361-

2015-0003-

0004
DLA Records Schedule August 2018

317

SCHEDULE 7303 - Morale, Welfare, and Recreation

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7303.5 Morale, Welfare and Recreation 

(MWR) Donations. MWR Donations 

not connected to Commercial Sponsorship 

Agreements. These records are used to 

track gifts provided to MWR.

Temporary. Cutoff 

at end of FY. 

Destroy 7 years after 

cutoff.

DAA-0361-

2015-0003-

0005

7303.6 Food Inspection Records. Food 

operation inspection report, audit or visit 

documentation. Includes DD Form 2973, 

reports, responses and realted 

correspondence.

Temporary. Cutoff 

at end of CY. 

Destroy 1 year after 

cutoff.

DAA-0361-

2017-0002-

0001
DLA Records Schedule August 2018

318

DLA RECORDS SCHEDULE – 7304

Morale, Welfare, and Recreation (MWR)

Child Development Center

This schedule relates to activity operations and services relating to the Morale, Welfare and 

Recreation Child Development Center (CDC).

SCHEDULE 7304 - MWR Child Development Center

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7304.1 Child Development Center. Child 

records with no serious accident or injury

requiring emergency consultation or 

treatment.

Temporary. Cutoff 

at end of Event. 

Maintain records as 

long as a child is 

enrolled. Upon 

termination from the 

program, forward 

records to Child 

Development Services 

Coordinator.

N1-361-99-2

7304.1.01 Child Development Services 

Coordinator. Child records with no 

serious accident or injury requiring 

emergency consultation or treatment.

Temporary. Cutoff 

at end of CY. 

Upon receipt of 

records from Center, 

place in inactive file. 

Destroy 1 year after 

child no longer 

attends CDC.

N1-361-99-2

7304.1.02 Child Development Center. Child 

records with serious accident or injury

requiring emergency consultation or 

treatment.

Temporary. Cutoff 

at end of Event. 

Upon termination 

from the program, 

forward records to 

Child Development 

Services Coordinator.

N1-361-99-2

7304.1.03 Child Development Services 

Coordinator. Child records with serious 

accident or injury requiring emergency 

consultation or treatment.

Temporary. Cutoff 

at end of CY.

Upon receipt of 

records from Center, 

place in inactive file. 

Destroy 3 years after 

incident or 1 year 

after child no longer 

N1-361-99-2
DLA Records Schedule August 2018

319

SCHEDULE 7304 - MWR Child Development Center

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

attends CDC, 

whichever is later.

7304.1 

NOTE:

Child Records are non-electronic individual records maintained for each child 

enrolled at the CDC. Each file will contain the following records: registration 

forms; parent consent forms; health records to include health assessments, 

immunization records, medical power of attorney, medical dispensation records; 

allergy information; any restrictions or special precautions concerning diet, 

medication, or allergies; child and family profile; reports of unusual occurrences, 

parent complaints, parent conference data, illness, injury, communicable diseases; 

reports of serious accident, injury, or unusual occurrence requiring emergency 

consultation or treatment at a medical treatment facility; and related records. 

7304.2

Overview

CDC Employee Records. Individual personnel files for each CDC employee. 

Includes name and address, telephone number, training, and other related 

experiences; employment references, verification of background checks, and 

medical examinations; job performance standards; copies of appraisals, awards and 

promotions, and grievance actions; copies of notifications of personnel actions; 

training records including Individual Education Plan (IEP) forms; counseling 

statements as appropriate. 

This overview is for record series 7304.2.01 through 7304.2.04. Do not use the 

overview for retention.

NOTE: This category does not include official personnel files of appropriated fund or nonappropriated fund employees maintained under the Human Resource or Nonappropriated fund series, respectively. CDC employee background check records. 

Maintain separately with office responsible for personnel security clearances.

7304.2.01 Personnel Security Folders: Upon 

Transfer to Another DLA Activity.

Copies of requests for and certificates 

personnel security clearance related 

transactions, and certificates of security 

briefing/debriefing, authorized for 

maintenance by Command Security 

Officers, and superseded forms serving 

related purposes; documents pertaining to 

limited access authorizations; case 

resumes and other documents relating to 

the processing of security clearances. 

Includes comparable transcripts of data in 

lieu of retaining copies of documents.

Temporary. 

Forward to gaining 

activity.

N1-361-91-7
DLA Records Schedule August 2018

320

SCHEDULE 7304 - MWR Child Development Center

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7304.2.02 Personnel Security Folders: Upon 

Separation or Transfer to a Non-DLA 

Organization.

Temporary. Cutoff 

at end of CY. 

Place in inactive file, 

cut off at end of 

calendar year, retain 

in current files area, 

and destroy after 2 

years.

N1-361-91-7

7304.2.03 Personnel Security Folders: Case 

resumes of reports of investigation, when 

relating to cases where derogatory 

information is involved, including 

documents reflecting actions taken and 

copies of documents similar to those 

described above. Records documenting 

personnel clearances by HQ DLA will 

have the same disposition as similar 

records described.

Temporary. Cutoff 

at end of CY. 

Upon separation, 

place remaining 

documents in inactive 

file, cut off at end of 

calendar year, retain 

in a current files 

area, and destroy 

after 2 years.

N1-361-91-7

7304.2.04 Personnel Security Folders: Other CDC 

employee records.

Temporary. Cutoff 

at end of Event. 

Maintain at Child 

Development Center. 

Destroy 3 years after 

termination of 

employment.)

N1-361-91-7

7304.3 Child Care Operations. Registers. 

Automated or manual system(s) used to 

capture patron reservations, daily 

attendance records, fee collection, signin/out of patrons, and related records.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-99-2

7304.3.01 Child Care Operations. Activities. 

Records such as developmental activity 

schedules for age-group categories, 

courses of instruction, approved lesson 

plans detailing weekly activities for 

children, and similar records.

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-99-2

7304.3.02 Child Care Operations. Reports. 

Copies of CDC program reports provided 

to higher HQ with related background 

materials used in report preparation. 

Includes facility inspection reports, 

Temporary. Cutoff 

at end of CY. 

Destroy after 3 years.

N1-361-99-2
DLA Records Schedule August 2018

321

SCHEDULE 7304 - MWR Child Development Center

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

certification inspections, child injury logs, 

and other reports and related records.

7304.4 Digital Monitoring Recordings. Digital 

monitoring recordings of DLA Child and 

Youth Program activities used for 

administrative purposes.

Temporary. Cutoff 

at end of CY. 

Destroy/erase after 5 

years.

N1-361-09-01
DLA Records Schedule August 2018

322

DLA RECORDS SCHEDULE – 7305

Non-Appropriated Financial Management (NAF)

This schedule relates to non-appropriated funds and activities financed thereby, established 

primarily for morale, welfare, and recreational facilities and activities, such as military messes 

and clubs, civilian clubs, cafeterias, snack bars, and recreational activities. Files in this series 

may be retained in current files areas until eligible for disposal. Documents described in this 

series which are involved in unsettled claims, incomplete investigations, pending litigation, 

criminal action, or disciplinary action will not be destroyed until completion of claim, 

investigation, litigation, or other necessary action.

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7305.1 NAF Establishment. Documents relating 

to the establishment of non-appropriated 

funds, establishment of disbursement 

limitations, appointment of custodians and 

council members, and establishment of 

constitutions and bylaws. Included are 

orders, bylaws, constitutions, and changes 

thereto, and similar official fund 

establishment documents.

Temporary.

Cutoff at end of 

Event. Event is upon 

supersession or 

destroy with related 

fund account records 

on dissolution of the 

fund, as appropriate. 

Keep in Central 

Filing Area (CFA)

until event occurs and 

then until no longer 

needed for 

conducting business, 

but not longer than 6 

years after the event, 

then destroy.

DAA-0361-

2015-0002-

0001

7305.2 NAF Minutes of Meetings. Minutes of 

meetings of councils and boards of 

governors appointed to administer nonappropriated funds as prescribed by 

directives, regulations, constitutions, 

bylaws, and similar regulatory media. 

Included are minutes of meetings and 

directly related documents.

Temporary. Cutoff 

at end of Event. 

Event is action 

prescribed within the 

recorded minutes of 

meeting if completed. 

Keep in CFA until 

event occurs and then 

until no longer 

needed for 

conducting business, 

but not longer than 6 

years after the event, 

DAA-0361-

2015-0002-

0002
DLA Records Schedule August 2018

323

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

then destroy.

7305.3 NAF Statements and Reports. Financial 

statements and reports including 

inspection reports and related documents 

pertaining to non-appropriated funds 

prepared by units administering the funds 

and forwarded to higher headquarters. 

Excludes copies of statements and reports 

retained by the preparing activity which 

will be disposed of in accordance with 

appropriate standards in this section 

applicable to non-appropriated fund 

account files.

Temporary. Cutoff 

at end of FY. 

Destroy 10 years 

after final payment or 

cancellation.

*Note- Retention 

extension is in 

concurrence with 

DoD Memo for 

financial records and 

is authorized by 

NARA GRS 1.1, Item 

010.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

7305.4 NAF Accounts. Information on the 

receipt, disbursement, and administration 

of non-appropriated funds, such as 

Installation MRW Fund, Post Restaurant 

Fund, and Civilian Welfare Fund. 

Included are ledgers, journals, council 

books, cash receipts, checkbooks, 

canceled checks, deposit slips, bank 

statements, vouchers, invoices, 

investment records, financial statements 

and reports safekeeping deposits, petty 

cash vouchers, petty cash summary 

vouchers, authorization control records, 

and other documents constituting an 

integral part of the accounting system for 

such funds.

Temporary. Cutoff 

at end of Event.

Event is after 

completion of next 

comparable audit or 

for bound books, 

ledgers, and journals 

after date of last entry

therein. Destroy 10 

years after final 

payment or 

cancellation or after 

event, whichever is 

sooner.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

324

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

NOTE: Before authorized destruction, a careful search of the files will be made for any 

cash, U.S. Treasury checks, Government securities and safekeeping receipts. When 

any such items are found, the records will not be destroyed but will be reported to 

HQDLA.

7305.5 Subsidiary Records to NAF Accounts. 

Officers and noncommissioned officers 

open mess restaurant and mess checks; 

bowling center score sheets or summaries 

thereof; check registers; golf course and 

driving range fee registers; nursery fee 

registers; bed cards; daily bingo and 

nursery activity reports; monthly feed, 

crop production, and farm materials 

reports, cash register tapes and sales slips; 

cashier's reports; and similar subsidiary 

documents.

Temporary. Cutoff 

at end of FY. 

Destroy 1 year after 

cutoff or when no 

longer needed.

DAA-0361-

2015-0002-

0003

7305.6 NAF Bank Deposit Insurance. 

Information on arrangements with the 

Treasury Department for protection of 

non-appropriated fund bank deposits 

which exceed the coverage provided by 

the Federal Deposit Insurance 

Corporation.

Temporary. Cutoff 

at end of Event. 

Event is when 

superseded or when 

account is closed. 

Keep in CFA until 

event occurs and then 

until no longer

needed for 

conducting business, 

but not longer than 6 

years after the event, 

then destroy.

DAA-0361-

2015-0002-

0004

7305.7 Check Cashing Privileges. Information 

on advancing, revoking or suspending, 

restoring, and general supervision of 

check cashing privileges. Included are 

letters to individuals about bad checks, 

warnings that a recurrence in issuing a 

bad check may result in withdrawing 

check cashing privileges; notices from 

banks that the bank was in error; notices 

to activities that check cashing privileges 

have been suspended or restored for 

Temporary. Cutoff 

at end of Event. 

Event is after 

termination of 

suspension or similar 

notices. Keep in CFA 

until event occurs, 

then destroy 1 year 

after the event.

DAA-0361-

2015-0002-

0005
DLA Records Schedule August 2018

325

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

certain individuals; and related papers.

7305.8 Individual Transactions. Information 

relating to transactions within DLA, with 

other Government agencies and 

employees, and with non-governmental 

organizations and individuals. Included 

are purchase orders, contracts, invoices, 

receiving reports, vouchers, registers, loan 

contracts, and similar or related 

documents.

Temporary. Cutoff 

at end of FY. 

Destroy after 10 

years.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

7305.9 NAF Report of Audit Files. Information 

accumulating from audits performed. 

Included are reports of audit with directly 

related papers, such as financial 

statements and correspondence relating to 

actions taken.

Temporary. Cutoff 

at end of FY. 

Destroy after 3 years 

or on discontinuance, 

whichever is first.

DAA-0361-

2015-0002-

0006

7305.10 Rescinded - use 7305.11

7305.11 NAF Payroll Control and Leave Files. 

Information used in controlling pay to 

employees. Included are time cards, time 

sheets, time and attendance reports with 

attached evidence of court or military 

service, overtime authorizations, copies of 

notifications of personnel actions, copies 

of applications for NAF retirement plan 

and/or group insurance plan, payroll 

change slips, and other documents used to 

assure proper payment.

Temporary. Cutoff 

at end of Event 

and/or CY. Destroy 

after GAO audit or 

when 3 years old, 

whichever is sooner.

GRS 2.4, Item 

030 (DAAGRS-2016-

0015-0003)

7305.12 Tax withholding and adjustment 

documents. Employee withholding 

allowance certificates such as Internal 

Revenue Service (IRS) W-4 series forms 

and state equivalents, and records of 

fringe benefits and expense 

reimbursements provided to employees.

Temporary. Destroy 

4 years after 

superseded or 

obsolete or upon 

separation of 

employee.

GRS 2.4, Item 

020 (DAAGRS-2016-

0015-0002)
DLA Records Schedule August 2018

326

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Legal citation: IRS Publication 15 

(2015), (Circular E), Employer's Tax 

Guide, section on Recordkeeping. 

7305.13 NAF Payroll Deductions. Records used 

to calculate payroll, arrange paycheck 

deposit, and change previously issued 

paychecks. Includes:

• Additions to paychecks

o Child care subsidies

o Internal Revenue Service form 

W-9 (Request for Taxpayer 

Identification Number)

o Other additions

• Deductions from paychecks

o Insurance

o Retirement accounts (e.g. Thrift 

Savings Plan, my Retirement 

Account, etc.)

o Flexible spending accounts, such 

as medical savings and dependent 

care assistance

o Union dues

o Combined Federal Campaign

o Garnishments (IRS form 668A—

Notice of Levy—and similar

records)

o Treasury bond purchases

o Other deductions

• Authorizations for deposits into bank

accounts

• Changes or corrections to previous 

transactions either at paying agency 

or payroll processor

Temporary. Destroy 

2 years after 

employee separation 

or retirement.

GRS 2.4, Item 

010 (DAAGRS-2016-

0015-0001)

7305.14 NAF Wage and tax statements. Agency 

copies of IRS form W-2 (Wage and Tax 

Statement, IRS form W-3 (Transmittal of 

Wage and Tax Statements), IRS forms in 

the 1099 series, and state equivalents 

Legal citations: Form W-3, Purpose of 

Form section states, “The IRS

recommends retaining copies of these 

Temporary. Cutoff 

at end of CY. 

Destroy after 4 years.

GRS 2.4, Item 

050 (DAAGRS-2016-

0015-0005)
DLA Records Schedule August 2018

327

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

forms for four years.” Agencies attach 

their copies of form W-2 to form W-3. 

IRS Publication 15 (2014), (Circular E), 

Employer's Tax Guide, section on 

Recordkeeping (copies of returns filed 

and confirmation numbers). 

7305.15 Rescinded - use 7305.11

7305.16 NAF Employee Insurance. Information 

relating to the administration of group 

life, health, and accident insurance 

programs, and retirement plans for NAF 

employees. Included are requests for 

group insurance, agreements, waivers, 

requests for discontinuance, applications 

for insurance, beneficiary designations, 

notices of employment termination, 

statements of contributions, similar 

documents, and related papers.

Temporary. Cutoff 

at end of Event. 

Event is after final 

separation from 

Federal service 

occurs. Keep in CFA 

until event occurs 

and then until no

longer needed for 

conducting business, 

and then retire to 

Federal Records 

Center (FRC). The 

FRC will destroy the 

record 65 years after 

the event.

DAA-0361-

2015-0002-

0007

7305.17 Physical Inventories. Documents 

maintained by other than finance and 

accounting office reflecting the physical 

inventory of non-appropriated fund 

property, supplies, and saleable 

merchandise. Included are nonappropriated fund property inventory 

sheets, inventories of food and re-salable 

merchandise, and periodic inventories by 

disinterested persons.

Temporary. Cutoff 

at end of FY. Keep 

in CFA until no 

longer needed for 

conducting business, 

but not longer than 6 

years, then destroy.

DAA-0361-

2015-0002-

0008

7305.18 NAF Stock Records. Documents 

reflecting the receipt, issue, disposition, 

and quantity of expendable property 

including supplies and re-salable 

merchandise. Included are stock record 

cards, copies of requisitions, receiving 

reports, issue and turn-in slips, inventory 

adjustment reports, and similar 

documents. Stock record cards will be 

Temporary. Cutoff 

at end of FY. Keep 

in CFA until no 

longer needed for 

conducting business, 

but not longer than 6 

years, then destroy.

GRS 1.1, Item 

040 (DAAGRS-2013-

0003-0012)
DLA Records Schedule August 2018

328

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

continued in effect until filed or final 

entry is made thereon.

7305.19 NAF Property Records. Documents 

reflecting the description, value, sources, 

quantity, location, disposition, and other 

data on non-expendable property and 

fixed assets. Included are nonappropriated fund stock, property, and 

fixed assets cards; similar card forms; 

supporting documents such as receiving

reports, inventory adjustment reports, and 

other vouchers; and other documents 

supporting entries to the stock record 

card.

Temporary. Cutoff 

at end of Event. 

Event is after final 

disposition of 

property. Keep in 

CFA until event 

occurs and then until 

no longer needed for

conducting business, 

but not longer than 6 

years after the event, 

then destroy.

DAA-0361-

2015-0002-

0009

7305.20 Concessionaire Operations. Copies of 

agreements with concessionaires, and 

documents reflecting the performance of 

concessionaires. Included are current 

agreements and associated documents; 

documents concerning compliance or 

noncompliance with standards of service, 

sanitation, and safety; patron complaints 

and commendations; and related 

documents.

Temporary. Cutoff 

at end of Event. 

Event is after 

termination of 

agreement. Keep in 

CFA until event 

occurs and then until 

no longer needed for

conducting business, 

then retire to 

RHA/FRC. The 

RHA/FRC will 

destroy the record 3 

years after the event.

DAA-0361-

2015-0002-

0010

7305.21 Concessionaire Applications: Not 

Implemented. Applications submitted by 

persons desiring to operate an activity on 

the installation but not implemented.

Temporary. Cutoff 

at end of Event. 

Event is after 

individual or activity 

is no longer 

considered for 

operation. Keep in 

CFA until event 

occurs, then

destroy 2 years after 

the event.

DAA-0361-

2015-0002-

0011
DLA Records Schedule August 2018

329

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

7305.22 Alcoholic Beverage Decalcomania 

Control. Documents used to control the 

issue of alcoholic beverage decalcomania. 

Included are records of issue from stock 

and related documents.

Temporary. Cutoff 

at end of Event. 

Keep in CFA until no 

longer needed for 

conducting business, 

but not longer than 6 

years, then destroy.

DAA-0361-

2015-0002-

0012

7305.23 NAF Vehicle Registration. Documents 

relating to the registration of NAF 

vehicles. Included are applications for 

NAF vehicle registration, bills of sale or 

other proof of ownership documents, 

vehicle registration forms, and related 

documents.

Temporary. Cutoff 

at end of Event.

Event is new 

registration or on 

final disposition of 

vehicle. Keep in CFA 

until event occurs 

and then until no 

longer needed for

conducting business, 

but not longer than 6 

years.

DAA-0361-

2015-0002-

0013

7305.24 NAF Utility Service Agreements. 

Documents pertaining to utilities services 

furnished NAF activities. Included are 

agreements, modifications, and related 

documents.

Temporary. Cutoff 

at end of Event.

Event is after 

termination of the 

agreement. Keep in 

CFA until event 

occurs and then until 

no longer needed for

conducting business, 

then retire to RHA. 

The RHA will destroy 

the record 2 years 

after the event.

DAA-0361-

2015-0002-

0014

7305.25 NAF Personnel Reporting. Copies of 

Standard Form 50, documenting all 

individual personnel actions such as 

hiring, promotions, transfers, and 

separation. Includes chronological files, 

fact sheets, general correspondence, and 

forms about pending personnel actions 

maintained by agency Human Resources 

offices.

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old 

GRS 2.2, Item 

050 (DAAGRS-2017-

0007-0006)
DLA Records Schedule August 2018

330

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Exclusion: SF-50s filed in the OPF. 

Items 040 and 041 of this schedule cover 

these records

7305.26 NAF Official Folders. Documents which 

reflect qualifications, efficiency, 

promotion, awards and similar 

information on an employee paid from 

non-appropriated funds. Included are 

official personnel folders. 

Temporary. Cutoff 

at end Event. Event 

is after latest 

separation from NAF 

service. Transfer of 

employee: Transfer 

folder to new Federal

employing office.

Separation of 

employee: Purge 

temporary documents 

IAW OPM guidance. 

Retire to the National 

Personnel Records 

Center Annex, 1411 

Boulder Boulevard, 

Valmeyer, IL 62295, 

1 year after latest

separation unless 

retention is required 

by FPM Supplement 

296-33. NPRC will 

destroy 65 years after 

latest separation

from NAF service.

NC1-330-80-

3, Item 1 

(Note: this is 

a DoD 

disposition 

authority and 

is approved 

for DLA use 

per NARA 

Archivist to 

DLA)

NOTE:

7305.26

The words "Non-appropriated Fund employee" will appear on each folder label. 

Retire to the National Personnel Records Center Annex, 1411 Boulder Boulevard, 

Valmeyer, IL 62295, 30 days after separation

7305.27 NAF Employment Application

Records. Application and related 

documents reflecting basic data on 

individual employees such as veteran 

preference, service computation date, 

performance ratings, positions held, and 

similar information. Included are DA 

Forms 3438. Excludes applications 

Temporary. Destroy 

when 6 months old.

NC1-330-80-

3, Item 12 

(Note: this is 

a DoD 

disposition 

authority and 

is approved 

for DLA use 
DLA Records Schedule August 2018

331

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

resulting in appointment which are filed 

in the NAF Official Personnel Folder

per NARA 

Archivist to 

DLA)

NOTE:

7305.27

DA Forms 3438 are maintained by the office responsible for administration of 

NAF personnel programs.

7305.28 NAF Awards and Commendations. 

Information related to submitting, 

evaluating, and approving or disapproving 

suggestions, service awards, and 

commendations of non-appropriated fund 

employees. Included are approved and 

rejected suggestions, committee meetings, 

minutes, lists of employees eligible for 

awards, copies of letters of 

commendation, and similar or related 

documents.

Temporary. Cutoff 

at end of CY. 

Destroy when 2 years 

old or 2 years after 

award is approved or 

disapproved, 

whichever is later,

GRS 2.2, Item 

030 (DAAGRS-2017-

0007-0003)

7305.29 NAF Interview Records. Case files 

related to filling job vacancies, held by 

hiring official and interview panel 

members. Includes:

• Copies of records in the job vacancy 

case file (item 050 and 051)

• Notes of interviews with selected and 

non-selected candidates

• Reference check documentation

Legal citations: 5 CFR 335.103, 5 CFR 

300.104. According to 5 CFR 300.104, 

the time frame in which an appeal must be 

filed may be established by each agency 

at its own discretion.

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

case is closed by hire 

or non-selection, 

expiration of right to 

appeal a nonselection, or final 

settlement of any 

associated litigation, 

whichever is later

GRS 2.1, Item 

090 (DAAGRS-2014-

0002-0008)

7305.30 NAF Employee Training Records.

Records documenting training required by 

all or most Federal agencies, such as 

information system security and antiharassment training, and training to 

develop job skills. Records may include: 

• Completion certificates or 

verification documents for mandatory 

Temporary. Cutoff 

at end of CY. 

Destroy when 

superseded, 3 years 

old, or 1 year after 

separation, 

whichever comes 

first.

GRS 2.6, Item 

030 (DAAGRS-2016-

0014-0003)
DLA Records Schedule August 2018

332

SCHEDULE 7305 - Non-Appropriated Financial (NAF) Management

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

training required of all Federal 

employees or specific groups of 

employees (e.g., supervisors, 

contractors) 

• Individual Development Plans (IDPs)

• Mentoring or coaching agreements 

Exclusion: Academic transcripts, 

professional licenses, civil service exams, 

or documentation of mission-related 

training are not covered by this item.

7305.31 NAF Administrative Grievance Files.

Records relating to grievances raised by 

covered entities/individuals such as nonbargaining agency employees. Includes 

formal and informal administrative 

grievance processes. Includes:

• Grievance documents (copy of original 

grievance submission and supporting 

documentation/evidence

• Statements of witnesses

• Reports of interviews and hearings

• Examiner's findings and 

recommendations

• Copy of the original decision

• Related correspondence and exhibits

Exclusion: Item excludes EEO

complaints and negotiated grievances by

bargaining unit employees.

Temporary. Destroy 

7 years after case is 

closed. NOTE: The 

same retention must 

be applied to ALL 

cases. Individual 

cases MAY NOT be 

kept longer than 

others arbitrarily.

GRS 2.3, Item 

060 (DAAGRS-2015-

0007-0017)

7305.32 Rescinded per GRS Transmittal 28

7305.33 NAF Organizational Chart Files. 

Information indicating positions, grades, 

and personnel of each organizational 

segment. Included are charts, tables, and 

similar information.

Temporary. Event. 

Keep in CFA until no 

longer needed for 

conducting business, 

but not longer than 6 

years, then destroy.

DAA-0361-

2015-0002-

0015
DLA Records Schedule August 2018

333

DLA RECORDS SCHEDULE – 8000

CHIEF INFORMATION OFFICER (CIO)

This schedule relates to the administration of the CIO’s office as opposed to the operation and 

use of specific systems. This schedule does not apply to the data or information content of IT 

systems.

SCHEDULE 8000 - Chief Information Officer (CIO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

8000.1 Information Technology (IT) Program 

Planning Records. Records relating to 

the development of agency IT programs. 

Included are records that document 

agency-wide IT goals; specify milestones 

to be achieved; identify performance 

measures for the agency’s IT portfolio; or 

summarize the underlying principles and 

approach by which the agency will plan 

for and manage its IT resources. Records 

may include strategic and tactical plans 

documenting the implementation and 

maintenance of IT systems in support of 

the agency mission and also may include 

records supporting formally issued plans, 

such as records of concurrence, 

comments, clearances, justifications, and 

other issuance records.

Temporary. Cutoff 

at end of CY. 

Destroy/delete when 

7 years old or when 

no longer needed, 

whichever is later.

GRS 27, Item 1

8000.1 

NOTE

This item does not apply to the data content or design of individual IT systems. 

Records relating to specific mission-related systems must be scheduled individually 

by submission of an SF 115 to NARA

8000.2 Enterprise Architecture Records. 

Records identifying the IT systems and 

networks required to perform the agency’s 

mission and the transitional processes 

required to implement comprehensive 

programs to support that mission. Records 

may include technical reference models, 

diagrams, graphics, models, and 

narratives that describe the agency’s 

baseline architecture, target architecture, 

and related sequencing plans.

Temporary. Cutoff 

at end of Event. Cut 

off when superseded 

by a new iteration of 

the enterprise 

architecture. 

Destroy/delete when 

7 years old or when 

no longer needed, 

whichever is later.

GRS 27, Item 2
DLA Records Schedule August 2018

334

SCHEDULE 8000 - Chief Information Officer (CIO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

8000.3 IT Capital Investment Records. 

Records documenting the integration of 

IT investments with agency-wide strategic 

planning, budgeting, procurement, and 

management. Records include routine and 

periodic reports on IT capital investments; 

capital asset plans; business cases for 

major investments, systems, acquisitions, 

or operational assets identified in the 

agency’s capital investment portfolio; and 

clearance and review records.

Temporary. Cutoff 

at end of CY. 

Destroy/delete when 

7 years old or when 

no longer needed, 

whichever is later.

GRS 27, Item 

3

8000.3 

NOTE

Records needed to support contracts are scheduled under 5000.5 and/or 7000.1

(GRS 1.1, Item 010).

8000.4 Legal and Regulatory Compliance

Reporting Records. Annual reports by 

agency CIO, Inspector General, or Senior 

Agency Official for Privacy.

These reports are prepared in compliance 

with Federal laws and regulations, such as 

the E-Government Act (Public Law 107-

347), Title III (Federal Information 

Security Management Act), and Title V 

(Confidential Information Protection and 

Statistical Efficiency Act), as codified in 

44 U.S.C. §101.

Legal citation: OMB M-07-16

Temporary. Cutoff 

at end of Event.

Event is submission 

of report. Destroy 5 

years after 

submission of report.

GRS 4.2, Item 

080 (DAAGRS-2013-

0007-0022)

8000.4.01 Legal and Regulatory Compliance

Reporting Records. All other agency 

reports and internal reports by individual 

system owners to the Senior Agency 

Official for Privacy (SAOP).

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

submission of report.

GRS 4.2, Item 

081 (DAAGRS-2013-

0007-0023)

8000.5 CIO Committee Records. Records 

maintained by committees, boards, task 

forces, conferences, or other IT advisory, 

governing, or policy bodies for which the 

CIO has designated sponsorship, 

leadership, or recordkeeping 

responsibilities. Records include meeting 

minutes, summaries, agendas, and 

transcripts; reports, studies, and 

Temporary. Cutoff 

at end of CY. 

Destroy/delete when 

5 years old.

GRS 27, Item 

5
DLA Records Schedule August 2018

335

SCHEDULE 8000 - Chief Information Officer (CIO)

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

publications; membership records; 

correspondence, mailing, and distribution 

records; and other administrative 

committee records.

8000.5 

NOTE

Records of Government-wide committees sponsored by CIOs, such as the Federal 

Chief Information Officers Council, are not covered by this item.

8000.6 Rescinded per GRS Transmittal 28

8000.7 Rescinded per GRS Transmittal 28
DLA Records Schedule August 2018

336

DLA RECORDS SCHEDULE – 8100

General Information Technology Management Records

This schedule is renamed from IT Administration and Control to General Information 

Technology Management records. It relates to records created and maintained to the general 

management of technology. It includes records related to developing, operating, and maintaining 

computer software, systems, and infrastructure improvements; complying with information 

technology policies and plans; and maintaining data standards.

This schedule does not apply to system data (information) or content. Records needed to support 

contracts are filed in procurement files, which are scheduled under the DLA Records Schedule 

5000. 

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

8100.1 Information Technology Development 

Project Records. Infrastructure project 

records. Information Technology (IT) 

infrastructure, systems, and services 

project records document the basic 

systems and services used to supply the 

agency and its staff with access to 

computers and data telecommunications. 

Includes requirements for and 

implementation of functions such as: 

• Maintaining network servers, desktop 

computers, and other hardware

• Installing and upgrading network 

operating systems and shared 

applications, and

• Providing data telecommunications; 

and infrastructure development and 

maintenance such as acceptance/ 

authorization of infrastructure 

components, analysis of component 

options, feasibility, costs and benefits, 

and work associated with 

implementation, modification, and 

troubleshooting.

Includes records such as:

• Installation and testing records

• Installation reviews and briefings

• Quality assurance and security review

• Requirements specifications

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

project is terminated. 

GRS 3.1, Item 

010 (DAAGRS-2013-

0005-0006)
DLA Records Schedule August 2018

337

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• Technology refresh plans

• Operational support plans

• Test plans

• Models, diagrams, schematics, and 

technical documentation.

EXCLUSION: Records relating to 

specific electronic information systems 

that support or document mission goals 

are not covered by this item and must be 

scheduled individually by the agency by 

submission of a records schedule to 

NARA. Contact the Agency Records 

Officer or Component Records Officer.

8100.2 System Development Records. These 

records relate to the development of 

information technology (IT) systems and 

software applications through their initial 

stages up until hand-off to production, 

which includes planning, requirements 

analysis, design, verification and testing, 

procurement, and installation. Records 

include case files containing 

documentation of planning, decisionmaking, designing, programming, testing, 

evaluation, and problem solving. Includes 

records such as:

• Project plans

• Plan of Action and Milestones 

(POA&M)

• Feasibility studies

• Configuration Management Plan

• Cost analysis

• Resource management Plan

• Requirements documents

• Risk Assessment/Mitigation Plan

• Security plan

• Disaster Recovery Plan (COOP)

• Test/Acceptance Plan

• Quality Control Plan

• Deployment Guide

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

system is superseded 

by a new iteration, or 

is terminated, 

defunded, or no longer 

needed for agency/IT 

administrative 

purposes. 

GRS 3.1, Item 

011 (DAAGRS-2013-

0005-0007)
DLA Records Schedule August 2018

338

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

• User Guide

• Training Guide

• Change Control Records 

• Project Schedule

• Compliance Documents including:

o Privacy Threshold Analyses 

(PTAs)

o Privacy Impact Assessments 

(PIAs)

o Security Plan

o Information Protection Plan

8100.3 Special Purpose Computer Programs 

and Applications. Computer software 

programs or applications that are 

developed by the agency or under its 

direction solely to use or maintain a 

master file or database authorized for 

disposal in a GRS item or a NARAapproved records schedule.

Exclusion 1: This item does not include 

software or applications necessary to use 

or maintain any unscheduled master file 

or database or any master file or database 

scheduled for transfer to the National 

Archives.

Exclusion 2: This item does not cover 

commercial, off-the-shelf (COTS)

programs or applications, unless the 

agency has modified such programs or 

applications considerably to perform a 

mission related function.

NOTE: Computer software needs to be 

kept as long as needed to ensure access to, 

and use of the electronic records in the 

system throughout the authorized 

retention period to comply with 36 CFR 

1236.10, 1236.12, 1236.14 and 1236.20 

Temporary. Cutoff 

at end of Event. 

Delete when related 

master file or 

database has been 

deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8100.4 Information Technology Operations 

and Maintenance Records. Information 

technology operations and maintenance 

records relate to the activities associated 

Temporary. Cutoff 

at end of Event. 

Destroy 3 years after 

agreement, control 

GRS 3.1, Item 

020 (DAAGRS-2013-
DLA Records Schedule August 2018

339

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

with the operations and maintenance of 

the basic systems and services used to 

supply the agency and its staff with access 

to computers and data 

telecommunications. Includes the 

activities associated with IT equipment, 

IT systems, and storage media, IT system 

performance testing, asset and 

configuration management, change 

management, and maintenance on 

network infrastructure.

Includes records such as:

• Files identifying IT facilities and sites

• Files concerning implementation of IT 

facility and site management

• Equipment support services provided 

to specific sites:

o Reviews

o Site visit reports

o Trouble reports

o Equipment service histories

o Reports of follow-up actions

o Related correspondence

• Inventories of IT assets, network 

circuits, and building or circuitry 

diagrams

• Equipment control systems such as 

databases of barcodes affixed to IT 

physical assets, and tracking of 

(approved) personally-owned devices

• Request for services

• Work orders

• Service histories

• Workload schedules

• Run reports

• Schedules of maintenance and support 

activities

• Problem reports and related decision 

documents relating to the software 

infrastructure of the network or system

• Reports on operations

measures, procedures, 

project, activity, or 

transaction is 

obsolete, completed, 

terminated or 

superseded.

0005-0004)
DLA Records Schedule August 2018

340

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

o Measures of benchmarks

o Performance indicators

o Critical success factors

o Error and exception reporting

o Self-assessments

o Performance monitoring

o Management reports

• Website administration

o Frames

o Templates

o Style sheets

o Site maps

o Codes that determine site 

architecture

o Change requests

o Site posting logs

o Clearance records

o Requests for correction of 

incorrect links or content posted

o User logs

o Search engine logs

o Audit logs

• Records to allocate charges and track 

payment for software and services

Note 1: Any maintenance activities that 

have a major impact on a system or lead 

to a significant change, those records 

should be maintained as part of the 

configuration and change management 

records.

Note 2: Records needed to support 

contracts should be in procurement files, 

which are scheduled under the GRS for 

General Financial Management Records.

8100.5 Configuration and Change 

Management Records. Records created 

and retained for asset management, 

performance and capacity management, 

system management, configuration and 

change management, and planning, 

follow-up, and impact assessment of 

Temporary. Cutoff 

after event. Destroy 

5 years after system is 

superseded by a new 

iteration, or is 

terminated, defunded, 

or no longer needed 

GRS 3.1, Item 

030 (DAAGRS-2013-

0005-0005)
DLA Records Schedule August 2018

341

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

operational networks and systems. 

Includes records such as:

• Data and detailed reports on 

implementation of systems, 

applications and modifications

• Application sizing, resource and 

demand management records

• Documents identifying, requesting, 

and analyzing possible changes, 

authorizing changes, and documenting 

implementation of changes

• Documentation of software 

distribution (including COTS software 

license management files) and release 

or version management

Note 1: Any maintenance activities that 

have a major impact on a system or lead 

to a significant change, those records 

should be maintained as part of the 

configuration and change management 

records.

Note 2: Per NARA practice, 

documentation for permanent electronic 

records should be transferred with the 

related records using the disposition 

authority for the related electronic records 

rather than the GRS disposition authority.

Note 3: Agencies may retain a copy of 

documentation related to permanent 

electronic records. This copy may be 

destroyed at any time after the transfer 

request has been signed by the National 

Archives.

for agency/IT 

administrative 

purposes.

8100.6 Information Technology Oversight and 

Compliance Records. Information 

Technology (IT) Oversight and 

Compliance records relate to compliance 

with IT policies, directives, and plans. 

Records are typically found in offices 

with agency-wide or bureau-wide 

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

the project, activity, 

transaction is 

completed or 

superseded.

GRS 3.1, Item 

040 (DAAGRS-2013-

0005-0010)
DLA Records Schedule August 2018

342

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

responsibility for managing IT operations. 

Includes records such as:

• Recurring and special reports

• Responses to findings and 

recommendations

• Reports to follow-up activities

• Statistical performance data

• Metrics

• Inventory of web activity

• Web use statistics

• Comments/feedback from web site or 

application users

• Internal and external reporting for 

compliance requirements relating to 

the Privacy Act, and electronic and 

information technology accessibility 

under Section 508 of the 

Rehabilitation Act

• System availability reports

• Systems development lifecycle 

handouts

• Computer network assessments and 

follow-up documentation

• Vulnerability assessment reports

• Assessment and authorization of 

equipment

• Independent verification and 

validation (IV&V) reports

• Contractor evaluation reports

• Quality assurance reviews and reports

• Market analyses and performance 

surveys

• Benefit-cost analysis

• Reports on implementation of plans

• Compliance reviews

• Data measuring or estimating impact 

and compliance

Note: copies of security plans are 

scheduled under the GRS for Information 

Security Records. There may be copies 
DLA Records Schedule August 2018

343

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

interfiles within this series.

8100.7

Overview

Data Administration Records Data administration includes maintenance of data 

standards, corporate data models, registries, and data definitions and dictionaries. 

Records relate to administrative support for the maintenance of data standards, data 

definitions and data dictionaries. This schedule includes records that explain the 

meaning, purpose, logical relationships, and use and origin of data. It also includes 

any use and origin of data. It also includes any documentation related to electronic 

records, whether the records are part of an electronic system or stand-alone, that 

allows a user to understand or access the information.

This is an overview for record series 8100.7.01 through 8100.7.02 – do not cite for 

retention.

8100.7.01 Data Administration Records: 

Documentation Necessary for 

Preservation of Permanent Electronic 

Records. Data administration records and 

documentation relating to electronic 

records scheduled as permanent in the 

GRS or in a NARA-approved agency 

schedule must be transferred to the 

National Archives to allow for continued 

access to the records, including: 

• Data/database dictionary records

• Data systems specification

• File specifications

• Code books

• Record layouts

• Metadata

• User guides

• Output specifications

Note 1: per NARA practice, 

documentation for permanent electronic 

records must be transferred with the 

related records using the disposition 

authority for the related electronic records 

rather than the GRS disposition authority.

Note 2: Agencies may retain a copy of 

documentation related to permanent 

electronic records. This copy may be 

destroyed at any time after the transfer 

request has been signed by the National 

PERMANENT. 

Transfer to the 

National Archivevs 

with the permanent 

electronic records to 

which documentation 

relates.

GRS 3.1, Item 

050 (DAAGRS-2013-

0005-0002)
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344

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

Archives.

8100.7.02 Data Administration Records: All 

Documentation for Temporary 

Electronic Records and Documentation 

not necessary for Preservation of 

Permanent Records. Data administration 

records and documentation relating to 

electronic records scheduled as temporary 

in the GRS or in a NARA-approved 

agency schedule or any type of data 

administration records not listed as 

permanent in 8100.7: 

• Data/database dictionary records

• Data systems specification

• File specifications

• Code books

• Record layouts

• Metadata

• User guides

• Output specifications

And also the following records for all 

electronic records whether scheduled as 

temporary or permanent:

• Software operating manuals

• Data standards

• Table and dependency description

• Taxonomies

• Schemas

• Registries

• Source code

• Physical data model

• Logical data model

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

the project, activity, 

transaction is 

completed or 

superseded.

GRS 3.1, Item 

051 (DAAGRS-2013-

0005-0003)

8100.8 Rescinded - use 5335.46

8100.9 Disposition of Unclassified DoD 

Computer Hard Drives. 

Sanitization/destruction verification 

records related to the disposition of 

computers. Forms, correspondence and 

other information documenting the 

Temporary. Cutoff 

at end of CY. Destroy 

5 years after cut-off.

DAA-0361-

2013-0009
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345

SCHEDULE 8100 - General Information Technology Management Records

Record

Series

Record Series Title and Content

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

sanitization of computer hard drives being 

permanently removed from Agency 

custody. 

8100.10 Technology Management 

Administrative Records.

Records on day-to-day, routine 

information technology management. 

Records include:

• Correspondence

• Subject files, including briefings, 

reports, presentations, and studies that 

do not relate to high-level decisionmaking

• Data calls

• Operational and managerial guidance 

to organizational segments of the 

agency

Exclusion: This item does not apply to the 

records of the Chief Information Officer. 

These records must be scheduled by the 

agency on an agency-specific schedule.

Temporary. Cutoff 

at end of CY. 

Destroy when 5 years 

old.

GRS 3.1, Item 

001 (DAAGRS-2016-

0013-0002)
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346

DLA RECORDS SCHEDULE – 8120

Electronic Information Systems (EIS)

This schedule relates to electronic information systems that contains and provides access to 

computerized Federal records and other information.

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.1 Accounts Management Provisioning 

System (AMPS). AMPS provides a 

centralized means of access control for 

DLA applications. User profile 

information and application rights are 

maintained by this application. 

Temporary. 

Delete/destroy data 

when the agency 

determines it is no 

longer needed for 

administrative, legal, 

audit, or other 

operational purposes.

GRS 3.2, Item 

030 (DAAGRS-2013-

0006-0003)

8120.2 

Overview

Acquisition Streamlining and Standardization System (ASSIST). Acquisition 

Streamlining and Standardization System (ASSIST) is the official source for 

specifications and standards used by the Department of Defense (DOD). Managed 

by DLA Document Services at their location within the DOD Single Stock Point 

(DODSSP) in Philadelphia, the ASSIST website provides free public access to most 

technical documents in the ASSIST document database. The URL for ASSIST is 

https://assist.daps.dla.mil.

ASSIST is used by standardization management activities to develop, coordinate, 

and manage defense and federal specifications and standards, military handbooks, 

commercial item descriptions, data item descriptions, and related technical 

documents prepared in accordance with the policies and procedures of the Defense 

Standardization Program (DSP) and governed by DOD 4120.24-M, DSP Policy and 

Procedures. In addition to DOD-prepared documents, ASSIST also houses U.S. 

ratified international standardization agreements, such as NATO STANAGs and 

Allied Publications.

ASSIST allows registered users to search for documents, identify standardization 

points-of-contact, generate numerous standard or custom reports, and request custom 

e-mail alerts when a preparing activity undertakes a project to develop or modify a 

document, posts a draft for review and coordination, or publishes a new or revised 

document. 

Preparing activities in the military services and defense agencies use ASSIST to 

maintain standardization documents. These documents are catalogued in ASSIST 

indefinitely, and are assigned a specific status category. The three different status 

types are ACTIVE, INACTIVE, and CANCELED:

ACTIVE: The document is approved for use in all acquisitions or new design. The 

document date in ASSIST reflects the date of the most current version of the 
DLA Records Schedule August 2018

347

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

document (i.e., the date of the base document, the latest revision, or the most recent 

change, amendment, or supplement). 

INACTIVE: A document with the status of “Inactive for New Design” shall not be 

used, except to procure items to support legacy systems or equipment. For these 

documents, a formal Inactive for New Design Notice (Inactivation) has been 

published as a means to alert the standardization community of the change in status. 

In the normal life cycle of a standardization document, it is common that an inactive 

for new design action will take place many years before a document is eventually 

canceled. 

CANCELED: The preparing activity has determined that the document is no longer 

useful for new design nor is it needed to support legacy systems or equipment. In 

such cases, a formal Cancellation Notice has been issued as a means to alert the 

standardization community of the change in status.

Specifications, standards, military handbooks, and the other technical documents 

that support federal and defense acquisitions are prepared when needed. The 

beginning dates, therefore, are either the date each document is first created or, in 

the case of a non-government standard (NGS), the date the DOD preparing activity 

publishes an Adoption Notice for the NGS. The end dates are indefinite, since even 

canceled specifications and standards can be used in contracts if authorized and are 

occasionally restored to active status by a preparing activity publishing a Notice of 

Reinstatement. Canceled specifications, standards, and other technical documents 

maintained in the ASSIST repository are also useful historical references. 

The users of this system typically include government procurement professionals 

and logisticians from the military services and defense agencies, prime and subprime contractors who respond to DOD and federal agency solicitations, and the 

suppliers and vendors who support them. 

This overview is for record series 8120.2.01 through 8120.2.04. Do not use the 

overview for retention.

8120.2.01 ASSIST Inputs/Source Records. 

Inputs/Source Records. Standardization 

documents in PDF format are manually 

entered into the system. Older documents 

are first scanned to PDF and then added to 

the system.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.2.02 ASSIST Master File. Master File. The 

primary records stored in the system are 

technical document files, in PDF format, 

for each defense and federal specification 

and standard, military handbook, 

PERMANENT. 

Transfer a copy to the 

National Archives 

upon approval of this 

SF-115. Thereafter, 

N1-361-11-

001
DLA Records Schedule August 2018

348

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

commercial item description, data item 

description, MS drawing, International 

Standardization Agreement, Test 

Operating Procedures, International Test 

Operating Procedures, and other technical 

documents used to support acquisition of 

systems and equipment. These document 

files include the base documents, 

revisions, amendments, supplements, and 

a variety of notices (changes, validation, 

adoption, withdrawal of adoption, 

administrative, inactivation, reactivation, 

cancellation, reinstatement).

Besides the document files, ASSIST also 

stores certain metadata and records 

involved in the creation, coordination, and 

publication of each document file. These 

types of actions may only be made by 

users with assigned privileges, and the 

transactions are tied to a user account to 

ensure that changes are made by 

personnel with appropriate authority. 

These records are also retained 

indefinitely, as documents are modified 

only as needed and changes often occur 

many years apart. Below are some major 

categories of specialized actions taken by 

authorized personnel at standardization 

management activities:

• Requesting, approving, and managing 

projects

• Managing the coordination effort for a 

new or revised draft document

• Reviewing and submitting comments 

on drafts 

• Managing contact information for 

personnel at standardization 

management activities 

• Managing and responding to feedback 

submitted by users

cut off files at end of 

every fifth calendar 

year and transfer a 

copy to the National 

Archives.
DLA Records Schedule August 2018

349

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

• Requesting a number for a new 

document

• Submitting a new or revised document 

for publication

• Transferring management 

responsibility for a document to 

another preparing activity

• Reviewing documents submitted for 

publication and publishing them

ASSIST also has a feedback module that 

allows users to submit questions or 

comments and enables the systems 

administrator to manage comments (i.e., 

assign each comment to someone for a 

response and corrective action, as 

appropriate, and to track a comment until 

a disposition has been made).

8120.2.03 ASSIST Outputs. ASSIST allows users 

multiple ways to search for and download 

documents. It also allows users to create 

a variety of custom reports. Most reports 

have been designed to help preparing 

activities with document maintenance 

actions. Reports in ASSIST are offered 

under the following menus:

• Document Analysis 

• Document Management 

• DOD Contacts

• DOD Projects

• NGS Adopted

• Administration (system administrators 

only)

Since reports are created based on queries 

to the live database, and since ASSIST is 

updated daily, reports are somewhat 

dynamic. Reports, per se, are not 

retained; however, the data in underlying 

tables from which the reports are 

generated is retained.

Temporary. Cutoff 

at end of CY. Destroy 

ad hoc reports and 

other dynamic outputs 

when no longer 

needed or when 3 

years old, whichever is 

sooner.

 

N1-361-11-

001
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350

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

ASSIST also provides an alert service, 

wherein registered users may customize a 

profile to receive e-mail notifications to 

track planned or actual changes to specific 

documents of interest. Users may click 

on a link in the notification e-mail to 

access a custom portal that stores links to 

documents of interest that have changed 

within the last two weeks. These links to 

the user’s documents of interest are 

retained for two weeks.

8120.2.04 ASSIST System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic

records. 

PERMANENT. 

Transfer to the 

National Archives with 

the permanent 

electronic records to 

which the 

documentation 

relates.)

GRS 3.1, Item 

050 (DAAGRS-2013-

0005-0002)

8120.3 Asset Visibility (AV) and AV High 

Side. AV provides global visibility of

assets in all classes of supply and stages 

of the logistics pipeline to the warfighters 

of the Department of Defense, Military 

Services, Combatant Commands, and 

Joint Task Forces to optimize the 

effectiveness and efficiency of the DOD 

logistics pipeline. Receives and fuses 

information from multiple logistics 

systems, providing users with a precise 

report of the location, movement, status, 

and identity of all classes of supply.

Temporary. Cutoff at 

end of Event. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.4 Competency Assessment /Workforce 

Planning (CA/WP). CA/WP is an 

automated skills/competency management 

tool used by employees, managers, and 

leaders. It is used to assess workforce and 

individual skill and competency gaps to 

develop recruitment and retention plans 

and strategies; to populate individual 

development plans leading to 

Temporary. Cutoff 

at end of CY. Destroy 

when 3 years old, or 3 

years after superseded 

or obsolete, whichever 

is appropriate.

GRS 2.6, Item 

010 (DAAGRS-2016-

0014-0001)
DLA Records Schedule August 2018

351

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

organizational and corporate training 

plans; and to identify career progression 

and career paths. This tool provides 

quantitative and qualitative information to 

ensure DLA's human capital decisions 

and subsequent investments are on target 

and linked to Agency mission, vision, 

values and goals.

8120.5 Department of Defense Electronic Mall (DOD EMALL). The Department of 

Defense Electronic Mall (DOD EMALL) is an internet-based Business-to-Consumer 

(B2C) ordering system that is specifically designed for and used by the DoD and 

other Federal and State agency customers. DOD EMALL provides its customers 

with a wide-range of goods and services and is similar to many web-based B2C 

commercial ordering and shopping sites on the internet.

The system’s databases store over 100 data elements. Some of those data elements 

include information on Supplier Contract Information, Item and Cart Information, 

Shipping, Customer, Defense Logistics Agency (DLA) Orders, and Measures.

8120.5.01 Inputs/Source Records. DOD EMALL 

collects registration information from 

DOD EMALL Users and Suppliers, 

receives information concerning 

requisitions processed by DLA Enterprise 

Business System (EBS), and receives 

current product catalogs provided by 

DOD EMALL Suppliers. Catalog Data is 

pulled via Oracle database connection.

Temporary. Cutoff at 

end of Event. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.5.02 Master File. The following is a list of the 

main data fields in DOD EMALL. This 

list is not inclusive of all the data fields:

Supplier Information: Supplier Name, 

Contract Number, Contract Type, 

Inventory Control Point Identification, 

Contract Expiration Date, Business Size, 

Accept Credit Cards, Accept Fund Codes.

Item and Cart Information: Cart Name, 

National Stock Number (NSN), Product 

Name, Order Quantity, Requisition 

Number, Supplier Name, Unit of 

Measure, Unit Price

Temporary. Cutoff 

at end of FY. Destroy 

8 years after record 

creation. Destruction 

will occur based on 

fiscal year 

Example: FY09 

records will be 

destroyed in FY17, 

FY10 records will be 

destroyed in FY18, 

and so on.

N1-361-10-

001
DLA Records Schedule August 2018

352

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

Destination Information: Ship to 

Department of Defense Activity Address 

Code (DODAAC), Ship To In The Clear, 

Ship Address, City, State

Agency Information: Department, 

DODAAC, User Full Name, Unit, Postal 

Code

Order Information: Status, Requisition 

Number, Status Comments

Time Period: Date of Transaction, Fiscal 

Year of Transaction

8120.5.03 Outputs. DOD EMALL sends 

requisition information to EBS.

Temporary. Cutoff 

at end of FY. Destroy 

8 years after record 

creation. Destruction 

will occur based on 

fiscal year.

Example: FY09 

records will be 

destroyed in FY17, 

FY10 records will be 

destroyed in FY18, 

and so on.

N1-361-10-

001

8120.5.04 System Documentation. Data systems 

specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Delete 

when related master 

file or database has 

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.5.04 

NOTE

Computer software needs to be kept as long as needed to ensure access to, and use of 

the electronic records in the system throughout the authorized retention period to 

comply with 36 CFR 1236.10, 1236.12, 1236.14 and 1236.20.

8120.6 DORRA Integrated Data Base (DIDB). 

Raw data extracted from EBS used by 

DLA Office of Research and Resource 

Analysis (DORRA) for research purposes. 

Temporary. Cutoff at 

end of Event. Destroy 

upon verification of 

successful creation of

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
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353

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

the final document or 

file, or when no longer 

needed.

8120.7 DLA Document Services Online 

Ordering System. DLA Document 

Services maintains an electronic 

commerce system commonly known as 

DOL that provides customers, including 

DOD and various other agencies, the 

ability to request print services provided 

by DLA Document Services. Customers 

utilize the system to submit, fund, and 

monitor order progress. The system 

interfaces with DLA's Enterprise Business 

System (EBS) to exchange billing 

information.

Temporary. Cutoff 

at end of FY. Destroy 

10 years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

8120.8 Defense Travel System (DTS). DTS 

automates the three DoD travel processes: 

authorization, reservation and voucher 

filing. DoD travelers are able to generate 

travel authorizations, make trip 

reservations, and route travel requests for 

approval from their desktop workstation. 

DTS electronically routes these vouchers 

for approval to the Defense Finance and 

Accounting Service (DFAS). The system 

contains the following records: 

• Information provided by the traveler

• Voucher documents

• Defense Accounting Offices (DAOs)

• Other DoD components

• Government and/or personal charge 

card account numbers and expiration 

information

• Personal checking and/or savings 

account numbers

• Government accounting code/budget 

information

• Travel itineraries and reservations

• Trip record number

Temporary. Cutoff 

at end of FY. Destroy 

10 years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

354

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

• Trip cost estimates

• Travel-related receipts

• Travel document status information

• Travel budget information

• Commitment of travel funds

• Records of actual payment of travel 

funds

• Supporting documentation.

8120.9 

Overview

Defense Information System for Security (DISS). The Defense Information 

System for Security (DISS) is a family of systems solution that will replace JPAS 

and specifically addresses the security clearance and suitability determinations 

requirements of Section 3001 of Public Law 108-458, the Intelligence Reform and 

Terrorism Prevention Act of 2004 (IRTPA). The records within these applications 

are used for personnel security, suitability, fitness, access management, continuous 

evaluation of the subject, and National Security by providing a common, 

comprehensive medium to record, document, and store investigation and 

adjudicative Documentation and adjudicative actions within the Department, Federal 

agencies, non-DOD, and DOD contractors. As a secure, end-to-end IT system, the 

DISS will be the authoritative source for the management, storage, and timely 

dissemination of and access to personnel security information. The DISS family of 

systems is comprised of two components: the Case Adjudication Tracking System 

(CATS) and the Joint Verification System (JVS). 

Files created under Office of Personnel Management procedures and regulations and 

related indexes. Case files documenting the processing of investigations on Federal 

employees or applicants for Federal employment, whether or not a security

clearance/access is granted, and other persons, such as those performing work for a 

Federal agency under contract, which require an approval before having access to 

Government facilities or to sensitive data. These files include questionnaires and 

investigative reports, prepared by the investigating agency, and other records 

reflecting the processing of the investigation and the status of the case.

This overview is for record series 8120.9.01 through 8120.9.02. Do not use the 

overview for retention.
DLA Records Schedule August 2018

355

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.9.01 Personnel Security Clearance, 

Suitability, and HSPD-12 Case Files –

Investigative Files - Closed. 

Investigative files and the computerized 

databases which shows the scheduling or 

completion of an investigation.

Temporary. Cutoff 

After Event. Event is 

after closing date or 

most recent 

investigating activity. 

Destroy 16 years from 

the date of closing or 

the date of the most 

recent investigative 

activity, whichever is 

later.

DAA-0361-

2014-0014-

0001

8120.9.02 Personnel Security Clearance, 

Suitability and HSPD-12 Case Files -

Investigative Files, Potentially 

Actionable. Investigative files and the 

computerized databases that contain 

investigations involving potentially 

actionable issue(s).

Temporary. Cutoff 

After Event. Event is 

after investigative 

closing or date of the 

most recent 

investigative activity. 

Destroy after 25 years 

from the date of 

closing or the date of 

the most recent 

investigative activity,

whichever is later.

DAA-0361-

2014-0014-

0002

8120.10 

Overview

Enterprise Business System (EBS). EBS is DLA’s Enterprise Resource Planning 

(ERP) system. It is comprised of many different sub-projects/SAP modules that 

together form a portfolio of tools used to implement end-to-end Agency business 

processes. EBS encompasses broad Agency functions including Finance, Planning, 

Procurement, Order fulfillment and Technical quality. EBS modules include, but 

are not limited to: Business Warehouse-data repository; Customer Relationship 

Management (CRM)-module used for marketing/customer outreach; SAP for oil and 

Gas-used by DLA Energy, also known as Energy Convergence; SAP Procurement 

for Public Sector-contracting functionality, also known as eProcurement; SAP 

Materials Management module; Product Data Management Initiative (PDMI)-

technical engineering information used to support the solicitation of the manufacture 

of spare parts; Real Property-used to manage DLA Real Property Assets.

This overview is for record series 8120.10.01 through 8120.10.13. Do not use the 

overview for retention.

8120.10.01 EBS Input/Source Records. Data is 

input via manual entry through various 

user interfaces and via many different 

Temporary. Cutoff 

at end of Event. 

Destroy upon 

GRS 5.2, Item 

020 (DAAGRS-2017-
DLA Records Schedule August 2018

356

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

system-to-system data transactions. verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

0003-0002)

8120.10.02 EBS Database (Master File). EBS 

contains many data points, transactions, 

and documents related to Finance, 

Planning, Procurement, Order Fulfillment, 

and Technical Quality. Data includes but 

is not limited to sales orders, purchase 

requisitions, purchase orders, goods 

receipts, and delivery documents, billing 

documents, contract documents, and other 

financial and accounting information. 

EBS is the system of record for DLA 

financial data.

Temporary. Cutoff 

at end of Event.

Destroy 10 years after 

final payment or Final 

invoice/IPAC.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1 Item 

010 (DAAGRS-2013-

0003-0001)

8120.10.03 Contract Related Documents. Data 

related to contracts. 

Temporary. Cutoff 

at end of Event. 

Event is final 

payment. Destroy 10 

years after final 

payment or Final 

invoice/IPAC.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1 Item 

010 (DAAGRS-2013-

0003-0001)

8120.10.04 Real Property. Title papers documenting 

the acquisition of real property (by 

purchase, condemnation, donation, 

exchange, or otherwise), excluding 

records relating to property acquired prior 

to January 1, 1921. 

Temporary. Cutoff 

at end of Event. 

Transfer to new owner 

after unconditional 

sale or Government 

release of conditions, 

restrictions, 

mortgages, or other 

liens.

GRS 5.4, Item 

020 (DAAGRS-2016-

0011-0002)
DLA Records Schedule August 2018

357

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.10.05 Foreign Military Sales Contracts. Temporary. Cutoff 

at end of Event. 

Destroy data related to 

Foreign Military Sales 

(FMS) contracts 10 

years after final 

payment. See DLA 

Records Schedule 

5000.6.

DAA-0361-

2013-0001-

0006

8120.10.06 Foreign Military Sales Transportation 

Case Files.

Temporary. Cutoff 

at end of FY. Destroy 

data related to Foreign 

Military Sales (FMS) 

transportation case 

files when 30 years 

old. See DLA 

Records Schedule 

4500.9.

DAA-0361-

2013-0001-

0007

8120.10.07 Small Arms. Temporary. Cutoff 

at end of FY. Destroy 

6 years and 3 months 

after cutoff.

DAA-0361-

2013-0001-

0008

8120.10.08 National Defense Stockpile Materials. Temporary. Cutoff 

at end of Event. 

Event is removal of 

the commodity from 

the stockpile. Destroy 

8 years after Event.

DAA-0361-

2013-0001-

0009

8120.10.09 Hazardous Materials Service Contracts Temporary. Cutoff 

at end of FY. Destroy 

when 50 years old. See 

DLA Records 

Schedule 5000.92.

DAA-0361-

2013-0001-

0010

8120.10.10 Hazardous Materials Property Sales. Temporary. Cutoff 

at end of FY. Destroy 

when 50 years old. 

See DLA Records 

Schedule 5000.90.

DAA-0361-

2013-0001-

0011
DLA Records Schedule August 2018

358

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.10.11 Hazardous Materials Monitoring, 

Elimination, and Accident/Spill 

Reports.

Temporary. Cutoff 

at end of FY. Destroy 

when 75 years old. See 

DLA Records 

Schedule 4100.12.

DAA-0361-

2013-0001-

0012

8120.10.12 EBS Outputs. Includes standard and ad 

hoc reports that are needed for 

administrative, legal, audit or other 

operational purposes.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.10.13 EBS System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

the 

project/activity/transa

ction is completed or 

superseded, or the 

associated system is 

terminated or

superseded.

GRS 3.1, Item 

051 (DAAGRS-2013-

0005-0003)

8120.11 Employee Activity Guide for Labor 

Entry (EAGLE). Web based system 

used by DLA civilian, contractor and 

military personnel to record time and 

attendance. Eagle retains digitally signed 

timesheets which are sent to DCPS. 

System maintains time and attendance 

records to include EBS accounting codes, 

workload and project data, employee data. 

EAGLE provides the ability to search and 

retrieve time sheets. Information is 

manually entered or system generated.

Temporary. Cutoff 

at end of CY. Destroy 

after GAO audit or 

when 3 years old, 

whichever is sooner.

GRS 2.4, Item 

030 (DAAGRS-2016-

0015-0003)

8120.11.01 Eagle Reports. System generated reports 

and ad hoc reports based on end user’s 

needs.

Temporary. Delete 

when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.11.02 Telework/Alternate Worksite Program. 

Forms, requests, or applications to 

participate in telework/alternate worksite 

Temporary. Delete 1 

year after end of 

employee’s 

GRS 2.3, Item 

081 (DAAGRS-2015-
DLA Records Schedule August 2018

359

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

programs. Includes:

• Agreements between the agency and 

the employee

• Records such as questionnaires 

relating to the safety of the worksite

• Forms, checklists and similar records 

regarding the installation and use of 

equipment, hardware, and software

• The use of secure, classified 

information or data subject to the 

Privacy Act, or agencies’ Personally 

Identifiable Information policies

Note: “End of employee participation” in 

the disposition instruction refers to if

employee leaves telework entirely, is 

rejected, denied, or barred from telework, 

has significant changes in telework or 

agency position such that a new 

agreement is signed, or employee leaves 

Federal employment.

participation in the 

program, or after 

superseded form 

becomes obsolete.

0007-0022)

8120.12 Fusion Center (FC) and FC High Side. 

FC captures and presents operational and 

business information to focus the Agency 

on output, readiness, effectiveness, and 

service to standards. It combines people, 

process, and technology in a net-centric 

distributed environment where 

operational and performance data from 

DLA and our mission partners will be

integrated, analyzed, and presented as 

information for decision-making. DLA 

leadership and mission partners have 

visibility into a common set of 

information required to make decisions on 

programs and support that affects DLA as 

well as our shared customers. Fusion 

Center provides commanders access to 

review information needed to drive 

tomorrow's and next quarter's decisions, 

provides employees the ability to 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

360

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

recognize and correct deficiencies faster, 

and provides analysts the improved ability 

to discover root causes and problems. 

Fusion Center leverages a set of tools that 

provide decision support capabilities. It 

accesses data in existing DLA databases 

and will take advantage of tools and 

technologies that are currently operational 

(i.e. Asset Visibility, Management 

Information Systems, and the Enterprise 

Service Bus capabilities (SOA) of IDE 

and IDE/GTN Convergence).

8120.13 

Overview

Equipment Management and Control System (EMACS). EMACS is DLA’s 

support equipment Management Information System (MIS). The system is 

mandated by 40 USC 17505, DOD 4500.36-R, and DLA policy DLAI 4214 that 

designates EMACS as DLA’s MIS for support equipment. It is used to manage all 

support equipment, excluding DLA Automated Data Processing and 

Telecommunication equipment. Equipment managed includes Material Handling 

Equipment (e.g., forklifts, stock selectors, etc.), Automotive Equipment (e.g. 

passenger vehicles, trucks, trailers, etc.), Automated Material Handling Systems 

(e.g., AMHS components and entire systems), Other Major Equipment [e.g., site 

support equipment (front-end loaders, tractors, road graders, electronic security 

systems, etc.), production equipment (scrap shredders, boring machine for metal 

work, brake power presses, etc.), laboratory and test equipment (e.g. density testers, 

burst testers, etc.), office equipment (power file retrievers, mail delivery systems, 

collating machines, etc.)], and Miscellaneous Warehouse Equipment (e.g., sweepers, 

scrubbers, etc.). EMACS provides comprehensive equipment management for Field 

Activities that vary greatly by size and type. EMACS facilitates “cradle-to-grave” 

equipment management. It helps equipment managers conduct equipment 

replacement acquisition planning and asset control. It assists equipment maintenance 

through work order generation, preventative maintenance scheduling, and warranty 

tracking. It also assists equipment management by providing capability to track 

utilization, equipment costs such as acquisition, replacement, accident, and 

maintenance costs. It assists replacement forecasting by providing replacement 

candidates based on several factors. Finally, it provides equipment disposal tracking 

and control. Currently it is hosted by the DLA Ogden Enclave (DOE) located at the 

Defense Enterprise Computing Center (DECC) at Hill AFB, UT. DLA and the Navy 

EMACS databases are hosted on the same servers; but, equipment records are kept 

separate, and the Navy is responsible for its own records retention policy. Monthly, 

EMACS supplies data to the Distribution Standard System (DSS), and DSS is 

likewise responsible for its records retention policy. Users access the system via a 
DLA Records Schedule August 2018

361

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

CAC-enabled web interface. Field-level data is live and highly detailed. HQ-level 

data is extracted from portions of field-level data and is much less detailed. HQlevel data is called rollup data and is captured at the end of each month.

This overview is for record series 8120.13.01 through 8120.13.06. Do not use the 

overview for retention.

8120.13.01 EMAC Input/Source Records. Most 

field-level data is entered manually via 

web interface. Some automotive data is 

pulled from GSA’s Fleet Management 

System (FMS) and loaded to EMACS. 

Additionally, fuel data is received 

monthly from DLA Energy and loaded to 

EMACS. No equipment data is entered at 

the Rollup level.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.13.02 Master File - Field Level Disposed 

Equipment. EMACS contains data about 

equipment including maintenance, 

acquisition costs, utilization levels, work 

orders, warranties, and other equipmentrelated information.

• Field-level disposed equipment and 

associated data

Temporary. Cutoff 

at end of Event. 

Destroy 2 years after 

Equipment Disposal.

DAA-0361-

2013-0011-

0001

8120.13.03 Master File - Equipment Life Events. 

EMACS contains data about equipment 

including maintenance, acquisition costs, 

utilization levels, work orders, warranties, 

and other equipment-related information.

• Field level history and related tables 

that memorialize key/epoch events 

and data about the life of a piece of 

equipment, preserve maintenance 

detail, track administrative and user 

actions, keep data about execution of 

batch jobs

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

related equipment 

records are destroyed.

DAA-0361-

2013-0011-

0002

8120.13.04 Master File - Rollup Data. EMACS 

contains data about equipment including 

maintenance, acquisition costs, utilization 

levels, work orders, warranties, and other 

equipment-related information

Temporary. Cutoff 

at end of each month. 

Destroy 15 years after 

the date it was 

extracted from fieldDAA-0361-

2013-0011-

0003
DLA Records Schedule August 2018

362

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

• HQ level data that is extracted from 

field level data and is extracted from 

portions of field-level data. Capture at 

the end of each month

level data.

8120.13.05 Master File - Active Equipment.

EMACS contains data about equipment 

including maintenance, acquisition costs, 

utilization levels, work orders, warranties, 

and other equipment-related information

• Maintenance History

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

creation of history 

data.

DAA-0361-

2013-0011-

0004

8120.13.06 Master File – Other History EMACS 

contains data about equipment including 

maintenance, acquisition costs, utilization 

levels, work orders, warranties, and other 

equipment-related information

• Other history and related data

Temporary. Destroy 

when no longer 

needed for 

administrative, legal, 

audit, or other 

operational purposes.

DAA-0361-

2013-0011-

0005

8120.14 DLA Electronic FOIA and Privacy Act 

Request Tracking and Processing 

System (FOIAXpress). DLA uses a 

commercial-off-the-shelf (COTS) product 

for its FOIA and Privacy Act request 

tracking and processing -- FOIAXpress. 

As configured at DLA, FOIAXpress 

permits paper or e-mail receipt of both 

FOIA and Privacy Act requests from 

members of the public, stores the 

requesting letter or e-mail, permits storage 

of original and redacted versions of all 

responsive documents that have been 

retrieved which are responsive to the 

requested search, and provides 

correspondence generation templates for 

response to requesters. The tracking 

features of FOIAXpress provide redaction 

tracking, the ability to notate significant 

actions taken during the request process 

such as communication with the requester 

or agency subject matter experts, and 

audit logging. FOIAXpress also provides 

customizable performance management 

reporting functionality, including the 

Temporary. Cutoff 

at end of Event. 

Destroy all data 

related to a FOIA or 

Privacy request 6

years after the 

Agency's last reply.

GRS 4.2, Item 

020 (DAAGRS-2016-

0002-0001)
DLA Records Schedule August 2018

363

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

ability to generate statutorily required 

annual reports. 

8120.15 

Overview

Financial Disclosure Management (FDM) System. Army managed web-based 

system for the purpose of the electronic filing of annually required financial 

disclosure reports (Public Financial Disclosure Reports-SF 278) by Presidential 

appointees, members of the Senior Executive Service, and General/Flag Officers, as 

well as the filing of DoD personnel required to file Confidential Financial 

Disclosure Reports (OGE Form 450).

This overview is for record series 8120.15.01 through 8120.15.06. Do not use the 

overview for retention.

8120.15.01 Public financial disclosure reports. 

Executive Branch Personnel Public 

Financial Disclosure Reports (OGE Form 

278) (formerly SF 278), OGE Form 278e, 

and related records. 

• Reports for individuals filing in 

accordance with the Ethics in 

Government Act, as amended (5 

U.S.C. app.), including the Stop 

Trading on Congressional Knowledge 

Act of 2012 (STOCK Act) (Pub. L. 

112-105), and not subsequently 

confirmed by the U.S. Senate

Legal Citation: 5 U.S.C. app. section 

105, 5 CFR 2634.603 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

are not allowed. 

GRS 2.8, Item 

060 (DAAGRS-2014-

0005-0007)

8120.15.02 Public financial disclosure reports. 

Executive Branch Personnel Public 

Financial Disclosure Reports (OGE Form 

278) (formerly SF 278), OGE Form 278e, 

and related records. 

• All other reports

Legal Citation: 5 U.S.C. app. Section 

105, 5 CFR part 2634.603

Temporary. Cutoff 

at end of Event 

Destroy 6 years after 

receipt of the OGE 

Form 278 or 278e by 

the agency or when no 

longer needed for 

active investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

GRS 2.8, Item 

061 (DAAGRS-2014-

0005-0008)
DLA Records Schedule August 2018

364

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

are not allowed. 

8120.15.03 Confidential financial disclosure 

reports. Executive Branch Confidential 

Financial Disclosure Reports (OGE Form 

450) and Confidential Certificates of No 

New Interests (OGE Optional Form 450-

A), and related records. 

• Reports for individuals not 

subsequently confirmed by the U.S. 

Senate. 

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

are not allowed. 

GRS 2.8, Item 

070 (DAAGRS-2014-

0005-0011)

8120.15.04 Confidential financial disclosure 

reports. Executive Branch Confidential 

Financial Disclosure Reports (OGE Form 

450) and Confidential Certificates of No 

New Interests (OGE Optional Form 450-

A), and related records. 

• All other reports

Legal Citation: 5 CFR 2634.604

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

receipt of the OGE 

Form 450 by the 

agency, except when 

the OGE Form 450 

supports one or more 

subsequent Optional 

OGE Form 450-As 

then destroy 6 years 

after receipt of the last 

related OGE Form 

450-A by the agency, 

or when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

are not allowed. 

GRS 2.8, Item 

071 (DAAGRS-2014-

0005-0012)
DLA Records Schedule August 2018

365

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.15.05 Alternative or additional financial 

disclosure reports and related records.

• Reports for individuals not 

subsequently confirmed by the U.S. 

Senate

Temporary. Cutoff 

at end of Event.

Destroy 1 year after 

nominee ceases to be 

under consideration 

for the position or 

when no longer 

needed for active 

investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

are not allowed. 

GRS 2.8, Item 

080 (DAAGRS-2014-

0005-0014)

8120.15.06 Alternative or additional financial 

disclosure reports and related records.

• All other reports.

Legal Citation: 5 U.S.C. app. section

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

receipt of the financial 

disclosure report by 

the agency or when no 

longer needed for 

active investigation, 

whichever is later. 

This disposition 

instruction is 

mandatory; deviations 

are not allowed. 

GRS 2.8, Item 

081 (DAAGRS-2014-

0005-0015)

8120.16 

Overview

Hazardous Material Information Resource System (HMIRS). – The Hazardous 

Materials Information Resource System (HMIRS) is the central repository for 

information on hazardous materials used by DOD. HMIRS is an automated system 

containing Material Safety Data Sheet (MSDS) information and item-specific valueadded data, which is Government unique, for example transportation data, logistics 

data, disposal data, and hazardous warning label information compliant with 

Occupational Safety and Health Administration (OSHA). The MSDS information, 

which may contain both proprietary and non-proprietary information, is provided by 

product manufacturers and then entered into HMIRS. HMIRS data is accessed by 

authorized Federal employees and contractors. HMIRS was implemented in 2002 as 

a replacement to the Hazardous Material Information System (HMIS); HMIS data 

was migrated into HMIRS, so HMIRS contains data from January 1985.

MSDS’s are product hazard information sheets that must be available to an 

employee for the hazardous materials to which they may be potentially exposed in 
DLA Records Schedule August 2018

366

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

the workplace. OSHA specifies the MSDS requirements in 29 CFR 1910.1200(g). 

The Hazard Communication Standard is commonly known as "HAZCOM" or 

"Worker Right-to-Know." DOD implements this Federal regulation via its DOD 

Instruction 6050.05 http://www.dtic.mil/whs/directives/corres/pdf/605005p.pdf.

HMIRS includes MSDS, transportation, disposal, and label information accessible 

by national item identification number, local item identification number, trade name 

and/or part number, MSDS serial number, hazard characteristic code, hazardous 

ingredient(s), and manufacturer/distributor commercial and government entity code. 

MSDS’s are usually scanned into the system, and other data may be manually 

entered. 

The HMIRS database is available in two formats: 1) as a CD-ROM/DVD set (nonproprietary only), available only to U.S. military and Federal government facilities; 

or 2) Online web, available only to U.S. military, Federal government employees, 

and government-sponsored contractors. In order to use the HMIRS online web, one 

must be a registered subscriber.

This overview is for record series 8120.16.01 through 8120.16.04. Do not use the 

overview for retention.

8120.16.01 HMIR Inputs/Source Records. MSDS 

data is provided by manufacturers for 

products procured by the Government, 

GSA, and other Federal agencies and 

defines the hazardous characteristics of 

ingredients in their products. Authorized 

Services and Agency Focal Points enter 

Product record data directly into the 

HMIRS.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.16.02 HMIR Master File. The following is a 

list of the main data fields in HMIRS:

General Information: National Stock 

Number (NSN), Material Safety Data 

Sheet (MSDS), Chemical Abstract 

Services (CAS) Number, Service Agency, 

Trade Name, Part Number, Manufacturer 

Information, Vendor Information, 

Document Language, Commercial and 

Government Entity (CAGE)

Temporary. Cutoff 

at end of Event 

(Discontinuance of 

Program) Destroy 50 

years after 

discontinuance of the 

program.

N1-361-10-

002
DLA Records Schedule August 2018

367

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

Value Added Information: Appearance 

and Odor, Physical State Code, Auto 

ignition Temperature °F and °C, 

Flashpoint Temperature °F and °C, pH, 

Specific Gravity, Vapor Pressure, 

Evaporation Rate, Solubility in Water, 

Volatile Organic Compounds Grams per 

Liter, Volatile Organic Compounds 

Pounds per Gallon, Volatile Organic 

Compounds Weight Percentage, Vapor 

Density, % Volatiles by Volume, 

Carcinogen, Neutralizing Agent

Transportation Information: Department 

of Transportation (DOT) PSN Code, 

AFJM PSN Code, IATA PSN Code, IMO 

PSN Code, Competent Authority 

Approval (CAA), Certificate of 

Equivalency (COE), DOT Exemption 

Number, Air Force Military Management 

Aggregate Code (AF MMAC), Hazardous 

Characteristic Code (HCC), Accepted 

Explosive Number (EX), Magnetic 

Material, Magnetic Strength, Limited 

Quantity, Marine Pollutant, DOT 

Reportable Quantity, Net Explosive 

Weight (lbs/kg), Net Propellant Weight 

(lbs/kg), Flash Point Temperature °F and 

°C

Logistics Information: Federal Stock 

Class (FSC), National Item Identifier 

Number (NIIN), Local Item Identifier 

Number (LIIN), Hazardous Characteristic 

Code (HCC), Item Manager, Item Name, 

Specification Number, Type/Grade/Class, 

Quantitative Expression, Shelf Life Code, 

Unit of Issue, Universal Product Code 

(UPC)/Global Trade Identification 

Number (GTIN)/Batch Number/Lot 

Number, Unit of Issue container quantity, 

Type of container, Special Emphasis 
DLA Records Schedule August 2018

368

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

Code, Net Unit Weight

Label Information: Emergency 

Telephone Number, Signal Word, 

Procurement Year, Specific hazards

Disposal Information: Environmental 

Protection Agency (EPA) Hazardous 

Waste Indicator, EPA Hazardous Waste 

Code

Radioisotopes Information: Radioactive 

Form, Sealed, Nuclear Regulatory 

Commission (NRC) License/Permit 

Number, Radioisotope Name, 

Radioisotope Symbol, Radioisotope CAS, 

Operator, Radioactive Amount, Unit of 

Measure

8120.16.02

NOTE

Restrictions on release of HMIRS data: HMIRS data is available only to authorized 

Federal employees and contractors. Information about the HMIRS system or data 

contained in HMIRS requires following Freedom of Information Act (FOIA) 

guidelines. In addition, HMIRS contains manufacturer’s proprietary data in some 

records which is protected from public disclosure. DODD 8500.01E defines 

“Proprietary” as “Information that is provided by a source or sources under the 

condition that it not be released to other sources.” All users of HMIRS, whether 

viewing proprietary or non-proprietary data, are required to register in order to 

view the data. Once registered, there are two levels of access; viewing proprietary 

data requires the use of a User ID and Password whereas non-proprietary data can 

be viewed using User ID only. In the future, additional certificates will be required 

to view proprietary data [Public Key (PK)/CAC-enabled]. The majority of HMIRS 

customers are registered to view non-proprietary data only. HMIRS nonproprietary data is also provided in CD/DVD media for Government use only. 

8120.16.03 HMIRS Outputs. HMIRS produces ad 

hoc hazardous warning labels and valueadded information reports.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

369

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.16.04 HMIRS System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Delete 

when related master 

file or database has 

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.16.04 

NOTE

Computer software needs to be kept as long as needed to ensure access to, and use of 

the electronic records in the system throughout the authorized retention period to 

comply with 36 CFR 1236.10, 1236.12, 1236.14 and 1236.20. 

8120.17 Integrated Consumable Item Support 

(ICIS). ICIS is a classified automated 

web-based Adaptive Planning (AP) tool 

that forecasts requirements for DLAmanaged consumable items in support of 

Combatant Commander or Component 

Commander contingency planning. ICIS 

compiles data from multiple sources to 

create analytical information in response 

to ad hoc user queries.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.18 Wide Area Work Flow (WAWF). 

Provides the capability to track and 

manage miscellaneous payments to 

reimburse DoD employees, members of 

the military and military dependents and 

beneficiaries for certain reimbursable 

expenses. Provides capability to track 

and manage compensation payments to 

members of the general public filing 

damage claims against DoD and/or 

military services. Manages transactional 

flow from submission of the claim 

through the accounting process to 

disbursement via Defense Finance and 

Accounting Service (DFAS) DoD 

Entitlement system. Miscellaneous 

Payment Transaction processing may 

begin as a paper-based collection but 

information is transcribed from several 

different paper forms into a web-based 

Temporary. Cutoff 

at end of Event. 

Destroy 6 years and 3 

months after contract 

closeout.

DAA-0361-

2013-0002
DLA Records Schedule August 2018

370

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

data capture directly in WAWF or via 

SFTM communicated to WAWF.

8120.19 

Overview

Mapping Enterprise Business System (MEBS). MEBS supports Defense 

Logistics Agency (DLA)’s Map Mission. DLA Aviation component, DSCR-QAM, 

uses the MEBS system for its duties to manage map customer accounts and to 

control the inventory and distribution of map products. MEBS stores Product and 

Customer data on Oracle databases. MEBS has been in operation since July 2010.

This overview is for record series 8120.19.01 through 8120.19.04. Do not use the 

overview for retention.

8120.19.01 MEBS Inputs/Source Records. The 

majority of all incoming MEBS data is 

either entered directly through the MEBS 

user-interface system or imported through 

Defense Logistics Messaging System 

(DLMS)-compliant transactions via the 

Defense Automatic Addressing System 

(DAAS) transactional gateway. There are 

also a limited number of incoming and 

outgoing data exchanges that originate 

from open and secure File Transfer 

Protocol (FTP) data sharing between 

DLA’s Distribution Standard System 

(DSS), DLA’s DLA Distribution 

Mapping System (DDMS), DLA 

Logistics Information Service (DLIS), 

and National Geospatial Intelligence 

Agency (NGA).

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.19.02 MEBS Master File. The data for the 

MEBS system is categorized either as 

Product or Customer related. For 

Products, the MEBS system contains 

inventory information concerning the 

warehousing and shipping of 

Aeronautical, Hydrographical, and 

Topographical map products which exist 

on hardcopy and digital media. For 

Customers, the MEBS system contains 

shipping and security information of its 

Department of Defense Activity Address 

Temporary. Cutoff 

at end of FY. Destroy 

after 5 years.

N1-361-10-

004
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371

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

Code (DODAAC) custodians and 

DODAAC alternate custodians.

EXAMPLE: Cut off FY2010 records on 

9/30/2010. Maintain 5 years beginning 

10/1/2010. The records become eligible 

for destruction on 10/1/2015, at the 

beginning of FY2016.

8120.19.03 MEBS Outputs. The majority of all 

outgoing MEBS data is through DLMScompliant transactions via the DAAS 

transactional gateway. There are also a 

limited number of incoming and outgoing 

data exchanges that originate from open 

and secure FTP data sharing between 

DLA’s DSS and DDMS systems, DLIS, 

and NGA.

Temporary. Cutoff 

at end of Event. 

Destroy output file(s) 

upon verification of 

successful completion 

of output transaction 

to receiving system.

N1-361-10-

004

8120.19.04 MEBS System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Delete 

when related master 

file or database has

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.20 

Overview

DLA Distribution Mapping System (DDMS). DDMS is a web-based retail system 

that provides a process for distribution, tracking, and inventory control of map 

products for Defense Logistics Agency (DLA) customers in support of DLA’s 

mission to support the war fighter. DDMS is used by map support offices to 

facilitate retail operations within DLA’s Defense Distribution Mapping Activity 

(DDMA). DDMS promotes accountability of mapping products; capabilities 

include ordering, inventory, shipping, etc. DLA took over mapping functions from 

the Defense Mapping Agency in 1998, and DDMS has been in operation since 1999.

This overview is for record series 8120.20.01 through 8120.20.04. Do not use the 

overview for retention.

8120.20.01 DDMS Inputs/Source Records. Inputs 

are a combination of manual entry and 

data pulls from DLA’s Mapping 

Enterprise Business System (MEBS) and 

other DLA systems via the Defense 

Automatic Addressing System (DAAS) 

transactional gateway. Product data is 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

372

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

pulled from MEBS; issues, requisitions, 

and other data is pulled from various 

other systems. Inventory, receipts, and 

disposal information is manually entered.

8120.20.02 DDMS Master File. The Oracle 

database consists of information about 

mapping products and transactional 

information. Product information 

includes National Stock Number (NSN), 

quantity on hand, type of map, additions, 

and classifications. Transactional 

information consists of requisition 

fulfillment and inventory adjustment data.

Temporary. Destroy 

transactional data, 

including requisitions 

filled and inventory 

actions, when 4 years 

old. Destroy product 

data 4 years after 

product is 

discontinued.

N1-361-10-

004

8120.20.03 DDMS Outputs. DDMS sends data to 

DLA’s MEBS system, including product 

data, quantities on hand, and transaction 

history dates. DDMS also creates ad hoc 

reports such as issue reports, inventory 

reports, and product history reports.

Temporary. Destroy 

MEBS output file upon 

successful completion 

of data transfer to 

MEBS. Destroy ad 

hoc reports when no 

longer needed for 

business purposes or 

after 4 years, 

whichever is earlier.

N1-361-10-

004

8120.20.04 DDMS System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Delete 

when related master 

file or database has 

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.21 Labor, Management and Employee 

Relations System (LMER). Web-based 

reporting tool used to record disciplinary 

actions, generate disciplinary letters, and 

search/view offenses and actions.

Reporting functionality provided by thirdparty, SQL Server Reporting Services.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

case is closed. NOTE: 

J-1 has indicated in 

SORN S370.10 dated 

5/19/2009 that records 

will be destroyed 5 

years after final 

resolution of the case.

GRS 2.3, Item 

060 (DAAGRS-2015-

0007-0017)
DLA Records Schedule August 2018

373

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.22 Learning Management System (LMS). 

DLA Learning Management System 

(LMS) is a commercial off-the-shelf 

software package that provides one-stop 

capabilities for employees and supervisors 

to better manage the entire spectrum of 

learning from planning to learning event 

execution within a single environment.

Temporary. Cutoff 

at end of FY or 

Event. Destroy when 

3 years old, or 3 years 

after superseded or 

obsolete.

GRS 2.6, Item 

010 (DAAGRS-2016-

0014-0001)

8120.23

Overview

Medical Electronic Catalog (ECAT). DLA Troop Support's Medical Supply 

Chain developed the Medical Electronic Catalog (ECAT) to streamline its business 

practices and expanded its range of procurement options. ECAT provides the 

Department of Defense and other Federally-funded agencies access to multiple 

manufacturer and distributor commercial catalogs at discounted prices. ECAT is a 

Net-centric ordering system that enhances the ability of the Enterprise Business 

System (EBS) to complete customer billing and vendor payment. The MEDECAT 

database houses transactional information pertaining to vendors, catalogs, customer 

carts, delivery orders, requisitions, invoices, and shipping information. All 

transactions related to both customer billing and vendor payment reside in EBS.

This overview is for record series 8120.23.01 through 8120.23.03. Do not use the 

overview for retention.

8120.23.01 ECAT Inputs/Source Records. ECAT 

receives inputs from J6D Transaction 

Services (MILSTRIP from DMLSS-R and 

TEWLS and EDI transactions from 

vendor). ECAT sends transactional 

information to EBS (EDI 855 

transactions), WAWF (vendor invoice via 

SFTP), Product Data Bank (PDB) 

(catalog, pricing, and sales), US Treasury 

(credit card transactions), Medical Air 

Bridge (MAB) (shipping information), 

Suppliers (EDI 850 Purchase Requests), 

J6D Transaction Services (MILSTRIP to 

DMLSS-R and TEWLS and EDI 

transactions to vendor).

Temporary. Cutoff 

at end of FY. Destroy 

10 years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

8120.23.02 ECAT Master File. This list is not 

inclusive of all the database tables in 

MEDECAT. The following is a list of the 

Temporary. Cutoff 

at end of FY. Destroy 

10 years after final 

payment or 

GRS 1.1, Item 

010 (DAAGRS-2013-
DLA Records Schedule August 2018

374

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

main tables containing transactional data:

A0_REQ, A0_REQ_EVENT, 

A0_REQ_FAILURE, 

A0_REQ_ITERATION, REQUISITION 

EVENTS, CART_BUNDLE, 

CART_BUNDLE_ADDRESS, 

CART_BUNDLE_PROD_ALT, 

CART_BUNDLE_PROD_OPTION_EN

UM, CART_BUNDLE_PRODUCT, 

CART_BUNDLE_PRODUCT_OPTION, 

CARTS, CART_EVENTS, 

CART_SUSPENDED, 

DELIVERY_ORDERS, 

DELIVER_ORDER_EVENTS, 

DELIVERY_ORDER_LINES, 

DELIVERY_ORDER_LINES_EVENTS, 

DELIVERY_ORDER_ATTACHMENT, 

DELIVERY_ORDER_LINE_COMMEN

T, DELIVERY_ORDER_COMMENTS, 

INVOICE, INVOICE_EVENTS, 

SHIPPING_INFORMATION

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

0003-0001)

8120.23.03 ECAT System Documentation. Data 

systems specifications, file specifications, 

code books, record layouts, user guides, 

output specifications and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records Documentation relating to 

electronic records that are scheduled for 

destruction in the GRS or in a NARAapproved agency schedule.

Temporary. Delete 

when related master 

file or database has 

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.24 Ozone Depleting System (ODS) Reserve 

Program Data Sets. ODS Reserve 

Program maintains an Oracle-based data 

set that consists of data copied from other 

data sources, such as DORRA and DSS. 

The data is queried on an ad hoc basis in 

support of ODS analysis projects, 

including the creation of monthly receipt 

and issue transaction reports for the 

services. Some of the data is also made 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020
DLA Records Schedule August 2018

375

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

available via an intranet web page. The 

web page provides limited query 

capabilities such as an NSN look-up tool. 

The data is regularly overwritten with the 

most current data.

8120.25 FLIS Portfolio Data Warehouse 

(FPDW). FPDW (formerly known as 

Reference Master Data Environment, 

RMDE) represents merged RDE and 

MDC capabilities. FPDW provides a 

unified view of logistics information for 

the DOD, Federal Agencies and 

International Organizations to address 

their integration limitations. FPDW 

provides item identification data and 

DOD Master Data (item, vendor and 

customer). FPDW directly supports 

DLIS/FLIS transformation as well as 

DOD Transformation.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.26 Service Desk Express (SDE). SDE is a 

web-based problem tracking system/ITILcompatible service manager. Users 

include IT Help Desk, Program Managers 

(application and data owners), developers, 

testers, Information Assurance (IA), 

Configuration/Change Management 

(CM), Web, DBAs, etc.

Temporary. Cutoff 

at end of CY. Destroy 

1 year after resolved, 

or when no longer 

needed.

GRS 5.8, Item 

010 (DAAGRS-2017-

0001-0001)

8120.27 Recreation Tracking System (Rec 

Trac). Recreation Tracking System (Rec 

Trac). Rec Trac is used by various DLA 

Installation Support Morale, Welfare & 

Recreation (MWR) fitness and recreation 

programs as a point of sale (POS) and 

program tracking system. MWR program 

managers use the system to track facility 

usage and calculate participation in 

programs such as exercise classes, 

seminars, workshops, etc. The system is 

also used for merchandise, catering and 

product purchase. Data captured for the 

system database include name, age, 

Temporary. Cutoff 

at end of FY. Destroy 

10 years after final 

payment or 

cancellation.

*Note- Retention 

extension is aligned 

with the DoD FMR 

7000.14 and is 

authorized by NARA 

GRS 1.1, Item 010 

Note 3.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

376

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

gender, employment organization, DLA 

affiliation, duty phone, home phone, cell 

phone, email address, emergency contact 

name, emergency contact phone number, 

facilities to be used; if using vehicle 

storage lot—type and size vehicle to be 

stored, application date and signature of 

the requestor. Rec Trac was implemented 

in 2000; it is also used widely by the 

military services. The DLA “Rec Trac 

system” is comprised of multiple systems 

which are stand-alone or locally 

networked; they are not networked 

together. Data is initially entered 

manually and then users can scan their 

Common Access Card to record data. 

Reports containing consolidated program 

and facility usage data are generated 

monthly.

8120.27.01 RECTRAC Input/Source Records: 

Hardcopy (non-electronic) documents 

used to create, update or modify 

electronic records in the Rec Trac system. 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.28 

Overview

Subsistence Total Order and Receipt Electronic System (STORES). The system 

is web-based and uses Secure File Transfer Protocol (STFP) interfaces and is used 

by DLA Troop Support, worldwide Military Services (Army, Navy, Air Force, 

Marine Corps and Military Sealift Command), U.S. Coast Guard, Veterans 

Administration, and the commercial food service industry (domestic and abroad). It 

is used for customer ordering and receipting of subsistence products, as well as data 

relating to contracts with commercial vendors who provide the subsistence products.

This overview is for record series 8120.28.01 through 8120.28.05. Do not use the 

overview for retention.

8120.28.01 STORES Inputs/Source Records. 

Orders and invoices are created manually 

by STORES users through the web portal. 

Information such as orders, receipts, and 

catalogs are received via SFTP from 

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

377

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

customers and through EDI from vendor’s 

invoices.

8120.28.02 STORES Master File. This list is not 

inclusive of all the data fields in 

STORES. The following is a list of the 

main data fields:

Vendor Information:

Invoices: Vendor Name, CAGE 

Code, Vendor Contract Number, 

Invoice Number, Invoice Date, Call 

Number, Purchase Order Number, 

Date Receipt Received, Date 

Delivered, Ship To DODAAC, Stock 

Number, Quantity, Unit Price, Unit of 

Measure.

Catalog: Stock Number, Item 

Description, Weight, Volume, Unit 

Price, Unit of Measure, Vendor 

Contract Number.

Contracts: Vendor Name, Main 

Contract Number, CAGE Code, 

Contract Status. 

Customer Information:

Orders: Purchase Order Number, Bill 

To DODAAC, Ship To DODAAC, 

Order Date, Ordering Point, Required 

Delivery Date, Stock Number, Item 

Description, Unit of Measure, Unit 

Price, Quantity Ordered, Total Dollar 

Value.

Receipts: Purchase Order Number, 

Receipt Date, Ship To DODAAC, 

Ordering Point, Order Date, Stock 

Number, Item Description, Unit of 

Measure, Unit Price, Quantity Ordered, 

Quantity Received, Short Shipment 

Reason.

Temporary. Cutoff 

at end of FY. Destroy 

6 years after final 

payment or 

cancellation.

*Note- STORES 

Record Retention 

Memo for Record sent 

by Troop Support to 

reset to approved GRS 

retention

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

378

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.28.03 STORES Outputs. STORES sends 

catalog information to the Military 

Services’ food management system. 

Order information is sent to vendors. 

Receipt information is sent to the navy’s 

and Marine Corps’ food management 

systems. The top 250 ordered items are 

sent to the Support Planning Integrated 

Data Enterprise Readiness System 

(SPIDERS). Order, receipt and invoice 

information is sent to Enterprise Business 

System (EBS).

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.28.04 STORES System Documentation. Data 

systems specifications, file specifications, 

code books, record layouts, user guides, 

output specifications and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records. Documentation relating to 

electronic records that are scheduled for 

destruction in the GRS or in a NARAapproved agency schedule.

Temporary. Delete 

when related master 

file or database has 

been deleted.

GRS 3.1, Item 

012 (DAAGRS-2013-

0005-0008)

8120.28.05 STORES Reports. System generated 

reports and ad hoc reports based on end 

user’s needs.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.29 Task Management Tracker (TMT). Is 

a web-based scalable and flexible solution 

to manage tasks. TMT provides executive 

staff and action officers’ efficient task or 

suspense management. Tasks will be 

assigned utilizing established 

organizational workflow structure. Tasks 

and correspondence will be entered and 

completed utilizing TMT. PII and Privacy 

Act documents will not be uploaded into a 

TMT tasker. A TMT task can be 

generated for the task itself, but any 

related documents will need to be 

Temporary. Cutoff 

after suspense is 

closed. Incorporate 

records into the 

official file maintained 

with the office of 

record.

GRS 5.2, Item 

010 (DAAGRS-2017-

0003-0001)
DLA Records Schedule August 2018

379

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

referenced off line.

NOTE: TMT is NOT an approved 

records repository and records must be 

maintained in an official recordkeeping 

system.

8120.29.01 Rescinded by GRS Transmittal 28

8120.29.02 Rescinded by GRS Transmittal 28

8120.29.03 Rescinded by GRS Transmittal 28

8120.30 Automated Payroll, Cost, and 

Personnel System (APCAPS).

Automates the labor intensive areas of the 

Office of Civilian Personnel and 

Comptroller. Consolidates DLA payroll 

issues, trial balance and USAFAC 

Reports, cost accounting, manpower 

reporting. Automates, maintains and 

tracks grievances and employee assistance 

data.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5

8120.31 Base Operations Support System 

(BOSS). Through integrated files, 

automates base supply; inventory control, 

stock funds; financial accounting, demand 

data, shipping and supply management.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5

8120.32 Defense Industrial Plant Equipment 

Center (DIPEC). Industrial Plant 

Equipment screening and control; display 

information.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5

8120.33 Defense Integrated Subsistence 

Management System (DISMS). Materiel 

management: supply, contracting, 

warehousing, transportation. Worldwide 

wholesale food management. Perishable 

subsistence, non-perishables, distribution, 

procurement, direct commissary support, 

financial.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5
DLA Records Schedule August 2018

380

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.34 Distribution Standard System (DSS). The Distribution Standard System (DSS) is 

the Defense Logistics Agency's (DLA's) standard automated system for distribution 

processing of Department of Defense (DoD) materiel. DSS provides global service 

and worldwide support to the warfighter, peacekeepers, and to Federal and civilian 

customers. DSS provides effective and efficient Distribution in support of 

America's Armed Forces, by Receiving, Storing, and Shipping materiel around the 

clock and around the world; providing the right product to the right person at the 

right time for the right price.

This overview is for record series 8120.34.01 through 8120.34.10. Do not use the 

overview for retention.

8120.34.01 DSS Input/Source Records. Data is 

input via manual entry through various 

user interfaces and via many system-tosystem data transactions. Input Records 

are used to initiate processes and 

workload in DSS. Input/Source records 

begin the transaction flow. 

Temporary. Cutoff 

at end of Event. 

Event is when data has 

been entered into the 

database (master file 

or database). Destroy 

when data is no longer 

needed to support 

reconstruction of, or 

serve as backup to the 

master file or 

database. Not to 

exceed 2 years.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.34.02 DSS Database/Master File. DSS 

contains many data points, transactions, 

and documents related to warehouse 

operations. Data includes but is not 

limited to Materiel Requisitions, 

receiving, stowing, picking, packing, 

transportation, shipping and other data 

used to support day-to-day operations. 

Records are used to support application 

operations.

Temporary. Cutoff 

at end of Event. 

Event is when 

supported processes 

are complete. Destroy 

when no longer 

needed after supported 

processes are 

complete. 

Do Not 

Destroy -

Pending 

NARA 

approval

8120.34.03 Foreign Military Sales Transportation 

Case Files. General FMS Case Files are 

maintained in accordance with the 

Department of Defense (DoD) 7000-14.R, 

Volume 15, Chapter 6. Execution of a 

typical FMS case may span several years. 

Case Managers must ensure accessibility 

Temporary. Cutoff 

at end of FY. Destroy 

data related to 

Foreign Military Sales 

(FMS) Transportation 

case files when 30 

years old.

Do Not 

Destroy -

Pending 

NARA 

approval
DLA Records Schedule August 2018

381

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

to retired files, source documents, 

invoices, bills of lading, other proof of 

shipments, and other applicable 

documents that provide the audit trail to 

account for United States Government 

(USG) and purchaser funds. For 

Disposition Services, the only documents 

out of DSS are the DD 1348-1A (Material 

Release Orders) and the Notice of 

Availability to the shipper.

8120.34.04 Small Arms. DLA Small Arms 

Component Registry is maintained in 

DSS in accordance with 4160.16 Small 

Arms Control File. 

Temporary. Cutoff 

at end of event. Event 

is when weapon is 

destroyed. Delete 75 

years after weapon is 

destroyed.

Do Not 

Destroy -

Pending 

NARA 

approval

8120.34.05 Hazardous Waste Service Contracts. 

This contract data identifies transactions 

from the transportation, storage, and 

disposal of regulated and non-regulated 

waste. This data is used by DoD 

customers for annual environmental 

reporting, to develop disposal contracts, 

and monitor mission functions. This data 

is also used in investigations on sites with 

potential Government liabilities under 

environmental law including records 

searches, determinations of on-site 

liabilities, retrieval and/or removal 

actions.

Temporary. Cutoff 

at end of Event. 

Event is contract 

closeout. Destroy 50 

years after contract 

closeout.

Do Not 

Destroy -

Pending 

NARA 

approval

8120.34.06 Hazardous Materials Transportation 

Records. Records created in Transporting 

hazardous waste/material such as 

manifests and shipping documents.

Temporary. Cutoff 

at end of Event. 

Destroy 50 years after 

program is ended.

Do Not 

Destroy -

Pending 

NARA 

approval

8120.34.07 Data Supporting Financial Statements. 

Data that needs to be retained to support 

audit readiness and financial statements.

Temporary. Cutoff 

at end of FY when 

transaction is 

completed. Destroy 

after 10 years.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)
DLA Records Schedule August 2018

382

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

Note. Retention is 

extended based on 

Note 3 of GRS 1.1, 

Item 010.

8120.34.08 Transportation Records. Supports that 

carrier of record is authorized correct 

shipment.

Temporary. Cutoff 

at end of FY when 

transaction is 

completed. Destroy 

after 10 years.

Note. Retention is 

extended based on 

Note 3 of GRS 1.1, 

Item 010.

GRS 1.1, Item 

010 (DAAGRS-2013-

0003-0001)

8120.34.09 DSS Outputs. Includes standard and ad 

hoc reports needed for administrative, 

legal, or other operational purposes.

Temporary. 

Destroy when no 

longer needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.34.10 DSS System Documentation. Data 

systems specifications, file specifications, 

codebooks, record layouts, user guides, 

output specifications, and final reports 

(regardless of medium) relating to a 

master file, database or other electronic 

records.

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

the project, activity, 

transaction is 

completed or 

superseded, or the 

associated system is 

terminated or 

superseded.

GRS 3.1, Item 

051 (DAAGRS-2013-

0005-0003)

8120.35 Mechanization of Contract 

Administrative Services (MOCAS).

Provides contract administration and 

quality assurance support to Defense 

Contract Management Districts 

(DCMDs). Obligations, disbursements, 

funds status, contract inventories, contract 

status, shipments, deliveries, invoices.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5

8120.36 Defense Fuels Automated Management 

System (DFAMS). Supply operations, 

comptroller processes, procurement and 

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

N1-361-89-5
DLA Records Schedule August 2018

383

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

production. Technical functions to 

support fuel operations.

is sooner.

8120.37 Federal Logistics Information System 

(FLIS). Renames Defense Integrated 

Data System (DIDS). Receives, validates, 

stores, controls, processes, generates and 

disseminates Federal Catalog System and 

related item management data. Logistics 

data management.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-89-5

8120.38 Defense Automatic Addressing System 

(DAAS). Automates routing logistics data 

traffic and provides DoD Components 

with logistics information. On-line 

logistics, communications, document 

routing, history, sales processing.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-97-3

8120.39 Joint Engineering Drawing 

Management Information and Control 

System (JEDMICS). Replaces DLA's 

existing aperture card system. Standard 

DoD repository system to digitize, store, 

retrieve, and reproduce 

technical/engineering data.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-97-3

8120.40 Standard Procurement System (SPS).

Provides standardized data, policies and 

procedures for DoD procurements and 

contract administration. Procurement 

functions include purchasing, renting, 

leasing, or otherwise obtaining supplies 

and services. Procurement includes 

description (but not determination) of 

supplies or services required, selection 

and solicitation of sources, preparation 

and award of contracts, and issuance of 

modifications.

Temporary. Erase 

after 3 update cycles, 

or when no longer 

required for system 

operation, whichever 

is sooner.

N1-361-97-3

8120.41 Headquarters Electronic Request 

Service (HERS). Web based ordering 

interface used by customers to order 

facility and administrative support 

products or services.

Temporary. Erase 

individual request 

after 18 months.

N1-361-03-1
DLA Records Schedule August 2018

384

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.42 

Overview

Military Clothing Database. Records are used to manage military recruit clothing 

inventories; forecast future clothing needs; reduce costs and lead times; improve the 

quality of design and production of clothing; and to improve the efficiency of 

clothing distribution for the participating military services. Records also are used to 

record receipts, sales, exchanges, replacements, and returns of individual clothing 

items for recruits.

This overview is for record series 8120.42.01 through 8120.42.05. Do not use the 

overview for retention.

8120.42.01 Database/Masterfile. Enlistees’ names; 

social security numbers (SSN), gender; 

MOS; duty stations; records of receipts, 

sales, exchanges, replacements, and 

returns of individual clothing items; 

uniform sizes; body measurements; body 

scan images; quantities of clothing items 

ordered; and branch of military service 

cost center data.

Temporary. Maintain 

3 years online, 

followed by 2 years in 

archive, and then 

destroy.

N1-361-06-01

8120.42.02 Input/source records. Individual’s 

name, SSN, gender, rank, roster ID, 

platoon/company assigned, body 

measurements, body scan images, 

quantities of clothing item ordered by 

individual and branch of service. 

Information is collected from the 

following: (1) the Army Reception 

Battalion Automated Support SystemRedesign (RECBASS-R) and the database 

which provides a recruit accession file 

(enlistee’s name, SSN, gender, rank, 

roster identification, platoon/company 

assigned, and branch of military); any (2) 

textual information collected on generic 

agency forms at Air Force and Marine 

Corps reception centers.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.42.03 Outputs - Hard Copies: The files 

include textual versions of reports, queries 

data, and transaction records that include 

or pertain to clothing issued by date, 

location, type, quantity, and size; as well 

as demand patterns, and statistical 

Temporary. Cutoff 

at end of CY. Destroy 

after 1 year.

N1-361-06-1
DLA Records Schedule August 2018

385

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

projections for future clothing 

requirements.

8120.42.04 Source data [Electronic]: The files 

include the electronic versions of textual 

reports generated from the database or 

master file and may consist of reports, 

queries data, and transaction records that 

include or pertain to clothing issued, by 

date, location, type, quantity, and size; 

demand patterns, and statistical 

projections for future clothing 

requirements.

Temporary. Maintain 

3 years online, 

followed by 2 years in 

archive, then destroy.

N1-361-06-1

8120.42.05 System Documentation. The files 

consist of specifications and 

documentation to identify service, 

interrupt, use; and to maintain computers 

systems, user applications or electronic 

records. Included are user guides and 

manuals on hardware, network operating 

systems and application software; 

database specifications, codebooks and 

record layouts; and final reports relating 

to a master file or database.

Temporary. Maintain 

current version and 

two prior versions for 

5 years, and then 

destroy.

N1-361-06-1

8120.43 DLA Hotline Case Record. DLA 

Enterprise Hotline Program Data Base. 

The Database is a web base application 

used for data input and retrieval 

concerning individuals and companies 

suspected of wrongdoing of interest to 

DLA. Each hotline is assigned a Case 

Record control number and information is 

entered into the database, suspense dates 

are established for various actions, 

assigned tasks to other organizations are 

tracked, and the resolution of the inquiry 

is recorded in the database. The database 

contains Law Enforcement Sensitive and 

Privacy Act Protected information.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 10 

years after 

completion.

N1-361-08-3
DLA Records Schedule August 2018

386

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.44 

Overview

DLA Criminal Incident Reporting System (DCIRS). DCIRS is a web application 

used for data input and retrieval concerning individuals and companies involved in 

criminal incidents of interest to DLA. The application allows the DLA Office of 

Investigations, Offices of Public Safety and their equivalents, and the DLA Office of 

General Counsel personnel at facilities worldwide, to report, store, update, and query 

DLA criminal incidents and investigation records. The DCIRS system contains Law 

Enforcement Sensitive and Privacy Act Protected information.

This overview is for record series 8120.44.01 through 8120.44.08. Do not use the 

overview for retention.

8120.44.01 DCIRS Reports of Investigation, 

Response to Leads, Reports of Corrective 

Action, Commander or Director’s Reports 

of Corrective Action, Reports of 

Preliminary Inquiry, Reports of Referral, 

and Police Incident Reports.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 25 

years after 

completion.

N1-361-08-3

8120.44.02 DCIRS Reports of Initiative, Crime 

Vulnerability Assessments, Reports of 

Post Sale Investigation, and Criminal 

Information Reports.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 10 

years after 

completion.

N1-361-08-3

8120.44.03 DCIRS Trade Security Controls 

Assessment Records. Not related to a 

specific transaction 

Temporary. Cutoff 

at end of Event. 

Destroy/erase 6 years 

after last transaction.

N1-361-08-3

8120.44.04 DCIRS Trade Security Controls 

Assessment Records. Related to a 

specific transaction.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 6 years 

after transaction.

N1-361-08-3

8120.44.05 DCIRS Trade Security Controls 

Assessment Records. Reports of 

Outreach.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 5 years 

after completion.

N1-361-08-3

8120.44.06 DCIRS Reports of Polygraph 

Examination. Temporary Records (Nonhistorical, as determined by the Defense 

Criminal Investigative Service (DCIS)).

Temporary. Cutoff 

at end of Event. 

Destroy/erase 35 

years after receipt 

from DCIS.

N1-361-08-3
DLA Records Schedule August 2018

387

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.44.07 DCIRS Reports of Polygraph 

Examination. Permanent Records 

(Historical, as determined by DCIS).

PERMANENT. 35 

years after receipt 

from DCIS, transfer to 

NARA for permanent 

retention.

N1-361-08-3

8120.44.08 DCIRS Reports of Polygraph 

Examination. Attorney’s Contract Fraud 

Files.

Temporary. Cutoff 

at end of Event. 

Destroy/erase 6 years 

after completion.

N1-361-08-3

8120.45

Overview

Electronic Document Access System (EDA). EDA supports the goals of the DLA 

to simplify and standardize the methods that the Department of Defense (DoD) uses 

to interact with commercial and government suppliers in the acquisition of a catalog, 

stock, as well as made-to-order and engineer-to-order goods and services initiatives 

to increase the application of Electronic Business/Electronic Commerce (EB/EC) 

across the DoD. EDA is a web-based system that provides secure on-line access, 

storage, and retrieval of contracts, contract modifications, government bills of 

lading, personal property, government bills of lading freight government bills of 

lading, non-automated government bills of lading, Defense Finance and Accounting 

Services (DFAS) transaction for others (E110), vouchers, contract deficiency 

reports, Military Interdepartmental Purchase Requests, Government Transportation 

Requests and Contracting Officer Warrants to authorized users throughout the DoD. 

EDA is accessed through the Wide Area Workflow System (WAWF) application. 

This overview is for record series 8120.45.01 through 8120.45.10. Do not use the 

overview for retention.

8120.45.01 EDA Input/source records. Data is 

entered via DLA Transaction Services 

feeds and manual uploads.

Temporary. Destroy 

upon verification of 

successful creation of 

the final document or 

file, or when no longer 

needed

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.45.02 EDA Database/Masterfile. EDA serves 

as a centralized document repository that 

is used to provide access to data that 

generally consist of DoD acquisition, 

financial, transportation and contractual 

documents and post procurement data 

from various sources throughout the DoD. 

Documents and index location 

information are submitted from various 

sources (Standard Procurement System 

Temporary. 

CUTOFF after 

Event. Event is 

contract close-out. 

Destroy 10 year(s) 

after contract closeout date.

DAA-0361-

2014-0006-

0002 & 0361-

2014-0006-

0003
DLA Records Schedule August 2018

388

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

(SPS), Document Automation and 

Production Services (DAPS), 

Mechanization of Contracts 

Administration System (MOCAS), 

Defense Contract Management Agency 

(DCMA), etc., and other user agencies. 

• Contracts

• Contract Deficiency Reports (CDR)

8120.45.03 Personal Property Government Bill of 

Lading. Temporary. 

CUTOFF after 

Event. Event is issue 

date. Destroy 7 years 

after issue date.

DAA-0361-

2014-0006-

0004

8120.45.04 Freight Government Bill of Lading Temporary. 

CUTOFF after 

Event. Event is issue 

date. Destroy 7 years 

after issue date.

DAA-0361-

2014-0006-

0005

8120.45.05 EDA Non-Automated Government Bill 

of Lading

Temporary. 

CUTOFF after 

Event. Event is Index 

date. Destroy 2 years 

and 6 months after 

Index date.

DAA-0361-

2014-0006-

0006

8120.45.06 EDA Government Transportation 

Requests. 

Temporary. 

CUTOFF after 

Event. Event is Index 

date. Destroy 2 years 

and 6 months after 

Index date.

DAA-0361-

2014-0006-

0007

8120.45.07 EDA Electronic 110 Voucher Report. 

Summary reports of voucher data

Temporary. 

CUTOFF after 

Event. Event is Load 

date. Destroy 6 years 

and 3 months after 

load date.

DAA-0361-

2014-0006-

0008
DLA Records Schedule August 2018

389

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.45.08 EDA DD 577 Signature Card. Temporary. 

CUTOFF after 

Event. Event is 

Trigger “Function” 

field is “D” which is a 

Termination of User 

Account. Delete 

record when customer

sends this record to 

EDA application.

DAA-0361-

2014-0006-

0009

8120.45.09 EDA Military Interdepartmental 

Purchase Request (MIPR)

Temporary. 

CUTOFF after FY.

Event is Index date. 

Destroy 3 years after 

cutoff.

DAA-0361-

2014-0006-

0010

8120.45.10 EDA Contracting Officer Warrants. Temporary. 

CUTOFF after 

Event. Event is 

Termination of 

Appointment Record. 

Destroy 6 years after 

Termination of 

Appointment.

DAA-0361-

2014-0006-

0011

8120.46 Police Center (POLC). The system 

serves as an Enterprise wide system for 

the collection and storage of police 

records. This system will track criminal 

incident data at DLA HQ and the major 

DLA field sites through information 

sharing to assist in crime prevention 

strategies, crime trends, and criminal 

activities. Police Center contains data 

that is gathered from persons involved in 

any police incident on DLA property. 

This system will provide data to ESAMS 

(Enterprise Safety Applications 

Management System), DIBRs (Defense 

Incident-Based Reporting System), and 

D-DEX (Dept of Defense Data Exchange 

System)

Temporary. Cutoff 

at end of Event.

Event is after incident 

is closed. Destroy 25 

year(s) after cutoff.

DAA-0361-

2014-0013-

0001
DLA Records Schedule August 2018

390

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.47

Overview

CPI Administrative Project and Event Repository (CAPER). CAPER contains 

DLA’s official record of CPI projects, per DLAI 5309. These include specific 

project tags and fields describing the project; Summary baseline and postimprovement data in metric tables; Documents including signed project charters, 

supporting data sets, process maps and executive summaries. CAPER includes: 

DLA trained and certified practitioner information with tags and fields and 

certificates of DLA’s belts; DLA CPI tools and templates; training aids for the 

CAPER system; DoD and DLA CPI references; DLA CPI proposed ideas for future 

projects; and electronic records of CPI metrics, typically a series of weekly 

snapshots for a set of specific measures.

This overview is for record series 8120.47.01 through 8120.47.XX. Do not use the 

overview for retention.

8120.47.01 CAPER Database – Completed 

Projects, Metric & Benefit Reports, 

Electronic Graphs. Includes CPI projects 

with Completed status, administrative 

program management files, all project 

tollgate files, briefings, tools and 

organizational design and projects. 

Electronic metric tables (financial and 

performance). 

Temporary. Cutoff 

at end of Event. 

Event is when 

project is completed 

or canceled. Destroy 

10 years after cutoff.

DAA-0361-

0006-0001

8120.47.02 CAPER Active Ideas and Projects, 

Training and Reference Documents.

Active ideas include CPI projects that are 

approved by the approval authority. Ideas 

approved in CAPER convert to proposed 

projects. Active projects with “On Track”, 

“Needs Attention”, “Delayed”, or “Off 

Track” status. Training documents 

include PowerPoint decks and other 

training material used for CAPER. 

Reference documents include DoD, DLA 

directives, instructions, manuals and 

similar reference material used for the 

project.

Temporary. Cutoff 

at end of FY. Destroy 

6 years after cutoff.

Exception: If user had 

an explicit role in a 

completed project 

maintain profile until 

project is 

dispositioned.

DAA-0361-

0006-0002

8120.47.03 CAPER – Civilian User Profiles and 

Belt Certificates. CPI training and 

certification information of civilian CPI 

belts, sponsors, champions and others 

involved in DLA CPI.

Temporary. Cutoff 

after user has left 

DLA. Destroy 6 years 

after cutoff.

DAA-0361-

0006-0003
DLA Records Schedule August 2018

391

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.47.04 CAPER – Active Ideas Proposed or Not 

Started. Active ideas that are proposed or 

not started status and have no change or 

action

Temporary. Cutoff 

at end of FY. Destroy 

3 years after cutoff if 

no status change.

DAA-0361-

0006-0004

8120.47.05 CAPER – Contractor User Profile. CPI 

training and certification information of 

contractor CPI belts.

Temporary. Cutoff 

after user has left 

DLA. Destroy 3 years 

after cutoff.

Exception: If user had 

an explicit role in a 

completed project 

maintain profile until 

project is 

dispositioned.

DAA-0361-

0006-0005

8120.47.06 CAPER – Canceled Ideas and Projects.

Ideas and Projects with a canceled status.

Temporary. Cutoff 

when item is 

canceled. Destroy 1 

year after cutoff.

DAA-0361-

0006-0006

8120.48

Overview

Fuels Manager Defense (FMD) – is DLA Energy’s Inventory System of Record 

and Accountable Property System. FMD is divided into a base level and enterprise 

level application that are synchronized at scheduled intervals. FMD is used for 

management of all base level operations to include: Airfield Management, Quality 

Assurance, Quality Surveillance, Accounting, and Inventory Management and the 

business processes that support those operations. It is comprised of many different 

modules that together form a portfolio of tools used to implement end to end Agency 

business processes. FMD supports broad Agency functions including Finance, 

Planning, Procurement, Retail, Order Fulfillment, Real Property, and Technical 

Quality. FMD modules include, but are not limited to: Data Warehouse, Dispatch, 

Quality, Maintenance, Equipment, Personnel, Training, Accounting and Inventory 

Management.

This overview is for record series 8120.47.01 through 8120.47.XX. Do not use the 

overview for retention.

8120.48.01 FMD Input/Source Records. Data is 

input via manual entry though various 

user interfaces and via many different 

system-to-system data transactions. Each 

transaction type has a supporting record 

requirement defined in DLA Energy 

Policy P-3.

Temporary. Cutoff 

at end of Event. 

Event is data input. 

Destroy 3 years after 

cutoff.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)
DLA Records Schedule August 2018

392

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

8120.48.02 FMD Master File. DLA capitalized fuel 

transaction data reported from all remote 

DFSPs worldwide that monitor, track 

issue, receive and store DLA WCF fuel 

for the DoD. Individual DFSPs depending 

on operational requirements will either 

enter transactional information directly 

into the FMD Enterprise system of record 

(Small/Medium DFSPs) daily. Larger 

operational DFSPs will import complete 

transactional files into the FMD 

Enterprise system of record daily.

FMD does not save superseded 

information as this is a transactional 

system any updates done with save 

information is completed per required 

billing information changes from the 

financial system of record that validates 

transactional processing downstream of 

FMD Enterprise once validated individual 

records are complete. Does not contain 

Microdata. Does not contain summary 

data.

Temporary. Cutoff 

at end of FY. Destroy 

10 years after cutoff.

DAA-0361-

2017-0011-

0001

8120.48.03 FMD Outputs. The principle products of 

the information system is source fuel 

transactional data by transaction type both 

input directly and uploaded as stated in 

5C for transactional validation and 

processing to the financial system of 

record. All source data is contained 

within the FMD Enterprise system of 

record. Transactional processing is a daily 

continuous process as the Enterprise 

system supports over 600+ remote 

locations. Once transactional data is input 

or uploaded into FMD a individuals 

separate record (IDOC) record per 

transaction type is generated from the 

source record and sent to the financial 

system of record for validation and 

financial billing. Transaction validation 

Temporary. Cutoff 

at end of FY. Destroy 

3 years after cutoff.

DAA-0361-

2017-0011-

0002
DLA Records Schedule August 2018

393

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

failures are returned individually to the 

FMD Enterprise system for correction and 

resubmission until correct and complete. 

8120.49

Overview

iComplaints. iComplaints is a web-based system used by the DLA Equal 

Employment Opportunity (EEO) office to maintain records of all events in EEO 

cases and copies of documents relevant to the cases and to produce reports required 

by the EEOC and DLA EEO leadership to effectively manage the EEO program

This overview is for record series 8120.49.01 through 8120.49.04. Do not use the 

overview for retention.

8120.49.01 iComplaints Input/Source Records. 

Information relevant to EEO complaints 

is manually entered or uploaded into the 

system.

Temporary. Cutoff 

when case is closed. 

Destroy 4 years after 

case is closed.

GRS 5.2, Item 

020 (DAAGRS-2017-

0003-0002)

8120.49.02 iComplaints Master File. EEO 

complaints, counselor reports, 

investigative/hearing reports, decisions, 

appeals, grievances, records of adverse 

actions, within grade denials, other 

complaints, related documents and analyzes 

used to develop case files for tracking the 

progress/results of individual complaints 

and/or investigations. 

Temporary. Cutoff 

when case is closed. 

Destroy 4 years after 

resolution of case.

GRS 2.3, Item 

030 (DAAGRS-2015-

0007-0006)

8120.49.03 iComplaints Output Records. EEO 

reports and employment statistical files. 

Includes the annual report to the EEOC, 

the annual report to congress on the No 

FEAR Act, quarterly/monthly reports to 

senior leadership, and other related 

reports required by EEOC’s MD 715 

(such as the Analysis and Action Plans) or 

succeeding guidance as well as 

employment statistic files which support 

reporting requirements.

Temporary. Cutoff 

at end of CY. 

Destroy 5 years after 

cutoff.

GRS 2.3, Item 

035 (DAAGRS-2015-

0007-0011)

8120.49.04 iComplaints System Documentation. 

Documentation relating to the deployment 

and sustainment of iComplaints

Temporary. Cutoff 

at end of Event. 

Destroy 5 years after 

the project, Activity, 

or transaction is 

completed or 

superseded, or the 

GRS 3.1, Item 

051 (DAAGRS-2013-

0005-0003)
DLA Records Schedule August 2018

394

SCHEDULE 8120 - Electronic Information Systems (EIS)

Record 

Series

Record Series Title and Content 

Description

Disposition Cutoff 

Instructions 

Disposition 

Authority

associated system is 

terminated or

superseded.

8120.50 Mass Notification System (MNS). The 

DLA MNS uses AtHOC software and 

provides the ability for DLA installations 

to disseminate emergency alerts and 

notification information to DLA 

Installation personnel. 

Temporary Destroy/ 

delete when 

superseded or 

obsolete, or upon 

separation or transfer 

of employee.

GRS 5.3, Item 

020 (DAAGRS-2016-

0004-0002)

8120.51 USA Staffing, USAJobs, Onboarding 

Manager. Office of Personnel 

Management (OPM) managed systems

used by DLA Human Resources (J1) for 

records related to employment application 

packages for competitive positions in 

USAJobs or its successors, and other 

systems. Include: 

• Applications

• Resume

• Supplemental Forms

• Other Attachments

NOTE: Copies of these records that are 

maintained by functional line of business 

offices are maintained under 1400.22 or 

1400.22.01.

Temporary. Destroy 

1 year after date of 

submission.

NOTE: This system is 

managed by OPM.

GRS 2.1, Item 

060 (DAAGRS-2014-

0002-0011)
DLA Records Schedule August 2018

395

DLA RECORDS SCHEDULE – 8300

INFORMATION INFRASTRUCTURE

This schedule relates to activities associated with the operation and maintenance of Information 

Technology facilities.

SCHEDULE 8300 - Information Infrastructure

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

8300.1 ADP/T Operations. Records relating to 

the operation of the activity ADP/T, 

locally and at remote locations, such as 

shift work assignment logs.

Temporary. Cutoff at 

end of CY. Delete or 

destroy after 1 year.

N1-361-91-1

8300.2 ADPE Site Plans. Records relating to the 

formulation, development, and 

coordination of site plans for the 

installation or relocation of ADP/T 

equipment. Includes post-equipment 

installation reviews.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-1

8300.3 ADPE Site Environment. Records 

relating to monitoring of environmental 

control systems such as daily temperature 

log.

Temporary. Destroy 

after 3 months.

N1-361-91-1

8300.4 ADPE Utilization and Maintenance. 

Records relating to the use, including 

downtime, of computer systems such as 

operational logs and statistical records, 

includes listing of in-house maintenance 

requests.

Temporary. Cutoff at 

end of CY. Destroy 

after 1 year.

N1-361-91-1

8300.5 ADPE Maintenance. Records relating to 

the scheduling and control of contractor 

ADP/T equipment preventive and 

remedial maintenance. Includes items 

such as summaries of remedial 

maintenance listed by vendor, vendor 

tickets for work performed, minutes from 

vendor meetings.

Temporary. Cutoff at 

end of CY. Destroy 

after 3 years.

N1-361-91-1

8300.6 Magnetic Media. Records relating to the 

operation, maintenance, and control of 

magnetic media (tapes, disks, and 

diskettes).

Temporary. Review 

annually. Do Not 

Destroy

Pending 

Review. Do 

Not Destroy 

until after 

review.
DLA Records Schedule August 2018

396

SCHEDULE 8300 - Information Infrastructure

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions

Disposition 

Authority

8300.7 Automated Information Systems (AIS) 

Testing. Records relating to the testing of 

newly designed and/or modified AIS.

Temporary. Review 

annually. 

Delete/destroy when 

superseded, obsolete, 

or no longer needed for 

reference.

N1-361-91-1

8300.8 System Scheduling Standards. Records 

relating to the development and 

implementation of standards for use 

between applications systems and ADP/T 

work stations.

Temporary. Review 

annually. Destroy 

when no longer needed 

for reference.

N1-361-91-1
DLA Records Schedule August 2018

397

DLA RECORDS SCHEDULE – 8500 

INFORMATION SECURITY

This schedule relates to implementation of DoD, Federal Government, and NIST issuances in 

ADP security, communications network security, and emanations security. Includes records 

relating to the administration and implementation of ADP and Communications Security 

policies, plans, programs, procedures and systems, ADP security risk management, accreditation, 

certification, and security programs.

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

8500.1 ADP Security Arrangements. 

Documents relating to arrangements to 

provide DLA activities with ADP security 

facilities and countermeasures.

Temporary. Destroy 

when superseded, 

obsolete or no longer 

needed for reference.

N1-361-91-7

8500.2 

Overview 

System Access Records. These records are created as part of the user identification 

and authorization process to gain access to systems. Records are used to monitor 

inappropriate systems access by users. Includes records such as:

• User profiles

• Log-in files

• Password files

• Audit trail files and extracts

• System usage files

• Cost-back files used to assess charges for system use

• System Authorization Access Requests (SAARS/DD 2875 Forms)

• Appointment/Termination Files (DD Form 577)

Exclusion 1. Excludes records relating to electronic signatures

Exclusion 2. Does not include monitoring for agency mission activities such as law 

enforcement.

This overview is for record series 8500.2.01 through 8500.2.02. Do not use the 

overview for retention.
DLA Records Schedule August 2018

398

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

8500.2.01 System Access Records: Systems 

requiring special accountability for 

access. These are user identification 

records associated with systems which are 

highly sensitive and potentially vulnerable 

(i.e., systems containing information that 

may be needed for audit or investigative 

purposes, and those that contain classified 

records) (i.e., DD Form 577)

Temporary. Cutoff 

at end of Event. 

Destroy 6 years after 

password is altered or 

user account is 

terminated.

GRS 3.2, Item 

031 (DAAGRS-2013-

0006-0004)

8500.2.02 System Access Records: Systems NOT 

requiring special accountability for 

access. (i.e., DD Form 2875).

Temporary. Cutoff 

at end of Event. 

Destroy 1 year after 

user’s account is 

terminated from the 

system or when no 

longer needed for 

administrative, legal,

audit or other 

operational purpose, 

whichever is later.

GRS 3.2, Item 

030 (DAAGRS-2013-

0006-0003)

8500.3 ADP Security Risk Analysis Files. 

Documents pertaining to risk analysis 

including risk analysis questionnaires, risk 

analysis reports and related 

correspondence.

Temporary. Cutoff 

at end of CY. Destroy 

after 3 years or when 

MSC (formerly 

PLFA's) issue new 

risk analysis reports.

N1-361-91-7

8500.4 Systems and Data Security Records. 

These are records related to maintaining 

the security of information technology 

(IT) systems and data. Records outline 

official procedures for securing and 

maintaining IT infrastructure and related 

to the specific systems for which they 

were written. This series also includes 

analysis of security policies, processes, 

and guidelines, as well as system risk 

management and vulnerability analyses. 

Includes records such as:

• System Security Plans

Temporary. Destroy 

1 year(s) after system 

is superseded by a 

new iteration or when 

no longer needed for 

agency/IT 

administrative 

purposes to ensure a 

continuity of security 

controls throughout 

the life of the system.

GRS 3.2, Item 

010 (DAAGRS-2013-

0006-0001)
DLA Records Schedule August 2018

399

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

• Disaster Recovery Plans

• Continuity of Operations Plans 

(COOP)

• Published computer technical manuals 

and guides

• Examples and references used to 

produce guidelines covering security 

issues related to specific systems and 

equipment

• Records on disaster exercises and 

resulting evaluations 

• Network vulnerability assessments

• Risk surveys

• Service test plans

• Test files and data

8500.5 Rescinded – Use 8100.2

8500.6 PKI administrative records.- Federal 

Bridge Certification Authority (FBCA) 

Certification Authority (CA).

Records are PKI-unique administrative 

records that establish or support 

authentication by tying the user to a 

valid electronic credential and other 

administrative non-PKI records that are 

retained to attest to the reliability of the 

PKI transaction process. Included are 

policies and procedures planning 

records; stand-up configuration and 

validation records; operation records; 

audit and monitor records; and 

termination, consolidation, or 

reorganizing records. Policies and 

procedures planning records relate to 

defining and establishing PKI systems. 

Records relate to such activities as 

determining that a PKI should be 

established; creating project 

implementation plans; creating the 

certificate policy (CP), certification 

practice statement (CPS), and other key 

Temporary.

Destroy/delete when 7 

years 6 months, 10 

years 6 months, or 20 

years 6 months old, 

based on the 

maximum level of 

operation of the CA, 

or when no longer 

needed for business, 

whichever is later.

GRS 3.2, Item 

060 (N1-

GRS-07-3, 

item 13a1)
DLA Records Schedule August 2018

400

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

operating documents; developing 

procedures in accordance with the CP 

and CPS; conducting risk analyses; 

developing records management 

policies (including migration 

strategies); and selecting the entity that 

will serve as registration authority 

(RA). Stand-up configuration and 

validation records relate to installing 

and validating both the Certification 

Authority (CA) and Registration 

Authority (RA), obtaining final 

approval or rejection from the agency's 

oversight or authorizing body, creating 

and generating a CA signature key, 

testing security procedures for the CA 

and RA, validating certification 

revocation procedures, and establishing 

back-up and storage for the PKI 

system. Operation records relate to the 

certification application; certificate 

issuance and key generation (including 

key pair generation and private key 

loading and storage of private keys and 

components of private keys); certificate 

acceptance, validation, revocation, 

suspension, replacement, and renewal; 

creating and maintaining an event log; 

and installing and validating software 

updates. Audit and monitor records 

relate to conducting periodic internal 

and external reviews of auditable 

events specified in the Federal Bridge 

Certification Authority (FBCA) X.509 

Certificate Policy and other Entity CA 

policies, monitoring compliance with 

security requirements specified in the 

CPS and other operating procedures, 

investigating internal fraud or 

misconduct, and conducting internal 

and external audits of software and 

systems security. Termination, 
DLA Records Schedule August 2018

401

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

consolidation, or reorganization 

records relate to terminating, 

consolidating, or reorganizing a PKI; 

notifying subscribers of decisions, 

transferring inactive keys and 

revocation certificate lists to storage 

repositories, transferring consenting 

subscribers' and certificates and related 

materials to a new Certificate 

Authority, destroying sensitive records 

involving privacy (in accordance with 

an authorized records schedule), and 

shutting down and disposing of RA 

hardware and CA software.

Note: Select PKI administrative records 

serve as transaction records that must be 

retained as part of the trust documentation 

set with transaction-specific records. 

Agencies must determine which PKI 

administrative records are embedded with 

transaction-specific records as transaction 

records. These administrative records may

vary from transaction-to-transaction.

8500.6.01 PKI administrative records.- Other –

Non-FBCA et. Al.) CAs.

Records are PKI-unique administrative 

records that establish or support 

authentication by tying the user to a 

valid electronic credential and other 

administrative non-PKI records that are 

retained to attest to the reliability of the 

PKI transaction process. Included are 

policies and procedures planning 

records; stand-up configuration and 

validation records; operation records; 

audit and monitor records; and 

termination, consolidation, or 

reorganizing records. Policies and 

procedures planning records relate to 

Temporary.

Destroy/delete when 7 

years 6 months to 20 

years 6 months old, 

based on the 

maximum level of 

operation of the CA, 

or when no longer 

needed for business, 

whichever is later.

GRS 3.2, Item 

061 (N1-

GRS-07-3 , 

item 13a2)
DLA Records Schedule August 2018

402

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

defining and establishing PKI systems. 

Records relate to such activities as 

determining that a PKI should be 

established; creating project 

implementation plans; creating the 

certificate policy (CP), certification 

practice statement (CPS), and other key 

operating documents; developing 

procedures in accordance with the CP 

and CPS; conducting risk analyses; 

developing records management 

policies (including migration 

strategies); and selecting the entity that 

will serve as registration authority 

(RA). Stand-up configuration and 

validation records relate to installing 

and validating both the Certification 

Authority (CA) and Registration 

Authority (RA), obtaining final 

approval or rejection from the agency's 

oversight or authorizing body, creating 

and generating a CA signature key, 

testing security procedures for the CA 

and RA, validating certification 

revocation procedures, and establishing 

back-up and storage for the PKI 

system. Operation records relate to the 

certification application; certificate 

issuance and key generation (including 

key pair generation and private key 

loading and storage of private keys and 

components of private keys); certificate 

acceptance, validation, revocation, 

suspension, replacement, and renewal; 

creating and maintaining an event log; 

and installing and validating software 

updates. Audit and monitor records 

relate to conducting periodic internal 

and external reviews of auditable 

events specified in the Federal Bridge 

Certification Authority (FBCA) X.509 

Certificate Policy and other Entity CA 
DLA Records Schedule August 2018

403

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

policies, monitoring compliance with 

security requirements specified in the 

CPS and other operating procedures, 

investigating internal fraud or 

misconduct, and conducting internal 

and external audits of software and 

systems security. Termination, 

consolidation, or reorganization 

records relate to terminating, 

consolidating, or reorganizing a PKI; 

notifying subscribers of decisions, 

transferring inactive keys and 

revocation certificate lists to storage 

repositories, transferring consenting 

subscribers' and certificates and related 

materials to a new Certificate 

Authority, destroying sensitive records 

involving privacy (in accordance with 

an authorized records schedule), and 

shutting down and disposing of RA 

hardware and CA software.

Note: Select PKI administrative records 

serve as transaction records that must be 

retained as part of the trust documentation 

set with transaction-specific records. 

Agencies must determine which PKI 

administrative records are embedded with 

transaction-specific records as transaction 

records. These administrative records may 

vary from transaction-to-transaction.

8500.7 PKI transaction-specific records.

Records relate to transaction-specific 

records that are generated for each 

transaction using PKI digital signature 

technology. Records are embedded or 

referenced within the transaction 

stream and may be appended to the 

transaction content or information 

Temporary.

Destroy/delete when 7 

years 6 months to 20 

years 6 months old, 

based on the 

maximum level of 

operation of the 

appropriate CA and 

after the information 

GRS 3.2, Item 

062 (N1-

GRS-07-3, 

item 13b)
DLA Records Schedule August 2018

404

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

record. Along with PKI administrative 

and other administrative records, 

transaction-specific records are part of 

the PKI trust documentation set that 

establish or support the trustworthiness 

of a transaction. They may vary from 

transaction-to- transaction and agencyto-agency. When retained to support 

the authentication of an electronic 

transaction content record (information 

record), PKI digital signature 

transaction records are program 

records.

Note: Extreme care must be taken when 

applying the GRS-PKI to transaction 

records. Destruction of the transactionspecific and administrative records 

embedded in the transaction stream prior 

to the authorized retention of the 

information record that they 

access/protect will render the PKI 

incapable of performing what it is 

designed to do-protect and provide access 

to the information record. Due to the 

relative newness of PKI technology, both 

from an implementation and a litigation 

perspective, it is recommended that 

agencies identify all PKI transaction 

records (including PKI select 

administrative records embedded in the 

transaction stream and transactionspecific records) to be retained as part of 

the trust documentation for the records the 

PKI is designed to protect and or access 

and link the retention of the transaction 

records with that of the information 

record it protects/accesses. Transaction 

records must be retained as trust 

documentation set records together with 

the content/information record.

record the PKI is 

designed to protect 

and/or access is 

destroyed according to 

an authorized 

schedule, or in the 

case of permanent 

records, when the 

record is transferred to 

NARA legal custody. 

Longer retention is 

authorized if the 

agency determines 

that transactionspecific PKI records 

are needed for a 

longer period..
DLA Records Schedule August 2018

405

SCHEDULE 8500 - Information Security

Record 

Series

Record Series Title and Content 

Description

Disposition and 

Cutoff Instructions 

Disposition 

Authority

8500.7.01 Rescinded with release of GRS Transmittal 26

8500.8 and 

8500.8.01 

Overview

Rescinded with release of GRS Transmittal 26

8500.8 Rescinded with release of GRS Transmittal 26

8500.8.01 Rescinded with release of GRS Transmittal 26

8500.9 Source Documentation. Logs and files 

documentation of completed end-user 

products.

Temporary. Review 

annually. Destroy 

when superseded or 

obsolete.

N1-361-91-1

8500.10 Off-line Printing. Records relating to the 

off-line printing (Xerox and 

micrographic) of computer-generated 

output products.

Temporary. Cutoff 

at the end of CY. 

Destroy after 1 year.

N1-361-91-1
DLA Records Schedule August 2018

406

APPENDIX A

Form Cross-Reference to Record Series and Retention

Refer to DLA Records Schedule for correct series (if more than one identified) and 

retention.

Form Number Form Title

Schedule + Rule 

= Series (xxxx.xx)

DA 4283 Facilities Engineering Work Request 4165.17

DD 1155 Order for Supplies or Services 4165.14

DD 1348 Issue Receipt Documents 5335.35 or 4500.9

DD 1348-5 Notice of Availability/Shipment 4500.9

DD 1384

Transportation Control and Movement 

Document 4500.17

DD 1502 Frozen Medical Materiel Shipment Non-Record

DD 1502-1 Chilled Medical Materiel Shipment Non-Record

DD 1502-2

Limited Unrefrigerated Medical Materiel 

Shipment Non-Record

DD 1898 Energy Sales Slip 7000.1

DD 200

Financial Liability Investigation of Property 

Loss 7000.67

DD 2606

DOD Child Development Program Request for 

Care Record- replaces DLA 1854 Application 

for Child Care Services 7304.1

DD 2338-2

Inventory Control Effectiveness (ICE) Report, 

General Supplies 4140.48

DD 2345 Militarily Critical Technical Data Agreement 2000.3

DD 250 Material Inspection and Receiving Report 

7000.12; 4140.56; 

4500.12

DISP 1729A Customer Verification of Waste Removal 5000.1

DLA 1853-5 Application for Child Care Services 7304.3.02

DLA 20 Contract Data Requirement List Cover Sheet 5000.5

DLA 0012

Physical Fitness Inquiry for Material Handling 

Equipment Operators 6000.12

DLA 0013

Critical Safety Items and SPC Items Award 

Checklist 5000.5

DLA 11

Operation Warfighter Notification of Intern 

Placement 1300.4

DLA 1359 Request for Unit of Issue Change 4100.14

DLA 138 Top Secret Receipt and Access Record 5240.9

DLA 1591 Supervisory Mishap Report 6000.3

DLA 1620 DLA Police Desk Blotter 6055.29

DLA 1689 File Plan 5015.1

DLA 1690 Record Retention Recommendations 5015.2
DLA Records Schedule August 2018

407

DLA 1690 Record Series Recommendation 5015.2

DLA 17 Office Document Device Waiver Request 8100.6

DLA 1749 Vehicle Registration Log 6055.12

DLA 1753 Interview Work Sheet

6055.5.01 or 

6055.5.02

DLA 1777 Investigator Credentials 6055.14

DLA 1777a Investigator Credentials 6055.14

DLA 1806-T Cooperative Agreement Performance Report 4205.4

DLA 1808

Formal Complaint of Discrimination in the 

Federal Government 1445.7

DLA 1815 Request for DLA Badge 6055.14

DLA 1834 Security Briefing/Debriefing Certificate

5240.18 or 

5240.18.01

DLA 1835

Freedom of Information Act Request 

Coversheet Non-Record

DLA 1835-1 Freedom of Information Act Appeal Coversheet Non-Record

DLA 1838 Organic Manufacturing Quote 5000.5

DLA 1841

Daily Child and Youth Programs Outdoor 

Safety Checklist 7304.3.02

DLA 1841-1

Monthly Child and Youth Programs Outdoor 

Safety Checklist 7304.3.02

DLA 1842

Daily Child and Youth Programs Indoor Safety 

Checklist 7304.3.02

DLA 1842-1

Monthly Child and Youth Programs Indoor 

Safety Checklist 7304.3.02

DLA 1843

CDC Fire Warden Monthly Emergency 

Checklist 7304.3.02

DLA 1844

DLA Fire & Emergency Services - CDC Fire 

Risk Management Survey 7304.3.02

DLA 1847

Child Development and Youth Services 

Evacuation Drill Report 7304.3.02

DLA 1851-1 Child and Youth Program Ratio Sheet 7304.3

DLA 1854 Application for Child Care Services 7304.1

DLA 1855

DLA Child and Youth Program (CYP) 

Individual Development Plan (IDP) CYP 

Assistant – Foundation Level 7304.1

DLA 1856 Child Care Emergency Contact Information 7304.1

DLA 1869 Request for Advance Leave 5300.16

DLA 1875

Request for Waiver of PIR - Noncritical 

Positions

5240.18; 

5240.18.01

DLA 1875-B

Request for Waiver of PIR - Critical Sensitive 

Positions

5240.18; 

5240.18.01

DLA 1875-C

Request for Waiver of PIR - Contractor IT 

Positions

5240.18; 

5240.18.01
DLA Records Schedule August 2018

408

DLA 1877

Equal Employment Opportunity (EEO) PreComplaint Intake Form 1445.7

DLA 1878

DLA Mass Transportation Fringe Benefit 

Program Application (ONCR) 5300.30.02

DLA 1883-1 DLA 926B Police Credential 6055.14

DLA 1883-2

DLA 926C Police Credential for Separated or 

Retired Officers 6055.14

DLA 1885

Request for Deviation from Security and 

Emergency Services Criteria 6055.2

DLA 1887

Confirmation of Request for Reasonable 

Accommodation 1445.9.02

DLA 1887-1

Denial of Reasonable Accommodation Request 

and Notification of Rights 1445.9.02

DLA 1887-2

Reasonable Accommodation Information 

Reporting Form 1445.9.04

DLA 1890

Contracting Officer (KO) Appointment/Warrant 

Eligibility Transfer/Termination Request 5000.41

DLA 1892 DLA Police - Employment Conditions 1400.60.01

DLA 1901

Government Purchase Card (GPC) Purchase 

Request 7000.1

DLA 1912

DLA Local Purchase - Technical Support 

Request 4100.3

DLA 1913 Adjusted Stock Level 4140.27

DLA 1917 FOIA Request for Documents 5400.1

DLA 1922 Request for Open Storage Approval 6055.22

DLA 1923

Security Review Request for Release of DLA 

Information 5122.7

DLA 1924 Request for Expedited Delivery Services 5300.26

DLA 1928 Certificate to Register a Tactical Vehicle 5335.17

DLA 1928a Certificate to Register a Firegihting Vehicle 5335.17

DLA 1932 Family and MWR Facility Use Request 8120.27.01

DLA 1933

Over/Under Pick Exception request for NIIN 

approval 4140.20

DLA 1935

Electronic Information System (EIS) Records 

Management Appraisal 5015.3

DLA 1936 Standardized Recordkeeping Checklist 5015.1

DLA 1937

Records Management Checklist for Employee 

Transfer-Departure 5300.12

DLA 1939 Request for Admin Leave for Fitness Activities 5300.21

DLA 1940 Social Media Application 5122.15

DLA 1940-1 Social Media Certification 5122.15

DLA 1943 Hazardous Property Release Checklist

5000.92; 

5000.92.01 or 

5000.92.02
DLA Records Schedule August 2018

409

DLA 1950 Justification for the Collection of the SSN 5025.1

DLA 1951

Causative and Non-Causative Research 

Worksheet 7120.14

DLA 1952 Form is canceled

DLA 1953 Form is canceled

DLA 1955

Resolution Specialist Review of Credit/Debit 

Memo Requests 7000.1

DLA 1956 Supplier Engagement Outcome Submission 5300.33.01

DLA 1958 Blocked Sales Order Report Review 7000.11

DLA 1959

Missing Reimbursable Sales Orders Cover 

Sheet 7000.11

DLA 1960 Reimbursable Revenue Journal Vouchers 7000.11

DLA 1961 Revenue Review Form 7000.11

DLA 1962 Funding Document Request 7000.1

DLA 1963

DLA SEXUAL ASSAULT INCIDENT 

RESPONSE OVERSIGHT REPORT 5010.19

DLA 1964 Hours of Duty Work Schedule Request 5300.21

DLA 2006 Bunker Delivery Note 5300.10

DLA 2014 DLA Energy Contract Approval 5000.5

DLA 204

Military Awards Decorations Board Briefing 

Voting Form 1300.6

DLA 205

Final Action Record of DLA Military Awards 

and Decorations Board 1300.8

DLA 2050 DLA Energy MRO Material Request

5000.5 or 

5000.5.01

DLA 2052 DLA Energy Offline Ordering Form 8120.10.01

DLA 2053 DLA Energy Requirement Worksheet 8120.10.01

DLA 21 Funding Document/Obligation Request 7000.1

DLA 22 For Official Use Only Cover Sheet Non-Record

DLA 2500 Certification of Hard Drive Disposition 8100.21

DLA 2501 Demilitarization Certificate 4160.6

DLA 2503 Transporter Qualification Review Application 4700.22

DLA 2504 Precious Metal (PM) Shipment Request 5000.1

DLA 2505 Manifest Tracking Log (Hazardous Waste)

5000.92; 

5000.92.01 or 

5000.92.02

DLA 2506 Container Count Sheet 5000.1

DLA 2507-1 Qualified Facility List Application 4700.22

DLA 2507-2

DLA Disposition Services Qualified Facility 

List - Update Checklist 4700.22

DLA 2508

Precious Metal Recovery Program (PMRP) 

Container Paccard 5000.1
DLA Records Schedule August 2018

410

DLA 2509 Asbestos Waste Shipment Record

5000.92, 

5000.92.01 and 

5000.92.02

DLA 2510

DLA Disposition Services Treatment, Stroage, 

Disposal & Recycling Facility Inspection 

Guidelines & Checklist 4700.22

DLA 2511 Hazardous Waste Profile Sheet

5000.92; 

5000.92.01 or 

5000.92.02

DLA 2512 Certification of Services/Manifest Tracking 5000.92

DLA 2513 Hazardous Waste Log

5000.92; 

5000.92.01 or 

5000.92.02

DLA 2515

Turn-In Checklist and Certification for 

Wrecked Aircraft 4160.6.1 

DLA 2516 Letter of Authorization to Remove 4160.27

DLA 2517 Letter of Authorization 4160.27

DLA 2518 Request for Waiver 5300.33

DLA 2519

Qualified Facility List (QFL) / Qualified 

Transporter List (QTL) Job Check Sheet 5000.33

DLA 2520 Vehicle Data Worksheet 4160.6.1

DLA 2521 Hazardous Waste Task Order Tracking 5000.1

DLA 2943 Hazardous Property Release Checklist 5000.92

DLA 27 Classified Document Receipt 5240.6

DLA 35 Office Device Request 7000.1; 5000.5

DLA 36 DLA Suggestion

5010.14.01 or 

5010.14.02

DLA 37

DLA Suggestion Evaluation and Transmittal

Record

5010.14.01 or 

5010.14.02

DLA 38 Incentive Award Nomination and Approval 1400.53

DLA 4000 Requirement Justification for Acquisitions 5335.31

DLA 43 Exit Checklist 5300.21

DLA 46 Performance Rating

1400.43.01; 

1400.43.02; 

1400.43.03; 

1400.43.04; 

1400.43.05

DLA 46 Performance Rating

1400.44.01; 

1400.44.02; 

1400.44.04

DLA 46A Position Performance Plan 1400.43.02

DLA 46A Position Performance Plan 1400.43.05

DLA 5000 Elevation of Negotiations 5000.5
DLA Records Schedule August 2018

411

DLA 5001 

(formerly 

DSCR 4215)

Request for Quote for Emergency Contracting 

Support 5000.5

DLA 5004 SURGE WAIVER REQUEST 5000.5

DLA 5005

Out-of-Cycle Selling Unit Price Change 

Request 5000.13

DLA 5006

Approval to Purchase from Organic 

Manufacturer 5000.5

DLA 5007 Discrepant Material Hand-off Notification 4500.13

DLA 524 Routing Slip

5300.5 or file in 

functional file if 

needed

DLA 5500

IRPOD (SPC 02) CHECKLIST

Individual Repair Parts Ordering Document 5000.5

DLA 5501 Protest Referral Summary Sheet 5000.5

DLA 563 DLA Firearm Authorization 6055.28

DLA 563a DLA Weapon(s) and Ammunition Receipt 6055.28

DLA 574 Application for Identification Card 6055.14

DLA 584 Visitor Registration 6055.12.01

DLA 635 Incident Report

6055.5.01; 

6055.5.02; 6055.6; 

6055.7; 6055.7.01; 

6055.7.02; 6055.8; 

6055.8.01 -

Review DLA 

records schedule 

for appropriate 

retention 

assignment

DLA 635 Security_Criminal Incident report

6055.5 - Review 

DLA records 

schedule for 

appropriate 

retention 

assignment

DLA 6003 Requirement Justification for Acquisitions 5300.6

DLA 7001 Job Hazard Analysis 6000.1

DLA 7002 Incident Participant Feedback 6055.32

DLA 7003 Registration of Privately Owned Firearms 6055.20

DLA 7004 HQC Quarterly Safety Inspection 6000.7

DLA 7005 DLA Active Shooter Awareness Card 5300.4

DLA 7006

Disposition Services Security Project 

Management 6055.31

DLA 7007

Disposition Services Security Program 

Review/Survey Report Worksheet 6055.31
DLA Records Schedule August 2018

412

DLA 7008 Common Access Card Return Tracking Log 5300.5

DLA 7011

DLA Installation Support at Columbus Request 

for Facility Use 5300.12

DLA 7012 Ebola Post-Exposure Symptom Diary

6000.11; 

6000.11.01; 

6000.11.02

DLA 7015 Mishap/Near Miss Analysis 6000.5

DLA 7020 Request for Photography_Columbus 5040.3

DLA 7021 Request For Artwork_Columbus 5040.3

DLA 7022

Request Authorization and Certificate of 

Reimbursement for Graphic Art/Photographic 

Service

DLA 73 Request and Approval of Overtime 5300.16

DLA 83 Fund Authorization

7000.12; 7000.15; 

7000.33

DLA 89

Requisition and Position Description for 

Military Positions 5300.22; 1300.10

DLA 89A Military Manpower Change Request (MMCR) 1300.1 or 1300.2

DLA 96 Issuance Coordination Record 5025.3

DLAH 1734

Circumstances Surrounding the Loss, Damage, 

Destruction, or Theft of Government IT 

Equipment 5335.42

OPM 71 

(Previous SF71) Request for Leave or Approved Absence5300.17; 

5300.17.01

SF-1012 Travel Voucher 7000.1

SF-1034

Public Voucher for Purchases and Services 

Other Than Personal 7000.1

SF-1038 Advance of Funds Application and Account 7000.1

SF-1047 Public Voucher for Refunds 7000.1

SF-1080

Voucher for Transfer Between Appropriations 

and/or Funds 7000.1

SF-1081

Voucher and Schedule of Withdrawals and 

Credits 7000.1

SF-1113 Public Voucher for Transportation Charges 7000.1

SF-1145

Voucher for Payment Under Federal Tort 

Claims Act 7000.1

SF-1154

Public Voucher for Unpaid Compensation Due 

a Deceased Civilian Employee 7000.1

SF-1156 Public Voucher for Fees and Mileage 7000.1

SF-182 Request for Training

1400.5; 7000.1; 

5300.12; 5300.21

SF-2806 Individual Retirement Record 7000.49

SF-2807 Register of Separations and Transfer (CSRS) 7000.5
DLA Records Schedule August 2018

413

SF-701 Activity Security Checklist 5240.8

SF-702 Security Container Checklist 5240.8