Last revised (Transmittal 10-034) March 21, 2022

Guide to Judiciary Policy

Vol. 10: Public Access and Records

Ch. 6: Records Management

Appx. 6A: Records Disposition Schedule 1

This schedule covers the disposition of the records of the United States courts of 

appeals (including the Court of Appeals for the Federal Circuit), the former Court of 

Customs and Patent Appeals, the former Temporary Emergency Court of Appeals, 

circuit judicial councils, bankruptcy appellate panels, and circuit judicial conferences.

This schedule has been approved by the Judicial Conference of the United States and 

the Archivist of the United States and is mandatory. It applies to existing records of 

these courts, councils, and conferences, except the personal files of judges. The 

Archivist of the United States retains the authority to accession, as part of the National 

Archives and Records Administration (NARA), any records having historical or other 

value upon the expiration of the retention period specified in this schedule. See: 

44 U.S.C. chapter 21. Selection criteria for historical preservation will be developed and 

revised by NARA in consultation with court officials and other historical and academic 

parties.

To the extent that the retention period specified in this schedule may vary from any 

statutory provision, the longer period of retention, whether in the statute or in the 

schedule, applies. Records of historical value are designated "Permanent" in this 

schedule. Court officials should also consult the General Records Schedule (GRS)

issued by NARA for the appropriate retention periods for general/other non-case file 

administrative records that are not addressed in the following schedule.

The Federal Records Centers (FRC) are facilities operated by NARA for the storage 

and servicing of records of federal agencies pending their disposal or permanent 

transfer to NARA. Court records stored in FRCs remain in the legal custody of the 

judiciary. Once court records are transferred to NARA, they are in the Archivist’s legal 

custody. Temporary records with a disposition of five years or less should be stored at 

the courthouse.

The term “correspondence” as used in this schedule includes email. Email whose 

retention is required for more than three years under this schedule must be stored in a 

system outside the email program that is subject to records management requirements 

for the mandated retention period. When the retention period is three years or less, 

email may be retained inside the email program. The email system only serves as a 

recordkeeping system for general correspondence and email records that must be 

retained for three years or less from the date of creation. Email records that do not 

meet this criterion should be retained outside the email system.
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 2

Records Disposition Schedule 1

Type of Record Disposition

A. NON-ELECTRONIC APPELLATE CASE FILES applicable to 

all U.S. courts of appeals and bankruptcy appellate panels.

1. Case file records. Docket-related items such as case 

indices, docket sheets, briefs and appendices, 

mandates, opinions, disposition orders, minutes of the 

court, journals, and order books.

Permanent. 

Paper: Transfer paper records to 

NARA in 5-year blocks when the 

oldest FRC transfer is 20 years 

old, such as:

Pre-1996: Transfer in 2011

1996 – 2000: Transfer in 2016

2001 – 2005: Transfer in 2021

2006 – 2010: Transfer in 2026

(N1-276-09-001, Item A1)

2. Case administrative (correspondence) files. Case 

correspondence and miscellaneous files relating to 

attorneys, calendars, filing of papers, and other 

administrative matters of the case, maintained outside 

the case file.

Temporary. Destroy 2 years 

after close of case.

(N1-276-09-001, Item A2)

3. Sealed records. Those case records that have been 

sealed by court order while such order is in effect.

a. Records sealed for protection of the defendant under 

18 U.S.C. § 5038 or 21 U.S.C. § 844(b) [repealed].

Temporary. Destroy as directed 

by the court. Do not transfer to 

an FRC.

(DAA-0021-2019-0003-0001)

b. Permanently sealed records. Maintain at the court location in 

a separate file from the related 

case file. When the order 

sealing the records is vacated 

by the court, dispose of 

consistent with the pertinent 

provisions of this schedule for 

the related case file.

(DAA-0021-2019-0003-0026)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 3

Records Disposition Schedule 1

Type of Record Disposition

B. CASE ASSOCIATED RECORDS.

1. Calendars. Temporary. Destroy 1 year after 

calendar period, unless 

otherwise needed.

(N1-021-86-1, Item B1)

2. Attorney admission records.

a. Rolls of attorneys admitted to practice. Records may 

consist of application letters, admission cards or 

computer listings, background materials, and records 

of court proceedings.

Permanent. Cut off annually 

upon admission. Transfer to an 

FRC when 5 years old. Transfer

to NARA 25 years after cutoff.

(DAA-0021-2019-0003-0003)

b. Records relative to disciplinary actions. Records may 

consist of orders from another state or federal court, 

correspondence, orders, motions, notices to the 

attorney, notice of hearings, and briefs.

Temporary. Cut off annually 

when action is complete. 

Transfer to an FRC 5 years after 

cutoff. Destroy 50 years old

after cutoff.

(DAA-0021-2019-0003-0004)

c. Other records, including applications and certificates. Temporary. Cut off annually 

when action is complete. 

Destroy 5 years after cutoff.

(DAA-0021-2019-0003-0005)

3. Staff attorney records and circuit mediation records 

relating to cases.

Temporary. Destroy as directed 

by the court. Do not transfer to 

an FRC.

(DAA-0276-2013-0003-0001)

4. Attorney disbarment proceedings. Records may be 

reciprocal or original. Records may consist of orders 

from another state or federal court, correspondence, 

orders, motions, notices to the attorney, notices of 

hearings, and briefs.

Permanent. Cut off annually 

when proceeding is complete. 

Transfer to an FRC when 5 after 

cutoff. Transfer to NARA 25 

years after cutoff.

(DAA-0021-2019-0003-0006)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 4

Records Disposition Schedule 1

Type of Record Disposition

C. MISCELLANEOUS APPELLATE AND CIRCUIT RECORDS.

1. Circuit Judicial Council.

a. Minutes, final reports, and other documents related to 

council action.

Permanent. Cut off annually at 

end of calendar year. Transfer to 

NARA when 25 years old.

(DAA-0021-2019-0003-0007)

b. Judicial conduct and disability records. Complaints 

filed under the Judicial Conduct and Disability Act (28 

U.S.C. §§ 351-364), alleging that a judge committed 

misconduct or is disabled. Items C.1.b.(1) and 

C.1.b.(2) relating to proceedings under the Judicial 

Conduct and Disability Act are confidential, and 

therefore disclosure-restricted, to the extent required 

by 28 U.S.C. § 360 and by Rules 23 and 24 of the 

Judicial Conference Rules for Judicial-Conduct and 

Judicial-Disability Proceedings.

(1) Orders, memoranda of decision, and any reports or 

other items included with them, issued by a Chief 

Judge, a circuit judicial council, the United States 

Judicial Conference Committee on Judicial Conduct 

and Disability and its predecessors and successors, 

or the Judicial Conference of the United States, in 

any proceeding under the Judicial Conduct and 

Disability Act (as codified in 28 U.S.C. §§ 351-364

or elsewhere), the Judicial Conference Rules for 

Judicial-Conduct and Judicial-Disability 

Proceedings, and any other associated rules.

Permanent. Transfer records to 

NARA 10 years after final 

decision or action or when no 

longer needed for reference 

purposes, whichever is later.

(DAA-0021-2013-0003-0001)

(2) Interim and miscellaneous materials not listed in 

item (1) nor attached to a document listed in item 

(1), that are created or received in any proceedings 

under the Judicial Conduct and Disability Act (as 

codified in 28 U.S.C. §§ 351-364 or elsewhere), the 

Judicial Conference Rules for Judicial-Conduct and 

Judicial-Disability Proceedings, and any other 

associated rules. These materials may include but 

are not limited to: complaints, petitions for review 

and associated responses, special committee 

reports, notes, correspondence, and other items 

created or received during an inquiry or 

investigation.

Temporary. Destroy 5 years 

after final disposition of 

complaint or when no longer 

needed for reference purposes, 

whichever is later.

(DAA-0021-2013-0003-0002)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 5

Records Disposition Schedule 1

Type of Record Disposition

c. All other council records. Temporary. Cut off annually at 

end of calendar year. Destroy 5 

years after cutoff.

(DAA-0021-2019-0003-0008)

2. Circuit Judicial Conference

a. Formal actions and minutes, if any. Records may 

consist of reports, agendas, correspondence, meeting 

summaries, minutes, reports of council actions, and 

subcommittee reports.

Permanent. Cut off annually at 

the end of calendar year. 

Transfer to an FRC when 5 

years old. Transfer to NARA 

when 25 years old.

(DAA-0021-2019-0003-0009)

b. All other circuit conference records. Temporary. Cut off annually at 

end of calendar year. Destroy 5 

years after cutoff.

(DAA-0021-2019-0003-0010)

3. Judicial assignments and designations to and from 

the courts of appeals (28 U.S.C. § 295). Records may 

consist of correspondence, requests for judicial 

assignments, and orders.

Temporary. Cut off annually at 

end of calendar year. Transfer to 

an FRC when no longer needed 

for reference. Destroy 50 years 

after cutoff.

(DAA-0021-2019-0003-0011)

4. Records of Special Prosecutors appointed by a 

court of appeals (28 U.S.C. § 593)

Permanent. Cut off when case 

closed. Transfer to NARA 25 

years after cutoff.

(DAA-0021-2019-0003-0012)

5. Local Rules. Records relating to the issuance of rules 

for the conduct of court business under 28 U.S.C. 

§ 2071. Records include final external notices, public 

comments, final orders, and official publications.

Permanent. Cut off when rule is 

approved. Transfer to the 

National Archives 15 years after 

cutoff.

(DAA-0021-2019-0005-0001)

D. ADMINISTRATIVE RECORDS.

1. Local unofficial personnel/supervisor files. Local 

personnel files include correspondence, forms, and 

other records relating to positions, authorizations, 

Temporary. Destroy 7 years

after employee separation or 

transfer.
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 6

Records Disposition Schedule 1

Type of Record Disposition

pending actions, position descriptions, requests for 

personnel action; fingerprint and background check 

records; and other records on individual employees 

duplicated in or not appropriate for the Official Personnel 

File (OPF).

Note: Records that become part of a grievance file, an 

appeal or discrimination complaint file, a performancebased reduction-in-grade or removal action, or an 

adverse action are covered under RDS 1, Item D.3.b.

Note: This item excludes employee medical documents 

unless they are part of the employee’s initial request for 

reasonable accommodation. Following approval, the 

agency’s reasonable accommodation decision replaces 

medical documentation and becomes the record. 

Reasonable accommodation employee case files are 

covered under RDS 1, Item D.6.a.

(GRS 2.2, Item 080)

2. Employee Dispute Resolution.

a. Employment Dispute Resolution (EDR) Administrative 

records. Includes:

• Prior EDR Plans

• Prior EEO Plans

• Orders or memoranda adopting EDR Plans or 

appointing EDR Coordinators

• Statistical records of Informal Advice contacts

Temporary. Destroy when 3 

years old, but longer retention is 

authorized if required for 

business use.

(GRS 2.3, Item 110)

b. EDR Assisted Resolution files. Includes:

• Request for Assisted Resolution

• Any agreement to mediate

• Records of process 

• Documentation of settlement or discontinuance of 

the Assisted Resolution process

 Also includes:

• Request for counseling under prior EDR Plans

• Request for mediation under prior EDR Plans

• Notice of designation of mediator

• Documentation of settlement

• Notice of conclusion of counseling period

• Notice of conclusion of mediation

Temporary. Destroy 7 years 

after case is closed, but longer 

disposition is authorized if 

required for business use.

(GRS 2.3, Item 110)

c. EDR Formal Complaint Files. Includes: Temporary. Destroy 7 years 

after case is closed, but longer 
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 7

Records Disposition Schedule 1

Type of Record Disposition

• Formal Complaint (including complaint filed under 

prior EDR Plans)

• Response to Formal Complaint (including response 

to complaint filed under prior EDR Plans)

• Scheduling orders and notices of hearings

• Motions, filings, and responses

• Orders of chief judge and Presiding Judicial Officer

• Records of process

• Documents exchanged in discovery

• Investigation reports

• Documents presented at hearing

• Transcripts of hearing

• Written decision

• Petition for Review of decision

• Resolution of Petition for Review

disposition is authorized if 

required for business use.

(GRS 2.3, Item 111)

3. Administrative grievance, disciplinary, and adverse 

action files.

a. Local adverse action and/or grievance plan or 

procedure maintained by the court.

Temporary. Destroy 7 years

when superseded or obsolete, 

but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 5.7 Item 030)

b. Documents, memoranda, or other records related to an 

adverse action, disciplinary action, or grievance 

maintained by the court.

Temporary. Destroy 7 years 

after case is closed.

(GRS 2.3, Item 060)

4. Performance management files.

a. Performance management plan, if applicable, including 

compensation strategy and appraisal tool with rating 

levels or tiers, and payout date for discretionary step 

increases.

Temporary. Destroy 7 years 

after superseded or obsolete but 

longer retention is authorized at 

the discretion of the principal 

records custodian.

(GRS 5.7, Item 030)

b. Individual records of employee performance including 

performance evaluation, performance plan upon which 

it is based, and rating, among other performance 

related materials.

Temporary. Destroy 7 years

old or after AO audit,

whichever is later. Longer

retention is authorized at the
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 8

Records Disposition Schedule 1

Type of Record Disposition

discretion of the principal

records custodian.

(DAA-0021-2014-0001-0001)

5. Awards and bonuses files.

a. Employee recognition and/or bonus plans, as 

applicable maintained by the court.

Temporary. Destroy when 7

years old but longer retention

is authorized at the discretion

of the principal records

custodian.

(DAA-0021-2014-0001-0002)

b. For each employee recognition award recipient, 

documentation that includes name or ID, amount or 

cost of award, category or criteria, supporting 

justification, aggregate amount or cost of all awards 

received by the employee per year, and other related 

court-maintained documentation.

Temporary. Destroy when 7

years old but longer retention

is authorized at the discretion

of the principal records

custodian.

(DAA-0021-2014-0001-0003)

c. For each recruitment, retention, or relocation bonus 

documentation that includes name or ID, amount of 

bonus, service agreement, authorization, and other 

related court-maintained documentation.

Temporary. Destroy when 7

years old but longer retention

is authorized at the discretion

of the principal records

custodian.

(DAA-0021-2014-0001-0004)

6. Employee Medical Folder (EMF).

a. Any court-maintained medical records related to Family 

and Medical Leave Act (FMLA), serious health 

condition for sick leave, medical emergency for 

Voluntary Leave Transfer Program donated leave, 

reasonable accommodation for disability, workplace 

injury not reported as, or related to, an Office of 

Workers Compensation Programs (OWCP) claim, 

fitness-for-duty or counseling records related to alcohol 

or drug treatment programs.

Temporary. Destroy 7 year

after employee separation or

transfer.

(GRS 2.7, Item 061)

b. OWCP claim. Court-maintained documents related to 

an OWCP claim. Including medical reports, copies of 

letters and decisions, and any other material that is 

part of the case file, regardless of its source. These 

See: Guide, Vol. 12, § 750.30 

(Workers' Compensation).
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 9

Records Disposition Schedule 1

Type of Record Disposition

documents are considered an alternate location for 

OWCP claim records, and under the jurisdiction of 

OWCP.

7. Telework files.

a. Telework Worksite Program Files. Records generated 

by the designated court telework coordinators and 

other related staff. Includes:

• Correspondence

• Notes

• Policy implementation documents

• Form development files

• Planning records

• Program evaluation documentation/data

• Other related records generated by the agency or 

participating employees

Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 2.3, Item 010)

b. Telework agreement for each employee who is eligible 

for telework, and duty station documentation, if 

applicable.

Temporary. Destroy 3 years

after end of employee’s 

participation in the program, but 

longer retention is authorized at 

the discretion of the principal 

records custodian.

(GRS 2.3, Item 040)

8. Administrative training records. 

a. Individual employee training records. Records 

documenting training required by all or most Federal 

agencies, such as information system security and 

training to develop job skills. Records may include:

• Completion certificates or verification documents for 

mandatory training 

• Mentoring or coaching agreements

Note: This excludes academic transcripts, professional 

licenses, civil service exams, or documentation of 

mission-related training.

Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 2.6, Item 030)

b. Non-mission employee training program records. 

Records about planning, assessing, managing, and 

evaluating an agency’s training program:

• Plans, reports, and program evaluations

• Employee skills assessments

Temporary. Destroy when 3

years old, but longer retention is 

authorized at the discretion of 

the principial records custodian.

(GRS 2.6, Item 010)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 10

Records Disposition Schedule 1

Type of Record Disposition

• Organizational and occupational needs assessments

• Notices about training opportunities schedules, or 

courses

• Employee training statistics

• Mandatory training tracking and reporting files

• Logistics and coordination documents

• Authorization and similar records

• Registration forms, employee attendance records

• Syllabi, presentations, instructor guides, handbooks, 

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 retained under RDS 1 Item 

F(1).

9. Position classification files. Court copies of: 

• Position Description and Position Classification 

Certification Form (AO 194)

• Organization chart at the time of position approval 

for supervisory or managerial positions, and 

• Other classification related documentation

Temporary. Destroy 3 years 

after position is abolished but 

longer retention is authorized at 

the discretion of the principal 

records custodian.

(GRS 2.1, Item 021)

10. Job vacancy files. Court recruitment files consisting of:

• Copy of the vacancy announcement, job analysis, if 

applicable

• Copy of newspaper advertisements (or other forms 

of advertising)

• List of recruitment sources

• Application materials with date of receipt 

• Ranking or rating criteria, if applicable (to include 

rating/scoring definitions and/or methodology)

• List of applicants with designation or not qualified, 

qualified, and best qualified

• List of applicants interviewed

• List of interview questions used

• New appointment Applicants and Interviewees 

Worksheet (Part D of the AO 78A), and

• Other relevant recruitment documentation

Temporary. Destroy 3 years 

after appointment.

(GRS 2.1, Item 051)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 11

Records Disposition Schedule 1

Type of Record Disposition

11. Drug testing files. Includes records based on 

reasonable suspicion.

Temporary. Destroy when 

employee leaves the agency or 

when 3 years old, whichever is 

later.

(GRS 2.7, Item 130)

12. Employee Drug Test Acknowledgement of Notice 

Forms. Forms completed by employees whose 

positions are designated sensitive for drug testing 

purposes, acknowledging they have received notice and 

they may be tested.

Temporary. Destroy 3 years 

after separation from drug

testing position.

(GRS 2.7, Item 110)

E. PAYROLL, PAY AND BENEFITS ADMINISTRATION RECORDS.

1. Time and attendance files. Sign-in/sign-out records, 

timecards, leave applications and approval of all types 

(annual, sick, family medical, military service, jury duty, 

leave donations, etc.); overtime, compensatory, and 

credit time requests and approval; premium pay 

authorizations; and other records documenting 

employees’ presence at or absence from work.

Temporary. Destroy when 7

years old or after AO audit, 

whichever is later.

(GRS 2.4, Item 030)

2. Voluntary Separation Incentive Program. Voluntary 

Separation Incentive Payment (VSIP) and Voluntary 

Early Retirement Authority (VERA) Files. VSIP or VERA 

restructuring plans, including target universe and 

selection criteria, organizational charts, offer notices, 

acceptance notices, VSIP payment calculations and 

documentation of how selection criteria was applied (if 

applicable). Retention is based on 5-year repayment 

requirements.

Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 2.2, Item 020)

3. Leave files. Leave records. Leave balances and 

documentation of accrual and use.

Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 2.4 Item 030)

4. Benefits files.

a. Request for health benefits under spouse equity –

Denied applications.

Temporary. Destroy 3 years 

after original denial, denial of 

appeal, or final court order, 

whichever is appropriate.
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 12

Records Disposition Schedule 1

Type of Record Disposition

(GRS 2.4, Item 111)

b. Documentation related to retirement assistance that 

includes correspondence, memoranda, annuity 

estimates, and other records used to assist retiring 

employees.

Temporary. Destroy 3 years 

after date of separation or 

transfer, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 2.5, Item 020)

c. Requests for health benefit under spouse equity –

Successful applications, including those successfully 

appealed.

Transfer to appropriate 

retirement system after 

enrollment is cancelled or 

terminated, or annuity payment 

begins.

(GRS 2.4, Item 110)

5. Reasonable accommodation files. Documentation for 

an employee with a disability. Includes information 

created while receiving, coordinating, reviewing, 

processing, approving, and reporting requests for 

reasonable accommodation including requests for 

personal assistance under 5 U.S.C. § 3102.

Temporary. Destroy 3 years 

after separation.

(GRS 2.3, Item 020)

F. PROCUREMENT, FINANCE, AND SUPPLY RECORDS.

1. Procurement and Financial records. Records relating 

to the procurement of goods and services (i.e., 

contracts, requisitions, purchase orders, etc.), payment 

of bills, collection debts, accounting, and processing 

travel vouchers/authorizations.

Temporary. Destroy 7 years 

after final payment or 

cancellation, but longer retention 

is authorized at the discretion of 

the principal records custodian.

(GRS 1.1, Item 010)

2. Personal property records. Includes documents 

relating to the acquisition and disposition of property.

Temporary. Destroy 7 years 

after date of final transaction.

(N1-021-86-1, Item C3)

G. BUDGET FILES.

1. Budget background records. Contains cost 

statements, financial system data, financial projections 

and similar materials accumulated in the preparation of 

annual budget estimates, including duplicates of budget 

estimates and justifications and related appropriation 

language sheets, narrative statements and related 

Temporary. Destroy when 3

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 1.3, Item 041)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 13

Records Disposition Schedule 1

Type of Record Disposition

schedules.

2. Budget execution records. Records that offices create 

and receive in the course of implementing and tracking 

appropriations.

Temporary. Destroy 7 years 

after close of fiscal year, but 

longer retention is authorized at 

the discretion of the principal 

records custodian.

(GRS 1.3, Item 020)

H. SPACE, FACILITIES AND MAINTENANCE RECORDS. 

Facility, space, and equipment inspection, maintenance, 

and service records. 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 orders, requisitions, and related papers; 

maintenance and inspection logs and reports; job orders, 

service call records, action sheets, and repair logs; and 

work, shop, or job schedules.

1. Records documenting facility structure and longterm maintenance.Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 5.4, Item 70)

2. Records tracking completion of custodial and minor 

repair work.

Temporary. Destroy when 90 

days old. Longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 5.4, Item 71)

3. Facility, space, vehicle, equipment, stock, and 

supply administrative and operational records. 

Records relating to administering and operating 

facilities, space, Federally owned and operated housing, 

land vehicles, water vessels, equipment, stocks, and 

supplies. Includes: 

• Statistical and narrative reports

• Studies

• Requests for space using Standard Form 81 or 

equivalent

• Space assignments and directories

Temporary. Destroy when 3 

years old, but longer retention is 

authorized at the discretion of 

the principal records custodian. 

(GRS 5.4, Item 010 and 70)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 14

Records Disposition Schedule 1

Type of Record Disposition

• Inventories of property, 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: This excludes records of supply and property 

procurement.

I. ADMINISTRATIVE MANAGEMENT RECORDS.

1. Internal administrative accountability and 

operational management control records. Internal 

evaluations of accounting and administrative controls. 

Includes:

• Copies of internal and external directives outlining 

management control policy

• Management control plans and records of the 

planning process

• Records of management reviews

• Risk analyses and risk profiles

• Internal control over reports

• Records tracking assignments, tasks, and 

responsivities

• Administrative correspondence

Note: This excludes reports related to agency mission 

activities.

Temporary. Destroy 3 years

after submission, but longer 

retention is authorized at the 

discretion of the principal 

records custodian.

(GRS 5.7, Item 010)

2. Internal control review, response and mitigation 

management records. Includes copies of reports and 

audits identifying internal administrative program 

weaknesses, mitigation action plans, corrective actions, 

tracking records, correspondence, and other records 

held by the office responsible for coordinating internal 

control functions.

Note: This excludes records held by offices contributing 

to internal control review response and mitigation, but 

not responsible for overseeing it.

Temporary. Destroy 7 years 

after no further corrective action 

is needed, but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 5.7, Item 020)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 15

Records Disposition Schedule 1

Type of Record Disposition

J. ORGANIZATIONAL/GENERAL ADMINISTRATIVE FILES.

1. Files on internal administration and housekeeping 

activities. In general, these are records accumulated 

by individual offices that relate to office organization, 

staffing, procedures and communications and the 

expenditure of funds. Includes budget; day-to-day 

administration of office personnel such as travel and 

training; supplies, requests and receipts; and the use of 

office space. These papers do not serve as official 

documentation of the programs of the office. 

Note: This excludes records that relate only to the 

functions for which the office exists. 

Temporary. Destroy when 

business use ceases. 

(GRS 5.1, Item 010)

2. Transitory Records. Records required only for a short 

time (generally less than 180 days) and that are not 

required to meet legal and fiscal obligations, or to 

provide evidence of decision-making. Records include 

but are not limited to:

• messages coordinating schedules, appointments, 

and events 

• transmittal documents such as e-mail, letters, cover 

memos, and facsimile cover sheets, including 

inquiries about hours of operations, requests for 

copies of local rules, etc. Transmittal documents do 

not include items that provide evidence of approval, 

concurrence, or decision-making, or include 

substantive comments

• copies of circulated internal information such as 

agency instructions, notifications, circulars, 

newsletters, and email blasts to employees 

• messages from agency distribution lists or listservs 

• “to-do” or task lists and assignments

Temporary. Destroy when

business use ceases. Email 

retained under this category 

may be kept within the email 

system. See note regarding 

“correspondence” at the 

beginning of this schedule.

(GRS 5.2 Item 010)

K. RECORDS TRANSMITTAL AND RECEIPT FORM (SF 135). Temporary. Maintain for 50 

years. Do not transfer to an 

FRC.

(N1-021-86-1, Item C7)

L. INFORMATION TECHNOLOGY OPERATIONS AND 

MANAGEMENT RECORDS.

1. Systems and data security files. System and data 

security records. Records relate to maintaining the 

Temporary. Destroy 3 years

after system is superseded by a 
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 16

Records Disposition Schedule 1

Type of Record Disposition

security of information technology (IT) systems and 

data. Records outline official procedures for securing 

and maintaining IT infrastructure and relate 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

• Disaster Recovery Plans

• Continuity of Operations Plans

• Published computer technical manuals and guides

• Example and references used to produce guidelines 

covering security issues related to specific systems 

and equipment

• Records on disaster exercise and resulting 

evaluations

• Risk surveys

• Service test plans

• Test files and data

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)

2. IT customer service files. Technical and administrative 

help desk operational records. Includes:

• Records of incoming requests (and responses) 

made by phone, email, web portal, etc.

• Trouble tickets and tracking logs

• Quick guides and “Frequently Asked Questions” 

(FAQs)

• Evaluations and feedback about help desk services

• Analysis and reports generated from customer 

management data

• Customer/client feedback and satisfaction surveys, 

including survey instruments, data, background 

materials, and reports

Temporary. Destroy 3 years 

after resolved, or when no 

longer needed for business use, 

whichever is appropriate.

(GRS 5.8, item 010) 

3. IT asset and configuration management files. 

a. Inventories of IT assets, network circuits, and building 

or circuitry diagrams. Includes equipment control 

systems such as databases of barcodes affixed to IT 

physical assets.

Temporary. Destroy 3 years 

after agreement, control 

measures, procedures, project, 

activity, or transaction is 

obsolete, completed, terminated 

or superseded. Longer retention 

is authorized at the discretion of 

the principal records custodian.
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 17

Records Disposition Schedule 1

Type of Record Disposition

(GRS 3.1, Item 020)

b. 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 

operational networks and systems. Includes, but is not 

limited to:

(1) Data and detailed reports on implementation of 

systems, applications, and modifications; 

application sizing, resource, and demand 

management; documents identifying, requesting, 

and analyzing possible changes, authorizing 

changes, and documenting implementation of 

changes; documentation of software distribution 

and release or version management.

Temporary. Destroy 7 years 

after system is superseded by a 

new iteration, or is terminated, 

defunded, or no longer needed 

for agency/IT administrative 

purposes. Longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 3.1, Item 051)

(2) Records of routine IT maintenance on the network 

infrastructure documenting preventative, corrective, 

adaptive and perfective (enhancement) 

maintenance actions, including requests for service, 

work orders, service histories, and related records.

Temporary. Destroy 3 years 

after agreement, control 

measures, procedures, project, 

activity, or transaction is 

obsolete, completed, terminated 

or superseded. Longer retention 

is authorized at the discretion of 

the principal records custodian.

(GRS 3.1, Item 020)

4. User identification, profiles, authorizations, and 

password files. Excludes records relating to electronic 

signatures.

a. Systems requiring special accountability for access 

(e.g., those containing information that may be needed 

for audit or investigative purposes and those that 

contain classified records).

Temporary. Destroy 7 years 

after password is altered or user 

account is terminated, but longer 

retention is authorized at the 

discretion of the principal 

records custodian.

(GRS 3.2, Item 031)

b. Systems not requiring special accountability for 

access. These are user identification records 

generated according to preset requirements, typically 

Temporary. Destroy when 

business use ceases.
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 18

Records Disposition Schedule 1

Type of Record Disposition

system generated. A system may, for example, 

prompt users for new passwords every 90 days for all 

users.

(GRS 3.2, Item 030) 

5. Computer security incident handling, reporting and 

follow-up records.

Temporary. Destroy 3 years 

after all necessary follow-up 

actions have been completed, 

but longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 3.2, Item 020)

6. System backups and tape library records.

a. Backup tapes maintained for potential system 

restoration in the event of a system failure or other 

unintentional loss of data.

(1) Incremental backup tapes. Temporary. Destroy when 

superseded by a full backup, or 

when no longer needed for 

system restoration, whichever is 

later.

(GRS 3.2, Item 040) 

(2) Full back up tapes. Temporary. Destroy when 

second subsequent backup is 

verified as successful or when 

no longer needed for system 

restoration, whichever is later.

(GRS 3.2, Item 041)

b. Tape library records including automated files and 

manual records used to control the location, 

maintenance, and disposition of magnetic media in 

tape library. Also included list of holdings and control 

logs.

Temporary. Destroy when 

superseded by a full backup, or 

when no longer needed for 

system restoration, whichever is 

later.

(GRS 3.2, Item 040) 

7. IT Operations and Maintenance Records. Records 

relate to the activities associated with the operation and 

maintenance of the basic systems and services used to 

supply the agency and its staff with access to computer 

Temporary. Destroy 3 years 

after agreement, control 

measures, procedures, project, 

activity, or transaction is 
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 19

Records Disposition Schedule 1

Type of Record Disposition

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

• Inventories of IT assets, network circuits, and 

building and circuitry diagrams

• Equipment control systems such as database of 

barcodes affixed to IT physical assets, and tracking 

of approved personally owned devices

• Requests for service

• Work orders

• Service histories

• Workload schedules

• Run reports

• Schedules of maintenance and support activities

• Reports on operations

• Website administration

• Records to allocate charges and track payment for 

software and services

Note: Records needed to support contracts should be 

in procurement files.

Note: If any maintenance activities have a major impact 

on a system or lead to a significant change, those 

records should be maintained according to item 8.

obsolete, completed, terminated, 

or superseded, but longer 

retention is authorized at the 

discretion of the principal 

records custodian.

(GRS 3.1, Item 020)

8. 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 

operation networks and systems. Includes records such 

as:

• Data and detailed reports on implementation of 

systems, applications, and modifications

Temporary. Destroy 7 years 

after system is superseded by a 

new iteration, or is terminated, 

defunded, or no longer needed 

for agency/IT administrative 

purposes. Longer retention is 

authorized at the discretion of 

the principal records custodian.

(GRS 3.1, Item 030)
Guide to Judiciary Policy, Vol. 10, Appx. 6A Page 20

Records Disposition Schedule 1

Type of Record Disposition

• Application sizing, resource and demand 

management records

• Documents identifying, requesting, analyzing, 

authorizing and documenting the implementation of 

possible changes and actual changes

• Documentation of software distribution (including 

COTS software license management files) and 

release or version management

Note: If any maintenance activities have a major impact 

on a system or lead to a significant change, those 

records should be maintained according to this item.

Note: Per NARA practice, documentation for 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: Judiciary units 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.