police baton and holder handcuffs and keys 040 Property pass records. 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. Destroy 3 months after expiration or revocation, but longer retention is authorized if required for business use. 050 Records of credit card abuse and postal irregularities. Records about irregularities in handling mail and improper use or misuse of telephone calling cards and Government charge or purchase cards. Includes: postal irregularities reports, such as loss or shortage of postage stamps or money orders, or loss or destruction of mail semi-annual reports on Government charge card violations Exclusion: Mail service records; covered under GRS 5.5, Mail, Printing, and Telecommunication Service Management Records, item 020. Temporary. Destroy 3 years after completion of investigation or when 3 years old, whichever is later, but longer retention is authorized if required for business use. 060 Unclaimed personal property records. Records accounting for non-Government, personally owned property lost, abandoned, unclaimed, or believed stolen on premises owned or leased by the Federal Government. Includes: lost-and-found logs and release forms loss statements receipts reports Records for property valued over $500. Legal Citation: 41 CFR Temporary. Destroy when 3 years old or 3 years after the date title to the property vests in the Government, but longer retention is authorized if required for business use. 061 Records for property valued at $500 or less. Legal citation: 41 CFR 102-41.130 Temporary. Destroy 30 days after the property is found, but longer retention is authorized if required for business use. Facility and physical security records. 070 Interagency Security Committee member records. Records are agency copies of committee records documenting the administration, operation, and decisions of the committee. Includes: agendas Temporary. Destroy when 10 years old, but longer retention is authorized if required for business use.
Exclusion 3: Records that vehicle management offices maintain about vehicle and vessel accidents—land, water, and air. GRS 5.4, Facility, Equipment, Vehicle, Property, and Supply Records, item 140, covers these records. 110 Visitor processing records. 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. Note: GRS 4.2, Information Access and Protection Records, item 030, covers requests and authorizations for individuals to have access to classified files. Areas requiring highest level security awareness. Includes areas designated by the Interagency Security Committee as Facility Security Level V. Temporary. Destroy when 5 years old, but longer retention is authorized if required for business use. 111 All other facility security areas. Includes areas designated by the Interagency Security Committee as Facility Security Levels I through IV. Temporary. Destroy when 2 years old, but longer retention is authorized if required for business use. 120 Personal identification credentials and cards. Records about credential badges (such as smart cards) that are (1) based on the 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, and Homeland Security Presidential Directive 12 (HSPD-12) credentials. Exclusion: Records of certain classes of Government employee identification cards, such as those covered under special-risk security provisions or 44 U.S.C. Section 3542, are covered by agency-specific schedules. Application and activation records. Applications and supporting documentation, such as chain-of-trust records, for identification credentials. Includes: application for identification card a log of activities that documents who took the action, what action was taken, when and where the action took place, and what data was collected lost or stolen credential documentation or police report Note: GRS 3.2, Information Systems Security Records, covers applications for access to information systems. Temporary. 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, but longer retention is authorized if required for business use. 121 Cards. Temporary. Destroy after expiration, confiscation, or return.
130 Local facility identification and card access records. Temporary employee, contractor, and occasional visitor facility and network identification access card and identity management system records. Identification verification credentials issued by facility or building managers to provide local verification credentials and cards issued by facility or building managers to provide local identification and access. Includes: temporary identification cards issued to temporary employees, contractors, and occasional visitors who do not meet the FIPS 201 Standard requirements for PIV issuance supplemental cards issued to access elevators personnel identification records stored in an identity management system for temporary card issuance parking permits Temporary. Destroy upon immediate collection once the temporary credential or card is returned for potential reissuance due to nearing expiration or not to exceed 6 months from time of issuance or when individual no longer requires access, whichever is sooner, but longer retention is authorized if required for business use. 140 Sensitive Compartmented Information Facility (SCIF) accreditation records. Physical security plans for SCIF construction, expansion, or modification. Includes: initial Fixed Facility Checklist pre-accreditation inspection report Construction Security Plan (CSP) TEMPEST Checklist Temporary. Destroy when SCIF receives final accreditation, but longer retention is authorized if required for business use. 150 Sensitive Compartmented Information Facility (SCIF) inspection records. Inspection records required by Intelligence Community Directive (ICD) 705. Includes: Fixed Facility Checklists accreditation authorization documents inspection reports, including Technical Surveillance Counter Measures (TCSM) reports, for the entire period of SCIF accreditation operating procedures Special Security Officer/Contractor Special Security Officer (SSO/CSSO) appointment letters memoranda of agreements (MOAs) Emergency Action Plans copies of any waivers granted by the Cognizant Security Authority (CSA) co-utilization approvals Temporary. Destroy when 5 years old or after SCIF has been de-accredited for at least one year, whichever occurs sooner, but longer retention is authorized if required for business use. 160 Temporary. Destroy when superseded or obsolete, or 3 years after dog is released from
190 Index to the personnel security case files. Lists or reports showing the current security clearance status of individuals. Temporary. Destroy when superseded or obsolete. 200 Information security violations records. Case files about investigating alleged violations of executive orders, laws, or agency regulations on safeguarding national security information. Includes allegations referred to the Department of Justice or Department of Defense. Includes final reports and products. Exclusion 1: Documents placed in Official Personnel Folders. GRS 2.2, Employee Management Records covers these records. Exclusion 2: Records of any subsequent investigations are covered under agency-specific schedules, such as Office of the Inspector General schedules. Temporary. Destroy 5 years after close of case or final action, whichever occurs sooner, but longer retention is authorized if required for business use. Insider threat records. 210 Insider threat administrative and operations records. Records about insider threat program and program activities. Includes: correspondence related to data gathering briefing materials and presentations status reports procedures, operational manuals, and related development records implementation guidance periodic inventory of all information, files, and systems owned plans or directives and supporting documentation, such as: independent and self-assessments corrective action plans evaluative reports Note: GRS 2.6, Employee Training Records, covers records on mandatory employee training about insider threats. Temporary. Destroy when 7 years old, but longer retention is authorized if required for business use. 220 Insider threat inquiry records. Temporary. Destroy 25 years after close of inquiry, but longer