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 third-party) replies copies of requested records administrative appeals related supporting documents (such as sanitizing instructions) Note 1: Record copies of requested records remain covered by their original disposal authority, but if disposable sooner than their associated access/disclosure case file, may be retained under this item for disposition with that case file. Note 2: Agencies may wish to retain redacted copies of requested records for business use after the rest of the associated request case file is destroyed. 030 Information access and protection operational records. Information access and protection tracking and control records. Includes: records documenting receipt, internal routing, dispatch, and destruction of unclassified records tracking databases and other records used to manage overall program requests and authorizations for individuals to have access to classified files Temporary. 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. Longer retention is authorized if required for business use. 031 Access control records. Includes: safe and padlock combinations names or other personal identifiers of individuals who know combinations comparable data used to control access into classified document containers Temporary. Destroy when superseded or obsolete, but longer retention is authorized if required for business use.
032 Records relating to classified or controlled unclassified document containers. Includes forms placed on safes, cabinets, or vaults that record opening, closing, and routine checking of container security, such as SF-701 and SF-702. Note: Forms involved in investigations are not covered by this item. They are instead retained according to the schedule item for records of the investigation. Temporary. Destroy 90 days after last entry on form, but longer retention is authorized if required for business use. 040 Accounting for and control of access to classified and controlled unclassified records and records requested under FOIA, PA, and MDR. 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, inter-office routing, and comparable data agent and researcher files Temporary. Destroy or delete 5 years after date of last entry, final adjudication by courts, or final action by agency (such as downgrading, transfer or destruction of related classified documents, or release of information from controlled unclassified status), as may apply, whichever is later; but longer retention is authorized if required for business use. 050 Privacy Act accounting of 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. 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. item 27