Wildfire Prevention Program Includes prevention plans and records documenting cost-efficient reduction of fire suppression expenditures; damages from human-caused fires; resource management objectives; fire management direction; coordination with other Forest Service offices, Federal and State agencies; and procedures and policies associated with the fire management analysis systems and applications. Note 1: Create subject folders by Note 2: Includes records previously retained under: 5110 – Wildfire Prevention - General 5110 Wildfire Prevention - Plans Cut-off: End of FY Retention/Disposition: Temporary, dispose of closed records 50 years after cut-off (pending NARA approval). Pending NARA approval of records retention schedule cost-efficient reduction of fire suppression expenditures; damages from fires; resource management objectives; fire management direction; coordination with other Forest Service offices, Federal and State agencies; and procedures and policies associated with the fire management analysis systems and applications. Note 1: Create subject folders by topic. Note 2: Close file at end of fiscal year and apply retention period. 50 years (FY); N1-95-10-10, item 14 Plans Includes records associated with wildfire prevention plans, including the actual plan. Note 1: Arrange in folders by plan. Note 2: Close file at end of fiscal year and apply retention period. Temporary, 50 years (FY); N1-95-10-10, item 15 N1-95-88-2 (5110-1) Table 5000-3. File Code - Heading: 5120 – Wildland Fire Preparedness Previously “5120 – Preparedness” and “5170 – Fire Management”
Administrative Fire Analysis and National Fire Planning Policies, procedures, and reports regarding fire reviews, administrative fire analysis, and National Fire Planning. Includes documentation of: Documentation of planning, evaluation, and implementation of fire management programs. Evaluation of fire management program options at the forest, regional, and national level. Cut-off: End of FY in administrative use ends Retention/Disposition: Temporary, dispose of closed records 50 years after cut-off (pending NARA approval). Pending NARA approval of records retention period Administrative Fire Analysis and National Fire Planning Policies, procedures, and reports regarding fire reviews, administrative fire analysis, and National Fire Planning. Includes documentation of: Documentation of planning, evaluation, and implementation of fire management programs. Evaluation of fire management program options at the forest, regional, and national level. Note: Includes records previously retained under: 5190 – Management – Administrative Fire Analysis 5190 – Management - General 5190 – Management – National Fire Planning Cut-off: End of FY in which administrative use ends Retention/Disposition: Temporary, dispose of closed records 50 years after cut-off (pending NARA approval). Pending NARA approval of records retention period N1-95-88-2 (5190, 5190-1, 5190-3); N1-95-10-10, item 32; N1-95-10-10, item 33; item 34 5000-5. File Code - Heading: 5140 – Hazardous Fuels Management and Prescribed Fire Previously “5140 – Fire Use” and “5150 – Fuel Management” Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5140) Description Retention Description Retention
Obsolete. Retain records under “5130 – Wildfire Response – Administrative Fire Analysis and National Fire Planning” Obsolete. Retain records under “5130 – Wildfire Response – Administrative Fire Analysis and National Fire Planning” N/A FFF – Obsolete – Do not use FFF – Obsolete Do not use FFF - Obsolete – Do Not Use. OBSOLETE N1-95-88-2 (5190-2) Table 5000-11. File Code - Heading: 5300 – Law Enforcement Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5300) Description Retention Sub-Heading Description Retention Obsolete – Retain records under “1590 – Disaster and Emergency Operations, and Homeland Security – Visitor Processing Records. Obsolete – Retain records under “1590 – Disaster and Emergency Operations, and Homeland Security – Visitor Processing Records. N/A Law Enforcement Program General Administration Includes general correspondence and materials regarding law enforcement that are too to be filed under a specific subject heading. Also includes damage appraisal and claims. Note 1: File records pertaining to law enforcement identification cards under 5320-Pocket Credentials. Note 2: Previous subheading “General” Cut-off: End of FY. Retention/Disposition: Temporary, dispose of records 5 after cut-off. Temporary, 5 years (FY), N1-95-10-9, item 2 General Includes general correspondence and materials regarding law enforcement that are too broad to be filed under a specific subject heading. Also includes damage appraisal and claims. Note 1: Close file at end of fiscal year and apply retention period. Note 2: File records pertaining to law enforcement identification cards under Credentials. Temporary, 5 years (FY), N1-95-10-9, item 2 N1-95-88-2 (5300) Pocket
Table 5000-12. File Code - Heading: 5310 – Law Enforcement Planning Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5310) Description Retention Description Retention Law Enforcement Planning Law Enforcement Plan that identifies problems, trends, workloads at each organizational staffing needs that outline how field units will conduct law enforcement program. Note 1: Agency Records Officer authorization via a NARA approved transfer form [for example, ERA Transfer Request (TR)] required prior to transferring permanent records to custody and ownership of NARA. Note 2: Send existing closed hardcopy records to FRC storage at the end of the fiscal year. Note 3: Previous subheading “General” Cut-off: End of FY. Retention/Disposition: Permanent, transfer closed records to NARA 15 after cut-off. Permanent (see note); N1-95-10-9, item 3 General Law Enforcement Plan that identifies problems, trends, workloads at each organizational level, staffing needs that outline how field units will conduct law enforcement program. Note 1: Close file at end of fiscal year. Note 2: Transfer closed file to NARA when 15 years old. Note 3: Agency Records Officer authorization via a NARA approved transfer form [for example, ERA Transfer Request (TR)] required to transferring permanent records to custody and ownership of NARA. Note 4: As electronic retention of official records is approved for this file code category, of electronic records is authorized by mutual consent of both NARA and Forest Service. Note 5: Store closed hardcopy records at FRC until eligible for transfer to NARA custody. Permanent (see note); N1-95-10-9, item 3 N1-95-88-2 (5310) Table 5000-13. File Code - Heading: 5320 – Law Enforcement Investigation Previously “5320 – Investigation” Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5320) Description Retention Sub-Heading Description Retention
Table 5000-16. File Code - Heading: 5350 – Procedures (Law Enforcement) Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5350) Description Retention Sub-Heading Description Retention Law Enforcement Procedures Includes records and reports pertaining to violation prevention and enforcement, including related activities with Federal, and local law enforcement agencies. Note: Previous subheading “General” Cut-off: End of FY Retention/Disposition: Temporary, dispose of closed records 10 years after cut-off. Temporary, 10 years (FY); N1-95-10-9, item 10 General Includes records and reports pertaining to violation prevention and enforcement, including related activities with Federal, State, and local law enforcement agencies. Note: Close file at end of fiscal year and apply retention period. Temporary, 10 years (FY); N1-95-10-9, item 10 N1-95-88-2 (5350) Table 5000-17. File Code - Heading: 5360 – Cooperative Law Enforcement Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5360) Description Retention Sub-Heading Description Retention Cooperative Law Enforcement Records related to the coordination, implementation, execution, monitoring, and completion of and agreements. Exclusion: Retain agreements ‘1580 – Grants and Agreements – Approved Grants and Agreements Case Files.’ Note: Previous subheading “General” Cut-off: End of FY Temporary, 3 GRS 1.2, item 010 General Includes cooperative agreements with State and local authorities. Note: Retention period begins when agreement terminated. Temporary, 3 years; GRS 1.2, item 010 N1-95-88-2 (5360); N1-95-10-9, item 11
Retention/Disposition: Temporary, dispose of closed records 3 years after cut-off. Table 5000-18. File Code - Heading: 5370 – Suitability Requirements, Training, and Standards Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5370) Description Retention Description Retention Law Enforcement Suitability Requirements, Training, and Standards Administration Includes policy and procedures, correspondence and memorandums related to levels of training standards for employees with law enforcement duties. Includes documentation associated with employee completion of law enforcement and investigation training requirements. Note: NARA has granted an exemption to GRS 2.6, items 010 and 030, as these items are specific to Agency mission. Note: Previous subheading “General” Cut-off: End of FY Retention/Disposition: Temporary, dispose of closed records 20 years after cut-off. Temporary, 20 (FY); N1-95-10-9, item 12 General Includes policy and procedures, correspondence and memorandums related to levels of training standards for employees with law enforcement duties. Note: Close file at end of fiscal year and apply retention period. Temporary, 20 years (FY); N1-95-10-9, item 12 N1-95-88-2 (5370) Canine (K-9) Service Records Records documenting the acquisition, training, activities, care, and retirement of canine partners. Includes: Acquisition records Breeder and lineage records Vaccination and medical history records Temporary (see note), GRS 5.6, item 160 Canine (K-9) Service Records Records documenting the acquisition, training, activities, care, and retirement of canine partners. Includes: Acquisition records Breeder and lineage records Vaccination and medical history records Temporary (see note), GRS 5.6, item 160 N/A
Table 5000-20. File Code - Heading: 5400 – Landownership Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5400) Description Retention Sub-Heading Description Retention Landownership Program General Administration Records Records concerning landownership too broad to be filed under one of the more specific subjects. Note: Previous subheading “General” Cut-off: End of FY. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off. Temporary, 5 (FY); N1-95-10-10, item 35 General Records concerning landownership too broad to be filed under one of the more specific subjects. Note: Close file at end of fiscal year and apply retention period. Temporary, 5 years (FY); N1-95-10-10, item 35 N1-95-88-2 (5400) Inquiries Obsolete. File standard inquiries and responses under “6270 – Availability of Records – General Information Requests” Obsolete Inquiries Routine acknowledgements and transmittals. Temporary, 3 months, GRS 4.2, item 010 GRS 14-1 (3000-2) Landownership Adjustment Plans Land adjustment plans and related correspondence for National Forests, National Grasslands, and Land Utilization Project areas, and right-of-way procurement plans for current and anticipated needs for rights-of-way over non-Federal lands and interests in lands. Note 1: Arrange by type of plan. Note 2: Previous subheading “Plans” Cut-off: End of FY in plan is completely revised or superseded by new plan. Retention/Disposition: Temporary, dispose of closed records 5 after cut-off. Temporary, 5 years (see note); N1-95-10-10, item 36 Land adjustment plans and related correspondence for National Forests, National Grasslands, and Land Utilization Project areas, and right-of-way procurement plans for current and anticipated needs for rights-of-way over non-Federal lands and interests in lands. Note 1: Arrange by type of plan. Note 2: Retention period begins when plan completely revised or superseded by new plan. Temporary, 5 years (see note); N1-95-10-10, item 36 N1-95-88-2
Land Purchases and Donations General Program Administration Land purchase and donation general program administration records; and correspondence, title evidence, and related documents for unconsummated land and purchase cases. Note 1: DO NOT transfer unconsummated case to FRC. Note 2: Includes records previously retained under: 5420 – Purchases and Donations – General 5420 – Purchases and Donations – Cases 5420 – Purchases and Donations – Cases Cut-off: End of FY in which administrative use ceases. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off (pending NARA approval). Pending NARA approval of records retention schedule General Includes correspondence concerning land purchases and donations, not related to specific case. Note: file at end of fiscal year and apply retention period. Temporary, 5 years FY); N1-95-10-10, item 40 N1-95-88-2 (5420) Purchases – Unconsummated Cases Includes correspondence, title evidence, and related documents. Note: Retain records in office. Retention period begins after administrative/legal use ceases. Do not transfer to FRC. Temporary, 5 (see note); N1-95-10-10, item 42 N1-95-88-2 (5420-3-1) Donations – Unconsummated Cases Includes correspondence, title evidence and related documents. Note: Retain records in office. Retention period begins after administrative/legal use ceases. Do not transfer to FRC. Temporary, 5 years (see note); N1-95-10-10, item 39 N1-95-88-2 (5420-2-1) Table 5000-23. File Code - Heading: 5430 – Exchanges (Land) Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5340) Description Retention Sub-Heading Description Retention Land Exchange Case Files Land exchange case files containing correspondence, letters of negotiation, explanatory notes, exchange agreements, proposals, plans, or contracts, appraisal reviews, appeals, objections and related decisions, Temporary, 5 years (see note); Exchanges – Case File Including correspondence, letters of negotiation, explanatory notes, exchange agreements, proposals, plans, or contracts, appraisal reviews, appeals, objections and related decisions, land Temporary, 5 years (see note); N1-95-88-2 (5430-2)
Note 2: Retain records in office. Do not transfer to FRC or NARA. Note 3: If paper records maintained, both hardcopy originals and hardcopy official file copies should have original signatures. Cut-off: End of FY in title file is created and administrative/legal use ceases. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off. (5590 – Landownership Status - Land Status Title), apply retention period to records not incorporated into 5590 title file. Note 2: Retain records in office. Retention period begins after title file is created and administrative/legal use ceases. Do not transfer to FRC or NARA. Note 3: If paper records maintained, both hardcopy originals and hardcopy official file copies should have original signatures. Table 5000-25. File Code - Heading: 5450 – National Forest System Modification Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5450) Description Retention Description Retention Boundary Modification Case Files Consummated and unconsummated case files containing the establishment reports which give background rationale for establishing units which include the public's interest, resources involved, and the intent of management. Establishment documents such as boundary atlas maps, plats, and diagrams Secretarial Orders, Land Orders, Executive Orders, Presidential Proclamations, Acts of Congress which establish a national forest or grasslands; PERMANENT (see note); N1-95-10-9, item 14 Boundary Modifications – Case Files Consummated and unconsummated case files containing the establishment reports which give background rationale for establishing units which include the public's interest, resources involved, and the intent of management. Establishment documents such as boundary atlas maps, plats, and diagrams Secretarial Orders, Land Orders, Executive Orders, Presidential Proclamations, and Acts of Congress which establish a national forest PERMANENT (see note); N1-95-10-9, item 14 N1-95-88-2 (5450-1)
Table 5000-28. File Code - Heading: 5480 - Condemnation Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5480) Description Retention Sub-Heading Description Retention Condemnation Program General Administration Records Includes general records concerning condemnation actions, not related to a specific case. Note: Previous subheading “General” Cut-off: End of FY. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off. Temporary, 5 years (FY); N1-95-10-10, item 54 General Includes general correspondence concerning condemnation actions, not related to a specific case. Note: Close file at end of fiscal year and apply retention period. Temporary, 5 years (FY); N1-95-10-10, item 54 N1-95-88-2 (5480) Condemnation Project Case Files Includes correspondence, reports, and related documents associated with condemnation projects. Note 1: Arrange case file alphabetically by case name. Note 2: Screen all records for documents appropriate for permanent title file (5590), retention period applies to documents that do not become part of the title file. Note 3: If records maintained, both hardcopy originals and hardcopy official file copies should have original signatures. Note 4: Previous subheading “Project Case Files” Cut-off: End of FY in which case closed. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off. Temporary, 5 years (see note); N1-95-10-10, item 55 Project Case Files Includes correspondence, reports, and related documents. Arrange case file alphabetically by case name. Note 1: Screen all records for documents appropriate for permanent file (5590 – Landownership Status - Land Status Title), retention period applies to documents that do not become part of the title file. Note 2: Apply retention period when case file closed. Note 3: If records maintained, both hardcopy originals and hardcopy official file copies should have original signatures. Temporary, 5 years (see note); N1-95-10-10, item 55 N1-95-88-2 (5480-2) Table 5000-29. File Code - Heading: 5500 – Landownership Title Management Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Sub-Heading Description Retention Sub-Heading Description Retention
Schedules (Reference Only) (5500) Landownership Management General Program Administration General records pertaining to the landownership title program too broad to be filed under a specific heading. Note 1: Land Classification records, Boundary Modification records, Land Transfer and Interchanges should be filed under the 5450 series. Note 2: Previous subheading “General” Cut-off: End of FY. Retention/Disposition: Temporary, dispose of closed records 5 years after cut-off. Temporary, 5 years (FY); N1-95-10-9, item 19 General General correspondence too to be filed under a specific heading. Note 1: Land Classification records, Boundary Modification records, Land Transfer and Interchanges should be under the 5450 series. Note 2: Close file at end of fiscal year and apply retention period. Temporary, 5 years (FY); N1-95-10-9, item 19 N1-95-88-2 (5500) Table 5000-30. File Code - Heading: 5510 – Title Claims and Encroachment Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5510) Description Retention Sub-Heading Description Retention Title Claims and Encroachment General Program Administration Records Correspondence concerning title claims and encroachments of lands under the jurisdiction. Note 1: Screen all records for documents appropriate for permanent title file (5590), apply 5510 retention period to records that do not become part of the title file. Note 2: If paper records maintained, both hardcopy originals and hardcopy official file copies should have original signatures. Temporary, 5 years (FY); N1-95-10-10, item 56 General Correspondence concerning title claims and encroachments of lands under the jurisdiction. Note 1: Screen all records for documents appropriate for permanent file (5590 – Landownership Status - Land Status Title), apply 5510 retention period to records that do not become part of the title file. Note 2: Close file at end of fiscal year and apply retention period. Temporary, 5 years (FY); N1-95-10-10, item 56 N1-95-88-2 (5510)
Table 5000-41. File Code - Heading: 5730 – Aviation Management Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5730) Description Retention Sub-Heading Description Retention Flight Operations Records Records of day-to-day aircraft operations documenting flight requests, departures, takeoffs, destinations, and passengers; flight orders; flight load manifests; dispatch releases; flight logs; and similar records. Also includes general correspondence and records related to general aircraft, policy, and responsibilities not covered elsewhere in this schedule. Cut-off: End of FY. Retention/Disposition: Temporary. Dispose of closed records 3 years after cut-off. Temporary, 3 years (see note); GRS 5.4, item 120 Flight Operations Records Records of day-to-day aircraft operations documenting flight requests, departures, takeoffs, destinations, and passengers; flight orders; flight plans; load manifests; dispatch releases; flight logs; and similar records. Also includes general correspondence and records related to general aircraft, policy, and responsibilities not covered elsewhere in this schedule. Cut-off: End of FY. Retention/Disposition: Temporary. Dispose of closed records 3 years after cut-off. Temporary, 3 years (see note); GRS 5.4, item 120 None Table 5000-42. File Code - Heading: 5740 – Airworthiness Electronic Records Retention Schedules Hardcopy Records Retention Schedules Superseded Records Retention Schedules (Reference Only) Sub-Heading (5740) Description Retention Sub-Heading Description Retention Aircraft Inspection, Maintenance, and Modification Records document general maintenance and inspection of and modifications to aircraft, aircraft components, engines, propellers, instruments, and accessories regarding: Servicing, manufacturing, rebuilding, and testing equipment Classifying material’s condition status Preventative maintenance Temporary, 6 years (see note); GRS 5.4, item 100 Aircraft Inspection, Maintenance, and Modification Records document general maintenance and inspection of and modifications to aircraft, aircraft components, engines, propellers, instruments, and accessories regarding: Servicing, manufacturing, rebuilding, and testing equipment Classifying material’s condition status Preventative maintenance Temporary, 6 years (see note); GRS 5.4, item 100 None
Pilot and Flight Crew Records Records document compliance with Federal and Forest Service aviation policies and regulations for Agency and contractor pilots and flight crews (also known as aviation personnel). Records include: Designation of inspectors Ground and flight evaluations of pilots and flight crew Documentation of the inspection and approval of contract and rental agreement pilots Ground and flight evaluations of new Agency pilots and aircrew Official grants of exemption Upgrades to (PIC), aircraft commander (AC), instructor pilot/aircrew, and evaluator pilot/aircrew Qualifications for agency personnel, including initial agency pilot, PIC, evaluator pilot, instructor pilot, aircraft commander, flight engineer, loadmaster, and special use mission aircrew designation Qualifications for contractor operations in government-owned aircraft, including evaluator pilot, instructor pilot, aircraft commander, co-pilot, flight engineer, or loadmaster Review of Forest Service National Pilot Standards Cut-off: End of FY. Retention/Disposition: Temporary. Dispose of closed records 6 years after cut-off. Temporary, 6 years (FY); GRS 5.4, item 130 and Flight Crew Records Records document compliance with Federal and Forest Service aviation policies and regulations for Agency and contractor pilots and flight crews (also known as aviation personnel). Records include: Designation of pilot inspectors Ground and flight evaluations of pilots and flight crew Documentation of the inspection and approval of contract and rental agreement pilots Ground and flight evaluations of new Agency pilots and aircrew Official grants of exemption Upgrades to Pilot-in-Command (PIC), aircraft commander (AC), instructor pilot/aircrew, and evaluator pilot/aircrew Qualifications for agency personnel, including initial agency PIC, evaluator pilot, instructor pilot, aircraft commander, flight engineer, loadmaster, and special use mission aircrew designation Qualifications for contractor operations in government-owned aircraft, including evaluator pilot, instructor pilot, aircraft commander, co-pilot, flight engineer, or loadmaster Review of Forest Service National Standards Cut-off: End of FY. Retention/Disposition: Temporary. Dispose of closed records 6 years after cut-off. Temporary, 6 years (FY); GRS 5.4, item 130 None