6209.11,30 Page 1 of 30 FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK WO AMENDMENT 6209.11-96-1 EFFECTIVE 7/19/96 CHAPTER 30 - RECORDS DISPOSITION 30.1 - Authority. The Records Disposal Act of 1943 and the Federal Records Act of 1950 require each agency to establish and maintain an active records disposition program (see FSM 6230.1). 30.2 - Objectives. 1. To effect timely and systematic removal of temporary records for later destruction by the Agency or a records depository. 2. To designate records having significant historical and archival value for permanent preservation. 30.3 - Policy. Preserve all records needed to adequately document the Forest Service organization, functions, policies, decisions, procedures, and essential transactions. Promptly dispose of records not needed for current use according to the mandatory disposition schedules in the file plan. 30.4 - Responsibility. Each unit manager shall assign a records coordinator for the systematic and orderly disposition of official agency records according to the file plan. 30.5 - Definitions. (See also sec. 40.5.) Copy. Duplicates or information copies usually treated as nonrecord material. Disposal Authority. Legal authorization from the Archivist of the United States for the disposal of records. Disposition. Action taken to dispose of records, including transfer, donation, storage, or destruction of records. FRC. Federal Records Center. Machine-readable Records. Records, usually in code, which have been recorded on magnetic disks, film, tapes, punched paper cards or tapes, and so forth, accompanied by finding aids in software documentation. Coded information is retrievable only by machine. NARA. National Archives and Records Administration. NFC. U.S. Department of Agriculture, National Finance Center. NPRC. National Personnel Records Center. Permanent. Records appraised by NARA as having enduring value to be preserved permanently. They document significant information on the agency's carrying out its mission. Record Copy. The official copy or record (original or yellow), complete with enclosures and related papers (also known as the file copy). Retention Period. The time period particular records are kept. Retention Schedule. Document governing the mandatory retention of the Agency's recurring record series (also known as disposition schedule). 31 - RETENTION SCHEDULES (SF-115's). Retention schedules identify records of temporary and permanent value, and provide guidance for disposing of records of temporary value. Standard Form 115, Request for Records Disposition Authority, is required for approval of retention schedules (ex. 01 and 02). Standard Form 115 contains file designations, descriptions of the records to be filed under the file designations, and recommended retention periods. Approval may be needed for continuing authority to dispose of records at specific periods; authority to dispose of records no longer being created; designation of records as permanent; or authority to substitute microfilm in place of paper copies. 31 - Exhibit 01 Standard Form 115, Request for Records Disposition Authority SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 31 - EXHIBIT 01. 31 - Exhibit 02 Standard Form 115A, Request for Records Disposition Authority (Continuation) SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 31 - EXHIBIT 02. 31.1 - Preparation. WO staff units submit recommendations for new or revised retention periods to the WO, IS&T Staff. Obtain concurrences of respective field units when the proposed changes affect the retention and disposition of their records. IS&T prepares the SF-115 for submission to the National Archives and Records Administration (NARA) and when required, to the General Accounting Office (GAO). The request certifies that the records recommended: (1) do not have sufficient administrative, legal, or fiscal value to the Forest Service to warrant further retention, or (2) have sufficient value to warrant permanent archival status. 31.2 - Review and Approval of Retention Schedules. NARA limits appraisal of the records to review for possible value to other Government agencies, and for research or historical value. NARA publishes a notice in the Federal Register of the proposed records schedule for public comment (44 U.S.C. 33033a[a]). After review by NARA, the Archivist of the United States approves whether the records are disposable. Disposal authorizations in approved schedules are automatically superseded by more recently approved schedules unless the schedule specifically provides for use of both the earlier and later schedules. 31.3 - Publishing Approved Retention Periods. Retention periods of approved schedules are published, at least annually, in the file plan of this handbook (sec. 41). 32 - RECORDS DISPOSAL. Dispose of records with expired retention periods according to the disposition instructions in the file plan. 32.1 - File Plan and Disposal of Records. The file plan is the sole authority for the preservation and disposal of records in the Forest Service. It provides officials with continuous authority to retire, transfer, or dispose of records according to retention periods, and enables users to conduct business while reducing the volume of files. The file plan covers both general administrative records common to all offices as well as program records of interest to certain offices. 32.11 - General Records Schedule (GRS). The GRS is a retention and disposition schedule issued by NARA covering records common to all Federal agencies. Do not use the GRS for Forest Service records. Follow the file plan and retention periods in section 41, which includes any GRS retention periods that apply to the Forest Service. 32.12 - Records Without Approved Retention Periods (Unscheduled). Obtain prior approval from NARA through the WO, IS&T, before disposing of records without approved retention periods. Disposal without NARA approval is a Federal offense (44 U.S.C.). 32.13 - Temporary Extension of Retention Periods. Records shall not be maintained longer than the time period in the file plan without prior written approval of NARA. Submit requests for extensions of retention periods to the WO, IS&T Staff. Include in the request: 1. Concise description of the records for which the extension is requested. 2. Provisions of the retention schedule currently governing disposal of the records. 3. Period of time the records will continue to be of use. 4. Evidence of the specific need for the records, including information on their continuing administrative, legal, or fiscal value to Government operations. 5. Current and proposed physical location of the records, including information on whether the records have been or will be transferred to one or more Federal records centers. Original approved retention periods take effect when the extension expires. 32.2 - Disposal Methods. The Records Disposal Act of 1943 requires Federal agencies to follow regulations issued by NARA in disposing of records. Use only the methods covered in this section. 32.21 - Sales or Salvage. Normally, dispose of paper records by selling them as wastepaper. Disposal of Department of Defense classified records falls under the provisions of Executive Order 12356, dated April 12, 1982. If the records are restricted (that is, laws or regulations forbid their use by the public), the wastepaper contractor shall be required to pulp, macerate, or shred them. A Federal employee designated by the contracting officer shall witness the disposal. For all other records, the sale contract shall prohibit their resale for use as records or documents. Records other than paper records (film, plastic recordings, and so forth) may be salvaged or sold in the same manner and under the same conditions as paper records. Sales are ordinarily by sealed bid. 32.22 - Donation for Preservation and Use. When the public interest will be served, records authorized for disposal may be approved for transfer to an eligible Government organization, institution, corporation, or person who has applied for them, provided (1) the applicant agrees not to sell the records as records or documents; (2) the transfer is made without cost to the Government; (3) the records do not contain information for which disclosure is prohibited by law or against the public interest; (4) a requesting foreign government has an official interest in the records; and (5) the records pertain directly to the custody or operation of properties acquired from the Government by a requesting person or business corporation. Report each donation of records under this authority to the WO, IS&T. This report shall contain: 1. Names of the department or agency, and their major and minor subdivisions concerned. 2. Name and address of the recipient of the records. 3. List of records containing (1) file designation, (2) general description of the material, (3) approximate inclusive dates, and (4) approximate volume in cubic feet. 32.23 - Destruction. Records that cannot be sold easily or salvaged may be destroyed by burning or pulping. 32.3 - Emergency Disposal. 32.31 - Nitrate Film. A WO or field records officer who has still or motion picture film on nitrocellulose base that has deteriorated seriously may authorize disposal, as described below: 1. Deteriorated Condition. Film on nitrocellulose base deteriorated so that it is soft, smells bad, contains gas bubbles, or has turned into an acrid powder. 2. Disposal. The records officer should immediately dispose of deteriorated film that threatens human health, life, or property. Remove such film from inhabited buildings as soon as possible. For disposal by burning, first submerge the film in water-filled drums and take to a remote spot approved by fire authorities to burn. Preferably, burn only one reel at a time, and never burn more than 25 pounds at once. Exercise care in burning, because the rapidly produced gases are extremely dangerous, particularly when burning in a furnace or other confined space. 3. Report Required. The records officer shall submit a written statement to the WO Information Systems and Technology Staff within 30 days after destruction, describing the film and showing when, where, and how it was destroyed. 32.32 - State of War or Threatened War. 32.32a - Authority for Destruction of Records. The Records Disposal Act of 1943 authorizes destruction of records outside the territorial limits of the continental United States during a state of war or threatened war when: spe 1. Hostile action by a foreign power appears imminent. 2. The head of the office with custody of the records decides that retention would be against the interest of the United States. 3. The records occupy space urgently needed for military purposes and are not valuable enough to warrant continued preservation. 32.32b - Report on Disposition. Within 6 months after disposing of any records under this authorization, the records manager shall submit a written statement describing the records and when and where the disposal occurred through the WO to NARA. 33 - RECORDS TRANSFER. 33.1 - Transfer From One Executive Agency to Another. Do not transfer records to another executive agency without prior written approval of NARA, except as described in section 33.16. 33.11 - Request for Approval. Forward requests for approval to the WO Information Systems and Technology Staff and include concise statements on the following: 1. Description of the records to be transferred, including the volume in cubic feet. 2. Restrictions on use of the records. 3. Number and purpose of reference requests per month for the records, with information on the agencies and persons using the records. 4. Number of persons assigned to administer the records. 5. Current and proposed physical and organizational location of the records. 6. Reason(s) why the proposed transfer is in the Government's best interest. 7. Justification for the transfer of records older than 5 years. 33.12 - Agency Concurrences. Attach copies of the concurrence or nonconcurrence in the transfer. 33.13 - Records of Terminated Units. Transferring records of units whose functions are terminated or which are in the process of liquidation are expressly subject to these regulations. Transfer such records only in accordance with these provisions. Should a Job Corps Center close, all inquiries will be handled by the Regional Office, including extension centers (Brotherhood of Railway and Airline Clerks, Industrial Work Experience Program, and so forth). 33.14 - Equipment. Transfer filing equipment with the records as the units concerned previously agreed. 33.15 - Costs of Transfers. The units concerned shall agree to costs of approved transfers. 33.16 - Restriction on Use of Records. Restrictions on the use of records imposed by statute, executive order, or agency determination apply after the transfer. Agency-determination restrictions may be removed if the agencies concerned so agree. 33.17 - Exceptions to Approval Requirements. Prior written approval of NARA is not required when records are transferred: 1. To the Federal Records Centers or the National Archives. 2. As a loan for official use. 3. To meet requirements of statute, executive order, Presidential reorganization plan, or determinations based on them. 33.2 - Personnel Records. Transfer personnel folders and certain payroll data to the National Personnel Records Center (NPRC) in St. Louis, MO, under the mandatory requirements of the Office of Personnel Management (OPM) and NARA. These requirements do not apply to personnel folders and pay records for enrollees in the Youth Conservation Corps and Job Corps programs, or to other personnel records covered by Forest Service disposition schedules. 33.21 - Personnel Folders. The office which maintains official personnel folders is responsible for transmitting inactive folders for separated employees to NPRC: National Personnel Records Center, NARA (Civilian Personnel Records) 111 Winnebago Street St. Louis, MO 63118 When short-term employees probably will be reemployed the following season, their folders may be retained for 2 years after the date of last separation. Mail inactive records monthly without a transmission, as outlined in the Federal Personnel Manual (FPM), supplement 293-1, subchapter 5-5, item 16. NPRC will not furnish receipts for official personnel folders or for loose papers intended for such folders. To transfer loose papers for inclusion in official personnel folders previously sent to the Center, first screen out temporary material (defined in the FPM) and forward only the essential papers. On each paper, show full name, date of birth, social security number, and date of separation. 33.22 - Payroll Data. 33.22a - Master Payroll Tape. The Department of Agriculture National Finance Center (NFC) at New Orleans sends a microfilm copy of tape covering regular employees to NPRC every 2 weeks. This record contains the following information for each employee on the payroll: 1. Social security number. 2. Employee surname and initials. 3. Disbursing office schedule number. 4. Federal employees health benefits code. 5. Pay system. 6. Grade and step. 7. Salary. 8. Federal and State tax exemption status. 9. Block batch number. 10. Number of hours and hourly rate by transaction code. 11. Gross pay. 12. Allowances. 13. Bond deduction. 14. Retirement or FICA deduction. 15. FEHBA deduction (if applicable). 16. FEGLI deduction (if applicable). 17. Federal tax deduction. 18. State tax deduction. 19. Other deductions by transaction code. 20. Net pay. Annually, NFC sends a consolidated tape and a microfilm copy covering data for the year to NPRC. 33.22b - Fire Time Reports (OF-288, Emergency Fire Fighters Time Report). NARA has given the Forest Service permission to send fire time reports to the NPRC. These forms are used to record payroll information for emergency firefighters and are the only record of employment dates. Submit only reports pertaining to emergency or pickup firefighters. Do not include listings of regular firefighters covered by payrolls prepared by NFC. Send an SF-135, Records Transmittal and Receipt, in triplicate, with the transferred records. When feasible, transfer records in standard Federal records center containers. 33.23 - Request for Prior Service Record. 33.23a - From National Personnel Records Center (NPRC). Upon transfer of personnel folders and fire time reports for casual employees to the Center, refer requests for such information on former employees to the Center. Use an SF-127, Request for Official Personnel Folder, in requesting personnel records of separated employees. Submit the form to the Center in duplicate. For other requests, use OF-11, Reference Request-Federal Records Centers, or a letter. 33.23b - From National Finance Center (NFC). Refer all requests for pay information since May 1964 to: USDA-National Finance Center Inquiry Branch Box 60,000 New Orleans, LA 70160 33.24 - Disposition of Records. The General Records Schedules 1 and 2 give disposal authorizations for records at the NPRC. The center notifies field units about disposition of time reports on regular employees filed since Forest Service conversion to an automated, integrated, payroll personnel system called MODE. 33.24a - Personnel Folders. Provided an employee has been separated or retired for at least 5 years, the General Records Schedule 1 authorizes disposal of personnel folders 75 years after the birth of the employee, or 60 years after the date of the earliest document in the folder if the birth date cannot be ascertained. 33.24b - Pay Records. Destroy the microfilm copy of the master payroll tape and fire time reports (OF-288, Emergency Fire Fighters Time Report) after they are 56 years old according to General Records Schedule 2. 33.24c - Time Reports Dating From May 1964. After audit by the General Accounting Office or after 3 years, whichever is earlier, units may destroy forms AD-3545 (Payroll Register and Accounting Distribution) and time reports on all employees except casual firefighters. The Bureau of Retirement and the Employees' Compensation use the payroll listing prepared by NFC to verify an employee's service credit and to process compensation claims. See section 41 for instructions on disposition of timekeepers' copies of time reports. 33.3 - Freight and Passenger Transportation Records. NFC has responsi- bility for payment of Government transportation requests and bills of lading. NFC receives and retains the original documents and forms to support the payment. Forest Service units are not required to send such information for transportation services to General Services Administration. 33.4 - General Accounting Office (GAO) Site-Audit Records. Retain or transfer to Federal records centers records about Forest Service fiscal transactions subject to audit by the GAO. These records are governed by GAO retirement and disposal policies although they are created and maintained by the Agency. (See sec. 44.5 for transfer and disposal procedures.) 34 - TRANSFER OF RECORDS TO FEDERAL RECORDS CENTERS (FRC'S). The National Archives and Records Administration maintains and operates records centers to store, process, and service records for Federal agencies. All Forest Service records qualifying for transfer (except those personnel records described in the previous section) shall be sent to the appropriate center listed in exhibit 01. Comply with specific instructions records center managers may issue which may vary slightly from those used nationally or by other centers. Otherwise, follow procedures in this section. All units must wait 45 days after publication of an amendment affecting retention periods (sec. 41) before submitting the SF- 135, Records Transmittal and Receipt, to the local records center for approval to ship records. 34 - Exhibit 01 List of Federal Records Centers National Archives and Records Administration SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34 - EXHIBIT 01. 34.1 - When To Send Records to Centers. Use Federal records centers to the maximum extent practicable to store inactive official records when they meet the following criteria: 1. The records are covered by an approved disposition schedule (sec. 41) and have been designated for transfer. 2. The records are not authorized for immediate destruction. 3. They are not needed to carry out current Agency operations. 4. They are referred to only occasionally (usually not more than once a month per file drawer). 5. The records are not eligible for destruction within 1 year of the date of transfer. If savings to the Government will result, however, this provision can be waived. 6. They cost less to transfer than the cost to retain them in Agency space and equipment. The storage cost of agency space and equipment averages $13.42 per cubic foot, compared to only $1.06 per cubic foot of center storage space and equipment (as of October 1985). If the files meet these criteria, they should be sent to a records center, regardless of their importance, the urgency of occasional reference, or their physical type. All records centers provide environmental control for paper records, magnetic tape, motion picture film, microfilm, and related materials. Keep small quantities of records in the office until they fill a 1-cubic-foot record center box before transferring them. Hold records with less than 1 year of life at the office until they can be destroyed. 34.11 - Case Files. When a case is closed, disposition periods take effect for case folders (permits, sales, contracts, trespasses, plans, agreements, and so forth) until the case is closed. Mark closed case files with the closing date and send them to the FRC when the local need for them ceases. Close a file when an activity is terminated, superseded, made obsolete, revised, and so forth. 34.12 - Procedures for WO Records Coordinators. Records coordinators in WO Staff units shall refer to the Office Procedures Handbook, FSH 6209.21 for additional guidelines and procedures for sending records to the records center. 34.2 - Preparing Records for Shipment. 1. Screening. Before transferring records, screen the folders for nonrecord material and for records which have reached their disposition date. 2. Containers. Use regulation center boxes. Specify NSN 8115-00-290-3370 or NSN 8115-00-117-8344 for "tuck-bottom" boxes. Half-size containers and other specialized boxes for magnetic tape and microfiche are also available. (See ex. 01 for assembling instructions.) Except in special circumstances, FRC's prohibit use of odd-size containers because the centers' shelving cannot accommodate them. FRC's return records to the unit for repacking when they are shipped in cartons centers cannot accommodate. 3. Packing. Proper packing is important to prevent damaging files for future use. When packing records in boxes, (1) preserve the existing file arrangement, (2) do not force files in the boxes, (3) leave a half-inch space in each box to permit easy withdrawal of individual folders, (4) if interfiles are expected in the future, leave enough space to accommodate them, (5) pack folders upright, with letter-size folders facing the front of the container and legal-size folders facing the left side of the box, and (6) do not place one folder on top of another (ex. 02). 4. Boxing Records. Records may be boxed in the following ways (see sec. 34.21 for instructions on completing shelf list, SF-135): a. By Single File Designation. The entire box may contain one file designation for a single fiscal year. b. By Mixed File Designations. The box may contain different file designations but with the same disposal date. Normally NARA requires records to be boxed according to the same file designation, but NARA has agreed to remove the restrictions on Forest Service offices from the automated inventory system, NARA-5, so that the Forest Service may combine records with identical disposal dates regardless of the file designation. c. By Five Fiscal Years of Records. The box may contain up to 5 fiscal years of records for one file designation. Calculate the disposal date by applying the retention period to the folder with the most recent date. 5. Numbering Cartons. Number the cartons of files sequentially (1 of 10, 2 of 10, 3 of 10, and so forth) with a permanent black marker in the upper right front corner directly on the carton. Write the accession or transfer number in the upper left front of the container (ex. 02). Do not write the numbers on paste-on labels or tape. 6. Finding Aids. Retain detailed lists of the contents of boxes, indexes to records, and other specialized finding aids for clear identification of documents needed for future reference under file designation 6230-1-1. 7. Odd-Size Records. Odd-size records that do not fit standard records center cartons (bound volumes, ledgers, maps, and charts) and fragile items (glass plate negatives) require special handling. Contact the FARC before making such shipments and discuss the packing requirements for the size or nature of the records. Tie each bundle (not over 9-1/2 inches high) securely and tag it with identifying information, including accession and bundle numbers. List the bundles on the SF-135. Generally use special map boxes for maps and charts or roll them in brown paper, taped securely and identified with a tag or label. 8. Shipping Mixed-Size Cartons. Shipments should not combine odd-size and standard-size cartons. If mixed sizes must be shipped together to maintain the integrity of a series of records, use different accession numbers on the SF-135 for different sizes of cartons or bundles. For example, contract files fit in standard cartons but the associated drawings usually do not. Assign one accession number to the standard-size contract files and the next accession number to the drawings, for shelving at separate locations. 9. Pickup. Arrange shipments within 30 calendar days after receiving the approved SF-135. Arrange numbered boxes sequentially for pickup at the loading area or platform, with the lowest numbered box on the bottom. When cartons are moved, movers will reverse the cartons into the order required by FRC personnel. 34.2 - Exhibit 01 Records Storage Box SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34.2 - EXHIBIT 01. 34.2 - Exhibit 02 Packing Records SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34.2 - EXHIBIT 02. 34.21 - Preparing Shelf List (SF-135). Transfers must be accompanied by an SF-135, Records Transmittal and Receipt, and, if appropriate, SF-135-A, Continuation Sheet. Follow the guidelines in this section, unless superseded by differing instructions issued by the local FARC manager. WO units shall follow instructions for preparing the SF-135-A in FSH 6209.21, Office Procedures Handbook. 34.21a - Explanation of Items. Most items on the SF-135 are self-explanatory; however, item 6 (accession number) requires some explanation (exs. 01 and 02): 1. Accession Number, 6(a), (b), (c). NARA requires a separate accession number for each series (type) of record listed on the SF-135. Each accession number includes one type of record, which has the same disposal authority and disposal date and will be shelved in contiguous space in the records center. An accession number has three parts in columns on the form: a. RG(a). The record group number (95) assigned to Forest Service records to control transfer and other disposition actions. b. FY(b). The last two digits of the current fiscal year. c. Number(c). A three-digit sequential number provided by NARA or by the unit sending the records indicating the accession of the shipment (for example, 0001). 2. Volume, 6(d). Enter the total number of boxes in cubic feet for each accession. 3. Agency Box Numbers, 6(e). Show the inclusive box numbers for each accession being transferred. 4. Series Description, 6(f). Describe file designation of records and how they are boxed (by single file designation, mixed, or 5-fiscal-year blocks). List records by file designation, including secondary and or tertiary designations, so the record center can check for the proper application of the disposal authority and to facilitate access. Indicate if the records have special status, such as "GAO site audit records," and show the inclusive date of the records. 5. Restrictions, 6(g). Enter the code "R" in the column for each accession, indicating access to the records is restricted to Forest Service employees. In addition, put a restriction notice at the end of the listing stating the records are restricted to Forest Service employees, so requests from others must be cleared by the liaison official (records manager). 6. Disposal Authority, 6(h). Enter FSH 6209.11 and the exact file code (cite the primary, secondary, or tertiary file code when applicable) for each accession. This is the legally binding authority for the disposal of the records. If the box contains mixed file designations, enter the word "mixed" after the file code. If the box contains GAO audit-site records, enter the General Record Schedule number, GRS 6-1a(2). When Job Corps Centers send terminated corpsmembers records, enter the Department of Labor job number NC-369-76-2. This is the legally binding authority for the disposal of the records. 7. Disposal Date, 6(i). Enter the month and year the records should be disposed. (See ex. 03 to calculate the disposal date.) 34.21a - Exhibit 01 Standard Form 135, Records Transmittal and Receipt SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34.21a - EXHIBIT 01. 34.21a - Exhibit 02 Standard Form 135A, Records Transmittal and Receipt (Continuation) SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34.21a - EXHIBIT 02. 34.21a - Exhibit 03 How to Compute Disposition Date for SF-135 and SF-135A SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 34.21a - EXHIBIT 03. 34.21b - Required Number of Copies of SF-135's. When the records are ready for transfer, prepare the number of copies of the SF- 135 and SF-135-A according to local instructions. The FRC will return two copies of the annotated SF-135 forms to the preparing office, indicating the records have been accepted for transfer and listing the shelf locations. Place one copy of SF-135 in box number 1 of the first accession of shipment. File the second copy under 6230-1-1 as the office file copy, which will serve as a finding aid when requesting records from the records center. Ship the records to the FRC according to local instructions. 35 - REASONS FRC WILL NOT ACCEPT AN ACCESSION. The FRC will not accept an accession if any of the following occur: 1. The boxes are not properly arranged. 2. The records in the boxes are not in searchable order. 3. An SF-135 is not in the first box of the first accession. 4. The number of boxes in the accession does not match the number listed on the SF-135. 5. Some or all of the boxes are non-standard-size containers not approved for accessioning on the SF-135. 6. The boxes are not "tuck-bottom" and the bottoms are not securely taped. 7. New accessions and refiles are arranged together. 8. The boxes are not full. 9. The accession number, box number, and number of boxes are not clearly and neatly marked on the front of the box (sec. 34.2, item 5 and sec. 34.2, ex. 02). 10. The accession number or box number is obscured by tape or written on tape. 36 - REQUESTING RECORDS FROM FRC. To recall records stored in the center, prepare an OF-11, Reference Request-Federal Records Centers (ex. 01). A single folder or entire boxes may be removed on a temporary or permanent basis. Provide the record group number, the accession number (from the record copy of the SF-135), and the records center shelf space assignment number. Provide an accurate description of the records being requested, including information from SF-135. Send the form to the FRC which serves your area (exs. 01 and 02). 36 - Exhibit 01 Optional Form 11, Reference Request-Federal Records Centers SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 36 - EXHIBIT 01. 36 - Exhibit 02 National Archives and Records Administration Branches SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 36 - EXHIBIT 02. 36.1 - Urgent or Priority Requests. Make only urgent or priority requests by personal visit or telephone, such as Freedom of Information Act or congressional requests. Follow local record center procedures. 36.2 - Handling Records From FRC. Maintain records recalled for temporary use separately from the active files in the office. If the request is for a permanent withdrawal of records, annotate the file copy of the SF-135, and show the date accomplished. 36.3 - Returning Records to FRC. Return folders or boxes through the normal mail channels, or (for several boxes of material) use other methods, such as Government bill of lading or local FRC pickup (sec. 34.2, item 9 for arrangement of boxes for pickup). 36.4 - Visiting FRC's. In special circumstances, agencies may request to review records at the FRC. To make such a request, give the FRC an accession number, box number, shelf space assignment if known, the date the records are to be viewed, and the name(s) of the person(s) who will review the records. The center notifies the requesters when they may visit. Appropriate credentials are required for access to the reference room. 37 - DESTRUCTION OF RECORDS BY FRC. Do not transfer records to a records center as a substitute for disposing of them. An essential function of a records center is the prompt removal of all disposable records from its shelves with the authorization of the unit or agency. The Federal records centers notify a unit when records become eligible for disposal by sending the unit a GSA Form 3170, Notice of Intent To Destroy Records (ex. 01), at least 90 days prior to the scheduled date of destruction. Unit historians shall be consulted to concur with the scheduled destruction of records. If pending litigation or other exceptional circumstances dictate longer retention, the records manager shall notify the FRC in writing immediately. Records are destroyed according to the appropriate disposition authority if the unit fails to respond. 37 - Exhibit 01 GSA Form 3170, Notice of Intent To Destroy Records SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 37 - EXHIBIT 01. 38 - TRANSFER OF RECORDS TO NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA). NARA accepts records the Archivist determines have sufficient historical value to warrant permanent preservation by the Government. Records transferred to NARA are no longer under Forest Service jurisdiction. NARA is the final repository for records of archival value. See exhibit 01 for listing of the NARA branches. 38.1 - Transfer From FRC's to NARA. When Federal records centers transfer Forest Service records to NARA, an inventory of the records transferred is furnished to the Forest Service. To request a transfer of records to NARA, submit a letter in duplicate to the WO Information Systems and Technology Staff describing the records, quantity, and location, and giving the name of the records custodian. The WO, IS&T, will process the request. NARA will not dispose of records without Forest Service approval. 38.11 - Classes of Records. The following classes of Federal records may be offered for direct transfer to NARA: 1. Audio-visual records, such as motion pictures, still photographs, and sound recordings. Transfer still photographs to the National Agricultural Library for eventual transfer to NARA. Provide adequate documentation to accompany the records. 2. Cartographic records, such as maps and charts. 3. Series of records of unquestionable value not suited to screening or other processing to reduce their bulk, such as microfilming. 4. Records in existence 30 or more years considered to have continuing value. 38.2 - Recall of Records From NARA. Submit a letter under file code 6230 to the Records Officer, specifying the records desired. 38.3 - Direct Offers of Permanent Records. To offer older or possibly valuable records no longer being created directly to NARA for appraisal, submit an SF-258, Request to Transfer, Approval, and Receipt of Records (ex. 01). If NARA rejects a direct offer, NARA may require submission of an SF-115 for disposal of the records. 38.3 - Exhibit 01 Standard Form 258, Request to Transfer, Approval, and Receipt of Records SEE THE PAPER COPY OF THE MASTER SET FOR SECTION 38.3 - EXHIBIT 01.