6209.11,40-41-Part 01 Page 1 of 35 FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK WO AMENDMENT 6209.11-96-1 EFFECTIVE 7/19/96 CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION 40.5 - Definitions. (See also sec. 30.5.) All Offices. The term "Offices" refers to each organizational unit such as the Washington Office, Regional Office, (including Supervisor's Office, Ranger District and similar units), Stations (including Research Work Units), and Area; and subunits such as a Staff in the Washington Office or the Regional Office, or a Research Work Unit within a Station's Headquarters. The disposition instructions apply only to those organizational units and subunits responsible for maintaining documents that are records material for their program area(s), office operations, or require a response. (See section 24.5). All Other Offices. When specific instructions are given to only one organizational unit (for example, the Washington Office), the remaining or "other" organizational units (Regional Office, Experiment Stations, Supervisor's Office, and Ranger District) are collectively given different instructions for disposing of the same documents. The disposition instructions apply only to those organizational units and subunits responsible for maintaining documents that are records material for their program area(s), office operations, or require a response. (See section 24.5). Block. Transfer of a series of records covering a specified period of time, such as a 5-year (1980-85) or 10-year (1980-90) block. Cut-Off. Termination of a file at regular intervals to facilitate continuous disposal or transfer (also called "filebreak"). Deleted. File designation is removed from the filing system. N/A. Not applicable. Documents on the subject matter are never received or generated at that organizational level. Offer to NARA When 20 Years Old. This term provides direction to the federal records centers when to offer stored records to the National Archives. 1/4. A 3-month (one quarter) retention period. Originating Office. The disposition instructions apply only to the unit or subunit which originates particular studies, reports, audio-visual products or other records materials. P. Stands for permanent records. (See section 30.5.) Retention Period. See section 30.5. "See Note." Directs reader to the "Note" under the description of the file designation, giving additional instructions not addressed in the retention columns. Temporary Records. A Temporary Record is one that is not permanent and may be disposed of after its retention period has expired. Also called disposable records. U. Unscheduled records, having no approved disposition authority, and cannot be destroyed or shipped to a Federal records center for storage unless special authority is received from the Washington Office. "When Administrative Use Ceases." Time identified by office personnel when particular records are no longer needed and can be destroyed (also termed, "when local need ceases"). 41 - FILE PLAN FOR FILE DESIGNATIONS AND RETENTION PERIODS. Organize all Forest Service material according to the file plan in section 41, which provides primary, secondary, and tertiary filing levels by file designation and retention periods for records. Refer to chapters 20 and 30 for more information on filing and disposition of records. The Forest Service disposal authorities appear in the file plan in the format NX-XX-XX. These numbers are used by workers at the Records Centers to verify the legal disposals cited on the form SF-135 Transmittal and Receipt. Forest Service units should use file designations on the form most of the time. Only cite the disposal authorities or the General Records Schedule (GRS) item number on the SF-135 where specified in this handbook (for example, section 34.2a, item 6). RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1000 Organization and Management (Included for routing purposes only (sec. 23)). 1010 Laws, Regulations, and Orders 10 5 5 3 3 (Includes general correspondence notifying units of new laws, regulations, and orders; also significant correspondence such as that initiated by the Forest Service or by external agencies (Office of General Counsel, Office of Budget and Management, Department of Justice, and so forth) that interprets or clarifies new and existing laws, regulations, and orders. File written comments from OGC on specific rules initiated within the Forest Service in the 1010-2-1 Rulemaking. Also file correspondence on rules and regulations proposed by other agencies under 1010-2-2.) Establish case files as needed, and apply retention period when the file is closed. (N1-95-88-2) NOTE: WO: Destroy records when 10 years old or no longer needed for adminisistrative use. This file designation was previously 1020. File records under the appropriate secondary or tertiary code in this series. 1 Federal Register Liaison 5 N/A N/A N/A N/A (Includes general correspondence, records related to yearend reports, instructions on the preparation of all types of Federal Register documents, and other activities carrier out by the Federal Register Officer.) (N1-95-88-2) 1010 2 Regulations includes general 10 3 3 3 3 correspondence related to Office of Management and Budget review of rules and departmental directives on procedures on rulemaking; correspondence not related to a specific rule proposal.) Establish subject folders as needed. (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 2-1 Rulemaking (See Note) (Case files on each proposed and final rule developed by Forest Service, and each review of an existing regulation. Contains file copies of all rule documents submitted to the Federal Register, background data on which the proposed and final regulation is based, analysis conducted on the rule, comments received from the public or summary analysis, transcripts of any meetings or hearings on the rule, and any other data considered in the promulgation of the final rule. See FSM 1013.) 1010 NOTE: (N1-95-88-2) Originating Staff: (Official File) Permanent. Transfer closed file to the FRC in 5-year blocks. Offer to NARA when 20 years old. All Other Offices: Duplicate records. Destroy when reference value ceases. 2-2 Rules Proposed By Other Agencies 3 3 3 3 3 (Includes Forest Service comments on rules proposed by other agencies.) Establish case files as needed, and apply the retention period when the file is closed. (N1-95-88-2 2-3 Regulatory Program and Agenda 2 2 2 2 2 (Includes suggestions for revisions of rules from the general public or field units; records related to the regulatory program and agenda.) (GRS 16-13b) 3 Federal Register Policy Notice (See Note) documents including papers showing rationale, justification, and analysis leading up to the policy submitted to the Federal Register about pending FS policies, public comments or summary analysis, and correspondence related to OMB review of policy.) Establish case files, as needed, on proposed and final Notices. Apply retention period after case file is closed. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER NOTE: (N1-95-88-2) 1010 Originating Office: Permanent. Transfer to FRC in 5-year blocks. Offer to NARA when 20 years old. All Other Offices: Duplicate records. Destroy when reference value ceases. 3-1 Federal Register Routine Notices 1 1 1 1 1 (Includes notices of meetings, availability of publications, notices of management decisions, and so forth.) (GRS 16-13a) 1020 Forest Service Mission U U U U U 1030 Forest Service Mission (Deleted. File any existing records under 1020 and apply the retention period.) 1100 Directives 3 3 3 3 3 (Includes general correspondence.) (N1-95-88-2) 1 Record Copies (See Note) (Record copy of directives issuance or amendments, interim directives and related material. Case file numerically by title and amendment numbers. Files should contain a printed copy of new or revised material and a copy of superseded material.) 1100 NOTE: (N1-95-88-2) Originating Offices (WO Directives Section, Information Systems Staff, and directives units in the field: PERMANENT: Transfer records to FRC 2 years after issuance. Offer records to NARA 25 years after issuance. All Other Offices (WO and field units): Retain duplicate copy of manuscripts in office. Destroy 1 year after issuance. Do not send to FRC. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1110 Directive System Components 3 3 3 3 3 (Correspondence and related records on policies and responsibilities for establishment of directives and the design, maintenance, and improvement of the directive system.) (N1-95-88-2) 1120 Directive Writing, Preparation, and 3 3 3 3 3 Clearance (Correspondence and records relating to directive system training and directive writing techniques.) (N1-95-88-2) 1130 Directive Distribution and 3 3 3 3 3 Maintenance. (Includes correspondence on reconciliation of distribution records and questions on policies, standards, and responsibilities.) (N1-95-88-2) 1130 NOTE: Requests for amendments, supplements, interim directives, or emergency directives, and changes in distribution of such items should be destroyed when filled, canceled, or superseded. 1200 Organization (Includes 3 3 3 3 3 General Correspondence. Do not use for material which can be classified under a specific subject.) (N1-95-88-2) 2 Special Studies and Reviews (See Note) (Studies requested by Management in assessing the needs of the organization. The studies may be substantive. For example, studies that affect overall FS organization, regional, or WO organization; or are otherwise of special significance to the FS. Other studies are routine in nature. For example, a work-load measurement or a study of the organization's typing pool.) NOTE: (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER All Offices: Significant Studies - Final Report: Permanent. Offer to NARA in 5-year blocks when 20 years old. Routine Studies: Destroy routine studies and related background papers when 3 years old. 1200 2-1 Significant Studies 10 10 10 10 10 (Background Papers) (N1-95-88-2) 1220 Organization and Position 3 3 3 3 3 Management (Includes general correspondence not related to items listed below.) (N1-95-88-2) 2 Historical Organization Matters P P P P P (Establishment reorganization, and abolishment of significant units and studies identified as having historical value. Cases under this designation will be selected on the basis of uniqueness, first of its kind, unusual impact. All other cases will be filed under 1220-3 described below). (N1-95-88-2) NOTE: Offer to NARA when 20 years old. 3 Unit Reorganization Matters 10 10 10 3 3 (Includes organization studies, requests for reorganization, approvals, charts, functional statements, and correspond-ence.) (N1-95-88-2) 4 Organization Charts (N1-95-88-2) P P P P P NOTE: Applicable only to responsible offices initiating the chart. Offer to NARA when 15 years old. 1220 5 Position Management (Includes 5 5 5 3 3 (Includes reviews, studies, and general correspondence which evaluate and analyze positions and structures within the organization.) (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1230 Delegations of Authority and 10 10 10 3 3 Responsibility (Includes correspondence and other records on the administration of delegations; letters of authorization and special designations or signing authorizations.) (N1-95-88-2) NOTE: Destroy records documenting short-term acting assignments when superseded or obsolete. (GRS 16-1a) 1240 Standards 3 3 3 3 3 (Includes general correspondence.) (N1-95-88-2) 1 Inventory of Administrative Units (See Note) (Includes inventory and historical summary of all administrative units by Regions, National Forests, Ranger Districts, National Grasslands, and National Recreation Areas.) NOTE: (N1-95-88-2) WO: Retain current inventory in office. Destroy obsolete material as the inventory is updated. All Other Offices: Destroy when no longer needed. 1240 2 Field Office Locations 30 30 30 30 30 (Includes establishment, relocation, and abolishment requests and approvals field units and facilities.) (N1-95-88-2) NOTE: Applies only to office approving the location or relocation. 3 Names for Administrative Units and (See note) Related Sites and Areas (Includes markers, dedications, memorials, and structures.) NOTE: (N1-95-88-2) WO: and RO: Approving office will retain in the office as long as needed. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER All Other Offices: Copies are non-record material in these offices and should be destroyed when no longer needed. 1250 Technology Transfer (Deleted. File existing records under 1320.) 1300 Management 5 5 5 3 3 (Includes general correspondence pertaining to management function. Does not include material that can be filed under specific secondary subjects.) (N1-95-88-2) 1 Inquiries (Standard replies to inquiries for the 1300 series) (GRS 14-1) 1310 Methods of Doing Business 3 3 3 3 3 (Includes general correspondence; work force management and planning records and Annual Administrative Management Report.) (N1-95-88-2) 1 OMB Circulars (See Note) (Includes records pertaining to procedures for determining whether an activity should be performed in-house or by contract; AD-772, Gov/Con- tract Operation of Commercial/Industrial Activity Review and the backup records for A-76 review of activities.) NOTE: (N1-95-88-2) All Offices: Destroy records when 5 years old or when subsequent internal review is completed. 2 Inventory (AD-771, Commercial/Industrial (See Note) Activities and Contract Inventory. An ongoing inventory of commercial or industrial (C/I) goods and services information.) NOTE: (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER All Offices: Destroy records when OMB Circular A-76 is superseded or inventory is no longer required. 1320 Technology Transfer 5 5 5 5 5 (Includes general correspondence pertaining to Service-wide Technology Transfer process.) (N1-95-88-2) NOTE: (N1-95-88-2) 1320 Collection of historical records documenting the establishment of Technology Transfer Program created between 1972 and 1983. WO: Permanent. Offer to NARA when 20 years old or when no longer needed for administrative use, whichever comes sooner. All Other Offices: Not Applicable. 1 Reports 5 3 3 3 3 (Includes Annual Technology Transfer Report and Biennial Report.) (N1-95-88-2) NOTE: All Offices: Destroy field reports 2 years after the report is published. 2 Technology Transfer Council (See Note) Includes meeting minutes, agendas, and backup material related to activities of the Council, which is made up of Associate Deputy Chiefs who set technology transfer policies for the FS.) NOTE: (N1-95-88-2) WO: Permanent. Offer to NARA in 5-year blocks when 20 years old. All Other Offices: Not Applicable. 1330 New Management Strategies U U U U U 1 New Perspectives in Ecosystem U U U U U Management 1340 Management Improvement 10 5 5 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER Administration (N1-95-88-2) 1 Employee Suggestions (See Note) NOTE: All offices destroy 2 years after approval or disapproval. (GRS 1-12a[1]) 2 Management Studies (N1-95-88-2) 5 5 5 3 3 3 Patents (Includes general 5 5 5 3 3 correspondence pertaining to the patent process.) (N1-95-88-2) 3-1 Patent Case files (This file contains (See Note) documentation such as (OGC-3) search and application reports from patent attorney, NTIS-303 form from the inventor and other records related to the patent process.) NOTE: (N1-95-88-2) All Offices: Destroy closed case file 3 years after date of closure. 4 Pilot Proposals U U U U U (Records related to projects that foster an innovative management climate. The file includes proposals submitted that address employee participation in the improvement of the workplace. For examples, National Pilot, and unit pilot projects.) 1350 Committees (Includes general 3 3 3 3 3 correspondence and summary reports.) (N1-95-88-2) 1 Statutory Committees (Records (See Note) regarding committees established by Federal law. It may be an advisory committee or inter-agency committee.) NOTE: (N1-95-88-2) Office or official responsible for the assembling and maintenance of reports, records, and other papers of the committee: RETENTION RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER PERMANENT - Transfer records to the records center 3 years after termination of the committee. Offer records to the National Archives and Records Service 10 years after termination of the committee. All Other Offices (Duplicate records) Destroy 3 years after termination of the committee. If the official committee file is maintained by another agency: All Offices (Duplicate records) Destroy 3 years after termination of the committee. 2 Advisory Committees (See Note) (Committees established or utilized by the President or a Government official. Also includes advisory committees established by the Department or Forest Service at the discretion of the Secretary.) NOTE: (N1-95-88-2) See disposition instructions for 1350-2-1 and 1350-2-2 to apply retention period. 2-1 National (See Note) NOTE: (N1-95-88-2) Office or official responsible for the assembling and maintenance of reports, records and other papers of the committee. PERMANENT - Transfer records to the records center 3 years after termination of the committee. Offer records to the National Archives and Records Service 10 years after termination of the committee. All Other Offices (Duplicate records) - Destroy 3 years after termination of the committee. If the official committee file is maintained by another agency: All Offices (Duplicate records) - Destroy 3 years after termination of the committee. 2-2 Regional (See Note) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1350 NOTE: (N1-95-88-2) Office or official responsible for the assembling and maintenance of reports, records, and other papers of the committee. PERMANENT - Transfer records to the records center 3 years after termination of the committee. Offer records to the National Archives and Records Service 10 years after termination of the committee. All Other Offices (Duplicate records) - Destroy 3 years after termination of the committee. If the official file is maintained by another agency: All Offices (Duplicate records) - Destroy 3 years after termination of the committee. 3 Interagency Committees (N1-95-88-2) 3 3 3 3 3 NOTE: The 3-years retention applies to the office or official maintaining the official committee file. Destroy all duplicate committee files. Destroy all duplicate files when use ceases or upon termination of the committee. 4 Departmental Committees (N1-95-88-2) 3 3 3 3 3 NOTE: The 3-year retention applies to the office or official maintaining the official committee file. Destroy all duplicate files when use ceases or upon termination of the committee. 5 Agency Committees (N1-95-88-2) 3 3 3 3 3 NOTE: The 3-year retention applies to the office or official maintaining the official committee files. Destroy all duplicate files when use ceases or upon termination of the committee. 6 Liaison Membership (FS (See Note) representative on external organizations.) NOTE: (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1350 All Offices: Retain records in office. Destroy 6 months after assignment is com- pleted or termination of the Committee. Destroy duplicate case files 3 years after termination of the committee. 7 Operational Committees and Working Groups (See Note) NOTE: All Offices: Destroy records when 3 years old or when no longer needed for reference, whichever comes sooner. (GRS 16-8b[2]) 1360 Meetings (Includes external, 2 2 2 2 2 In-Service meetings, including staff and task force meetings; file consist of general correspondence related to requests and replies to agenda items; approvals for attendance at external meetings; records related to In-Service meetings costing over $5000, such as costs, meeting approval, action plans, agenda, and attendance.) (N1-95-89-1) 1360 NOTE: Functional activities or projects resulting from a meeting should be filed under appropriate subjects. Also see 1350 and 2250. 1370 Forms (Correspondence on the forms 1 1 1 1 1 management program too general to be filed in a specific management study or analysis and design file described below.) (N1-95-88-2) Note 1370-1 deleted. File under 1370 and apply retention. 2 Studies (Correspondence, reports and 5 5 5 3 3 other documents related to specific form improvement, forms reduction or similar study or projects.) (N1-95-88-2) 3 Analysis and Design (Correspondence (See Note) and other documents related to the design, analysis, printing, storage and distribution of a specific form, including the record copy of each version of the form). RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1370 NOTE: This designation is applicable only to the office responsible for the design and management of the form. All Offices: Destroy 5 years after related form is discontinued, superseded, or cancelled. (GRS 16-3a) 1380 Reports Management (Correspondence 1 1 1 1 1 related to the management of the reports program but too general to be filed in a specific project or analysis file.) (N1-95-88-2) 1 Reports (Including only management (See Note) narrative and statistical reports. Folder alphabetically by type of report. All other reports will be filed under appropriate subjects.) NOTE: (N1-95-88-2) Storage of Statistics: Statistics serving management as a continuing reference are to be kept in a Reference Material File. 2 Projects (Correspondence, reports, and 5 5 5 3 3 other documents related to specific report improvement, reports review or similar study or project.) (N1-95-88-2) 3 Analysis (Correspondence 3 3 3 3 3 and other documents related to analysis of a specific report, including a copy of each form or format used in making the report.) (N1-95-88-2) 4 Public-Use Reporting Forms 3 NA NA NA NA (Correspondence and other documents related to the clearance of forms or questionnaires used to gather information from the public.) (N1-95-88-2) 1390 Information Management (Includes 3 3 3 3 3 general correspondence, Form FS 1300-3, National Information Requirements Proposal, and the FS-1100-2 and 2a, RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1390 Directives Processing Request used to modify or propose national information requirements.) (N1-95-88-2) 1 Plans and Studies (Includes the (See Note) final report of the Information Resource Management Plans, special studies and other reports leading to information planning and policy-making.) NOTE: (N1-95-88-2) All Offices: Destroy when 3 years old or no longer needed for administrative use, whichever comes later. 1400 Controls (N1-95-88-2) 10 5 5 3 3 1410 Management Reviews (Includes 3 3 3 3 3 review schedules, general correspondence not related to a specific review, and functional assistance trips. Secondary files include 1440 files dated prior to 1980.) (N1-95-88-2) 1 Chief's Overview 10 10 10 10 10 (Formerly General Management Reviews and earlier referred to as GII's and GRI's. Includes the review report, corrective action plan, and follow-up correspondence until action is completed and case is closed.) (N1-95-88-2) 1410 NOTE: Record copy is maintained only by the office making the review. Other offices with copies will retain as long as needed and then destroy. 2 Deputy Chief's Review (Formerly Program (See Note) Reviews and earlier referred to as GFI's at the national level. Includes the report on review of specific programs, corrective action plan, and follow-up correspondence until action is completed and case is closed.) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1410 NOTE: (N1-95-88-2) All Offices: Office making the review shall retain the record copy in files 5 years or until the next review is conducted and then destroy. Other offices with copies will destroy when no longer needed. 2-1 Regions, Stations, Area Review (See Note) (Formerly Program Reviews and earlier referred to as GFI's. Includes the report on review of specific programs, corrective action plan, and follow-up correspondence until action is completed and case is closed.) NOTE: (N1-95-88-2) All Offices: Office making the review shall retain the record copy in files 5 years or until the next review is conducted and then destroy. Other offices with copies will destroy when no longer needed. 3 Activity Reviews (Formerly LFT's. (See Note) Includes the report on review of specific activities within a program, corrective action plan, and follow-up correspondence until action is completed and case is closed.) NOTE: All Offices: Office making the review shall retain the record copy in files 5 years or until the next activity review is conducted and then destroy. Other offices with copies shall destroy when no longer needed. (N1-95-88-2) 4 Special Washington Office Action Teams U U U U U (Records related to special problem solving trips which focus on complex problems or emerging situations that need more in-depth technical or managerial review or resolution.) 1420 GAO Audits (Includes audit 5 3 3 3 3 reports and related correspondence.) (N1-95-88-2) 1430 Internal Audits (Includes audit 5 5 5 5 5 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1430 reports and corrective action correspondence related to specific audits. This item was formerly identified as 1450 Special Reviews.) (N1-95-88-2) 1 General Correspondence (Includes 3 3 3 3 3 correspondence of a general nature not related to a specific audit.) (N1-95-88-2) 1440 External Accounting and Auditing 3 3 3 3 3 (Includes annual statistical and cost reports, surveys, program reviews, general correspondence and related documents concerning the audit of grants, agreements, and contracts with the Forest Service. File material relating to a specific external audit in 1440-1.) (USDA Schedule NC1-16-84-1 1720) 1 External Audit Case Files (See Note) (All material relating to a specific audit, including but not limited to, audits, action plans and reports, activity reviews, and related correspondence.) NOTE: Destroy 8 years after resolution of audit findings and corrective actions. (GRS-25-4) 1450 Special Audits, Reviews and 8 8 8 8 8 Investigations (Includes correspondence, reports, and documents related to investigations conducted by the Office of Investigation.) (GRS 22-2) 1460 Cooperative Forestry Assistance 3 3 3 3 3 Reviews (Includes review schedules, general correspondence not related to a specific review.) (N1-95-88-2) 1 Cooperative Management Reviews (See Note) (Includes the review report, corrective action plan and follow-up correspondence until action is completed and case is closed.) NOTE: (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1460-1 Originating Office: Record copy is maintained by only the office making the review. Retain the record copy until the next program review is conducted, and then destroy. All Other Offices: Destroy records when 5 years old. 2 Cooperative Program Reviews (See Note) (Includes the review report, corrective action plan and follow-up correspondence until action is completed and case is closed.) NOTE: (N1-95-88-2) Originating Office: Record copy is maintained by only the office making the review. Retain the record copy until the next program review is conducted, and then destroy. All Other Offices: Destroy records when 5 years old. 1470 Research Reviews (N1-95-88-2) P 10 10 10 10 1500 External Relations (N1-95-88-2) 20 5 5 3 3 1 Inquiries (Transmittals of replies 1/4 1/4 1/4 1/4 1/4 to standard inquires and routine congressionals) (GRS 14-1) 1510 Legislative Affairs (Includes 5 5 5 3 3 correspondence and general material not covered by a specific secondary subject; also substantive congressionals) (N1-95-88-2) NOTE: Maintenance and disposition of records under 1510 are handled on a calendar year basis. The disposition periods will be applied after the file is closed. 1 Bills (Bills affecting 10 3 3 3 3 FS program activities, legislative reports, and related records. File chronologically by RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1510-1 House and Senate Bill number. See 1510-1-1 for disposition of Bill files selected and identified as having continuing value to FS.) (N1-96-88-2) 1-1 Bills Identified as Having (See Note) Continuing Value to FS (Files will be selected on basis of significance and impact of legislation on FS programs and basic authorities. Includes legislative reports, correspondence, and related records.) NOTE: (N1-95-88-2) WO (Legislative Affairs Staff): Destroy 75 years after file is closed. All Other Offices: Not applicable. 2 FS Legislative Program and 10 3 3 3 3 Proposals (Includes proposals recommended by FS for inclusion in the Department's proposed legislative program, copies of proposals submitted by field units, and related correspondence. See 1510-2-1 for disposition of legislative program and proposals files selected and identified as having historical or continuing value to FS.) (N1-95-88-2) 2-1 Legislative Program and Proposals (See Note) Identified by FS as Having Historical or Continuing Value (Includes correspondence, proposals, and related records. Files will be selected on basis of significance and impact of legislation on the program. File chronologically. Remove all copies of Bills from folders before transferring records to FRC.) NOTE: (N1-95-88-2) WO (Legislative Affairs Staff): PERMANENT - Transfer records to FRC 2 years after file is closed. Offer records to NARA 10 years after file is closed. All Other Offices: Not applicable. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1510 3 Other Executive Legislative Proposals 10 NA NA NA NA (Includes proposals prepared by other Departments which are submitted to FS for review and comment, and related correspondence.) (N1-95-88-2) 4 Congressional Briefings, 10 5 5 3 3 Oversight Hearings and Investigations (Includes correspondence, testimonies, transmittal letters, reports, and related documents.) (N1-95-88-2) 5 Drafting Services (Includes 10 3 3 3 3 requests for drafting service, legislative drafts and transmittal letters, and related correspondence. If the proposed legislation is subsequently introduced in the House or Senate, the records will be transferred to a case folder and filed under 1510-1 Bills.) (N1-95-88-2) 6 Congressional Liaison (Deleted. File existing records under 1510.) 7 State Legislation (Records relative to (See Note) State legislative proposals, testimonies given by FS representatives regarding FS activities, and related correspondence.) NOTE: All Offices: Retain records in office. Destroy when reference value ceases. Do not send to FRC. (N1-95-88-2) 1520 Public Service Programs U U U U U (Includes correspondence concerning public service programs that cannot be directly related to a specific program such as HOST. Do not use for public involvement programs, which are to be filed in 1620.) 1 HOST Program (Includes general 3 3 3 3 3 correspondence, annual action plans, and other records concerning employees being RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1520-1 responsive and courteous to the general public.) (N1-95-88-1) 2 Training (Includes instructor's manual, (See Note) slide sets, student workbook, and films on training to be a good Forest Service Host by learning letter writing, telephone management, greeting the public, and so forth.) NOTE: All Offices: Destroy training material when superseded by revised training material. (GRS 21-3) 1530 Interdepartmental (Including records (See Note) leading up to formal interagency agreements between the Forest Service and other agencies such as Interior, Commerce, Defense, Justice, U.S. Postal Service, and other agencies identified in FSM 1530. File program records generated from the agreement under the appropriate staff file designation.) All Offices: Destroy records 3 years after agreement expires or are terminated. Note that record copies of interdepartmental agreements are published in the 1530 chapter of the directives systems, and all directives are permanent. (N1-95-87-15) NOTE: 1530-2 and 1530-2-1 are deleted. File existing records under 1550-1 and apply the retention period. File foreign visitor records under 1550-5-1. 1540 Intradepartmental (Folder 20 5 5 3 3 alphabetically by agency, such as AMS, FAS, OGC, OIG, and SCS.) (N1-95-88-2) 1550 International Organization; l 3 1 3 1 1 International Travel (General Correspondence pertaining to International Forestry activities that are too broad to file under a specific subject heading.) Establish subject folders as needed. (N1-95-87-9) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550 1 Bilateral Relations Between US and (See Note) Other Countries (The file contains a variety of records documenting Forest Service activities with specific countries. Includes general correspondence to and from countries; trip reports; information copies of reports and evaluations from projects carried out in specific countries through cooperative agreements and memorandums of understanding; proposals and reports generated from scientific and technological exchanges (i.e., PL 480) between the US and specific countries; and records that document specific activities between U.S. cooperators Forest Service and non-Forest Service employees and other countries.) Establish folders alphabetically by Region and country. NOTE: (N1-95-87-9) WO: (International Forestry Staff): Retain records in office. Destroy when no longer needed for administrative use. All Other Offices: Destroy records when 3 years old. 2 Relations With International 5 1 3 1 1 Governmental Organizations (Includes general correspondence, reports, and information copies on the activities of international governmental organizations such as the World Bank, Organization of American States (OAS), InterAmerican Development Bank and so forth; United Nations agencies and programs such as Man and the Biosphere (MAB), United Nations Educational, Scientific and Cultural Organization (UNESCO), United Nations Development Program (UNDP), United Nations Environment Programs (UNEP), European Economic Community (EEC), Organization for Economic Cooperation and Development (OCED), International Tropical Timber Organization (ITTO), and other agencies/statutory bodies.) Establish subject RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550-2 folders by UN agency or statutory body, or major project as needed. (N1-95-87-9) 2-1 Food and Agriculture P 1 10 1 1 Organization (FAO) (File contains general correspondence, briefing books, reports, position papers, on the United States and Department of Agricultural [via Forest Service] role in the development of international forestry-related issues. The Forest Service is involved in FAO activities such as: Council, Conference, Committee of Forestry Development in the Tropics, Committee on Forestry, Study Groups, General Sessions; and Latin American, Asian, and North American Forestry Commissions. The Chief of the Forest Service, and/or selected Delegates serve on various committees and commissions to represent the United States interest in forestry activities.) Establish folders by subject matter on councils, conferences, committees, commissions, study groups, and so forth. (N1-95-87-9) NOTE: WO: Transfer to FRC in 5 year blocks. Offer to NARA when 20 years old. 2-2 2-2 World Forestry Congress (The file (See Note) consists of briefing books, reports, and numerous information copies. The World Forestry congress consists of scientists, technicians, administrators, and others interested in forestry and its allied fields. It is open to virtually all nations. The Congress serves as a forum for the exchange of views and experiences, and for the discussion of matters that may lead to formulating broad recommendations applicable on a regional and world-wide basis. The function of the Congress is advisory and is held every six years in a host country. The Forest Service furnishes leadership to the U.S. National Committee, established to coordinate US participation at RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550-2-2 each Congress. Usually the delegate is the Chief of the Forest Service.) NOTE: (N1-95-87-9) WO: Permanent. Transfer to FRC in 10-year blocks. Offer to NARA when 20 years old. ES: Destroy records 6 years after the Congress convenes. All Other Offices: Destroy records when 1 year old. 3 US Government Agencies With 5 1 3 1 1 International Programs (Includes general correspondence and reports created from intergovernmental agreements between the Forest Service and the State Department, AID, Department of the Interior, Peace Corps government agencies other than USDA.) Establish subject folders as needed. (N1-95-87-9) NOTE: File records leading to formal agreements with government agencies under 1530 Intergovernmental. File record material dealing with specific countries under 1550-1 bilaterals. 4 USDA International Programs 5 1 3 1 1 (Includes general correspondence documenting the Forest Service direction with Department of Agriculture agencies that have scientific and technology exchange programs, PL 480 programs, and so forth. Examples would be Foreign Agricultural Service (FAS), Soil Conservation Service (SCS), Office of International Cooperation and Development (OICD), Extension Service, and so forth.) Establish subject folders as needed. (N1-95-87-9) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550-4 NOTE: File records leading up to formal agreements with USDA agencies under 1540 Intragovernmental. File record material dealing with specific countries under 1550-I Bilaterals. 5 Forest Service International 3 3 3 3 3 Programs (Includes general correspondence related to programs of an international scope that are unique to the Forest Service.) (N1-95-87-9) 5-1 International Visitors and 5 1 3 1 1 International Volunteers (Includes general correspondence related to arrangements and agendas for visitors and volunteers from other countries.) (N1-95-88-2) 5-2 Forestry Support Program 5 1 3 1 1 (Includes correspondence on the general technical support the Forest Service gives AID, other than disasters. Records related to specific activities in countries should be filed under the Bilaterals or the appropriate subject heading.) (N1-95-87-9) 5-3 International Skills File (File (See Note) of foresters and natural resource specialists seeking international employment in the US and abroad. Individual files contain SF 171, biographical sketch, contact sheet, correspondence and related records. File is updated annually. International Forestry Staff provides this as a service to AID. OICD handles all the personnel functions.) NOTE: (N1-95-87-9) WO: (International Forestry Staff only): Destroy case file 1 year after file is terminated. All Other Offices: Not applicable 5-4 Disaster Assistance Support 5 1 3 1 1 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550-5-4 Program (Includes general correspondence related to disasters in other countries and the disaster-related assistance provided by the Forest Service through AID.) (N1-95-87-9) 5-5 International Seminar on Forest (See Note) Resources Administration and Management. NOTE: (N1-95-87-9) WO: (International Forestry Staff only): Destroy records when 3 years old. All Other Offices: Not applicable. 6 Relations With Non-Governmental 5 1 3 1 1 Organizations (Includes general correspondence, reports, working papers, studies, and other related records showing Forest Service activities with international and domestic organizations interested in an exchange of scientific information concerning natural resources. These organizations are nongovernmental. Examples are World Resource Institute (WRI), Institute for Environment Development (IIED), private voluntary organizations such as CARE, consulting firms, institutions such as universities, and so forth.) Establish subject folders as needed. (N1-95-87-9) 6-1 International Union of Forestry Related (See Note) Research Organizations (IUFRO) (Includes general correspondence, publication ideas, research plans, scientific group meeting minutes, IUFRO Congress records and the divisional group research activities showing how IUFRO helps Federal, State and private forestry research organizations world-wide to exchange scientific information related to various disciplines.) NOTE: (N1-95-87-9) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1550-6-1 WO: Destroy records 10 years after Congress Convenes. ES: Destroy records 5 years after Congress Convenes. All Other Offices: Destroy records 1 year after Congress Convenes. 1560 State, County, and Local 20 5 5 3 3 Agencies (Includes relationships with soil conservation districts.) (N1-95-88-2) 1570 Appeals and Litigation 3 3 3 3 3 (Includes general correspondence and congressional inquiries not related to a specific case.) (N1-95-88-2) 1 Appeals and Litigation Cases (See Note) (Includes all administrative appeals filed under 36 CFR 211.18 and administrative law suits filed against the Forest Service. Excludes supply or construction contract appeals, see 6320; or FOIA/PA appeals, see 6270; or grazing board appeals, see 2230.) NOTE: All Offices: Destroy records 7 years after case file is closed. (N1-95-88-2). 2 Reports (Includes a monthly 3 3 3 3 3 report and index by fiscal year of Appeals decisions. This is a tracking system for appeals and lawsuits.) (N1-95-88-2) 1580 Grants and Agreements 10 10 10 10 10 (Includes general correspondence on broad grant and agreement programs, including interagency agreements memorandums of understanding, collection agreements, employment, training, and volunteer agreements, indirect cost negotiation agreements, and recommendations to external organizations on assistance program policies. Does not include correspondence that pertains to policy RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1580 guidance, interpretations of law, or procedural instructions.) (N1-95-88-2) 1 Interpretations (Includes all P 10 10 10 10 correspondence on grants and agreements that provides direction, procedural instructions, or policy guidance.) (N1-95-88-2) 2 Grants and Agreements Case Files (See Note) (Case folders filed alphabetically to be used only for grants and agreements that are too broad in nature and scope to be classified under specific existing subjects such as 4040-1 Cooperative Agreements, Research.) NOTE: Destroy 10 years after the grant or agreement has been terminated. (N1-95-88-2) 1590 Defense and Emergency Operations 2 2 2 2 2 (General correspondence regarding disasters and emergency protection of life and property. File fire-related disaster assistance records [FEMA] under 3140-1.) (GRS 18-27) NOTE: 1 Damage Surveys and Reports is deleted. File Damage Surveys under 1590-3; Reports under 1590 and apply the retention periods. 2 Civil Defense (Includes general 2 2 2 2 2 correspondence and records related to Regional Emergency Staffs [RES], State Emergency Boards [SEB], and County Emergency Boards [CEB].) (GRS 18-27) 2-1 Disaster Plans (Includes relocation (See Note) sites, transportation, communications, order of succession and related records.) NOTE: WO, RO, A, and ES: Destroy records 3 years after issuance of a new plan or directives. (GR 18-27) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 1590-2-1 All Other Offices: (Reference records) Non-record. Destroy when no longer needed. 2-1 Disaster Plans (Includes relocation (See Note) sites, transportation, communications, order of succession and related records.) NOTE: WO, RO, A, and ES: Destroy records 3 years after issuance of a new plan or directives. (GR 18-27) All Other Offices: (Reference records) Non-record. Destroy when no longer needed. 2-2 Identification Cards (FEMA 11-2) (Deleted. File existing records under 1590 and apply retention period.) 2-3 Major Disasters (Deleted. File any existing records under 1590 and apply the retention period.) 3 Rural Fire Defense (Includes general 3 3 1 1 1 correspondence.) (N1-95-88-2) 4 Cooperation (Deleted.File existing records under 1580 and apply retention period.) 4-1 Memorandums of Understanding and Agreements (Deleted. Last document was issued in 1967. Destroy any existing documents upon issuance of this directive.) 5 Search and Rescue (Includes general 8 8 NA 8 8 correspondence.) (N1-95-88-2) 5-1 Cooperative Agreements (Deleted. File existing records under 1580 and apply retention period.)