6209.11,41-Part 09 Page 1 of 25 FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK WO AMENDMENT 6209.11-96-1 EFFECTIVE 7/19/96 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6500 Finance and Accounting (N1-95-88-2) 5 5 5 3 3 NOTE: 6500-1 Surety Bonds is deleted. Performance, payment, bid bonds and related papers are filed with the contract, permit, license or special-use authorization under the appropriate file designation. 2 Irregularities (Includes investigations.) 10 10 10 10 10 (N1-95-88-2) 3 Membership Certificates (REA) (See Note) NOTE: (N1-95-88-2) SO: Retain in office. Destroy when superseded or obsolete. All Other Offices: Not applicable. 4 Batch Control Record (Form FS-6500-160 See Note) tracks the number of records to be sent from one location to another and certifies the specific number of documents sent.) NOTE: (95-90-2) Forest Supervisor's Office and Ranger District: Destroy when 6 months old. Destroy Batch Control Log when 2 years old. 4-1 Batch Transmittal Record File (Form FS- (See Note) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6500 6500-161 certifies the number of records transmitted and received at National Computer Center at Kansas City (NCC_KC). NOTE: (95-90-2) Forest Supervisor's Office and Ranger District: Destroy when 6 months old. Destroy Batch Transmittal Log when 2 years old. 5 Edit/Update Transaction Reports (outputs (See Note) consisting of listings of edit/update transactions on a given date for timber sale agreements, contracts and permits.) NOTE: (95-90-2) Forest Supervisor's Office and Ranger District: Destroy when 6 months old or when no longer needed, whichever comes first. All Other Offices: Not Applicable. 6 Reports (Statement of account and reports (See Note) containing specific accounting information for each contract, permit, and agreement. These reports are produced at the end of each month's accounting cycle whenever there is activity on a contract or permit.) NOTE: (95-90-2) Forest Supervisor's Office and Ranger District: (A) Synopsis: Retain original and most recent copy in sale folder (under 2450-3) and apply the retention period. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6500-6 (B) Timber Sale Statement of Account: Retain with official contract (under 2450-3) and apply the retention period. (C) Agreements Report: Destroy when 1 year old. Destroy interim reports when 30 days old. (D) Permit Product Report: Retain most current in the Timber Sale Permit folder (under 2450-4) and apply the retention period. All Other Offices: Not Applicable. 7 Administrative Reports (Includes monthly and (See Note) quarterly summaries by district, national forest, or proclaimed unit, of all contract and permit information summarized in the monthly accounting cycle reports.) NOTE: (95-90-2) Forest Supervisor's Office and Ranger District: (A) Contracts, Permits, and Agreements Scheduled Past/Terminations Reports: Destroy when administrative use ceases. (B) Uncut Under Contract Report: Destroy when administrative use ceases. (C) Road Credits Authority: Year-End Report only: Destroy when 5 years old. (D) Contract History: Destroy when 5 years old. (E) Transfer of Earned Timber Sale Receipts: File with AD-742, Transfer and Adjustment Voucher under 6540-7 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6500-7 Vouchers and Related Documents, and apply the retention period. All Other Offices: Not Applicable. 6510 Appropriations and Funds (Symbol 5 5 5 3 3 numbers, availability, and use.) (N1-95-88-2) 6520 Financial Management (GRS 7-1) 2 2 2 2 2 1 Financial Plans (Includes budget (See Note) estimates, work plans, summaries of financial information, reports summarizing budget information and other records outlining plans for disbursing appropriations.) NOTE: All Offices: Destroy 6 years and 3 months after the close of the fiscal year involved. (GRS 7-3) 2 Manpower Allocations (Only records (See Note) relating to how ceiling allocations are used. File other material such as transfer-of-station under 6120 and other fiscal related functions under 6130. See Ch. 300f FPM). NOTE: All Offices: Destroy 6 years and 3 months after the close of the fiscal year involved. (GRS 7-3) 6530 Collections (Includes general 5 5 5 5 5 correspondence related to collections.) (N1-95-88-2) 6530 1 Billings and/or Receipts (Includes (See Note) deposits, adjustments, and uncollectibles; that is FS-6500-89, SF 1080, SF 1081.) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6530 NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1b) 2 Collection Officers (See Note) NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1b) 3 Reports (Deleted. File existing records under 6570 and apply the retention period.) 6540 Payments (N1-95-88-2) 5 5 5 3 3 4 Checks (Lost, canceled, undeliverable.) See Note) NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1b) 5 GAO (Includes preaudit inquiries, (See Note) exceptions, disallowances, settlements.) NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1b) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6540 6 Imprest Fund Cashier Designations (See Note) NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1a) 7 Vouchers and Related Documents (See Note) (Includes SF 1081, SF 1097, timeslips, expense accounts adjustments, contracts; and related records of Certifying and Disbursing Officers.) NOTE: All Offices: (1) GAO-Site Audit Records: Destroy 6 years and 3 months after the period covered by the account. (GRS 6-1a) (2) Related Agency Records: Destroy copies of memorandum and related documents when 1 year old. (GRS 6-1b) 8 Passenger Transportation File 3 3 3 3 3 (Includes copies of travel vouchers (AD-616), travel advance forms (AD 615), transportation requests (SF 1169), travel authorization (AD-202), authorization for in-service expenditures, FS 6500-46, Foreign travel itinerary, AD 750, and all supporting papers.) (GRS 9-1b) Exception: Transportation Records (freight and passenger) Forward copies of voucher-schedules, together with supporting basic documents, covering payments to carrier for transportation services, each month, after the statement of transactions has been accomplished. Forward to: General Services RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6540-8 Administration, FZA Chester A. Arthur Building, Washington, DC 20406 6550 Accounting 5 5 5 3 3 1 Obligations (Source documents) 5 5 5 3 3 (N1-95-88-2) 2 General Ledger (Includes current (See Note) accounts, liabilities, assets, and working capital fund.) NOTE: All Offices: Destroy 6 years and 3 months after the close of the fiscal year involved. (GRS 7-2) 3 Revenue (N1-95-88-2) P P P 3 3 4 Special (Includes backup records to 3 3 3 3 3 the General Ledger Account pertaining to road development costs for timber.) (N1-95-88-2) 4-1 Timber Cost Analysis (Includes 3 3 3 3 3 operator cost analysis working papers.) (N1-95-88-2) 4-2 Timber Operator Survey (Includes working (See Note) papers and cost analysis reports.) Note: This information is current so long as timber operator remains in sample. Will be destroyed 3 years after mill is sold or transferred or data are no longer included in appraisal schedule. NOTE: All Offices: Destroy records 3 years after timber operator is no longer included in appraisal schedule. (N1-95-88-2) 4-3 Air Tanker Cost Analysis (Includes (See Note) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6550 working papers and cost analysis of flying planes and keeping them up to date.) NOTE: All Offices: Destroy 3 years after contract is terminated. (N1-95-88-2) 5 Financial Analysis for Non-Successful Bidders (See Note) (Case files and related reports for timber sale bidders, permittees, and regular contractors who were not awarded the sale or permit.) NOTE: All Offices: Destroy the case file one year after the case is closed. (N1-95-90-1) Financial analyses and related work papers for approved bidders are filed with the case file for Timber Sale Contracts, Special Use Permits, and Contracts. 6 Reports (Includes Statement of (See Note) Obligations Year-End Reports, National Appropriation (Fund) Control Year-End Report, Report of Budget Execution Year-End Report, and other reports related to final year-end financial status of Forest Service programs.) NOTE: (N1-95-88-3) A. Washington Office: (1) Printouts: Destroy printouts when 10 years old or when no longer needed, whichever comes first. (2) Microfiche: Destroy when reference use ceases. B. All Other Offices: (1) Printouts: Destroy printouts when 5 years old or when no longer needed, whichever comes first. (2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6550 Microfiche: Destroy when reference use ceases. C. Other Microfiche: Microfiche related to the monthly and quarterly reports on Statement of Obligations, National Appropriation (Fund) Control, Budget Execution, and other interim reports related to the financial status of Forest Service programs. All Offices: Destroy when reference use ceases. 6-1 Budget Reports (Monthly and quarterly 3 3 3 3 3 reports of obligations and budget execution such as SF-133 and SF-225.) (GRS 5-3b) 6-2 Appropriation Allotments (Monthly and (See Note) quarterly fund control reports for regions and units showing the status of obligations and allotments under each authorized appropriations.) All Officers: Destroy records 6 years and 3 months after the close of the fiscal year involved. (GRS 7-3) 6-3 Financial Status Reports (Monthly and 3 3 3 3 3 quarterly financial status reports such as financial statements and project manager's statements.) (GRS 7-4a) 6560 Bonding Administration 2 2 2 2 2 (General Correspondence) (GRS 3-3) 6570 Claims (Claims against the United (See Note) States for moneys which have been administratively (1) disallowed in full or, (2) allowed in full or in part, and final RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6570 payment of the amount awarded, EXCLUDING claims covered by 6570-3.) NOTE: All Offices: Destroy records when 6 years, 3 months old. (GRS 6-10a) 1 Claims for the United States (See Note) (Claims paid in full or by means of compromise agreement pursuant to 4 CFR Part 103 EXCLUDING claims covered by 6570-3.) NOTE: All Offices: Destroy when 6 years and 3 months old. (GRS 6-10b[1]) 1-1 Collection Action Terminated (See Note) (Claims for which the Government's right to collect was not extended.) NOTE: All Offices: Destroy 10 years, 3 months after the year in which the Government's right to collect first accrued. (GRS 6-10b[2-a]) 1-2 Collection Action Not Terminated (See Note) (Claims for which the Government is entitled (per 28 U.S.C. 2415) to additional time to initiate legal action. NOTE: All Offices: Destroy 3 months after the end of the extended period. (GRS 10-b[2-b]) 2 Claims Not Owed (Claims which the (See Note) agency administratively determines are not owed to the United States after collection action was initiated. NOTE: All Offices: Destroy when 6 years, 3 months old. (GRS 10-b[3]) 3 Claims Subject to Litigation (See Note) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6570 (Claims that are affected by a court order or that are subject to litigation proceedings.) NOTE: All Offices: Destroy when the court order is lifted, litigation is concluded, or when 6 years, 3 months old, whichever is later. (GRS 10-c) 6580 WCF Financial Management (Includes 5 5 5 5 5 general correspondence, budget reports, and rate computation worksheets.) (N1-95-88-2) 6600 Systems Management (Includes general 3 3 3 3 3 correspondence, budget reports, and rate computation worksheets.) (N1-95-88-2) 1 Coordination and Plans (Includes 10 5 5 5 3 general correspondence relating to systems coordination, long- and short-range plans and budget estimates.) (N1-95-88-2) 1-1 Systems Coordinating Council 3 3 3 3 3 (Includes general correspondence relating to activities of the council and minutes of meetings.) (N1-95-88-2) 1-2 ADP Plans (Correspondence relating to (See Note) USDA and FS overall ADP plans and submissions for OMB A-11 reports, approvals, and justifications. Includes long-range plans for computer applica- tions and data base systems, and planning records relative to coordinating council activities and workload forecasting.) NOTE: (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6600 Paper Records - WO: PERMANENT Transfer records to FRC 5 years after plan has been completely revised or superseded by a new plan. Offer records to NARA 10 years after revised or superseded. R, ES, & A: Retain records in office. Destroy 3 months after plan has been com- pletely revised or superseded by a new plan. All Other Offices: Not applicable. Tapes (A-11 Reports) - WO: Transfer tapes to FRC when 3 years old for proper storage under controlled environmental conditions. Destroy when 10 years old.All Other Offices: Not applicable. 2 Security and Privacy Program 5 5 5 NA NA Management (Includes correspondence relating to the establishment, authorization, and delegation of security program officers and to general administration of ADP, data and telecommunications security.) (N1-95-88-2) 2-1 Systems Facilities (Includes 5 5 5 NA NA correspondence relating to ADP and telecommunications security facilities, including physical factors; that is, access control, power, fire, and the actual facilities; that is, computer hardware, software, telecommunication lines, and other equipment.) (N1-95-88-2) 2-2 Application Systems (Includes 5 5 5 NA NA correspondence relating to security and privacy in computer design and review.) (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6600 2-3 Data Base Systems (Includes 5 5 5 NA NA correspondence relating to security and privacy in data base systems.) (N1-95-88-2) 3 Standards Program Management 5 3 3 3 3 (Correspondence relating to FS standards program. Includes plans, reviews, approvals.) (N1-95-88-2) NOTE: These standards are retained permanently in the 1100-1 directives file and incorporated in the Forest Service directive system. 3-1 National and Departmental Standards 5 3 3 3 3 (Correspondence with other agencies and the Department about the Federal Processing Standards (FIPS), American National Standards Institute (ANSI), International Standards Organization (ISO), Departmental Information Processing Standards (DIPS), or other standards programs.) (N1-95-88-2) NOTE: FIPS and DIPS standards should be kept in FIPS binders and the appropriate FSH binders, respectively. Standards, (FIPS, DIPS, and applicable Federal or American National Standards): Retain in office. Destroy when superseded or obsolete. 6610 Computer Technology Management 3 3 3 3 3 (Correspondence relating to overall policies for computer technology management.) (N1-95-88-2) 1 Planning (General correspondence 5 5 5 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6610 relating to computer activity plans, long and short-range facilities plans, and workload forecasting.) (N1-95-88-2) 1-1 Computer Management Plans - 10 5 5 3 3 (Correspondence and records relating to technical plans for computing activities.) (N1-95-88-2) 1-2 Workload Forecasting (Reviews and 5 3 3 3 3 analysis of future demands for computing resources, departmental studies, and related correspondence.) (N1-95-88-2) 2 Management and Administration 5 3 3 3 3 (General correspondence relating to computer science administration and management.) (N1-95-88-2) 2-1 Reports (Includes reports required GSA, 10 10 10 5 5 OMB and USDA. Set-up separate folders by report name and number.) (N1-95-88-2) 2-2 Studies (General studies relating to 5 5 5 NA NA ADP management and administration, and related correspondence. Set up case folders for individual studies as needed.) (N1-95-88-2) 2-3 Study Reports (Final study report only.) (See Note) NOTE: (N1-95-88-2) WO: PERMANENT - Transfer to FRC when 3 years old. Offer records to the National Archives and Records Service (NARA) when 10 years old. Records on computer tape should be offered to NARA for proper storage at the time paper records are transferred to FRC. RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6610 R, ES, & A: Transfer records to FRC when 2 years old or retain records in office. Destroy when 5 years old. NOTE: Final study reports that were not forwarded to WO in some form (Summary) should be sent for inclusion in WO's offer to NARA.) Other Offices: Not applicable. 3 Computer Technology Standards 5 3 3 3 3 (Correspondence relating to equipment, data communication, programming languages, ADP security and privacy and review and approval of Service-wide computer technology standards.) Note: These standards are retained permanently in the 1100-1 directives file and incorporated in the Forest Service directive system. (N1-95-88-2) 4 Training and Information Services 3 3 3 3 3 (Includes training plans, programs, and correspondence relating to general ADP and computer technology training. Does not include reference aids.) (N1-95-88-2) 5 Technical Authorization (Includes 3 3 3 3 3 general correspondence relating to the administration of ADP and data communications equipment, software, and services acquisition. Includes all material not maintained in the procurement file under 6310 or 6320.) (N1-95-88-2) 5-1 Selection and Acquisition (Correspond- 5 5 5 5 5 ence, requests, and approvals for hardware, software, data communications, ADP services and supplies.) (N1-95-88-2) 5-2 Sharing Programs (Includes records on 3 3 3 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6610 availability and use of equipment, services, and other products other than by lease or purchase. Also includes Federal Government sharing programs and GSA Sharing Coordination--Form 2068.) (N1-95-88-2) 6 Technical Services (Includes correspond- 3 3 3 3 3 ence relating to services obtained from outside sources or provided within the FS, including material on coordination, cooperative agreements, meetings, user relations and problems, and workload.) (N1-95-88-2) NOTE: The disposition period should be applied after agreement expires or terminates. 6-1 USDA Services (General correspondence, 3 3 3 3 3 agreements, computer printouts and microfiche related to the cost and workload reporting for Departmental Computer Centers and other related rec- ords. Includes and may require case folders for FCCC, WCC, NOCC, and KCCC. (N1-95-88-2) NOTE: WO (FCCC): Destroy computer tapes when 3 years old. (N1-95-88-2) 6-2 Commercial Services (General 3 3 3 3 3 correspondence, agreements, and related records.) (N1-95-88-2) 6-3 Institutional Services (General 3 3 3 3 3 correspondence, agreements, and related records.) (N1-95-88-2) 6-4 Support Services for WO 3 3 3 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6610 (Correspondence regarding production furnished to functional users.) (N1-95-88-2) 7 Facilities Technology (Includes (See Note) correspondence, studies and other materials relating to computer technology other than telecommunications systems; that is, computer hardware, operating systems, general purpose software, utility programs, programming languages, FORTRAN, COBOL. See 6240 for telecommunications systems.) NOTE: (N1-95-88-2) Correspondence and Related Records WO, R, ES, & A Transfer records to FRC when 2 years old or retain records in office. Destroy when 5 years old. All Other Offices: Not applicable. Studies WO, R, ES, & A: Transfer records to FRC 2 years after study is closed or completed, or retain records in office. Destroy 5 years after study is closed or completed. All Other Offices: Not applicable. 6620 Computer Software Management 3 3 3 3 3 (Includes correspondence relating to broad policy issues involved in the management of computer programming and systems activities.) (N1-95-88-2) 1 Planning (General correspondence 5 5 5 3 3 relating to computer application plans and workload forecasting.) (N1-95-88-2) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6620 2 Reviews and Evaluation (Records (See Note) relating to reviews and evaluation of proposed and existing computer applications.) NOTE: (N1-95-88-2) If the review and evaluation results in approval of project, place records in a case folder and file under 6620-2-2. Disapproved Systems: Transfer records to FRC 2 years after final action or retain records in office. Destroy 5 years after final action. 2-1 Correspondence (General correspondence 3 3 3 NA NA relating to the management of the review and evaluation process.) (N1-95-88-2) 2-2 Project Case Folders (Case folders 5 5 5 5 5 by project number and name. Includes only projects which have gone to feasibility study point or beyond.) (N1-95-88-2) NOTE: The disposition period should be applied after discontinuance of the system. 3 Systems Support and Training 3 3 3 3 3 (Correspondence and documentation relating to specific projects for which applications support activities are assigned to Computer Science and Tele- communications Staff. Includes correspondence relating to training needs and sources.) (N1-95-88-2) 4 Computer Applications Standards 5 3 3 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6620 (Correspondence relating to application development standards, national application development strategies and practices, including Regions, Experiment Stations, and the Area Office development programs.) (N1-95-88-2) NOTE: These standards are retained permanently in the 1100-1 directive file and incorporated in the Forest Service directive system. 6630 Data Management (Includes 3 3 3 3 3 correspondence relating to broad policy issues involved in the management of data management activities.) (N1-95-88-2) 1 Planning (General correspondence 5 5 5 3 3 relating to data management plans and workload forecasting.) (N1-95-88-2) 2 Technology (Correspondence relating 5 5 5 NA NA to software and hardware support for data base design and operations. Includes reviews and evaluations of existing and proposed data base management software.) (N1-95-88-2) 3 Data Management Standards 5 3 3 3 3 (Correspondence relating to data base development, management and operation standards, and review and approval of Service-wide data standards.) (N1-95-88-2) NOTE: These standards are retained permanently in the 1100-1 directive file and incorporated in the Forest Service directive system. 4 Data Base Design (Correspondence (See Note) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6630 and documentation relating to the specification, design, review and evaluation of data base systems.) (N1-95-88-2) NOTE: If the review and evaluation results in approval of project, place the records in a case folder and file under 6630-4-1. Disapproved Systems: Transfer records to FRC 2 years after final action or retain records in office. Destroy 5 years after final action. (N1-95-88-2) 4-1 Project Case Folders (Case folder by 5 5 5 5 5 project number and name. Includes only projects which have gone to feasibility study point or beyond.) (N1-95-88-2) NOTE: The disposition period should be applied after discontinuance of the system. 5 Data Base Coordination (Correspondence 5 5 5 3 3 on multi-unit inputs and establishment of data bases.) (N1-95-88-2) 6 Data Base Operations & Support 3 3 3 3 3 (Correspondence and operating guides for using national and Chief and Staff data base systems.) (N1-95-88-2) NOTE: Retain operating guides in office. Destroy 3 years after superseded or obsolete. 7 Training (Correspondence, training 3 3 3 3 3 plans, programs, and evaluations.) (N1-95-88-2) 6640 Telecommunications (Includes general 3 3 3 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6640 correspondence related to the planning and management of telecommunications in the Forest Service.) (GRS 12-2b) 1 Plans (Strategic plans addressing long term (See Note) telecommunication requirements and tactical/operational plans that insure reliable and effective operations.) NOTE: (N1-95-91-2) Originating Office: Retain plans in office. Destroy 1 year after revision. All Other Offices: Destroy when plan is replaced. 2 Radio Communications (Includes general 3 3 3 3 3 correspondence and other records not covered elsewhere.) (GRS 12-2b) 2-1 Radio Procurement (Includes records 3 3 3 3 3 related to the procurement process such as general correspondence, awards, waivers, unsatisfactory equipment reports, contract orders from non-FS organizations, etc.) (GRS 12-2b) Establish subject folders as needed. 2-2 Radio Tests and Evaluations (Includes (See Note) test and evaluation reports and related correspondence.) WO file by manufacturer and test number. NOTE: (N1-95-91-2) Washington Office: Destroy record when equipment is obsolete or replaced. All Other Offices: Destroy when reference value ceases. 2-3 Radio Frequency Management (Includes 3 3 3 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6640 correspondence not directly related to a specific case file.) (GRS 12-2b) 2-4 Radio System File (Historical file (See Note) that documents the authorization process for radio frequencies and tracks the long-term management of a FS radio system. The file contains background material such as forest maps, system diagrams, site-specific data, approval letters, current radio frequency authorizations, and other records that characterize the radio system. The Washington Office System File also contains documentation for other USDA agencies.) NOTE: (N1-95-91-2) All Offices: Destroy outdated material as radio file system is updated. Retain file in office. Washington Office only: USDA and external agencies radio system files: Destroy outdated material as radio system files are updated. Retain file in office. 3 Telephone Communications (Includes 3 3 3 3 3 general correspondence and the Annual Survey Reports.) (GRS 12-2b) 3-1 Technical Approvals (File contains (See Note) GSA Required Information Sheet, Cost Summary Sheet, Justification Statement, Geographical Location Map, correspondence, and other records that authorize the purchase of telephone equipment.) RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6640 NOTE: Originating Office: Destroy official case file when revised, canceled or terminated. (N1-95-91-2) Duplicate copies of technical approvals: Units holding duplicate copies shall destroy records when 3 years old. (GRS 12-2(b) 4 Data Communications (Includes general U U U U U correspondence related to the administration of local, metropolitan, and wide-area networks.) 4-1 Technical Approvals (Includes a U U U U U description of the LAN according to Department regulation 3300-1) 6700 Safety and Health Program (Includes 5 5 5 3 3 General Correspondence.) (N1-95-88-2) 6710 Administration (N1-95-88-2) 5 5 5 3 3 6720 Occupational Health Program 5 5 5 3 3 (N1-95-88-2) 6730 Accident Reporting and 5 5 5 3 3 `Investigation (N1-95-88-2) 1 Accident Investigations (Case folders. 5 5 5 3 3 Includes investigator's notes, accident brief, analysis, appendix material, description of the investigation, and related correspondence.) (Correspondence and operating guides for using national and Chief and Staff data base systems.) (N1-95-88-2) 6740 Hazardous Materials (N1-95-88-2) 5 5 5 3 3 RETENTION PERIOD (BY FS AND FRC) WO RO&A ES SO OTHER 6740 NOTE: File any records pertaining to Personal Protective Equipment and Clothing under 6710.) 6750 Hazard-Classification Rating System (Deleted. File existing records under 6710.) 6760 Blasting and Explosives (N1-95-88-2) 5 5 5 3 3 6770 Radiological Safety (Deleted. File existing records under 6740.)