1743 - KEEPING AND DESTROYING RECORDS
Issuing Office: OA/OMA 496-2832
PART 1 ADMINISTRATION
Section 2600 Procurement, Property and Supply
Management
2600 PROCUREMENT, PROPERTY AND SUPPLY MANAGEMENT
In no event may disposal be made of records pertaining to accounts, claims or demands
involving the Government of the United States which have not yet been settled or adjusted
by the General Accounting Office without written approval of the Comptroller General, as
required by 44 U.S.C. 3309.
A. Procurement
EXCLUDED form this section are (1) Feasibility studies and systems analyses (1700-A-6)
2600-A-1 General Correspondence
Files of operating procurement units concerning internal operations
and administration matters not covered elsewhere in this section.
Disposition: Destroy when 2 years old.
2600-A-2 Real Property Files:
Title papers documenting the acquisition of real property (by purchase,
condemnation, donation, exchange, or otherwise), excluding records
relating to property acquired prior to January 1, 1921.
a. Records relating to property acquired after December 31, 1920, other than abstract
or certificate of title.
Disposition: Dispose 10 years after unconditional sale or release by the
Government of conditions, restrictions, mortgages or other liens.
b. Abstract or certificate of title.
Disposition: Transfer to purchaser after unconditional sale or release by the
Government of conditions, restrictions, mortgages, or other liens.
[NOTE: Records relating to property acquired prior to January 1, 1921 are not covered
by the GRS and must be scheduled by submission of an SF 115 to NARA.]
2600-A-3 Contract records
relating to major biomedical information systems
Located in NLM, Office of the Director.
Disposition: Destroy 6 years after completion of contract.
2600-A-4 Routine Procurement
Files: Contract requisition, purchase order, lease and bond
and surety records, including correspondence and related papers
pertaining to award, administration, receipt, inspection and payment
(other than those covered in Items 2600-A-2,5,6).
a. Audit record maintained by procurement or purchase organization, or by ordering
office in the case of delegated procurements, and related papers.
1. Transactions of more than $25,000 and all construction contracts exceeding $2,000.
Disposition: Destroy 6 years and 3 months after final payment. (Place in
inactive file on final payment, transfer fiscal year block to Federal Records Center after
2 years.
2. Transactions of $25,000 or less and construction contracts under $2,000.
Disposition: Destroy 3 years after final payment. (Close file at the end of the
fiscal year, retain 3 years and destroy, except those files which actions are pending
shall be brought forward to the next fiscal year's files for destruction therewith.)
b. Obligation copy.
Disposition: Destroy when funds are obligated.
c. Other copies of records described above used by component elements of a procurement
office for administrative purposes.
Disposition: Destroy upon termination or completion.
2600-A-5 Unique Procurement
Files: Documenting the initiation and development of transactions
that deviate from established precedents with respect to general
agency procurement programs, other than those covered by 2600-A-4.
Disposition: DISPOSAL NOT AUTHORIZED.
2600-A-6 Tax Exemption Files:
Tax exemption certificates and related papers.
Disposition: Destroy 3 years after period covered by related account.
2600-A-7 Solicited and Unsolicited
Bids and Proposals Files.
a. Successful bids and proposals.
Disposition: Destroy when related contract file (2600-A-4) is destroyed.
b. Solicited and unsolicited unsuccessful bids and proposals.
1. Relating to small purchases as defined in the Federal Acquisition Regulation; 48
CFR, part 13.
Disposition: Destroy one year after date of award or final payment, whichever is
later.
2. Relating to transactions above the small purchase limitations in 48 CFR, Part 13,
when filed separately from the contract file.
Disposition: Destroy with related contract case files (2600-A-4).
3. Relating to transactions above the small purchase limitations in 48 CFR, Part 13,
when filed contract case file.
Disposition: Destroy with related contract case files (2600-A-4).
c. Canceled Solicitations Files.
1. Formal solicitation of offers to provide products or services (e.g., Invitations for
Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to award
of a contract. The files include pre-solicitation documentation on the requirement, any
offers which were opened prior to the cancellation, documentation on any government action
up to the time of cancellation, and evidence of the cancellation.
Disposition: Destroy 5 years after date of cancellation.
2. Unopened Bids.
Disposition: Return to bidder.
d. Lists or cards of acceptable bidders.
Disposition: Destroy when superseded or obsolete.
2600-A-8 Public Printer Files:
Records relating to requisitions on the Printer, and all supporting
papers.
a. Printing procurement unit copy of requisition, invoice, specifications, and related
papers.
Disposition: Destroy 3 years after completion or cancellation of requisition.
b. Accounting copy of requisition.
Disposition: Destroy 3 years after period covered by related account.
2600-A-9 Non-personal Requisition
File: Requisitions for non-personal services, such as duplicating,
laundry, binding, and other services (excluding records associated
with accountable officer's accounts; see section 1900-A).
Disposition: Destroy when 1 year old.
2600-A-10 Inventory Requisition
File: Requisitions for supplies and equipment for current inventory.
a. Stockroom copy.
Disposition: Destroy 2 years after completion or cancellation of requisition.
b. All other copies.
Disposition: Destroy when 6 months old.
2600-A-11 Telephone statements
and toll slips
Disposition: Destroy 3 years after period covered by related account.
2600-A-12 Contract Appeals
Case Files. Contract appeals case files consisting of notices
of appeal and acknowledgements thereof; correspondence between parties;
copies of contracts, plans, specifications, exhibits, change orders
and amendments; transcripts of hearings; documents received from
parties concerned; final decisions; and all other related papers.
Disposition: Destroy 10 years after final action or decision.
2600-A-13 Contractor's Statement
of Contingent or Other Fees: SF 119, Contractor's Statement
of Contingent or Other Fees, or statement in lieu of the form, filed
separately from the contract case file and maintained for enforcement
or report purposes.
Disposition: Destroy when superseded, obsolete, or no longer needed, whichever
is sooner.
B. Public Buildings and Space
EXCLUDED from this section are:
(1) Space management records (See section 1300-A);
(2) Records related to management and assignment of staff quarters (see section
1300-D).
2600-B-1 Account cards and
ledgers related to structures describing the principal characteristics
of each structure and containing data on the capital investment
in the physical plant.
Disposition: DISPOSAL NOT AUTHORIZED.
2600-B-2 Architectural and
Engineering Drawings and Models consisting of master tracings
and acceptable reproducibles which reflect architectural, structural
and topographical details, and models. The drawings include details
on building approaches, electrical, mechanical, air conditioning
and elevator information. These drawings are microfilmed and the
originals are stored in the Federal Records Center. The disposal
instructions apply to paper records and microfilm, and to models.
Refer to NIH Records Management Officer, OMA, for guidance on all files in this series.
a. NIH has some unique buildings and laboratory structures, several of which represent
architectural, technological, or engineering innovations designed to serve scientific and
medical research purposes. Some examples are the Clinical Center and its surgical wing,
the Library of Medicine, the NCI Emergency Virus Isolation Facility, the DNA Facility and
others. This is not necessarily a complete list.
Disposition:
1. Drawings: PERMANENT. Offer preliminary and presentation drawings to the National
Archives 5 years after completion of project. Offer final working drawings, "as
built" drawings, shop drawings, repair and alterations drawings, standard drawings
and specifications and related records to the National Archives when file is inactive.
2. Models: DISPOSAL NOT AUTHORIZED.
b. Architectural and Engineering Drawings and Models related to NIH buildings and
laboratory structures with no special architectural, technological innovations and no
special historical significance.
Disposition: Destroy when no longer needed for administrative purposes.
2600-B-3 Finding aids
for design and construction files.
Disposition: Apply the disposition instructions applicable to the related
architectural and engineering drawings.
2600-B-4 Contract case files
for construction and renovation of buildings, consisting of
copies of contracts with correspondence and reports related to administration
of construction contracts for new facilities and for alteration,
renovation, maintenance and repair of existing buildings and grounds.
a. Transactions of more than $2,000.
Disposition: Transfer to Federal Records Center 2 years after fiscal year in
which final payment is made. Destroy 5 years after final payment. Check with originating
agency before making destruction.
b. Transactions of $2,000 or less.
Disposition: Destroy 3 years after fiscal year in which final payment is made.
c. Task orders on master contracts.
Disposition: Destroy 3 years after related work is completed.
2600-B-5 Contractors' Payroll
Files: Contractors' payrolls (construction contracts) submitted
in accordance with Labor Department regulations, with related certifications,
anti-kickback affidavits, and other related papers.
Disposition: Destroy 3 years after date of completion of contract unless
contract performance is subject of enforcement action on such date.
2600-B-6 Work request files
for buildings and equipment construction, alteration and maintenance
services, excluding fiscal copies of the Office of Financial Management.
a. Minor work shop order.
Disposition: Destroy 1 year after related work is completed.
b. Maintenance order.
Disposition: Destroy 3 months after work is completed.
c. Single shop order.
Disposition: Destroy 3 years after work is completed.
d. Shop order for combined shop work and contract.
Disposition: Destroy 4 years after work is completed.
e. Canceled documents related to any of the above.
Disposition: Destroy 2 years after cancellation.
2600-B-7 Equipment History
files maintained to record key identification engineering data
and replacement parts information for the primary systems and equipment
maintained and operated by Division of Engineering Services and
for use in the preventive maintenance program on them.
Disposition: Destroy when related equipment is replaced or no longer used.
C. Property and Supply Management
2600-C-1 Supply Management
Files: Files of reports on supply requirements and procurement
matters submitted for supply management purposes (other than those
incorporated in case files or other files of a general nature).
a. Copies received from other units for internal purposes or for transmission to staff
agencies.
Disposition: Destroy when 2 years old.
b. Copies in other reporting units, and related work papers.
Disposition: Destroy when 1 year old.
2600-C-2 Inventory Files.
a. Inventory lists.
Disposition: Destroy 2 years from date of list.
b. Inventory cards.
Disposition: Destroy 2 years after discontinuance of item or 2 years
after stock balance is transferred to new card or recorded under new classification, or 2
years after equipment under new classification, or 2 years after equipment is removed from
agency control.
c. Report of survey files and other papers used as evidence for adjustment of inventory
records, not otherwise covered in the schedule.
Disposition: Destroy 2 years after date of survey action or date of
posting medium.
i. PROPERTY AND SUPPLY MANAGEMENT: FOOD PRODUCTION
Records of the Clinical Center, Nutrition Department, Food Production Service and
Patient Dietetic Service.
EXCLUDED from this section are: Various accounting records of the Food Production
Service (see items 1900-B-7, B-8 and 1900-C-20 to 23).
Food Production Service
2600-C-10 Central kitchen
issues (daily requisition - main kitchen and metabolic kitchens).
Disposition: Destroy when 4 months old (retain records 3 months plus current
month).
2600-C-11 Patient meal census
records
a. Detail reports, showing number of meals served.
Disposition: Destroy when 6 months old.
b. Summary reports, showing number of meals served by institute.
Disposition: Destroy when 5 fiscal years old.
2600-C-12 Physical inventories
a. Work copies.
Disposition: Destroy at end of current fiscal year.
b. Summary sheets.
Disposition: Destroy when 6 fiscal years old.
2600-C-13 Monthly meat inventories
Disposition: Destroy at end of current fiscal year.
2600-C-14 Emergency
cash orders (petty cash)
Disposition: Destroy when 4 fiscal years old.
2600-C-15 Telephone charge
orders
Disposition: Destroy when 4 fiscal years old.
2600-C-16 Records of food
prices
Disposition: Destroy when 4 fiscal years old.
2600-C-17 Small equipment
requisitions
Disposition: Destroy at end of current fiscal year.
2600-C-18 Census records
a. Detail census sheets, showing workload of each floor unit.
Disposition: Destroy when 1 year old.
b. Monthly census reports, summarizing data on the detail reports.
Disposition: Destroy when 2 years old.
2600-C-19 Computer printouts
of physicians' dietary orders, posted to patients' cards.
Disposition: Destroy when 1 month old.
2600-C-20 Inpatient
cards, showing dietary requirements of each inpatient.
Disposition: Destroy 5 years after patient is discharged.
2600-C-21 Outpatient cards,
showing dietary requirements of each outpatient.
Disposition: Destroy when 5 years old.
2600-C-22 Special event orders,
relating to picnics and the like for mental health patients.
Disposition: Destroy when 1 year old.
ii. PROPERTY AND SUPPLY MANAGEMENT: TRANSFUSION MEDICINES
Records of the Clinical Center Blood Transfusion Medicine Department related to storage
and usage of blood.
EXCLUDED from this section are:
(1) Records on blood donors (see item 3000-E-50-51);
(2) Blood data on patients (see item 3000-E-36);
2600-C-30 Blood Storage Records,
showing temperatures maintained in preserving blood in the department.
Located in CC, Transfusion Medicine Department.
a. Recordkeeping copy:
Disposition: Destroy the recordkeeping copy when 5 years old or
when any blood components associated with these records have expired, whichever is later.
(21CFR606)
b. Electronic copies created on electronic mail and word processing systems:
Disposition: Delete after recordkeeping copy has been produced or when
referencing or updating is completed.
(NOTE: Expanded description of records to include documentation required for all blood
components manufactured, stored or distributed by DTM. Record retention requirements are
dictated by federal regulation under 21CFR606.)
2600-C-31 Records of blood
sent to operating room, showing patients' name, blood types,
and other related data.
Disposition: Destroy when 5 years old.
2600-C-32 Logs of donor
appointments
Disposition: Destroy when 1 year old.
iii. PROPERTY AND SUPPLY MANAGEMENT: PHARMACY
Records of the Clinical Center, Pharmacy Department, Pharmacy Service and Central
Sterile Supply.
Clinical Pharmacy Service
2600-C-40 Reserved.
2600-C-41 Doctors' Orders
Files (Prescriptions).
Located in CC, Pharmacy Department.
Disposition: File by fiscal year. Place in inactive file at end of
fiscal year. Transfer to the Federal Records Center after 6 months in inactive file.
Destroy when 5 years old.
2600-C-42 Microfilm and microfiche
copies of doctors' orders.
2600-C-43 Bulk Compounding
Records, including control logs, worksheets, and card control
records pertaining to the compounding of drugs in bulk quantities.
Located in CC, Pharmacy Department.
Disposition: File by fiscal year. Place in inactive file at end of each
fiscal year. Retain inactive files in Pharmacy Department for 3 years and destroy.
2600-C-44 Pharmacy Parenteral Records, as ordered by doctors.
Located in CC, Pharmacy Department.
a. Intravenous.
Disposition: File by fiscal year. Place in inactive file at end of each
fiscal year. Transfer each fiscal year file to the Federal Records Center after 1 year in
inactive file. Destroy when 3 years old.
b. Blood.
Disposition: File by fiscal year. Place in inactive file at end of each
fiscal year. Transfer each fiscal year file to the Federal Records Center after 2 years in
inactive file. Destroy when 10 years old.
c. Investigational.
Disposition: File by fiscal year. Place in inactive file at end of each
fiscal year. Transfer each fiscal year file to the Federal Records Center after 2 years in
inactive file. Destroy when 5 years old.
2600-C-45 Nursing Unit Requisitions
for Pharmaceutical Items.
Located in CC, Pharmacy Department.
Disposition: File by fiscal year. Place in inactive file at end of each
fiscal year. Transfer each fiscal year file to the Federal Records Center after 1 year in
inactive file. Destroy when 3 years old.
2600-C-46 Certificates of
disposition for narcotics and hypnotics, documenting movement
of those drugs and their receipt by nursing units.
Disposition: Destroy when 3 years old.
iv. CENTRAL STERILE SUPPLY
RESERVED
D. Motor Equipment Management
These records pertain to the management, maintenance, and operation of motor vehicles
used by NIH.
2600-D-1 Motor Vehicle Correspondence
Files: Correspondence in the operating unit responsible for
maintenance and operation of motor vehicles not otherwise covered
in this schedule.
Disposition: Destroy when 2 years old.
2600-D-2 Motor Vehicle Operating
and Maintenance Files
a. Operating records including those relating to gas and oil consumption, dispatching
and scheduling.
Disposition: Destroy when 3 months old.
b. Maintenance records, including those relating to service and repair.
Disposition: Destroy when 1 year old.
2600-D-3 Motor Vehicle Cost
Files: Motor Vehicle ledger and work sheets providing cost and
expense data.
Disposition: Destroy 3 years after discontinuance of ledger or date of work
sheet.
2600-D-4 Motor Vehicle Report
Files: Reports on motor vehicles (other than accident, operating
and maintenance reports), including SF-82, agency report of motor
vehicle data.
Disposition: Destroy 3 years after date of report.
2600-D-5 Motor Vehicle Accident
Files: Records relating to motor vehicle accidents, maintained
by transportation offices.
Disposition: Destroy 6 years after case is closed.
2600-D-6 Motor Vehicle Release
Files: Records relating to transfer, sale, donation or exchange
of vehicles.
Disposition: Destroy 4 years after vehicle leaves agency custody.
2600-D-7 Motor Vehicle Operation:
Records relating to individual employee operation of Government-owned
vehicles, including driver tests, authorization to use, safe driving
awards, and related correspondence.
Disposition: Destroy 3 years after separation of employee or
3 years after rescission of authorization to operate Government-owned
vehicle, whichever is sooner.
E. Transportation
See section 1500 Travel and Transportation
F. Property Disposal
These records pertain to the sales by agencies of real and personal property surplus to
the needs of the Government.
EXCLUDED from this section are Records related to disposal of radioactive waste (see
item 1300-B-17).
In no event may disposal be made of records pertaining to accounts, claims, or demands
involving the Government of the United States which have not been settled or adjusted by
the Federal Accounting Office without written approval of the Comptroller General, as
required by 44 U.S.C. 3309.
2600-F-1 Surplus Property
Precedential Case Files: Case files on sales of surplus personal
property (as described in item 2600-F-6 below) documenting the initiation
and development of transactions that deviate from established precedents
with respect to general agency disposal or to major disposal programs.
Disposition: DISPOSAL NOT AUTHORIZED.
2600-F-2 Property Disposal
Case Files: Case files on disposal of surplus real and related
personal property.
Disposition: DISPOSAL NOT AUTHORIZED.
2600-F-3 Excess Real Property
Reports
Disposition: DISPOSAL NOT AUTHORIZED.
2600-F-4 Property Disposal
Correspondence Files: Correspondence files maintained by units
responsible for property disposal, pertaining to their operation
and administration, and not otherwise provided for.
Disposition: Destroy when 2 years old.
2600-F-5 Excess Personal Property
Reports
Disposition: Destroy when 3 years old.
2600-F-6 Surplus Property
Case Files: Case files on sales of surplus personal property,
comprising invitations, bids, acceptances, lists of materials, evidence
of sales, and related correspondence (other than those covered in
items 2600-F-1 and 2600-F-2).
a. Transactions of more than $25,000.
Disposition: Destroy 6 years after final payment. (Place in inactive file on
final payment and transfer to Federal Records Center 2 years thereafter.)
b. Transactions of $25,000 or less.
Disposition: Destroy 3 years after final payment. (Close file at the end of each
fiscal year, retain 3 years, and destroy except that files on which actions are pending
will be brought to the next fiscal year's files for disposal therewith.)
2600-F-7 Real Property Files:
(Exclusive of architectural and engineering records - see section
2600-B). Records necessary or convenient for the use of real property
sold, donated, or traded to non-Federal ownership, including, if
pertinent as determined by the releasing agency, site maps and surveys,
plot plans, architect's sketches, working diagrams, preliminary
drawings, blueprints, master tracings, utility outlet plans, equipment
location plans, specifications, construction progress photographs,
inspection reports, building and equipment management and maintenance
records, allowance lists as well as duplicate copies of title papers,
provided (a) that the records can be separated without harm to other
documents of enduring value, (b) that no responsibility attaches
to the Government because of disagreement between the transferred
documents and the physical condition of the property at the time
of conveyance, and (c) that if the property is released for historical
use or purpose the user agrees to retain them and return them to
the Federal Government immediately upon the discontinuance of its
use for historical purposes.
Disposition: Transfer to new custodian upon completion of sale, trade, or
donation proceedings, or acceptance of purchase money mortgage.
|
