Transmittal No. 22
The principal records documenting communication functions include messenger service data; telecommunications service control and operational records; long distance telephone reports; postal records, consisting of post office forms and supporting papers; mail control records and supporting and related papers; agency copies of penalty mail reports; and records relating to private delivery service (such as United Parcel Service).
This schedule covers the records described below, wherever located in an agency but does not cover records that reflect Government-wide programs, such as records held by the U.S. Postal Service and the Information Technology Service of the General Services Administration (GSA), other than those documenting their own internal administrative management functions. Any records created prior to January 1, 1921, must be offered to the National Archives and Records Administration before applying the disposition instructions in this schedule.
1. Messenger Service Files.
Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records.
Destroy when 2 months old. (NC1-64-77-9, item 1)
2. Communication General Files.
Destroy when 2 years old. (NC1-64-77-9, item 2a)
Destroy when 3 years old. (NC1-64-77-9, item 2b)
Destroy when 1 year old. (NC1-64-77-9, item 2c)
Destroy when 1 fiscal year old. (NC1-64-77-9, item 2d1)
Destroy 1 year after audit or when 3 years old, whichever is sooner. (NC1-64-77-9, item 2d2)
Destroy 2 years after expiration or cancellation of agreement. (NC1-64-77-9, item 2e)
3. Telecommunications Operational Files. [See note after item 3b.]
Destroy when 6 months old. (NC1-64-77-9, item 3a)
Destroy when 2 months old. (NC1-64-77-9, item 3b)
[NOTE: Master files and data bases created to supplement or replace the records covered by item 3 are not authorized for disposal under the GRS. Such files must be scheduled on an SF 115.]
4. Telephone Use (Call Detail) Records.
Initial reports of use of telephone lines (e.g., telephone calls, facsimile transmissions and electronic mail) during a specified period provided by a telephone company, the General Services Administration, the Defense Information Systems Agency, or a private sector exchange on an agency's premises, as well as records generated from initial reports from administrative, technical, or investigative follow-up. Included is such information as the originating number, destination number, destination city and state, date and time of use, duration of the use, and the estimated or actual cost of the use. EXCLUDED are records accumulated in connection with substantive investigations and audits that are covered by GRS 22, Inspector General Records or GRS 6, Accountable Officers' Accounts Records.
Destroy when 3 years old. Initial reports may be destroyed earlier if the information needed to identify abuse has been captured in other records. (N1-GRS-96-4)
[NOTE: Records for those numbers associated with e-mail transmission may be deleted or destroyed as indicated above if the agency has ensured that the transmission data that is necessary for the intelligibility of the e-mail is preserved elsewhere. (N1-GRS-96-4 note)]
5. Post Office and Private Mail Company Records.
Post Office and private mail company forms and supporting papers, exclusive of records held by the United States Postal Service.
Destroy when 1 year old. (N1-GRS-87-2 item 1a)
Destroy when 1 year old. (N1-GRS-87-2 item 1b)
Destroy when 1 year old. (N1-GRS-87-2 item 1c)
6. Mail and Delivery Service Control Files.
Destroy when 1 year old. (NC1-64-77-9, item 6a)
Destroy when 6 months old. (NC1-64-77-9, item 6b)
Destroy when 6 months old. (NC1-64-77-9, item 6c)
Destroy when 1 year old. (NC1-64-77-9, item 6d)
Destroy when 1 year old. (NC1-64-77-9, item 6e)
Destroy when 6 months old. (NC1-64-77-9, item 6f)
Destroy when 1 year old or when superseded or obsolete, whichever is applicable. (NC1-64-77-9, item 6g)
Destroy 5 months after separation or transfer of individual or when obsolete, whichever is applicable. (NC1-64-77-9, item 6h)
7. Metered Mail Files.
Official metered mail reports and all related papers.
Destroy when 6 years old. (NC1-64-77-9, item 7)
8. Postal Irregularities File.
Memoranda, correspondence, reports and other records relating to irregularities in the handling of mail, such as loss or shortage of postage stamps or money orders, or loss or destruction of mail.
Destroy 3 years after completion of investigation. (NC1-64-77-9, item 8)
Page Last Modified: 01/09/12 10:56 EST
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