The FRCs provide temporary long or short-term storage for Agency records, but at some point the records stored there are eligible for either destruction or transfer to the National Archives for permanent retention. The date of one of these two events is the Disposal Date, found in Column (I) of the SF-135. Approximately 90 days before the disposition is to take effect, the FRC will send the Headquarters Records Officer a notification of pending disposition.
If the records are eligible for destruction, the FRC will send National Archives (NA) Form 13001, Notice of Intent to Destroy Records. Upon receipt of the form, the Headquarters Records Officer pulls a copy of the SF-135 for the records listed in the NA Form 13001 and sends a copy of the SF-135 together with a cover letter to the responsible program (either the program's Records Management Officer, the person designated by the program's Records Management Officer, or the person designated by the program that created the records).
The program then has 20 working days either to concur in the destruction or justify a request for extension of retention. Responses are sent to the Headquarters Records Officer, who will coordinate with the FRC. All requests for extensions must be justified in writing. Currently there is a charge of $1.60 per box, per year to extend records at the FRC. If an extension is granted the FRC will maintain the records for at least three years and then submit another Notice of Intent to Destroy Records. If you wish the records to be retained longer than three years, you should propose a disposal date in your reply.
If the records are scheduled for transfer to the National Archives, the FRC will send the Agency a Standard Form 258, Request to Transfer, Approval, and Receipt of Records to the National Archives of the United States. The SF-258 is used to transfer legal custody of the records to the National Archives. Upon receipt of the SF-258, the Headquarters Records Officer will notify the program's Records Management Officer, or a designated representative, regarding the request for transfer. The program then has 20 working days to concur with the transfer or submit a written request to extend the period of Agency custody.
In either case, the program's concurrence will be requested before any action is taken by the Headquarters Records Officer or the FRC.
Page Last Modified: 01/09/12 14:50 EST
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