Records disposal manual

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Record holders must implement the record disposition instructions that correspond with the respective series, authority, and disposition. Record holders must note any application of record disposition schedules in the RMP designated tracking system. This includes the destruction of any temporary records or the accessioning of any permanent records. Electronic and digital records must be reviewed periodically and migrated to new formats as applicable to ensure that they are not lost to obsolescence to ensure that disposition can be applied when applicable.

Temporary records that are maintained in an analog format may be managed digitally instead with the approval of the USGS Records Officer. Once approved, the record holder may dispose of analog copies. Permanent records are legally and physically transferred to NARA where they are preserved indefinitely and are available to researchers and historians, unless a documented restriction preventing access exists.

Delayed Disposition Implementation. In the event records need to be kept beyond their disposition date for a continuing business need, the record holder must notify the USGS Records Officer.

Premature Disposition. In the event records are destroyed before their disposition date, the record holder must notify the USGS Records Officer.

Refer to reporting requirements. Unauthorized destruction, alteration, manipulation or removal. Records are government property that cannot be removed without Records Officer approval, inappropriately altered, manipulated, or prematurely destroyed before disposition is authorized or without an approval records schedule. Under any of these actual, impending or threatened circumstances, the USGS Records Officer is required to investigate and report to NARA the contextual information and the steps implemented to prevent the situation from occurring.

Deface means to obliterate, mar, or spoil the appearance or surface of a record that impairs the usefulness or value of the record. Disposition is the term used to describe when records are ready to be either destroyed or accessioned.

All records are either temporary i. Disposition is documented in a NARA approved records schedule that should be updated when business needs, usage or other factors change.

Disposition Authority is determined by record disposition schedules. Litigation holds are directives to preserve information, regardless of form, that is relevant to pending or foreseeable litigation issued by attorneys regarding pending or expected litigation.

See SM Off-site Storage is temporary storage for records that are inactive with a low reference need. USGS contracts with outside organizations to store records until they meet their disposition date. USGS also has options for commercial storage. NARA will ensure preservation in perpetuity and make them available to the public unless there are access restrictions.

Records Liaisons are designated personnel tasked by management for implementing records management requirements. Record Schedules are the legally binding instructions that describe the type of records, provide instructions on how long to retain, format, as well as detail all disposition requirements or authorized options such as donating temporary records to another organization if approved. USGS Records Officer is the Bureau-level official responsible for leading the Records Management Program in establishing policies, procedures, training, and evaluating Bureau records management compliance.

The Records Officer is required by law to ensure Bureau record management procedures comply with applicable laws and regulations. Removal means selling, donating, loaning, transferring, stealing, or otherwise allowing a record to leave the custody of a Federal agency without the permission designated in records schedules or through approval requested and obtained by the Records Officer from NARA.

Temporary records are those records that are destroyed at the end of their lifecycle.