OSHA Instruction ADM 12-7.3 July 31, 1980 Office of Management Systems and Organization

Subject: National Office Records Disposition Schedule

A. Purpose. This instruction transmits Records Disposition Schedule NC-100-76-1, dated December 8, 1976. (This Schedule was previously transmitted by a John W. Ready memorandum dated February 28, 1977, to all Office Directors.)

B. Scope. This instruction applies to the OSHA National Office.

C. Action. All OSHA headquarters offices will apply the records disposition schedule in Appendix A to their administrative and program records. Appendix B is an organizational cross-reference or index to Appendix A.

D. Responsibilities.

1. Program and Office Directors are responsible for seeing that the disposition of all records located within their organization is proper and timely.

2. File custodians are responsible for applying Appendix A to their records.

E. Disposition of Records. Disposition means the disposal (destruction), retirement, or transfer of records.

1. Disposal. Destroy records when they reach the end of their retention period.

2. Retirement or Transfer of Records. Transfer records to the Washington National Records Center when records are referenced infrequently or are of no further use to you and the retention period has not expired.

F. Assistance. Contact the Office of Management Systems and Organization for instructions on records transfer procedures and assistance with records disposition problems.

David C. Zeigler Director Administrative Programs

Distribution: National Office

Appendix A

REQUEST FOR RECORDS DISPOSITION AUTHORITY

(See instructions on reverse)

__________________________________________________________________

TO GENERAL SERVICES ADMINISTRATION NATIONAL ARCHIVES AND RECORDS SERVICE, WASHINGTON, D.C. 20405

__________________________________________________________________

1. FROM AGENCY OR ESTABLISHMENT. Department of Labor

_________________________________________________________________

2. MAJOR SUBDIVISION Occupational Safety and Health Administration

_________________________________________________________________

3. MINOR SUBDIVISION _________________________________________________________________

4. NAME OF PERSON WITH WHOM TO CONFER | 5. TEL EXT Beatrice C. McCabe | 37995

________________________________________|________________________

6. I hereby certify that I am authorized to act for this agency in matters pertaining to the disposal of the agency's records; that the records proposed for disposal in this Request of 93 page(s) are not now needed for the business of this agency or will not be needed after the retention periods specified.

A Request for immediate disposal

B Request for disposal after a specified period of time or request for permanent retention

__________________________________________________________________

C. DATE | D. Signature of Agency Representative | E. TITLE __________|___________________________________________|___________

ITEM NO. | DESCRIPTION OF ITEM |

|(With inclusive dates or Retention Periods)| __________|___________________________________________|___________

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION

The Occupational Safety and Health Administration established pursuant to the Occupational Safety and Health Act of 1970 (S 4 Stat 1590), develops and promulgates occupational safety and health standards, rulemaking, and regulations; conducts investigations and inspections to determine the status of compliance with standards and rulemaking; issues citations, proposes penalties, and establishes abatement dates for correction of violations; prescribes recordkeeping requirements authorized by the Act; encourage and monitors State government participation in occupational safety and health programs; undertakes research in the field of occupational safety and health programs in the Federal agencies. This schedule includes disposal requests approved for records transferred to OSHA and/or retired to the Washington National Federal Records Center under Records Group 100 by OSHA's predecessor agency, the Bureau of Labor Standards," Job No.(s) NN156-50, II-NNA2504.

ASSISTANT SECRETARY FOR OCCUPATIONAL SAFETY AND HEALTH

1. General Subject Files.

a. Policy and Procedural Files dealing with the development and implementation of policies, procedures, and changes in organization functions and overall agency management program operations.

PERMANENT. Cut off file annually, retire to FRC when 3 years old or 1 year after departure of Assistant Secretary, whichever is earlier. Offer to National Archives when 10 years old.

b. Office administration records, consisting of correspondence reports, hotel and travel arrangements, news articles, personnel, general services and other general administrative correspondence.

Cut off at the end of the year and destroy when 3 years old or 1 year after change in Administrators, whichever is earlier. (II-NNA-2504, Item 4)

2. Chronological Files.

Consists of office copies of correspondence of all types arranged chronologically without regard to subject content, used primarily as a reading or reference file.

PERMANENT. Cut off at the end of the year and retire to FRC when 3 years old or at the same time as (Item 1-a) on this schedule or 1 year after change in Administrators, whichever is earlier. Offer to National Archives when 10 years old.

3. Speech Files.

Files consist of invitations to speak, schedules, work papers, and other media related activities for which permanent retention is provided for elsewhere in this schedule. (See Item Number 9)

Destroy when superseded or obsolete.

CORRESPONDENCE CONTROL UNIT

4. Controlled Correspondence Files.

Communications maintained by Central Control Point for correspondence received from Congressmen, Congressional Committees, White House, Governors and other V.I.P.'s, relating to variances, complaints, employment, OSHA/regulations, administrative policy and other program- related activities. Includes OSHA Correspondence Control Form-60.

a. Cross reference files reflecting the receipt and dispatch of documents, arranged numerically or by due dates.

Destroy 3 years after file is closed. (NC 174-76-1, Item 8.2)

b. Forms accompanying correspondence to insure continuing control, e.g., OSHA Form 60, showing office handling documents, intra-office routing and other comparable data.

Destroy when related documentation is destroyed, transferred, or action is canceled. (NC 174-76-1, Item 4-a)

c. Controlled correspondence consists of letters to and from OSHA with related copies of forms, memoranda, letters of private organizations and individuals concerning health and safety regulations, legislation and includes some interagency communications.

Destroy when three years old.

d. Correspondence Control Reports consist of reports and work papers used to publish statistical data on the status of incoming controlled communications.

Destroy when administrative needs have been satisfied, or when 2 years old, whichever is earlier.

MEDIA SERVICES

5. General Subject Files.

Consists of correspondence, memoranda, position papers, studies, reports and news releases concerning OSHA official public information policy.

PERMANENT. Cut off at the end of year. Retire to FRC when 3 years old. Offer to National Archives when 10 years old. (IINNA2504, Item 1)

6. Communication Reports Files.

Consists of reports from the Office of Media Services to D/L Office of Information, listing speeches and news releases to be given by OSHA officials.

Destroy when superseded or obsolete.

7. General Administrative Files.

General Administrative copies of program directives, and office correspondence relating to general administrative duties, travel and routine personnel matters.

Cut off at end of year. Destroy when 2 years old. (IINNA-2504, Item 4)

8. National Safety Congress File Special Events.

National Safety Congress correspondence, lists of personnel sent to represent OSHA at National Safety Congress, and other materials documenting OSHA participation in National Safety Congress.

PERMANENT. Retain in office 3 years, forward to FRC for 7 years additional retention. Offer to National Archives when 10 years old. (NN 165-50, Item 6-b)

9. Speech Files.

Record copies of speeches made by OSHA Assistant Secretary of Labor for OSHA, filed by date of speech.

PERMANENT. Cut off at the end of the year. Retain in office 3 years then retire to FRC. Offer to National Archives when 10 years old. (II-NNA-2504, Item 2-a)

10. Biographical Data File.

Biographical sketches of OSHA Administrator, prepared by Media Services Staff for distribution via U.S. Department of Labor News Bulletins.

Destroy one year after individual leaves.

11. OSHA News Releases. Record copies of OSHA news releases and supporting materials for each release.

a. one master set of OSHA Press Releases.

Retain record set of press releases in office for 2 years then forward to FRC for 8 years additional retention. Offer to National Archives when 10 years old. (NN165-50, Item 2-a)

b. Working papers, drafts of pending news releases, clearance sheets, and supporting documentation.

Destroy 3 months after release cleared.

c. All other copies.

Destroy when 1 year old. (NN165-50, Item 2-b)

12. Special Events. Annual reports, special informational and historical reports, for example "Agnes" cleanup, and supporting documents.

PERMANENT. Offer to NCRS when 20 years old. (1 cu. ft. on hand, plus less than 1 cu. ft. per year)

13. Reference and Subject Files. Clippings of feature stories, periodicals, reports, extra copies of speeches, OSHA program, administrative directives, and OSHA standards used for background and reference purposes.

Review annually. Destroy materials which are superseded or obsolete. (II-NNA2504, Item 3)

DEPUTY ASSISTANT SECRETARY FOR OPERATIONS

EQUAL EMPLOYMENT OPPORTUNITY

14. Office Administration Files.

Consisting of correspondence, reports, statistics, counselor's training data, publications, and other documents relating to the general administration of Equal Employment Opportunity and Upward Mobility activities.

Cut off at the end of the year and start new file. Retire to FRC when 3 years old. Destroy when 5 years old. (NC174-76-1, Item 10)

15. Complaint Case File.

Documents concerning complaints of discrimination by employees or applicants for employment. Includes investigative data summary of findings, employee statements, disposition reports and withdrawal notices.

a. Employee name folders when case is resolved within the agency or after the employee leaves the agency, transfer to inactive files.

Destroy 4 years after final action, (GS 1, Item 26-a-1)

b. All other copies of EEO complaints, transmittal letters, statistical reports and other related complaint documents duplicated in EEO office's official case files or the U.S. Civil Service Commission files.

Destroy 1 year after employee leaves the agency, or when superseded or obsolete if filing arrangement is other than alphabetically by name. (GS 1, Item 26-b)

16. Minority Applicants Files.

Information copies of applications for employment (Standard Form 171), including correspondence, memoranda, eligibility certificates and other related papers submitted by applicants for minority workers job placement opportunities.

Dispose immediately if applicant is accepted or 1 year after file is closed. (GS-1, Item 17-a)

ASSOCIATE ASSISTANT SECRETARY FOR ADMINISTRATIVE PROGRAMS

17. General Subject Files.

a. Policy and Procedural Files documenting the development and implementation of policies and procedures concerning administrative programs operations and management functions.

PERMANENT. Cut off at the end of the year and start a new file, retire to FRC when 3 years old. Offer to National Archives when 10 years old.

b. Office administrative records, consisting of correspondence, reports, news letters, study, analyses of program management and other administrative activities for which records disposal is not otherwise provided for in general records schedules.

Cut off at the end of the year and destroy when 3 years old. (NC174-76-1, Item 1)

18. Chronological Files.

Office copies of correspondence of all types arranged chronologically without regard to subject content, used solely as a reading or reference file for current information filed elsewhere by subject or title.

Cut off at the end of the year and start new file, destroy when 1 year old. (NC174-76-1, Item 3)

ADVISORY COMMITTEES

19. Office Administrative Files.

Consists of correspondence, memoranda, and other documents, pertaining to the operations of the office, including matters for which other offices have primary responsibility.

a. Administrative Instructions, Program Directives, Operation Manuals and other reference publications.

Destroy materials which are superseded or obsolete, whichever is sooner.

b. General services correspond, memoranda and subject files relating to arrangements for meetings, supplies, and reproduction, distribution services and other clerical and technical support matters.

Destroy when 2 years old. (NC174-76-1, Item 1)

c. Memoranda copy of travel vouchers, hotel accommodations and other administrative matters pertaining to housing, travel assistance and payments.

Destroy when 2 years old. (GS 9, Item 5-a)

20. Committee Files.

a. Committee correspondence, membership rosters, minutes, agenda, reports, policies, procedures, characters, verbatim transcripts, written statements, exhibits and committee recommendations for an OSHA standard.

Transfer to OSHA-Technical Data Center when committee is terminated. (See Item 33-a)

b. Reference and convenience copies of minutes, transcripts, reports and other regular committee activities.

Transfer to OSHA Technical Data Center when committee is terminated. (See Item 33-a)

c. Documents of organizations on which OSHA has no official representation, but that impact on OSHA.

Cut off at the end of the year, and destroy when 2 years old.

21. Applicants Files.

Consists of correspondence, biographic data, applications and recommendations for appointments to Standards Advisory Committees.

Destroy when 5 years old.

22. Public Hearings Files. (See item 34)

Includes hearings transcripts, announcements, notifications, list of presentations, exhibits and other related comments, written statements pertaining to proposed standards on occupational safety and health.

a. One complete final record set, certified by the Administrative Law Judge.

PERMANENT. Transfer to OSHA - Technical Data Center when action is completed.

b. Reference and or convenience copies of transcripts and other documents duplicated in item (a) above and available for general public use.

Transfer to OSHA - Technical Data Center when current use ceases.

OFFICE OF MANAGEMENT DATA SYSTEMS

23. Administrative Files.

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually, destroy when 1 year old. (NC174-76-1. Item 1)

24. Publication Reference Files.

This file consists of OSHA program directives, manuals, or other government or non-government publications maintained for general reference purposes.

Review annually. Destroy materials which are obsolete or superseded. (IINNA-2504, Item 2-d)

25. Program Correspondence Files.

Correspondence, reports, and other records pertaining to the administration and operation of office program activities. Files contain both controlled and uncontrolled correspondence.

Cut off annually. Transfer to FRC when 3 years old. Offer to National Archives when 10 years old.

26. Project Control Files.

This file documents the assignment, progress, and completion of projects relating to the design, programming and operation of OSHA's data processing projects. Files are arranged alphabetically by subject.

Transfer to FRC 2 years after year in which project is closed. Destroy when 5 years old.

DIVISION OF SYSTEMS ADMINISTRATION

27. Program Correspondence Files.

Correspondence, reports and other materials pertaining to the administration and operation of program activities and which are not otherwise provided for in this schedule.

Cut off annually. Transfer to FRC when 2 years old. Destroy when 7 years old. (NC174-76-1, Item 16)

28. Administrative Files.

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when 1 year old. (NC174-76-1, Item 1)

29. Microfilm Files.

This file consists of the master copy of selected documents microfilmed by the Technical Data Center.

a. Compliance Activity Report - Summary reports on compliance activity which are compiled from monthly reports submitted by the area offices. The reports are the product of OSHA's management information system. These records will be microfilmed in accordance with FPMR 101-11.4 and FPMR 101-11.5.

PERMANENT.

Offer original and one copy of microfilm to National Archives when 10 years old. Destroy paper copies when microfilmed and it is ascertained that reproduced copies have been made in accordance with GSA regulations and are adequate substitutions for the paper records.

b. Federal Agency Report - Tabulations of injuries, fatalities and manhours lost within Federal Agencies. The tabulations are compiled from the Quarterly "Federal Occupational Injuries and Illnesses Survey" OSHA Forms - 102E and 102EE.

PERMANENT.

Same as Item 29a.

c. Standards Advisory Committee Minutes Transcripts of hearings and minutes of meetings pertaining to the Standards Advisory Committee and the development of OSHA Standards.

PERMANENT.

Same as Item 29a.

30. ADP Systems Files.

This file contains the documentation behind OSHA's ADP Systems. The file consist of the design reports from the contractor who developed the system, the basic system programs operational manuals and systems specifications.

PERMANENT. Transfer to FRC 2 years after terminations of the system. Offer to National Archives when 10 years old.

31. Publication Services Files.

a. Routine correspondence requesting OSHA publications or placement on a particular mailing list.

Destroy when 3 months old. (GSR-14-3)

b. Log of telephone calls requesting OSHA publications or placement on mailing list.

Destroy when 1 year old. (NC174-76-1, Item 6-a)

c. Yearly report of publications distributed.

Destroy when 5 years old.

32. Office Individual Personnel Files.

Unofficial personnel folders maintained in the office which consist of documents which are duplicates of papers placed in official folders or are not appropriate for inclusion in official personnel folder. Files are arranged alphabetically by name of employee.

Review annually. Destroy documents which are superseded or are no longer applicable. Destroy entire file on separation or transfer of the employee. (GRS 1, Item 18)

TECHNICAL DATA CENTER

33. Standards Advisory Committee Files.

These are the official files of the Advisory committees and sub-committees created to advise OSHA on the development of particular occupational safety and health standards. The files consist of transcripts and minutes of committee meetings.

a. Official Copy.

See Item 29c.

b. Duplicate Copy.

Destroy when 5 years old.

34. Transcript of Public Hearings on Proposed Standards.

These are the official transcripts of public hearings relating to the establishment of occupational safety and health standards. Files contain the official transcript and exhibits from the hearing.

a. Record Copy.

PERMANENT. Transfer to FRC 5 years after hearing is completed. Offer to National Archives 15 years after completion of hearing.

b. Duplicate Copy.

Destroy when 3 years old.

35. Standards Comments.

Comments received from interested parties on a proposed Occupational Safety and Health Standards or on hearings related to proposed standards.

Transfer to FRC 5 years after hearing is completed. Destroy when 15 years old.

36. Correspondence Files.

Requests for information and copies of replies thereto, involving no administrative actions, no policy discussions, and no special complications or research; and requests for transmittals of publications, photographs and other informational literature.

Destroy 3 months after acknowledgement and referral. (NC174-74-6, Item 6-a)

37. Walsh-healey Act Hearing

Transcripts of hearings held by the Bureau of Labor Standards under the Walsh-Healey Act. (1968-1971). These are the official hearing transcripts which were transferred to OSHA by the Bureau of Labor Standards.

PERMANENT. Offer to National Archives when 10 years old.

38. Reference Files.

These files consist of data required for the analysis and development of Safety and Health Standards and to provide technical reference materials including books, publications, periodicals, technical reports, and a master file of safety and Health Standards, regulations and State Codes.

Review annually. Destroy materials which are superseded or obsolete, whichever is sooner. (NC 174-76-1, Item 5)

39. Bureau of Labor Standards Publications.

Publications created and distributed by the Bureau of Labor Standards from 1936-1970. Files consist of pamphlets, bulletins, leaflets and technical reports.

PERMANENT. Offer to National Archives when 10 years old. (NN165-50, Item 2-a)

DIVISION OF SYSTEMS ANALYSIS

40. Administrative Files.

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually, destroy when 1 year old. (NC174-76-1, Item 1)

41. ADP System Contract Report.

This file contains the contract report relating to the development of OSHA's computer system. The file contains the basic documents relating to systems design and implementation studies. Official copy of this material is maintained by the Division of Systems Administration (See Item 30). This file is maintained for reference by the programmers.

Review annually. Destroy materials which are superseded or obsolete, whichever is sooner. (NC 174-76-1, Item 5)

42. Computer Inquiries.

Request for data of occupational safety and health program. Computer programs are prepared in order to extract particular types of data from data base to answer inquiries. Files contain the request for information, copy of computer program required to derive the answer, and the computer generated response.

Destroy materials which are superseded or obsolete, whichever is sooner.

43. Violations Summary File.

Reports on violations of OSHA standards compiled semi-annually from a copy of the violations notice. The report records the number of citations issued, and the status of those citations.

PERMANENT. Cut off at the end of the Fiscal Year and transfer to FRC when 3 years old. Offer to National Archives when 10 years old.

44. Summary Data File.

This file consists of copies of computer generated reports, computations, and statistical summaries compiled from Data Processing Systems Analysis base. The file includes: Manpower Inspection Statistical Summary, State Program Performance Statistical Summary.

Review annually. Destroy materials which are superseded or obsolete, whichever is sooner.

45. Programming and Systems Reference File.

File serves the reference needs of programmers and systems analysts. Material consists of computer programming manuals, directives, and other materials.

Review file annually. Destroy materials which are superseded or obsolete, whichever is sooner. (NC 174-76-1, Item 5)

DIVISION OF OPERATIONS

46. Data Base File.

This file consists of copies of forms submitted monthly by OSHA area offices. Information from the forms make up the data base for a variety of statistical reports generated by the division. Official copies of the forms are maintained by the originating office.

Destroy forms 1 year after next succeeding report. (NN 165-50, Item 3-a)

47. Compliance Activity Statistical reports on a monthly, quarterly and yearly basis relating to industry compliance with established standards.

a. Destroy monthly and quarterly reports when 5 years old.

b. PERMANENT. Retire yearly reports to FRC 2 years after processing. Offer to NARS when 20 years old. (1 cu. ft. on hand plus 1 cu. ft. per year)

48. Federal Occupational Injuries and Illness Survey - (OSHA Forms No. 102E and 102EE) quarterly reports received from Federal Agencies summarizing occupational injuries, illnesses and accidents.

Retire to FRC 2 years after processing summary reports. (Item 50) Destroy when 5 years old.

49. Administrative Files.

Records accumulated which relate to routine internal administration of office organization, office procedures and personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when 1 year old. (NC 174-76-1, Item 1)

50. Federal Occupational Injuries and Illness Statistical Summary.

This is a computer compiled summary of injuries, illness, and accidents as reported by Federal Agencies. Information is compiled from OSHA forms 102E and 102EE. The summaries are used to prepare OSHA publication "Occupational Safety and Health Statistics of the Federal Government," an annual report.

Destroy when 5 years old.

OFFICE OF PLANNING, EVALUATION AND RESEARCH

51. Special Projects.

Memos, correspondence, reports (OSHA and other agencies, relating to studies, e.g. vinyl chloride, OSHA model.

PERMANENT. Offer to NARS when 20 years old. (4 cu. ft. on hand plus 1 cu. ft. per year.)

52. General Subject Files.

Budget materials, long-range planning documents, issue papers, agreements between OSHA and other government agencies pertaining to the office's operations, etc.

PERMANENT. Cut off file annually. Transfer to FRC when 3 years old. Offer to National Archives when 10 years old.. (II-NNA-2504, Item 1)

53. Technical Reference Materials.

Publications, journal articles, etc. used by personnel for reference purposes, answering correspondence and writing reports.

Review file annually and destroy when superseded or obsolete. (NC 174-76-1, Item 5)

DIVISION OF PLANNING AND COORDINATION

54. General Administrative Files.

Extra copies of records pertaining to personnel actions, budget preparation; program directives, administrative directive, etc.

Review file annually and destroy material of no further administrative value, or when 2 years old, whichever is sooner. (II-NNA-2504, Item 4)

55. Project Files.

Drafts and final copy of project reports; correspondence, briefing papers, on project report, e.g. Secretarial Objectives.

Transfer to FRC when 3 years old. Destroy when 8 years old. (NC 174-76-1, Item 15)

56. Chronological File.

Extra copies of correspondence prepared and maintained by the originating offices, used solely as a reading or reference file for the convenience and information of personnel.

Cut off at end of year; hold 1 year and destroy. (NC 174-76-1, Item 3)

57. Program Resource File.

Copies of program plans, correspondence, journal articles, budgets and reports. Used for reference purposes.

Review file annually; destroy materials which are no longer needed for reference purposes, or when 2 years old, whichever is sooner. (NN 165-50, Item 9)

DIVISION OF INTERAGENCY COORDINATION AND LEGISLATIVE ANALYSIS

58. General Administrative Files.

Consists of copies of personnel actions, program directives, administrative directives, and other internal administrative papers.

Cut off at the end of the year and start new files. Destroy when 2 years old. (IINNA2504, Item 4)

59. General Correspondence File.

Consists of copies of all correspondence (some with attachments) created by the division. These files are duplicated in the division's subject files.

Cut off at the end of the year; hold 2 years and transfer to FRC. Destroy when 7 years old. (NC174-76-1, Item 1)

60. Interagency Coordination Correspondence Files.

Consists of correspondence between OSHA and other government agencies coordinating the implementation of the Occupational Safety and Health Act with the other agencies' acts, rules, and regulations so as to avoid conflict between the separate acts and their implementation.

Cut off at the end of the year; hold 2 years and transfer to FRC. Destroy when 7 years old. (NC174-76-1, Item 7)

61. Legislative Analysis.

Working drafts and the final copy of studies analyzing bills introduced in Congress which could have an impact upon the Occupational Safety and Health Act; Congressional hearing materials, e.g. Assistant Secretary's testimony, briefing materials; internal and external correspondence commenting on individual bills.

Cut off at the end of the year; hold 3 years and transfer to FRC. Destroy when 9 years old.

62. The President's Report on Occupational Safety and Health.

a. Final copy of the Report. Prepared annually.

PERMANENT. Transfer to FRC when 3 years old. Offer to National Archives when 10 years old. (IINNA2504, Item 2-a)

b. Working drafts of and correspondence pertaining to the annual President's Report.

Cut off at the end of the year; hold 2 years and transfer to FRC. Destroy when 5 years old.

c. Copies of administrative procedures required to produce, clear and distribute the Report.

Review file annually. Destroy materials which are superseded or obsolete.

63. Chronological File.

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience and information of personnel.

Cut off at the end of the year; hold 1 year and destroy. (NC174-76-1, Item 3)

DIVISION OF PROGRAM EVALUATION AND RESEARCH

64. Accident Computer Print-Outs

Reference papers used for specific report on injuries and illnesses. Divided by region and further subdivided by industry and number of establishments within the industry.

Review annually and destroy when superseded or obsolete.

65. Project Files

Working papers for 1974 vinyl chloride economic impact study and working papers and fatality statistics by state for joint BLS/OSHA project on workmen's compensation.

Review annually and destroy when superseded or obsolete.

66. Chronological File

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience and information of personnel.

Cut off at end of year; hold one year and destroy. (NC174-76-1, Item 3)

67. Accident Statistics

Pamphlets, brochures, and reports issued by individual states on accident statistics.

Review annually and destroy when obsolete or superseded.

OFFICE OF PERSONNEL MANAGEMENT

68. General Subject Correspondence Files

Correspondence memoranda, personnel administrative instructions, routine reports relating to the administration and operation of staff support projects, personnel policy, legislative and program proposals.

a. Policy and procedural files.

PERMANENT. Cut off at the end of the year. Transfer to the FRC when 3 years old. Offer to National Archives when 10 years old.

b. Administrative and internal housekeeping matters.

Destroy when 3 years old. GRS 1, Item 3.

69. Congressional Correspondence Files.

Consists of correspondence, briefing papers, reports and other documentation concerning congressional inquiries regarding OSHA personnel administration.

a. Papers containing policy or precedent and requiring extensive research in connection with such inquiries.

Destroy when 3 years old. (NC 174-76-1, Item 8 (2))

b. Correspondence regarding routine personnel matters.

Cut off at the end of the year. Destroy when 3 years old. (NC 174-76-1, Item 8(2))

70. Employee Grievance Files

Case files of correspondence, investigative reports, complaints, witness statements, recommendations and decisions relating to personnel grievances. Arranged by name of employee.

Destroy 2 years after employee transfers or separates, or 2 years after action is complete.

DIVISION OF EMPLOYEE AND EMPLOYMENT DEVELOPMENT

71. Official Personnel Folders (U.S. CSC)

a. Correspondence and forms maintained as temporary records on the left side of the folder.

Destroy or transfer to another agency (except in transfer of functions), separation of employee, or when one year old, whichever is earlier.

b. The remainder of the personnel folder.

Employees transferred to another agency:

(See FPM-Chapter 293, Subchapter 2)

Employee separated: Transfer to inactive file upon separation, transfer to NPRC (CPR); St. Louis, Missouri, 30 days after separation. (See FPM-Chapter 293)

72. Merit Staffing Performance Reports

Consists of annual personnel performance evaluations, Arranged alphabetically by name.

Destroy 2 years after action is complete. (GRS 1-23)

73. Merit Staffing Plan Files

Consists of case files documenting OSHA competitive job placements, original position announcement, applications received, correspondence with applicants, applicant's ratings, and interview or panel finding, and letters of selection.

Destroy 2 years after file is closed; (job filled or withdrawn) or Departmental Union evaluation, whichever is later.

74. Notification of Personnel Action Files

Standard Form 50 for regional and national office employees, exclusive of those filed in official personnel folders.

a. Chronological file copies including face sheets.

Destroy when 2 years old. (GRS 1.14,6)

b. All other copies.

Destroy when 1 year old.

75. Service Record Card (Standard Form 7)

Individual service record card documenting employment history.

Place in inactive file upon transfer or separation. Dispose when 3 years old.

76. Unsuccessful Applicants Actions Sheets

Memos recording the correspondence sent to and received by Division of Employment and Employee Development from individuals inquiring about or applying for jobs, including memos indicating what action was taken on the application. The "index" covers closed applications and correspondence files.

Destroy when 2 years old or when application is withdrawn, whichever is sooner.

77. Applicant Supply Files

Consists of personnel data on qualified job applicants;

includes personal qualifications statements resumes and related papers submitted by applicants in federal service or private sector.

Destroy upon receipt of Civil Service Commission report of inspection or when 2 years old. (GRS 1.15)

78. Request for Information and/or Documents.

Correspondence with individuals concerning OSHA positions. Some job applications, and copies of requests for further information. Includes Regional and Area Office positions.

Destroy when action is completed. (GRS 1-17d)

79. Correspondence Name Index File (5 X 8)

Cross reference to general correspondence and applicants materials received by Division of Employment and Employee Development which is filed elsewhere in personnel subject files listed in this schedule.

Destroy when no longer needed for current operations or when related files are destroyed, whichever is sooner.

80. Employee Development Plans

Consist of counseling interviews with employees on individual development plans and statements of employee's career goals, skills and training needed to meet their individual plans.

Place in inactive file upon transfer or separation of employee. Destroy 1 year after date of transfer or separation. (GRS 1,8)

81. Training Program Files

a) Record copies of correspondence and memos on administrations and establishment of OSHA training and orientation programs.

Destroy when 3 years old.

b) Training notes, course materials

Destroy 3 years after course withdrawn or revamped. (NN 165-50, Item 17, NC 174-76-1, Item 24)

c) Training schedules, monthly and annual training reports and statistics.

Cut off at the end of year. Transfer to the Federal Records Center when 3 years old. Destroy when 5 years old. (NC 174-76-1, Item 25)

82. Incentive Awards Files

a) Incentive Awards case files, consisting of correspondence forms memoranda, recommendations for awards.

After action is complete transfer to inactive file and destroy when 4 years old. (NC 174-76-1, Item 12)

b) Reports relating to Incentive Awards Program

Destroy when 3 years old. (NC 174-76-1, Item 14)

DIVISION OF POSITION CLASSIFICATION

83. Position Description Files

a) Files of current OSHA position descriptions by series and position title.

Transfer to cancelled positions descriptions files (item 88c) 1 year after position is cancelled.

b) Copies of current OSHA position descriptions filed by organization, position and code.

Destroy when position is abolished or description is superseded. (GRS 1.7)

c) File of cancelled OSHA position description by series, grade and position title.

Destroy when 5 years old.

84. General Correspondence Subject Files

a) Position classification correspondence and reports relating to requests for, approvals of and appeals to position descriptions. Test evaluation and organization study reports.

Cut off at the end of the year. Destroy when 3 years old.

b) Office requests for security clearances.

Destroy when 1 year old.

85. General Information Files

Consists of personnel and position classification reference publications, Federal Personnel Manual, Civil Service Handbooks, OSHA directives and other general personnel management data.

Review annually. Destroy materials which are superseded or obsolete. (NC 174-76-1, Item 5)

OFFICE OF ADMINISTRATIVE MANAGEMENT

86. General Subject File

a) Policy and Procedural Files documenting the development and implementation of policies and procedures concerning Administrative Management functions and program operations.

PERMANENT. Cut off at the end of the year and start new file. Transfer to FRC when 3 years old. Offer to National Archives when 10 years old.

b) Office administration records, consisting of correspondence weekly activity reports, training and staff utilization proposals, administrative instructions pertaining to the operations of the office, including matters for which other offices have primary responsibility.

Cut off at the end of the year and destroy when 3 years old. (NC 174-76-1, Item 1)

87. Safety and Security Inspection Files

Consist of reports, correspondence, memoranda, surveys, facilities inspections and follow-up thereof to assure adequacy of protective and preventive measures taken against continuing hazards of fire, explosion and accidents. Includes instructions to safe-guard information, and property from unauthorized entry and use.

a. Annual Safety Reports

Transfer to inactive file 1 year after actions is complete. Destroy when 4 years old. (NN 165-50, Item 8c)

b. All other Papers

Cut off at the end of year. Destroy when 3 years old. (NC 174-76-1, Item 1)

DIVISION OF MANAGEMENT ANALYSIS

88. Administrative Subject Correspondence Files

Consists of correspondence memoranda, copies of manpower utilization reports, parking and space memoranda, general office activity reports, administrative instructions and other documents pertaining to the operations of the office, including matters for which other offices have primary responsibility.

Cut off file at the end of the year and start new file. Destroy when 3 years old. (NC 174-76-1, Item 1)

89. Administrative and Program Directives Files

Consists of complete sets of directives issued by OSHA, including preliminary clearance and approval memoranda, revisions and cancellations.

PERMANENT. Place in inactive file upon cancellation of issuance. Hold 4 years and retire to Federal Records Center if volume warrants. Offer to National Archives when 10 years old.

90. Organization Planning Files

Documents relating to the establishment of OSHA official structure, changes in organizational functions and mission statements when such actions affect the management and operations of the agency. Includes staff proposals, task force working groups, organization charts and copies of published directives.

PERMANENT. Cut off at the end of the year in which action is completed. Hold 4 years and retire to Federal Records Center. Offer to National Archives when 10 years old.

91. Records Disposition Files

Consists of records inventories, records disposition schedules, lists of disposal authorizations approved by OSHA, DOL & GSA/NARS, in accordance with agency requirements and Government regulations.

Destroy when superseded or obsolete.

92. Organizations/Committees and Conference Files

Correspondence, memoranda, travel and hotel accommodations and other related administrative service matters pertaining to national organizations and general conferences for which other offices have primary responsibility.

Destroy when 2 years old.

93. Special Projects Files

Consists of mimeographed copies of manpower studies, task lists, correspondence and other background and reference material concerning special projects for which other offices have primary responsibility.

Review annually. Destroy materials of no further reference value, or when 4 years old, whichever is sooner. (NC 174-76-1, Item 15)

DIVISION OF ADMINISTRATIVE SERVICES

94. Administrative Correspondence Files

Consists of correspondence, memoranda, weekly activity reports, parking requisitions procedures, and other general administrative matters. Includes copies of requests for personnel actions, travel and purchase orders.

Cut off at the end of the year and start new file. Destroy when 3 years old. (NC 174-76-1, Item 1)

95. General Services Files

Correspondence memoranda requests for telephone and building services workload reports, procurement certifications, completed requisitions and memorandum copy of Bills of Lading.

a. Miscellaneous work requests - dispose when 3 months old. (GRS 11, 5)

b. All other materials - destroy when 3 years old. (GRS 3, 3)

96. Equipment Control Record Cards

Consists of 5 X 8 cards prepared to record the issue of property items loaned to individuals for their use.

Dispose 2 years after records are transferred to new card, or 2 years after equipment leaves agency control.

97. Completed Purchase Order File

Consists of office copies of purchase orders, requisitions, invoices, shipping instructions, billing instructions, advice of miscellaneous obligations and delivery receipts.

Purchase orders $2,500 or less. Destroy 3 years after final payment. (GRS-3, 4b)

Purchase orders for more than $2,500. Destroy 6 years after final payment. (GRS-3, 4a)

98. Vendors File

Consists of catalogs, price lists, pamphlets and other documents listing equipment and services available from private sector vendors.

Review annually. Destroy materials when superseded or obsolete. (NC 174-76-1, Item 2)

99. Library Subscriptions Files

Consists of 3 X 5 index cards which list the titles of books, periodicals, etc., distributed to individuals in OSHA. This file serves as a reference index to publications purchased by OSHA.

Review annually. Destroy materials when superseded or obsolete. (NC 174-76-1, Item 2)

100. Requisitions for Supplies

Receipted copies of completed requisitions for supplies, equipment or services, includes tally-in sheets, delivery receipts, copies of invoice and purchase order for some items.

Cut off at the end of the year and start new file. Destroy when 2 years old. (GRS 3.9a)

101. Requisitions for Reproduction and Printing Services

Consists of copies of requisitions, invoices, specifications, delivery receipts, distribution requests and related correspondence.

Cut off at the end of the year and start new file. Destroy when 2 years old. (GRS 13.3a)

102. Space Allocations and Utilization Files

Consists of space layouts, floor plans, blueprints, records of assignments, service reports, and other related internal space planning papers.

Place in inactive file when plans are superseded, obsolete or lease and use terminates. Destroy inactive files when 2 years old. (GRS 11, 2a)

OFFICE OF FINANCIAL MANAGEMENT

State Grants Section

103. Reference and Information Files

Consists of copies of Program directives, OMB circulares, proposed Congressional bills, studies, data compilations, etc., which are needed for reference and information purposes but are not made a part of official files.

Review annually and destroy materials when superseded or obsolete. (NC 174-76-1, Item 5)

104. State Grants

Approved state grants applications and contracts disbursed under section 7(c) 1 section 24 (d) of the Occupational Safety and Health Act; correspondence (internal and external) pertaining to each of the grants.

Cut off at expiration date. Destroy when 6 years old.

105. State Grants Audit Reports

Consists of regional offices audit reports on Federal funds dispensed under Grants to States to operate their Occupational Safety and Health Programs.

Transfer to inactive file when irregularities noted are corrected. Destroy 4 years after date of corrections.

Budget Section

106. Annual Budget Submission

Consists of Internal and external reports, correspondence, studies used in the preparation of the Occupational Safety and Health Administration's annual budget submission. Includes initial OMB expenditure ceiling, program memoranda, replies, Congressional answers and replies, Congressional hearings minutes, final Congressional authorization and Congressional appropriation for fiscal year.

Destroy when 10 years old.

107. Program Budgets

Appropriations breakdown by agency's organization structure;

average grade point reports, position ceilings, program activity structure, review and analysis reports; correspondence.

Cut off at close of fiscal year. Transfer to Federal Records Center when 3 years old. Destroy when 10 years old.

108. Revised Budget Submissions

Consists of OSHA's budget as first submitted to OMB and the budget's revisions as it follows the budgetary process to final Congressional appropriations.

Cut off at end of fiscal year. Transfer to Federal Records Center when 3 years old. Destroy when 6 years old.

109. Office Administrative Files

Records accumulated by Office of Financial Management that relate to routine internal administration or housekeeping activities of the office rather than the functions for which the office exists. In general, these papers relate to the office organization, office procedures and communications, day-to-day administration of office personnel, documents concerning and expenditure of funds in the internal administration of the office, including supplies and office equipment requests and receipts, documents regarding the use of office space and utilities, etc. These records may include copies of correspondence and reports prepared in the office and forwarded to higher levels and other materials that do not serve as official documentation.

Cut off at end of year; hold one year and destroy. (NC 174-76-1, Item 1)

110. Appropriations Reports

Complete set of each fiscal year's appropriations printed in final form by the GPO.

a. End of year fiscal reports, destroy when 5 years old.

b. All other destroy when 4 years old.

111. Chronological Files

Extra copies of correspondence prepared and maintained by the originating office, use solely as reading or reference file for the convenience and information of personnel.

Cut off at end of year; hold one year and destroy. (NC 174-76-1, Item 3)

112. Policy and Planning Correspondence

Internal and external correspondence which could have a possible policy effect upon the agency's budget. Includes GAO information requests, interpretation of Congressional amendments, latest status of specific correspondence, and information from other OSHA organization units, government agencies, and public organizations. Used by Office Director for deciding policy direction.

PERMANENT. Cut off at close of fiscal year. Transfer to Federal Records Center when 3 years old. Offer to National Archives when 10 years old.

Accounting Section

113. Administrative Funds Control

Computer print-outs for specific categories of appropriations, e.g. payroll, travel, printing. Used for internal fiscal control and budget preparation.

Cut off at end of fiscal year. Destroy 4 years later with exception of June final print-outs. Destroy when use ceases.

114. Contracts

Contracts for payroll, personal services, etc. Also contains correspondence pertaining to specific contracts.

Transfer to Federal Records Center 2 years after close of contract. Destroy 7 years after close of contract.

115. Travel and Transportation Records

Passenger transportation records pertaining to reimbursement to individuals. Consists of copies of travel orders, per diem vouchers, transportation requests, hotel accommodations and other supporting papers relating to official travel of officers, employees, dependents, or others authorized by law to travel.

Cut off at end of fiscal year. Destroy when 4 years old.

116. Training Agreement Files

Administrative correspondence reports and data relating to training assignments between OSHA and other government agencies or non-government organizations. Includes paid disbursing vouchers.

Cut off at the end of fiscal year when project is terminated. Dispose when 4 years old. (NN 165-50, Item 17)

OFFICE OF PUBLICATIONS AND VISUAL AIDS

117. General Administrative Files

Consists of correspondence and memoranda pertaining to administrative services matters, including personnel and travel matters.

Cut off annually and destroy when 2 years old. (NC 174-76-1, Item 1)

118. Publications Reference Information Files

Reports, standards, pamphlets "Bureau of Labor Standards"

and other agencies' publications on occupational safety and health activities and regulations.

Review annually. Destroy when superseded or obsolete.

119. Chronological, Reading, Day Files

Consists of correspondence of all types, arranged by dates, regardless of their subject content.

Cut off annually and destroy when 2 years old. (NC 174-76-1, Item 3)

120. Organizations, Conferences, Council, Files

Correspondence, memoranda, handouts, and other general information relating to meetings and conferences attended by OSHA staff. Included are National Safety Congress Meeting (1973).

a. Printed and processed documents (OSHA) official record copy.

Destroy when 3 years old.

b. Administrative arrangements, reference data, forms and other related general services matters.

Destroy 2 years after end of conference.

121. Official Publications

Created by OSHA and intended for general public distribution. Included are booklets, pamphlets, press releases, posters, photographs, etc.,

a. One (1) copy of each publication put out by the Office of Publications and Visual Aids.

PERMANENT. Transfer to inactive file when no longer needed for current operations. Retire to FRC when 3 years old. Offer to National Archives when 10 years old. (NN 165-50, Item 2a)

b. Manuscripts and project case files of publications and other related backup papers.

Destroy 1 year after completion of job. (GRS 14, 6)

c. Reproduction materials, including requisitions, offset negatives, galleys, reproduction proofs and masters.

Destroy 1 year after action is completed. (GRS 13, 3a)

122. Photographic Files

Still photographs made for magazine articles, newspapers and other publications covering OSHA activities, industry and Government officials and other photography documenting significant agency programs. Arranged by subject.

a. Master set consisting of the original negative and a captioned print for each black and white image and the original color transparency or color negative, a captioned print, and an internegative (if one exists) for each color image.

PERMANENT. Cut off file at the end of the year and start new file. Offer to the National Archives after five years or when no longer needed for current operations whichever occurs first.

b. All duplicate photographic prints.

DESTROY when two years old, or when no longer needed for reference and distribution purposes whichever occurs first.

123. Job Safety and Health Magazine Files

a. Clearance copies, galley proofs, freehand illustrations, photographs and other art work for magazine articles.

Review annually. Destroy materials no longer needed, 1 year after completion of the publication. (NNA 2504, Item 2a)

b. Research papers, background materials and other related preliminary work papers for magazine articles.

Destroy 1 year after work is completed or when 3 years old, if no action is taken.

c. All other general correspondence, reference, periodicals, and other general reference information.

Review annually for disposition and destroy obsolete or superseded materials. (NNA 2504, Item 3)

124. News Clips Files

Consists of newspaper stories and magazine articles about occupational safety and health. Includes master paste-up news clips "Newsletters" and reference copies of articles used.

Cut off file at the end of the year and start new file. Destroy processed articles when 1 year old. Newsletter when 5 years old. (NN 165-50, Item 2b)

125. General Audio Visual Services Correspondence Files

Correspondence, memoranda, and other papers pertaining to office services, audio, tapes, films and other equipment.

Destroy when 2 years old. (NC 174-76-1, Item 1)

126. Special Projects Files

Consists of scripts, program proposals, background materials, and working papers used in the preparation of public service announcements, informational and training films and video recordings.

a. Motion picture films - The original negative or color original plus separate optical sound track, an intermediate master positive or duplicate negative plus optical sound track, and a sound projection print of each motion picture.

b. Sound recordings - the master tape, matrix or stamper, and one disc pressing for each conventional mass-produced multiple copy disc recording and the original tape for each magnetic audio tape recording.

c. Video recordings - the original or the earliest generation of each recording or a kinescope of the recording.

d. Finding Aids and Production Documentation for a., b., and c., existing finding aids such as data sheets, shot lists, catalogs, indexes, and other textual documentation necessary for the proper identification, retrieval, and use of the audiovisual records as well as production case files or similar files which include copies of production contracts, scripts, transcripts, or documentation bearing on the origin, acquisition, release or ownership of the audiovisual production.

PERMANENT. Offer to the National Archives after five years or when no longer needed for current operations whichever occurs first.

e. Additional duplicate prints of a.

DESTROY when no longer needed.

f. Additional duplicate recordings of b. and c.

DESTROY when no longer needed.

OFFICE OF THE ASSOCIATE ASSISTANT SECRETARY FOR REGIONAL PROGRAMS

127. Subject Reference File

Copies or correspondence, reports, newsletters and analysis of program and management functions. The file consists of unofficial documents which are used for reference, answering inquiries, etc.

Review annually. Destroy materials which are superseded or obsolete. (II NNA-2504, Item 3)

128. Reading or Chronological File

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience and information of personnel.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 3)

129. Publication Reference File

Copies of pamphlets, books, and periodicals which are used for reference and informational purposes but are not made a part of official files.

Review annually. Destroy materials which are superseded or obsolete. (NC 174-76-1, Item 5)

130. Controlled Correspondence

Correspondence which Members of Congress, the White House, heads of Agencies, and other individuals or groups which is of a priority nature.

Cut off annually. Destroy when 3 years old. (NC 174-76-1, Item 82)

131. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

OFFICE OF THE DEPUTY ASSOCIATE ASSISTANT SECRETARY FOR REGIONAL PROGRAMS

132. Subject Reference File

Copies of correspondence, reports, studies, and analysis of program and management functions. The file consists of non- official documents which are used for reference, answering inquiries, etc.

Review annually. Destroy materials which are superseded or obsolete. (II NNNA-2504, Item 3)

133. Field Information Memoranda

Original copies of issuances used to transmit information on program activities to field offices. Files consist of the issuances, related correspondence, and an index to the issuances.

PERMANENT. Place in inactive file upon cancellation of memoranda. Hold 3 years and retire to Federal Records Center. Offer to National Archives when 10 years old. (II NNA-2504, Item 2a)

OFFICE OF COMPLIANCE PROGRAMMING

134. Subject Reference File

Copies of correspondence, drafts of reports, organizational plans and charts, and other reference materials.

Review file annually. Destroy materials which are obsolete or superseded. (II NNA-2504, Item 3)

135. Program Working Files

Subject files related to health hazard activities. Files consist of working papers, copies of reports on various health hazards, copies of committee reports and news releases.

Review annually. Destroy materials which are superseded or obsolete. (NN 165-50, Item 9)

136. Trenching and Excavation Project Papers

Working papers related to the development of trenching and excavation standards (1972-1973). The files consist of copies of correspondence, hearing transcripts, copies of comments and other materials leading to the development of OSHA Standards on Trenching and Excavation. Official files maintained in Technical Data Center.

Review annually. Destroy materials which are superseded or obsolete. (II NNA-2504, Item 3)

137. Reading or Chronological File

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for convenience of personnel.

Cut off annually. Destroy when 2 years old. (NC 174-76-1, Item 3)

138. Office Administrative Files

Records accumulated by individual offices relate to routine internal administration or housekeeping activities of the office rather than the functions for which the office exists. These records may include copies of correspondence and reports prepared in the office and forwarded to higher levels and other materials that do not serve as official documentation.

Cut off annually. Destroy when 3 years old. (NC 174-76-1, Item 1)

DIVISION OF OCCUPATIONAL HEALTH PROGRAMMING

139. Technical Equipment File

Catalogues and specifications lists of technical testing equipment. It is used to determine type of testing equipment available and specifications for equipment to be used by compliance officers.

Review annually. Destroy materials superseded or obsolete. (II NNA-2504, Item 3)

140. Equipment Receipts

Extra copies of regional and area office receipts of technical testing equipment. Receipt from Cincinnati testing office notes acceptable performance of equipment. Files are arranged chronologically.

Break file at end of fiscal year. Destroy 2 years after equipment is out of service.

141. Equipment Inventory Log

Current inventory log of technical testing equipment allocated to regional and area offices. Log records type of equipment, office to which equipment is assigned, serial no. etc.

Destroy 2 years after stock balance is transferred to new inventory form.

142. Program Correspondence File

Copies of correspondence and replies to congressional inquiries, complaints, requests for interpretations, and other program matters.

Destroy when 3 years old. (NNA 165-5, Item 1)

143. Project Working Papers

Working papers related to the development of the occupational health compliance program. The file consists of background materials, correspondence, and drafts of reports relating to the health compliance effort.

Review annually. Destroy materials when superseded or obsolete. (NN 165-50, Item 9)

144. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when 3 years old. (NC 174-76-1, Item 1) (II NNA-2504, ITEM 4)

145. Subject Reference File

Articles, publications, and reports relating to actual or potential health hazards. File is used to provide technical reference information, in answering correspondence, and in developing standards.

Review annually. Destroy materials when obsolete, or superseded. (II NNA-2504, Item 3)

146. Feasible Engineering Control Card File

This is a reference file on current engineering methods being used to bring a particular facility into compliance with OSHA standards. File is used as a general reference source and as documentation that established standards can be met. File consists of descriptions of engineering methods or abstracts of articles on current technology in occupational health.

Review annually. Destroy materials when obsolete or superseded. (II NNA 2504, Item 3) (NC 174-76-1, Item 5)

147. Publication Reference File

Copies of OSHA Program Directives, Safety and Health Journals, BNA Safety and Health Reporter, OSHA Standards, and ANSI Standards.

Review annually. Destroy materials when obsolete, or superseded whichever is sooner. (II NNA 2504, Item 2d)

DIVISION OF OCCUPATIONAL SAFETY PROGRAMMING

148. Technical Reference Files

Periodicals and other publications on safety standards including copies of American National Standards Institute, Standards, OSHA Standards, National Fire Codes, Review Commission Newsletters, Commerce Clearinghouse Reports.

Review annually. Destroy materials when superseded or obsolete. (NC 174-76-1, Item 5)

149. Program Correspondence File

Controlled and uncontrolled correspondence consisting of replies to congressional inquiries, letters of complaints, and requests for information, interpretations, or classifications of OSHA Standards and polices.

Destroy when 3 years old.

150. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when 3 years old. (NC 174-76-1, Item 1, II NNA 2504, Item 4)

151. Interagency Jurisdictional Working Papers

Drafts and working papers used for the preparation and interpretation of Memorandum of Understanding between OSHA and other Federal Agencies delineating the areas of enforcement responsibility in Occupational Safety matters. The official case files and copies of the Memoranda of Understanding are maintained by the Division of Interagency Coordination and Legislative Analysis.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner.

152. Jurisdictional Case File

Letters of complaint concerning safety violations which require determination as to what Federal Agency has jurisdiction over the matter. File contains a copy of the letter of complaint, record copy of the letter of transmittal thereto, and related correspondence. Files are arranged by code of alleged violation.

Cut off annually. Transfer to Federal Records Center when 2 years old. Destroy when 5 years old.

153. Case Working Papers

Working papers concerning interpretation of standards, reports on industry compliance with specific standards, and answers to controlled and uncontrolled correspondence. Also working papers and background materials used in the preparation of program directives and field information memoranda. Files consist of correspondence, reports, notes, drafts and program directives.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner. (NN 1650-50, Item 9)

154. Field Operations Manual Working Papers

Files consist of background materials, notes of meetings, correspondence and other materials relating to the addition of chapters and revisions to the Field Operations Manual.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner.

155. Field Operations Manual History File

This file documents the development of the Field Operations Manual; it contains present and all early versions of the manual with official correspondences or other materials relating to revisions of the manual.

PERMANENT. Offer to the National Archives when 10 years old. (II NNA 2504, Item 2a)

156. Publication Reference File

This file is used to serve the reference needs of the office. It contains copies of OSHA directives, OSHA standards, the Federal Register, Congressional Record, and Field Information Memoranda.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner. (II NNA 2504, Item 2d)

157. State Plans

Copies of State Plans used by the division to comment on enforcement provisions of state safety standards. Official copy of State Plans are in the Office of State Programs. Files consist of the State Plans and comments on the effectiveness of the plans.

Destroy plans when obsolete or superseded, whichever is sooner.

158. Interpretation Precedent File

This file consists of correspondence, and other supporting documents relating to the establishment of precedent in the interpretation of an OSHA standard or policy.

PERMANENT. Review annually. Offer to National Archives when 10 years old.

DIVISION OF VARIANCE DETERMINATION

159. Variance Application Files

Original request for relief from an occupational safety and health standard. The file contains the application for a variance, the supporting documents including photographs, blueprints and related correspondences, and final disposition of the variance application.

(a). Temporary Variance - Transfer to Federal Records Center 2 years after expiration of variance.

PERMANENT. Offer to NARS when 20 years old.

(b). Permanent Variance - Transfer to Federal Records Center 2 years after modification of standard makes the need for the variance obsolete.

PERMANENT. Offer to NARS when 20 years old.

(c). Applications which are denied or otherwise not granted:

PERMANENT. Offer to NARS when 20 years old.

(1). Transfer to Federal Records Center when 2 years old.

(20 cu. ft. on hand plus 5 cu. ft. per year)

160. Program Correspondence File

Original correspondences requesting clarification of standards or information on variances. File contains the correspondence and reply. Files are arranged chronologically.

Cut off annually. Transfer to Federal Records Center when 3 years old. Destroy when 15 years old.

161. Variance Denial Letters

Reading copies of denial letters for variances.

Transfer to Federal Records Center when 3 years old. Destroy when 10 years old.

162. Reading or Chronological File

Copies of correspondence prepared and maintained by the originating office. used solely as a reading or reference file for the convenience of personnel.

Cut off annually. Destroy when 2 years old. (NC 174-76-1, Item 3)

163. Subject Reference File

Reference file containing copies of program directives, Field Information Memoranda, administrative directives, copies of Variance Determination System Design Studies, Federal Register, OSHA Safety and Health Digest.

Review annually. Destroy materials when superseded or obsolete. (II NNA 2504, Item 3)

164. Status Reports

Copies of reports summarizing the status of variance applications received. Reports are compiled on a monthly and annual basis. Report documents the number of variances received, number pending, number closed, and reason. Reports are arranged chronologically.

(a) Monthly Reports - Destroy when 2 years old.

(b) Annual Reports - Destroy when 10 years old.

165. Semi-Annual Evaluation Reports

Copies of semi-annual evaluation reports of state occupational safety and health program. Report contains copies of variances granted by states under state program. Report retained for reference purposes. Official copy of report maintained by Office of State Programs.

Destroy when obsolete or superseded, whichever is sooner. (NN 165-50, Item 9)

166. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut of annually. Destroy when one year old. (NC 174-76-1, Item 1)

DIVISION OF MARITIME PROGRAMMING

167. Publication Reference Files

Copies of reports and publications by OSHA, and other government agencies or private institutions maintained for reference purposes for the development or administration of a Maritime Compliance program. Files include ANSI Standards, OSHA Standards and Regulations, Commerce Clearinghouse Reports, etc.

Review file annually. Destroy materials when obsolete or superseded. (II NNA 2504, Item 2d)

168. Field Inspection Reports

Copies of Inspection reports of maritime facilities done by OSHA field offices. Official copies of inspection reports are maintained by the Field Office. These copies are maintained for reference purposes. Arranged alphabetically by name of organization.

Review annually. Destroy when 4 years old. (NNA 165-50, Item 9)

169. Project Working Papers

Working papers relating to development and administration of maritime compliance program. File consists of copies of reports and comments on maritime standards. Files are arranged alphabetically by subject.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner. (NNA 165-50, Item 9)

170. Training Materials

Lecture notes and other materials relating to Maritime safety training courses. Files maintained for reference purposes.

Review annually. Destroy materials when superseded or obsolete, whichever is sooner. (II NNA 2504, Item 11)

OFFICE OF FIELD PERFORMANCE ANALYSIS

171. Reading or Chronological Files

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience and information of personnel.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 3)

172. Transitory Files

Papers held in suspense pending the completion of a forthcoming action of short duration or other materials received of a temporary nature that do not serve as the basis of official actions.

Destroy when 90 days old. (NC 174-76-1, Item 4b)

173. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

174. Program Correspondence File

Controlled and uncontrolled correspondence related to the planning, development, management, or evaluations of National and Regional programs or in response to inquires related thereto.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 2 years old. Offer to National Archives when 12 years old. (NN 165-50, Item 1)

175. Regional Plans

Copies of Regional Plans for Occupational Safety and Health Programs. Files include general policy, correspondence and guidelines for reaching desired goals relating to occupational safety and health. Official copy of Regional Plan maintained by Associate Assistant Secretary for Regional Programs. Files maintained for reference purposes.

Cut off annually. Destroy when 2 years old.

176. Quarterly Review and Analysis

The official quarterly reviews and analysis of activities of the Regions, consisting of employee complaints, number of inspections initiated, violations cited, accident investigations, and utilization of compliance safety health officers.

PERMANENT. Transfer to Federal Records Center when 2 years old. Offer to NARS when 20 years old. (2 cu. ft. on hand plus 1 cu. ft. per year)

177. Project Case File

The official case file documenting studies relating to the development, and evaluation of OSHA Regional Programs, including development and revisions to the Field Performance Evaluation Manual. Files consist of correspondence, the project report, findings or recommendations related to the project and other related materials.

Cut off completed projects at the end of fiscal year. Transfer to Federal Records Center when 4 years old. Destroy when 10 years old. (NC 174-76-1, Item 15)

178. Project Working Papers

Background material, copies of correspondence, and other reference materials related to studies involving the management, analysis and evaluation of OSHA Regional Programs. Files are maintained by subject.

Cut off annually. Destroy 3 years after completion of related project. (NC 174-76-1, Item 15)

179. Publication Reference Files

Copies of reports or publications by OSHA, other government or private institutions maintained for reference purposes in evaluating National, Regional, or State programs.

Review annually. Destroy materials when superseded or obsolete. (II NNA 2504, Item 2d)

OFFICE OF STATE PROGRAMS

180. State Program Activity Report Files

This file consists of the quarterly occupational safety and health program activity report from states approved by OSHA to conduct their own occupational safety and health programs. The file consists of the transmittal letter and the report describing the state's compliance activity, variance requests granted, and status of the States' Standards Development.

Transfer to Federal Records Center when 5 years old. Destroy when 10 years old.

181. Semi-Annual Evaluation Report Files

This file consists of OSHA's semi-annual evaluation of approved State Occupational Safety and Health programs. The evaluation reports are prepared by the regional office and transmitted to the state. The file contains the report and related correspondence.

Transfer to Federal Records Center when 5 years old. Destroy when 10 years old.

182. Annual Program Evaluation Report Files

This file consists of annual reports from states authorized to conduct their own occupational safety and health programs. The files consist of OSHA forms Nos. 115, 116, 117, 118, and 119, which covers the states activities in the areas of personnel, training, consultation financial resources, an occupational injury and illness summary and an annual self-evaluation report.

PERMANENT. Transfer to the Federal Records Center when 5 years old. Offer to NARS when 20 years old. (8 cu. ft. on hand plus 2 cu. ft. per year)

183. State Plans

This file documents the official occupational safety and health plans of those states wishing to create or maintain their own occupational safety and health programs. This file consists of a copy of the approval or change notice published in the Federal Register, the approval grant, the plan as submitted by the state including related correspondence and amendments, state legislation effecting the plan, public comments on the plan, and transcripts of public hearings (if applicable).

PERMANENT. Transfer to Federal Records Center 1 year after plan is discontinued. Offer to NARS 20 years after plan is discontinued. (15 cu. ft on hand plus 3 cu. ft per year)

184. Program Correspondence Files

Correspondence, reports, and other records pertaining to the administration and operation of the office program activities. Files include correspondence with Regional Offices, National Office, and Solicitor of Labor on Occupational Safety and Health legislation, or other letters or memo's from Regional Offices or with individual states which is not part of state plans files.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 2 years old. Offer to National Archives when 10 years old. (NNA 165-50, Item 1)

185. Subject Reference File

This file consists of non-record copies of documents such as correspondence, reports, newspaper clippings and other materials which are used for general reference purposes.

Review annually. Destroy materials when superseded or obsolete. (II NNA 2504, Item 3)

186. Publication Reference Files

Copies of program directives, manuals, or other publications by OSHA, other government or private institutions maintained for general reference purposes.

Review annually. Destroy materials when superseded or obsolete. (II NNA-2504, Item 2d)

DEPUTY ASSISTANT SECRETARY FOR NATIONAL PROGRAMS

OFFICE OF ASSOCIATE ASSISTANT SECRETARY FOR STANDARDS AND FEDERAL AGENCY PROGRAMS

187. Congressional Correspondence File

Original correspondence with Members of Congress and memoranda, reports, and other papers accumulated in the course of preparing replies to Congressional inquiries.

a. Papers containing policy or precedent and requiring extensive research in connection with such inquiries.

Destroy when 3 years old.

b. All other routine correspondence.

Cut off annually. Destroy when 3 years old. (NC 174-76-1, Item 8, 2)

188. Subject Reference File

Office copies of documents such as correspondence, reports, newsletters, program directives and other materials which are used for general reference purposes or for answering inquiries.

Review annually. Destroy materials when superseded or obsolete. (II NNA 2504, Item 3)

189. Correspondence Control Slip

(GSA Form 43) 3 X 5 control slips which are used to control correspondence, within the office.

Destroy when 3 months old.

OFFICE OF FEDERAL AGENCY SAFETY PROGRAMS

190. Federal Safety Advisory Council Files

Official files documenting the activities of the Federal Safety Advisory Council. The files consist of the Articles of the Council, correspondence, and minutes of meetings.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 2 years old. Offer to National Archives when 12 years old. (NN 165-50, Item 10)

191. Advisory Board Presidential Awards Files

Official files documenting the activities of the Advisory Board for the Presidential Safety Awards. The files consist of minutes of committee meetings, correspondence, names of the award nominees, and back-up materials concerning the award.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 2 years old. Offer to the National Archives when 12 years old. (NN 165-50, Item 6o)

192. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (II NNA 2504, Item 4, NC 174-76-1, Item )

193. Departmental Correspondence Files

Correspondences with Federal agencies concerning the establishment and maintenance of effective safety and health programs. The files are arranged by name of agency.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 3 years old. Offer to National Archives when 10 years old.

194. Field Federal Safety Council Files

The official file documenting the activities of Field Federal Safety Councils. The file consists of reports, membership lists, committee correspondence, minutes of meetings, photographs and conference materials.

PERMANENT. Offer to NARS when 20 years old. (3 cu. ft. on hand plus less than 1/2 cu. ft. per year)

195. Reading or Chronological Files

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience of personnel.

Cut off annually. Dispose of when one year old. (NC 174-76-1, Item 3)

196. Complaint Correspondence Files

Letters of complaints from the public or Members of Congress regarding unsafe or unhealthful working conditions. The file contains the original correspondence and the reply.

Cut off annually. Transfer to the Federal Records Center when 2 years old. Dispose of when 5 years old.

197. Evaluation Files

The official evaluation of safety programs of Federal agencies by OSHA. The file contains the official copy of the Evaluation Report signed by the Secretary of Labor, and necessary back-up materials for the report. Files are arranged alphabetically by name of agency.

a. PERMANENT. Cut off annually. Transfer to the Federal Records Center when 3 years old. Offer to National Archives when 20 years old.

b. Destroy remaining files when 22 years old.

198. Annual Agency Safety Reports

Annual reports of Federal Agencies safety activities as required by Section 19 of the Occupational Safety and Health Act. The files consist of agency policy statements, safety procedures, copies of the agency standards, and pertinent photographs, and exhibits. Files are arranged alphabetically by name of Federal agency.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 5 years old. Offer to NARS when 22 years old.(1 cu. ft. on hand plus 1 cu. ft. per year)

199. Fatality and Serious Injury Log

Chronological log of fatalities and serious injuries as reported by Federal agencies.

a. Annual summary - destroy when 5 years old. (NN 165-50, Item 13a)

b. Print-outs of injuries to Longshoremen and Harbor Workers. Destroy when 20 years old. (NN 165-50, Item 13b)

200. Complaint Correspondence Log

Control log on complaints concerning unsafe or unhealthful Federal working conditions. The log records complainant, the Federal agency, the nature of the complaint, the person the complaint was referred to, and the nature of the response.

Destroy when 10 years old.

OFFICE OF STANDARDS DEVELOPMENT

201. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

202. Office Individual Personnel Files

Unofficial personnel folders maintained in the office which consist of documents which are duplicates of papers placed in the official personnel folders. File includes such papers as copies of personnel application or resume, records reflecting training received by individuals, etc. files are arranged alphabetically by name of employee.

Review annually. Destroy documents which have been superseded or no longer applicable. Destroy entire file on transfer or separation of the employee. (NC 174-76-1, Item 21)

203. Controlled Correspondence

Correspondence with Members of Congress, the White House, Agency heads and other individuals or groups which is of a priority nature.

Cut off annually. Destroy when 3 years old. (See Item 4c, 2) (NC 174-76-1, Item 8, 2)

204. Reading or Chronological Files

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reference file for the convenience of personnel.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 3)

205. Program Correspondence Files

Correspondence reports, forms, and other records pertaining to the development of Occupational Safety and Health Standards.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 3 years old. Offer to National Archives when 10 years old. (NN 155-50, Item 1)

DIVISION OF SAFETY STANDARDS DEVELOPMENT

206. Subject Reference Files

Reference materials used in evaluating and developing proposed safety standards. The file consists of copies of correspondences, Federal Register Notices, copies of previous standards, newspaper clippings, books, reports and similar documents. Materials are arranged by subject.

Review annually. Destroy materials when obsolete or superseded.

207. Maritime Inspection Reports

Duplicate copies of Forms NAR-14 and NAR-15 which are used by accredited inspection agencies to certify the inspection of material handling devices as to compliance with OSHA standards. Official copies of the inspection forms are maintained by the field offices.

Destroy when 3 years old.

208. State Accreditation Files

This file documents the compatibility of state accreditation activities of shore based material handling devices with OSHA standards. The files consist of correspondence with state agencies, copies of their regulations and other related materials. Files are arranged by state.

Review annually. Destroy materials which are obsolete or superseded.

209. Laboratory Accreditation Files

This file documents the application from laboratories for OSHA certification to perform laboratory tests on safety equipment. Files consist of the application, correspondence, and supporting documentation from applicant.

Review annually. Transfer to inactive files 2 years after close of active accreditation. Destroy inactive files when 4 years old. (NN 165-50, Item 19)

210. Duplicate Variance Request Files

Copies of requests for variance from OSHA safety standards. These requests are reviewed and evaluated by the Division of Safety Standards development prior to action by the Division of Variance Determinations. Office copies of variance requests are maintained by the Division of Variance Determinations.

Review annually. Destroy materials no longer needed for reference purpose.

211. Program Correspondence Files

Correspondence, reports, forms and other records pertaining to the administration and development of safety standards.

PERMANENT. Cut off annually. Transfer to the Federal Records Center when 3 years old. Offer to National Archives when 12 years old. (NN 165-50, Item 1)

212. Safety Standards Development Project Papers

Working papers which constitute the background materials relating to the development of safety standards. The file consists of copies of correspondence, notes, minutes of committee meetings on proposed standards, transcripts of hearings and comments from interested parties. Official copies of these materials are kept in the Technical Data Center.

Review annually. Destroy materials when superseded or obsolete.

213. Maritime Inspection Accreditation Files

This file documents the application by an agency or organization to perform certification of maritime cargo gear equipment and shore based materials handling devices. The file consists of the official application, financial information and other supporting data from the applicant. Files are arranged by name of accredited organizations.

Review annually. Transfer to inactive files 2 years after close of active accreditation. Destroy inactive files when 4 years old. (NN 165-50, Item 19)

214. Longshoring Program Correspondence Files

Correspondence, reports, forms, and other records pertaining to the administration and operation of longshoring safety standard development.

PERMANENT. Cut off annually. Transfer to the Federal Records Center when 3 years old. Offer to National Archives when 10 years old. (NN 165-50, Item 1)

215. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes the documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

216. Shipyard Technical Reference Files

Copies of correspondence, reports, studies, special compilation of data, periodicals, and newspaper clippings, which are for reference and information purposes but are not made part of the official files.

Review annually. Destroy materials when obsolete or superseded. (NC 174-76-1, Item 5)

DIVISION OF HEALTH STANDARDS DEVELOPMENT

217. Health Standards Technical Reference File

Documents serving the technical reference needs of the staff on a variety of matters relating to the development of health standards. Documents include American National Standards Institute drafts and standards, publications of committees and associations concerned with health standards copies of reports, studies, periodicals, newspaper clippings, previous standards and amendment to standards. Materials are arranged by subject.

Review annually. Destroy materials when superseded or obsolete. (NC 174-76-1, Item 5)

218. Health Standards Development Project Files

These files document the development of a proposed standard controlling an occupational health hazard. The files consist of copies of minutes of Advisory Committee meetings, National Institute of Occupational Safety and Health criteria documents, correspondence, exhibits, comments, hearing transcripts, drafts and revisions to the proposed standard. Official copies of these materials are maintained by the Technical Data Center.

Review annually. Destroy materials when superseded or obsolete.

219. Occupational Safety and Health Review Commission Decisions

Copies of decisions by the Occupational Safety and Health Review Commission on contested sections of OSHA standards. These documents are used for reference purposes in drafting new standards.

Review annually. Destroy materials when superseded or obsolete. (NC 174-76-1, Item 5)

220. Duplicate Variance Request File

Copies of variance requests which are reviewed and evaluated by the Division of Health Standards Development prior to action by the Division of Variance Determination. The file consist of the variance request and comments by the Division of Health Standards Development. These files are maintained for reference purposes. Official copies of variance requests are maintained by the Division of Variance Determination.

Review annually. Destroy materials when superseded or obsolete.

221. General Correspondence Files

Official copies of correspondence from individuals or groups requesting information on standards, interpretation of standards, or determinations as to whether certain products are in compliance with established standards. The files contain the reply and any necessary back-up materials.

Cut off annually. Transfer to Federal Records Center when 2 years old. Destroy when 7 years old. (NC 174-76-1, Item 16)

222. Safety and Health Regulations Files

The Camera Copy of each volume of the Safety and Health Regulations with the revisions and amendments to the regulations. This serves as a history of the Safety and Health Regulations and amendments to those regulations. Files are maintained by Volume of the regulations.

Vol. 1 - General Industry Standards Vol. 2 - Maritime Employment Standards Vol. 3 - Construction Standards Vol. 4 - Other Regulations and Procedures Vol. 5 - Field Operations Manual

PERMANENT. Transfer to the Federal Records Center when 7 years old. Offer to National Archives when 20 years old. (II NNA 2504, Item 2a)

223. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

ASSOCIATE ASSISTANT SECRETARY FOR TRAINING, EDUCATION, AND CONSULTATION PROGRAMS

OFFICE OF EMPLOYER SELF-INSPECTION AND CONSULTATION PROGRAMS

224. Administrative Files

Records accumulated which relate to routine internal administration or housekeeping activities of the office. These papers relate to the office organization, office procedures and communications, and administration of office personnel. This file includes documents concerning the expenditure of funds in the internal administration of the office, including budget workpapers, supplies, and travel vouchers, and documents regarding the use of office space and utilities.

Cut off annually. Destroy when one year old. (NC 174-76-1, Item 1)

225. Transitory Correspondence

Routine requests for information or publications which require no administrative action, no policy or programs decisions, and no special compilation or research for reply.

Destroy when reply is made or information is furnished. (NC 174-76-1, Item 6a)

226. Program Correspondence

Correspondence, reports and other records pertaining to the administration and operation of program activities. Files contain both controlled and uncontrolled correspondence.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 3 years old. Offer to National Archives when 10 years old.

227. Employer Recordkeeping Reference File

This file consists of statistical reference materials used for determining where to concentrate OSHA efforts in its voluntary compliance program. The file consists of data from the Bureau of Labor Statistics on injuries and fatalities, and other related statistical information from OSHA's management information system.

Review annually. Destroy materials when superseded or obsolete.

228. Publications Reference Files

Files consist of pamphlets, newsletters, bulletins, books published by banks, insurance companies and other institutions concerning the establishment of effective Occupational Safety and Health Programs. Materials are geared towards the small businessman in specific industries.

Review annually. Destroy materials when superseded or obsolete. (II NNA 2540, Item 26)

229. Subject Reference Files

Files consist of copies of reports, studies, periodicals, newspaper clippings, copies of correspondence which serve the general program reference needs of the office.

Review annually. Destroy materials when obsolete or superseded. (II NNA 2504, Item 3)

OFFICE OF TRAINING AND EDUCATION

230. Office Individual Personnel Files

Unofficial personnel folders maintained in the office which consist of documents which are duplicates of papers placed in the official personnel folders, or which are not appropriate for inclusion in the official personnel folders. File includes such papers as copies of personnel application or resume, records reflecting training received by individuals and copies of official documents. Files are arranged alphabetically by name of employee.

Review annually. Destroy documents when superseded or are no longer applicable. Destroy entire file on transfer or separation of the employee. (NC 174-76-1, Item 21)

231. Program Correspondence Files

This file consists of correspondence, reports, forms and other records relating to the development and implementation of Occupational Safety and Health Training and Education programs. Files are arranged by subject.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 3 years old. Offer to National Archives when 10 years old. (NN 165-50, Item 1)

232. Training Contract Monitoring Case Files

These are the working files maintained by the training office for monitoring contracts with universities or other institutions in the development of or conducting training programs in the area of Occupational Safety and Health. The file consists of copies of the proposal, a contract, work statement, contract report, and correspondence relating to the monitoring of the contract. Files are arranged alphabetically by name of contractor.

Cut off files at the close of the fiscal year in which the contract is terminated. Transfer to Federal Records Center 2 years after contract is closed. Destroy when 7 years old. (NN 165-50, Item 12 and 17)

233. Training Proposal Files

This file consists of unsolicited proposals and supporting papers to conduct or develop training program in the area of Occupational Safety and Health. Files are arranged alphabetically by name of contractor.

(a) Awarded Proposals - Place in training monitoring case files.

(b) Rejected Proposals - Cut off at the end of fiscal year in which denied. Destroy when 2 years old. (NN 165-50, Item 17)

234. Publication Reference Files

Copies of reports or publications by OSHA, other government agencies or private institutions maintained for reference purposes in developing or conducting Occupational Safety and Health Training programs.

Review file annually. Destroy materials when obsolete or superseded. (II NN5-2504, Item 11)

235. Official Administrative Files

Documents accumulated by the office which relate to routine internal management or general administration rather then the function for which the office exist. These records may include copies of correspondences and reports prepared in the office and forwarded to higher levels and other materials which do not serve as official documentation. This includes also papers relating to obtaining housekeeping-type services from offices responsible for providing them.

Cut off at close of fiscal year. Destroy when 2 years old. (NC 174-76-1, Item 1)

DIVISION OF EDUCATIONAL PROGRAMS

236. Reading Files

Extra copies of correspondence prepared and maintained by the originating office, used solely as a reading or reference file for the convenience of personnel.

Cut off annually. Destroy when one year old or after reference value has been exhausted, whichever is sooner. (NC 174-76-1, Item 3)

237. State Plans

This file consists of duplicate copies of Occupational Safety and Health plans as submitted by states under section 18 of the Occupational Safety and Health Act of 1970. The training office reviews the educational aspects of these state plans. The official copy of Occupational Safety and Health plans as submitted by states are maintained by the Office of State Programs and Regional Programs. The plans are arranged alphabetically by name of state.

Review annually. Destroy when superseded, or obsolete. (NN 165-50, Item 12)

238. Employer/Employee Training Record

This file consists of OSHA Form 66 which is an individual record of training received under OSHA educational training contracts. This form is used to prepare the Quarterly Review and Analysis Report, and the Annual Report to Congress. Information on forms are keytaped for computer purposes.

Transfer to inactive files when the Annual Report is prepared. Destroy when succeeding report is published. (NN 165-50, Item 17)

DIVISION OF TRAINING DEVELOPMENT

239. Program Correspondence Files

This file consists of correspondence reports, forms, and other documents relating to the development and implementation of Occupational Safety and Health Training and Education Programs.

PERMANENT. Cut off annually. Transfer to Federal Records Center when 2 years old. Offer to National Archives when 12 years old. (NN 165-50, Item 1)

240. Audio Visual Services Files (See items 122 and 126)

This file consists of films, slides, and video tapes developed for training programs in the area of Occupational Safety and Health (Materials date back to 1940's)

PERMANENT. Offer to the National Archives when current program use is ended or when 5 years old, whichever is sooner.

241. Training Program Records

This file consists of scripts and other written materials prepared for training programs in the area of Occupational Safety and Health. Official copies of these documents are maintained by the Technical Data Center.

Destroy materials which are obsolete, superseded, or no longer needed for reference purposes, whichever is sooner. (NN 165-50, Item 12)

APPRAISAL REPORT

Disposal Job No. NC-100-76-1

Recommended for Disposal:

The items for which disposal authority is requested are disposable because they do not have sufficient value for purposes of historical or other research, functional documentation, or the protection of individual rights to warrant permanent retention by the Federal Government.

Approved for Permanent Retention:

Items 1a, 2, 5, 8, 9, 11a, 12, 17a, 22a, 25, 29a, 29b, 29c, 30, 32a, 37a, 39, 43, 47b, 51, 52, 62a, 86a, 89, 90, 112, 121a, 122a, 126a, 126b, 126c, 126d, 155, 158, 159a, 159b, 159c, 174, 176, 182, 183, 184, 190, 191, 193, 194, 197a, 198, 205, 211, 214, 222, 226, 231, 239, and 240. These items identify substantive records that have been appraised by the National Archives and Records Service as having archival value in that they document significant Occupational Safety and Health Administration organization, function, and accomplishments. These permanent records will be offered to the National Archives at the time indicated in the schedule.

Appraiser: Richard G. Davis 11/18/76

Approval Recommended: Carmelita S. Ryan 11/22/76

Acting Director Records Disposition Division

       Approval Recommended:       Daniel T. Goggin    12/7/76
                                   Director
                                   General Archives Division

       Approval Recommended:       James W. Moore      12/7/76
                                   Director
                                   Audiovisual Archives Division

Appendix B

Records Schedule Index

This index cross-references the items in Records Disposition Schedule NC-100-76-1 to existing OSHA programs and offices. The Schedule was developed and arranged by the then existing organization. The organization of the Agency has changed since the Schedule was developed. Therefore, the organizational arrangement of the Schedule is no longer valid.

When using this index, locate your program and/or office under the "Organization" column. The disposition schedule item numbers are located under the "Item Number" column. Turn to the item numbers in the Schedule and search the description of the items until you find the description fitting the records whose disposition you wish to determine. Disregard the organizational titles appearing in the Schedule.

Organization Item Number

Office of the Assistant Secretary 1-4

Equal Employment Opportunity Staff 14-16 Office of Information and Consumer Affairs 5-13, 117-126 Office of Field Coordination and 127-133 Experimental Programs Advisory Committees 19-22

Directorate of Policy, Legislation and 51-53, 58-63

Interagency Programs (All Offices)

Directorate of Training, Education, 187-189

Consultation and Federal Agency Programs Office of Consultation Programs 224-229 Office of Training and Education 230-241 Office of Federal Agency Programs 190-200

Directorate of Health Standards Programs 187-189,

  (All Offices)                                   201-205,
                                                  217-223

Directorate of Safety Standards Programs 187-189,

(All Offices) 201-216

Directorate of Administrative Programs 17-18

Office of Personnel Management 68-85 Office of Administrative Services 86-87, 94-102 Office of Management Data Systems 23-32, 40-50 Office of Management Systems and 86-93 Organization Office of Program Budgeting, Planning, and 54-57, 103-116 Financial Management

Directorate of Federal Compliance and 127-133

State Programs Office of Field Performance Analysis 171-179 Office of State Programs 180-186 Office of Compliance Programming 134-138

Directorate of Technical Support 187-189

Office of Regulatory Analysis 201-205 Office of Variance Determination 159-166 Technical Data Center 33-39 Office of Science and Technology Assessment 201-205 Office of Statistical Studies, Coordination, 64-67 and Analysis

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