REQUEST FOR REC SPOSITION AUTHORITY

DARDS AND TECHNOLOGY

3 MINOR SUBDIVISION

In accordance with the provIsIOns of 44USC 3303a the drsposrtron request,including amendments, IS approved exceptfor Items that be marked "drspositionnot In column 10

4. NAME OF PERSON WITH WHOM TO CONFER 5 TELEPHONE

301-975-4064SUE C. COXDA

6. AGENCY CERTIFICATIONI hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its recordsand that the records proposed for disposal on the attached __ page(s) are not now needed for the businessof this agency or will not be needed after the retentionreriods syecified; and that written concurrence fromthe General Accounting Office, under the provisions 0 Title 8 0 the GAO Manual for Guidance of FederalAgencies,

l!:l is attached; or 0 has been requested.TITLE

RECORDS MANAGEMENT OFF lEER4-10-1992CY REPRESENTATIVE

7.ITEMNO

8. DESCRIPTION OF ITEM AND PROPOSED DISPOSITION

SEE ATTACHED REVISED NIST RECORDS SCHEDULE(ITEMS HAVE BEEN RENUMBERED TO INDICATE DELETIONS AND

NEW RECORDS)

9 GRSORSUPERSEDEDJOB CITATION

10. ACTIONTAKEN (NARA

USE ONLY)

STANDARD FORM 115 (REV. 3-91)Prescribed by NARA

36 CFR 1228

• •u.s. Department of Commerce

National Institute of Standards and Technoloqycomprehensive Records Schedule

Table of ContentsIntroduction 1

~G~e~n~e~r~a!..:ll!:.......lR=:;e:.c:.o::..=.r.=d=s • • • • • • • • • • •1. Publications . • • . . .• . ....••.2. Unofficial, Routine, or Informal Publications,

Newsletters, Bulletins, Technicalendars, andAnnouncements . . . . . . . . . . . . . . . . .Manuscr ipts . . . . . . . . . . . . . . . . . . . .Administrative Issuances . . . • . . . . .Technical and General Reference Materials .Reading Files (also known as "Chron" or DayFiles) .Negatives, Photographic Prints, Posters, andGraphic Arts . . . . . . . . . . . . . . . . . . .Audiovisual Records . . . . . . . . . . . . . .

33

3.4.5.6.

4445

57.

8.57

operating unit or Division Administrative Records . . . . .. 89. Administrative Correspondence Subject Files

Maintained at the Operating unit (OU) Level . . .. 910. Administrative Correspondence Subject Files

Maintained at the Division Level or Lower . . . .. 911. Domestic Guest Researcher Records . . . . . . . .. 912. Participants in Experiments, Studies, and Surveys. 913. Project Labor and Cost Distribution Records. . .. 1014. Test Fee Records . . . . . . . . . 1015. Interdivision Work Orders . . . . . . . . . 1116. Cash Transmittal Records . . . . . . . 11

committee, Board, and Conference Records . . . . . . .. 1117. NIST Committee and Conference Records. . . . . .. 1118. Non-NIST Sponsored Committee and Conference

Records 1219. Committee Member Directory and Index Records . .. 1320. Standing Administrative Committee Records. 13

Records of the Director's Office . . . . . . . . . . . . .. 1321. Director's Administrative Correspondence Subject

Files . . . . . . . . . . 1322. Visiting Committee on Advanced Technology and

Board of Assessment Records . . . . . . . . . . .. 1423. Deputy Director's Administrative Correspondence

Subject Files . . . . . • . . . . . . . . . . . 1424. Associate Director's Administrative Correspondence

Subject Files . . . . . . . . . . . . . . . . . .. 15

i

• •Scientific and Technological Records . . . . . . .

25. Test Folders (Calibration, Certification, andMeasurement Test Records) • • . . • . . • • • .Indexes to Test Folders in Technical DivisionsProject Case Files • • . • • . •• ....••Research notebooks . • . • • • • • . . • • • .Machine, Instrument, and Laboratory Log Books •Technical Standards and Specification Reference

26.27.28.29.30.

Files . . . . . . . . . . . . . . . . . . . . .31. NIST Standard Reference Material (SRM), Standard

Reference Data (SRD) , and Other National StandardTechnical Development and Specification Records 20

32. Equipment, Machine, and Instrumentation DesignDrawings, and Related Records • • . . • • • . • . • 20

Patent Records . . . . . . . . . . . . . . . . . . . . .33. Patent Filing Records. • . . . . •. . ..34. Foreign Patent Filing Records ....•...••.35. Patent Licensing Records .•••..••...••

cooperative Research Records . . . . . . . . . .36. Cooperative Research and Development Agreement

(CRADA) Records . • . • . • • . • . • • .Advanced Technology Program Records . . . . . . . . . .

37. Advanced Technology Program (ATP) CooperativeAgreement Proposals . . . • . . • • . • • • .

Accreditation Program Records . . . .38. Accreditation Case Files

Standards Code and Information Program (SCIP) Records39. Accreditation Body Case Files .••.••..••.40. Laboratory Status Records . . • .. . •..••

weights and Measures Program Records . . . . . . . . . .41. National Type Evaluation Certification Case Files .42. Weights and Measures Specifications Files ••.•.43. State and Local Government Legislative Reference

Records .44. Weights and Measures Training Modules •.

Energy-Related Inventions Program Records . . . . . . . .45. Energy-Related Invention Disclosures ..•46. Consultant Files • . • • • . •• . ..•...47. Energy-Related Inventions Program Conference

Records . . . . . . . . . • . . . . . • • . . .

Metric Program Records . .. .... ...48. Interagency Committee on Metric Policy (ICMP)49.

Records . . . • . . . . . . . . • . . .Metric Program Implementation Plans and Reports

. .ii

15

1516171920

20

21212122

23

23

23

23

2424

242525

252526

2626

262727

27

28

2828

• •50. Metrication Operating committee (MOC) Records. 29

Public Affairs Records . . . . . . . . . . . . . . . . . . . 2951. Publications and News Releases . . . • . . 2952. Media Query Records. . • . • • . . . . 2953. Conference, Meeting, and Seminar Records . . . 29

Physical54.

55.56.

Plant and Building Services Records . . . .Architectural, Design, Modification, ServiceDrawings and Related Records . • . . . . .Design Project (DP) Case Files . . . . . . . .Building Construction and Service Work Orders .

~P=e=r=s=o~n=n~e~l~R~e~c:=o=r=d=s• • • • • •• •••••••••••••57. Demonstration project Vacancy Case Files .58. Demonstration project Payout Files .59. Time and Attendance Source Records .60. Time and Attendance Input Records • . .. . ..61. Labor-Management Relations Records . .. . ..62. Standards of Conduct Records .63. Intergovernmental Personnel Act Assignment

64.65.66.67.68.

Personnel69.70.71.72.

Folders . . . . . • . . . • . . .Reduction in Force (RIF) Records . . . . .Classification Appeal Case Files . . . . . . . . .Employee Awards Records . • . . . . . . . . . . . .Performance Improvement Plans • . . . • . . . . • .Thrift Savings Plan (TSP) Records . ....

and Physical security Records . . . . . . . . .Employee Security Clearance Case Files and CardsKey Control Records . . . . . . . . . . . . . . . .NIST Employee Locator System Records . . . . .Personal and Physical Security AdministrativeSubject Files . • . . . . . . . . . . .

30

303031

31313131323233

333334343535

36363636

37

International and Academic Affairs Records . . . . . . . 3773. Foreign Scientific Guest Researcher Records. . • . 3774. Foreign Visitors and VIP Records . . . . . . . .. 3875. NIST/National Research Council (NRC) Postdoctoral

Associateship Records . . . . . . . . . . . . . 3876. Postdoctoral Associateship Appointment Records 3877. Foreign Trip Reports . .. 3978. Sensitive Mail Records . . . . . . . . . . 3979. Country Files. . . .. 3980. International (Bilateral or Multilateral)

Agreement Records . . • .. 3981. International projects Records . . . . . . . . 40

congressional and Legislative Affairs Records . . . . 4082. Appropriation and Authorization Records. . . . 4083. Legislative Proposals. • • • • • • • • • • • • • • 4084. Congressional Hearings Records . . . . . . . • . . 40

iii

• •85. state Files and constituent Correspondence . . . . 4186. Current Legislation Records . • • . . . . . . . . . 4187. Weekly Reports/Legislative Summary . . . . . . . . 4188. Hearing and Markup Reports . .. 4189. Monthly Update Report on Bills . . . . . . . . . . 41

Budget Office Program Records . . . . . . . . . .90. Official Budget Submission Records ..•.91. Budget Workpapers and cost Statements .92. Budget Office Apportionment Records •...•.93. Budget Office Correspondence subject Files ....94. Budget Reports . . . . . . . . . .. . ..

purchasing. Acquisition. and Assistance Records ...95. Grant, Cooperative Agreement, and Fellowship Case

Files . . . . . . . . . . . . . . . . . . . . .96. Purchase Orders, Requisitions, and Contracts

Environmental. Health. and Safety Records . . . . . . . .97. Environmental Hazard Files .98. Hazardous Waste Disposal Manifests and Reports99. Occupational Health and Safety Building Area

Monitoring, Testing, and Exposure Level ComplianceRecords . . . . . . . . . . . .

100. Employee Exposure Records .....101. Injury Reports and Case Files . • .102. Safety Equipment Allowance Records

Health Physics Records . . . . . . . . . . . . . . . .103. Regulatory Compliance Subject Files .....

424242424243

43

4343

444444

44454546

4646

Nuclear Reactor Program Records . . . . . . . . . . . . . . . 46104. Nuclear Reactor Licensing Records. . . . . 46105. Nuclear Reactor Operator License Files . . . . . . 47106. Console Logbooks, Supervisor's Logbooks, and

Instrumentation Logbooks . . . . . . . . . . . 47107. Employee Training and Indoctrination Records . . . 47

Information and Library services Records . . . . . . . . . . 47108. Interlibrary Loan Requests • . . . . . . . 47109. Library Overdue Notices (Charge Cards) .... 48

iv

• •u.s. Department of Commerce

National Institute of Standards and Technoloqycomprehensive Records Schedule

IntroductionThe National Institute of Standards and Technology (NIST),

formerly the National Bureau of Standards, was established onMarch 3, 1901, by "An Act to Establish the National Bureau ofStandards" (31 Stat. 1449). In 1988, with the passage of theOmnibus Trade and Competitiveness Act (Public Law 100-418, 15U.S.C. 272), the name was changed to NIST, and the agency wasdirected to assist industry in developing technology to improveproduct quality; to modernize manufacturing processes; to ensureproduct reliability; and to facilitate rapid commercialization ofproducts based on new scientific discoveries. As a nonregulatoryagency of the Department of Commerce, NIST aids u.S. industrythrough research and services; carries out selected programs inpublic health and safety and environmental improvement; andsupports the u.S. scientific and engineering research communitiesthrough fundamental research.

NIST conducts basic and applied research in the physicalsciences and engineering, and develops measurement techniques,test methods, standards, and related services. The Institutealso conducts generic and precompetitive research and developmentwork on new advanced technologies to facilitate technologytransfer and commercialization. NIST offers direct technical andfinancial assistance to u.S. based companies to assist inleveraging research and development investments; maintainsmeasurement and standards services such as Standard ReferenceMaterials, Standard Reference Data, and equipment calibrationsand testing; conducts joint research with industry, university,or other government scientists and engineers; participates instandards activities with local, state, and federal governments,private industry, and international standards organizations; andmakes selected facilities available for cooperative research andproprietary projects. Major research areas include electronicsand electrical engineering, manufacturing engineering, chemicalscience and technology, physics, materials science andengineering, building and fire research, computer systems, andcomputing and applied mathematics.

This comprehensive agency records schedule identifiesongoing series of records maintained throughout NIST by alloperating units and divisions, and provides authorizeddisposition instructions for the unique program records createdand maintained at NIST. This schedule should be used inconjunction with the General Records Schedules which cover commonadministrative and housekeeping records created, received, andmaintained in many government agencies, or throughout the entire

1

• •federal government. The use of both of these schedules ismandatory.

Records management in the federal government is a statutoryresponsibility of the Archivist of the united states and theheads of federal agencies, as defined in 44 U.S.C. Chapters 29and 33. The Federal Records Act, 44 U.S.C. Chapter 33, definesfederal records as "all books, papers, maps, photographs, machinereadable materials, and other documentary materials, regardlessof physical form or characteristics, made or received by anagency of the united states Government under Federal law or inconnection with the transaction of public business and preservedor appropriate for preservation by that agency or its legitimatesuccessors •••• " There are other laws and regulations thatgovern recordkeeping in the federal government contained in theCode of Federal Regulations, the Privacy Act, the Freedom ofInformation Act, and other statutes. Federal records must bescheduled, and may not be destroyed without authorization fromthe Archivist of the united states in the form of an approveddisposition instruction. The authorized dispositions in thisschedule apply to all information regardless of the media,physical characteristics, or physical format of the recordsunless disposition authorization for a specific record media orformat is listed separately.

Record disposition and destruction applies to all suchdocuments regardless of whether records are already in storage orin operating units' files. To arrange for storage of inactiverecords, prepare Form NIST-1153, Records Transmittal and Receipt.Send the original and two (2) copies to the NIST RecordsManagement Office; one (1) copy is to be placed in the front ofthe first box of records that is to be sent to storage.Unscheduled records (records that are not listed on this recordschedule or other approved authority) cannot be removed fromoffice space or stored at a Federal Records Center.

Destruction of all agency records must be approved by theNIST Records Management Officer, and must be coordinated throughthe NIST Records Management Office. Authorized disposition isbased on the actual date of creation of records (files), or theactual date of closure of records (files).

For assistance concerning the disposition of records notlisted in this schedule, or for questions concerning thedefinition of federal records, records management at NIST, or theprocedures to retire records from active office space, recordsdestruction procedures, or other records matters, refer to NISTsubchapter 2.06, Records Management, or contact the NIST RecordsManagement Office or the division records liaison in theappropriate operating unit.

2

• •General Records

This section describes common records that may be locatedthroughout all NIST operating units, divisions, sections, andother offices. The provisions of this schedule apply whereverrecords performing the function or functions described below arefound regardless of the operating unit, division, or the locationof the records in NIST. In some instances, specific NIST officesare identified as the office of record, and dispositioninstructions for records in those custodial offices are provided.

1. PublicationsOne copy of all official NIST and NCWM (National Conferenceon Weights and Measures) publications formally coordinated,prepared, and printed by the Government Printing Office,private contractors, or the agency itself including annualreports to Congress and the Secretary of Commerce; specialstudies conducted by NIST or under contract to NIST;journals, technical reports, catalogs, and other research orscientific publications; procedural or policy manuals,handbooks, and other agency guidance; public relations andeducational materials prepared to furnish information or topromote agency programs and operations to the public.Office of Record: Washington and Boulder Editorial ReviewBoard officesAUTHORIZED DISPOSITION:a. Official record set. One copy of each official NIST

and NCWM publication, scientific paper, projectreport, or other published material.PERMANENT. Break files annually and transfer to theFederal Records Center. Transfer to the NationalArchives when 25 years old.

b. All other copies. Duplicate copies of official NISTand NCWM publications maintained by operating units anddivisions for convenience of reference.Destroy when no longer needed for current agencybusiness.

c. Publication clearance and review records. Filescontaining official documentation of the NISTpublication review and approval process, including FormNIST-114, Manuscript Review and Approval, orequivalent.

3

• •Destroy 3 years after notification of publication.

2. Unofficial, Routine, or Informal publications, Newsletters,Bulletins, Technicalendars, and AnnouncementsPublications circulated or distributed to NIST staff forinformational purposes. These publications are notconsidered to be official NIST publications, nor have theybeen submitted to editorial review board offices or receivedother formal review and approval prior to publication.AUTHORIZED DISPOSITION: Destroy when no longer needed forcurrent agency business.

3. ManuscriptsPreliminary drafts and final copies of research reports,articles, bibliographies, and other professional workusually submitted for review to NIST or other publisher bythe author.AUTHORIZED DISPOSITION:a. Published manuscripts

Destroy after publication, or when no longer needed forcurrent agency business.

b. Unpublished manuscriptsDestroy when 15 years old.

4. Administrative IssuancesThe original copy, or distribution copies, of all NISTdirectives, bulletins, organization charts, functionalstatements, administrative manuals, and similar records.Office of Record: Management and Organization DivisionAUTHORIZED DISPOSITION:a. Official Record Set

The original file copy of all NIST directives,bulletins, organization charts, functional statements,and administrative manuals.

4

• •PERMANENT. Break files every 5 years and transfer tothe Federal Records Center. Transfer to the NationalArchives when 25 years old.

b. All other copiesDestroy when superseded or when no longer needed forcurrent agency business.

c. Workinq papers and backqround materials. Filescontaining a record of concurrence, comments,clearances, and other background notes or issuancehistory records for agency directives, issuances andbulletins.Break files annually and transfer to the FederalRecords Center. Destroy when 10 years old.

5. Technical and General Reference MaterialsNon-record or duplicate copies of books, publications,manuals, reports, newsletters, professional journals,reprints, trade catalogs, and other similar materialsmaintained solely for convenience of reference.AUTHORIZED DISPOSITION: Destroy when superseded, obsolete,or no longer needed for current agency business.

6. Readinq Files (also known as "Chron" or Day Files)Duplicate copies of outgoing correspondence prepared by NISTorganizational units and circulated to staff, or maintainedin offices solely for convenience of reference.AUTHORIZED DISPOSITION: Destroy when no longer needed forcurrent agency business, or when 5 years old, whichever issooner.

7. Neqatives, Photoqraphic Prints, Posters, and Graphic ArtsPhotographic negatives, prints, transparencies, and slidesof laboratory and scientific instruments, special labapparatus, tests, and research in progress; portraits ofsenior Institute officials and prominent staff; andillustrations for publications, technical papers,presentations, and exhibitions. Photographic negatives,prints, and slides are normally maintained in operatingunits and divisions throughout the Institute.

5

• •NOTE: For each type of audiovisual record designated aspermanently valuable, the specific components required by 36CFR 1228.184 for preservation, reproduction, and referenceare listed below.Black and white and color negative photography: theoriginal negative, a captioned print, or for color negativephotography, a duplicate negative, if one exists.Color transparency and slide photography: The original andone duplicate copy.Slide sets or filmstrips and accompanying audio recordingsor scripts: Two copies.Graphic arts and posters: Two copies.

AUTHORIZED DISPOSITIONS:-/ a. original or master negatives, slides, and photographic

printsPhotographic records of the NIST research campusincluding architecturally or historically significantNIST buildings, research facilities, and laboratories;especially significant or precedental laboratoryequipment or apparatus, and research projects andexperiments that are not maintained as a part of theofficial project case file (Item 27); noted disasterinvestigations; and portraits of senior agencyofficials or distinguished NIST researchers.PERMANENT. Break files every 5 years and transfer tothe National Archives in 5-year blocks when 25 yearsold.

1 b. Posters and other graphic artsPERMANENT. Transfer two copies of each poster orgraphic art product to the National Archivesimmediately upon publication.

c. Routine photographs, negatives, slides, graphics arts,and postersPhotographic records, posters, and graphic arts ofroutine award ceremonies, common laboratory equipment,routine research projects, and duplicate copies ofslides, transparencies, or photographs used foraudiovisual presentations.

6

•Destroy when no longer needed for current agencybusiness, or when 10 years old, whichever is sooner.

,,/ dI •

Public Affairs photographs, negatives, and slidesPhotographs, slides, negatives, graphic arts, andposters documenting NIST public affairs activities, orused for annual reports or other publications, newsreleases, project bulletins, exhibits, and other publicaffairs or communications purposes.Office of Record: Public Affairs DivisionPERMANENT. Break files annually and transfer to theNational Archives when 10 years old.

e. Physical plant and facilities photographs, negatives,and slidesPhotographs of routine facilities modifications, minoroffice renovations, mechanical, heating, ventilatingequipment, and minor building alterations.Break files annually and transfer to the FederalRecords Center. Destroy when 20 years old.

'I 8. AUdiovisual RecordsSound recordings, videotapes, motion picture films andequivalent or related records created or produced by NIST,or acquired from other outside sources.NOTE: For each type of audiovisual record designated aspermanently valuable, the specific record componentsrequired by 36 CFR 1228.184 for preservation, reproduction,and reference are listed below.video recordings: The original or earliest generation ofeach video recording, and a dubbing, if one exists.Sound recordings: The original or earliest generation ofeach audiotape recording, and a dubbing, if one exists.Motion pictures:

Agency-sponsored films: The original negative or colororiginal plus separate sound track, an intermediatemaster positive or duplicate negative plus opticalsound track, and a sound projection print or videorecording.

7

• •Acquired films: Two projection prints or oneprojection print and a video recording.Unedited footage: The original negative or colororiginal, work print, and an intermediate masterpositive or duplicate negative, if one exists,appropriately arranged, labeled, and described.

Office of Record: public Affairs Office, AudiovisualRecords GroupAUTHORIZED DISPOSITION:

i a. Official record setThe original master sound or video recording, or theoriginal film negative and one print of motion picturefilm that documents scientific and engineering researchactivities conducted at NISTi public affairs or newsinterviews with NIST officials and staffi news releasesand public service announcementsi and other productionscreated to disseminate agency information regardingNIST operations and programs to the public.PERMANENT. Break files every 5 years and transferdirectly to the National Archives.NOTE: The National Archives reserves the right todispose of any material already appraised as disposableunder the General Records Schedules or other approvedagency schedules, as well as all duplicate,unidentifiable, fragmentary, unrelated, or non-archivalmaterials during archival processing without furtheragency notification.

b. All other copiesDestroy when no longer needed for current agencybusiness.

operating unit or Division Administrative Records

This section covers administrative records maintained by bothadministrative and technical operating units and divisions. Itpertains to management and administrative functions of theoperating unit or division as opposed to technical or scientificfunctions. Covered elsewhere in this schedule are generalrecords such as publications, reference materials, administrativeissuances, test folders, project case files, and NIST scientific

8

• •and technological records. Unique administrative or programrecords are also covered in separate functional sections of thisschedule.

~ 9. Administrative correspondence Subject Files Maintained atthe operatinq unit (OU) LevelCorrespondence, memoranda, reports, studies, and othermaterials relating to the administration of NIST operatingunits, and filed by subject.AUTHORIZED DISPOSITION: PERMANENT. Break files annuallyand transfer to the Federal Records center when 6 years old;transfer to the National Archives when 25 years old.

10. Administrative Correspondence Subject Files Maintained atthe Division Level or LowerCorrespondence, memoranda, reports, and other recordsdocumenting the management of administrative or technicaldivisions within Operating Units, and filed by subject.AUTHORIZED DISPOSITION: Break files annually and destroywhen 5 years old, or 5 years after the file is closed.

11. Domestic Guest Researcher RecordsRecords that document guest researchers who pursueindividual or private scientific or technical projects usingNIST laboratories or other facilities. The records containan agreement stating the researcher's name, citizenship,social security number, supervisor, arrival and departuredates, security clearance or assurance information,conditions and terms governing the use of NIST equipment orfacilities, and similar records.Restriction: Privacy Act recordsSystem Number: COMMERCE/NIST-lAUTHORIZED DISPOSITION: Destroy 5 years after theresearcher departs or the agreement is terminated.

12. Participants in Experiments, Studies, and SurveysRecords created that document the voluntary or paidparticipation of individuals participating in authorizedNIST tests, surveys, studies, or other research projects.Records may contain the participant's name, address, date of

9

• •birth, sex, telephone number, medical, dental and physicalhealth history, and data derived from the participant'sresponses or participation in the study, or otherinformation as required by the project.

Restrictions:System Number:

Privacy Act recordsCOMMERCE/NIST-6

AUTHORIZED DISPOSITION: Destroy 10 years after the end ofthe project.

13. project La~or and Cost Distri~ution Records

Time and Cost Distribution Report Forms, personnel activityreports, work orders, copies of contractual service projectdocuments, etc., used to determine production costs ofprojects to be paid for by sponsoring agencies and relatedactivities. The cost data are reflected in the accountinggeneral ledger accounts being retained for a longer period.NOTE: Time and Attendance records are scheduledunder General Records Schedule 2, Item 3.

AUTHORIZED DISPOSITION: Destroy when 3 years old.

14. Test Fee Records

Form NIST-64, Test Record, or equivalent, that contains anitemized list of the test performed and the fee charged.

NOTE: Copies of Test Fee records in technical divisionsthat are used as an index or instrument control log arecovered in Item 26.

Office of Record: Office of Measurement Services

AUTHORIZED DISPOSITION:

a. Official Record Set

Destroy when 10 years old.

~. Numerical Index

Destroy when Test Folder is destroyed according toinstructions listed in Item 25a.

c. Alpha~etical Index

10

•Destroy when Test Folder is destroyed according toinstructions listed in Item 25a.

15. Znterdivision Work Orders

Form NIST-461, Interdivision Work Order, or equivalent, thatoriginates in technical units requesting services performedby another technical division. These records are also usedby all divisions requesting service from a support division.AUTHORIZED DISPOSITION: Destroy 3 years after completion ofwork or service requested.

16. Cash Transmittal Records

A record of cash received for test fees (Form NIST-766A,Transmittal Sheet for Cash Collections, or equivalent)prepared by NIST divisions and operating units and forwardedto the Office of the Comptroller.AOTHORZZED DISPOSITION:

a. Official Record Set (accountable officer's copy)

Destroy 6 years and 3 months after account is closed(General Records Schedule 6, Item 1).

b. All other copies

Destroy when 1 year old.

Committee, Board, and Conference Records

~ 17. NZST Committee and Conference Records

Records created by NIST sponsored committees, conferences,boards, or other advisory, governing or policy bodies ororganizations to develop or amend uniform laws andregulations for weighing and measuring devices; to developstandards for scientific and technological processes andmaterials for the federal government, the United States, orfor international standard coordination activities; toimplement new legislation or programs affecting NIST; andfor other purposes that are consistent with NIST's mission.The disposition instructions apply to all such committeesunless specific committees are individually listed inseparate program areas of this records schedule.

11

•In each case, NIST has certain designated sponsorship,governing, policy, or recordkeeping responsibilities forthese committees. The files of the Secretary, recordkeeper,or designated federal officer are considered to be theofficial records of the committees' activities. The filesof other members are considered to be duplicate copies ofofficial records, and are disposable as indicated in subitem"e". In those instances where the chairman of a committeeoperates in the dual function as a recording secretary, thechairman's records will be considered the records of theSecretary.AUTHORIZED DISPOSITION:

'-' a. Minutes or meeting summaries, agendas, transcripts,reports, studies, and pUblications in the Secretary'soffice, or the designated recordkeeping office.PERMANENT. Break file when new Secretary is in placeand transfer to the Federal Records Center. Transferto the National Archives when 25 years old.

b. Membership records, administrative correspondence,mailing or distribution records, and other routineadministrative committee records.Destroy when superseded, or when no longer needed forcurrent agency business.

c. Records of the Chairperson or other officersTransfer records to incoming chairman or other officer,or destroy when no longer needed for current committeebusiness.

d. Records of defunct committees, except those recordslisted in Item 17a.Destroy 2 years after the committee is terminated.

e. Records of Committee MembersDestroy when no longer needed for current committeebusiness.

18. Non-NIST Sponsored Committee and Conference RecordsThese records document the functions of committees having nodirect bearing on the activities of NIST such as staffprofessional association committees, private voluntarystandards committees, federal interagency committees or task

12

forces, and other committees NIST staff may participate inbut for which NIST does not serve as a designated sponsoringor coordinating agency with official governing, policy, orrecordkeeping responsibilities.AUTHORIZED DISPOSITION: Destroy when 5 years old.

19. committee Member Directory and Index RecordsIndexes or directories listing NIST staff on variouscommittees, terms of service, and related information.AUTHORIZED DISPOSITION: Destroy when superseded, updated,or no longer needed for current agency business.

20. standinq Administrative committee RecordsStanding administrative committees are established by theDirector to offer assistance and advice in discharging theDirector's administrative responsibilities.AUTHORIZED DISPOSITION:a. Agendas, minutes or meeting summaries, transcripts, and

reports or pUblications of committees or committeemeetingsPERMANENT. Break files annually and transfer to theFederal Records Center. Transfer to the NationalArchives when 25 years old.

b. All other recordsDestroy when 5 years old.

Records ot the Director's Office

The records listed in this section of the schedule are located inthe Office of the Director and are usually filed alphabeticallyaccording to subject matter. The records document the essentialdecisions, policies, procedures and program activities of NIST.

! 21. Director's Administrative correspondence Subject FilesOfficial copies of all correspondence, memoranda, annualreports and program area reports; long-range planning

13

records; speeches, addresses, or presentations made by theDirector; and other materials documenting NIST programs,policies, procedures, decisions, initiatives, long-rangeplanning, organization, functions, and other administrativematters.AUTHORIZED DISPOSITION: PERMANENT. Break files annuallyand transfer to the Federal Records Center 6 years after theDirector leaves office. Transfer to the National Archiveswhen 25 years old.

i 22. Visitinq committee on Advanced Technoloqy and Board ofAssessment Records

Y a. Minutes or summaries of meetings, meeting agendas,panel briefing books, final reports, annual reports,and similar records of the NIST Visiting committeePanels and Board of Assessment that describe and reviewNIST program accomplishments, needs, problems, plans,and evaluations, or make program recommendations.AUTHORIZED DISPOSITION: PERMANENT. Break filesannually and transfer to the Federal Records Centerwhen 5 years old. Transfer to the National Archiveswhen 25 years old.

b. Working papers, membership records, meeting facilitiesand arrangement records, and duplicate or distributioncopies of final reports.AUTHORIZED DISPOSITION: Destroy closed files when nolonger needed for current agency business, or when 5years old, whichever is earlier.

i 23. Deputy Director's Administrative Correspondence SubjectFilesOfficial copies of all correspondence, memoranda, reports,and other records received and sent by the Deputy Directordocumenting NIST programs, policies, procedures, decisions,initiatives, long range planning, organization, functions,and other administrative matters.AUTHORIZED DISPOSITION: PERMANENT. Break files annuallyand transfer to the Federal Records Center 6 years after theDeputy Director leaves office. Transfer to the NationalArchives when 25 years old.

14

• •-/ 24. Associate Director's Administrative Correspondence subject

pilesOfficial copies of correspondence, memoranda, reports, andother records of the Associate Director documenting NISTprogram management, operations, planning, organization,decisions, policies, procedures, and other administrativematters.AUTHORIZED DISPOSITION: PERMANENT. Break files annuallyand transfer to the Federal Records center 6 years after theAssociate Director leaves office. Transfer to the NationalArchives when 25 years old.

Scientific and Technological Records

The records listed below document NIST testing, calibration,measurement, standards development, and other scientific orengineering research or investigation regardless of media orphysical format, i.e. textual, electronic, photographic,microform, audiovisual, or other media or format. The recordsmay be created and maintained by all NIST operating unitlaboratories, or by laboratory divisions, groups, project teams,or individual staff researchers. Research projects undertakenmay be funded directly through NIST appropriations, by othergovernment agencies, by contract with private-sector businessesor other enterprises, in conjunction with various researchconsortia, or in collaboration with other NIST laboratories.Other specific types of records maintained in NIST operatingunits may also be listed in separate sections of this schedule,i.e. General Records, Operating unit Administrative Records,committee or Conference Records, or other heading.

25. Test Folders (Calibration, certification, and MeasurementTest Records)Records created during the testing, measurement,calibration, or certification of instrumentation orapparatus for other government agencies, universities, andother public or private institutions, research enterprises,or businesses.A typical folder is clearly labeled "Test Folder" on itsface, and contains a box to check for the appropriateretention period to be determined by NIST guidelines or thestaff member conducting the test. The Test Folder containsthe unique test number, name of requestor, brief descriptionof the item submitted (instrument, device, mechanism,

15

•standard, or material) to NIST for testing, and the name andnumber of the NIST division and section performing theservice. The contents of a typical folder are: a copy ofthe purchase order or customer request for service, FormNIST-64 (Test Record, or equivalent), return shippinginstructions, a copy of the certificate and/or final reportshowing specification limits, calibration factors, testresults, and other related correspondence.No official financial or fiscal records are maintained inthe test folder. The completed test folders are maintainedin two series: Government and Public Test Folders. Eachseries is arranged numerically by assigned test number.Office of Record: Office of Measurement ServicesAUTHORIZED DISPOSITION:

a. Official record set

(1) Test folders that have short-term value asdetermined by NIST procedures or by the staffmember conducting the official test or calibrationservice.Break files annually and destroy when 3 years old.

(2) Test folders that have long-term value asestablished by NIST procedures, or by the staffmember conducting the official test or calibrationservice.Break files annually and transfer to the FederalRecords center when 3 years old. Destroy when 20years old.

~. All other copies

Duplicate copies of test certification records,calibration records, test reports, and copies ofrecords usually contained in official Test Folders thatare maintained solely for convenience of reference.Destroy when no longer needed for current agencybusiness.

26. Indexes to Test Folders in Technical Divisions

These records consist of a copy of Form NIST-64, TestRecord, or equivalent, containing the test number, name ofpurchaser, date of receipt and dispatch, action,

16

• •determination, fee charge and related information. Theindexes serve two purposes: as an index to the TestFolders, and as an administrative control or instrumentationhistory record in NIST technical divisions.AUTHORIZED DISPOSITION:a. Indexes or finding aids to Test Folders maintained

outside the Office of Measurement ServicesDestroy 10 years after the last entry.

b. Administrative control and tracking, or instrumentcalibration history records maintained outside theOffice of Measurement ServicesDestroy when no longer needed for current agencybusiness.

27. project Case FilesRecords containing information regardless of the physicalmedia or format that are created by NIST staff, projectgroups, sections, or technical divisions related to specificresearch projects or assignments that may be sponsored orfunded by NIST, other government agencies, private-sectorbusinesses or other collaborators, scientific researchconsortia, or NIST interagency collaboration.Research notebooks created by the principal investigator oran investigating group or project team in the course ofcompleting a specific research project are related to theseproject case files, and are separately scheduled in Item 28.A project case file should provide a reasonable record of aproject which would allow another person to reconstructand/or verify the procedures and analyses. A typical filecontains, but is not limited to, incoming and outgoingcorrespondence, memoranda, e-mail printouts, copies ofcontracts or other requests for service, technical papers,preliminary and final reports, photographs and negativesrelated to the project, references or indexes to relatedelectronic records and data, periodic progress reports,notes and working papers, specifications, draft and finalapproved standards, preliminary and final research data,statistical analyses, tables, charts, graphs, computerprintouts or analyses of scientific or engineering data,reprints of the final project report, study, or journalarticle, and other records accumulated in NIST laboratoriesor technical divisions documenting the progress andcompletion of agency research projects. Related records may

17

•include computer disks, tapes, and other electronic mediaand information.NOTE: Prior to closing project case files and transferringthem to the Federal Records Center, project case files andthe corresponding research notebooks should be reviewed bythe appropriate division chief to determine if the recordsmeet any or all of the permanent records selection criteriadescribed below. Project case files (and the relatedresearch notebooks) meeting one or more of the criterialisted will be selected for permanent retention, clearlyidentified as permanently valuable records, and maintainedseparately from nonselected case files (and researchnotebooks) while in the custody of the agency. All selectedproject case files and research notebooks must be retiredseparately from nonselected records to the Federal RecordsCenter.Selection criteria:Case files (and related research notebooks) that areparticularly significant for documenting NIST researchprojects that:

1. received national or international awards ofdistinction, i.e. the Nobel Prize;

2. were the work of prominent NIST investigators ofwidely recognized professional stature, or whohave received national or internationalrecognition outside their professional discipline;

3. were the subject of widespread national orinternational media attention;

4. resulted in significant social, political, orscientific controversy;

5. were the subject of extensive Congressional,Department of Commerce, or other government agencyscrutiny or investigation; or

6. established a precedent for significantly changingNIST research or administrative policies.

AUTHORIZED DISPOSITION:a. Selected project case tiles

PERMANENT. Break closed files annually and transfer tothe Federal Records Center. Transfer to the NationalArchives when 30 years old.

18

• •b. NODselected project case files

Break closed files annually and remove duplicate copiesand unnecessary nonrecord materials. Transfer to theFederal Records Center. Destroy when 30 years old.

28. Research DotebooksResearch notebooks are maintained by individual scientists,engineers, or project teams and document the progress ofresearch and experimentation. The records include, but arenot limited to, notes of the investigator's observations andresearch progress, scientific methodology, preliminaryconclusions, indices and other references to relevantelectronic files, sketches and drawings, formulas orequations, statistical analyses, preliminary or finalresults of tests, experiments, research, investigations orother technological and scientific development activities.NOTE: Prior to closing research notebooks and transferringthem to the Federal Records Center for temporary storage,all research notebooks and their related project case filesshould be reviewed by the appropriate division chief todetermine if the records meet any or all of the permanentrecords selection criteria described in Item 27. Researchnotebooks (and the related project case files) meeting oneor more of the criteria listed will be selected forpermanent retention, clearly identified as permanentlyvaluable records, and maintained separately from nonselectedresearch notebooks (and project case files) while in thecustody of the agency. All selected project case files andresearch notebooks must be retired separately fromnonselected records to the Federal Records Center.AUTHORIZED DISPOSITION:a. Selected research Dotebooks

PERMANENT. Transfer directly to the National Archiveswith the selected project case files (Item 27) when 30years old. NOTE: Closed research notebooks may betransferred to the Federal Records Center for storagewith the selected project case files, and thentransferred to the National Archives with the projectcase files when 30 years old.

b. NODselected research DotebooksDestroy when 30 years old or when no longer needed forcurrent agency business, whichever is later.

19

• •29. Machine, Instrument, and Laboratory Loq Books

Log books documenting the operation or use of scientificequipment and instrumentation, or the use of laboratoryfacilities by NIST employees, guest researchers, or otherprivate or public clients and contractors.AUTHORIZED DISPOSITION: Destroy when no longer needed forcurrent agency business.

30. Technical Standards and Specification Reference FilesNonrecord copies of standards and specifications receivedfrom other government agencies, Underwriter's Laboratories,the American National Standards Institute, the Americansociety for Testing Materials, or other standards-makingorganizations or foreign countries that are maintainedsolely for convenience of reference.AUTHORIZED DISPOSITION: Destroy when no longer needed forcurrent agency business.

y 31. BIST Standard Reference Material (SRM), Standard ReferenceData (SRD), and other National Standard TechnicalDevelopment and Specification RecordsOfficial record copies of correspondence, memoranda,reports, technical standards and specifications, standardapproval records, and background materials or historyrecords relating to the development of Standard ReferenceMaterials, Standard Reference Data, or other standard forwhich NIST has the principal authority in the development,maintenance, or coordination as a Federal Standard, NationalStandard, or International Standard.AUTHORIZED DISPOSITION: PERMANENT. Close files whenstandard is superseded or obsolete, and transfer to theFederal Records Center 1 year later. Transfer to theNational Archives 20 years after closure.

32. Equipment, Machine, and Instrumentation Desiqn Drawinqs, andRelated RecordsDrawings, specifications, instruction manuals, system designrecords, development and construction data, and otherrelated records describing the design, fabrication, use,improvement, and modification of laboratory instrumentation,equipment, machinery, and apparatus.

20

• •AUTHORIZED DISPOSITION: Destroy when the relatedinstrumentation, machinery, or equipment is destroyed, ordonate design drawings to the NIST museum or other federalagency or institution with the instrumentation, machinery,or equipment in accordance with 36 CFR 1228.60.

Patent Records

33. Patent Pilinq RecordsCase files created during the application, prosecution, andthe successful registration or abandonment of patents byNIST. A typical case file contains the inventiondisclosure, the patent application, correspondence betweenthe Patent and Trademarks Office and NIST, the registeredpatent if it is issued, or patent abandonment documents if apatent is not issued or the application is withdrawn.Office of Record: Patent Program OfficeAUTHORIZED DISPOSITION:a. Successful patent files

Break files annually after the patent is issued, andtransfer to the Federal Records Center when 4 yearsold. Destroy when 25 years old.

b. Abandoned patent filesBreak files annually and transfer to the FederalRecords Center when 4 years old. Destroy when 10 yearsold.

c. Invention disclosure filesCase files created by NIST prior to filing for apatent, but for which no registration or applicationprocess is completed. Invention disclosure filescontain a detailed description of the invention,drawings, correspondence, and other similar records.Destroy when 10 years old.

34. poreiqn Patent pilinq RecordsCase files created to support NIST's application for foreignpatents, usually in European Economic Community countries,

21

• •Japan, China, Canada, and other foreign countries. Atypical foreign filing case file contains the patentapplication, correspondence sent and received from theforeign patent office or the foreign firm or agent handlingthe registration for NIST.Office of Record: Patent Program OfficeAUTHORIZED DISPOSITION:

a. Successful filing recordsBreak files annually after the foreign patent is issuedand transfer to the Federal Records Center when 4 yearsold. Destroy when 25 years old.

b. Abandoned filing recordsBreak files annually and transfer to the FederalRecords Center when 4 years old. Destroy when 10 yearsold.

35. Patent Licensing RecordsCase files documenting the licensing of NIST patents toprivate firms, organizations, institutions, or otherenterprises.AUTHORIZED DISPOSITION:

a. preliminary licensing filesA typical preliminary licensing file is arranged bypatent docket number and contains the announcement ofthe patent in the Federal Register or otherpublication, correspondence or announcements of thepatent to potential licensees, inquiries from inventorsor firms interested in licensing a patent from NIST,requests to license a patent, and similar records, butwhich do not result in a formal license application.Destroy when 10 years old.

b. Licensed patent recordsFiles arranged by patent docket number and thereunderby licensee or company that contain the recordsdescribed in Item 35a, as well as the formal licenseapplication and any licensing agreements, annual orother periodic reports, and copies of financial recordsrelated to the licensing agreement.

22

• •Break files at the expiration of the license agreementand transfer to the Federal Records Center. Destroy 10years later.

cooperative Research Records

36. cooperative Research and Development Aqreement (CRADA)RecordsCase files created to monitor and track cooperative researchagreements between NIST and the private sector. A typicalfile contains the agreement, correspondence, annual andprogress reports, agreement amendments and renewals, andsimilar records.AUTHORIZED DISPOSITION: Break files at the expiration ofthe agreement and transfer to the Federal Records Center.Destroy 10 years after the agreement expires.

Advanced Technology Program Records

These records pertain to the administration and operation of theAdvanced Technology Program to assist businesses in carrying outresearch on precompetitive, generic technologies. The programprovides direct technology development grants to singlebusinesses or joint research and development ventures involvingsuch organizations that would offer significant benefits to thenation's economy. The program was established by the TechnologyCompetitiveness Act of 1988 (Subpart C, section 5131).

f 37. Advanced Technoloqy Proqram (ATP) cooperative AqreementProposalsTypically, an ATP proposal contains an application, proposalnarrative, drawings, correspondence to and from theapplicant, screening review papers, a technical reviewreport, business potential review report, elimination orselection reviews and assessments, and the like.Office of Record: Advanced Technology ProgramAUTHORIZED DISPOSITION:

'I- a. Funded proposals

23

• •PERMANENT. Break files every 5 years and transfer tothe Federal Records Center. Transfer to the NationalArchives in 5-year blocks when 25 years old.BOTE: Original copy of application is made a part ofthe cooperative agreement file maintained by theAcquisition and Assistance Division and shall bedisposed of in accordance with Item 82, Grant,Cooperative Agreement, and Fellowship Case Files.

b. Bonfunded proposalsBreak files annually and transfer to the FederalRecords Center. Destroy when 10 years old.

Accreditation program Records

NIST is authorized to accredit laboratories found competent toperform specific tests or types of tests, as well as for otherpurposes. The National Voluntary Laboratory AccreditationProgram (NVLAP) was established in 1976. Other accreditationprograms are the Fastener Quality Act accreditation program, andthe Weights and Measures laboratory accreditation program. Otheraccreditation programs are established on the basis of requests,demonstrated need, or by statute. NIST personnel assess thecapabilities and testing programs of each laboratory prior toaccreditation, and evaluate the laboratory for compliance andaccreditation renewal as required.

38. Accreditation Case FilesA typical accreditation folder consists of an applicationfor accreditation or accreditation renewal, a self-assessment report, a NIST accreditation assessment report,correspondence, and a payment of fees record.AUTHORIZED DISPOSITION: Break files every 4 years andtransfer to the Federal Records Center. Destroy when 10years old.

standards Code and Information Program (SCIP) Records

Under the provisions of the Fastener Quality Act (P.L. 101-592),the Standards Code and Information Program (SCIP) must collectinformation on both testing laboratories and laboratory

24

•accreditation bodies to be used in the evaluation of theirability to perform under the Act. The records are maintained tofacilitate the resolution of problems that may occur due tofastener inventories being held for long periods of time, failurein long-term usage of applicable fasteners, or to provideevidence in litigation.

39. Accreditation Body Case FilesA typical case file contains application forms, qualitysystem evaluation reports, on-site assessment reports,deficiency resolution documents, correspondence, and statusof accreditation body.Office of Record: Office of Standards ServicesAUTHORIZED DISPOSITION: Break closed files annually andtransfer in 4-year blocks to the Federal Records Center.Destroy when 25 years old.

40. Laboratory status RecordsA typical file contains the name and address of thelaboratory, names of key personnel, name of accreditingagency, scope of accreditation, dates of accreditation, andcorrespondence.Office of Record: Office of Standards ServicesAUTHORIZED DISPOSITION: Break closed files annually andtransfer in 4-year blocks to the Federal Records Center.Destroy when 25 years old.

weights and Measures Program Records

41. National Type Evaluation Certification Case FilesThe purpose of the National Type Evaluation program is toevaluate new commercial weighing and measuring devices andsystems for compliance with existing regulations.A typical case file contains an evaluation of the device, awritten report with findings, a certificate of compliance ifthe device was certified, and any recertification or renewalrecords as required.Office of Record: Office of Standards Services

25

AUTHORIZED DISPOSITION: Break files every 5 years andtransfer to the Federal Records Center. Destroy when 15years old.

42. weiqhts and Measures Specifications Filescorrespondence, photographs of equipments, specificationsand related records pertaining to testing equipment used bystate weights and measures inspection agencies.AUTHORIZED DISPOSITION:a. Correspondence and related records

Destroy when 1 year old.b. specifications of equipment

Destroy when equipment is no longer in use.

43. state and Local Government Leqislative Reference RecordsRecords arranged alphabetically by state that containcorrespondence relating to state legislation, copies of lawsand regulations, excerpts of legislation, and other recordsthat are used to promote standards and to advise stateweights and measures inspection agency programs.AUTHORIZED DISPOSITION: Destroy when superseded orobsolete, whichever is later.

44. weiqhts and Measures Traininq ModulesTraining materials prepared by NIST to assist state andlocal government offices that administer weights andmeasures programs.AUTHORIZED DISPOSITION: Destroy when superseded orobsolete, or when no longer needed for current agencybusiness.

Energy-Related Inventions Program Records

The purpose of the Energy-Related Inventions program is toprovide an opportunity for independent inventors and smallbusinesses with promising energy-related inventions to obtain

26

• •federal assistance in developing and commercializing theirinventions. NIST evaluates the inventions and recommends thoseconsidered sufficiently promising to the Department of Energy forsupport.

45. Bnarqy-Ralated Invention DisclosuresInvention disclosures of private individuals submitted forevaluation of technical and commercial merit or feasibility,or other review and assessment by NIST staff or NISTconsultants for the Department of Energy. The disclosurerecords include written descriptions of energy-relatedinventions, drawings, photographs, data, videotapes, andother materials required to make the initial or subsequentsubmissions, and the final evaluation of the commercialpotential of the invention written by NIST or a NISTconsultant.Office of Record: Office of Technology Evaluation andAssessmentRestrictions:System Number:

Privacy Act recordsCommerce/NIST-2

AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 20 years old.

46. Consultant FilesRecords documenting the use of private consultants in theevaluation of Energy-Related Invention Proposals submittedto NIST. The records include non-disclosure and conflict ofinterest statements, resumes, invoices for services,evaluation and review correspondence with the consultant,and similar records.Restrictions:System Number:

Privacy Act recordsCOMMERCE/NIST-2

AUTHORIZED DISPOSITION: Destroy 5 years after the last dateof service.

47. Bnarqy-Related Inventions Program Conference RecordsCorrespondence, transcripts of radio announcements or otherconference advertising, logistical and planning records,workshop brochures and programs, conference or workshopagendas, and similar records that document the National

27

•Innovation Workshop (NIW) meetings or other equivalentconferences, seminars, and workshops.AUTHORIZED DISPOSITION: Destroy 10 years after theconference ends.

Metric Program Records

This section of the schedule lists dispositions for ongoingrecords created and maintained by NIST offices with metricationprogram responsibilities. NIST is the agency responsible forcoordinating the conversion in the federal government forprocurement, grants, and business-related activities to themetric system of measurement in accordance with section 5164 ofPublic Law 100-418 (Omnibus Trade and competitiveness Act of1988), and regulations set forth in the Code of FederalRegulations. The metric program was transferred to NIST byDepartment of Commerce Organizational Order 30-2B, Amendment 1 onJuly 15, 1992. Noncontinuing records of the U.S. Metric Board,and previously organized boards and committees with metricationresponsibilities are scheduled under Nl-167-92-3.

f 48. Interagency committee on Metric Policy (ICMP) RecordsCorrespondence, meeting notices, agendas, minutes or meetingsummaries, and annual or other reports of the Committee.Office of Record: Office of Metric ProgramsAUTHORIZED DISPOSITION: PERMANENT. Break files every 3years and transfer to the Federal Records Center. Transferto the National Archives when 20 years old.

49. Metric Program Implementation Plans and ReportsPeriodic high level or special reports from Executive Branchagencies, and the Secretary's Annual Report to Congress.These reports contain transition plans, specific problems,and recommendations from federal agencies in the transitionto and the implementation of the metric system ofmeasurement as required by Executive Order 12770, dated July27, 1991.Office of Record: Office of Metric Programs

28

AUTHORIZED DISPOSITION: Break files 2 years after thereporting period and transfer to the Federal Records Center.Destroy when 20 years old.

50. Metrication operatinq committee (MOC) Records.Copies of correspondence, meeting notices, agendas, minutesor meeting summaries of the committee and subcommittees, andcommittee or subcommittee reports.AUTHORIZED DISPOSITION: Destroy when 5 years old.

Public Affairs Records

~ 51. publications and News ReleasesOne copy of each publication, brochure, news release,newsletter, or other special or occasional publishedmaterial.AUTHORIZED DISPOSITION: PERMANENT. Break files annuallyand transfer to the Federal Records Center when 3 years old.Transfer to the National Archives when 25 years old.

52. Media Query Recordssummaries of responses from the Public Affairs Office toquestions from the news media.AUTHORIZED DISPOSITION: Destroy when 3 years old.

53. Conference, Meetinq, and seminar RecordsCase files of NIST sponsored conferences, meetings, andseminars that include event name, meeting dates, conferencearrangements, catering arrangements, registration records,participant lists, published notices or flyers, specialequipment or facility requests, meeting agendas, and similarrecords.AUTHORIZED DISPOSITION: Destroy when 3 years old.

29

•Physical Plant and Building services Records

X 54. Architectural, Desiqn, Kodification, service Drawinqs andRelated RecordsArchitectural plans, site plans, master plans, shopdrawings, specifications, and other records documenting theconstruction, maintenance, modification, and other servicesfor NIST agency buildings and grounds.AUTHORIZED DISPOSITION:

i a. Record set of oriqinal architectural and buildinqplans, site plans, master plans, and buildinqspecificationsPERMANENT. Break records when 40 years old andtransfer directly to the National Archives beginning in1998.

b. Buildinq modification plans and specificationsDestroy when no longer needed for current agencybusiness after all modifications and specificationshave been incorporated into the official record set ofarchitectural plans in Item 54a.

c. Routine sketches and shop drawinqsDestroy after close of project, or when no longerneeded for current agency business.

55. Desiqn project (DP) Case FilesCase files arranged by Design Project Number containingcorrespondence, estimates, specifications, telephone calllogs, charts and sketches, calculations, preliminary plansand other records that are used in the design of newbuilding projects or modifications to existing buildings orspaces prior to a contract award; and copies of bid notices,awarded contracts, change orders, change order estimates,and correspondence related to the construction of a project.AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 30 years old.

30

• •56. Buildinq Construction and service Work Orders

Work orders and related records pertaining to buildingmodifications and design or physical plant services.AUTHORIZED DISPOSITION: Destroy when 3 years old.

Personnel Records

57. Demonstration project Vacancy Case FilesCase files relating to the promotion or hiring of anindividual that document qualification standards, evaluationmethods, and hiring procedures. The files contain positionvacancy announcements, lists of qualified applicants,evaluations of applicants, and other documentation relatingto hiring procedures for vacancies, offers of employment andacceptance, certificates of eligibles, and employmentapplications.Exception to General Record Schedule 1, Items 4, 5, 15, 32,33AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 15 years old.

58. Demonstration project Payout FilesRecords of all actiona required to complete the end of cycleperformance payout process for Demonstration Projectemployees. Records include establishment of pay pools, paypool allocations, listings of performance evaluations andpayouts, as well as special reports used to analyze theperformance process.Exception to General Records Schedule 1, Item 23.AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 10 years old.

59. Time and Attendance Source RecordsTime and attendance records upon which leave input data isbased, such as time or sign-in sheets; time cards (such asOF 1130) flexitime records; leave applications for jury andmilitary duty; authorized premium payor overtime,

31

• •maintained at duty post, upon which leave is based. Recordsmay be in machine readable or paper form.Exception to General Records Schedule 2, Item 7.AUTHORIZED DISPOSITION: Destroy after GAO audit or when 6years old, whichever is sooner, unless a NIST contractspecifically stipulates a longer retention period for auditpurposes as per NIST Administrative Bulletin 93-16.

60. Time and Attendance Input RecordsRecords in either paper or machine readable form used toinput time and attendance data into a payroll system,maintained either by NIST or other payroll processor.Exception to General Records Schedule 2, Item 8.AUTHORIZED DISPOSITION: Destroy after GAO audit or when 6years old, whichever is sooner, unless a NIST contractspecifically stipulates a longer retention period for auditpurposes as per NIST Administrative Bulletin 93-16.

61. Labor-Management Relations Recordsa. Labor-Management Relations General Correspondence and

Agreement Case FilesCorrespondence, memoranda, reports, and other recordsrelating to the relationship between management andemployee unions or other groups.AUTHORIZED DISPOSITION: Destroy 5 years after theexpiration of agreement, or 5 years after the file isclosed.

b. BIST Collective Bargaining AgreementsCopies of NIST Collective Bargaining Agreements usedsolely for reference purposes.AUTHORIZED DISPOSITION: Destroy when no longer neededfor reference.

c. Labor Arbitration General Correspondence andArbitration Case FilesCorrespondence, forms, background and working papersrelating to union arbitration cases.

32

• •AUTHORIZED DISPOSITION: Destroy 7 years after thefinal resolution of the case.

d. Unfair Labor Practices Case PilesCorrespondience, forms, background and working papers,reports, and other documentation relating to an unfairlabor practices claim.AUTHORIZED DISPOSITION: Destroy 7 years after thefinal resolution of the case.Exception to General Records Schedule 1, Item 28.

62. Standards of Conduct Recordsoutside Activities Reports (Form NIST-1209 or equivalent),submitted by all NIST employees and which list outsidepersonal or professional activities.AUTHORIZED DISPOSITION: Destroy 6 years after approval orclose of investigation.

63. Intergovernmental Personnel Act Assiqnment PoldersCase files documenting the temporary assignment of NISTstaff and individuals from outside organizations inaccordance with the Intergovernmental Personnel Act.AUTHORIZED DISPOSITION: Destroy 2 years after assignmentends.

64. Reduction in Force (RIF) RecordsCase files maintained in accordance with FPM 351-1, AppendixA, and used to determine retention standing of competingemployees who have received reduction in force notices.a. Reduction in Force (RIP) Reqister

Computer printouts or electronic records containing aregister of all RIF positions.AUTHORIZED DISPOSITION: Destroy when 2 years old (GRS1, Item 17b(1).

33

•b. RIP Case Files

Case files documenting actions taken during a Reductionin Force in accordance with FPM Supplement 351-1,Appendix A. A typical file contains documentationrelating to the employee's position description,competitive service position, official position,promotion, position description, tenure of employment,veteran's preference, performance ratings, and specialretention protection records, and other personnel andservice records.AUTHORIZED DISPOSITION: Destroy 1 year after theeffective date of RIF.

c. RIF Appeals Case FilesCase files documenting Reduction in Force appealsincluding copies of the appeal, interrogatory,investigations and reports, and final decisions.AUTHORIZED DISPOSITION: Destroy 2 years after thefinal appeal decision is issued.

65. Classification Appeal Case FilesCase files relating to position classification appeals,excluding OPM Classification Certificate.Exception to GRS 1, Item 7(2)d1AUTHORIZED DISPOSITION: Destroy 7 years after case isclosed.

66. Employee Awards Recordsa. Departmental Employee Awards Case Files

Correspondence, memoranda, and other documentation forDepartmental-level employee awards and recognition toNIST staff.Exception to GRS 1, Item 12a.AUTHORIZED DISPOSITION: Destroy 2 years after finalapproval or disapproval.

34

• •b. Award Development, Requlations, and policy Records

Records containing background, policies, regulations,approvals, annoucements, graphic designs for plaques orcertificates, eligibility criteria, requests forapproval, and other related records for NIST sponsoredawards.AUTHORIZED DISPOSITION: Destroy when superseded,obsolete, or no longer needed for current agencybusiness.

67. Performance Improvement PlansPerformance improvement plans and supporting documentationof the employee's performance under the plan.Exception to GRS 1, Item 23.AUTHORIZED DISPOSITION: Destroy 1 year after the date ofthe last acceptable performance rating.

68. Thrift savinqs Plan (TSP) Recordsa. Validation of Retirement Information Form (TSP-1S, or

equivalent)AUTHORIZED DISPOSITION: Destroy when 3 years old orafter GAO audit, whichever is sooner.

b. Transfer of Thrift Savings Plan Information betweenagencies (TSP-19, or equivalent)AUTHORIZED DISPOSITION: Place original form in OPF.Destroy payroll office copy when superseded, obsolete,or no longer needed for current agency business.

c. Thrift Savinqs Plan Loan Payment Allotment Form (TSP-22, or equivalent)AUTHORIZED DISPOSITION: Destroy when superseded,obsolete, or no longer needed for current agencybusiness.

35

•Personnel and Physical security Records

69. Employee security Clearance Case Files and CardsForm NIST-1100, Security Personnel Record Card, orequivalent, and other records documenting the securityclearance of NIST employees.A typical case file contains copies of papers attesting tothe security clearance of Institute employees as well asresearch associates, and guest researchers, such as recordsfrom sponsoring military agencies which have clearedInstitute employees to work on classified projects. Casefiles and card records of employees leaving the Instituteare maintained in an inactive file.Exception to General Record Schedule 18, Item 22AUTHORIZED DISPOSITION:a. Closed Case Files

Break inactive employee case files every year; destroywhen 1 year old.

b. Card FilesBreak card file every year; destroy 10 years later.

70. Key Control RecordsCard records of receipt and accountability of keys to areaswithin the agency (Form NIST-966, or equivalent).Exception to General Record Schedule 18, Item 16AUTHORIZED DISPOSITION: Destroy individual card when key isreturned and accounted for.

71. BIST Employee Locator system RecordsNames, telephone numbers, and addresses of certain NISTemployees to contact in the event of an emergency.Restrictions:System Number:

Privacy Act recordsCOMMERCE/NIST-7

AUTHORIZED DISPOSITION:

36

a. Textual recordsDestroy when 2 years old.

b. Electronic recordsUpdate or delete records when no longer needed forcurrent agency business.

72. Personal and Physical security Administrative Subject FilesSubject files containing correspondence, memoranda, reports,forms and related papers pertaining to personal and physicalsecurity reports and surveys.AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records center when 3 years old. Destroywhen 10 years old.

International and Academic Affairs Records

The records in this section cover programs that document NISTinternational activities, special cooperative or otherinternational agreements with foreign countries, guest researcherprogram records, foreign dignitaries and visitors to NIST, andother records.

73. Foreign Scientific Guest Researcher RecordsCase files containing applications or other initiatingcorrespondence, immigration papers, visa applications, andother travel-related documentation, agreements, securityassurances and clearances, fingerprint records, memoranda,and similar records.Office of Record: Office of International and AcademicAffairsRestrictions:System Number:

Privacy Act recordsCommerce/NIST-1

AUTHORIZED DISPOSITION: Close files when guest researcherdeparts NIST and transfer to the Federal Records Center when5 years old. Destroy when 30 years old.

37

•74. Foreiqn Visitors and VIP Records

Case files containing records documenting a visit to NIST byforeign visitors, VIPs, dignitaries, and others who are notconducting work in NIST laboratories as a Foreign GuestResearcher (See Item 62). Case files containcorrespondence, meeting or lecture arrangements, tourarrangements, and other similar records.Office of Record: Office of International and AcademicAffairsAUTHORIZED DISPOSITION: Destroy 2 years after the case isclosed.

75. HIST/Hational Research Council (NRC) PostdoctoralAssociateship RecordsRecords relating to the NIST/NRC Postdoctoral ResearchAssociateship Program, including but not limited to,incoming and outgoing correspondence, memoranda, copies ofcontracts, lists of program applicants, approved advisorsrecords, and Research Opportunity booklets.Office of Record: Office of International and AcademicAffairsAUTHORIZED DISPOSITIOH:a. Proqram records

Destroy when 30 years old.b. Research opportunity booklets

Destroy when superseded or no longer needed for currentagency business.

76. Postdoctoral Associateship Appointment RecordsCase files containing correspondence, appointment, andadvisor's records relating to Postdoctoral Associatesappointed to the NIST/NRC Postdoctoral Associateshipprogram. Arranged by selection year, and thereunderalphabetically by surname.Office of Record: Office of International and AcademicAffairs.Restrictions: Privacy Act records

38

• •System Number: COMMERCE/NIST-3

AUTHORIZED DISPOSITION: Break closed files every 2 yearsand transfer to the Federal Records Center when 5 years old.Destroy when 20 years old.

77. poreiqn Trip Reports

Copies of reports that summarize foreign trips by NIST staffmembers that are prepared for the Department of Commerce.

Office of Record: Office of International and AcademicAffairs

AUTHORIZED DISPOSITION: Destroy when 5 years old.

78. sensitive Mail Records

Copies of outgoing correspondence that is mailed or sent tosensitive geographic areas as determined by the Departmentof State, Department of Defense, or other agency.

Office of Record: Office of International and AcademicAffairs

AUTHORIZED DISPOSITION: Destroy when 3 months old.

79. Country Files

Correspondence, telegrams, cables, facsimiles, requests forpublications, visitation acknowledgements, invitations toforeign residents to attend conferences, talks, andlectures, foreign inquiries regarding NIST research,reference materials and background information on foreigncountries, biographies, and similar materials.

Office of Record: Office of International and AcademicAffairs

AUTHORIZED DISPOSITION: Break files annually and destroywhen 3 years old.

80. International (Bilateral or Multilateral) Aqreement Records

Correspondence, memoranda, and other records relating tointernational agreements, memoranda of understanding, andother bilateral programs documenting NIST's cooperativerelationship with foreign governments and universities.

39

• •Office of Record: Office of International and AcademicAffairs

AUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records center when 5 years old. Destroywhen 30 years old.

81. Xnternational projects Records

Correspondence, memoranda, proposals, project award records,project reports, funding and financial information, andother records that document cooperative projects betweenNIST scientists and foreign countries.

Office of Record: Office of International and AcademicAffairs

AUTHORIZED DISPOSITION: Break closed files annually andtransfer to the Federal Records Center when 3 years old.Destroy when 10 years old.

congressional and Legislative Affairs Records

82. Appropriation and Authorization Records

Files documenting the amount of money Congress appropriatesor authorizes for operating functions for each fiscal year.

AUTHORIZED DISPOSITION: Destroy when 6 years old.

83. Legislative Proposals

Legislative proposals and comments on proposals that concernNIST.

AUTHORIZED DISPOSITION: Destroy when 6 years old.

84. Congressional Hearings Records

Testimony, written statements, press releases, and hearingreports of Congressional committees.

AUTHORIZED DISPOSITION: Destroy when 6 years old.

40

• •j

8S. stat. Files and Constituent correspondenceCorrespondence to NIST from members of Congress, and repliesto Congress or Congressional constituents.AUTHORIZED DISPOSITION: Break files at the end of eachCongress (2 years) and transfer to the Federal RecordsCenter. Destroy when 6 years old.

86. Current Legislation RecordaLegislation and comments on legislation before Congress thatconcerns NIST or that was submitted by NISTAUTHORIZED DISPOSITION: Break files at the end of eachCongress (2 years) and transfer to the Federal RecordsCenter. Destroy when 6 years old.

87. Weekly Reports/Legislative summaryWeekly reports and summaries of legislation affecting NISTsubmitted to the Department of Commerce that containinformation on hearings, markups, Congressional visits,courtesy calls, NIST grant announcements, and meetings.AUTHORIZED DISPOSITION: Break files at the end of eachCongress (2 years) and transfer to the Federal RecordsCenter. Destroy when 4 years old.

88. Hearing and Markup ReportsSummaries of Congressional hearings and markups, comments orpositions of members of Congress, and similar recordsrelated to pending legislation or issues affecting NIST.AUTHORIZED DISPOSITION: Break files at the end of eachCongress (2 years) and transfer to the Federal RecordsCenter. Destroy when 10 years old.

89. Monthly Update Report on BillsMonthly report on legislation before Congress.AUTHORIZED DISPOSITION: Destroy when 2 years old.

41

• •Budget Offic. Program Records

90. Official Budqet Submission RecordsOfficial file copy of budget submissions prepared orconsolidated at NIST containing appropriation languagesheets, narrative statements, and related budget schedules.Office of Record: Budget OfficeAUTHORIZED DISPOSITION: Break files at the end of eachfiscal year and transfer to the Federal Records center when3 years old. Destroy when 25 years old.

91. Budqet workpapers and Cost StatementsWorkpapers, cost statements, and rough data accumulated inpreparation of annual budget estimates, including duplicatesof estimates, submissions, and other records contained inItem 77.AUTHORIZED DISPOSITION: Destroy 3 years after the close ofthe fiscal year covered by the budget.

92. Budqet Office Apportionment RecordsOfficial file copies of apportionment and reapportionmentschedules proposing quarterly obligations under eachauthorized appropriation.Office of Record: Budget OfficeAUTHORIZED DISPOSITION: Destroy 10 years after the close ofthe fiscal year covered by the budget.

93. Budqet Office Correspondence Subject FilesCorrespondence, reports, studies, analyses, responses toaudits, and other records which document budget policy andprocedures, reflect policy decisions that relate to thebudget, and document decisions affecting programexpenditures.Office of Record: Budget OfficeAUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 10 years old.

42

• •94. Budqet Reports

Annual and periodic reports, workpapers, and supportingdocumentation pertaining to the spending status ofappropriation and other fund accounts.AUTHORIZED DISPOSITION:a. Annual Report.

Destroy 5 years after the budget covered by the report.b. Other reports.

Destroy 3 years after the budget covered by the report.

purchasing, Acquisition, and Assistance Records

95. Grant, cooperative Aqreement, and Fellowship Case FilesProposals, correspondence, and technical reports; terms andconditions of the award; OMB Circulars, and otherdocumentation relating to the award and financial managementof NIST grants, cooperative agreements, and fellowships.Office of Record: Acquisition and Assistance DivisionAUTHORIZED DISPOSITION: Break closed files annually andtransfer to the Federal Records Center. Destroy 6 years and3 months after final payment or the close of the grant oragreement case file.

96. Purchase Orders, Requisitions, and ContractsNIST purchase orders, contracts, requisitions, work orders,agreements with consultants or vendors, correspondence,reports, receipt and fulfillment records, inspection andpayment records, and related papers pertaining to thecontract, purchase order or other administrative records.Exception to General Record Schedule 3, Item 3Office of Record: Acquisition and Assistance DivisionAUTHORIZED DISPOSITION: Break closed files annually andtransfer to Federal Records Center. Destroy 6 years and 3months after the final payment.

43

• •Environmental, Health, and safety Records

These records are created and maintained primarily to track andreport NIST compliance with various environmental, occupationalhealth and safety, or other statutory or regulatory requirementsor programs that protect the health and safety of NIST employees.

97. Environmental Hazard FilesRecords documenting the location, use, removal, release,exposure, or cleanup of environmentally controlled materialssuch as PCBs, asbestos, chloroflourocarbons (CFCs), toxic ornuclear waste, hazardous chemicals, and similar substances,from storage tanks or other storage units, NIST facilities,and other equipment. The records may include contracts withprivate vendors, tests of materials, exposure and testingsamples, and similar records.Office of Record: occupational Health and Safety DivisionAUTHORIZED DISPOSITION: Destroy in accordance with currentEnvironmental Protection Agency (EPA), Occupational Safetyand Health Administration (OSHA), Nuclear RegulatoryCommission (NRC), or other official federal regulationscovering the specific type of hazard or material. Ifofficial federal regulations for specific hazards ormaterials do not cover records retention or dispositionprocedures, destroy 30 years after the close of the file.

98. Hazardous waste Disposal Manifests and ReportsSigned manifests and biennial and exception reports relatingto on-site or off-site hazardous waste disposal, storage,treatment, transportation, tests, or analyses.Office of Record: occupational Health and Safety DivisionAUTHORIZED DISPOSITION: Destroy when 3 years old.

99. occupational Health and safety Building Area Monitoring,Testing, and Exposure Level compliance RecordsRecords created to document the compliance testing,monitoring, or sampling of air, noise, hazardous chemicals,toxic substances, or other similar exposure levels in NISToffices and research facilities for compliance withoccupational Safety and Health Administration (OSHA),Environmental Protection Agency (EPA), or other statutory or

44

• •regulatory programs. NOTB: These records do not documentthe actual or suspected exposure of NIST employees or otherindividuals to occupational or safety hazards. See Item 87for Employee Exposure Records.Office of Record: Occupational Health and Safety DivisionAUTHORIZED DISPOSITION: Break files annually and transferto the Federal Records Center. Destroy when 30 years old.

100. Employee Bxposure RecordsEmployee health or medical records that document incidentsand levels of exposure of NIST employees and otherindividuals to nuclear radiation, hazardous or toxicchemicals, noise, or other potentially hazardous substances.Restrictions:System Number:

Privacy Act recordsCOMMERCE/NIST-4

AUTHORIZED DISPOSITION:a. Nuclear Radiation Exposure Records

Destroy in accordance with Nuclear RegulatoryCommission regulations found in Title 10 CFR Chapter20, or in other official NRC regulations or guidancefor nuclear radiation exposure records.

b. All other exposure recordsDestroy 75 years after the last entry.

101. Injury Reports and Case FilesMotor vehicle or property damage accident and injuryreports, periodic or special reports, memoranda, andcorrespondence relating to accidents and injuries of NISTstaff or other individuals, and used for statisticalreporting and tracking purposes. NOTE: These files do notserve as official records of employment compensation claims,nor are they used as a sUbstitute for official employeemedical or health records.AUTHORIZED DISPOSITION: Destroy 6 years after close ofcase.

45

•102. safety Equipment Allowance Records

Records maintained for each NIST employee eligible toreceive an allowance for the purchase of required safetyapparel such as safety shoes, safety glasses, or otherequipment.AUTHORIZED DISPOSITION: Break files annually and destroywhen 2 years old.

Health Physics Records

103. aequlatory compliance Subject FilesFiles maintained in accordance with the Nuclear RegulatoryCommission (NRC), Occupational Safety and HealthAdministration (OSHA), or other guidance and regulationsrelating to health and safety investigations, radioactivewaste, license actions, quality assurance containers,personal dosimetry records, laser exams, whole body counts,slit eye tests, smear tests, survey meter calibrations,radiation work permits, material balance reports, and otherregulatory forms and records that document the acquisition,storage, handling, and transportation of nuclear materials;the policies and procedures documenting the exposure of NISTemployees to hazardous materials; or are required by the NRCor other agency for radioactive materials and health orsafety program compliance. NOTE: These files do notdocument the actual exposure or overexposure of employees orother individuals to nuclear, chemical, toxic, or hazardoussubstances. See Item 87 for Employee Exposure Records.Office of Record: Office of Health PhysicsAUTHORIZED DISPOSITION: Destroy when no longer needed forcurrent agency business.

Nuclear Reactor Program Records

? 104. Nuclear Reactor Licensing RecordsRecords containing the application for and renewal of thelicense to operate the NIST Nuclear Reactor .

.j Disposition not authorized.

46

•1 105. Nuclear Reactor Operator License Files

Records relating to NIST employees who are licensed by theNuclear Regulatory Commission to operate the NIST nuclearreactor. The records contain the application for a license,certifications of competency, medical history and medicalexamination records, medical certifications, reactoroperator examination results, training records, the licenseor denial letter, and related records.Restrictions:System Number:

Privacy Act recordsCOMMERCE/NIST-5

? Disposition not authorized.

? 106. Console Logbooks, supervisor's Logbooks, and Instrumentation, Logbooks

Logbooks documenting the operation of the nuclear reactor,employee shifts or shift summaries, and instrumentationreadings and tests.Disposition not authorized.

107. Employee Training and Indoctrination RecordsRecords documenting the safety and procedures training,facility orientation, and personnel indoctrination ofindividuals using the NIST nuclear reactor facilities.AUTHORIZED DISPOSITION: Break files every 2 years anddestroy when 4 years old.

Information and Library Services Records

108. Interlibrary Loan RequestsLibrary requests and information relating to items borrowedfrom other institutional libraries by NIST on behalf ofagency staff and employees.AUTHORIZED DISPOSITION: Destroy when 5 years old.

47

• •109. Library Overdue Notices (Charqe Cards)

Cards used as a control over books loaned to NIST staff andwhen the automated LIBRO system is not functioning.

AUTHORIZED DISPOSITION: Destroy when 2 years old.

48

•u.s. Department of Commerce

National Institute of Standards and Technoloqycomprehensive Records Schedule

Cross-Index of Superseded Authorities

Superseded Citation1. Publications NCl-167-75-2/1,462. Unofficial Publications New Item3. Manuscripts NCl-167-75-2/44. AdministrativeIssuances NCl-167-75-2/35. Technical ReferenceMaterials NCl-167-75-2/5,146. Reading or "Chron"Files NCl-167-75-2/137. Negatives and Photographs NCl-167-75-2/88. AudiovisualRecords New Item9. Admin. Correspondence/OUlevel NCl-167-75-2/10,1210. Admin. correspondence/Divelevel NCl-167-75-2/10,1211. Domestic Guest ResearcherRecords NCl-167-75-2/59,6012. Participantsin Surveys New item13. Project Labor Records NCl-167-75-2/1514. Test Fee Records NCl-167-75-2/6,1715. InterdivisionWork Orders NCl-167-75-2/1816. Cash TransmittalRecords NCl-167-75-2/1917. NIST ConferenceRecords NCl-167-75-2/69,76, 7818. Non-NIST sponsoredCommittees NCl-167-75-2/62,7719. CommitteeMember Indexes NCl-167-75-2/7920. Standing Admin. CommitteeRecords NCl-167-75-2/69,8021. Director'sAdmin. Corr. Files NCl-167-75-2/9a

49

•22. ATP Comm./Bd.of Visitors Reports New Item23. Deputy Director'sCorr. Files NCl-167-75-2/9b24. Assoc. Director'sCorr. Files NCl-167-75-2/9c25. Test Folders NCl-167-75-2/2026. Indexes to Test Folders NCl-167-75-2/17,2827. Project Case Files NCl-167-75-2/24,26,

27, 29, 30 andNCl-167-83-1/1

28. Research notebooks NCl-167-75-2/2129. Machine, InstrumentLogbooks New Item30. Tech. StandardsReferenceFiles NCl-167-75-2/23,2531. NIST SRM, SRD, Other StandardsRecords NCl-167-75-2/2432. Equipment,Machine Drawings NCl-167-75-2/3233. Patent Filing Records NCl-167-75-2/5834. Foreign Patent Filing Records New Item35. Patent LicensingRecords New Item36. CRADA Records New Item37. ATP Grant Proposals New Item38. AccreditationCase Files New Item39. AccreditationBody Case Files New Item40. Laboratory status Records New Item41. National Type EvaluationCase Files NCl-167-75-2/65,6642. Weights and Measures Spec. Records NC1-167-75-2/6743. LegislativeReferenceFiles NCl-167-75-2/6844. Weights and Measures TrainingModules NC1-167-75-2/7045. Energy-RelatedInventionDisclosures New Item46. ConsultantFiles New Item

50

•47. Energy-Related Inventions Conferences

48. Interagency committee on Metric Policy

49. Metric Program Plans and Reports

50. Metrication Operating Committee Records

51. Public Affairs Pub./News Releases

52. Media Query Records

53. Conference, Meeting, Seminar Records

54. Architectural Drawings

55. Design Project Case Files

56. Building Construction Work Orders

57. Demo. Project Vacancy Case Files

58. Demo. Project Payout Files

59. T & A Source Records

60. T & A Input Records

61. Labor-Management Relations Records

62. Standards of Conduct records

63. Intergov't. Personnel Act Assign.

64. Reduction in Force (RIF) Records

65. Classification Appeals Case Files

66. Employee Awards Records

67. Performance Improvement Plans

68. Thrift Savings Plan (TSP) Records

69. Security Clearance Case Files

70. Key Receipt Records

71. NIST Employee Locator Records

72. Security Subject Files

51

•New Item

New Item

New Item

New Item

New Item

New Item

New Item

NC1-167-75-2/71

NC1-167-75-2/72, 73

New Item

GRS 1/4,5,15,32 exc.

GRS 1/23 exception

GRS 2/7 exception

GRS 2/8 exception

New Item/GRS excpt.

New Item

New Item

New Item

New Item

New Item

New Item

New Item

NC1-167-75-2/81

GRS 18/16 exception

New Item

NC1-167-75-2/84

•73. Foreign Guest Workers Records

74. Foreign Visitors Records

75. NIST/NRC Associateship Records

76. Postdoctoral Associateship Appt. Records

77. Foreign Trip Reports

78. Sensitive Mail Records

79. country Files

80. Bilateral Program Records

81. International Projects Records

82. Appropriation and Authorization Records

83. Legislative Proposals

84. congressional Hearings Records

85. state Files and Constituent Corr.

86. Current Legislation Records

87. Weekly Reports/Legislative Summaries

88. Hearing and Markup Reports

89. Monthly Update Report on Bills

90. Official Budget Submission Records

91. Budget Workpapers and Cost Statements

92. Budget Office Apportionment Records

93. Budget Office Correspondence Files

94. Budget Reports

95. Grant and Coop. Case Files

96. Purchase Orders, Contracts

97. Environmental Hazard Files

98. Hazardous Waste Disposal Manifests

52

•NCl-167-75-2/59

NCl-167-75-2/60

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

New Item

NCl-167-75-2/95b

NCl-167-75-2/95d

NCl-167-75-2/95e

NCl-167-75-2/95a

NCl-167-75-2/95h

New Item

NCl-167-75-2/96b andGRS 3/3 exception

New Item

New Item

• •99. OSHA Building Area Monitoring New Item100. Employee Exposure Records New Item10l. Injury Reports and Case Files New Item102. Safety Equipment Allowance Records New Item103. NRC Compliance Subject Files New Item104. Nuclear Reactor Licensing Records New Item105. Nuclear Reactor Operator License Files New Item106. Console and Supervisor's Logbooks New Item107. Employee Training Records New Item108. Interlibrary Loan Requests New Item109. Library Overdue Notices New Item

53