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HSPD-12


Administrative Management Records Schedule NC1-307-82-1

ITEM NO. 45
  1. Directive Case Files.

Internal directives issued by the agency, bureau of division level. Staff Memoranda, Bulletins, Circulars. Maintained numerically by year

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  1. Issuances related to NSF program functions. GRS 16, Item 1

DISPOSITION: Permanent. Retain in the Foundation for 5 years after superseded or obsolete, then transfer to FRC. Offer to NARS in 5 year blocks when 20 years old (e.g., offer 1970-74 block 1995).

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    1. Directives case files for issuances related to program functions.

DISPOSITION: Destroy 5 years after issuance is superveded or obsolete.

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  1. Issuances related to routine administrative functions (e.g., payroll, personnel, procurement).

DISPOSITION: Destroy when superseded or obsolete.

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  1. Case files for issuances related to routine administrative functions.

DISPOSITION: Destroy when issuance is destroyed.

ITEM NO. 46
  1. Withdrawn.

ITEM NO. 47
  1. Forms Files.

Master file for all NSF forms, and form letters, and contains a record copy of each edition of the form and related data showing its origin, scope, purpose, and related procedures. (For public use forms, the file includes the OMB approval copy of SF 83). Individual folders are filed numerically, by form number, within organizational groups. Maintained sequentially.

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  1. One record copy of each form with related instructions and documentation showing inception, scope and purposes of the form. GRS 16, Item 3

DISPOSITION: Destroy 5 years after related form is discontinued, superseded or canceled.

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  1. Working papers, background materials, requisitions, specificatins, processing data, and control records.

DISPOSITION: Destroy when related form is discontinued, superseded or canceled.

ITEM NO. 48
  1. Management Improvement Reports.

Copies of reports submitted to the Office of Managment and Budge and related analysis and feeder reports.

DISPOSITION: Retain in the Foundation for 5 years after submission to OMB. Transfer to FRC for 10 years, then destroy.

ITEM NO. 49
  1. Committee and Conference Records.

Records documenting authority to establish, operate and terminate the group; documents dealing with policy guidance on plans, programs, and activities; problems, and solutions. Documents consisting of establishing and terminating documents; agenda and minutes of meetings; resolutions, decisions, recommendations and changes, correspondence on substantive matters; and reports on establishing, revision, evaluation or terminating individual studies or projects. Maintained alphabetically by committee.

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    1. Advisory commiittee files mainted in the Division of Personnel and Management. Includes charters, minutes, membership lists, and often annual reports. Arranged by committee and thereunder chronologically.

DISPOSITION: Permanant. Offer to NARS in 5 year blocks when the latest records are 10 years old.
ITEM NO. 50
  1. Item No. 50
Official organization charts, narrative histories, and related records which document the organization and functions. Maintained chronologically by organization. GRS 16
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  1. Organizational charts and reorganization studies

DISPOSITION: Permanent. Retain the Foundation 5 years, then transfer to FRC. Offer to NARS in 5 year blocks when 20 years old(e.g., offer 1970-74 block in 1995).

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  1. Functional statements. Formally prepared descriptins of the responsibilities assigned to the senior executive offices of NSF at the division level and above. If the functinal statements are printed in the Code of Federal Regulations (CFR), they are not designated for preservation as a separtate series.

DISPOSITION: Permanent. Retain in the Foundatin for 5 years, then transfer to FRC. Offer to NARS in 5 year blocks when 20 years old (e.g., offer 1970-74 block in 1995).

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  1. Agency histories and selected background materials. Narrative agency histories including oral history projects prepared by agency historians or public affairs officers or by private historians under contract to NSF. May also include some background materials (such as interviews with past and present personnel) generated during the research stage, but excludes electrostatic copies for convenient reference.

DISPOSITION: Permanent. Retain in the Foundation 5 years, then transfer to FRC. Offer to NARS in 5 year blocks when 20 years old (e.g., offer 1970-74 block in 1995).

ITEM NO. 51
  1. Withdrawn.
ITEM NO. 52
  1. Felonious Security Violation Files.

Case files relating to investigations of alleged security violations of a sufficiently serious nature to be classed as felonies.

DISPOSITION: Retain in Foundation for 2 years after completion of corrective action, the destroy.

ITEM NO. 53
  1. Emergency Planning Reports.

Agency reports of operations tests, consisting of consolidated or comprehensive reports reflecting agency-wide results of tests conducted under emergency plans.

DISPOSITION: Permanent. Cut off when related plan or directive becomes obsolete or is superseded. Transfer to FRC 5 years later. Offer to NARS when 15 years old in 10 year blocks (e.g., offer 1970-79 block in 1995).



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