Retention and Disposition Instructions for Bureau of Reclamation Records, Exams of Construction

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INACTIVE - ALL ITEMS SUPERSEDED OR OBSOLETE

Schedule Number: NC1- 115 - 77 - 01

All items in this schedule are inactive. Items are either obsolete or have been

superseded by newer NARA approved records schedules.

Description:

Superseded by NC1- 115 - 82 - 01

Date Reported: 05/04/

INACTIVE - ALL ITEMS SUPERSEDED OR OBSOLETE

I

·f; __ {F .i - "/· -~ (^) t'' LEAVE BLANK REQUEST FOR AUTHORITY (^) DAlJ RECEIVED JOB NO TO DISPOSE OF RECORDS 1.I.^1 FE^ c^1977 (See Instructions on Reverse)

TO GENERAL SERVICES ADMINISTRATION NATIONAL ARCHIVES AND RECORDS SERVICE, WASHINGTON, DC 20408 NOTIFICATION TO AGENCY 1 FROM (AGENCY OR ESTABLISHMENT) Bureau of Reclamation In accordance with the prov1s1ons of 44 USC 3303a the d,s ______________________________ ____j posal request, 1ncludmg amendments, Is approved except for items that may be stamped "disposal not approved" or "with drawn" In column 10 2 MAJOR SUBDIVISION General Services Division 3 MINOR SUBDIVISION Records Management Branch 4 NAME OF PERSON WITH WHOM TO CONFER (^5) TEL EXT Theodore M. Ki 1by 343-9447 (^) I I -J.t- 6 CERTIFICATE OF AGENCY REPRESENTATIVE (Date)

I ff!~Y certify that I am author,zed to act for this agency In matters pertaining to the disposal of the agency's records, that the records proposed for disposal ,n this Request of

--- page(s) are not now needed for the business of this agency or will not be needed after the retention per,ods spec1f1ed

2-3-77 Chief,^ Records Management Branch Date (Title) 7 ITEM NO 8 DESCRIPTION OF ITEM (With Inclusive Dates or Retention Periods)

9 SAMPLE OR JOB NO ACTION^10 TAKEN

conversi This comprehensive records disposition schedule supersedes

all previously approved records sched•les of the Bureau of

Reclamat:ion. Dispositions for machine-read.able records appear in the "r·1achine-Readable Records Supplement'' at th back of this schedule. NOTE: If the Bureau should devel p a new centralized ADP system, the l!achine-Readable Archiv s Division of the National Archives should have the opport ity to review again machine-readable records series created b the Bureau •

.Any record series--either textu~l or non-textual--created subsequent to, and/or not disposable by, this schedule will be covered by supplementary records disposition authority to be obtaJned from the rT.J.tional Archives and Records Service.

115-106^ STANDARD^ FORM^115 Revised January 1973 Prescribed by General Services Adm1n1strat1on FPMR (41 CFR) 101-11 4

100-4. Reclamation^ Instructions^ or^ Manuals

/a. Formal releases

1) Record copy (Commissioner's Office )--PERMANE:r-..TT. Offer superseded releases to NARS when 10 years old. (Arr. by volume or series number). ca. 2 cu. ft./yr.

2. All other copies--Destroy when superseded or obsolete.

✓ b. Regional supplements

1) Record copy (Regional office of origin)--PERMANENT. Offer

superseded releases to NARS when 10 years old. (Arr. by volume or series number). ca. 1 cu. ft./yr Bureau-wide.

2. All other copies--Destroy when 1 year old.

100-5. Manuals^ of^ other^ agencies,^ such^ as^ Federal^ Personnel^ Manual,^ Federal Property Management Regulations, Federal Procurement regulations, General Accounting Office manual and others.

Destroy in agency when no longer needed for reference.

100-6. Correspondence relating to arrangements for visits, trips, meetings, ,..,,,.... and conferences, including accomodations and approvals of attendance.

Destroy in agency when 6 months old.

lCX>-7 Case records reportJ.ng public accidents, J.IlJuries, fatalities and disabi::!.J.ties with related correspondence and including sl.llll.lar case records for occurences invol'V1Ilg

contractor employees:

• Destroy 6 years after date of irx:identv or 3 years after settlemen; o!., a:ey claim, /1/0TE.i USE Retention and D1sposi tion Instructions 975-1 and 975-2.fur occvr..-·e1.ires 1111iolv• •1_5 i="eJ.eco.\ ~IG-<.i'-e.s ,

100-8; Safety and Accidents Summary or Progress Reports.

Destroy in agency when 5 years old.

100-9. Safety program publ1cat1ons, posters, safety reminders, and other s1~1lar __,/ (^) promotional materials.

Destroy when 1 year old.

100-10. Fire fighting agreemants and related correspondence.

Destroy in agency upon termination of the agreement.

110. Authorizations and Policies Files.

Correspondence, reports, and studies regarding Reclamation authorities and policies relating to the establishment of nationwide and regional boundaries of Reclamation authorities; and including comment from the public or other sources concerning Reclamation authorities, activities, accomplishments, and related matters.

a. Record copy of correspondence, memoranda, and public comments regarding Congressional delegation of national Reclamation authorities, delegations of those authorities to Regional and other levels of Reclamation organization, and other Reclamation-wide matters of a broad administrative nature. (Commissioner's Office)-- PERMANENT. Offer to NARS when 25 years old. (Arr. alphabetically by office, thereunder chronologically). l ffl,,^1 yr. ca.- ¼ c,c..__ f'i left·

b. Record copy of authorities and public comments pertaining to region-wide Jurisdictional matters, such as establishment of field locations, delegations to field locations, and matters concerning establishment of field location boundaries and limits of authoritv _ (R~.e:ional ._offillie of recordh-PER:tv'.A...Tl!ENT. Offer to c r,ec..res+ t',t131c1,:;. ~~N v.e~ v.-e. 0,, NARS.Awnen 2,;/yea s o.La... alphabetically by office, and thereunder chronologically). ea. 1 in/yr. ce,. /2. c,.~1'-1-/ 10 Lfrs

c. All other copies--Destroy when 5 years old.

110-1. Delegation of authority files.

In-house delegations of signatory and other temporary authorities including designations of Construction ~ngineers as representatives of the contracting officer.

Destroy in agency when revoked, withdrawn, or expired.

..,...-d. Environmental statements of non-Bureau origin, transmitted to the Bureau for review and comment or acquired for reference purposes, and including all related correspondence or comments.

Destroy when no longer needed for reference years old, whichever is sooner.

or when 10

It id. D - '3 , E "'"'"1rov,W1€A,'ltt1-/_ 'Ivn-etlc..+ s~+et,'Vle.«.---~ I tc.,Y)'1 mo..1 CLM.cL

plaMt- ,f-'e, IY\V~A·d--or'ies. o..~d on3c,',n9 ola.+~. h?r

\NlaAtto..5evY1e--vl+ s+volr~S - - .see f1etc..h,V1e- Re.Cl.ol.0-.1:>le.

Reeof'cls Svppl-e.,iM-evrt-) I+ewt.. A &o - 3.,

/,.

122. Records Of Planning Boards, Committees, and Special Commission~.

i.--- Correspondence, preliminary or reference copies of reports, informal minutes of meetings of sub-committees, and other related material received or created by Reclamation during participation in groups empowered to study and propose major plans for multi-agency conservation, development, and use of resources, or to consider special problems related thereto.

Destroy when 5 years old.

122-1. Official copies of minutes of meetings ,and other periodic reports (annual, semi-annual, program, or other issue) issued by the board / or committee and sent to Reclamation. Arr, b1;i •1revr, ·¼erev.tJQ.r cilrc,t'). a,

11 L\r, a. Commissioner's Office --PERMANENT. Break file annually. Offer to NARS when 10 years old. b. Regional Office of Major Interest--PERMANENT. Break file annually. Of fer to NAR.S when 10 years old. ,.,,g • c. All other offices--Destroy when 10 years old. "-.-/10,^1 ti>

123. Proposed Reclamation Projects Investigations Files.

Housekeeping correspondence, prelimiary studies with review comments, supporting statistical and documentary data; and formal reports including investigation status reports, final report with recommendation, and studies of economic factors, special problems, water supply availability, reclamation benefits for area studies, and other similar matters.

For life of investigation (i.e., before project becomes authorized, postponed, or abandoned)~ break file every 5 years and transfer 5-year block to FARC immediatly. ~/hen the project is authorized, postponed, or abandoned, dispose of records according to 123-1, 123-2, or 123-3, whichever is applicable.

123-1. Authorized Project :nles.

(^1) /hen a proposed project is approved for construction, the :r:ec9rdsJ, Fi.,,,,,,. ,/ wt11,rJ).r,1/~'f! r~m r,,,, a,., gathered in the investigations file (^ Item 123 )^ shall be~re-coee into the full range of decimal subjects applicable to the records as indicated in Records Management Handbook No. 1. The re-coded records will for~ the nucleus of the subject files pertaining to the newly- authorized project, and will contain further accumulations of records on those subjects for the life of the project. Use Retention and Disposition Instructions applicable to the newly-coded subject identifications. For example:

R&DI 500-3 for records related to geological investigations R&DI 500-6 for records related to securing authorization for construction of the project R&DI 502 for cost estimate records prepared during the investigation R&DI 510 for correspondence concerning design, location, and construction of dams, and Other R&DI provided for specific subject files.

125. Proposed^ Project^ Investigations^ by^ Other^ Agencies.

Correspondence and preliminary or summary reports concerning proposed resource development projects of other agencies, and submitted to Reclamation either as a courtesy or for comment,

Destroy when 10 years old.

125-1. Public notices of hearings to be held for the purpose of securing public comment on proposed investigations of other agencies (such as the Corps8 of Engineers), routine~ sent to the Bureau for reference; transcripts of these hearings; and other related matters.

Destroy when 6 months old.

Retention and Disposition Instr ons BlffiZAU OF RECLAMATION

130 LAW AND LITIGATION RECORDS

oK

~jiql11 Correspondence Files. Corre ,pondence concerning the Bur· au 1 s richt~ to hold

and protect pronerty, to participate ln liti,:ation, to file clcd.ms and take

other legal actions. Corre~:pondence rel.:ltin~ to subst:mtive Jlk,tters eventually

is incorporate;d into offici.::tl Reclamation Instruction •

.S "ft'AtS c>.,F+er clcsc cf- ret ....+eJ., ~:see.\ '1eo..r.

• Destroy 11 A:lo;i;i ~ yRa PS e:14. ~l~s 1-1^1 10

l30-l Witness Files. Records relating to employee~• service as witnesses, including

~j~\11 requests for an::1 approvals of service, ~ reimbursements for expenses_, AM-A o·l-t..er

z, ~•~•IN"" ~us ·

(iO Destroy when _:3 years old.

l30-2 Legislative History Fileso Case files related to legislation, such as Federal

Reclamation L3.ws, .::tffectinr; the Dureau 1 s authorities, acti.v:ities, and interests.

Includes corr,~spondence, reports, cor,ies of ler,isl;ition, :ind data rec;_uestod by

Concress to support the Bureau's corments, and Bureau conments. (Arranged by

nii.J11ber of law.)

a. Enacted leeisla~ion

(1) CoJTJillissioner^1 s Office--PEPJ.IANENTo Transfer to FP.RC 5 years after lE.w

is enacted. Offer to H/,RS 20 years later.

/volume is about 4.0 cubic feet per session of Congress/

(2) • Regional office most affected-Destroy when no longer needed for

reference.

(3) All other offices--Des t:,:xy when no lonr;er needed for reference or 5

years after enactm:::nt of law., whichever is sooner.

b. Legislation not enacted

• Destroy 2 years after legislation is killed.

Retention and Disposition Instru· ,ns BUJL1:AU OF RSCL11.MJ.TION

J.40 RECOTIDS AlID FORMS MJ\NA(T,'lllENT n.ECOIIDS

Correspondence Files. Correspondence condernine the establishment of filine

systems and records disposition systems; security of records; and the creation

and use of forms.

• Destroy when 3 years oldo

J.Lo-1 Pdvacy Act Records. Correspondence related to the administration of the

Act, listings of records for rubliccttion in the Federal Rceister, rates to

be charr,ed for records f11rnished under the act, transmittals and copies of

special reports rectuired from time to time (such as costs of maintaining

records subject to the Act., research time to locate rcords, artd other sir:iilar

matters).

• Dispose of accordir12 to General Records Schedule 14

140-2 Record Disposal Files. Standard Form 115 1 s, Reclamation-wide autho:dties

pertaining to non-record material, and local office authorities pertai:nng

to non-record material.

• Destroy when related records are destroyed.

lii0-3 Record inventories and worksheet~. oV-
<-t,'°'

• Destroy when 2 years old.

J.Lo-L. filing handbooks and guides.

ili"l/11^ OIC o Destroy when superseded.

J.Lo-5 Authorities^ to^ microfilm^ specific^ groups^ of^ records.

• Destroy 10 years after microfiJming.

100 Pa~e ll

Retention and Di.sp::,sition Jnstrur n BUREAU OF R~L/1Ji1A TION

RECORDS AND FORMS MANAGEMEN'li" RECORDS, continued:

140-6 Records^ Transfer^ Files.^ Stc1ndard Form^135 1 s^ and^ other^ transfer^ a:7"eencnts^ documni-.·^ '.'lf;

·.. (' Fvr mo-chi ne - renA ~ le.. _

ting the trcinsfer of records to N/\RS or to water user orcan1zat1ons. recorcls re\o..fC?a_· to 'i-n'\

,+evit. 1 See Supple.,,._et,t..t,e.> .I*e-i,,.v A 1 <to - ~ )

a. SF 135's--Destroy when temporary records are destroyed in FJ.RC oA 1 year after

permanent records are accessioned by NARS.

b. Water User letters of agreement-Destroy when Bureau records are returned to the

custody of Bureau.

140-7 Forms Numbrical Fil.cs. Case files containing copies of each form, revisions and

related correspondence.

6 K

')s'l1'i^11 • Transfer to FARC 3 years after fonn is superseded or becomes obsolete.

Destroy 10 years after transfer.

140-8 Forms Functional Files. Case files containing copies of each fem., revisions and

related correspondence.

• Destroy when form is superseded or cancelled.

M ltNAG EJ.,\ENT -- Se~ M~h1.,e..-Re¾-Ao-11e. Re.cords

Surplem~ J ::r.+~ A \ 'if(

100 Pq_;e 12

-14-

150-5. Space Agreements Files. Space agreements and related correspondence.

Destroy upon termination of agreement

150-6. Issuances File. Logs, lists, or book covers recording issuance of transportation requests, travel orders or authorities, bills of lading, freight bills, tax exemption certificates, and other similar matters.

Destroy when 2 years old.

150-7. Identification cards and other similar credentials such as passports, visas, and credit cards.

Destroy when cancelled or no longer valid.

Still photographs, created by the Bureau.

Photographs selected as "archival" according Reclamation Instructions 356.2.3a, 356.2.6, and 386.5. ; original negative d 1 captioned print of each color or ack and white pho graph, color transparency, and · ~ernegative, w~th related

index or other finding aids. rr. ty1,, et/ phu.- r1vrv1 Qr1c c;;'-1~ftt11-)

1.) Com ·ssioner's Office--pe 1anent. Offer to NARS-NNV

in 5- blocks at 5- ar intervals. (rho~octro.ph:. crwd,v,of-

r~~e 111 .. J,, o--f?f:ce). c. c... 1 ,-., , / '-1 .~

2. A1¥other offI s-- MANENT. Offer to the Archives Branch, FARC, Denver Fe al Center, Building 48, Denver, Colorado, in 5-year blo s a 5-year intervals. _ ca.. w.H./y,c.vrren+l'-1, WiUdeuc-C<~e 111 Pu-1ure 1 d1,1,.e --v lac.tc oF b. Photographs n sel.ected as chival, 11 with related captions (^) <'!et1v i ·1y and indexe -Destroy upon accep ce of parallel block of elections by NARS.

c. pictorial records such as posters, original artwork, slide and filmstrips; the original and 1 r erence print--PER.;·1ANENT.

to NARS when 5 years old. ( Arr. o-\pho..-V\ ericc..lll\ ; a. - 3 ;·11 ./ '-1'·)

ff ;1/V 150-9. Official Motion Pictures of the Bureau of Reclamation.

a. Original negative or color film, soundtrack, intermediate master positive or duplicate negative with optical soundtrack and one sound projection print of e~ch film produced or acquired by Reclamation--PERMANENT. Offer to NARS when 5 Yr,ars old. -r,) { ()Jr<Lt!Cfecl J>y +;He, 15 cu., H new,~ Ct1utl'.•!J efcz.Hi-<J fr0-1?t. llJ'fO ~; cu,r1~f t?.M1,.m1,/11f,;;1t Ct:r, ;y rr, b. Finding aids and production documentation such as data sheets, shot lists, catalogs, indexes, or other tectual information required for proper identification, retrieval and use; including production contract and case files, scripts, transcripts, records of film origins, release, ownership, and other similar matters.-- PERMANENT. Offer to NARS along with the produc~io1;~ to which they relate. _(eirt--<vu.r(d, /,,; f;f!.e cl- /};/ni,, Cl,,t11Wtl/ vo/. mf1rntr1-!J

c. Duplicate, multiple, or release prints of films--Destroy when obsolete or when film is removed from circulation.

Still Photographs

a) Standard and special use photographs selected as "archival" according to RI 356.2.6A. Criginal negative and 1 captioned print for each black and white photograph; original color transparecny or color negative, a captioned print, and an internegative (if available) for each color photograph; with related indexes and other finding aids.

1. Commissioner's Office. Archival photographs created by the Commissioner's Office--FZ..1Y:A1~:'.TT. Offer to NARS- NNV (Washington, DC) in 5-year blocks at 5-year intervals .. (Arranged 1 nurnerically). ca. l" / yr. e.lphiv
2. All other offices--PER:1A~rENT. Offer to Archives Branch,

F.ARC, Denver Federal Center, Building 48, Denver,

Colorado, in 5-year blocks at 5- year intervals. (Arranged,numerically) ca. 4½ cu. ft./yr.

hh"'

b) Photographs collected by the Commis~ioner's Office from other o~fices (duplicate prints of photographs for which the original negatives are retained in the field office)--Destroy in agency when no longer needed for reference.

c) All photographs not selected as "archiva.J.;' with related captions and indexes--Destroy in agency upon acceptance by N..\RS of parallel block of archival photographs.

d) Other pictorial records such as posters, original artwork, slide sets, and filmstrips, with related finding aids; the original and 1 reference print--PE?..:·1ANENT. Offer to NARS when 5 years old. (Arranged "lp~-1111t'l'lerrmfp. ca. l cu. ft./yr •

 ##### COOPERATIVE RESEARCH ACTIVITY RECORDS 160. Correspondence File. Correspondence relating to the Bureau's participation in cooperative technical and research activities with Federal and State agencies, colleges, universities, cities, private organizations, foreign governments, and foreign organizations. Subjects include bilateral exchanges of personnel, establishment of training or observation trips, arrangements for financing, and other similar matters. Destroy when 5 years old. 160-1. Cooperative technical and research activities agreements files. a. Agreements with foreign governments or organizations--Transfer to FRC 3 years after termination of agreement. Destroy when 25 years old. b. All other agreements, not involving exchange of funds--Destroy 1 year after termination of agreement c. All other agreements, involving an exchange of funds--Dispose of in accordance with Retention and Disposition Instruction 330 160-2. Cooperative National Programs Files. Correspondence, reports, and general housekeeping records created by the Bureau in administering Youth Conservation Corps, Job Corps, and other programs delegated to it by the Congress. Dispose of in accordance with Reclamation Retention and Disposition Instruction pertinent to the type of record (e.g., Personnel records, procurement records, correspondence). 170. Emergency and Disaster Operations Correspondence. Correspondence and repotts relating to Reclamation participation in National Defense activities or administration of loans for disaster relief, pro- tection of personnel and property during emergencies, establishment and maintenance of relocation centers for Bureau activities affected by emergencies, and cooperation with State and local authorities in similar programs. Destroy when 5 years old. 170-1. Catastrophes Investigations Files. Correspondence, reports, transcripts of hearings and similar records created during investigation of causes and effects of disasters affecting, and failures of, Reclamation structures or ) #### facilities. ( Ar-r4<1.cl l\.S Cu<;e_ f-,1-e- bl-j 11\CvlM.€. oF- projec.J 1 +\.\.2rwvt&er chrcnol o ~l cc.fly, a. Major catastrophes (resulting in loss of life or permanent major damage to Reclamation structure or facility) 1) E and R Center--PERMANENT. Transfer to FARC 10 years after close of investigation. Offer to NARS 25 years after close of inv~stigation. 3 C.,l.\.,!c+, 1 ~e<~uVYlvlct\-e.i:l _V'loW._ Volv1'Vl€.- _c;l.epe"'c<~ upovt._ oc.Cvrret,.i(le,. of-- o'..l51,.s1er,.,t,e 011/ vYtajor CCtTG<Shyphe <;o f.c...v- _~'IC<',,_ \.,{'-e-t,1., 11:i7b r~l\.:nv,e _o(-_ Te....~ t:>a.w.~ J 2) Regional Office most affected--Transrer ali records to E and R Center 5 years after incident. E and R Center dispose of records as in 1 above. b. Minor catastrophes (resulting in no loss of life and only minor damage to Reclamation structure or facility) Destroy all records 10 years after incident.