These operational records relate to advice, assistance, and representation, provided by the General Counsel (NGC), on
legal matters affecting NARA's mission and program responsibilities. The chapter is
divided into three broad functional areas (Program Direction, Administrative,
and Program Operation) under which the records are grouped. Program Operation covers NGC's unique functions (and most records thereof),
including: general legal advice, litigation, Presidential records, ethics, Alternative Dispute Resolution (ADR), Freedom of Information Act (FOIA) and Privacy Act, and garnishments.
FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
1103 |
Program Operation | |
1103-1 |
General Legal Advice | |
|
a. Files for precedential cases. |
PERMANENT. Cut off annually following close of case.
Transfer to NARA when 15 years old. (N1-64-05-1, item 3a) |
|
b. Files for all other cases. |
Cut off annually following close of case. Destroy when 15 years old.
(N1-64-05-1, item 3b) |
1103-2 |
Litigation | |
|
a. General and replevin case files. | |
|
(1) Significant cases (those that draw
media attention, are precedential, or have a major impact on how NARA does business). |
PERMANENT. Cut off case file at conclusion of case or matter.
Transfer to NARA when 15 years old. (N1-64-05-1, item 4a[1]) |
|
(2) All other. |
Cut off case file at conclusion of case or matter. Destroy when 15 years old. (N1-64-05-1, item 4a[2]) |
|
b. All other activities (equal employment opportunity [EEO], torts, subpoenas, procurement bid protests). |
Cut off annually. Destroy when 6 years old. (N1-64-05-1, item 4b) |
1103-3 |
Presidential Records | |
|
a. Files dealing with policy, advice, special access, and disposal. |
PERMANENT. Cut off annually. Transfer to NARA when 15 years old.
(N1-64-05-1, item 5a) |
|
b. Reference. |
Destroy when no longer needed for reference. (N1-64-05-1, item 5b) |
1103-4 |
Ethics (Advice and operations) | |
|
a. Operations. |
Cut off annually. Destroy when 6 years old. (N1-64-05-1, item 6a) |
|
b. Reference. |
Destroy when no longer needed for reference. (N1-64-05-1, item 6b) |
1103-5 |
ADR | |
|
a. Operations. |
Cut off annually. Destroy when 6 years old. (N1-64-05-1, item 7a) |
|
b. Policy/Reference. |
Destroy when no longer needed for reference. (N1-64-05-1, item 7b) |
1103-6 |
FOIA/Privacy (Advice and operations) | |
|
a. Operations. |
Cut off annually. Destroy when 15 years old. (N1-64-05-1, item 8a) |
|
b. Reference. |
Destroy when no longer needed for reference. (N1-64-05-1, item 8b) |
1103-7 |
Garnishment Actions |
Place in inactive file when garnishment order is terminated. Cut off
inactive files at end of fiscal year. Destroy 3 years after cutoff. (GRS 2, item 18) |
1103-8 |
Web Content Development |
See file no. 840-1b. (Destroy/delete when no longer needed.) |
1103-9 |
Transitory Files | |
|
Documents of short term interest which have NO documentary or evidential value. |
Destroy when 90 days old. (GRS 23, item 7) |
1104 - 1198 |
Reserved | |
FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
1199 |
Word Processing Files and Electronic Mail (E-mail) Records | |
1199-1 |
Word Processing Files. Documents such as letters, memoranda, reports, handbooks,
directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after
they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping
purposes. |
Delete from the word processing system when no longer needed for updating or
revision. (GRS 20, item 13 and N1-64-02-5, item 4a) |
1199-2 |
E-mail Records. Senders' and recipients' versions of e-mail messages that meet
the definition of Federal records, and any attachments to the record messages after they have been
copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. |
Delete from the e-mail system after copying to a recordkeeping system. (GRS 20,
item 14 and N1-64-02-5, item 4b)
NOTE: Along with the message text, the recordkeeping system must capture the names of sender and
recipients and date (transmission data for recordkeeping purposes) and any receipt data when
required. |