General Records Schedule
11
Space and Maintenance Records
Transmittal No. 8
December 1998
GENERAL RECORDS SCHEDULE 11
Space and Maintenance Records
This schedule provides for the disposal of all copies, wherever located in an agency, of records relating to space and maintenance, except as indicated below. Records documenting these functions pertain to the acquisition, allocation, utilization, and release of space and include related correspondence and reports submitted to the General Services Administration (GSA) (or equivalent agency with similar Government-wide responsibilities) as directed by law and regulation (41 CFR 101-17); correspondence and forms relating to the compilation of directory service listings; identification credentials and related accountable records; requests for building and equipment services; and correspondence files reflecting the activities of the unit responsible for handling space and related matters within the agency.This schedule does not cover (a) copies of these records that are an integral part of accountable officers' accounts (Schedule 6); (b) records of procurement and supply (Schedule 3); (c) records that reflect Government-wide programs (such as the records held by the GSA Public Buildings Service). Any records created prior to the establishment of the Public Buildings Administration in 1939 must be offered to the National Archives and Records Administration (NARA) before applying these disposition instructions.
A new item has been added to this schedule to authorize the destruction of electronic mail and word processing records maintained by agencies in addition to the copy in the recordkeeping system. This item covers electronic copies of electronic mail and word processing records created and used solely to produce the recordkeeping copy, and electronic copies of electronic mail and word processing records that are needed in addition to the recordkeeping copy for dissemination, revision, or updating.
1. Space and Maintenance General Correspondence Files.
Correspondence files of the unit responsible for space and maintenance matters, pertaining to its own administration and operation, and related papers.
Destroy when 2 years old.
2. Agency Space Files.
Records relating to the allocation, utilization, and release of space under agency control, and related reports to GSA.
a. Building plan files, surveys, and other records utilized in agency space planning, assignment, and adjustment.3. Directory Service Files.Destroy 2 years after termination of assignment, or when lease is canceled, or when plans are superseded or obsolete. b. Correspondence with and reports to staff agencies relating to agency space holdings and requirements.
(1) Agency reports to the GSA, including Standard Form (SF) 81, Request for Space, and related documents.
Destroy when 2 years old.
(2) Copies in subordinate reporting units and related work papers.
Destroy when 1 year old.
Correspondence, forms, and other records relating to the compilation of directory service listings.
Destroy 2 months after issuance of listing.
4. Credentials Files.
Identification credentials and related papers.
a. Identification credentials including cards, badges, parking permits, photographs, agency permits to operate motor vehicles, and property, dining room and visitors passes, and other identification credentials.5. Building and Equipment Service Files.Destroy credentials 3 months after return to issuing office.
b. Receipts, indexes, listings, and accountable records.
Destroy after all listed credentials are accounted for.
Requests for building and equipment maintenance services, excluding fiscal copies.
Destroy 3 months after work is performed or requisition is canceled.
6. Electronic Mail and Word Processing System Copies.
Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
a. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.Destroy/delete within 180 days after the recordkeeping copy has been produced.
b. Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.
Destroy/delete when dissemination, revision, or updating is completed.
