General Records Schedule
12
Communications Records
Transmittal No. 8
December 1998
GENERAL RECORDS SCHEDULE 12
Communications Records
The principal records documenting communication functions include messenger service data; telecommunications service control and operational records; long distance telephone reports; postal records, consisting of post office forms and supporting papers; mail control records and supporting and related papers; agency copies of penalty mail reports; and records relating to private delivery service (such as United Parcel Service).
This schedule covers the records described below, wherever located in an agency but does not cover records that reflect Government-wide programs, such as records held by the U.S. Postal Service and the Information Technology Service of the General Services Administration (GSA), other than those documenting their own internal administrative management functions. Any records created prior to January 1, 1921, must be offered to the National Archives and Records Administration before applying the disposition instructions in this schedule.
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. Messenger Service Files.
Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records.
Destroy when 2 months old.
2. Communication General Files.
- Correspondence and related records pertaining to internal administration and operation.
Destroy when 2 years old.- Telecommunications general files, including plans, reports, and other records pertaining to equipment requests, telephone service, and like matters.
Destroy when 3 years old.- Telecommunications statistical reports including cost and volume data.
Destroy when 1 year old.- Telecommunications voucher files.
- Reference copies of vouchers, bills, invoices, and related records.
Destroy when 1 fiscal year old.- Records relating to installation, change, removal, and servicing of equipment.
Destroy 1 year after audit or when 3 years old, whichever is sooner.- Copies of agreements with background data and other records relating to agreements for telecommunications services.
Destroy 2 years after expiration or cancellation of agreement.3. Telecommunications Operational Files. [See note after item 3b.]
- Message registers, logs, performance reports, daily load reports, and related and similar records.
Destroy when 6 months old.- Copies of incoming and original copies of outgoing messages, including Standard Form (SF) 14, Telegraphic Message maintained by communications offices or centers, and EXCLUDING the copies maintained by the originating program office.
Destroy when 2 years old.
[NOTE: Master files and data bases created to supplement or replace the records covered by item 3 are not authorized for disposal under the GRS. Such files must be scheduled on an SF 115.]4. Telephone Use (Call Detail) Records.
Initial reports of use of telephone lines (e.g., telephone calls, facsimile transmissions and electronic mail) during a specified period provided by a telephone company, the General Services Administration, the Defense Information Systems Agency, or a private sector exchange on an agency's premises, as well as records generated from initial reports from administrative, technical, or investigative follow-up. Included is such information as the originating number, destination number, destination city and state, date and time of use, duration of the use, and the estimated or actual cost of the use. EXCLUDED are records accumulated in connection with substantive investigations and audits that are covered by GRS 22, Inspector General Records or GRS 6, Accountable Officers' Accounts Records.
Destroy when 3 years old. Initial reports may be destroyed earlier if the information needed to identify abuse has been captured in other records.
5. Post Office and Private Mail Company Records.
Post Office and private mail company forms and supporting papers, exclusive of records held by the United States Postal Service.
- Records relating to incoming or outgoing registered mail pouches, registered, certified, insured, overnight, express, and special delivery mail including receipts and return receipts.
Destroy when 1 year old.- Application for registration and certification of declared value mail.
Destroy when 1 year old.- Report of loss, rifling, delayed or late delivery, wrong delivery, or other improper treatment of mail.
Destroy when 1 year old.6. Mail and Delivery Service Control Files.
- Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, EXCLUDING both those covered by item 5 and those used as indexes to correspondence files.
Destroy when 1 year old.- Statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post or packages over 4 pounds).
Destroy when 6 months old.- Requisition for stamps (exclusive of copies used as supporting documents to payment vouchers).
Destroy when 6 months old.- Statistical reports and data relating to handling of mail and volume of work performed.
Destroy when 1 year old.- Records relating to checks, cash, stamps, money orders, or any other valuables remitted to the agency by mail.
Destroy when 1 year old.- Records of and receipts for mail and packages received through the Official Mail and Messenger Service.
Destroy when 6 months old.- General files including correspondence, memoranda, directives, and guides relating to the administration of mail room operations.
Destroy when 1 year old or when superseded or obsolete, whichever is applicable.- Locator cards, directories, indexes, and other records relating to mail delivery to individuals.
Destroy 5 months after separation or transfer of individual or when obsolete, whichever is applicable.7. Metered Mail Files.
Official metered mail reports and all related papers.
Destroy when 6 years old.
8. Postal Irregularities File.
Memoranda, correspondence, reports and other records relating to irregularities in the handling of mail, such as loss or shortage of postage stamps or money orders, or loss or destruction of mail.
Destroy 3 years after completion of investigation.
9. 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.
- 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.- 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.
