1500 - TRAVEL POLICIES AND PROCEDURES APPENDIX 4 - RECORDS RETENTION AND DISPOSAL and MANAGEMENT CONTROLS Records Retention and Disposal All records (e-mail and non-e-mail) pertaining to this chapter must be retained and disposed of under the authority of NIH Manual 1743, "Keeping and Destroying Records, Appendix 1, NIH Records Control Schedule," Section1500 Travel and Transportation. This section addresses records related to movement of persons under Government orders excluding: 1) Conference Planning requirements (see FAR Subpart 4.7) and 2) Patients Travel and Transportation (see Section 3000-E-41). NIH e-mail messages NIH e-mail messages (messages, including attachments, that are created on NIH computer systems or transmitted over NIH networks) that are evidence of the activities of the agency or have informational value are considered Federal records. These records must be maintained in accordance with current NIH Records Management guidelines. If necessary, back-up file capability should be created for this purpose. Contact your IC Records Officer for additional information. All e-mail messages are considered Government property, and, if requested for a legitimate Government purpose, must be provided to the requester. Employees supervisors, NIH staff conducting official reviews or investigations, and the Office of Inspector General may request access to or copies of the e-mail messages. E-mail messages must also be provided to Congressional oversight committees if requested and are subject to Freedom of Information Act requests. Since most e-mail systems have back-up files that are retained for significant periods of time, e-mail messages and attachments are likely to be retrievable from a back-up file after they have been deleted from an individuals computer. The back-up files are subject to the same requests as the original messages. Management Controls The purpose of this manual issuance is to provide information and guidance regarding NIH policies and procedures pertaining to official travel, its authorization and performance, and submission of claims for reimbursement of expenses. It is intended to assist civilian employees who are required to travel in the performance of their duties, as well as personnel responsible for the administration of travel regulations.
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Last Updated: 10/11/99 | NIH |