Records related to space management, safety, protection, security and housing for NIH
personnel and for facilities owned or used by NIH.
1300-A-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.
Disposition: Destroy when 2 years old.
1300-A-2 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.
Disposition: 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lease is canceled, or when plans are superseded or obsolete.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 General Services Administration, including Standard Form (SF)
81, Request for Space, and related documents.
Disposition: Destroy when 2 years old.
(2) Copies in subordinate reporting units and related work papers.
Disposition: Destroy when 1 year old.
1300-B-4 Reserved. This item is covered in Administrative Files
1100-M.
1300-B-5 Employee injury and
compensation case files [Disposition authority withdrawn per
FPMR Bulletin B-136]
1300-B-6 Reserved.
1300-B-7 Radioactive contamination survey sheets: Room surveys
for radioactive contamination.
Located in Radiation Safety Branch.
Disposition: Destroy when 3 years old.
1300-B-8 Radiation Safety
Training Records. These records are subject to the Privacy
Act.
Located in Radiation Safety Branch.
a. Radiation Safety Training Record Card (NIH 88-15).
Disposition: Destroy 20 years from last date of entry made on the card.
b. Radiation Safety Refresher Training Attendance Records.
Disposition: Destroy when 3 years old.
1300-B-9 Exposure incident
files contain reports and all other data relating to the investigation
of radioactivity exposure incidents in NIH.
Located in Radiation Safety Branch.
Disposition: Destroy when 10 years old.
1300-B-10 Radiation exposure
records, consisting of name files on badges issued, and bioassay
data on individual exposures, air sample reports of possible environmental
and personnel contamination. These records are subject to
the Privacy Act.
Located in Radiation Safety Branch.
Disposition: DISPOSAL NOT AUTHORIZED at this time. Review for possible
retention period in 2000. Federal regulations require retention of these records until
termination of U.S. Nuclear Regulatory Commission licenses.
1300-B-11 NIH requests for
the purchase and use of radio nuclides.
Located in Radiation Safety Branch.
Disposition: Destroy when 3 years old.
1300-B-12 Applications for
authorization to use radio nuclides, showing training and experience,
and other data about would-be users of isotopes, showing branch
approval or disapproval. These records are subject to the
Privacy Act.
Located in Radiation Safety Branch.
Disposition: Destroy when superseded or no longer applicable.
Records related to directives, policies, procedures and measures taken for protection
of NIH-owned facilities or privately operated facilities given protection by NIH from
unauthorized entry or loss.
EXCLUDED from this section are:
(1) Records related to emergency planning; (see section 1100-I),
(2) Records related to safety, (see section 1300-B),
(3) Records related to personnel security clearance and related matters; (see items
2300-730-1 to 6),
(4) Records related to programs for protection from biohazards research risks and other
areas where NIH has responsibilities extending beyond NIH itself (see section 7000).
1300-C-1 Protection
and Security Management Administrative Correspondence Files.
Disposition: Destroy when 2 years old.
1300-C-2 Survey and Inspection
of Government-owned buildings: Reports of surveys and inspections
conducted to insure adequacy of protective and preventive measures
taken against hazards of fire, explosion and accidents, and to safeguard
information and facilities against sabotage and unauthorized entry.
Disposition: Destroy when 3 years old or on discontinuance of facility,
whichever is sooner.
1300-C-3 Survey and inspection
of privately-owned facilities assigned security cognizance by NIH.
Disposition: Destroy when 4 years old or when security cognizance is terminated,
whichever is sooner.
1300-C-4 Investigative
Files accumulated in investigations of fires, explosions and
accidents, consisting of retained copies of reports and related
papers when original reports are submitted to other agencies or
organizational elements; reports and related papers concerning occurrences
of such a minor nature that they are settled locally.
Located in offices which conduct investigations.
Disposition: Destroy when 2 years old (Does not apply to employee injury and
compensation files, 1300-B-5, or records of radioactive contamination, 1300-B-9).
1300-C-5 Property Pass Files
authorizing removal of property or materials.
Located in offices of responsible Property Custodians and Property Representatives and
DAS - Protection and Security Management Branch.
Disposition: Destroy 3 months after expiration or revocation.
1300-C-6 Guard Assignment
files related to guard assignments and strength.
a. Ledgers.
Disposition: Destroy 3 years after final entry.
b. Requests, analyses, reports, change notices and other related papers.
Disposition: Destroy when 2 years old.
1300-C-7 Police
Functions Files related to exercise of police functions.
a. Ledgers of arrests, cars ticketed and outside police contracts.
Disposition: Destroy 3 years after final entry.
b. Reports, statements of witnesses, warning notices and other case papers relating to
arrests, commitments and traffic violations.
Disposition: Destroy when 2 years old.
c. Reports on contact of outside policy with building occupants.
Disposition: Destroy when 1 year old.
1300-C-8 Personal Property
Loss or Theft Files concerning accountability for personal property
lost or stolen.
a. Ledgers.
Disposition: Destroy 3 years after final entry.
b. Reports, loss statements, Form NIH-254, receipts and other related documents
relating to lost and found articles.
Disposition: Destroy when 1 year old.
1300-C-9 Key Accountability
files. Files relating to accountability for keys issued. These
records are subject to the Privacy Act.
a. For areas under maximum security.
Disposition: Destroy 3 years after turn-in of key.
b. For other areas.
Disposition: Destroy 6 months after turn-in of key.
1300-C-10 Visitor Control
Records used to record names of outside contractors, service
personnel, visitors, employee admitted to areas, and reports on
automobiles and passengers.
a. For areas under maximum security.
Disposition: Destroy 5 years after final entry or 5 years after date of
document.
b. For other areas.
Disposition: Destroy 2 years after document is created or 2 years after date of
document, as appropriate.
1300-C-11 Facilities Checks
files related to periodic guard facility checks.
a. Data sheets, door slip summaries, check sheets.
Disposition: Destroy when 1 year old.
b. Reports of routine after-hours security checks where no security violations are
involved.
Disposition: Destroy when 1 month old.
1300-C-12 Guard Service Control
Files.
a. Control center key or code records, emergency call reports, building records and
employee identification cards.
Disposition: Destroy when superseded or obsolete.
b. Round reports, service reports on interruptions and tests, punch clock dial sheets.
Disposition: Destroy when 1 year old.
c. Automatic machine patrol charts and registers of patrol and alarm services.
Disposition: Destroy when 1 year old.
d. Arms distribution sheets, charge records and receipts.
Disposition: Destroy 3 months after return of arms.
1300-C-13 Logs and Registers.
a. Master logs.
Disposition: Destroy 2 years after final entry.
b. Guard Station logs of concurrences also entered in master logs.
Disposition: Destroy 1 year after final entry.
1300-C-14 Credentials and Identification Files.
a. Identification cards and badges, parking permits, and other identification
credentials. These records are subject to the Privacy Act.
Disposition: Destroy credentials 3 months after return to issuing office.
b. Receipts, indices, listings and accountable records.
Disposition: Destroy after all listed credentials are accounted for.
Records related to management and assignment of staff quarters .
EXCLUDED from this section are:
(1) Fiscal Records; (See section 1900),
(2) Procurement and supply records; (See section 2600),
(3) Building maintenance, (See section 2600-B).
1300-D-1 Quarters Management
Files including expenditures, survey, collection and other statistical
and narrative data.
Disposition: Destroy when 2 years old.
1300-D-2 Quarters - General Correspondence pertaining to
management and maintenance of staff quarters.
Disposition: Destroy when 2 years old.
1300-D-3 Housing Leases, renewals, termination notices and
related papers.
Disposition: Destroy 3 years after end of fiscal year in which lease is
terminated or canceled or in which any litigation is concluded, whichever is later.
1300-D-4 Housing Assignments and Vacancy Files.
a. Individual tenant record.
Disposition: Destroy when tenant vacates unit.
b. Housing unit record.
Disposition: Destroy 3 years after end of fiscal year in which unit is closed.
1300-D-5 Furnishings inventories of staff quarters.
Disposition: Destroy 3 years after end of fiscal year in which inventory is
superseded.
1300-D-6 Housing Applications (Does not apply to copies filed
with leases: see item 1300-D-3.)
a. Rejected applications.
Disposition: Destroy 1 year after rejection.
b. Others.
Disposition: Destroy when 2 years old.
