2200-A-1 Affirmative Action
Plans, (AAP) outlining proposed actions for overcoming NIH equal
employment problems. Included are supporting papers such as correspondence,
minutes or meetings where plans are discussed, AAP's of individual
ICs, progress reports and evaluations.
a. Consolidated NIH-wide plans.
Disposition: Destroy 5 years from date of plan.
b. IC or lower level feeder plans.
Disposition: Destroy 5 years from date of plan, or sooner if no longer needed
for administrative purposes.
c. Report of on-site reviews of Affirmative Action Programs.
Disposition: Destroy 5 years from date of report.
d. Agency copy of annual report of Affirmative Action accomplishments.
Disposition: Destroy 5 years from date of report.
2200-A-2 Special Program Files,
including records on programs sponsored or operated by the EEO Office
such as the Federal Women's Program, ethnic cultural programs and
training programs.
Disposition: Destroy all copies when 5 years old. Copies in the ICs or other
locations may be destroyed earlier if no longer needed for reference.
2200-A-3 Complaints Case Files
of formal complaints of discrimination. Individual case files containing
the complaint, the counselor's report, investigative records, transcript
of hearings, appeals examiner's decisions, and other records as
described in 29 C.F.R. 1613.222. (Privacy Act Systems of records
09-90-0015 and 09-90-0009).
a. Official Discrimination Complaint Case Files.
Disposition: Destroy 4 years after final decision on case when resolved within
DHHS.
b. Duplicate case files or documents pertaining to cases files retained in
Official Discrimination Complaint Case Files.
Disposition: Destroy 1 year after resolution of case.
c. Preliminary and Background Files
(1) Background documents related to the case but not included in the Official
Discrimination Complaint Case File.
Disposition: Destroy 2 years after final adjustment.
(2) Records documenting complaints that do not develop into Official
Discrimination Complaint Cases.
Disposition: Destroy when 2 years old.
d. Compliance Records.
(1) Compliance Review Files. Reviews, background documents, and correspondence relating
to contractor employment practices.
Disposition: Destroy when 7 years old.
(2) EEO Compliance Reports.
Disposition: Destroy when 3 years old.
e. Employee Housing Requests. Forms requesting agency assistance in
housing matters, such as rental or purchase.
Disposition: Destroy when 1 year old.
f. Employment Statistics Files. Employment statistics
relating to race and sex.
Disposition: Destroy when 5 years old.
[NOTE: Master files and data bases created in central data processing facilities to
supplement or replace the records covered by this sub-item are not authorized for disposal
under the NIH RCS 2800 series or the GRS 20/3) Such files must be scheduled on an SF 115.]
2200-A-4 Informal Complaints
Case Files of complaints settled within NIH. Documents included
are complaints, counselor's report, correspondence and other documents
related to processing the case. (Privacy Act System 09-90-0014
Disposition: Official EEO file - Destroy 4 years after settlement of the
complaint.
Other copies - Destroy 1 year after settlement of complaint.
2200-A-5 Grievances Files:
These are individual case files of employee grievances, which include
the original grievance and documents developed in investigating
and resolving the case.
Disposition: All copies - Destroy 4 years after the file is closed.
2200-A-6 Adverse Action Files:
These are individual case files on adverse actions. Included are
all supporting and related papers.
Disposition: All copies - Destroy 4 years after the file is closed.
2200-A-7 EEO Advisory Council:
See item 1100-H-4.
2200-A-8 Adverse impact files:
Records or other information which will disclose the impact of tests
and other selection procedures on the employment opportunities of
persons identifiable by race, sex, ethnic group or handicap in order
to determine compliance with the Uniform Guidelines on Employee
Selection Procedures (29 C.F.R. sub-section 1607.4).
Disposition: Destroy 5 years after the date of the record.
