Calculating Final Action Date: Routine Procurement Files

Example 3

Your office has several boxes of purchase card files. These files were cut off, or ended, by fiscal year (FY) to permit their disposal/transfer in complete blocks as well as the establishment of new files in the office. The purchase card files are from FY 2004, FY 2005, and FY 2006.

On November 1, 2008, you locate the records’ series in the 2600, Procurement, Property and Supply Management section of NIH Manual Chapter 1743, Keeping and Destroying Records. Because the records document transactions less than $25,000, the files are classified as series 2600-A-4-2, Routine Procurement Files. The disposition is "Destroy 3 years after final payment. (Close file at the end of the fiscal year, retain 3 years and destroy, except those files for which actions are pending shall be brought forward to the next fiscal year's files for destruction therewith.)"

To implement the disposition, you transfer the FY 2006 files to the federal records center (FRC) to be destroyed after October 1, 2010, in accordance with the National Archives and Records Administration's (NARA) quarterly destruction schedule. The FY 2004 and FY 2005 files are eligible for destruction, because both were scheduled to be destroyed before November 1, 2008.

1. Minutes of NIH Advisory Committees
2. Passenger Reimbursement Files
4. Subject Files

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Last Updated May 16, 2007 | Contact Us