Calculating Final Action Date: Minutes of NIH Advisory Committees

Example 1

Your office has several file cabinets containing minutes of NIH advisory committees. The documents date from 1970 to 2007. On January 1, 2010, you decide that these files should be removed to create more work space.

You locate the records series in the 1100, General Administration section of NIH Manual Chapter 1743, Keeping and Destroying Records under category 1100-G-9, Minutes of NIH Advisory Committees. The disposition for 1100-G-9 is "Permanent. Minutes cannot be destroyed. Place in inactive file at end of fiscal year. Transfer to Federal Records Center when 10 years old. Transfer to National Archives when 30 years old."

Based on these instructions, separate the records into groups of files by 10-year increments. This will help facilitate the eventual transfer to the National Archives and Records Administration (NARA). Each of these units will become an individual accession.

• Send the 1970 to 1979 accession directly to NARA, because they are over 30 years old.
• Send the 1980 to 1989 records and 1990 to 1999 records as two separate accessions to the records center, because they are more than 10 years old but not yet 30 years old. These records may be transferred to NARA in 2020 and 2030, respectively.
• Maintain the 2000 to 2009 records in the office until they are 10 years old, upon which they may also be transferred to the records center.
• The records from 2000 may be sent after January 1, 2011; those from 2001 may be sent after January 1, 2012; and so on.

More examples:

2. Passenger Reimbursement Files
3. Routine Procurement Files
4. Subject Files

National Institutes of Health
Office of Management Assessment | Management Support | Records Management
Last Updated May 16, 2007 | Contact Us