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Completing the SF-135:
Records Data – Series Description

Items 6 Parts f-g on the Standard Form (SF) 135
Text color is for instructional purposes only.

The series description part of Item 6 on the Standard Form 135 (SF-135), Records Transmittal and Receipt, includes more detailed information about the records in the accession.

Item 6(f) - Series Description
In this item, you should include the following information in the order provided:

  • Charge code for your IC. Enter a caret (^) and then type the charge code. If the charge code is unknown, contact the NIH Records Management Officer (RMO) or your IC Records Liaison.
  • Name of your IC and the division/branch/section, if applicable, responsible for transferring the records. Enter the full name of your IC; do not abbreviate. For example, type “National Cancer Institute” instead of “NCI.”
  • Description of the records that allows the NIH RMO to verify compliance with the records schedule. The records series title should be taken directly from NIH Manual Chapter 1743, Keeping and Destroying Records. The description must include the date of the records. Only the year, in YYYY format, is required. If the records span multiple years, separate the beginning and ending years with a hyphen.
  • For records classified as research data under series 3000-G-3-b in 1743, the project leader or principal investigator (PI) is responsible for determining when the records are no longer useful for research. A statement authorizing destruction on a given date must be included with the name of the project leader or PI that determined the date.

    Example:
    "These records are eligible for destruction on 01/2012. Joe Brown"

The following requirements will not apply to all records descriptions:

  • If the records are not in standard records center boxes, you must specify the type of special purpose box being used. Include the box’s dimensions in parentheses.
  • If the records contain any non-textual materials, you must specify the non-textual codes for those items.

    Example:
    If the series contains bound volumes and color photographic prints, enter:
    "Media: BND, PCP"

  • Records transferred when records audits and freezes are in place require a statement regarding the applicability of the audit/freeze to the records and the name of the person responsible for accuracy of the statement.

    Example:
    There is a freeze on records related to tobacco. The statement for records not related to tobacco should read:
    "These records are not tobacco related. Jane Doe"

  • If any records are subject to the Privacy Act, enter “Privacy Act” and note the numerical system listing code in parentheses.
  • If the records are subject to any other special restrictions, such as national security classifications, you should explain them in this section of the form. Contact the federal records center (FRC) for special packing instructions.
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Completing the SF-135:
Records Data – Accession Information

Completing the SF-135:
Records Data – Disposition Information

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