General Records Disposition Schedule
Prepared by the Geographic Information Office
432-1-S1
April 2003
U.S. Department of the Interior
U.S.Geological Survey
Many of these records have continuing historical value after they have served their original USGS purpose.
| Chapter 1200 Topics | This section provides for the disposition of the following USGS Geospatial Data, Cartographic, Remote Sensing, Architectural Drawings, and Engineering records: | |
| 1201. | Digital Geospatial Data. | |
| 1202. | Cartographic Records. | |
| 1203. | Remote Sensing Records. | |
| 1204. | Architectural Drawings. | |
| 1205. | Electronic Mail (E-mail) and Word Processing System Copies of Geospatial Data, Cartographic, Remote Sensing, Architectural Drawings, and Engineering records. | |
| 1201-01 | Geospatial Data Sets. |
| 1202-01 | Printed Maps. |
| 1202-02 | Cartographic Records Prepared During Intermediate Stages of Publication. |
| 1203-01 | Remote Sensing Records. |
| 1204-01 | Architectural Drawings of Temporary Structures and Buildings or of Buildings not Critical to the Mission of the Agency. |
| 1204-02 | Contract Negotiation Drawings. |
| 1204-03 | Space Assignment Plans. |
| 1204-04 | Architectural Models. |
| 1204-05 | Engineering Drawings of Routine Minor Parts. |
| 1204-06 | Drawings Reflecting Minor Modifications. |
| 1204-07 | Paint Plans and Samples. |
| 1205-01 | Electronic copies of e-mail and word processing records created solely to produce the recordkeeping copy and electronic copies of e-mail and word processing records that are needed in addition to the recordkeeping copy for dissemination, revision, or updating. |
| What files in this section are important or considered permanent USGS records? | • Geospatial Data. • Printed maps. • Remote sensing records. • Architectural models may be offered for donation to museums or similar organizations after approval by NARA. |
| What files in this section are considered temporary USGS records? | • Cartographic records prepared during intermediate stages of publication. • Architectural drawings. • Contract negotiation drawings. • Space assignment plans. • Engineering drawings of routine minor parts or drawings that reflect minor modifications. • Paint plans and samples. |
| Questions? | Contact the USGS Records Manager or your discipline or regional Records Liaison Officer. |
| Item No. | Description of Records | Disposition Instructions |
|---|---|---|
| 1201 | Digital Geospatial Data. Digital information that identifies the geographic location and characteristics of natural or constructed features and boundaries on the Earth. This information may be derived from, among other things, remote sensing, mapping, and surveying technologies. | |
| 1201-01 | Geospatial Data Sets. | |
| 1201-01a | Unaltered or minimally altered data layers received from other Federal, State, or local agencies and commercial sources (i.e., no significant additions to data content of unique USGS data or not maintained in support of significant ongoing projects or significant specific decisions). | Maintain until no longer needed for current business. |
| 1201-01b | Data Layers received from other Federal, State, and local agencies and commercial sources with significant additions to data content of unique USGS data (i.e., significantly altered data). These layers are maintained in support of significant ongoing projects or significant specific decisions. These significant projects or decisions should be clearly in support of the basic mission of the USGS. | Permanent. Cut-off at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of data to NARA (in the case of commercial data, to the extent permitted by license agreements) at the end of the fiscal year after project is completed or 5 years after origination, whichever is sooner. Transfer in accordance with 36 CFR 1228.270, along with appropriate documentation (see Item 1201-01e below). |
| 1201-01c | Data layers uniquely created by USGS and maintained in support of significant ongoing projects or significant specific decisions. These significant specific decisions should be clearly in support of the basic mission of the USGS. | Permanent. Cut-off at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of data to NARA 5 years after origination and transfer in accordance with 36 CFR 1228.270, along with appropriate documentation (see Item 1201-01e below). |
| 1201-01d | All other data layers uniquely created by USGS (i.e., layers not covered by Items 1201-01b and 01c and not in support of significant ongoing projects or decisions). | Maintain until no longer needed for current business. |
| 1201-01e | Documentation for Items 1201-01b and 01c. Documentation must be in the form of a metadata file compliant with the Content Standard for Digital Spatial Metadata Version 2, (CSDGM Version 2 - FGDC-STD-001-1998) maintained by the Federal Geographic Data Committee (FGDC) Content Standard for Digital Geospatial Metadata (FGDC CSDGM2). CSDGM includes copies of instructions on interpretation of source data, application of data standards, data entry instructions, and similar documentation (regardless of media) necessary for servicing and interpreting the data layer. Metadata may be stored in either indented ASCII text or Simple Generalized Markup Language (SGML) format. | Permanent. Cut-off at the end of the fiscal year in which the layer is created or significantly altered by the USGS. Transfer copy of documentation, regardless of media, to NARA at the time the associated data layer is transferred. Documentation must be in the form of FGDC-compliant metadata and should be transferred in accordance with 36 CFR 1228.270. |
| Item No. | Description of Records | Disposition Instructions |
|---|---|---|
| 1202 | Cartographic Records. | |
| 1202-01 | Printed Maps. | Permanent. The originating discipline or region will forward one copy of the map to the Cartographic and Architectural Branch, National Archives and Records Administration, 8601 Adelphi Road, College Park, Maryland 20740-6001. NOTE: Refer to the National Mapping Discipline Mission-Specific Records Disposition Schedule for more detailed records series' in the cartographic/mapping area. |
| 1202-02 | Cartographic Records Prepared During Intermediate Stages of Publication. Scribed plastic sheets, color separation sheets, composites prepared as a step in the making of color separation sheets, photographic negatives, glass plates negatives, enlargement or reductions, color pulls, proof copies subject to final revision, #correction file# maps annotated to show corrections to be incorporated into the next edition of the published maps, electronic forms of draft graphical files, and similar items whose information content is duplicated by final published map. | Destroy when no longer needed for revision. |
| Item No. | Description of Records | Disposition Instructions |
|---|---|---|
| 1203 | Remote Sensing Records. | |
| 1203-01 | Remote Sensing Records. Records of remote sensing information systems that provide aerial imagery. Remote sensing technology covers aerial photographs and other forms of visual images (e.g., digital) of the surface of the Earth or other planetary bodies taken from airborne or space borne vehicles for the purpose of evaluation, measuring, or mapping the physical features of the landscape. For information on scheduling remote sensing records, refer to the USGS National Mapping Discipline Mission-Specific Records Disposition Schedule for detailed records series' in the remote sensing area or contact John Faundeen, Archivist, EROS Data Center, Sioux Falls, South Dakota. |
| Item No. | Description of Records | Disposition Instructions |
|---|---|---|
| 1204 | Architectural Drawings. | |
| 1204-01 | Architectural Drawings of Temporary Structures and Buildings or of Buildings not Critical to the Mission of the USGS. | |
| 1204-01a | Drawings of structures and buildings such as telephone and electric lines, storage sheds, parking lots, and comfort stations. | Destroy when superseded or after the structure or object has been retired from service. |
| 1204-01b | Drawings of Electrical, Plumbing, Heating, or Air Conditioning Systems. | Destroy when superseded or after the structure or object has been retired from service. |
| 1204-02 | Contract Negotiation Drawings. Drawings prepared during contract negotiation for buildings or objects lacking historical, architectural, or technological significance; drawings related to electrical, plumbing, heating, or air conditioning projects; or drawing superseded by final working/as-built drawings. | |
| 1204-02a | Drawings from facilities that produce or store hazardous materials. | Cut-off when no longer needed for administrative purposes. Destroy 15 years after cut-off. |
| 1204-02b | All other facilities. | Destroy when superseded by as-built drawings. |
| 1204-03 | Space Assignment Plans. Outline floor plans indicating occupancy of a building. | Destroy when superseded or after the structure or object has been retired from service. |
| 1204-04 | Architectural Models. Models prepared for illustrative or presentation purposes. | Destroy when no longer needed for administrative purposes or when 10 years old, whichever is sooner. NOTE: These models may be offered for donation to museums or similar organizations. |
| 1204-05 | Engineering Drawings of Routine Minor Parts. Drawings of such objects as fasteners, nuts, bolts, wires, screws, nails, pipefittings, brackets, struts, plates, and beams, if maintained separately; or they can be segregated to a larger file. | Destroy when superseded or after structure or object has been retired from service. |
| 1204-06 | Drawings Reflecting Minor Modifications. Repetitive engineering drawings showing minor modifications made during research and development and superseded by final drawings, if filed separately; or they are readily segregated from a larger file. | Destroy when superseded or after structure or object has been retired from service. |
| 1204-07 | Paint Plans and Samples. Paint plans and samples for painting all areas of building lacking historical, architectural, or technological significance; and plans and samples for painting appliances, elevators, and other mechanical parts of buildings. | Destroy when superseded or after the structure or object has been retired from service. NOTE: Paint plans and samples for the interior and exterior walls of buildings significant for historical, architectural, or technological reasons are not disposable under this item and must be scheduled by submitting an SF 115 to the NARA. |
| Item No. | Description of Records | Disposition Instructions |
|---|---|---|
| 1205 | Electronic Mail and Word Processing System Copies | |
| 1205-01 | Electronic Copies of Records. Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this chapter. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination. | |
| 1205-01a | Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives and copies on shared network drives that are used only to produce the recordkeeping copy. | Destroy/delete within 180 days after the recordkeeping copy has been produced. |
| 1205-01b | Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. | Destroy/delete when dissemination, revision, or updating is completed. |
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