6100 Civilian Personnel Records electronic mail and word by 56mVlC8J

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									                                                                               id_6209.11-2012-6
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                                     FOREST SERVICE HANDBOOK
                                    NATIONAL HEADQUARTERS (WO)
                                          WASHINGTON, DC



                FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK

               CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION

Interim Directive No.: 6209.11-2012-6

Effective Date: April 17, 2012

Duration: This interim directive expires on October 17, 2013.

Approved: KATHLEEN ATKINSON                                   Date Approved: 04/13/2012
          Associate Deputy Chief, OPS

Posting Instructions: Interim directives are numbered consecutively by handbook number
and calendar year. Post by document at the end of the chapter. Retain this transmittal as the first
page(s) of this document. The last interim directive was 6209.11-2012-5 to chapter 40.

New Document                     id_6209.11-2012-6                                   124 Pages

Superseded Document(s)           id_6209.11-2010-6, 10/19/2010                        95 Pages
(Interim Directive Number
and Effective Date)

Digest:

41 - Updates 6000 file code series direction previously issued in id_6209.11-2010-6. Revises
retention periods for this series and indicates which records (if any) may use the electronic
version as the official Agency record. File code descriptions have been updated to include
instruction on when to close file/record. Updates to retention and retention authority categories
indicate whether disposition is authorized. Disposition and transfer instructions for permanent
records added as appropriate.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 2 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


Note: As electronic records management of unstructured data is implemented within the USDA/Forest Service, the Agency shall
maintain electronic versions of the records according to 36 CFR 1236 for the entire record lifecycle. The Agency shall transfer
permanent records to the National Archives and Records Administration (NARA) in accordance with the applicable NARA standards
in place at the time of transfer.

                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6000    Administration         Reference        Administration: Use for Routing purposes only                   Reference     Reference      Reference      Hardcopy
6100      Personnel             General         General: Correspondence, reports, and other records             Temporary      GRS 1-3       ID 6209.11-    Hardcopy
                                                relating to the general administration and operation of        3 years (FY)                    2010-1
                                                personnel functions, but excluding records specifically                                        6100-1
                                                described elsewhere in this schedule and records maintained                                    ****
                                                at agency staff planning levels.                                                                FSH
                                                Note: Close file at end of fiscal year and apply retention                                   Amendment
                                                period.                                                                                     6209.11-96-1
                                                                                                                                               6100 &
                                                                                                                                               6100-2
6100      Personnel            Inquiries        Inquiries: Requests for information and copies of replies       Temporary     GRS 14-1       ID 6209.11-    Hardcopy
                                                thereto, involving no administrative actions, no policy          3 months                      2010-1
                                                decisions, and no special compilations or research and                                         6100-3
                                                requests for and transmittals of publications, photographs,                                    ****
                                                and other information literature.                                                               FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                               6100-1
6100      Personnel           OBSOLETE          Obsolete – Do Not Use:                                         OBSOLETE       OBSOLETE         N/A            N/A
                                                6100 - Service Cards
                                                6100 - Employee Record Cards
                                                6100 - Civilian Personnel Records (electronic mail and
                                                word processing copies used to generate recordkeeping
                                                copy)
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 3 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                     Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
                                                 6100 - Payroll (electronic mail and word processing copies
                                                 used to generate recordkeeping copy)
6100      Personnel         OPF - Duplicate      OPF - Duplicate Documentation: Other copies of                  Temporary     GRS 1-18b     ID 6209.11-     Hardcopy
                            Documentation        documents duplicated in OPFs not provided for elsewhere          6 months                     2010-1            or
                                                 in this schedule.                                                                            6100-5-2       Electronic
                                                                                                                                                ***
                                                                                                                                                FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A
6100      Personnel            Personnel         Personnel Operations Statistical Reports: Statistical           Temporary     GRS 1-16      ID 6209.11-     Hardcopy
                               Operations        reports in the operating personnel office and subordinate      2 years (FY)                   2010-1            or
                           Statistical Reports   units relating to personnel.                                                                  6100-4        Electronic
                                                 Note: Close file at end of fiscal year and apply retention                                    ****
                                                 period.                                                                                        FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A
6100      Personnel            Reference         Reference: Agency civilian personnel records relate to the      Reference     Reference      Reference      Reference
                                                 supervision and management of Federal civilian employees.
                                                 The most important types of records, the Official Personnel
                                                 Folders (OPF), the Service record Cards, and the Employee
                                                 Medical Folders, are maintained according to The Guide to
                                                 Personnel Recordkeeping, an Office of Personnel
                                                 Management (OPM) manual that prescribes a system of
                                                 recordkeeping for Federal personnel.
6100      Personnel            Statistical       Statistical Summaries: Copies of statistical summaries          Temporary     GRS 1-22      ID 6209.11-     Hardcopy
                              Summaries          and reports (with related papers) pertaining to employee          2 years                     2010-1            or
                                                 health (retained by the reporting unit).                        (see note)                    6100-6        Electronic
                                                 Note 1: Electronic master files and databases created to                                      ****
                                                 supplement or replace the records covered by this item are                                     FSH
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 4 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                   Record
                                                                                                                              AUTHORITY     [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                not authorized for disposal under the GRS. Schedule such                                     Amendment
                                                files on an SF 115.                                                                         6209.11-96-1
                                                Note 2: Retention period begins on date of summary or                                           N/A
                                                report.
6100      Personnel          Supervisors’       Supervisors’ Personnel Files: Correspondence, forms, and         Temporary    GRS 1-18a      ID 6209.11-     Hardcopy
                            Personnel Files     other records relating to positions, authorizations, pending       1 year                      2010-1
                                                actions, position descriptions, requests for personnel action,   (see note)                   6100-5-1
                                                and records on individual employees duplicated in or not                                       ****
                                                appropriate for the OPF.                                                                        FSH
                                                Note 1: Review annually and destroy superseded or                                            Amendment
                                                obsolete documents, or destroy file relating to an employee                                 6209.11-96-1
                                                within 1 year after separation or transfer.                                                      N/A
                                                Note 2: A copy of the employee’s Individual Development
                                                Plan (IDP) may be retained in this file. See ‘6140 -
                                                Employee Development, Performance, Awards -
                                                Training - Employee Training’ for disposition of the IDP
6120      Programs,         Applicant Case      Applicant Case Files: Case files documenting the                 Temporary    GRS 18-22a     ID 6209.11-     Hardcopy
          Standards,            Files           processing of investigations on Federal employees or               5 years                     2010-1
         Actions, and                           applicants for Federal employment, whether or not a              (see note)                   6120-2-1
         Documents                              security clearance is granted, and other persons, such as                                      ****
                                                those performing work for a Federal agency under contract,                                      FSH
                                                who require an approval before having access to                                              Amendment
                                                Government facilities or to sensitive data. These files                                     6209.11-96-1
                                                include questionnaires, summaries of reports prepared by
                                                                                                                                              6170-3-1
                                                the investigating agency, and other records reflecting the
                                                processing of the investigation and the status of the
                                                clearance, exclusive of copies of investigative reports
                                                furnished by the investigating agency.
                                                Note 1: Personnel security clearance case files created
                                                under Office of Personnel Management procedures and
                                                regulations and related indexes maintained by the personnel
                                                security office of the employing agency.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 5 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                                RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                     Record
                                                                                                                                AUTHORITY     [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                Note 2: Per GRS - Destroy upon notification of death or not
                                                later than 5 years after separation or transfer of employee or
                                                no later than 5 years after contract relationship expires,
                                                whichever is applicable.
6120      Programs,             General         General: Official records, including correspondence,              Temporary      GRS 1-3        ID 6209.11-    Hardcopy
          Standards,                            regarding programs, standards, actions, and associated           3 years (FY)                     2010-1
         Actions, and                           documentation, too general to be retained under any other                                          6120
         Documents                              6120 category.                                                                                    ****
                                                Note: Close file at end of fiscal year and apply retention                                         FSH
                                                period.                                                                                         Amendment
                                                                                                                                               6209.11-96-1
                                                                                                                                                   6120
                                                                                                                                                  6120-2
6120      Programs,             Indexes         Indexes: Index to the Personnel Security Case Files.             Temporary      GRS 18-22c      ID 6209.11-    Hardcopy
          Standards,                            Note 1: Personnel security clearance case files created          (see note)                       2010-1
         Actions, and                           under Office of Personnel Management procedures and                                              6120-2-3
         Documents                              regulations and related indexes maintained by the personnel                                       ****
                                                security office of the employing agency                                                            FSH
                                                Note 2: Destroy with related case file.                                                         Amendment
                                                                                                                                               6209.11-96-1
                                                                                                                                                 6170-3-2
6120      Programs,           Investigative     Investigative Reports: Investigative reports and related         Temporary      GRS 18-22b      ID 6209.11-    Hardcopy
          Standards,            Reports         documents furnished to agencies by investigative                 (see note)                       2010-1
         Actions, and                           organizations for use in making security/suitability                                             6120-2-2
         Documents                              determinations.                                                                                   ****
                                                Note 1: Personnel security clearance case files created                                            FSH
                                                under Office of Personnel Management procedures and                                             Amendment
                                                regulations and related indexes maintained by the personnel                                    6209.11-96-1
                                                security office of the employing agency                                                          6170-3-1
                                                Note 2: Destroy in accordance with the investigating
                                                agency instructions.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 6 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
6120      Programs,        Secruity Clearance   Security Clearance Administrative Subject Files:                 Temporary     GRS 18-21      ID 6209.11-    Hardcopy
          Standards,         Administrative     Correspondence, reports, and other records relating to the      2 years (FY)                    2010-1
         Actions, and         Subject Files     administration and cooperation of the personnel security                                        6170-3
         Documents                              program, not covered elsewhere in this schedule.                                                ****
                                                Note 1: Organize by fiscal year.                                                                 FSH
                                                Note 2: Close file at end of fiscal year and apply retention                                  Amendment
                                                period.                                                                                      6209.11-96-1
6130     Employment           Alternative       Alternative Worksites - Approved Requests: Approved             Temporary      GRS 1-42a      ID 6209.11-    Hardcopy
          and Status          Worksites –       requests or applications to participate in an alternate           1 year                         2010-1
           Changes            Approved          worksite program; agreements between the agency and the         (see note)                      6130-12,
                               Requests         employee; and records relating to the safety of the worksite,                                  6130-12-1
                                                the installation and use of equipment, hardware, and                                             ****
                                                software, and the use of secure, classified information or                                        FSH
                                                data subject to the Privacy Act.                                                              Amendment
                                                Note 1: Retention period begins at end of employee’s                                         6209.11-96-1
                                                participation in the program.
                                                                                                                                                  N/A
                                                Note 2: Do not use for Telework records. Retain Telework
                                                records under ‘6160 – Attendance, Leave, and Telework –
                                                Alternative Workplace (Telework) Requests and
                                                Agreements’ and ‘6160 – Attendance, Leave, and
                                                Telework – Alternative Workplace (Telework) Program
                                                Evaluations’
6130     Employment           Alternative       Alternative Worksites - Generated by Agency or                  Temporary      GRS 1-42c      ID 6209.11-    Hardcopy
          and Status          Worksites -       Employee: Forms and other records generated by the                1 year                         2010-1
           Changes           Generated by       agency or the participating employee evaluating the             (see note)                      6130-12,
                              Agency or         alternate worksite program.                                                                    6130-12-3
                              Employee          Note 1: Destroy when 1 year old or when no longer needed,                                        ****
                                                whichever is later.                                                                               FSH
                                                Note 2: Do not use for Telework records. Retain Telework                                      Amendment
                                                records under ‘6160 – Attendance, Leave, and Telework –                                      6209.11-96-1
                                                Alternative Workplace (Telework) Requests and                                                     N/A
                                                Agreements’ and ‘6160 – Attendance, Leave, and
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 7 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                     Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                            Reference Only]
                                                Telework – Alternative Workplace (Telework) Program
                                                Evaluations’
6130     Employment           Alternative       Alternative Worksites - Unapproved Requests:                      Temporary     GRS 1-42b     ID 6209.11-     Hardcopy
          and Status          Worksites -       Unapproved requests or applications to participate in an            1 year                       2010-1
           Changes            Unapproved        alternate worksite program, classified information or data        (see note)                    6130-12,
                               Requests         subject to the Privacy Act.                                                                    6130-12-2
                                                Note 2: Do not use for Telework records. Retain Telework                                         ****
                                                records under ‘6160 – Attendance, Leave, and Telework –                                           FSH
                                                Alternative Workplace (Telework) Requests and                                                 Amendment
                                                Agreements’ and ‘6160 – Attendance, Leave, and                                               6209.11-96-1
                                                Telework – Alternative Workplace (Telework) Program
                                                                                                                                             Not previously
                                                Evaluations’
                                                                                                                                                  used
6130     Employment          Applications-      Applications -Unsolicited– Flagged for Distruction:               Temporary     GRS 1-17c     ID 6209.11-     Hardcopy
          and Status         Unsolicited –      Includes general correspondence and records related to             6 months                     2010-1
           Changes            Flagged for       responses to applications which will not be kept; unsolicited        (FY)                      6130-5-2
                              destruction       out-of-agency applications for employment                                                       ****
                                                Note: Close file at end of fiscal year and apply retention                                       FSH
                                                period.                                                                                       Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                               6130-2-1
6130     Employment         Certificate Files   Certificate Files: Certificate Files, including SF 39, SF         Temporary     GRS 1-33p     ID 6209.11-     Hardcopy
          and Status                            39A, or equivalent, and all papers upon which the                2 years (FY)                   2010-1            or
           Changes                              certification was based: list of eligibles screened for the                                   6130-10-16      Electronic
                                                vacancies, ratings assigned, availability statements, the                                       ****
                                                certificate of eligibles that was issued to the selecting                                        FSH
                                                official, the annotated certificate of eligibles that was                                     Amendment
                                                returned from the selecting official, and other                                              6209.11-96-1
                                                documentation material designated by the examiner for
                                                                                                                                                6130-2
                                                retention.
                                                Note: Cut off annually at end of fiscal year and apply
                                                retention period.
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 8 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                          RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                             RETENTION                                      Record
                                                                                                                          AUTHORITY        [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
6130     Employment           Employment        Employment Actions: Records consist of case files of          Retention   Do not            ID 6209.11-     Hardcopy
          and Status            Actions         employment actions including the following:                   pending     transfer or         2010-1            or
           Changes                               Offers of Employment: Correspondence, including                         destroy until       6130-2;       Electronic
                                                  letters and telegrams used to offer appointments to                     retention          6130-2-1,
                                                  potential employees                                                     authority          6130-2-2,
                                                 Accepted Offers                                                         published in        6130-3,
                                                                                                                          FSH 6209.11,
                                                 Declined Officers                                                                           6130-4,
                                                                                                                          Chapter 40
                                                  a. Name received from certificate [GRS 1-4b(1).                                             6130-5,
                                                  b. Temporary,or excepted appointment [GRS 1-4b(2).                                         6130-5-1,
                                                  c. File with application [see GRS 1, items 33k, 33l, 33m,                                  6130-5-2
                                                     or 33n, as appropriate.                                                                  ****
                                                  d. All others [GRS 1-4b(3).                                                                  FSH
                                                 Certificate of Eligibles: Copies obtained from OPM of                                     Amendment
                                                  certificates of eligibles with related requests, forms,                                  6209.11-96-1
                                                  correspondence, and statement of reasons for passing                                        6130-2,
                                                  over a preference eligible and selecting a non-preference                                  6130-2-1,
                                                  eligible                                                                                   6130-2-2
                                                 Interview Records: Includes correspondence, reports,
                                                  and other records relating to interviews with employees
                                                 Notification of Personnel Action: Standard Form 50,
                                                  documenting all individual personnel actions such as
                                                  employment, promotions, transfers, separation, exclusive
                                                  of the copy in the OPF
                                                 Chronological File Copies: Chronological file copies,
                                                  including fact sheets, maintained in personnel offices
                                                 All Other Copies
                                                Note 1: Establish case files
                                                Note 2: Retention period begins when case file closed
                                                Note 3: Individual actions are filed in the Official
                                                Personnel File (OPF)
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 9 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
6130     Employment             General         General: Correspondence, reports, and other records              Temporary      GRS 1-3         FSH          Hardcopy
          and Status                            relating to the general administration and operation of         3 years (FY)                Amendment
           Changes                              personnel functions (including recruitment), but                                            6209.11-96-1
                                                excluding records specifically described elsewhere in                                           6130,
                                                this schedule and records maintained at agency staff                                           6130-1
                                                planning levels.
                                                Note: Close file at end of fiscal year and apply
                                                retention period.
6130     Employment          Handicapped        Handicapped Individuals Appointments: Case files                Temporary      GRS 1-40      ID 6209.11-     Hardcopy
          and Status          Individuals       containing position title and description; fully executed SF      5 years                       2010-1
           Changes           Appointments       171; medical examiner's report; a brief statement explaining    (see note)                     6130-11
                                                accommodation of impairment; and other documents related                                        ****
                                                to previous appointment, certification, and/or acceptance or                                     FSH
                                                refusal, created in accordance with FPM chapter 306-11,                                      Amendment
                                                subchapter 4-2.                                                                             6209.11-96-1
                                                Note: Retention period begins begins on the date of                                              N/A
                                                approval or disapproval of each case.
6130     Employment           Interagency       Interagency Placement Program (IPP) and registration            Temporary      GRS 1-33r     ID 6209.11-     Hardcopy
          and Status           Placement        sheet                                                           (see note)                     2010-1
           Changes              Program         Note: Destroy upon expiration of employee’s eligiblilty                                      6130-10-18
                                                                                                                                               ****
                                                                                                                                                FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                               6130-8
6130     Employment         Medical - EMF       Medical - Employee Medical Folder (EMF) Long-Term               Temporary         GRS        ID 6209.11-     Hardcopy
          and Status         Long-Term          Medical Records – Separated Employees: Long-term                (see note)      1-21a(2)       2010-1
           Changes         Medical Records –    medical records as defined in 5 CFR Part 293, Subpart E.                                   6130-8, 6130-8-
                              Separated         Note: Transfer to NPRC, St. Louis, MO, 30-days after                                              1
                             Employees          separation. NPRC will destroy 75 years after birth date of                                     ****
                                                employee; 60 years after date of the earliest document in the
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 10 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                   Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                folder, if the date of birth cannot be ascertained; or 30 years                                  FSH
                                                after latest separation, which ever is later.                                                 Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                 N/A
6130     Employment         Medical - EMF       Medical - Employee Medical Folder (EMF) Long-Term                 Temporary        GRS        ID 6209.11-     Hardcopy
          and Status         Long-Term          Medical Records – Transferred Employees: Long-term                 (see note)    1-21a(1)       2010-1
           Changes         Medical Records –    medical records as defined in 5 CFR Part 293, Subpart E.                                        6130-8,
                             Transferred        Note: See 5 CFR Part 293, Subpart E for instructions                                           6130-8-1
                             Employees                                                                                                          ****
                                                                                                                                                 FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                  N/A
6130     Employment         Medical – EMF       Medical - Employee Medical Folder (EMF)                           Temporary     GRS 1-21b     ID 6209.11-     Hardcopy
          and Status        Temporary,or        Temporary,or Short-Term Records as defined in the                   1 year                      2010-1
           Changes           Short-Term         Federal Personnel Manual (FPM).                                   (see note)                    6130-8,
                              Records           Note: Retention period begins after separation or transfer of                                  6130-8-2
                                                employee.                                                                                       ****
                                                                                                                                                 FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                  N/A
6130     Employment         Medical - Pre-      Medical - Pre-EMF Employee Health: Case Files include             Temporary     GRS 1-21c     ID 6209.11-     Hardcopy
          and Status       EMF Employee         individual employee health case files created prior to             60 years                     2010-1
           Changes         Health Case Files    establishment of the EMF system that have been retired to a       (see note)                    6130-8,
                                                NARA records storage facility.                                                                 6130-8-3
                                                Note: Retention period begins at time of retirement to                                          ****
                                                NARA records storage facility.                                                                   FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                  N/A
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 11 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                       SUPERSEDED
 FS                                                                                                                                                       Official
                                                                                                                           RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                    Record
                                                                                                                           AUTHORITY    [Do Not Use
CODE                                                                                                                                                      Format
                                                                                                                                       Reference Only]
6130     Employment        Merit Promotions     Merit Promotions: Records relating to the promotion of        Temporary    GRS 1-32      ID 6209.11-     Hardcopy
          and Status                            an individual that document qualification standards,          (see note)                   2010-1            or
           Changes                              evaluation methods, selection procedures, and evaluations                                  6140-6        Electronic
                                                of candidates.                                                                             ****
                                                Note: Destroy after OPM audit or 2 years after the                                          FSH
                                                personnel action is completed, whichever comes first.                                    Amendment
                                                                                                                                        6209.11-96-1
                                                                                                                                           6130-2
6130     Employment           Non-OPF           Non-OPF - Correspondence and Forms: Operating                 Temporary    GRS 1-17a     ID 6209.11-     Hardcopy
          and Status        Correspondence      personnel office records relating to individual employees     (see note)                   2010-1
           Changes            and Forms         not maintained in OPFs and not provided for elsewhere in                                   6130-6
                                                this schedule.                                                                             ****
                                                Note: Destroy when action completed                                                         FSH
                                                                                                                                         Amendment
                                                                                                                                        6209.11-96-1
                                                                                                                                             N/A
6130     Employment        Non-OPF - Other      Non-OPF - Other Correspondence and Forms:                     Temporary    GRS 1-17c     ID 6209.11-     Hardcopy
          and Status       Correspondence       Miscellaneous correspondence and forms regarding               6 months                    2010-1
           Changes           and Forms          individual employees, not maintained in OPFs and not                                      6130-6-3
                                                provided for elsewhere in this schedule.                                                   ****
                                                Note: Close file semi-annually and apply retention period.                                  FSH
                                                                                                                                         Amendment
                                                                                                                                        6209.11-96-1
                                                                                                                                             N/A
6130     Employment        Non-OPF Pending      Non-OPF Pending Personnel Actions: Pending personnel          Temporary    GRS 1-17a     ID 6209.11-     Hardcopy
          and Status       Personnel Actions    actions relating to individual employees not maintained in    (see note)                   2010-1
           Changes                              OPFs and not provided for elsewhere in this schedule.                                     6130-6-1
                                                Note: Destroy when action completed                                                        ****
                                                                                                                                            FSH
                                                                                                                                         Amendment
                                                                                                                                        6209.11-96-1
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 12 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                              RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                              AUTHORITY       [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                                                                                                                 6130-2
6130     Employment            Non-OPF          Non-OPF Retention Registers and Related Records – No           Temporary      GRS 1-17b(2)     ID 6209.11-     Hardcopy
          and Status           Retention        RIF Action Taken: Retention registers and related records      (see note)                        2010-1
           Changes           Registers and      regarding individual employees, not maintained in OPFs,                                         6130-6-2
                           Related Records –    and not provided for elsewhere in this schedule from which                                       ****
                            No RIF Action       no reduction-in-force actions have been taken and related                                         FSH
                                 Taken          records.                                                                                       Amendment
                                                Note: Destroy when superseded or obsolete                                                     6209.11-96-1
                                                                                                                                                 6130-7,
                                                                                                                                                6130-7-1
6130     Employment            Non-OPF          Non-OPF Retention Registers and Related Records –               Temporary     GRS 1-17b(1)     ID 6209.11-     Hardcopy
          and Status           Retention        RIF Action Taken: Retention registers and related records      2 years (FY)                      2010-1
           Changes           Registers and      regarding individual employees, not maintained in OPFs,                                         6130-6-2
                           Related Records –    and not provided for elsewhere in this schedule, and used to                                     ****
                           RIF Action Taken     effect reduction-in force actions.                                                                FSH
                                                Note: Close file at end of fiscal year and apply retention                                     Amendment
                                                period.                                                                                       6209.11-96-1
                                                                                                                                                 6130-7,
                                                                                                                                                6130-7-1
6130      Personnel           OBSOLETE          Obsolete – Do Not Use:                                         OBSOLETE       OBSOLETE            N/A            N/A
                                                6130 - Application Record Card
                                                6130 - Cancelled and Ineligible Applications for Position
                                                Filled From a Register or Inventory
                                                6130 - Certification Request Control Index
                                                6130 - Correspondence – Applications, Certification of
                                                Eligibles, Examination and Recruiting Operations
                                                6130 - Correspondences/Notices – Change in Name,
                                                Address, or Availability
                                                6130 - DEP Control Cards
                                                6130 - Eligible Applications for Position Filled
                                                6130 - Eligible Applications for Positions Filled From a
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 13 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
                                                Register or Inventory
                                                6130 - Examination Announcement Case Documentation
                                                6130 - Examination and Certification
                                                6130 - Ineligible or Incomplete Applications for Position
                                                Filled
                                                6130 - Letter to Applicants Denying Transfer of Eligibility
                                                6130 - Lost or Exposed Test Material
                                                6130 - Register or Inventory of Eligibles
                                                6130 - Reports of Audits of Delegated Examining
                                                Operations
                                                6130 - Request for Prior Approval of Personnel Actions
                                                6130 - Test Answer Sheets
                                                6130 – Test Material Stock Control
6130     Employment         OPF - Separated     Official Personnel Folders (OPF) - Separated                      Temporary    GRS 1-1b      ID 6209.11-     Electronic
          and Status          Employees         Employees: Transfer folder to National Personnel Records          (see note)                   2010-1
           Changes                              Center (NPRC), St. Louis, MO, 30 days after latest                                            6130-1-2
                                                separation. NPRC will destroy 65 years after separation                                        ****
                                                from Federal service.                                                                           FSH
                                                Note: This item does not cover OPFs for employment                                           Amendment
                                                terminated prior to January 1, 1921. If an agency has such                                  6209.11-96-1
                                                files, it should contact NARA to request appraisal of the                                     6120-2-1
                                                files. If NARA rejects the records, the disposition for GRS
                                                1, item 1b applies.
6130     Employment        OPF - Transferred    Official Personnel Folders (OPF) - Transferred                    Temporary    GRS 1-1a      ID 6209.11-     Electronic
          and Status         Employees          Employees:                                                        (see note)                   2010-1
           Changes                              Note: See Chapter 7 of The Guide to Personnel                                                 6130-1-1
                                                Recordkeeping for instructions relating to folders of                                          ****
                                                employees transferred to another agency.                                                        FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                              6120-2-1
WO INTERIM DIRECTIVE                                                                             id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                       Page 14 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                      SUPERSEDED
 FS                                                                                                                                                      Official
                                                                                                                          RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                             DESCRIPTION                           RETENTION                                     Record
                                                                                                                          AUTHORITY    [Do Not Use
CODE                                                                                                                                                     Format
                                                                                                                                      Reference Only]
6130     Employment          Reasonable         DISCONTINUED                                               File records     N/A         ID 6209.11-     Electronic
          and Status       Accommodation -      File records under 1760 – Equal Employment Opportunity –   under 1760 –                   2010-1
           Changes          Employee Case       Reasonable Accommodation Employee Case File                Equal                          6130-8,
                                Files                                                                      Employment                    6130-9-2
                                                                                                           Opportunity                    ****
                                                                                                           –                               FSH
                                                                                                           Reasonable                   Amendment
                                                                                                           Accommoda
                                                                                                                                       6209.11-96-1
                                                                                                           tion
                                                                                                           Employee                         N/A
                                                                                                           Case File
6130     Employment          Reasonable         DISCONTINUED                                               File records     N/A         ID 6209.11-     Hardcopy
          and Status       Accommodation -      File records under 1760 – Equal Employment Opportunity –   under 1760 –                   2010-1
           Changes             General          Reasonable Accommodation                                   Equal                          6130-9,
                                                                                                           Employment                    6130-9-1
                                                                                                           Opportunity                    ****
                                                                                                           –                               FSH
                                                                                                           Reasonable                   Amendment
                                                                                                           Accommoda
                                                                                                                                       6209.11-96-1
                                                                                                           tion General
                                                                                                                                            N/A
6130     Employment          Reasonable         DISCONTINUED                                               File records     N/A         ID 6209.11-     Hardcopy
          and Status      Accommodation -       File records under 1760 – Equal Employment Opportunity –   under 1760 –                   2010-1
           Changes        Supplemental Files    Reasonable Accommodation Supplemental Files                Equal                         6130-9-3
                                                                                                           Employment                     ****
                                                                                                           Opportunity                     FSH
                                                                                                           –                            Amendment
                                                                                                           Reasonable                  6209.11-96-1
                                                                                                           Accommoda
                                                                                                                                            N/A
                                                                                                           tion
                                                                                                           Supplementa
                                                                                                           l Files
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 15 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                                  SUPERSEDED
 FS                                                                                                                                                                 Official
                                                                                                                                  RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                         Record
                                                                                                                                  AUTHORITY        [Do Not Use
CODE                                                                                                                                                                Format
                                                                                                                                                  Reference Only]
6130     Employment          Reasonable         DISCONTINUED                                                      File records        N/A           ID 6209.11-     Hardcopy
          and Status       Accommodation -      File records under 1760 – Equal Employment Opportunity –          under 1760 –                        2010-1
           Changes         Tracking System      Reasonable Accommodation Tracking System                          Equal                              6130-9-3
                                                                                                                  Employment                          ****
                                                                                                                  Opportunity                          FSH
                                                                                                                  –                                 Amendment
                                                                                                                  Reasonable                       6209.11-96-1
                                                                                                                  Accommoda
                                                                                                                                                        N/A
                                                                                                                  tion
                                                                                                                  Tracking
                                                                                                                  System
6130     Employment           Reasonable        Reasonable Accommodation Requests: Reference                      Reference       Reference         ID 6209.11-     Hardcopy
          and Status        Accommodation       Information created and maintained while receiving,               Retain           Retain             2010-1
           Changes            Requests –        coordinating, reviewing, processing, approving, and               received        received            6130-7
                              Reference         reporting requests for reasonable accommodation from              requests        requests            ****
                                                Federal employees and applicants under the Rehabilitation         under ‘6130     under ‘6130 –        FSH
                                                Act of 1973 and Executive Order 13164. A reasonable               –               Employment        Amendment
                                                accommodation is a change in the work environment or in           Employment      and Status       6209.11-96-1
                                                the customary way things are done, enabling an individual         and Status      Changes -             N/A
                                                with a disability to enjoy equal employment opportunities.        Changes -       Employment
                                                The three categories of reasonable accommodation are:             Employment      Actions’ or
                                                a. Modification or adjustments to a job application process       Actions’ or     ‘6130 –
                                                   to permit an individual with a disability to be considered     ‘6130 –         Employment
                                                   for a job, such as providing application forms in large        Employment      and Status
                                                   print or Braille;                                              and Status      Changes –
                                                b. Modifications or adjustments necessary to enable a             Changes –       Merit
                                                    qualified individual with a disability to perform essential   Merit           Promotions’
                                                    functions of the job, such as providing sign language         Promotions’     as applicable
                                                    interpreters; and                                             as applicable   and forward
                                                c. Modifications or adjustments that enable employees with        and forward     request to
                                                    disabilities to enjoy equal benefits and privileges of        request to      Civil Rights.
                                                    employment, such as removing physical barriers in an          Civil Rights.
                                                    office or cafeteria.
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 16 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                          RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                             RETENTION                                     Record
                                                                                                                          AUTHORITY        [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                This schedule includes all requests for reasonable
                                                accommodation and/or assistive technology devices and
                                                services offered through the agency or the
                                                Computer/Electronic Accommodation Program (CAP) that
                                                are made by or on behalf of applicants, current or former
                                                employees. Also included are medical records, supporting
                                                notes and documentation, as well as procedures and records
                                                related to processing, deciding, implementing, and tracking
                                                requests for reasonable accommodation(s).
                                                Note: File copy of requests under ‘6130 – Employment
                                                and Status Changes - Employment Actions’ or ‘6130 –
                                                Employment and Status Changes – Merit Promotions’
                                                as applicable and forward request to Civil Rights.
6130     Employment          SES – General      Senior Executive Service (SES) – General: General             Retention   Do not            ID 6209.11-     Hardcopy
          and Status                            correspondence and other records associated with the Senior   pending     transfer or         2010-1
           Changes                              Executive Service not covered elsewhere in this schedule.                 destroy until         N/A
                                                Note: Close file at end of fiscal year and apply retention                retention           ****
                                                period.                                                                   authority            FSH
                                                                                                                          published in      Amendment
                                                                                                                          FSH 6209.11,     6209.11-96-1
                                                                                                                          Chapter 40
                                                                                                                                             6130-9-1

6130     Employment        SES Candidates -     Senior Executive Service (SES) Candidates -                   Retention   Do not            ID 6209.11-     Hardcopy
          and Status         Unassigned         Unassigned: Records associated with Senior Executive          pending     transfer or         2010-1
           Changes                              Service Candidates not currently placed in an SES position                destroy until         N/A
                                                within the Forest Service.                                                retention           ****
                                                Note: Retention period begins when case file closed.                      authority            FSH
                                                                                                                          published in      Amendment
                                                                                                                          FSH 6209.11,     6209.11-96-1
                                                                                                                          Chapter 40
                                                                                                                                             6130-9-2
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 17 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                        Record
                                                                                                                            AUTHORITY       [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
6130     Employment           Temporary,        Temporary,Individual Employee Records -                       Temporary      GRS 1-10a       ID 6209.11-     Electronic
          and Status          Individual        Correspondence and Forms (left side of OPF): All              (see note)                       2010-1
           Changes         Employee Records     copies of correspondence and forms maintained on the left                                      6130-7,
                           - Correspondence     side of the Official Personnel Folder in accordance with                                      6130-7-1
                              and Forms         Chapter 3 of The Guide to Personnel Recordkeeping,                                             ****
                                                EXCLUDING the Immigration and Naturalization Service                                            FSH
                                                Form I-9 and performance-related records.                                                    Amendment
                                                Note: Destroy when superseded or obsolete, or upon                                          6209.11-96-1
                                                separation or transfer of employee, unless specifically
                                                                                                                                                 N/A
                                                required to be transferred with the OPF.

6130     Employment            Temporary,       Temporary,Individual Employee Records - Immigration           Temporary      GRS 1-10b       ID 6209.11-     Electronic
          and Status           Individual       and Naturalization Service Form I-9                             3 years                        2010-1
           Changes         Employee Records     Note: Retention periods begins after employee separates       (see note)                       6130-7,
                           - Immigration and    from service or transfers to another agency.                                                  6130-7-2
                              Naturalization                                                                                                   ****
                            Service Form I-9                                                                                                    FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A

6140     Employee             Awards -          Awards – Employee General Awards – Agency                     Temporary     GRS 1-12a(1)     ID 6209.11-     Hardcopy
        Development,       Employee General     Sponsored: General awards records, EXCLUDING those           2 years (FY)                      2010-1
        Performance,       Awards – Agency      relating to department-level awards. Case files including                                     6140-2-1
          Awards             Sponsored          recommendations, approved nominations, correspondence,                                         ****
                                                reports, and related handbooks pertaining to agency-                                            FSH
                                                sponsored cash and noncash awards such as incentive                                          Amendment
                                                awards, within-grade merit increases, suggestions, and                                      6209.11-96-1
                                                outstanding performance.
                                                                                                                                               6140-5
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 18 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY       [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                             Reference Only]
6140     Employee             Awards -          Awards – Employee General Awards – Other Federal                Temporary     GRS 1-12a(2)     ID 6209.11-     Hardcopy
        Development,       Employee General     Agencies: General awards records, EXCLUDING those              2 years (FY)                      2010-1
        Performance,        Awards – Other      relating to department-level awards. Includes                                                   6140-2-1
          Awards           Federal Agencies     correspondence pertaining to awards from other Federal                                           ****
                                                agencies or non-Federal organizations.                                                            FSH
                                                Note: Close file at end of fiscal year and apply retention                                     Amendment
                                                period.                                                                                       6209.11-96-1
                                                                                                                                                 6140-5
6140     Employee              Awards -         Awards – Employee Length of Service, Sick Leave                Temporary       GRS 1-12b       ID 6209.11-     Electronic
        Development,       Employee Length      Awards: Records including correspondence, reports,             1 year (FY)                       2010-1
        Performance,        of Service, Sick    computations of service and sick leave, and lists of                                            6140-2-2
          Awards             Leave Awards       awardees.                                                                                        ****
                                                Note: Close file at end of fiscal year and apply retention                                        FSH
                                                period.                                                                                        Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                 6140-5
6140     Employee              Awards -         Awards - Employee Letters of Commendation: Letters              Temporary      GRS 1-12c       ID 6209.11-     Hardcopy
        Development,       Employee Letters     recognizing length of service and retirement and letters of    2 years (FY)                      2010-1
        Performance,       of Commendation      appreciation and commendation for performance,                                                  6140-2-3
          Awards                                EXCLUDING copies filed in the OPF.                                                               ****
                                                Note: Close file at end of fiscal year and apply retention                                        FSH
                                                period.                                                                                        Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                 6140-5
6140     Employee              Awards -         Awards – Employee Lists of or Indexes to Agency                 Temporary      GRS 1-12d       ID 6209.11-     Hardcopy
        Development,        Employee Lists      Award Nominations: Lists of nominees and winners, and           (see note)                       2010-1
        Performance,        of/or Indexes to    indexes of nominations.                                                                         6140-2-4
          Awards            Agency Award        Note: Destroy when superseded or obsolete.                                                       ****
                             Nominations                                                                                                          FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 19 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                             AUTHORITY       [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                            Reference Only]
                                                                                                                                                6140-5
6140     Employee          Awards - Incentive   Awards - Incentive Program Reports: Reports pertaining          Temporary     GRS 1-13        ID 6209.11-     Hardcopy
        Development,        Program Reports     to the operation of the Incentive Awards Program.                 3 years                       2010-1
        Performance,                            Note: Retention period begins when report signed.               (see note)                      6140-3
          Awards                                                                                                                                ****
                                                                                                                                                 FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                 6140
6140     Employee          EPFS - Non-SES       Employee Performance File System (EPFS) - Non-SES               Temporary    GRS 1-23a(1)     ID 6209.11-     Hardcopy
        Development,        Appointees –        Appointees – Appraisals of Unacceptable Performance:              1 year                        2010-1
        Performance,        Appraisals of       Appraisals of unacceptable performance, where a notice of       (see note)                       6140,
          Awards            Unacceptable        proposed demotion or removal is issued but not affected,                                       6140-4-1
                             Performance        and all related documents such as performance feedback                                          ****
                                                and related counseling. Performance-based adverse actions                                        FSH
                                                resulting from employee failure to satisfactorily complete a                                  Amendment
                                                Performance Improvement Plan (PIP) are maintained under
                                                                                                                                             6209.11-96-1
                                                File Code 6170..
                                                                                                                                            6140-3, 6140-3-
                                                Note: Destroy after the employee completes 1 year of
                                                                                                                                                   1
                                                acceptable performance from the date of the written
                                                advance notice of proposed removal or reduction in grade
                                                notice.
6140     Employee           EPFS - Non-SES      Employee Performance File System (EPFS) - Non-SES               Temporary        GRS          ID 6209.11-     Hardcopy
        Development,         Appointees –       Appointees – Former Employees – Latest Rating of                (see note)    1-23a(3)(a)       2010-1            or
        Performance,       Former Employees     Record: Place records on left side of the OPF and forward                                      6140-4-1       Electronic
          Awards           – Latest Rating of   to gaining Federal agency upon transfer or to NPRC if                                           ****
                                Record          employee separates.                                                                              FSH
                                                Note 1: Forward to gaining Federal Agency upon transfer                                       Amendment
                                                or to NPRC if employee separates.                                                            6209.11-96-1
                                                Note 2: If agency retrieves an OPF from NPRC, dispose of                                        6140-3,
                                                these documents after 4 years.                                                                 6140-3-1
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 20 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                           RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                       Record
                                                                                                                           AUTHORITY       [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
6140     Employee           EPFS - Non-SES      Employee Performance File System (EPFS) - Non-SES             Temporary        GRS          ID 6209.11-     Hardcopy
        Development,         Appointees –       Appointees –Other Performance Plans and Ratings: All            4 years     1-23a(3)(b)       2010-1            or
        Performance,       Former Employees     other performance plans and ratings.                          (see note)                     6140-4-1       Electronic
          Awards                – Other         Note: Retention period begins when document signed.                                           ****
                           Performance Plans                                                                                                   FSH
                              and Ratings                                                                                                   Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6140-3,
                                                                                                                                             6140-3-1
6140     Employee           EPFS - Non-SES      Employee Performance File System - Non-SES                    Temporary        GRS          ID 6209.11-     Hardcopy
        Development,         Appointees –       Appointees – Other Summary Performance Appraisal                4 years      1-23a(4)         2010-1            or
        Performance,       Former Employees     Records: All other summary performance appraisal              (see note)                     6140-4-1       Electronic
          Awards           – Other Summary      records, including performance appraisals and job elements                                    ****
                              Performance       and standards upon which they are based.                                                       FSH
                           Appraisal Records    Note: Retention period begins when appraisal signed.                                        Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6140-3,
                                                                                                                                             6140-3-1
6140     Employee          EPFS - Non-SES       Employee Performance File System (EPFS) - Non-SES             Temporary        GRS          ID 6209.11-     Hardcopy
        Development,        Appointees –        Appointees- Superseded Performance Records:                   (see note)     1-23a(2)         2010-1            or
        Performance,         Superseded         Performance records superseded through an administrative,                                    6140-4-1       Electronic
          Awards             Performance        judicial, or quasi-judicial procedure.                                                        ****
                               Records          Note: Destroy when superseded.                                                                 FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6140-3,
                                                                                                                                             6140-3-1
6140     Employee          EPFS - Non-SES       Employee Performance File System - Non-SES                    Temporary    GRS 1-23a(5)     ID 6209.11-     Hardcopy
        Development,        Appointees –        Appointees – Supporting Documents                               4 years                       2010-1            or
        Performance,         Supporting         Note: Retention period begins when appraisal signed.          (see note)                     6140-4-1       Electronic
          Awards             Documents                                                                                                        ****
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 21 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY       [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                             Reference Only]
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                 6140-3,
                                                                                                                                                6140-3-1,
                                                                                                                                                 6140-4
6140     Employee            Performance        Performance Rating Board Cases: Includes copies of              Temporary       GRS 1-9        ID 6209.11-     Hardcopy
        Development,         Rating Board       case files forwarded to OPM relating to performance rating        1 year                         2010-1
        Performance,            Cases           board reviews.                                                  (see note)                       6140-1
          Awards                                Note: Retention period begins when case is closed.                                               ****
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                   N/A
6140     Employee          SES Appointees -     Senior Executive Service (SES) Appointees – Other               Temporary     GRS 1-23b(3)     ID 6209.11-     Hardcopy
        Development,       Other Performance    Performance Appraisals, Job Elements, and Standards:             5 years                         2010-1            or
        Performance,        Appraisals, Job     Other performance records for SES appointees as defined in      (see note)                      6140-4-2       Electronic
          Awards             Elements, and      5 U.S.C. 3132a(2), including other performance appraisals,                                       ****
                               Standards        job elements, and standards (job expectations) upon which                                         FSH
                                                they are based EXCLUDING those for SES appointees                                              Amendment
                                                serving on a Presidential appointment (5 CFR 214).                                            6209.11-96-1
                                                Note: Retention period begins on date of appraisal.                                             6140-3-2
6140     Employee          SES Appointees –     Senior Executive Service (SES) Appointees – Other               Temporary         GRS          ID 6209.11-     Hardcopy
        Development,       Other Ratings and    Ratings and Plans: Other ratings and plans for SES             5 years (FY)    1-23b(2)(b)       2010-1            or
        Performance,             Plans          appointees (as defined in 5 U.S.C. 3132a (2).                                                   6140-4-2       Electronic
          Awards                                Note: Close file at end of fiscal year and apply retention                                       ****
                                                period.                                                                                           FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                6140-3-2
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 22 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                      Record
                                                                                                                             AUTHORITY       [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                            Reference Only]
6140     Employee          SES Appointees –     Senior Executive Service (SES) Appointees –                     Temporary        GRS          ID 6209.11-     Hardcopy
        Development,         Performance        Performance Records for Former SES Employees:                   (see note)    1-23b(2)(a)       2010-1            or
        Performance,         Records for        Latest rating of record, for SES appointees as defined in 5                                    6140-4-2       Electronic
          Awards             Former SES         U.S.C. 3132a (2), including other performance appraisals,                                       ****
                              Employees         job elements, and standards (job expectations) upon which                                        FSH
                                                they are based [EXCLUDING those for SES appointees                                            Amendment
                                                serving on a Presidential appointment (5 CFR 214) that is                                    6209.11-96-1
                                                less than 5 years old], the performance plan upon which it is
                                                                                                                                               6140-3-2
                                                based, and any summary rating.
                                                Note: Place records on left side of the OPF and forward to
                                                gaining Federal agency upon transfer or to NPRC if
                                                employee leaves Federal service. An agency retrieving an
                                                OPF from NPRC will dispose of those documents 5 years
                                                after retrieval.
6140     Employee          SES Appointees –     Senior Executive Service (SES) Appointees – Superseded          Temporary    GRS 1-23b(1)     ID 6209.11-     Hardcopy
        Development,         Superseded         Performance Records: SES appointee (as defined in 5             (see note)                      2010-1            or
        Performance,         Performance        U.S.C. 3132a (2)) performance records superseded through                                       6140-4-2       Electronic
          Awards               Records          an administrative, judicial, or quasi-judicial procedure.                                       ****
                                                Note: Destroy when superseded.                                                                   FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                               6140-3-2
6140     Employee          SES Appointees –     Senior Executive Service (SES) Appointees - Supporting          Temporary    GRS 1-23b(4)     ID 6209.11-     Hardcopy
        Development,         Supporting         Documents: Records consist of performance assessment              5 years                       2010-1            or
        Performance,         Documents          supporting documentation pertaining to a former SES             (see note)                     6140-4-2       Electronic
          Awards                                appointee (as defined in 5 U.S.C. 3132a (2)).                                                   ****
                                                Note: Retention period begins on date of appraisal.                                              FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                               6140-3-2
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 23 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY       [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                             Reference Only]
6140     Employee          Training – Agency    Training – Agency Sponsored: Includes correspondence,           Temporary     GRS 1-29a(1)     ID 6209.11-     Hardcopy
        Development,           Sponsored        memoranda, agreements, authorizations, reports,                5 years (FY)                      2010-1
        Performance,                            requirement reviews, plans, objectives relating to the                                           6140-5
          Awards                                establishment and operaiton of training courses and                                              ****
                                                conferences.                                                                                      FSH
                                                Note 1: EXCLUDING records of formally established                                              Amendment
                                                schools that train agency employees in specialized program                                    6209.11-96-1
                                                areas, such as law enforcement and national defense.                                             6140-1
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6140     Employee          Training – Agency    Training – Agency Sponsored - Background and                    Temporary     GRS 1-29a(2)     ID 6209.11-     Hardcopy
        Development,          Sponsored -       Working Files                                                  3 years (FY)                      2010-1
        Performance,        Background and      Note: EXCLUDING record copy of manuals, syllabuses,                                             6140-5-1
          Awards             Working Files      textbooks, and other training aids developed by the agency.                                      ****
                                                Note 2: Close file at end of fiscal year and apply retention                                      FSH
                                                period.                                                                                        Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                 6140-1
6140     Employee              Training -       Training - Employee Training: Correspondence,                   Temporary      GRS 1-29b       ID 6209.11-     Hardcopy
        Development,           Employee         memoranda, reports, Individual Development Plans, and          5 years (FY)                      2010-1            or
        Performance,            Training        other records relating to the availability of training and                                      6140-5-2       Electronic
          Awards                                employee participation in training programs sponsored by                                         ****
                                                other Government agencies or non-Government institutions.                                         FSH
                                                Note 1: Close file at end of fiscal year and apply retention                                   Amendment
                                                period.                                                                                       6209.11-96-1
                                                Note 2: A copy may be placed in ‘6100 – Personnel –                                              6140-1
                                                Supervisor’s Personnel Files’
6150     Classification     Appeals Files –     Appeals Files – Certificate of Classification: Certificates     Temporary     GRS 1-7d(2)      ID 6209.11-     Hardcopy
           and Pay           Certificate of     of classification issued by OPM.                                (see note)                       2010-1
                             Classification     Note: Destroy after affected position is abolished or                                           6150-1-4
                                                superseded.                                                                                      ****
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 24 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                            RETENTION        File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                             RETENTION                                     Record
                                                                                                                            AUTHORITY      [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                             6150-1-4
6150     Classification     Appeals Files –     Appeals Files – Classification Appeals: Case files relating    Temporary    GRS 1-7d(1)     ID 6209.11-     Hardcopy
           and Pay           Classification     to classification appeals, excluding OPM classification          1 year                       2010-1
                               Appeals          certificate.                                                   (see note)                      6150,
                                                Note: Retention period begins after case is closed.                                          6150-1-4
                                                                                                                                              ****
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6150-1,
                                                                                                                                             6150-1-6
6150     Classification         CFC -           Combined Federal Campaign - Authorization for                  Temporary    GRS 2-15a       ID 6209.11-     Hardcopy
           and Pay         Authorization for    Individual Allotment to the CFC                                (see note)                     2010-1
                              Individual        Note: Destroy after GAO audit or when 3 years old,                                            6150-9,
                              Allotment         whichever is sooner.                                                                         6150-9-1
                                                                                                                                              ****
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                             6150-3-6
6150     Classification       CFC - Other       Combined Federal Campaign - Other Authorizations:              Temporary    GRS 2-15b       ID 6209.11-     Hardcopy
           and Pay           Authorizations     Other authorizations, such as union dues and savings           (see note)                     2010-1
                                                Note: Destroy after GAO audit or when 3 years old,                                            6150-9,
                                                whichever is sooner                                                                          6150-9-2
                                                                                                                                              ****
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 25 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                     Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
                                                                                                                                             6150-3-6
6150     Classification      Direct Deposit     Direct Deposit Sign-up Form                                     Temporary     GRS 2-17      ID 6209.11-     Hardcopy
           and Pay           Sign-up Form       Note: Destroy when superseded or after separation.              (see note)                     2010-1           or
                                                                                                                                              6150-11       Electronic
                                                                                                                                               ****
                                                                                                                                                FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                             6150-3-6
6150     Classification         General         General: General correspondence and other records too           Temporary      GRS 1-3      ID 6209.11-     Hardcopy
           and Pay                              general to fit in any other category under 6150 -              3 years (FY)                   2010-1
                                                Classification and Pay                                                                       OMITTED
                                                Note 1: Close file at end of fiscal year and apply retention                                  ****
                                                period.                                                                                        FSH
                                                Note 2: Retain records associated with Forest Service                                       Amendment
                                                Uniform Program under ‘6540 – Payments – Uniform                                           6209.11-96-1
                                                Allowance’                                                                                     6150
6150     Classification       Levy and          Levy and Garnishments: Official Notice of Levy or               Temporary     GRS 2-18      ID 6209.11-     Hardcopy
           and Pay           Garnishments       Garnishment (IRS Form 668A or equivalent), change slip,           3 years                      2010-1
                                                work papers, correspondence, release and other forms, and       (see note)                    6150-12
                                                other records relating to charge against retirement funds or                                   ****
                                                attachment of salary for payment of back income taxes or                                        FSH
                                                other debts of Federal employees.                                                           Amendment
                                                Note 1: Retention period begins when garnishment is                                        6209.11-96-1
                                                terminated.                                                                                  6150-3-7
                                                Note 2: Retain records associated with Forest Service
                                                Uniform Program under ‘6540 – Payments – Uniform
                                                Allowance’
6150     Classification       OBSOLETE          Obsolete – Do Not Use:                                         OBSOLETE       OBSOLETE         N/A            N/A
           and Pay                              6150 - Position Identification Strips
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 26 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                       SUPERSEDED
 FS                                                                                                                                                       Official
                                                                                                                           RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                    Record
                                                                                                                           AUTHORITY    [Do Not Use
CODE                                                                                                                                                      Format
                                                                                                                                       Reference Only]
6150     Classification     Pay – Electronic    Pay – Electronic Database: Pay record for each employee       Temporary    GRS 2-1a      ID 6209.11-     Hardcopy
           and Pay             Database         as maintained in an electronic database. This database may    (see note)                   2010-1            or
                                                be a stand-alone payroll system or part of a combined                                     6150-5-1       Electronic
                                                personnel/payroll system.                                                                  ****
                                                Note 1: This item pertains to the NFC database.                                             FSH
                                                Note 2: Update elements and/or entire record as required.                                Amendment
                                                Note 3: The Paycheck8 system contains the Forest Service                                     N/A
                                                time and attendance source and input records. Records in
                                                the Paycheck8 system are retained under ‘6160 –
                                                Attendance, Leave, & Telework – Time & Attendance
                                                Input Records’ (GRS 2-8) and ‘6160 – Attendance,
                                                Leave, & Telework – Time & Attendance Source
                                                Records‘ (GRS 2-7)
                                                Note 4: Destroy after GAO audit or when 6 years old,
                                                whichever is sooner.
6150     Classification     Pay - Individual    Pay - Individual Pay Record: Individual pay record            Temporary    GRS 2-1b      ID 6209.11-     Hardcopy
           and Pay            Pay Record        containing pay data on each employee within an agency;        (see note)                   2010-1            or
                                                this record may be in paper or microform, but not in                                      6150-5-2       Electronic
                                                machine-readable form.                                                                     ****
                                                Note 1: This item pertains to NFC records, except as                                        FSH
                                                identified in Note 4.                                                                    Amendment
                                                Note 2: With the implementation of the Paycheck 8 system,                               6209.11-96-1
                                                paper copies of individual employee pay records are no                                     6160-2,
                                                longer maintained by the Agency.                                                          6160-2-1
                                                Note 3: The Paycheck8 system contains the Forest Service
                                                time and attendance source and input records. Records in
                                                the Paycheck8 system are retained under ‘6160 –
                                                Attendance, Leave, & Telework – Time & Attendance
                                                Input Records’ (GRS 2-8) and ‘6160 – Attendance,
                                                Leave, & Telework – Time & Attendance Source
                                                Records‘ (GRS 2-7).
                                                Note 4: Fire Time reports (OF 288 Emergency Fire Fighter
                                                Time Report) for casual (AD) firefighters: Transfer to
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 27 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                   Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
                                                NPRC for 56 years retention. These reports should pertain
                                                only to emergency or "pick up" firefighters. Regular
                                                firefighters are covered by payrolls prepared by NFC.
                                                Note 5: Transfer to National Personnel Records Center.
                                                Destroy when 56 years old.
6150     Classification    Pay - Noncurrent     Pay - Noncurrent Payroll Files: Copy of non-current               Temporary     GRS 2-2      ID 6209.11-     Hardcopy
           and Pay           Payroll Files      payroll data as maintained by the payroll service bureaus in       15 years                    2010-1            or
                                                either microform or machine-readable form.                        (see note)                   6150-6        Electronic
                                                Note 1: Close file after the last pay period of the year fiscal                                ****
                                                (at the end of the leave year) and apply retention period.                                      FSH
                                                Note 2: Retain records associated with Forest Service                                        Amendment
                                                Uniform Program under ‘6540 – Payments – Uniform                                            6209.11-96-1
                                                Allowance’                                                                                       N/A
6150     Classification    Pay Comparability    Pay Comparability: Records created under                          Temporary    GRS 1-41      ID 6209.11-     Hardcopy
           and Pay                              implementation of the Federal Employees Pay                         3 years                    2010-1
                                                Comparability Act including written narratives and                (see note)                   6150-4
                                                computerized transaction registers documenting use of                                          ****
                                                retention, relocation and recruitment bonuses, allowances,                                      FSH
                                                and supervisory differentials, and case files consisting of                                  Amendment
                                                requests for and approval of recruitment and relocation                                     6209.11-96-1
                                                bonuses and retention allowances.
                                                                                                                                              6150-3-6
                                                Note 1: Retention period begins at date of approval or upon
                                                completion of the relevant service agreement or allowance,
                                                whichever is later.
                                                Note 2: Retain records associated with Forest Service
                                                Uniform Program under ‘6540 – Payments – Uniform
                                                Allowance’
6150     Classification     Payroll Change      Payroll Change Files - All Other Copies: Records used to          Temporary    GRS 2-23b     ID 6209.11-     Hardcopy
           and Pay          Files - All Other   direct a change or correction of an individual pay                 1 month                     2010-1            or
                                 Copies         transaction whether created and maintained by paying                                          6150-14-1      Electronic
                                                agency or payroll processor. Copies not subject to GAO                                         ****
                                                audit.                                                                                          FSH
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 28 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                     Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
                                                Note 1: Destroy 1 month after end of related pay period.                                    Amendment
                                                Note 2: Retain records associated with Forest Service                                      6209.11-96-1
                                                Uniform Program under ‘6540 – Payments – Uniform                                               N/A
                                                Allowance’
6150     Classification     Payroll Change      Payroll Change Files - GAO Audit Records: Records               Temporary     GRS 2-23a     ID 6209.11-     Hardcopy
           and Pay         Files - GAO Audit    used to direct a change or correction of an individual pay      (see note)                    2010-1            or
                                 Records        transaction whether created and maintained by paying                                         6150-14-1      Electronic
                                                agency or payroll processor. Copies subject to GAO audit.                                     ****
                                                Note 1: Destroy after GAO audit or when 3 years old,                                           FSH
                                                whichever is sooner.                                                                        Amendment
                                                Note 2: Retain records associated with Forest Service                                      6209.11-96-1
                                                Uniform Program under ‘6540 – Payments – Uniform                                                N/A
                                                Allowance’
6150     Classification         Payroll         Payroll Correspondence: Correspondence between                  Temporary     GRS 1-24      ID 6209.11-     Hardcopy
           and Pay          Correspondence      agency and payroll processor regarding general, routine        2 years (FY)                    2010-1
                                                administrative issues that do not relate to individual                                        6150-15
                                                payments.                                                                                      ****
                                                Note 1: Close file at end of fiscal year and apply retention                                    FSH
                                                period.                                                                                     Amendment
                                                Note 2: Retain records associated with Forest Service                                      6209.11-96-1
                                                Uniform Program under ‘6540 – Payments – Uniform                                             6150-3-6
                                                Allowance’
6150     Classification     Payroll System -    Payroll System - Agency Fiscal Reports: Reports                 Temporary     GRS 2-22c     ID 6209.11-     Hardcopy
           and Pay           Agency Fiscal      providing fiscal information on agency payroll.                 (see note)                     2010-1           or
                                Reports         Note 1: Destroy after GAO audit or when 3 years old,                                          6150-13,      Electronic
                                                whichever is sooner.                                                                         6150-13-3
                                                Note 2: Retain records associated with Forest Service                                          ****
                                                Uniform Program under ‘6540 – Payments – Uniform                                                FSH
                                                Allowance’                                                                                  Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                                N/A
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 29 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                              RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                              AUTHORITY     [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
6150     Classification    Payroll System –     Payroll System - Error Reports, Ticklers, System               Temporary      GRS 2-22a      ID 6209.11-     Hardcopy
           and Pay          Error Reports,      Operation Reports                                                2 years                        2010-1           or
                           Ticklers, System     Note: Destroy when related actions are completed or when       (see note)                      6150-13,      Electronic
                           Operation Reports    no longer needed, not to exceed 2 years.                                                      6150-13-1
                                                                                                                                                ****
                                                                                                                                                 FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A
6150     Classification    Payroll System -     Payroll System - Reports and Data – Agency Workload:            Temporary     GRS 2-22b      ID 6209.11-     Hardcopy
           and Pay        Reports and Data –    Reports and data used for agency workload and or               2 years (FY)                     2010-1           or
                          Agency Workload       personnel management purposes.                                                                 6150-13,      Electronic
                                                Note: Close file at end of fiscal year and apply retention                                    6150-13-2
                                                period.                                                                                         ****
                                                                                                                                                 FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A
6150     Classification        Position         Position Classification Standards – Development – Case         Temporary        GRS          ID 6209.11-     Hardcopy
           and Pay          Classification      File: Correspondence and other records relating to the           5 years      1-7a(2)(a)       2010-1            or
                             Standards –        development of standards for classification of positions        (see note)                      6150,        Electronic
                            Development –       peculiar to the agency and OPM approval or disapproval.                                       6150-1-1,
                              Case File         Note: Retention period begins after position is abolished or                                   ****
                                                description is superseded.                                                                      FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                              6150-1-2,
                                                                                                                                              6150-1-3,
                                                                                                                                              6150-1-6
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 30 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                              RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                              AUTHORITY     [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                           Reference Only]
6150     Classification        Position         Position Classification Standards – Development –               Temporary       GRS          ID 6209.11-     Hardcopy
           and Pay          Classification      Review File: Correspondence and other records relating to      2 years (FY)   1-7a(2)(b)       2010-1            or
                             Standards –        the development of standards for classification of positions                                  6150-1-1       Electronic
                            Development –       peculiar to the agency and OPM approval or disapproval.                                        ****
                             Review File        Note: Close file at end of fiscal year and apply retention                                      FSH
                                                period.                                                                                      Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                               6150-1,
                                                                                                                                              6150-1-1,
                                                                                                                                              6150-1-2,
                                                                                                                                              6150-1-3,
                                                                                                                                              6150-1-6
6150     Classification        Position         Position Descriptions: Record copy of position                  Temporary     GRS 1-7b       ID 6209.11-     Hardcopy
           and Pay            Descriptions      descriptions, including information on title, series, grade,      2 years                      2010-1            or
                                                duties and responsibilities, and related documents.             (see note)                    6150-1-2       Electronic
                                                Note: Retention period begins after position is abolished or                                   ****
                                                descriptions is superseded.                                                                     FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                              6150-1-4
6150     Classification      Savings Bond       Savings Bond Purchases - Authorization: Authorization           Temporary     GRS 2-14a      ID 6209.11-     Hardcopy
           and Pay            Purchases -       for Purchase and Request for Change - U.S. Savings Bonds,       (see note)                     2010-1
                             Authorization      SB 2152, or equivalent.                                                                       6150-8-1
                                                Note: Destroy when superseded or after separation of                                           ****
                                                employee.                                                                                       FSH
                                                                                                                                             Amendment
                                                                                                                                            6209.11-96-1
                                                                                                                                                 N/A
6150     Classification      Savings Bond       Savings Bond Purchases - Receipt and Transmittal:               Temporary     GRS 2-14c      ID 6209.11-     Hardcopy
           and Pay            Purchases -       Bond receipt and transmittal files: receipts for and             4 months                      2010-1
                              Receipt and       transmittals of U.S. Savings Bonds.                             (see note)                    6150-8-3
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 31 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                               RETENTION        File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                     Record
                                                                                                                               AUTHORITY      [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                             Reference Only]
                              Transmittal       Note: Retention period begins after issuance of bond.                                            ****
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                  N/A
6150     Classification      Savings Bond       Savings Bond Purchases - Registration: Bond                       Temporary    GRS 2-14b       ID 6209.11-     Hardcopy
           and Pay            Purchases -       registration files: issuing agent's copies of bond registration    4 months                      2010-1
                              Registration      stubs.                                                            (see note)                    6150-8-2
                                                Note: Retention period begins after issuance of bond.                                            ****
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                   N/A
6150     Classification      Survey Files –     Survey Files – Classification Survey Results:                     Temporary    GRS 1-7c(1)     ID 6209.11-     Hardcopy
           and Pay           Classification     Classification survey reports on various positions prepared       (see note)                     2010-1            or
                             Survey Results     by classification specialists, including periodic reports.                                      6150-1-3       Electronic
                                                Note: Destroy when 3 years old or 2 years after regular                                          ****
                                                inspection, whichever is sooner.                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                6150-1-5
6150     Classification      Survey Files –     Survey Files –Inspection, Audit, and Survey: Inspection,          Temporary    GRS 1-7c(2)     ID 6209.11-     Hardcopy
           and Pay         Inspection, Audit,   audit, and survey files including correspondence, reports,        (see note)                     2010-1            or
                              and Survey        and other records relating to inspections, surveys, desk                                        6150-1-3       Electronic
                                                audits, and evaluations.                                                                         ****
                                                Note: Destroy when obsolete or superseded.                                                        FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                6150-1-5
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 32 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                   Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                         Reference Only]
6150     Classification     Taxes - Agency      Taxes - Agency Copy of Employee Wages and Tax                   Temporary    GRS 2-13b     ID 6209.11-     Hardcopy
           and Pay         Copy of Employee     Statements: Agency copy of employee wages and tax                 4 years                    2010-1            or
                            Wages and Tax       statements, such as IRS Form W-2 and State equivalents,         (see note)                  6150-7-2       Electronic
                              Statements        maintained by agency or payroll processor.                                                   ****
                                                Note: Retention period begins on date issued.                                                 FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
                                                                                                                                               N/A
6150     Classification     Taxes - Agency      Taxes - Agency Copy of Employer Reports of                      Temporary    GRS 2-13c     ID 6209.11-     Hardcopy
           and Pay         Copy of Employer     Withholdings: Agency copy of employer reports of Federal          4 years                    2010-1            or
                              Reports of        tax withheld, such as IRS Form W-3, with related papers         (see note)                  6150-7-3       Electronic
                             Withholdings       including reports relating to income and social security tax,                                ****
                                                and State equivalents, maintained by agency or payroll                                        FSH
                                                processor.                                                                                 Amendment
                                                Note: Retention period begins on date issued                                              6209.11-96-1
                                                                                                                                               N/A
6150     Classification    Taxes - Employee     Taxes - Employee Withholding Allowance Certificate:             Temporary    GRS 2-13a     ID 6209.11-     Hardcopy
           and Pay           Withholding        Employee withholding allowance certificate such as Internal       4 years                    2010-1            or
                              Allowance         Revenue Service (IRS) Form W-4 and State equivalents.           (see note)                  6150-7-1       Electronic
                              Certificate       Note: Retention period begins when superceded, obsolete,                                     ****
                                                or upon separation of employee.                                                               FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
                                                                                                                                               N/A
6150     Classification      Thrift Savings     Thrift Savings Plan Election Forms: Form TSP-1                  Temporary    GRS 2-16      ID 6209.11-     Hardcopy
           and Pay           Plan Election      authorizing deduction of employee contribution to the Thrift    (see note)                    2010-1           or
                                 Forms          Savings Plan.                                                                                6150-10       Electronic
                                                Note: Destroy when superseded or after separation of                                          ****
                                                employee.                                                                                      FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 33 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                     Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
                                                                                                                                             6150-3-6
6150     Classification        Wages -          Wages - Allowances: General correspondence and other            Temporary      GRS 1-3      ID 6209.11-     Hardcopy
           and Pay            Allowances        general records relating to employee allowances.               3 years (FY)                   2010-1
                                                Note: Close file at end of fiscal year and apply retention                                   OMITTED
                                                period.                                                                                       ****


                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                             6150-3-4
6150     Classification      Wages - Fair       Wage - Fair Labor Standards Act (FLSA): General                 Temporary      GRS 1-3      ID 6209.11-     Hardcopy
           and Pay          Labor Standards     correspondence and other general records regarding the Fair    3 years (FY)                    2010-1
                                  Act           Labor Standards Act                                                                          OMITTED
                                                Note 1: Close file at end of fiscal year and apply retention                                   ****
                                                period.                                                                                         FSH
                                                Note 2: Retain records associated with Forest Service                                       Amendment
                                                Uniform Program under ‘6540 – Payments – Uniform                                           6209.11-96-1
                                                Allowance’                                                                                   6150-3-1,
                                                                                                                                              6150-3-2
6150     Classification      Wages - Wage       Wages - Wage Surveys: Wage survey reports and data,             Temporary     GRS 1-38      ID 6209.11-     Hardcopy
           and Pay             Surveys          background documents and correspondence pertaining to           (see note)                    2010-1            or
                                                area wages paid for each employee class; background                                           6150-3        Electronic
                                                papers establishing need, authorization, direction, and                                       ****
                                                analysis of wage surveys; development and implementation                                       FSH
                                                of wage schedules; and request for an authorization of                                      Amendment
                                                specific rates (excluding authorized wage schedules and                                    6209.11-96-1
                                                wage survey recapitulation sheets).
                                                                                                                                              6150-2;
                                                Note 1: Destroy after completion of second succeeding
                                                                                                                                             6150-2-1;
                                                wage survey.
                                                                                                                                             6150-2-2;
                                                                                                                                             6150-2-3,
WO INTERIM DIRECTIVE                                                                                     id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                               Page 34 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                                RETENTION                                   Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                            Reference Only]
                                                Note 2: Retain records associated with Forest Service                                           6150-3
                                                Uniform Program under ‘6540 – Payments – Uniform
                                                Allowance’
6150     Classification    Wages - Waiver of    Wage - Wavier of Claims Files: Agencies may approve                Temporary    GRS 6-11a     ID 6209.11-     Hardcopy
           and Pay           Claims Files       amounts not aggregating to more than $500 or GAO may               6 years, 3                    2010-1
                                                approve any amount.                                                 months                     OMITTED
                                                Note 1: Close file at end of fiscal year and apply retention         (FY)                        ****
                                                period.                                                                                           FSH
                                                Note 2: Retain records associated with Forest Service                                         Amendment
                                                Uniform Program under ‘6540 – Payments – Uniform                                             6209.11-96-1
                                                Allowance’                                                                                      6150-3-5
6160     Attendance,          Alternative       Alternative Workplace (Telework) Program                           Temporary    GRS 1-42       New, not       Hardcopy
         Leave, and           Workplace         Evaluations: Records include forms and other records                 1 year                   previously
          Telework            (Telework)        generated by the Agency or participating employee                  (see note)                 scheduled
                               Program          evaluating the alternate worksite program.
                              Evaluations       Note 1: Files may contain PII, store in secure area, control
                                                access.
                                                Note 2: Retention period begins when administration use
                                                ends.
6160     Attendance,          Alternative       Alternative Workplace (Telework) Requests and                      Temporary    GRS 1-42       New, not       Hardcopy
         Leave, and           Workplace         Agreements: Records include requests or applications to              1 year                   previously          or
          Telework            (Telework)        participate in an alternate worksite (telework) program;           (see note)                 scheduled       Electronic
                             Requests and       agreements between the agency and the employee; and
                             Agreements         records relating to the safety of the worksite, the installation
                                                and use of equipment, hardware, and software, and the use
                                                of secure, classified information or data subject to the
                                                Privacy Act. Also includes forms and other records
                                                generated by the Agency or participating employee
                                                evaluating the alternate worksite program.
                                                Note 1: Files may contain PII, store in secure area, control
                                                access.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 35 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                        Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
                                                Note 2: Retention period begins when employee’s
                                                participation ends, employee’s agreement is
                                                changed/amended, or employee’s request is rejected.
6160     Attendance,        Donated Leave       Donated Leave Program: Case files documenting the                Temporary      GRS 1-37         ID 6209.11-     Hardcopy
         Leave, and           Program           receipt and donation of leave for medical emergencies,              1 year                         2010-1
          Telework                              including recipient applications, agency approvals or             (see note)                       6160-1
                                                denials, medical or physician certifications, leave donation                                       ****
                                                records or OF 630-A, supervisor/timekeeper approvals,
                                                leave transfer records, payroll notification records, and                                           FSH
                                                leave program termination records.                                                               Amendment
                                                Note: Close file at after the last pay period of the year (at                                   6209.11-96-1
                                                the end of the leave year) and apply retention period.
                                                                                                                                                   6160
6160     Attendance,            General         General: Correspondence and records too broad to be              Retention     Do not            ID 6209.11-     Hardcopy
         Leave, and                             retained under any other subheading in 6160-Attendance           pending       transfer or         2010-1
          Telework                              and Leave                                                                      destroy until      OMITTED
                                                Note: Close file at end of fiscal year and apply retention                     retention           ****
                                                period.                                                                        authority            FSH
                                                                                                                               published in      Amendment
                                                                                                                               FSH 6209.11,     6209.11-96-1
                                                                                                                               Chapter 40
                                                                                                                                                    6160
6160     Attendance,            Leave           Leave Applications – Time Card Initialed: OPM 71 or              Temporary       GRS 2-6a        ID 6209.11-     Hardcopy
         Leave, and          Applications –     equivalent plus any supporting documentation of requests         (see note)                        2010-1
          Telework            Time Card         and approvals of leave.                                                                            6160-2
                               Initialed        Note: Destroy at the end of the following pay period.                                              ****
                                                                                                                                                    FSH
                                                                                                                                                 Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6160-2
6160     Attendance,           Leave            Leave Applications – Time Card Not Initialed: OPM 71             Temporary      GRS 2-6b         ID 6209.11-     Hardcopy
         Leave, and         Applications –      or equivalent plus any supporting documentation of requests      (see note)                        2010-1
          Telework          Time Card Not       and approvals of leave.                                                                            6160-2
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 36 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                               Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                        Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                              Format
                                                                                                                                               Reference Only]
                                Initialed       Note: Destroy after GAO audit or when 3 years old,                                                 ****
                                                whichever is sooner.                                                                                FSH
                                                                                                                                                 Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6160-2
6160     Attendance,        Leave Record -      Leave Record - Creating Agency Copy, when maintained.             Temporary     GRS 2-9b         ID 6209.11-     Hardcopy
         Leave, and         Creating Agency     Note: Close file at after the last pay period of the year (at       3 years                        2010-1
          Telework                Copy          the end of the leave year) and apply retention period.            (see note)                      6160-5-2
                                                                                                                                                   ****
                                                                                                                                                    FSH
                                                                                                                                                 Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                    6160
6160     Attendance,       Leave Restoration    Leave Restoration Case Files: Includes documentation              Retention    Do not            ID 6209.11-     Hardcopy
         Leave, and           Case Files        and general correspondence in identifying criteria to             pending      transfer or         2010-1
          Telework                              determine forfeited annual leave                                               destroy until      OMITTED
                                                Note: Close file after the last pay period of the year (at the                 retention           ****
                                                end of the leave year) and apply retention period.                             authority            FSH
                                                                                                                               published in      Amendment
                                                                                                                               FSH 6209.11,     6209.11-96-1
                                                                                                                               Chapter 40
                                                                                                                                                    6160

6160     Attendance,          Record of         Record of Employee Leave: Record of employee leave,               Temporary      GRS 2-9a        ID 6209.11-     Hardcopy
         Leave, and         Employee Leave      such as SF 1150, prepared upon transfer or separation.            (see note)                       2010-1            or
          Telework                              Note 1: File on right side of the Official Personnel Folder                                       6160-5-1       Electronic
                                                (OPF).                                                                                             ****
                                                Note 2: Transferred employees: See Chapter 7 of the                                                 FSH
                                                Guide to Personnel Recordkeeping for instructins relating to                                     Amendment
                                                folders of employees transferred to another agency.                                             6209.11-96-1
                                                Note 3: Separated employees: Transfer folder to National                                            6160
                                                Personnel Records Center (NPRC), St. Louis, MO, 30 days
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 37 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                          Reference Only]
                                                after latest separation. NPRC will destroy 65 years after
                                                separation from Federal service.
6160     Attendance,           Time and         Time and Attendance Input Records: Records in either            Temporary      GRS 2-8      ID 6209.11-     Hardcopy
         Leave, and        Attendance Input     paper or machine readable form used to input time and           (see note)                    2010-1            or
          Telework             Records          attendance data into a payroll system, maintained either by                                   6160-4        Electronic
                                                agency or payroll processor.                                                                  ****
                                                Note 1: The Paycheck8 system contains the Forest Service                                       FSH
                                                time and attendance source and input records. Records in                                    Amendment
                                                the Paycheck8 system are retained under ‘6160 –                                            6209.11-96-1
                                                Attendance, Leave, & Telework – Time & Attendance                                             6160-1,
                                                Input Records’ (GRS 2-8) and ‘6160 – Attendance,
                                                                                                                                             6160-1-1,
                                                Leave, & Telework – Time & Attendance Source
                                                Records‘ (GRS 2-7)                                                                           6160-1-2
                                                Note 2: The most recent year of paycheck data will be
                                                maintained on the computer system, the remaining 5 years
                                                of data will be maintained in archived status on electronic
                                                media. Records stored in an archived status must be made
                                                available in a timely manner to satisfy external and internal
                                                information requests.
                                                Note 3: Use of electronic and digital signature authorized
                                                for Forest Service Payroll System Electronic Applications,
                                                including Paycheck8. Paycheck8 records with electronic or
                                                digital signatures will not be maintained in hardcopy.
                                                Note 4: Official record copy of overtime authorizations and
                                                leave slips (OPM 71 Request for Leave or Approved
                                                Absence) are still maintained in hardcopy.
                                                Note 5: Destroy after GAO audit or when 6 years old,
                                                whichever is sooner.
6160     Attendance,           Time and         Time and Attendance Source Records: All time and                Temporary      GRS 2-7      ID 6209.11-     Hardcopy
         Leave, and        Attendance Source    attendance records upon which leave input data is based,         (see note)                   2010-1            or
          Telework              Records         such as time or sign-in sheets; time cards (such as Optional                                  6160-3        Electronic
                                                Form (OF) 1130); flexi-time records; leave applications for                                   ****
                                                jury and military duty; and authorized premium pay or                                          FSH
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 38 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                  Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                overtime, maintained at duty post, upon which leave input                                  Amendment
                                                data is based. Records may be in either machine-readable                                  6209.11-96-1
                                                or paper form.                                                                               6160-2
                                                Note 1: The Paycheck8 system contains the Forest Service
                                                time and attendance source and input records. Records in
                                                the Paycheck8 system are retained under ‘6160 –
                                                Attendance, Leave, & Telework – Time & Attendance
                                                Input Records’ (GRS 2-8) and ‘6160 – Attendance,
                                                Leave, & Telework – Time & Attendance Source
                                                Records‘ (GRS 2-7)
                                                Note 2: The most recent year of paycheck data will be
                                                maintained on the computer system, the remaining 5 years
                                                of data will be maintained in archived status on electronic
                                                media. Records stored in an archived status must be made
                                                available in a timely manner to satisfy external and internal
                                                information requests.
                                                Note 3: Use of electronic and digital signature authorized
                                                for Forest Service Payroll System Electronic Applications,
                                                including Paycheck8. Paycheck8 records with electronic or
                                                digital signatures will not be maintained in hardcopy.
                                                Note 4: Official record copy of overtime authorizations and
                                                leave slips (OPM 71 Request for Leave or Approved
                                                Absence) are still maintained
                                                in hardcopy.
                                                Note 5: Destroy after GAO audit or when 6 years old,
                                                whichever is sooner.
6160     Attendance,          Time Card -       Time Card - Initialed: If employee initials time card or        Temporary    GRS 2-6a      ID 6209.11-     Hardcopy
         Leave, and             Initialed       equivalent.                                                     (see note)                   2010-1
          Telework                              Note: Destroy at the end of the following pay period.                                       6160-2-1
                                                                                                                                             ****
                                                                                                                                              FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 39 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                            RETENTION                                    Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                                                                                                              6160
6160     Attendance,       Time Card – Non-     Time Card – Non-initialed: If employee has not initialed       Temporary     GRS 2-6b      ID 6209.11-     Hardcopy
         Leave, and            Initialed        time card or equivalent.                                       (see note)                    2010-1
          Telework                              Note: Destroy after GAO audit or when 3 years old,                                             N/A
                                                whichever is sooner.                                                                         ****
                                                                                                                                              FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
                                                                                                                                             6160-2

6170      Personnel          Administrative     Administrative Grievances (5 CFR 771): Records                 Temporary     GRS 1-30a     ID 6209.11-     Hardcopy
         Relations and        Grievances        relating to grievances raised by agency employees, except        4 years                     2010-1
           Services                             EEO complaints. These case files include statements of         (see note)                    6170-3,
                                                witnesses, reports of interviews and hearings, examiner's                                   6170-3-1
                                                findings and recommendations, a copy of the original                                         ****
                                                decision, related correspondence and exhibits, and records                                    FSH
                                                relating to a reconsideration request.                                                     Amendment
                                                Note: The Office of Personnel Management (OPM) has                                        6209.11-96-1
                                                determined that agencies may decide how long, within the
                                                                                                                                             6170-5
                                                range of 4 to 7 years, grievance and adverse action files
                                                need to be retained. Based on previous retention periods,
                                                the Forest Service will retain these records for 4 years.
6170      Personnel         Adverse Actions     Adverse Actions (5 CFR 752) and Performance-Based              Temporary     GRS 1-30b     ID 6209.11-     Hardcopy
         Relations and     and Performance-     Actions (5 CFR 432): Case files and records related to           4 years                     2010-1
           Services          Based Actions      adverse actions and performance-based actions. The case         (see note)                   6170-3,
                                                file includes a copy of proposed adverse action with                                        6170-3-2
                                                supporting documents, Douglas Factors, case analysis,                                        ****
                                                statements of witnesses, employee's reply,letter                                              FSH
                                                disseminating authority to take action, hearing notices,                                   Amendment
                                                reports and decisions, reversal of action, Performance
                                                                                                                                          6209.11-96-1
                                                Improvement Plans (PIP), and appeal records. Discipline
                                                includes any corrective action taken against an employee,                                   6170-5-1
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 40 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                                  RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                                RETENTION                                    Record
                                                                                                                                  AUTHORITY    [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                by a representative of management, in response to
                                                misconduct. Discipline can involve informal measures such
                                                as letters of caution, letters of direction, letters of warning,
                                                or counseling. It can also involve more formal measures
                                                such as letters of reprimand and certain adverse actions
                                                including suspensions, reductions in grade or pay, and/or
                                                removals.
                                                Note 1: OPM has determined that agencies may decide how
                                                long, within the range of 4 to 7 years, grievance and adverse
                                                action files need to be retained. To implement this
                                                authority, each agency must select one fixed retention
                                                period, between 4 and 7 years, for the entire series of its
                                                closed cases. Agencies are not authorized to use different
                                                retention periods for individual cases. The agency should
                                                publish the chosen retention period in the Privacy Act
                                                notice for these records, the agency's records disposition
                                                manual, and any other issuance dealing with the disposition
                                                of these records.
                                                Note 2: Based on previous retention periods, the Forest
                                                Service will retain these records for 4 years.
6170      Personnel          Alternative        Alternative Dispute Resolution (ADR) - General:                     Temporary     GRS 1-27a     ID 6209.11-     Hardcopy
         Relations and    Dispute Resolution    General correspondence and copies of statutes, regulations,        3 years (FY)                   2010-1
           Services        (ADR) - General      meeting minutes, reports, statistical tabulations, evaluations                                    6170-2,
                                                of the ADR program, and other records relating to the                                            6170-2-1
                                                agency's overall ADR program.                                                                     ****
                                                Note 1: Close file at end of fiscal year and apply retention                                       FSH
                                                period.                                                                                         Amendment
                                                Note 2: Longer retention is authorized if records are needed                                   6209.11-96-1
                                                for agency business.                                                                               6170
6170      Personnel          Alternative        Alternative Dispute Resolution (ADR) - Proceedings                 Temporary      GRS 1-27b     ID 6209.11-     Hardcopy
         Relations and    Dispute Resolution    (Case Files): Records documenting ADR proceedings.                   3 years                      2010-1
           Services            (ADR)            These files may include an agreement to use ADR,                   (see note)                     6170-2,
                                                documentation of the settlement or discontinuance of the
WO INTERIM DIRECTIVE                                                                                     id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                               Page 41 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                                RETENTION                                  Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                              Proceedings       ADR case, parties' written evaluations of the process and/or                                   6170-2-2
                                                the neutral third party mediator, and related                                                   ****
                                                correspondence.                                                                                  FSH
                                                Note: Retention period beings after settlement is                                             Amendment
                                                implemented or case is discontinued.                                                         6209.11-96-1
                                                                                                                                                 N/A
6170      Personnel          Alternative        Alternative Dispute Resolution (ADR) – REFERENCE:                  Reference    Reference        N/A            N/A
         Relations and    Dispute Resolution    ADR is any procedure, conducted by a neutral third party,
           Services            (ADR) -          which is used to resolve issues in controversy, including,
                            REFERENCE           but not limited to, conciliation, facilitation, mediation, fact-
                                                finding, mini-trials, arbitration, and use of ombuds.
                                                Records covered by this schedule relate to techniques and
                                                processes used in an agency's ADR program in resolving
                                                disputes with or between its own employees.
                                                Note: This schedule does not apply to: 1. Administrative
                                                grievance files, 2. Adverse action files, 3. Formal and
                                                informal equal employment opportunity proceedings, 4.
                                                Traditional EEO counseling or other records included in the
                                                EEO file when a person chooses to go directly to ADR, or
                                                5. Private party claims or EEOC's involvement with Federal
                                                sector claims of non-EEOC employees against other
                                                Federal agencies. These records are covered by other items
                                                in GRS 1. This schedule does not apply to ADR records
                                                produced as part of an agency's primary mission.
6170      Personnel             Conduct         Conduct: Includes correspondence, memoranda and other              Temporary    GRS 25-1b     ID 6209.11-     Hardcopy
         Relations and                          records related to code of ethics and standards of ethics          (see note)                   2010-1
           Services                             Note: Destroy when 6 years old or when superseded or                                              N/A
                                                obsolete, whichever is later.                                                                   ****
                                                                                                                                                 FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                               6170-3-3
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 42 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                               RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                                 DESCRIPTION                              RETENTION                                     Record
                                                                                                                               AUTHORITY       [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
6170      Personnel        Conflict of Interest   Conflict of Interest and Outside Employment: Includes           Temporary     GRS 25-3        ID 6209.11-     Hardcopy
         Relations and       and Outside          Statement of Employment and Financial Interest                  (see note)                      2010-1
           Services          Employment           Note: Destroy 6 years after the waiver or other agreed-upon                                       N/A
                                                  determination or action has been issued or undertaken or is                                     ****
                                                  no longer in effect, whichever is later.                                                         FSH
                                                                                                                                                Amendment
                                                                                                                                               6209.11-96-1
                                                                                                                                                 6170-3-4
6170      Personnel        Federal Workplace      Federal Workplace Drug Testing Program: Drug testing            Reference     Reference          N/A            N/A
         Relations and       Drug Testing         program records created under EO 12564 and Public Law
           Services            Program            100-71, Section 503 (101 Stat. 468), EXCLUDING
                                                  consolidated statistical and narrative reports concerning the
                                                  operation of agency programs, including annual reports to
                                                  Congress (as required by Pub. L. 100-71, 503(f)). This
                                                  authorization does not apply to oversight program records
                                                  of the Department of Health and Human Services, the
                                                  Office of Personnel Management, the Office of
                                                  Management and Budget, the Office of National Drug
                                                  Control Policy, and the Department of Justice.
                                                  Note: Disciplinary action case files pertaining to actions
                                                  taken against employees for drug use, drug possession,
                                                  failure to comply with drug testing procedures, and similar
                                                  matters are covered by GRS 1, item 30b, which authorizes
                                                  destruction of records between 4 and 7 years after the case
                                                  is closed.
6170      Personnel        Federal Workplace      Federal Workplace Drug Testing Program -                        Temporary    GRS 1-36d(2)     ID 6209.11-     Hardcopy
         Relations and        Drug Testing        Collection/Handling of Specimens – Chain of Custody:              3 years                       2010-1
           Services             Program -         Forms and other records used to maintain control and            (see note)                     6170-5-4
                           Collection/Handlin     accountability of specimens from the point of collection to                                     ****
                            g of Specimens –      the final disposition of the specimen.                                                           FSH
                            Chain of Custody      Note 1: Any records relevant to litigation or disciplinary                                    Amendment
                                                  actions should be disposed of no earlier than the related                                    6209.11-96-1
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 43 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                             RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                             AUTHORITY       [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                litigation or adverse action case file(s).                                                      6170-3
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program -                        Temporary    GRS 1-36d(1)     ID 6209.11-     Hardcopy
         Relations and        Drug Testing      Collection/Handling of Specimens – Record Books:                  3 years                       2010-1
           Services             Program -       Bound books containing identifying data on each specimen,       (see note)                     6170-5-4
                           Collection/Handlin   recorded at each collection site in the order in which the                                      ****
                            g of Specimens –    specimens were collected.                                                                        FSH
                             Record Books       Note 1: Any records relevant to litigation or disciplinary                                    Amendment
                                                actions should be disposed of no earlier than the related                                    6209.11-96-1
                                                litigation or adverse action case file(s).                                                      6170-3
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program - Drug Test              Temporary     GRS 1-36a       ID 6209.11-     Hardcopy
         Relations and       Drug Testing       Plans and Procedures: EXCLUDING documents filed in              (see note)                      2010-1
           Services         Program - Drug      record sets of formal issuances (directives, procedures                                        6170-5-1
                             Test Plans and     handbooks, operating manuals, and the like). Includes                                           ****
                              Procedures        Agency copies of plans and procedures (with related drafts,                                      FSH
                                                correspondence, memoranda, and other records pertaining                                       Amendment
                                                to the development of procedures for drug testing                                            6209.11-96-1
                                                programs) including the determination of testing
                                                                                                                                                6170-3
                                                incumbents in designated positions.
                                                Note 1: Any records relevant to litigation or disciplinary
                                                actions should be disposed of no earlier than the related
                                                litigation or adverse action case file(s).
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old or when superseded or
                                                obsolete, whichever is greater.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program - Employee               Temporary     GRS 1-36b       ID 6209.11-     Hardcopy
         Relations and       Drug Testing       Acknowledgment of Notice: Forms completed by                    (see note)                      2010-1
           Services            Program -        employees whose positions are designated sensitive for                                         6170-5-2
                               Employee         drug testing purposes acknowledging that they have                                              ****
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 44 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                                RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                                RETENTION                                     Record
                                                                                                                                AUTHORITY       [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
                           Acknowledgment       received notice that they may be tested.                                                            FSH
                              of Notice         Note 1: Any records relevant to litigation or disciplinary                                       Amendment
                                                actions should be disposed of no earlier than the related                                       6209.11-96-1
                                                litigation or adverse action case file(s).                                                         6170-3
                                                Note 2: Destroy when employee separates from testing-
                                                designated position.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program -                           Temporary     GRS 1-36c       ID 6209.11-     Hardcopy
         Relations and       Drug Testing       Selection/Scheduling: Records relating to the selection of           3 years                       2010-1
           Services            Program -        specific employees/applicants for testing and the scheduling       (see note)                     6170-5-3
                           Selection/Scheduli   of tests. Included are lists of selectees, notification letters,                                   ****
                                   ng           and testing schedules.                                                                              FSH
                                                Note 1: Any records relevant to litigation or disciplinary                                       Amendment
                                                actions should be disposed of no earlier than the related                                       6209.11-96-1
                                                litigation or adverse action case file(s).                                                         6170-3
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program - Test                      Temporary    GRS 1-36e(2)     ID 6209.11-     Hardcopy
         Relations and        Drug Testing      Results – Negative: Records documenting individual test              3 years                       2010-1
           Services          Program - Test     results, including reports of testing, notifications of            (see note)                     6170-5-5
                           Results - Negative   employees/applicants and employing offices, and                                                    ****
                                                documents relating to follow-up testing.                                                            FSH
                                                Note 1: Any records relevant to litigation or disciplinary                                       Amendment
                                                actions should be disposed of no earlier than the related                                       6209.11-96-1
                                                litigation or adverse action case file(s).                                                         6170-3
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program - Test                      Temporary       GRS 1-        ID 6209.11-     Hardcopy
         Relations and        Drug Testing      Results – Positive - Employees: Records documenting                (see note)     36e(1)(a)        2010-1
           Services          Program - Test     individual test results, including reports of testing,                                            6170-5-5
                           Results – Positive   notifications of employees/applicants and employing                                                ****
                              - Employees       offices, and documents relating to follow-up testing.                                               FSH
                                                Note 1: Any records relevant to litigation or disciplinary                                       Amendment
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 45 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                             RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                     Record
                                                                                                                             AUTHORITY       [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                actions should be disposed of no earlier than the related                                    6209.11-96-1
                                                litigation or adverse action case file(s).                                                      6170-3
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when employee leaves the agency or
                                                when 3 years old, whichever is later.
6170      Personnel        Federal Workplace    Federal Workplace Drug Testing Program - Test                   Temporary      GRS 1-         ID 6209.11-     Hardcopy
         Relations and        Drug Testing      Results – Positive - Applicants Not Accepted for                  3 years     36e(1)(b)         2010-1
           Services          Program - Test     Employment: Records documenting individual test results,        (see note)                     6170-5-5
                           Results – Positive   including reports of testing, notifications of                                                  ****
                            – Applicants not    employees/applicants and employing offices, and                                                  FSH
                              accepted for      documents relating to follow-up testing.                                                      Amendment
                              employment        Note 1: Any records relevant to litigation or disciplinary                                   6209.11-96-1
                                                actions should be disposed of no earlier than the related                                       6170-3
                                                litigation or adverse action case file(s).
                                                Note 2: Dispose of any records not relevant to litigation or
                                                disciplinary actions when 3 years old.
6170      Personnel            Financial        Financial Disclosure - Senior Executive Service                 Temporary    GRS 25-2a(2)     ID 6209.11-     Hardcopy
         Relations and       Disclosure -       Employees: Includes Financial Disclosure Report and               6 years                        2010-1
           Services        Senior Executive     related records                                                 (see note)                     OMITTED
                          Service Employees     Note: Destroy when 6 years old; EXCEPT that documents                                            ****
                                                needed in an ongoing investigation will be retained until no                                      FSH
                                                longer needed in the investigation.                                                           Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                6170-3-4
6170      Personnel        Labor Arbitration    Labor Management Relations - Arbitration:                       Temporary     GRS 1-28b       ID 6209.11-     Hardcopy
         Relations and                          Correspondence, forms, and background papers relating to          5 years                       2010-1
           Services                             labor arbitration cases.                                        (see note)                     6170-4-2
                                                Note: Retention period begins after final resolution of case.                                   ****
                                                                                                                                                 FSH
                                                                                                                                              Amendment
                                                                                                                                             6209.11-96-1
                                                                                                                                                6170-1
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 46 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6170      Personnel             Labor           Labor Management Relations – General and Case Files:            Temporary     GRS 1-28a     ID 6209.11-     Hardcopy
         Relations and      Management          Correspondence, memoranda, reports, and other records             5 years                     2010-1
           Services          Relations –        relating to the relationship between management and             (see note)                   6170-4-1
                           General and Case     employee unions or other groups. Note 1: Office                                               ****
                                Files           negotiating agreement retains official file, other offices                                     FSH
                                                retain copies as needed.                                                                    Amendment
                                                Note 2: Close files and apply retention period when case                                   6209.11-96-1
                                                completed or at end of fiscal year, whichever is greater.                                     6170-1
6170      Personnel           Personnel         Personnel Counseling: Reports of interviews, analyses,          Temporary     GRS 1-26a     ID 6209.11-     Hardcopy
         Relations and        Counseling        and related records.                                              3 years                     2010-1
           Services                             Note: Retention period begins after termination of              (see note)                    6170-1,
                                                counseling.                                                                                  6170-1-1
                                                                                                                                              ****
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6140-6
6170      Personnel           Personnel         Personnel Counseling - Alcohol and Drug Abuse                   Temporary     GRS 1-26b     ID 6209.11-     Hardcopy
         Relations and       Counseling -       Program: Records created in planning, coordinating, and        3 years (FY)                   2010-1
           Services        Alcohol and Drug     directing an alcohol and drug abuse program.                                                  6170-1,
                            Abuse Program       Note: Close file at end of fiscal year and apply retention                                   6170-1-2
                                                period.                                                                                       ****
                                                                                                                                               FSH
                                                                                                                                            Amendment
                                                                                                                                           6209.11-96-1
                                                                                                                                              6140-6
6180    Insurance and           General         General: Correspondence, reports, and other records             Temporary      GRS 1-3         6180         Hardcopy
          Annuities                             relating to the general administration and operation of        3 years (FY)
                                                insurance and annuities, but excluding records specifically
                                                described elsewhere in the 6180 series.
WO INTERIM DIRECTIVE                                                                                     id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                               Page 47 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                                RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                      Record
                                                                                                                                AUTHORITY       [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6180    Insurance and       Health Benefits     Health Benefits Request Under Spouse Equity – Denied               Temporary    GRS 1-35b(1)     ID 6209.11-     Hardcopy
          Annuities        Denied, Appealed     – Appealed to OPM - Successful: Denied eligiblity files            (see note)                      2010-1
                              to OPM -          consisting of applications, court orders, denial letters,                                         6180-5-2
                              Successful        appeal letters, and related papers. Pursuant to Subchapter                                         ****
                                                S17 of the FEHB Handbook enrollment files of spouses                                                FSH
                                                eligible for benefits are transferred to OPM when former                                         Amendment
                                                spouse cancels the enrollment, when enrollment is                                               6209.11-96-1
                                                terminated by the employing office, or when former spouse
                                                                                                                                                   6180-9
                                                begins receiving an annuity payment.
                                                Note: Create enrollment file in accordance with Subchapter
                                                S17 of the FEHB Handbook.

6180    Insurance and       Health Benefits     Health Benefits Request Under Spouse Equity – Denied               Temporary    GRS 1-35b(2)     ID 6209.11-     Hardcopy
          Annuities        Denied, Appealed     – Appealed to OPM - Unsuccessful: Denied eligiblity                 3 years                        2010-1
                              to OPM -          files consisting of applications, court orders, denial letters,    (see note)                     6180-5-2
                             Unsuccesful        appeal letters, and related papers. Pursuant to Subchapter                                         ****
                                                S17 of the FEHB Handbook enrollment files of spouses                                                FSH
                                                eligible for benefits are transferred to OPM when former                                         Amendment
                                                spouse cancels the enrollment, when enrollment is                                               6209.11-96-1
                                                terminated by the employing office, or when former spouse
                                                                                                                                                   6180-9
                                                begins receiving an annuity payment.
                                                Note: Retention period begins upon denial.
6180    Insurance and       Health Benefits     Health Benefits Request Under Spouse Equity – Denied               Temporary     GRS 1-35a       ID 6209.11-     Hardcopy
          Annuities          Request Under      – Not Appealed: Denied eligibility files consisting of               3 years                       2010-1
                            Spouse Equity –     applications, court orders, denial letters, appeal letters, and    (see note)                     6180-5-1
                             Denied – Not       related papers.                                                                                    ****
                               Appealed         Note: Retention period begins upon denial.                                                          FSH
                                                                                                                                                 Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6180-9
WO INTERIM DIRECTIVE                                                                                      id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                                Page 48 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                                 RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                  DESCRIPTION                              RETENTION                                   Record
                                                                                                                                 AUTHORITY    [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
6180    Insurance and         Health Unit         Health Unit Control Files - Statistical Report - Non-             Temporary    GRS 1-20b     ID 6209.11-     Hardcopy
          Annuities          Control Files -      Summarized: Statistical report of logs or registers                 2 years                    2010-1
                           Statistical Report -   reflecting daily number of visits to dispensaries, first aid      (see note)               6180-2, 6180-2-
                           Non-Summarized         rooms, and health units. Not summarized.                                                          2
                                                  Note: Retention period begins on date of last entry.                                           ****
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                   N/A
6180    Insurance and         Health Unit         Health Unit Control Files - Statistical Report -                  Temporary    GRS 1-20a     ID 6209.11-     Hardcopy
          Annuities          Control Files -      Summarized: Summarized statisital report of logs or                3 months                    2010-1
                           Statistical Report -   registers reflecting daily number of visits to dispensaries,                               6180-2, 6180-2-
                              Summarized          first aid rooms, and health units.                                                                1
                                                  Note: Retention period begins on date of last entry.                                           ****
                                                                                                                                                  FSH
                                                                                                                                               Amendment
                                                                                                                                              6209.11-96-1
                                                                                                                                                   N/A
6180    Insurance and       Individual Non-       Individual Non-Occupational Health Record: Forms,                 Temporary    GRS 1-19      ID 6209.11-     Hardcopy
          Annuities          Occupational         correspondence, and other records (including summary                6 years                    2010-1
                             Health Record        records), documenting an individual employee's medical            (see note)                   6180-1
                                                  history, physical condition, and visits to Government health                                   ****
                                                  facilities, for non-work related purposes, EXCLUDING                                            FSH
                                                  records covered by GRS 1- 21.                                                                Amendment
                                                  Note: Retention period begins on date of last entry.                                        6209.11-96-1
                                                                                                                                                   N/A
6180    Insurance and       Injury - Personal     Injury - Personal Injuries: Forms, reports,                       Temporary    GRS 1-31      ID 6209.11-     Hardcopy
          Annuities              Injuries         correspondence, and related medical and investigatory               3 years                    2010-1
                                                  records relating to on-the-job injuries, whether or not a         (see note)                   6180-3
                                                  claim for compensation was made, EXCLUDING copies                                              ****
                                                  filed in the Employee Medical Folder and copies submitted                                       FSH
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 49 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                            RETENTION                                    Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                to the Department of Labor.                                                                Amendment
                                                Note 1: Cut off case file on termination of compensation or                               6209.11-96-1
                                                when deadline for filing a claim has passed.                                                 6180-1;
                                                Note 2: Retention period begins after cut off.                                              6180-1-1
6180    Insurance and        Injury/Illness -   Injury/Illness - Occupational Injury and Illness Files:        Temporary     GRS 1-34      ID 6209.11-     Hardcopy
          Annuities        Occpational Injury   Reports and logs (including Occupational Safety and Health    5 years (FY)                   2010-1
                            and Illness Files   Administration (OSHA) Forms 100, 101, 102, and 200, or                                       6180-4
                                                equivalents) maintained as prescribed in 29 CFR 1960 and                                     ****
                                                OSHA pamphlet 2014 to document all recordable                                                 FSH
                                                occupational injuries and illnesses for each establishment.                                Amendment
                                                Note: Close file at end of fiscal year and apply retention                                6209.11-96-1
                                                period.                                                                                      6180-1

6180    Insurance and          Insurance        Insurance: Reports and data of withholdings and                Temporary     GRS 2-22b     ID 6209.11-     Hardcopy
          Annuities                             contributions for Health Benefits and Life Insurance, used    2 years (FY)                   2010-1
                                                for agency workload and/or personnel management pur-                                        OMITTED
                                                poses.                                                                                       ****
                                                Note: Close file at end of fiscal year and apply retention                                    FSH
                                                period.                                                                                    Amendment
                                                                                                                                          6209.11-96-1
                                                                                                                                             6180-2
6180    Insurance and       Insurance - Air     Insurance – Air Travelers: Reports and data used for           Temporary     GRS 2-22b     ID 6209.11-     Hardcopy
          Annuities            Travelers        agency work load and/or personnel management purposes.        2 years (FY)                   2010-1
                                                Note: Close file at end of fiscal year and apply retention                                     N/A
                                                period.                                                                                      ****
                                                                                                                                              FSH
                                                                                                                                           Amendment
                                                                                                                                          6209.11-96-1
                                                                                                                                            6180-2-1
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 50 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                        Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
6180    Insurance and       Insurance - Life    Insurance – Life: Reports and data of withholdings and           Temporary      GRS 2-22b        ID 6209.11-     Hardcopy
          Annuities                             contributions for Life Insurance used for agency work load      2 years (FY)                       2010-1
                                                and/or personnel management purposes.                                                                N/A
                                                Note: Close file at end of fiscal year and apply retention                                         ****
                                                period.                                                                                             FSH
                                                                                                                                                 Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6180-7
6180    Insurance and         Retirement        Retirement Assistance: Correspondence, memoranda,               Temporary       GRS 1-39         ID 6209.11-     Hardcopy
          Annuities           Assistance        annuity estimates, and other records used to assist retiring    1 year (FY)                        2010-1
                                                employees or survivors claim insurance or retirement                                               6180-6
                                                benefits.                                                                                          ****
                                                Note: Close file at end of fiscal year and apply retention                                          FSH
                                                period.                                                                                          Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6180-3
6180    Insurance and       Retirement Files    Retirement Files: Includes reports, registers, or other          Temporary      GRS 2-28         ID 6209.11-     Hardcopy
          Annuities                             control documents,                                                (see note)                       2010-1
                                                and other records relating to retirement, such as SF 2807 or                                       6180-7
                                                equivalent.                                                                                        ****
                                                Note: For CSRS/FERS related records, destroy upon                                                   FSH
                                                receipt of official OPM acceptance of annual summary.                                            Amendment
                                                                                                                                                6209.11-96-1
                                                                                                                                                   6180-3
6200       Office               General         General: Includes correspondence and other records of            Retention     Do not               6200         Hardcopy
         Management                             a general nature regarding office management not                 pending       transfer or
                                                covered by another item in this schedule.                                      destroy until
                                                Note: Close file at end of fiscal year and apply retention                     retention
                                                period.                                                                        authority
                                                                                                                               published in
                                                                                                                               FSH 6209.11,
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 51 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                                                                                            Chapter 40
6200       Office              Inquiries        Inquiries                                                       Temporary   GRS 14-1            6200-1        Hardcopy
         Management                                                                                              3 months
6220   Correspondence         Controlled        Controlled Correspondence Reports: Reports listing              Retention   Do not              6220-3        Hardcopy
                            Correspondence      status of controlled correspondence.                            pending     transfer or
                                reports         Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6220   Correspondence           General         General: General records regarding the creation,                Retention   Do not              6220-1        Hardcopy
                                                tracking, issuing, storage, and retrieval of                    pending     transfer or
                                                correspondence. File by FY.                                                 destroy until
                                                                                                                            retention
                                                Note: Close file at end of fiscal year and apply retention                  authority
                                                period.                                                                     published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6220   Correspondence     Routine Controlled    Routine Controlled Correspondence: Correspondence               Retention   Do not              6220-2        Hardcopy
                           Correspondence       of a routine nature, such as inquiries from members of          pending     transfer or
                                                Congress or constituents concerning general information                     destroy until
                                                about the Forest Service.                                                   retention
                                                Includes the following:                                                     authority
                                                  USDA Controlled Correspondence: Correspondence                           published in
                                                   assigned to the Forest Service by the Office of the                      FSH 6209.11,
                                                   Secretary of Agriculture                                                 Chapter 40
                                                  NRE Controlled Correspondence: Responses to
                                                   correspondence prepared at the request of the Office
                                                   of the Under Secretary for Natural Resources and the
                                                   Environment (NRE)
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 52 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                      Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                 FS Controlled Correspondence: Correspondence
                                                   from a member of Congress addressed to the Chief of
                                                   the Forest Service, to individual Forest Service staffs,
                                                   or to the Congressional Liaison Officer.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6220   Correspondence         Significant       Significant Controlled Correspondence:                           Retention   Do not              6220-2        Hardcopy
                              Controlled        Correspondence of a substantive nature that pertains to          pending     transfer or
                            Correspondence      significant policy issues and program functions, such as                     destroy until
                                                plans, objectives, or responsibilities.                                      retention
                                                Includes the following:                                                      authority
                                                  USDA Controll Correspondence: Correspondence                              published in
                                                   assigned to the Forest Service by the Office of the                       FSH 6209.11,
                                                   Secretary of Agriculture                                                  Chapter 40
                                                  NRE Controlled Correspondence: Responses to
                                                   correspondence prepared at the request of the Office
                                                   of the Under Secretary for Natural Resources and the
                                                   Environment (NRE)
                                                  FS Controlled Correspondence: Correspondence
                                                   from a member of Congress addressed to the Chief of
                                                   the Forest Service, to individual Forest Service staffs,
                                                   or to the Congressional Liaison Officer.
                                                Note 1: The office of record for controlled
                                                correspondence is that of the siging official. Exceptions:
                                                WO is the FS office of record for controlled
                                                correspondence signed by the Secretary of Agriculture or
                                                the Under Secretary for Natural Resources and the
                                                Environment.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 53 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6230       Records            Classified        Classified Document Container Security File:                    Temporary     GRS 18-7a      6230-4-1       Hardcopy
           Creation,          Document          Includes forms or lists used to record safe and padlock         (see note)
         Maintenance,      Container Security   combinations, names of individuals knowing
        and Disposition          Files          combinations and comparable data used to control access
                                                into classified document containers.
                                                Note 1: Destroy when superseded by a new form or list
                                                or upon turn-in of containers
                                                Note 2: Forms involved in investigations will be retained
                                                until completion of the investigation.
6230       Records         Classified Records   Classified Records Security: Includes general                   Temporary     GRS 18-1        6230-4        Hardcopy
           Creation,            Security        correspondence and report files pertaining to the              2 years (FY)
         Maintenance,                           administration of security classification, control, and
        and Disposition                         accounting for classified documents, not covered
                                                elsewhere in the schedule.
                                                Note 1: This item does not cover records documenting
                                                policies and procedures accumulated in offices having
                                                agencywide responsibilities for security and protective
                                                services programs.
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6230       Records         Disposition – SF -   Disposition - SF 258: Request To Transfer, Approval,            Temporary       GRS           6230-1        Hardcopy
           Creation,             258            and Receipt of Records to National Archives of the              (see note)     16-2a(2)
         Maintenance,                           United States; and related documentation.
        and Disposition                         Note 1: Records (SF-258 and associated documentation)
                                                retention period (6 years) begins after transfer of related
                                                records to the ownership of the National Archives of the
                                                United States, is approved by NARA.
                                                Note 2: Six (6) years after record is closed, remove from
                                                official records and mark as ‘REFERENCE’ and retain
                                                on site in reference files. Agency has determined that the
                                                data recorded on these documents is useful in
                                                determining status of records subject to litigation hold.
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 54 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6230       Records         Disposition - SF-    Disposition - SF-115: Documentation of records                 Temporary        GRS           6230-1        Hardcopy
           Creation,             115            descriptions and disposition programs, including SF-115,         2 years       16-2a(1)
         Maintenance,                           Request for Records Disposition Authority.                     (see note)
        and Disposition                         Note: Retention period begins when item superseded.
6230       Records         Disposition - SF-    Disposition – SF 135: Records Transmittal and                  Temporary        GRS           6230-1        Hardcopy
           Creation,             135            Receipt; and SF 135A, Continuationand related                  (see note)      16-2a(2)
         Maintenance,                           documentation.
        and Disposition                         Note 1: Records retention period (6 years) begins after the
                                                related records are destroyed or ownership is transferred to
                                                the National Archives of the United States, whichever is
                                                applicable.
                                                Note 2: Six (6) years after record is closed, remove from
                                                official records and mark as ‘REFERENCE’ and retain on
                                                site in reference files. Agency has determined that the data
                                                recorded on these documents is useful in determining status
                                                of records subject to litigation hold.
6230       Records              General         General: Includes general records about filing procedures,      Temporary     GRS 16-2b        6230         Hardcopy
           Creation,                            disposal of record material, records policy development,       2 years (FY)
         Maintenance,                           litigation hold general information and policy development,
        and Disposition                         and documentation of records exit interviews via AD-3001
                                                or equivalent form.
                                                Note 1: Create subfolders as needed.
                                                Note 2: File litigation hold records associated with a
                                                specific case under “6230 – Records Creation,
                                                Maintenance, and Disposition – Legal Hold Cases”
                                                Note 3: Retain one copy of original records management
                                                audio/video productions under ‘6230 – Records Creation,
                                                Maintenance, and Disposition – General’ and another
                                                copy under appropriate ‘1640 – Audio-Visual
                                                Information’ subheading.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 55 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
6230       Records         Legal Hold Cases     Legal Hold Cases: Records include, but are not limited          Retention     Do not               New          Hardcopy
           Creation,                            to, tracking logs and documentation, litigation hold            pending       transfer or
         Maintenance,                           memorandums and notifications, and other related                              destroy until
        and Disposition                         documentation associated with litigation hold cases.                          retention
                                                Note 1: Retention period begins when litigation/legal                         authority
                                                hold lifted.                                                                  published in
                                                Note 2: May contain Personnally Identifiable                                  FSH 6209.11,
                                                Information maintain in secure location, authorized                           Chapter 40
                                                access only.
                                                Note 3: File litigation hold records not associated with a
                                                specific case under “6230 – Records Creation,
                                                Maintenance, and Disposition – General”
6230       Records         Records of Daily     Records of Daily Activities of Federal Employees:               Temporary      GRS 23-5a       FSH 6209.11,     Hardcopy
           Creation,         Activities of      Substantive information regarding the daily activities of      2 years (FY)                     Chapter 40,
         Maintenance,     Federal Employees     Federal employees, other than high level officials.                                             Section 44.1
        and Disposition                         Including, but not limited to, calendars, appointment books,                                    GRS 23-2a
                                                schedules, logs, diaries, and other records which document
                                                meetings, appointments, telephone calls, trips, and other
                                                activities that are not recorded in correspondence, reports,
                                                or other official records.
                                                Note 1: Consult with Records Officer or Unit Records
                                                Manager to determine whether official record is to be
                                                maintained electronically or hardcopy.
                                                Note 2: For employees named in litigation and litigation
                                                hold memos, retain all electronic and hardcopy data
                                                described above until hold lifted. Then apply retention
                                                period.
                                                Note 3: Close file at end of fiscal year and apply retention
                                                period.
                                                Note 4: May contain Personnally Identifiable Information
                                                maintain in secure location, authorized access only.
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 56 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                                 SUPERSEDED
 FS                                                                                                                                                                Official
                                                                                                                                 RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                        Record
                                                                                                                                 AUTHORITY        [Do Not Use
CODE                                                                                                                                                               Format
                                                                                                                                                 Reference Only]
6230       Records         Records of High-     Records of High-Level Officials: Including, but not                Retention     Do not          FSH 6209.11,      Hardcopy
           Creation,        Level Officials     limited to, calendars, appointment books, schedules, logs,         pending       transfer or     Chapter 40,
         Maintenance,                           diaries, and other records which document meetings,                              destroy until   Section 44.1
        and Disposition                         appointments, telephone calls, trips, and other activities that                  retention       GRS 23-2a
                                                are not recorded in correspondence, reports, or other official                   authority
                                                records.                                                                         published in
                                                Note 1: High-level officials include: Chief, Associate                           FSH 6209.11,
                                                Chief, Deputy Chiefs, Regional Foresters, Station Directors,                     Chapter 40
                                                Forest Product Lab Director, and International Institute of
                                                Tropical Forestry Director.
                                                Note 2: Includes employee(s) assigned as acting when
                                                position is vacant, who serve until position is filled. Does
                                                not include temporary actings for encombered positions.
                                                Note 3: Consult with Records Officer or Unit Records
                                                Manager to determine whether official record is to be
                                                maintained electronically or hardcopy.
                                                Note 4: High-level officials are routinely named in
                                                litigation and litigation hold memos. Retain all electronic
                                                data described above until both the CIO and Records
                                                officials authorize distruction.
                                                Note 5: Organize by FY. Cut off annually.
                                                Note 6: May contain Personnally Identifiable Information
                                                maintain in secure location, authorized access only.
6230       Records           Vital Records      Vital Records: Includes information regarding vital                Temporary      GRS 16-7           6230-2        Hardcopy
           Creation,                            records and continuing operations. Vital records are              6 years (FY)
         Maintenance,                           necessary for the continued operations (COOP) and are
        and Disposition                         maintained according to each record’s original file code
                                                and records schedule.
                                                Note 1: The actual copies of vital records are nonrecord
                                                material and may be destroyed when reference use ceases
                                                or the documents are superseded.
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 57 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                               RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                     Record
                                                                                                                               AUTHORITY     [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6250        Mail                General         General: General files including correspondence,                 Temporary     GRS 12-6g         6250         Hardcopy
         Management                             memoranda, directives, and guides relating to the                  1 year
                                                administration of mailroom operations.                           (see note)
                                                Note: Retention period begins when superseded or
                                                obsolete.
6250        Mail           Mail and Delivery    Mail and Delivery Service Control Files: Records of             Temporary      GRS 12-6a         New          Hardcopy
         Management         Service Control     receipt and routing of incoming and outgoing mail and           1 year (FY)
                                 Files          items handled by private delivery companies such as United
                                                Parcel Service, EXCLUDING both those covered by GRS
                                                item 12-5 (Post Office and Private Mail Company Records)
                                                and those used as indexes to correspondence files.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6250        Mail             Mail Receipts      Mail Receipts: Records of and receipts for mail and              Temporary     GRS 12-6f         New          Hardcopy
         Management                             packages received through the Official Mail and Messenger         6 months
                                                Service.
6250        Mail             Mail Volume        Mail Volume Reports: Statistical reports and data relating      Temporary      GRS 12-6 d        New          Hardcopy
         Management            Reports          to handling of mail and volume of work performed                1 year (FY)
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6250        Mail           Messenger Service    Messenger Service Files: Daily logs, assignment                  Temporary     GRS 12-1          New          Hardcopy
         Management              Files          records and instructions, dispatch records, delivery              2 months
                                                receipts, route schedules, and related records.



6250        Mail             Metered Mail       Metered Mail: Official metered mail reports and all              Temporary     GRS 12-7          New          Hardcopy
         Management                             related papers.                                                 6 years (FY)
                                                Note: Close file at end of fiscal and apply retention period.
6250        Mail             Monetary Mail      Monetary Mail: Records relating to checks, cash, stamps,        Temporary      GRS 12-6e         New          Hardcopy
         Management                             money orders, or any other valuables remitted to the agency     1 year (FY)
                                                by mail.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 58 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6250        Mail            Post Office and     Post Office and Private Mail Company Records: Post              Temporary      GRS 12-5         New          Hardcopy
         Management          Private Mail       Office and private mail company forms and supporting            1 year (FY)
                           Company Records      papers, exclusive of records held by United States Postal
                                                Service. Also includes:
                                                  Records relating to incoming or outgoing registered mail
                                                   pouches, registered, certified, insured, overnight,
                                                   express, and special delivery mail including receipts and
                                                   return receipts
                                                  Application for registration and certification of declared
                                                   value mail
                                                  Report of loss, rifling, delayed or late delivery, wrong
                                                   delivery, or other improper treatment of mail
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6250        Mail             Postage Used       Postage Used Reports: Statistical reports of postage used        Temporary     GRS 12-6b        New          Hardcopy
         Management            Reports          on outgoing mail and fees paid for private deliveries             6 months
                                                (special delivery, foreign, registered, certified, and parcel
                                                post or packages over 4 pounds).
                                                Note: If combined with mail volume reports, retain under
                                                “6250 – Mail Management – Mail volume Reports”
6250        Mail            Routing Guides      Routing Guides: Locator cards, directories, indexes, and         Temporary     GRS 12-6h        New          Hardcopy
         Management                             other records relating to mail delivery to individuals            5 months
                                                Note: Retention period begins when routing guide
                                                superseded by new version.
6250        Mail                Stamps          Stamps: Requisition for stamps (exclusive of copies used         Temporary     GRS 12-6c        New          Hardcopy
         Management                             as supporting documents to payment vouchers)                      6 months
6270    Availability of      FOIA General       FOIA General: Administrative records relating to the             Temporary     GRS 14-15       6270-1        Hardcopy
          Records                               general agency implementation of the FOIA, including            2 years (FY)
                                                notices, memoranda, routine correspondence, and related
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 59 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                     Record
                                                                                                                              AUTHORITY     [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                records
                                                Note 1: Close file at end of fiscal year and apply retention
                                                period.
                                                Note 2: Previously titled Availability of Records – FOIA
                                                Administrative Files
6270    Availability of      FOIA Appeals       FOIA Appeals: Files created in responding to                    Temporary     GRS 14-12a      6270-1-2       Hardcopy
          Records                               administrative appeals under the FOIA for release of             6 years
                                                information denied by the agency, consisting of the             (see note)
                                                appellant's letter, a copy of the reply thereto, and related
                                                supporting documents, which may include the official file
                                                copy of records under appeal or copy thereof. Includes
                                                correspondence and supporting documents, may also
                                                include copies (not official file copy) of records under
                                                appeal.
                                                Note: Retention period begins after final determination by
                                                agency or final adjudication by courts.
6270    Availability of      FOIA Control       FOIA Control Files: Files maintained for control purposes       Temporary     GRS 14-13a      6270-1-3       Hardcopy
          Records               Files           in responding to requests, including registers and similar        5 years
                                                records listing date, nature, and purpose of request and        (see note)
                                                name and address of requester. Includes registers, listings,
                                                and similar documentation.
                                                Note: Retention period begins at date of last entry
6270    Availability of      FOIA External      FOIA External Reports: Annual reports provided to               Temporary     GRS 14-14        6270-1        Hardcopy
          Records              Reports          external agencies relating to the Forest Service               2 years (FY)
                                                implementation of the Freedom of Information Act.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6270    Availability of      FOIA Internal      FOIA Internal Reports: Includes recurring reports and           Temporary     GRS 14-14        6270-1        Hardcopy
          Records              Reports          one-time information requirements relating to the Forest       2 years (FY)
                                                Service implementation of the Freedom of Information Act
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 60 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                              RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                   Record
                                                                                                                              AUTHORITY     [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
6270    Availability of     FOIA Request -      FOIA Requests – Denials: Includes records responsive to          Temporary       GRS          6270-1-1       Hardcopy
          Records              Denials          requests for information under the Freedom of Information          6 years    14-11a(3a)
                                                Act (FOIA). Records consisting of the original request, a        (see note)
                                                copy of the reply, and all related supporting files that may
                                                include the official file copy of requested record or copy
                                                thereof. Includes:
                                                 Responses to requests for nonexistent records, to
                                                  requesters who provide inadequate descriptions; and to
                                                  those who fail to pay agency reproduction fees
                                                 Denying access to all or part of the records requested
                                                Note: Retention period begins on date response signed
6270    Availability of    FOIA Requests –      FOIA Requests – Access Granted: Includes records                 Temporary      GRS            6270-1        Hardcopy
          Records           Access Granted      responsive to requests for information under the Freedom of        2 years    14-11a(1)
                                                Information Act (FOIA). Records consisting of the original       (see note)
                                                request, a copy of the reply, and all related supporting files
                                                that may include the official file copy of requested record or
                                                copy thereof. Includes correspondence and supporting
                                                documents (EXCLUDING the official file copy of the
                                                records requested if filed herein) granting access to all the
                                                requested records;
                                                Note: Retention period begins on date response signed
6270    Availability of       Privacy Act       Privacy Act Accounting of Disclosure: Files maintained           Temporary    GRS 14-23        6270-2        Hardcopy
          Records            Accounting of      under the provisions of 5 U.S.C. 552a(c) for an accurate         (see note)
                              Disclosure        accounting of the date, nature, and purpose of each
                                                disclosure of a record to any person or to another agency,
                                                including forms for showing the subject individual's name,
                                                requester's name and address, purpose and date of
                                                disclosure, and proof of subject individual's consent when
                                                applicable.
                                                Note: Dispose of in accordance with the approved
                                                disposition instructions for the related subject individual's
                                                records or 5 years after the disclosure for which the
                                                accountability was made, whichever is later.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 61 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                             RETENTION       File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                   Record
                                                                                                                             AUTHORITY     [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6270    Availability of       Privacy Act       Privacy Act Amendment Requests – Refused by Agency:             Temporary    GRS 14-22b      6270-2-2       Hardcopy
          Records             Amendment         Files relating to an individual's request to amend a record     (see note)
                              Requested –       pertaining to that individual as provided for under 5 U.S.C.
                              Refused by        552a(d)(2); to the individual's request for a review of an
                                Agency          agency's refusal of the individual's request to amend a
                                                record as provided for under 5 U.S.C. 552a(d)(3); and to
                                                any civil action brought by the individual against the
                                                refusing agency as provided under 5 U.S.C. 552a(g).
                                                Note: Dispose of in accordance with the approved
                                                disposition instructions for the related subject individual's
                                                record, 4 years after final determination by agency, or 3
                                                years after final adjudication by courts, whichever is later.
6270    Availability of       Privacy Act       Privacy Act Amendment Requests – Approved:                      Temporary    GRS 14-22a      6270-2-2       Hardcopy
          Records             Amendment         Requests to amend agreed to by Agency. Includes                 (see note)
                              Requests –        individual’s requests to amend a record pertaining to that
                               Approved         individual as provided for under 5 U.S. C. 552a(d)(2); to the
                                                individual’s request for a review of an agency’s refusal of
                                                the individual’s request to amend a record as provided for
                                                under 5 U.S. C. 552a(d)(3), and to any civil action brought
                                                by the individual against the refusing agency as provided un
                                                5 U.S.C. 552a(g).
                                                Note: Dispose of in accordance with the approved
                                                disposition instructions for the related subject individual's
                                                record or 4 years after agency's agreement to amend,
                                                whichever is later.
6270    Availability of      Privacy Act        Privacy Act Amendment Requests – Refused by Agency              Temporary    GRS 14-22c        New          Hardcopy
          Records            Amendment          - Appeals: Files relating to an individual's request to         (see note)
                             Requests –         amend a record pertaining to that individual as provided for
                             Refused by         under 5 U.S.C. 552a(d)(2); to the individual's request for a
                           Agency - Appeals     review of an agency's refusal of the individual's request to
                                                amend a record as provided for under 5 U.S.C. 552a(d)(3);
                                                and to any civil action brought by the individual against the
                                                refusing agency as provided under 5 U.S.C. 552a(g).
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 62 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                    Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                Note: Dispose of in accordance with the approved
                                                disposition instructions for related subject individual’s
                                                record or 3 years after final adjudication by courts,
                                                whichever is later.
6270    Availability of      Privacy Act        Privacy Act Control Files: Files maintained for control           Temporary     GRS 14-24      6270-2-3       Hardcopy
          Records            Control Files      purposes in responding to requests, including registers and         5 years
                                                similar records listing date, nature of request, and name and     (see note)
                                                address of requester. Also, includes registers or listings.
                                                Note: Retention period begins after date of last entry, final
                                                action by the agency, or final adjudication by courts.
6270    Availability of       Privacy Act       Privacy Act General: Records relating to the general              Temporary     GRS 14-26       6270-2        Hardcopy
          Records               General         agency implementation of the Privacy Act, including              2 years (FY)
                                                notices, memoranda, routine correspondence, and related
                                                records
                                                Note 1: Close file at end of fiscal year and apply retention
                                                period.
                                                Note 2: Previously titled Availability of Records – PA
                                                General Administration
6270    Availability of       Privacy Act       Privacy Act Reports: Recurring reports and one-time               Temporary     GRS 14-25       6270-2        Hardcopy
          Records               Reports         information requirement relating to agency implementation,       2 years (FY)
                                                including biennial reports to the Office of Management and
                                                Budget (OMB), and the Report on New Systems at all
                                                levels.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6270    Availability of      Privacy Act        Privacy Act Requests – Access Granted: Files created in           Temporary       GRS           6270-2        Hardcopy
          Records          Requests – Access    response to requests from individuals to gain access to their       2 years     14-21a(1)
                               Granted          records or to any information in the records pertaining to        (see note)
                                                them, as provided for under 5 U.S.C. 552a(d)(1). Files
                                                contain original request, copy of reply thereto, and all
                                                related supporting documents, which may include the
                                                official file copy of records requested or copy thereof and
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 63 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                       Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                includes correspondence granting access to all the requested
                                                records.
                                                Note: Retention period begins on date response signed
6270    Availability of       Privacy Act       Privacy Act Requests – Denials: Files created in response       Temporary         GRS            6270-2-1       Hardcopy
          Records          Requests - Denials   to requests from individuals to gain access to their records     (see note)    14-21a(3a)
                                                or to any information in the records pertaining to them, as
                                                provided for under 5 U.S.C. 552a(d)(1). Files contain
                                                original request, copy of reply thereto, and all related
                                                supporting documents, which may include the official file
                                                copy of records requested or copy thereof and includes:
                                                 Responses to requests for nonexistent records, to
                                                   requesters who provide inadequate descriptions; and to
                                                   those who fail to pay agency reproduction fees
                                                 Denying access to all or part of the records requested
                                                Note 1: Destroy requests not appealed 5 years after the date
                                                of reply.
                                                Note 2: Destroy requests appealed in accordance with
                                                approved Agency disposition instructions for the related
                                                records or with the related Privacy Act request, whichever is
                                                later.
6300     Procurement          GAO/OGC           GAO/OGC Opinion: Includes general correspondence                Retention     Do not              6300-5        Hardcopy
         Management            Opinion          and decisions pertaining to procurement policy.                 pending       transfer or
                                                Note: Close file at end of fiscal year and apply retention                    destroy until
                                                period.                                                                       retention
                                                                                                                              authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6300     Procurement            General         General: Includes general correspondence and other              Retention     Do not               6300         Hardcopy
         Management                             records related to management, policy, interpretation of        pending       transfer or
                                                procurement practices established for organizational                          destroy until
                                                levels of FS. File also includes pertinent laws,                              retention
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 64 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                regulations and translations previously filed under 6310                      authority
                                                and 6320.                                                                     published in
                                                Note: Close file at end of fiscal year and apply retention                    FSH 6209.11,
                                                period.                                                                       Chapter 40
6300     Procurement           Inquiries        Inquiries: Requests for information and copies of replies       Temporary      GRS 14-1           6300-1        Hardcopy
         Management                             thereto, involving no administrative actions, no policy          3 months
                                                decisions, and no special compilations or research and
                                                requests for and transmittals of publications, photographs,
                                                and other information literature.
6300     Procurement          Procurement       Procurement Preference Programs: Includes general               Retention     Do not              6300-4        Hardcopy
         Management            Preference       correspondence, reports and procedures for establishment        pending       transfer or
                               Programs         of goals for Small Business Administration, SBA 8(a)                          destroy until
                                                Contracts, Women-Owned Businesses and Minority                                retention
                                                Businesses.                                                                   authority
                                                Note: Close file at end of fiscal year and apply retention                    published in
                                                period.                                                                       FSH 6209.11,
                                                                                                                              Chapter 40
6300     Procurement            Reports         Reports: Quarterly Reports submitted to USDA, GSA               Retention     Do not              6300-2        Hardcopy
         Management                             and Congress which include AD-760, Report of                    pending       transfer or
                                                Individual Procurement, SF 281, FPDS-Summary of                               destroy until
                                                Contract Actions of $10,000 or Less and Subcontract                           retention
                                                Data on Selected Prime Contracts, and so forth.                               authority
                                                Note: Close file at end of fiscal year and apply retention                    published in
                                                period.                                                                       FSH 6209.11,
                                                                                                                              Chapter 40
6310   Small Purchases      Purchase Orders     Purchase Orders:                                                Temporary        GRS              6310-3        Hardcopy
                                                 Transactions dated on or after July 3, 1995 (the effective   3 years (FY)    3-3a(1)(b)
                                                  date of the Federal Acquisition Regulations (FAR) rule
                                                  defining “simplified acquisition threshold”) at or below
                                                  the simplified acquisition threshold and all construction
                                                  contracts at or below $2,000
                                                 Obligation copy
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 65 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                 Other copies of records described above used by
                                                  component elements of a procurement office for
                                                  administrative purposes.
                                                 Data Submitted to the Federal Procurement Data System
                                                  (FPDS). Electronic data file maintained by FY,
                                                  containing unclassified records of all procurements, other
                                                  than small purchases, and consisting of information
                                                  required under 48 CFR 4.601 for transfer to the FPDS.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6310   Small Purchases        Purchasing        Purchasing: Correspondence files of operating                   Temporary      GRS 3-2         6310         Hardcopy
                                                procurement units concerning internal operation and            2 years (FY)
                                                administration matters not covered elsewhere in this
                                                schedule . Records include administrative material
                                                regarding purchasing, requisitioning, and related items
                                                such as policies, procedures, negotiations, special and
                                                directed sources of supply, foreign purchases, taxes,
                                                inspection and acceptance, transportation, use of forms,
                                                pertinent laws and regulations, translations.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6310   Small Purchases      Tax Exemption       Tax Exemption Certificates: Tax exemption                       Temporary     GRS 3-12         New          Hardcopy
                             Certificates       certificates and related papers                                   3 years
                                                Note: Apply retention after ending of period covered by          (see note)
                                                related account.
6320     Contracting          Bidders List      Bidders List: List or cards of acceptable bidders.              Temporary     GRS 3-5d       6320-1-2       Hardcopy
                                                Note: Destroy when superseded or obsolete                       (see note)
6320     Contracting        Bids, Proposals,    Bids, Proposals, and Contracts:                                 Temporary      GRS 3-         6320-1        Hardcopy
                             and Contracts       Transactions dated on or after July 3, 1995 (the effective    6 years, 3     3a(1)(a)
                                                  date of the Federal Acquisition Regulations (FAR) rule         months
                                                  defining “simplified acquisition threshold”) that exceed      (see note)
                                                  the simplified acquisition threshold and all construction
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 66 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                               RETENTION        File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                      Record
                                                                                                                               AUTHORITY      [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                  contracts exceeding $2,000
                                                 Obligation copy
                                                 Other copies of records described above used by
                                                  component elements of a procurement office for
                                                  administrative purposes.
                                                 Data Submitted to the Federal Procurement Data
                                                  System (FPDS). Electronic data file maintained by
                                                  FY, containing unclassified records of all
                                                  procurements, other than small purchases, and
                                                  consisting of information required under 48 CFR
                                                  4.601 for transfer to the FPDS.
                                                Note: Retention period begins after final payment
6320     Contracting            General         General: Includes general correspondence regarding               Temporary      GRS 3-2           6320         Hardcopy
                                                contracting and related procedures.                             2 years (FY)
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6320     Contracting         Solicited and      Solicited and Unsolicited Bids and Proposals Files –            Temporary      GRS 3-5c(1)      6320-1-1       Hardcopy
                            Unsolicited Bids    Canceled Solicitations: Formal solicitations of offers to         5 years
                            and Proposals –     provide products or services (e.g., Invitations for Bids,        (see note)
                               Canceled         Requests for Proposals, and Requests for Quotations)
                                                canceled prior to award of a contract. The files include pre-
                                                solicitation documentation on the requirement, any offers
                                                that were opened prior to the cancellation, documentation
                                                on any Government action up to the time of cancellation,
                                                and evidence of the cancellation.
                                                Note: Retention period begins on date of cancellation.
6320     Contracting         Solicited and      Solicited and Unsolicited Bids and Proposals Files –            Temporary      GRS 3-5c(2)      6320-1-1       Hardcopy
                            Unsolicited Bids    Canceled Solicitations- Unopened Bids                           (see note)
                            and Proposals –     Note: Return unopened bids to bidder.
                              Canceled –
                            Unopened Bids
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 67 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6320     Contracting         Solicited and      Solicited and Unsolicited Bids and Proposals Files –            Temporary     GRS 3-5b       6320-1-1       Hardcopy
                            Unsolicited Bids    Small Purchases                                                 (see note)
                            and Proposals –      Records relating to small purchases as defined in the
                            Small Purchase        Federal Acquisition Regulations (48 CFR Part 13)
                                                  Note: Destroy 1 year after date of award or final
                                                  payment, whichever is later. [GRS 3-5b(1)
                                                 Relating to transactions above the small purchase
                                                  limitations in 48 CFR Part 13 and to transactions above
                                                  the small purchase limitations.
                                                  Note 1: When filed separately from contract case files,
                                                  destroy when related contract is completed. [GRS 3-
                                                  5b(2)(a)
                                                  Note 2: When filed with contract case files, destroy with
                                                  related contract case file. [GRS 3-5b(2)(b)]
6320     Contracting         Solicited and      Solicited and Unsolicited Bids and Proposals Files -            Temporary     GRS 3-5a       6320-1-1       Hardcopy
                            Unsolicited Bids    Successful                                                      (see note)
                            and Proposals -     Note: Destroy with related contract case files.
                              Successful
6330    Specifications,         General         General: Includes general correspondence and other              Temporary      GRS 3-2         6330         Hardcopy
        Standards, and                          records regarding specifications, standards, and qualified     2 years (FY)
           Qualified                            products lists not covered elsewhere.
        Products Lists                          Note: Close file at end of fiscal year and apply retention
                                                period.
6340      Shipments             General         General: Original vouchers and support documents                Temporary     GRS 9-1a         6340         Hardcopy
                                                covering commercial freight transportation charges of             6 years
                                                settled fiscal accounts, including registers and other          (see note)
                                                control documents, but EXCLUDING those covered by
                                                6350 – Transportation of Things.
                                                Note 1: Record copies of all freight documents used to
                                                support payments become components of the
                                                accountable officers' accounts.
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 68 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                        SUPERSEDED
 FS                                                                                                                                                       Official
                                                                                                                            RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                    Record
                                                                                                                            AUTHORITY    [Do Not Use
CODE                                                                                                                                                      Format
                                                                                                                                        Reference Only]
                                                Note 2: Retention period begins at end of account
                                                period.
6350    Transportation          General         General: Routine administrative records including             Temporary     GRS 9-4a         6350         Hardcopy
          of Things                             correspondence, forms, and related records pertaining to     2 years (FY)
                                                commercial and noncommercial agency freight functions
                                                not covered elsewhere in 6350. Documentation includes
                                                accountability records regarding the issue or receipt of
                                                accountable documents.
                                                Note 1: Record copies of all freight documents used to
                                                support payments become components of the
                                                accountable officers' accounts.
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6350    Transportation     Government Bills     Government Bills of Lading – Domestic:                        Temporary     GRS 9-1c        6350-1        Hardcopy
          of Things          of Lading –        Issuing office copies of Government or commercial bills of      6 years
                              Domestic          lading (Standard Form (SF) 1113A) and supporting              (see note)
                                                documents.
                                                Note 1: Record copies of all freight documents used to
                                                support payments become components of the
                                                accountable officers' accounts.
                                                Note 2: Retention period begins at end of account
                                                period.
6350    Transportation     Government Bills     Government Bills of Lading –International:                    Temporary     GRS 9-1c        6350-2        Hardcopy
          of Things           of Lading –       Issuing office copies of Government or commercial bills of     6 years
                             International      lading (Standard Form (SF) 1113A) and supporting              (see note)
                                                documents.
                                                Note 1: Record copies of all freight documents used to
                                                support payments become components of the
                                                accountable officers' accounts.
                                                Note 2: Retention period begins at end of account
                                                period.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 69 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                                RETENTION        File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                      Record
                                                                                                                                AUTHORITY      [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
6350    Transportation     Lost or Damaged      Lost or Damaged Shipments: Schedules of valuables                Temporary       GRS 9-2           New          Hardcopy
          of Things           Shipments         shipped, correspondence, reports, and other records relating       6 years
                                                to the administration of the Government Losses in Shipment       (see note)
                                                Act.
                                                Note 1: Record copies of all documents used to support
                                                payments become components of the accountable officers'
                                                accounts.
                                                Note 2: Retention period begins when file closed.
6350    Transportation         Unsettled        Unsettled Accounts: Records covering payment for                 Temporary       GRS 9-1b          New          Hardcopy
          of Things            Accounts         commercial freight transportation charges for services for        10 years
                                                which 1) notice of overcharge has been or is expected to be      (see note)
                                                issued, or if a rail freight overpayment is involved, 2)
                                                deduction or collection action has been taken, 3) the
                                                voucher contains inbound transit shipment(s), 4) parent
                                                voucher has print of paid supplemental bill associated, 5)
                                                the voucher has become involved in litigation, or 6) any
                                                other condition arises, such as detection of overcharge, that
                                                prevents the settling of the account, requiring the voucher to
                                                be retained beyond the 6 year retention period.
                                                Note 1: Record copies of all documents used to support
                                                payments become components of the accountable officers'
                                                accounts.
                                                Note 2: Retention period begins when file closed.
6360       Printing             General         General: Includes correspondence and other general                Temporary     N1-95-10-10        6360         Hardcopy
                                                records regarding free printing, field printing, reprints,       5 years (FY)
                                                printing equipment.                                                Pending
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6400      Property              General         General: Includes general correspondence and other                Temporary     N1-95-10-10        6400         Hardcopy
         Management                             records related to Asset Management too broad to file            5 years (FY)
                                                under a specific heading.                                          Pending
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 70 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6400      Property             Inquiries        Inquiries                                                       Temporary      GRS 14-1           6400-1        Hardcopy
         Management                                                                                              3 months
6410      Personal          Excess Personal     Excess: Includes correspondence and forms relating to           Temporary       GRS 4-2           6410-3        Hardcopy
          Property             Property         the declaration of personal property as excess to Agency       3 years (FY)
         Management                             requirements and the acquisition of excess personal
                                                property from other Federal agencies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6410      Personal              General         General: Includes general correspondence and other              Temporary       GRS 4-1            6410         Hardcopy
          Property                              records related to Personal Property too broad to file         2 years (FY)
         Management                             under a specific heading.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6410      Personal            Records and       Records and Inventory: Includes inventories of                  Retention     Do not              6410-4        Hardcopy
          Property             Inventory        accountable personal property and supporting                    pending       transfer or
         Management                             documentation such as AD-112, Report of                                       destroy until
                                                Unserviceable, Lost or Damaged Property.                                      retention
                                                Note: Retention period for inventories begins when next                       authority
                                                comparable inventory completed.                                               published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6410      Personal             Registers        Registers: Includes registers of GBLs and other                 Retention     Do not             6410-4-1       Hardcopy
          Property                              accountable forms.                                              pending       transfer or
         Management                             Note: Retention period begins after GAO audit and when                        destroy until
                                                records no longer have administrative use. Do not send                        retention
                                                to FRC.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
WO INTERIM DIRECTIVE                                                                                     id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                               Page 71 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                 DESCRIPTION                              RETENTION                                      Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
6410      Personal         Registers for Items   Registers for Items of Tangible and Other Value:                  Retention   Do not             6410-4-2       Hardcopy
          Property          of Tangible and      Includes registers for subway tickets, I.D. Badges, keys,         pending     transfer or
         Management           Other Value        building passes, and so forth.                                                destroy until
                                                 Note: Apply the retention after register is closed.                           retention
                                                 Register is closed when each item is accounted for. Do                        authority
                                                 not send to FRC.                                                              published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
6410      Personal              Reports          Reports: Recurring and non-recurring reports such as              Retention   Do not              6410-7        Hardcopy
          Property                               Utilization and Disposal of Excess and Surplus Property;          pending     transfer or
         Management                              and AD-120, Report of Excess Personal Property;                               destroy until
                                                 Exchange/Sale of Personal Property.                                           retention
                                                 Note: Close file at end of fiscal year and apply retention                    authority
                                                 period.                                                                       published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
6410      Personal          Surplus Personal     Surplus Property – $5,000 - $24,999 or less: Case files           Retention   Do not             6410-2-1       Hardcopy
          Property         Property - $5,000 -   on transactions of more than $5,000 but less than                 pending     transfer or
         Management             $24,999          $25,000, or if identified in FMRs as requiring special                        destroy until
                                                 handling (firearms, weapsons, aircraft, etc.) on sales of                     retention
                                                 suplus (to the Federal government) personal property,                         authority
                                                 comprising invitations, bids, acceptances, lists of                           published in
                                                 materials, evidence of sales, and related correspondence.                     FSH 6209.11,
                                                 Note: Retention period begins after final payment.                            Chapter 40
6410      Personal          Surplus Personal     Surplus Property –$25,000 or Greater: Case files on               Retention   Do not              6410-2        Hardcopy
          Property         Property –$25,000     transactions of more than $25,000 on sales of suplus (to          pending     transfer or        6410-2-1
         Management            or Greater        the Federal government ) personal property, comprising                        destroy until
                                                 invitations, bids, acceptances, lists of materials, evidence                  retention
                                                 of sales, and related correspondence.                                         authority
                                                 Note: Retention period begins after final payment.                            published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 72 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
6410      Personal         Transfer in and/or   Transfer in and/or Receipt: Including donations and             Retention     Do not              6410-6        Hardcopy
          Property              Receipt         AD-107 - Report of Transfer/Disposition/Construction of         pending       transfer or
         Management                             Property; SF122/123 – Report of Excess Personal                               destroy until
                                                Property/ Transfer Order – Excess Personal Property/                          retention
                                                Transfer Order Surplus Personal Property.                                     authority
                                                Note: Close file at end of fiscal year and apply retention                    published in
                                                period.                                                                       FSH 6209.11,
                                                                                                                              Chapter 40
6420     Stores and             General         General: Correspondence files of units responsible for          Temporary       GRS 8-1            6420         Hardcopy
       Cupboard Stock                           materials accounting operations.                               2 years (FY)
        Management                              Note: Close file at end of fiscal year and apply retention
                                                period.
6420     Stores and            Materials        Materials Accounting: Stores accounting returns and             Temporary       GRS 8-3           6420-2        Hardcopy
       Cupboard Stock         Accounting        reports. Materials accounting data are normally reviewed       3 years (FY)
        Management                              and consolidated by means of records and returns submitted
                                                to agency headquarters. There the information is used for
                                                procurement planning, budget, utilization projections, and
                                                other management purposes. The records do not include
                                                records reflecting the physical movements of material to
                                                and from storage points, although they may be involved in
                                                posting.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6420     Stores and            Materials        Materials Accounting Background: Working files used             Temporary       GRS 8-4           6420-3        Hardcopy
       Cupboard Stock         Accounting        in accumulating stores accounting data                         2 years (FY)
        Management            Background        Note: Close file at end of fiscal year and apply retention
                                                period.
6420     Stores and        Materials Invoice    Materials Invoice: Invoices or equivalent papers used for       Temporary       GRS 8-2           6420-1        Hardcopy
       Cupboard Stock                           expendable or durable materials accounting purposes.           3 years (FY)
        Management                              Records are maintained to provide personal accountability
                                                for the receipt and custody of materials and to document the
                                                monetary worth of such materials (non-accountable items).
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 73 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                                  SUPERSEDED
 FS                                                                                                                                                                 Official
                                                                                                                                  RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                 DESCRIPTION                               RETENTION                                        Record
                                                                                                                                  AUTHORITY        [Do Not Use
CODE                                                                                                                                                                Format
                                                                                                                                                  Reference Only]
                                                 Completed copies of material movement documents show
                                                 custody.
                                                 Note: Close file at end of fiscal year and apply retention
                                                 period.
6430   Fleet Equipment       Acquisitions,       Acquisitions, Identification, and Classification                   Retention     Do not              7130-1        Hardcopy
         Management        Identification, and   Note 1: For general records not associated with a specific         pending       transfer or
                             Classification      vehicle or piece of equipment, close file at end of fiscal year                  destroy until
                                                 and apply retention period.                                                      retention
                                                 Note 2: For records associated with a specific vehicle or                        authority
                                                 piece of equipment, retention period begins after equipment                      published in
                                                 leaves agency custody/ownership.                                                 FSH 6209.11,
                                                                                                                                  Chapter 40
6430   Fleet Equipment       Annual Motor        Annual Motor Vehicle and Equipment Reports:                        Temporary      GRS 10-4           7130-9        Hardcopy
         Management           Vehicle and        Includes records relating to fuel mileage, maintenance            3 years (FY)
                              Equipment          costs, utilization rates, repair costs.
                               Reports           Note: Close file at end of fiscal year and apply retention
                                                 period.
                                                 See 7130 for related records
6430   Fleet Equipment      Disposal of Fleet    Disposal of Fleet Equipment: Includes SF-120/122/123               Retention     Do not              7130-5        Hardcopy
         Management            Equipment         Report of Excess Personal Property/Transfer of Excess              pending       transfer or
                                                 Personal Property, Exchange/Sale or Trade-In                                     destroy until
                                                 information related to the disposal/replacement of                               retention
                                                 vehicles/aircraft.                                                               authority
                                                 Note 1: For records not associated with a specific vehicle                       published in
                                                 or piece of equipment, close file at end of fiscal year and                      FSH 6209.11,
                                                 apply retention period.                                                          Chapter 40
                                                 Note 2: For records associated with a specific vehicle or
                                                 piece of equipment, retention period begins after
                                                 equipment leaves agency custody/ownership.
                                                 See 7130 for related records
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 74 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6430   Fleet Equipment     Fleet Assignment     Fleet Assignment and Utilization: Reports provided to           Retention   Do not              7130-2        Hardcopy
         Management         and Utilization     Washington Office and GSA                                       pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                See 7130 for related records                                                authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6430   Fleet Equipment          General         General: Includes correspondence and miscellaneous              Retention   Do not               New          Hardcopy
         Management                             records associated with acquisition of fleet equipment.         pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6430   Fleet Equipment      Use and Storage     Use and Storage: Pertains to fleet vehicles and aircraft,       Retention   Do not              7130-3        Hardcopy
         Management                             and storage. Include records regarding garaging location        pending     transfer or
                                                (as required in USDA mandated property accounting                           destroy until
                                                management system)                                                          retention
                                                Note: Close file at end of fiscal year and apply retention                  authority
                                                period.                                                                     published in
                                                See 7130 for related records                                                FSH 6209.11,
                                                                                                                            Chapter 40
6440    Real Property         Excess Real       Excess Real Property: Includes reports, disposition             Retention   Do not              6440-1        Hardcopy
        Management             Property         instructions and correspondence related to excess real          pending     transfer or
                                                property.                                                                   destroy until
                                                Note 1: See Real Property Disposition for disposition of                    retention
                                                records necessary and convenient for the use of real                        authority
                                                property transferred to another Federal agency or old,                      published in
                                                donated, or traded to a non-Federal entity.                                 FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 75 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6440    Real Property           General         General: Includes general correspondence and other              Retention     Do not               6440         Hardcopy
        Management                              records regarding real property management not covered          pending       transfer or
                                                elsewhere in this schedule.                                                   destroy until
                                                Note: Close file at end of fiscal year and apply retention                    retention
                                                period.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6440    Real Property      Leases < $25,000     Leases < $25,000: Includes determinations, findings,            Temporary       GRS 3-           6440-3-1       Hardcopy
        management                              market surveys, solicitation, award and administration of         3 years       3a(1)(b)
                                                acquisition of lease hold interest in real property under       (see note)
                                                Forest Service leasing authority. File disputes and
                                                appeal material by case folder. Records include:
                                                Transactions of $25,000 or less
                                                Note: Retention period begins after final payment.
6440    Real Property       Leases >$25,000     Leases > $25,000: Includes determinations, findings,            Temporary       GRS 3-           6440-3-1       Hardcopy
        Management                              market surveys, solicitation, award and administration of       6 years, 3      3a(1)(a)
                                                acquisition of lease hold interest in real property under        months
                                                Forest Service leasing authority. File disputes and             (see note)
                                                appeal material by case folder. Records include
                                                transactions of more than $25,000.
                                                Note: Retention period begins after final payment.
6440    Real Property         Quarters          Quarters Management: Includes general                           Temporary      GRS 15-1           6440-2        Hardcopy
        Management           Management         correspondence, and direction for quarters management.         2 years (FY)
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6440    Real Property      Quarters/Housing     Quarters/Housing Application Files - All Other                  Temporary      GRS 15-7b           New          Hardcopy
        Management         Applications – All   Note 1: Excluding copies in rental/lease files                 2 years (FY)
                                Others
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 76 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                                RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                    Record
                                                                                                                                AUTHORITY    [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6440    Real Property      Quarters/Housing     Quarters/Housing Application Files - Rejected                     Temporary     GRS 15-7a        New          Hardcopy
        Management          Applications –      Note 1: Excluding copies in rental/lease files                      1 year
                              Rejected          Note 2: Retention period begins on date of rejection              (see note)
6440    Real Property      Quarters/Housing     Quarters/Housing Assignment and Vacancy Card Files                Temporary     GRS 15-5a        New          Hardcopy
        Management          Assignment and      – Individual Tenant Cards.                                         (see note)
                             Vacancy Card       Note: Destroy when tenant vacates unit.
                           Files – Individual
                             Tenant Cards
6440    Real Property      Quarters/Housing     Quarters/Housing Assignment and Vacancy Card Files                Temporary     GRS 15-5b        New          Hardcopy
        Management          Assignment and      – Individual Unit Cards.                                            3 years
                             Vacancy Card       Note: Retention period begins after close of FY in which          (see note)
                           Files – Individual   unit is closed to tenancy or leaves agency control.
                               Unit Cards
6440    Real Property      Quarters/Housing     Quarters/Housing Maintenance and Repair – Individual              Temporary     GRS 15-2a        New          Hardcopy
        Management         Maintenance and      Units: Maintenance and repair records for individual units          3 years
                                Repair          - summary card or ledger record                                   (see note)
                                                Note: Retention period begins at end of fiscal year in which
                                                unit is closed to tenancy or leaves agency control
6440    Real Property      Quarters/Housing     Quarters/Housing Maintenance and Repair – Work                    Temporary     GRS 15-2b        New          Hardcopy
        Management         Maintenance and      Orders: Maintenance and repair records for individual               3 years
                            Repair - Work       units - summary card or ledger record, includes work              (see note)
                                Orders          orders, requisitions, and related papers involved in repair
                                                and maintenance
                                                Note: Retention period begins at end of fiscal year in which
                                                work is done.
6440    Real Property      Quarters/Housing     Quarters/Housing Management Reports: Reports                      Temporary     GRS 15-3         New          Hardcopy
        Management          Management          pertaining to housing management, including expenditure,         2 years (FY)
                               Reports          survey, collection, and other statistical and narrative data.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 77 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6440    Real Property     Quarters/Housing      Quarters/Housing Rental Agreements: Copies of rental            Temporary      GRS 15-4            New          Hardcopy
        Management        Rental Agreements     agreements, renewals, termination notices, and related            3 years
                                                documents.                                                       (see note)
                                                Note: Retention period begins at end of FY in which (a)
                                                rental termination, lapse, or cancellation occurs or (b)
                                                litigation is concluded, whichever is later.
6440    Real Property      Quarters/Inventory   Quarters/Housing Inventory and Rate Setting:                    Temporary      GRS 15-6          6440-2-2       Hardcopy
        Management          and Rate Setting    Furnishing inventory files, pertaining to items included in       3 years
                                                furnished units.                                                (see note)
                                                Note: Retention period begins after close of FY in which
                                                inventory is superseded.
6440    Real Property        Real Property      Real Property Acquisition: Includes records (excluding          Temporary       GRS 3-1a         6440-1-2       Hardcopy
        Management            Acquisition       abstractor or certficate of title) documenting the               10 years
                                                acquisition of real property by purchase, condemnation,         (see notes)
                                                donation, exchange, and so forth, for property acquired
                                                after December 31, 1920.
                                                Note: Retention period begins after unconditional sale of
                                                release by Government or conditions, restrictions,
                                                mortgages or other liens.
6440    Real Property        Real Property      Real Property Disposition: Includes reports, disposition        Retention     Do not             6440-1-1       Hardcopy
        Management            Disposition       position instructions and correspondence related to real        pending       transfer or
                                                property, as well as records related to the sale, donation                    destroy until
                                                or trade of real property.                                                    retention
                                                Note 1: Maintain records in office, retention period                          authority
                                                begins when administrative use ceases.                                        published in
                                                Note 2: Records (such as abstract or certificate of title)                    FSH 6209.11,
                                                necessary or convenient for the use of real property sold,                    Chapter 40
                                                donated or traded to non-federal ownership or transferred
                                                to Federal ownership shall be conveyed to the new
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 78 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                      Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                custodian upon completion of sale, trade, donation or
                                                transfer proceedings.
6440    Real Property         Rental Rates      Rental Rates: Includes reports, printouts,                        Retention   Do not             6440-2-1       Hardcopy
        Management                              correspondence, contract information regarding the                pending     transfer or
                                                establishment of rental rates.                                                destroy until
                                                Note: Close file at end of fiscal year and apply retention                    retention
                                                period.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6440    Real Property           Reports         Reports: Recurring and non-recurring reports such as              Retention   Do not              6440-4        Hardcopy
        Management                              Annual Report of Real Property Leased to the U.S.,                pending     transfer or
                                                report of space used by building, rental housing survey.                      destroy until
                                                Accounting, bookkeeping, Federal Real Property                                retention
                                                Program (FRPP) management reports submitted to                                authority
                                                USDA and GSA, and other records may be maintained in                          published in
                                                accordance with regulations or procedures prescribed by                       FSH 6209.11,
                                                GAO or Treasury.                                                              Chapter 40
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6440    Real Property          Space            Space Management: Includes correspondence and                     Retention   Do not              6440-3        Hardcopy
        Management           Management         records pertaining to space and maintenance matters,              pending     transfer or
                                                including:                                                                    destroy until
                                                 allocation;                                                                 retention
                                                 utilization;                                                                authority
                                                                                                                              published in
                                                 building plan files, surveys, and other records utilized
                                                                                                                              FSH 6209.11,
                                                   in agency space planning, assignment, and adjustment;
                                                                                                                              Chapter 40
                                                 Agency reports to GSA;
                                                 directory service files;
                                                 identification credentials and related papers (including
                                                   cards, badges, parking permits, photographs, agency
                                                   permits ot operate motor vehicles, passes, and other
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 79 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                        Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                             Reference Only]
                                                    identification credentials).
                                                 Note: Close file at end of fiscal year and apply retention
                                                 period.
6450     Management           Findings of        Findings of Financial Liability - Appeals: Appeals of           Retention   Do not               New           Hardcopy
        Accountability     Financial Liability   findings of pecuniary/fiscal liability.                          pending    transfer or
         and Survey            - Appeals         Note: Apply retention period when case closed.                              destroy until
           Boards                                                                                                            retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6450     Management         Fiscal Liability     Fiscal Liability Recommendations - Lists:                       Retention   Do not               New           Hardcopy
        Accountability     Recommendations       Chronological logs of survey board report findings and          pending     transfer or
         and Survey             - Lists          associated disposition.                                                     destroy until
           Boards                                Note: Close file at end of fiscal year and apply retention                  retention
                                                 period.                                                                     authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6450     Management             General          General: Records of a general nature regarding survey           Retention   Do not               New          Hardcopy
        Accountability                           officers and survey boards, including policy, not covered       pending     transfer or
         and Survey                              elsewhere in this scheduled.                                                destroy until
           Boards                                Note: Close file at end of fiscal year and apply retention                  retention
                                                 period.                                                                     authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6450     Management        Survey Boards or      Survey Boards or Officers - Assignments:                        Retention   Do not               New          Hardcopy
        Accountability        Officers -         Documentation of assignments and criteria for assignment        pending     transfer or
         and Survey          Assignments         to boards of survey or as survey officer for operational                    destroy until
           Boards                                purposes established by agency authority (not established                   retention
                                                 by Public Law or Executive Order) for facilitative or                       authority
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 80 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                      Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                 operational purposes, related to the agency’s mission,                      published in
                                                 composed wholly of full-time officers or employees of the                   FSH 6209.11,
                                                 Federal government, and not subject to the Federal                          Chapter 40
                                                 Advisory Committee Act, e.g. committees tasked with
                                                 reviewing policy, studying reorganizations, recommending
                                                 new actions or developing multi-year plans. Records
                                                 include any files created and/or maintained by the
                                                 committee including agenda, minutes, final reports, and
                                                 related records documenting accomplishments of official
                                                 boards and committees.
                                                 Note 1: As per GRS 26-1b, this item is scheduled via SF-
                                                 115 submitted to the National Archives and Records
                                                 Administration. It has been determined that no records of
                                                 permanent value are associated with this item.
                                                 Note 2: See file code 1350.
                                                 Note 3: Close file when administrative use ends and apply
                                                 retention period.
6450     Management        Survey Boards or      Survey Boards or Officers - Findings: Includes                  Retention   Do not               New          Hardcopy
        Accountability     Officers - Findings   records of determinations, findings, and                        pending     transfer or
         and Survey                              recommendations for fiscal liability.                                       destroy until
           Boards                                Note: Apply retention period when case closed.                              retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6460       Waste                General          General: Records regarding efforts to increase waste            Retention   Do not               6460         Hardcopy
         Prevention,                             prevention, recycling and the acquisition of recycled           pending     transfer or
        Recycling, and                           content and environmentally preferable products and                         destroy until
         Acquisition                             services in support of Forest Service programs and                          retention
                                                 practices                                                                   authority
                                                 Note: Close file at end of fiscal year and apply retention                  published in
                                                 period.                                                                     FSH 6209.11,
                                                                                                                             Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 81 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                      Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
6460       Waste           Green Purchasing     Green Purchasing Information: Lists of Green                    Retention    Do not               New          Hardcopy
         Prevention,         Information        Purchasing Options, including bio, GSA Advantage, and           pending      transfer or
        Recycling, and                          EPA listed options.                                                          destroy until
         Acquisition                            Note: Close file at end of fiscal year and apply retention                   retention
                                                period.                                                                      authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6460       Waste              Green Team        Green Team Activities: Records include files created            Temporary    GRS 26-1a            New          Hardcopy
         Prevention,           Activities       and/or maintained on team assignments, membership, and          (see note)
        Recycling, and                          activities. Committees established by agency for facilitative
         Acquisition                            or operational purposes unrelated to the agency’s mission,
                                                composed wholly of full-time officers or employees of the
                                                Federal government, and not subject to the Federal
                                                Advisory Committee Act.
                                                Note: Destroy/delete when no longer needed for
                                                administrative purposes.
6460       Waste               Pollution        Pollution Prevention (P2) Activities: Records include           Retention    Do not               New          Hardcopy
         Prevention,        Prevention (P2)     documentation regarding local and national pollution            pending      transfer or
        Recycling, and         Activities       prevention campaigns, including hazardous material                           destroy until
         Acquisition                            reduction.                                                                   retention
                                                Note: Close file when administrative use ceases and                          authority
                                                apply retention period..                                                     published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6460       Waste              Recycling         Recycling Campaigns: Records include documentation              Retention    Do not               New          Hardcopy
         Prevention,          Campaigns         of local and national recycling campaign efforts.               pending      transfer or
        Recycling, and                          Note: Close file when administrative use ceases and                          destroy until
         Acquisition                            apply retention period.                                                      retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 82 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
6460       Waste           Recycling Reports    Recycling Reports: Records include reports from units           Retention     Do not               New          Hardcopy
         Prevention,                            that are consolidated and provided to the WO, USDA,             pending       transfer or
        Recycling, and                          GSA, and OMB.                                                                 destroy until
         Acquisition                            Note: Close file at end of fiscal year and apply retention                    retention
                                                period.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6460       Waste            Reduce, Reuse,      Reduce, Reuse, Recycle – 3Rs Activities: Records                Retention     Do not               New          Hardcopy
         Prevention,        Recycle – 3Rs       document local and national “3R” activities and                 pending       transfer or
        Recycling, and        Activities        campaigns.                                                                    destroy until
         Acquisition                            Note: Close file when administrative use ceases and                           retention
                                                apply retention period.                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6470     Commuter          Annual Passes in     Annual Passes in Limited Locations: Documents                   Temporary       GRS 9-7            New          Hardcopy
       Choices Subsidy     Limited Locations    associated with Annual Passes in Limited Locations             3 years (FY)
          Benefits                              Program relating to the disbursement of transportation
          Programs                              subsidies to employees, including applications of
                                                employees no longer in the program, superseded
                                                applications, certification logs, vouchers, spreadsheets,
                                                and other forms used to document the disbursement of
                                                subsidies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6470     Commuter          Commuter Bicycle     Commuter Bicycle Reimbursement Program:                         Temporary       GRS 9-7            New          Hardcopy
       Choices Subsidy      Reimbursement       Documents associated with the Commuter Bicycle                 3 years (FY)
          Benefits             Program          Reimbursement Program relating to the disbursement of
          Programs                              transportation subsidies to employees, including
                                                applications of employees no longer in the program,
                                                superseded applications, certification logs, vouchers,
                                                spreadsheets, and other forms used to document the
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 83 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                disbursement of subsidies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6470     Commuter             Commuter          Commuter Highway Vehicle Program for Vanpools:                   Temporary      GRS 9-7         New          Hardcopy
       Choices Subsidy     Highway Vehicle      Documents associated with the Commuter Commuter                 3 years (FY)
          Benefits           Program for        Highway Vehicle Program Vanpools relating to the
          Programs            Vanpools          disbursement of transportation subsidies to employees,
                                                including applications of employees no longer in the
                                                program, superseded applications, certification logs,
                                                vouchers, spreadsheets, and other forms used to
                                                document the disbursement of subsidies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6470     Commuter               General         General: General documents regarding policy and                  Temporary      GRS 9-7         New          Hardcopy
       Choices Subsidy                          procedures, as well as program management, relating to          3 years (FY)
          Benefits                              the disbursement of transportation subsidies to
          Programs                              employees.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6470     Commuter           Parking Benefits    Parking Benefits Program: Documents associated                   Temporary      GRS 9-7         New          Hardcopy
       Choices Subsidy          Program         with the Parking Benefits Program relating to the               3 years (FY)
          Benefits                              disbursement of transportation subsidies to employees,
          Programs                              including applications of employees no longer in the
                                                program, superseded applications, certification logs,
                                                vouchers, spreadsheets, and other forms used to
                                                document the disbursement of subsidies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6470     Commuter              Rideshare        Rideshare Incentive Program for Carpools:                        Temporary      GRS 9-7         New          Hardcopy
       Choices Subsidy     Incentive Program    Documents associated with the Rideshare Incentive               3 years (FY)
          Benefits            for Carpools      Program for Carpools relating to the disbursement of
          Programs                              transportation subsidies to employees, including
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 84 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                applications of employees no longer in the program,
                                                superseded applications, certification logs, vouchers,
                                                spreadsheets, and other forms used to document the
                                                disbursement of subsidies.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6480        Asset               General         General: Correspondence and records regarding internal          Retention   Do not               New          Hardcopy
         Management                             control and inspection assistance for asset management           pending    transfer or
          Inspection                            functions.                                                                  destroy until
                                                Note 1: A-76, competitive sourcing and outsourcing falls                    retention
                                                under 1310 – Methods of Doing Business – Performance                        authority
                                                of Commercial Activities.                                                   published in
                                                Note 2: Close file at end of fiscal year and apply                          FSH 6209.11,
                                                retention period.                                                           Chapter 40
6500     Finance and         Batch Control      Batch Control Records: Form FS-6500-160 tracks the              Retention   Do not              6500-4        Hardcopy
         Accounting            Records          number of records to be sent from one location to another       pending     transfer or
                                                and certifies the specific number of documents sent.                        destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6500     Finance and       Batch Transmittal    Batch Transmittal Record File: Form FS-6500-161                 Retention   Do not             6500-4-1       Hardcopy
         Accounting           Record File       certifies the number of records transmitted and received        pending     transfer or
                                                at National Computer Center at Kansas City (NCC_KC).                        destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 85 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6500     Finance and            General         General: Correspondence and records regarding                   Retention   Do not               6500         Hardcopy
         Accounting                             adherence to OMB, GAO, Treasury, USDA, and Forest               pending     transfer or
                                                Service guidelines and principles for financial                             destroy until
                                                management accounting and reporting, fund                                   retention
                                                management, and related internal controls not covered                       authority
                                                elsewhere in this schedule.                                                 published in
                                                Note: Close file at end of fiscal year and apply retention                  FSH 6209.11,
                                                period.                                                                     Chapter 40
6500     Finance and          Irregularities    Irregularities: Includes records of investigations for          Retention   Do not              6500-2        Hardcopy
         Accounting                             losses which trigger an accountable officer’s liability.        pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6500     Finance and          Membership        Membership Certificates :                                       Retention   Do not              6500-3        Hardcopy
         Accounting           Certificates      Note 1: Retain in office.                                       pending     transfer or
                                                Note 2: Retention period begins when superseded or                          destroy until
                                                obsolete.                                                                   retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6500     Finance and            Reports         Reports: Statement of account and reports containing            Retention   Do not              6500-6        Hardcopy
         Accounting                             specific accounting information for each contract, permit,      pending     transfer or
                                                and agreement. These reports are produced at the end of                     destroy until
                                                each month's accounting cycle whenever there is activity                    retention
                                                on a contract or permit.                                                    authority
                                                Note 1: Synopsis - Retain original and most recent copy                     published in
                                                in sale folder (under 2450).                                                FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 86 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                           RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                            RETENTION                                      Record
                                                                                                                           AUTHORITY        [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                Note 2: Timber Sale Statement of Account - Retain with
                                                official contract (under 2450).
                                                Note 3: Agreements Report
                                                Note 4: Permit Product Report – Retain most current in
                                                the Timber Sale Permit folder (under 2450).
                                                Note 5: Close file at end of fiscal year and apply
                                                retention period.
6500     Finance and           Reports -        Reports - Administrative: Includes monthly and                 Retention   Do not              6500-7        Hardcopy
         Accounting          Administrative     quarterly summaries by district, national forest, or           pending     transfer or
                                                proclaimed unit, of all contract and permit information                    destroy until
                                                summarized in the monthly accounting cycle reports.                        retention
                                                Note 1: Contracts, Permits, and Agreements Scheduled                       authority
                                                Past/Terminations Reports. Retention period begins                         published in
                                                when administrative use ceases.                                            FSH 6209.11,
                                                Note 2: Uncut Under Contract Report. Retention period                      Chapter 40
                                                begins when administrative use ceases.
                                                Note 3: Road Credits Authority. Year-end report only.
                                                Note 4: Contract History
                                                Note 5: Transfer of Earned Timber Sale Receipts. File
                                                with AD-742, Transfer and Adjustment Voucher, under
                                                6540 – Vouchers and Related Documents.
                                                Note 6: Close file at end of fiscal year and apply
                                                retention period.
6500     Finance and           Reports -        Reports – Edit/Update Transactions: Outputs consisting         Retention   Do not              6500-5        Hardcopy
         Accounting           Edit/Update       of listings of edit/update transactions on a given date for    pending     transfer or
                              Transactions      timber sale agreements, contracts and permits.                             destroy until
                                                Note: Close file when agreement, contract, or permit                       retention
                                                ends, apply retention period.                                              authority
                                                                                                                           published in
                                                                                                                           FSH 6209.11,
                                                                                                                           Chapter 40
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 87 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                        Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
6510    Appropriations          General         General: General correspondence and records regarding            Retention     Do not               6510         Hardcopy
          and Funds                             symbol numbers, availability, and use, not otherwise             pending       transfer or
                                                covered in this schedule.                                                      destroy until
                                                Note: Close file at end of fiscal year and apply retention                     retention
                                                period.                                                                        authority
                                                                                                                               published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
6520      Financial         Financial Plans     Financial Plans: Allotment records showing status of             Temporary       GRS 7-3           6520-1        Hardcopy
         Management                             obligations and allotments under each authorized                 6 years, 3
                                                appropriation. Includes budget estimates, work plans,             months
                                                summaries of financial information, reports summarizing             (FY)
                                                budget information and other records outlining plans for
                                                disbursing appropriations.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6520      Financial             General         General: Correspondence or subject files maintained by           Temporary       GRS 7-1            6520         Hardcopy
         Management                             operating units responsible for expenditure accounting,         2 years (FY)
                                                pertaining to their internal operations and administration
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6520      Financial           Manpower          Manpower Allocations: Allotment records showing                  Temporary       GRS 7-3           6520-2        Hardcopy
         Management           Allocations       status of obligations and allotments under each                  6 years, 3
                                                authorized appropriation. Only records relating to how            months
                                                ceiling allocations are used. File other material such as          (FY)
                                                transfer-of-station under 6120 and other fiscal related
                                                functions under 6130.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6530     Billings and        Billings and/or    Billings and/or Receipts: Records include accountable            Temporary       GRS 6-1a          6530-1        Hardcopy
         Collections            Receipts        officers' accounts maintained in the agency for site audit by    6 years, 3
                                                GAO auditors, consisting of statements of transactions,           months
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 88 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                   Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                statements of accountability, collection schedules,               (FY)
                                                collection vouchers, disbursement schedules, disbursement
                                                vouchers, and all other schedules and vouchers or
                                                documents used as schedules or vouchers, exclusive of
                                                commercial passenger transportation and freight records and
                                                payroll records, EXCLUDING accounts and supporting
                                                documents pertaining to American Indians. Includes site
                                                audit records listed in GRS 6-1a and equivalent agency
                                                forms that document the basic financial transaction here
                                                described.
                                                   If an agency is operating under an integrated accounting
                                                system approved by GAO, certain required documents
                                                supporting vouchers and/or schedules are included in the
                                                site audit records. These records document only the basic
                                                financial transaction, money received and money paid out
                                                or deposited in the course of operating the agency. All
                                                copies except the certified payment or collection copy,
                                                usually the original or ribbon copy, and all additional or
                                                supporting documentation not involved in an integrated
                                                system are covered by succeeding items in this schedule.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6530     Billings and       Billings and/or     Billings and/or Receipts - Copies: Memorandum or extra         Temporary     GRS 6-1b        6530-1        Hardcopy
         Collections       Receipts – Copies    copies of accountable officers' returns including statements   1 year (FY)
                                                of transactions and accountability, all supporting vouchers,
                                                schedules, and related documents not covered elsewhere in
                                                this schedule, EXCLUDING freight records covered by
                                                General Records Schedule 9 and payroll records covered by
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 89 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                  Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                General Records Schedule 2
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6530     Billings and     Collection Officers   Collection Officers: Records include accountable officers'       Temporary    GRS 6-1a        6530-2        Hardcopy
         Collections                            accounts maintained in the agency for site audit by GAO          6 years, 3
                                                auditors, consisting of statements of transactions, statements    months
                                                of accountability, collection schedules, collection vouchers,      (FY)
                                                disbursement schedules, disbursement vouchers, and all
                                                other schedules and vouchers or documents used as
                                                schedules or vouchers, exclusive of commercial passenger
                                                transportation and freight records and payroll records,
                                                EXCLUDING accounts and supporting documents
                                                pertaining to American Indians. Includes site audit records
                                                listed in GRS 6-1a and equivalent agency forms that
                                                document the basic financial transaction here described.
                                                   If an agency is operating under an integrated accounting
                                                system approved by GAO, certain required documents
                                                supporting vouchers and/or schedules are included in the
                                                site audit records. These records document only the basic
                                                financial transaction, money received and money paid out
                                                or deposited in the course of operating the agency. All
                                                copies except the certified payment or collection copy,
                                                usually the original or ribbon copy, and all additional or
                                                supporting documentation not involved in an integrated
                                                system are covered by succeeding items in this schedule.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 90 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                                SUPERSEDED
 FS                                                                                                                                                               Official
                                                                                                                                RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                       Record
                                                                                                                                AUTHORITY        [Do Not Use
CODE                                                                                                                                                              Format
                                                                                                                                                Reference Only]
                                                 records must be retained indefinitely since they may be
                                                 needed in litigation involving the Government's role as
                                                 trustee of property held by the Government and managed
                                                 for the benefit of Indians.
                                                 Note 2: Close file at end of fiscal year and apply retention
                                                 period.
6530     Billings and      Collection Officers   Collection Officers - Copies: Memorandum or extra                Temporary      GRS 6-1b           6530-2        Hardcopy
         Collections            – Copies         copies of accountable officers' returns including statements     1 year (FY)
                                                 of transactions and accountability, all supporting vouchers,
                                                 schedules, and related documents not covered elsewhere in
                                                 this schedule, EXCLUDING freight records covered by
                                                 General Records Schedule 9 and payroll records covered by
                                                 General Records Schedule 2.
                                                 Note 1: Accounts and supporting documents pertaining to
                                                 American Indians are not authorized for disposal. Such
                                                 records must be retained indefinitely since they may be
                                                 needed in litigation involving the Government's role as
                                                 trustee of property held by the Government and managed
                                                 for the benefit of Indians.
                                                 Note 2: Close file at end of fiscal year and apply retention
                                                 period.
6530     Billings and           General          General: Includes general correspondence related to              Retention     Do not               6530         Hardcopy
         Collections                             billings and collections.                                        pending       transfer or
                                                 Note : Close file at end of fiscal year and apply retention                    destroy until
                                                 period.                                                                        retention
                                                                                                                                authority
                                                                                                                                published in
                                                                                                                                FSH 6209.11,
                                                                                                                                Chapter 40
6540      Payments              Checks           Checks (lost, canceled, undeliverable): Records include          Temporary       GRS 6-1a          6540-4        Hardcopy
                                                 accounts maintained in the agency for site audit by GAO          6 years, 3
                                                 auditors, consisting of statements of transactions, statements    months
                                                 of accountability, collection schedules, collection vouchers,
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 91 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                   Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                disbursement schedules, disbursement vouchers, and all             (FY)
                                                other schedules and vouchers or documents used as
                                                schedules or vouchers, exclusive of commercial passenger
                                                transportation and freight records and payroll records,
                                                EXCLUDING accounts and supporting documents
                                                pertaining to American Indians. If an agency is operating
                                                under an integrated accounting system approved by GAO,
                                                certain required documents supporting vouchers and/or
                                                schedules are included in the site audit records. These
                                                records document only the basic financial transaction,
                                                money received and money paid out or deposited in the
                                                course of operating the agency. All copies except the
                                                certified payment or collection copy, usually the original or
                                                ribbon copy, and all additional or supporting documentation
                                                not involved in an integrated system are covered by
                                                succeeding items in this schedule.
                                                Note 1: Accounts and supporting documents pertaining
                                                to American Indians are not authorized for disposal.
                                                Such records must be retained indefinitely since they
                                                may be needed in litigation involving the Government's
                                                role as trustee of property held by the Government and
                                                managed for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6540      Payments          Checks – Copies     Checks - Copies: Memorandum or extra copies of                  Temporary     GRS 6-1b        6540-4        Hardcopy
                                                accountable officers' returns including statements of           1 year (FY)
                                                transactions and accountability, all supporting vouchers,
                                                schedules, and related documents not covered elsewhere in
                                                this schedule, EXCLUDING freight records covered by
                                                General Records Schedule 9 and payroll records covered by
                                                General Records Schedule 2.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 92 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                   Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments           Government         GAO: Includes pre-audit inquiries exceptions,                   Temporary    GRS 6-1a        6540-5        Hardcopy
                           Accounting Office    disallowances, and settlements. Records include accounts        6 years, 3
                               (GAO)            maintained in the agency for site audit by GAO auditors,         months
                                                consisting of statements of transactions, statements of            (FY)
                                                accountability, collection schedules, collection vouchers,
                                                disbursement schedules, disbursement vouchers, and all
                                                other schedules and vouchers or documents used as
                                                schedules or vouchers, exclusive of commercial passenger
                                                transportation and freight records and payroll records,
                                                EXCLUDING accounts and supporting documents
                                                pertaining to American Indians.
                                                   If an agency is operating under an integrated accounting
                                                system approved by GAO, certain required documents
                                                supporting vouchers and/or schedules are included in the
                                                site audit records. These records document only the basic
                                                financial transaction, money received and money paid out
                                                or deposited in the course of operating the agency. All
                                                copies except the certified payment or collection copy,
                                                usually the original or ribbon copy, and all additional or
                                                supporting documentation not involved in an integrated
                                                system are covered by succeeding items in this schedule.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 93 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6540      Payments           GAO – Copies       GAO - Copies: Memorandum or extra copies of                    Temporary      GRS 6-1b           6540-5        Hardcopy
                                                accountable officers' returns including statements of          1 year (FY)
                                                transactions and accountability, all supporting vouchers,
                                                schedules, and related documents not covered elsewhere in
                                                this schedule, EXCLUDING freight records covered by
                                                General Records Schedule 9 and payroll records covered by
                                                General Records Schedule 2
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments              General         General: Records, including correspondence, regarding           Retention    Do not               6540         Hardcopy
                                                accountable officers' returns and related records, including    pending      transfer or
                                                records under the cognizance of the General Accounting                       destroy until
                                                Office (GAO). There are several types of "accountable                        retention
                                                officers," such as:                                                          authority
                                                 the collecting officer, who receives monies owed to the                    published in
                                                   Federal Government and ensures that it is credited to the                 FSH 6209.11,
                                                   proper account;                                                           Chapter 40
                                                 the disbursing officer who is responsible for providing
                                                   documentation to GAO, since he/she accomplishes the
                                                   actual payment of public monies to proper Federal
                                                   creditors; and
                                                 the certifying officer, whose signature on a summary
                                                   attests to the authenticity of vouchers listed on the
                                                   schedule.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 94 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                               RETENTION                                  Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments           Imprest Fund       Imprest Fund Cashier Designations: Records include               Temporary    GRS 6-1a        6540-6        Hardcopy
                               Cashier          accounts maintained in the agency for site audit by GAO          6 years, 3
                             Designations       auditors, consisting of statements of transactions, statements    months
                                                of accountability, collection schedules, collection vouchers,      (FY)
                                                disbursement schedules, disbursement vouchers, and all
                                                other schedules and vouchers or documents used as
                                                schedules or vouchers, exclusive of commercial passenger
                                                transportation and freight records and payroll records,
                                                EXCLUDING accounts and supporting documents
                                                pertaining to American Indians.
                                                   If an agency is operating under an integrated accounting
                                                system approved by GAO, certain required documents
                                                supporting vouchers and/or schedules are included in the
                                                site audit records. These records document only the basic
                                                financial transaction, money received and money paid out
                                                or deposited in the course of operating the agency. All
                                                copies except the certified payment or collection copy
                                                (usually the original or ribbon copy), and all additional or
                                                supporting documentation not involved in an integrated
                                                system are covered by succeeding items in this schedule.
                                                   Also includes, memorandum or extra copies of
                                                accountable officers' returns including statements of
                                                transactions and accountability, all supporting vouchers,
                                                schedules, and related documents not covered elsewhere in
                                                this schedule, EXCLUDING freight records covered by
                                                General Records Schedule 9 and payroll records covered by
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 95 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                   Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
                                                General Records Schedule 2
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments           Imprest Fund       Imprest Fund Cashier Designations - Copies:                     Temporary     GRS 6-1b        6540-6        Hardcopy
                                Cashier         Memorandum or extra copies of accountable officers'             1 year (FY)
                             Designations –     returns including statements of transactions and
                                Copies          accountability, all supporting vouchers, schedules, and
                                                related documents not covered elsewhere in this schedule,
                                                EXCLUDING freight records covered by General Records
                                                Schedule 9 and payroll records covered by General Records
                                                Schedule 2.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments             Passenger        Passenger Transportation – Obligations: Obligation              Temporary     GRS 9-1d        6540-8        Hardcopy
                            Transportation -    copy of commercial passenger transportation vouchers.            (see note)
                              Obligations       Note: Destroy when funds are obligated.
6540      Payments             Passenger        Passenger Transportation – Payments: Records covering           Temporary     GRS 9-1b        6540-8        Hardcopy
                            Transportation -    payment for passenger transportation charges for services        (see note)                                    and
                               Payments         for which:                                                                                                  electronic
                                                1) notice of overcharge has been or is expected to be issued,                                                  (via
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 96 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                           SUPERSEDED
 FS                                                                                                                                                          Official
                                                                                                                               RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                    Record
                                                                                                                               AUTHORITY    [Do Not Use
CODE                                                                                                                                                         Format
                                                                                                                                           Reference Only]
                                                   or if a rail freight overpayment is involved,                                                             GovTrip)
                                                2) deduction or collection action has been taken,
                                                3) the voucher contains inbound transit shipment(s),
                                                4) parent voucher has print of paid supplemental bill
                                                   associated,
                                                5) the voucher has become involved in litigation, or
                                                6) any other condition arises, such as detection of
                                                   overcharge, which prevents the settling of the account,
                                                   requiring the voucher to be retained beyond the 6 year
                                                   retention period.
                                                Note 1: Exception - Transportation Records (freight and
                                                passenger) Forward copies of voucher-schedules, together
                                                with supporting basic documents, covering payments to
                                                carrier for transportation services, each month, after the
                                                statement of transactions has been accomplished. Forward
                                                to: General Services Administration, FZA Chester A.
                                                Arthur Building, Washington, DC 20406
                                                Note 2: Travel authorizations, vouchers, and related
                                                documents must be maintained in GovTrip (the USDA
                                                electronic travel system) or other USDA mandated travel
                                                voucher system.
                                                Note 3: Retention period begins when case file closed.
6540      Payments             Passenger        Passenger Transportation - Settled Accounts: Original            Temporary     GRS 9-1a        6540-8        Hardcopy
                            Transportation –    vouchers and support documents covering passenger               6 years (FY)
                            Settled Accounts    transportation charges of settled fiscal accounts, including
                                                registers and other control documents, but EXCLUDING
                                                records covering payment for commercial passenger
                                                transportation charges for services for which:
                                                1. notice of overcharge has been or is expected to be
                                                    issued, or if a rail freight overpayment is involved,
                                                2. deduction or collection action has been taken,
                                                3. the voucher contains inbound transit shipment(s),
                                                4. parent voucher has print of paid supplemental bill
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 97 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                         SUPERSEDED
 FS                                                                                                                                                        Official
                                                                                                                             RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                   Record
                                                                                                                             AUTHORITY    [Do Not Use
CODE                                                                                                                                                       Format
                                                                                                                                         Reference Only]
                                                    associated,
                                                5. the voucher has become involved in litigation, or
                                                6. any other condition arises, such as detection of
                                                    overcharge that prevents the settling of the account,
                                                    requiring the voucher to be retained beyond the
                                                    established retention period.
                                                Note 1: Exception - Transportation Records (freight and
                                                passenger) Forward copies of voucher-schedules, together
                                                with supporting basic documents, covering payments to
                                                carrier for transportation services, each month, after the
                                                statement of transactions has been accomplished. Forward
                                                to: General Services Administration, FZA Chester A.
                                                Arthur Building, Washington, DC 20406
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6540      Payments             Passenger        Passenger Transportation - Unused Tickets: Records              Temporary    GRS 9-1e        6540-8        Hardcopy
                            Transportation –    include redemption forms, such as SF 1170.                        3 years
                            Unused Tickets      Note: Retention period begins after the year in which the       (see note)
                                                transaction is completed.
6540      Payments             Passenger        Passenger Transportation - Vouchers, Requests, and              Temporary    GRS 9-1c        6540-8        Hardcopy
                            Transportation –    Authorizations: Issuing office copies of commercial               6 years                                     and
                               Vouchers,        passenger transportation vouchers and transportation            (see note)                                 electronic
                               Requests,        requests, travel authorizations, and supporting documents.                                                    (via
                             Authorizations     Note 1: Travel authorizations, vouchers, and related                                                       GovTrip)
                                                documents must be maintained in GovTrip, which is the
                                                USDA electronic travel system.
                                                Note 2: File supporting documentation associated with
                                                employee transfer of station under “6540 – Payments –
                                                Transfer of Station” – the record copy of the travel voucher
                                                is retained in GovTrip (USDA mandated travel voucher
                                                system).
                                                Note 3: Apply retention period after the period of account.
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 98 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                   Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6540      Payments         Transfer of Station   Transfer of Station: Records include documentation              Temporary    GRS 6-1a       Previously     Hardcopy
                                                 associated with individual employee transfer of station.        6 years, 3                retained under      and
                                                 Records include statements of transactions, statements of        months                       6540-7       electronic
                                                 accountability, collection schedules, collection vouchers,      (see note)                                    (via
                                                 disbursement schedules, disbursement vouchers, and all                                                     GovTrip)
                                                 other schedules and vouchers or documents used as
                                                 schedules or vouchers associated with an individual
                                                 employee’s transfer of station.
                                                 Note 1: Create indivdual employee case files.
                                                 Note 2: Retain documentation associated with employee
                                                 Temporary,duty travel NOT associated with transfer of
                                                 station(including travel authorizations and vouchers)
                                                 under “6540-Payments- Passenger Transportation
                                                 Vouchers, Requests, Authorizations “
                                                 Note 3: Official record copy of travel voucher associated
                                                 with transfer of station is retained in GovTrip (USDA
                                                 mandated travel voucher system). Copy may be
                                                 maintained in transfer of station file (as applicable).
                                                 Note 4: Retention period begins when case file closed.
6540      Payments              Uniform          Uniform Allowance: Purchase orders, correspondences             Temporary     GRS 3-        6150-3-4       Hardcopy
                               Allowance         and related papers pertaining to award, administration,           3 years     1a(1)(b)
                                                 receipt, and payments associated with the Forest Service        (see note)
                                                 Uniform program. Include procurement or purchase
                                                 organization copies (and related papers) relating to FS
                                                 Uniform Allowance transactions at or below the simplified
                                                 acquisition threshold.
                                                 Note 1: Retention period begins after final payment.
                                                 Note 2: Includes all existing records regarding the FS
                                                 Uniform Program previously retained under file code 6150-
                                                 3-4 (FSH 6209.11, Chapter 40) and/or filed under 6150-
                                                 Classification, Pay, Uniforms – General (ID 6209.11-2010-6).
WO INTERIM DIRECTIVE                                                                                id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                          Page 99 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                       SUPERSEDED
 FS                                                                                                                                                      Official
                                                                                                                           RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                              DESCRIPTION                            RETENTION                                   Record
                                                                                                                           AUTHORITY    [Do Not Use
CODE                                                                                                                                                     Format
                                                                                                                                       Reference Only]
6540      Payments           Vouchers and       Vouchers and Related Documents: Includes SF 1081, SF          Temporary    GRS 6-1a        6540-7        Hardcopy
                               Related          1097, time slips, expense accounts adjustments, contracts;    6 years, 3
                              Documents         and related records of Certifying and Disbursing Officers.     months
                                                Records include accounts maintained in the agency for site      (FY)
                                                audit by GAO auditors, consisting of statements of
                                                transactions, statements of accountability, collection
                                                schedules, collection vouchers, disbursement schedules,
                                                disbursement vouchers, and all other schedules and
                                                vouchers or documents used as schedules or vouchers,
                                                exclusive of commercial passenger transportation and
                                                freight records and payroll records, EXCLUDING accounts
                                                and supporting documents pertaining to American Indians.
                                                If an agency is operating under an integrated accounting
                                                system approved by GAO, certain required documents
                                                supporting vouchers and/or schedules are included in the
                                                site audit records. These records document only the basic
                                                financial transaction, money received and money paid out
                                                or deposited in the course of operating the agency. All
                                                copies except the certified payment or collection copy,
                                                usually the original or ribbon copy, and all additional or
                                                supporting documentation not involved in an integrated
                                                system are covered by succeeding items in this schedule.
                                                Note 1: Accounts and supporting documents pertaining
                                                to American Indians are NOT authorized for disposal.
                                                Such records must be retained indefinitely since they
                                                may be needed in litigation involving the Government's
                                                role as trustee of property held by the Government and
                                                managed for the benefit of Indians.
                                                Note 2: File documentation associated with individual
                                                employee transfer of station under “6540 – Payments –
                                                Transfer of Station”
                                                Note 3: File documentation associated with employee
                                                Temporary,duty travel NOT associated with transfers of
                                                station (including travel authorizations and vouchers)
WO INTERIM DIRECTIVE                                                                                 id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                           Page 100 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                under “6540-Payments- Passenger Transportation –
                                                Vouchers, Requests, Authorizations”
                                                Note 4: Close file at end of fiscal year and apply
                                                retention period.
6540      Payments           Vouchers and       Vouchers and Related Documents - Copies:                       Temporary      GRS 6-1b           6540-7        Hardcopy
                               Related          Memorandum or extra copies of accountable officers'            1 year (FY)
                             Documents –        returns including statements of transactions and
                               Copies           accountability, all supporting vouchers, schedules, and
                                                related documents not covered elsewhere in this schedule,
                                                EXCLUDING freight records covered by General Records
                                                Schedule 9 and payroll records covered by General Records
                                                Schedule 2.
                                                Note 1: Accounts and supporting documents pertaining to
                                                American Indians are not authorized for disposal. Such
                                                records must be retained indefinitely since they may be
                                                needed in litigation involving the Government's role as
                                                trustee of property held by the Government and managed
                                                for the benefit of Indians.
                                                Note 2: Close file at end of fiscal year and apply retention
                                                period.
6550      Accounting        Air Tanker Cost     Air Tanker Cost Analysis: Includes working papers              Retention     Do not             6550-4-3       Hardcopy
                                Analysis        and cost analysis of flying planes and keeping them up to      pending       transfer or
                                                date.                                                                        destroy until
                                                Note: Retention period begins when contract terminated.                      retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting         Appropriation      Appropriation Allotments: Allotment records showing            Temporary       GRS 7-3          6550-6-2       Hardcopy
                              Allotments        status of obligations and allotments under each                6 years, 3
                                                authorized appropriation, includes monthly and quarterly        months
                                                fund control reports for regions and units showing the           (FY)
                                                status of obligations and allotments under each
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 101 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                authorized appropriations.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6550      Accounting        Budget Reports      Budget Reports: Monthly and quarterly reports on the            Temporary      GRS 5-3b          6550-6-1       Hardcopy
                                                status of appropriation accounts and apportionment             3 years (FY)
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6550      Accounting       Financial Analysis   Financial Analysis for Non-Successful Bidders: Case             Retention     Do not              6550-5        Hardcopy
                               for Non-         files and related reports for timber sale bidders,              pending       transfer or
                           Successful Bidders   permittees, and regular contractors who were not                              destroy until
                                                awarded the sale or permit. Financial analyses and                            retention
                                                related work papers for approved bidders are filed with                       authority
                                                the case file for Timber Sale Contracts, Special Use                          published in
                                                Permits, and Contracts.                                                       FSH 6209.11,
                                                Note: Retention period begins when case file closed.                          Chapter 40
6550      Accounting        Financial Status    Financial Status Reports: Records used as posting and           Temporary       GRS 7-4a         6550-6-3       Hardcopy
                                Reports         control media, subsidiary to the general and allotment         3 years (FY)
                                                ledgers, and not covered elsewhere in this schedule.
                                                Records include monthly and quarterly financial status
                                                reports such as financial statements and project manager's
                                                statements.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6550      Accounting            General         General: Correspondence and other general records               Retention     Do not               6550         Hardcopy
                                                regarding accounting, revenue, obligations, costs,              pending       transfer or
                                                financial analysis, etc., not covered elsewhere in this                       destroy until
                                                schedule.                                                                     retention
                                                Note: Close file at end of fiscal year and apply retention                    authority
                                                schedule.                                                                     published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 102 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
6550      Accounting        General Ledger      General Ledger: General accounts ledgers, showing               Temporary      GRS 7-2           6550-2        Hardcopy
                                                debit and credit entries, and reflecting expenditures in        6 years, 3
                                                summary.                                                         months
                                                Note: Close file at end of fiscal year and apply retention         (FY)
                                                period.
6550      Accounting          Obligations       Obligations: Source documents                                   Retention    Do not              6550-1        Hardcopy
                                                Note: Close file at end of fiscal year and apply retention      pending      transfer or
                                                period.                                                                      destroy until
                                                                                                                             retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting            Reports         Reports: Includes Statement of Obligations Year-End             Retention    Do not              6550-6        Hardcopy
                                                Reports, National Appropriation (Fund) Control Year-            pending      transfer or
                                                End Report, Report of Budget Execution Year-End                              destroy until
                                                Report, and other reports related to final year-end                          retention
                                                financial status of Forest Service programs.                                 authority
                                                Note: Retention period begins when data no longer                            published in
                                                needed and reference use ceases.                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting            Revenue         Revenue: Records pertaining to inflows of resources of          Retention    Do not              6550-3        Hardcopy
                                                revenue.                                                        pending      transfer or
                                                Note: Close file at end of fiscal year and apply retention                   destroy until
                                                period.                                                                      retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting            Special         Special: Includes backup records to the General Ledger          Retention    Do not              6550-4        Hardcopy
                                                Account pertaining to road development costs for timber.        pending      transfer or
                                                                                                                             destroy until
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 103 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                       Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                Note: Close file at end of fiscal year and apply retention                   retention
                                                period.                                                                      authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting          Timber Cost       Timber Cost Analysis: Includes operator cost analysis           Retention    Do not             6550-4-1       Hardcopy
                                Analysis        working papers.                                                 pending      transfer or
                                                Note: Close file at end of fiscal year and apply retention                   destroy until
                                                period.                                                                      retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6550      Accounting        Timber Operator     Timber Operator Survey: Includes working papers and             Retention    Do not             6550-4-2       Hardcopy
                                Survey          cost analysis reports.                                          pending      transfer or
                                                Note 1: This information is current while timber operator                    destroy until
                                                remains in sample.                                                           retention
                                                Note 2: Retention period begins after mill is sold or                        authority
                                                transferred or data are no longer included in appraisal                      published in
                                                schedule.                                                                    FSH 6209.11,
                                                                                                                             Chapter 40
6560      Bonding          Bond and Surety      Bond and Surety Records – At or Below Simplified                Temporary    GRS 3-               6560         Hardcopy
        Administration      Records – At or     Acquisition Threshold: Bond and surety records,                   3 years    3a(1)(b)
                           Below Simplified     including correspondence and related papers pertaining to       (see note)
                             Acquisition        award, administration, receipt, inspection and payment
                              Threshold         (other than those covered in items GRS 3-1 and GRS 3-12);
                                                includes procurement or purchase organization copy, and
                                                related papers for transactions that are at or below exceed
                                                the simplified acquisition threshold and all construction
                                                contracts at or below $2,000.
                                                Note: Apply retention period when final payment received.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 104 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                          SUPERSEDED
 FS                                                                                                                                                         Official
                                                                                                                              RETENTION      File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                    Record
                                                                                                                              AUTHORITY    [Do Not Use
CODE                                                                                                                                                        Format
                                                                                                                                          Reference Only]
6560      Bonding           Bond and Surety     Bond and Surety Records – Exceeding Simplified                  Temporary      GRS 3-          6560         Hardcopy
        Administration        Records –         Acquisition Threshold: Includes correspondence and              6 years, 3     3a(1)(a)
                              Exceeding         related papers pertaining to award, administration, receipt,     months
                              Simplified        inspection, and payment (other than those covered in items      (see note)
                              Acquisition       GRS 3-1 and GRS 3-12); procurement or purchase
                              Threshold         organization copy, and related papers for transactions that
                                                exceed the simplified acquisition threshold and all
                                                construction contracts exceeding $2,000.
                                                Note: Apply retention period when final payment received.
6560      Bonding          Bond and Surety      Bond and Surety Records – Data Submitted to FDPDS:              Temporary     GRS 3-3d         6560         Hardcopy
        Administration     Records - FDPDS      Data Submitted to the Federal Procurement Data System          5 years (FY)
                                                (FPDS). Electronic data file maintained by FY, containing
                                                unclassified records of all procurements, other than small
                                                purchases, and consisting of information required under 48
                                                CFR 4.601 for transfer to the FPDS.
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6560      Bonding           Bond and Surety     Bond and Surety Records – Obligation copy: Includes             Temporary     GRS 3-3b         6560         Hardcopy
        Administration        Records –         correspondence and related papers pertaining to award,          (see note)
                            Obligation Copy     administration, receipt, inspection, and payment (other than
                                                those covered in items GRS 3-1 and GRS 3-12).
                                                Note: Destroy when funds are obligated
6560      Bonding           Bond and Surety     Bond and Surety Records – Other Copies Needed for               Temporary     GRS 3-3c         6560         Hardcopy
        Administration      Records – Other     Administrative Purposes: Includes correspondence and            (see note)
                                Copies          related papers pertaining to award, administration, receipt,
                                                inspection, and payment (other than those covered in items
                                                GRS 3-1 and GRS 3-12).
                                                Note: Destroy upon termination or completion
6570        Claims         Claims against the   Claims against the United States: Records relate to             Temporary     GRS 6-10a        6570         Hardcopy
                             United States      claims against the United States for moneys that have           6 years, 3
                                                been administratively (1) disallowed in full or (2)              months
                                                allowed in full or in part, and final payment of the            (see note)
WO INTERIM DIRECTIVE                                                                                     id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                               Page 105 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                                Official
                                                                                                                                RETENTION         File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                               RETENTION                                        Record
                                                                                                                                AUTHORITY       [Do Not Use
CODE                                                                                                                                                               Format
                                                                                                                                               Reference Only]
                                                amount awarded, EXCLUDING claims files that are
                                                affected by a court order or that are subject to litigation
                                                proceedings.
                                                Note: Retention period begins when case closed.
6570        Claims           Claims for the     Claims for the United States: Claims by the United                 Tenporary    GRS 6-10b(1)       6570-1         Hardcopy
                             United States      States subject to the Federal Claims Collection Standards          6 years, 3
                                                and 28 U.S.C. 2415 or 31 U.S.C. 3716(c)(1). Includes                months
                                                records relating to claims for money or property that              (see note)
                                                were administratively determined to be due and owing to
                                                the United States and that are subject to the Federal
                                                Claims Collection Standards (4 CFR Chapter II),
                                                EXCLUDING claims files that are affected by a court
                                                order or that are subject to litigation proceedings.
                                                Note: Retention period begins when case closed.
6570        Claims         Claims Not Owed      Claims Not Owed: Claims which the agency                           Temporary    GRS 6-10b(3)       6570-2         Hardcopy
                                                administratively determines are not owed to the United             6 years, 3
                                                States after collection action was initiated.                       months
                                                Note: Close file at end of fiscal year and apply retention           (FY)
                                                period.
6570        Claims         Claims Subject to    Claims Subject to Litigation: Claims that are affected             Temporary     GRS 6-10c         6570-3         Hardcopy
                               Litigation       by a court order or that are subject to litigation                 (see note)
                                                proceedings.
                                                Note: Destroy when the court order is lifted, litigation is
                                                concluded, or when 6 years, 3 months old, whichever is
                                                later.
6570        Claims         Collection Action    Collection Action Not Terminated: Claims for which                 Temporary      GRS 6-          6570-1-2       Hardcopy
                            Not Terminated      the Government is entitled (per 28 U.S.C. 2415) to                  3 months     10b(2)(b)
                                                additional time to initiate legal action.
                                                Note: Retention period begins after the end of the
                                                extended period.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 106 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                               Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                          Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                              Format
                                                                                                                                              Reference Only]
6570        Claims         Collection Action    Collection Action Terminated: Claims for which the              Temporary        GRS 6-          6570-1-1       Hardcopy
                             Terminated         Government's right to collect was not extended.                 10 years, 3     10b(2)(a)
                                                Note: Retention period begins after the year in which the        months
                                                Government's right to collect first accrued.                    (see note)
6580   Working Capital          General         General: Includes general correspondence, budget                Retention     Do not               6580         Hardcopy
           Fund                                 reports, and rate computation worksheets.                       pending       transfer or
                                                Note: Close file at end of fiscal year and apply retention                    destroy until
                                                period.                                                                       retention
                                                                                                                              authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6590    Property, Plant,        General         General: Correspondence and general files of units              Temporary       GRS 8-1            New          Hardcopy
        and Equipment                           responsible for property, plant, and equipment accounting         2 years
                                                operations.                                                     (see note)
                                                Note: Close file when no longer needed for
                                                administrative use and apply retention period.
6600      Systems             ADP Plans         ADP Plans: Correspondence relating to USDA and FS               Retention     Do not             6600-1-2       Hardcopy
         Management                             overall ADP plans and submissions for OMB A-11                  pending       transfer or
                                                reports, approvals, and justifications. Includes long-                        destroy until
                                                range plans for computer applications and data base                           retention
                                                systems, and planning records relative to coordinating                        authority
                                                council activities and workload forecasting.                                  published in
                                                Note: Close file at end of fiscal year and apply retention                    FSH 6209.11,
                                                period.                                                                       Chapter 40
6600      Systems             Application       Application Systems: Includes correspondence relating           Retention     Do not             6600-2-2        Hardcopy
         Management            Systems          to security and privacy in computer design and review.          pending       transfer or
                                                Note: Close file when no longer needed for                                    destroy until
                                                administrative use and apply retention period.                                retention
                                                                                                                              authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 107 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                                                                                            Chapter 40
6600      Systems          Coordination and     Coordination and Plans: Includes general                        Retention   Do not              6600-1        Hardcopy
         Management             Plans           correspondence relating to systems coordination, long-          pending     transfer or
                                                and short-range plans and budget estimates.                                 destroy until
                                                Note: Close file when no longer needed for                                  retention
                                                administrative use and apply retention period.                              authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6600      Systems          Data Base Systems    Data Base Systems: Includes correspondence relating to          Retention   Do not             6600-2-3       Hardcopy
         Management                             security and privacy in data base systems.                      pending     transfer or
                                                Note: Close file when no longer needed for                                  destroy until
                                                administrative use and apply retention period..                             retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6600      Systems               General         General: Includes general correspondence, budget                Retention   Do not               6600         Hardcopy
         Management                             reports, and rate computation worksheets.                       pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6600      Systems            National and       National and Departmental Standards:                            Retention   Do not             6600-3-1       Hardcopy
         Management          Departmental       Correspondence with other agencies and the Department           pending     transfer or
                              Standards         about the Federal Processing Standards (FIPS),                              destroy until
                                                American National Standards Institute (ANSI),                               retention
                                                International Standards Organization (ISO),                                 authority
                                                Departmental Information Processing Standards (DIPS),                       published in
                                                or other standards programs.                                                FSH 6209.11,
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 108 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                      Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                                                Note 1: Retain in office.                                                     Chapter 40
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6600      Systems             Security and      Security and Privacy Program Management: Includes                 Retention   Do not              6600-2        Hardcopy
         Management         Privacy Program     correspondence relating to the establishment,                     pending     transfer or
                              Management        authorization, and delegation of security program officers                    destroy until
                                                and to general administration of ADP, data and                                retention
                                                telecommunications security.                                                  authority
                                                Note: Close file when no longer needed for                                    published in
                                                administrative use and apply retention period.                                FSH 6209.11,
                                                                                                                              Chapter 40
6600      Systems          Standards Program    Standards Program Management: Correspondence                      Retention   Do not              6600-3        Hardcopy
         Management           Management        relating to FS standards program. Includes plans,                 pending     transfer or
                                                reviews, approvals.                                                           destroy until
                                                Note 1: Standards are incorporated into the Forest                            retention
                                                Service Directive System and retained permanently in the                      authority
                                                1100-Directives file.                                                         published in
                                                Note 2: Close file when no longer needed for                                  FSH 6209.11,
                                                administrative use and apply retention period.                                Chapter 40
6600      Systems              Systems          Systems Coordinating Council: Includes general                    Retention   Do not             6600-1-1       Hardcopy
         Management          Coordinating       correspondence relating to activities of the council and          pending     transfer or
                               Council          minutes of meetings.                                                          destroy until
                                                Note: Close file at end of fiscal year and apply retention                    retention
                                                period.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6600      Systems          Systems Facilities   Systems Facilities: Includes correspondence relating to           Retention   Do not             6600-2-1       Hardcopy
         Management                             ADP and telecommunications security facilities,                   pending     transfer or
                                                including physical factors; that is, access control, power,                   destroy until
                                                fire, and the actual facilities; that is, computer hardware,                  retention
                                                software, telecommunication lines, and other equipment.                       authority
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 109 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                              RETENTION                                      Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                Note: Close file when no longer needed for                                   published in
                                                administrative use and apply retention period.                               FSH 6209.11,
                                                                                                                             Chapter 40
6600      Systems                Tapes          Tapes: A-11 Reports – transfer tapes to FRC when                 Retention   Do not             6600-1-2       Hardcopy
         Management                             3-years old, for proper storage under controlled                 pending     transfer or
                                                environmental conditions.                                                    destroy until
                                                Note 1: WO maintains official record.                                        retention
                                                Note 2: Apply retention period at end of fiscal year                         authority
                                                during which tapes created.                                                  published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6610      Computer            Commercial        Commercial Services: General correspondence,                     Retention   Do not             6610-6-2       Hardcopy
         Technology            Services         agreements, and related records.                                 pending     transfer or
         Management                             Note: Close file at end of fiscal year or when agreement                     destroy until
                                                ends (as applicable) and apply retention period.                             retention
                                                                                                                             authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6610      Computer            Computer          Computer Management Plans: Correspondence and                    Retention   Do not             6610-1-1       Hardcopy
         Technology        Management Plans     records relating to technical plans for computing                pending     transfer or
         Management                             activities.                                                                  destroy until
                                                Note: Close file when no longer needed for                                   retention
                                                administrative use and apply retention period.                               authority
                                                                                                                             published in
                                                                                                                             FSH 6209.11,
                                                                                                                             Chapter 40
6610      Computer             Computer         Computer Technology Standards: Correspondence                    Retention   Do not              6610-3        Hardcopy
         Technology           Technology        relating to equipment, data communication,                       pending     transfer or
         Management            Standards        programming languages, ADP security and privacy and                          destroy until
                                                review and approval of Service-wide computer                                 retention
                                                technology standards.                                                        authority
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 110 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                Note 1: Standards are incorporated into the Forest                          published in
                                                Service Directive System and retained permanently in the                    FSH 6209.11,
                                                1100-Directives file.                                                       Chapter 40
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6610      Computer             Facilities       Facilities Technology: Includes correspondence, studies         Retention   Do not             6610-6-7       Hardcopy
         Technology           Technology        and other materials relating to computer technology other       pending     transfer or
         Management                             than telecommunications systems; that is, computer                          destroy until
                                                hardware, operating systems, general purpose software,                      retention
                                                utility programs, programming languages, FORTRAN,                           authority
                                                COBOL. See 6240 for telecommunications systems.                             published in
                                                Note 1: Close files (except for studies) at end of fiscal                   FSH 6209.11,
                                                year and apply retention period.                                            Chapter 40
                                                Note 2: Retention period for studies begins when study
                                                closed or completed.
6610      Computer              General         General: Correspondence relating to overall policies for        Retention   Do not               6610         Hardcopy
         Technology                             computer technology management.                                 pending     transfer or
         Management                             Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer            Institutional     Institutional Services: General correspondence,                 Retention   Do not             6610-6-3       Hardcopy
         Technology             Services        agreements, and related records.                                pending     transfer or
         Management                             Note: Close file at end of fiscal year or when agreement                    destroy until
                                                ends (as applicable) and apply retention period.                            retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 111 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6610      Computer         Management and       Management and Administration: General                          Retention   Do not              6600-2        Hardcopy
         Technology        Administration       correspondence relating to computer science                     pending     transfer or
         Management                             administration and management.                                              destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer             Planning         Planning: General correspondence relating to computer           Retention   Do not              6610-1        Hardcopy
         Technology                             activity plans, long and short-range facilities plans, and      pending     transfer or
         Management                             workload forecasting.                                                       destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer         Reports - General    Reports - General: Includes reports required by GSA,            Retention   Do not             6600-2-1       Hardcopy
         Technology                             OMB and USDA. Set-up separate folders by report                 pending     transfer or
         Management                             name and number.                                                            destroy until
                                                Note: Close files at end of fiscal year and apply retention                 retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer           Selection and      Selection and Acquisition: Correspondence, requests,            Retention   Do not             6610-5-1       Hardcopy
         Technology           Acquisition       and approvals for hardware, software, data                      pending     transfer or
         Management                             communications, ADP services and supplies.                                  destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 112 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6610      Computer         Sharing Programs     Sharing Programs: Includes records on availability and          Retention   Do not             6610-5-2       Hardcopy
         Technology                             use of equipment, services, and other products other than       pending     transfer or
         Management                             by lease or purchase. Also includes Federal Government                      destroy until
                                                sharing programs and GSA Sharing Coordination--Form                         retention
                                                2068.                                                                       authority
                                                Note: Close file at end of fiscal year and apply retention                  published in
                                                period.                                                                     FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer         Studies - General    Studies - General: General studies relating to ADP              Retention   Do not             6600-2-2       Hardcopy
         Technology                             management and administration, and related                      pending     transfer or
         Management                             correspondence. Set up case folders for individual                          destroy until
                                                studies as needed.                                                          retention
                                                Note: Apply retention period upon completion of study.                      authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer          Study Reports –     Study Reports – Final Report: Final study report only.          Retention   Do not             6610-2-3       Hardcopy
         Technology           Final Report      Note 1: WO maintains official record.                           pending     transfer or
         Management                             Note 2: Close file at end of study..                                        destroy until
                                                                                                                            retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer          Study Reports –     Study Reports – Supporting Documentation:                       Retention   Do not             6600-2-3       Hardcopy
         Technology           Supporting        Supporting documentation, copy of final report.                 pending     transfer or
         Management         Documentation       Note 1: Apply retention period upon completion of                           destroy until
                                                study.                                                                      retention
                                                 Note 2: Send final study reports (including summaries)                     authority
                                                to WO for inclusion in permanent record.                                    published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 113 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6610      Computer          Support Services    Support Services for WO: Correspondence regarding               Retention   Do not             6610-6-4       Hardcopy
         Technology             for WO          production furnished to functional users.                       pending     transfer or
         Management                             Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer            Technical         Technical Authorization: Includes general                       Retention   Do not              6610-5        Hardcopy
         Technology          Authorization      correspondence relating to the administration of ADP            pending     transfer or
         Management                             and data communications equipment, software, and                            destroy until
                                                services acquisition. Includes all material not maintained                  retention
                                                in the procurement file under 6310 or 6320.                                 authority
                                                Note: Close file at end of fiscal year and apply retention                  published in
                                                period.                                                                     FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer         Technical Services   Technical Services: Includes correspondence relating to         Retention   Do not             6610-5-6       Hardcopy
         Technology                             services obtained from outside sources or provided              pending     transfer or
         Management                             within the FS, including material on coordination,                          destroy until
                                                cooperative agreements, meetings, user relations and                        retention
                                                problems, and workload.                                                     authority
                                                Note: Retention period begins upon expiration or                            published in
                                                termination of agreement.                                                   FSH 6209.11,
                                                                                                                            Chapter 40
6610      Computer            Training and      Training and Information Services: Includes training            Retention   Do not              6610-4        Hardcopy
         Technology           Information       plans, programs, and correspondence relating to general         pending     transfer or
         Management             Services        ADP and computer technology training. Does not                              destroy until
                                                include reference aids.                                                     retention
                                                Note: Close file at end of fiscal year and apply retention                  authority
                                                period.                                                                     published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 114 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6610      Computer          USDA Services       USDA Services: General correspondence, agreements,              Retention   Do not             6610-6-1       Hardcopy
         Technology                             computer printouts and microfiche related to the cost           pending     transfer or
         Management                             and workload reporting for Departmental Computer                            destroy until
                                                Centers and other related records. Includes and may                         retention
                                                require case folders for FCCC, WCC, NOCC, and                               authority
                                                KCCC.                                                                       published in
                                                Note: Close file at end of fiscal year or when agreement                    FSH 6209.11,
                                                ends (whichever longer) and apply retention period.                         Chapter 40
6610      Computer             Workload         Workload Forecasting: Reviews and analysis of future            Retention   Do not             6600-1-2       Hardcopy
         Technology           Forecasting       demands for computing resources, departmental studies,          pending     transfer or
         Management                             and related correspondence.                                                 destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer           Application        Application Migration Determinations: Includes                  Retention   Do not               New          Hardcopy
          Software            Migration         correspondence relating to detrmination of system               pending     transfer or
         Management         Determinations      categorization, type of application and subsequent                          destroy until
                                                security actions for all applications migrated from local                   retention
                                                servers to FS data centers.                                                 authority
                                                Note: Close file when administrative use ends and apply                     published in
                                                retention period.                                                           FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer             Computer         Computer Applications Standards: Correspondence                 Retention   Do not              6620-4        Hardcopy
          Software            Applications      relating to application development standards, national         pending     transfer or
         Management            Standards        application development strategies and practices,                           destroy until
                                                including Regions, Experiment Stations, and the Area                        retention
                                                Office development programs.                                                authority
                                                Note 1: Standards are incorporated into the Forest                          published in
                                                Service Directive System and retained permanently in the                    FSH 6209.11,
                                                1100-Directives file.                                                       Chapter 40
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 115 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                Note 2: Close file at end of fiscal year and apply
                                                retention period.
6620      Computer         Correspondence –     Correspondence – Review and Evaluation Process:                 Retention   Do not             6620-2-1       Hardcopy
          Software            Review and        General correspondence relating to the management of            pending     transfer or
         Management        Evaluation Process   the review and evaluation process.                                          destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer              General         General: Includes correspondence relating to broad              Retention   Do not               6620         Hardcopy
          Software                              policy issues involved in the management of computer            pending     transfer or
         Management                             programming and systems activities.                                         destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer             Planning         Planning: General correspondence relating to computer           Retention   Do not              6620-1        Hardcopy
          Software                              application plans and workload forecasting.                     pending     transfer or
         Management                             Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer            Project Case      Project Case Folders: Case folders organized by                 Retention   Do not             6620-2-2       Hardcopy
          Software              Folders         project number and name. Includes only projects which           pending     transfer or
         Management                             have gone to feasibility study point or beyond.                             destroy until
                                                Note: Retention period begins upon discontinuance of                        retention
                                                system.                                                                     authority
                                                                                                                            published in
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 116 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6620      Computer            Reviews and       Reviews and Evaluation: Records relating to reviews             Retention   Do not              6620-2        Hardcopy
          Software             Evaluation       and evaluation of proposed and existing computer                pending     transfer or
         Management                             applications, including disapproved systems.                                destroy until
                                                Note 1: If the review and evaluation results in approval                    retention
                                                of project, place records in a case folder and file under                   authority
                                                6620-Project Case Folders.                                                  published in
                                                Note 2: Apply retention period to disapproved system                        FSH 6209.11,
                                                records after final determination                                           Chapter 40
6620      Computer          Systems Support     Systems Support and Training: Correspondence and                Retention   Do not              6620-3        Hardcopy
          Software            and Training      documentation relating to specific projects for which           pending     transfer or
         Management                             applications support activities are assigned to Computer                    destroy until
                                                Science and Tele- communications Staff. Includes                            retention
                                                correspondence relating to training needs and sources.                      authority
                                                Note: Close file at end of project and apply retention                      published in
                                                period.                                                                     FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data              Data Base         Data Base Coordination: Correspondence on multi-unit            Retention   Do not              6630-5        Hardcopy
         Management          Coordination       inputs and establishment of data bases.                         pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data           Data Base Design     Data Base Design: Correspondence and documentation              Retention   Do not              6630-4        Hardcopy
         Management                             relating to the specification, design, review and               pending     transfer or
                                                evaluation of data base systems.                                            destroy until
                                                Note 1: If the review and evaluation results in approval                    retention
                                                of project, place records in a case folder and file under                   authority
                                                6630-Project Case Folders.                                                  published in
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 117 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                Note 2: Apply retention period to disapproved system                        FSH 6209.11,
                                                records after final determination.                                          Chapter 40
6630        Data              Data Base         Data Base Operations and Support: Correspondence                Retention   Do not              6630-6        Hardcopy
         Management         Operations and      and operating guides for using national and Chief and           pending     transfer or
                               Support          Staff data base systems.                                                    destroy until
                                                Note: Close file at end of fiscal year or when system                       retention
                                                discontinued (as applicable) and apply retention period.                    authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data           Data Base Project    Data Base Project Cases: Case folder by project                 Retention   Do not             6630-4-1       Hardcopy
         Management             Cases           number and name. Includes only projects which have              pending     transfer or
                                                gone to feasibility study point or beyond.                                  destroy until
                                                Note: Retention period begins upon discontinuance of                        retention
                                                system.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data           Data Management      Data Management Standards: Correspondence                       Retention   Do not              6630-3        Hardcopy
         Management            Standards        relating to data base development, management and               pending     transfer or
                                                operation standards, and review and approval of Service-                    destroy until
                                                wide data standards.                                                        retention
                                                Note 1: Standards are incorporated into the Forest                          authority
                                                Service Directive System and retained permanently in the                    published in
                                                1100-Directives file.                                                       FSH 6209.11,
                                                Note 2: Close file at end of fiscal year and apply                          Chapter 40
                                                retention period.
6630        Data                General         General: Includes correspondence relating to broad              Retention   Do not               6630         Hardcopy
         Management                             policy issues involved in the management of data                pending     transfer or
                                                management activities.                                                      destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 118 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data               Planning         Planning: General correspondence relating to data               Retention   Do not              6630-1        Hardcopy
         Management                             management plans and workload forecasting.                      pending     transfer or
                                                Note: Close file at end of fiscal year and apply retention                  destroy until
                                                period.                                                                     retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data              Technology        Technology: Correspondence relating to software and             Retention   Do not              6630-2        Hardcopy
         Management                             hardware support for data base design and operations.           pending     transfer or
                                                Includes reviews and evaluations of existing and                            destroy until
                                                proposed data base management software.                                     retention
                                                Note: Close file at end of fiscal year or when system                       authority
                                                discontinued (as applicable) and apply retention period.                    published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6630        Data                Training        Training: Correspondence, training plans, programs,             Retention   Do not              6630-7        Hardcopy
         Management                             and evaluations.                                                pending     transfer or
                                                Note: Close file at end of fiscal year or when system                       destroy until
                                                discontinued (as applicable) and apply retention period.                    retention
                                                                                                                            authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6640    Telecommuni-            Data            Data Communications: Includes general                           Retention   Do not              6640-4        Hardcopy
           cations          Communications      correspondence related to the administration of local,          pending     transfer or
                                                metropolitan, and wide-area networks.                                       destroy until
                                                Note: Close file at end of fiscal year or use of network                    retention
                                                discontinued (as applicable) and apply retention period.                    authority
WO INTERIM DIRECTIVE                                                                                    id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                              Page 119 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                               SUPERSEDED
 FS                                                                                                                                                              Official
                                                                                                                               RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                              RETENTION                                       Record
                                                                                                                               AUTHORITY        [Do Not Use
CODE                                                                                                                                                             Format
                                                                                                                                               Reference Only]
                                                                                                                               published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
6640    Telecommuni-            General         General: Includes telecommunications general files,               Temporary    GRS 12-2b            6640         Hardcopy
           cations                              including plans, reports, and other records pertaining to           3 years
                                                equipment requests, telephone service, and like matters.          (see note)
                                                Note: Close file at end of fiscal year or when
                                                adminsitrative use ceases, and apply retention period.
6640    Telecommuni-             Plans          Plans: Strategic plans addressing long term                       Retention    Do not              6640-1        Hardcopy
           cations                              telecommunication requirements and tactical/operational           pending      transfer or
                                                plans that ensure reliable and effective operations.                           destroy until
                                                Note: Retention period begins when plan is replaced.                           retention
                                                                                                                               authority
                                                                                                                               published in
                                                                                                                               FSH 6209.11,
                                                                                                                               Chapter 40
6640    Telecommuni-           Radio            Radio Communications: Includes general                            Temporary    GRS 12-2b           6640-2        Hardcopy
           cations          Communications      correspondence and other records not covered elsewhere.             3 years
                                                Note: Close file at end of fiscal year and apply retention        (see note)
                                                period.
6640    Telecommuni-        Radio Frequency     Radio Frequency Management: Includes                              Temporary    GRS 12-2b          6640-2-3       Hardcopy
           cations           Management         correspondence not directly related to a specific case file.        3 years
                                                Note: Close file at end of fiscal year and apply retention        (see note)
                                                period.
6640    Telecommuni-             Radio          Radio Procurement: Includes records related to the                Temporary    GRS 12-2b          6640-2-1       Hardcopy
           cations            Procurement       procurement process such as general correspondence,                 3 years
                                                awards, waivers, unsatisfactory equipment reports,                (see note)
                                                contract orders from non-FS organizations, etc.
                                                Note 1: Establish subject folders as needed.
                                                Note 2: Close file at end of fiscal year or when case file
                                                closed (as applciable) and apply retention period.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 120 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6640    Telecommuni-       Radio System File    Radio System File: Historic file that documents the             Retention   Do not             6640-2-4       Hardcopy
           cations                              authorization process for radio frequencies and tracks the      pending     transfer or
                                                long-term management of a FS radio system. The file                         destroy until
                                                contains background material such as forest maps,                           retention
                                                system diagrams, site-specific data, approval letters,                      authority
                                                current radio frequency authorizations, and other records                   published in
                                                that characterize the radio system. The Washington                          FSH 6209.11,
                                                Office System file also contains documentation for other                    Chapter 40
                                                USDA agencies.
                                                Note 1: Retain on site. Retention period begins when
                                                radio system is updated.
                                                Note 2: WO Only – Retention period for USDA and
                                                external agencies radio system files begins when radio
                                                systems are updated. Retain on site.
6640    Telecommuni-        Radio Tests and     Radio Tests and Evaluations: Includes test and                  Retention   Do not             6640-2-2       Hardcopy
           cations           Evaluations        evaluation reports and related correspondence. WO file          pending     transfer or
                                                by manufacturer and test number.                                            destroy until
                                                Note: Apply retention period when equipment is                              retention
                                                obsolete or replaced.                                                       authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6640    Telecommuni-          Technical         Technical Approvals – Data Communications:                      Retention   Do not             6640-4-1       Hardcopy
           cations         Approvals – Data     Includes a description of the LAN according to                  pending     transfer or
                           Communications       Department regulation 3300-1                                                destroy until
                                                Note: Retention period begins when revised, cancelled,                      retention
                                                or terminated.                                                              authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6640    Telecommuni-           Technical        Technical Approvals - Telephones: File contains GSA             Retention   Do not             6640-3-1       Hardcopy
           cations            Approvals -       Required Information Sheet, Cost Summary Sheet,                 pending     transfer or
                                                Justification Statement, Geographical Location Map,                         destroy until
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 121 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                              SUPERSEDED
 FS                                                                                                                                                             Official
                                                                                                                              RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                        Record
                                                                                                                              AUTHORITY        [Do Not Use
CODE                                                                                                                                                            Format
                                                                                                                                              Reference Only]
                              Telephones        correspondence, and other records that authorize the                          retention
                                                purchase of telephone equipment.                                              authority
                                                Note: Retain in office. Retention period begins when                          published in
                                                revised, cancelled, or terminated.                                            FSH 6209.11,
                                                                                                                              Chapter 40
6640    Telecommuni-          Telephone         Telephone Communications: Includes general                      Temporary     GRS 12-2b           6640-3        Hardcopy
           cations          Communications      correspondence and the Annual Survey Reports.                  3 years (FY)
                                                Note: Close file at end of fiscal year and apply retention
                                                period.
6700      Safety and            General         General: Includes correspondence and records                    Retention     Do not               6700         Hardcopy
         Occupational                           regarding program management, safety training and               pending       transfer or
            Health                              eduction, safety and health promotions, and related                           destroy until
                                                matters not covered elsewhere in this schedule.                               retention
                                                Note: Close file at end of fiscal year and apply retention                    authority
                                                period.                                                                       published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6700      Safety and       Safety Reporting     Safety Reporting and Accomplishments: Includes                  Retention     Do not               New          Hardcopy
         Occupational             and           records and correspondence regarding safety reporting           pending       transfer or
            Health         Accomplishments      and accomplishments.                                                          destroy until
                                                Note: Close file at end of fiscal year and apply retention                    retention
                                                period.                                                                       authority
                                                                                                                              published in
                                                                                                                              FSH 6209.11,
                                                                                                                              Chapter 40
6710      Safety and            General         General: Includes records and correspondence regarding          Retention     Do not               6710         Hardcopy
        Health Program                          SHIPS, Program Evaluations, and the National Safety             pending       transfer or
        Administration                          and Health Council.                                                           destroy until
                                                Note 1: The SHIPS database system/application                                 retention
                                                repository scheduled separately.                                              authority
                                                Note 2: Close file at end of fiscal year and apply                            published in
                                                retention period.                                                             FSH 6209.11,
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 122 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
                                                                                                                            Chapter 40
6710      Safety and        Violence in the     Violence in the Workplace Prevention: Records and               Retention   Do not               New          Hardcopy
        Health Program        Workplace         correspondence associated with prevention of violence in        pending     transfer or
        Administration        Prevention        the workplace.                                                              destroy until
                                                Note: Close file at end of fiscal year and apply retention                  retention
                                                period.                                                                     authority
                                                                                                                            published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6720     Occupational           General         General: Includes records pertaining to bloodborne              Retention   Do not               6720         Hardcopy
        Health Program                          pathogens, hearing conservation, respritatory and               pending     transfer or
                                                environmental protection, medical survillance, and                          destroy until
                                                ergonomics.                                                                 retention
                                                Note: Close file at end of fiscal year and apply retention                  authority
                                                period.                                                                     published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6730      Accident             Accident         Accident Investigations: Case folders. Includes                 Retention   Do not              6730-1        Hardcopy
        Reporting and        Investigations     investigator's notes, accident brief, analysis, appendix        pending     transfer or
        Investigation                           material, description of the investigation, and related                     destroy until
                                                correspondence. Correspondence and operating guides                         retention
                                                for using national and Chief and Staff data base systems.                   authority
                                                Note 1: Retention period begins after case file closed. .                   published in
                                                Note 2: Files may contain PII, store in secure area,                        FSH 6209.11,
                                                control access.                                                             Chapter 40
6730      Accident              General         General: Correspondence and records related to                  Retention   Do not               6730         Hardcopy
        Reporting and                           accident reporting and investigations, operating guides         pending     transfer or
        Investigation                           for using National, Chief, and Staff database systems.                      destroy until
                                                Note 1: Files may contain PII, store in secure area,                        retention
                                                control access                                                              authority
                                                Note 2: Close file at end of fiscal year and apply                          published in
                                                retention period.                                                           FSH 6209.11,
WO INTERIM DIRECTIVE                                                                                   id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                             Page 123 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                             SUPERSEDED
 FS                                                                                                                                                            Official
                                                                                                                             RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                                DESCRIPTION                             RETENTION                                      Record
                                                                                                                             AUTHORITY        [Do Not Use
CODE                                                                                                                                                           Format
                                                                                                                                             Reference Only]
                                                                                                                             Chapter 40
6730      Accident            Historically      Historically Significant Accident Investigations:                Retention   Do not              6370-1        Hardcopy
        Reporting and          Significant      Records include case records, investigator's notes,              pending     transfer or
        Investigation           Accident        accident brief, analysis, appendix material, description of                  destroy until
                             Investigations     the investigation, and related correspondence associated                     retention
                                                with investigations of Forest Service accidents deemed                       authority
                                                historically significant to the Agency or the Federal                        published in
                                                government.                                                                  FSH 6209.11,
                                                Note 1: Retention period begins after case file closed.                      Chapter 40
                                                Note 2: Files may contain PII, store in secure area,
                                                control access.
6740      Hazardous             General         General: Records and correspondence regarding                    Retention   Do not               6740         Hardcopy
          Materials                             radiation, respiratory inventories, explosives, and related      pending     transfer or
                                                matters not covered elsewhere in this schedule.                              destroy until
                                                Note 1: File any records pertaining to Personal                              retention
                                                Protective Equipment and Clothing under 6710.                                authority
                                                Note 2: Close file at end of fiscal year and apply                           published in
                                                retention period.                                                            FSH 6209.11,
                                                                                                                             Chapter 40
6760      Employee              General         General: Records pertain to child care and elder/adult           Retention   Do not               New          Hardcopy
          Health and                            dependent care issues.                                           pending     transfer or
          Work/Life                             Note 1: Files may contain PII, store in secure area, control                 destroy until
          Programs                              access.                                                                      retention
                                                Note 2: 6760 - Blasting and Explosives has been                              authority
                                                discontinued, previously filed under 6760, with 3-5 year                     published in
                                                retention period. Maintain all Blasting and Explosives                       FSH 6209.11,
                                                safety records under 6700.                                                   Chapter 40
                                                Note 3: File telework records under 6160.
                                                Note 4: Close file at end of fiscal year and apply retention
                                                period.
WO INTERIM DIRECTIVE                                                                                  id_6209.11-2012-6
EFFECTIVE DATE: 04/17/2012                                                                            Page 124 of 124
DURATION: This interim directive expires on 10/17/2013.

                                FSH 6209.11 – RECORDS MANAGEMENT
                           CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION


                                                                                                                                            SUPERSEDED
 FS                                                                                                                                                           Official
                                                                                                                            RETENTION          File Code
FILE       HEADING          SUB-HEADINGS                               DESCRIPTION                             RETENTION                                      Record
                                                                                                                            AUTHORITY        [Do Not Use
CODE                                                                                                                                                          Format
                                                                                                                                            Reference Only]
6800     Information            General         General: Correspondence and general records associated          Retention   Do not               New          Hardcopy
         Management                             with information management not covered elsewhere in this       pending     transfer or
                                                schedule, including but not limited to correspondence;                      destroy until
                                                planning documents; inventory and performance data;                         retention
                                                designs, diagrams, and other business system artifacts.                     authority
                                                Note: Close file at end of fiscal year and apply retention                  published in
                                                period.                                                                     FSH 6209.11,
                                                                                                                            Chapter 40
6810     Information            General         General: Correspondence, forms, National Information            Retention   Do not               1390         Hardcopy
         Management                             Requirements proposals, directives processing requests          pending     transfer or
          Standards                             used to modify or proposed national information                             destroy until
                                                requirements                                                                retention
                                                Note: Close file at end of fiscal year and apply retention                  authority
                                                period.                                                                     published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40
6810     Information       Plans and Studies    Plans and Studies: Includes the final report of the             Retention   Do not              1390-1        Hardcopy
         Management                             Information Resource Management Plans, special                  pending     transfer or
          Standards                             studies, and other reports leading to information                           destroy until
                                                planning and policy making.                                                 retention
                                                Note: Close file when plan/study completed and apply                        authority
                                                retention period.                                                           published in
                                                                                                                            FSH 6209.11,
                                                                                                                            Chapter 40

								
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