Administrative Files

Records accumulated by individual offices that relate to the internal administration or housekeeping activities of the office rather than the functions for which the office exists. In general, these records relate to the office organization, staffing, procedures, and communications, including fax, the expenditure of funds, including budget records, day-to-day administration of office personnel including training and travel, supplies and office services and equipment requests and receipts, and the use of office space and utilities. They may also include copies of internal activity and reports (including work progress, statistical, and narrative reports prepared in the office and forwarded to higher levels) and other records that do not serve as unique documentation of the programs of the office. This schedule is not applicable to the official record copies of organizational charts, functional statements, and related records that document the essential organization, staffing, and procedures of the office, which must be scheduled separately.

Category

Administration

Retention Period

Retain for current year plus one year then dispose of.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008