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1. Name of File: 2. Contents and Description (Form numbers, worksheets, types of corre
4. File Description (How filed and by what method): __
5. Origin and Distribution of File:
If You Issue This Record:
10. Recommendation: (a) Record or file should be retained (1) In office files for current administrative use for__months
years; (2) In storage at Naval Records Depository for months_ years. (b) should this record or file be retained permanently?__(yes or no)
Can this file or record be microfilmed? (yes or no)
PLEASE NOTE: For transfer of non-current records to storage at the Naval
Records Depository, for disposition and removal or for microfilming service, phone Mr. Shiff, Office of Records Administration, extension 4649.
RECORDS INVENTORY AND DISPOSITION SCHEDULE
office : EXOS
Location of Records (Room, Bldg.): 2314 Bldg. T-7
Date April 20, 1943
Date April 21, 1943
Date April 21, 1943
a) Copy of contract - Standard
Extra copy dupls.
2 years After 2 years, con3 years after tract becomes semitransfer or active - no further when 5 years reference when 5 yeas: old
orig. orig. & dipls.
S & A Form 76a - Requisition ashore 1939
B. General Correspondence
a) CP Form 4A - application for
of historical in-
ods used in procur-
Card index to contract and requisi-
with relating Finding media to
TNA - Transfer to National Archives for
permanent preservation TNRD-Transfer to Naval Records Depository
for temporary preservation
DIRECTIONS FOR PREPARING "RECORDS INVENTORY AND DISPOSITION SCHEDULE" 1. COPIES: Submit typewritten copies in duplicate.
2. DESCRIPTION: List all files of forms, card records, correspondence, publications, photographs, blueprints, or other types of records. In listing correspondence files, indicate whether such files contain forms, reports, or any other types of records. List separately each group of records used and filed as a unit. Thus, if all applications are filed under one heading, list them as a single item; if approved applications are filed under one heading and rejected applications are filed under another heading, list the two groups separately. Do not list individually folders or documents within a file. Whenever possible attach a sample, using an old copy or blank form.
4. TYPE OR KIND OF COPY: For each item state whether the copies are record (i.e., official file) copies or extra copies, and whether they are original or ribbon copies, carbon copies, or printed or processed copies. If within the same item there is more than one kind of copy, so indicate.
5. DISPOSITION: Manner: Use the following code to indicate the disposition recommended for the records;
D - Destroy, sell as waste paper, etc. Use for such items as routine
forms, correspondence, and other records having limited administrative use and no permanent value or historical interest.
M - Copy on microfilm. Use for semi-active and voluminous records re
quiring permanent or long-term retention, where it is necessary to
TNA - Transfer to National Archives for permanent preservation. Use for
inactive records having permanent value and historical interest.
TNRD - Transfer to Naval Records Depository for temporary preservation. Use
for semi-active records pending their transfer to the National Ar-
Give the number of months or years after which the records may be disposed of by destruction, microfilming and destruction, transfer to the National Archives for permanent preservation or transfer to the Naval Records Depository for temporary preservation. In order that valuable office space and equipment may be reserved for active records only, it is essential that other records be scheduled for disposition as soon as possible.
ha roserved for active records onsy, ove
6. REASONS OR REMARKS: Give appropriate reasons, such as the following, for recommending the manner and time of disposal selecteds
D - "Original preserved in General Accounting Office."
"Original preserved in BuMed, " etc.
Avoid such general phrases as "Essential information duplicated elsewhere, "Valueless," or "Routine,"
M - "Reduce bulk of records."
"Duplicate copy for security purposes."
TNA - "Permanent record."
TNRD – "Used only for infrequent reference."
"Too active for immediate transfer to National Archives."
APPENDIX IV-INSTRUCTIONS FOR PREPARING DISPOSAL LISTS AND SAMPLES OF LISTS
DISPOSAL FORMS SUPPLIED BY THE NATIONAL ARCHIVES
Requests for the following forms supplied by the National Archives for use by all Government agencies will be received by the appropriate records divisions, or offices of the National Archives or by the Records Appraisal Officer (telephone: National Archives, extension 347).
Form 8 Disposal list (papers, etc.)
For each of the foregoing forms, except Form 100, a supplementary " instruction sheet" is provided, bearing the same number as the basic form with the addition of the letter a. Thus, Form 8a is the instruction sheet for use with Form 8.
A. Use of Proper Forms. • Insofar as they constitute distinct items, records of the various types for which forms are provided should be listed or scheduled on the proper forms and not included among records of another type with which they may be associated in the same office. Thus, an item consisting of a file of photographs or maps should not be included in the same disposal list wi th files of papers, and vice versa. No special form is provided for the scheduling of cartographic records. Any such records suitable for scheduling may be entered either separately or with ordinary paper records on Form 108.
B. Number of Copies for Submittal. • Submit the ribbon copy and one carbon copy of each list or schedule. No letter of transmittal is required.
c. Indication of More Than One Subdivision and Location. - More than one major or minor subdivi. sion may be specified in the heading of the forms, or numerous units or offices of like kind may be lumped together as a class of subdivisions described in terms such as: “All customhouses"; “ AIT field offices"; "All field offices exclusive of regional offices"; “All stations of the Army except service command headquarters"; "All divisions except the Division of Mail and Files"; "All technical divisions." Such expressions may also be used in indicating the location of the records.
D. Exclusion of Nonrecord Materials. • Copies of the same documents filed in more than one manner or in more than one place are " records" if so filed for purposes of record, but " extra copies" of documents of which one or more record copies are retained on file are not " records" for purposes of disposal if preserved only for convenience of reference. Copies of technical materials such as motion pictures, sound recordings, still photographs, maps, etc., may be considered extra copies if one or more copies identical both in content and in form of recording or reproduction are retained for purposes of record. Extra copies, stocks of publications and of processed documents, and other nonrecord materials need not and should not be included in disposal lists submitted to the Archivist of the United States but may be included, if desired, in comprehensive schedules that are submitted as being disposal schedules only in part. The legal definition of " records" for purposes of disposal is as follows:
... when used in this Act, the word “records" includes all books, papers, maps, photo-