2. Contents and Description (Form numbers, worksheets, types of correspondence, etc.):

3. Use or purpose of File:

4. File Description (How filed and by what method):

5. Origin and Distribution of File:

If You Issue This Record:

(a) How many duplicates are prepared?
(b) Where do you send the original?
(c) Where do you send duplicates?

By what process?

(d) If you do not issue this record, who sends it to you? Which copies do you file?

No. of copies filed by you per

(a) Record or file should be retained

(1) In office files for current administrative use for

years;

(2) In storage at Naval Records Depository for months

months

years.

(b) Should this record or file be retained permanently? (yes or no) (c) Can this file or record be microfilmed? (yes or no)

388

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

Location of Records (Room, Bldg.): 2314 Bldg. T-7 Prepared by Miss Mary Smith

Date

April 20, 1943

Date April 21, 1943
Date April 21, 1943

Contract File

a) Copy of contract

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.

3. OLDEST DATE: Give the year only.

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.

Copy on microfilm. Use for semi-active and voluminous records re-
quiring permanent or long-term retention, where it is necessary to
preserve only the contents of the records and not the records them-
selves. Records are microfilmed by photographing them on narrow width.
film at a reduction ration of about 16 to 1, so that 3,200 pages can
be copied on one reel of film, thus effecting a great saving of space.
The microfilm copies can be used by means of readers, which enlarge
the photographs to the original size of the documents. Photographic
prints can be made readily and cheaply from microfilm copies. Micro-
filming is not suitable for all types of files; for example, it is
not satisfactory for copying active files where documents are being
constantly interfiled.

Transfer to National Archives for permanent preservation. Use for
inactive records having permanent value and historical interest.
Records can be borrowed readily from the National Archives if they
are needed.

Use

TNRD Transfer to Naval Records Depository for temporary preservation. for semi-active records pending their transfer to the National Archives, their microfilming and destruction, or their destruction at the end of a specified period of time. Records can be borrowed readily from the depository if they are needed.

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.

6. REASONS OR REMARKS: Give appropriate reasons, such as the following, for recommending the manner and time of disposal selected:

"Original preserved in General Accounting Office."

"Original preserved in BuMed," etc.

"Original kept in central files."

"Essential information duplicated in tabulated form."

"Work sheets used only for preparation of printed reports."
"Essential information in personnel jacket."

Avoid such general phrases as "Essential information duplicated elsewhere, "Valueless," or "Routine."

"Too active for immediate transfer to National Archives."
"Temporary storage pending destruction."

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.)

Form 9
Form 10
Form 40

Form 100

Disposal list (photographic records and sound recordings)
Disposal list (cartographic records)

Disposal list (photographed or microphotographed records)
Continuation sheet, disposal list or schedule

Form 108 Comprehensive or disposal schedule (papers, etc.)

Form 109 Comprehensive or disposal schedule (photographic records and sound recordings)

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.

GENERAL INSTRUCTIONS

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 with 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 subdivision 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"; "All 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, photographs, or other documentary materials, regardless of physical form or characteristics. made or received by any agency of the United States Government in pursuance of Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency-or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data contained therein. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included within the definition of the word "records" as used in this Act. An Act to provide for the disposal of certain records of the United States Government, approved July 7, 1943 (Public 115, 78th Cong.).