LIST OF CARTOGRAPHIC RECORDS (MAPS AND CHARTS) in the custody of the agency named above that are not needed by it in the transaction of its current business and that do not appear to have sufficient administrative, legal, research, or other value to warrant their further preservation by the Government. Submitted to the Archivist of the United States in accordance with the act of Congress approved July 7, 1943 (Public 115, 78th Cong.) and regulations promulgated by the National Archives Council pursuant to that act: Use National Archives Form 100 for continuation sheet, or omit item entries on this sheet and attach list in other form supplying the information called for by the above headings. COLUMN 1. 2. 3. Item No.: INSTRUCTION SHEET For National Archives Form 40 Disposal List (Photographed or Microphotographed Records) one item. Each accumulation of records kept in separately organized files, or selected from other records in organized files, should be listed as a single item. Thus, if an entire decimal file is to be listed, it should be listed as If only the parts represented by certain of the decimal classification headings are to be listed, each major heading or uninterrupted sequence of headings should be listed as a separate item. Subheadings, folders, and documents contained in any accumulation of records susceptible of being listed as one item should not be listed individually. Items listed by any one office should be arbitrarily numbered in consecutive order. Photographic Sample Herewith: Enter an "X" in this column if a sample of the photographic reproduction made of the records included in the item is transmitted with the list. A photographic sample is not required for every item, but the samples furnished should adequately represent all forms and sizes of files reproduced and their schemes of arrangement. The samples should be samples of the reproduction as made for preservation and will be returned by the National Archives. The National Archives will examine these samples primarily for the purpose of determining whether the integrity of the files has been preserved. It will ordinarily accept without question the certification of the agency with regard to the other standards established by regulations of the National Archives Council for the reproduction of records by photographic or microphotographic processes. In order that the raising of any questions with regard to lists of photographed or microphotographed records submitted to the Archivist of the United States may be avoided as far as practicable, all agencies are urged to consult with the National Archives in planning any projects for the photographing or microphotographing of records when the projects will result in the submission of such lists. For this purpose officials may communicate with the records division or office of the National Archives maintaining liaison with their agencies or they may communicate with the Records Appraisal Officer (telephone: National Archives, extension 347). File or Form Numbers; Title and Description: If the records listed as an item are composed of a single form, give the form number and title, with additional description in cases where the title is not self-explanatory. If the records consist of the documents filed under a particular filing classification number, give the file number and the heading for which it stands, with additional description in cases where the heading is not self-explanatory. Otherwise, give the title or designation of the unit or class of records, with any additional description that may be necessary to indicate the nature of its contents. Appraisal will be facilitated if descriptions give some indication of the function served by the records described. Use of the term " miscellaneous" should be avoided inasmuch as it is not adequately descriptive for purposes of appraisal. accumu Inclusive Dates: Indicate the years, and months if the period is other than one of even calendar years, during which the materials included in the item were lated as organized records. Kind of Copies: Do not indicate the "kind of copies" of the records that have been photographed or microphotographed except when necessary for purposes of identification; as, for example, when there were two or more record copies within the stated scope of the list and only one was photographed or microphotographed. It is presumed that in reporting the list to the Archivist the agency intends to obtain disposal authorization for all records that have been photographed or microphotographed and that are described within the scope of the list as defined in the heading or subheading, except the photographic or microphotographic copies of the records. LIST OF PHOTOGRAPHED OR MICROPHOTOGRAPHED RECORDS in the custody of the agency named above that are hereby certified to have been photographed or microphotographed in accordance with the standards established by regulations promulgated by the National Archives Council and that as a consequence of having been so photographed or microphotographed do not appear to have sufficient value to warrant their further preservation by the Government. Submitted to the Archivist of the United States in accordance with the act of Congress approved July 7, 1943 (Public 115, 78th Cong.) and regulations promulgated by the National Archives Council pursuant to that act: File or form numbers; title and description Do not use this space Inclusive dates; kind of copies Incoming and outgoing classified radiograms and teletype Incoming and outgoing unclassified radiograms and teletype Use National Archives Form 100 for continuation sheet, or omit item entries on this sheet and attach list in other form supplying the information called for by the above headings. 47 COLUMN 2. APPENDIX V-INSTRUCTIONS FOR PREPARING DISPOSAL SCHEDULES AND SAMPLES OF SCHEDULES INSTRUCTION SHEET For National Archives Form 108 Comprehensive or Disposal Schedule (Papers, etc.) 1. Item No.: Each accumulation of records that is intended to be retained for the same period of time and that is kept in separately organized files or that is selected from other records in organized files for a different period of retention should be scheduled as one item, regardless of quantity, unless an enumerative breakdown of the contents is desirable for purposes of the agency. Items scheduled by any one office should be arbitrarily numbered in consecutive order. Sample Submitted: Enter an "X" in this column if a sample is transmitted with the schedule. If a sample of records having the same form or character has been transmitted with a previous schedule or disposal list, the date of that schedule or list may be entered in this folumn and transmittal of a further sample omitted. No sample need be submitted for items indicated in comprehensive schedules as items to be retained permanently. All samples that will not become disposable as soon as the schedule becomes effective should be marked in this column for "return" to the agency. In special circumstances the agency may request that the Archivist of the United States waive the submission of samples. 3. File or Form Numbers; Title and Description: If the records listed as an item are composed of a single form, give the form number and title, with additional description in cases where the title is not self-explanatory. If the records consist of the documents filed under a particular filing classification number, give the file number and the heading for which it stands, with additional description in cases where the heading is not self-explanatory. Otherwise, give the title or designation of the unit or class of records, with any additional description that may be necessary to indicate the nature of its contents. Appraisal will be facilitated if descriptions give some indication of the function served by the records described. Statements justifying the disposal of items are not required but, if supplied, will greatly facilitate appraisal and therefore expedite action by the National Archives. Use of the term "miscellaneous" should be avoided inasmuch as it is not adequately descriptive for purposes of appraisal. Period of Time to Be Retained: This period may be expressed (1) as a period of years, months, weeks, or days that is to elapse from the time of the records being filed or (2) by a specific date marking the end of a period that is to elapse after the schedule becomes effective. The period may also be expressed (3) by referring to the occurrence of a definite future event, or kind of event, that will be datable upon its occurrence but the date of which is not determinable in advance, for example, the termination of the present war or the discharge of enlisted men of the Navy. The event or kind of event may be contingent, for example, the abandonment of Army camps or the renegotiation of contracts. The reference to the event or kind of event may be for the purpose of defining a further fixed period of time that is to elapse after its occurrence, for example, "5 years after death of employee." A period not fixed in advance may be specified alternatively to a fixed period, for example, "5 years or until photographed or microphotographed in accordance with regulations of the National Archives Council." Kind of Copies: If no statement of "kind of copies" is made in an item, it will be assumed that the agency intends to dispose of all copies of the records described in the item that are in the office or offices to which the item applies. If it is the agency's intention to dispose of certain copies only and to retain others, the item should specify clearly the kinds of copies to be disposed of. Any appropriate language may be used for this purpose if it distinguishes clearly between the kinds of copies to be disposed of and the kinds of copies to be retained. Examples: "All copies except those in Division of Accounts"; "Unsigned carbon copies only"; "Alphabetically arranged set only, numerically arranged set to be retained." If the existence of copies of the same record in an office or offices other than the office or offices to which the item applies is pertinent to the appraisal of the copies to be disposed of, the existence of the other copies should be mentioned. Examples: "Other copies are retained in the Executive Office of the Secretary"; "Originals are retained in the General Accounting Office." Extra copies of documents preserved for convenience of reference only, in addition to one or more record copies, are not "records" for purposes of disposal (see "D" on the reverse of this sheet). Extra copies and other nonrecord materials need not be scheduled and should not be scheduled unless the scheduling thereof in comprehensive schedules is desirable for purposes of the agency. SCHEDULE OF RECORDS proposing the disposal, after the lapse of the period of time specified in each instance, of all or certain included items of records, of the form or character specified, as being records that have accumulated in the custody of the agency named above or that may accumulate therein at any time after the submission of this schedule and that apparently will not after the lapse of the period specified in each instance have sufficient administrative, legal, research, or other value to warrant their further preservation by the Government. Submitted to the Archivist of the United States in accordance with the act of Congress approved July 7, 1943 (Public 115, 78th Cong.) and regulations promulgated by the National Archives Council pursuant to that act: Location of accumulated records Rooms 451 and 453, National Press Building, Washington Carl W. Satterlee, Personnel Director Name and title of person in charge: Appointments Section Daily Journal of Personnel Changes. (Other copies in the Journal of Personnel Actions arranged alphabetically by 3. 9/18/45 Monthly report on the number of personnel actions com- Requisitions for office equipment and supplies. (Other Use National Archives Form 100 for continuation sheet, or omit item entries on this sheet and attach schedule in other form supplying information called for by the above headings. 49 |