ATTACHMENT 2 U.S. Department of Energy Washington, DC 5-28-80 SUBJECT: RECORDS DISPOSITION 1. PURPOSE: To assign responsibilities and authorities and to prescribe policies, procedures, standards, and guidelines for the orderly disposition of records of the Department of Energy (DOE) and its operation and onsite service contractors. 2. CANCELLATION: DOE 1324.1, RECORDS DISPOSITION, 7-10-78. 3. SCOPE: The provisions of this Order apply to all elements of DOE and DOE operating and onsite service contractors and subcontractors. With respect to these contractors, the records disposition policies, procedures, standards, and guideline apply to all records created, collected, or maintained using Government funds, unless by contract provision the Government does not have the right to assume custody or control of the records. REFERENCES a. Federal Property Management Regulation (FPMR) ILLEGIBLE 101-11.403, which prescribes that each Federal agency shall compile, and maintain on a current basis, a records control schedule for all major groups of records in its custody having importance in terms of content, bulk, or space and equipment occupied. b. General Services Administration (GSA)-National Archives and Records Service (NARS) Records Management Handbook, "Disposition of Federal Records," Federal Stock No. 7610-01-055-8704, which discusses the nature of an effective records disposition program. Copies of the handbook have been distributed to officials having records management responsibilities. c. DOE and contractor organizations shall comply with the applicable security requirements for transmitting, storing, or disposing of classified records. The directive series number is 5632 for the issuance of specific standards, procedures, and requirements for the protection of classified matter. d. Federal Property Management Regulation ILLEGIBLE 101- 11.410-2 and GAS-NARS Records Management Handbook, "Federal Records Centers," Federal Stock No. 7610-298- 6904, which provide instructions and requirements for making optimum use of the Federal Records Center system. Attachment IV-1 DOE 1324.2 Page 1805-28-80 DOE RECORDS SCHEDULE 18 ITEM NO. DESCRIPTION OF RECORDS RETENTION PERIOD CLASSIFIED INFORMATION ACCOUNTING AND CONTROL RECORDS Records accumulating from measures taken to protect classified information non authorized disclosure in accordance with Executive Order 10501, other ILLEGIBLE orders, or statutory or regulatory requirements. 2. (RESERVED) 3. DOCUMENT RECEIPT FILES. Classified document receipts, relating to the receipt and issue of classified documents. RETENTION PERIOD 2 years 4. DESTRUCTION CERTIFICATES. Classified documents destruction certificates relating to the destruction of classifies documents. RETENTION PERIOD 2 years 5. CLASSIFIED DOCUMENT INVENTORY FILES. Forms Ledgers, or registers used to show identity, internal routing, and final disposition made of classified documents, but exclusive of classified document receipts and destruction certificates and documents relating to Top Secret material covered elsewhere in this schedule. RETENTION PERIOD 2 years 6. TOP SECRET ACCOUNTING AND CONTROL FILES. a. Registers maintained at control points indicate accountability over Top Secret documents, reflecting the receipt, dispatch, or destruction downgraded, the documents. RETENTION PERIOD 5 years after documents shown on forms are downgraded, transferred, or destroyed. b. Forms accompanying documents to ensure continuing control, showing names of persons handling the documents, intra-office routing, and comparable data. RETENTION PERIOD Until related document is downgaded, transferred, or destroyed. 7. ACCESS REQUEST FILES. Requests and authorizations for individuals to have access to classified files. RETENTION PERIOD 2 years after authorization expires. 1 8. CLASSIFIED DOCUMENT CONTAINER SECURITY FILES. Forms or lists used to record safe and padlock combination, names of individuals knowing combinations, and comparable data used to control access into classified document containers. RETENTION PERIOD Until superseded by a new form of list, or upon turn-in of containers. FACILITIES SECURITY AND PROTECTIVE SERVICES RECORDS Records relating to measures taken for the protection of Government-Owned facilities and privately operated facilities given security cognizance by the Government from unauthorized entry, sabotage, or loss. 9. (RESERVED) 10. SURVEY AND INSPECTION FILES (GOVERNMENT-OWNED FACILITIES). Reports of surveys and inspections of Government-owned facilities conducted to ensure adequacy of protective and preventive measures taken against hazards of fire, explosion and accident, and to safeguard information and facilities against sabotage and unauthorized entry. RETENTION PERIOD 3 years, or 3 years after termination of facility, whichever is sooner. 11. SURVEY AND INSPECTION FILES (PRIVATELY OWNED FACILITIES). Reports of surveys and inspections of privately owned facilities assigned security cognizance by Government agencies, and replaced papers. RETENTION PERIOD 4 years, or 3 years after termination of facility, whichever is sooner. 12. INVESTIGATIVE FILES accumulating from investigations of fires, explosions, and accidents, consisting of retained copies of reports and related papers when the original reports are submitted for review and filing in other agencies or organizational elements; and reports and related papers concerning occurrences of such a minor nature that they are settled locally without referral to other organizational elements. RETENTION PERIOD 2 years 2