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Authority For Disposal
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Terminating Files
To guarantee that the handling of records is not left to chance, an officer is usually assigned to the collateral duty of coordinating all records disposal action aboard an activity, either ship or station. This officer takes charge  of  the  physical  disposition  of  all  records designated for transfer to a federal records center (FRC) or  for  destruction. Your job, as the YN in charge of files, is to assist the responsible officer in making sure your records are complete and documented. TYPES OF GENERAL RECORDS The following types of general records normally are transferred to the nearest FRC: .  Records  designated  in  SECNAVINST  5212.5C .  Records  that  have  at  least  3  years’  retention period at the FRC . Records designated in SECNAVINST 5212.5C for  permanent  retention . Records that are inactive and no longer required for local operating purposes determined to be cost-effective to transfer to the FRC vice storing them  locally METHODS OF DISPOSITION The  official  methods  for  the  disposition  of  records are as follows: . Destruction .  Donation  to  another  federal  agency  or  to nonfederal   recipients . Retirement l  Microfilming . Transfer to an FRC for later destruction, or, if of permanent value, for eventual preservation at the NARA Destruction Most  unclassified  records  are  destroyed  locally  at the end of their retention period. Large quantities of unclassified  matter  may  be  sold  for  wastepaper  or scrapped. Classified material must be destroyed by burning or other authorized method as outlined in the Information   and   Personnel   Security   Program Regulation   Manual,   OPNAVINST  5510.1H.  The Records Disposal Act of 1943 provides for naval records to  be  destroyed  without  regard  to  statutory  and regulatory   requirements   under   two   emergency conditions. l  When  a  state  of  war  exists  or  hostile  action appears  imminent,  naval  records  held  outside  the territorial  limits  of  the  continental  United  States (CONUS)   may   be   authorized   for   emergency destruction.  This  authorization  may  come  from SECNAV or the head of the command having custody of  the  records.  However,  before  destruction,  a determination  must  be  made  that  retention  of  the  records would be prejudicial to United States interests or that the  records  occupy  space  urgently  needed  for  military purposes  and  are  without  sufficient  value  to  warrant continued  preservation.  Within  6  months  after  the disposal of any records under this authorization, submit a written statement describing the records and showing when  and  where  disposal  occurred  to  COMNAVDAC (Code  80). . Records such as nitrocellulose base film or tape sometimes become a menace to property, health, or life. Under  such  circumstances,  41  CFR  101-11.407-2 provides  for  their  emergency  destruction  regardless  of their  retention  period.  If  any  naval  record  constitutes such  a  menace,  a  request  should  be  made  for  its emergency destruction to COMNAVDAC (Code 80) via the  administrative  chain  of  command.  COMNAVDAC (Code 80) will determine whether or not immediate destruction  is  warranted  and,  when  necessary,  obtain  the concurrence  of  the  Archivist  of  the  United  States. The  accidental  destruction  of  records  will  be reported to COMNAVDAC (Code 80). If you are at sea, your  unclassified  and  classified  records  should  be destroyed  by  burning.  At  ashore  activities,  unclassified records may be scrapped or sold as wastepaper provided the records are either treated to destroy word content (by shredding),  or  by  inserting  a  contract  clause  that prohibits the resale or use of the records or documents. Donations Naval records may be moved and assigned to other custody within the Naval Establishment, to FRCs, to the NARA, or to other government agencies. When moving the  records  involves  a  change  in  custody,  the  move  is referred  to  as  a  records  transfer.  Changes  in  location within the activity, usually by removal to local storage areas, are referred to as records retirement. When the public interest will be served, records authorized for disposal may be offered to an eligible 6-9

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