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Methods of Disposition
Yeoman 1 & C - Military training manual
Where to Ship and How to Ship
person,   organization,   institution,   corporation,   or government (including a foreign government) that has made  application  for  them.  Records  will  not  be transferred without prior written approval of the NARA. Request  approval  via  COMNAVDAC  (Code  80). Retirement Most  naval  records  are  short-term  temporary records eligible for destruction in less than 5 years, and the  bulk  of  these  have  retention  periods  of  2  years  or less.  These  short-term  records  should  be  cut  off  at regular intervals, retired locally, and destroyed by the accumulating activity as soon as their retention periods have expired. Generally, it is not economical to transfer them to FRCs. The following records maybe retired to local  storage  areas: .  Short-term  records  eligible  for  destruction  in  less than 5 years . Long-term records that must be retained close at hand until frequency of reference to the records will permit their transfer to an FRC Microfilming A   micrographic   system   is   used   within   the Department of the Navy (DON) for two basic purposes: .   To   improve   administrative   or   operating processes l  To  replace  paper  records  when  it  has  been determined  that  space  and  equipment  savings  or other benefits will outweigh microfilming costs Transfer Indefinite or permanent retention of official records is known as preservation. This does not include those records retained at the local level, but is composed of all official records retained at an authorized FRC. Few records  are  actually  transferred  for  preservation.  Those records that have a retention value are transferred to the nearest  FRC,  unless  authority  for  an  exception  is authorized  by  SECNAVINST  5212.5C.  An  up-to-date listing  of  FRCs  is  contained  in  SECNAVINST  5212.5C, appendix  C. A Records Transmittal and Receipt, Standard Form 135,  must  be  sent  to  the  FRC  for  approval  before shipping  records.  Complete  the  form  in  triplicate. Forward the original and two copies of the form to the FRC. Do not ship the records at this time. The FRC will review the form for completeness and accuracy and return one copy of the form authorizing shipment of the records. TERMINATING FILES Termination of a file means that you close out the entire file and begin a new one to run until the next termination date. Since your terminated file will be relatively inactive, it should be placed in an appropriate location. So  that  your  records  may  be  disposed  of systematically  and  in  blocks,  files  are  terminated periodically. This makes your job of deputation and removal  of  the  records  for  destruction  or  transfer  much easier. If your volume of correspondence is too great for terminating your files at the end of each calendar year, you may terminate them semiannually. You may also remove and destroy certain material on a daily basis; however, you will find this procedure impractical at most  activities. REVIEWING The instructions for records disposal usually contain listings of material or items by subject matter. It is easy to determine whether a particular group of documents should  be  destroyed  locally,  held  until  eligible  for destruction,  or  forwarded  to  an  FRC. To guarantee timely disposal of your records, it is a good idea to label your records disposal instructions for each  file  you  maintain,  showing  the  disposal  authority. Periodically   check   your   instructions   and   take appropriate action. Remove for immediate burning, scrapping, or shipping those groups that have passed the deadline  for  final  disposition.  Be  sure  the  disposition date has passed so you are not disposing of material on which action may be pending. Records designated in disposal instructions for transfer to an FRC are forwarded as scheduled or earlier. nose records designated for permanent or indefinite retention  and  records  for  which  you  cannot  find  a disposal authority are transferred when they are of no further value to the activity. DESTRUCTION DATES Federal law makes it mandatory that, except in extenuating  circumstances,  records  scheduled  for destruction must be destroyed. This doesn’t mean, 6-10

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