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however, that each and every item must be disposed of
on the day authorized for destruction. You will recall the
discussion in previous paragraphs on terminating the
files. Individual commands setup any sort of destruction
program they wish, such as once every 3 months,
semiannually, or annually as convenient. What the law
intends is that records no longer having value should not
take up valuable space over long periods of time. This
is especially important on ships, where every square foot
of space has an allotted purpose. It must be emphasized
that records are not to be destroyed before the scheduled
destruction date except in case of emergency.
WHERE TO SHIP AND HOW TO SHIP
Certain specialized record categories are
centralized at designated centers for convenience of
administration and reference. The records to be
centralized are listed in Navy records disposal schedules
for transfer to the designated specialized center.
SECNAVINST 5212.5C indicates that personnel
records are always shipped to the following records
center:
Civilian personnel National Personnel Records Center
records
(Civilian Personnel Records)
111 Winnebago Street
St. Louis MO 63118
Navy and Marine
National Personnel Records Center
Corps military
(Military Personnel Records)
records
9700 Page Boulevard
St. Louis MO 63132
Other records are shipped to the appropriate FRC
listed in appendix C, SECNAVINST 5212.5C. As a
general rule, this is the nearest center.
Packing for Shipment
Records are packed in standard FRC cartons
preserving the original file arrangement. Leave a
half-inch space for each carton to permit easy
withdrawal of folders. Use only standard record center
cartons available through General Services
Administration (GSA). FRCs will reject any shipment
of records not in authorized records center cartons. Each
carton holds 1 cubic foot of material. Letter-size folders
are packed upright facing the front of the carton,
legal-size folders facing the left side of the carton. The
front is the 10-inch by 12-inch end opposite the staple
end (fig. 6-3). Contact FRC regarding shipments of
odd-sized material such as bound volumes, ledgers,
maps, and charts that will not tit into standard FRC
cartons or fragile items such as glass plate negatives that
require special handling.
Using a permanent black felt-tip marker, write the
full accession number (items 6 [a], [b], and [c]) of the
approved Standard Form 135; for example, 181-87-134,
in the front upper left corner of each carton. Also,
number the cartons sequentially; for example, 1 of 10,
2 of 10, in the front upper right corner of each carton as
shown in figure 6-3. Do not use labels to mark cartons.
No standard method of affixing labels is effective in
long-term FRC storage. Write the accession number and
box number directly on the box.
Classified Records
Classified records are shipped according to the
Information and Personnel Security Program
Regulations Manual, OPNAVINST 5510.1H. Before
packing classified records, make every effort to
declassify them under the provisions of OPNAVINST
5510.1H. Those records that cannot be declassified
should be carefully inventoried and shipped according
to security regulations contained in OPNAVINST
5510.1H. All FRCs have classified stowage space for all
categories of security classified records.
Federal Records Centers
Ten Federal Records Centers (FRCs) have been
established at locations conveniently accessible to the
various geographic areas. COMNAVDAC, under the
Chief of Naval Operations, is responsible for managing
the Navy Records Disposal Program, managing
SECNAVINST 5212.5C, and acting as the single Navy
liaison with the NARA regarding naval records
disposition.
Figure 6-3.-Packing records for shipment.
6-11
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