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Terminating Files
Yeoman 1 & C - Military training manual
Access to Center Records
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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