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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,
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