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NOAA Records SchedulesChapter 300Personnel Management FilesRevised on 12/2020 to include DAA-0370-2020-0003-0001, Wage Mariner Pay Schedules;Revised on 07/2020 to incorporate changes transmitted under NARA transmittal 31 to the General Records Schedules (GRS);Revised on 04/2020 to add items 170, 171, and 180 to cover impact files and recruitment records and totally revised GRS 2.3reducing the previously 23 items to 13, and added items 080 and 100 to cover Merit Systems Protection Board and Federal LaborRelations Authority Case Files;Revised on 11/2019 to include an Exclusion to: NOAA Records Series 301-04, Official Personnel Folder (OPF)/Electronic OPF(eOPF);Revised on 06/2019 to include an Update to: General Records Schedule (GRS) 2.3, item 060, Employee Relations Records,Administrative Grievance, Disciplinary, and Adverse Action Files;Revised on 04/2018 to include Updates to: General Records Schedule (GRS) 2.7, Employee Health and Safety Records andadditional updates to GRS 2.1; andRevised on 09/2017 to include Updates to: (GRS) 2.1, Employee Acquisition Records; 2.2 Employee Management Records; 2.3,Employee Relations Records; 2.4, Employee Compensation and Benefits Records; and 2.5, Employee Separation Records).
Agency civilian personnel records relate to the supervision over and management of Federal civilian employees.This schedule covers the disposition of Official Personnel Folders of civilian employees and other records relatingto civilian personnel, wherever located in the agency. Specifically excluded are program records of the Office ofPersonnel Management (OPM), the Bureau of Medical Services (PHS/HHS), the Office of Workers' CompensationPrograms (DOL), and the Equal Employment Opportunity Commission. Any records created prior to January 1,1921, must be offered to the National Archives and Records Administration (NARA) for appraisal before thesedisposition instructions may be applied. The most important types of records, the Official Personnel Folders, theService Record Cards, and the Employee Medical Folders, are maintained according to The Guide to PersonnelRecordkeeping, an OPM manual that prescribes a system of recordkeeping for Federal personnel.
Table of ContentsNOAASeries #Records Tile/Description300Employee Acquisition Records (Formerly Recruitment & Selection Records) Updated byGRS 2.1 on 2/2018 and GRS Transmittal 31, 4/2020.300-01Classification StandardsPosition DescriptionsPosition Reviews and Classification AppealsCertificates of ClassificationJob Vacancy Case FilesJob Application PackagesCase Files on Lost or Exposed Job Test MaterialsRequests for non-Competitive Personnel ActionInterview RecordsPolitical Appointment (Schedule C) RecordsExcepted Service Appointment RecordsSpecial Hiring Authority Program RecordsRecords Related to Individual Employees Hired Under Special Temporary AuthorityPre-appointment FilesRecords of Delegation of Authority for Examination and CertificationAdverse Impact Files NEWRecruitment Records 9300-10300-11300-12300-13300-14300-15300-16300-17
8301-09301-10301-11301-12Employee Management RecordsEmployee Management Administrative RecordsWorkforce and Succession Planning RecordsEmployee Incentive Award RecordsOfficial Personnel Folder (OPF)/Electronic OPF (eOPF)Notifications of Personnel ActionsEmployment Eligibility Verification RecordsEmployee Performance File System RecordsRecords of Senior Executive Service EmployeesSupervisors' Personnel FilesVolunteer Service Program Administrative Records NEWVolunteer Service Case Files NEWSkill Set Records 2-08302-09302-10302-11Employee Relations RecordsEmployee Relations Programs’ Administrative RecordsReasonable Accommodation Case FilesDislocated Worker Program FilesTelework/alternate Worksite Program Case FilesHarassment Complaint Case FilesAdministrative Grievance, Disciplinary, Performance-based, and Adverse Action Case FilesAlternative Dispute Resolution (ADR) Case FilesMerit Systems Protection Board (MSPB) Case Files NEWLabor Arbitration (Negotiated Grievance Procedure) Case RecordsFederal Labor Relations Authority (FLRA) Case Files NEWEEO Discrimination Complaint Case Files
302-12302-13Records Documenting Contractor Compliance with EEO RegulationsLabor Management Relations Agreement Negotiation 07303-08303-09303-10303-11Employee Compensation and Benefits RecordDonated Leave Program Administrative Records NEWDonated Leave Program Individual Case FilesWage Survey FilesIncentive Package RecordsWorkers’ Compensation (Personnel Injury Compensation) RecordsRequests for Health Benefits under Spouse EquityChild Care Subsidy Program Administrative Records NEWChild Care Subsidy Program Individual Case Files NEWFamily Medical Leave Act Program Administrative Records NEWFamily Medical Leave Act Program Individual Case Files NEWWage Mariner Pay Schedules NEW304304-01304-02304-03304-04Employee Separation RecordsSeparation Program Management RecordsIndividual Employee Separation Case FilesRecords Documenting Capture of Institutional and Specialized Knowledge NEWIndividual Employee Separation Records Required to be Placed in Separating Employee’sOPFPhased Retirement Administrative Records NEWPhased Retirement Individual Case Records NEW304-05304-06
305Employee Training Records (Previously, Subfunction 304, Employee Performance,Utilization, and Training Files, have been moved to NOAA Records Series 203-04,Employee Training -07306-08Employee Health and Safety RecordsClinic Scheduling RecordsNon-occupational Individual Medical Case FilesNon-occupational Health and Wellness Program RecordsEmployee Assistance Program (EAP) Counseling Records NEWEmployee Drug Test Plans, Procedures, and Scheduling RecordsEmployee Drug Test Acknowledgment of Notice FormsEmployee Drug Testing Specimen RecordsEmployee Drug Test Results307NOAA Corps Official Personnel Folder (OPF) **Change in Numbering System from 305to 306 to Accommodate GRS 2.7, Employee Health and Safety RecordsOfficer Personnel FolderOfficer Medical Folder307-01307-02
Employee Acquisition Records (GRS 2.1)This schedule covers records agencies create in the process of hiring employees for Federal civilian service,whether career service, senior executive service, political appointment, excepted service appointment, ortemporary/special appointment. It also covers records documenting job or position descriptions andclassification. The Office of Personnel Management (OPM) exercises oversight of many—but not all—Federalagencies’ employee selection processes. Its procedural rules and best practices are spelled out in its “DelegatedExamining Operations Handbook.” This schedule reflects OPM’s determinations on appropriate records retentionperiods.This schedule applies only to civilian employee hiring records, although in both civilian and military agencies.Military staff selection follows very different processes and creates records that are unique to only a fewagencies. Therefore these records are not covered in the GRS.Agencies must offer any records created prior to January 1, 1921, to the National Archives and RecordsAdministration (NARA) before applying disposition instructions in this schedule.
Series #Records Series TitleRecords Description300EmployeeAcquisitionRecordsThis schedule provides disposition authorityfor records agencies create and receive in thecourse of bringing employees into the Delegated Examining Operations Handbook:A Guide for Federal Agency ExaminingOffices” covers in detail how agencies withauthority to hire employees, as delegatedfrom the Office of Personnel Management, areto carry out this function. Appendix C is theschedule for records created in that process.Appendix C derives from GRS 1, items 33athrough 33t. All but two items in GRS 1 aresuperseded (and the other two are rescinded)by new GRS 2.1. GRS 1 items and AppendixCare now superseded by GRS 2.1.Correspondence and other records relating todeveloping classification standards specific to a singleagency or all agencies, including notice of Office ofDisposition AuthorityDAA-GRS-2014-0002-0001(GRS 2.1, item 010)DispositionInstructionTEMPORARY.Destroy 2 yearsafter standard is
Personnel Management (OPM) approval ordisapproval.Supersedes NOAASchedule Item:Exclusion: OPM’s case files on classification standardsare not covered by this item.NOTE:305-01a(2)a, PositionClassification StandardsFiles – Case File,(GRS 1, item 7a(2)a),Case File); and1. NOAA Schedule Item 305-01a1, Standards andguidelines issued or reviewed by OPM andused to classify and evaluate positions withinthe agency, (GRS 1, item 7a(1), and2. NOAA Schedule Item 305-01a2b, Review Files(GRS 1, item 7a(2)(b)300-02Both above items were rescinded by GRS Transmittal28.Position Descriptions. Records relating to developing, editing, classifying, andevaluating position descriptions, including informationon title, series, grade, duties, and responsibilities.NOTE:1. NOAA Schedule Item 305-01c1, Classificationsurvey reports on various positions preparedby classification specialists, including periodicreports (GRS 1, item 7c(1), and2. NOAA Schedule Item 305-01c2, Inspection,audit, and survey Files, (GRS 1, item 7c(2305-01b, PositionClassification StandardsFiles – Review File(GRS 1, item 7a2b)superseded,canceled, ordisapproved byOPM (asappropriate) butlonger retentionis authorized ifrequired forbusiness use.
Both above items were rescinded by GRS Transmittal28.a. Official record copy of position description.DAA-GRS-2014-0002-0002(GRS 2.1, item 020)Copy held at Human Resources office.Supersedes NOAASchedule Item:305-01b, PositionDescriptions(GRS 1, item 7b)b. Copies in employee Official Personnel File (OPF),Unofficial Personnel File (UPF) and supervisor’spersonnel file.c. All other related records.Includes: case file at position’s program office background material in Human Resources casefile other copies of records in item 020DAA-GRS-2014-0002-0002(GRS 2.1, item 021)Supersedes NOAASchedule Item:305-01b, PositionDescriptions(GRS 1, item 7b)DAA-GRS-2014-0002-0003(GRS 2.1, item 022)TEMPORARY.Destroy 2 yearsafter position isabolished ordescription issuperseded, butlonger retentionis authorized ifrequired forbusiness use.TEMPORARY.Destroy inaccordance withdisposalinstructions forassociated file.(See GRS 2.2section on OPFs.)TEMPORARY. .Destroy whenpositiondescription isfinal, but longerretention isauthorized ifrequired forbusiness use.
300-03Position Reviews andClassificationAppeals.Records an agency creates and receives whenreviewing a position’s classification in response to aclassification appeal to the agency HumanResources function or directly to OPM, includingrecords of desk audits.Exclusion: OPM’s corresponding case file is notcovered by this item.300-04Certificates ofClassification.Certificates a Federal agency receives from OPM,stating final decision on a position classificationappeal.Exclusion: OPM’s file is not covered by this item.DAA-GRS-2014-0002-0004(GRS 2.1, item 030)Supersedes NOAASchedule Item:305-01d(1), Case FilesRelating to ClassificationAppeals(GRS 1, item 7d1)DAA-GRS-2014-0002-0005(GRS 2.1, item 040)Supersedes NOAASchedule Items:305-01d2, Certificate ofClassification,(GRS 1, item 7d2)300-05Job Vacancy CaseFiles.Case files an agency creates when posting andfilling competitive job vacancies. Also known ascase examining, competitive examination, or meritcase files. Includes: request for lists of eligible candidates job announcement examination announcement job analysis, assessment criteria, and creditingplan basis for certificationTEMPORARY.Destroy 3 yearsafter finaldecision, butlonger retentionis authorized ifrequired forbusiness use.TEMPORARY.Destroy 2 yearsafter position isabolished ordescription issuperseded, butlonger retentionis authorized ifrequired forbusiness use.
applications, resumes, supplemental forms,other attachments list of eligible candidates or applicants screened,ranking or ratings assigned, and basis forcertification certificates, registers or lists of eligiblecandidates issued to selecting officials job-related test records mandatory applicant drug test records annotated certificates of eligible candidatesreturned by selecting officials job offers records of job offer being accepted or declined correspondence/documentation ofannouncement or recruiting operationLegal citation: 5 CFR 335.103a. Records of one-time competitive and SeniorExecutive Service announcements/ selections.DAA-GRS-2017-0011-0001(GRS 2.1, item 050)Supersedes NOAASchedule Item:303-02, Certificate ofEligibles Files(GRS 1, item 5, in part)b. Records of standing register competitive files formultiple positions filled over a period of time.DAA-GRS-2017-0011-0002(GRS 2.1, item 051)Supersedes NOAASchedule Item:TEMPORARY.Destroy 2 yearsafter selectioncertificate isclosed or finalsettlement of anyassociatedlitigation;whichever is later.TEMPORARY.Destroy 2 yearsafter terminationof register.
300-06Job ApplicationPackages.303-02, Certificate ofEligibles Files(GRS 1, item 5, in part)DAA-GRS-2014-0002-0011Application packages for competitive positions, inUSAJobs or its successors, and other systems, whether (GRS 2.1, item 060)electronic or analog. Includes:Supersedes NOAA applicationSchedule Item: resume supplemental forms303-01 b(1), Offer of other attachmentsEmployment File(GRS 1, item b1);Note: This item is only for copies of materialssubmitted to and maintained in systems that receivejob applications. Copies of these records used to filljob vacancies are covered under job vacancy case files300-05a and 300-05b (Items 050 and 051).303-01 b(2), Temporary orexcepted appointment(GRS 1, item b2);303-01 b(3), All othersappointment(GRS 1, item b3);303-03k, Examining andCertification Records Cancelled and ineligibleapplications for positionsfilled from a register orinventory(GRS 1, item 33k);TEMPORARY.Destroy 1 yearafter date ofsubmission.
303-03kl1, On activeregister or inventory(GRS 1, item 33kl1);303-03kl2, On inactiveregister or inventory(GRS 1, item 33kl2);303-03m, Ineligible orincomplete applicationsfor positions filled by caseexamining(GRS 1, item 33m); and303-03n. Eligibleapplications for positionsfilled by case examiningthat either are notreferred to the hiringofficial or are returned tothe examining office bythe hiring official(GRS 1, item 33n)300-07Case Files on Lost orExposed Job TestMaterials.Files showing the circumstances of loss, nature of therecovery action, and corrective actions when CivilService or job-specific test questions are erroneouslymade potentially available to candidates.DAA-GRS-2014-0002-0012(GRS 2.1, item 070)Supersedes NOAASchedule Item:303-03j, Lost orTEMPORARY.Destroy 5 yearsafter date of finalreport.
300-08300-09Requests for nonCompetitivePersonnel Action.Interview Records.Exposed Test MaterialCase Files(GRS 1, item 33j)DAA-GRS-2014-0002-0013Agency copy of requests submitted to OPM forapproval of non-competitive personnel action on such (GRS 2.1, item 080)matters as promotion, transfer, reinstatement, orSupersedes NOAAchange in status.Schedule Item:Case files related to filling job vacancies, held byhiring official and interview panel members.Includes: copies of records in the job vacancy case file300-05a and 300-05b (item 050 and 051) notes of interviews with selected and nonselected candidates reference check documentationLegal citations:5 CFR 335.103, 5 CFR 300.104. According to 5 CFR300.104, the time frame in which an appeal must befiled may be established by each agency at its owndiscretion.303-03o, Request for priorapproval of personnelactions taken by agencieson such matters aspromotion, transfer,reinstatement, or changein status(GRS 1, item 33o)DAA-GRS-2014-0002-0008(GRS 2.1, item 090)Supersedes NOAASchedule Item:303-21, Interview Files(GRS 1, item 8)TEMPORARY.Destroy 1 year afterapproval is grantedor denied.TEMPORARY.Destroy 2 yearsafter case is closedby hire or nonselection,expiration of rightto appeal a nonselection, or finalsettlement of anyassociatedlitigation,whichever is later.
300-10Political Appointment(Schedule C) Records. Records regarding evaluation of individuals’suitability for non-career positions by noncompetitive appointment under Schedule C (asdefined in 5 CFR 213.3101, 3201, 3301 and3401). Includes: applications for employment resumes individuals’ background information ethics pledges and waivers security clearances correspondence other documentation relating to the selection,clearance, and appointment of politicalappointeesExclusion: Records of Schedule C PresidentialAppointments (PA) and Presidential Appointmentswith Senate Confirmation (PAS) are not covered bythis item and must be scheduled by the agency.Legal authorities: 5 CFR 213.3101, 3102, 3201, 3202,3301, 3302, 3401, 3402.a. Records (except ethics pledges and waivers)related to appointees.DAA-GRS-2014-0002-0014(GRS 2.1, item 100)TEMPORARY.Destroy afterseparation.Retention up toend ofadministrationunder whichindividual was hiredis authorized if
b. Ethics pledges and waivers of appointees.c. Records related to non-appointees.300-11Excepted ServiceAppointmentRecords.Records created in filling permanent or temporaryjob vacancies by non-competitive appointmentunder Schedules A, B, or D (as defined in 5 CFR213.3101, 3201, 3301 and 3401). Includes (asappropriate): application, attachments, and supplementalforms documentation of eligibility for excepted serviceappointment proof of special qualifications resume or other proof of employment,education, or relevant experience proof of disability issued by a licensed medicalprofessional(GRS 2.1, item 101)DAA-GRS-2014-0002-0015(GRS 2.1, item 102)required forbusiness use.File in appointee’sOfficial PersonnelFile, per ExecutiveOrder 13490.TEMPORARY.Destroy 1 year afterconsideration ofthe candidate ends.Retention up toend ofadministrationunder whichindividual wasconsidered isauthorized ifrequired forbusiness use.
certification of job readiness notice of appointment, terms, and acceptanceNote: Any of the above records appropriate to includein the OPF may be moved to the OPF when the agencycreates it.Legal authorities: 5 CFR 213.3101, 3102, 3201, 3202,3301, 3302, 3401, 3402.a. Case files that document appointing individualswith intellectual disabilities, severe physicaldisabilities, or psychiatric disabilities as defined in 5CFR 213.3102(u).b. Case files related to all other appointees.300-12Special HiringAuthority ProgramRecords.DAA-GRS-2014-0002-0018(GRS 2.1, item 110)Supersedes NOAASchedule Item:303-04, HandicappedIndividuals AppointmentCase Files(GRS 1, item 40)DAA-GRS-2014-0002-0019(GRS 2.1, item 111)DAA-GRS-2014-0002-0016Records an agency creates and receives thatdocument its administration of special hiring authority (GRS 2.1, item 120)programs such as summer, student, intern, and otherSupersedes NOAAtemporary hiring authorized by OPM.Schedule Items:TEMPORARY.Destroy 5 yearsafter candidateenters on duty, isno longer underconsideration, ordeclines offer.TEMPORARY.Destroy 2 yearsafter candidateenters on duty, isno longer underconsideration, ordeclines offer.TEMPORARY.Destroy 2 yearsafter hiringauthority closesbut longer
303-07, Studentemployment and WorkStudy Program Files.303-07a, Junior FellowProgram Files;303-07b, COOP Programfiles;303-07c, University Files,including correspondenceto Universities;303-07d, UniversityAgreement Files;303-07e, Student Files;303-17, Career InternProgram Files;303-17a, Individual InternFolders; and303-17b, Other ProgramMaterial; and303-28, Employment ofRelatives Filesretention isauthorized ifrequired forbusiness use.
300-13Records Related toIndividual EmployeesHired Under SpecialTemporary Authority.Includes participant agreement, records of mentoring, DAA-GRS-2014-0002-0017(GRS 2.1, item 130)documentation that employee fulfilled educationaland other requirements, and conversion to aSupersedes NOAApermanent position.Schedule Items:303-11, Temporary orIndefinite EmploymentFiles300-14Pre-appointmentFiles.Records created when vetting a prospective employeebetween the time a job offer is accepted and the timeemployee enters on duty.a. Records documenting background investigation orvetting of prospective employees to determineeligibility for security clearance and sensitivepositions.Included are forms in the SF-85 family, finger printcharts, and related correspondence.b. Records appropriate for inclusion in OPF.Such as designation of beneficiary, life insuranceelection, and health benefits registration.(1) Records concerning prospective employees whoenter on duty.(GRS 2.1, item 140)(GRS 2.1, item 140)No authority, filinginstruction only.(GRS 2.1, item 141)No authority, filinginstruction only.TEMPORARY.Destroy 2 yearsafter employee isconverted to apermanentposition or leavesa program butlonger retentionis authorized ifrequired forbusiness use.Forward toappropriatesecurity officeafter prospectiveemployee enterson duty, declinesappointment, oris no longer acandidate.Forward toappropriatehuman resourcesoffice to includein OPF after
300-15Records ofDelegation ofAuthority forExamination andCertification.(2) Records concerning prospective employees whodo not enter on duty.DAA-GRS-2014-0002-0009c. Copies of records included in Job vacancy case file(items 050 or 051).DAA-GRS-2014-0002-0010(GRS 2.1, item 142)(GRS 2.1, item 143)a. Agreements and related records created under the DAA-GRS-2014-0002-0021authority of 5 U.S.C. 1104 by which OPM delegates to (GRS 2.1, item 150)an agency the authority to examine and certifySupersedes NOAAapplicants for employment.Schedule Item:Exclusion: OPM’s records are not covered by this303-03a, Examining anditem.Certification Records –Delegated Agreements(GRS 1, item 33a)DAA-GRS-2014-0002-0022b. Delegated authority audits.(GRS 2.1, item 160)Reports of delegated examining operations auditdelivered to the audited agency.Supersedes NOAASchedule Item:employee enterson duty.TEMPORARY.Destroy 1 yearafter prospectiveemployee is nolonger acandidate.TEMPORARY.Destroy afterprospectiveemployee enterson duty, declinesappointment, oris no longer acandidate.TEMPORARY.Destroy 3 yearsafter agreementterminates butlonger retentionis authorized ifrequired forbusiness use.TEMPORARY.Destroy when 3years old butlonger retentionis authorized if
Exclusion: OPM’s records are not covered by thisitem.300-16Adverse Impact Files.Records documenting the impact of tests and otherselection procedures on peoples’ employmentopportunities, recorded by sex, race, and ethnic groupin order to determine compliance with the UniformGuidelines on Employee Selection Procedures.Includes records documenting: number of applicants by sex, race, and nationalorigin number of people hired, promoted, and terminated,by sex, race, and national origin selection procedures and their validitya. Records revealing no adverse impact.303-03t, Reports of auditsof delegated examiningoperations(GRS 1, item 33t)DAA-GRS-2018-0008-0001(GRS 2.1, item 170)NEWb. Records revealing an adverse impact.Legal citation:29 CFR 1607.15A(2)(b)DAA-GRS-2018-0008-0002(GRS 2.1, item 171)NEWrequired forbusiness use.TEMPORARY.Destroy when 3years old, butlonger retentionis authorized ifrequired forbusiness use.TEMPORARY.Destroy when 2years old, butlonger retentionis authorized ifrequired forbusiness use.
300-17Recruitment Records. Records documenting agency in-person and on-linerecruitment efforts at career fairs, job fairs, visits tocolleges, and similar venues. Includes: records documenting planning and logistics ofindividual recruitment events record copy of advertisement and materials fordistribution (see Exclusion 2) contact information and interest areas collectedfrom potential job candidates recruitment event reports correspondence with prospective candidatesExclusion 1: Military recruitment advertising recordsmust be scheduled by military establishments.Exclusion 2: Recruitment posters must be scheduledby agencies.DAA-GRS-2018-0008-0003(GRS 2.1, item 180)NEWTEMPORARY.Destroy when 1year old, butlonger retentionis authorized ifrequired forbusiness use.
Employee Management Records (GRS 2.2)This schedule covers records Federal agencies create while carrying out the work of employee management:supervising employees, processing personnel actions, managing employee performance, and creating andmaintaining personnel and volunteer service records.Agencies must offer any records created prior to January 1, 1921, to the National Archives and RecordsAdministration (NARA) before applying disposition instructions in this schedule.Series #Records Series agementAdministrativeRecords.Records DescriptionDisposition AuthorityDAA-GRS-2017-0007-0001Records on routine office program support,(GRS 2.2, item 010)administration, and human resources operations.Includes:Supersedes NOAA reports, including annual reports to theDepartment of State concerning the number of Schedule Items:official passports issued and related matters301-01, Intra reports from subordinate units regardingmanagementstatistics and other reporting measuresCommunications Files general correspondence with internal agencyoffices and with OPMDispositionInstructionTEMPORARY.Destroy when 3years old, butlonger retention isauthorized ifrequired forbusiness use.
general correspondence with travelers regardingofficial passport application procedures anddocumentation requirements statistics, including lists of official passportholdersExclusion: Agency reports received by theDepartment of State document the Department'smission and must be scheduled by theDepartment.302-04c, All othercorrespondence andforms(GRS 1, item 17c)302-05, PersonnelCorrespondence andSubject Files(GRS 1, item 3)302-07, PersonnelReports File(GRS 1, item 16)301-02Workforce andSuccession PlanningRecords.Records about workforce planning and analysis,including succession planning, developed insupport of executive-level and other agencyplanning initiatives. Includes: planning and analysis models planning data briefing materials studies and surveys lists of functions and staff at keylocationsExclusion: Records maintained by executivesresponsible for policy formulation or other high-levelactions. Schedule these on agency-specific schedules.302-08, PersonnelCorrespondence File(GRS 1, item 3)DAA-GRS-2017-0007-0002(GRS 2.2, item 020)New ItemTEMPORARY.Destroy 3 yearsafter issuing eachnew plan, butlonger retention isauthorized ifrequired forbusiness use.
301-03Employee IncentiveAward Records.DAA-GRS-2017-0007-0003Agency awards files, including recommendations,(GRS 2.2, item 030)approved nominations, correspondence, and reportsabout agency-sponsored cash and noncash awardsSupersedes NOAA(such as lump-sum cash awards, honorary awards,informal recognition awards, cost savings awards, and Schedule Items:time off awards). Also, includes correspondence about304-10a, Employeeawards from other Federal agencies or non-FederalAwards Files - Case filesorganizations and to former employees.Exclusion: Records of Department-level awardsrequire agency-specific schedules.includingrecommendations,approved nominations,correspondence, reports,and related handbookspertaining to agencysponsored cash andnoncash awards such asincentive awards, withingrade merit increases,suggestions, andoutstanding performance(GRS 1, item 12a1)304-10b, Correspondencepertaining to awards fromother Federal agencies ornon-Federal organizations(GRS 1, item 12a2)304-11, Records includingcorrespondence, reports,computations of serviceand sick leave, and lists ofawardeesTEMPORARY.Destroy when 2years old or 2 yearsafter award isapproved ordisapproved,whichever is later,but longerretention isauthorized ifrequired forbusiness use.
(GRS 1, item 12b)304-06, Copies of lettersrecognizing length ofservice and retirement andletters of appreciation andcommendation forperformance, EXCLUDINGcopies filed in the OPF(GRS 1, item 12c)304-07, Lists of or Indexesto Agency AwardNominations(GRS 1, item 12d)304-08, Reportspertaining to theoperation of the IncentiveAwards Program301-04Official PersonnelFolder(OPF)/Electronic OPF(eOPF).The Official Personnel Folder (Standard Form 66) or itsapproved electronic equivalent documents anindividual’s employment history.Exclusion: Agencies not subject to OPMrecordkeeping requirements under title 5, U.S. Code,should apply their own agency-specific schedule.Note 1: For transferred employees, see Chapter 7 ofThe Guide to Personnel Recordkeeping for instructions.(GRS 1, item 13) –Rescinded by TM 28
Note 2: Hardcopy original personnel folders scannedinto the Enterprise Human Resource Integration(EHRI) eOPF Database are covered by GRS 5.2, item020, Intermediary Records, which is NOAA ScheduleItem 200-07.a. Long-term records.Records of separated employees saved to the“permanent” folder in the eOPF or filed on theright side of the hardcopy OPF.Exclusion: OPFs for employees separated prior toDecember 31, 1973. It is the responsibility of OPM toschedule these records.Note: 302-01a (GRS 1, item 1a) OPFs – TransferredEmployees was Rescinded by GRS Transmittal 28.b. Short-term records.Records of separated employees saved to the“temporary” folder in the eOPF or filed on the leftside of the hardcopy OPF.Exclusion: USCIS Form I-9 and performance-relatedrecords. See 301-06 for I-9 Forms; and 301-07a, 30107b, and 301-08b for disposition of temporaryperformance-related records.TEMPORARY.Destroy whensurvivor orSupersedes NOAAretirement claimsSchedule Item:are adjudicated orwhen records are302-01b, Official129 years old,Personnel Folders (OPFs) whichever isof Federal Employees soone
NOAA Records Schedules . Chapter 300 . Personnel Management Files. Revised on 12/2020 to include DAA-0370-2020-0003-0001, Wage Mariner Pay Schedules;. Revised on 07/2020 to incorporate changes transmitted under NARA transmittal 31 to the General Records Schedules (GRS);. Revised on 04/2020 to add items 170, 171, and 180 to cover impact files and recruitment records and totally revised GRS 2.3
