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'I REQUEST FOR RECORDS OISPOSITION AUTHORITY .TO NATIONALARCHIVES andRECORDS ADMINISTRATION W A S H IN C T O N ,D C 2 O 8 1. FROM (Agency 01 eSlabhat'lme",)Department of Energy .2. MAJOR SUBDIVISION(NIR)DATE f'eCelVEc1ft accord,nceDepartment-wideMary Ann Wallace - 9. NOnFICAnONWashington, DC 20585OF PERSON WITH WkOM TO CONFER. "I, v---.TO AGENCYwith the provilioft.U.s.C. 330h the elilpolition(or 44rtqn .iftCludlftl,mtftdmtnta,i.approved ftCtplfor iteen. chacmal" mlruCi -eli'pos,lio"noc 'pproYed- OC" withdrawn- in column 10.3. MINOR SUBDIVISION . ME1-151- 91-:''1,JOB NUM e#(See Inst,.uctlon. on ,."'.,. . ). TELEPHONe301 90343536. AGENCY CERTIFICATION/I hereby certify that I am authorized to act for this agen in matters pertaining to t disposition of its recordsand that the records proposed for disposal on the attached 37 page(s) are not now needed for the businessof this agency or will not be needed after the retentionreii'Ocrs"srecined;and that written concurrence fromthe Ge.neral Accounting Office, under the provisions 0 TItle 8 0 the GAO Manual for Guidance of FederalAgencies, is not requlredi.0is attached; oro·nn.e.has been. requested.Team Leader,Records Mgt.7.ITEM . OESCRIPTION8. GRS ORSUPERSEOEDJOB CITATIONOF ITEM AND PROPOSEO OISPOSITIONNO./10. ACTIONTAKEN (NARAUSE ONLY)Administrative Schedule I .basedupon G S I ;See Attachment. "5-109NSN 7S OO-S3o&-40 P EVIOUS ECITION NOT USABLe)\

.,,-.'.DEPARTMENT OF ENERGYADMINISTRATIVE RECORDS SCHEDULE 1:PERSONNEL RECORDS

1.Official Personnel Folders of Federal Employees1.1. Official Personnel Files of Contractor Employees.552.Service Record Cards for Federal Employees63.Federal Personnel Correspondence Files3.1.Contractor Personnel Office Records.66.4.Offers of Employment Files. .75.Certificate of Eligibles Files - Federal Employment.76.Employee Record Cards.77.Position Classification Files - Federal Employees. .7.1.Contractor Job Classification Manuals. .898.Interview Records99.Performance Rating Board Case Files910.Temporary Individual Federal Employee Records911.Position Identification Strips - Federal.1012.Employee Awards Files1013.Incentive Awards Program Reports.14.Notifications of Personnel Actions.15.Employment Applications.16.Personnel Operations Statistical Reports.17.Correspondence and Forms Files.18.Supervisors' Personnel Files and Duplicates of Formal Personnel Files Documentation.1219.Individual Non-Occupational Health Record Files2.,,.11.11.11.1111; . 12

20.Health Unit Control Files.20.1 Contractor Health Unit Control Files. .131321.Federal Employee Medical Folder (EMF). .1321.1 Contractor Employee Medical Folder (EMF). .1421.2 Records Concerning Personnel Exposure to Hazardous Concentrations of ToxicChemicals and Other Materials. .1421.3 Radiation Contamination Control Program Records. .1521.4 Individual Employee Health Hazard Case Files1721.5 Personnel (Federal and Contractor) Radiation Exposure Dose Records (FilmBadges). .1822.Statistical Summaries.23.Employee Performance File System Records1824.Financial Disclosure Reports. .2025.Equal Employment Opportunity Records2026.Personnel Counseling Records. .2227.Standards of Conduct Files28.Federal Labor Management Relations Records. .28.1 Contractor Labor Management Relations Records232329.Federal Employee Training Records. .29.1 Contractor Employee Individual Training Folders.29.2. Administrative Training Records232425.18'23.30.Administrative Grievance, Disciplinary, and Adverse Action Files.31.Personal Injury Files. .32.Merit Promotion Case Files.33.Examining and Certification Records34.OccupationalInjury3.2626.and llIness Files.2627.29

'.f--'-e35.Denied Health Benefits Requests Under Spouse Equity3036.Federal Workplace Drug Testing Program Files3037.Donated Leave Program Case Files.3238.Wage Survey Files. .39.Retirement Assistance Files.40.Handicapped Individuals Appointment Case Files.41.Federal Pay Comparability Records.42.Americans with Disabilities Act43.Employee Concerns Program.44.Academic/Outreach Programs3445.Apprenticeship Program Files3446.Tuition Reimbursement Records3547.Vacancy Announcements (as created and maintained in personnel offices)3548.Recruitment Packages3549.Prehire Test Files3550.Individual Development Plans3651.Classification Appraisals (Pay)3652.Seniority Rosters3653.CertificationlDecertification Files3754.Unemployment Compensation Records3755.DirectoriesfPhone Listing374.32.32.32:3233.33

.,,,.INTRODUCTIONall Administrative Records Schedules (ADMs), ADM-1 covers records of the Department andcontractors.The records include information on the American with Disabilities Act, employeeconcerns programs, labor agreements and negotiations, labor relations, academic and outreachprograms, apprenticeship programs, job vacancies, unemployment compensation, recruitment, andemployee health. The most important types of records are the Official Personnel Folders, the ServiceRecord Cards, and the Employee Medical Folders. Those for Federal employees are maintainedaccording to The Guide to Personnel Recordkeeping, an Office of Personnel Management directivethat prescribes a system of recordkeeping for Federal personnel.As doMaster files created in central data processing facilities that replace records described under items 21,22, and 25f are not authorized for disposal by this schedule. Records authorized for disposal in thisschedule are also authorized for such disposal in both hard copy and electronic format ., /r. J f I-6k'-"t of flrJn"' "I'f!n1 rcc,yJ,s k 'httf!f/vt s!PraJe is atJ./f.tH;"eI, ?--u- e- y:J;1u. fAvc "p' 1.Official Personnel Folders of Federal Employees. (GRS 1, item 1).)/2/19"ds filed on the right side of the Official Personnel Folder (OPF). (See item 10 fortemporapers on the left side of the OPF). Folders covering employment terminated afterDecember1920, excluding those selected by the National Archives and RecordsAdministration 0 ermanent retention. See item 1.1 for contractor personnel files,a.See Chapter 7 of the GuidePersonnel Recordkeeping for instructions relating tofolders of employees transferreanother agency.b.Separated employees.Transfer folder to National Personnel Records Ce r (NPRC), Civilian PersonnelRecords Center (CPR) St. Louis, MO, 30 days afterst separation NPRC willdestroy 65 years after separation from Federal service.1.1.Official Personnel Files of ContractorEmployees.(NI-434-89-1),Records consist of employment histories and jobs held by the employee from initial daADM 1: PERSONNELRev: 1:RECORDS2-28-975

ofe ''.,loyment to date of separation. Includes, among other things, copy of all personnel andpay as, life and health insurance coverage, resumes, proof of residence, copy ofbackgrounstigation (not the Personal Security Questionnaire or Standard Form 86,which is filed in secoffices), military service documents; and training records of morethan 40 hours and any antraining records (certificates of completion) on health andsafety, radiation, hazardous dutyother courses when the employer's contract includessafety and health clauses (DEAR sus 970.52; 970.5204-2; 952.223; 952.223-71;952.223-72; 952.223-74; and 952.223-75), unse arate trainin records are ke t in thetraining activity. Drug testing records may be phese files or may be maintainedelsewhere provided they are adequately safeguarded. ;00Cut off file at time of separation.Destroy 75 years after cutoff.2.Service Record Cards for Federal Employees.(EXCEPTION TO GRS 1, Item 2)Service Record Card (Standard Form 7 or equivalent).8:. (The GRS stleitem is net 8:pplie8:elete the Departmeat efEnefg)'.)b.Cards for employees separated or transferred on or after January 1, 1948.Destroy 75 years after separation or transfer of employee.[NOTE: Effective December 31, 1994, the SF 7 card became obsolete. The disposition applies tothe information regardless of form.]Federal Personnel CorrespondenceFiles. (GRS 1, Item 3)ondence, reports, and other records relating to the general administration andoperation 0sonnel functions, but excluding records specifically described elsewhere in thisschedule and recoaintained at agency staff planning levels.Destroy when 3 years old.3.1.ContractorPersonnel Office Records.Administrative and correspondence type files relating to genedministration and operationof personnel functions and such other records not maintained in in .described elsewhere in this schedule.Make disposition in accordance with the terms of the contract or at contractor's option.ADM 1: PERSONNELRev: 1:RECORDS2-28-976

nut tx an!fcr to4.--.6,cftFeeeral reeeras s8ati.,Offers of EmploymentFiles. (GRS I, item 4), . eluding letters and telegrams, offering appointmentsa.Accepted offers.to potential i)e.s\rDy "' " Q.?po: tUl\ ,'s I"f.DeSlioywilelI110lungez IIeedeJt:Declined offers for Federal employment:When name is received from certificate of eligibles.Return to OPM with reply and application.(2)orary or excepted appointment.pplication (see item 15 of this schedule).I.(3)c.All others."All other declined offers.Destroy when no longer needed.rtificate of Eligibles Files - Federal Employment.(GRS I, item 5)Copies obtained froof certificates of eligibles with related requests, forms,correspondence, and statement of reasassing over a preference eligible and selectinga nonpreference eligible.Destroy when 2 years old.6.Employee Record Cards.(EXCEPTION TO GRS I, item 6)Employee record cards used for informational purposes outside personnel offices (such as SF7-B).ADM 1: PERSONNEL RECORDSRev: 1: 2-28-977

.;.eDestroy 75 years after separation or transfer of employee.[NOTE: Effective December 31, 1994, the SF 7 card became obsolete. The disposition applies tothe information regardless of form.]7.Position Classificationa.Files - Federal Employees.(EXCEPTION TO GRS 1, item 7)Position Classification Standards Files.(1)Standards and guidelines issued or reviewed by OPM and used to classify andevaluate positions within the Department.Cut off when superseded or determined obsolete.cutoff.(2)Destroy 75 years afterCorrespondence and other records relating to the development of standardsfor classification of positions peculiar to the agency, and OPM approval ordisapproval.(a)Case file." ,Cut off when position is abolished or description is superseded.Destroy 75 years after cutoff.b.Position Descriptions. Record copy of position descriptions that include informationon title, series, grade, duties and responsibilities, and related documents.Destroy 75 years after position is abolished or description superseded.(1)Classi 1survey reports on various positions prepared by classification odic reports.specialists, inclu 1Destroy when 3 years old or 2 years arrer-cezusooner.(2)ADM 1: PERSONNELRev: 1:Inspection, audit, and survey files including correspondence, reports,RECORDS2-28-978