Facilities and Property Management, Safety, and Security Records Disposition Schedule

 
 

The dispositions in this schedule pertain to records created in typical circumstances; any unique situations may require consultation with the Archives and Information Management Team. The disposition actions described in the schedule apply only to inactive and semi-active records; active or working records should remain available and on-premises until they are no longer needed, at which time the instructions in the schedule are to be applied.

In some cases, sensitive personally identifiable information (sPII) can and should be redacted as soon as it is no longer needed, even if the entire record is scheduled for a longer period. sPII includes an individual's first and last name in combination with a Social Security number or personal Tax Identification Number; a driver’s license or government-issued identification number; a credit card number with or without an access code; a bank account number with or without a personal identification number (PIN) or password; or medical information. Contact the Archives and Information Management Team for additional information about redacting sPII on specific types of records.

See Transferring or Destroying Records for next steps in carrying out a disposition. See the glossary for definitions of many of the terms found in the schedules.

 Series Title Series Description Disposition Likely Offices of Record
Accessibility Records Plans, reports, policies, studies, brochures and publications pertaining to the Accessibility Program and accessibility at SI. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. Accessibility Program
Applications for ID Applications for SI identification credentials (SI-4008). Originals: Destroy when 2 years old. Copies: Destroy when 1 year old. OPS
Building Sign In/Out Logs Staff and visitor sign in/out logs for Smithsonian facilities. Originals: Destroy when 3 years old. Copies: Destroy when no longer needed. OPS
Capital Account Files Pertaining to financial planning and administration for repair, restoration, and construction of SI facilities. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. OPMB, SF
Committee Records Pertaining to SI and unit committees.  Materials include agendas, minutes, reports, by-laws, charters, and related materials. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. Committee chairs
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Criminal Investigation Records Files containing witness, victim, and suspect statements as well as court documentation. Originals: Destroy 15 years after close of case.  Copies: Destroy after close of case. OPS
Customer Surveys Pertaining to surveys created to provide customer feedback for services provided.  Materials include survey questions, responses, statistical analysis, and related materials. Originals: Destroy when 3 years old or when no longer needed, whichever is later.  Copies: Destroy when no longer needed. Customer service units
Departmental Files Pertaining to the administration and activities of individual departments within a museum or other large unit.  Materials include memoranda, reports, meeting materials, notes, and related materials. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. Department heads/chairs, Administrators who oversee several departments
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Director's Subject Files Pertaining to the files of the Director and other upper-level staff of museums, research centers, and SI-wide programmatic and administrative offices.  Materials include correspondence, email, memoranda, reports, meeting materials, professional activity files, notes, and related materials documenting overall administration of the unit, professional outreach, development, public affairs, and relations with other SI units and non-SI organizations. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. Secretary, Under secretaries, Directors/deputy directors
Disaster Preparedness Records Includes disaster preparedness response plans and procedures, training and staff orientation meeting information, emergency organizational flow charts, safety plans, and chemical hygiene records. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. OEM, Safety officers
Duty Rosters Monthly attendance reports, sign-in sheets, assignments and locations. Originals: Destroy when 6 years old. Copies: Destroy when no longer needed. OPS
Employee Injury/Illness Reports Reports of on-the-job injuries, occupational illnesses, and near miss events and supporting documentation. Originals and Copies: Destroy when 5 years old. OSHEM
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Employee Medical Records (Federal) Forms, correspondence, and other records documenting an employee's medical history and physical condition. Originals: Transfer to the National Personnel Records Center (NPRC) when deemed inactive.  Copies: Destroy when no longer needed. OSHEM
Employee Medical Records (Trust) Forms, correspondence, and other records documenting an employee's medical history and physical condition. Originals: Destroy 30 years after deemed inactive.  Copies: Destroy when no longer needed. OSHEM
Employee Training Records Certificates and other records documenting the completion of training by employees. Originals: Destroy when 3 years old. Original ethics training records: Destroy when 6 years old. Copies:  Destroy when no longer needed. OHR, SAO OHR, SE OHR, OPS
Equipment and Weapons Inventory Records Monthly property listings of radio, weapons, and other security-related equipment. Originals: Destroy 1 year after return of property. Copies: Destroy when no longer needed. OPS
Facilities and Construction Project Files Pertaining to master planning, renovation, and construction.  Materials include correspondence, memoranda, and notes; architectural drawings; budget summaries; submittals; manuals; specifications; photographs; floor plans; construction schedules; field and daily reports; and meeting minutes. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. SF
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Facility Requests Requests for facility services. Originals: Destroy when 3 years old.  Copies: Destroy when no longer needed. SF
Hazardous Materials and Waste Records Materials include inventories, Emergency Planning and Community Right-to-Know Act (EPCRA) reports, Resource Conservation and Recovery Act (RCRA) reports, and storage plans/reports. Originals: Destroy when 30 years old.  Copies: Destroy when 5 years old. OSHEM
IT Security Incident Records Documentation of IT security incidents, investigations, and follow-ups. Originals and Copies: Destroy 3 years after all necessary follow-up has been completed. OCIO
Lost and Found Records Pertaining to lost and found property at the Smithsonian Institution. Originals: Destroy when 3 years old. Copies: Destroy when no longer needed. OPS
Management Evaluation and Technical Review (METR) Files Pertaining to safety reviews of SI facilities conducted by OSHEM. Originals: Transfer to Archives. Copies: Destroy when 5 years old. OSHEM
Material Safety Data Sheets Required data sheets for properly handling materials. Originals and Copies:  Destroy when superseded or material no longer present in facility. Individual units
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Professional Activities Files Pertaining to professional conferences, symposia, and workshops in which staff formally participated as a speaker or organizer.  Materials include papers, lecture materials, photographs of colleagues, conference programs, correspondence, agendas, minutes, proceedings, and related materials.  Materials related to conferences in which staff only participated as an attendee are not considered to be institutional records and are not subject to disposition requirements. Originals: Transfer to Archives.  Weed logistical and travel files.  Copies: Destroy when no longer needed. Individual staff
Property Inventories Annual inventories of unit personal property. Originals and Copies: Destroy when 5 years old. OCon&PPM
Real Property Records Pertaining to SI facilities and property.  Includes correspondence and memoranda, lease agreements, deeds of gift and articles, zoning and planning information, blueprints, information on restoration issues, and policies. Originals: Transfer to Archives.  Copies: Destroy when no longer needed. OPDC Real Estate
Requests for Proposals Proposals submitted by outside sources. Originals: Destroy when 6 years, 3 months old.  Copies: Destroy when no longer needed. OCon&PPM
Safety Records Records required to document safety measures, incidents, materials and exposure that are not listed elsewhere in this schedule. Originals and Copies: Refer to the SI Safety Manual maintained by OSHEM. SF
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Security Area Access Logs Logs of access to restricted areas. Originals: Destroy when 5 years old. Copies: Destroy when no longer needed. OPS
Training Course Materials Pertaining to classes and other training offered to SI employees by SI units.  Materials include handouts, outlines, slides, correspondence, memoranda, announcements, attendance lists, and related materials. Originals: Transfer records documenting course content to Archives.  Destroy other materials when no longer needed.  Copies: Destroy when no longer needed. Unit offering training
Visitor Count Records Pertaining to official visitor counts. Original electronic data: Maintain in database. Original printed reports: Destroy when 1 year old. Copies: Destroy when no longer needed. OPS
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