4 FAH-2 H-230
FILE MANAGEMENT
(CT:DOH-29; 07-19-2013)
(Office of Origin: CGFS/FPRA/FP)
4 FAH-2 H-231 INTRODUCTION
(TL:DOH-1; 06-13-2001)
The United States Disbursing Officer (USDO) should make
every effort to ensure that all financial data, whether paper based or
electronic, is easily accessible by authorized personnel. The records
management program for the Department of State provides standards, procedures,
and techniques that are designed to:
(1) Create and preserve federal records containing
adequate and proper documentation of the organization, functions, policies,
decisions, procedures, essential transactions of the agency, and records
necessary to protect the legal and financial rights of the government and of
persons directly affected by the Departments activities.
(2) Establish effective management controls over the
creation, maintenance, and use of records in the conduct of current business.
(3) Promote the maintenance and security of records
deemed appropriate for preservation and facilitate the segregation and disposal
of temporary records.
(4) Provide for the transfer of records to a records
center maintained and operated by the archivist or when approved by the archivist
and when such action may affect substantial economies or increase operating
efficiency, to a center maintained and operated by the Department.
(5) Establish safeguards against the removal or loss
of records determined to be necessary and required by regulations, including
making it known to Department officials and employees:
(a) That records in the custody of the Department are
not to be destroyed except in accordance with 5 FAM 430.
(b) The penalties provided by law for the unlawful
removal or destruction of records.
(6) Notify the archivist of any actual, impending, or
threatened unlawful removal, defacing, alteration, or destruction of records in
the custody of the Department and with the assistance of the Archivist initiate
action through the Attorney General for the recovery of records believed to
have been unlawfully removed from the Department.
4 FAH-2 H-232 COPIES OF DISBURSING
DOCUMENTS
(TL:DOH-1; 06-13-2001)
a. A completed copy of each disbursing report with
original supporting documents (collection documents, certificates, vouchers,
telegrams authorizing payments, etc.) which make up the USDOs monthly accounts
retained in the Original Voucher File (OVF) of the USDO for administrative use
and for audit purposes. This includes copies of reports and supporting
documentation sent to other agencies.
b. Documentation received and produced electronically
will be stored electronicallyno paper copies will be retained in the OVF.
4 FAH-2 H-233 DISPOSITION OF FILES
(TL:DOH-1; 06-13-2001)
The disposition of records encompasses one or more of
three types of actions: transfer, retirement, and destruction. Extra copies of
documents preserved for convenience of reference are excluded from the legal
definition of records.
4 FAH-2 H-234 DESTROYING RECORDS
(CT:DOH-29; 07-19-2013)
a. No employees shall destroy records, except in
accordance with records disposition schedules issued by A/GIS/IPS and approved by the National Archives
and Records Administration.
b. All classified and administratively controlled
records, including sensitive unclassified records, as defined in 12 FAM, must
be destroyed in accordance with the provisions of the security regulations in 12 FAM 539.
Security regulations alone do not constitute authority for the disposal of records;
they only prescribe the methods of destruction. See Chapter 5 of the U.S.
Department of State Records Disposition Schedule. All other unclassified
material, authorized for destruction can be disposed of or sold as waste or
recyclable paper.
4 FAH-2 H-235 REPORTS RETENTION PERIODS
(CT:DOH-29; 07-19-2013)
|
Report
|
Retention Period
|
Authority1
|
|
OF-234, Combined Exchange Transactions
FS-467,
Analysis of Balance Due the United States
SF-1218, Statement of Accounts
SF-1221, Statement of Transactions
|
5 years
|
03612
|
|
Cashier files (Note: This is three years
after cashier designation is revoked and accounts are cleared.)
|
3 years
|
03623
|
|
Cashier Reports (Misc.)
|
3 years
|
03715
|
|
Exchange Transaction Documents
|
3 years
|
03626
|
|
FSC-60 and FSC-62 Reports
|
5 years
(Note: Monthly reports are destroyed
upon receipt of the next monthly report except for the FY end report, which
recaps the years transactions. The Sep 30 FY yearend reports are retained.)
|
03703
|
|
DS-3058 Reports (Includes the FMC-364
reports)
|
5 years
|
03625
|
|
Local Currency Check Account Files
|
5 years
|
03619
|
|
Certificate of Destruction and other
office correspondence
|
5 years
|
051602
|
|
Original Vouchers (not commonly kept at
an FSC except those entered at the FSC)
|
6 years & 3 months. After 2-3 years,
ship to Federal Records Center and mark
for destruction.
|
03403
|
|
Class B Cashier Checking Account Files
|
12 years
|
03406
|
4 FAH-2 H-236 RETIREMENT OF FILES
(CT:DOH-29; 07-19-2013)
FSC files to be retired should be sent to the following
address: Department of State, A/GIS/IPS/CR/RSC,
SA-13, Washington, DC 20520. A cable should be sent notifying the Department
of the date and means of shipment, expected arrival date, and the volume of
records.
4 FAH-2 H-237 THROUGH H-239 UNASSIGNED