R:QUEST FOR RECORDS DISPOSITION AUTHORITY ' - 1 ro:€¦ · been coordinated with NIMA Gener ....

/l

/

-------------�--- ,-,___-_____ ,,. __�� !--aLh. · c BLANK (NARA use onl >Rl:QUEST FOR RECORDS DISPOSITION AUTHORITY JOB NUMBER

(See Instructions on reverse) .. J "'.'.J1 r'"j__-tS J -v'O-�

DATE RECEIVED ro: NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NIR) 0WASHINGTON, DC 20408 D /SJ�':JOO

1. FROM (Agency or establishment) NOTIFICATION TO AGE:NCY NATIONAL IMAGERY AND MAPPING AGENCY (NIMA)

In accordance with the provisfons of 44 2. MAJOR SUBDIVISION U .S.C. 3303a the disposition request INFORMATIO including amendments, Is appro,ved excepi for items that ma,r. be marked "disposition 3. MINOR SUBDIVISION not approved" or withdrawn" in cofumn JO.

DATE ARCHIVIST OF THE UNITED STATES

w�� 6. AGENCY CERTIFICATION I hereby certify that I am authorized to act for this agency in matters pertainivg to the disposition of its records and that the records proposed for disposal on the attached _bkL page{s) are not now needed for the business of this agency or will not be needed after the retention periods s ecified; and that written concurrence from the General Accounting Office, under the provisions of Title 8 o ythe GAO Manual for Guidance of Federal Agencies,

is attached; or has been weq?ested.

7. ITEM 8. DESCRIPTION OF ITEM AND PROPOSED DISPOSITION NO.

The National agery and Mapping Agency (NIMA) is deveI ing its Records Schedule and submits .Seri 800, Geospatial Files, for approval by th the United States.

Disposition instruction in the General Records Schedule (GRS) we considered but do not apply to these recor

Archivist of

The attached 800 series (Enclo re 1) has been coordinated with NIMA Gener Inspector General, National Policy and major offices using this series. En losure 2 is a conversion table of Defense Ma ing Agency approved file numbers to the pro NIMA file numbers.

sed

NSN 7540-00-634-4064 STANDARD FORM 1115 (REV. 3-91) PREVIOUS EDITION NOT USABLE Prescribed by NARA

115-109 36 CFR 1228

800 Series - Geospatial FilesThese files relate to the mission the National Imagery and Mapping Agency in supp of theIntelligence Community, Secretary

ofof Defense, Military Departments, Joint Chiefs o Staff, and other

DoD components, as appropriate. Geospatial files accumulate in offices responsi e for functionspertaining to mapping, charting, geodesy, and Inter-American Geodetic Survey.

801 Geospatial Project Files 802 Geospatial Specification and Design 803 Collection/Acquisition Files 804 Geographic Names Files ') 805 Aeronautical Charting and Flight Information Files )806 Nautical and Navigational Files 807 Gravity Files 808 Geodetic Files 809 Hydrographic Files 810 Photographic Files 811 Topographic Files 812 Geomagnetic Files 813 Production Files 814 Distribution and Storage Files

)

__J

1

801 Series - GEOSPATIAL PROJECT FILES

These files relate to the general management of the Geospatial Program. Included are mappiagreements, studies, conferences, publication record sets, projects, and reporting files.

Series Type of File Disposition

801-01 GEOSPATIAL AGREEMENTSFiles relating to agreements and

arrangements with U. S. agencies and foreign

governments concerning worldwide mapping,

charting, and geodesy. Included are:

cooperative agreements, )internationalinternational standardization agreements, )exchange agreements, and specificoperational arrangements (MOUs and MOAs)within the framework of ratified agreements.

a. Office responsible for consummation of PERMANENTagreement: Recordkeeping copies (paper, Cutoff on termination of agreement orelectronic or both). when no longer needed and retire to a

records storage facility.NARA 25 years after cutoff.

Transfer to

TEMPORARYb. Other offices: copies b. Destroy/delete when superseded or(paper, electronic, obsolete.

'

c. Paper records separately from c. Destroy when 180 days old.the recordkeeping J

)

d. copies of records created d. Destroy/delete within 180 days afterusing wor rocessing systems and electronic recordkeeping copy has been produced.

a used solely to generatekeeping copies.

2

801-02 GEOSPATIAL STUDIES, REQUIREMENTS, ANDStudies prepared to furnish background

PLANS

information or solve problems in geospatial activities, including digests of facts pertaining to geospatial matters; studies of technical, procedural, and production problems; sources of methods used; and background information or reports. Filesinclude published copy of the POM, assessment graphics, quarterly progress graphics, directives, statutes, reports, correspondence, studies, investigations, prototypes, and other records used as a basis for initiating, modifying, updating, or discontinuing geospatial programs.

a. Office responsible for preparation:Recordkeeping copies:

(1) Paper

(2) Electronic

b. Recordkeeping copies or both) .

)J

(1) Cutoff on completion and retire 2 years later to a records storage facility.after cutoff.

Transfer to NARA 25 years

(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately. Off-line ).storage must transfer to new media every 3-5 years or as new media becomes Javailable. completion.

Transfer to NARA on

TEMPORARYb. Destroy/delete when superseded or obsolete.

per records maintained separately from c. Destroy when 180 days old. recordkeeping system.

3

801-03

d. Electronic copies of records createdusing word processing systems and electronicmail and used solely to generaterecordkeeping copies.

GEOSPATIAL CONFERENCESFiles created by conferences havinginternational or domestic interagencymembership which concern the geospatialactivities of member organizations.Included are conference reports, operationalrelationships and areas of responsibility,standardization of mapping procedures, anddecisions on cartographic and geodeticmatters.

a. Office assigned functional programresponsibility: Recordkeeping copies:

(1) Paper

(2) Electronic

d. Destroy/delete within 180 days afterrecordkeeping copy has been produced.

) .)

(1) Cutoff on termination ofconference or when no longer needed.Retire to a records storage facility on

Transfer to NARA 25 years aftercutoff.cutoff.

(2) Retain in electronic form as a )permanent record. Migrate to newsoftware versions immediately. Off-line )storage must transfer to new media every3-5 years or as new media becomesavailable. Transfer to NARA ontermination of conference or when nolonger needed.

4

..

TEMPORARYb. Other offices: Recordkeeping copies b. Destroy/delete when superseded or(paper, electronic, or both) . obsolete.

Paper records maintained separately from c. Destroy when 180 days old.recordkeeping system.

ectronic copies of records createdd processing systems and electronic

d solely to generate

801-04 GEODESY FILESProject history data define anddelimit areas charted, ntents of charts,and delimit areas. May a methodsused, compilation reports, Jspecifications, specific referother data basic to the content,

ces, and

and reliability of charts, maps anccuracy,

publications.

a. Office responsible for preparation:Recordkeeping copies:

(1) Paper

(2) Electronic

ct. Destroy/delete within 180 days afterrecordkeeping copy has been produced.

' )

PERMANENT

Cutoff on termination ofprojecRetire to

or when no longer needed.records storage facility on

sfer to NARA 25 years after Jcutoff.cutoff.

(2)permanent record. Mi

ectronic form as aate to new

software versions imrned tely. Off-linestorage must transfer to n w media every3-5 years or as new media beavailable. Transfer to NARAtermination of conference or no

5

longer needed.

TEMPORARYPaper records maintained separately from b. Destroy when 180 days old. recordkeeping system.

c.using

ectronic copies of records created c. Destroy/delete within 180 days after

mail and d processing systems and electronic recordkeeping copy has been produced.

record keep in ed solely to generate

801-05 FILES TEMPORARYDocuments relating the establishment of 7priorities for program and projects

.

established by the NIMA ping Committee,

.

including periodic changes

a. Recordkeeping a. Destroy/delete when 5 years old or or both) . when no longer needed for reference or

updating.

b. Paper records maintained separately f b. Destroy when 180 days old.

the recordkeeping system.

c. Electronic copies of records created within 180 days after

using word processing systems and electronic has been produced.

mail and used solely to generate

recordkeeping copies. ]

801-06 GEOSPATIAL PUBLICATION RECORD SETRecord copies of military grids, grid tables, trig lists, glossaries, gazetteers, topographic symbols and mappingspecifications, reading aids, periodic bulletins, memoranda, technical publications, exchange and publication lists, production reports, technical reports on newly developed or improved techniques,

6

uides for production of all maps orp ucts, edition of each printed or digital map chart in any media {NOTE: materialfrom th .file will not be loaned out.

·11 ensure these files are

a. Office respons· le for preparation and issue: Recordkeepin copies {paper, electronic or both).

b. Other offices: RecordK ping copies {paper, electronic, or both).

c. Paper records maintained the recordkeeping system.

d. Electronic copies of records using word processing systems and mail and used solely to generate recordkeeping copies.

801-07 QUESTIONNAIRE SURVEYS

Individual and summary questionnaires relating to surveys to determine user requirements or to evaluate products designed to satisfy previously determined requirements.

a. Recordkeeping copies {paper, electronic, or both) .

a. PERMANENTRetire to NARA when published.

TEMPORARYb. Destroy/delete when no longer needed.

c. Destroy when 180 days old.

d. Destroy/delete within 180 days after recordkeeping copy has been produced.

) a. Cutoff at end o Destroy when 5 years o discontinuance, whicheve

b. Paper records maintained separately from b. Destroy when 180 days the recordkeeping system.

7

801-08

usi Electronic copies of records created

mail a word processing systems and electronic

used solely to generate recordkee 'ng copies.

Data created in andmaintenance of comp mapping, charting, an

ensive programs for eodesy. Included

are operating directives nd program documents, change orders to operating program directives, and relat data.

a. Office responsible for the of the program: Recordkeeping

(1) Paper

(2) Electronic

"

b. Other offices: Recordkeeping copies (paper, electronic, or both) .

c. Paper records maintained separately fromthe recordkeeping system.

c. Destroy/delete within 180 days after recordkeeping copy has been produced. generated.

) ,

a . PERMANENT

(1) Cutoff on termination of directive or related data or when no

onger needed. Retire to a records

Tranage facility 2 years after cutoff.

to NARA 25 years after cutoff.

etain in electronic form as a

software vers ord. Migrate to new

ns immediately. Off-linestorage must tr sfer to new media every

available. Transfer 3-5 years or as ne media becomes

o NARA on )completion of directiv data.

TEMPORARYb. Destroy/deleteobsolete.


8

801-09

801-10

Electronic copies of records created u 'ng word processing systems and electronic

nd used solely to generate ping copies.

Base maps and planning, annotat

arts maintained as guides in

order of surveying, to show the extent or

harting, and mapping operations.

a. Recordkeepingor both).

b. Paper records maintained the recordkeeping system.

c. Electronic copies of records create using word processing systems and mail and used solely to generate recordkeeping copies.

SPECIAL PROJECTS AND NON-STANDARD PRODUCTS

Unique, one-time production or special projects or non-standard products not covered elsewhere in this schedule and not mass produced with a record copy designated for permanent retention. Example: peaceaccord maps for the Baltic area.

a. Office responsible for the project or product.


TEMPORARY

)a. Destroy 1 year after superseded. J

Destroy when 180 days old.

c. Destroy/delete within 180 days after recordkeeping copy has been produced.

} a. PERMANENTFurnish 3 copies to NIMA

(Bethesda) for retention.

be retired to a records storage

copy will

(to be transferred to NARA. )

9

" NIM.A RECORDS SCHEDULE

TEMPORARYb. Other offi Recordkeeping copies b. Destroy/delete when superseded, (paper, electroni or both) . obsolete, or when no longer needed.

c. Paper records separately from c. Destroy when 180 days old. the recordkeeping

d. Electronic copies d. Destroy/delete within 180 days after using word processing recordkeeping copy has been produced. recordkeeping copies

) J

.

}

10

Fi1e

802-01

a.

SPECIFICATION AND DESIGN FILES. These files include data definingan elimiting areas to be worked and techniques used in preparation and production. Excluded fromthese ' the prod

les are publications, such as technical manuals, reports, and other reference data used byactivities.

Series Disposition

AND SYMBOLS

background dacifications, format, and

products. Also daction of geospatialpreparation/pro

regarding

)standardize the con

that prescribe and

jof presentation, and umation, size, methods

depict natural and man-maof symbols to

Included are specifications features.

data; degrees of exaggerationor placement of

or symbols;accuracy horizontal/verticalaccuracy

ofof geodetic positioning o

ntrol;

map/chart sheets in consonance withhorizontal and vertical datums; accurac

e

source data for compilation; standardmarginal data; allowable degree of errormatching sheet edges; standard formats;i.e. , style sheets and similar items;standard numbering systems; editioncoordination; statistical data graphicpresentations; correspondence;

andand related

data. -

}PERMANENTOffice assigned functional program a.

responsibility: Recordkeeping copies:

(1) Paper obsolete.

(1) Cutoff when superRetire to a

facility 2 yearsto NARA 25 years

afterafter

1

a.

(2) Electronic

b. Other offices: (paper, electronic, o

ecordkeeping copies both).

c. Paper records fromthe recordkeeping

d. Electronic copies

using word processing

recordkeeping copies.

802-02 GEOSPATIAL CONTRACT SPECIFICATIONSSpecifications which define and control work to be done by contractors in the production of maps and charts. These specifications may pertain to any or all phases of production.

Office responsible for preparation: Recordkeeping copies (paper, electronic, or a.

(2) Retain in electronic form as a 'permanent record. Migrate to new software versions immediately. Off-line storage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA when superseded or obsolete.


c. Destroy when 180 days old. ) j


Destroy 10 years nclusion of contract.

fter end of contract or when obsolete erseded, whichever is both) later.

b. Other offices: Recordkeeping copies b.(paper, electronic, or both).

c. Paper records maintained separately from c. Destroy when 180 days old. the recordkeeping system.

2

Destroy/delete when sup

obsolete, or when no longer n

d. Electron·using word proc

copies of records created sing and electronic

recordkeeping cop1

802-03 MAP AND CHARTDocuments reporting errors noted on military maps or cha

a. Recordkeeping copies (paper, e or both) .

b. Paper records maintained the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic recordkeeping copies.


TEMPORARY

a. Destroy/delete 1 year after publication of corrected map or chart.


c. estroy/delete within 180 days after eping copy has been produced.

) )

3

803 Series - UISITION FILES. These files relate to the collection and/or acquisition of geospatial functions, captured data, and similar records.

Series Type of Fi1e

803-01 GEOSPATIAL COLLECTIONData created or acquired to assure availability of current source rnateri existing and anticipated geospatial programs. Included are manuals, instructions, and guidance letters.

a. Office assigned functional responsibility of acquiring and maintaining source materials: Recordkeeping copies:

(a) Paper

(b) Electronic


Disposition

) )

obsolete. (a) Cut f when superseded or

Retx e 2 years after cutoff to a records sto to NARA 25 years a

e facility. Transfer er cutoff.

{b) Retain in elec onic form as a permanent record. Migrat to new software versions immediate Off-linestorage must transfer to new every3-5 years or as new media becom s ?available. Transfer to NARA when superseded or obsolete.


1

Paper records maintained separately from c. Destroy when 180 days old. cordkeeping system.

d.using word p

nic copies of records created

mail and used cessing systems and electronic

ely to generate record keeping

803-02 COLLECTION REQUIREMENTCorrespondence and data p toassessment and collection

a. Office assigned functional responsibility: Recordkeeping

(1) Paper

(2) Electronic

b. Other offices: Recordkeeping copies (paper, electronic, or both).

c. Paper records maintained separately from the recordkeeping system.

d. Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

2


)a. PERMAMENT J

(1) Cutoff and retire to records storage facility when no longer needed. Transfer to NARA 25 years after cutoff.

(2) Retain in electronic form as a permsoftwa

ent record. Migrate to new versions immediately. Off-line

storage m 3-5 years o

t transfer to new media every as new media becomes

available. T nsfer to NARA when no longer needed.

TEMPORARYb. Destroy/delete 1 y

cancellation or completi

r _j)

c. Destroy when 180 days

d. Destroy/delete within 180 days after

recordkeeping copy has been produced.

803-03

c.

mulated in reporting geospatial and findings. Included are

and related in feeder, cons idated, and special reports,

mation.

a. Office assigned programresponsibility:

(1) Feeder

information:

(2) ConsolidatedRecordkeeping copies:

(a) Paper

(b) Electronic


Paper records maintained separately fromthe recordkeeping system.

'

( 1) TEMPORARYDestroy/delete when no longer needed. )

(2) PEBMANENT J

(a) Cutoff when no longer needed for current operations. Retire to a records storage facility 2 years after

utoff. Transfer to NARA 25 years after off.

Retain in electronic form as a

verecord. Migrate to new

storage must ions immediately. Off-line

3-5 years or as ansfer to new media every

available. Trans ew media becomes

to NARA on termination of longer needed. J

)

TEMPORARYb. Destroy/delete


3

' :•

d.using wor

ronic copies of records created ct. Destroy/delete within 180 days after

mail and use rocessing systems and electronic recordkeeping copy has been produced.

olely to generate recordkeeping co ·es.

803-04 PERMANEN'l'Documents captured or con ·seated in Cutoff when no longer needed for current conflict or war time under of operations. Retire to NARA upon cutoff. international law, including r foreign governmental, military, p ·vate, and other institutions. Maintain as sep entity to preserve administrative orig

ateand

arrangement to the fullest extent practicable. This description does not include captured cryptologic records.

) J

4

v012HIC NAMES FILESThese files relate ·nguistic and geographic names advice and services to the DoD and other agencies; technical staf services for the Board on Geographic Names (BGN}; development and maintenance of the DoD Fore· n Place Names Files.

Series Type of File Disposition

804-01 GEOGRAPHIC NAMES TEMPORARYData relating to of geographic names; such as, epreparation of informational mat ial name inquiries, but exclusive of specif )listed in this section. Ja. Recordkeeping copies a. Destroy/delete when 2 years old.

or both} .

b. Electronic copies of records created Destroy/delete within 180 days after

using word processing systems and electronic ordkeeping copy has been produced.



804-02 GEOGRAPHIC NAMES REFERENCE AND AREA CLASSIFICATION NUMBERS Data which has repetitive or multiple applications. Included are reports, studies, and other data containing geographic names, maintenance copies of )indexes, list errata, and similar items Jmaintained in operating elements on a continuing basis.

a. Recordkeeping copies (paper, electronic, a. Destroy/delete

or both) . obsolete.

b. Electronic copies of records created b. Destroy/delete within 180 days after using word processing systems and electronic recordkeeping copy has been produced. mail and used solely to generate

1

copies.

804-03 DEFINITION DATA

reports, map advisory letter

Geographic ames information on intelligence Yailability announcements,

newspaper clippings, extracts from peri icals, glossaries,

transliteration systems. language place names ists, and

Also date generating research of de 'nitions of

notations of those countries cultural and physical featu s including

i which the defined features occurred. Use to facilitate search by the designate code word.

a. Recordkeeping copies or both) .

b. Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

804-04 GEOGRAPHIC NAMES AGREEMENTS, CONFERENCES, AND COMMITTEES

Data relating to agreements and arrangements with U. S. agencies and foreign governments; data created by conferences having international or domestic interagency membership concerned with geographic names; and minutes of and indexes to actions on geographic names or committees.

a. Office of record: Recordkeeping copies:

(1) Paper

TEMPORARY

) a. Destroy/delete when no longer needed.

Destroy/delete within 180 days after

ordkeeping copy has been produced.

,) J

a. PERMANENT

(1) Cutoff at conclusion o programor when no longer needed. Retire to a

2

Electronic

b. Other offices orRecordkeeping copiesboth) .

c. Paper records maintainedthe recordkeeping system.

or


804-05 GEOGRAPHIC NAMES CORRECTION FILESData reporting corrections, changes, orediting notes on base maps, texts, namelists, gazetteers, or similar or relatedmaterials.

a. Recordkeeping copies (paper, electronic,or both) .

b. Electronic copies of records createdusing word processing systems and electronicmail and used solely to generaterecordkeeping copies.

records storage facility 2 years afterTransfer to NARA 25 years aftercutoff.

cutoff.

(2) Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomesavailable. Transfer to NARA onconclusion of program.

TEMPORARYb. Destroy/delete when no longer needed J

)

for current operations.



cordkeeping copy has been produced.

a. Destroy/deletecorrection.

b. Destroy/deleterecordkeeping copy

) J

ear after published

0 days afterroduced.

3

804-06 EOGRAPHIC NAMES POLICIES, PROCEDURES, S IES, SPECIFICATION AND HISTORY FILESData elating to procedures, policy, and guidanc for the production of DoD foreign names fil related pro

gazetteers, maps, charts, and ts. Technical studies

prepared to fu ish background information or solve problems concerning geographic names activities. sic specifications for source materials and 'nguistic policies to

revision of a foreign geo be followed in the prep

define agreements, contract s cost analysis and time estimate

Data produced for geographi

ation of or aphic names file.

names use which cifications,

names, glossaries, linguistics poli instructions for treatment of geo aphic

systems, planning studies, procedures, production reports, project summaries, project assignment instructions.

a. Office assigned functional program responsibility: Recordkeeping copies:

(1) Paper

(2) Electronic

)J

PERMANENT

( Cutoff when no longer needed. Retire a records storage facility 2

afte cutoff. Transfer to NARA 25 )utoff. J

(2) Retain 'n electronic form as a permanent record. Migrate to new software versions i ediately. Off-linestorage must transfer to new media every 3-5 years or as new me · a becomes available. Transfer to ARA when no longer needed.

4

NIMA RECORDS SCHEDULE

TEMPORARYb. Othe offices: Recordkeeping copies b. Destroy/delete when superseded or (paper, ele tronic, or both). obsolete.

c. Paper recor separately from c. Destroy when 180 days old. the recordkeeping

d. Electronic copies o records created d. Destroy/delete within 180 days after

using word processing sys ms and electronic recordkeeping copy has been produced.

mail and used solely to gen


iJ

.J

5

;·,,-, ··.,:LE

CAL CHARTING AND FLIGHT INFORMATION FILES

These files include variou forms of aeronautical, targeting, and weather charts; projects; sensor simulation plates and simila roducts; and the various flight information products.

Series Type of File

805-01 AERONAUTICAL INFORMATIONInformation in any media enroute altitude charts, termina flight information, foreign clearance gui similar data.



805-02 AIRFIELD DATAAirfield plotting information, textual and graphic, used in the precise geographic positioning and in plotting airfields and seaplane stations on charting products. Records also consist of source data used to establish, change, or confirm an evaluation of airfield description, vertical obstructions, equipment, or services, including navigational aids, communications, maintenance, special purpose equipment, transportation, meteorological data, and related information.

Disposition

TEMPORARY

a. Destroy/delete when superseded or obsolete.

Destroy/delete within 180 days after keeping copy has been produced.

TEMPORARY

)J

1

a. Re rdkeeping copies (paper, electronic,or both) .

b. Electroniusing word proce

opies of records created

mail and used soleing systems and electronic

recordkeeping copies. to generate

805-03 AERONAUTICAL DATAConsists of flight planningaltitude charts; terminal flig

cuments;information

publications; foreign clearance g 'des;airfield/aerial photographs and cha hardcopy NOTAMS; engineer drawings;communications from AF and other governagencies; domestic/foreign charts, maps,atlases, evaluation reports; and relateddata.

a. Original or unique: Recordkeepingcopies:

(1) Paper

(2) Electronic

b. All others: Recordkeeping copies

a. Destroy/delete upon deletion ofairfield from the AIF/AAFIF.

b. Destroy/delete within 180 days afterrecordkeeping copy has been produced.

)J

a.

(1) toff when no longer neededfor current perations. Retire to arecords stora

Transf facility 2 years after

to NARA 25 years aftercutoff.cutoff.

(2) Retain in el tronic form as apermanent record. Migr ʤe to newsoftware versions immedia ely. Off-linestorage must transfer to ne3-5 years or as new media be

media every

available. Transfer to NARA w en nolonger needed for current opera ons.

TEMPORARYb. Destroy/delete when no longer neededto support production.

2

, ... .. , -r

_,.

needed to support production programs.

c. Paper ecords maintained separately from c. Destroy when 180 days old.

the recordke ing system.

d. Electronic co of records created d. Destroy/delete within 180 days after

using word processi

es systems and electronic recordkeeping copy has been produced.

mail and used solely generate


805-05 NOTICE TO AIRMEN (NOTAM) TEMPORARYWorldwide NOTAM summaries rece COMED System; records, notices; )FILs relating to establishment, con ition, Jor change in aeronautical facility, s procedure, or hazard.

a. Recordkeeping copies (paper, electronic, Destroy/delete when 2 years old.

or both) .

b. Electronic copies of records created b. estroy/delete within 180 days after

using word processing systems and electronic eeping copy has been produced.



805-06 AIR TARGET MATERIALS (ATM)Data created during processing of ATM geospatial products and resulting from )changes in schedules, resources and use of jnew products; maintenance of inventory items; production and maintenance of horizontal and vertical positions for strategic and tactical uses as navigational and strike reference positions; and similar data.

a. Office assigned functional program a. PEmmNENT

responsibility: Recordkeeping copies:

4

( 1)

(2) Electronic

b. Other offices: Recordkeeping copies(paper, electronic, or both) .



(1) Cutoff when no longer neededfor current operations. Retire to arecords storage facility 2 years after


(2) Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomes

)available. Transfer to NARA when nolonger needed for current operations. j

TEMPORARYDestroy/delete when superseded or

obso te.

c. when 180 days old.

d. Destroy/dele e within 180 days afterrecordkeeping cop as been produced.

) J

5

806 Series - TICAL AND NAVIGATIONAL FILES

These files are in connection with the production of nautical charts and publications, and _

the preparation ation of marine safety information.

Series Type of Fil.e

806-01 NAUTICAL/NAVIGATIONALData created or required ithe production of nautical c

connection withand

publications; the preparation aof marine safety information; andreports and publications (regardlessmedia) including listings generatedsupport of nautical or navigationaloperations.

a. Office assigned functional programresponsibility: Recordkeeping copies:

( 1) Paper

(2) Electronic


Disposition

a.

Retire to a ff when no longer needed.( 1)

ords storage facility 2years Transfer to NARA 25years

afterafter

(2) Retain in elec onic form as apermanent record. Migrat newsoftware versions immediate Off-line Jstorage must transfer to new m dia every J3-5 years or as new media becomeavailable.longer needed.

Transfer to NARA when

TEMPORARYb. Destroy/delete when superseded orobsolete.

1

806-02

the aper records maintained separately fromc.

rdkeeping system.

d.using word pr

ic copies of records created

recordkeeping cessing systems and electronic

AIDS AND HAZARDSReports, publications, collected,evaluated, and prepared tsafety information to milit

provide marineand civilian

communities. Included are No ·ces toMariners, sailing directions, dwide dataon lighted aids, fog signals, andelectronic stations providing naviga ·onal

weather data, advisories and warninandand related data .

a. Record copy of published data:

(1) Paper

(2) Electronic

b. Duplicate record copies:



) j

Cutoff when no longer needed.records storage facility 2cutoff.cutoff.

Transfer to NARA 25

(2) Retain ·n electronic form as apermanent record. Migrate to newsoftware versions i ' Jstorage must transfer

ediately. Off-lineo new media every J

3-5 years or as new me · becomesavailable. Transfer to when nolonger needed.

TEMPORARY

b. Destroy/deleteneeded.

2

Paper records maintained separately from c. Destroy when 180 days old.

recordkeeping system.

d . of records created d. Destroy/delete within 180 days after systems and electronic recordkeeping copy has been produced.

806-03 DOD NAUTICAL C FILESNautical and spec · 1 purpose charts, automated tape file of holdings, catalogs, library accession lis · ngs, and other related reference mater · ls.

a. Recordkeeping copies or both).

b. Electronic copies of records using word processing systems and recordkeeping copies.

806-04 NAUTICAL/NAVIGATIONAL SOURCE FILES Data of any type acquired in the process of producing charts and publications, or used in updating related databases, and the operation and evaluation of navigational systems. Included are observation reports, weather and wind data, standards for wreck charts, ship obstructions, aerial and terrestrial photographs, and other data.

a. Unpublished source data determined unique or to have continuing value:

( 1) Paper

TEMPORARY

a. Destroy/delete or offer to the J)

Library of Congress when obsol

superseded, or no longer needed.

ete,

b. Destroy/delete within 180 days after


J J

a . PERMANENT

(1) Cutoff when no longer needed for current operations. records storage facility

etire to a years after

3

( 2 )

b. Source data that is no longer requir

pfor reference or other purposes since

ublication or complete duplications :


d. Electronic copies of records created using word processing systems and electronic recordkeeping copies.

cutoff. Transfer to NARA 25 years after cutoff.

(2 ) Retain in electronic form as a permanent record. Migrate to new software versions immediately. Off-line storage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA when no longer needed.

TEMPORARY

b. Destroy/delete 1 year after )publication of corrected map or chart. )


d. Destr /delete within 180 days after recordkeepi has been produced.

, J J

4

These files relate to atmosphere, and by extens ·

avity phenomenon, collectively considered, exhibited by the earth and its n of the gravity phenomena in interplanetary space. (NIMA is responsible

for maintaining the gravity atabase for DoD with over 35 million points on Earth where gravity has been measured. )

Series Type of File

807-01 GRAVITY DATA AUTOMATEDThese files contain a recorded for interpretation.

a.copies

DoD Gravity Library: :

(1) Paper

(2) Electronic




Disposition

) a • PERMANENT J

(1) Retire to NARA on inactivation

the Agency.

Retain in electronic form as a ent record. Migrate to new

storage versions immediately. Off-line

3-5 years st transfer to new media every

as new media becomes available. ansfer to NARA on

the Agency.

TEMPORARYb. Destroy/delete Jobsolete.

J

c. Destroy

d. Destroy/delete within 180recordkeeping copy has been pr

days after uced.

1

-·'

AUTHOR INDEX FILESA file of authors by subject, title,authority, and source number. Provides

capabilities for DoD GravityUpdated and distributed to other

and users.

a. Offi responsibility :Recordkeepi

of

(1) Paper

(2) Electronic



d. Electronic copies of records createdusing word processing systems and electronicrecordkeeping copies .

BASIC AND/OR FIELD RECORDS OF THE GEODESY DATA FILESData derived from satellite tracking systemsor conventional surveys, such as gravity,astronomic, traverse, triangulation, or

2

a. PERMANENT

(1) Cutoff when no longer needed.Retire to a records storage facility 2years Transfer to NARA 25 )years

afterafter

cutoff.cutoff. J

(2) Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomesavailable.longer needed.

Transfer to NARA when no

TEMPORARYb. O troy/delete when no longerneeded.

c.

y has beenproduced.

d.after recordkeeping

Destroy/delete c'thin 180 days

J 807-03

observed data. Data may initially be by organization performing the

a. Record: Recordkeeping copies:

( 1)

(2) Electronic




807-04 GRAVIMETRY AND ISOSTASY FILES Data consisting of historical reports, reports of results of specific gravimetric surveys, isostatis reductions, and positions determined for gravimetric surveys.

a. Recordkeeping copies:

(1) Paper

a. PERMANENT

(1) Cutoff when no longer needed for current operations. Retire to a records storage facility on cutoff. Transfer to NARA 25 years after cutoff.

(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately. Off-line storage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA when no longer needed for current operations.

TEMPORARYDestroy/delete when no longer needed

r current operations.

c. when 6 months old.

d. Destro delete within 180 days after recordkeepin copy has been produced.

}

a. PERMANENT

(1) Cutoff when no longer needed

3

(2) Electronic

b. Paper records maintained separately fromthe recordkeeping system.

c. Electronic copies of records createdusing word processing systems and electronicrecordkeeping copies.

for current operations. Retire to arecords storage facility 2 years after


(2) Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomesavailable. Transfer to NARA when nolonger needed for current operations.

when 180 days old. J )

c. Destrorecordkeeping

elete within 180 days afteropy has been produced.

J

4

808 Series - GEODETIC FILES

T relate to acquiring, analyzing, reducing, evaluating, and distributing geodetic and information required by NIMA.

Series

808-01 FILESData consis ·repetitive or

g of material which has tiple applications .

Included are publI ed processed reports, studies, and other p ications containing geodetic data usually m ' ntained in librarytype activities; maintenan copies of mapoverlays, indexes, list erra ·media data used for control; an items maintained in operating elem

electronicsimilar

continuing basis.



808-02 FIELD SURVEY RECORDSField notebooks or other media recording data derived during the progress of satellite tracking surveys or conventional geodetic surveys. For example, Doppler, astronomic, triangulation, traverse trilateration, and leveling observations; horizontal control field survey books such as horizontal direction and angle, baseline data, distance measuring, and astronomic

1

Disposition

TEMPORARY

) J

a. Destroy/delete or offer to the ibrary of Congress when superseded or oB olete.

b. De roy/delete within 180 days after recordkee ng copy has been produced.

.)

; ' .! '_: ( ( •_- , _ ! I :,

observation books; and vertical control field survey books such as spirit level, altimeter leveling, and zenith distance observation books.

a . R ordkeeping copies {paper, electronic, or both) .

( 1 ) · m, electronic or digital.

(2) Tape files.

(3) Field notebooks.

b. Paper records maintained separately from the recordkeeping system.

c. Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies .

CONTROL POINT DESCRIPTIONS Consists of flight planning documents; altitude charts; terminal flight information publications; foreign clearance guides; airfield/aerial photographs and charts; hard copy NOTAMS; engineer drawings; communications from AF and other government

a.

(1) PERMANENT. Cutoff and retire to NARA when no longer required for current mission.

(2) TEMPORARY . )superseded or obsolete.

Destroy when J

(3) TEMPORARY. Destroy after approval of archival microfilm or other media. Field notebooks pertaining to a foreign country should be returned to that country through the State

artment .

when 180 days old.

c . Destroy/de within 180 days after recordkeeping co has been produced. J

2

808-03

copies.

agencies; domestic/foreign charts, maps,evaluation reports; and related

a. riginal or unique: Recordkeeping a . PERMANENT

( 1 )

(2) Electronic

b. All others: Recordkeeping copies(paper, electronic, or both).



808-04 CONTROL PHOTOGRAPHY FILESField control photography, pinpricked in thefield, which depicts exact location ofhorizontal or vertical ground controlstations; picture points; and accuracy test

(1) Cutoff when no longer neededfor current operations. Retire to arecords storage facility 2 years after

Transfer to NARA 25 years aftercutoff.cutoff. )

(2) Retain in electronic form as a Jpermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomesavailable. Transfer to NARA when nolonger needed for current operations.


support production.

c . troy when 180 days old.

d. Destroy elete within 180 days afterrecordkeeping opy has been produced.

]

3

Office control photography,pinprilocation

ed in the office which depicts exacthorizontal or vertical ground

control sta ·ons; location of pass pointsand exact loca ion of nadir points.

a.

b. Field control photographs

c. All other photographs

808-05 PLANET.ABLE FIELD SURVEY DRAWINGSManuscript maps covering a prescribed areaprepared in the field from localobservations and measurements. Included areuncontrol led maps made in connection withfield reconnaissance, traverse surveys, andgeneral sketches of areas.


(1) Paper

(2) Electronic

4

a. TEMPORARY Destroy/delete uponcompletion of mapping proj ect ifpositions or points have been determinedphotogrammetrically.

b. PERMANENT Cutoff when superseded or )obsolete. Retire to NARA 2 years aftercutoff. J c. PERMANENT. Cutoff when superseded orobsolete. Retire to NARA 2 years aftercutoff.

a. I(1) en no longer needed.

Retire to a storage facility 2years Transfer to NARA 25years

afterafter

(2) Retain in elect nic form as apermanent record. Migrate to newsoftware versions immediately. Off-line

storage must transfer to new media every3-5 years or as new media becomesavailable.longer needed.

Transfer to NARA when no

TEMPORARYmaintained separately from b. Destroy when 180 days old.b.

the system.

c. Electronic copies created c. Destroy/delete within 180 days after

using word processing s electronic recordkeeping copy has been produced.

mail and used solely to


y ·

808-06 PRELIMINARY GEODETIC CONTROL DATqData initially processed by foreigncountries and other U. S. Governmentperforming the survey on computations anare maintained in the DoD Geodetic Library.The data are maintained as sole source untilcompletion of final computations oradjustments for a particular project. Forexample, data concerning engineer drawings;geographic positions; grid coordinates;leveling data; baseline measurements;astronomic data; tidal benchmark data;control diagrams; survey project reports;geodetic control cards; lists and abstracts

directions, computations, and adjustmentstriangles; computations and conversions

ofofof geographic positions, conversions ofrectangular coordinates; computations andadjustments of traverses; observations;satellite data; terrain profile recordeddata; electronic distance measurements.

5

I

J_'"" __ .:.._ _' _.· : :?. .. ) (" · ,.- -' .* c: HE[; UL£

a. determined to be unique.

( 1 )

(2) Electronic

b. Ordinary items: Recordkeeping (paper, electronic, or both) .


d . Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

a . PERMANENT

(1) Cut off when no longer needed for current operations. Offer to NARA after cutoff.

(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately . Off-linestorage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA when no )longer needed for current operations. J

TEMPORARYb. Destroy/delete when superseded,

cbsolete, or no longer needed for

par utations or adjustments for a ·cular project. Refer to 808-07 for

final eodetic control data files.

c.

recordkeeping copy within 180 days after d. Destroy/dele

as been produced. .

}

6

FINAL GEODETIC CONTROL DATA FILES Final adjusted or reduced values derived

conom satellite tracking systems or

Dopplntional geodetic surveys, such as

observations, astronomic, triangu tion, , trilateration, or traverse, maintaine · n the DoD Geodetic Library. example: As onomic latitude, longitude,

For

and azimuth re rds, limited tocomputations; su ry and solution sheets; result cards; an ra · o and chronometer comparison sheets. Emeasurements, baseline

ctronic distance )

to reduce chord distances, asurements limited

)distances, and summary of re

ean sea level

Calibration data pertaining to instrument, or other equipment calibration/constants. Vertical c troldata limited to: abstracts of spiri leveling, zenith distances, and target heights; u c" factor determinations, fina adjustment of elevations, tidal benchmark records, and final computations .Horizontal control data, limited to abstracts of directions, lists of directions, and final adjustments. Project reports, evaluation reports, and reconnaissance reports . Final diagrams of horizontal and vertical control and control photograph plots. Final master control data cards and Doppler receiver geodetic summary cards. Satellite systems data including observed data on magnetic tape, precise ephemeris on magnetic tape, Doppler point position solutions, and orbit determinations.

7

l

DoD Geodetic Library (except that listedb. elow) .

( 1 )

(2) Electronic

b . Horizontal control data on abstracts ofdirections for third- and lower-ordercontrol measurements and satellite systemsdata .

c. Paper records maintained separately fromthe recordkeeping system .

d. Electronic copies of records createdusing word processing systems and electronicmail and used solely to generaterecordkeeping copies .

a. PEBMANENT

(1} Cutoff when superseded orobsolete.facility on

Retire to a records storage

years after cutoff.cutoff.

Transfer to NARA 25

(2} Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately . Off-linestorage must transfer to new media every3-5 years or as new media becomes )available . Transfer to NARA when )superseded or obsolete.


r current operations .

c.

recordkeeping copy within 180 days afterd. Destroy/dele

as been produced. ) J

8

808-08 GEODETIC RESEARCH DATA FILESResearch data obtained in the field ofge esy on satellite, lunar, occultation,expe · ental physics, datum geoid, andsimilar pes of research projects.

a . Recordkeeping copies:

(1) Paper

(2) Electronic

b. Dod Geodetic Library recordkeepingcopies (paper, electronic, or both} .

c. Paper records maintained separately fromthe recordkeeping system

d . Electronic copies of records createdusing word processing systems andelectronic mail and used solely togenerate recordkeeping copies .

a. PERMANENT

(1) Cutoff on completion ofproject. Retire 1 year after cutoff to a records storage facility . Transfer to NARA 25 years after cutoff .

(2) j )

permanentRetain in electronic form as a

record. Migrate to new software versions immediately. Off-line storage must transfer to new media every3-5 years or as new media becomes available . Transfer to NARA on

mpletion of project.

b. ds determined as unique will be NARA when superseded or

obsolete .the Library o

estroy/delete or offer to

superseded or o Congress all others when

olete.

c . Destroy when old . j ct. Destroy/delete recordkeeping copy

9

808-09 GEODETIC COMPUTATION FILES

computatiotraverse, an

ry computations made prior to final , adjustment of triangulation,

leveling.

a. Recordkeeping (paper, electronic, or both) .

b. Paper records

the recordkeeping

c. Electronic copies of records using word processing systems and e mail and used solely to generate recordkeeping copies.

808-10 GEOGRAPHIC POSITION AND MECATOR COORDINATE FILES (UTM)Listing of the geographic position, UTM coordinates, station names, and agency code numbers for all available horizontal control stations within geographic areas. Tabulations are arranged by country and quadrangle areas and provide UTM coordinates and an index to the control established by the surveying organizations of each country.

a. DoD Geodetic Library recordkeeping copies:

(1) Paper

TEMPORARY

a. Destroy/delete on completion of all final computations for a particular project.

b. Destroy when 180 days old.

c. Destroy/delete within 180 days after ) )


a. PERMANENT

(1) Cutoff when supe obsolete. Retire to a s storage facility upon cutoff. r to NARA 25 years after cutoff.

10

i

(2) Electronic

b. Other offices' recordkeeping (paper, electronic, or both).


d. Electronic copies of records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately. Off-line storage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA when superseded or obsolete.

TEMPORARY b. Destroy/delete 1 year after superseded or obsolete.

c. Destroy when 180 days old. j )

Destroy/delete within 180 days after keeping copy has been produced.

}

11

•- . . .....

809 Series - HYDROGRAPHIC FILES

These files r ate to the measurement and description of the physical features of oceans, seas,

rivers, and thei adjoining coastal areas, and serve as an informational source data for NIMA.

Series Disposition

809-01 HYDROGRAPHIC

for the production ofData of any type co ected or accumulated

drographic mapscharts. Included are hy ographic maps

andand

charts, sketches, drawings, observations,computations, manuscript comp · ations, )intelligence data, reports, and elated Jdata. a. Data not published or completely a. PERMANENT

duplicated in resultant product and

determined to be unique and to have

continuing value.

(1) Paper 1) Cutoff when superseded,

to a ree, or no longer needed. Retire

rds storage facility uponansfer to NARA 25 years aftercutoff.

cutoff.

(2) Electronic ( 2) Retain in electronic form as apermanent record. Migrate to newsoftware versions I ediately. Off-line }storage must transfe to new media every

·3-5 years or as new meavailable. Transfer to

a becomes

superseded, obsolete, or nRA when

longerneeded.

1

TEMPORARYb. Data published and completely duplicated b. Destroy/delete when superseded or

resultant obsolet e .reference.

product and no longer required

c. maintained separately from c. Destroy when 180 days old.the system.

d. opies of records createdusing word proces · ng systems and electronicrecordkeepingcopies.

809-02 HYDROGRAPHJ:CGeographic positions and plaof triangulation and traverse s ations and

as the basis for hydrographic survethe elevations of benchmarks whic are used

coastal waters and other related item


(1) Paper

(2) Electronic


)

J

a. PERMANENT

(1) Cut off when no longer needed.Ret· e to a records storage facility 2

fter cut Transfer to NARA 25cut

off.off.

(2) in in electronic form as apermanent rec rd. Migrate to new )software versi s immediately. Off-line . Jstorage must tra fer to new media every3-5 years or as ne media becomesavailable . Transfer to NARA ontermination when no 1 ger needed.

TEMPORARYb. Paper records maintained separately from b. Destroy whenthe recordkeeping system.

2

c. Electronic copies of records created

reing word processing systems and electronic

dkeeping copies.

809-03 000 FILESData result ' g establishment. and maintenance o rocedures for the acquisition of B thymetric data and for supplying evaluate

a. Original data

(1) Paper

(2) Electronic

b. Other data and related information.



c. Destroy/delete within 180 days after recordkeeping copy has been produced.

a. PERMANENT

(1) Cutoff when no longer needed )for current operations. Retire to a records storage facility on cutoff. JTransfer to NARA 25 years after cutoff.

(2) Retain in electronic form as apermanent record. Migrate to new software versions immediately. Off-line

3-orage must transfer to new media every

ears or as new media becomes avail le. Transfer to NARA when no

eded for current operations.

Destroy/ct ete when superseded, obcurrent operation

b. solete, or no onger needed for

_Jc. Destroy when 180

d. Destroy/deleterecordkeeping copy

3

810 Series -

evaluating, indexing, storing, and servicing photography.

Series

810-01 AERIAL PHOTOGRAPHYData created for useeither by contract, by NI

reparation of maps,, or by other

agencies. Included are ver ·cal and obliqueaerial film and prints made fr the film,and horizontal or vertical controlstations or points.

a. Film or imagery

b. Film or imagery from other agencies.

c. Prints.

Disposition

1 j

a. PERMANENTCutoff on publication of map or chart.Retire to a records storage facility 2y Transfer to NARA 25after

after cutoff.cutoff.

o other agency onthe map or chart.

c. Destroy/dele orobsolete.

}

1

810-02 FILES

location keyed to base maps, indicating the

photographsd area covered by individual

d flight strips. Also recordsets of aerial saics and similar data.

a. Recordkeeping co · es (paper, electronic,or both) .

b. Paper records maintainedthe recordkeeping system.

c. Electronic copies of records createdusing word processing systems and electronicrecordkeeping copies.

810-03 VIDEO MASTER NEGATIVE AND VIDEOTAPESMotion picture film used to create mastervideo tapes and video disk. Included arestill video images of maps and/or imagery;video tape used to create video disks.

a . PERMANENTCut off when no longer needed. Retireto a records storage facility upon


TEMPORARYb. Destroy when 180 days old.


ordkeeping copy has been produced .

when o longer needed for currentoperations. tire to a records storagefacility on cut f. Transfer to NARA 25years after cutof

2

I

-i l,\i' . . ' !· l __

811-01

b.

( (

TOPOGRAPHIC FILES

of raw or basic information required in the compilation of maps.

Series

Geographic inform ion covering cultural andphysical aspectsarea for support

ofof ma

country or regionalrograms maintained

as an Area Research Data nk. Included arearea documents of boundaries overeignty,cities, towns, communications,features (industries, public wor

ulturek

landmarks, military data) , drainagewater resources, railroads, roads, higterrain features, vegetation and woodlan

ays,

weather and climate, park lands, forests,search requirements (gaps in information andsources to be exploited) and related data.Also included are data reflecting currentinformation necessary for map compilation,tourist information, and diplomatic facilityinformation.


Disposition

TEMPORARY

) J

a. or offer to theLibrary of Congress hen superseded,obsolete, or no longe needed. }

Electronic copies of records created b. Destroy/delete 80 daysusing word processing systems and electronic recordkeeping copy reduced.

after


1

811-02

.' .:. ' 1.+

ipts created by map compilation or stereoco ilation methods wherein informatio from photography, maps, or documents is mbined to become the original drawing of a ne ap. Included are overlays, photogra ic negatives, proof copies, hand pulls, a other media created in the preparation of fi 1 reproduction manuscript negatives. Also · ncluded is data pertaining to the procurement, use, transfer, and loan of reproducti manuscript material and data officI ly canceling reproduction manuscript mat ial which forms the basis for destruction o such material.

a. Recordkeeping copies (paper, electronic, or both) .

b. Electronic copies of records created using word processing systems and electronic recordkeeping copies.

TEMPORARY

) )

a.Libra

Destroy/delete or offer to the

obsoleteof Congress when superseded,

or no longer needed.

b. Destroy/d within 180 days after record keeping has been produced.

2

I

812 Series -

o measurements of the earth' s field, its relationship with the outeratmosphere and its i with interplanetary

magneticmagnetic fields.

Series Type of File

812-01 GEOMAGNETIC DATA FI

earth' s magnetic field anto the outer atmosphere anmagnetic fields. This includ

Data pertaining to mea rements of theits relationship

'nterplanetary

information containing parametetrack spacing, platform type,instrumentation and navigation aids.included are product information descrI ingcharts produced from geomagnetic surveys.Information describing publications orevaluations which may have been produced asa result of a geomagnetic survey areincluded. Magnetic intensity values fromgeomagnetic surveys conducted worldwide areincluded.


b. Electronic copies of records createdusing word processing systems and electronicrecordkeeping copies.

Disposition

TEMPORARY

) j

a. Destroy/obsolete.

b. Destroy/delete ithin 180 days afterrecordkeeping copy ha been produced. }

1

b. within 180 days after

MODEL OF THE EARTH ' S MAGNETIC FIELDThis file contains a set of spherical

armonic coefficients and provides the basisfo the geomagnetic information portrayed onall npublish

tical and aeronautical chartsby NIMA. Data is furnished

directly ocomputing va

by computer programs fores from the coefficients.

a. Recordkeeping opies (paper, electronic,or both) .

b. Electronic copiesusing word processing syste

ecords createdand electronic


812-03 RESIDUAL FILESThis file contain values of residual

and portrays anomalous valdeclinationdeclination by showing differencesobserved and computed values.


TEMPORARY

a. Update coefficients every 5 years.Destroy/delete data when obsolete.

b. Destroy/delete within 180 days after )Jrecordkeeping copy has been produced.

TEMPORARY

a. Update every 5 years in conj unctionwitʥ the production of new geomagneticfield dels. Destroy/delete when

Electronic copies of records created b. Destroy/using word processing systems and electronic recordkeepingrecordkeeping copies.

has been produced. j 812-04 HARD COPY FILES TEMPORARY

Contains hard copies of charts and Destroy whenpublications produced by variousorganizations involved in geomagneticsurveys (foreign and domestic) on a worldwide basis. Also indexes, reproductions andother supporting information.

2

813 Series - P

specifying the mapping, map, chart, and geodetic preparation and are created from the process of These files pertain

and geodetic work to be done and the sequence of actions to be ta ken to accomplish that

Series Type of File

813-01 WORK ASSIGNMENT FILESAssignment of map and rejectsincluding assignments to units nder operational control.



813-02 MAP PROJECT ASSIGNMENT AND ORDER FILESData that initiates map and chart proj ects and specifies work to be done and the sequence of operations. Also data prepared as supplements to amplify, modify, or clarify requirements, or treat subjects not covered in a map and chart proj ect assignment instruction.

a. Office of primary responsibility: Recordkeeping copies

(1) Paper

Disposition

TEMPORARY

a. Destroy/delete 1 year after J )

completion of assignment.


ecordkeeping copy has been produced.

} a PERMANENT

(1 )holding facility on completion of

Cutoff and retire to r ords

assignment or project. 25 years after cutoff.

Transfer to NARA

1

813-03

(2) Electronic

b. Other fices' recordkeeping copies (paper, elec onic, or both).

c. Paper records separately from the recordkeeping s

d. Electronic copies of ecords created using word processing syste mail and used solely to gener

and electronic


MAP AND CHART PREPARATION GU:IDECompilation records and supporting pape containing job specifications and specifi reference to aerial photos and other source materials used for cultural and natural features, place names, boundary lines, and similar data basic to the content, accuracy, and reliability of mapping and charting.

a. Office of primary responsibility recordkeeping copies.

( 1 ) Paper

(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately. Off-line storage must transfer to new media every 3-5 years or as new media becomes available. Transfer to NARA on completion of assignment or proj ect.

TEMPORARYb. Destroy/delete 1 year after

completion of assignment or project. )

c. Destroy when 180 days old. j

d. Destroy/delete within 180 days after


a.

(project.

1) Cut

facility 2Retire

yearsto NARA 25 years

/;

n completion of the taft

a records storage cutoff. Transfer

utoff.

2

b.

.r

(2) Electronic

b. copies .

c. Paper records mai ained separaterly from the recordkeeping s tern.

d . Electronic copies of reco using word processing systems a mail and used solely to generate recordkeeping copies .

813-04 PRODUCTION AND REPRODUCTION REPORTSData which controls and reflects the progress of geodesy projects. Included are priorities and schedules, manuscript checks, deficiency reporting, and related papers.

a. Office of primary responsibility recordkeeping copies.

b . All other offices recordkeeping copies.


(2) Retain in electronic form as a permanent record. Migrate to new software versions immediately . Off-linestorage must transfer to new media every 3-5 years or as new media becomes available . Transfer to NARA on completion of proj ect.

TEMPORARYb. Destroy/delete 1 year after completion of the project.

c. Destroy when 180 days old. ) j

d . Destroy/delete within 180 days after recordkeeping copy has been produced .

TEMPORARY

a . /delete when 5 years old.

when 1 year old.

old.c. Destroy when 1

d. Electronic copies of records created d . Destroy/delete 180 days after using word processing systems and electronic recordkeeping copy produced.mail and used solely to generate

3

b.

copies.

813-05 QUALITY SURVEY FILES TEMPORARYContains producti personnel distributi

identification charts,

charts, product inspecti and duty assignment

summaries, procedures and s records and

terns reviews and summaries, discrepancy an orrectiveaction records and summaries, qua ·ty trend charts and summaries, quality inspec ·ons, and related data. Also included are sp survey records, staff summary reports, an

ial

related data. )Destroy/delete 1 year after action J

a. Recordkeeping copies (paper, electronic, completed.

or both) .

Electronic copies of records created using word processing systems and electronic

recordkeep


b.

·

Des oy/delete within 180 days afterg copy has been produced.


.}

4

814-01

sf eries - DISTRIBUTION AND STORAGE FILES

Series

pertain to control of the worldwide DoD map, chart, and geodesy requirements,

inventory management, cataloging, distribution, and operations of storage.

Data specifyi authorityfor release and sue of maps

andand related

publications. Incautomatic distributio

ed are authority for

authority for issuing maspecific release

to certain individuals and and publications

and general release authorityganizations,

ecifyingconditions under which maps and ublicationswill be released.

a. Office responsiblepolicy.

(1) Paper

(2) Electronic

Disposition

_'\,J

J

a. PERMANENT

Cutoff when superseded orRetire to a records storageyear after cutoff. Transferyears after cutoff.

(2) Ret · n in electronic form as a )permanent reco Migrate to newsoftware versions 'mrnediately. Off-line Jstorage must trans to new media every3-5 years or as new m ia becomesavailable. Transfer to RA ontermination of agreement o when nolonger needed.

1

b . recordkeeping copies both) .

c. Paper rec separately from the recordkeepin

d. Electronic copie records created using word processing s

f

mail and used solely to geterns and electronic


814-02 MAP SERIES AND STOCK LEVEL Data created by map distribution ac · vities in the establishment and maintenance stock levels sufficient to satisfy requirements of elements serviced. is review of maps and map series to determine which will be maintained as active distribution items.


Electronic copies of records created usingb.

word processing systems and electronic mail and used solely to generate recordkeeping copies.

814-03 MAP REQUISITION FILESCompilation records and supporting papers containing job specifications and specific reference to aerial photos and other source materials used for cultural and natural features, place names , boundary lines, and similar data basic to the content, accuracy ,and reliability of mapping and charting.



d. Destroy/delete within 180 days after recordkeeping copy has been produced .

)TEMPORARY J

a. De troy when superseded or obsolete.

b. Destroy 180 days after recordkeeping has been produced.

)J

TEMPORARY

2

Recordkeeping copies (paper, electronic, a. Destroy when 2 years old. or b ) .

using word p b.

cessing systems and electronic s

copies of records created

mail and used cop

ely to generate recordkeeping

814-04 ISSUE HISTORY ANDData reflecting the reco each material request release order and a 1 supply actions taken on the request. Also ireports concerning the status o excess stock, and the redistribut

luded are supply,

stock, including station stock stat n

reports and reports on the status of equipment.



814-05 PUBLIC SALES POLICY FILESData received and issued on procedural guidance for release, sale, and nonreimbursable supply of NIMA products to the general public, other U. S. Government agencies, foreign governments and nationals, treaty organizations, and other organizations.

a. Office of primary record.

b. Destroy/delete 180 days after recordkeeping copy has been produced .

TEMPORARY

))

a. Destroy/delete 1 year after termination.

b. troy/delete within 180 days after recordk ping copy has been produced.

) J

a • PERMANENT

3

Paper (1) Cutoff 1 year after action hasbeen completed.

on records

holding facility Retire to a

NARA 25 years after cutoff.cutoff.

Transfer to

( 2 ) (2) Retain in electronic form as apermanent record. Migrate to newsoftware versions immediately. Off-linestorage must transfer to new media every3-5 years or as new media becomesavailable. Transfer to NARA ontermination of agreement or when nolonger needed. )

) TEMPORARY

b. All other offices' copies b. Destroy/delete 1(paper, electronic, or has been completed.

year after action

c. Paper records maintained c. Destroy when 180 days old.the recordkeeping system.

usingElectronic copies of records created Destroy/delete within 180 days afterd.

word processing systems and electronic cordkeeping copy has been produced.

recordkeeping copies.mail and used solely to generate

814-06 PUBLIC SALE OF NIMA PRODUCTSRequest for and issuance of NIMA products, )such as copies of cash sale invoices, Jmonthly statements of issues of sales toagents, quarterly statements, issueinvoices , credit invoices for cancelled orobsolete charts and publications, andshipping orders. (See Series 300 foraccounting and disbursing records. )

a. Recordkeeping copies (paper, electronic, a. Destroy/delete 1 after actionor both) . has been completed.

4

http:completed.on

Electronic copies of records created word processing systems and electronic

d used solely to generate ing copies.

814-07 REQUISITION STATUSuantity and type of

FILES

material due-in w 'ch are used as a record of due-in shipments, as a notification of shipment, or for purp utilization planning.

es of warehouse space eluded are copies

of requisitions and their tatus, purchase orders, shipping and deliver orders, requisition registers, and sim ' ardocuments; but excluded are docu ents when filed with account.


b. Electronic copies or records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

814-08 STOCK INVENTORY, RECONCILIATION AND CONTROLStock establishment, balances, and amendment of stock levels. inventory, reconciliation, adjustment, or

Data used for purposes of

revision of stock balance or level.


b. Destroy/delete within 180 days after recordkeeping copy has been produced .

TEMPORARY

) )

a. Destroy/delete 6 months after receipt of shipment, or when action has been completed, whichever is first .


keeping copy has been produced.

, ) TEMPORARY J

a. Destroy/delete when year old.

5

b. Electronic copies or records created using word processing systems and electronic mail and used solely to generate

cordkeeping copies.

814-09 Data bea · ng the signature of a representae ·ve of a foreign government or other duly au orized representative, such as freight forw der, carrier, or in-country representative. but are not limited

mally, files consist of,

manifests including su signed supply

orting manifest copies of shipping data, . S. Postal Service receipts, and other types evidencing receipt of materi

recordsfrom NIMA by

a foreign country.


b. Paper records maintained the recordkeeping copies.

c. Electronic copies or records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

814-10 LOCATOR RECORDSData used as a location system for supplies and equipment, or used as a check or inventory of stock location. Included are space control, location identification, and similar data.

b. Destroy/delete within 180 days after recordkeeping copy has been produced.

TEMPORARY

1 J

a. Cutoff and retire to a records holding facility when 2 years old. Destroy/delete 10 years after cutoff.


estroy/delete within 180 days after c. eeping copy has been produced.

I TEMPORARY

6

or bo Recordkeeping copies (paper, electronic,

) .

b . copies or records created us ing word p cess ing systems and electronic mail and used lely to generate record keeping

814-11 INSPECTION , AND REPORTING FILESData on the identification classification, and inspection of items in s received for storage from sour

rage or s other than

contractors, reflecting the phys al

used, and the examination and testin condition of the items, packing pr edures

items, for the general purpose of determining the suitability of storage methods and conditions, and to assure that the supplies and equipment will be in usable condition. Included are surveillance inspection reports, quality history records, test data, stock discrepancy reports,classification reports, registers maintained for storage control purposes, and reports relating to overall storage operations.


b. Electronic copies or records created using word processing systems and electronic mail and used solely to generate recordkeeping copies.

a. Destroy/delete when superseded orobsolete.

b. Destroy/delete within 180 days after recordkeeping copy has been produced.

TEMPORARY

)J

.a. Destroy/de ete when 2 years old. ]

b. Destroy/delete ithin 180 days after recordkeeping copy ha been produced.

7

January 2000 CONVERSION TABLE FOR 800 SERIES

GEOSPATIAL FILES From DMA to NIMA From DMA to NIMA From DMA to NIMA

804-0 1 8

From DMA to NIMA From DMA to NIMA From DMA to NIMA

8 1 1 -0 1 8 1 1 -0 1

8 1 1 -02 8 1 1 -0 1

8 1 1 -03 8 1 1 -02

8 1 1 -04 8 1 1 -02

8 1 1 -05 8 1 1 -02

8 1 1 -06 8 1 1 -02

8 1 2-0 1 704-07

8 12-02 803-04

8 1 5-0 1 805-06

8 1 5-02 805-06

8 1 5-03 805-06

8 1 6 702-02

Entire Series

8 1 7-01 8 1 2-0 1

8 1 7-02 8 1 2-0 1

8 1 7-03 8 12-02

8 1 7-04 8 12-03

8 1 7-05 8 12-04

8 1 3-0 1

8 1 3-02

8 1 3-03

8 1 3-04

8 1 3-05

8 1 3-06

8 1 3-07

8 1 3-08

8 1 3-09

8 1 3-01

8 1 3-02

8 1 3-02

8 1 3-03

81 3-04

8 1 3-05

81 3-05

81 3-04

8 1 3-04

8 1 4-0 1 8 1 4-0 1

8 14-02 8 14-02

8 14-03 8 14-03

8 1 4-04 8 1 4-02

8 1 4-05 8 1 4-05

8 1 4-06 8 14-06

8 1 4-07 8 1 4-07

8 1 4-08 8 1 4-07

8 1 4-09 8 14-04

8 14- 1 0 8 1 4-07

8 14- 1 1 8 14-04

8 1 4- 1 2 8 1 4-08

8 1 4- 1 3 8 1 4-08

8 1 4- 1 4 8 14-09

8 14- 1 5 8 1 4- 1 0

8 1 4- 1 6 8 14-1 1

8 14- 1 7 8 1 4- 1 1

8 14- 1 8 8 1 4- 1 1

8 1 4- 1 9 Non-record

Redactions have been made to this record control schedule pursuant to 5 U.S.C. 552(b)(3) with the corresponding statute 10 U.S.C. 424, which protects from disclosure the "organization or any function of, and certain information pertaining to, employees of the National Geospatial- Intelligence Agency (formerly National Imagery and Mapping Service)." You will need to submit a Freedom of Information Act (FOIA) request to the Office of the General Counsel for the withheld information.

http://www.archives.gov/foia/

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