36 C.F.R. § 1222.50 Records maintenance and storage.
Title 36 - Parks, Forests, and Public Property
(a) Agencies shall prescribe an appropriate records maintenance program so that complete records are filed or otherwise identified and preserved, records can be found when needed, the identification and retention of permanent records are facilitated, and permanent and temporary records are physically segregated or, for electronic records, segregable. (b) Each Federal agency, in providing for effective controls over the maintenance of records, shall: (1) Establish and implement standards and procedures for classifying, indexing, and filing records as set forth in GSA and NARA handbooks; (2) Formally specify official file locations for records in all media and prohibit the maintenance of records at unauthorized locations; (3) Formally specify which officials are responsible for maintenance and disposition of electronic records and which computer systems are used for recordkeeping; (4) Standardize reference service procedures to facilitate the finding, charging out, and refiling of paper, audiovisual, and cartographic and architectural records, and to ensure that reference to electronic records minimizes the risk of unauthorized additions, deletions, or alterations; (5) Make available to all agency employees published standards, guides, and instructions designed for easy reference and revision; (6) Review its records maintenance program periodically to determine its adequacy; audit a representative sample of its paper, audiovisual, electronic, cartographic, and architectural files for duplication, misclassification, or misfiles; (7) Maintain microform, audiovisual, and electronic records in accordance with 36 CFR parts 1230, 1232, and 1234, respectively; (8) Establish and implement procedures for maintaining records and nonrecord materials separately; ensure that record materials generated electronically are clearly identified as records and protected from unauthorized change or deletion for the length of their scheduled retention period; and (9) Establish and implement procedures for the separate maintenance of any personal papers in accordance with §1222.36. (c) Agencies must ensure that: (1) Records in their legal custody sent for off-site storage are maintained in facilities that meet the standards specified in 36 CFR part 1228, subpart K; (2) The information requirements specified at 36 CFR 1228.154 are met; and (3) They remove their records from any records storage facility that does not correct nonconformances with the standards specified in 36 CFR part 1228, subpart K. (A facility is compliant if it does not have to meet the standard until a specific date in the future or compliance has been waived by NARA in accordance with 36 CFR 1228.238.) Agencies must initiate removal of the records from such a center within 6 months of initial discovery of the deficiencies by NARA or the agency and to complete removal of the records within 18 months after initial discovery of the deficiencies. [55 FR 27423, July 2, 1990, as amended at 60 FR 44640, Aug. 28, 1995; 64 FR 67664, Dec. 2, 1999]
Title 36: Parks, Forests, and Public Property
PART 1222—CREATION AND MAINTENANCE OF FEDERAL RECORDS
Subpart C—Standards for Agency Recordkeeping Requirements
§ 1222.50 Records maintenance and storage.
