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National Science Foundation
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NSF Records Retention Schedule
HSPD-12


National Science Board NSF Records Schedule NC1-307-82-1

Records created and maintained to administer granting of Government funds for the promotion of basic research, science information, science education, and other purposes. Included are internal records and reports, copies of certain fiscal records, individual case files of all proposals received, grant and contract awardee case files, published research findings, and finding aids to the various groups of records.

ITEM NO. 1
  1. Numbered Copy File

All communications with the full NSB or any of its committees is conducted via memorandum and is assigned sequential numbers, i.e., NSB-81-1, NSB/EC-81-45: an individual file folder is made for each such numbered document for each calendar year and a document control log is kept. These documents include the formal work of the Board and information items, proposals, etc. Approximately 10 copies of each numbered document are housed in each file.

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    1. Record set of the NSB numbered copy file. Arranged by year and thereunder numerically.

DISPOSITION: Permanent. Offer to NARS in 5 year blocks with the related document control log as an index when the latest records are 20 years old.

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  1. Microfiche Copy. Made for 1975-77

DISPOSITION: Destroy when 10 years old or when no longer needed for administrative purposes.

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  1. All other copies.

DISPOSITION:Destroy when no longer needed for administrative or reference purposes.

ITEM NO. 2
  1. NSB and Executive Committee Minutes.

These minutes official document Board and Executive Committee actions. Permanently housed in NSB Ofice arranged in chronological order and meeting date.

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  1. Minutes of meetings. Maintained in volumes.

DISPOSITION: Permanent. Offer to NARS in 5 year blocks when the latest records are 20 years old.

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  1. Minutes of closed meetings. Maintained in file folders.

DISPOSITION: Permanent. Offer to NARS in 5 year blocks when the latest records are 30 years old.

ITEM NO. 3
  1. Minutes/Meeting.

Files accumulated working papers used in preparation of each board meeting.

DISPOSITION: Destroy after 5 years or when no longer referred to.

ITEM NO. 4
  1. NSB Committee Files.

Includes records of the Budget Committee, the Policy & Planning Committee, and ad hoc committees, such as the 1972 Astronomy Committee, and the 1976-77 Peer Review Committee. Records include minutes, membership lists, reports, and related correspondence and memoranda. Arranged by committee and thereunder chronologically.

DISPOSITION: Permanent. Transfer to FRC when 5 years old. Offer to NARS in 5 year blocks when the latest records are 10 years old.

ITEM NO. 5
  1. Mailed Copy File.

Record copy of all Board documents sent to the Board and Board Books utilized at meetings.

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  1. Mailed Copy File. Contains copy of all documents mailed to Board members prior to scheduled meetings.

DISPOSITION: Retain in Foundation for 5 years then transfer to FRC for 5 years then destroy.

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  1. Board Books. Bound copies of minutes of previous meeting, agenda for current meeting, actions items for discussion. Maintained chronologically by meeting date. Arranged by committee and thereunder chronologically.

 
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  1. Record Set

DISPOSITION: Permanent.Transfer to FRC when 2 years old. Offer to NARS in 5 year blocks when the latest records are 10 years old.

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  1. All other copies

DISPOSITION: Destroy when no longer needed for administrative or reference purposes.

ITEM NO. 6
  1. Active Adminstrative File.

 

These files contain information concerning the working of the National Science Board,i.e., Nominations Files, Personnel Files, Correspondence and Subject Files.

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  1. NSB Nomination File. Records of nomination process including recommendations sent to the President. Maintained alphabetically.

DISPOSITION: Permanent. Retain in Foundation for 5 years after last action, then transfer to FRC. Offer to NARS in 5 year blocks when the latest records are 20 years old.

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  1. Present and Former Board Members' Correspondence. Consists of all letters/memoranda initiated, received, or pertaining to that Member. maintained in alphabetical order.

DISPOSITION: Permanent. Move the member's files to the inactive files when membership on the Board terminates. Retain in the Foundation for 5 years after last action, then transfer to FRC. Offer the inactive files to NARS in 5 year blocks ehen the latest records are 20 years old.

Arranged by committee and thereunder chronologically.

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    1. NSB Subject Files. Contains actions initiated or respondenced to by the Board.

DISPOSITION: Permanent. Remove duplicate copies from files and cut off annually. Transfer to FRC when 5 years old. Offer to NARS in 5 year blocks when the latest records are 20 years old.

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  1. NSB Members and Staff Personnel Files. Consists of personal information, travel, financial, etc.

DISPOSITION: Retain 3 years after termination of appointment, then destroy.

ITEM NO. 7
  1. Nominees for and Recipients of the Vannevar Bush Award.

Awards made to recognize and encourage younger scientists. Contains biographical information concerning past employment, education, achievements, and other similar personal data for persons who have been nominated for or received the Award. Maintained alphabetically by year of nomination. Arranged by committee and thereunder chronologically.

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  1. Recipients.

DISPOSITION: Permanent. Offer to NARS in 5 year blocks when 10 years old (e.g., offer 1970-74 block in 1985).

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  1. Non-recipients.

DISPOSITION: Destroy when 5 years old.



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