• Home
  • Instructions for Disposal of PSC Records

Instructions for Disposal of PSC Records

  1. Review the records that are to be destroyed noting the use of the record and category. (i.e., correspondence files, personnel records, financial documents, etc.)
  2. Review the PSC and NARA GRS records retention schedules to determine the retention requirements for the records you wish to destroy. The PSC schedule can be found on this webpage. The link for the NARA GRS is as follows: www.archives.gov/records-mgmt/ardor/records-schedules.html
  3. Identify which items in the records retention schedule(s) best describe the records selected for destruction.
  4. Separate records by category (i.e., medical records, financial records, correspondence, etc.)
  5. Separate by year closed.
  6. Arrange the records in alphabetical, numerical, or date order.
  7. Estimate the approximate number of records that would fit in a records center box. A record center box is 1 cubic foot. Hint: Use an empty RC box to determine the number of files it will hold, and estimate the number of cubic feet of records for disposal.
  8. Complete the SF-135 Records Transmittal and Receipt form, and prepare an index (index of contents/box list). Go to www.gsa.gov, scroll down and click on Standard Forms. Scroll down and click on SF-135. Select the PDF Version of the SF-135.
  9. E-mail the PSC RMO and request an accession number. Attach the SF-135 and the index to the e-mail. The e-mail will be reviewed by the PSC RMO and then forwarded to the OS RMO for review and assignment of accession number. The accession number will sent to the PSC RMO who will then forward the number to the requesting office.
  10. After the receipt of the accession number, type it on the index in the upper left corner. The index should include: a). the accession number, b). number of boxes for disposal, e.g., box 1 of 2, in the upper right corner, c). the type of records, and d), the year the records were closed. If more than one page, number the pages 1 of __ pages.
  11. The PSC RMO will send you a Disposal Notice document. Complete this document and forward to you supervisor for review and signature. NOTE:This document is the authorization from your office to dispose of its records.
  12. Fax or e-mail the PSC RMO copies of the SF-135, index, and the signed Disposal Notice.
  13. To obtain shredding services follow this link: https://propshop.psc.gov/checkout/shredding_req.asp
  14. Complete the form. The site will give you a date for the contractors to pickup the records for shredding. Write this date on the SF-135. It will become the disposal date of the records.