| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1701 |
Commission Membership Files | |
|
Documents accumulated in recording appointments to NHPRC and other official actions affecting Commission membership. Included are correspondence, appointment orders, letters of resignation, other official actions, and related records. Files are arranged alphabetically by member. |
PERMANENT. Cut off in 5-year blocks. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1) |
| 1702 |
Commission Meeting Files | |
| 1702-1 |
Documents created in recording NHPRC proceedings. Included are agenda, minutes, policy papers, committee reports, typed transcripts, tape recordings of meeting proceedings, and related records. Arranged by subject. |
PERMANENT. Transfer to NARA when no longer needed for current operations. (N1-64-87-1) |
| 1702-2 |
Circular letters, containing routine information (e.g., copies of agenda, minutes, etc.), sent from the Executive Director to Commission members. |
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| 1703 |
NHPRC Annual Report | |
|
Documents accumulated in compiling NHPRC Annual Report to Congress. Included are copies of the report, summary data on NHPRC activities and achievements, and related records. | |
| 1703-1 |
Record copy of reports submitted prior to 1985. (File record copy of annual reports submitted in 1985 and thereafter in file no. 121, NARA Annual Report to Congress.) Arranged chronologically.
|
PERMANENT. Transfer complete set to NARA in 1990. (N1-64-87-1) |
| 1703-2 |
Background materials.
|
Cut off annually. Destroy when 3 years old. (N1-64-87-1) |
| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 1704 |
Program Correspondence and Subject Files | |
| 1704-1 |
Correspondence and/or subject files, including memoranda, reports, forms, and other records relating to legal establishment of the NHPRC grant programs, their policies and basic procedures, and the management and evaluation of the grants. Arranged by subject.
|
PERMANENT. Cut off annually. Transfer to NARA in 10-year blocks when 20 years old. (N1-64-87-1) |
| 1704-2 |
Correspondence and/or subject files relating to routine operations and daily activities in administration of the NHPRC grant programs. | |
|
a. Records Program Correspondence. |
Cut off annually. Destroy when 2 years old. (GRS 3, item 14) |
|
b. Publications Program Correspondence. |
Cut off annually. Destroy when 2 years old. (GRS 3, item 14) |
| 1705 |
Grant Administration Study Files | |
|
Documents accumulated by the staff in studying special problems relating to the administration of grants. Included are studies and related background records. | |
| 1705-1 |
Record copy of study. Arranged alphabetically by subject.
|
PERMANENT. Place in inactive file upon completion of study. Cut off inactive files every 5 years. Transfer to NARA in 5-year blocks when 10 years old. (N1-64-87-1)
|
| 1705-2 |
Other materials.
|
Cut off annually upon completion of study. Destroy when 3 years old. (N1-64-87-1)
|
| 1706 |
Gift Fund Files | |
|
Documents accumulated as a result of NHPRC activities to raise private funds to support NHPRC-sponsored projects. Included are correspondence, reports of income and disbursement, and related records. |
Cut off annually, hold 5 years, and retire to records center. Destroy when 20 years old. (N1-64-87-1) |
| 1707 |
Grant Control Files | |
|
Indexes, registers, logs, or other records related to the control of assigning numbers or identifying projects, applications, and grants. |
Destroy or delete when 2 years old, OR 2 years after the date of the latest entry, whichever is applicable. (GRS 23, item 8) |
| 1708 |
Fellowship Application Files | |
|
Documents accumulated in accepting, declining, and administering annual fellowships. Included are applications, background materials, listings of proposed projects and prospective candidates, correspondence with candidates, and related records. | |
| 1708-1 |
Accepted applications.
| |
|
a. Applications relating to the Records Program. |
Upon approval, transfer documents to file no. 1710, Records Program Grant Case Files. (N1-64-87-1) |
|
b. Applications relating to the Publications Program. |
Upon approval, transfer documents to file no. 1711, Publications Program Grant Files. (N1-64-87-1) |
| 1708-2 |
Unsuccessful (rejected or withdrawn) applications.
|
Cut off annually. Destroy when 5 years old. (N1-64-87-1)
|
| 1709 |
Grant Application Files | |
|
Applications, memoranda, correspondence, and other records (e.g., staff, reviewer, and panelist comments) relating to the decision to accept or reject grant proposals; and correspondence between the staff and applicant. Files are arranged by type of grant (Records Program grant or Publications Program grant). Records Program files are arranged alphabetically by state, and within state by proposal number. Publications Program files are arranged alphabetically by title of project. | |
| 1709-1 |
Accepted applications.
| |
|
a. Applications relating to the Records Program. |
Upon approval, transfer documents to file no. 1710, Records Program Grant Case Files. (N1-64-87-1) |
|
b. Applications relating to the Publications Program. |
Upon approval, transfer documents to file no. 1711, Publications Program Grant Files. (N1-64-87-1)
|
| 1709-2 |
Unsuccessful (rejected or withdrawn) applications.
|
Cut off annually. Destroy when 5 years old. (N1-64-00-1)
|
| 1710 |
Records Program Grant Case Files | |
|
Case files consisting of the grant or fellowship application, correspondence concerning program and fiscal matters, grant instrument, payment vouchers, approved budget with any amendments, interim and final narrative and expenditure reports, evaluation materials from reviewers and panelists, newspaper clippings, and related records. Files are arranged alphabetically by state and within state by grant number. | |
| 1710-1 |
Grant case files selected annually by the Records Program Director for permanent retention. Files selected must meet one or more of the following criteria:
- The grant established a precedent for changing Commission policy
or procedures;
- The grant received widespread attention from the news media;
- The grant was widely recognized for its excellence by historians,
archivists, records managers, or others active in the field;
- The grant was reviewed at length in the narrative portions of
the Commission's annual report; or
- The grant was the subject of extensive litigation.
|
PERMANENT. Cut off annually following completion of project, hold 5 years, and retire to records center. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-87-1)
|
| 1710-2 |
All other Records Program Grant Case Files.
|
Cut off annually following completion of project, hold 5 years, and retire to records center. Destroy when 15 years old. (N1-64-87-1)
|
| 1711 |
Publications Program Grant Files | |
|
Case files consisting of the grant or fellowship application, correspondence concerning program and fiscal matters, grant instrument, payment vouchers, approved budget with any amendments, interim and final narrative and expenditure reports, evaluation materials from reviewers and panelists, reference reports, newspaper clippings, and related records. Although a separate Project Correspondence File is maintained for informal correspondence between the project director and the Publications Program staff, these files are consolidated with the grant case file when the grant is completed (correspondence concerning editing techniques and related materials are filed in 1704).
|
PERMANENT. Cut off upon completion of the grant. Consolidate with Grant Case File. Destroy all duplicates. Schedule in accordance with file no. 1710, Records Program Grant Case Files. (N1-64-87-1)
|
| 1712 |
Final Product Files | |
|
Published reports, books, studies, audiovisual materials, or any other final grant products and related records in textual or machine-readable form.
| |
| 1712-1 |
Final products submitted on or before September 30, 1985. Arranged numerically by project.
|
PERMANENT. Transfer to NARA when no longer needed for reference OR when 30 years old, whichever is sooner. (N1-64-87-1)
|
| 1712-2 |
Final products submitted after September 30, 1985.
| |
|
a. Record copy. Arranged numerically by project. |
PERMANENT. Upon completion of the project, place final product in inactive file. Cut off inactive files in 5-year blocks. Transfer final products to NARA in 5-year blocks when 20 years old. (N1-64-87-1)
|
|
b. Reference copy of final product. |
Destroy when no longer needed. (N1-64-87-1)
|
| 1713 |
Finding Aid Files | |
|
Lists of documents at NARA, the Library of Congress, and other repositories relating to NHPRC projects. Lists are compiled by NHPRC staff. Arranged alphabetically by project name. |
PERMANENT. Transfer to NARA when no longer needed for current operations OR when 30 years old, whichever is sooner. (N1-64-87-1)
|
| 1714 |
Institute for Documentary Editing | |
|
Documents created in preparing, organizing, and administering training sessions in the field of documentary editing.
| |
| 1714-1 |
Schedules, class lists, correspondence, and related records.
|
Cut off annually, hold 2 years, and retire to records center. Destroy when 7 years old. (N1-64-87-1)
|
| 1714-2 |
Handouts, reference files, and similar documents.
|
Destroy when superseded or obsolete. (N1-64-87-1)
|
| 1714-3 |
Records selected for historical and technical significance in documenting the status and progress of documentary editing.
|
PERMANENT. Cut off in 5-year blocks. Transfer to NARA in 10-year blocks when 10 years old. (N1-64-90-1)
|
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