6209.11_42_5000 Series
Page 1 of 26
FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
Amendment No.: 6209.11-2016-3
Effective Date: February 4, 2016
Duration: This amendment is effective until superseded or removed.
Approved: J. LENISE LAGO
Deputy Chief for Business Operations
Date Approved: 01/27/2016
Posting Instructions: Amendments are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
amendment. Retain this transmittal as the first page(s) of this document. The last amendment to
this Handbook was 6209.11-2016-2 to 6209.11_42_2000 Series.
New Document
6209.11 42 5000 Series
26 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
6209.11_42_5000 Series
(Amendment 6209.11-2013-6, 09/18/2013)
28 Pages
Digest:
42 - Revises 5000 file code series direction previously issued. Revisions to retention and
retention authority categories indicate whether disposition is authorized.
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 2 of 26
Table of Contents
42 – File Designations and Retention Periods ............................................................ 3
5000 Series File Codes ............................................................................................................ 3
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 3 of 26
42 – FILE DESIGNATIONS AND RETENTION PERIODS
5000 - Series File Codes
Note: As electronic records management of unstructured data is implemented within the USDA/Forest Service, the Agency must
maintain electronic versions of the records according to 36 CFR 1236 for the entire record lifecycle. The Agency must transfer
permanent records to the National Archives and Records Administration (NARA) in accordance with the applicable NARA standards
in place at the time of transfer.
FS FILE
CODE
OFFICIAL
RECORD
FORMAT
HEADING
SUB-HEADINGS
DESCRIPTION
RETENTION
RETENTION
AUTHORITY
5100
Fire
Management
General
Temporary,
25 years (FY)
N1-95-10-10,
item 12
Hardcopy
5100
Fire
Management
Fire
Management
Inquiries
Records pertaining to fire management policies, programs, and
administration that are not retained under any other schedule in the
5100 series. Includes broad policies pertaining to the
administration of the fire management program.
Note: Close file at end of fiscal year and apply retention period.
Routine inquiries requesting general information.
Temporary,
3 months
Temporary,
25 years
(see note)
Temporary
(see note)
GRS 14-3
Hardcopy
N1-95-10-10,
item 13
Hardcopy
GRS 1-18a
Hardcopy
5100
5100
Fire
Management
Studies,
Administrative
Individual
Employee
Training
Records
Administrative studies of the fire management program, including
but not limited to policies, programs, and administration.
Note: Close file at end of study and apply retention period.
Records pertaining to fire training completed by permanent and
temporary employees. Records include, but are not limited to:
 Agency copy of course completion records maintained in the
BLM Incident Qualifications and Certifications System
(IQCS).
 Fire Position Task Books maintained and used by fire
management to document and determine employee incident
qualifications (including certifications).
Note 1: Unit must maintain a copy of records entered into the
BLM IQCS.
Note 2: Annually review Agency copy of training records and
destroy superceded or obsolete documents. Destroy entire file
relating to individual employee one year after employee
separation or transfer. Copy of records may be provided to
receiving unit of transferring employees as needed.
Note 3: Records may include PII.
Note 4: Restrict access to records.
Note 5: Records are covered by Privacy Act System of Records
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5110
Wildfire
Prevention
General
5110
Wildfire
Prevention
Plans
5120
Preparedness
Dispatching
5120
Preparedness
Fire-Danger
Rating
5120
Preparedness
Fire-Weather
Forecasting
6209.11_42_5000 Series
Page 4 of 26
DESCRIPTION
USDA OP-1.
Includes records associated with wildfire prevention, that document
cost-efficient reduction of fire suppression expenditures; damages
from human-caused fires; resource management objectives; fire
management direction; coordination with other Forest Service
offices, Federal and State agencies; and procedures and policies
associated with the fire management analysis systems and
applications.
Note 1: Create subject folders by topic.
Note 2: Close file at end of fiscal year and apply retention period.
Includes records associated with wildfire prevention plans,
including the actual plan.
Note 1: Arrange in folders by plan.
Note 2: Close file at end of fiscal year and apply retention period.
Records associated with the implementation of a command decision
to move resources from one place to another, includes geographic
area and local dispatch operating plans and mobilization guides.
Includes documentation (including voice recordings) associated
with the following dispatch centers:
 The National Interagency Coordination Center (NICC):
Coordinates and facilitates Interregional, Interagency, and
International fire management support and predictive services.
 Geographic Area Coordination Centers (GACC): Provides
interregional fire management support and prescribed fire
support to Regions, National Forests, and cooperators identified
in Regional or Geographic Area Mobilization Guides.
 Local dispatch centers: Provides wildland fire and prescribed
fire support to national forests, ranger districts, and cooperating
agencies.
Note: Close file at end of fiscal year and apply retention period.
Includes records regarding the National Fire Danger Rating System
(NFDRS), fire danger rating operating plan, fire danger rating
pocket card for firefighter safety, and similar topics.
Note: Close file at end of fiscal year and apply retention period.
Includes records pertaining to fire weather forecasting, including
(but not limited to) documentation pertaining to (but not maintained
in) fire-weather forecasting database systems or applications such
as:
 Remote Automatic Weather Station (RAWS)
 Weather Information Management System (WIMS)
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
50 years (FY)
N1-95-10-10,
item 14
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 15
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 16
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 17
Hardcopy
PERMANENT
(FY)
Pending, Retain on
site until disposition
instructions issued
to FSH 6209.11,
Chapter 40
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5120
Preparedness
General
5120
Preparedness
Plans
6209.11_42_5000 Series
Page 5 of 26
DESCRIPTION
 Western Regional Climate Center
Also includes records pertaining to fire weather forecasting policies
and procedures, such as the National Fire Danger Rating System
Weather Station Standards, the Weather Informaiton Management
System User’s Guide, and the Weather Station Handbook – An
Interagency Guide for Wildland Managers.
Note 1: Database systems and applications scheduled separately.
Note 2: Close file at end of fiscal year and apply retention period.
Note 3: Transfer closed case files to NARA when 15 years old.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [ERA Transfer Request (TR)] required
prior to transferring permanent records to custody and ownership
of NARA.
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 6: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes records of fire management activities planned and
accomplished in advance of wildland fire ignition to ensure safe,
efficient, effective management action. Activities include
preparedness planning; fire detection; fire management resource
dispatching; communication systems; rating of fire danger; fire
weather monitoring; wildland fire suppression; planning for
wildland fire use; maintaining fire records including tabular and
spatial data; fire training course materials, and qualification
guidance. Records document oversight of operation and
maintenance, as well as coordination with the National Interagency
Coordination Center (NICC) at Boise, Idaho.
Note 1: Close file at end of fiscal year and apply retention period.
Note 2: All records documenting individual employee completion
of training are maintained under “5100 – Fire Management –
Individual Employee Training Records”.
Note 3: The official record copy of training course material
developed or sponsored by the Agency (such as that developed by
the NWCG or by a regional fire staff) is to be maintained by the
originating/sponsoring Forest Service unit or authority. All other
Forest Service units using the course materials are not required to
maintain a record copy in official files.
Includes annually issued written plan and associated documentation
that provides for timely recognition of approaching critical fire
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
50 years (FY)
N1-95-10-10,
item 18
Hardcopy
Temporary,
50 years (FY)
N1-95-10-9,
item 1
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5130
Wildland Fire
Suppression
Fire Dispatch
Logs
5130
Wildland Fire
Suppression
Fire
Organization
5130
Wildland Fire
Suppression
General
5130
Wildland Fire
Suppression
Reports
6209.11_42_5000 Series
Page 6 of 26
DESCRIPTION
situations, priority setting, the deployment of forces, and other
actions to respond to fire situations.
Note 1: Current, annual – arrange in folders by plan.
Note 2: Close file at end of fiscal year and apply retention period.
Information recorded in logs (both hardcopy and electronic) of fire
starts and dispatch of personnel. Hardcopy logs often located in
Forest Service Dispatch Centers. Often these documents are unique,
one-of-a-kind records and may consist of loose pages stored in a
map-sized ledger from which individual pages can be removed.
Note 1: Care should be taken with paper documents showing
extreme wear (edge cracking, paper discoloration). If possible,
make a copy of the document using standard or map copier.
Indicate in writing on document if it is a duplicate/copy of the
original. Do not mark on original.
Note 2: Hard copy records created prior to adoption of electronic
database system(s) are designated for permanent retention. All
hardcopy documentation created after adoption of electronic
database system(s) are temporary and can be destroyed once it is
verified that the data on the hardcopy has been recorded in the
electronic system.
Note 3: Original hardcopy records 15 years old or older should be
transferred to the National Archives and Records Administration.
Retain copy on unit for Agency use.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Records pertaining to the duties and responsibilities of supervisors,
employees, line officers, incident commanders, and other personnel
associated with fire suppression activities.
Note: Close file at end of fiscal year and apply retention period.
Correspondence and other documentation associated with wildland
fire suppression. Topics include fire suppression, emergency
firefighters, safety, civil rights, structure fires, and strategies.
Note: Close file at end of fiscal year and apply retention period.
Includes reports, plans, and programs pertaining to fire suppression
and organization. File fire incident reports under 5180.
Note: Close file at end of fiscal year and apply retention period.
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
PERMANENT
(see note)
N1-95-10-7, item 1
Hardcopy
and
Electronic
Temporary,
50 years (FY)
N1-95-10-10,
item 19
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 20
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 21
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 7 of 26
OFFICIAL
RECORD
FORMAT
FS FILE
CODE
HEADING
SUB-HEADINGS
DESCRIPTION
RETENTION
RETENTION
AUTHORITY
5140
Fire Use
Appraisal
Methods
Temporary,
25 years (FY)
N1-95-10-10,
item 22
Hardcopy
5140
Fire Use
General
Temporary,
25 years (FY)
N1-95-10-10,
item 23
Hardcopy
5140
Fire Use
Statistical
Appraisals
Temporary,
25 years (FY)
N1-95-10-10,
item 24
Hardcopy
5150
Fuel
Management
Burning Plans
Temporary,
25 years
(see note)
N1-95-10-10,
item 25
Hardcopy
5150
Fuel
Management
General
Temporary,
25 years (FY)
N1-95-10-10,
item 26
Hardcopy
5150
Fuel
Management
Hazard
Reduction
Temporary,
25 years
(see note)
N1-95-10-10,
item 27
Hardcopy
5150
Fuel
Management
Reports
Temporary,
25 years (FY)
N1-95-10-10,
item 28
Hardcopy
5160
Fire
Management
Equipment and
Supplies
Fire
Management
Cooperation
General
Documentation associated with appraisal methods associated with
fire use planning, prescribed fire, fire use in forest land and resource
management plans, wildland fire use, and smoke management.
Note: Close file at end of fiscal year and apply retention period.
Records include general correspondence and records not listed
elsewhere in this schedule, pertaining to fire use planning,
prescribed fire, fire use in forest land and resource management
plans, wildland fire use, and smoke management.
Note: Close file at end of fiscal year and apply retention period.
Statistical appraisals associated with fire use planning, prescribed
fire, fire use in forest land and resource management plans, wildland
fire use, and smoke management.
Note: Close file at end of fiscal year and apply retention period.
Includes burning plans and supporting documentation.
Note 1: Organize in folders by unit.
Note 2: Close file when administrative use ends and apply retention
period.
Includes records pertaining to fuel management, the practice of
evaluating, planning, and treating wildland fuel to support land and
resource management objectives,and methods used for controlling
flammability and reducing the resistance to control.
Note: Close file at end of fiscal year and apply retention period.
Documentation of efforts to replace hazardous fuel with less
flammable fuel or fuel that offers less resistance to suppression.
Note 1: Organize in folders by area.
Note 2: Close file when administrative use ends and apply retention
period.
Includes annual fuel treatment reports that summarize
accomplishments of fuel treatment on National Forest Lands.
Note: Close file at end of fiscal year and apply retention period.
Fire equipment inspection, maintenance, storage, and financing.
Note: Close file at end of fiscal year and apply retention period.
Temporary,
25 years (FY)
N1-95-10-10,
item 29
Hardcopy
Temporary,
25 years
(see note)
N1-95-10-10,
item 30
Hardcopy
5170
Agreements
Records include documentation of agreements between the Forest
Service, other Federal agencies and/or foreign countries regarding
fire management cooperation.
Note 1: Arrange folders alphabetically by agency association, or
individual
Note 2: Cooperation with State, local, and private entities is
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5170
Fire
Management
Cooperation
General
5180
Fire Reports
Fire Package –
Incident
Administrative
Records
5180
Fire Reports
Fire Package –
Incident History
File
6209.11_42_5000 Series
Page 8 of 26
DESCRIPTION
retained under file code 3170.
Note 3: Retention period begins when agreement ends.
Fire management correspondence and similar records pertaining
cooperation among the Forest Service, other Federal agencies, and
foreign countries not covered elsewhere in this schedule.
Note: Close file at end of fiscal year and apply retention period.
Records documenting the administrative and operational actions
taken in the management of the incident, such as daily action plans,
internal briefings, status summary reports (except final), inspection
checklists, unit logs, worksheets, inventories, T-cards, resource
orders, demobilization plans and checkout, cost estimates,
agreements, fire behavior messages and forecasts, raw weather data
captured elsewhere, safety reports and accident logs, firing plans,
individual unit narratives, photos without long-term value, and
similar records pertaining to logistics, resources, air operations,
safety, and demobilization, which document decisions and activities
with near-term importance, claims, payments, and litigation support.
Note: Cutoff or close at end of calendar year (CY) in which the
incident is terminated.
 Paper records: Retain on site for 3 years after closing, then
transfer to regional FRC.
 Electronic records: Maintain on site until disposition date.
 Reference copies: Documents with no further administrative
value, including copies maintained by individuals in personal
files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared
network drives that are used only to produce the recordkeeping
copy: Destroy/delete within 180 days after the recordkeeping
copy has been produced, or when administrative use ceases,
whichever is longer.
 Working documents: Copies used for dissemination, revision, or
updating, that are maintained in addition to the recordkeeping
copy. Destroy/delete when dissemination, revision, updating is
completed, or when administrative use ceases.
Records documenting significant events, actions taken, lessons
learned, and other information with long-term value for managing
natural resources on Federal lands, such as: fire narrative and
summary reports, final situation analyses, delegation of authority,
incident action plans, Fire Behavior Analyst reports, field weather
data not captured electronically, news articles and media releases,
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
25 years (FY)
N1-95-10-10,
item 31
Hardcopy
Temporary,
7 years (CY)
N1-95-05-02,
item 3
Hardcopy
PERMANENT
(see note)
N1-95-05-02,
item 2
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
5180
HEADING
Fire Reports
SUB-HEADINGS
Fire Report
Packages
6209.11_42_5000 Series
Page 9 of 26
DESCRIPTION
fire progression and final fire perimeter maps, photos and infrareds
necessary to document resource impact and lessons learned. Other
records may include those relating to joint operations and/or mutual
aid; copies of incident reports and analyses prepared by agencies
other than the Incident Management Team or host unit, or other
agencies that support management decisions; records documenting
significant interactions with communities affected by the incident;
and selected reports or notes pertaining to high-level management,
entrapment reports and security issues that have not been
incorporated into the fire narrative. For incidents involving use of
wildland fire for resource management purposes, include Wildland
Fire Implementation Plans or equivalents.
Note 1: Cutoff or close at end of CY in which the incident is
terminated.
Note 2: Maintain on the host unit for 3 years after closing or until
no longer needed for other business needs or litigation.
Note 3: Transfer closed case files to NARA when 20 years old.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [such as, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 6: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Including project fire package, components of the documentation
package associated with the management/suppression of wildland
fire incidents such as narrative reports, action plans, maps, fire
situation analyses, and other records that have long-term value.
Note 1: Cutoff or close file at end of CY in which report submitted
OR maintain and transfer individual fire reports to NARA with fire
package – incident history file (as described in Fire Package –
Incident History File).
Note 2: Maintain on the host unit for 3 years after closing or until
no longer needed for other business needs or litigation.
Note 3: Transfer closed case files to NARA when 20 years old.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [such as, RA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
RETENTION
RETENTION
AUTHORITY
PERMANENT
(see note)
N1-95-05-02,
item 1
OFFICIAL
RECORD
FORMAT
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5190
Management
Administrative
Fire Analysis
5190
5190
Fire
Management
Management
FFF – Obsolete
– Do not use
General
5190
Management
National Fire
Planning
5300
Law
Enforcement
General
5300
Law
Enforcement
Registers
5310
Law
Enforcement
Planning
General
6209.11_42_5000 Series
Page 10 of 26
DESCRIPTION
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 6: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Policies, procedures, and reports regarding fire reviews.
Note: Close file when administrative use ends and apply retention
period.
FFF - Obsolete – Do Not Use.
Correspondence and records of a general nature pertaining to
administrative fire analysis, National Fire Planning, and FFF
standards.
Note: Close file at end of fiscal year and apply retention period.
Records associated with the planning, evaluation, documentation,
and implementation of fire management programs and analysis.
Includes development and evaluation documentation of an array of
fire management program options at the forest, regional, and
national level.
Note: Close file when administrative use ends and apply retention
period.
Includes general correspondence and materials regarding law
enforcement that are too broad to be filed under a specific subject
heading. Also includes damage appraisal and claims.
Note 1: Close file at end of fiscal year and apply retention period.
Note 2: File records pertaining to identification cards and trespass
cards under 5320-Pocket Credentials.
Includes registers or logs used to record names of outside
contractors, service personnel, visitors, employees admitted to areas,
and reports on automobiles and passengers.
Note: Retention period begins after final entry in register.
Law Enforcement Plan that identifies problems, trends, workloads at
each organizational level, staffing needs that outline how field units
will conduct law enforcement program.
Note 1: Close file at end of fiscal year.
Note 2: Transfer closed file to NARA when 15 years old.
Note 3: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 4: As electronic retention of official records is approved for
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
Temporary,
50 years
(see note)
OBSOLETE
N1-95-10-10,
item 32
Hardcopy
OBSOLETE
Hardcopy
Temporary,
50 years (FY)
N1-95-10-10,
item 33
Hardcopy
Temporary,
50 years
(see note)
N1-95-10-10,
item 34
Hardcopy
Temporary,
5 years (FY)
N1-95-10-9, item 2
Hardcopy
Temporary,
2 years
(see note)
GRS 18-17b
Hardcopy
PERMANENT
(see note)
N1-95-10-9, item 3
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5320
Investigation
General
5320
Investigation
Investigative
Cases
5320
Investigation
Pocket
Credentials
5330
Law Violations
Closure Orders
5330
Law Violations
General
5340
Reports
Case Reports
5340
Reports
Reports
6209.11_42_5000 Series
Page 11 of 26
DESCRIPTION
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 5: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes general correspondence and records pertaining to types of
investigations, procedures, reporting, reports to OIG, and directions.
Note: Close file at end of fiscal year and apply retention period.
Investigations related to fraud, abuse and misuse by FS personnel
and non-FS personnel.
Note 1: Establish case files as needed.
Note 2: Retention period begins when case file closed and apply
retention period.
Includes documentation and records of credential cards for special
agents and special officers.
Note 1: Establish case files as needed.
Note 2: Retention period begins when case file closed.
Includes originals of closures/restrictions on roads, trails, and areas
on Forest Service lands.
Note: Retention period begins when closure order rescinded.
Includes correspondence and records related to law violations;
including, but not limited to Violation Notices, Warning Notices,
and Incident Reports. Information regarding violations shall also be
entered and retained in the LEIMARS database.
Note 1: Close file at end of fiscal year and apply retention period.
Note 2: Retain video recordings of confirmed violations under
applicable category, such as 5340 – Reports – Case Reports.
Includes case files containing data (including video documentation)
that enables reviewing officials and attorneys to access the
prospective merits of a case to present in court.
Note: Retention period begins when case file closed.
Includes records associated with the Law Enforcement
Investigations Management Attainment Reporting System
(LEIMARS), Cooperative Law Enforcement Activity Reports, and
Annual Report.
Note 1: Cut off annually.
Note 2: Computer input documents should be destroyed when no
longer needed for administrative use.
Note 3: Computer input documents should be destroyed when no
longer needed for administrative use, unless retained as an official
record under another file code category.
Note 4: Electronic database systems and applications, including
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
Temporary,
10 years (FY)
N1-95-10-9, item 4
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9, item 5
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9, item 6
Hardcopy
Temporary,
10 years (FY)
N1-95-10-8, item 1
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9, item 7
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9, item 8
Hardcopy
PERMANENT
(see note)
N1-95-10-9, item 9
Hardcopy
RETENTION
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5350
Procedures
(Law
Enforcement)
General
5360
Cooperative
Law
Enforcement
Suitability
Requirements,
Training, and
Standards
Law
Enforcement
Equipment
General
5400
Landownership
General
5400
Landownership
Inquiries
5400
Landownership
Plans
5410
Appraisals
Appraisal - Case
5370
5380
General
General
6209.11_42_5000 Series
Page 12 of 26
DESCRIPTION
database repositories are scheduled separately.
Note 5: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 6: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 7: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes records and reports pertaining to violation prevention and
enforcement, including related activities with Federal, State, and
local law enforcement agencies.
Note: Close file at end of fiscal year and apply retention period.
Includes cooperative agreements with State and local authorities.
Note: Retention period begins when agreement terminated.
Includes policy and procedures, correspondence and memorandums
related to levels of training standards for employees with law
enforcement duties.
Note: Close file at end of fiscal year and apply retention period.
Includes correspondence, memorandums, and other records related
to policy on law enforcement firearms, chemical agents, selfdefense, defensive equipment, uniforms, vehicles, and specialized
equipment.
Note: Close file at end of fiscal year and apply retention period.
Records concerning landownership too broad to be filed under one
of the more specific subjects.
Note: Close file at end of fiscal year and apply retention period.
Routine acknowledgements and transmittals
Land adjustment plans and related correspondence for National
Forests, National Grasslands, and Land Utilization Project areas,
and right-of-way procurement plans for current and anticipated
needs for rights-of-way over non-Federal lands and interests in
lands.
Note 1: Arrange by type of plan.
Note 2: Retention period begins when plan completely revised or
superseded by new plan.
Case specific documentation of appraisals or valuation-related
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
10 years (FY)
N1-95-10-9,
item 10
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9,
item 11
Hardcopy
Temporary,
20 years (FY)
N1-95-10-9,
item 12
Hardcopy
Temporary, 20
years (FY)
N1-95-10-9,
item 13
Hardcopy
Temporary,
5 years (FY)
N1-95-10-10,
item 35
Hardcopy
Temporary,
3 months
Temoprary,
5 years
(see note)
GRS 14-1
Hardcopy
N1-95-10-10,
item 36
Hardcopy
N1-95-10-8, item 2
Hardcopy
Temporary,
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
(Land)
Files
5410
Appraisals
(Land)
General
5420
Purchases and
Donations
(Land)
Donation - Case
Files
5420
Purchases and
Donations
(Land)
Purchases and
Donations
(Land)
Purchases and
Donations
(Land)
Donations –
Unconsummated Cases
General
5420
5420
Purchases Case Files
6209.11_42_5000 Series
Page 13 of 26
DESCRIPTION
consultation. Files may include request for valuation services;
appraiser instructions; report; review report (if any); and other
supporting documentation.
Note 1: PII - Keep files in secure environment. Paper files
should be kept in locked drawers. Restrict access to both paper
and electronic files.
Note 2: Establish case files as needed.
Note 3: Retain on site, do not forward to FRC or NARA.
Note 4: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 5: Appraisal case files are to be maintained by the Regional
Appraiser.
Note 6: Retention period begins at closure of case.
Including correspondence on principles, approaches to value,
procedures, controls, and other information relating to valuation
real property.
Note: Close file at end of fiscal year and apply retention period.
Including administrative sites. Includes correspondence, purchase
agreements, contracts, land surveys, grants, patents, deeds, deed
of trust or mortgage, title insurance policy, abstract of title,
certificate of title, Torrens certificate of title, or other such related
documents. Arrange files alphabetically by case name.
Note 1: Screen for records necessary for permanent title file
(5590 – Landownership Status - Land Status Title), apply
retention period to records not incorporated into 5590 title file.
Note 2: Retain records in office. Retention period begins after
title file is created and adminstrative/legal use ceases. Do not
transfer to FRC or NARA.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Includes correspondence, title evidence and related documents.
Note: Retain records in office. Retention period begins after
adminstrative/legal use ceases. Do not transfer to FRC.
Includes correspondence concerning land purchases and
donations, not related to specific case.
Note: Close file at end of fiscal year and apply retention period.
Including Administrative sites. Includes correspondence, survey,
appraisal reviews, deeds, condemnation documents where
applicable, appeals other title evidence, and related documents.
Arrange files alphabetically by case name.
Note 1: Screen for records necessary for permanent title file
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
5 years
(see note)
Temporary,
5 years (FY)
N1-95-10-10,
item 37
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 38
Hardcopy
Temorary,
5 years
(see note)
Temporary,
5 years (FY)
N1-95-10-10,
item 39
Hardcopy
N1-95-10-10,
item 40
Hardcopy
N1-95-10-10,
item 41
Hardcopy
Temporary,
5 years
(see note)
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
Purchases and
Donations
(Land)
Exchanges
(Land)
Purchases –
Unconsummated Cases
Exchanges –
Case File
5430
Exchanges
(Land)
Exchanges –
Unconsummated Cases
5430
Exchanges
(Land)
General
5440
Partial Land
Interests, Except
Rights-of-Way
Partial Land
Interests, Except
Rights-of-Way
General
5420
5430
5440
Partial Land
Interests – Case
Files
6209.11_42_5000 Series
Page 14 of 26
DESCRIPTION
(5590 – Landownership Status - Land Status Title), apply
retention period to records not incorporated into 5590 title file.
Note 2: Retain records in office. Retention period begins after
title file is created and adminstrative/legal use ceases. Do not
transfer to FRC or NARA.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Includes correspondence, title evidence, and related documents.
Note: Retain records in office. Retention period begins after
adminstrative/legal use ceases. Do not transfer to FRC.
Including correspondence, letters of negotiation, explanatory
notes, exchange agreements, proposals, plans, or contracts,
appraisal reviews, appeals, objections and related decisions, land
descriptions, field examinations, surveys, certificates of
possession, statements of intent, environmental assessments,
statements of value and appraisal, statements of disposal,
certificates of title or title insurance policy, certifications and
proof of publications, and other related documents. Arrange files
alphabetically case name.
Note 1: Screen for records necessary for permanent title file
(5590 – Landownership Status - Land Status Title), apply
retention period to records not incorporated into 5590 title file.
Note 2: Retain records in office. Retention period begins after
title file is created and adminstrative/legal use ceases. Do not
transfer to FRC or NARA.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Includes correspondence documents incidental to land
adjustments.
Note: Retain records in office. Retention period begins after
adminstrative/legal use ceases. Do not transfer to FRC.
Includes correspondence concerning land exchanges, not related
to specific case.
Note: Close file at end of fiscal year and apply retention period.
Includes correspondence concerning partial land interest, not
related to specific case.
Note: Close file at end of fiscal year and apply retention period.
Including correspondence, evaluations, appraisal reviews, scenic
or conservation easements, mineral deeds, documentation of
NEPA compliance, environmental assessments or statements,
RETENTION
Temporary,
5 years
(see note)
Temporary,
5 years
(see note)
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
N1-95-10-10,
item 42
Hardcopy
N1-95-10-10,
item 43
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 44
Hardcopy
Temporary,
5 years (FY)
N1-95-10-10,
item 45
Hardcopy
Temporary,
5 years (FY)
N1-95-10-10,
item 46
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 47
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
5440
Partial Land
Interests, Except
Rights-of-Way
5450
National Forest
System
Modification
SUB-HEADINGS
Partial Land
Interests –
Unconsummated Cases
Boundary
Modifications –
Case Files
6209.11_42_5000 Series
Page 15 of 26
DESCRIPTION
mortgages, deeds of trust and vendors liens, leases, and related
documents. Arrange files alphabetically by name of grantor.
Note 1: Screen for records necessary for permanent title file
(5590 – Landownership Status - Land Status Title), apply
retention period to records not incorporated into 5590 title file.
Note 2: Retain records in office. Retention period begins after
title file is created and adminstrative/legal use ceases. Do not
transfer to FRC or NARA.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures..
Includes correspondence, documents incidental to acquisition of
partial land interest.
Note: Retain records in office. Retention period begins after
adminstrative/legal use ceases. Do not transfer to FRC.
Consummated and unconsummated case files containing the
establishment reports which give background rationale for
establishing units which include the public's interest, resources
involved, and the intent of management. Establishment
documents such as boundary atlas maps, plats, and diagrams
Secretarial Orders, Land Orders, Executive Orders, Presidential
Proclamations, Acts of Congress which establish a national forest
or grasslands; environmental impact statement; wilderness
studies and related documents
Note 1: Photographing Boundary Map Changes - When
boundary changes of large color maps take place, 8 x 10 color
positives or 8 x 10 black and white negatives may be made.
Offer the original map material to NARA 5-years after the
filming is complete. All photographic sets and portions of
photographic sets may be distributed to other field units and
destroyed when no longer needed.
Note 2: Microfiling Boundary Modifications, Land Transfer, or
Interchange Records - If desired, a microform may be made of
boundary modifications, land transfer or interchange transfer
records in accordance with 36 CFR 1230. When the microform
is reviewed and found satisfactory follow the disposition
instructions for the paper records under 5450-Boundary
Modifications and 5450-Land Transfers or Interchange Analyses.
Destroy the microform when no longer needed for administrative
use.
Note 3: Applicable Regional Offices are the office of record.
Note 4: Wildland studies previously filed under 5500 are now
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
Temporary,
5 years
(see note)
N1-95-10-10,
item 48
Hardcopy
PERMANENT
(see note)
N1-95-10-9,
item 14
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5450
National Forest
System
Modification
General
5450
National Forest
System
Modification
Land Transfers
or Interchange
Analyses – Case
Files
6209.11_42_5000 Series
Page 16 of 26
DESCRIPTION
filed under 5450; Ownership Adjustments previously filed under
5500 are now filed under 5400-Plans.
Note 5: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 6: Transfer closed file to NARA when 15 years old.
Note 7: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 8: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 9: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes general correspondence on land transfer or Interchange
matters; also correspondence on the establishment of National
Forest, National Grasslands; modification of boundaries; and
procedural aspects.
Note: Close file at end of fiscal year and apply retention period.
Consummated and unconsummated case files which contain
analyses of land transfer or interchange proposals; related
correspondence; environmental analyses; related correspondence;
environmental analyses, reservoir projects; public domain and
National Forest; copies of authorizing documents of transfers or
interchanges.
Note 1: Photographing Boundary Map Changes - When
boundary changes of large color maps take place, 8 x 10 color
positives or 8 x 10 black and white negatives may be made. All
photographic sets and portions of photographic sets may be
distributed to other field units and destroyed when no longer
needed.
Note 2: Applicable Regional Offices are the office of record.
Note 3: Some of the documents in the Lands Transfer or
Interchange case file may become part of the permanent title file
which is maintained under 5590 – Land Status Title. Screen all
5450-Land Transfer case files for title evidence and file under
5590-Land Status Title. Retain land transfer documents that do
not become part of the title file under this file code and
subheading.
Note 4: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
5 years (FY)
N1-95-10-9,
item 15
Hardcopy
PERMANENT
(see note)
N1-95-10-9,
item 16
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5450
National Forest
System
Modification
Land Transfers
or Interchange
Cases
5460
Rights-of-Way
Acquisition
Construction
and Use
Agreements,
and
Supplements
5460
Rights-of-Way
Easement Case
6209.11_42_5000 Series
Page 17 of 26
DESCRIPTION
Note 5:
 Closed case files: Transfer closed file to NARA when 15
years old.
 Photographic sets: Offer the original map material to
NARA 5-years after the filming is complete.
Note 6: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 7: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 8: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes documentation on land transfer or Interchange matters
associated with a specific case file.
Note 1: Retention period begins when case closed
Note 2: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 3: Transfer closed cases to NARA when 15 years old.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 6: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Case files pertaining to road right-of-way construction and use
agreements with other landowners or land administering agencies
for joint development and use of roads and road systems.
Includes supplements to the agreement, correspondence, and
related documents. Arrange case files alphabetically by name of
cooperator.
Note 1: Regional Office maintains official record.
Note 2: Retention period begins when agreement is terminated.
Transfer records to FRC 3-years after agreement terminated.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Permanent easements acquired over private or other lands not
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
PERMANENT
(see note)
N1-95-10-7, item 2
Hardcopy
Temporary,
25 years
(see note)
N1-95-10-9,
item 17
Hardcopy
Temporary,
N1-95-10-10,
Hardcopy
RETENTION
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
Acquisition
Files
5460
Rights-of-Way
Acquisition
General
5460
Rights-of-Way
Acquisition
Temporary,
Rights-of-Way
5460
Rights-of-Way
Acquisition
Unconsummated Case
Files
5470
Reservations
and Outstanding
Rights
General
5470
Reservations
and Outstanding
Rights
Requests,
Applications,
and Permits
6209.11_42_5000 Series
Page 18 of 26
DESCRIPTION
administered by Forest Service. Includes correspondence,
appraisal reviews and options, if made, certification of cost of
right-of-way and improvements, record of payment, and related
documents. Arrange files by project name or number and
grantor.
Note 1: Screen records for documents deemed appropriate for
permanent title file as specified under 5590 – Landownership
Status - Land Status Title. Retention period for this file code
applies to documents that do not become part of the title file.
Note 2: Close file when case closed.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
General correspondence concerning the acquisition of right-ofway, not related to a specific case.
Note 1: Screen records for documents deemed appropriate for
permanent title file as specified under 5590 – Landownership
Status - Land Status Title. Retention period for this file code
applies to documents that do not become part of the title file.
Note 2: Close file at end of fiscal year and apply retention
period.
Term easements and permits acquired for Temporary, roads over
private or other lands not administered by FS. Includes title
approval, certification of cost, record of payment, and related
documents. Arrange case files by project name or number and
grantor.
Note 1: Regional and Supervisors’ Offices maintain official
records. Transfer to FRC is not authorized.
Note 2: Retention period begins when easement or permit
expires.
Includes correspondence, documents incidental to rights-of-way
acquisition.
Note: Retain closed case files until local need ceases, then
destroy. Transfer to FRC is not authorized.
Includes general correspondence related to timber, residency,
occupancy, easements, improvements, water, grazing, and other
rights or reservations on acquired land.
Note: Close file at end of fiscal year and apply retention period.
To exercise reserved or outstanding rights. Arrange case files
alphabetically by name of owner of right.
Note 1: Regional Office maintains official record.
Note 2: Retention period begins after expiration or termination of
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
5 years
(see note)
item 49
Temporary,
5 years (FY)
N1-95-10-10,
item 50
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 51
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 52
Hardcopy
Temporary,
25 years (FY)
N1-95-10-10,
item 53
Hardcopy
Temporary,
25 years
(see note)
N1-95-10-9,
item 18
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5480
Condemnation
General
5480
Condemnation
Project Case
Files
5500
Landownership
Title
Management
General
5510
Title Claims and
Encroachment
General
5510
Title Claims and
Encroachment
Title Claims and
Encroachment
Case Files
6209.11_42_5000 Series
Page 19 of 26
DESCRIPTION
right.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Includes general correspondence concerning condemnation
actions, not related to a specific case.
Note: Close file at end of fiscal year and apply retention period.
Includes correspondence, reports, and related documents. Arrange
case file alphabetically by case name.
Note 1: Screen all records for documents appropriate for
permanent title file (5590 – Landownership Status - Land Status
Title), retention period applies to documents that do not become
part of the title file.
Note 2: Apply retention period when case file closed.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
General correspondence too broad to be filed under a specific
heading.
Note 1: Land Classification records, Boundary Modification
records, Land Transfer and Interchanges should be filed under
the 5450 series.
Note 2: Close file at end of fiscal year and apply retention
period.
Correspondence concerning title claims and encroachments of
lands under the jurisdiction.
Note 1: Screen all records for documents appropriate for
permanent title file (5590 – Landownership Status - Land Status
Title), apply 5510 retention period to records that do not become
part of the title file.
Note 2: Close file at end of fiscal year and apply retention
period.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Includes correspondence, land use permits, aerial photographs,
plats, maps, environmental assessments, permit applications,
STA applications, general land office survey plats and notes,
court documents, litigation reports, deeds, appraisal reviews,
grants, certified letters, affidavits, patent applications, patents,
land classification studies and maps, bills of sale, tax assessment
records, court decisions or settlements, sale notices, notices of
award, and related documents. Arrange files according to the
specific subject and, alphabetically by name of claimant,
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
5 years (FY)
N1-95-10-10,
item 54
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 55
Hardcopy
Temporary,
5 years (FY)
N1-95-10-9,
item 19
Hardcopy
Temporary,
5 years (FY)
N1-95-10-10,
item 56
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 57
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5520
Encumbrances
Encumbrances
5530
Partial Interest
Partial Interest
5540
Use Restrictions
Use Restriction
5550
Native
American
Native
American
6209.11_42_5000 Series
Page 20 of 26
DESCRIPTION
purchaser, or grantee.
Note 1: Retain records in office. Retention period begins after
title file created and adminstrative/legal need ceases. Transfer to
FRC not authorized.
Note 2: Screen all records for documents appropriate for
permanent retention under 5590 – Landownership Status - Land
Status Title. Apply 5510 – Title Claims and Encroachment
retention period to records that do not become part of the title
file.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Administration of property interests held by others
(encumbrances) on NFS lands that were granted and administered
by prior owners or other agencies under several repealed
authorities or other existing authorities that vested administration
under another agency.
Note 1: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 2: Retention period begins upon termination (if any) of
encumbrance.
Note 3: Title documents related to disposal or acquisition should
become part of the permanent title case file (5590 –
Landownership Status - Land Status Title).
Records include documentation regarding Forest Service partial
interests, including title and other realty informaton. Partial
interests include situations where the Forest Service does not
have all rights to the land. Example would be situation where the
Agency may have surface rights but no subsurface (minerals)
rights.
Note 1: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 2: Close file when Agency interest ends and apply retention
period.
Records include documentation regarding Forest Service use
restrictions associated with title and other realty records.
Note 1: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 2: Close file when use restriction ends, apply retention
period.
Records include documentation regarding Native American
claims, including certain treaty rights and aboriginal titles,
RETENTION
RETENTION
AUTHORITY
OFFICIAL
RECORD
FORMAT
Temporary,
5 years
(see note)
N1-95-10-8,
item 3
Hardcopy
Temporary,
25 years
(see note)
N1-95-10-8, Item 4
Hardcopy
Temporary,
25 years
(see note)
N1-95-10-8, Item 5
Hardcopy
PERMANENT
(see note)
N1-95-10-8,
item 6
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
6209.11_42_5000 Series
Page 21 of 26
HEADING
SUB-HEADINGS
DESCRIPTION
Claims
Claims
5570
Sales, Grants,
Special Acts
General
5570
Sales, Grants,
Special Acts
Sales and
Grants Cases
5570
Sales, Grants,
Special Acts
Unconsummated Cases
associated with title and other realty records.
Note 1: Retention period begins when case closed
Note 2: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 3: Accounts and supporting documents pertaining to
American Indians and Alaska Natives are not authorized for
disposal. Such records must be retained indefinitely since they
may be needed in litigation involving the Federal Government’s
role as trustee of property held by the Federal Government and
managed for the benefit of American Indians. These records
include those created under the Alaska Native claims Settlement
Act of 1971 (Public Law 92-203, 85 Stat. 688).
Note 4: Transfer closed records to NARA when 15 years old.
Note 5: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 6: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 7: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes correspondence concerning sales and grants of lands
under jurisdiction.
Note: Close file at end of fiscal year and apply retention period.
Includes correspondence, maps, environmental assessments,
deeds, appraisal reviews, grants, certified letters, affidavits, land
classification studies and maps, bills of sale, tax assessment
records, sale notices, notices of award, appeals, and related
documents. Arrange files according to the specific subject and,
alphabetically by case name.
Note 1: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 2: Screen for records necessary for permanent title file (5590
– Landownership Status - Land Status Title), apply retnetion period
ot records not incorporated into 5590 title file.
Note 3: Apply retention period when case file closed.
Includes correspondence, documents incidental to sales and
grants.
Note: Retention period begins when local need ceases. DO NOT
transfer to FRC.
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
5 years (FY)
N1-95-10-10,
item 58
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 59
Hardcopy
Temporary,
5 years
(see note)
N1-95-10-10,
item 60
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5580
Reports and
Records
Reports and
Records
5590
Landownership
Status
Landownership
Status
General
5590
Land Status
Title
6209.11_42_5000 Series
Page 22 of 26
DESCRIPTION
Includes annual statistical reports covering National Forest areas,
land exchanges, and land donations; rights-of-way reports; land
acquisition program and accomplishment reports. Arrange
alphabetically by type of report.
Note 1: Close file at end of FY.
Note 2: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 3: Transfer closed file to NARA when 15 years old.
Note 4: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 5: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 6: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Correspondence concerning the status of lands.
Note: Close file at end of fiscal year and apply retention period.
Contains documents necessary for the protectiion of the United
States title and interest in land. The title file includes:
(a) title opinions, decisions, reports and title insurance
policies;
(b) certifications or letters of acceptance;
(c) deeds, patents, and other conveyance documents to and
from the United States;
(d) certificates of possession and of use and consent;
(e) option contracts, offer to donate and statement of intent to
exchange;
(f) letters of case approval;
(g) publication notices;
(h) vouchers and tax notices;
(i) statement of summary estimate of value and value
notification to other Government agencies;
(j) clearinghouse (A-95) letters;
(k) deeds and other documents relative to outstanding rights;
also,
(l) appraisal review reports; and
(m) any other documents deemed essential for protection of the
United States title to land or interest in land including, but
not limited to, maps, plats, drawings, photographs, letters,
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
PERMANENT
(FY)
N1-95-10-9,
item 20
Hardcopy
Temporary,
5 years (FY)
PERMANENT
(see notes)
N1-95-10-10,
item 61
N1-95-10-9,
item 21
Hardcopy
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
FS FILE
CODE
HEADING
SUB-HEADINGS
5700
Aviation
Management
General
5700
Aviation
Management
Administration
(Aviation)
Inquiries
Aviation Safety
Program
General
5710
5720
General
6209.11_42_5000 Series
Page 23 of 26
DESCRIPTION
memorandums, and other legal documents.
Note 1: Arrange alphabetically by grantor.
Note 2: Regional Offices maintain permanent records, all other
offices are to send records to appropriate Regional Officer.
Note 3: If paper records maintained, both hardcopy originals and
hardcopy official file copies should have original signatures.
Note 4: Vital records
Note 5: Title File
(1) Title file consists of certain documents from consummated
cases in 2730, 5420, 5430, 5440, 5450, 5460, 5480, 5510,
5570, and other file designations containing title evidence.
(See FSM 5590) Destroy documents that do not become
part of the consummated title file.
(2) Transfer original title file to NARA when 15 years old.
Note 6: Agency Records Officer authorization via a NARA
approved transfer form [for example, ERA Transfer Request (TR)]
required prior to transferring permanent records to custody and
ownership of NARA.
Note 7: As electronic retention of official records is approved for
this file code category, pre-accession of electronic records is
authorized by mutual consent of both NARA and Forest Service.
Note 8: Store closed hardcopy records at FRC until eligible for
transfer to NARA custody.
Includes general correspondence and records related to general
aircraft, policy, and responsibilities.
Note: Close file at end of fiscal year and apply retention period.
Routine inquiries requesting general information.
Includes records pertaining to planning specialized aviation
activities and operations, aviation personnel qualifications,
equipment and so forth.
Note: Close file at end of fiscal year and apply retention period.
Includes records pertaining to accident and incident investigation.
Note: Close file at end of fiscal year and apply retention period.
OFFICIAL
RECORD
FORMAT
RETENTION
RETENTION
AUTHORITY
Temporary,
10 years
N1-95-10-9,
item 22
Hardcopy
Temporary,
3 months
Temporary,
10 years (FY)
GRS 14-1
Hardcopy
N1-95-10-9,
item 23
Hardcopy
Temporary,
10 years (FY)
N1-95-10-9,
item 24
Hardcopy
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 24 of 26
5000 Series – Exhibit 01
Reference - Superseded file coding system
FS FILE CODE
HEADING
SUB-HEADINGS
SUPERSEDED FILE CODE
[DO NOT USE, REFERENCE ONLY]
5100
5100
5100
5100
5110
5110
5120
5120
5120
5120
5120
5130
5130
5130
5130
5140
5140
5140
5150
5150
5150
5150
5160
5170
5170
5180
5180
5180
5190
5190
5190
5190
5300
5300
5310
Fire Management
Fire Management
Fire Management
Fire Management
Wildfire Prevention
Wildfire Prevention
Preparedness
Preparedness
Preparedness
Preparedness
Preparedness
Wildland Fire Suppression
Wildland Fire Suppression
Wildland Fire Suppression
Wildland Fire Suppression
Fire Use
Fire Use
Fire Use
Fuel Management
Fuel Management
Fuel Management
Fuel Management
Fire Management Equipment and Supplies
Fire Management Cooperation
Fire Management Cooperation
Fire Reports
Fire Reports
Fire Reports
Management
Fire Management
Management
Management
Law Enforcement
Law Enforcement
Law Enforcement Planning
General
Inquiries
Studies, Administrative
Individual Employee Training Records
General
Plans
Dispatching
Fire-Danger Rating
Fire-Weather Forecasting
General
Plans
Fire Dispatch Logs
Fire Organization
General
Reports
Appraisal Methods
General
Statistical Appraisals
Burning Plans
General
Hazard Reduction
Reports
General
Agreements
General
Fire Package – Incident Administrative Records
Fire Package – Incident History File
Fire Report Packages
Administrative Fire Analysis
FFF – Obsolete – Do not use
General
National Fire Planning
General
Registers
General
5100
5100-1
5100-2
5100-3
5110
5110-1
5120-3-1
5120-1
5120-2
5120
5120-3
Not currently scheduled
5130-1
5130
5130-2
5140-1
5140
5140-2
5150-2
5150
5150-1
5150-3
5160
5170-1
5170
5180-2
5180-1
5180
5190-1
5190-2
5190
5190-3
5300
New, not previously used
5310
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 25 of 26
SUPERSEDED FILE CODE
[DO NOT USE, REFERENCE ONLY]
FS FILE CODE
HEADING
SUB-HEADINGS
5320
Investigation
General
5320
5320
5330
5330
Investigation
Investigation
Law Violations
Law Violations
Investigative Cases
Pocket Credentials
Closure Orders
General
5340
5340
5350
5360
5370
Case Reports
Reports
General
General
General
General
General
Inquiries
Plans
Appraisal - Case Files
General
Donation - Case Files
Donations – Unconsum-mated Cases
General
Purchases - Case Files
Purchases – Unconsum-mated Cases
Exchanges – Case File
Exchanges – Unconsum-mated Cases
General
General
5380
5400
5400-2
5400-3
New, not previously scheduled
5410
5420-2
5420-2-1
5420
5420-3
5420-3-1
5430-2
5430-2-1
5430
5440
Partial Land Interests – Case Files
5440-2
Partial Land Interests – Unconsum-mated Cases
5440-2-1
5450
5450
5450
Reports
Reports
Procedures (Law Enforcement)
Cooperative Law Enforcement
Suitability Requirements, Training, and
Standards
Law Enforcement Equipment
Landownership
Landownership
Landownership
Appraisals (Land)
Appraisals (Land)
Purchases and Donations (Land)
Purchases and Donations (Land)
Purchases and Donations (Land)
Purchases and Donations (Land)
Purchases and Donations (Land)
Exchanges (Land)
Exchanges (Land)
Exchanges (Land)
Partial Land Interests, Except Rights-ofWay
Partial Land Interests, Except Rights-ofWay
Partial Land Interests, Except Rights-ofWay
National Forest System Modification
National Forest System Modification
National Forest System Modification
5320,
5320-3
5320-1
5320-2
Not previously scheduled
5320, 5320-1,
5320-2, 5320-3,
5320-4, 5320-5,
5320-6
5340-1
5340
5350
5360
5370
5450-1
5450
5450-2
5450
National Forest System Modification
Boundary Modifications – Case Files
General
Land Transfers or Interchange Analyses – Case
Files
Land Transfers or Interchange Cases
5380
5400
5400
5400
5410
5410
5420
5420
5420
5420
5420
5430
5430
5430
5440
5440
5440
5450
WO AMENDMENT 6209.11-2016-3
EFFECTIVE DATE: 02/04/2016
DURATION: This amendment is effective until superseded or removed.
6209.11_42_5000 Series
Page 26 of 26
FS FILE CODE
HEADING
SUB-HEADINGS
5460
Rights-of-Way Acquisition
5460
5460
5460
Rights-of-Way Acquisition
Rights-of-Way Acquisition
Rights-of-Way Acquisition
5460
Rights-of-Way Acquisition
5470
5470
5480
5480
5500
5510
5510
5520
5530
5540
5550
5570
5570
5570
Reservations and Outstanding Rights
Reservations and Outstanding Rights
Condemnation
Condemnation
Landownership Title Management
Title Claims and Encroachment
Title Claims and Encroachment
Encumbrances
Partial Interest
Use Restrictions
Native American Claims
Sales, Grants, Special Acts
Sales, Grants, Special Acts
Sales, Grants, Special Acts
5580
5590
5590
5700
5700
5710
5720
Reports and Records
Landownership Status
Landownership Status
Aviation Management
Aviation Management
Administration (Aviation)
Aviation Safety Program
Construction and Use Agreements, and
Supplements
Easement Case Files
General
Temporary,
Rights-of-Way
Unconsummated Case Files
General
Requests, Applications, and Permits
General
Project Case Files
General
General
Title Claims and Encroachment Case Files
Encumbrances
Partial Interest
Use Restriction
Native American Claims
General
Sales and Grants Cases
Unconsummated Cases
Reports and Records
General
Land Status Title
General
Inquiries
General
General
SUPERSEDED FILE CODE
[DO NOT USE, REFERENCE ONLY]
5460-3
5460-2
5460
5460-4
5460-2-1
5470
5470-2
5480
5480-2
5500
5510
5510-2
5520
5530
5540
5550
5570
5570-1
5570-2
5580
5590
5590-1
5700
5700-1
5710
5720