FOREST SERVICE HANDBOOK
PACIFIC SOUTHWEST REGION (R5)
VALLEJO, CALIFORNIA
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 20 - RECORDS MAINTENANCE
Supplement No.: R5 6209.11-2016-1
Effective Date: 5/2/2016
Duration: This supplement expires 5 years from the effective date unless superseded or
removed earlier.
Approved: Randy Moore, Regional Forester
Date Approved: 4/18/2016
Posting Instructions: Handbook supplements are numbered consecutively by Handbook
number and calendar year. Post by document; remove the entire document and replace it with
this supplement. Retain this transmittal as the first page(s) of this document.
Last Change: 6209.11-2013-1 to Chapter 30, 1/9/2013
New Document: 6209.11_20, 7 Pages
Superseded Document(s): 2409.22-2014-01, 2/4/2014, 3 Pages
Digest: Conducted periodic review and started the document towards 508 compliancy.
CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
20.3 - Policy
All records in possession of a unit must be identified in a file plan and the container of the
records identified on a floor plan.
20.4 - Responsibility
Staffs must prepare a file plan for each container and submit them to the local Records
Manager who will consolidate the file plans and send them to the next higher records
management echelon.
Staffs located in the RO will consolidate their file plans and submit them directly to the R5
Records Manager.
22 - FILE PLANS
22.2 - Elements of a File Plan
Please see exhibit 01 for a visual layout of the fields.
FileCode: (File Code) Taken from FSH 6209.11 chapter 40.
SubHead: (Sub-Headings) Taken from FSH 6209.11 chapter 40.
Retention: (Retention Period) Taken from FSH 6209.11 chapter 40.
Inches: Measure the depth of the material.
From: This is the beginning date of the material. Example: FY 2006, CY2007, 5/16/2000.
To: This is the ending date of the material. Example: FY 2006, CY2007, 10/18/2009.
22.2 - Exhibit 01 Elements of a File Plan
FileCode
1100
1230
1680
1370
1640
2130
SubHead
FS Directives
General
Cultural
History
Historic File
FilmsOriginal
Footage
General
Retention
Permanent
Temporary 10 Years
Retain on site pending
NARA approval
Retain on site pending
NARA approval
Permanent
Inches
2
1
1
From
CY1960
FY2006
CY2009
To
CY2011
FY2011
CY2011
5
FY1957
FY2010
2
CY1968
CY2000
Temporary 3 Years
1
FY2009
FY2011
24 - FILING PRACTICES
Upon periodic inspection, any file container not meeting the criteria in this directive will be
declared excess equipment and returned to the central equipment pool.
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CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
24.1 - Arrangement of File Drawers
2.
Drawers are numbered from the top down beginning with the digit 1. See exhibit 01.
6.
Files held in cardboard boxes will be maintained in regulation center boxes as
defined in Forest Service Handbook, 6209.11, chapter 30, section 34.2. (NSN 811500-117-8249). Each box will have a box-list taped on the front (see exhibit 02) of the
box and will be prepared in compliance with FSH 6209.11 chapter 20. When boxes
are stacked in a storage area the front of the box (side with the box list) will be
accessible.
7.
The preferred floor plan product would be any computer drawn format that clearly
shows the location of the filing cabinet in the building. In the absence of a computer
drawn floor plan a hand drawn product will do. See exhibit 03.
8.
Place the file plan in the first folder of the first file drawer for each filing container.
9.
Each geographically separated unit where records are stored will label each filing
container with a sequential number starting with “0001.”
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CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
24.1 - Exhibit 01 Arrangement of File Drawers
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CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
24.1 - Exhibit 02 Box List Placement
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CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
24.1 - Exhibit 03 Example of Floor Plan Drawn Using MS Word
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CHAPTER 20 - RECORDS MAINTENANCE
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
Supplement No.:R5 6209.11-2016-1 - Effective Date: 5/2/2016
26 - PROCEDURE FOR REQUESTING NEW OR EXCESS FILING CABINETS
5.
The Unit Records Manager/Liaison will be the approving authority for all filing
equipment requests and purchases. Approvals will be based on demonstrated
records management, file plans submitted for all filing containers and need.
Demonstrated records management are the actions taken by the staff to properly
retire and dispose of records that have reached the end of their retention and are no
longer needed by the agency.
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